Agenda and minutes

Audit, Overview and Scrutiny Committee - Thursday, 25th October, 2018 6.30 pm

Venue: Council Chamber, Ryedale House, Malton

Contact: Will Baines 228

Items
No.	Item
37.	Apologies for absence Minutes: Apologies received from Cllr Keal, Cllr Cussons and Cllr Sanderson.
38.	Minutes of the meeting held on 4 October 2018 Supporting documents: Minutes Public Pack, 04/10/2018 Overview and Scrutiny Committee , item 38. PDF 57 KB Minutes: Decision That the minutes of the meeting of the Overview and Scrutiny Committee held on 4 October 2018 be approved and signed by the Chairman as a correct record. Voting Record 4 For 0 Against 2 Abstentions
39.	Urgent Business To receive notice of any urgent business which the Chairman considers should be dealt with at the meeting as a matter of urgency by virtue of Section 100B(4)(b) of the Local Government Act 1972. Minutes: There were no items of urgent business.
40.	Declarations of Interest Members to indicate whether they will be declaring any interests under the Code of Conduct. Members making a declaration of interest at a meeting of a Committee or Council are required to disclose the existence and nature of that interest. This requirement is not discharged by merely declaring a personal interest without further explanation. Minutes: There were no declarations of interest.
41.	KPMG Annual Audit Letter 2017/18 Supporting documents: 1 - RDC Annual Audit Letter 2017-18 , item 41. PDF 1 MB Minutes: Considered. Decision That the Annual Audit Letter for 2017/18 be noted. Voting Record 6 For 0 Against 0 Abstentions
42.	Grant Thornton Audit Progress Report and Sector Update Supporting documents: 2 - RDC Audit Committee Progress Report October 2018 , item 42. PDF 690 KB Minutes: Considered. Decision That the progress report and sector update be noted. Voting Record 6 For 0 Against 0 Abstentions
43.	2018/19 Audit Fee Letter Supporting documents: 3 - Ryedale DC 2018-19 Audit Fee Letter , item 43. PDF 365 KB Minutes: Considered. Decision That the 2018/19 Audit fee letter be noted. Voting Record 6 For 0 Against 0 Abstentions
44.	Annual Update of the Internal Audit Charter Supporting documents: 4a - Annual Update on Internal Audit Charter , item 44. PDF 75 KB 4b - RDC Internal Audit Charter October 2018 , item 44. PDF 219 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That the Committee approve the changes to the Council’s internal audit charter Voting Record 6 For 0 Against 0 Abstentions
45.	First Internal Audit and Counter Fraud progress reports 2018/19 Supporting documents: 5a - Internal Audit and Counter Fraud Progress Reports 2018-19 , item 45. PDF 78 KB 5b - Annex 1 RDC IA Progress Report 25.10.18 , item 45. PDF 143 KB 5c - Annex 2 - RDC Counter Fraud Progress Report - October 2018 , item 45. PDF 142 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That - the committee notes the work undertaken by internal audit and the counter fraud team in the year to date. - The committee notes the arrangements for the external assessment of internal audit. Voting Record 6 For 0 Against 0 Abstentions
46.	Timetable of Meetings 2019-2020 Supporting documents: 8a - Part B - CEX - Timetable of Meetings 2019-20 Report , item 46. PDF 76 KB 8b - 2019-2020 Timetable of Meetings DRAFT , item 46. PDF 98 KB Minutes: Considered – Report of the Chief Executive. Recommendation to Council That the timetable of meetings 2019-2020 be approved. Voting Record 6 For 0 Against 0 Abstentions
47.	Corporate Risk Management Update Supporting documents: Risk Management Update , item 47. PDF 105 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That the report be noted. A request was made that Officers arrange training for Members before a policy was agreed. Voting Record 6 For 0 Against 0 Abstentions
48.	Resolution at Council meeting on 11 October 2018 - 'Delivering the Council Plan' - Reports Triggered by Performance Indicators The Overview and Scrutiny Committee is invited to note the following resolution passed by the Council meeting on 11 October 2018: Resolved That the Council further improves its quarterly monitoring process of performance indicators relevant to ‘Delivering the Council Plan’ by ensuring that on a repeat of “unavailable”, red or amber a report is produced for the appropriate committee. An explanation to be given as to why the target is close or missed on more than one occasion. Members to agree / recommend to Full Council appropriate changes so that actions can be implemented. Minutes: Considered. Decision That the resolution passed by Council on 11 October 2018 be noted. Voting Record 5 For 0 Against 0 Abstentions
49.	Resolution at Council meeting on 11 October 2018 - Climate Change The Overview and Scrutiny Committee is invited to note and consider what further action is needed in respect of the following resolution passed by the Council meeting on 11 October 2018 in relation to the IPCC changing its target from 2°C to 1.5°C: Resolved Council requests Overview and Scrutiny to carry out an initial scoping exercise as to the RDC position in relation to this change. If time permits O and S is also requested to look at changes/impacts across Ryedale. Council requests O and S to produce a report (or interim) by the next meeting of Full Council. Relevant documents can be found at: https://www.ipcc.ch/pdf/session48/pr_181008_P48_spm_en.pdf https://www.ipcc.ch/sr15/chapter/spm/ Minutes: Considered. Decision That the resolution passed by the Council meeting on 11 October 2018 be noted and the committee look forward to receiving a report in the near future. Voting Record 5 For 0 Against 0 Abstentions
50.	Dates for next task group meetings Minutes: Considered. Decision That the date of the task group meeting into climate change be agreed.
51.	Interim verbal update from the Chair of Overview and Scrutiny Committee On the Scrutiny Review of Governance Arrangements for Services with North Yorkshire County Council. Included for consideration of this item are the draft minutes of the Appointments Sub-Committee on 27 September 2018. Supporting documents: Appt Sub Ctte Minutes , item 51. PDF 123 KB Minutes: In order to consider this item, the Chair moved that the committee move into exempt session. This was seconded by Cllr Oxley. Resolved That under Section 100(A)(4) of the Local Government Act 1972 that the public be excluded from the meeting for the following item as there will be a likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 12A of the Act as the information provided relates to individuals. The Chair made the following statement: Barry Khan, the Assistant Chief Executive (Legal and Democratic Services) for North Yorkshire County Council, has been appointed to be Deputy Monitoring Officer to advise the Corporate Governance Standards Sub-Committee. This sub-committee will deal with any issues relating to Members that arise from the findings of Professor John Raine’s Bullying Report. The sub-committee will consider any complaints under the Members Code of Conduct. As agreed at a previous meeting of Overview and Scrutiny, the Chair has given a copy of Professor John Raine’s report to the Chief Executive. This will enable her to use it in reference to employment matters arising from the report. Stacey Burlet will report back to Overview and Scrutiny early in the New Year.
52.	Any other business that the Chairman decides is urgent. Minutes: The Chair reported that he had received a document from the Head of HR on the appraisal arrangements for the new Chief Executive. The Chair agreed to circulate the document to committee members and asked for feedback on this as soon as possible. There being no other business, the meeting closed at 8:45pm.