Agenda and minutes

Audit, Overview and Scrutiny Committee - Thursday, 22nd October, 2020 6.30 pm

Venue: Virtual Meeting

Contact: Will Baines 43228

Items
No.	Item
1.	Emergency Evacuation Procedure The Chairman to inform Members of the Public of the emergency evacuation procedure. Minutes: The meeting was held virtually.
2.	Apologies for absence Minutes: Apologies received from Councillors Cussons, Keal and Wass
3.	Minutes of the meeting held on 1 October 2020 View the background to item 3. View the decision for item 3. Supporting documents: Minutes of Previous Meeting , item 3. PDF 210 KB Minutes: Decision That the minutes of the meeting of the Overview and Scrutiny meeting held on 01 October 2020 be approved and signed by the Chairman as a correct record. Voting Record 6 For 0 Against 1 Abstention
4.	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.
5.	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.
6.	Chair's Announcements Minutes: The Chair gave a vote of thanks for the outgoing Chair and Vice Chair of O & S and thanked them for their hard work.
7.	2019-20 Statement of Accounts Supporting documents: Statement of Accounts - Report , item 7. PDF 127 KB Appendix A - Statement of Accounts 2019-20 , item 7. PDF 2 MB Appendix B - RDC Letter of Representation , item 7. PDF 146 KB Appendix C - Audit Findings Report (ISA260) , item 7. PDF 745 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Anton thanked the Finance team for their hard work in producing the Statement of Accounts 2019/20 and thanked external Audit for their support. External Audit thanked the Finance team for their co-operation. Decision That members - note the 2019-20 Statement of Accounts (Appendix A), including the Annual Governance Statement - note proposed letter of representation (Appendix B) - note the External Auditors’ Audit Findings ISA 260 Document (Appendix C) Voting Record 7 For 0 Against 0 Abstentions
8.	Internal Audit and Counter Fraud Annual Report 2019/20 Supporting documents: Internal Audit and Counter Fraud Annual Report 2019/20 , item 8. PDF 129 KB Annex A - RDC Head of Internal Audit Annual Report 2019/20 , item 8. PDF 673 KB Annex B - Counter Fraud Annual Report 2019/20 , item 8. PDF 324 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Anton thanked Connor Munroe and Stuart Cutts for their work on this report. Decision That Members: a) note the results of the audit and counter fraud work undertaken in 2019/20. b) note the overall opinion of the Head of Internal Audit regarding the overall framework of governance, risk management and control operating within the Council. c) note the significant control issues identified through internal audit work in 2019/20. d) note the outcome of the quality assurance and improvement programme and the confirmation that the internal audit service conforms with the Public Sector Internal Audit Standards. Voting Record 7 For 0 Against 0 Abstentions
9.	Internal Audit, Counter Fraud and Information Governance Plans 2020/21 Supporting documents: Internal Audit, Counter Fraud and Information Governance Plans 2020/21 , item 9. PDF 126 KB Annex A - RDC Internal Audit plan 2020/21 , item 9. PDF 164 KB Annex B - RDC Counter Fraud Plan 2020/21 , item 9. PDF 286 KB Annex C Ryedale District Council Information Governance Plan 2020-21 , item 9. PDF 396 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That the internal audit plan for 2020/21 be approved and the counter fraud and information governance plans be noted. Voting Record 7 For 0 Against 0 Abstentions
10.	Treasury Management Annual Report 2019-20 Supporting documents: Treasury Management Annual Report 2019-20 , item 10. PDF 363 KB Treasury Management Annual Report 1920 Annex A , item 10. PDF 97 KB Treasury Management Annual Report 1920 Annex B , item 10. PDF 22 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That Council is recommended to: (i) Note the annual treasury management report for 2019/20; and (ii) Approve the actual 2019/20 prudential and treasury indicators in this report. Voting Record 7 For 0 Against 0 Abstentions
11.	Update on Risk Management Supporting documents: Risk Management Update Report , item 11. PDF 421 KB Risk Management - Appendix 2 - Corporate Risk Register , item 11. PDF 449 KB Minutes: Considered – Report of the Chief Finance Officer (s151). Decision That the Committee notes the contents of this report and comments on the format and details of the Corporate Risk Register (Appendix 2). Voting Record 6 For 0 Against 0 Abstentions
12.	Timetable of Meetings 2021-22 Supporting documents: Part B - HCG - Timetable of Meetings 2021-22 Report , item 12. PDF 123 KB 2021-2022 Timetable of Meetings - DRAFT , item 12. PDF 141 KB Minutes: Considered – Report of the Head of Corporate Governance. Decision That the Committee notes the report.
13.	Call-in: HR Policies This item was called in by the Chair of the Overview and Scrutiny Committee on 8 October 2020.The Chairman of the Policy and Resources Committee has agreed to consider the item again at the next meeting of that committee on 12 November 2020, in the light of further information available since the last meeting, to ensure that the Member appeals panels for dismissal are retained. Supporting documents: O&S Call-in form , item 13. PDF 116 KB Part A - HR policy revision , item 13. PDF 138 KB HRCAPv01PR , item 13. PDF 257 KB HRDISv01PR , item 13. PDF 292 KB Minutes: The Committee considered the call in from the Chair of Overview and Scrutiny on 08 October 2020. Decision The Committee agreed that no further action to be taken . Voting Record 3 For 2 Against 2 Abstentions
14.	Appointment of Corporate Governance Standards Sub-Committee That a Corporate Governance Standards Sub-committee be established comprising any three members of the Overview and Scrutiny Committee, with up to three named substitutes, drawn from across the political groups on the Council as far as reasonably practicable. Minutes: Considered Decision That Cllrs Brackstone, Garbutt Moore and Raper be appointed with Cllrs Middleton and Oxley as substitutes. Voting Record 6 For 0 Against 0 Abstentions
15.	Any other business that the Chairman decides is urgent. Minutes: The Committee discussed potential areas for future scrutiny and suggested the following to be considered. · Universal Credit · Covid · Internal Appraisal System · Business support post Covid There being no other items of urgent business the meeting closed at 8.25pm.