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

Recording: Listen to the recording

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:

 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:

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:

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:

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:

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:

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:

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:

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

 

http://report.ipcc.ch/sr15/pdf/sr15_spm_final.pdf

 

 

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:

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.