Agenda and minutes

Apologies were received from Councillors Hawkins and Ward.

The Chairman welcomed Amy Archer from Deloittes to her first meeting of the Committee.

The minutes of the meeting of the Overview & Scrutiny Committee held on the 12 April 2012 were presented.

            Resolved

            That the minutes of the meeting of the Overview and Scrutiny     Committee held on the 12 April 2012 be approved and signed by the       Chairman as a correct record.

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.

The Chairman reported that there were no items to be dealt with at the meeting as a matter of urgency by virtue of Section 100(B)(4)(b).

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.

No declarations of interest were received.

The Council Solicitor submitted a report (previously circulated) in order to inform Members of the Committee of the new Standards Role for the Overview and Scrutiny Committee which was intended to promote and maintain high ethical standards within the Council and deal with Standards related issues.

In relation to the Independent Members, the Monitoring Officer had received an update which advised of a window of opportunity, which made it possible for the District Council to appoint existing members in the period up to the 24 July 2012.  Former independent Members of the Standards Committee Mr Colin Langley and Mrs Gill Baker, had expressed an interest in continuing, and so the Committee AGREED to recommend their appointment to the next meeting of Full Council on the 12 July 2012.

Following a recent advertisement in the local press for Independent Members, Mr Good and Mr Dennison had submitted impressive applications, and Members considered it would be appropriate to recommend their appointment as Substitute Independent Members.

            Resolved

A.   That members note Minutes No. 127 of the Annual Council meeting on            17 May 2012 attached as Annex 1 which allocated the ethical   standards function to the Overview and Scrutiny Committee acting as a Corporate Governance Committee;

B.   That the Overview and Scrutiny Committee approves the following action:

                            (i)        That the Monitoring Officer ensures that all Members are informed of their duty to register interests;

                          (ii)        That the Monitoring Officer prepare and maintain new Registers of Interests for the Council and all Parish and Town Councils within the District together with the Code of Conduct adopted by each Parish or Town Council and ensure that they are available for public inspection as required by the Localism Act 2011;

                         (iii)        That the Register of Members’ Financial and Other Interests form attached as Annex be approved;

                         (iv)        That the Monitoring Officer be authorised to arrange training for Members on Standards issues.

C.   That Members recommend Council to:-

i.              Approve the terms of reference for the Overview and Scrutiny Committee acting as a Corporate Governance Committee.

ii.            Appoint the following independent persons:

a)    Mr Colin Langley and Mrs Gill Baker for a term of Four years:

b)    Mr Good and Mr Dennison as Substitute Independent Members.

The Council Solicitor submitted a report (previously circulated) in order to agree a final Code of Conduct to recommend to Council on the 12 July 2012.

            Resolved

            That the new Code of Conduct (appended at Annex 1) be          recommended to Council for adoption.

The Head of Corporate Services submitted a report (previously circulated) in order to present the 2012/13 Safer Ryedale Partnership Plan.

            Resolved

            That the report be received and considered.

Mrs Anderson from Deloittes presented the 2012 Audit Planning Report which had been previously circulated.

            Resolved

            That the report be received.

Mrs Anderson from Deloittes presented the External Auditor Quarterly Progress Report (previously circulated).

            Resolved

            That the report be noted.

The Head of Internal Audit submitted a report (previously circulated) in order to summarise the outcome of internal audit work undertaken in 2011/12 and provides an opinion on the overall adequacy and effectiveness of the council’s internal control arrangements.

            Resolved

                      I.        That the results on the audit and fraud work undertaken be noted.

                     II.        That the Head of Internal Audit’s opinion on the adequacy and effectiveness of the council’s internal control environment be noted.

The Corporate Director (s151) submitted a report (previously circulated) for Members to consider the Council’s review of its system of internal control and approve the Annual Governance Statement (AGS) as required by the Accounts and Audit Regulations 2011.

            Resolved

            That the Annual Governance Statement for inclusion in the Statement of Accounts be approved.

The Corporate Director (s151) submitted a report (previously circulated) in order to report on treasury management activities for the financial year 2011/12 in accordance with the Chartered Institute of Public Finance and Accountancy’s (CIPFA) Code of Practice on Treasury Management (the code) and the CIPFA Prudential Code for Capital Finance in Local Authorities (the Prudential Code).

Resolved

a.    That the annual treasury report for 2011/12 be noted.

b.    That the actual 2011/12 prudential and treasury indicators in the report be recommended for approval to Full Council.

The Business Support Manager submitted a report (previously circulated) in order to inform Members of the number and type of complaints received under the Council’s complaint procedure for the period January – March 2012.

            Resolved

            That the report be received.

The Head of Corporate Services submitted a report (previously circulated) in order to present the committee with the content of the Councils Annual Report of delivery against its priorities.

            Resolved

            That the report be received.

The Head of Corporate Services submitted a report (previously circulated) in order to provide Members with a draft rota for attendance to observe at policy committee meetings and to agree guidance to assist this process.

            Resolved

            That the rota for attendance at Policy Committees be agreed.

The Head of Corporate Services submitted a report (previously circulated) in order to present the progress of the scrutiny review currently being undertaken.

Members were reminded that the next Task Group meeting would take place on Thursday 19 July 2012, and representatives from other funding bodies had been invited to attend.

            Resolved

            That the progress made with the current scrutiny review be noted.

Commissioning Board held on 7 June 2012

Policy and Resources Committee held on 21 June 2012

Decisions from the following Committees were submitted:

Commissioning Board held on the 7 June 2012

Policy & Resources held on the 21 June 2012

            Resolved

            That the list of decisions of the Commissioning Board held on the 7     June 2012 and the Policy and Resources Committee held on the 21        June 2012 be received.

There were no urgent items.

The meeting closed at 7.50pm