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Agenda and minutes

Venue: Brentwood County High School, Shenfield Common, Seven Arches Road, Brentwood CM14 4JF

Contact: Zoey Foakes 

Items
No. Item

24.

Apologies for Absence

Minutes:

There were no apologies received and all members of the committee were present. 

25.

Minutes of the previous meeting pdf icon PDF 82 KB

The minutes of the Corporate Projects Scrutiny Committee held on 29 January 2018 and the Audit Committee held on 14 March 2018.

Additional documents:

Minutes:

The minutes of the Audit Committee meeting held on 14 March 2018 were approved as a true record.

 

The minutes of the Corporate Projects Scrutiny Committee meeting held on 19 March 2018 were approved as a true record.

 

26.

Internal Audit Progress Plan 2017/2018 pdf icon PDF 82 KB

Additional documents:

Minutes:

The report was intended to inform the Audit and Scrutiny Committee of progress made against the approved internal audit plan for 2017/18, which was approved by the Audit Committee in March 2017.

 

The following reports had been finalised since the last Committee, and a summary of the findings were included in the progress report:

·         Customer Services (Moderate / Moderate Assurance)

·         Car Parks and Payment Collection (Limited / Limited Assurance)

·         Environment (Limited / Moderate Assurance)

·         Main Financial Systems, including Outsourced Functions (Moderate / Limited Assurance)

·         Risk Management (Limited / Moderate)

 

Information Security Assessment (advisory review) had also been completed.

 

The full reports were available on request.

 

Following a discussion from the committee, members did have concerns on what was reported.

 

A motion was MOVED by Cllr Russell and SECONDED by Cllr Mrs Hones to approve the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

 

The Committee receives and notes the contents of the reports.

 

Reasons for Recommendation

To monitor the progress of work against the internal audit plan, and highlight recommendations arising from the work of internal audit and management’s actions in response to those recommendations.

27.

Internal Audit Annual Report 2017/18 pdf icon PDF 77 KB

Additional documents:

Minutes:

Since publication of the agenda, further information had been supplied to the auditors which increased the assurance from limited to moderate.  The new report from the Auditors was appended to the minutes as a revised Appendix A. 

 

Overall, the auditors were able to provide moderate assurance that there was a sound system of internal control, designed to meet the Council’s objectives and that controls were being applied consistently. In forming the view of the auditors they took into account that:

 

The Council had performed broadly in line with budget regarding financial performance. The Council had shown strong financial management with moderate / substantial and substantial assurance opinions provided in the 2017/18 audits on the financial planning and budget monitoring and capital projects respectively.

 

The Council’s record in implementing audit recommendations required some improvement. Whilst management were proactive in discussing plans to address the risks identified in audits, there was a lack of engagement when internal audit followed up recommendations, therefore they could not report a year end position relating to recommendations made during 2017/18 that had fallen due before 31 March 2018.

 

47% of audits received limited or part limited assurance. These included car parking and payment collection, environment and community halls viability, and the key areas of risk management, main financial systems, housing and partnerships.  Although the main financial systems issues were mainly contractual.

 

Whilst a moderate assurance had been given, which had been a more marginal deciison than previous years, Internal Audit had noted a deteriation in the controls environemnt whilst new arrangements were taking time to bed down. However, management had responded positively to the reports and if the improvements required were implemented this would support a better position in 2018/19.

 

A motion was MOVED by Cllr Russell and SECONDED by Cllr Mrs Hones to amend the recommendation in the report:

 

That the Committee receives and notes the contents of the report revised Appendix A.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY that:

 

That the Committee receives and notes the contents of the revised Appendix A.

 

Reasons for Recommendation

To review the results of internal audit reviews undertaken during the year, and highlight key themes and areas for consideration arising from the work of internal audit.

 

28.

Scrutiny Work Programme 2018/2019 Update pdf icon PDF 75 KB

Additional documents:

Minutes:

The report provided the 2018/19 draft scrutiny work programme for members consideration and was attached at Appendix A.

 

Members noted that the workplan was a timeline of the latest and proposed working position of the working groups and not the actual timeline of the subject matter or project being reviewed. These timelines were subject to change depending on the work and outcomes of the working groups.

 

Following the Policy, Projects and Resources Committee on the 19th June 2018 further additions may be reflected in the Work Programme.

 

The Committee was requested to consider the draft work programme at Appendix A and agree any amendments.  The committee did not identify any amendments to the work programme at this stage. 

 

A motion was MOVED by Cllr Russell and SECONDED by Cllr Mrs Hones to approve the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY:

 

That the Committee agrees the Scrutiny work programme 2018/19 attached at Appendix A.

 

Reasons for Recommendation

The Constitution required that the Audit & Scrutiny Committee agreed its Scrutiny work programme at each meeting of the Committee.

29.

Leisure Strategy Working Group Report pdf icon PDF 83 KB

Additional documents:

Minutes:

The report provided a progress since the last Leisure Strategy Working Group for consideration by the Audit and Scrutiny Committee.  The Committee had no further comments to make on the progress of th eLeisure Strategy. 

 

A motion was MOVED by Cllr Russell and SECONDED by Cllr Mrs Hones to approve the recommendations in the report.

 

A vote was taken by a show of hands and it was RESOLVED UNANIMOUSLY:

 

Note the Progress Report and that any comments from the Audit and Scrutiny Committee are submitted to the Community, Health and Housing Committee on 3 July 2018 for their consideration.

 

Reasons for Recommendation

To ensure that options within each of those strands were fully examined, reviewed and prioritised and that the Leisure Strategy delivers Value for money was sustainable and met the needs of Brentwood residents.

30.

Urgent Business

An item of business may only be considered where the Chair is of the opinion that, by reason of special circumstances, which shall be specified in the Minutes, the item should be considered as a matter of urgency.

Minutes:

There were no items of urgent business and the meeting concluded at 7:40pm.