Agenda and minutes

To receive the minutes of the meeting held on 25 September 2007

            Resolved -  That the minutes of the meeting held on 25^th September, 2007, be confirmed and signed.

Certain items are expected to include the consideration of exempt information and the Sub-Committee is, therefore, recommended to resolve "That, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to in the items listed below, on the grounds that they involve the likely disclosure of exempt information, as defined in the respective paragraph of Part 1 of Schedule 12A of the Act".

That, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to in the items listed below on the grounds that they involve the likely disclosure of exempt information as defined in the respective paragraphs of Part 1 of Schedule 12A of the Act.

          Item No.     Paragraph No.      Minute No.

              8 - 11                      7          32 - 35

The Committee received a report providing an update on the new CIPFA/SOLACE Code of Corporate Governance and the statutory requirement for the Council to publish an Annual Governance Statement, this replacing the previously required Statement on Internal Control. This report had previously been considered by the Corporate Governance Working Party.

            Resolved – (1) That it be noted that the Corporate Governance Working Party had requested the Group Director, Resources and Leisure, Director of Law and Democratic Services and the Head of Internal Audit to review the existing governance arrangements against the Corporate Governance Framework published by CIPFA/SOLACE and had asked the Director of Law and Democratic Services to develop a Local Code of Governance, including arrangements for its ongoing application and effectiveness.

            (2) That this Committee concurs with the comments that the Full Council be afforded the opportunity to consider the Annual Governance Statement and that this provision be incorporated into the Corporate Governance Framework.

            (3) That this Committee’s involvement in the annual governance statement framework, reporting publicly on the extent to which the Council complies with its own code annually, including how the Council has monitored the effectiveness of its governance arrangements in the year, and on any planned changes in the coming period, be agreed and confirmed.

            (4) That, In addition to its own involvement in the process and that of Full Council, the Committee notes that the Corporate Governance Working Group, the Standards Committee, the Council’s Corporate Board and the Cabinet will all be involved in the reporting lines of the process associated with the preparation of the Annual Governance Statement.

The Committee received a report on the outcome of the 2007 benchmarking exercise carried out by CIPFA in relation to the Council’s Internal Audit service.

            Resolved – (1) That the report be noted.

            (2) That, in particular, it be noted that the benchmarking data indicates that the Council’s internal audit section is one that is well qualified (above the unitary average) and provides a cost effective service (below average costs). That it be also noted that, as a consequence, there is always the risk that well qualified staff will look elsewhere if they see that neighbouring authorities offer better salaries.  

In response to an earlier request by the Audit Committee, the Group Director, Business Transformation, attended the meeting to present a report on progress made in implementing additional IT Security controls and procedures, including access controls relating to internet and e-mail usage by staff.

            Resolved - That the report be noted.

(To receive an update on the current position in respect of the appointment of an Independent Member of the Audit Committee)

The Committee received an update on the current position in respect of the appointment of an Independent member of the Audit Committee. It was noted that an offer had been made but that the candidate had declined the offer. The Committee agreed that the appointment of an Independent Member be pursued again in February 2008, at the same time as Independent members are sought for the Standards Committee. 

The Committee received a report summarising internal audit recommendations arising from audits of the Council Tax and National Non-Domestic Rates systems that had not yet been implemented. It was noted that these outstanding matters had been discussed with the new service provider and details of the actions intended to be taken to mitigate the risks identified had now been incorporated into the Action Plan.

            Resolved – That the report be noted.

The Committee received a report on progress in implementing audit recommendations in relation to the Council’s procedures for processing starters and leavers.

Resolved – (1) That it be noted that all outstanding recommendations in relation to this audit had been implemented.

(2) That it be also noted that a separate review of the starters and leavers processes utilised by Swindon Commercial Services was to be undertaken and that the outcome of this audit would be submitted to the next meeting of the Audit Committee.

In accordance with its previous request that at least one individual audit report be submitted to each meeting, the Committee received the report of the recent internal audit review of Planning Enforcement.

The Council’s Director of Planning attended the meeting to introduce the report and advise the Committee of measures being taken, and proposed to be taken, in response to the various audit recommendations.

Resolved – That the report and the details of the management response to the internal audit recommendations be noted and that a further report on progress in implementing the Action Plan be made to the next meeting of the Committee.

The Committee received a report summarising the main issues arising from Internal Audit reports finalised between October and November 2007 and advising on progress against the Internal Audit Plan. The report also provided the Committee with information in respect of the staffing situation within internal audit, progress in relation to the external assessment of schools and external audit work undertaken by the section.

             Resolved – That the report be noted.