Agenda and minutes

Members are requested at the start of the meeting to declare any known interests in any matter to be considered, and are reminded that any such interest should also be declared at the start of an item or during any discussion of the matter concerned.

The Chair reminded Members of the need to declare known interests in any matters to be considered at the meeting. 

See explanatory note below.  Please phone the Committee Officer whose name and number appears at the top of this agenda if you need further guidance).

No questions were asked under Standing Order 18. 

To receive the minutes of the meeting held on 27 November 2007

            Resolved – (1) That the minutes of the meeting held on 27 November 2007 be confirmed and signed.

            (2) That it be noted that the further report on progress in implementing the Action Plan developed in response to recommendations arising from the Internal Audit Review of Planning Enforcement would be submitted to a future meeting.

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.

                7 - 8                      7          43 - 44

The Head of Internal Audit submitted a report on progress made by the Council’s External Auditors in relation to their Audit and Inspection Plan for the Council for 2007/8 and in respect of work programmed for 2008/9. Mr Peter Smith of the Audit Commission was in attendance to present the details of the summary report and to respond to questions raised by members in their review of the Audit Inspection Plan and the work of the External Auditor to ensure that the Council’s assurance framework is continuing to operate effectively.

            Resolved – (1) That Mr. Peter Smith of the Audit Commission be thanked for attending the meeting and for his informative presentation of the External Auditors’ Progress Report  to January 2008.

            (2) That the report be noted.

The Director of Law and Democratic Services submitted a report advising the Committee of revisions to the Council’s Codes and Protocols that had been adopted by the Standards Committee at its meeting on 21 January and following consultation with the following groups and individuals:

·        Borough Councillors

·        Parish Councils

·        Group Directors

·        Directors (including PCT Joint Directors)

·        Head of Internal Audit

·        Head of Communications

·        Chief Executive’s Staff Officer

·        Capita (except Planning Code)

·        Planning Committee (Planning Code only)

·        Developers Forum

In particular, the Committee was invited to consider the new “Councillors’ Role Definitions” agreed by the Standards Committee, specifically in relation to the role definitions of “Chair of Audit Committee” and “Member of Audit Committee”, and to determine whether any further amendment was required in relation to these definitions.

            Resolved – That the revised Codes and Protocols for the Council, adopted by the Standards Committee at its meeting on 21 January 2008.

The Director, Partnership, Performance and Policy submitted a summary report on Risk Management within the Council. The Council’s Business Continuity Manager presented the report, highlighting a number of key issues, including the delivery of the Council’s Risk Management Strategy and the embedding of the Corporate Risk Register within the Performance Management Framework, progress in updating Group Directorate and Service Area Risk Registers, risk management training, the Council’s long term insurance arrangements and insurance claims made in the period since April 2005, business continuity management, disaster recovery and preventative measures, and security management in relation to the Council’s ICT infrastructure.

Resolved – That the quarterly summary report on Risk Management within the Council be noted.

The Committee received a report on Internal Audit’s follow-up review of processes for starters and leavers at Swindon Commercial Services and Leisure sites, following the identification in the original audit report of a number of weaknesses.

            Resolved – That the report and the various measures being taken to ensure that processes for starters and leavers at Swindon Commercial Services and Leisure sites are standardised with procedures operating throughout the Council, particularly in relation to the completion of necessary pre-employment checks, be noted.

The Committee received a report summarising the main issues arising from Internal Audit reports finalised in December  2007 and January 2008 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 the financial management in schools and external audit work undertaken by the section.

             Resolved – That the report be noted.