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BABERGH DISTRICT COUNCIL OVERVIEW AND SCRUTINY
(STEWARDSHIP) COMMITTEE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY, 26 JANUARY 2010
PRESENT: Mr D M Busby – Chairman
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Mrs J Antill
Mr J C Brand
Mr D G Grutchfield |
Mr B Riley
Mr C A Roberts
Mr D M Walton |
Mr H N Todd and Mr L H Young were unable to be present.
54 - Declaration of Interests
55 - Minutes
56 - Petitions
57 - Questions from Members
58 - External Inspection and Audit Report
59 - Suffolk's Comprehensive Area Assessment
60 - Risk Management - Quarterly Monitoring Report
61 - The 2009/10 Accounts and Treasury Management
62 - Work Plan
None declared.
RESOLVED
That the Minutes of the meeting held on 17 November 2009 be confirmed and signed as a correct record.
None received.
None received.
The Director of Finance submitted a report (Paper J168) presenting the external auditors (PKF) Annual Audit Letter for 2008/09 (Appendix A), and the Audit Plan for 2009/10 (Appendix B) and the Audit Commission’s Organisational Assessment for 2008/09 (Appendix C).
Ms Zoe Thompson and Ms Clare Beesley from the external auditors (PKF) were in attendance at the meeting to present the Annual Audit Letter for 2008/09 (Appendix A) and the Audit Plan for 2009/10 (Appendix B) and to answer questions from Members.
During the course of the discussion Members expressed concern once again with the views of the external auditors and their level 2 or ‘adequate’ 2008/09 Use of Resources Assessment score for Babergh.
Members noted that PKF have produced a more detailed report that has only just been received and requested that this be submitted to the Committee along with an update on progress on actions relating to the 2009/10 Assessment at its meeting on 23 March 2010.
In respect of the Audit Commission’s Organisational Assessment for 2008/09, Members questioned the usefulness of the document and whether it was cost-effective. Members also discussed the possibility of requesting the attendance of the Audit Commission at a future meeting of the Committee to discuss the overall audit and inspection regime.
RESOLVED
(1) That the external auditors Audit Letter for 2008/09 and the Audit Plan for 2009/10 be noted.
(2) That the Organisational Assessment for 2008/09 and the update on actions undertaken during 2009/10 to address improvement areas be noted.
The Director of Corporate Services submitted a report (Paper J169) providing Members with details of Suffolk’s Comprehensive Area Assessment and how its findings have been reflected in this Council’s Medium Term Action Plans and Delivery Plan for 2010/11.
During the course of the discussion Members also questioned the usefulness of the Area Assessment document and whether it was cost-effective.
RESOLVED
That the details of Suffolk’s Comprehensive Area Assessment and how relevant findings for Babergh District Council will be dealt with be noted.
The Director of Finance submitted a report (Paper J170) providing Members with an update on the management of the significant business risks facing the Council and updating Members on further risk management actions to mitigate against these including those relating to partnerships.
John Snell, Acting Audit Manager presented the report and together with the Director of Finance answered various questions from Members.
During the course of the discussion Members suggested that risk management be put forward as a topic for discussion at the next Members Seminar with Members being split into small working groups to look at individual risks therefore enabling all Members to have a chance to have an input.
The Committee also noted the significant work done by Members and officers to achieve savings.
RESOLVED
(1) That the latest position on managing each of the Council’s significant business risks as set out in the final column of Appendix A of Paper J170 be noted.
(2) That work undertaken in respect of partnership risks and service/operational risks as detailed in paragraphs 5.5 to 5.14 of Paper J170 be noted.
The Director of Finance submitted a report (Paper J171) advising Members on developments on some key issues that will require the additional input and involvement of the Committee to ensure that these are managed in a pro-active and effective manner.
During the course of the discussion Members requested that they be sent any relevant documents prior to attending the workshop and noted that the Director of Finance would arrange this.
RESOLVED
(1) That the requirements and proposed approach to dealing with the changes to the 2009/10 accounts be noted.
(2) That the Overview and Scrutiny (Stewardship) Committee be responsible for the future scrutiny of treasury management activities.
(3) That Members of the Committee attend a workshop and receive additional guidance on the key aspects of the requirements to ensure they are well equipped to deal effectively with them as part of the Committee’s Audit Committee role.
The Director of Corporate Services submitted a report (Paper J172) which provided details of the Committees anticipated work for the last meeting of 2009/10 including any items that may be the subject of call-in procedures.
Members requested that a report be submitted to the next meeting of the Committee regarding PKF’s recently received report as referred to in Minute No. 58 above and also the PKF report on the audit of grants.
RESOLVED
That the Work Plan submitted as Paper J172 be noted, together with the minor amendments referred to above.
The Committee adjourned for refreshments between 11.30 a.m. and 11.50 a.m.
The business of the meeting was concluded at 12.35 p.m.
............................................................................ Chairman
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