Meeting documents

Audit Committee
Tuesday, 26th April, 2016 9.30 am

Date: Tuesday 26th April 2016 Time: 9.30 a.m. Place: Council Chamber, Civic Centre, Ebbw Vale

Please note: all Minutes are subject to approval at the next Meeting

PresentAndWithReport toReport of
COUNCILLOR J. MASON (CHAIR)
Item
No
Item/Resolution Status Action
PUBLIC
1. APOLOGIES

The Chair reported the sad passing of the Mother of the Vice Chair, Councillor Malcolm Cross.
Members and Officers stood as a mark of respect.


APOLOGIES


Apologies for absence were received from Councillors N. Daniels, G. Collier, R. Jones and Derwyn Owen - Wales Audit Office (WAO).

Noted
2. DECLARATIONS OF INTEREST AND DISPENSATIONS

No declarations of interest or dispensations were reported.

Noted
3. AUDIT PLAN PROGRESS FOR MARCH 2016 AND ANNUAL OUTTURN 2015-2016
report (100K/bytes)
Appex (301K/bytes)

Consideration was given to the report of the Head of Internal Audit, the report was presented to provide the outturn position of Audit for 2015/ 16 and detail progress made within this period.


The Head of Internal Audit spoke to the report, highlighting the key points and explaining that six of the eight performance indicators had been achieved, which had exceeded the target set.


In response to a question the Head of Internal Audit explained that audits conducted on the Leisure Trust were undertaken in the same way as the Authority's the only difference was that the findings were reported to the Leisure Trust Board.


The Head of Financial Services explained that the current process for grants would be amended to include questions such as what the grant would be utilised for, advertising grants on the Council' website and continuing to request that the return slip to confirm receipt of the grant was returned (it was noted at present there was only a 50% response rate).In reply to a further question the Head of Financial Services explained that any previous issues with advertising were being resolved and the grants would be advertised on the Council's website however, any further advertising may incur costs.


A Member raised concerns that whilst all grants go through the regular procedure they may not all be reviewed by the grants committee. The Head of Financial Services explained that investigations were taking place to ensure that the process was effective.


In response to a Member's question the Head of Financial Services explained that it was hoped that grants would be advertised in the next few months once the Council's new website was operational. A Member recommended that the grants be advertised within two months and the Committee be informed once this had been completed. Another Member suggested it may be worth sending organisations a letter informing them that they had been awarded the grant first and then sending the cheque separately as then the organisations would be more likely to call then if they hadn't received the cheque. The Head of Financial Services explained that this could certainly be looked at, but the cost of sending two letters rather than one would also need to be looked at. Another Member suggested that as a condition of the grant that organisations provide a receipt.


RESOLVED, subject to the foregoing, that the report be accepted and the outturn position be noted.

Agreed
4. RESPONSE TO WAO ENQUIRY TO THOSE CHARGED WITH GOVERNANCE AND MANAGEMENT
Report (94K/bytes)
Appex (213K/bytes)

Consideration was given to the report of the Head of Internal Audit the purpose of the report was to provide the Committee with information on the intended management response to the Wales Audit Office in respect of enquiries relating to those charged with governance and management responsibilities.

The Head of Internal Audit spoke to the report outlining the key points and explaining that the report was provided for Members to approve or amend the updated response to the Wales Audit Office.

A Member commented that the information relating to point two in the letter seemed quite brief and that no information had been received by the Committee regarding this. The Head of Internal Audit explained that the situation was currently being dealt with by the Police and due to be heard in Court in September, further details would be brought to the Committee once the matter had been resolved. In response to a question the Head of Internal Audit explained that in cases such as these they would be interviewed by audit, the police and would be given the opportunity to seek independent advice.

RESOLVED that the report be accepted and the management response provided by the Chief Finance Officer be endorsed.

Agreed
DECISIONS UNDER DELEGATED POWERS