Agenda and draft minutes

West Devon Audit Committee
Tuesday, 22nd January, 2019 2.00 pm

Venue: Chamber - Kilworthy Park. View directions

Contact: Email: Member.Services@swdevon.gov.uk 

Items
No. Item

*AC25

Apologies for absence

Minutes:

* AC 25          

Apologies for absence were received from Cllrs W Cann OBE, L J G Hockridge and L Watts.

 

 

*AC26

Confirmation of Minutes pdf icon PDF 31 KB

Meeting held on 9 October 2018

Minutes:

* AC 26          

The Minutes of the Committee Meeting held on 9 October 2018 were confirmed and signed by the Chairman as a correct record.

                

 

*AC27

Grant Thornton External Audit Plan pdf icon PDF 4 MB

Report of Grant Thornton

Minutes:

* AC 27          

Steve Johnson introduced the report on the external audit plan. He specifically pointed out identified risk areas being shared services with South Hams and investment property. Independent valuations would be commissioned each year on investment properties with authority owned property being valued every five years. The waste contract would be monitored as part of their value for money audit opinion, as would the leisure contract.

 

It was then RESOLVED that:

 

The report be noted 

 

*AC28

West Devon BC - Certificate of Claims and Returns -Annual Report 2017/18 pdf icon PDF 390 KB

Report from KPMG

Minutes:

* AC 28          

The S151 Officer stated the Housing Benefit claim had received an unqualified audit opinion and that the Housing Benefits team had won Team of the Year in last year’s staff awards. The Audit Committee thanked the Housing Benefits team for their hard work.

 

It was then RESOLVED that:

 

The report be noted

 

*AC29

Update of Progress on the 2018/19 Internal Audit Plan pdf icon PDF 169 KB

Report of the Internal Audit Manager

Minutes:

* AC 29          

The Internal Auditor gave an update on the 2018/19 Internal Audit Plan, explaining that direction of travel was upward. There was likely to be a review of the Single Persons Discount to confirm eligibility. The  identified issue with Northgate system should be sorted within 12 the next 12 months. Finally the Waste contract had been awarded and was progressing well.

 

It was then RESOLVED that:

 

The progress made against the 2018/19 internal audit plan was APPROVED.

 

 

*AC30

Treasury Management Mid -Year Review pdf icon PDF 287 KB

Report of Finance Business Partner

Minutes:

* AC 30                      

Cllr Edmonds, Lead Member for Performance & Resources presented the Treasury Management Mid-Year Review. He reported that three investment properties had been bought, and exchange had been made on a fourth. MRP Provision was for 50 years, the life of the building that the Council would own.

 

It was then RESOLVED that:

 

The content of this report be endorsed.

 

*AC31

Pensions Strategy (Triennial Actuarial Revaluation) pdf icon PDF 67 KB

Report of the Section 151 Officer

Minutes:

* AC 31 

The Committee considered a report that presented the specialist pension advice that had been received and outlined options for Members to consider.

                  

In light of the Committee wishing to raise issues on Appendix A, it was moved and seconded and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVE that, in accordance with Section 100 (A) (4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the appendix as the likely disclosure of exempt information as defined in paragraph 1 of Schedule 12A to the Act is involved.”  

 

Once all Members were satisfied that they had no further questions or issues to raise on the Appendix, it was then moved and seconded and upon being submitted to the Meeting was declared to be CARRIED  and “RESOLVED that the public and press be re-admitted to the Meeting”

 

It was then RESOLVED that:

 

The Audit Committee noted the contents of Appendix A and instructed officers to engage in early  dialogue with the Devon Pensions Fund and the actuaries (Barnett Waddingham), ahead of the next Triennial Reavaluation in 2019 to further assess the Council’s options.

 

*AC32

Review of the Council's Constitution:Rules of Procedure and Members' Planning Code of Practice pdf icon PDF 37 KB

Report of the Specialist - Democratic Services

Additional documents:

Minutes:

AC 32             

Cllr Edmonds presented the review of the Council’s Constitution. A discussion arose over whether meetings should be advertised on the notice board outside the council offices as well as on the website. The final decision on this was deferred to the full Council meeting on 12 February, 2019, however, the Audit Committee recommendation was that officers should continue to ensure that agendas were displayed in the cabinet on the outside of the building. The Planning Code of Good Practice was to be applied to all West Devon Members. Members of the Audit Committee made minor amendments to the presented scheme. There would be a new induction programme in place for newly elected Members in May 2019.

 

It was then RESOLVED that:

  

The Audit Committee recommended to full Council that:

1.      The amendments to Part 4 (Rules of Procedure) of the West Devon Borough Council Constitution (as summarised in paragraph 2.5 of the report and fully outlined at Appendix A) be approved and formally adopted; and

2.      The draft Members’ Code of Good Practice – planning (as attached at Appendix B) be adopted.

 

*AC33

Audit Committee Work Programme 2018/19 pdf icon PDF 12 KB

PART TWO – ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PUBLIC AND PRESS ON THE GROUNDS THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).

The Committee is recommended to pass the following resolution:

 

“RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting on the grounds that exempt information may be disclosed as defined in the paragraph given below in bold type from Part I of Schedule 12(A) to the Act.”

 

This document can be made available in large print, Braille, tape format, other languages or alternative format upon request. Please contact the Committee section on 01822 813662 or email darryl.white@swdevon.gov.uk

 

Minutes:

* AC 33          

The S151 Officer took Members through the work Programme 2018/19 and its contents were noted without any debate.