Audit and Risk Management Committee Minutes

Date:
Thursday 16 February 2017
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Patsy Gilroy (Vice Chairman)-Dee
Graham Bell-North West Dumfries
Ian Carruthers-Annandale South
David J McKie-North West Dumfries
George N Prentice-Castle Douglas and Glenkens
Willie Scobie-Stranraer and North Rhins
Davie Stitt-Abbey
Andrew S Wood-Mid and Upper Nithsdale
Officials:
Rhona Lewis - Head of Legal and Democratic Services
Paul Clark - Head of Organisational Development Human Resources and Assets
Kevin Geraghty - Chief Internal Auditor
Karen Scott - Procurement & Commissioning Manager
Lindsay Wilson - Financial Transactions Manager
Heather Carnochan - Performance and Improvement Manager
Richard Fox - Finance Officer Audit
Sue White - Principal Health & Safety Advisor
Claire Rogerson - Governance Officer
In attendance:
Joanne Brown - Grant Thornton
Lindsay Robertson - Grant Thornton
Apologies:
Gillian Dykes (Chairman) - Mid and Upper Nithsdale
Archie Dryburgh - Annandale East and Eskdale
Alistair Geddes - Mid Galloway
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

PROCEDURE - In the absence of the Chairman the Vice-Chairman assumed the role of Chairman for the meeting.

 

8 Members present, 3 apologies.

2 DECLARATIONS OF INTEREST

NONE declared.

3 MINUTE OF MEETING OF 22 SEPTEMBER 2016

Decision

 

NOTED

4 INTERNAL AUDIT REPORTS ISSUED

Decision

 

NOTED

 

4.1     the internal audit reports finalised as detailed in the Appendix of the report;

 

4.2      the concerns of the Committee regarding the application of the Council’s Procurement Standing Orders highlighted in the audit reports and REQUESTED that this be addressed in the Council’s governance statement NOTING that the draft statement was due to be submitted to this Committee in June 2017.

 

4.3     AGREED that the Chairman write a letter to the Corporate Management Team regarding the requirements to comply with the Council's Procurement Standing Orders.

 

MEMBER - Graham Bell left the meeting - 7 Members present

5 PERFORMANCE AGAINST INTERNAL AUDIT ACTION PLANS

PROCEDURE - The Committee was advised of an error at 3.5 in the report in that the Procurement Standing Orders would be presented to Full Council in March 2017 for approval, not the Policy and Resources Committee as stated.

 

Decision
 

NOTED the progress made in implementing internal audit recommendations as detailed in the Appendix to the report.

 

MEMBER - Ian Carruthers left the meeting - 6 Members present.

6 EXTERNAL AUDIT PLAN FOR 2016-17 - REPORT BY DIRECTOR CORPORATE SERVICES

Decision

 

NOTED the external audit plan for 2016-17 in the Appendix to the report.

 

MEMBER - George Prentice left the meeting - 5 Members present.

7 HEALTH AND SAFETY PROGRESS REPORT

Decision

 

PROCEDURE - The Committee were advised that, there was an error in the papers in, that Appendix 2 had been enclosed twice instead of Appendix 3. Appendix 3 was tabled to Members. 

 

NOTED

 

7.1     the overall summary of performance for the Corporate Health & Safety Plan for the period 1 April 2016 to 30 September 2016. (Appendix 1 to the report); and

 

7.2      the exception reporting at Appendix 2 to the report which detailed activities that were not on target.


 

8 NATIONAL FRAUD INITIATIVE - DUMFRIES & GALLOWAY COUNCIL’S PARTICIPATION - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

8.1     NOTED the progress achieved in responding to the issues identified by internal audit and those highlighted in the Audit Scotland Report; and

 

8.2    DISCUSSED and NOTED the self-assessment checklist questions at Appendix 1 to the report.

 

 

MEMBER - Andrew Wood left the meeting - 4 Members present
 

9 ANY OTHER BUSINESS DEEMED URGENT BY THE CHAIRMAN DUE TO THE NEED FOR A DECISION

Decision

 

NOTED

 

9.1     that there was no other business deemed urgent by the Chairman due to the need for a decision; and


9.2     the appreciation and thanks of the committee to Councillor Gillian Dykes for the way she has performed her role as Chairman.