Audit, Risk and Scrutiny Committee Minutes

Date:
Tuesday 10 April 2018
Time:
10:30am
Place:
Council Offices, English Street, Dumfries

Attendance Details

Members:
Ian Carruthers (Chairman) - Annandale South
Jane S Maitland (Vice-Chairman) - Dee and Glenkens
Graham Bell - North West Dumfries
Karen Carruthers - Annandale East and Eskdale
Patsy Gilroy - Dee and Glenkens
Iain Howie - Castle Douglas and Crocketford
Malcolm Johnstone - Nith
Matthew Ronnie - Mid and Upper Nithsdale
Willie Scobie - Stranraer and the Rhins
Officials:
Rhona Lewis - Head of Legal and Democratic Services
Gillian Brydson - Head of Education
Kevin Geraghty - Chief Internal Auditor
Andrew Reed - Policy and Performance Advisor
Claire Rogerson - Governance Officer
In attendance:
John Boyd - Senior Manager, Grant Thornton
Apologies:
David Inglis - Mid Galloway and Wigtown West
Graham Nicol - Mid Galloway and Wigtown West
Item Number Item/Description
PUBLIC
1 SEDERUNT AND APOLOGIES

9 Members present and 2 apologies.

2 DECLARATIONS OF INTEREST

NONE declared.

3 MINUTE OF MEETING OF 14 DECEMBER 2017

Decision

 

NOTED

 

PROCEDURE  - The Committee was advised with regard to item 5.4 and 5.5.2 of the minute that a report would be presented to Members at the next meeting of the Audit, Risk and Scrutiny Committee in June 2018.

4 INTERNAL AUDIT REPORTS ISSUED IN THE FIRST QUARTER OF 2018 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

4.1    NOTED and commented on the internal audit reports finalised:- Pupil Equity Funding, Risk Review - Project and Programme Management Risk Review - Capital Spend to Save and Main Financial Systems - Creditor payment (Total Repairs) and Main Financial Systems - 2016-17 Follow ups.

4.2    AGREED that Members would be provided with an update on Pupil Equity Funding in September 2019 after the Funding had been in operation in schools for a couple of years; and

4.3    NOTED that there was an opportunity to consider particular projects for scrutiny at item 9 on this agenda.
 

MEMBER - Graham Bell left the meeting - 8 Members present.

   

5 FOLLOW UP OF INTERNAL AUDIT REPORTS ISSUED BETWEEN JUNE AND DECEMBER 2017 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 
PROCEDURE - The committee was advised that a replacement appendix to the report had been circulated (Appendix to minute)
 

5.1    NOTED and commented on the progress made by management in addressing internal audit reports, as detailed in the Appendix to the report:- National Fraud Initiative, Sub-Standard Accommodation, Homelessness Service Review, Payment Cards for Personal Budgets, Capital Project Review - Langholm Primary School, LEADER Programme 2016-17, Shop Front Improvement Initiative and

5.2    AGREED that the following reports be closed:- National Fraud Initiative, Sub-Standard Accommodation, Homelessness Service Review, Capital Project Review - Langholm Primary School, LEADER Programme 2016-17, Shop Front Improvement Initiative and FURTHER AGREED to receive a follow-up internal audit report on Payment Cards for Personal Budgets noting that this would take place in 2019.
 
 

6 OUTTURN AGAINST THE 2017-18 INTERNAL AUDIT PLAN AND CONTROLS ASSURANCE STATEMENT - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

 MEMBERS - Matthew Ronnie and Willie Scobie left the meeting - 6 Members present.

 

Decision

 

NOTED 

 

6.1    the progress made on the 2017-18 internal audit plan as detailed in Appendix 1 to the report; and

 

6.2    the internal audit’s Controls Assurance Statement for 2017-18 (Appendix 2 to the report) which gives a positive assurance on the Council’s internal control arrangements for the year; and

 

6.3    COMMENDED and gave the Internal Audit Team for the efficiency in producing this report.

7 INTERNAL AUDIT - STRATEGIC PLAN 2018-21 AND ANNUAL PLAN 2018-19 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

AGREED the strategic internal audit plan for 2018-2021 and the annual plan for 2018-19 (Appendix 1 to the report) subject to the amendment at Appendix 2, item 5 to reflect that this Committee is called Audit, Risk and Scrutiny Committee and not Audit and Risk Committee.

8 EXTERNAL AUDIT PLAN FOR 2017-18 - REPORT BY HEAD OF FINANCE AND PROCUREMENT

Decision

 

NOTED and commented on the external audit plan for 2017-18 in the Appendix to the report.


 

9 SCOPE FOR SCRUTINY REVIEWS 2018 - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

AGREED 

 

9.1    the scope for the scrutiny review to grow the local economy through the procurement process as set out in Appendix 1 to the report with an additional objective of the Scrutiny Review "to monitor the businesses currently involved in the Council's procurement process";

 

9.2    the scope for the scrutiny review to improve our support to vulnerable people through improved data sharing arrangements as set out in Appendix 2 to the report;


9.3    that following consideration of the Internal Audit report on Project and Programme Management at item 4 on this agenda, that a scope for further scrutiny review programme be developed on project and programme management to include Stranraer Waterfront, the 2 Annan Gateway Projects and Hottsbridge Primary; and
 

9.4    that the Lead Members for the upcoming scrutiny review programme would be Ian Carruthers, Jane Maitland, Malcolm Johnstone and Patsy Gilroy.

10 SCRUTINY AND PERFORMANCE HANDBOOK REFRESH - REPORT BY HEAD OF LEGAL AND DEMOCRATIC SERVICES

Decision

 

AGREED

 

10.1    that the Dumfries and Galloway Scrutiny and Performance Handbook be updated to meet current needs and developments across the organisation; and

 

10.2    that any changes to the Handbook and the resultant revised draft Handbook be considered at the proposed Monday afternoon workshops prior to submission to the Audit, Risk and Scrutiny Committee for consideration and agreement.

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

Decision

 

NOTED that there was no other business deemed urgent by the Chairman due to the need for a decision.