Agenda item

Minutes – Gifts & hospitality report AG.29

Committee Date – 28 September 2011

On 28 September 2011, the committee had agreed with internal audit that the gifts and hospitality register should be managed by human resources staff, not the chief executive’s office. 

Comment

After further discussion, the committee agreed with the management recommendation that the gifts and hospitality register should be managed by the chief executive’s office.  The committee noted that the records were accurate and available for councillors to view, on request.

Action

Remove from matters arising list.

Audit manager agreed to check the register

each year. 

Minutes – Annual Governance Statement

AG.32 & AG.35

Committee Date – 28 September 2011

On 28 September 2011, the committee suggested introducing an investment strategy, particularly in relation to property. 

Comment

The updated annual governance statement in September 2011 included this recommendation.  This suggestion had been referred to the asset management group for consideration.  This would be considered at the next meeting of the Asset Management Group on 4 May 2012. 

Action

Retain on matters arising for review.

Minutes – Statement of accounts AG.34

Committee Date – 28 September 2011

The committee requested that in future years the statement of accounts should contain clearer explanations of the larger areas of expenditure, or variances, from the original budget.

Comment

This item has been satisfactorily dealt with. 

Action

Remove from matters arising list

Minutes – ICT report

Committee Date – 18 January 2012

The committee sought assurances in the internal audit follow-up reports that staff leavers’ names and logins had been quickly removed from the council’s IT systems to prevent unauthorised access.  

Comment

The committee considered that this item should remain on the matters arising list until the additional ICT follow up had been completed and reported to the next committee meeting. 

Action

Retain on matters arising list. 

Minutes – Brown Bins report

Committee Date – 18 January 2012

The committee asked for details of the amount of aged debt from brown bin customers likely to be written off. 

Comment

The committee noted that this information had been provided since its last meeting. 

Action

Remove from matters arising list

Minutes – Waste Mgt and Recycling report

Committee Date – 18 January 2012

The committee asked for an update of whether Biffa was complying with the council’s instruction not to collect garden waste from the addresses of persistent non-payers.

Comment

The committee were keen to ensure that this item was kept under review to consider the possibility of a licensing scheme, eg annual stickers or coloured tags on the bins to monitor who had, and had not, paid for their collections.

Action

To ask Biffa for an update on the progress of their operative training.

Retain on matters arising list. 

Minutes – Waste Mgt and Recycling report

Committee Date – 18 January 2012

The committee had asked for details of the regularity of waste and recycling collection system downtime.

Comment

The committee noted that this information had been provided since its last meeting. 

Action

Remove from matters arising list

Minutes – Systemic Control Weaknesses

Committee Date – 18 January 2012

The committee had asked whether system control weaknesses were ranked, and if so how?

Comment

The committee noted that this information had been provided since its last meeting. 

Action

Remove from matters arising list

Minutes – Concessionary Fares

Committee Date – 18 January 2012

The committee asked the audit manager to review the need for an audit of concessionary fares service, as the operation would be taken over by Oxfordshire County Council in April 2012.

Comment

The county council’s project to transfer operations from this council had been completed without any significant problems necessitating internal audit involvement. 

Action

Remove from matters arising list

Minutes – Audit Commission progress report

Committee Date – 18 January 2012

The strategic director undertook to investigate whether any further action was necessary on the other key considerations suggested by the Audit Commission. 

Comment

N/A

Action

Retain on matters arising list. 

Minutes – Treasury management strategy half year review

Committee Date – 18 January 2012

The committee requested the officers to circulate the latest Investec investment report to committee members. 

Comment

This information was sent to committee members at the end of January 2012. 

Action

Remove from matters arising list. 

Minutes – Treasury management strategy annual review

Committee Date – 18 January 2012

The committee noted the officers’ intention to introduce treasury management training for officers in the accountancy team shared with South Oxfordshire District Council. It was hoped that an update could be given at the next meeting. 

Comment

The committee noted that a training analysis had been carried out and a training programme was being implemented. 

Action

Remove from matters arising list. 

Minutes – Treasury management strategy annual review

Committee Date – 18 January 2012

The committee requested the council’s asset management group to consider whether the ratio of physical property and financial investments was still fit for purpose.

Comment

The committee noted that this suggestion had been referred to the council’s asset management group. 

Action

Retain on matters arising list. 

Minutes – Business continuity and risk management update AG.52

Committee Date – 18 January 2012

The committee asked the officers to report back on the timescale for testing the business continuity arrangements and to confirm that business continuity arrangements are in place for the council’s largest and most important contracts and that the officers are satisfied with the arrangements.

Comment

The committee noted that in collaboration with Oxfordshire County Council, this council would be carrying out a simulated walk-through test of its business continuity plans alongside an emergency plan exercise on 24 April 2012.  The results of the test would be reported to the committee. 

The officers had reviewed the business continuity plans of each of the council's six major contractors and confirmed that they were fit for purpose. 

Action

Retain on matters arising list. 

Minutes – Audit and Governance Committee training

Committee Date – 18 January 2012

Committee members were requested to complete the questionnaire and return it

to the officers by 11 February so that a training programme can be organised.

Comment

Questionnaires had been completed and a training programme approved by the committee. 

Action

Remove from matters arising list. 

Minutes – Audit and governance work programme

Committee Date – 18 January 2012

The committee requested that an updated work programme for the 2012/13 financial year be presented to the next committee meeting

Comment

The updated work programme had been presented to and approved by the committee. 

Action

Remove from matters arising list.