Agenda item

(a) 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 actions arising list for review.

(b) ICT report

Committee Date – 18 January and 21 March 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 actions arising list.  Follow-up report to be considered by the committee in September 2012. 

(c) Waste management and recycling report

Committee Date – 18 January 2012

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

Comment

The committee was 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 actions arising list. 

(d) 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

·        The council had not used the Audit Commission’s value for money profiles but we are now looking at them.

·        The council had used the Audit Commission’s single person discount comparator tool which demonstrates we have low single person discount numbers compared to other councils. 

·        The council had not formally completed the fraud prevention checklist, but the Audit Manager has a service plan target of reviewing the fraud and money laundering control environment and will incorporate the checklist into her review. 

·        The Department for Communities and Local Government plain English guide to localism had been circulated to councillors.

Action

Retain third bullet point on actions arising list, but remove the first, second, and fourth bullets as these had been completed. 

(e) 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 actions arising list. 

(f) 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 actions arising list. 

(g) 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 actions arising list.  Results to be considered by the committee in September 2012. 

(h) Complaints panel

Committee Date – 21 March 2012

The committee requested that a complaints panel was set up to consider a complaint by a Radley resident and advise the chief executive and group leaders on any further action considered appropriate. 

Comment

The panel has been established and a meeting with the reporting officers and the complainant is awaited. 

Action

Retain on actions arising list. 

(i) Internal audit activity report on ICT

Committee Date – 21 March 2012

The committee requested that the internal audit report on ICT be presented to the next committee meeting

Comment

The ICT follow-up report will be presented to the September committee meeting.

Action

Retain on actions arising list. 

(j) Internal audit activity report – systemic control weaknesses

Committee Date – 21 March 2012

The committee requested that the summary of systemic control weaknesses shall be included in every internal audit activity report but the supporting tables shall only be included in the annual report. 

Comment

As requested; within 11 July agenda   

Action

Remove from actions arising list. 

(k) Comments on internal audit reports not presented to committee – National non-domestic rates

Committee Date – 21 March 2012

The committee requested that when further details of the government’s changes to the national non-domestic rates system became available, Cabinet, Council and this committee should be informed.   

Comment

Head of finance to update when in due course  

Action

Retain on actions arising list. 

(l) Internal audit plan – assessing other areas 

Committee Date – 21 March 2012

The audit manager agreed to assess areas that had not been included in the schedule of auditable activity to ensure that external reviews of those areas were comprehensive. 

Comment

Two areas identified: food and safety team and legal services.  The Audit Manager has analysed the external reviews undertaken and considers that internal audit should carry out further work in the food and safety area.  This has been added to schedule of audit activity. 

Action

Remove from actions arising list.