Agenda item

Actions arising

To consider the strategic director’s report.  

Minutes:

The committee considered the strategic director’s report on actions arising from previous committee meetings and updated the schedule as set out below. 

 

RESOLVED: To update the action arising as follows:

 

(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

An investment strategy had been included in the treasury management and investment strategy considered earlier in the meeting. 

Action

Remove from the actions arising list.

 

(b) 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

This was the committee’s role, not for the asset management group.  The committee reviewed the ratios in the treasury management strategy. 

Action

Remove from the actions arising list. 

 

(c) 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. 

 

(d) District and parish council elections – May 2011

Committee Date – 11 July 2012

The committee requested the returning officer to provide the committee with an analysis of the estimated cost of the 2011 local elections, had the elections printer fulfilled its contract and had the government not held a referendum. 

Comment

Information provided to all committee members.  

Action

Remove from actions arising list. 

 

(e) Complaints procedure 

Committee Date – 11 July 2012

The committee requested the officers to reconsider the revised complaints procedure to include councillors’ input in the third stage, and consult Councillors Mike Murray and Judy Roberts on the revised proposal before submitting it to the next committee meeting for consideration.

Comment

The chief executive and Councillors Howell and Roberts had agreed to retain the existing procedure but review it after the next annual report. 

Action

Remove from the actions arising list. 

 

(f) Treasury management  

Committee Date – 11 July 2012

The committee requested the officers to circulate the date for councillor training on an introduction to treasury management.

Comment

Treasury management training took place on 16 January 2013. 

Action

Remove from the actions arising list. 

 

(g) Review of complaints received during 2011/12   

Committee Date – 26 September 2012

The committee asked officers to provide a further breakdown of the complaints about the planning service in 2011/12. 

Comment

Information provided by email on 4 October 2012.   

Action

Remove from actions arising list. 

 

(h) Review of complaints received during 2011/12   

Committee Date – 26 September 2012

The committee requested the audit manager to investigate what interim checks can be made to assess whether complaints are being recorded appropriately. 

Comment

The audit manager reviewed the complaints guidance and a sample of comments/complaints received in revenues and benefits, waste, housing, food safety and planning.  It was noted that there were contradictory statements within the staff guidance on how the council defines a formal complaint, and there was no definition for members of the public on the council’s website.  These observations were passed to the personal assistant to the chief executive for action.

 

With regards to the sample reviewed, internal audit did note a difference in interpretation of the policy within the waste team.  This has been discussed with the waste administration team leader, and actions agreed to ensure a consistent approach.  The internal audit team will follow up on these recommendations during the next complaints audit.

 

Action

Remove from actions arising list. 

 

(i) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the officers to review the retention of documents policy to establish whether the timescales are still relevant. 

Comment

Internal audit reviewed the timescales as part of a recent data protection audit 2012/2013, and has no concerns. 

Action

Remove from actions arising list. 

 

(j) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the audit manager to check whether emails relating to changes to staff conditions of employment are accessible. 

Comment

Within the recent payroll audit 2012/2013, a sample of 11 starters, 20 leavers, 30 variations to pay and 20 amendments to personal data were reviewed.   Authorisation evidence could not be located for 10 starters, five leavers, 14 variations to pay and seven amendments to personal data. 

 

However, an additional sample of the most recent 15 amendments to personal data were reviewed in October 2011, and 14 emails authorising the amendment could be located. 

 

This area will be reviewed again in 2013/2014. 

Action

Remove from actions arising list. 

 

(k) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the audit manager to check annual leave entitlement calculations to ensure they are correct. 

Comment

A sample of the most recent 15 annual leave entitlement calculations were reviewed (10 part-time and 5 full time) in October 2011, and internal audit was satisfied that all calculations were correct and HR Pro had been updated accordingly. 

Action

Remove from actions arising list. 

 

(l) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the audit manager to follow up the need to reconcile weighbridge data for the amount of recycled waste collected. 

Comment

The waste team have completed a reconciliation spot check of Q1 2012/13, and are aware that they need to complete further spot checks.  Internal audit will continue to monitor progress against this recommendation. 

Action

Retain on actions arising list. 

 

(m) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the strategic director to review the process to record data once and pass it on to services when new homes are built and occupied. 

Comment

Steve Bishop to review

Action

Retain on actions arising list. 

 

(n) Internal audit activity report – quarter 2 2012/13   

Committee Date – 26 September 2012

The committee asked the officers to provide a completion date for the reconciliation of brown bin customer data against the contractor’s data. 

Comment

Information provided by email on 15 October 2012. 

Action

Remove from actions arising list. 

 

(o) Audit Commission’s annual governance report 2011/12    

Committee Date – 26 September 2012

The committee asked the head of finance to produce a follow-up report on the reasons why the draft 2011/12 accounts contained errors. 

Comment

Report submitted to the committee chairman with actions to avoid a repetition next year.     

Action

Remove from actions arising list. 

 

(p) Statement of accounts 2011/12    

Committee Date – 26 September 2012

The committee asked the officers to find out how the property team arrived at the fixed asset value. 

Comment

The council used the Royal Institute of Chartered Surveyors’ ‘red book’ to determine fixed asset values.   

Action

Remove from the actions arising list. 

 

(q) Statement of accounts 2011/12    

Committee Date – 26 September 2012

The committee asked the officers to seek clarification so that the council can have confidence in the actuary’s assessment of the council’s liability for 2013/14 and beyond.  

Comment

Oxfordshire County Council had advised that the actuary’s assessment was the best estimate available. 

Action

Remove from the actions arising list. 

 

(r) Comments on internal audit reports not presented to committee    

Committee Date – 26 September 2012

The committee asked the officers to seek legal advice on whether certain post holders can be required to undertake a Criminal Records Bureau check.

Comment

Response pending from legal services. 

Action

Retain on actions arising list. 

 

Supporting documents:

 

Contact us - Democratic services

Phone icon

01235 422520
(Text phone users add 18001 before dialing)

Address icon

Vale of White Horse District Council
Abbey House, Abbey Close,
Abingdon
OX14 3JE