Agenda

Governance and Audit Committee
Thursday, 24th January, 2019 10.00 am

Venue: Committee Room 1 - City Hall, Bradford. View directions

Contact: Fatima Butt - 01274 432227 

Items
No. Item

A. PROCEDURAL ITEMS

1.

ALTERNATE MEMBERS (Standing Order 34)

The City Solicitor will report the names of alternate Members who are attending the meeting in place of appointed Members. 

 

2.

DISCLOSURES OF INTEREST

(Members Code of Conduct - Part 4A of the Constitution)

 

To receive disclosures of interests from members and co-opted members on matters to be considered at the meeting. The disclosure must include the nature of the interest.

 

An interest must also be disclosed in the meeting when it becomes apparent to the member during the meeting.

 

Notes:

 

(1)       Members may remain in the meeting and take part fully in discussion and voting unless the interest is a disclosable pecuniary interest or an interest which the Member feels would call into question their compliance with the wider principles set out in the Code of Conduct.  Disclosable pecuniary interests relate to the Member concerned or their spouse/partner.

 

(2)       Members in arrears of Council Tax by more than two months must not vote in decisions on, or which might affect, budget calculations, and must disclose at the meeting that this restriction applies to them.  A failure to comply with these requirements is a criminal offence under section 106 of the Local Government Finance Act 1992. 

 

(3)       Members are also welcome to disclose interests which are not disclosable pecuniary interests but which they consider should be made in the interest of clarity.

 

(4)       Officers must disclose interests in accordance with Council Standing Order 44.

 

3.

MINUTES

Recommended –

 

That the minutes of the meeting held on 29 November 2018 be signed as a correct record (previously circulated).

 

(Fatima Butt – 01274 432227)

4.

INSPECTION OF REPORTS AND BACKGROUND PAPERS

(Access to Information Procedure Rules – Part 3B of the Constitution)

 

Reports and background papers for agenda items may be inspected by contacting the person shown after each agenda item.  Certain reports and background papers may be restricted. 

 

Any request to remove the restriction on a report or background paper should be made to the relevant Strategic Director or Assistant Director whose name is shown on the front page of the report. 

 

If that request is refused, there is a right of appeal to this meeting. 

 

Please contact the officer shown below in advance of the meeting if you wish to appeal. 

 

(Fatima Butt - 01274 432227)

 

B. BUSINESS ITEMS

5.

REGULATION OF INVESTIGATORY POWERS ACT 2000 (RIPA) - LEVEL OF USE (QUARTERLY REVIEW) pdf icon PDF 290 KB

Previous Reference:           Minute 10 (2018/19)

 

The City Solicitor will submit Document “Z” which provides information relating to:

·         The number of authorised and approved covert surveillance operations by the Council for the periods 1st July 2018 to 30th September 2018 and 1st October 2018 to 31st December 2018.

·         The Councils uses of covert surveillance by its own officers or the use of its CCTV equipment by the Police and Department of Work and Pensions (DWP).

The report highlights that all covert surveillance must be lawfully authorised by the Councils authorising officers namely the Chief Executive and the City Solicitor and their nominated deputies and approved by the Court under RIPA.

 

Recommended-

 

(1)     That the contents of the report be noted.

 

(2)     That the Councils continued compliance with RIPA be noted.

 

(3)     That the Councils Senior Responsible officer and RIPA Coordinator and Monitoring officer at least annually provide reminders to all Strategic Directors to raise awareness of the need to be vigilant within their services that if covert surveillance is carried out, it must be authorised and approved and in any event all endeavours are made to undertake criminal investigations overtly and within Council policy.

 

                                                            (Richard Winter – 01274 434292)

 

 

6.

NORTHERN POOL JOINT GOVERNANCE COMMITTEE INTER AUTHORITY AGREEMENT pdf icon PDF 42 KB

The Director of West Yorkshire Pension Fund will submit Document “AA” which reports that in order to comply with Government Investment Pooling Guidelines it is necessary for The Administering Authority (AA) of the West Yorkshire Pension Fund to enter into an agreement with Tameside and Wirral Metropolitan Borough Councils as the AAs of the two other pension funds making up the Northern Pool. To ensure the agreement is operational by 1 April 2019, ahead of the next progress report to the Secretary of State it is necessary for this to be approved at this meeting.

 

Recommended-

 

That the Northern Pool Joint Governance CommitteeAgreement, Not For Publication Appendix A, be approved for submission to the 21 February Council meeting to ensure it is operational by 1 April 2019, and the Committee authorise the Director, WYPF, in consultation with the City Solicitor to amend it as expedient or necessary and put in place any ancillary documentation.

 

                                                            (Rodney Barton – 01274 432317)

Additional documents:

7.

EXCLUSION OF THE PUBLIC

The Committee is asked to consider if the item relating to the

minutes of the meeting of the West Yorkshire Pension Fund

Investment Advisory Panel meeting held on 1 November 2018

should be considered in the absence of the public and, if so, to

approve the following recommendation:

 

Recommended –

 

That the public be excluded from the meeting during the

consideration of the items relating to minutes of the West

Yorkshire Pension Fund Investment Advisory Panel meeting

held on 1 November 2018 because the information to be considered is exempt information within paragraph 3 (Financial or Business Affairs) of Schedule 12A of the Local Government Act 1972.  It is also considered that it is in the public interest to exclude public access to this item.

 

8.

MINUTES OF WEST YORKSHIRE PENSION FUND (WYPF) INVESTMENT ADVISORY PANEL HELD ON 1 NOVEMBER 2018

The Council’s Financial Regulations requires the minutes of meetings of the WYPF be submitted to this Committee.

 

In accordance with this requirement, the Director of West Yorkshire Pension Fund will submit  Not for Publication Document “AB” which reports on the minutes of the meeting of the WYPF Investment Advisory Panel held on 1 November 2018.

 

Recommended –

 

That the minutes of the West Yorkshire Pension Fund Investment Advisory Panel held on 1 November 2018 be considered.

 

                                                                        (Rodney Barton – 01274 432317)

                                               

 

9.

MINUTES OF WEST YORKSHIRE PENSION FUND (WYPF) LOCAL PENSION BOARD MEETING HELD ON 17 OCTOBER 2018 pdf icon PDF 76 KB

The Council’s Financial Regulations require the minutes of meeting of the WYPF Local Pension Board meetingsbe submitted to this committee.

 

In accordance with this requirement, the Director of West Yorkshire Pension Fund will submit Document  “AC” which reports on the minutes of the meeting of the WYPF Local Pension Board held on 17 October 2018.

 

Recommended –

 

That the minutes of the West Yorkshire Pension Fund Local Pension Board held on 17 October 2018 be considered.

 

                                                (Rodney Barton – 01274 432317)

 

 

Additional documents:

10.

EXTERNAL AUDIT CERTIFICATION OF GRANTS REPORT 2017/18 pdf icon PDF 84 KB

The External Auditor will submit Document “AD” which summarises the results of the External Auditor’s certification work on grant claims and returns within the Public Sector Audit Appointment’s grant regime for 2017/18.

For 2017/18 the only claim or return within this regime was the Housing benefit subsidy return. 

The 2017/18 Housing benefits return was both amended and subject to a qualification letter to the Department for Work and Pensions (DWP). Amendments increased subsidy by £55,692 whilst the matters reported via the qualification letter were few in number and minor in nature (with little or no impact on total subsidy).

 

Recommended-

 

That the results of the certification work for 2017/18 be considered.

 

                                                            (Mark Dalton – 0113 3878735)

 

 

 

Additional documents:

11.

EXTERNAL AUDIT PROGRESS REPORT pdf icon PDF 114 KB

The External Auditor will submit Document “AE” which updates the Committee on:

 

·         Progress with the 2018/19 audit

·         Provides details of the 2018/19 Financial Reporting Workshops

·         Requests information from those charged with governance about arrangements to prevent and detect fraud and to comply with applicable laws and regulations; and

·         Highlights key emerging national issues which may be of interest to the Committee.

 

Recommended-

 

That the Governance and Audit Committee notes and considers:

·         the External Audit Progress Report; and

·         the request for information about arrangements to prevent and detect fraud and to comply with applicable laws and regulations.

 

(Mark Dalton – 0113 3878735)

 

             

 

Additional documents:

12.

ANNUAL GOVERNANCE STATEMENT 2017-18 REVIEW pdf icon PDF 255 KB

Previous Reference:           Minute 4 (2018/19)

 

The Annual Governance Statement (AGS) was formally reviewed and approved by the Governance & Audit Committee at its meeting on 28th June 2018.The Committee subsequently authorised the Leader of the Council and the Chief Executive to sign the document on behalf of the Council for inclusion with the Statement of Accounts for 2017-18.

 

The Statement reported that the Governance and Audit Committee would be kept informed of progress in addressing weaknesses and areas of concern.

 

The Assistant Director of Finance and Procurement will submit Document “AF” which updates Members on the progress and improvements being made in addressing those significant governance concerns reported in the Council’s Annual Governance Statement 2017-18.

 

Recommended-

 

That the Committee –

 

·         Reviews the information contained in the report and the progress made in addressing the significant governance challenges.

·         Endorse the further actions planned.

·         Alert officers and Members to any emerging governance concerns requiring review during the 2018-19 process.

 

(Andrew Crookham – 01274 433656)

 

13.

INTERNAL AUDIT CHARTER pdf icon PDF 160 KB

The Assistant Director, Finance and Procurement will submit Document “AG” which reports that in 2017 the Institute of Internal Auditors revised the Public Sector Internal Audit Standards which apply to local government.  In order to be fully compliant with these standards a number of amendments need to be made to the Council’s Internal Audit Charter.  This report issues the new Internal Audit Charter for its approval by this Committee.

 

Recommended-

 

That the new Internal Audit Charter (attached to Document “AG”) be approved.

 

                                                (Andrew Crookham – 01274 433656)                                                                             

 

 

 

14.

2018/19 INTERNAL AUDIT FOLLOW UP PROCESS pdf icon PDF 526 KB

Internal Audit currently follows up its audit work in two ways – Annual follow up returns from Directors and performing individual follow up audits.

 

The Assistant Director of Finance and Procurement will submit Document “AH” which details the results of the Internal Audit Follow up exercise for 2018/19.

 

Recommended-

 

That the Committee notes the content of the follow up exercise and approves the proposed changes to the Internal Audit Recommendations follow up process detailed in Document “AH”.

 

                                                                        (Mark St Romaine – 01274 432888)