Agenda and decisions

Governance and Audit Committee
Thursday, 20th August, 2020 10.00 am

Venue: Remote Meeting

Contact: Adrian Tumber - 07970 412150 

Items
No. Item

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.

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)

 

REGULATION OF INVESTIGATORY POWERS ACT 2000 (RIPA 2000) - LEVEL OF USE (QUARTERLY RECORDS) pdf icon PDF 130 KB

The quarterly report of the City Solicitor (Document “A”) provides information relating to RIPA 2000 activities including:

 

(a)  The number of authorised and approved covert surveillance operations undertaken by the Councils criminal investigation teams for the quarters 1st January  to 31st March 2020 and 1st April to 30th June 2020.

 

(b)  The arrangements for the remote inspection by the Information Commissioners Office in August 2020.

 

(c)  The Council’s use of covert surveillance techniques in order to prevent or detect serious crime.

 

(d)  The use of the Council’s CCTV equipment by the Police or Department of Work and Pensions (DWP) for covert surveillance.

 

(e)  Confirmation of the necessity and proportionality of the use of such covert investigative techniques.

 

Recommended –

 

(1)    To note the contents of the report.

 

(2)    To note the Council’s continued compliance with RIPA.

 

(3)    To receive a further report relating to the outcome of the IPCO inspection.

 

(Richard Winter – 01274 434292)

Decision:

Resolved –

 

1.    That the contents of the report be noted.

 

2.    That the Council’s continued compliance with RIPA be noted.

 

3.    That a further report be provided relating to the outcome of the IPCO inspection.

 

 (Richard Winter – 01274 434292)

COUNCIL MEETINGS CORONAVIRUS GOVERNANCE REVIEW pdf icon PDF 91 KB

The report of the City Solicitor (Document “B”) presents an overview of delivering meetings in the democratic decision making structure since the beginning of the Coronavirus period when Government regulations and guidance meant that meetings could not be held physically in a meeting room and the introduction of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 permitted meetings to take place remotely.

 

(1)       That the report be noted; and

(2)       That a further report be presented to this Committee following the Extraordinary meeting of Council on 8 September 2020.

 

                                                               (Adrian Tumber – 07970 412150)

Decision:

Resolved –

 

1.    That the report be noted.

 

2.    That a further report be presented to this Committee following the Extraordinary Meeting of Council on 8 September 2020.

 

 (Adrian Tumber – 07970 412150)

AMENDMENTS TO THE CONSTITUTION - CONTRACT STANDING ORDERS AND FINANCIAL REGULATIONS pdf icon PDF 104 KB

The report of the Strategic Director Corporate Resources (Document “C”) provides details of the annual review of the Financial Regulations and Contract Standing Orders sections of the Council’s Constitution and makes recommendations for their amendment.

 

Recommended –

 

That option 1 be accepted and the proposed changes to Contract Standing Orders and Financial Regulations be accepted and recommended to Council to support improvements in the organisation’s financial and procurement processes and procedures.

 

(Ian Westlake/Helen Keith – 07971 540171/01274 432730)

Additional documents:

Decision:

Resolved –

 

That option 1 be accepted and the proposed changes to Contract
Standing Orders and Financial Regulations be accepted and
recommended to Council to support improvements in the
organisation’s financial and procurement processes and procedures.


(Ian Westlake/Helen Keith – 07971 540171/01274 432730)

ANNUAL GOVERNANCE STATEMENT 2019/20 pdf icon PDF 205 KB

The report of the Director of Finance (Document “D”) sets out the requirement to conduct the annual review of the effectiveness of the Council’s governance framework and system of internal control. It reports the conclusions of that review and produces the Annual Governance Statement for 2019-20 to accompany the Council’s Statement of Accounts.

 

Recommended –

 

That the Governance and Audit Committee authorise the Leader of the Council and the Chief Executive to sign the document, on behalf of the Council, to accompany the Statement of Accounts 2019-2020.

 

                                                                        (Mark St Romaine - 01274 432888)

 

Decision:

 

Resolved –

 

That the Leader of the Council and the Chief Executive be authorised to sign the document, on behalf of theCouncil, to accompany the Statement of Accounts 2019-2020.


(Mark St Romaine - 01274 432888)

AMENDMENTS TO WEST YORKSHIRE PENSION FUND FUNDING STRATEGY STATEMENT pdf icon PDF 82 KB

West Yorkshire Pension Fund must maintain a Funding Strategy Statement (FSS) in accordance with the LGPS Regulations 2013. The report of the Director of the West Yorkshire Pension Fund (Document “E”) explains that the statement must be kept under review and, after consultation with such persons as are considered appropriate, make such revisions as are appropriate following a material change in its policy. A consultation on the proposed amendments to the FSS ran for 4 weeks up until 31 May 2020. Consultation was also undertaken with the Joint Advisory Group (JAG) at its meeting on 30 July 2020. The proposed amendments are required to keep the FSS in line with the regulations.

 

Recommended -

 

That the revised Funding Strategy Statement be approved.

 

                                                                        (Rodney Barton - 01274 432317)

Additional documents:

Decision:

 

 

Resolved –


That the revised Funding Strategy Statement be approved.


(Rodney Barton - 01274 432317)

MINUTES OF THE WEST YORKSHIRE PENSION FUND (WYPF) HELD ON 30 JANUARY 2020 pdf icon PDF 75 KB

The Council’s Financial Regulation require the minutes of meetings of the WYPF Joint Advisory Group to be submitted to this Committee.

 

In accordance with this requirement, the Director of West Yorkshire Pension Fund submits  Document “F” which reports on the minutes of the meeting of the WYPF Local Pension Board held on 30 January 2020.

 

Recommended-

 

That the minutes of the West Yorkshire Pension Fund Joint Advisory Group held on 30 January 2020 be considered.

 

                                                (Rodney Barton – 01274 432317)

 

Additional documents:

Decision:

The minutes of the West Yorkshire Pension Fund Joint Advisory
Group held on 30 January 2020 were received.


(Rodney Barton – 01274 432317)

 

EXCLUSION OF THE PUBLIC

Recommended –

 

That the public be excluded from the meeting during the consideration of the item relating to minutes of the West Yorkshire Pension Fund Investment Advisory Panel meeting held on 30 April 2020 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.

Decision:

Resolved –

 

That the public be excluded from the meeting during the consideration of the item relating to minutes of the West Yorkshire Pension Fund Investment Advisory Panel meeting held on 30 April 2020 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.

 

MINUTES OF THE WEST YORKSHIRE PENSION FUND (WYPF) INVESTMENT ADVISORY PANEL HELD ON 30 APRIL 2020

The Council’s Financial Regulations require 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 “G” which reports on the minutes of the meeting of the WYPF Investment Advisory Panel held on 30 April 2020.

 

Recommended –

 

That the minutes of the West Yorkshire Pension Fund Investment Advisory Panel held on 30 April 2020 be considered.

 

                                                            (Rodney Barton – 01274 432317)

Decision:

 

The minutes of the West Yorkshire Pension Fund Investment
Advisory Panel held on 30 April 2020, contained in Not for Publication Document “G”, were received.


(Rodney Barton – 01274 432317)