Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722006, 722085, 722027 

Items
No. Item

38.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

39.

Public Participation

Up to a total of fifteen minutes can be allowed, each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any item on the Agenda or within the remit of the Committee.

Minutes:

None.

40.

Minutes pdf icon PDF 56 KB

Of the meetings held on 18th September 2019 (attached) and 9th October 2019 (to follow) to be approved and signed.

Minutes:

RESOLVED: That the minutes of the meetings held on 18th September 2019 and the 9th October 2019 be approved as a correct record and signed by the Chairman.

41.

Internal Audit Progress Report to 31st October 2019 pdf icon PDF 188 KB

That the Committee note the report.

Minutes:

The Head of the Internal Audit Shared Service presented the Internal Audit Progress report to the Committee which provided an update on the Internal Audit Shared Service’s progress towards meeting its objectives as set out in the Audit Plan for 2019/20.

 

The Head of the Internal Audit Shared Service summarised that the Museums review had reported a number of recommendations with one “high” priority recommendation which was addressed as soon as the review had concluded. The Health and Safety follow up in connection with the previous review has indicated that good progress has been made by People Services and that there is a positive direction of travel with the service.

 

Officers responded to questions from Members regarding security and personal safety, more specifically fire safety in connection with the Museums review. The Chair requested Officers report back on progress following the completion of a fire risk assessment.

 

Members requested clarification from Officers regarding their role in Quality Assurance. The Deputy Director – Governance informed Members that they will shortly be receiving a questionnaire regarding governance feedback; within this Members’ role in the context of scrutiny will be reviewed.

 

RESOLVED: That the Committee note the report.

 

42.

Draft Internal Audit Plan for 2020-21 pdf icon PDF 149 KB

That the Committee considers the draft annual internal audit plan and key performance indicators.

Minutes:

The Head of Internal Audit Shared Service presented a report of the Draft Internal Audit Plan for 2020-21 to the Committee.

 

The Draft Internal Audit Plan 2020-21 was brought to Committee for consideration before the finalised plan is brought to Committee for approval. The Head of Internal Audit Shared Service summarised key points within the plan such as the increased budget for the review of Payroll following the service being brought back in house. It was also advised that the plan may change dependant on emerging risks, however the plan will be brought back before Committee to be amended if required.

 

Officers responded to questions from Members regarding the emphasis on Key Performance Indicators and also questions regarding Shared Service budgets.

 

RESOLVED: That the Committee has considered and notes the draft internal audit plan and key performance indicators.

43.

Corporate Projects Gateway Process pdf icon PDF 126 KB

That the Committee notes the Project Management Process introduced to strengthen the management of key projects undertaken by the Council.

Additional documents:

Minutes:

The Corporate Director – Finance & Resources presented the report on the Corporate Projects Gateway Process to the Committee. The Team Manager – Corporate Projects and Transformation was also present to assist the Committee with any queries regarding the report.

 

The Corporate Director – Finance & Resources summarised that the Gateway process had been established in 2018/19 to strengthen the Council’s approach to the management of major projects and outlined to the Committee the process projects go through when following this particular system of project management. The Corporate Director – Finance & Resources advised that there is no set criteria to dictate if a project should follow this particular project management system and that the initial stages of project planning would inform officers if the project would be appropriate to follow the Gateway process. It was advised that each stage of the Gateway process required service director approval before the project was permitted to move to the next stage of the process. The Gateway process also enables emerging risks to be captured and recorded efficiently and effectively. The Team Manager – Corporate Projects and Transformation advised the Committee of the functionality of the dashboard and how the dashboard helps to identify and manage risk.

 

Members and Officers discussed how best to present project evaluation going forward. Members highlighted that they would find it beneficial to be informed of the status of Corporate Projects and that if Corporate Projects were withdrawn to know the reason behind this. The Chair asked Officers if an update on Corporate Projects could be provided as a standing item.

 

RESOLVED: That the Committee notes the Project Management Process introduced to strengthen the management of key projects undertaken by the Council.

 

 

44.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

Minutes:

None.

45.

Item Involving the Disclosure of Exempt Information

The Committee are invited to pass the following resolution:-

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

46.

Minutes (Exempt Items)

Of the meeting held on 9th October 2019 (to follow) to be approved and signed.

Minutes:

RESOLVED: That the minutes of the meeting held on the 9th October 2019 be approved as a correct record and signed by the Chairman.