Agenda and minutes

Performance, Governance and Audit Committee - Thursday 10th February 2022 7.30 pm

Venue: Council Chamber, Maldon District Council Offices, Princes Road, Maldon. View directions

Contact: Committee Services  Email: [email protected]

Media

Items
No. Item

508.

Chairman's Notices

Minutes:

The Chairman welcomed all present and took the Committee through some housekeeping arrangements for the meeting.

 

509.

Apologies for Absence

Minutes:

There were none.

510.

Minutes pdf icon PDF 173 KB

To confirm the minutes of the meeting held on 13 January 2022, (copy enclosed).

                                                                                               

Minutes:

RESOLVED by assent that the Minutes of the meeting of the Committee held on 13 January 2022 be approved and confirmed.

                                                                                               

511.

Disclosure of Interest

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interest or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6 – 8 of the Code of Conduct for Members.

 

(Members are reminded that they are also required to disclose any such interest as soon as they become aware should the need arise through the meeting.)

Minutes:

Councillor Mrs J L Fleming, CC, declared a non-pecuniary interest as a Member of Essex County Council, on any agenda items pertaining to that organisation.

 

Councillor W Stamp, CC, declared a non-pecuniary interest as a Member of Essex County Council, on any agenda items pertaining to that organisation.

 

512.

Public Participation

To receive the views of members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

 

Should you wish to submit a question please complete the online form at: www.maldon.gov.uk/publicparticipation.

Minutes:

No requests had been received.

513.

Appointment of a Vice-Chairman

To appoint to the vacancy of Vice-Chairman of the Performance, Governance and Audit Committee.                                          

Minutes:

The Chairman introduced this item and from the chair nominated Councillor E L Stephens, this was seconded by Councillor M S Heard.  Councillor J V Keyes then nominated Councillor Mrs. J L Fleming, and this was seconded by Councillor A L Hull.

 

In accordance with Procedure Rule No.13 (3) a recorded vote was requested and duly seconded for both nominations to the position of Vice-Chairman.  The nomination of Councillor E L Stephens was recorded first followed by Councillor Mrs. J L Fleming and the results were as follows:-

 

For Councillor E L Stephens

Councillors M R Edwards, M S Heard, E L Stephens and J C Stilts

 

Against Councillor E L Stephens

Councillors R G Boyce, Mrs J L Fleming, A S Fluker, A L Hull, J V Keyes and W Stamp.

 

Abstentions

None

 

For Councillor Mrs. J L Fleming

Councillors R G Boyce, Mrs J L Fleming, M S Heard, A L Hull, J V Keyes and W Stamp.

 

Against Councillor Mrs. J L Fleming

Councillors M R Edwards and E L Stephens,

 

Abstentions

Councillors M S Heard and J C Stilts

 

RESOLVED that Mrs J L Fleming, CC, be appointed Vice-Chairman of the Performance, Governance and Audit Committee for the remainder of the municipal year.

 

514.

Internal Audit Report pdf icon PDF 618 KB

To consider the report of the Director of Resources and associated reports from the Internal Auditors, BDO, at 7a to 7h, (copies enclosed).                                                                                            

Additional documents:

Minutes:

The Committeeconsidered thereport ofthe Director ofResourcesandassociated Internal Audit reports from BDO LLP, attached on the agenda at 7a to 7h, Progress Report; Follow-up of Recommendations; Policy Review; Strategic Performance – Community; Main Financial Systems; IT Strategy and Transformation; Management of Property and Draft Internal Audit Annual Plan 2022/2023 and Strategic Plan 2022/2025.

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The Chairman introduced the reports and deferred to the Internal Audit Partner to present the detail.  He advised the Committee that he would present the eight reports in two tranches, dealing with 7a), 7b) and 7h) first and any questions arising, followed by the five main audit reports.  It was noted that the Progress report provided assurance to Members that overall progress was generally good, resulting in a positive year end audit opinion from the Head of Internal Audit.  It also highlighted that there were four further reports to be received by the Committee scheduled for June 2022.

 

The Follow-up of Recommendations report covered both completed and outstanding recommendations.  He drew Members’ attention to the high priority recommendation relating to Safeguarding which had now been completed, resulting in a lower risk category.  The overdue recommendations included the Environmental Strategy which had been closed as this would now be incorporated under the upcoming review of the Climate Change Strategy. The Draft Internal Audit Annual Plan 2022/2023 and Strategic Plan 2022/2025 for next year followed the normal format linked to the audit of risks and had been discussed with Officers.  It represented a balanced programme of work to include:- reviewing Finance areas, the strategy around the Strategic Theme ‘Place’, Flood Management, Safeguarding together with the Local Development Plan and Climate Change Strategy.

 

In response to issues raised Officers provided the following information:-

 

·        That delays in completion of recommendations in respect of Flood Management related to the number of outstanding actions on the part of other agencies involved in the process.

 

·        That the outstanding recommendation in respect of affordable housing and the issue with sign-off of the 2021/22 Housing Service Business Plan was due to a delay in collating the information on affordable housing.  This was now underway and on target for April 2022.

 

·        That information regarding the difference between the two forms used within the Safeguarding process would be circulated to Committee Members.  It was further noted that the Safeguarding recommendation, whilst recorded in red to denote the priority status, was now satisfactorily complete, with both forms in place, and would subsequently be allocated a lower priority.

 

·        That all Councils submit a Delta report on affordable housing in April each year to Central Government.  In addition Affordable Housing statistics were submitted quarterly to the Corporate Leadership Team.

 

·        That the recommendation around the Strategic Housing Board would remain open subject to issue of a full schedule of future meetings.

The Head of Internal Audit then presented the five audit reports.  The Policy Review audit had attained an assurance level of substantial on design and moderate on effectiveness, with good controls in place.  It  ...  view the full minutes text for item 514.

515.

Appointment to Outside Bodies pdf icon PDF 110 KB

To consider the report of the Director of Strategy, Performance and Governance, (copy enclosed).                                                                                             

Minutes:

 

The Committee considered the report of the Director of Strategy, Performance and Governance that required the Committee to address a vacancy on Maldon Citizens Advice Bureau Liaison Committee (CAB) and the Maldon Museum in the Park Liaison Committee.

 

The Chairman presented the report and moved the recommendation.  She then called for nominations to CAB.  Councillor Keyes proposed himself and this was duly seconded and agreed by assent.

 

The Chairman then called for nominations to the Museum in the Park and Councillor R G Boyce, MBE, proposed Councillor Mrs J C Stilts, this was seconded and agreed by assent.

 

RESOLVED that the Committee appointed Councillor J V Keyes to serve on the Maldon Citizens Advice Bureau Liaison Committee and Councillor J C Stilts to serve on  the Museum in the Park outside body for the remainder of the Municipal Year.

 

516.

Any other items of business that the Chairman of the Committee decides are urgent