Agenda item

To consider the report of the Director of Resources, (copy enclosed).

The Committee considered the report of the Director of Resources presenting the draft Annual Governance Statement (AGS) (attached at Appendix 1 to the report) for approval.

It was noted that the purpose of the AGS was to provide assurance that the Council’s governance framework was adequate and effective.  For 2017 / 18 it reflected on governance issues identified as a result of the review of arrangements and by the work of external and internal audit and other agencies.  It also included references to processes currently in place and operating successfully to mitigate the risks associated with those weaknesses.

The Director of Resources advised Members that the format of the AGS had been reviewed following benchmarking with other authorities.  Members were requested to send any presentational queries they may have to the Director of Resources.

The Committee was advised that the Chairman of the Committee had at the agenda meeting raised the issue of potentially including a risk regarding the Police risk.  In response the Chairman reiterated his request for a risk regarding the Police risk to be included. 

Councillor M S Heard declared an interest in this item of business at this point due to being employed by Essex Police.

The Director of Resources highlighted three key areas which whilst not considered a significant governance issue were scrutinised by the Committee and therefore they may wish to refer to them within the AGS.  Some suggested wording was then presented to Members.  It was proposed, duly seconded and agreed that the following wording be added as a new section (Section 6) to the AGS:

6          Other Issues

6.1       The Overview and Scrutiny Committee met eight times in 2017/18.  As part of its Programme of Work, the Committee scrutinised a number of areas and whilst none of the matters discussed were considered a significant governance issue, i.e. one that could affect the future of the Council, some of these areas have been summarised below for transparency:

·         procurement of capital projects, as detailed in paragraph 4.4 above;

·         administration of leases and licences, to ensure the maximum realisable financial benefits for Council assets;

·         agreement of final terms of a lease following delegation by a Committee.

6.2       The areas for continued review by the Overview and Scrutiny Committee form part of its 2018 / 19 Programme of Work which is reviewed at each meeting.

In response to a question regarding the production of a flow chart detailing the process of decision making, including delegations, the Director of Resources advised that a review of the Council’s constitution was currently underway and this would be considered as part of that review.

Following the discussion, the Director of Resources advised that a final version of the AGS would be brought to the next meeting of the Committee for signature.  Between now and the next meeting any issues Members have would be addressed and circulated to the Committee in consultation with the Leader and Deputy of the Council and Chairman of this Committee.  It was noted that attendance by the Leader of the Council and Chief Executive at the next meeting would be required to sign the final version of the AGS. 

RESOLVED

(i)              that the draft Annual Governance Statement 2017 / 18 be amended according to the above amendments;

(ii)            that following any further amendments (circulated to the Committee in consultation with the Leader and Deputy of the Council and Chairman of this Committee ) the final Annual Governance Statement 2017 / 18 be brought to the next meeting of this Committee for signature.