Agenda and minutes

An apology for absence was received from Councillor Roche.

Members are requested at a meeting where a disclosable pecuniary interest or personal interest arises, which is not already included in their Register of Members' Interests, todeclare any interests that relate to an item on the agenda.

Where a Member discloses a Disclosable Pecuniary Interest, he/she must withdraw from the meeting room, including from the public gallery, during the whole consideration of any item of business in which he/she has an interest, except where he/she is permitted to remain as a result of a grant of a dispensation.

Where a Member discloses a personal interest he/she must seek advice from the Monitoring Officer or staff member representing the Monitoring Officer to determine whether the Member should withdraw from the meeting room, including from the public gallery, during the whole consideration of any item of business in which he/she has an interest or whether the Member can remain in the meeting or remain in the meeting and vote on the relevant decision.

No declarations of any disclosable pecuniary interests or personal interests were received.

Minutes of the meeting held on 18 September 2019

Councillor McGinnity indicated that he had been unable to attend the previous meeting due to his having been admitted into hospital and had informed the Labour Group secretary and therefore, requested that his apologies for that meeting be recorded.

RESOLVED: That

Report of the Chief Legal and Democratic Officer

The Committee considered the report of the Chief Legal and Democratic Officer which sought approval of the submission of Overview and Scrutiny Working Group Final Reports and recommendations to Cabinet and then Council for final approval.

The Chief Legal and Democratic Officer presented the report and answered questions on provision of background papers and the difficulties scrutinising decisions where reports are exempt.

RESOLVED:

That approval be given for Overview and Scrutiny Working Group Final Reports and recommendations to be submitted to Cabinet and then Council for final approval and that the Constitution be amended accordingly.  

Report of the Head of Corporate Resources

Further to Minute No. 20 of 9 September 2019, the Committee considered the report of the Head of Corporate Resources which provided a review of the Treasury Management activities undertaken to 31 October 2019.  This was the second of the ongoing quarterly monitoring reports provided to the Audit and Governance Committee whose role it is to carry out scrutiny of treasury management policies and practices.

The Service Manager – Finance, presented the report and answered questions thereon.

RESOLVED: That

Report of the Head of Corporate Resources

Further to Minute No. 22 of 9 September 2019, the Committee considered the report of the Head of Corporate Resources on the updated Corporate Risk Register, indicating that since the last meeting the Corporate Risk Register had been fully updated with no new risks identified or escalated from the service risk registers and no changes in the risk scores.

The Committee also considered the Corporate Risk Management Handbook which had also been updated to include a revised scoring assessment and was presented for annual approval.

The Chief Internal Auditor presented the report and answered questions thereon.

Arising from discussion, Members indicated that it would be helpful if Heads of Service could be invited to future meetings of the Audit and Governance Committee where significant risks were identified in their service area.  The Chief Internal Auditor indicated that he would consult with the Head of Corporate Resources on the feasibility of this suggestion. In addition Members requested that the format of the risk register be reviewed to improve the internal and external accessibility of the document.

RESOLVED:  That

Report of the Head of Corporate Resources

Further to Minute No. 23 of 9 September 2019, the Committee considered the report of the Head of Corporate Resources which provided details of the performance and key activities of the Risk and Audit Service for the period 6 September 2019 to 6 December 2019.

The Chief Internal Auditor presented the report and answered questions thereon.

RESOLVED: That

The following report is not Exempt/Confidential, but includes appendices which contain exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A under Section 100A(4) of the Local Government Act 1972. Namely:

·       Item 9 – Appendices 1, 2 and 3

Members are therefore requested to indicate whether or not they wish to discuss any matters referred to in the exempt appendices and accordingly, consider passing the following resolution:

That, under Section 100A(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for any items of business which might involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act. The Public Interest Test has been applied and favours exclusion of the information from the Press and Public.

RESOLVED: That in respect of the following item of business:

Report of the Head of Corporate Resources

The Committee considered the report of the Head of Corporate Resources outlining outstanding debts over £10,000 and requesting authorisation from the Committee to write off the debts detailed in Appendices 1-3 of the report in accordance with the Council’s Constitution.

The Customer Centric Services Manager, Corporate Resources, presented the report and answered questions thereon.

She advised the Committee that following advice from the Chief Legal and Democratic Officer one of the debts, detailed in Appendix 1 of the report, amounting to £44,131.58 had been removed from the list of Business Rates Write-Offs pending further checks and investigation.

Arising from discussion, Members suggested that further investigations be undertaken in respect of a Sundry Debt amounting to £46.240.57, listed in Appendix 2 to the report.

RESOLVED: That