Agenda and minutes

Members of the Committee will declare any pecuniary or other significant interests they have relating to items on the agenda.

None.

Confirmation as a correct record of the minutes of the committee held on 30 July 2019.

Agreed that the minutes of the Audit Committee meeting held on 30 July 2019 be confirmed as a correct record.

Report of the Legal Services Manager.

The Legal Services Manager submitted a report that reviewed the authority’s use of R.I.P.A. (Regulation of Investigatory Powers Act 2000), the outcome of the R.I.P.A. desktop inspection by the I.P.C.O. (Investigatory Powers Commissioner’s Office) and proposed changes to the Council’s R.I.P.A. policy.

The Legal Services Manager gave an update to the committee in regards to the findings of the first desktop inspection. She commented on the fact that the council had been found to be low risk with no compliance risk.

There was questions from the committee regarding the requirements that needed to be met in order to apply for an R.I.P.A. authorisation. The Legal Service Manager gave insight into the requirements and reiterated to members that no such authorisation had been made since 2012. She stated that she would report to the committee if any R.I.P.A. authorisations were made.

Agreed:

1)    That the committee noted the fact that there had been no authorisations granted for directed surveillance or covert human intelligence source under R.I.P.A. since 2012.

2)    That the revised R.I.P.A. policy, attached at Appendix A, that reflected the guidance contained in the revised Code of Practice for Covert Surveillance and Property Interference (August 2018), be approved.

Report of the Head of Finance (Section 151 Officer).

The Head of Finance (Section 151 Officer) submitted a progress report on the Internal Audit and Risk Management plan and the resulting action plan from the 2018/2019 Annual Governance Statement.

The Head of Governance introduced the report, stating that it was a six monthly update to the Committee.

The Senior Auditor summarised the report and identified a few key areas to provide the committee with a more in-depth update. These were:

·         Marine Hall and the progress it had made since the last update

·         The Strategic Risk review that took place on 16 October 2019

·         Operational risk and steps towards the finalised register that will be posted on the intranet once completed

·         The separate ICT risk register and the required actions necessary to mitigate any issues from the identified risks

The Senior Auditor answered questions from the committee regarding Marine Hall and its staffing levels, events and business opportunities and the amount of time spent by the Audit team ensuring that procedures and protocols were being adhered to.

There was also questions about P.C.I. Compliance, calculations of risks on the Risk Register and the internal audit plan.

Agreed:

1)    That the progress on the delivery of the Internal Audit and Risk Management Plan at appendices 1,2  and 3 be noted

Report of the Head of Finance (Section 151 Officer).

The Head of Finance (Section 151 Officer) submitted a report.

The Head of Governance explained that the Financial Regulations and

Financial Procedure Rules were reviewed annually, in accordance with best practice and guidance. She said that the regular review process provided evidence which helped the council to demonstrate that it had put arrangements in place to maintain a sound system of internal control.

The Head of Governance talked through some of the updates and changes that was being made to the Financial Regulations and Financial Procedure Rules and the added compliance with the Social Value Act 2012.

Agreed:

1)    That the proposed changes to the Financial Regulations and Financial Procedure Rules be approved.

Report of the Head of Finance (Section 151 Officer).

The Head of Finance (Section 151 Officer) submitted a report on the Annual

Review of Council’s Counter Fraud Policies: Anti-Fraud, Corruption and

Bribery; Whistle Blowing; Anti Money Laundering; Gifts, Hospitality and Registration of Interests.

The Head of Governance introduced the report and highlighted proposed changes to the policies.

Agreed:

That the revised versions of the following policy documents be approved:

1.    Anti-Fraud, Corruption and Bribery Policy;

2.    Whistleblowing Policy;

3.    Anti-Money Laundering Policy;

4.    Gifts and Hospitality and Registering Interests Policy.

Report of the Head of Governance (Data Protection Officer).

The Head of Governance (Data Protection Officer) submitted a report on the Approval of the Council's Data Protection Policy and Procedures.

She stated that the report allowed for the ability to demonstrate that the council had arrangements in place to ensure compliance with the General Data Protection Regulations (GDPR) and other data protection laws.

There were questions from the committee regarding Contact Centre staff scripts and privacy notices.

Agreed:

1)    Members to approve the attached Data Protection Policy and Procedures and incident / breach reporting and investigation instruction at Appendix 1 of the report.

Letter from the Council’s external Auditors for 2018/19, Deloitte.

The Council’s external auditors Deloitte, submitted a copy of the Annual

Audit Letter 2018/19.

Paul Hewitson, Director at Deloitte LLP, stated it was a mandatory requirement for external auditors to submit such a report and that it was written in layman’s terms so that the judgement was more accessible to members of the public.

Agreed:

1)     that the Annual Audit Letter for 2018/19 from the External Auditor’s Deloitte, be noted and published on the Council’s website.

Presentation by the External Auditors, Deloitte.

Paul Hewittson, External Auditor, gave a presentation to the committee detailing the role of an external auditor.  

The next meeting of the Committee will be held on Tuesday 10 March 2020 at 6pm in the Council Chamber.

Tuesday 10 March 2020 at 6pm in the Council Chamber.