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Agenda and minutes

With effect from 1 April 2016 Agenda and Minutes will be available in both Welsh and English. Reports are working documents and produced in English only in accordance with Welsh Language Standard 41 of this Council’s Final Compliance Notice from the Welsh Language Commissioner.

Venue: Meeting Room 1, Guildhall

Contact: Deborah Foulkes  Committee Officer

Items
No. Item

20.

Apologies for Absence

Minutes:

Apologies for absence were submitted on behalf of Councillors Sonia Benbow-Jones, Frank Hemmings and Nigel Williams.

 

21.

Confirmation of Minutes pdf icon PDF 175 KB

To sign as a correct record the Minutes of the Meeting held on Thursday 25 July 2019.

Minutes:

RESOLVED - That the Minutes of the Meeting held on 25 July 2019 be signed as a correct record.

22.

Terms of Reference pdf icon PDF 212 KB

Attached for information only.

Minutes:

A copy of the Terms of Reference was submitted for information.

 

RESOLVED – That the Audit Committee Terms of Reference be noted.

23.

Work Programme pdf icon PDF 127 KB

To consider the report of the Chief Officer Finance and ICT.

Minutes:

The Chief Officer Finance & ICT submitted the proposed work programme for 2019/20.  In presenting the report, he advised that the annual improvement report would now be scheduled for the meeting in December 2019.

 

RESOLVED – That the work programme 2019/20 be noted.

24.

Risk and Control Registers pdf icon PDF 813 KB

To consider the report of the Chief Officer Finance and ICT.

Minutes:

The Chief Officer Finance & ICT submitted a report (COFI/66/19) to highlight the Council’s significant risks and how they are being managed.

 

The Audit Lead introduced the report and advised that the information shown in the registers was as at 31 August 2019 and that updates and new entries were ongoing.  He pointed out that amendments had been made to key policies and strategies in the Principal Risk Register, some of which had been highlighted at the meeting in March as possibly being out of date.

 

During consideration of the report, Members raised a number of concerns which Officers responded to accordingly.  The following points were also raised:

 

·         Contents of the registers were the responsibility of the relevant Chief Officer, and they were challenged by officers on an annual basis.

·         Concern that some key policies, such as GwE, the Regional Transport Plan, the Partnership Action Plan and the WLGA Action Plan were not included within PR02, which could potentially result in there being no mitigation against the high level risks.

·         Confirmation that the Principal Risk Register identified in Appendix B would be presented to the respective Chief Officers.

·         Clarification sought in relation to the impact of Brexit.  Officers advised that there was a separate risk register which had previously been considered by the Customers, Performance, Resources and Governance Scrutiny Committee.

·         With reference to Appendix C, it was suggested that where mitigation had been identified, an end date needed to be included to provide further assurances.

·         Clarification sought in relation to the progress of the ICT and Digital Strategy as this had not yet been delivered.  Members were advised that the Head of Service had recently left the Authority but plans were in place to appoint a replacement officer to take over the role.

·         Concern at the financial impact as a result of the refusal of BCUHB to fund eligible CHC needs.  Collectively, Members felt frustrated at the lack of decision making process within the Health Board, and instead it was suggested that meetings be held with the Chair and Vice Chair on a regular basis.  A Member suggested that a letter be sent to BCUHB to highlight the concerns of the Committee and to seek assurance that BCUHB would work in partnership to resolve the issue.

 

RESOLVED –

 

(i)         That the contents of the attached risk and control register extracts be noted.

 

(ii)        That where mitigation had been identified on the Risk Register, an end date should be included.

 

(iii)       That the Chair send a letter to Betsi Cadwaladr University Health Board to highlight the concerns of the Committee and to seek assurances that the Health Board would work in partnership to resolve the issue of funding eligible CHC needs.

 

 

25.

Internal Audit Interim Report April to August 2019 pdf icon PDF 226 KB

To consider the report of the Chief Officer Finance and ICT.

Additional documents:

Minutes:

The Chief Officer Finance & ICT submitted a report (COFI/67/19) asking Members to consider the Head of Service Audit and Technical’s interim report for April to August 2019.

 

During discussions, Members raised the following matters in particular:

 

·         Clarification sought in relation to medium priority recommendations.  Officers advised that it was standard practice to refer to the previous audit in order to assess whether the risk had changed and whether the recommendations had been implemented.

·         Confirmation that although there were poor financial controls in place for the Supported Living Service, there had been a very positive response to the action plan.  As a result, all Chief Officers had been asked to review their own procedures to ensure that there were effective financial controls in place.

·         Importance of ensuring that Financial Procedure Rules were reinforced through staff bulletins and regular monitoring by line managers in order to reduce the number of reports of non-compliance.  Officers confirmed that if procedures were not followed and there was evidence that appropriate training had been provided then the capabilities procedure may be considered.

·         The Audit Lead confirmed that there was a cycle for carrying out audits and this was based upon an annual assessment of risks.

 

RESOLVED – That the Internal Audit Interim Report April to August 2019 be noted.

26.

Information Report - Post Completion of Statement of Accounts - Learning Points pdf icon PDF 79 KB

To consider the Information report of the Chief Finance and ICT Officer

Additional documents:

Minutes:

The Chief Officer Finance & ICT submitted an information report (COFI/65/19) asking Members to consider feedback on the Post Project Learning (PPL) of the audit of the 2018/19 Statement of Accounts.

 

During consideration of the report, Wales Audit Office representatives pointed out that in order to undertake the audit process, data had to be transferred from Council systems to the WAO. It was acknowledged that potential new ICT packages would have an impact on the way information could be transferred and then analysed.

 

RESOLVED – That the report be noted.