Agenda and minutes
Venue: Ground Floor Meeting Room G02A - 160 Tooley Street, London SE1 2QH. View directions
Contact: Virginia Wynn-Jones Email: virginia.wynn-jones@southwark.gov.uk
No. | Item |
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Apologies for absence
To receive any apologies for absence. Minutes: Apologies for absence were received from the independent members, Charles Wynn-Evans and Bill Dee. Apologies for lateness were received from Councillor Andy Simmons. |
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Confirmation of voting members
A representative of each political group will confirm the voting members of the committee. Minutes: The members present were confirmed as the voting members. |
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Notification of any items of business which the chair deems urgent
In special circumstances, an item of business may be added to an agenda within five clear days of the meeting. Minutes: The chair agreed to accept item 11, Southwark Council audit findings report 2017-18 and pension fund audit findings report 2017-18, and item 13, independent members: verbal update as late and urgent. |
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Disclosure of interests and dispensations
Members to declare any personal interests and dispensation in respect of any item of business to be considered at this meeting. Minutes: There were none. |
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Minutes
To approve as a correct record the minutes of the open section of the meeting held on 6 June 2018. Supporting documents: Minutes: The minutes of the meeting of 6 June 2018 were agreed as a correct record and signed by the chair. |
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Governance topic: The council's procurement policy - compliance and implementation
Supporting documents: Minutes: The strategic director of finance and governance presented the governance topic. Members had questions for the officers.
RESOLVED: 1. That the Council’s Fairer Future Procurement Strategy attached as Appendix A of the report was noted. 2. That the recent internal audit of procurement attached as Appendix B of the report, and PowerPoint guidance to relevant staff attached as Appendix C of the report was noted. 3. That the council’s Contract Standing Orders in relation to contract monitoring (paragraphs 14 and 15 of the report) were noted. 4. That the list of contracts that are over the EU threshold and should have six monthly and annual performance reports attached as Appendix D of the report was noted. 5. That the audit, governance and standards committee considered how it would wish to progress its review of governance in respect of contract management, and agreed: · the chair would discuss the scope of an internal audit review with the strategic director of finance and governance and that this would be brought back to the committee · to ask officers to request an audit follow up from BDO. |
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Anti-Fraud Services and Special Investigations Team progress report April 2017 to March 2018
Supporting documents: Minutes: Officers introduced the report. Members had questions of the officers.
RESOLVED:
1. That the progress on the anti fraud services and special investigations team for the year from 1 April 2017 to 31 March 2018 was noted. |
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Internal Audit update July 2018
Supporting documents: Minutes: Grant Thornton introduced the report. Members had questions of Grant Thornton.
Officers undertook to provide a written update on IT disaster recovery planning.
Officers undertook to provide a written update on appropriate governance arrangements over partnerships.
RESOLVED:
1. That the update on internal audit work attached as Appendix A to the report was noted. |
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Internal Audit Annual Report 2017-18
Supporting documents: Minutes: Grant Thornton introduced the report. Members had questions for Grant Thornton.
RESOLVED: 1. That the Internal Audit Annual report, attached as Appendix A of the report, be noted. |
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Annual Governance Statement 2017-18
Supporting documents: Minutes: Officers introduced the report. Members had questions for the officers.
The strategic director of finance and governance thanked members of the committee for their input and support.
RESOLVED:
1. That the annual governance statement 2017-18, as attached as appendix 1 of the report, be agreed. |
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Southwark Council Audit Findings Report 2017-18 and Pension Fund Audit Findings Report 2017-18
Supporting documents: Minutes: Grant Thornton introduced the report. Members had questions of Grant Thornton.
RESOLVED:
1. That:
a) the matters raised in Grant Thornton’s audit findings report for 2017-18 (Appendix A of the report) before approval of the council’s accounts be considered
b) the adjustments to the accounts as set out on pages 22-24 of the audit findings report be noted
c) the council’s letter of representation set out at Appendix B of the report be approved
d) the matters raised in the pension fund audit findings report 2017-18, (Appendix C of the report) prior to approval of the pension fund statement of accounts be considered
e) the adjustments to the pension fund statement of accounts as set out in page 14 of the audit findings report be noted
f) the pension fund letter of representation set out at Appendix D of the report be approved
g) the Statement of Accounts 2017-18 (Appendix E of the report), subject to any final changes required by the conclusion of the audit, being delegated to the strategic director of finance in consultation with the chair of audit, governance and standards committee, be approved
h) the audit fee letter (Appendix F of the report) be noted. |
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In year review of work programme 2018-19: July 2018
Supporting documents: Minutes: Officers introduced the report. Members had questions of the officers.
Officers undertook to bring back further information on budget updates from central government when they were available.
RESOLVED:
1. That the proposed revised work programme for 2018-19, including scheduling of governance topics for the year, was considered and no other amendments were made.
2. That the work programme set out in Appendix 1for 2018-19 be agreed. |
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Independent members: Verbal update
Norman Coombe, head of governance team, legal services, will present a brief verbal update to the committee on the independent members of the committee. Minutes: Officers introduced the update.
Officers undertook to provide a list of all applicants for the role of independent member
Members recorded their thanks to the retiring independent member, William Dee, for his support.
Members recorded their thanks to Jennifer Seeley as director of finance on her retirement.
RESOLVED:
1. That the membership of the selection panel for new independent members would comprise Councillors Gavin Edwards, Humaira Ali and Dora Dixon-Fyle. |