Agenda

RECOMMENDED that the minutes of the meeting held on 6 November 2015 be confirmed and signed by the Chair as a correct record.

The Committee is asked to consider

·         Update report from the External Auditor (including LG sector update)

·         External Audit Progress Report year ending 31 March 2016

·         Certification of Claims and Returns Annual Report 2014/15

The purpose of the report is to report significant performance issues, arising from Q2 performance monitoring, to Governance and Audit and Standards committee and highlight areas for further action or analysis.

RECOMMENDED that the Governance and Audit and Standards Committee are asked to:

1)        note the report;

2)        comment on the performance issues highlighted in section 4, and governance issues in section 5, including agreeing if any further action is required and

3)        agree the actions proposed in section 4.

The purpose of the report is to inform members and the wider community of the Council’s Treasury Management position at 31 December 2015 and of the risks attached to that position.

RECOMMENDED that the actual treasury management indicators as set out in section 2(a) to (e) of the report for the third quarter of 2015/16 be noted.

The purpose of the report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2015/16 to 16th December 2015 against the Annual Audit Plan, highlight areas of concern and areas where assurance can be given on the internal control framework. The report also contains the proposed Audit and Counter Fraud Strategy for the 2016/17 Audit Plan.

RECOMMENDED that Members

(1)  note the Audit Performance for 2015/16 to 16th December 2015

(2)  note the highlighted areas of control weakness for the 2015/16 Audit Plan

(3)  approve the proposed Audit and Counter Fraud Strategy for the use of Audit resources for 2016/17

The purpose of the report is to update Members on the Authority’s use of Regulatory Powers for the period from 27^th June 2013 to 29^th January 2016 and the changes required to the Policy.

RECOMMENDED that Members of the Governance and Audit and Standards Committee:

(1)  Note the RIPA application authorised since the last report to this Committee on the 27^th June 2013

(2)  Approve the required changes to the Corporate Policy and Procedure on the Regulation of Investigative Powers Act 2000 (RIPA) as a result of the new Codes of Practice and Guidance and changes in personnel (attached as Appendix A and detailed in paragraphs 6.1.1 to 6.1.10 of the report)

The purpose of the report is to advise Members of the Committee as to costs for a committee system as requested by Councillor Galloway.

RECOMMENDED that Members are asked to note the report and the advice of the S151 officer that it is not possible to implement or maintain a committee system on a true cost neutral basis.

An update presentation will be given to members for information.

That in view of the contents of the following items on the agenda the

Committee is RECOMMENDED to adopt the following motion:

“That, under the provisions of Section 100A of the Local Government

Act, 1972 as amended by the Local Government (Access to Information)

Act, 1985, the press and public be excluded for the consideration of the

following items on the grounds that the reports contain information

defined as exempt in Part 1 of Schedule 12A to the Local Government

Act, 1972”.

The public interest in maintaining the exemption must outweigh the

public interest in disclosing the information.

Under the Local Authorities (Executive Arrangements) (Meetings and

Access to Information) England Regulations 2012, regulation 5, the

reasons for exemption of the listed items is shown below.

Members of the public may make representation as to why the item

should be held in open session. A statement of the Council’s response

to representations received will be given at the meeting so that this can

be taken into account when members decide whether or not to deal with

the item under exempt business.

(NB The exempt/confidential committee papers on the agenda will

contain information which is commercially, legally or personally

sensitive and should not be divulged to third parties. Members are

reminded of standing order restrictions on the disclosure of exempt

information and are invited to return their exempt documentation to the

Senior Local Democracy Officer at the conclusion of the meeting for

shredding.)

Item                                                                            Exemption Para No.*

13.       Procurement Management Information    

 Exempt Appendices 2, 3, 4 and 5                                  1,2 and 3

14.      Annual report on complaints received into     1 and 2

 alleged breaches of the Code of Conduct

15.       Whistleblowing Report                                         1 and 2

16.       Data Breaches Report                                          1 and 2

1. Information relating to any individual

2. Information that is likely to reveal the identity of an individual

3. Information relating to the financial or business affairs of any

particular person (including the authority holding that information)

(Please note that appendices 2,3,4 and 5 are exempt )

The purpose of the report is to update Members on steps being taken to demonstrate that PCC is achieving value for money from its contracts for goods and services.

RECOMMENDED

1.1                  That members note that purchase order compliance for November 2015 was 94% against the target of 95%

1.2                  That members note the performance of our suppliers and contractors and actions in progress to address poor performance.

1.3                  That members continue to request a procurement management information report, and that in light of the quarterly Strategic Contract Management Board meetings, that this report be brought to the committee on a quarterly basis.

(Please note that although the appendix is not exempt, if Members wish to ask detailed questions, the meeting may need to move into exempt session)

The purpose of the report is to update Members of the Committee on current progress in relation to complaints which allege that Councillors may have breached the Code of Conduct.

RECOMMENDED that Members of the Committee

(1)  Note the report

(2)  Consider whether any further action is required by them.

(Please note that although the appendix is not exempt, if Members wish to ask detailed questions, the meeting may need to move into exempt session)

The purpose of the report is to update Members of the Committee on the nature and handling of any whistleblowing concerns which have been raised in the past year.

RECOMMENDED that Members of the Committee

(1)       Note the report

(2)       Consider whether any further action is required by them.

The purpose of the report is to inform the Committee of any Data Security Breaches and actions agreed/taken since the last meeting.

RECOMMENDED that Members of the Governance & Audit & Standards Committee note the breaches (by reference to Exempt Appendix A) that have arisen and the action determined by the Corporate Information Governance Panel (CIGP).