Licensing, Audit and General Purposes Committee
Thursday, 25th May, 2017 7.00 pm - Agenda and minutes

Venue: Council Offices, Farnborough

Contact: Committee Administrator, Kathy Flatt  Tel. (01252 398829) or email  kathy.flatt@rushmoor.gov.uk

Items
No. Item

1.

Minutes pdf icon PDF 69 KB

To confirm the Minutes of the Meeting held on 27th March, 2016 (copy attached).

Minutes:

The Minutes of the Meeting held on 27th March, 2017 were approved and signed by the Chairman. 

 

2.

INTERNAL AUDIT - PUBLIC SECTOR INTERNAL AUDITING STANDARDS pdf icon PDF 371 KB

To consider the Audit Manager’s Report No. AUD1703 (copy attached), which explains the legislative requirements and best practice guidance for reporting on the adequacy and effectiveness of the Council’s framework of governance, risk management and control environment and presents the Audit Manager’s opinion on the level of assurance.  The Committee is also asked to endorse the Quality and Assurance Improvement Plan.

Minutes:

The Committee considered the Audit Manager’s Report No. AUD1701, which described the results of a self-assessment carried out by the Audit Manager against the Public Sector Internal Auditing Standards (PSIAS) and set out a plan to address or minimise any non-compliance against the new standards.

 

The Committee was advised that the PSIAS superseded the CIPFA Code of Practice for Internal Audit.   There were eleven overall standards which were broken down into 336 fundamental principles against which to achieve compliance.  The Accounts and Audit (England) Regulations 2015 stated that the standards should be taken into account when evaluating the effectiveness of the Council’s risk management control and governance processes.   Following a self-assessment exercise to highlight areas of compliance, partial compliance and non-compliance within the Council, it was noted that full non-compliance was only applicable to 16 out of the 336 fundamental principles.  278 fundamental principles were fully compliant and partial compliance had been achieved for 30.   The Report set out a summary of the results, a copy of the full self-assessment, together with areas of non-compliance and details of work required to be compliant.  The Council was required to demonstrate to external audit that work was underway to reduce the amount of partial or non-compliance each financial year until compliance was achieved. 

 

It was noted that regulations stated that, as part of the evaluation of the effectiveness of the Council’s risk management, control and governance processes the standards should be taken into account.  The Council’s external auditors, Ernst & Young, had indicated that they would consider compliance towards the standards in their consideration of the Council’s overall control environment.  A Quality Assurance Improvement Plan (QAIP) would be developed to show the work that would be undertaken over the following financial year towards compliance with the standards.  In subsequent years, the QAIP would be updated to show the work that would be carried out until compliance was achieved.  This would be submitted to the Committee and the Directors’ Management Board.   The Committee was also advised that work was being carried out with the Council’s Systems Thinking team to review the way in which internal audit carried out its work. 

 

RESOLVED: That the Quality and Assurance Improvement Plan, as set out in the Audit Manager’s Report No. AUD1701, be endorsed.

 

3.

INTERNAL AUDIT - AUDIT OPINION pdf icon PDF 376 KB

To consider the Audit Manager’s Report No. AUD1701 (copy attached), which describes the results of a self-assessment carried out by the Audit Manager against the Public Sector Internal Auditing Standards (PSIAS) and sets out a plan to address or minimise any non-compliance. 

Additional documents:

Minutes:

The Committee considered the Audit Manager’s Report No. AUD1703 which explained the legislative requirements and best practice guidance for reporting on the adequacy and effectiveness of the Council’s framework of governance, risk management and control environment and set out the Audit Manager’s opinion on the level of assurance.

 

The Report advised that, in accordance with the requirements of the Public Sector Internal Audit Standards (PSIAS), the Audit Manager was required to report on an annual basis on the overall adequacy and effectiveness of the Council’s framework of governance, risk management and control, including the result of the PSIAS self-assessment and the Quality Assurance Improvement Plan for the internal audit service for 2017/18. 

 

The Committee was informed of the audit work for 2016/17, the audit plan for which had been communicated to the Committee in June, 2016. 

 

The Report set out an assurance opinion on the adequacy of the system of internal control on each of the audit assignments completed in 2016/17.  It was noted that there were five categories of assurance that could be given and details of these were set out in the Report.   In assessing the level of assurance to be given for 2016/17 in respect of previous audit work, the opinion was based on:  all audits undertaken during 2016/17; the results of any follow-up action carried out in 2016/17 in respect of previous audit work; and, any significant recommendations not accepted by management and any potential consequences.   The opinion of the Audit Manager was that, using the information outlined in the report, her professional opinion was that substantial assurance on the effectiveness of the Council’s risk management, control and governance for 2016/17 could be given.  The category of assurance of ‘substantial’ meant that key controls designed to achieve the system/function/process objectives were in place and that there were opportunities to enhance/strengthen these controls. 

 

The Report gave details of the PSIAS and it was noted that the Quality Assurance and Improvement Plan would look to address some of the non-compliance and partial compliance over the following financial year, taking into account the resources available.  

 

In respect of the Quality Assurance and Improvement Plan (QAIP), the Committee noted that the Hampshire Audit Managers’ Group was carrying out an external assessment as a peer review exercise, the scope of which would be discussed and agreed with the Chief Finance Officer, with the results to be reported to the Committee. Members were advised that the QAIP would be reported annually to the Committee alongside the Audit Opinion in order to inform Members of progress against compliance with standards and the level of assurance on the adequacy and effectiveness of the Council’s control environment.   The Audit Opinion report structure would be reviewed to ensure the inclusion of all relevant areas of the PSIAS.   The Committee was also advised that changes to the Audit Plan would be communicated to senior managers and the Committee for review and approval.   Future Audit Plans would detail the approach to using other sources of assurance, such  ...  view the full minutes text for item 3.

4.

ACCOUNTING POLICIES AND RELATED MATTERS FOR THE YEAR 2016-17 pdf icon PDF 205 KB

To consider the Head of Financial Services’ Report No. FIN1720 (copy attached), which reviews the proposed accounting policies to be applied for the closure of the 2016/17 accounts.

Minutes:

The Committee considered the Head of Financial Services’ Report No. FIN1720 which reviewed the proposed accounting policies to be applied for the closure of the 2016/17 accounts.  The accounts would be prepared in line with CIPFA’s Code of Practice on Local Authority Accounting in the UK 2016/17.   The Report also advised Members of the nature of updated disclosures required, reviewed the internal level of materiality and provided information about a prior period adjustment to be contained in the 2016/17 statement of accounts. 

 

RESOLVED:   That

 

(i)            approval be given to the adoption of the accounting policies,  including the amendment disclosed in the Head of Financial Services’ Report No. FIN1720 for the closure of the 2016/17 accounts; and

(ii)          the updated disclosures, internal level of materiality and information relating to a prior period adjustment to be made in the statement of accounts for 2016/17 be noted.

 

5.

APPOINTMENTS pdf icon PDF 250 KB

(1)       Outside Bodies

 

To consider the appointment of representatives to outside bodies.  A list of those bodies on which the Council is represented, which includes details of proposed nominations for 2017/18, is attached.

           

(2)       Appointments and Appeals Panel

 

To confirm the Members of the Appointments and Appeals Panels for the 2017/18 Municipal Year on the basis of four Members (1 Con: 1 Lab: 1 UKIP and a representative of the Cabinet, which would normally be the Cabinet Member for Corporate Services). 

 

(3)       Elections Group

 

To confirm the Members of the Elections Group for the 2017/18 Municipal Year. Previously, the Group consisted of the Cabinet Member with responsibility for electoral services (Concessions and Community Support), the Chairman of the Licensing and General Purposes Committee, the Chairman of the Borough Services Policy and Review Panel and representatives of the other Groups. The Elections Group has been established jointly by the Borough Services Policy and Review Panel and this Committee.

 

 (4)      Licensing Sub-Committee

 

To confirm the Members of the Licensing Sub-Committee for the 2017/18 Municipal Year on the basis of five Members (3 Con: 2 Lab). 

 

(5)       Licensing Sub-Committee (Alcohol and Entertainments)

 

To confirm that the Head of Democratic and Customer Services is authorised to make appointments from the membership of the Licensing and General Purposes Committee in accordance with the procedure agreed by the Committee at its meeting on 21st May, 2009 and detailed in the Licensing Sub-Committee (Alcohol and Entertainments) Hearings Protocol and Procedure.

 

(6)       Local Plan Members Group

 

To confirm the Members of the Local Plan Members Group for the 2017/18 Municipal Year on the basis of eight Members including the Leader of the Council, the Cabinet Member for Environment and Service Delivery, the Chairman of the Development Management Committee and five Members (2 Con: 2 Lab: 1 UKIP).

 

Minutes:

(1)  Outside Bodies

 

RESOLVED:  That the appointment of representatives to outside bodies for the 2017/18 Municipal Year, as set out in Appendix 1 (set out below), be approved.

 

(2)  Appointments and Appeals Panel

 

RESOLVED:  That the following Members be appointed to serve on the Appointments and Appeals Panel for the 2017/18 Municipal Year (1 Conservative: 1 Labour: 1 UKIP and a representative of the Cabinet):

 

Conservative Group

Cr. S.J. Masterson with Cr. A. Jackman as Standing Deputy

 

Labour Group

Cr. P.F. Rust with Cr. B. Jones as Standing Deputy.

 

UKIP Group

Cr. D.M.T. Bell (Position of Standing Deputy vacant)

 

Corporate Services Portfolio Holder

Cr. P.G. Taylor

 

(3)  Elections Group

 

RESOLVED:              That the following Members be appointed to serve on the Elections Group for the 2017/18 Municipal Year:

 

Concessions and Community Support Portfolio Holder

 

Cr. G.B. Lyon

Chairman of the Licensing and General Purposes Committee

 

Cr. A. Jackman

Chairman of the Borough Services Policy and Review Panel

 

To be confirmed

Conservative Group

Cr. S.J. Masterson

 

Labour Group

Crs. K. Dibble and B. Jones

 

                                                

(4)  Licensing Sub-Committee

 

RESOLVED:  That the following Members be appointed to serve on the Licensing Sub-Committee for the 2017/18 Municipal Year (3 Conservative: 2 Labour):

 

Conservative Group

Crs. Liz Corps, S.J. Masterson and Jacqui Vosper

 

Labour Group -

Crs. B. Jones and L.A. Taylor

 

           

(5)          Licensing Sub-Committee (Alcohol and Entertainments)

 

RESOLVED:  That:

 

(i)        the Licensing Sub-Committee (Alcohol and Entertainments) be re-established until the first meeting of the Licensing and General Purposes Committee of the 2017/18 Municipal Year, comprising any three trained members of the Licensing and General Purposes Committee; and

 

(ii)          the Head of Democratic and Customer Services be authorised to make appointments to the Licensing Sub-Committee (Alcohol and Entertainments) in accordance with the provisions agreed by the Committee at its meeting on 21st May, 2009.

                       

(6)        Local Plan Members Group

 

RESOLVED:  That the following Members be appointed to serve on the Local Plan Members Group for the Municipal Year 2017/18 on the basis of eight Members (5 Conservative: 2 Labour: 1 UKIP):

 

Leader of the Council

 

Cr. D.E. Clifford

Environment and Service Delivery Portfolio Holder

           

Cr. M.J. Tennant

Chairman of the Development Management Committee

                       

Cr. B.A. Thomas

 

Conservative Group

Crs. R.L.G. Dibbs and A. Jackman

 

Labour Group          

Crs. M.J. Roberts and C.P. Grattan

 

UKIP Group

Cr. D.M.T. Bell

 

 


 

APPENDIX

 

LICENSING AND GENERAL PURPOSES COMMITTEE

25TH MAY 2017

 

 

REPRESENTATION ON OUTSIDE BODIES 2017/18

 

 

NAME OF ORGANISATION

 

REPRESENTATIVE(S) 2017/18

 

 

Age Concern, Farnborough

 

 

Crs. Liz Corps, L.A. Taylor and Jacqui Vosper

 

 

Aldershot & Farnborough Festival of Music & Art

 

 

Crs. D.M.T. Bell, Jennifer Evans and K.H. Muschamp

 

 

Aldershot Military Museum Strategic Local Agreement Meeting

 

 

Crs. Mrs. D.B. Bedford and B. Jones

 

 

Aldershot Town Centre Business and Retailers Group

 

 

Crs. M.L. Sheehan, M.S. Choudhary,  A.H. Crawford and J.J. Preece

 

 

Basingstoke Canal Joint Management Committee

 

 

Crs. J.H. Marsh and L.A. Taylor with Crs. R. Cooper and C.P. Grattan as Standing Deputies

 

 

Blackbushe Airport Consultative Committee

 

 

Cr. Liz Corps with Cr. J.E.  ...  view the full minutes text for item 5.