To consider the Outturn
Report for 2018/19.
Minutes:
The
committee received a report which contained financial performance and position
information for Dorset Council’s six predecessor authorities for the year ended
31 March 2019. The report summarised the
performance against budget and the impact this had had on each council’s
closing position. It also set out the
impact of the outturn and other relevant events on general balances, other
reserves and the financial position transferring to Dorset Council on 1 April
2019.
In
addition, the report described work in progress to transition the six sovereign
councils’ financial positions into a single system and a target date for
achieving this.
A
presentation was provided at the meeting which outlined the key aspects of the
approval process.
Councillors
considered the issues arising from the report and presentation and during
discussion the following points were raised:
·
The Executive Director of Corporate Development provided an update on
staffing relevant to the Finance area and paid tribute to officers for the work
they had done in preparing the accounts for the former Councils
·
Councillor Peter Wharf attended the committee in the absence of the
Finance, Commercial and Assets Portfolio Holder
·
The role of the Audit and Governance Committee was to seek assurance
that the organisation had a proportionate and appropriate level of governance
in place for the preparation of the accounts, which included an internal and
external audit process. At the meeting,
councillors had the opportunity to ask questions of the auditor before a
decision was taken to sign off the accounts
·
There were a number of qualifications from the External Auditor in some
of the accounts and the committee had to make a judgement as to how the
recommendations would be taken forward.
It was noted that not all accounts could be signed off at this meeting
as there were elements of audit work to be completed
·
Feedback was also sought from the committee with regard to the process
generally and the information required by councillors, which would feed into
next year’s process
·
A question was asked with regard to the transfer of reserves from the
former Weymouth and Portland Borough Council to Weymouth Town Council. In response it was confirmed that a number of
reserves had been shared with the town council and that the Shadow Executive
Committee had agreed to transfer £0.5m to the town council. Some general funding had been set aside for
the setting up of the town council with some additional funding earmarked for
specific items
·
A similar point was raised with regard to Portland Town Council and this
would be picked up following the meeting
·
In respect of the External Audit report for Dorset County Council, the
External Auditor had concluded that expenditure had not been materially
mis-stated
·
A discussion was held with regard to the figures given in the External
Audit report for academies and it was confirmed that the reports contained a
best estimate for deficits associated with academies. Evidence would need to be given to Cabinet in
respect of this
·
Reference was made to the value for money exception note included within
the Dorset County Council statement of accounts and a reassurance was sought
that the council was looking at this area
·
In respect of this, the External Auditor recognised that there was a lot
of work to be undertaken which would take time and that the qualification on
value for money was likely to still show up in the next year’s report
·
The Executive Director of People – Children, attended the meeting and
provided a brief overview of the future plans for Children’s’ Services, which
included budget issues and the recovery plan that had been put in place,
safeguarding issues and the transformation programme that was underway. This would represent a whole service reform,
including statutory consultation, in order to embed a new structure and service
from January 2020. It was recognised
that it would not be a quick process but there was confidence that a positive
impact could be made
·
With regard to Special Educational Needs and Disability (SEND) it was
recognised that there was still a long way to go and there continued to be a
significant funding issue with Central Government in this area. The Chairman asked that the committee be kept
aware of issues in this area
·
In response to a question, the External Auditor noted that a small
percentage of accounts were qualified
·
A discussion was held with regard to issues around the high needs block
and it was noted that the council was lobbying the government with regard to funding
in this area. Reference was also made to
the contribution from the Clinical Commissioning Group (CCG). The Executive Director noted that a wide
range of bids were submitted to the Department for Education in order to bring
funding into Children’s Services and examples of successful bids were provided
·
In response to a question, the Executive Director provided an overview
of the way support to schools was changing, with the council taking on more of
a co-ordinator role, bringing schools together for increased peer to peer
support
·
The Executive Director offered to provide the committee with further
detail in respect of the Children’s Services transformation plan at a future
meeting
·
A discussion was held with regard to the Pensions Account and the gap in
the pensions provision. Councillor Wharf
spoke as the Chair of the Pension Fund Committee and noted that steps were
being taken with a number of organisations, to address the situation. He indicated that he would attend a future
meeting of the committee to provide more detailed information on the position
·
In response to a point raised with regard to employer and employee
contributions made into the scheme, the External Auditor noted that the scheme
was set across local government at a national level. Contributions to the scheme were assessed
every 3 years, with the next valuation being in 2020
·
In response to a question it was noted that different actuaries used
different assumptions when making projections about figures in the pensions
scheme. The council had taken a prudent
approach in using a figure that was at the higher end of a range of estimates
·
A discussion was held in respect of a number of IT issues which had been
highlighted in the External Audit reports and how these would be
addressed. Councillor Wharf noted that
he would refer these issues to the Executive Advisory Panel that had been set
up for this area and that an update could be provided for the committee at an
appropriate time
·
A point was raised with regard to recurring issues within external audit
reports, including with the listing and valuation of assets
·
In response to a question with regard to the accuracy of figures
included at the year end, the External Auditor confirmed that there had been a
huge amount of post year transaction testing undertaken which had found no
evidence of high level issues in this area
·
The External Auditor provided an overview of the items that would be
signed off by 31 July 2019 and those items that would not be signed off by this
date, which included some further work to be undertaken in respect of North
Dorset District Council, West Dorset District Council and Weymouth and Portland
Borough Council. A statement would be
included on the Dorset Council website to indicate the position with these
council’s accounts. The External Auditor
expressed their thanks to the officers working in the finance teams for all of
the work undertaken for the preparation of the statements of account.
The
Executive Director of Corporate Development outlined the recommendations as set
out in the report. He indicated that
recommendations 1 to 5 were available for the committee to confirm if they were
so minded. In respect of recommendations
6 and 7, he noted that the Pension Fund accounts, East Dorset District Council
and Purbeck District Council accounts could be signed off as audit work had
been completed. The accounts for Dorset
County Council could be approved upon receipt of the final written report from
the external auditor. However, as audit
work associated with the accounts for North Dorset District Council, West
Dorset District Council and Weymouth and Portland Borough Council had not been
completed, it would not be possible to approve these accounts at this
meeting. In respect of these accounts,
the committee could choose to delegate authority to the Executive Director
of Corporate Development in consultation with the Chairman of the Audit and
Governance Committee to approve the audited financial statements upon receipt
of the final reports or could ask for the reports to be considered at the next
meeting of the committee on 17 September 2019.
Councillors considered the pros and cons of the 2 options available to
them in respect of the outstanding audit reports. The Chairman suggested that the committee
could choose the option of delegating approval to the Director to sign off the
accounts, with the option of bringing the reports back to the committee if there
were material changes to the reports. It
was noted that as audit work continued, some material changes could be of a
positive nature.
Following
discussion, it was suggested that a report back to the committee could be
provided through the Chairman, upon receipt of the finalised reports.
It
was proposed by Councillor Lacey-Clarke seconded by Councillor Christopher
Decision
That
the Chairman provide a report back to the committee following the completion of
the audit work and receipt of final report for each financial statement for
North Dorset District Council, West Dorset District Council and Weymouth and
Portland Borough Council.
It
was proposed by Councillor Lacey-Clarke seconded by Councillor Parkes
Decision
That the Audit and Governance Committee:
1.
notes the outturn position for each
predecessor council;
2.
understands the impact this had on the
councils’ general funds and reserves;
3.
notes the opening position on the general
fund compared with the expectations set out in the budget report;
4.
understands the disaggregation process and
timing for the County Council’s balance sheet and the work being progressed
between the S151 Officers and teams of Dorset Council and Bournemouth
Christchurch and Poole Council;
5.
notes the work currently in progress to
review reserves and establish a new reserves baseline for Dorset Council;
6.
notes the Auditor’s qualified opinion on
arrangements for securing economy, efficiency and effectiveness in Children’s
Services at Dorset County Council;
7.
approves the audited financial statements for
East Dorset District Council, Purbeck District Council, Dorset County Council
(on receipt of the final written report) and the Pension Fund Accounts for the
period ending 31 March 2019
8.
delegate authority to the Executive Director
of Corporate Development in consultation with the Chairman of the Audit and
Governance Committee to approve the audited financial statements for North
Dorset District Council, West Dorset District Council and Weymouth and Portland
Borough Council for the period ending 31 March 2019, following the completion
of the audit work and receipt of the final report on the financial statements.
Supporting documents: