Venue: Committee Room A/B, South Walks House, South Walks Road, Dorchester, DT1 1EE
Contact: Lindsey Watson 01305 252209 - Email: lindsey.watson@dorsetcouncil.gov.uk
No. | Item |
---|---|
To confirm the minutes of the
meeting held on 26 July 2019. Minutes: The
Executive Director of Corporate Development provided an update on work
outstanding in respect of the Statement of Accounts for North Dorset District
Council, West Dorset District Council and Weymouth and Portland Borough Council. The council had completed all work required by
the External Auditor and was now waiting for the External Auditor to sign off
the accounts. An update would be
provided to the committee once this had been completed. Although some disappointment was expressed
with regard to the delay, it was noted that there had been issues on both sides,
which could be addressed for the future. A
discussion was held with regard to the different methods used to value assets. The
minutes of the meeting held on 26 July 2019 were confirmed as a correct record
and signed by the Chairman. |
|
Declarations of Interest To receive any declarations
of interest. Minutes: There were no declarations of
interest. |
|
Public Participation To receive questions or
statements on the business of the committee from town and parish councils and
members of the public. Minutes: There were no representations
from town and parish councils or members of the public. |
|
Urgent items To consider any items of
business which the Chairman has had prior notification and considers to be
urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The
reason for the urgency shall be recorded in the minutes. Minutes: There were no urgent items. |
|
Presentation - Dorset Council EU Exit Preparations To receive a presentation
from the Executive Director of Place with regard to preparations being made by
Dorset Council in respect of EU Exit. Minutes: The
committee received a presentation which set out the preparations being
undertaken by Dorset Council in respect of EU exit. It was noted that this would be the first of
a series of presentations to be given to the committee on this issue. The presentation set out the key council
services impacted and the need to ensure that Dorset Council was prepared and
could continue to provide services, whilst taking a proportionate and risk
based approach. A team had been brought
together to work through the various issues and risks identified and work was
being undertaken with other organisations, including the Local Enterprise
Partnership. The
committee considered the issues arising from the presentation and during consideration
the following points were raised: ·
Issues around transport and fishing were being looked at by Bournemouth,
Christchurch and Poole Council in respect of the Port of Poole, and Dorset
Council was supporting the council in planning through the Local Resilience
Forum. Close work in respect of
fisheries was being undertaken with the Fisheries Local Area Group (FLAG) and
work was also being undertaken with the council’s economic development team ·
In respect of health issues, discussion was held within the local
resilience forum arrangements and discussion had been held with the NHS. The council’s role in adult social care was
recognised ·
Planning meetings were currently scheduled up until the end of the year. The level of preparation would not be stepped
down until more was known ·
In response to a question, contingency plans were in place in case of a
national restriction on fuel. As a
council, a contingency plan was in place to ensure that critical services could
continue to operate. The financial
implications of potential rising costs for items such as fuel was picked up as
part of the finance report to be considered later in the agenda and it was
noted that reserves within the budget were in place ·
A question was raised with regard to the impact on the farming community
and it was noted that a lot of support was provided to businesses including
agriculture. Work was undertaken with
the Dorset Chamber of Commerce and the Local Enterprise Partnership and liaison
undertaken with the National Farmers Union (NFU) and County Landlords
Association ·
In respect of planning, the EU exit presented some difficulties in terms
of predicting what may happen. However,
it was noted that the quality of information from the Government had improved
and the council was able to respond to the information and advice provided and
undertake learning from partners.
Government provided funding was partly being used to provide a
contingency fund in this area ·
The council was working with education providers in order to give the
best possible advice and guidance. |
|
Risk Management Update PDF 218 KB To receive an update in
respect of risk management issues. Minutes: The
committee received a report which provided an update on risk management in the
council and invited the committee to note the key risks identified in the
corporate risk register and the proposals to carry out more detailed risk
profiling to challenge service level risks.
In addition, the report set out the work currently underway to manage
the risks associated with the potential for a no-deal EU Exit. The report provided a summary of the risks
contained on the risk register and it was noted that further information could
be circulated to councillors following the meeting. During
discussion, comments were raised as follows: ·
Some risk ratings may vary due to officer interpretation ·
In respect of risks around staffing issues and loss of corporate knowledge,
it was noted that further management information could be provided for top
level risks ·
In respect of the risk associated with the loss of ICT service or data
through a cyber attack, it was reported that although a significant amount of
controls were in place, the risk was identified as high as the potential
consequences were significant. This
issue was to be considered by the Resources Scrutiny Committee ·
A request was made for further information for those items identified at
the higher end of the risk register.
This would be included in the next report ·
Issues around fuel requirements were to be considered by a stand alone
Board ·
It was agreed that an item on the risks relating to staff recruitment
and retention would be included on the work programme for a future meeting. The
report was noted. |
|
Finance Regulations PDF 144 KB To undertake a review of the
Dorset Council Finance Regulations, as contained within the Constitution. Minutes: The
committee received a report in order to provide the opportunity to review the
council’s financial regulations, which was considered to be good practice. It was noted that a review of the whole
Constitution was to take place at the end of the first year of Dorset
Council. Members were invited to review
the financial regulations at this stage. The
committee considered the financial regulations and during discussion, the
following points were made: ·
In response to a question, the Executive Director of Corporate
Development confirmed that the council was part of a national fraud initiative,
whereby data was provided to a central organisation in order to identify any
duplicate claims, which could assist in the identification of potential fraud ·
The financial regulations noted that an Executive Director would be
responsible for agreeing virements within delegated
limits on budgets within his/her responsibility and/or control, in consultation
with the Section 151 Officer where required.
In addition it was noted that these would be reported by the S151
Officer to councillors through the quarterly finance reports to Cabinet ·
With regard to the section on Budget Monitoring and Control, it was
noted that the wording in B12 should be read in conjunction with B13 and the
responsibilities of the Executive Directors.
This may be an area which councillors wished to examine at a future
meeting. Councillors
considered the potential timescale for the next review of the financial regulations
and various views were expressed. Following
discussion it was proposed by Councillor Pipe, seconded by Councillor
Lacey-Clarke Decision That
the financial regulations next be reviewed at the end of Year 1 of Dorset
Council during the review of the Dorset Council Constitution and then
subsequently reviewed on an annual basis. |
|
Treasury Management Annual Report 2018/19 PDF 150 KB To receive the Treasury
Management Annual Report. Additional documents: Minutes: The committee received
and considered a report which summarised the treasury management performance
and position information for Dorset Council’s six predecessor authorities, for
the year ended 31 March 2019. In presenting
the report, the Service Manager for Operational Finance noted an amendment to
the figure for total capital expenditure of £72.1m compared to an estimated
£61.6m, contained within the Executive Summary of the report, which should read
£61.6m compared to an estimated £72.1m. In
response to a question, it was reported that work was currently being undertaken
in respect of the inherited capital programme and that information would be
made available to councillors once it had been discussed at a working
group. The need to review this area in
light of the new Dorset Council Plan was recognised. It
was noted that a training session for all Dorset Council’s councillors would be
provided by officers and advisers to further explain the responsibilities that
councillors had in relation to treasury management. The
report was noted. |
|
Finance Report Quarter 1 2019/20 PDF 87 KB To consider the Finance
Report Quarter 1 2019/20 as presented to Cabinet on 30 July 2019. Additional documents:
Minutes: The
committee reviewed the Quarter 1 Finance Report, which had been presented to
Cabinet on 30 July 2019. In presenting
the report, the Executive Director of Corporate Development welcomed any
feedback on the content and format of the report. ·
A request was made for detail of the level of reserves from each of the
predecessor councils to be included in the report ·
The report was influenced by overspends in the areas of Adults and
Children’s Services. It was noted that
the committee would be receiving presentations on these two areas at their
meeting on 14 October 2019 ·
In respect of the above point, information on user numbers was available
and could be included in the quarterly finance monitoring reports to Cabinet ·
A point was raised with regard to the table at paragraph 6.7 of the
report and the reference to ‘Director’s Services’. In response, the Corporate Director,
Financial and Commercial confirmed that some stranded costs could not be saved
into directorates and had therefore been consolidated into ‘Director’s
Services’ ·
The Capital Assets and Strategy Group was meeting this week to look at
assets and investment required ·
A date for the fair funding review was not currently known ·
In response to a point raised, it was noted that the forecasting method
made assumptions but could not prevent all factors causing overspending ·
In response to a comment about the level of overspend, the Deputy Leader
noted that the Council had reserves and also a transformation programme with a
savings goal ·
A point was raised as to back up plans in the case of the main council
buildings being unavailable. The
report was noted. |
|
Presentation - Overview of the Pensions Fund To receive a presentation to
provide an overview of the Pension Fund. Minutes: Councillor
Wharf provided an overview of the membership arrangements for the Pension Fund
Committee and noted that Councillor Andy Canning had been appointed as Chairman
of the committee at the last meeting. The
committee received a presentation from the Service Manager for Operational
Finance, to provide an overview of the Pensions Fund, following a request at
the last meeting. During the
presentation, the following areas were covered: ·
What is the Local Government Pension Scheme (LGPS)? ·
What is a pension fund deficit? ·
Why do LGPS pension funds have deficits? ·
How big is Dorset’s deficit? ·
How is the deficit being tackled? The
Chairman felt that it was important to have the presentation at the committee
in order for councillors to have the opportunity to be better informed of the
issues and have the opportunity to ask questions. The
Chairman noted that as a former employee of Dorset County Council, he had a
local government pension. However he was
not making a declaration of interest in respect of this item as it was a
presentation only. Councillor
Lacey-Clarke noted that this situation also applied to him. Councillors
considered the issues arising from the presentation and during the discussion,
the following points were made: ·
A request was made for a graph to show the aggregate pension deficits
for the former councils and how this was changing ·
Reference was made to the McCloud ruling and it was noted that although
there was not a material impact on the pensions deficit, the practicalities for
the scheme were currently unknown ·
A point was raised with regard to relevant councillors needing to
declare an interest when considering pension matters and it was thought that a
dispensation could be granted to those members impacted by this ·
A point was noted that the pension fund was moving in the right
direction in order to close the deficit ·
In response to a point raised, the Service Manager for Operational
Finance provided figures on the returns on the fund for the last 12 months and
as an average over the last 5 years. |
|
Report of Internal Audit Activity Plan Progress 2019/20 - August 2019 PDF 2 MB To receive a report from
South West Audit Partnership (SWAP). Minutes: The
committee received the South West Audit Partnership (SWAP) report of Internal
Audit activity plan progress report for the 2019/20 year. The plan progress reports provided an ongoing
opinion to support the end of year annual opinion and also provided details of
any significant risks that had been identified, along with the progress of
mitigating previously identified significant risks by audit. It was reported that the ongoing audit opinion
remained as reasonable and that there
had been no significant risks identified in internal audit work in 2019/20 to
date. In
response to a question it was noted that an audit on ethics and culture and separate
audits of transformation were to take place during the next half of the
year. In addition, the Executive
Director of Corporate Development agreed to include an item on staff
recruitment and retention on the agenda for the next meeting of the
committee. He also noted that a staff
engagement survey had been undertaken and as part of Organisational Development
being undertaken, staff base line and monitoring was taking place. SWAP had also undertaken a survey of the
effectiveness of communications with staff. |
|
2019/20 Internal Audit Plan - October - March PDF 2 MB To receive a report of South
West Audit Partnership (SWAP). Minutes: The
committee reviewed the South West Audit Partnership (SWAP) Internal Audit Plan
for 2019/20, which provided a summary of the proposed audit coverage that the
internal audit team would deliver within the second half of the 2019/20
financial year. A
point was raised that the plan did not cover the area of vacancy management and
in response, the Executive Director of Corporate Development noted that a
report would be provided on recruitment and retention issues in Dorset Council,
at the next meeting of the committee.
The Chairman noted that once this report had been received, the
committee could consider whether there was a requirement for SWAP to undertake
any work in this area. In
respect of reports prepared by SWAP, a request was made for additional
explanatory text to be included where an audit had received partial assurance. |
|
Audit and Governance Committee Work Plan PDF 75 KB To review the Work Plan for
the Audit and Governance Committee. Minutes: Councillors
reviewed the work programme for the committee and a request was made for a
further update on the council’s preparations in respect of EU Exit. An
additional councillor was required for a meeting of the Assessment Sub-committee
to be held on 25 September 2019 and Councillor Lacey-Clarke agreed to sit on
the sub-committee. |
|
Exempt Business To move the exclusion of
the press and the public for the following item in view of the likely
disclosure of exempt information within the meaning of paragraph x of schedule
12 A to the Local Government Act 1972 (as amended). The public and the press
will be asked to leave the meeting whilst the item of business is considered. There is no exempt
business. Minutes: There was no exempt business.
|