Agenda and minutes

Apologies for absence were received from Councillor Peter Fortune.

There were no declarations of interest.

RESOLVED that the minutes of the Audit Sub-Committee meeting held on 6^th July 2016 be agreed.

In accordance with the Council’s Constitution, questions to this Committee must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on November 23^rd 2016.

No questions had been received.

Report CSD16166

The Sub-Committee considered progress on matters outstanding from previous meetings.

In considering the item on the HMRC audit that had resulted in a surcharge to the Local Authority for the use of consultants, the Chairman noted that the Director of Human Resources had provided an e-mail update to Members of the Sub-Committee outlining the new procedures that would be put in place to ensure this issue did not recur.

RESOLVED that matters outstanding from previous meetings be noted.

The list of published redacted audit reports is:  

1.  Redacted Stray Dogs Final Follow Up Audit

2.  Environmental Protection Final Audit-2016-2017

3.  Redacted CIL Final Internal Audit Report

4.  Redacted Final Report for Document Retention

5.  Redacted Final Internal Audit for Creditors

6.  Redacted Learning Disabilities Final Audit Report

7.  Redacted Confirm System Final Audit 

8.  Redacted Payroll Final Audit Report-2015-2016

9.  Redacted Children with Mental Health Needs Audit-2015-2016 

10.Redacted Final Internal Audit Report for St Georges Primary School

11.Redacted Final Internal Audit Report for Troubled Families

12.Redacted Final Care Link Report-2016-2017

13.Redacted Biggin Hill and Glades Final Audit Report-2016-2017

14.Redacted Building Control Final Report-2016-2017

15.Redacted Dorset Road Infants School Final Audit Report-2016-2017

16.Redacted NNDR Final Report-2016-2017

17.Redacted St Anthony’s School Final Internal Audit Report-2016-2017

18.Redacted Final Internal Audit Report for Insurance-2015-2016

19.Redacted Exchequer Contractor Follow Up Report-2016-2017 

Members have been provided with advance copies of the briefing via email.

The reports can be viewed on the Council website using the following link:

http://cds.bromley.gov.uk/ieListDocuments.aspx?CId=559&MId=5978&Ver=4

The Audit Sub-Committee Information Briefing comprised nineteen reports:

·  Redacted Stray Dogs Final Follow Up Audit

·  Environmental Protection Final Audit-2016-2017

·  Redacted CIL Final Internal Audit Report

·  Redacted Final Report for Document Retention

·  Redacted Final Internal Audit for Creditors

·  Redacted Learning Disabilities Final Audit Report

·  Redacted Confirm System Final Audit 

·  Redacted Payroll Final Audit Report-2015-2016

·  Redacted Children with Mental Health Needs Audit-2015-2016 

·  Redacted Final Internal Audit Report for St Georges Primary School

·  Redacted Final Internal Audit Report for Troubled Families

·  Redacted Final Care Link Report-2016-2017

·  Redacted Biggin Hill and Glades Final Audit Report-2016-2017

·  Redacted Building Control Final Report-2016-2017

·  Redacted Dorset Road Infants School Final Audit Report-2016-2017

·  Redacted NNDR Final Report-2016-2017

·  Redacted St Anthony’s School Final Internal Audit Report-2016-2017

·  Redacted Final Internal Audit Report for Insurance-2015-2016

·  Redacted Exchequer Contractor Follow Up Report-2016-2017 

RESOLVED that the Information Briefing be noted.

Report FSD16075

The Sub-Committee considered a report informing Members of recent audit activity undertaken across the Council and providing an update on matters arising from previous meetings of Audit Sub-Committee.

Progress had been made across existing Priority One recommendations comprising Domiciliary Care, Creditors, Manorfields, Stray Dogs Contract Follow Up, Blenheim Primary School and Penalty Charge Priority Notices.  The Priority One recommendations for the Transition Team and Extra Care Housing were still outstanding following follow-up audits.  The Rent Arrears Priority One had now been subsumed in the Temporary Accommodation audit reported in Part 2 of this agenda. A number of new Priority One recommendations had also been identified comprising NNDR (Business Rates), Community Infrastructure Levy, Document Storage and Retention and Learning Disabilities.

In considering the Priority One recommendations relating to Domiciliary Care, a Member noted that at the time of the initial audit, a sample of 44 cases had been selected for review, with issues identified in 14 cases relating to the dates of service and, in one case, non-closure.  The Member requested clarification around the sample size in relation to the total number of Domiciliary Care cases and this would be provided to Members following the meeting.

With regard to the significant number of orders that were found to be raised retrospectively as part of the original Internal Audit report on Creditors, Members were informed that 1366 retrospective orders had been raised between June 2016 to August 2016, which was a significant drop of 36% on the previous Quarter, and would again be followed up in the Creditors Audit 2016/17 due in Quarter 4 2016/17.

The follow-up review on Stray Dogs Contract had been undertaken and concluded that of the five outstanding Priority One recommendations, two had been fully implemented relating to waivers and value for money.  The three recommendations relating to contract monitoring, payment of invoices and collection of income had been partially implemented and it had been acknowledged that the service had made significant progress in all three areas and warranted a Priority Two recommendation.  Details of the follow-up review would be reported to Contracts Sub-Committee in connection to lessons learned and the way the contract had been handled.

In relation to the second Priority One recommendation for Manorfields on compliance with Contract Procedure Rules, Members were advised that the monitoring of the final account for this work would shortly be completed and would be audited, and that an update would be provided to the next meeting of Audit Sub-Committee in April 2017.  The recommendation would be kept open until the work had been completed and reviewed by Internal Audit.  In response to a question from a Member around Officer training, the Head of Audit reported that Internal Audit had recently met with the Corporate Leadership Team to outline three training awareness packages around Audit Controls, Fraud and Corruption and Risk Management that would be rolled out to all Officers in early 2017.  Members underlined the need to ensure that temporary or locum Officers were also given access  ...  view the full minutes text for item 20.

RESOLVED that the press and public be excluded during consideration of the items of business listed below as it was likely in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present, there would be disclosure to them of exempt information.

RESOLVED that the exempt minutes of the Audit Sub-Committee meeting held on 6^th July 2016 be agreed.

Report CSD16165

The Sub-Committee considered an update on Part 2 (Exempt) matters arising from previous meetings.

RESOLVED that the report be noted.

Report FSD16076

The Sub-Committee considered a report informing Members of recent Internal Audit activity on fraud and investigations across the Council, and providing an update on matters arising from previous meetings of Audit Sub-Committee.  The report outlined previously reported cases, new cases of interest and details of cases on the fraud register, as well as information on a pro-active exercise.

RESOLVED that the report be noted.

The Audit Committee will meet next on April 4^th 2017.

The next meeting of Audit Sub-Committee would be held at 7.00pm on Tuesday 4^th April 2017.