Meeting documents
Venue: Mezzanine Room 1, County Hall, Aylesbury. View directions
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No. | Item |
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Apologies for Absence / Changes in Membership Additional documents: Minutes: Apologies were received from Ms S Ashmead, Mr L Whitehead, Ms S Harlock, Mr S Lambert and Mr P Martin.
The Chairman stated that Buckinghamshire County Council had to observe purdah requirements due to the general election on 12 December 2019 and read out the following statement:
"As this meeting is being webcast, can I remind members to observe purdah requirements as we are in the pre-election period for the forthcoming general election.
For the Council, it still remains very much business as usual, which is why our formal meetings are continuing. However can I ask members to ensure that any comments made during our discussions relate directly to our agenda items and are not seen as, or could be perceived to be, political in nature.
I hope you understand and will adhere to this requirement during this period of heightened sensitivity. If there are any questions on this issue, please raise them now before we begin the formal agenda." |
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Declarations of Interest To disclose any Personal or Disclosable Pecuniary Interests Additional documents: Minutes: There were none.
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To agree the minutes of the meeting held on 30 July 2019. Additional documents: Minutes: There were no matters arising.
RESOLVED: The minutes of the meeting held on 30 July 2019 were AGREED as an accurate record and signed by the Chairman. |
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Annual Accounts- External Audit Verbal update to be provided by Mr R Ambrose, Director of Finance & Procurement, BCC and Mr I Murray, External Auditor, Grant Thornton Additional documents: Minutes: Mr R Ambrose, Director of Finance and Procurement presented a verbal update and highlighted the following:
o The valuation from Greatmoor- The plan to value in 2021 was questioned by Grant Thornton as specialist valuers were required. An approach had since been agreed and the valuation would be completed. o The five year asset revaluation programme- The programme entailed the valuation of 20% of the assets each year meaning that all assets would be valued over a 5 year period. Grant Thornton had queried the programme due to the increase in value of 20% of the assets. Discussions took place to resolve the other 80% of assets. Grant Thornton had made the decision to employ their own valuer to test the assumptions made by BCC’s valuer on the value of 100% of the assets. At the time of the meeting the valuer had not been employed by Grant Thornton and the values were not received. Upon receipt of the values the accounts could be closed.
The following points were highlighted in response to questions raised by members of the committee:
· Concerns were expressed that council tax payers would be affected by the delays caused by asset values. It was clarified that while the frustration was appreciated, assurance that the statements were correct was important. The issue would have no impact on council tax. · Recent external factors had an impact on the process this year. · The new criteria required the use of an external reviewer, but a separate external auditor was required to ensure standards were being met.
Mr I Murray, External Auditor, Grant Thornton provided a verbal update and highlighted the following:
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County Council Accounts- Draft Audit Findings Report To be presented by Mr L Whitehead, Finance Accountancy Lead Additional documents:
Minutes: The accounts would be brought to the committee in January 2020 and should not have received any significant changes.
Mr Murray, External Auditor, Grant Thornton presented the report and highlighted the following:
The following points were highlighted and discussed in response to questions raised by members of the committee:
ACTION: Mr Ambrose
RESOLVED: The committee NOTED the report. |
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Pension Fund Accounts PDF 572 KB To be presented by Ms J Edwards, Pensions & Investments Manager Additional documents: Minutes: Ms J Edwards, Pensions & Investments Manager presented the report and highlighted the following:
The major changes in the report were highlighted:
The following points were highlighted and discussed in response to questions raised by members of the committee:
RESOLVED: The Committee NOTED the report. |
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Value for Money Statement Verbal Update to be presented by Mr I Murray, External Auditor, Grant Thornton
Additional documents: Minutes: Mr Murray, External Auditor, Grant Thornton presented the report and highlighted the following:
RESOLVED: the Committee NOTED the report. |
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Compliments and Complaints Annual Report PDF 146 KB To be presented by Ms K Mitchelmore, Legal Team Manager Additional documents:
Minutes: Ms K Mitchelmore, Legal Team Leader, Buckinghamshire County Council (BCC) presented the report and highlighted the following:
The following points were highlighted and discussed in response to questions raised by members of the committee:
· The process of stage 1 complaints being escalated to stage 2 complaints was explained; stage 1 complaints were investigated by officers within the specific service. The complaints team monitored the response from the service and if the information was unclear it would be investigated. · The process was in line with the complaints processes used by other local authorities. A resident filing a complaint could request that it was escalated to stage 2 if they were dissatisfied with the stage 1 response. · The expected response time for Children’s Services statutory complaints was 10 days, however the complaints team could use discretion to extend the deadline to 20 days. The 10 day deadline was missed 49% of the time and work was being done to improve quality of the response and the response time. Children’s Services complaints could be complex and take longer. · There had been problems with the reporting data base for the online reporting tool Fix My Street. Members of the committee enquired as to whether complaint data was not being translated properly. There had been issues with miscommunication with customers. · Members expressed concerns that in the unitary authority there would be a greater capacity for complaints. · Residents were dissatisfied with having to chase an answer and would prefer to be given a clear answer sooner. · Preparations were underway for the unitary council. The BCC complaints team was working with district council colleagues and the teams had collectively drafted a complaints policy for the new organisation. All current existing authorities within Buckinghamshire had a two stage process which simplified the formation of the unitary policy. · BCC complaints officers had participated in training at St Mary’s University. Consideration into future training methods needed to be considered for unitary. · From 1 April 2018- 12 November 2018 there were 323 stage 1 complaints received. From 1 April 2019- 12 November 2019 there were 623 stage 1 complaints received. The majority of the complaints were received in the last quarter. · In the previous financial year 17 stage 1 complaints had been filed for Children’s Services and Client Transport. This year 144 stage 1 complaints for the business units had been received. · In the previous financial year the Special Educational Needs (SEN) team had received 36 stage 1 complaints. ... view the full minutes text for item 6. |
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Treasury Management Mid Year Report PDF 182 KB To be presented by Ms J Edwards, Pensions & Investments Manager Additional documents: Minutes: Ms Edwards, Pensions & Investments Manager presented the report and highlighted the following:
The following points were highlighted and discussed in response to questions raised by members of the committee:
RESOLVED: The Committee NOTED the report and AGREED to recommend the report to County Council. |
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Risk Management Group Update Verbal update to be provided by Ms M Gibb, Head of Business Assurance Additional documents: Minutes: Ms M Gibb, Head of Business Assurance provided a verbal update and highlighted the following:
RESOLVED: The committee NOTED the update. |
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2019/20 Business Assurance Strategy Update PDF 138 KB To be presented by Ms M Gibb, Head of Business Assurance
Late paper due to clearance required by Statutory Officers Additional documents:
Minutes: Ms Gibb, Head of Business Assurance presented the update and highlighted the following:
The following points were highlighted and discussed in response to questions raised by members of the committee:
RESOLVED: The committee NOTED the report. |
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Date and Time of Next Meeting Provisional: 20 January 2020, 9:00am, Mezzanine Room 2 Additional documents: Minutes: 20th January 2020, 9:00am, Mezzanine Room 1.
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Exclusion of the Press and Public To resolve to exclude the press and public as the following item is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) Additional documents: Minutes: RESOLVED That the press and public be excluded for the following item which is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) |
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Confidential Minutes To agree the confidential minutes of the meeting held on 30 July 2019. Minutes: RESOLVED: The confidential minutes of the meeting held on 30 July 2019 were AGREED as an accurate record and signed by the Chairman. |
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Standing Orders Exemptions / Breaches Verbal update to be provided by Ms M Gibb, Head of Business Assurance |
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2019/20 Business Assurance Strategy Update- Private To be presented by Ms M Gibb, Head of Business Assurance
Late paper due to clearance required by Statutory Officers
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Private Session with Internal Auditor |