Agenda and minutes
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Contact: Peter Gray Email: peter.gray@hackney.gov.uk
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Apologies for absence Minutes: 1.1 Apologies for absence were submitted on behalf of Councillor Yvonne Maxwell. |
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Declarations of Interest Minutes: 2.1 Councillor Michelle Gregory declared that she was a member of a Board of a Tenants Management Organisation |
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Minutes of previous meetings Additional documents: Minutes: 3.1 The minutes of the previous meeting were agreed as a correct record.
Matters Arsing
3.1.1 Update on Payroll Data
The update had been provided at the July meeting of the Committee. Further updates to be provided at subsequent meeting. Significant progress had been made on the interface with pensions. 4000 to 7000 Annual Benefits Statements had been issued. The remainder would be issued next month. The Chair expressed concerns that the risk remained red. It was confirmed that the risk was red as the risk was subject to testing.
3.1.2 Integrated Commissioning Review Outcome
The PwC review was ongoing, detail of likely timescale to follow. Both Chief Executives had reviewed the governance arrangements. An update of integrated commissioning would be circulated to members.
ACTION: Ian Williams
3.1.3 School Places
It was noted that there was real pressure on school places. Efforts were being made to look at macro factors. The Greater London Authority report that the most recent birth data from 2016 suggests that the birth rate in London was slowing and would continue to slow until a levelling off from around 2014. The projections would continue to be monitored closely to assess any sudden increase in projected primary numbers. A Note to follow. The Committee noted the update on primary and secondary projections.
3.1.4 Update on Housing Staff Turnover
This was not due until January meeting of the Committee.
3.1.5 Priorities raised by the Chair (repairs, contractor performance, and Milestones
The Committee noted the update from the Director of Housing
3.1.6 Provision of milestones around the Director of Housing’s priorities
Noted that action to arrange the provision was in progress
3.1.7 Provision of temporary accommodation costs
The Committee note the update from the Director of Housing
3.1.8 Provision of milestones around the Director of Housing’s priorities
The Committee noted the update from the Director Housing
3.1.9 Stephen Haynes to be invited to a Brexit risks
Noted that action to arrange this was under way.
3.1.10 Provide report on sustainability board with Cllr Burke
Ian Williams would arrange a paper when this was available
Action: Ian Williams
3.1.11 Training to be provided re. Treasury Management
Noted that this was in preparation and a date would be circulated.
Action: Ian Williams
3.1.12 SEND Update
Noted that this matter had been covered at the July meeting. A Sub-group had discussed the matter in detail before that meeting.
3.1.13 Update on Universal Credit risks
Noted that the matter had been covered under the F & F risk register update
3.1.14 Agreed to circulate Housing Development Board risk register
To be circulated.
3.1.15 Request for separate data re. repairs carried by DLO
Noted that an update was awaited from the Housing Department.
3.1.16 Details requested of factors behind extended void turnaround times
Noted that the Council had a high number of major works voids with 14 properties exceeding the 62 day turnaround time. There were 4 properties which had a detrimental impact, taking between 112 and 147 days to re-let. Turnaround time were exceeded ... view the full minutes text for item 3. |
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Introduction to External Auditors - Mazars Additional documents: Minutes: 5.1 Lucy Nutley and Stuart Frith (Mazars) introduced the report. Lucy Nutley told the Sub-Committee that Mazars had been appointed as external auditors for the coming five years. She went on to provide the Committee with an introduction to the company, including that it had 83 global partnerships in 83 countries, working with One hundred Local authorities.
5.2 The Chair asked about the robustness of audit processes and the response from Lucy Nutley that accounts have been produced in good time, i.e. 31st July. She agreed to look into the suggestion of an internal audit KPI. Ian Williams confirmed that there had been work to clarify on capital assets and how the council can work better on this.
5.3 The Chair stressed this was partnership and that the aim was to take an achievable view on compliance and audit measures. Further, there was a need to use and examine risk and look at how risk is reviewed. The Chair also identified Value for Money as a priority area to work on with the External Auditors.
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Treasury Management - Update Report Minutes: 5.1 Pradeep Waddon introduced the report. The Chair referred to the fact that the move to externality would result in higher risk funding of new capital and would add additional cost. He stated that in relation to Capital scheme monitoring the Council used the rate prevalent at the time. He stressed the need to improve and to have better use of investments.
5.4 Ian Williams agreed to circulate a briefing to members on the removal of the debt cap.
ACTION: Ian Williams
5.5 Councillor Patrick Spence highlighted that investment levels had decreased to £102 million at the end of September 2018. Ian Williams referred to the fact that cash flow varies over time. Payments had been made to the Pensions fund and the City and Hackney CCG would repay funds to the Council. The lower figure was triggered by events such as investment in capital. Further, there had been a number of investments on the Council’s fleet.
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Directorate Risk Register Review - Finance and Corporate Resources Additional documents: Minutes: 6.1 Matthew Powell introduced the report updating members on the current Finance and Corporate Resources Directorate Risk Register of the Council as at October 2018. The report also identified how risks within the Council were identified and managed throughout the financial year and the Council’s approach to embedding risk management.
6.2 Matthew Powell reported there had not been any dramatic changes the Risk Register. He confirmed that the accounts closure score had slightly decreased and steadied in light of positive progress had decreased. There was now clear assurance that the new deadlines are achievable. Brexit continued to be corporate risk with the continued uncertainty. The Council was looking at all possible outcomes. The Chair emphasised the need to closely observe the ongoing negotiations. Ian Williams would circulate a briefing to members of the Committee on risks around Brexit.
ACTION: Ian Williams
6.3 Ian Williams reported that a lead officer was now in post to ensure that the necessary arrangements are in place for Brexit with the necessary support mechanism. Further, business contingency plans would need to be in place.
6.4 Councillor Michelle Gregory asked whether there was a London wide strategy with regard to Brexit. Ian Williams reported that discussions were ongoing with London Council’s on areas of greatest exposure. Councillor Rebecca highlighted a number of areas of importance such as house process and labour supply. The Committee expressed concerns that at the possible lose of front line staff as a result of Brexit.
6.5 Ian Williams would circulate a briefing on measures that could be put in place on universal credit.
6.6 Matthew Powell highlighted a number of areas of risk, including, universal credit, pensions and volatility of the markets, homeless reduction act, ICT and risks around security.
6.7 Councillor Ajay Chauhan asked about employing additional staff to increase income from rentals. Ian Williams reported the risk of the changing patterns of spending and the continued pressure on the high street. It was now taking a longer time to rent out properties that an increase in staff number woul not assist.
6.8 The Chair referred to the risk of the impact of rising property prices and rents and how this was being mitigated. Ian Williams confirmed that Housing Benefits did not cover the higher rents. Councillor Rebecca Rennison told the Committee that it was not possible to control costs but that the Council could invest in temporary accommodation and allocate social rent properties. She referred to the continued pressure on temporary accommodation.
6.9 The Chair asked for update to the January meeting on progress on initiative in ICT, including on G Suite and the staff survey.
ACTION: Rob Miller
RESOLVED:
To note the contents of the report and the attached risk registers and controls in place.
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Performance Overview Additional documents: Minutes: 7.1 Ian Williams introduced the report providing an updated set of reports that were selected to be reviewed by the Committee on a regular basis as part of the Committee’s overview of the Council’s performance. It provided an updated set of key performance indicators along with an update on risk management with a corporate Scorecard and some accompanying commentary on the Council’s risk approach.
7.2 Bruce Deville reported difficulties in the numbers of PCNs issued with new traffic restrictions.
7.3 Councillor Michelle Gregory stressed the need to have more detailed information on capital expenditure.
RESOLVED: |
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Audit & Anti-Fraud Quarterly - Progress Report Additional documents: Minutes: 8.1 Michael Sheffield introduced the report on the performance of the Audit and Anti-Fraud Service, the areas of work undertake, and information on current developments in Internal Audit and Anti-Fraud as well as statistical information about the work in the investigation teams.
RESOLVED: |
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Review of Risk Policy and Strategy Additional documents: Minutes: 9.1 Matthew Powell introduced the report advising members about the recently revised and reviewed corporate risk management policy and strategy. The policy detailed the framework for managing risk within the Council and the strategy outlined which approaches and techniques would be used to successfully carry this out. Matthew Powell told the Committee that the policy and strategy document was evolving.
9.2 The Chair told the Committee of training in this area and that others in the Council could attend. He confirmed that role of attendees at the Committee would need to be differentiated. On the suggestion of the chair the Committee agreed to the establishment of a small group to monitor risk.
RESOLVED:
To approve and ratify the contents of the report and the attached policy and strategy. |
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Audit Committee Programme 2018/19 Minutes: 10.1 The Committee that the external audit opinions plan would be submitted to the January meeting of the Committee.
RESOLVED: |
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Any other business that is, in the opinion of the Chair, urgent |