Agenda and minutes
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Contact: Peter Gray Email: peter.gray@hackney.gov.uk
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Approval of the Chair and Vice-Chair as nominated at the Annual General Meeting - Councillor Nick Sharman - Chair / Councillor Michelle Gregory - Vice- Chair Minutes: RESOLVED:
That Councillor Nick Sharman and Councillor Michelle Gregory be appointed as Chair and Vice-Chair of the Audit Committee for the municipal year 2019/2020. |
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Apologies for absence Minutes: 2.1 Apologies for absence were submitted on behalf of Councillor Brian Bell. |
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Declarations of Interest Minutes: 3.1 Councillor Michelle Gregory declared that she was a member of the Board a Tenants Management Organisation. Councillor Yvonne Maxwell declared that she was a member of the Board of Governors of the Homerton Hospital. |
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Minutes of Previous Meeting Minutes: 4.1 The minutes of the meeting held on 10th April were agreed as a correct record. |
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Sickness Data - Briefing Minutes:
5.1 Ian Williams told the Committee of the development of a Data tool to provide more detailed information to management around levels of sickness, for instance giving breakdowns by age and grade, assisting management in identifying trends. It was noted that the profile of the Council’s workforce was an important issue and that the Council delivered services directly which some other local authorities outsource. It was further noted that the figures were significantly in terms of musculo-skeletal reasons, reflecting the services delivered.
5.2 The Committee agreed to the suggestion that there be a demonstration for members of this data tool. The chair stressed the need for investigation to identified other factors that may be affecting sickness levels. Councillor Maxwell stressed the need for a clear message to Council staff on why the data is being collected. Councillor Gregory emphasised that regular anonymous analysis and reporting of sickness data, establishing patterns, was required. |
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Performance Overview Additional documents:
Minutes: 6.1 It was noted that around 25 per cent of residents reported being unhappy with repairs completed on the first visit for 2018/19, while 37 per cent were left dissatisfied with repairs carried out by a contractor. Ajman Ali told the Committee that the council needed to do more to improve its performance in this area, with the measure around customer satisfaction being ‘slightly’ off target, and stated that performance in the housing services was not as good as it could be and that he wanted to achieve further improvements by the end of his first year in post. He said that the performance trajectory was going in the right direction and that the culture within the department had improved. All heads of service were looking at ways to improve performance and mechanisms were in place to track performance. He referred to the fact that there had been a lot less number of red [signs] than the previous year. 100 percent of appointments had been kept with a customer feedback mechanism in place through text messaging. He referred to the fact that many people were on universal credit, impacting on levels of rent arrears. Ajam Ali told the Committee that voids turnaround figures had improved to a 53 ½ days turnaround. He reported that all staff were in place in the department. The Estate Management team was being done in batches with a final team in place early next year. The establishment of the Estate Management team had been completed last year with a permanent team. The contact centre contained the most temporary staff.
6.2 Councillor Maxwell referred to the significantly lower satisfaction rate amongst external contractors and considered that the repairs service should be brought back in-house referring to the fact that much effort went into managing contractors and the Council itself could carry out these contracts. She asked if there was a trigger in relation to contractor performance and for data on the DLO. Ajam Ali confirmed that the procurement strategy, recently agreed by the Cabinet Procurement Committee sets out how the council intended to insource contracts. 6.3 Councillor Potter stressed the need to separate out the figures for DLO and contractors for the previous year. ACTION: That performance data on repairs carried out by the Council’s DLO be circulated to the Committee ACTION: Ajam Ali
6.4 Councillor Gregory for details of the financial implications around delays in the turnaround of voids be circulated to the committee
ACTION: Ajam Ali
6.6 The Chair added that customer satisfaction was an important measure and test of the service, indicating how people feel about quality, not just whether the repair had been done. He considered that nearly one in two people saying that the contractors’ jobs was inadequate was not good enough. Ajam Ali accepted that there were real issues with contractors, and that the Council was aiming to improve on contract management. It was noted that some contractors with external companies were set to last up to five more years, ... view the full minutes text for item 6. |
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Directorate Risk Register Review - Chief Executive Additional documents: Minutes: 7.1 Consideration of the risk register was deferred to the October meeting of the Committee to which the Chief Executive would be invited to present. |
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Treasury management Update Report Minutes: 8.1 Pradeep Waddon introduced the report providing the Committee with the latest update on treasury management covering the first 2 months of the 2019/20 financial year. It was noted that major issues had arisen In relation to borrowing need for Housing the rates were at a low level. Financial Advisers were in place with whom officers had regular catch ups.
8.2 Cllr Gregory asked
whether due diligence was applied in the choice of companies
invested in. Pradeep Waddon told the
Committee that the Council only invested in local authority,
housing associations, building societies etc. RESOLVED:
To note the contents of the report and the attached risk registers and controls in place. |
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Corporate Risk Register Additional documents: Minutes: 9.1 Matt Powell introduced the report and told the Committee that the register had been signed off on 4th June. Reputation and Major Fraud risks had been taken off the Corporate register to return to Directorate level. The creation of new companies and Insourcing were now new risks on the register.
9.2 Councillor Spence asked how the service was coping, given the increasing pressures on temporary accommodation in the Borough. Ian Williams suggested convening a session to look at the points around the Homelessness Rehabilitation Act and this was agreed with the prior submission of any questions. Action: Ian Williams
The Chair referred to the high number of high risks and that the only course of action open to the Committee in this regard was to mitigate these risks.
9.3 Ian Williams referred to the fact that there was now a rolling update, with the Council keeping abreast of government communications. He confirmed that many preparations were in place in regard to Brexit. Ian Williams told the Committee that work was ongoing for Senior management Team on new companies, ensuring that consistency in relation to Director’s roles and status. A report would be submitted to the October Committee on the establishment of new companies.
Action: Ian Williams
9.4 Councillor Odze raised the issue of Fire Brigade access to the Borough’s Estates and whether this could be improved, with the Committee raising the issue of long a time it takes for emergency services to arrive. Ian Williams confirmed that special keys were available to open gates on estates.
RESOLVED:
To note the report and the attached risk registers and controls in place. |
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Internal Audit Annual Report 2018/19 - To Follow Additional documents: Minutes: 10.1 Michael Sheffield introduced the report providing details of the performance of Internal Audit during 2018/19 and the areas of work undertaken, together with an opinion on the soundness of the control environment in place to minimise risk to the Council. Michael Sheffield told the Committee that the performance framework remained robust. He reported a reasonable level of assurance. 75 % of high priority recommendations were implemented by 31 may 2019, with 21% partially implemented and 4 % not implemented. There had been a decrease in the number of assurance audits. The audit assurance of all TMOs was either significant or reasonable. Management responses to recommendations stood at 100 %.
10.2 In response to a question from Councillor
RESOLVED:
1. To note the report of the Internal Audit’s performance and opinion of the Council’s framework of governance, risk management and internal control.
2. To approve the revised Internal Audit Charter and Strategy.
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Fraud and Irregularity Report 2018/19 Additional documents: Minutes: RESOLVED:
To note the report. |
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Revised Anti-Fraud and Corruption Policy Additional documents: Minutes: RESOLVED:
To approve the revised Anti-Fraud and Corruption Policy. |
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Audit committee Work Programme 2018/20 Minutes: RESOLVED:
To note the report. |
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Any other business that in the opinion of the Chair is urgentof commian n agensy |