Agenda and minutes

Venue: Civic Suite, North Warehouse, The Docks, Gloucester, GL1 2EP. View directions

Contact: Democratic and Electoral Services 

No. Item


Declarations of Interest

To receive from Members, declarations of the existence of any disclosable pecuniary, or non-pecuniary, interests and the nature of those interests in relation to any agenda item. Please see Agenda Notes.


43.1    There were no declarations of interest.


Minutes pdf icon PDF 138 KB

To approve as a correct record the minutes of the meeting held on 19th November 2018.


44.1    The minutes of the meeting held on 19th November 2018 were agreed and signed by the Chair as a correct record.


Public Question Time (15 minutes)

To receive any questions from members of the public provided that a question does not relate to:


·         Matters which are the subject of current or pending legal proceedings, or

·         Matters relating to employees or former employees of the Council or comments in respect of individual Council Officers


45.1    There were no public questions.


Petitions and Deputations (15 minutes)

To receive any petitions and deputations provided that no such petition or deputation is in relation to:


·         Matters relating to individual Council Officers, or

·         Matters relating to current or pending legal proceedings


46.1    There were no petitions or deputations.


Audit and Governance Committee Action Plan pdf icon PDF 40 KB

To consider the Action Plan.


47.1    The Committee considered the Action Plan. Members were made of aware of the management update in respect of Disabled Facility Grants (DFGs) which was included in the papers for the meeting. The Head of Communities advised that the number of Occupational Therapists who were able to conduct assessments for DFGs would be provided in due course.


47.2    RESOLVED that:- The Audit and Governance Committee NOTE the Action Plan.


Management update report - DFG pdf icon PDF 230 KB

To receive the update on the allocation of DFG funding.


48.1    Councillor Watkins, Cabinet Member for Communities and Neighbourhoods, provided an update on the allocation of funding for Disabled Facilities Grants (DFGs). She advised that there were just eight applications awaiting a decision and that the housing team would be examining how DFGs can be marketed to those who needed them.


48.2    The Head of Communities informed Members of an ombudsman investigation into a case of a family which had applied for a DFG but where the process had broken down at points. She advised that such processes would be reviewed and that she was supporting the family while the work was being carried out.


48.3    Councillor Stephens noted that, in previous years,, spending against budget had remained somewhat in line but the budget had subsequently increased. He further stated that there was still an issue with there being a six month wait from the submission of an application until the decision being made. The Head of Communities noted that the funding was not just the City’s Council and that Officers had been proactive in remedying the underspend.


48.4    The Private Sector Housing Officer advised that important discussions with the County Council had taken place to remedy the underspend. He stated that there were indications that there was a downward trend in the take up of DFGs, possibly due to earlier interventions and better rehabilitation services.


48.5    Councillor Wilson acknowledged that there would be an underspend this fiscal year and that it may improve. Councillor Watkins  stated that conversations with the County Council needed to continue and advised that if the full DFG allocation was not spent, the funds would revert to the Better Care Fund and would therefore still be used in the community.


48.6    In response to an intervention from Councillor Melvin, the Head of Communities stated there were a number of actions which could be done to promote DFGs including sharing marketing materials with GPs and other health professionals.


48.2    RESOLVED that:- (1)The Audit and Governance Committee NOTE the update and; (2) a report on DFGs be circulated after the conclusion of the county-wide review.


Internal Audit Progress Report 2018/19 pdf icon PDF 112 KB

To consider the report of the Head of Audit Risk Assurance updating Members of the Internal Audit activity progress in relation to the approved Internal Audit Plan 2018/19.

Additional documents:


49.1    The Principal Auditor presented the report and highlighted key aspects and findings. Members were informed that the Internal Audit team was able to provide either sufficient or substantial assurance in all areas.


49.2    Councillor Stephens queried why the audit into leavers’ processes had been cancelled. The Principal Auditor advised that it was originally a separate audit such as for the return of IT equipment and network access controls. He further advised that this was duplication and was now included as part of the 2019/20 plan.


49.3    With regard to Counter Fraud activities, Councillor Stephens asked whether the associated report would be considered by the Committee. The Head of Policy and Resources advised that the report would be shared with the Audit and Governance Committee.


49.4    RESOLVED that:- The Audit and Governance Committee NOTE the Internal Audit Progress Report 2018/19.




Annual Governance Statement Improvement Plan 2017/2018 pdf icon PDF 97 KB

To consider the report of the Head of Audit Risk Assurance providing assurance to the Committee that the improvement areas and associated actions identified as part of the annual review of governance arrangements operating within the Council, have been and are being addressed.

Additional documents:


50.1    The Committee considered the Annual Governance Statement Improvement Plan.


50.2    RESOLVED that:-   The Audit and Governance Committee NOTE the Annual Governance Statement Improvement Plan 2017/18.


Deloitte - External Audit Plan 2018/19 pdf icon PDF 515 KB

To consider the External Audit Plan as prepared by Deloitte.


51.1    The Committee considered the External Audit Plan as prepared by Deloitte’s.


51.2    RESOLVED that:- The Audit and Governance Committee NOTE  the External Audit Plan.


Audit and Governance Committee Work Programme pdf icon PDF 58 KB

To consider the Work Programme.


52.1    The Committee considered the Work Programme and what could be examined in the future.


52.2    A discussion took place in relation to transparency of Members’ work and the input Members had when they sat on outside bodies. Councillor Lewis suggested that included in this work could be an assessment as to why Members sat on particular bodies. Councillor Stephens suggested that such work should cover the duration of the current Committee’s constitution and, as such, it was agreed the remit of the work would be since the Committee had sat (since May 2016).


52.3    Councillor Stephens queried whether recommendations that are made by the Committee are acted upon. The Corporate Director suggested that the Committee could undertake a piece of work to examine whether recommendations and action had led to implementation and also that a review could be conducted in terms of the governance aspect of Members taking on different roles.


52.4    A discussion took place suggesting that Chairs from other Councils be invited to share aspects of work programmes that are considered by other Audit Committees.


52.5    RESOLVED that:- (1) The Audit and Governance Committee undertake work to examine the efficacy of its recommendations since May 2016; (2) the Audit and Governance Committee scope a piece of work to examine the contribution of Members appointed to outside bodies by the Council; (3) to invite Audit Chairs from other Gloucestershire districts to discuss what matters make up their work programmes and; (4) The Audit and Governance Committee NOTE the Work Programme.


Date of Next Meeting

11th March 2019 at 6.30pm in the Civic Suite, North Warehouse.


11th March 2019 at 6.30pm in the Civic Suite, North Warehouse.