24 September 2010

Present:

Councillors Moulding (Vice-Chairman), Greenslade, Hannon, Parsons and Pennington

Apologies

Sir Simon Day and Councillor McMurray

*46 Minutes

RESOLVED that the Minutes of the meeting held on 24 June 2010 be signed as a correct record.

*47 Audit Progress Summary

The Committee considered the report of the District Auditor on the reports issued by the Audit Commission since the last meeting, the work largely completed, work in progress and the Audit Commission events and national reports.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED that the report be noted.

*48 Letter on Change in Approach to VFM Work

The Committee considered the letter of the District Auditor updating the Committee on the new arrangements for auditors work on value for money (VFM) relating to the 2010/11 accounts and future years, and the impact on audit fees.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED that the letter be noted.

*49 Post Abolition Announcement Letter

The Committee considered the letter of the District Auditor on the implications of the decision by the Secretary of State for Communities and Local Government to abolish the Audit Commission from 2012. The District Auditor reported that the Commission would audit the accounts for 2010/11 and 2011/12 after which the new audit regime would come into force. Some functions would be transferred to the National Audit Office however the complete picture of the new regime was not yet known. It is likely that the Council would need to have new auditors in place before 1^st April 2012.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED that the letter and additional information be noted.

*50 Annual Governance Report

(a) The Committee considered the report of the District Auditor on the results of his work for 2009/10 and the key issues that the Committee should consider before the audit is completed. The District Auditor updated Members on a High Court appeal case related to another Authority, which might affect the County Council, the likely fees for auditing the Pension Fund accounts and the deadline for the issue of his certificate.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED that the report be noted.

(b) The Committee considered the statement of Accounts Report of the Director of Finance (CR/10/87) and the Statement of Account booklet.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED

(i) that the non-material changes made to the Accounts approved on 24 June 2010 be noted;

(ii) that the Letter of Representation be approved.

*51 PRiSM Update

The Committee considered the report from Devon Payroll Services on increasing functionality within PRiSM and the implementation of Oracle HRMS self service. Mr Roger Jarman, HR Payroll Business Development Manager, attended and answered Members questions relating to the possibility staff receiving payslips by email or by secure web access and the implications of self-service data input and output. It was suggested that payment of Members expenses could be used as a trial because of the limited numbers involved.

It was MOVED by Councillor Hannon, SECONDED by Councillor Moulding and

RESOLVED that a report on the cost versus potential efficiency benefits of further development of Oracle HR (PRiSM) functionality be made to the Corporate Leadership Team by the Business Transformation Unit with the report and CLT conclusions to be communicated back to this Committee.

*52 Partnership Risk

The Committee considered the report of the Chief Executive (CX/10/99 - text only | pdf CX/10/99) on partnership risk management via the Corporate Risk Management Group and the Corporate Leadership Team. The Team s Partnership Working Principles, set out in Appendix one to the report, offer guidance for existing Partnerships and set the framework for future Partnerships. Mr Simon Kitchen, Acting Head of Organisation Development, answered Members questions.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED that actions taken to manage Partnership risks be noted.

*53 Risk Management

The Committee considered the report of the Corporate Risk Management Group (CRMG) (CX/10/98 - text only | pdf CX/10/98) setting out significant highlights from the annual reports on risk management by the CRMG, identification of emergent risks and an update on risk registers. Mr Simon Kitchen, Acting Head of Organisation Development, answered Members questions.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED

(a) that the issues of concern regarding Health and Safety raised in the report be noted;

(b) that the strengthened approach to identifying emergent risks be endorsed.

*54 Highway Tree Policy/Hedge and Tree Management

The Committee considered the documents from the DCC staff and public website which were appended to the agenda. The documents covered Highway Tree Policy inspection and subsequent remedial action, the leaflet regarding roadside hedge and tree management and guidance about action to be taken if the landowner/occupier fails to undertake hedge and tree maintenance work. Mr Mike Bird, Transport Asset Manager, attended and spoke about the number of public liability cases in the last 12 years (112) and the cost to the County Council ( 131,000). He answered Members questions in relation to inspections, accidents involving overhanging trees, the process of approving the new policy and the involvement of Parish Councils.

It was MOVED by Councillor Moulding, SECONDED by Councillor Greenslade and

RESOLVED

(a) that the report be noted;

(b) that all Devon Parish Councils receive a copy of the Council s roadside hedge and tree policy leaflet.

*55 Date of Next Meeting

The Committee noted that date of the next meeting which was due to be held on Wednesday 8 December 2010 at 2.15pm

*DENOTES DELEGATED MATTER WITH POWER TO ACT

The meeting started at 2.15pm and finished at 3.35pm.

The Minutes of the Committee are published on the County Council s Website at:-