Minutes for Audit and Accounts Committee meeting, Jun 27 2012, 10.00AM official page

The Chair will draw attention to the emergency evacuation procedure.

To note the membership, as set out on the front cover of the agenda papers.

To note the meeting dates for the Committee for 2012/13:

27 June 2012 – 10am, Thornbury

19 September 2012 – 10am, Kingswood

16 January 2013 – 10am, Thornbury

26 June 2013 – 10am, Kingswood

To note the attached terms of reference of the Audit and Accounts Committee.

The Terms of Reference of the Resources Sub-Committee have also been provided for information so that the Committee are aware of the separation of responsibilities.

Members who have an interest to declare are asked to: a) State the Item Number in which they have the interest. b) The nature of the interest. c) Whether the interest is personal, or personal and prejudicial. Any member who is unsure about the above should seek advice from the Monitoring Officer prior to the meeting in order to expedite matters at the meeting itself.

Any resident of the South Gloucestershire Council Area or person affected by decisions to be taken by the Council, may address this Committee (for no more than 5 minutes) to present a petition, make a statement, make a written submission of evidence, or participate as a witness.  No prior notice is needed.  Witnesses will be at the prior invitation of the Committee or following successful application to the Monitoring Officer and Head of Legal and Democratic Services – requests to be made in advance.  Normally this will be at the start of the meeting, however the Chair of the meeting has the discretion to allow submissions at the beginning of the relevant agenda item.

An opportunity for any member of Council to present petitions ( no notice required); submit oral questions to chair/spokespersons or chief officer (5 clear days notice of intension to submit a question and the subject is required); ask a question on an urgent matter (with the chairs consent and with notice by 5pm previous day); submit a written motion (10 clear days notice required); submit an urgent motion (with chair’s consent, notice required by 5pm the day before the meeting). Standing Order D34 applies. Notice where required to be given to the Monitoring Officer.

To confirm the minutes as a correct record for signing by the Chair.

The Audit Commission’s Audit Manager will provide the Committee with a report on progress in delivering the Commission’s responsibilities as the Council’s external auditor.

To advise the Committee of the work carried out by Internal Audit Services during the financial year and to provide an overall opinion on the adequacy of the Council’s systems and controls.

To seek the Committee’s approval of the Annual Governance Statement for 2011/12.

The Committee is asked to consider and recommend the annual treasury management report to full Council for approval.

To present the key statutory financial statements from the 2011/12 Accounts, prior to their review by external audit.

To consider the proposed committee work plan for 2012/13.