Derry City and Strabane District Council

Transcription

1 1 Derry City and Strabane District Council Open Minutes of Assurance, Audit and Risk Committee held in the Council Chamber, Guildhall on Thursday 4 February 2016 at 4.00 pm. Present: - Councillors Duffy (Chair); Aldermen Devenney, Councillors Donnelly, Fleming, Gallagher, Hastings, D Kelly, P Kelly, McGinley, M McHugh, McKeever, O Reilly and Robinson. In Attendance: - Mr J Kelpie (Chief Executive), Health and Community Director (Ms K McFarland), Lead Assurance Officer (Ms D McDonnell), Business and Culture Director (Mr S Gillespie), Internal Audit Manager (Mr J Harrigan), Lead Finance Officer (Mr A Dallas), Corporate Health and Safety Officer (Ms O O Doherty), Emergency Planning Co-ordinator (Ms J McCafferty) and Committee Clerk (Ms D Melaugh). AAR10/16 Notice and Summons for Meeting The Chief Executive read the Notice and Summons for the Meeting. AAR11/16 Apologies There were no apologies for absence received. AAR12/16 Declarations of Members Interest Item AAR23/16 Councillors Hastings and M McHugh declared an interest in the above item. AAR13/15 Deputations There were no deputations. Open for Decision AAR14/16 Chairpersons Business - Welcome The Chairperson welcomed Ms Joan McCafferty, Emergency Planning Co-ordinator to the meeting.

2 2 AAR15/16 Confirmation of the Open Minutes of the Assurance, Audit and Risk Committee held on Thursday 7 January The above minutes were confirmed. AAR16/16 Matters Arising There were no matters arising. AAR17/16 Audit Plan Update The Internal Audit Manager advised that the purpose of the above report was to advise Members of the current position on the implementation of the Internal Audit Plan for He then presented the report, a copy of which had previously been circulated. that Members endorse the above update on the Internal Audit Plan AAR18/16 Achievement of the OHSAS Certification The Corporate Health and Safety Officer advised Members that the purpose of the above report to advise that Council had achieved OHSAS Health and Safety Management accreditation for Derry City and Strabane District Council. She then presented the above report, a copy of which had previously been circulated The Chairperson commended the excellent work undertaken by the Officer Team which had resulted in the achievement of the OHSAS accreditation across the new Council. She stated that it was important to acknowledge that Derry City and Strabane District Council were the only Council to achieve this accreditation to date. A Member of the SDLP grouping stated that his Party welcomed the above report and commended Officers on the work which had successfully achieved the accreditation. He stated that the achievement clearly demonstrated Council s state of readiness in terms of the health and safety function.

3 3 The Chief Executive stated that whilst not mandatory achieving OHSAS had been an important corporate objectives of Council for the purpose of ensuring and providing the utmost assurance to both Council and the public in relation to its commitment to the integration of health and safety across the organisation. The Chief Executive stated that the process had been extremely rigorous and would require further significant work in terms of the accreditation retention. He commended the Officer team led by the Lead Assurance Officer and Corporate Health and Safety Officer on the excellent work. A Member of the DUP grouping in referring the critical importance of high levels of health and safety commended the Officer team on their work which had achieved the OHSAS certification. He stated that he wished to acknowledge Council s overall commitment to high levels of health and safety working across the organisation which he indicated were clearly supported by proactive procedures and practices in contrast to responsive mechanisms. that Councils achievement of the OHSAS certification be noted and endorsed. AAR19/16 H&S Covalent Reports The Corporate Health and Safety Officer advised that the purpose of the above report was to advise Members that in line with the OHSAS management system, objectives and targets had been set for Health and Safety within the Derry City and Strabane District Council area. She then presented the above report, a copy of which had previously been circulated. that the contents of the above report be noted. AAR20/16 Derry City and Strabane District Council Accident/Incident Report

4 4 The Corporate Health and Safety Officer advised that the purpose of the above report was to provide Members with an update on accident and incident statistics of the former Derry City and Strabane District Councils whilst updating Members on the current performance of new Council from April 15 to December 15. She then presented the above report, a copy of which had previously been circulated that the content of the above report be noted. AAR21/16 Confirmation of the Internal OHSAS Audit Schedule The Corporate Health and Safety Officer advised that the purpose of the above report was to advise Members that as part of the OHSAS Health and Safety Management system, Council must adapt an internal audit schedule for She advised that this Audit Schedule has been completed and is attached for Members information. She then presented the above report, a copy of which had previously been circulated that Council approve the Internal Audit Schedule for Council as attached as set out in Appendix D. The Chairperson stated that she wished to acknowledge and commend the excellent work undertaken in relation to the integration of health and safety across the organisation as demonstrated in the preceding reports. AAR22/16 Derry City Council Annual Audit Letter The Lead Assurance Officer advised that the purpose of the above report was to advise Members of the contents of the Annual Audit Letter for Derry City Council. She advised that the Local Government Auditor had certified the 2014/2015 financial statements with an unqualified audit opinion, without modification. She then presented the above report, a copy of which had previously been circulated

5 5 noted the contents of the above report. AAR23/16 North West Region Waste Management Group Report to Those Charged with Governance The Lead Assurance Officer advised that as Members were aware the Local Government Auditors had completed their annual audit of the North West Region Waste Management Group s accounts for 2014/15 and had subsequently produced their Report to Those Charged with Governance. She advised that the purpose of the above report was to advise Members that the Local Government Auditor had certified that the 2014/15 financial statements with an unqualified audit opinion, without modification on the 20 October The Lead Assurance Officer then presented the above report, a copy of which had previously been circulated noted the contents of the above report. AAR24/16 Cross Border Emergency Management Group Progress to Date The Western Area Emergency group Co-ordinator advised that the purpose of the above report was to provide Members with a further update on the work being undertaken in relation to the Cross Border Emergency Management Group. She then presented the above report, a copy of which had previously been circulated noted the contents of the above report. AAR25/16 Western Emergency Preparedness Group Business Plan The Emergency Planning Co-ordinator advised that the purpose of the above report was to update Members on the Business Plan of the Western Emergency Preparedness Group. She then presented the above report, a copy of which had previously been circulated. An Independent Member of Council sought clarification as to the role of MoD within the Group. The Emergency Planning Co-ordinator advised that MoD was a core Member of the Western Emergency Group which comprised a multiagency grouping representing key organisations which facilitate planning for, the response to, or assisting with the recovery from, an

6 6 emergency, major incident or a major disruption. She then by way of illustration outlined the different response levels to situations and the role of MOD in relation thereto. A Member of the DUP grouping welcomed and endorsed the above report. The Member referred to a previous situation of heavy snow where MOD had played a vital role in relation to ensuring appropriate food and access for both animals and members of the public. He stated that he wish to commend the role undertaken by MOD in relation to such situation. A further Independent Member of Council stated that he would have concerns regarding an absence of connectivity between the Strategic Plan and local community emergencies with particular reference to a recent situation where there had been an absence of the relevant support mechanisms. He stated that it was important that deficiencies in community capacity were identified. The Lead Assurance Officer stated that in the development of Local Community Resilience Plans community capacity had been identified in some areas. She stated that Council in its roll out of community resilience plans would endeavour to build capacity through appropriate support in such areas. A Member of the SDLP grouping referred to the assistance given by the Emergency Planning Officer in such situations. The Meeting Terminated at 4.40 p.m.