Issue - meetings

(a)       That the Forward Work Programme be accepted; and

(b)       That the Internal Audit Manager, in consultation with the Chair and Vice-Chair of the Committee, be authorised to vary the Forward Work Programme between meetings, as the need arises.

(c)       That the Committee would prefer to continue to meet at 10am on Wednesdays, noting that Councillor Dunbobbin’s comments about the need for a wider discussion on the flexibility of meetings to accommodate Members’ commitments be included in the report back to the Constitution & Democratic Services Committee.

The Internal Audit Manager presented the Forward Work Programme for consideration, including a request from the Constitution & Democratic Services Committee.  Members were asked to indicate their preferences for the pattern of meetings for the Committee which were currently held on a Wednesday morning.

Councillor Dunbobbin spoke about the need for flexibility on meetings so that they were accessible to all attendees, whatever their commitments.  He felt that a wider discussion was required to instigate such a cultural change and asked that his comments be noted.

The Chief Officer (Governance) explained that the purpose of the request was to enable each committee to determine its own meeting pattern.

Councillor Dolphin referred to the challenges in encouraging younger people to become elected Members.  He also spoke about the commitments of Members which presented difficulties when meeting dates were changed during the year.

In support of his earlier comments and in an attempt to initiate a small change in the hope of a wider discussion, Councillor Dunbobbin proposed that the meetings be held on a rotational basis of 10am/3pm/4.30pm.  This was seconded by Councillor Johnson.  On being put to the vote, this was lost.

Councillor Johnson spoke against the option for 6pm meetings due to the impact on commitments of both Members and officers, and said that Trade Unions should be consulted.

It was pointed out by Councillor Woolley that any requirement for Members to attend evenings meetings could have a negative impact on their involvement with activities in the voluntary sector.

In response to a question from Councillor Johnson on the Forward Work Programme, officers explained that the remit of the Committee should not overlap with that of Overview & Scrutiny.

The Internal Audit Manager gave an example whereby concerns about particular topics were picked up as part of audit work.

The Chief Executive said that the Committee was able to request that audit work on a topic of interest be included on the Forward Work Programme, even if it had not been given a ‘red’ assurance rating.

Councillor Woolley referred to the protocol of submitting items of interest to the relevant Overview & Scrutiny committee and said that those committees were able to passport issues of concern to the Audit Committee.

To give further reassurance to the Committee, the Chief Officer gave examples of topics which had been considered as a result of Members’ concerns.  The Forward Work Programme item on every agenda provided further opportunity to submit items of concern.

The Chair took the opportunity to thank John Herniman of Wales Audit Office (WAO) for his support to the Committee during his time working with Flintshire as this was the last meeting he would attend.

RESOLVED:

(a)       That the Forward Work Programme be accepted; and

(b)       That the Internal Audit Manager, in consultation with the Chair and Vice-Chair of the Committee, be authorised to vary the Forward Work Programme between meetings, as the need arises.

(c)       That the Committee would prefer to continue to meet at 10am on Wednesdays, noting that  ...  view the full minutes text for item 39