Council decisions

This report seeks authority for the direct purchase of properties for use as part of the Housing Acquisition programme:

1.    To authorise the private treaty acquisition at a purchase price of £140,000 for 4B, The Fairway, Bedford, MK41 9HD in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

2.    To authorise the private treaty acquisition at a purchase price of £272,000 for 11 Holmwood Road, Enfield EN3 6QL in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

3.    To authorise the private treaty acquisition at a purchase price of £300,000 for 27 James Place, London, N17 8NR in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

4.    To authorise the private treaty acquisition at a purchase price of £250,000 for 95 Linwood Crescent, Enfield, EN1 4UP in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

5.    To authorise the private treaty acquisition at a purchase price of £255,000 for Flat 32, 21 Acer Court, Enstone Road, EN3 7WT in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

On the 27^th November 2017 Assets, Regeneration and Growth Committee (ARG) gave the approval for the acquisition of Milespit Hill Cemetery (the “Property”) subject to a maximum price and that direct arrangements with Westminster Council are negotiated prior to the acquisition of the site.  The ARG report highlighted the shortage of new burial space at Hendon Cemetery and Crematorium (HCC) and the potential impact of burial space running out by 2020.

1.     To authorise the entry into a conditional contract for the acquisition of the Property as set out in the exempt report.

2.     To authorise completion of purchase of the Property on satisfaction of the conditions in the contract being the completion of a deed of easement granting a right of way and a right of drainage over the adjoining cemetery owned by Westminster and entry by Barnet into a side agreement (the “Side Agreement”) with Westminster to amend certain terms of the deed of easement

3.     To authorise entry into the Side Agreement with Westminster City Council.

This report summarises the representation and objections received to the parking and traffic proposal for Holders Hill Road and determines whether the proposals should be introduced or not, and if so, with or without modification.

This report summarises the representation and objections received to the parking and traffic proposal for Holders Hill Road and determines whether the proposals should be introduced or not, and if so, with or without modification.

The Committee noted the Forward Work Programme as set out in the appendix.  The Head of Governance reported that the following items should be added to the work programme for the 17 July 2018 meeting:

Ø  Annual Governance Statement and Code of Corporate Governance 2017/18;

Ø  Statement of Accounts 2017/18;

Ø  External Auditors Findings Report 2017/18;

Ø  Head of Internal Audit Annual Audit Opinion 2017/18

Ø  Internal Audit Quarter 1 2018/19 Progress Report

Ø  Corporate Anti-Fraud Team (CAFT) Quarter 1 2018/19 Progress Report.

RESOLVED that the Committee Work Programme as set out in the report and including the additional items as detailed above be approved.

Caroline Glitre, Head of Internal Audit, presented the Internal Audit Exceptions Recommendations and Quarter 4 Progress Report for 2017/18. 

In relation to Potential Duplicate Payments – Control Design, Gillian Clelland, Assistant Director Finance CSG, undertook to provide confirmation regarding who would pay for the third-party software which would introduce automated controls relating to duplicate payments.  Action: Paul Clarke

RESOLVED that:

1.    The Committee note the work completed to date on Internal Audit Quarter 4 Progress Report (1^st January to 31^st March 2018).

2.    The Committee request that the Performance & Contract Management Committee be requested to consider a report on the management of the Conways Aecom contract including: highways key performance indicators; and mechanisms for issue resolution.

Clair Green, Assurance Director, and Caroline Glitre, Head of Internal Audit, presented the Internal Audit & Anti-Fraud Strategy and Annual Plan 2018/19.

RESOLVED that the Internal Audit & Anti-Fraud Strategy and Annual Plan 2018/19 be approved.

Leigh Lloyd-Thomas and Nick Bernstein from BDO, the Council’s External Auditor, provided a verbal report on key issues identified and progress in completing all audit work relevant to the 2017/18 financial year.  The Committee were informed that the key areas of work for the external auditors were:

Ø  Transactions;

Ø  Payroll;

Ø  Schools;

Ø  Housing Benefits;

Ø  Key Financial Systems;

Ø  Balance Sheet

It was noted that there had been no adverse findings to date.

RESOLVED that the Committee note the verbal update from the External Auditor’s, BDO, as set out above.

Leigh Lloyd-Thomas and Nick Bernstein from BDO, the Council’s External Auditor, presented their External Audit Plan for 2017/18. 

The Committee noted that BDO and officers were in the process of finalising the additional fee arising from the additional work undertaken by BDO at the end of the 2016/17 financial year relating to the closure of the Statement of Accounts, but that this was expected to be in the region of £50K.

RESOLVED that:

1.    The Committee note BDO’s Audit Plan for 2017/18.

2.    The Committee note the fee of £170,025 for the 2017/18 audit and the fee of £21,000 for certification of the housing benefits subsidy return, as set out in paragraph 6.8 of the report.

Clair Green, Assurance Director, presented the Corporate Anti-Fraud Team (CAFT) Annual Report 2017/18.

A Member requested that future Annual Reports include a section on resource allocation particularly in relation to planned and reactive work.

RESOLVED that the Committee note Corporate Anti-Fraud Team (CAFT) Annual Report 2017/18.

Kevin Bartle, Director of Finance, provided an update on the Accounts Closure Improvement Plan Progress Report.  He reported that he was not aware of any substantial issues that would prevent the Accounts being signed-off by the deadline of 31 May 2018.

The Committee requested that the information on pensions administration data that had been circulated to Committee Members as a matter arising from the Audit Committee held on 31 January 2018 also be sent to Members of the Pension Fund Committee and Local Pension Board as it related to their responsibilities.  Action: Governance Service

RESOLVED that the progress against the Accounts Closure Improvement Plan be noted.

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 2 and 7 of Part 1 of Schedule 12A of the Act (as amended).

The Chairman informed the Committee that responses to actions arising from the last meeting had been circulated to Members.

RESOLVED that the minutes of the meeting held on 31^st January 2018 be approved as a correct record.

The Monitoring Officer and Head of Governance presented the Constitution Review report.  Following consideration of the report the Committee RESOLVED to:

1.    Recommend to Council that the Constitution be amended to incorporate the changes detailed in the report and in the amended versions the sections set out in Appendix A to Appendix I subject to the following amendments:

Ø  Section 1.5 be deleted

Ø  Table B, Authorisation and Acceptance Thresholds from Article 10 be added to the Contract Procedure Rules

Ø  Amendments to Article 9 (Chief Officers) be withdrawn and that the Monitoring Officer be delegated authority to make amendments to list various statutory officers

2.    Recommend to Council the deletion of the Budget and Policy Framework Rules as these have been subsumed into the revised Financial Regulations.

3.    Agree that the Monitoring Officer can use his delegated authority to amend the Constitution to make the changes detailed in section 1.4 of the report subject to:

Changes in the HR Regulations being amended to state:

“The Chief Executive has authority to make interim Chief Officer appointments for a period of up to a year following consultation with the Leader and the Chief Officer Appointments Panel. 

Chief Officer appointments made by the Chief Officer Appointment Panel will be reported to Full Council for information.”

RESOLVED that the minutes of the meeting held on 8 January 2018 be approved as a correct record.

This report attaches assessments of grant applications by three not-for-profit organisations.

That, subject to the council’s Standard Conditions of Grant and the special conditions shown in the respective grant assessments:

(i)           a start-up grant of £5,000 be awarded to Afghan Association Paiwand

(ii)          a one-off grant of £1,950 be awarded to Barnet Borough Arts Council

(iii)     a one-off grant of £2,000 be awarded to 1^st Lyonsdown Scout Group

To authorise the private treaty acquisition at a purchase price of £315,000 for 211 Bounces Road, London, N9 8LL in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

To authorise the private treaty acquisition at a purchase price of £285,000 for 54 Emsworth Close, St Marys Road, London, N9 8NW in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

To authorise the private treaty acquisition at a purchase price of £280,000 for 44 Mottingham Road, Enfield, N9 8DY in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

To authorise the private treaty acquisition at a purchase price of £310,000 for10 Bushfield Crescent, Edgware, Middx HA8 8XH in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

To authorise the private treaty acquisition at a purchase price of £370,000 for5 Maundeby Walk, Neasden Lane, NW10 2TG in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.

To authorise the private treaty acquisition at a purchase price of £280,000 for 3 Yeomans Way, Enfield, Middlesex, EN3 5AP in accordance with associated costs as mentioned in this report, and Heads of Terms to be agreed in respect of this property.