Minutes:
Several Members asked, through the Chair, questions as regarding the date of the next meeting of the Joint Committee.
The Head of Finance, HR and Business Support asked Members to note that it would be best if the meetings of the Joint committee could be moved slightly in order that they would fall in line with Durham County Council financial reporting, ensuring that the Joint Committee were receiving the correct information at the correct times in order to maintain assurance on internal control and financial governance, as set out and agreed in the previous item. Members were informed as the next scheduled meeting for the Joint Committee was at the end of April, this would mean that whilst the financial year would have ended, it would be unlikely that Statement of Accounts and a draft Annual Governance Report would be completed in time to go to that meeting.
The Joint Committee noted that these items would need to be reported to Members prior to the end of June and that accordingly it was preferable from a governance perspective to have the next meeting of the Joint Committee in late May or early June.
Members agreed that it the dates for the Joint Committee meeting should allow for timely financial reporting and that the options regarding dates could be circulated to Members for information, but be agreed formally at the Annual Meeting in July.
The Chair asked whether the next meetings would be May, then July. The Head of Finance, HR and Business Support confirmed that subject to Durham County Council and Spennymoor Town Council diary commitments, the 4 requisite ordinary meetings of the Joint Committee (including the Annual Meeting) could be May, July, September and January and so on.
Members were reminded that should any urgent business requiring the attention of the Joint Committee arise, a Special Meeting could be called subject to the Chair’s agreement.
Resolved:
(a) That the schedule for the meetings for the Joint Committee be amended in order to better align with financial reporting in order to strengthen assurance and financial governance.
(b) That Members of the Joint Committee be informed of the amended schedule of meetings as soon as possible and that the new schedule is reported to the Joint Committee formally at the Annual Meeting.