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11934 HULL 1 Tel: 01482 300300 Please ask for: Richard Pawson Telephone: 01482 613539 Fax: 01482 613110 Email: [email protected] Text phone: 01482 300349 Date: Monday, 20 October 2014 Dear Sir/Madam, Joint Humber Archaeology Partnership Board The next meeting of the Joint Humber Archaeology Partnership Board will be held at 10:00 on Friday, 31 October 2014 in Room 77. The Agenda for the meeting is attached and reports are enclosed where relevant. Please Note: It is likely that the public, (including the Press) will be excluded from the meeting during discussions of exempt items since they involve the possible disclosure of exempt information as describe in Schedule 12A of the Local Government Act 1972. Yours faithfully, Democratic Services Officer for the Chief Executive Town Clerk Services, Hull City Council, The Guildhall, AlfredPage Gelder 1 of Street,42 Hull, HU1 2AA www.hullcc.gov.uk DX: 11934 HULL 1 Tel: 01482 300300 Humber Archaeology To: Membership: Councillor S Chaytor, Hull City Council Councillors D Peacock and P Pollard, East Riding of Yorkshire Council Officers: Alex Codd, Planning Services, Hull City Council Steve Devey, Planning and Development Control Customer Services, East Riding of Yorkshire Council Dave Evans, Humber Archaeology Unit Dave Lister, Corporate Finance, Hull City Council Richard Pawson, Democratic Services Officer, Hull City Council (2) Ruth Atkinson, Humber Archaeology Unit Email (Agenda only): Paula Gentil, Hull Museums Mr A Wainwright, Planning and Development Control, Customer Services, East Riding of Yorkshire Council Diane Hindhaugh, Democratic Services, East Riding of Yorkshire Council Mr K Emerick, Yorkshire Regional Team, English Heritage Mr B Howard, National Monuments Record, English Heritage Group Secretariats, Hull City Council Page 2 of 42 Joint Humber Archaeology Partnership Board 10:00 on Friday, 31 October 2014 Room 77 A G E N D A PROCEDURAL ITEMS 1 Apologies To receive apologies for those Members who are unable to attend the meeting. 2 Election Of Chair To elect a Chair for the meeting. 3 Iterm 3 - Minutes of the Meeting held on 27.06.14 5 - 8 To approve the minutes as a true and correct record. NON-EXEMPT ITEMS 4 Item 4 - Auditors Comments on the Annual Return 9 - 12 To report on the comments of the external auditors on the Annual Return for the Partnership for the last financial year (2013-2014) and on the actions the service is now required to take. 5 Item 5 - Work of the Partnership 13 - 28 To provide an update on the work of the Partnership in the current financial year (2014-2015) 6 Item 6 - Charging Policy 29 - 38 To report on the proposals to revise and update the charging policy for the Humber SMR as part of the review process. Page 3 of 42 7 Item 7 - Administrative Officer Post 39 - 42 To provide an update on the current position. 8 Date and Venue of Next Meeting To agree the date and venue of the next meeting. 9 Planes and Ploughs - Mapping the Hidden Heritage of the East Riding To receive a presentation from Mr Dave MacLeod, Operational Manager (Aerial Investigations and Mapping/Remote Sensing/Heritage Protection Department) - English Heritage EXEMPT ITEMS Page 4 of 42 HUMBER ARCHAEOLOGY PARTNERSHIP JOINT BOARD 27th June, 2014 The Treasure House PRESENT: Councillor D. Peacock (East Riding of Yorkshire Council) Councillor S. Chaytor (Hull City Council) S. Devey (Team Leader, Conservation Landscape and Archaeology, Planning and Development Management, East Riding of Yorkshire Council) D. Evans (Archaeology Manager, Hull City Council) R. Atkinson (Senior SMR Officer, Hull City Council) D. Lister (Senior Finance Officer, Hull City Council) D. Marchant (Museums Registrar) L. Scholes (Democratic Services Officer, Hull City Council) APOLOGIES:- None Minute Report Business No. No. 440 Election of Chair for the Meeting Agreed – that Councillor Peacock be appointed as Chair for the duration of the meeting. 441 Minutes of the meeting held on 7th February, 2014 Agreed – that, with the amendment of the location to read ‘The Guildhall, Hull’, the minutes of the meeting held on 7th February, 2014 having been printed and circulated be agreed; 442 211 Annual Return for the Financial Year Ended 31st March 2014 The Senior Finance Officer submitted the annual return for the financial year ended 31st March 2014. Agreed – that the Annual Return is approved and signed by the Chair. 443 212 Annual Governance Statement The Senior Finance Officer submitted the Annual Governance Statement for the Partnership for the financial year 2013-2014. Page 5 of 42 1 Minute Report Business No. No. Agreed – that the Governance Statement be approved. 444 Report on the Work of the partnership During the Last Financial Year 2013-2014 The Archaeology Manager submitted a report which detailed the work of the Partnership for the previous financial year 2013-14. He explained that the information included data that had been submitted during the year as well as some additional data. The Partnership had achieved a great deal in terms of SMR Enhancement in the last year due to having an additional member of staff for nine months. Agreed – that the update be noted. 445 Report on the Work of the Partnership During the Current Financial Year 2014-2015 The Archaeology Manager submitted a report which detailed the work of the Partnership for the current financial year. He explained that work was still taking place on SMR enhancement, however it was at a slower pace as there was not the additional member of staff. The Partnership had not yet received much income, but that was to be expected at this time of the year. The Archaeology Manager highlighted the upcoming major work in relation to the A63 particularly around the burial ground, and excavations were also expected to begin this summer at Melton Parks. Members noted that it was expected to be a busy autumn for the Partnership Agreed – that the update be noted. 446 Report on the Progress of Updating Job descriptions for the Staff of the Humber SMR The Archaeology Manager submitted a report which detailed the progress of updating the Job Descriptions for the staff of the Humber SMR. This would be submitted to the Board at its next meeting. Agreed – thatPage the update 6 of 42 be noted. 2 Minute Report Business No. No. 447 Any Other Business Members commented that in future it there was a presentation it should be emailed out to them in advance of the meeting. Agreed – that in future the presentation be emailed to the Members before the meeting. 448 Date and Time of Next Meeting Agreed – that the next meeting takes place at 10.00 a.m. on 31st October 2014 at the Guildhall in Hull. Start: 10.30 a.m. Finish: 10.45 a.m. Page 7 of 42 3 Page 8 of 42 Agenda Item 4 Humber Archaeology Partnership Joint Board 31st October 2014 The auditors’ comments on the Annual Return for the Humber Archaeology Partnership for 2013-2014, and the actions which we are now required to take Archaeology Manager 1. Purpose of report and summary 1.1. To report to the Board on the comments from the external auditors on the Annual Return for the Partnership, for the last financial year (2013 – 2014), and on the actions which, as a joint service, we are now required to take. Recommendations 2.1 That the Board approves the three main actions required under the Accounts & Audit (England) Regulations 2011, namely to prepare a “Notice of Conclusion of the audit and the right to inspect the Annual return”; to publicly display that said “Notice” for a period of at least 14 days along with certified Annual Return; and to keep copies of the Annual Return available for purchase by any person on payment of a reasonable sum. 2.2 In order to comply with the auditors’ requirements to produce evidence that the Board has considered the adequacy of its internal controls, that the HAP JB should confirm and minute that it has: (i) Approved the statement of accounts which has been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practice. (ii) Maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption, and reviewed its effectiveness (iii) Taken all reasonable steps to assure itself that there are no matters of actual or potential non-compliance with laws, regulations and codes of practice, which could have a significant financial effect on the ability of the body to conduct its business or on its finances (iv) Provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations (v) Carried out an assessment of the risks facing the body, and taken appropriate steps to manage those risks, including the introduction of internal controls, and/or external insurance cover, where required (vi) Maintained throughout the year an adequate and effective system of internal audit of the body’s accounting records and control systems, and carried out a review of its effectiveness (vii) Taken appropriate action on all matters raised in reports from internal and external audit, and Page 9 of 42 (viii) Considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on the body, and, where appropriate, have included them in the statement of accounts 3. Report 3.1. This is the first year in which our accounts have been audited by PKF Littlejohn, as auditors appointed by the Audit Commission. A copy of their certified Annual Return is included in the papers circulated to Members. Section 3 of the Annual Return includes the External Auditors’ report, which gives details of any matters arising from the Audit.
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