Agenda and minutes

Apologies were received from Councillor Margaret Smith.

It was noted that Councillor Karen Walton was present in substitution for Councillor Margaret Smith.

Members are requested to indicate at this stage in the proceedings any items on the agenda in which they intend to declare an interest. Members are reminded that if the interest is a Disclosable Pecuniary Interest (as defined in the Members’ Code of Conduct) they must leave the room for the whole of that item. If the interest is not a Disclosable Pecuniary Interest, but is such that a member of the public could reasonably regard it as being so significant that it is likely that it would prejudice their judgment of the public interest (as explained in the Code of Conduct) then they may make representations, but then must leave the meeting for the remainder of the item.

There were none.

The minutes of the last meeting held Tuesday, 27 September 2022 are attached to be agreed as a correct record for signing by the Chair.

Resolved (unanimously):

That the minutes be agreed as a correct record for signing by the Chair.

Report of the External Auditors, Grant Thornton PLC, attached.

The Council’s External Auditors, Grant Thornton UK LLP, presented a report which provided members with its findings and conclusions relating to the statutory audit of the Council’s Statement of Accounts for the period ending 31 March 2022.

The External Auditor also referred to the recommendation at Appendix A (page 32) Cash to bank reconciliation. The issue was one of control (i.e. routine monthly reconciliations) and management had agreed to this.

Members queried as to the size or percentage of the small account monies. The External Auditor explained that the matter related to a small account of the Council’s rather than the main account and it did not affect the overall position. It was something the Council is still working following the recommendation the previous year and was expected to be completed by 31 December 2022. It was agreed that the Director of Finance provide information to members regarding the specific details of the small account in terms of the size of transactions / balances outside the meeting.

Resolved (unanimously):

That the report be noted.

Report of the Director of Finance and Section 151 Officer attached.

The Director of Finance presented the audited Statement of Accounts 2021/22 for approval.

She reported that the Independent Auditor’s Report, once completed was to be included on page 89 of the Statement and that the Council was on target for publication of the document on the website by Christmas.

Members raised a query in relation to figures on page 95 in that the cost of council services was stated to be £21.7 million this year compared to £11.8 million last year. The Director of Finance agreed to provide a detailed explanation to members outside the meeting.

In response to a member query the Director of Governance indicated that he was happy with recommendation 5 to authorise the Director of Finance and Chair of Governance Committee to sign the Letter of Representation.

A query was made in relation to the Risk Register on page 78 – RO6 Capacity and skills i.e. would it affect ability to deliver the Capital Programme. The Director of Finance explained that the data presented related to quarter 4 of 2021/22. She gave assurances that the position had moved on since then and that this would be reported in due course.

As regards the pooling arrangements for business rates next year, the Director of Finance indicated that councils had been informed of a complete change in 2023/24 but so far this has not progressed. Therefore all Lancashire Authorities have been asked if they wish to continue with the pooling arrangements. South Ribble have submitted an expression of interest and are awaiting the outcome following the provisional Government Settlement expected around 22/23 December.

Resolved (unanimously):

Report of the Director of Finance and Section 151 Officer attached.

The Deputy Director of Finance presented a report on Treasury Management Performance and compliance with Prudential Indicators for the period ending 30 September 2022. The report also presented monitoring figures for the quarter ending 30 September 2022, including updated interest rate forecasts from Link Asset Services.

Resolved (unanimously):

That the report be noted.

Report of the Director of Governance attached.

The Director of Governance submitted a report informing members of a Council Notice of Motion that had requested changes to the Constitution in respect of Planning Committee procedures.

The changes related to two issues:

-        One proposal effectively prohibiting members of the Cabinet from sitting on Planning Committee; and

-        And two recommending changes to when a member may request that a planning application can be considered by Planning Committee.

A supplementary report was subsequently issued by the Director of Governance recommending that the Committee establish a Constitution Working Group to consider the proposed Notice of Motion and other proposed constitutional changes.

The Committee was in agreement with the proposal to set up a Constitution Working Group to consider the Notice of Motion. Other members in attendance, Councillors Caleb Tomlinson and Councillor Keith Martin, expressed their views on the Notice of Motion. It was suggested that they and any other members as appropriate be invited to present their views to the Working Group as evidence for this piece of work.

Resolved (unanimously):

1.     That a Constitution Working Group be established to consider the Notice of Motion and other constitutional changes;

2.     That members of the Committee be invited to express interest in sitting on the Working Group before the end of the year with a view to setting up a meeting in the New Year.