Agenda and minutes

There were none.

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.

Minutes of the meeting of this Committee held on 29 November 2022 to be           approved and signed as a correct record.

The minutes of 29 November 2022 were presented for approval.

A update was requested further to Minute 29 regarding the provisional Government Settlement. The Director of Finance, Louise Mattinson indicated that the one year provisional settlement was received in 19 December 2022 and officers were currently working through the details. She indicated that it included provision for local authorities to increase council tax up to 3% (rather than 2% previously).

Arising from the Minute 28 a query was raised as to the current position in relation to the financial statements audit. Georgia Jones of Grant Thornton, the Council’s External Auditors informed members that there had been a few issues creating a delay, including a change to CIPFA guidance just before Christmas which generated further work. It was anticipated that everything would be signed off by the end of next week. Grant Thornton would be issuing its final report but there were no substantial changes.

A progress update was requested in relation Minute 31 regarding the convening of a Constitution Working Group. The Director of Governance, Chris Moister informed the Committee that a scoping document should be a produced by the end of this week and the first meeting would be scheduled in due course.

Resolved (unanimously):

That the minutes of the meeting held 29 November 2022 be agreed and signed as a correct record.

Report of the Director of Finance attached.

The Director of Finance presented a report giving details of the need to acknowledge receipt of the Homes England Compliance Audit report as required by Homes England.

Arising from the report, whilst appreciating that the audit is confidential, members requested additional information regarding the questions on the audit and where possible further details in relation to the Council’s “green” status confirming that it had met all the requirements.

Resolved (unanimously):

1.     To acknowledge receipt of the report as required by Homes England.

2.     To note that there are no breaches recorded and the report is green meeting all requirements.

Report of the Director of Governance attached.

The Director of Governance presented a report giving details of the need to update members of the Committee as to progress on the implementation of improvement actions in the Annual Governance Statement.

Arising from a query in relation to the expected completion of all the 9 categories, the Director of Governance indicated that the progress delays were stated in the report and it may not be possible to have all actions completed by the end of the financial year. He stressed that none of the improvement actions have an impact on the Annual Governance Statement.

Resolved (unanimously):

That the report be noted.

To consider the exclusion of the press and public for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraphs 1 and 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

By Virtue of Paragraph 1: Information relating to any individual.

Condition:

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

By Virtue of Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Condition:

Information is not exempt if it is required to be registered under-

The Companies Act 1985

The Friendly Societies Act 1974

The Friendly Societies Act 1992

The Industrial and Provident Societies Acts 1965 to 1978

The Building Societies Act 1986 (recorded in the public file of any building society, within the meaning of the Act)

The Charities Act 1993

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

Resolved (unanimously):

That the press and public for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 12A to the Local Government Act 1972.

Report of the Head of Audit and Risk attached.

The Head of Audit and Risk presented a report informing members of the work undertaken in respect of the Internal Audit Plan from September 2022 to December 2022 and to give an appraisal of the Internal Audit Service’s performance to date. The report also provided information for members regarding wider work of the Audit and Risk Service.

The Head of Audit and Risk confirmed that the remaining report at draft stage was for the waste collection service and will be presented to the Committee in March 2023.

Several queries were raised and concerns expressed in relation to the Commercial Services Directorate Procurement Review, which gave details of a number of process failures. The Director of Governance explained that the failures by individuals to follow the processes already in place had been dealt with and a management action plan had been agreed to provide assurance that the issues identified in the report were not replicated elsewhere. The Director of Governance also agreed that he would discuss with the Chief Executive undertaking further investigations into the identified issues, but which are separate to the issues relating to the Governance Framework.

Resolved (unanimously):-

1.     That the position with regard to the Internal Audit Plan and the work of the wider Service be noted;

2.     That with regard to the Commercial Services Directorate Review, the Chair be requested to write to the Chief Executive seeking assurance that he is satisfied that all the risks were realised and that adequate steps have been taken;

3.     That members of the Committee be provided with a copy of the above letter; and

4.     That an update on the Management Action Plan be provided to a future  meeting of the Committee.