Agenda and draft minutes
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Contact: Democratic Services
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Apologies for Absence To receive any apologies for absence. The quorum for the Audit and Governance Committee is 4 Members. Minutes: Apologies for absence were received from: Councillors; Joy Aitman and Andrew Beaney. Councillor Sarah Veasey substituted for Councillor Beaney. Andrea McCaskie, Director of Governance. Independent Persons; Richard Deuttenburg and Gemma Collins.
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Declarations of Interest To receive any declarations from Members of the Committee on any items to be considered at the meeting Minutes: There were no declarations of interest received.
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Minutes of Previous Meeting To approve the minutes of the meeting held on 25 July 2024. Additional documents: Minutes: The minutes of the meeting held on 25 July 2024 were approved and signed by the Chair as a correct record. The Committee requested further information regarding supernational bonds and what the long-term values would be. The Chief Accountant agreed to follow this action up and feedback to the next Committee The Committee commented on actions from the previous meeting and acknowledged the glossary of terms as being an excellent resource |
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Participation of the Public To receive any submissions from members of the public, in accordance with the Council’s Public Participation Rules. Minutes: There was no participation of the public.
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The Final Audit Finding and Statement of Accounts 2022/23 Purpose: This report presents The Audit Findings Report and audited Statement of Accounts for the period 1 April 2022 to 31 March 2023.
Recommendation: That the Audit and Governance Committee resolves to: 1. Note the contents of the report and appendices.
Invited: Madhu Richards, Director of Finance
Additional documents:
Minutes: Madhu Richards, the Director of Finance, introduced the report that presented members with the final audit and statement of accounts 2022/2023. It was explained that the first draft of the report was presented to the Committee on 19 March 2024, where 90% of the report had been completed. Grant Thornton had attended the meeting on 19 March to go through the findings. Delegated authority was then given to Madhu Richards in consultation with the Chair of the Committee and the Executive Member for Finance, Councillor Alaric Smith, to sign off the final report. The report had been signed off on 20 August. The final version was for the Committee to view in its totality. It was noted that on page 30 a bullet point stated work was still in progress. The Director of Finance confirmed that the report was complete, and the comment was a typo. RESOLVED that the Audit and Governance Committee AGREED to:
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Treasury Management Q1 Report Purpose: To report to the Audit and Governance Committee the Quarter 1 Treasury Management Indicators as required by the CIPFA Treasury Management Code.
Recommendation: That the Audit and Governance Committee resolves to: 1. Note the contents of the report
Invited: Sian Hannam, Treasury Accountant Madhu Richards, Director of Finance
Additional documents: Minutes: Georgina Dyer, Chief Accountant. introduced the report that presented members with the Treasury Management Q1 Report. It was explained that there was an over budget revenue return from investments in the first quarter of the year. It was to be noted on P172, 7.2, table 8; Debt and the Authorised Limit and Operational Boundary, that there was a difference between the figures in operational boundary and authorised limit columns. The Chief Accountant confirmed that the figures were linked to the investment recovery strategy. RESOLVED that the Audit and Governance Committee AGREED to:
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External Audit Plan - Year Ended 31 March 2024 Purpose: To present Members with the draft Audit Plan for the year ended 31st March 2024.
Recommendation: That the Audit and Governance Committee resolves to: 1. Note the content of the repot and the annex.
Invited: Madhu Richards, Director of Finance
Additional documents: Minutes: Madhu Richards, the Director of Finance introduced the report that presented members with the External Audit Plan, Year Ended 31 March 2024. Madhu Richards introduced Charlie Flemming from Bishop Flemming, external auditors. Charlie Flemming explained that Bishop Flemming had taken over the role of the Council’s external auditor and would be working with West Oxfordshire District Council closely. There would be an audit plan strategy created to enable work to be done with the deadline of October 2024. There had been a delay with Pensions funds auditor however Charlie Fleming expressed that Bishop Flemming would be working closely with them to prevent any further delays. As part of the plan strategy there would be checks on material balances and there would be heightened procedures when looking at risks. Bishop Flemming was looking forward to working with West Oxfordshire District Council going forwards. It was to be noted that the report was well presented and easy to read. Concerning the move from Publica and pensions for staff, there were no complications expected when working with the Pensions Team to complete the move. On page 209 there was a query on the PSAA scale fee 2023/24 as the figure was TBC. It was explained that PSAA would be confirming the figure as there was an additional element to account for due to changes to the auditor standards and the fee. RESOLVED that the Audit and Governance Committee AGREED to:
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Internal Audit Progress Report Purpose: To present a summary of the audit work concluded since the last meeting of this Committee.
Recommendation: That the Audit and Governance Committee resolves to: 1. Note the report
Invited: Lucy Cater, Head of Internal Audit. Assistant Director, SWAP Internal Audit Services Madhu Richards, Director of Finance
Additional documents:
Minutes: Lucy Cater, Head of Internal Audit, introduced the report that presented members with the Internal Audit Progress Report. It was explained that this agenda item was the usual update from the internal audit team and gave the progress on the current work being done. It also gave an update on the progress of actions. There were 2 completed reports within the agenda pack. It was to be noted that the reports clearly showed the broad range of work covered across the Council. When looking at the criteria for levelling up it was explained that the criteria was set by the Government and a report would be presented at the next Audit and Governance Committee. It was noted that emergency planning training was in place along with workshops for parish councils. There was also a request that responsible officers provide updates, and it was confirmed that there would be a Property Services update at the next meeting. RESOLVED that the Audit and Governance Committee AGREED to:
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Purpose: To provide the Committee with assurance over the counter fraud activities of the Council. Direct updates will continue to be provided biannually.
Recommendation: That the Audit and Governance Committee resolves to: 1. Consider and comment on the report.
Invited: Emma Cathcart, Head of Service, Counter Fraud and Enforcement Unit Madhu Richards, Director of Finance
Minutes: Emma Cathcart, Head of Service, Counter Fraud and Enforcement Unit, introduced the report that presented members with the CFEU Update Report. It was explained that work covered in the report included the signposting of staff regarding fraud scams. The team had developed policies and carried out verification work when looking at the Shared Prosperity Fund. Also covered was The National Fraud initiative, council tax for single persons and the housing waiting lists with a review of banding. This was to make sure the right people were being supported and helped. Other teams the report covered were Environmental residential services, ERS, the Council Tax Team and HR. It was to be noted that work done on the debt recovery from Business Grant Scheme had been ongoing. Not all funds had gone back to central government. RESOLVED that the Audit and Governance Committee AGREED to:
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Annual Local Government Ombudsman Letter Purpose: The report presents the Annual Complaints statistics as provided by the Local Government and Social Care Ombudsman for the year 1st April 2023 – 31st March 2024.
Recommendation: That the Audit and Governance Committee resolves to: 1. Note the content of the report and the Annual Review Letter 2023 – 2024.
Invited: Cheryl Sloan, Business Manager, Governance, Risk & Business Continuity Additional documents: Minutes: Andrew Brown, Deputy Monitoring Officer, introduced the report that presented members with the Annual Summary of Member Conduct Complaints. It was explained that the report covered the last 12 months up until 31 August 2024 and included complaints made against district, town and parish councillors within the district. Most complaints were based on issues around disrespect. As a general rule, complaints were resolved at the lowest appropriate level. Learnings and conclusions had been taken from the complaints that progressed to the local hearing stage and these had informed the review of the complaint handling arrangements and Standards Sub-Committee procedure rules. The initial assessment criteria had been created which included tests regarding disrespect and bullying. Also, gender-neutral language would be used throughout the documents. It was considered that these and other changes would strengthen the current processes in place. It was noted that the criteria including tests were a positive addition. The use of character witnesses was agreed to be important at hearings however it was noted that evidence presented in reports would cover witnesses’ statements and hearsay evidence would need to be considered carefully by the Sub-Committee. The Chair proposed to:
This was seconded by Councillor Ruth Smith, was put to the vote and unanimously agreed by the Audit and Governance Committee. The Audit and Governance Committee AGREED to:
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Annual Summary of Member Conduct Complaints Purpose: To advise the Committee of the number and status of Code of Conduct complaints received and considered by the Council’s Monitoring Officer in the period from 1 September 2023 to 31 August 2024 and to consider the Council’s Complaint Handling Arrangements and the Standards Sub-Committee Procedure Rules following a review by officers.
Recommendations: That the Audit and Governance Committee resolves to: 1. Note the report; 2. Recommend to Council the adoption of the revised Complaint Handling Arrangements (Annex A); and 3. Recommend to Council the adoption of the revised Standards Sub-Committee Procedure Rules (Annex B) following a review undertaken by officers and the three Independent Persons.
Invited: Andrew Brown – Business Manager, Democratic Services
Additional documents:
Minutes: Andrew Brown, Deputy Monitoring Officer, introduced the report that presented members with the Annual Summary of Member Conduct Complaints. It was explained that the report covered the last 12 months up until 31 August 2024 and included complaints made against district, town and parish councillors within the district. Most complaints were based on issues around disrespect. As a general rule, complaints were resolved at the lowest appropriate level. Learnings and conclusions had been taken from the complaints that progressed to the local hearing stage and these had informed the review of the complaint handling arrangements and Standards Sub-Committee procedure rules. The initial assessment criteria had been created which included tests regarding disrespect and bullying. Also, gender-neutral language would be used throughout the documents. It was considered that these and other changes would strengthen the current processes in place. It was noted that the criteria including tests were a positive addition. The use of character witnesses was agreed to be important at hearings however it was noted that evidence presented in reports would cover witnesses’ statements and hearsay evidence would need to be considered carefully by the Sub-Committee. The Chair proposed to:
This was seconded by Councillor Ruth Smith, was put to the vote and unanimously agreed by the Audit and Governance Committee. The Audit and Governance Committee AGREED to:
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Audit and Governance Committee Work Programme 2024/25 Purpose For the Committee to review and note its work programme for the remainder of 2024/25.
Recommendation That the Audit and Governance Committee resolves to: 1. Note the Committee’s Work Programme for 2024/25. Minutes: The Committee were asked to note the Work Programme 2024/25.
Clarification was requested on whether the Provisional Member Induction and Training Programme 27 March 2025 was to be approved by the Audit and Governance Committee. An annual report covering Member Training would be brought to the Committee and not include induction of Members. This was due to no elections in the district being held in 2025.
RESOLVED that the Audit and Governance Committee AGREED to:
1. Note and update where necessary the Work Programme 2024/25.
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