Agenda, decisions and minutes


Venue: Bodicote House, Bodicote, Banbury, OX15 4AA

Contact: Aaron Hetherington, Democratic and Elections  Email: aaron.hetherington@cherwellandsouthnorthants.gov.uk, 01295 227956

Items
No. Item

60.

Declarations of Interest

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

Minutes:

Members made the following general declarations of interest:

 

Councillor Ian Corkin, declaration, as a board member of Graven Hill Village Development Company.

61.

Appointment of Chairman for the Remainder of the Municipal Year 2016/17

Following the resignation of Councillor Kerford-Byrnes as Chairman of the Committee at the last meeting, it is necessary to appoint a Chairman for the remainder of the municipal year 2016/17.

 

In the event the current Vice-Chairman is appointed Chairman it will be necessary to appoint a new Vice-Chairman.

 

Please note the Democratic and Elections Officer will preside over this item.

 

Decision:

Resolved

 

(1)          That Councillor Ian Corkin be appointed for the remainder of the Municipal year 2016/17.

 

(2)          That Councillor Hugo Brown be appointed Vice-Chairman for the remainder of the Municipal year 2016/17.

Minutes:

Resolved

 

(1)          That Councillor Ian Corkin be appointed for the remainder of the Municipal year 2016/17.

 

(The Democratic and Elections Officer presided over the appointment of the Chairman. The Vice-Chairman having been appointed Chairman, it was subsequently necessary to appoint a new Vice-Chairman for the remainder of the municipal year 2016/17)

 

(2)          That Councillor Hugo Brown be appointed Vice-Chairman for the remainder of the Municipal year 2016/17.

62.

Petitions and Requests to Address the Meeting

The Chairman to report on any requests to submit petitions or to address the meeting.

Minutes:

There were no petitions or requests to address the meeting.

63.

Urgent Business

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

 

Minutes:

There were no items of urgent business.

64.

Minutes pdf icon PDF 199 KB

To confirm as a correct record the Minutes of the meeting of the Committee held on 25 January 2017.

Minutes:

The Minutes of the meeting of the Committee held on 25 January 2017 were agreed as a correct record and signed by the Chairman.

65.

Chairman's Announcements

To receive communications from the Chairman.

Minutes:

There were no Chairman’s announcements.

66.

External Audit: Certification of Claims 2015/16 and Annual Audit Plan 2016/17 pdf icon PDF 122 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To receive Ernst & Young LLP’s report setting out the External Audit Plan for the financial year 2016/17 and their report on the certification of grant claims for 2015/16.

 

Recommendation

             

The meeting is recommended to:

 

1.1         Note the External Audit Plan for 2016/17.

 

1.2      Note the Certification of Claims for 2015/16.

Additional documents:

Decision:

Resolved

 

(1)          That the External Audit Plan for 2016/17 be noted.

 

(2)          That the Certification of Claims for 2015/16 be noted.

Minutes:

The Chief Finance Officer submitted a report to receive Ernst & Youngs LLP’s report setting out the External Audit Plan for the financial year 2016/17 and their report on the certification of grant claims for 2015/16

 

Resolved

 

(1)          That the External Audit Plan for 2016/17 be noted.

 

(2)          That the Certification of Claims for 2015/16 be noted.

67.

Internal Audit - Progress Report 2016/17, Internal Audit Plan 2017/18 and Internal Audit Charter pdf icon PDF 212 KB

** Please note Appendix 1 is to follow as it is currently being reviewed and finalised**

 

Report of the Chief Finance Officer

 

Purpose of report

 

To receive PwC’s progress report summarising their internal audit work to date. To approve the Strategic Internal Audit Plan 2017/18 to 2019/20, the Operational Internal Audit Plan for 2017/18 and the Internal Audit Charter.

 

Recommendation

            

The meeting is recommended to:

 

1.1         Note the contents of the 2016/17 progress report from PwC.

 

1.2       Approve the Strategic Internal Audit Plan for 2017/18 to 2019/20.

 

1.3       Approve the 2017/18 Operational Internal Audit Plan.

 

1.4       Approve the Internal Audit Charter.

Additional documents:

Decision:

Resolved

 

(1)          That the contents of the 2016/17 progress report from PwC be noted.

 

(2)          That the Strategic Internal Audit Plan for 2017/18 to 2019/20 be approved.

 

(3)          That the 2017/18 Operational Internal Audit Plan be approved.

 

(4)          That the Internal Audit Charter be approved.

Minutes:

The Chief Finance Officer submitted a report which presented to receive PwC’s progress summarising their internal audit work to date. The report also sought approval of the Strategic Internal Audit Plan 2017/18 to 2019/20, the Operational Internal Audit Plan for 2017/18 and the Internal Audit Charter.

 

Resolved

 

(1)          That the contents of the 2016/17 progress report from PwC be noted.

 

(2)          That the Strategic Internal Audit Plan for 2017/18 to 2019/20 be approved.

 

(3)          That the 2017/18 Operational Internal Audit Plan be approved.

 

(4)          That the Internal Audit Charter be approved.

68.

Quarter Three Risk Review 2016-17 pdf icon PDF 166 KB

Report of Director - Strategy and Commissioning

           

Purpose of report  

 

To update the Committee on the management of Strategic, Corporate and Partnership risks during the third quarter of 2016/17.

 

Recommendation

            

The meeting is recommended to:

 

1.1       Review the full Strategic, Corporate and Partnership Risk Register for 2016/17    and identify any issues for further consideration or referral to Executive.

 

1.2       Note the risk exceptions highlighted and proposed actions.

Additional documents:

Decision:

Resolved

 

(1)       That, having given due consideration, the Full Strategic, Corporate and Partnership Risk Register for 2016/17 be noted.

 

(2)       That the risk exceptions highlighted and proposed actions be noted.

 

Minutes:

The Director of Strategy and Commissioning submitted a report to update the Committee on the management of Strategic, Corporate and Partnership risks during the third quarter of 2016/17.

 

Resolved

 

(1)       That, having given due consideration, the Full Strategic, Corporate and Partnership Risk Register for 2016/17 be noted.

 

(2)       That the risk exceptions highlighted and proposed actions be noted.

 

69.

Housing Benefit Subsidy pdf icon PDF 125 KB

** Please note Appendix A is to follow as it is currently being reviewed and finalised**

 

Report of Chief Finance Officer

 

Purpose of report

 

To provide members of Accounts, Audit and Risk Committee with an update on the recent Housing Benefit subsidy audit and the resulting actions that have been taken.

 

Recommendations

            

The meeting is recommended:

 

 1.1        To note the contents of the report and Appendix A (to follow).

 

Additional documents:

Decision:

Resolved

 

(1)          That the contents of the report be noted.

Minutes:

The Chief Finance Officer submitted a report to provide members of the Accounts Audit and Risk Committee with an update on the recent Housing Benefit subsidy audit and the resulting actions that have been taken.

 

Resolved

 

(1)          That the contents of the report be noted.

70.

Q3 Treasury Management Report pdf icon PDF 337 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To receive information on treasury management performance and compliance with treasury management policy for 2016/17 as required by the Treasury Management Code of Practice.

 

Recommendation

             

The meeting is recommended:

 

1.1       To note the contents of the third quarter (Q3) Treasury Management Report

Decision:

Resolved

 

(1)          That the contents of the third quarter (Q3) Treasury Management Report be noted.

Minutes:

The Chief Finance Officer submitted a report to provide members information on treasury management performance and compliance with treasury management policy for 2016/17 as required by the Treasury Management Code of Practice.

 

Resolved

 

(1)          That the contents of the third quarter (Q3) Treasury Management Report be noted.

71.

Accounts Closedown Update

Verbal update by Chief Finance Officer

Decision:

Resolved

 

(1)          That the Verbal update be noted.

Minutes:

The Chief Finance Officer provided a verbal update on the accounts closedown.

 

Resolved

 

(1)          That the Verbal update be noted.

72.

Work Programme pdf icon PDF 10 KB

To consider and review the Work Programme.

Decision:

Resolved

 

(1)       That the work programme be noted.

 

Minutes:

The Committee considered its work programme for 2016/17.

 

Resolved

 

(1)       That the work programme be noted.

 

73.

Exclusion of Press and Public

The following reports contain exempt information as defined in the following paragraph of Part 1, Schedule 12A of Local Government Act 1972.

 

3– Information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Members are reminded that whilst the following item(s) have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

 

Should Members decide not to make a decision in public, they are recommended to resolve as follows:

 

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

 

Minutes:

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

74.

Appendix 1 - Q3 Cherwell TM report December 31st 2016

Decision:

Resolved

 

(1)       That the exempt appendix be noted.

 

Minutes:

Resolved

 

(1)       That the exempt appendix be noted.