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

3.

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.

4.

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.

5.

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.

6.

Minutes pdf icon PDF 208 KB

To confirm as a correct record the Minutes of the meeting of the Committee held on 22March 2017 and 16 May 2017.

Additional documents:

Minutes:

The Minutes of the meeting of the Committee held on 22 March 2017 and 16 May 2017 were agreed as correct records and signed by the Chairman.

7.

Chairman's Announcements

To receive communications from the Chairman.

Minutes:

There were no Chairman’s announcements.

8.

External Audit Progress Report (verbal)

Verbal update by Chief Finance Officer

Decision:

Resolved

 

(1)       That the Verbal update be noted.

Minutes:

The Chief Finance Officer gave a verbal update on external audit.

 

Resolved

 

(1)       That the Verbal update be noted.

9.

External Audit Letter to the Committee pdf icon PDF 118 KB

Report of the Chief Finance Officer

 

Purpose of report

 

The purpose of this report is to inform members of the response to the Ernst Young letter to the Chairman of this Committee.

 

Recommendations

 

The meeting is recommended:

    

1.1       To approve the response to external audit’s request for management assurances from Those Charged With Governance in Appendix 1.

Additional documents:

Decision:

Resolved

 

(1)       That the response to the external audit’s request for management assurance from Those Charged With Governance Annex to the Minutes as set out in the Minute Book) be approved.

Minutes:

The Chief Finance Officer submitted a report to inform members of the response to the external auditor’s, Ernst Young, letter to the Chairman of the Committee.

 

Resolved

 

(1)       That the response to the external audit’s request for management assurance from Those Charged With Governance Annex to the Minutes as set out in the Minute Book) be approved.

10.

Internal Audit - Annual Report for 2016/17 and Progress Report 2017/18 pdf icon PDF 209 KB

** Please note that Appendix 1 to this report will follow as it is currently being reviewed and finalised **

 

Report of the Chief Finance Officer

 

Purpose of report

 

To receive PwC’s annual report for 2016/17, internal audit reports finalised since the last meeting and the CWAS progress report for 2017/18.

 

Recommendations

            

The meeting is recommended to note:

 

1.1       The contents of the 2016/17 annual report from PWC and audit reports finalised since the last meeting.

 

1.2       The contents of the 2017/18 progress report from CWAS.

Additional documents:

Decision:

Resolved

 

(1)       That the Verbal update be noted

 

(2)       That the contents of the 2017/18 progress report from CWAS be noted

Minutes:

The Chief Finance Officer submitted a report which presented the council’s former internal auditor, PwC’s annual report for 2016/17 and from the council’s new internal auditor, CWAS, internal audit reports finalised since the last meeting and the progress report for 2017/18.

 

Resolved

 

(1)       That the update be noted

 

(2)       That the contents of the 2017/18 progress report from CWAS be noted

11.

Corporate Fraud Team Update pdf icon PDF 149 KB

Report of Chief Finance Officer

 

Purpose of report

 

To provide members of Accounts, Audit and Risk Committee with an update on the joint Corporate Fraud team including an end of year performance summary for 2016-2017 and to present members with the Corporate Fraud Business Plan for 2017-2018.

 

Recommendations

 

The meeting is recommended:         

 

1.1       To note the contents of the report

 

1.2       To request that members consider and endorse the Corporate Fraud Business Plan for 2017-2018.

Additional documents:

Decision:

Resolved

 

(1)       That the contents of the report be noted

 

(2)       That the Corporate Fraud Business Plan for 2017-2018 be endorsed

Minutes:

The Chief Finance Officer submitted a report which provided an update on the joint Corporate Fraud team including an end of year performance summary for 2016-2017 and presented the Corporate Fraud Business Plan for 2017-2018.

 

Resolved

 

(1)       That the contents of the report be noted

 

(2)       That the Corporate Fraud Business Plan for 2017-2018 be endorsed

12.

End of year 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 final quarter of 2016/17.

 

Recommendations

 

The meeting is recommended:

       

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 the risks continuing into 2017/18.

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 continuing into 2017/18 be noted.

Minutes:

Director - Strategy and Commissioning submitted a report to update the Committee on the management of Strategic, Corporate and Partnership risks during the final 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 continuing into 2017/18 be noted.

13.

2016/17 Treasury Management Annual Report pdf icon PDF 131 KB

** Appendix 1 to this report will follow as it is currently being reviewed and finalised **

 

Report of the Chief Finance Officer

 

Purpose of report

 

This report presents information on treasury management performance and compliance with treasury management policy during 2016/17 as required by the Treasury Management Code of Practice.

 

Recommendations

 

1.1       To note the contents of this report in line with the Treasury Management Strategy.

Additional documents:

Decision:

Resolved

 

(1)       That the contents of the report in line with the Treasury Management Strategy be noted.

Minutes:

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

 

Resolved

 

(1)       That the contents of the report in line with the Treasury Management Strategy be noted.

14.

Annual Governance Statement 2016/17 pdf icon PDF 118 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To report the Annual Governance Statement. The Annual Governance Statement will be considered at the same time as the Statement of Accounts for 2016/17. 

 

Recommendations

 

The meeting is recommended:

       

1.1       The Committee is recommended to consider and endorse the Annual Governance Statement 2016/17 (Appendix 1).

Additional documents:

Decision:

Resolved

 

(1)          That, having given due consideration, the Annual Governance Statement 2016/17 (annex to the Minutes as set out in the Minute Book) be endorsed.

 

(2)          That the carry forward of budget underspends from 2016/17 to 2017/18 (annex to the Minutes as set out in the Minute Book) be approved.

 

(3)          That the balances on capital schemes which have slipped in 2016/17 to be carried forward into the 2017/18 capital programme (annex to the Minutes as set out in the Minute Book) be approved.

 

(4)          That the outcomes from the informal review of the Statement of Accounts undertaken on 28 June immediately prior to the formal meeting at 5.00pm be noted.

Minutes:

The Chief Finance Officer submitted a report which presented the Annual Governance Statement which would be considered at the same time as the Statement of Accounts for 2016/17.

 

Resolved

 

(1)          That, having given due consideration, the Annual Governance Statement 2016/17 (annex to the Minutes as set out in the Minute Book) be endorsed.

 

(2)          That the carry forward of budget underspends from 2016/17 to 2017/18 (annex to the Minutes as set out in the Minute Book) be approved.

 

(3)          That the balances on capital schemes which have slipped in 2016/17 to be carried forward into the 2017/18 capital programme (annex to the Minutes as set out in the Minute Book) be approved.

 

(4)          That the outcomes from the informal review of the Statement of Accounts undertaken on 28 June immediately prior to the formal meeting at 5.00pm be noted.

15.

Housing Benefit and Council Tax Reduction Risk Based Verification Policy pdf icon PDF 134 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To seek support from members of this Committee for the introduction of a Risk Based Verification Policy for new claims for Housing Benefit and Council Tax Reduction with effect from 28th June 2017 or from the date that the Benefits work is insourced from Capita and the Academy processing system is introduced whichever is the later. 

 

Recommendations

 

The meeting is recommended:

         

1.1         To note the contents of this report.

 

1.2         To recommend to the section 151 officer the adoption of the Risk Based Verification Policy in determining the evidence requirements for the assessment of new Housing Benefit and Council Tax Reduction claims.

 

Additional documents:

Decision:

Resolved

 

(1)       That the contents of the report be noted

 

(2)       That, having given due consideration, the Section 151 Officer be recommended to adopt the Risk based Verification Policy in determining the evidence requirements for the assessment of new Housing Benefit and Council Tax Reduction claims.

Minutes:

The Chief Finance Officer submitted a report to seek support from members of the Committee for the introduction of a Risk Based Verification Policy for new claims for Housing Benefit and Council Tax Reduction with effect from 28 June 2017 or from the date that the Benefits work was insourced from Capita and the Academy processing system was introduced whichever is the later. 

 

Resolved

 

(1)       That the contents of the report be noted

 

(2)       That, having given due consideration, the Section 151 Officer be recommended to adopt the Risk based Verification Policy in determining the evidence requirements for the assessment of new Housing Benefit and Council Tax Reduction claims.

16.

KPMG NNDR Audit Follow-up pdf icon PDF 120 KB

Report of the Chief Finance Officer

 

Purpose of report

 

The purpose of this report is to inform members of the findings of the KPMG follow-up review of their NNDR report.

 

Recommendations

 

The meeting is recommended:

            

1.1       To note the report.

Additional documents:

Decision:

Resolved

 

(1)       That the report be noted

Minutes:

The Chief Finance Officer submitted a report which informed members of the findings of the KPMG follow-up review of their NNDR report.

 

Resolved

 

(1)       That the report be noted

17.

Closedown Update (verbal)

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.

18.

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.

19.

Exclusion of Press and Public

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

 

2 – Information which is likely to reveal the identity of an individual.

 

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 item 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, Paragraphs 2 and 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:

Resolved

 

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item 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, Paragraphs 2 and 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.

20.

Corporate Fraud Team Update - Exempt Appendices

Decision:

Resolved

 

(1)       That the exempt appendices be noted.

Minutes:

Resolved

 

(1)       That the exempt appendices be noted.