Agenda, decisions and minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

To confirm as a correct record the Minutes of the meeting of the Committee held on 26 July 2023.

The Minutes of the meeting of the Committee held on 26 July 2023 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman announced that a Treasury Management training session would be held after the Committee meeting.

Report of the Assistant Director of Finance

Purpose of report

To ask Members to note the draft statement of accounts for 2021/22 and the draft Audit Results Report of the external auditors.  The technical changes to the statement of accounts between the draft published in July 2022 and this version are detailed in the report.  The audit is not yet complete, but no further material changes to the statement are anticipated.  A draft of the Letter of Representation has also been provided for the Committee to note.

Recommendations

The meeting is recommended to:

1.1         Note the revised Comprehensive Income and Expenditure Statement (CIES) at Appendix 1 and Balance Sheet at Appendix 2 in comparison to the published Draft Statement of Accounts 2021/22 (Appendix 3) and the documents be endorsed along with necessary changes to supporting statements and notes.

1.2         Agree that, once the final audit opinion is received, the Assistant Director Finance (S151 Officer), in consultation with the Chair of the Accounts, Audit and Risk Committee (or Vice Chair in case the Chairman is unavailable), be authorised to make any further material changes to the accounts agreed with the auditors and sign the accounts.  Any further changes will be brought to the Committee’s attention.

1.3         Agree that the Assistant Director of Finance, in consultation with the Chair of the Committee (or Deputy Chair in their absence), can make any further changes to the letters of representation agreed with the auditors that may arise during completion of the audit. Any further changes will be brought to the Committee’s attention.

Resolved

(1)  That the revised Comprehensive Income and Expenditure Statement (CIES) (annex to the minutes as set out in the minute book) and Balance Sheet (annex to the minutes as set out in the minute book) in comparison to the published Draft Statement of Accounts 2021/22 (annex to the minutes as set out in the minute book) be noted and the documents be endorsed along with necessary changes to supporting statements and notes.

(2)  That it be agreed that, once the final audit opinion is received, the Assistant Director Finance (S151 Officer), in consultation with the Chair of the Accounts, Audit and Risk Committee (or Vice Chair in case the Chairman is unavailable), be authorised to make any further material changes to the accounts agreed with the auditors and sign the accounts. 

(3)  That it be agreed that the Assistant Director of Finance, in consultation with the Chair of the Committee (or Deputy Chair in their absence), can make any further changes to the letters of representation agreed with the auditors that may arise during completion of the audit.

The Assistant Director of Finance submitted a report that updated Members on the draft statement of accounts for 2021/22, the draft audit results report of the external auditors and a draft letter of representation.

In introducing the report, the Head of Finance explained that there were six  technical changes to the statement of accounts between the draft published in July 2022 and the version presented to the Committee. The Head of Finance updated the Committee on figures in the consolidated income and expenditure statement and balance sheet.

The Committee was advised that the external audit was not yet complete, but no further material changes to the statement were anticipated and therefore delegation to sign off the Statement of Accounts 2021/22 at the appropriate time was sought.

In response to questions regarding Castle Quay, the Portfolio Holder for Finance, Councillor Nell, clarified the accounting position highlighting that the Committee was considering the draft accounts for 2021/22 and it was appropriate to focus on the values for that year rather than previous years. The accounts had been produced in accordance with the Local Authority Code of Practice. The Portfolio Holder for Finance added that this committee received quarterly reports on levels of debt.  Budget Planning Committee and Executive received regular reports on the in-year budget position.

The Committee thanked and commended Finance Officers for their hard work producing the Statement of Accounts 2021/22.

Resolved

(1)      That the revised Comprehensive Income and Expenditure Statement (CIES) (annex to the minutes as set out in the minute book) and Balance Sheet (annex to the minutes as set out in the minute book) in comparison to the published Draft Statement of Accounts 2021/22 (annex to the minutes as set out in the minute book) be noted and the documents be endorsed along with necessary changes to supporting statements and notes.

(2)      That it be agreed that, once the final audit opinion is received, the Assistant Director Finance (S151 Officer), in consultation with the Chair of the Accounts, Audit and Risk Committee (or Vice Chair in case the Chairman is unavailable), be authorised to make any further material changes to the accounts agreed with the auditors and sign the accounts. 

(3)      That it be agreed that the Assistant Director of Finance, in consultation with the Chair of the Committee (or Deputy Chair in their absence), can make any further changes to the letters of representation agreed with the auditors that may arise during completion of the audit.

Verbal update from the External Auditor.

Resolved

(1)        That the verbal update be noted.

The External Auditor provided a verbal update. Fieldwork was ongoing and a formal consultation with Finance officers was needed for each adjustment. The significant risks identified in the planning report remained the same.

The External Auditor advised the Committee that it was anticipated that the audit would be completed in late October. In light of the delegation to sign off the Statement of Accounts 2021/22 agreed under the previous agenda item, the External Auditor explained that she would send the external audit results to Committee members and, subject to the majority of Committee members responding they were satisfied, the delegation to sign off could be fulfilled.

Resolved

(1)        That the verbal update be noted.

Report of the Assistant Director of Finance

Purpose of report

The report presents the Internal Audit progress report for 2023/24. Two audits have now been completed: Community Development Projects and Climate, both with overall conclusions of Amber. Community Development Projects has been finalised and the executive summary is included within this report. The plan to address the actions required have been agreed with senior management and implementation of those actions are in progress. The audit of Climate is at draft report stage and the action plan is currently being agreed with senior management. The executive summary from the audit will be brought in the next update to the committee. There are three audits currently being undertaken and the remaining three are planned in for later in the year.

The implementation status of previously agreed management actions continues to be positive across the organisation, with good rates of implementation and evidence that other actions are being actively progressed.

Recommendations

The meeting is recommended:

1.1         To note the progress with the 2023/24 Internal Audit Plan and the outcome of the completed audits.

Resolved

(1)       That the Internal Audit Progress Report 2023/24 be noted.

The Assistant Director of Finance submitted a report that updated the committee on Internal Audit progress for 2023/24.

In introducing the report, the Chief Internal Auditor advised that two audits had now been completed: Community Development Projects and Climate, both with overall conclusions of Amber. There were three audits currently being undertaken and the remaining three were planned  for later in the year.

Resolved

(1)       That the Internal Audit Progress Report 2023/24 be noted.

Report of Assistant Director – Customer Focus

Purpose of report

To update the committee on how well the council is managing its Strategic Risks.

Recommendations

The meeting is recommended:

1.1      To note the Risk Monitoring Report for July 2023.

Resolved

(1)       That the Risk Monitoring Report July 2023 be noted.

The Assistant Director - Customer Focus submitted a report that updated the Committee on how well the Council was managing its Strategic Risks.

Resolved

(1) That the Risk Monitoring Report for July 2023 be noted.

Report of the Monitoring Officer

Purpose of report

To provide Council with the Local Government and Social Care Ombudsman’s annual report on Cherwell District Council for the financial year 2022/23.

Recommendations

The meeting is recommended:

1.1       To receive the report and comment on the Local Government and Social Care Ombudsman’s Annual Review of Cherwell District Council for 2022/23.

Resolved

(1)       That the Local Government and Social Care Ombudsman Annual Report 2022/23 be noted.

The Monitoring Officer submitted a report which provided Committee with the Local Government and Social Care Ombudsman Annual Report on Cherwell District Council for the financial year 2022/23.

Resolved

(1)       That the Local Government and Social Care Ombudsman Annual 

           Report 2022/23 be noted.

There were no items of urgent business.

To consider and review the Work Programme.

Resolved

(1)       That the Work Programme be noted.

The Head of Finance updated the Committee on the Work Programme.

Resolved

(1)       That the Work Programme be noted.