Agenda, decisions and minutes


Venue: Virtual meeting

Contact: Sharon Hickson, Democratic and Elections  Email: democracy@cherwell-dc.gov.uk, 01295 221554

Media

Items
No. Item

53.

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.

Additional documents:

Minutes:

There were no declarations of interest.

54.

Petitions and Requests to Address the Meeting

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

Additional documents:

Minutes:

There were no petitions or requests to address the meeting.

55.

Minutes pdf icon PDF 206 KB

To confirm as a correct record the Minutes of the meeting of the Committee held on 20 January 2021.

Additional documents:

Minutes:

The Minutes of the meeting of the Committee held on 20 January 2021 were agreed as a correct record and signed by the Chairman.

56.

Chairman's Announcements

To receive communications from the Chairman.

Additional documents:

Minutes:

Members were informed that item 10 – External Audit update would be presented before item 7 Monthly Performance, Risk and Finance Monitoring report.

57.

Urgent Business

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

 

Additional documents:

Minutes:

There were no items of urgent business.

58.

Monthly Performance, Risk and Finance Monitoring Report - January 2021 pdf icon PDF 962 KB

Report of Director of Finance, and Head of Insight and Corporate Programmes

 

Purpose of report

 

This report summarises the Council’s Performance, Risk and Finance monitoring position as at the end of January 2021. The Committee will focus on the risk elements of the report.

Recommendations

            

The meeting is recommended:

 

1.1       To note the Risk aspects of the monthly Performance, Risk and Finance Monitoring Report.

 

Additional documents:

Decision:

Resolved

 

(1)          That the risk aspects of the monthly Performance, Risk and Finance Monitoring Report be noted

Minutes:

The Director of Finance, and Head of Insight and Corporate Programmes submitted a report summarising the Council’s Performance, Risk and Finance monitoring position as at the end of January 2021.

 

The Head of Insight and Corporate Programmes reminded Members that the Committee was responsible for monitoring the risk aspects of the report and reported the significant changes to the Leadership Risk Register.

 

 

Resolved

 

(1)          That the risk aspects of the monthly Performance, Risk and Finance Monitoring Report be noted

59.

Housing Benefit and Council Tax Reduction Risk Based Verification pdf icon PDF 272 KB

Report of Director of Finance

 

Purpose of report

 

To provide members with an update on the Risk Based Verification (RBV) module including any impacts on the service and to seek approval for the RBV Policy for 2021-2022.

 

Recommendations

 

The meeting is recommended:

 

 1.1        To note the contents of this report.

 

1.2     To approve the Risk Based Verification (RBV) policy for the financial year 2021-2022.

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That having given due consideration the Risk Based Verification policy  for the financial year 2021-2022 be approved

 

 

Minutes:

The Director of Finance submitted a report providing members with an update on the Risk Based Verification (RBV) module including any impacts on the service and to seek approval for the RBV Policy for 2021-2022.

 

The Operations Director CSN Resources informed Members that in recognition of COVID-19 pandemic the Department of Work and Pensions had introduced the Trust and Protect principle, which allowed local authorities to accept scanned or photocopied documents rather than original documents. Once restrictions had eased, the required evidence would be requested.

 

Resolved

 

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

 

(2)          That having given due consideration the Risk Based Verification policy for the financial year 2021-2022 be approved

 

 

60.

Internal Audit Progress Report 2020/21 pdf icon PDF 279 KB

Report of the Director of Finance

 

Purpose of report

 

The report presents the Internal Audit Progress report for 2020/21

 

Recommendations

            

The meeting is recommended:

 

1.1       To note the progress with the 2020/21 Internal Audit Plan and the outcome of the completed audits.

Additional documents:

Decision:

Resolved

 

(1)          That the progress with the 2020/21 Internal Audit Plan and the outcome of the completed audits be noted.

Minutes:

The Director of Finance submitted a report which presented the Internal Audit Progress for 2020/21.

 

The Chief Internal Auditor informed the Committee that all counter fraud posts had now been filled, with the final Counter Intelligence Officer now in post.

 

The Chief Internal Auditor highlighted the significant reduction of outstanding management actions for 2018/19 and 2019/20, informing Members that 14 actions for 2018/19 and 18 actions for 2019/20 remained open. The remaining outstanding actions would continue to be reviewed and followed up with the senior management team.

 

Resolved

 

(1)          That the progress with the 2020/21 Internal Audit Plan and the outcome of the completed audits be noted.

61.

External Audit Update pdf icon PDF 360 KB

Verbal Update by the Director of Finance.

Additional documents:

Decision:

Resolved

 

(1)          That the  Statement of Accounts 2019/20 with the changes in the annex to the Minutes (as set out in the Minute Book) already added, be endorsed, and once the final audit opinion is received the 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 sign the accounts and it be noted that if any material changes to the accounts are required, then an additional committee meeting would be convened to consider the changes.

 

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

Minutes:

The Director of Finance submitted a report for consideration by Members, containing changes to be incorporated to the draft statement of accounts.

 

The Assistant Director of Finance gave a brief overview of the 2019/20 accounts, advising Members that as part of the audit carried out there had been material changes to the accounts since the January committee meeting to make corrections identified by management or to address issues raised by the external audit.

 

Ernst and Young, the council’s external auditor, provided an overview of the status of the audit and thanked the Finance department for their assistance during the audit of the accounts.

 

Resolved

 

(1)          That the  Statement of Accounts 2019/20 with the changes in the annex to the Minutes (as set out in the Minute Book) already added, be endorsed, and once the final audit opinion is received the 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 sign the accounts and it be noted that if any material changes to the accounts are required, then an additional committee meeting would be convened to consider the changes.

 

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

62.

Treasury Management Report - Q3 2020-21 pdf icon PDF 498 KB

Report of the Director of Finance

 

Purpose of report

 

To receive information on treasury management performance and compliance with treasury management policy for 2020-21 as required by the Treasury Management Code of Practice.

 

Recommendations

            

The meeting is recommended:

 

1.1       To note the contents of the Quarter 3 2020/21  Treasury Management Report.

Additional documents:

Decision:

Resolved

 

(1)          That the contents of the Quarter 3 2020/21 Treasury Management Report be noted.

Minutes:

The Director of Finance submitted a report providing information on treasury management performance and compliance with treasury management policy for 2020-21 as required by the Treasury Management Code of Practice.

 

Resolved

 

(1)          That the contents of the Quarter 3 2020/21 Treasury Management Report be noted.

63.

Changes to Accounts, Audit & Risk Committee Terms of Reference pdf icon PDF 210 KB

Report of the Director of Law & Governance and Monitoring Officer

 

Purpose of report

 

The report recommends changes to the terms of reference for the Accounts, Audit & Risk Committee.

 

Recommendations

            

The meeting is recommended:

 

1.1       To agree the proposed terms of reference for the Accounts, Audit & Risk Committee, as set out at Appendix 1 to this report.

Additional documents:

Decision:

Resolved

 

(1)          That having given due consideration,  the new Terms of Reference for Audit & Risk Committee, as set out in the annex to the Minutes (as set out on the Minutes Book)  be endorsed and recommended to full Council for approval.

Minutes:

The Director of Law & Governance and Monitoring Officer submitted a report which recommended changes to the Terms of Reference for the Accounts, Audit & Risk Committee.

 

The Director of Law & Governance and Monitoring Officer informed Members that the proposed Terms of Reference extended the areas that would be reported to the  Committee and confirmed that the amendments were aligned to current best practise and based on the Charted Institute of Public Finance and Accountancy (CIPFA) model template.

 

Resolved

 

(1)          That having given due consideration, the new Terms of Reference for Audit & Risk Committee, as set out in the annex to the Minutes (as set out on the Minutes Book) be endorsed and recommended to full Council for approval.

64.

Draft Annual Report of Accounts, Audit and Risk pdf icon PDF 356 KB

Report of the Director of Finance

 

Purpose of report

 

The report presents the draft report of the Accounts, Audit & Risk Committee.

 

Recommendations

            

The meeting is recommended:

 

1.1       To review the draft report, agree any amendments and finalise in preparation for presentation to Council by the Chairman of the Accounts, Audit & Risk Committee.

 

Additional documents:

Decision:

Resolved

 

(1)          That the draft Annual Report of the Accounts, Audit and Risk Committee be endorsed and it be agreed that the Director of Finance, in consultation with the Chair of the Committee (or Deputy Chair in their absence), can make any further amendments and finalise the Annual Report of the Accounts Audit and Risk Committee for presentation at full Council

Minutes:

The Director of Finance submitted a report which presented the draft report of the Accounts, Audit & Risk Committee.

 

Resolved

 

(1)          That the draft Annual Report of the Accounts, Audit and Risk Committee be endorsed and it be agreed that the Director of Finance, in consultation with the Chair of the Committee (or Deputy Chair in their absence), can make any further amendments and finalise the Annual Report of the Accounts Audit and Risk Committee for presentation at full Council

65.

Work Programme pdf icon PDF 182 KB

To consider and review the Work Programme.

Additional documents:

Decision:

Resolved

 

(1)          That the work programme be noted.

Minutes:

The Assistant Director of Finance gave an overview of the indicative work programme for the 2021/2022 municipal year.

 

Resolved

 

(1)          That the work programme be noted.