Agenda, decisions and draft minutes


Accounts, Audit and Risk Committee - Wednesday 16 March 2022 6.30 pm

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

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

Media

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.

Additional documents:

Minutes:

13. Final 2020/21 Audit Results Report.

 

Councillor Andrew Beere, Non Statutory Interest, as a member of Banbury Town Council.

61.

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.

62.

Minutes pdf icon PDF 209 KB

To confirm as a correct record the Minutes of the meeting of the Committee held on 19 January 2022.

Additional documents:

Minutes:

The Minutes of the meeting of the Committee held on 19 January 2022 were agreed as a correct record and signed by the Chairman.

63.

Chairman's Announcements

To receive communications from the Chairman.

Additional documents:

Minutes:

There were no chairman’s announcements.

64.

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.

65.

Monthly Performance, Risk and Finance Monitoring Report pdf icon PDF 1 MB

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

 

Purpose of report

 

This report summarises the Council’s Performance, Risk and Finance monitoring positions as at the end of January 2022.

 

Recommendations

            

The meeting is recommended:

 

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

Additional documents:

Decision:

Resolved

 

(1)      That 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 positions as at the end of January 2022.

 

In introducing the report, the Assistant Director of Finance explained that in relation to the Re-profile beyond 2021/22 within Commercial Development, Assets & Investments, the narrative for Bodicote House Fire Compliance is incorrect and should read  “The scope is being reviewed to ascertain actual requirements.  The delay is also linked to prioritisation of the delivery of the Public Sector Decarbonisation Scheme works”. The commentary was correct.

 

Resolved

 

(1)       That the monthly Performance, Risk and Finance Monitoring Report be noted.

66.

Housing Benefit and Council Tax Reduction Risk Based Verification pdf icon PDF 366 KB

Report of Interim Assistant Director-Revenues and Benefits

 

Purpose of report

 

To provide members with details of the Risk Based Verification (RBV) policy and to seek approval for the RBV Policy for 2022-2023.

 

Recommendations

            

The meeting is recommended:

 

1.1         To note the contents of this report.

 

1.2      To approve the RBV policy for the financial year 2022-2023 at Appendix A.

 

Additional documents:

Decision:

Resolved

 

(1)          That the contents of this report be noted

 

(2)          That having given  due consideration, the Risk Based Verification Policy for the financial year 2022-2023 be approved.

Minutes:

The Interim Assistant Director-Revenues and Benefits submitted  a report that provided members with details of the Risk Based Verification (RBV) policy and sought approval for the RBV Policy for 2022-2023.

 

Resolved

 

(1)          That the contents of this report be noted

 

(2)          That having given  due consideration, the Risk Based Verification Policy for the financial year 2022-2023 be approved.

67.

Update on Counter Fraud Annual Plan 2021/22 pdf icon PDF 377 KB

Report of the Assistant Director of Finance

 

Purpose of report

 

This report presents a summary of activity against the Annual Plan for the Counter-Fraud service at CDC for 2021/22, which was previously presented to the Accounts, Audit & Risk July 2021 committee. The Plan supports the Council’s Anti-Fraud and Corruption Strategy by ensuring that the Council has in place proportionate and effective resources and controls to prevent and detect fraud as well as investigate those matters that do arise.

 

Recommendations

            

The meeting is recommended to:

 

1.1       Comment and note the summary of activity against the Annual Counter Fraud Plan for 2021/22.

Additional documents:

Decision:

Resolved

 

(1)            That the summary of activity against the Annual Counter Fraud Plan for 2021/22 be noted.

Minutes:

The Assistant Director of Finance submitted a report which summarised the activity against the Annual Plan for the Counter-Fraud service at Cherwell District Council for 2021/22.

 

Resolved

 

(1)          That the summary of activity against the Annual Counter Fraud Plan for 2021/22 be noted.

68.

General Data Protection Regulation Audit 2021 update pdf icon PDF 352 KB

Report of the Director of Law and Governance

 

Purpose of report

 

This report sets out the current position of the council with regard to the actions resulting from the July 2021 audit of the General Data Protection Regulation.

 

Recommendations

            

The meeting is recommended:

 

1.1       To note the report.

Additional documents:

Decision:

Resolved

 

(1)          That the General Data Protection Regulation Audit 2021 report be noted.

Minutes:

The Director of Law and Governance submitted a report which set out the current position of the Council with regard to the actions resulting from the General Data Protection Regulation audit in July 2021.

 

In response to the Committee’s question regarding Member’s use of personal equipment for Council work, the Director of Law and Governance advised  that she would confirm  if  this was covered in the Information Security Management Policy or included within the ICT policy. The Director of Law and Governance would also advise confirm if Members using personal equipment were exempt from paying an individual Data Protection Controller Fee.

 

In response to Members’ questions regarding  data breaches as a result of hacking and if   the Council maintained cyber insurance against such risk, the Assistant Director of Finance Director undertook to confirm to the Committee what provision the current policy gives regarding Cyber Insurance.

 

The Committee  requested that a written update of the results of the March Governance Board be forwarded to the Chairman of the Account Audit and Risk Committee to  circulate to committee members.

 

Resolved

 

(1)          That the General Data Protection Regulation Audit 2021 report be noted.

69.

Draft Annual Report of Accounts, Audit and Risk Committee pdf icon PDF 357 KB

Report of the Assistant 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 Chair of the Accounts, Audit & Risk Committee.

Additional documents:

Decision:

Resolved

 

(1)          That, having given due consideration, it be agreed that the Annual Report of Accounts, Audit and Risk Committee report be presented to Council.

 

(2)          That Full Council  be recommended to agree a change of the Accounts, Audit and Risk Committee Terms of Reference to remove the mandatory training requirement for appointed substitutes attending a meeting of the Committee

Minutes:

The Assistant Director of Finance submitted a report which presented the draft report of the Annual Accounts, Audit & Risk Committee for 2021/22.

 

The Assistant Director of Finance advised Members that the current Terms of Reference for the Committee required Members and any substitute attending a meeting to have received training before attending. It was proposed that the training required be removed for substitutes to facilitate their attendance, particularly if asked to substitute at short notice.

 

The Committee proposed no further changes or amendments to the report and endorsed it and the amendment to the Terms of Reference for submission to Council.

 

Resolved

 

(1)          That, having given due consideration, it be agreed that the Annual Report of Accounts, Audit and Risk Committee report be presented to Council.

 

(2)          That Full Council  be recommended to agree a change of the Accounts, Audit and Risk Committee Terms of Reference to remove the mandatory training requirement for appointed substitutes attending a meeting of the Committee

70.

Treasury Management Report - Q3 2021-22 pdf icon PDF 489 KB

Report of the Assistant Director of Finance

 

Purpose of report

 

To receive information on treasury management performance and compliance with treasury management policy for 2021-22 as required by the Treasury Management Code of Practice.

 

Recommendations

            

The meeting is recommended:

 

1.1       To note the contents of the Quarter 3 2021-22 Treasury Management Report.

Additional documents:

Decision:

Resolved

 

(1)            That the contents of the Quarter 3 2021-22 Treasury Management Report be noted.

Minutes:

The Director of Finance submitted a report which provided information on treasury management performance and compliance with treasury management policy for 2021-22 as required by the Treasury Management Code of Practice.

 

In introducing the report, the Strategic Finance Business Partner advised the Committee of two amendments to the report. In relation to the borrowing position the interest payable for the full year was forecast to be £203k under budget (positive variance). In relation to investment performance for the 9 months ending 31 December 2021, the interest receivable for the full year was forecast to be £58k below budget )adverse variance).

 

Resolved

 

(1)          That the contents of the Quarter 3 2021-22 Treasury Management Report be noted.

71.

Final 2020/21 Audit Results Report pdf icon PDF 356 KB

** Please note the Appendix to this report to follow as it is being reviewed and finalised **

 

Report of the Assistant Director of Finance

 

Purpose of report

 

To make the Committee aware of the final 2020/21 Audit Results Report

 

Recommendations

            

The meeting is recommended to:

 

1.1       Note the final 2020/21 Audit Results Report

Additional documents:

Decision:

Resolved

 

(1)            That the final 2020/21 Audit Results Report be noted.

Minutes:

The Assistant Director of Finance submitted a report which presented the final 2020/21 Audit Results.

 

In presenting the report, the Strategic Finance Business Partner highlighted  that the 2020/21 external audit results report contained an unqualified opinion and the accounts had been signed off on Monday 14 March 2022.

 

Ernst and Young, the council’s external auditor, thanked the Finance team for the hard work provided during this audit

 

Resolved

 

(1)          That the final 2020/21 Audit Results Report be noted.

72.

Work Programme pdf icon PDF 61 KB

To consider and review the Work Programme.

Additional documents:

Decision:

Resolved

 

(1)          That, subject to the addition of the Local Code of Corporate Governance  to the May meeting, the work programme be noted.

Minutes:

The Committee considered it’s work programme and proposed committee training schedule. The Assistant Finance Director highlight one addition to the May meeting the “Local Code of Corporate Governance “.

 

Resolved

 

(1)          That, subject to the addition of the Local Code of Corporate Governance  to the May meeting, the work programme be noted.

73.

Councillor Kerford-Byrnes, Chairman of Accounts, Audit & RIsk Committee

Additional documents:

Minutes:

Councillor Kerford-Byrnes addressed the  meeting explaining that this was  the last meeting of the Committee he would be attending as he was standing down as a councillor.  Councillor Kerford-Byrnes thanked  all Committee members past and present for their support over the past eleven years.

 

Councillor Kerford-Byrnes also  thanked all officers and the external auditor that worked with the committee for their continuing support and commitment.

 

Members responded to Councillor Kerford-Byrnes and thanked him for his time and commitment as Chairman of the committee.