Agenda, decisions and draft minutes


Accounts, Audit and Risk Committee - Wednesday 27 July 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

14.

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.

15.

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.

16.

Minutes pdf icon PDF 206 KB

To confirm as a correct record the Minutes of the meeting of the Committee held on 25 May 2022.

Additional documents:

Minutes:

The Minutes of the meeting of the Committee held on 25 May 2022 were agreed as a correct record and signed by the Chairman.

17.

Chairman's Announcements

To receive communications from the Chairman.

Additional documents:

Minutes:

There were no chairman’s announcements.

18.

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.

19.

End of year 2021- 2022 Performance, Risk and Finance Monitoring Report pdf icon PDF 863 KB

Report of Assistant Director of Finance & S151 Officer and Assistant Director Customer Focus Interim

 

Purpose of report

 

This report summarises the Council’s Performance, Risk and Finance monitoring positions at the end of the Financial Year 2021-2022.

 

Recommendations

 

The meeting is recommended:

 

1.1       To note the Performance, Risk and Finance Monitoring Report

Additional documents:

Decision:

Resolved

 

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

 

Minutes:

The Assistant Director of Finance & S151 Officer and Interim Assistant Director Customer Focus submitted a report which summarised the Council’s Performance, Risk and Finance monitoring positions at the end of the Financial Year 2021-2022.

 

Resolved

 

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

 

20.

Regulatory Compliance Report pdf icon PDF 381 KB

Report of Interim Monitoring Officer

 

Purpose of report

 

To provide the Committee with an update regulatory compliance.

 

Recommendations

            

The meeting is recommended:

 

1.1         To consider and comment on the report.

 

If the Committee has any queries on any aspect of the report that may disclose information under paragraphs 1 – 7 of Schedule 12A of Local Government Act 1972, the Interim Monitoring Officer will advise the relevant paragraph and it will be necessary for the Committee to resolve to exclude the press and public whilst exempt information is considered

Additional documents:

Decision:

Resolved

 

(1)         That the Regulatory Compliance report be noted.

 

Minutes:

The Interim Monitoring Officer submitted a report which updated the Committee on regulatory compliance.

 

In introducing the report, the Interim Monitoring Officer explained that a number of these functions; Freedom of Information requests, Environmental Information Regulations, Subject Access Requests,  were currently in a transition period back in house having been run by Oxfordshire County Council under a shared service function arrangement. Future reports would provide more information for these areas.  

 

Resolved

 

(1)         That the Regulatory Compliance report be noted.

 

21.

Update on Counter Fraud Annual Plan 2021/22 and presenting the Counter Fraud Annual Plan 2022/23 pdf icon PDF 421 KB

Report Assistant Director of Finance & S151 Officer

 

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 report also presents the new Counter Fraud Plan for the year 2022/23.

 

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.

 

1.2         Comment and note the Counter Fraud Plan for 2022/23.

 

1.3       Comment and note the Investigation Report in Annex 1.

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That the Counter Fraud Plan for 2022/23 be noted.

 

(3)          That the Investigation Report be noted.

Minutes:

The Assistant Director of Finance & S151 Officer submitted a report which summarised the activity against the Annual Plan for the Counter Fraud service at Cherwell District Council for 2021/22 and presented the Counter-Fraud plan for the year 2022/23

 

Resolved

 

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

 

(2)          That the Counter Fraud Plan for 2022/23 be noted.

 

(3)          That the Investigation Report be noted.

22.

Internal Audit Charter pdf icon PDF 364 KB

Report of Assistant Director of Finance & S151 Officer

 

Purpose of report

 

This report presents the Internal Audit Charter and Internal Audit Quality Assurance Programme for 2022/23.

 

Recommendations

            

The committee is Recommended to:

 

1.1         Approve the Internal Audit Charter.

 

1.2       Note the Quality Assurance and Improvement Programme.

Additional documents:

Decision:

Resolved

 

(1)          That after due consideration the Internal Audit Charter be approved

 

(2)          That the Quality Assurance and Improvement Programme be noted

Minutes:

The Assistant Director of Finance & S151 Officer submitted a report which presented the Internal Audit Charter and Internal Audit Quality Assurance programme for 2022/23.

 

Resolved

 

(1)          That after due consideration the Internal Audit Charter be approved

 

(2)          That the Quality Assurance and Improvement Programme be noted

23.

Treasury Management Report - Q4 (March 2022) pdf icon PDF 425 KB

Report of the Assistant Director of Finance & S151 Officer

 

Purpose of report

 

To receive information on treasury management performance and compliance with treasury management policy and Prudential Indicators 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 Q4 (March 2022) Treasury Management Report.

Additional documents:

Decision:

Resolved

 

(1)      That the contents of the Q4 (March 2022) Treasury Management Report be noted

Minutes:

The Assistant Director of Finance & S151 Officer 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.

 

The Strategic Finance Business Partner advised the Committee that as  interest rates were rising, the borrowing strategy had been adjusted in line with the change of circumstance and in consultation with Portfolio Holder, Treasury advisors and the Leader. Short term borrowing would be replaced by  long term borrowing which would range from 5 – 10years.

 

Resolved

 

(1)       That the contents of the Q4 (March 2022) Treasury Management Report be noted

24.

Support to Subsidiaries pdf icon PDF 365 KB

Report of the Assistant Director of Finance & S151 Officer

 

Purpose of report

 

To inform the Committee of the overall level of support provided to the Council’s subsidiaries and how this is considered as part of the external audit.

 

Recommendations

            

The meeting is recommended:

 

1.1     To note the report and raise any queries on the exempt appendix.

Additional documents:

Decision:

Resolved

 

(1)       That the report be noted.

Minutes:

The Assistant Director of Finance & S151 Officer submitted a report that informed the Committee of the overall level of support provided to the Council’s subsidiaries and how this was considered as part of the external audit.

 

Resolved

 

(1)       That the report be noted.

25.

Work Programme pdf icon PDF 183 KB

To consider and review the Work Programme.

Additional documents:

Decision:

Resolved

 

(1)            That the work programme be noted.

 

Minutes:

The Strategic Finance Business Partner advised the committee that the following items would not be submitted to the September meeting: Report of those in charge of Governance 2021/22; External Audit – Annual Audit Opinion 2021/22; and, Final Statement of Accounts and Letter of Representation 2021/22. The work programme would be updated to reflect the revised meeting at which these items would be considered.

 

The Committee agreed that a Counter Fraud & Whistleblowing training session be arranged to follow the AARC meeting on 28 September and that the training should be open to all Members.

 

Resolved

 

(1)          That the work programme be noted.

 

26.

Exclusion of Press and Public

The following report(s) contain exempt information as defined in the following paragraph(s) 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 item(s) 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.”

 

 

Additional documents:

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, 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.

 

27.

Support to Subsidiaries - Exempt Appendix

Decision:

Resolved

 

(1)            That the exempt appendix be noted.

 

Minutes:

Resolved

 

(1)            That the exempt appendix be noted.