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 records the Minutes of the meetings of the Committee held on 22 March 2023 and 23 May 2023.

The Minutes of the meetings of the Committee held on 22 March 2023 and 23 May 2023 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

In relation to agenda item 10, the Chairman advised the Committee that Ernst & Young, the council’s External Auditors would not be providing an update. The meeting would therefore move straight from item 9 to item 11.

There were no items of urgent business.

Report of Assistant Director of Finance & S151 Officer

Purpose of report

To provide members with details of the Risk Based Verification (RBV) policy and to seek approval for the reviewed RBV Policy for 2023/24.

Recommendations

The meeting is recommended

1.1           To note the contents of this report

1.2           To approve the Risk Based Verification policy for the financial year 2023/24 (Appendix 1).

Resolved

(1)          That the report be noted

(2)          That having given  due consideration, the Risk Based Verification Policy for the financial year 2023/2024 be approved.

The Assistant Director Finance submitted a report that provided Members with details of the Risk Based Verification (RBV) policy and to seek approval for the reviewed RBV Policy for 2023/24.

Resolved

(1)           That the report be noted

(2)           That having given  due consideration, the Risk Based Verification Policy for the financial year 2023/2024 be approved.

Report of the Assistant Director Law and Governance and Monitoring Officer.

Purpose of report

The report sets out the Annual Governance Statement (AGS) for the Council for 2022-23 for approval. The AGS summarises the key governance issues for the Council and the actions required to address these. The AGS is required to be approved by those charged with governance, the Accounts Audit & Risk Committee, under the Accounts and Audit Regulations 2015.

Recommendations

  The meeting is recommended:

1.1           To approve the Annual Governance Statement 2022-23.

1.2           To authorise the Leader of the Council and the Chief Executive to sign the Annual Governance Statement on behalf of Cherwell District Council.

Resolved

(1)     That, subject to the Monitoring Officer making any necessary amendments in the light of comments made by the Committee, after consultation with the Leader of the Council, the Chief Executive and the Section 151 Officer that the Annual Governance Statement 2022/23 be approved.

(2)     That the Leader of the Council and the Chief Executive be authorised to sign the Annual Governance Statement on behalf of Cherwell District Council.

The Assistant Director Law and Governance submitted a report setting out the Annual Governance Statement (AGS) for the Council for 2022-23 for approval. The AGS summarised the key governance issues for the Council and the actions required to address these.

In introducing the report, the Interim Legal Services Manager advised that the AGS is required to be approved by those charged with governance, the Accounts Audit & Risk Committee, under the Accounts and Audit Regulations 2015.

Resolved

(1)    That, subject to the Monitoring Officer making any necessary amendments in the light of comments made by the Committee, after consultation with the Leader of the Council, the Chief Executive and the Section 151 Officer that the Annual Governance Statement 2022/23 be approved.

(2)    That the Leader of the Council and the Chief Executive be authorised to sign the Annual Governance Statement on behalf of Cherwell District Council.

Report of Assistant Director – Customer Focus

Purpose of report

To update the committee on how well the council is managing its Strategic Risks and to seek the committee’s views on the Council’s Risk Management Strategy.

Recommendations

The meeting is recommended:

1.1       To note the Risk Monitoring Report for Quarter 1 2023.

1.2       To review the Council’s current Risk Management Strategy 2022/23 (Appendix 2)  and recommend any improvements for Executive consideration.

Resolved

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

(2)          That the Councils current Risk Management Strategy  2022/23 be noted and no improvements or comments be referred to Executive for consideration.

The Assistant Director, Customer Focus submitted a report that updated the  Committee on how well the council was managing its Strategic Risks and to seek the committee’s views on the Council’s Risk Management Strategy.

Resolved

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

(2)           That the Councils current Risk Management Strategy  2022/23 be noted and no improvements or comments be referred to Executive for consideration.

External Auditors, Ernst & Young to provide verbal update

External Audit had advised they would not be providing a verbal item therefore this item was not considered.

As advised under the Chairman’s announcements, External Audit had advised they would not be providing a verbal item to the meeting.

Annual Report of the Chief Internal Auditor 2022/23

Purpose of report

This is the annual report of the Chief Internal Auditor, summarising the outcome of the Internal Audit work in 2022/23, and providing an opinion on the Council's System of Internal Control.

Recommendations

The meeting is recommended to:

1.1     Consider and endorse this annual report.

Resolved

(1)       That, having given due consideration, the Annual Report of the Chief Internal Auditor 2022/23 be endorsed

The Chief Internal Auditor submitted a report which summarised the outcome of the Internal Audit work in 2022/23, and provided an opinion on the Council's System of Internal Control.

Resolved

(1)       That, having given due consideration, the Annual Report of the Chief Internal Auditor 2022/23 be endorsed

Report of the Assistant Director of Finance & S151 Officer

Purpose of report

The report presents the Internal Audit Strategy and Plan for 2023/24.

Recommendations

The meeting is recommended to:

1.1     note and comment on the Internal Audit Strategy and Plan for 2023/24.

Resolved

(1)          That the Internal Audit Strategy and Plan for 2023/24 be noted.

The Chief Internal Auditor submitted a report which presented the internal Audit Strategy and Plan for 2023/24.

Resolved

(1)           That the Internal Audit Strategy and Plan for 2023/24 be noted.

Report of Assistant Director of Finance

Purpose of report

This report presents the Internal Audit Charter and Internal Audit Quality Assurance Programme for 2023/24.

Recommendations

The meeting is recommended to:

1.1        Approve the Internal Audit Charter.

1.2           Note the Quality Assurance and Improvement Programme.

Resolved

(1)          That, having given due consideration, the Internal Audit Charter be approved.

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

The Assistant Director of Finance submitted a report on the Internal Charter and Internal Audit Quality Assurance programme for 2023/24.

Resolved

(1)           That, having given due consideration, the Internal Audit Charter be approved.

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

Report of 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 2022/23, which was previously presented to the Accounts, Audit & Risk July 2022 committee.  The report also presents the new Counter Fraud Plan for the year 2023/24.

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 2022/23.

1.2             Comment and note the Counter Fraud Plan for 2023/24.

Resolved

(1)          That the summary of activity against the Annual Counter Fraud Plan for 2022/23 be noted.

(2)          That the Counter Fraud Plan for 2023/24 be noted.

The Assistant Director of Finance submitted a report which summarised the activity against the Annual Plan for the Counter-Fraud service at CDC for 2022/23, which was previously presented to the Accounts, Audit & Risk at the July 2022 meeting.  The report also presented the new Counter Fraud Plan for the year 2023/24.

The Plan supported 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.

In introducing the report, the Chief Internal Auditor highlighted to members that a large piece of work carried out for Cherwell, the  National Fraud Initiative was close to conclusion, Figures and details would be reported to the committee at the November meeting of the Committee.

Resolved

(1)           That the summary of activity against the Annual Counter Fraud Plan for 2022/23 be noted.

(2)           That the Counter Fraud Plan for 2023/24 be noted.

Report of the Assistant Director of Finance

Purpose of report

To receive information on treasury management performance and compliance with treasury management policy for 2022-23 as required by the Treasury Management Code of Practice.

Recommendations

The meeting is recommended:

1.1           To note the contents of this Treasury Management Report.

Resolved

(1)          That the Treasury Management Report – Annual Performance Report 2022/23 be noted.

The Assistant Director of Finance & S151 Officer submitted a report that gave information on treasury management performance and compliance with treasury management policy for 2022-23 as required by the Treasury Management Code of Practice

Resolved

(1)           That the Treasury Management Report – Annual Performance Report 2022/23 be noted.

Report of the Assistant Director of Finance

Purpose of report

To receive information on treasury management performance and compliance with treasury management policy for 2023-24 as required by the Treasury Management Code of Practice.

All treasury management activities undertaken to date during the financial year 2023-24 complied with the CIPFA Code of Practice and the Council’s approved Treasury Management Strategy, and all Prudential Indicators were met during the reporting period.

Over the course of the year, there is an overall forecast underspend of £0.376m.

Recommendations

The meeting is recommended:

1.1           To note the contents of this Treasury Management Report.

1.2           To note the strategy for future borrowing requirements at Appendix 1.

Resolved

(1)          That the Q1 2023/24 Treasury Management Report be noted.

(2)          That the strategy for future borrowing requirements be noted

The Assistant Director of Finance & S151 Officer submitted a report that gave information on the treasury management performance and compliance with treasury management policy for 2023-24 as required by the Treasury Management Code of Practice.

All treasury management activities undertaken to date during the financial year 2023-24 complied with the CIPFA Code of Practice and the Council’s approved Treasury Management Strategy, and all Prudential Indicators were met during the reporting period.

Over the course of the year, there was an overall forecast underspend of £0.376m.

Resolved

(1)           That the Q1 2023/24 Treasury Management Report be noted.

(2)           That the strategy for future borrowing requirements be noted

Report of the Assistant Director of Finance (S151 Officer)

Purpose of report

To review and approve the Accounting Policies for inclusion in the 2022/23 Statement of Accounts. The Council is required to set accounting policies which set out the specific principles, bases, conventions, rules, and practices applied by an authority in preparing and presenting financial statements. The accounting policies describe how the Council has interpreted and applied the Code of Practice on Local Authority Accounting. There have been no material changes to the Accounting Policies.

In addition, to note that the 2022/23 Draft Statement of Accounts were not published by the 31 May 2023 deadline, due to delays in the audit of the 2021/22 Statement of Accounts.

Recommendations

The meeting is recommended:

1.1           To approve the accounting policies as approved by the Chief Finance Officer (Appendix 1).

1.2           Note that the 2022/23 Draft Statement of Accounts were not published by the 31 May 2023 deadline.

Resolved

(1)          That having given due consideration, the accounting policies as approved by the Chief Finance Officer be approved

(2)          That it be noted the 2022/23 Draft  Statement of Accounts were not published by the 31 May deadline be noted.

The Assistant Director of Finance and S151 Officer submitted a report for the Committee to review and approve the Accounting Policies for inclusion in the 2022/23 Statement of Accounts. The Council was required to set accounting policies which set out the specific principles, bases, conventions, rules, and practices applied by an authority in preparing and presenting financial statements. The accounting policies describe how the Council has interpreted and applied the Code of Practice on Local Authority Accounting. There have been no material changes to the Accounting Policies.

In addition, the Committee was advised and requested to note that the 2022/23 Draft Statement of Accounts were not published by the 31 May 2023 deadline, due to delays in the audit of the 2021/22 Statement of Accounts.

Resolved

(1)           That having given due consideration, the accounting policies as approved by the Chief Finance Officer be approved

(2)           That it be noted the 2022/23 Draft  Statement of Accounts were not published by the 31 May deadline be noted.

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.

Resolved

(1)          That the report be noted.

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

Resolved

(1)          That the report be noted.

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

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.”

Resolved

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.

Resolved

(1)          That the exempt appendix be noted.

Resolved

(1)          That the exempt appendix be noted.