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 29 May 2024.

The Minutes of the meeting of the Committee held on 29 May 2024 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman reminded the Committee that Treasury Management training facilitated by the Council’ treasury advisors would take place at the conclusion of the meeting.

There were no items of urgent business.

Report of Assistant Director of Finance (Section 151 Officer)

Purpose of report

This report presents the programme of counter work to be undertaken in 2024/25, and asks the Accounts, Audit and Risk Committee note this programme.

Recommendations

The Accounts, Audit and Risk Committee is recommended to:

1.1       Note and approve the 2024/25 counter fraud work programme.

Resolved

(1)          That, having given due consideration, the 2024/25 counter fraud work programme be approved.

The Assistant Director of Finance (Section 151 Officer) submitted a report which presented the programme of counter work to be undertaken in 2024/25, and asked the Accounts, Audit and Risk Committee to note this programme.

Resolved

(1)          That, having given due consideration, the 2024/25 counter fraud work programme be approved.

Report of Assistant Director Customer Focus

Purpose of report

To update the committee on how well the council is managing its Strategic Risks, as part of our duty to remain compliant, and to be able to identify any improvements required.  This report presents the risk monitoring report for the end of the financial year 2023-2024.

Recommendations

The Accounts, Audit & Risk Committee resolves:

1.1       To note the Risk Monitoring Report for end of year 2023-24.

1.2       To review the Council’s current Risk Management Strategy 2023/24 (Appendix 2)  and  provide comments and/or suggestions to be incorporated in the Risk Management Policy 2024/25 for Executive consideration. 

Resolved

(1)          That the Risk Monitoring Report for end of year 2023-24 be noted.

(2)          That, having given due consideration to the Council’s current Risk Management Strategy 2023/24, the following comments and suggestions be made to Executive for consideration to be incorporated in the Risk Management Policy 2024/25:

·         Inclusion of information about how risks can be added to the risk register

·         Improvements to the format / presentation of the Risk Register

·         Remove from the risk register potential impact of “Elements of the COVID-19 response and recovery work may be compromised, delayed or not taken forwards” under risk L12 – Corporate Governance

·         Include in the risk register the potential cost to Cherwell District Council in relation to planning developments and delays in the transfer of assets to Town/Parish councils resulting in non-acceptance of assets   

·         Potential future risk of the closure of Church of England graveyards and transfer of responsibility for maintenance to Town/Parish Councils via Cherwell District Council   

The Assistant Director Customer Focus submitted a report to update the Committee on how well the council was managing its Strategic Risks, as part of our duty to remain compliant, and to be able to identify any improvements required. The report presented the risk monitoring report for the end of the financial year 2023-2024.

In considering the report, Members commented that the potential impact of “Elements of the COVID-19 response and recovery work may be compromised, delayed or not taken forwards” under risk L12 – Corporate Governance was no longer relevant and should be removed from the risk register.

In response to Members highlighting as a risk the potential cost to Cherwell District Council in relation to planning developments and delays in the transfer of assets to Town/Parish councils resulting in non-acceptance of assets and the potential future risk of the closure of Church of England graveyards and transfer of responsibility for maintenance to Town/Parish Councils via Cherwell District Council, the Performance Team Leader that work was underway to review risks and she would check with the relevant lead officer is these would be strategic or service risks for future monitoring.   

In terms of general comments about the Risk Register, the Committee agreed to suggest to the Executive the inclusion of information about how risks can be added to the risk register and to consider improvements to the format and  presentation of the Risk Register.

Resolved

(1)          That the Risk Monitoring Report for end of year 2023-24 be noted.

(2)          That, having given due consideration to the Council’s current Risk Management Strategy 2023/24, the following comments and suggestions be made to Executive for consideration to be incorporated in the Risk Management Policy 2024/25:

·         Inclusion of information about how risks can be added to the risk register

·         Improvements to the format / presentation of the Risk Register

·         Remove from the risk register potential impact of “Elements of the COVID-19 response and recovery work may be compromised, delayed or not taken forwards” under risk L12 – Corporate Governance

·         Include in the risk register the potential cost to Cherwell District Council in relation to planning developments and delays in the transfer of assets to Town/Parish councils resulting in non-acceptance of assets  

·         Potential future risk of the closure of Church of England graveyards and transfer of responsibility for maintenance to Town/Parish Councils via Cherwell District Council  

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To provide an opportunity for review of the draft 2023/24 Statement of Accounts which were published on the council’s website on 31 May 2024.

Recommendations

The Accounts, Audit and Risk committee resolves:

1.1         To note the report and publication of the draft statement of accounts 2023/24 (Appendix 1).

Resolved

(1)          That the report and publication of the draft statement of accounts 2023/24 be noted.

The Assistant Director Finance (Section 151 Officer) submitted a report to provide an opportunity for review of the draft 2023/24 Statement of Accounts which were published on the council’s website on 31 May 2024.

Resolved

(1)            That the report and publication of the draft statement of accounts 2023/24 be noted.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To provide information on treasury management performance and compliance with treasury management policy for 2024-25 as required by the Treasury Management Code of Practice.

To demonstrate that all treasury management activities undertaken during the first quarter of 2024-25 complied with the CIPFA Code of Practice and the council’s approved Treasury Management Strategy.

Recommendations

The Accounts, Audit and Risk Committee resolves:

1.1       To note the contents of this Treasury Management Performance Report.

Resolved

(1)          That the Treasury Management Performance Report for Quarter 1 2024/2025 be noted.

The Assistant Director Finance (Section 151 Officer) submitted a report to provide information on treasury management performance and compliance with treasury management policy for 2024-25 as required by the Treasury Management Code of Practice. The report demonstrated that all treasury management activities undertaken during the first quarter of 2024-25 complied with the CIPFA Code of Practice and the council’s approved Treasury Management Strategy.

Resolved

(1)          That the Treasury Management Performance Report for Quarter 1 2024/2025 be noted.

Report of Assistant Director Finance (Section 151 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 Accounts, Audit and Risk Committee resolves:

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

Resolved

(1)          That, having given due consideration, the report be noted.

The Assistant Director Finance (Section 151 Officer) 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.

The Chairman reminded the Committee that there was an exempt appendix to the report and any questions on the exempt appendix would be taken in private session.

Resolved

(1)          That, having given due consideration, the report be noted.

The following item contains exempt information as defined in the following paragraph 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 has been marked as exempt, it is for the meeting to decide whether or not to consider it 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 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.

The Committee considered the exempt appendix to the report on Support to Subsidiaries.

Resolved

(1)          That, having given due consideration, the exempt appendix be noted.

The Committee is recommended to resolve to readmit the press and public to the meeting.  

Resolved

That the press and public be readmitted to the meeting.

To consider and review the Work Programme.

Resolved

(1)          That the work programme update be noted.

The Head of Finance provided an update on the Committee’s work programme.

Resolved

(1)          That the work programme update be noted.