Agenda and draft minutes

Apologies for absence were received from Councillors R Boam and N Smith.

Before moving on, the Chair made some announcements.  He reported that there would be two self-assessment questionnaires circulated to Members before the next meeting on good practice, as well as skills and knowledge.  This would assist with the writing of the training programme going forward. 

The Chair also reported that following a successful round of interviews, two appointments to the Independent Person role had been made.

Under the Code of Conduct members are reminded that in declaring interests you should make clear the nature of that interest and whether it is a disclosable pecuniary interest, registerable interest or other interest.

There were no declarations of interest.

To confirm and sign the minutes of the meeting held on 9 December 2024.

Consideration was given to the minutes of the meeting held on 9 December 2024.

It was moved by Councillor R Johnson, seconded by Councillor J Simmons and

RESOLVED THAT:

The minutes of the meeting held on 9 December be confirmed as an accurate record of proceedings.

To note the Committee’s work plan.

Consideration was given to the committee work plan.

The committee work plan was noted.

Report of the Strategic Director of Resources.

The Strategic Director of Resources presented the report to Members.

In response to a query, it was confirmed that Azets were now the Council’s external auditors and would attend committee meetings going forward.

Members welcomed the transparency of the report but still had some concerns about the finance system, it was felt a more detailed report may be required in the future.  The Strategic Director assured Members that he had confidence in the system and with the recent and ongoing external support, improvements would soon be seen.  He added that the Corporate Leadership Team did recognise the need to sort the issues as soon as possible and are working on it as a priority.

The update was noted.

Report of the Audit Manager.

The Audit Manager presented the report to Members.

Several concerns were raised in relation to the asbestos management audit, particularly the risk to staff due to training issues. Advice was sought from the Audit Manager on steps the Committee could take to seek assurance. It was advised that a report be requested from the Head of Housing initially, with recommendation to invite them to attend April’s Committee if the report was unsatisfactory. Members of the Committee agreed to request a written report from the Head of Housing.

In relation to the Corporate Estates Management audit, Members were disappointed with the further delay of the implementation of the digital asset management system. It was suggested that a report to provide further assurance be requested. Following further concerns being raised in relation to general staffing and recruitment issues across the Council, it was advised that a report be requested from the Chief Executive as Head of Paid Service as this was their responsibility. 

Following support across the committee, it was moved by Councillor A Barker, seconded by Councillor J Simmons and

RESOLVED THAT:

1)      The Head of Housing to provide a written response with assurances in relation to the progress of the asbestos management audit recommendations.

2)      The Head of Property and Economic Regeneration to provide a written response with assurances in relation to the progress of the corporate estates management audit recommendations 2, 4 and 6.

3)      The Chief Executive, as Head of Paid Service, to provide a written response with assurances in relation to the resourcing and recruitment issues referenced across several of the audits in progress.

During a discussion in relation to the finance system, Members were reassured that although budget monitoring was being prioritised over virements, virements were still being carried out and records kept. It was confirmed that the Procurement Strategy was currently being drafted and should meet March’s deadline.
 

Discussion was also had regarding the staffing issues as part of the payroll audit recommendations, the Committee were assured that although the payroll service was being resourced externally to ensure resilience, that did not increase the fraud risk.

Members thanked the Audit Manager and her team for the continuing hard work carried out in conducting the audits.

The report was noted.

Report of the Head of Finance.

The Head of Finance presented the report to Members.

The report was noted.

The Report of the Head of Finance.

The Head of Finance presented the report to Members.

It was moved by Councillor R Sutton, seconded by Councillor J Simmons and

RESOLVED THAT:

The Draft Accounting Policies for the 2023/24 financial statements as detailed in appendix A of the report be approved.

Report of the Head of Legal and Support Services.  

The Head of Legal and Support Services introduced the report and handed over to The Legal Team Leader for Governance who presented the report to Members. 

The work of the Cross Party Working Group in conducting the annual review was noted.

It was moved by Councillor R Sutton, seconded by Councillor J Simmons and

RECOMMENDED THAT:

The proposed changes to the Constitution for adoption with effect from 1 March 2025 be approved by Council at its meeting on 20 February 2025.

Report of the Head of Legal and Support Services.

The Head of Legal and Support Services presented the report to Members.

The report was noted.

Report of the ICT Team Manager.

The Strategic Director of Resources introduced the report and handed over to the ICT Team Manager who presented the report to Members.

The report was noted.