Agenda and minutes

There were none

All members are required to disclose at this point in the meeting, or as soon as possible thereafter, any disclosable pecuniary interest or personal interest in any item(s) being considered at this meeting.

There were none

RESOLVED: That the minutes of the meeting held on 30 June 2022 be signed as a true and correct record

(NOTE: The Board is required to receive a deputation(s) on a matter which is before the meeting of the Board provided that notice of the intended deputation and its object shall have been received by the Borough Solicitor by 12 noon on Tuesday 13^th September. The total time for deputations in favour and against a proposal shall not exceed 10 minutes)

There were none

(NOTE: The Board is required to allow a total of 15 minutes for questions from Members of the public on matters within the terms of reference of the Board provided that notice of such Question(s) shall have been submitted to the Borough Solicitor by 12 noon on Tuesday 13^th September)

There were none

To update the committee on the progress of the Audit Plan 2022/23, agreed (June 2022), to the Members with responsibility for governance.

Consideration was given to a report by the Chief Internal Auditor updating the Sub Board on the progress of the Audit Plan 2022/23.

The Chief Internal Auditor advised the Members that this was the standard report that he brings to every meeting showing the progress of the Audit Plan. He explained that he is happy with the current rate of progress, despite still having to be dealing with grant work. There was nothing contentious to report from the follow up audits currently being carried out,

Following a question from a Member, the Chief Internal Auditor advised that the heating allowance grant work was not as significant as the covid grants work, but he would report if the timetable was going to be impacted.

Following a question regarding the historic Procurement Audit, Officers explained that as a result of this audit an Action Plan was drawn up and it is this action plan that is now being reviewed as part of the wider Procurement audit that is being undertaken. The Head of Benefits and procurement updated the Board that of the 13 points on this plan 7 have been completed, 3 are in progress and 3 have not as yet been started, due to resources being diverted to welfare work. It was hoped that 10 of these actions would be complete by end of September. Work was also taking place on a rewrite to the Contract Procedure Rules, which would be taken to the November Policy & Organisation Board.

A Member was concerned that the social value consideration was slipping, as it is a Government priority for procurement. Officers advised that although the spend level was below that required, social value was included in as many purchases as possible. The Head of procurement asked for written clarification of the guidelines.

The Chief Internal Auditor was able to reassure Members that the users of the procurement system are consulted during audits. A question was raised on the areas subjected to audit and he explained that the auditors carry out risk assessments to determine which audits will be actioned, and section heads are included in the discussions to determine scope and help identify high risk areas. The Chief Internal Auditor then carries out a quality check on the agreed programme.

Members were advised that things had moved on since the report was written and the results of the Community Infrastructure Levy Audit would be brought to the next meeting.

RESOLVED: That the Sub Board noted the report

The Auditor’s Annual Report summarises the findings from our 2020/21 audit which was completed in March. It summarises the key messages that were reported in our Audit Results Report presented to the Policy and Organisation Board on 17 March 2022. Our Auditor’s Annual Report is an important report that has been prepared in line with the requirements of the National Audit Office’s Code of Audit Practice.

Consideration was given to a report by the Auditor regarding the findings of the 2020/21 audit which was completed in March.

The External Auditor explained that there was no new information or update to provide. This was an historic report that had already been discussed at a Policy and Organisation Board alongside the accounts, as required.

Members were advised that the key change was the commentary on Value For Money and that the key purpose was to provide an independent true and fair view, and to conclude if there was value for money. The unqualified opinion was that all is fine.

RESOLVED: That the Sub Board noted the report

To advise the Sub-Board of the Gifts and Hospitality declared by Council Staff for the period April 2021- March 2022.

Consideration was given to a report by the Borough Solicitor and Monitoring Officer advising the Sub Board of the Gifts and Hospitality declared by Council Staff for the period April 2021- March 2022.

The Borough Solicitor advised that although the amount and value of items reported was relatively small, the reporting to the Standards Sub Board provided a deterrent against officers  accepting gifts in return for favours.

RESOLVED: That the Sub Board noted the report.

To advise the Sub Board of the Annual Review Letter 2022 received from the Local Government Ombudsman.

Consideration was given to a report by the Chief Executive advising the Sub Board of the Annual Review Letter 2022 received from the Local Government Ombudsman.

The Borough Solicitor and Monitoring Officer advised that the report was very straightforward and contained nothing of concern, with no decisions against the Council being upheld. He felt that our 3 stage complaints system prevented too many complaints being passed to the Ombudsman.

Members asked for clarification of the outcomes as listed in paragraph 2.2 of the report, which the Borough Solicitor and Monitoring Officer agreed to provide.

RESOLVED: That the Sub Board noted the report