Agenda and minutes

There were none

There were none

·         RESOLVED: That the minutes of the meeting held on 17 November 2022 were 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 3^rd January 2023. 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 3^rd January 2023)

There were none

To update members on the Council’s use of its powers under the Regulation of Investigatory Powers Act (RIPA) Act.

To note that the Council’s RIPA Policy has been reviewed and no updates were made.

Consideration was given to a report by the Chief Internal Auditor updating members on the Council’s use of its powers under the regulation of Investigatory Powers Act (RIPA)

The Chief Internal Auditor advised Members that as there were no changes in legislation, no updates needed to be made to the policy, and there had been no usage of the Councils powers.

In answer to a Members question, the Chief Internal Auditor advised that the IPCO were due to inspect in the coming years and any updates required due to changes in the Legislation would be fedback to the Sub Board.

RESOLVED: That the Sub Board noted

·         the Councils use of its powers under the Regulation of Investigatory Powers Act (RIPA)

·         that the Council’s RIPA Policy had been reviewed and no updates had been made.

To seek approval from members in regard to the Risk Policy 2022, following a review and update.

To present the Corporate Risk Register, for noting. As at December 2022, in line with the Risk Management Policy.

Consideration was given to a report by the Chief Internal Auditor seeking approval from members in regards to the Risk Policy 2022 following a review and update, and presenting the Corporate Risk Register.

The Chief Internal Auditor advised members that apart from the change in Board and Committee structure, there had been no updates to the policy.

A Member hi-lighted a number of minor errors in the policy, and received clarification that Corporate Risk Register and the Risk and Assurance Directory are one and the same.

Members were concerned that the Corporate Risk Register did not supply the level of detail necessary to inform them of the risks involved in the bigger projects such as the Criterion Cinema purchase. Officers agreed to determine whether a greater level of detail could be included in the CRR for the larger projects, and report back to the Sub Board. Officers would also look at a mechanism that would enable members of the Sub Board to be kept informed of the progress and risk management of overall project delivery.

RESOLVED: That the Members

·         approved the Risk management Policy Review and update with the corrections  identified

·         noted the Corporate Risk register and required a recommendation regarding CRR detail to be brought back to the Sub Board.

To update the Sub Board 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 agreed June 2022.

The Chief Internal Auditor reported that good progress had been made, and the plan should be completed within the year. He advised that following discussions with officers, Corporate Complaints had been added, and Project Management removed to be conducted in the future when the new process has been designed.

Following a question from a Member the Chief Internal Auditor advised that the technical decisions that caused the Microsoft Teams system to be deemed inefficient would have to be explained by the IT team.

Following a Members question on a high risk exception found in an Internal Audit of the Community Infrastructure Levy (CIL) members were advised, by the Head of Planning/DCX that the CIL funding will be monitored by Jayson Grygiel who will hold regular meetings with Finance and project teams. These meetings will occur more frequently than previously as part of the project management process linking the money coming in with the Capital programme and monitoring the delivery. Officers agreed to provide members with more information regarding the details behind High Risk exception identified in the audit.

Members discussed the process that would be followed should there be any critical risks identified. Officers advised that any critical risks would be escalated to the Corporate Governance Group and included in the Critical Risk Register. If Officers felt it necessary, the Chairman of the Sub Board could be informed at this point.

RESOLVED: That the Standards and Audit Sub Board noted the progress of the Audit Plan 2022/23 from 1^st April to 13^th December 2022.