Agenda and minutes

To receive any apologies and declarations of interest.

Apologies for absence were received from Councillors McBirnie and Silcock, and David Pearl (Independent Person).

There were no declarations of interest.

To consider the minutes of the following meetings:

·         21^st September 2022 (Standards Committee)

·         15^th March 2023 (Governance, Audit and Performance Committee)

·         13^th April 2023 (Standards Panel)

The following minutes were approved:

·         21st September 2022 (Standards Committee)

·         15th March 2023 (Governance, Audit and Performance Committee)

·         13th April 2023 (Standards Panel)

Councillor Gregory raised concerns that the minutes of the Standards Panel did not include the discussions around the failure of governance at Uttlesford District Council (UDC).

In response to member questions, the Chief Executive confirmed that a follow-up report on the Code of Conduct and the adoption of the new Model Code, would be brought to the September Committee meeting.

In addition, a report on the Internal Audit into Code of Conduct complaints would also be taken to the next meeting. This review had been undertaken by the Council’s Internal Audit team and looked at the processes with dealing with a Code of Conduct complaint, rather than the operations. The Audit had already concluded, and the new learning was being implemented.

To consider the protocol for selection of Panel membership.

The Chief Executive presented the report on the draft protocol for selecting Panel membership. He explained that the protocol drew from the law and wider models of good practice and sought to formalise a process which had previously been conducted by Officers using loose customs. The protocol aimed to mirror broader representation of the Council, through allowing the Leader of the Council and Opposition to nominate their members but to also give them the gift to reallocate their places to other political groups. 

Members thanked the Chief Executive for his work developing the protocol.

Councillor Gregory said that he had faith that both Leaders of the Council and Opposition would conduct their duties properly.

RESOLVED: to recommend to full Council that it adopts the protocol for appointing members to panels.

To consider the Internal Audit Annual Report for 2022/23.

The Chair introduced the report which summarised the work that Internal Audit had undertaken during the financial year 2022/23. He explained that the overall opinion was Limited Assurance with a number of significant control weaknesses.

The Deputy Monitoring Officer highlighted a number of errors within the Annual Report and confirmed that these would be amended and republished with the meeting minutes.

It was brought to the Committee’s attention that there were also a number of missing audits from the report which the Deputy Monitoring Officer was investigating. This ultimately created a mismatch as to what was being carried forward in the Audit Plan for the following year.

Members discussed the report findings and raised concerns about the lack of resources and the impact it had on the Internal Audit function, particularly the number of deferrals. Officers clarified that there currently was not an Internal Audit Manager in post, however they were in the process of recruiting. In the meantime, an Interim Manager would not be recruited due to the costs and time required to bring them up to speed.

It was noted that Auditors were hard to recruit, due to a national shortage, and solutions were being explored to address the Council’s resource issue both in the long and short-term. This included discussions with other neighbouring districts about a shared service and training up officers internally.

In response to member questions on the role of Audit in the Council’s investments, officers clarified that the stability of the Council’s borrowing and spending was monitored by Accounts, rather than the Audit Function and reported to both Cabinet and Scrutiny Committee. The Investment Board were also responsible for considering the overall Investment Strategy.

The report was noted.

The Independent Persons left at 19:39

To consider the Annual Governance Statement for 2022/23.

The Chair introduced the report on the Annual Governance Statement 2022-23 and explained that there was an obligation for the Local Code and Draft Annual Governance Statement to be published with the Statement of Accounts for auditing by the External Auditor.

The Deputy Monitoring Officer highlighted errors made within the report and confirmed that these would be amended after the meeting and republished with the minutes.

Councillor Driscoll requested an update be circulated with members on Uttlesford Norse Services. Officers confirmed that a report was going to Cabinet that week with such information.

RESOLVED: to approve the Local Code of Corporate Governance 2023 and the Draft Annual Governance Statement 2022/23 for publication with the Statement of Accounts.

To consider the Internal Audit Annual Plan for 2023/24.

The Chair introduced the report on the proposed Internal Audit Plan for 2023/24.

Councillor Fiddy asked when the audits for three deferred areas (Governance, Climate Change and Local Plan) would be conducted. She requested that the wider Climate Change audit be prioritised over the scheduled Air Quality Grant audit, given the latter was already reporting to the Department of Environment, Food and Rural Affairs. Officers confirmed that all three audits would be added into the 2023-24 Annual Plan.

Councillor Dean raised concerns on the merger of the now former Standards Committee with the Governance, Audit and Performance Committee. The Chief Executive clarified that it was in the gift of Full Council to agree the merger, and this had been done at May’s Annual Council.

RESOLVED: to approve the Internal Audit Plan 2023/24, subject to the findings of the three missing reports.

Meeting ended 19:54