Agenda and minutes

Apologies were noted as above.  There were no deputy members in attendance.

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

Councillor Craske declared a personal (but not prejudicial) interest with regards to his employment with KPMG, who provided audit services to the Council.

Councillor Power announced that she would be attending a South East Regional Forum of Audit Committee chairs.

RESOLVED:

That the minutes of the previous meeting of the Audit and Governance Committee held 16 December 2021 be approved and adopted.

To receive and note questions asked and statements made from members of the public on matters which fall within the remit of the Committee.. 

No members of the public had registered to speak.

Kevin Suter and James Stuttaford from the council’s external auditors, Ernst & Young LLP (EY) were present at the meeting and introduced the report.  Mr Suter explained that there was no new information since the Audit Results Report was presented to the Committee on 11 November 2021 (report AG64 refers).

Mr Suter and Mr Stuttaford responded to members’ questions regarding potential risks relating to valuation of property assets.

In response to members’ questions, the Strategic Director and Section 151 Officer confirmed that work on the Council’s Asset Management Strategy was progressing and the informal meeting between committee members and the Corporate Head of Asset Management would be arranged shortly.

RESOLVED:

That the Annual Audit Letter 2020/21 be accepted.

Antony Harvey from the Southern Internal Audit Practice (SIAP) was present at the meeting and introduced the report.

Mr Harvey responded to members’ questions including confirming sufficient resources would be allocated to perform the audits planned and the approach to audits within the rapidly changing field of IT.

RESOLVED:

That the Internal Audit Plan for 2022-23 be approved as attached as appendix A to the report.

Antony Harvey from the Southern Internal Audit Practice (SIAP) was present at the meeting and introduced the report confirming that the Charter was unchanged since 2018/19 because standards had not changed and it was still fit for purpose.

resolved:

That the Internal Audit Charter 2022-23 be approved as attached as Appendix A to the report.

The Strategic Director and Section 151 officer introduced the report and advised there were no significant changes to previous reports.  The council’s external auditors had indicated that they would again be unlikely to have completed their audit in time to meet the target publication date for the audited financial statements this year.

The Strategic Director responded to members’ questions and confirmed that as there were no significant new areas for the auditors to examine it was expected the fees would remain at a similar level to the current year.

RESOLVED:

That the report in respect of the council’s Statement of Accounts for 2021/22 be noted.

RESOLVED:

1.    That the content of the report and the progress against the internal audit management actions be noted.

2.    That the outcome of the Homes England audit and the successful completion of the Valley new build scheme be noted

The Strategic Director and Monitoring Officer introduced the report and advised that the Annual Governance Statement would be submitted to the July Committee meeting.

RESOLVED:

That the Local Code of Corporate Governance 2022 be approved, as set out in Appendix 1 of the report

The Service Lead – Corporate Support introduced the report and highlighted that the main changes to the policy were set out in the table at paragraph 12.18 of the report.  She confirmed that the council’s risk appetite had not changed.

The Service Lead – Corporate Support and the Strategic Director and Monitoring Officer responded to members’ questions regarding the implementation of the policy in practice and the core principle of “openness” in relation to questions of governance.

Councillor Cutler responded to members’ questions regarding the risk appetite and it was noted that the approach to risk necessarily remained flexible.  He stated that a review was proposed for the way risk was defined in committee reports. Antony Harvey (Southern Internal Audit Practice) acknowledged the advanced approach adopted by the council to risk analysis and reporting and how he referenced the Council as an excellent authority in its risk policy and management of risk.

The Committee noted that the report would be considered by Cabinet at its meeting on 9 March 2022.

RESOLVED:

That the Cabinet Member for Finance and Service Quality have regard to the discussion of this Committee on the policy in his presentation of report CAB3338 which would be considered by Cabinet at its meeting on 9 March 2022.

To consider the following Notice of Motion to be proposed by Councillor Godfrey and seconded by Councillor Horrill:

“This Council commits to clearly demonstrate that it is open and transparent in all its decision-making, specifically by:

·         Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions.

·         Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.

·         Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for these records to be available to all councillors within 2 weeks and to the public within 12 months of the meeting unless Full Council decides that these papers should remain exempt for a further 12 months.

·         Stopping the use of Non-Disclosure Agreements that councillors have been required to sign before being able to see some Council or Committee papers and to cancel any indemnity clauses in such Non-Disclosure Agreements previously signed by serving Councillors.”

Minute extract - Council, 12 January 2022

Councillor Godfrey introduced his Motion and Council then proceeded to ask questions and debate the Motion.  In summary, the following matters were raised:

·         Some Members raised concern of the use of Non-Disclosure Agreements regarding exempt and confidential information that was required to be provided to Members as part of the decision making process.

·         Other areas of the motion referred to the council being open and transparent in all its decision-making and it was highlighted that various improvements to this had included introduction of public questions at council, streaming and videoing meetings and regular open forum meetings.

·         Some other areas of the motion may require further discussion regarding their legality and the practicality and resource implications although processes to review previously exempt information were already in place however their implementation had been delayed due to the pandemic.    

AMENDMENT – Moved by Councillor Cutler and seconded by Councillor Thompson as follows (changes shown in bold):

“This Council asks that the Audit and Governance Committee review that the Council commits to clearly demonstrate that it is open and transparent in its decision making, specifically by: 

·         Properly consulting all councillors and the public before making any significant decisions about council projects or other major financial transactions. 

·         Within 12 months of a decision being made, publishing without restriction all papers used to support decisions on projects and other major financial transactions that were marked as exempt from publication at the time of the decision unless Full Council decides that these papers should remain exempt for a further 12 months.

·         Recording the discussions, submissions and decisions at all meetings attended by any person outside Winchester City Council and, where those meetings relate to any decision made afterwards, for  ...  view the full agenda text for item 13.