Doncaster Metripolitan Council
Councillors:
56
Wards:
22
Committees:
25
Meetings (2025):
93
Meetings (2024):
113
Meeting
Audit Committee - Doncaster
Meeting Times
Scheduled Time
Start:
Thursday, 24th July 2025
10:00 AM
Thursday, 24th July 2025
10:00 AM
End:
Thursday, 24th July 2025
2:00 PM
Thursday, 24th July 2025
2:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
24 Jul 2025
24 Jul 2025
Location:
Council Chamber, Civic Office, Waterdale, Doncaster DN1 3BU
Council Chamber, Civic Office, Waterdale, Doncaster DN1 3BU
Meeting Attendees
Co-Optee
Dr Stuart Green
Present, as expected
Officer
Interim Head of Procurement
Holly Wilson
Not required
Agenda
1
Apologies for Absence
2
To consider the extent, if any, to which the Public and Press are to be excluded from the meeting.
3
Declarations of Interest, if any
Minutes
No declarations were reported at the meeting.
4
Minutes of the meeting held on 24th April, 2024
Attachments:
- Document 240425 Final 16 Jul 2025
Minutes
RESOLVED that the minutes of the meeting held on 24 April 2025 be approved as a correct record and signed by the Chair.
5
Audit Committee Action Log
Attachments:
- Document i5 Audit Committee Action Log 16 Jul 2025
Minutes
The Committee receive the latest update on the Audit Committee Action Log which contained the action agreed during Audit Committee meetings to allow members to monitor progress against the actions, ensuring satisfactory progress is being made. The report detailed that there were no actions outstanding with the one previous action now been fully complete.
RESOLVED that the progress being made against the action agreed at previous committee meetings be noted.
RESOLVED that the progress being made against the action agreed at previous committee meetings be noted.
6
Covert Surveillance - Regulation of Investigatory Powers Act 2000 (RIPA) Update
Attachments:
- Document i6 Audit RIPA Report final July 2025 16 Jul 2025
- Document i6 Appendix 1 RIPA Procedures 2025 16 Jul 2025
- Document i6 Appendix 2 RIPA Policy 2025 16 Jul 2025
Minutes
The Committee considered the Annual Report on Covert Surveillance – Regulation of Investigatory Powers Act 2000 (RIPA). Officers advised that whilst there was no further update since the report was drafted, members were advised of the on-line training course available to members and officers which can be located via the Councils E-learning portal. It was noted that this would provide further assistance and understanding of the RIPA Procedure.
Following the brief introduction, members were afforded the opportunity to make comments and ask questions as follows: -
· In terms of the infrequent use of the RIPA Powers, officers advised that Trading Standards use alternative powers and intelligence to ultimately achieve the same result, and the use of RIPA should be used as a last resort. It was also noted that the RIPA process can involve a lengthy court process. Officers advised that legislation requires the Council to have a process for RIPA and in terms of inspections these are considered to a be a light touch inspection. However, it was important that the Councils RIPA policy is up to date.
· In the absence of the RIPA procedure being used by Legal/Enforcement teams, it was noted that regarding fly-tipping prosecutions other alternatives of overt surveillance were being used such as CCTV cameras with the use of signage to ensure perpetrators are aware that images were being retained for use in prosecutions. An example of where CCTV should be located was brought to officers’ attention. It was noted and would be followed up with the relevant department outside of the meeting.
· A question was raised regarding the cost of training. Officers advised that training was provided on-line and open to all with no cost associated. More specific training was available for staff on the Code. However, it was advised that this training was recorded and can be viewed by new staff making the process more cost effective.
· Discussion took place regarding the financial implications to maintain the RIPA Procedure, training, purchasing and maintenance of equipment. Officers advised that it was a requirement by legislation that the Council were required to respond to inspections of the RIPA procedure and failing to comply would show that the authority was acting and carrying out covert operations without proper authority. In terms of training, this would be reflected in officer time which was not considered to be burdensome and nominal to ensure the authority was compliant. As previously indicated it was noted that training was already set up and was being recorded for future use for new employees to keep cost to a minimum. In terms of equipment, this would be kept in storage by Trading Standards, however officers would seek clarification and provide further details outside of the meeting.
· Further clarification and the reasoning for maintaining what was considered to be a dormant activity was provided to members outlining the importance of remaining compliant with the policy should it need arise for the policy to be used.
· In terms of working with the Police, officers advised that the authority do work alongside the police. However, in terms of prosecution, the authority would need to have their own surveillance and Local authority powers were more restrictive.
· Regarding the practical examples detailed at paragraph 7.12 of the policy, it was asked if authorisation was not required would this mean that enforcement would not be undertaken. Officers advised that this was not the case, enforcement was regularly prosecutions were made in this area by Enforcement and Trading Standards. However, this was not by using other procedures and not covert. Details of those other procedures would be provided.
· Reference was made to wildlife cameras and how they would assist. Whilst officers were unsure of the terminology, further details of overt surveillance were provided particularly in terms of CCTV camera usage for fly-tipping incidents.
RESOLVED that the Audit Committee: -
(1) noted the Council had had no surveillance applications authorised under RIPA since the last report to the Audit Committee in July, 2024;
(2) noted that the Council was inspected by the Investigatory Powers Commissioner’s Office on 19th May 2025, the outcome was very positive with only some fine-tuning changes suggested to the policy and procedure;
(3) approved the changes to the Council’s RIPA policy and procedure as set out in paragraph 12 and Appendix 1 and 2 of the report; and
(4) noted that an on-line RIPA training course was provided by Legal Services to staff (mainly the enforcement team and trading standard team) who may be involved in investigations leading to surveillance. The course was last held on 23 June 2025.
Following the brief introduction, members were afforded the opportunity to make comments and ask questions as follows: -
· In terms of the infrequent use of the RIPA Powers, officers advised that Trading Standards use alternative powers and intelligence to ultimately achieve the same result, and the use of RIPA should be used as a last resort. It was also noted that the RIPA process can involve a lengthy court process. Officers advised that legislation requires the Council to have a process for RIPA and in terms of inspections these are considered to a be a light touch inspection. However, it was important that the Councils RIPA policy is up to date.
· In the absence of the RIPA procedure being used by Legal/Enforcement teams, it was noted that regarding fly-tipping prosecutions other alternatives of overt surveillance were being used such as CCTV cameras with the use of signage to ensure perpetrators are aware that images were being retained for use in prosecutions. An example of where CCTV should be located was brought to officers’ attention. It was noted and would be followed up with the relevant department outside of the meeting.
· A question was raised regarding the cost of training. Officers advised that training was provided on-line and open to all with no cost associated. More specific training was available for staff on the Code. However, it was advised that this training was recorded and can be viewed by new staff making the process more cost effective.
· Discussion took place regarding the financial implications to maintain the RIPA Procedure, training, purchasing and maintenance of equipment. Officers advised that it was a requirement by legislation that the Council were required to respond to inspections of the RIPA procedure and failing to comply would show that the authority was acting and carrying out covert operations without proper authority. In terms of training, this would be reflected in officer time which was not considered to be burdensome and nominal to ensure the authority was compliant. As previously indicated it was noted that training was already set up and was being recorded for future use for new employees to keep cost to a minimum. In terms of equipment, this would be kept in storage by Trading Standards, however officers would seek clarification and provide further details outside of the meeting.
· Further clarification and the reasoning for maintaining what was considered to be a dormant activity was provided to members outlining the importance of remaining compliant with the policy should it need arise for the policy to be used.
· In terms of working with the Police, officers advised that the authority do work alongside the police. However, in terms of prosecution, the authority would need to have their own surveillance and Local authority powers were more restrictive.
· Regarding the practical examples detailed at paragraph 7.12 of the policy, it was asked if authorisation was not required would this mean that enforcement would not be undertaken. Officers advised that this was not the case, enforcement was regularly prosecutions were made in this area by Enforcement and Trading Standards. However, this was not by using other procedures and not covert. Details of those other procedures would be provided.
· Reference was made to wildlife cameras and how they would assist. Whilst officers were unsure of the terminology, further details of overt surveillance were provided particularly in terms of CCTV camera usage for fly-tipping incidents.
RESOLVED that the Audit Committee: -
(1) noted the Council had had no surveillance applications authorised under RIPA since the last report to the Audit Committee in July, 2024;
(2) noted that the Council was inspected by the Investigatory Powers Commissioner’s Office on 19th May 2025, the outcome was very positive with only some fine-tuning changes suggested to the policy and procedure;
(3) approved the changes to the Council’s RIPA policy and procedure as set out in paragraph 12 and Appendix 1 and 2 of the report; and
(4) noted that an on-line RIPA training course was provided by Legal Services to staff (mainly the enforcement team and trading standard team) who may be involved in investigations leading to surveillance. The course was last held on 23 June 2025.
7
Audit Committee Prospectus, Terms of Reference and Work programme 2025/26.
Attachments:
- Document i7 Audit Committee Prospectus Terms of Reference and Work programme 2025-26 16 Jul 2025
Minutes
The Committee received a report containing the prospectus, which set out the scope and standards applicable to the Audit Committee. The report also included a draft work programme, which demonstrated how the Committee would fulfil its terms of reference for the year. The report also included an indicative programme of training and awareness sessions for Audit Committee Members. It was advised that there was nothing further to add since the report had been drafted.
Prior to members speaking on the report, the Chair, Councillor Jason Charity wished to update Committee on the following matters: -
He had requested an update to be circulated to members to provide assurance in relation to governance, risk and internal control arrangements, concerning the South Yorkshire Airport City (SYAC) project activities in 2025/26 to date, which predominately relate to the £20m of funding approved as part of the Council’s Budget setting process and that this is produced and circulated by the end of August.
In addition, he had also requested that a joint session of Overview and Scrutiny Management Committee and Audit Committee, be convened to consider the project and future decisions, ay the appropriate time. The session will be held following the SYMCA meeting on the 9 September and in advance of the City of Doncaster decisions, supported by an accompanying timetable of engagement. In response the Executive Director of Corporate Resources advised that a report would be submitted to Committee by the end of August and a special joint Audit/OSMC meeting to be convened following the SYCMA decision prior to a decision being taken at Cabinet.
Following consideration of the report, Members of the Committee were afforded the opportunity to speak on the content of the report and raise any concern, which officers responded to accordingly.
Members expressed concern regarding the current Designated School Grant (DSG) and the Airport position. As new members to the Audit Committee they felt there was a level of urgency for them to get up to speed on the issues as soon as possible. Officers acknowledged the urgency and the need for members to be fully informed. It was believed that a number of dates for training/member briefings have been scheduled and officers undertook to provide that information following the meeting.
RESOLVED that the Audit Committee agreed the Prospectus setting out the Committee’s scope, standards and work programme for the year and noted the updated Terms of Reference for the Audit Committee for the 2025/26 Municipal Year.
Prior to members speaking on the report, the Chair, Councillor Jason Charity wished to update Committee on the following matters: -
He had requested an update to be circulated to members to provide assurance in relation to governance, risk and internal control arrangements, concerning the South Yorkshire Airport City (SYAC) project activities in 2025/26 to date, which predominately relate to the £20m of funding approved as part of the Council’s Budget setting process and that this is produced and circulated by the end of August.
In addition, he had also requested that a joint session of Overview and Scrutiny Management Committee and Audit Committee, be convened to consider the project and future decisions, ay the appropriate time. The session will be held following the SYMCA meeting on the 9 September and in advance of the City of Doncaster decisions, supported by an accompanying timetable of engagement. In response the Executive Director of Corporate Resources advised that a report would be submitted to Committee by the end of August and a special joint Audit/OSMC meeting to be convened following the SYCMA decision prior to a decision being taken at Cabinet.
Following consideration of the report, Members of the Committee were afforded the opportunity to speak on the content of the report and raise any concern, which officers responded to accordingly.
Members expressed concern regarding the current Designated School Grant (DSG) and the Airport position. As new members to the Audit Committee they felt there was a level of urgency for them to get up to speed on the issues as soon as possible. Officers acknowledged the urgency and the need for members to be fully informed. It was believed that a number of dates for training/member briefings have been scheduled and officers undertook to provide that information following the meeting.
RESOLVED that the Audit Committee agreed the Prospectus setting out the Committee’s scope, standards and work programme for the year and noted the updated Terms of Reference for the Audit Committee for the 2025/26 Municipal Year.
8
Internal Audit Progress Report for the period: April to June 2025.
Attachments:
- Document i8 Internal Audit Progress Report - April-June 2025 16 Jul 2025
Minutes
The Committee considered a report updating members on the work undertaken by Internal Audit for the period of April to June 2025. Members were advised that the report was positive and there were no areas of concern to report at this time. As members were new to the Audit Committee, officers provided a summary of what the report entailed which covered Sections 1 to 5 highlighted at paragraphs 4 to 17 of the report.
Members were pleased to see the clear commitment of developing your own through the development of new trainees within Internal Audit and the team should be proud of that achievement. Members were impressed with the depth of the work of the team and sought future opportunity for the wider Audit Committee members to meet with the Internal Audit team outside of the meeting.
Members were afforded the opportunity to make comments and ask questions of which officers responded accordingly.
Discussion took place regarding outstanding actions, particularly in relation to the Place directorate. It was advised that some of the actions were historical, and these were starting to reduce of which 3 were implemented recently providing a positive step forward. In terms of whether Audit Committee would be aware of the particulars, in terms of the actions, these would be known and can be made available through past reports to members if required. However, as some assurance to Members, officers were advised that when previous concerns have been raised particularly regarding high-risk overdue actions, the Director responsible would be asked to attend Audit Committee to address the issue.
It was also drawn to Members attention that if the Head of Internal Audit had any concerns relating to low or medium actions, these would also be brought to the Committees attention. Members were also advised that through the performance management framework, overdue actions were also considered at Director Leadership Team meetings.
Details and statistics were sought in relation to the reference at paragraph 2.1 of the report. Whilst officers did not have the information to hand, these would be provided following consultation with St Leger Homes and the Fraud Manager after the meeting and added to the Audit Committee Action Log.
RESOLVED that the Audit Committee noted:-
(1) the position of the Internal Audit Plan;
(2) the Internal Audit work completed in the period;
(3) the position with regards to the implementation of management actions arising from Internal Audit recommendations; and
(4) the current position regarding the ability to deliver the annual opinion over the council’s risk, governance and control arrangements.
Members were pleased to see the clear commitment of developing your own through the development of new trainees within Internal Audit and the team should be proud of that achievement. Members were impressed with the depth of the work of the team and sought future opportunity for the wider Audit Committee members to meet with the Internal Audit team outside of the meeting.
Members were afforded the opportunity to make comments and ask questions of which officers responded accordingly.
Discussion took place regarding outstanding actions, particularly in relation to the Place directorate. It was advised that some of the actions were historical, and these were starting to reduce of which 3 were implemented recently providing a positive step forward. In terms of whether Audit Committee would be aware of the particulars, in terms of the actions, these would be known and can be made available through past reports to members if required. However, as some assurance to Members, officers were advised that when previous concerns have been raised particularly regarding high-risk overdue actions, the Director responsible would be asked to attend Audit Committee to address the issue.
It was also drawn to Members attention that if the Head of Internal Audit had any concerns relating to low or medium actions, these would also be brought to the Committees attention. Members were also advised that through the performance management framework, overdue actions were also considered at Director Leadership Team meetings.
Details and statistics were sought in relation to the reference at paragraph 2.1 of the report. Whilst officers did not have the information to hand, these would be provided following consultation with St Leger Homes and the Fraud Manager after the meeting and added to the Audit Committee Action Log.
RESOLVED that the Audit Committee noted:-
(1) the position of the Internal Audit Plan;
(2) the Internal Audit work completed in the period;
(3) the position with regards to the implementation of management actions arising from Internal Audit recommendations; and
(4) the current position regarding the ability to deliver the annual opinion over the council’s risk, governance and control arrangements.
9
Unaudited Statement of Accounts 2024/25.
Attachments:
- Document i9 AC unaudited statement of accounts 16 Jul 2025
Minutes
The Committee received a report presenting to Members the Council’s unaudited Statement of Accounts for the 2024/25 financial year. The report highlighted the overall financial position for the year, as summary accounts closure timetable and information on performance achieved in accuracy and quality. Officers were pleased to present the report two weeks before the deadline and as there was nothing to add following the publication of the report, officers were happy to answer any questions members may have.
Members were afforded the opportunity to make comments and ask questions of which officers responded accordingly. This included: -
· Information and processes undertaken on earmarked reserves;
· Impact of external factors such as grants.
RESOLVED that the Audit Committee noted the 2024/25 unaudited Statement of Accounts.
Members were afforded the opportunity to make comments and ask questions of which officers responded accordingly. This included: -
· Information and processes undertaken on earmarked reserves;
· Impact of external factors such as grants.
RESOLVED that the Audit Committee noted the 2024/25 unaudited Statement of Accounts.
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