Test Valley Borough Council
Councillors:
43
Wards:
21
Committees:
17
Meetings (2025):
93
Meetings (2024):
86
Meeting
Audit Committee - Test Valley
Meeting Times
Scheduled Time
Start:
Tuesday, 12th December 2023
5:30 PM
Tuesday, 12th December 2023
5:30 PM
End:
Tuesday, 12th December 2023
9:30 PM
Tuesday, 12th December 2023
9:30 PM
Actual Time
Started:
Tuesday, 12th December 2023
5:30 PM
Tuesday, 12th December 2023
5:30 PM
Finished:
Tuesday, 12th December 2023
10:18 PM
Tuesday, 12th December 2023
10:18 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
12 Dec 2023
12 Dec 2023
Location:
The Annexe, Crosfield Hall, Broadwater Road, Romsey
The Annexe, Crosfield Hall, Broadwater Road, Romsey
Meeting Attendees
Guest
Deputy Leader and Finance and Resources Portfolio Holder
Officer
Internal Audit Manager
Jan Balfour
Expected
Officer
Head of Finance and Revenues
Carl Whatley
Expected
Agenda
1
Apologies
Minutes
Apologies for absence were received from Councillors Jeffrey and Leech.
2
Public Participation
Minutes
There was no public participation.
3
Declarations of Interest
Minutes
There were no declarations of interest.
4
Urgent Items
Minutes
There were no urgent items to consider.
5
Minutes of the previous meeting
To approve, as a correct record, the minutes of the meeting held on 25 September 2023.
Attachments:
- Document Previous Minutes 04 Dec 2023
Minutes
Councillor Hasselmann proposed and Councillor Kohli seconded the motion that the minutes of the previous meeting were an accurate record. Upon being put to the vote the motion was carried.
Resolved:
That the minutes of the meeting held on 25 September 2023 be confirmed and signed as a correct record.
Resolved:
That the minutes of the meeting held on 25 September 2023 be confirmed and signed as a correct record.
6
External Audit Update
To present KPMG’s draft Housing Benefit Subsidy Assurance report in respect of the 2022/23 housing benefit subsidy verification.
(Carl Whatley, Head of Finance and Revenues)
(Carl Whatley, Head of Finance and Revenues)
Attachments:
- Document External Audit update report 04 Dec 2023
- Document External Audit update - Annex 04 Dec 2023
Minutes
The Head of Finance and Revenues presented the report, which sought consideration of KPMG’s draft audit report following the completion of the 2022/23 Housing Benefit Subsidy Claim audit.
The report set out the various responsibilities of both parties; the nature of the testing that was carried out; and the findings of KPMG’s testing. The conclusions of the report were excellent, highlighting a very small number of errors, both in terms of percentage of the caseload and individual values.
The Head of Finance and Revenues advised the committee that there was no further update form Ernst & Young on the 2022/23 Statement of Accounts audit.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the draft report of KPMG, regarding the Housing Benefit Subsidy Assurance process, be noted.
The report set out the various responsibilities of both parties; the nature of the testing that was carried out; and the findings of KPMG’s testing. The conclusions of the report were excellent, highlighting a very small number of errors, both in terms of percentage of the caseload and individual values.
The Head of Finance and Revenues advised the committee that there was no further update form Ernst & Young on the 2022/23 Statement of Accounts audit.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the draft report of KPMG, regarding the Housing Benefit Subsidy Assurance process, be noted.
7
Internal Audit Progress Report
To outline the work undertaken and progress against the Internal Audit Plan for 2023/24.
(Jan Balfour, Internal Audit Manager)
(Jan Balfour, Internal Audit Manager)
Attachments:
- Document InternaI Audit Update - Report 04 Dec 2023
- Document Internal Audit Update - Annex 04 Dec 2023
Minutes
The report of the Internal Audit Manager set out the Internal Audit coverage, findings and performance for 2023/24 to 20 November 2023 and summary risk profiles for those areas reviewed.
Since 1 April 2023, the Internal Audit function had made good progress against the Annual Audit Plan 2023/24. Of the 6 audits reported as complete, 3 were classified as substantial assurance and 3 as limited assurance.
Following a question around the Community Councillor Grant, the Committee agreed that a review of the process would be considered as part of the Internal Audit Plan development for 2024/25.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the Internal Audit Progress report be noted.
Since 1 April 2023, the Internal Audit function had made good progress against the Annual Audit Plan 2023/24. Of the 6 audits reported as complete, 3 were classified as substantial assurance and 3 as limited assurance.
Following a question around the Community Councillor Grant, the Committee agreed that a review of the process would be considered as part of the Internal Audit Plan development for 2024/25.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the Internal Audit Progress report be noted.
8
Annual Corporate Complaints Report - 2022-23
To review complaints across all services for the period 1 April 2022 – 31 March 2023.
Attachments:
- Document Complaints - Report 04 Dec 2023
Minutes
Consideration was given to a report of the Head of Strategy and Innovation which reported on complaints received from 1 April 2022 to 31 March 2023.
The Policy Manager reported that in the year 2022/23 there were 197 service level complaints (those dealt with by more than one service at the same time are counted as one complaint). From these 197 complaints, 38 were escalated to the Chief Executive and 8 were the subject of Local Government and Social Care Ombudsman (LGSCO) enquiries, with 2 being investigated.
Complaints at service level had increased this year, following decreases in previous years which were attributed to the impact of the Covid-19 pandemic.
The Policy Manager gave examples of some of the complaints received, which put the numbers into context.
The consistency of complaints reporting suggests that the complaints process continues to work effectively, and that the public is able to make a complaint with ease. Where necessary, trends are identified and managed by individual services. The Policy Manager will continue to work closely with Services to identify ways to effectively manage and resolve complaints.
The committee suggested that the deadline for the response to complaints should vary depending on the complexity of the response and that it would be good to see how many complex and non-complex complaints had been received over the year. The Policy Manager agreed to provide this information the next time the report was due to be presented.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the complaints report be reviewed and endorsed ahead of publication.
The Policy Manager reported that in the year 2022/23 there were 197 service level complaints (those dealt with by more than one service at the same time are counted as one complaint). From these 197 complaints, 38 were escalated to the Chief Executive and 8 were the subject of Local Government and Social Care Ombudsman (LGSCO) enquiries, with 2 being investigated.
Complaints at service level had increased this year, following decreases in previous years which were attributed to the impact of the Covid-19 pandemic.
The Policy Manager gave examples of some of the complaints received, which put the numbers into context.
The consistency of complaints reporting suggests that the complaints process continues to work effectively, and that the public is able to make a complaint with ease. Where necessary, trends are identified and managed by individual services. The Policy Manager will continue to work closely with Services to identify ways to effectively manage and resolve complaints.
The committee suggested that the deadline for the response to complaints should vary depending on the complexity of the response and that it would be good to see how many complex and non-complex complaints had been received over the year. The Policy Manager agreed to provide this information the next time the report was due to be presented.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That the complaints report be reviewed and endorsed ahead of publication.
9
Report on the use of the Regulation of Investigatory Powers Act 2000
To give an update as to the Council’s use of its powers under the Regulation of Investigatory Powers Act 2000.
(Karen Dunn, Head of Legal and Democratic)
(Karen Dunn, Head of Legal and Democratic)
Attachments:
- Document RIPA - Report 04 Dec 2023
- Document RIPA - Annex 04 Dec 2023
Minutes
Consideration was given to a report of the Head of Legal and Democratic Services which updated Members as to the Council’s use of its powers under Regulation of Investigatory Powers Act 2000.
The Home Office Covert Surveillance and Property Interference Code of Practice recommends regular reporting to elected members of a local authority’s powers under the Regulation of Investigatory Powers Act 2000.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That Audit Committee receives the report of the Head of Legal and Democratic Services on the Council’s use of its powers under the Regulation of Investigatory Powers Act 2000.
The Home Office Covert Surveillance and Property Interference Code of Practice recommends regular reporting to elected members of a local authority’s powers under the Regulation of Investigatory Powers Act 2000.
The following recommendation was proposed by Councillor Hasselmann and seconded by Councillor Kohli and unanimously agreed by the Committee.
Resolved:
That Audit Committee receives the report of the Head of Legal and Democratic Services on the Council’s use of its powers under the Regulation of Investigatory Powers Act 2000.
10
Audit Committee Away Day
To agree a time, date and venue for the Audit Committee Away Day.
(Councillor Borg-Neal, Chairman)
(Councillor Borg-Neal, Chairman)
Minutes
Audit Committee discussed possible dates and times to hold an away day. The Committee Officer would send round a selection of dates for late February/early March 2024.
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