Winchester City Borough Council
Councillors:
45
Wards:
16
Committees:
67
Meetings (2025):
83
Meetings (2024):
100
Meeting
Audit and Governance Committee - Winchester City
Meeting Times
Scheduled Time
Start:
Thursday, 20th July 2023
6:30 PM
Thursday, 20th July 2023
6:30 PM
End:
Thursday, 20th July 2023
10:30 PM
Thursday, 20th July 2023
10:30 PM
Actual Time
Started:
Thursday, 20th July 2023
6:30 PM
Thursday, 20th July 2023
6:30 PM
Finished:
Thursday, 20th July 2023
12:00 AM
Thursday, 20th July 2023
12:00 AM
Meeting Status
Status:
Confirmed
Confirmed
Date:
20 Jul 2023
20 Jul 2023
Location:
Walton Suite, Winchester Guildhall
Walton Suite, Winchester Guildhall
Meeting Attendees
Observer
Deputy Leader and Cabinet Member for Finance and Transformation
Observer
Leader and Cabinet Member for Regeneration
Agenda
1
Apologies
To record the names of apologies given.
Minutes
Apologies were received from Councillor Becker (Cabinet Member for Community and Engagement) and Councillor Cutler (Cabinet Member for Finance and Performance), the latter joined the meeting virtually to observe only.
2
Disclosure of Interests
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.
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.
Minutes
There were no disclosures of interest made.
3
Chairperson's announcements
Minutes
Councillor Power provided an update on a future of public sector accounting webinar she had recently attended, including possible future proposals to change public sector accounts to aid their general understandability.
4
To note the Audit & Governance work programme 2023/24
Attachments:
- Document A&G work programme 12 Jul 2023
Minutes
In response to questions, the Strategic Director and Monitoring Officer confirmed that members would continue to be fully involved in the constitution review process, including through meetings of the Constitution Working Group proposed to take place prior to consideration of the report at the next Audit & Governance Committee meeting.
RESOLVED:
That the contents of the work programme be noted.
RESOLVED:
That the contents of the work programme be noted.
5
Minutes of the previous meeting held on 12 June 2023
Attachments:
- Document Minutes , 12/06/2023 Audit and Governance Committee 12 Jul 2023
Minutes
RESOLVED:
That the minutes of the previous meeting held on 12 June 2023 be agreed as a correct record.
That the minutes of the previous meeting held on 12 June 2023 be agreed as a correct record.
6
Public Participation
– To receive and note questions asked and statements made from members of the public on matters which fall within the remit of the Committee..
NB members of the public are required to register with Democratic Services three clear working days before the meeting (see below for further details).
NB members of the public are required to register with Democratic Services three clear working days before the meeting (see below for further details).
Minutes
There were no members of the public in attendance.
7
Annual internal audit report & opinion 22/23, less exempt appendix (AG111)
Attachments:
- Document AG111 Annual Internal Audit Report and Opinion 2022-23 12 Jul 2023
- Document AG111 WCC - Annual Internal Audit Report Opinion 2022-23 (Appendix 1) 12 Jul 2023
Minutes
Anthony Harvey (Southern Internal Audit Partnership) introduced the report and responded to Members’ questions thereon, including confirming that their overall audit opinion for the council compared favourably with other local authorities audited by SIAP.
The Senior Policy and Programme Manager also responded to questions regarding the progress on the project management audit. The Chief Finance Officer confirmed that management actions were in hand to ensure that all staff were reminded of the requirement that all contracts over £5k were included on the Contracts Register.
The Committee members then moved to exempt session to discuss the contents of the exempt appendices before returning to open session to consider the recommendations as set out below.
RESOLVED:
That the Chief Internal Auditor’s Annual Report and Opinion for 2022-23 attached as Appendix 1 to the report be noted.
The Senior Policy and Programme Manager also responded to questions regarding the progress on the project management audit. The Chief Finance Officer confirmed that management actions were in hand to ensure that all staff were reminded of the requirement that all contracts over £5k were included on the Contracts Register.
The Committee members then moved to exempt session to discuss the contents of the exempt appendices before returning to open session to consider the recommendations as set out below.
RESOLVED:
That the Chief Internal Auditor’s Annual Report and Opinion for 2022-23 attached as Appendix 1 to the report be noted.
8
Certification of Claims and Returns Annual Report 2022/23 (AG110)
Attachments:
- Document AG110 - Certification of Claims and Returns Annual Report 2021-22 12 Jul 2023
- Document AG110 - Appendix WCC - HBAP Accountants Report 2021-22 - FINAL 31st Jan_Redacted 12 Jul 2023
Minutes
The Service Lead - Revenues and Benefits introduced the report and responded to Members’ questions thereon.
RESOLVED:
That the Annual Report as attached as Appendix 1 to the report be noted.
RESOLVED:
That the Annual Report as attached as Appendix 1 to the report be noted.
9
Workforce report 22-23 (AG102)
Attachments:
- Document AG102 Workforce report 22-23 12 Jul 2023
Minutes
The Service Lead - Human Resources introduced the report and responded to members’ questions on the following:
a) Current levels of turnover at the council and measures being taken to reduce this.
b) Use of apprentices.
c) The policy enabling staff to work up to 50% of their time at home if they wished to and health and safety monitoring of working conditions at home. The Service Lead advised that a review was in progress and he would report back to the next meeting of the Committee.
d) The current age profile and ethnic mix of staff.
e) The opportunities for professional development of staff.
RESOLVED:
That the report be noted.
a) Current levels of turnover at the council and measures being taken to reduce this.
b) Use of apprentices.
c) The policy enabling staff to work up to 50% of their time at home if they wished to and health and safety monitoring of working conditions at home. The Service Lead advised that a review was in progress and he would report back to the next meeting of the Committee.
d) The current age profile and ethnic mix of staff.
e) The opportunities for professional development of staff.
RESOLVED:
That the report be noted.
10
Q1 Governance Monitoring 23/24 (AG107)
Attachments:
- Document AG0107 Q1 Governance monitoring 23-24 12 Jul 2023
Minutes
The Monitoring Officer introduced the report and together with the Corporate Head of Finance responded to members’ questions on the following:
a) The process for monitoring potential trends in complaints received.
b) Accessing council flats to install fire safety improvements – it was agreed that more detailed information be obtained from Housing Property Services on measures available to the council on ensuring access.
c) The progress with the council’s Transformation Challenge 2025 programme.
RESOLVED:
That the content of the report, including the update provided in the Health & Safety Annual Report 2022/23, and the progress against the internal audit management actions be noted.
a) The process for monitoring potential trends in complaints received.
b) Accessing council flats to install fire safety improvements – it was agreed that more detailed information be obtained from Housing Property Services on measures available to the council on ensuring access.
c) The progress with the council’s Transformation Challenge 2025 programme.
RESOLVED:
That the content of the report, including the update provided in the Health & Safety Annual Report 2022/23, and the progress against the internal audit management actions be noted.
11
Treasury Management outturn 22/23 (AG109)
Attachments:
- Document AG0109 Treasury Management Outturn Report 2022-23 12 Jul 2023
Minutes
Andrew Boutflower (Hampshire County Council) introduced the report and responded to Members’ questions thereon. The Chief Finance Officer also responded to questions regarding the impact of reserve balances on the internal borrowing relationship between the Housing Revenue Account and General Fund.
RESOLVED:
That the Annual Treasury Outturn Report 2022/23 be noted.
RESOLVED:
That the Annual Treasury Outturn Report 2022/23 be noted.
12
Draft Annual Financial report 22/23
Attachments:
- Document AG113 Draft annual financial report 22-23 12 Jul 2023
- Document AG113 appendix Annual Financial Report 2223 Unaudited 12 Jul 2023
Minutes
The Chief Finance Officer introduced the report.
RESOLVED:
That the council’s Draft Statement of Accounts for 2022/23 be noted.
RESOLVED:
That the council’s Draft Statement of Accounts for 2022/23 be noted.
13
EXEMPT BUSINESS:
To consider whether in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
(i) To pass a resolution that the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100 (I) and Schedule 12A to the Local Government Act 1972.
(i) To pass a resolution that the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100 (I) and Schedule 12A to the Local Government Act 1972.
Minutes
RESOLVED:
1. That in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
2. That the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.
Minute
Number
Item
Description of
Exempt Information
14
Annual internal audit report & opinion 22/23 (exempt appendix)
)
)
)
)
)
)
Information relating to the financial or business affairs of any particular person (including the authority holding that information). (Para 3 Schedule 12A refers)
1. That in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
2. That the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.
Minute
Number
Item
Description of
Exempt Information
14
Annual internal audit report & opinion 22/23 (exempt appendix)
)
)
)
)
)
)
Information relating to the financial or business affairs of any particular person (including the authority holding that information). (Para 3 Schedule 12A refers)
14
Annual internal audit report & opinion 22/23 exempt appendix (AG111)
Attachments:
- Document AG111 WCC - Executive Summary of Cyber Security 2022-23 (Exempt Appendix 2) 12 Jul 2023
Previous Meetings
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