Agenda and minutes

This meeting is to be webcast and the Chairman will read the following announcement:

“I would like to remind everyone that this meeting will be filmed live or recorded, and uploaded to the internet and will be capable of repeated viewing.

Therefore, by participating in this meeting, you are consenting to being filmed and to the possible use of those images and sound recordings.

If any public speakers on MS Teams do not wish to have their image captured, they should ensure that their video setting throughout the meeting is turned off and set to audio only.

Members and public speakersare reminded to turn on their microphones before speaking and turn them off when they have finished.”

The Chairman made a short address to remind everyone present that the meeting would be broadcast live to the internet, and would be capable of repeated viewing, which could infringe their human and data protection rights.

To declare interests in any item on the agenda for the meeting of the Committee.

There were no declarations of interest made pursuant to the Council’s Members’ Code of Conduct.

Resolved:

That the minutes of the meeting held on 19 September 2024 be taken as read and signed by the Chairman as a correct record.

To consider any matters arising from the minutes of the previous meeting of the Committee.

-        The Vice-Chair, Sissel Heiberg, asked for an update from the auditors.

-        Andrew Small (Strategic Director) advised of a backstop date of 13 December 2024 for when the Committee will have to sign off the 2022/23 accounts. An extra meeting date would be needed for the auditors to present the report to the Committee. Meeting information would be circulated by Democratic Services.

To consider the attached work programme for the Committee for 2024/25.

The Committee noted its Work Programme for 2024/25.

To consider the Quarter 2, Treasury Management Report 2024/25.

The Committee noted the Council’s Treasury Management report quarter 2 update 2024/25, as presented by C Hartgrove (Interim Chief Financial Officer).

It was noted that the Borrowing and Investment position for Epping Forest District Council as of 30th September 2024 shows the following:

·       Borrowing – external borrowing increased by £2.6 million (from £253.1 million to £255.7 million) during the period April to September 2024; and

·       Investments – there was a reduction in investments of £19.7 million (from £43.9 million to £24.2 million) during the same period.

The report also considered the Service and Commercial Investments, including:

·       Qualis and Home Assistance service loans (£73.583 million as of 30th September 2024)

·       Commercial Property (Balance Sheet value £156.224 million as of 31st March 2024); and a

·       Qualis Investment Loan (value of £30.0 million as of 30th September 2024).

Confirmation that treasury management activities complied with the CIPFA Code of Practice was provided by the Strategic Director and Section 151 Officer to the Committee.

Resolved:

The Committee commented on the Treasury Management Quarter 2, 2024/25 report.

(Head of Internal Audit) To consider and comment on the Internal Audit Progress Report.

The Head of Internal Auditor, S Marsh, introduced the report updating Members on the work completed by Internal Audit and the Corporate Fraud Team since the September 2024 Audit and Governance Committee, and provided the current position in relation to overdue recommendations.

The Corporate Fraud Team Manager, M Crowe, presented the revised Anti-Fraud and Corruption Strategy.

Resolved:

That the Committee

(1)   Noted the summary of the work of Internal Audit and the Corporate Fraud Team for the period September to November 2024, and:

(2)  Referred the revised Anti-Fraud and Corruption Strategy to Council for approval

(3)   Approved the Local Code of Governance, and:

(4)   Approved the Internal Audit Charter.

(Strategic Director Corporate and Section 151 Officer) To consider and comment on the risk management report.

The Strategic Director Corporate and Section 151 Officer, A Small, outlined the risk management report and highlighted that that at the time of writing there had been no material adjustment to the risk register. A Small drew particular attention to four high risk items, there was a continued risk of cyber-attacks, and whilst significant changes had been made to the Planning Committee structure and the planning decisions were made this remained as a high-level risk. Two new high level risk were details as developing a balanced and sustainable medium term financial plan, which should decrease the budget is set, and the financial viability of Qualis, which was due to delays with one of their developments causing a cash flow issue, this risk should reduce once Qualis had sold assets and was likely to happen before Christmas.

The Committee were advised that:

·       The corporate risk register had been reviewed and updated by the Senior Leadership Team in November 2024 to reflect the current position.

·       The risk register was presented to the Corporate Governance Group (which includes the Chief Executive, the Monitoring Officer, the Chief Operating Officer, and the Section 151 Officer in its membership) for review and challenge.

·      The Council have effective controls in place to minimise the risks increasing whilst at the same time have live credible action plans to reduce the scoring in the future.

Resolved:

The Committee reviewed and endorsed the risk register.

Section 100B(4)(b) of the Local Government Act 1972 requires that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

The Chairman reminded everyone that an invite for an extra Audit and Governance meeting to be held week commencing 9^th December would be sent out very shortly.