Agenda item

This report presents the Committee with its annual Work Programme.

The Committee received a report presenting the annual Work Programme.

The following matters were considered:

a)            Work Programme Changes. A Member of the Committee stated that the Committee had agreed the work programme in February for the March meeting, and this included the External Audit Report. The Member queried who decides what is removed from the work programme and on what basis was the decision made to remove that item from the work programme. The Chair responded to explain that the External Audit item was removed from the work programme, as it was initially only included in case the February External Audit Report did not manage to capture everything and get the accounts signed off, as that was all completed in February, the March item was no longer needed. The Chair pointed out that this can also be understood from footnote 6, in the report. The Member expressed their concern is surrounding the Chair or Officers removing items from the work programme after it has been agreed by the Committee. They did not want items that had been added by Committee Members to run the risk of being removed from the Agenda without the approval or knowledge of the Committee. The Chair invited the Member to propose that a report be added to the agenda for the July Committee Meeting, asking SLT to produce a report on the external audit management responses. The Chair stated that the Committee can then decide whether they agree and if they do, the item can be added to the work programme.

b)            March Agenda. A Member of the Committee raised that they would like to know on who’s authority was the External Audit Report removed from the March Agenda. The Member stated that do not believe the report should have been removed from the March Agenda. The Chair informed the Committee that the item was removed on their authority. The Chair explained that there was nothing to report regarding the External Audit and that is why the item was removed from the March Agenda. The Chair explained that a report from SLT regarding the external audit management responses, is a separate item to the External Audit Update which was listed for March. There was no further update to be provided from the External Auditors, as they managed to provide a full update to the February Committee.

c)            External Audit Update. A Member of the Committee asked for the evidential basis as to why an External Audit Update report could not be brought to the Committee. The Member explained that they are concerned that future reports could be struck off using the same mechanism the External Audit Update was removed from the work programme. The Director of Corporate Services (S151) explained that the External Audit Update listed for the March Agenda, was essentially a contingency, in case the accounts were finished too late for the February Committee Meeting. The accounts were finished for the February Committee; therefore, the External Audit was completed. That is the sole reason why there is no External Audit Update at the March Committee Meeting.

d)            Management Responses. The Director of Corporate Services (S151) acknowledged the error in asking the Committee to approve the management responses to the External Auditors, at the February Meeting, and explained they should have asked the Committee to note them. He informed the Committee that the Strategic Leadership Team do accept the recommendations of the External Auditors, and the comments from the Committee, and do intend to continue to deliver improvements in the areas identified. He also highlighted that the agreement of the management responses is between the Council’s Strategic Leadership Team and the External Auditors, and the remit of the Committee, as per the Terms of Reference, is to monitor the implementation of management responses to these actions. He explained that if a report is added to the work programme regarding SLT’s management responses, that report would enable the work of the Committee to monitor the implementation of management responses and actions. A Member of the Committee raised that their issue was not with whether the Committee were asked to approve or to note, but that the Committee express concerns with the content of the management responses. The Member explained that they are concerned regarding the performance and culture of the Council, and they felt that those concerns are valid, when considering the responses provided by the Council’s Strategic Leadership Team to the External Auditors’ recommendations and findings. The Member raised that they would like the Council’s Chief Executive to attend the July Committee Meeting to speak to a report on SLT’s management responses.

e)            Committee Reports. A Member of the Committee expressed their discontent with previous reports that had been added to the work programme being presented later than originally planned and scheduled and stated that there is no point in the Committee existing if the only reason a discussion can take place, is if an Officer can write a report in time. The Chair noted the comments and agreed to work with Officers to try and make the process as open and transparent as possible.

·                     Councillor Lawrence proposed an amendment to the work programme, in the addition of a new agenda item to the July 2025 Committee Meeting, and to also request the attendance of the Chief Executive to speak to the new agenda item;

‘To request a report from SLT explaining management responses to External Auditors as reported to the Committee in February 2025 and the attendance of the Chief Executive to discuss management responses and actions, as per Annex 4.6 paragraph 12.’

The proposal was seconded by Councillor Williamson.

The Committee agreed (5 for, 1 against, and the Chair not voting) the proposed amendment and the work programme will be updated to reflect the addition.

The Chair explained that the Chief Executive’s availability will be checked, but they could not foresee an issue in them attending the July Committee Meeting. 

f)             Invited to share questions. The Director of Corporate Services invited Committee Members to provide specific questions as soon as possible, to ensure the report that will be brought to the July Committee answers the questions that Members have. These comments were echoed by the Deputy Monitoring Officer and the Chair.

·                     The Chair proposed that he would meet with Councillor Lawrence, and Officers to discuss and flesh out the purpose and scope of the report and then share the result with the Committee to get their comments and thoughts, and then formally submit the report request.

The proposal was seconded by Councillor Williamson.

The Committee unanimously agreed the proposal.

Following consideration, the Committee resolved to (6 for, 1 against):

(1)      Note and agree the ongoing Work Programme as presented in Section 2.