Agenda and minutes

To approve and sign the minutes of the meeting held on 19 December 2019.

The Minutes of the Meeting held on 19 December 2019 were signed as a correct record by the Chair.

Annual Council 28 July 2020 considered a Notice of Motion on equality of representation in the Teignbridge District presented by Councillor Jeffries.

The Notice of Motion was resolved and agreed that it would be referred to Audit Scrutiny Committee, Overview and Scrutiny Committee, Executive with a report to go back to Full Council.

Audit Scrutiny Committee are asked to consider the following points in the resolution:-

Review of the Governance of the Council which will comprise:

I.          A review of the Council’s own HR and Equalities practices (including provision for member and officer training)

II.         The Council setting up an advisory board to consider BAME within the context an EIA for Covid 19

III.        A review of the Councillor Community Fund criteria to promote projects which address inequalities and raising educational attainment within underrepresented groups.

The motion was introduced by the Chair.

It was proposed by the Chair and seconded by Councillor Purser that the Committee approve the following recommendation:

(1)  A Board of representatives from local formally constituted groups representing those with protected characteristics (as defined by the Equality Act)  be formed to review the Council Equality Impact assessment on the COVID recovery plan once this has been completed; and

(2) A spotlight review group comprising of the Chair of Audit Scrutiny, Cllrs Jeffries, Mullone, L Petherick and Thorne formed to:-

(a) Review the Councils HR and Equalities practice including the provision of Equalities training for members and officers; and

(b) Review the criteria for the Cllrs community fund and recommendations be made to ensure funding promotes project which address inequalities;

(c) Consider who should be invited to join the Board of representatives as detailed in recommendation (1) above. 

Resolved

That the recommendations be approved as set out in the agenda report.

The report was introduced by the External Auditor from Grant Thornton. They informed the Committee that the audit had commenced virtually earlier in the month.

In response to member questions, the External Auditor explained that they had compensated during lockdown by working closely with the finance team and continuing the electronic transfer of information, and also explained[SS1]  how they evaluate Teignbridge’s accounts.

Resolved

That the Committee note the report.

The Project Manager introduced the report.

They informed the Committee that there were 25 strategic risks and 12 corporate risks, as well as several service risks and project risks that were not part of this report. There is a risk management report included in the agenda which manages these risks.

In response to questions from members, the Chief Financial Officer told the Committee that there had been monthly updates to the Executive, as well as an updated budget to be agreed at Full Council and reports to the Executive every other month.

Resolved

That the committee note the report.

The Chief Financial Officer introduced the report.

The CFO informed the Committee that the item had been sent to Executive first due to the ongoing COVID-19 Pandemic. It was noted that the reserves were higher than expected in February and that there had been ongoing efforts to move information to an electronic format.

In response to questions from members, the CFO informed the Committee of which accounts were currently in use.

Resolved

That the Committee note the report.

The Audit Manager introduced the report.

The Audit Manager informed the committee that Devon Audit Partnership had carried out the Audit for the Teignbridge ICT Company Strata which provided substantial assurance on the adequacy of Teignbridge’s ICT.

In response to questions the Audit Manager explained that the risk management audit would be prioritised in this year’s Audit Plan which would be brought to Committee in October.

Resolved

That the Committee note the report.

The Audit Manager introduced the report.

In response to questions from members the Audit Manager gave an update on the actions carried forward from last year’s Annual Governance Statement had not [SS1] which been completed due to changes in priorities as a result of the ongoing COVID-19 pandemic, and that some changes such as the work of the Constitutional Review Group were still ongoing.

Resolved

That the Committee recommend the Annual Governance Statement to Full Council for approval.

The Audit Manager introduced the report.

The waivers were backdated to December due to the cancellation of the March 2020 as a result of the COVID-19 pandemic.

In response to member’s questions, the Audit Manager clarified the background for two of the waivers.

Resolved

That the Committee note the report.