Agenda

To approve the minutes of the meeting held on Wednesday 18 January 2023 and to receive information arising from them.

Members of the public who wish to speak at this meeting can attend the meeting in person or ‘virtually’ through an online connection.

To facilitate ‘hybrid’ meetings we are asking that requests to speak or present a petition are submitted by no later than 9am four working days before the meeting i.e., 9am on Thursday 9 March 2023. Requests to speak should be sent to jonathan.deacon@oxfordshire.gov.uk.

If you are speaking ‘virtually’, you may submit a written statement of your presentation to ensure your views are taken into account. A written copy of your statement can be provided no later than 9am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

Report by the Corporate Director for Environment and Place.

The existing highways maintenance contract with M-Group Infrastructure (Milestone) is set to expire on 31^st March 2025 with no options to extend remaining. Oxfordshire County Council therefore needs to undertake a procurement of a new contract prior to the expiry of the existing.

The Audit and Governance Committee is RECOMMENDED to note the governance in place and associated process being followed for the procurement of the future highway maintenance contract.

Report by the Director of Finance.

In accordance with The Chartered Institute of Public Finance & Accountancy (CIPFA) Audit Committee Guidelines for Local Authorities 2022, it is recommended practice for an annual public report to be produced and reported to Council demonstrating how the Committee has discharged its responsibilities.

The Audit & Governance Committee is RECOMMENDED to review the draft report, agree any amendments and finalise in preparation for presentation to Council by the Chair of the Audit & Governance Committee.

Report by Director of Finance.

This report covers the treasury management activity for the third quarter of 2022/23 in compliance with the CIPFA Code of Practice on Treasury Management 2021.  It provides an update on the anticipated position and prudential indicators set out in the Treasury Management Strategy Statement & Annual Investment Strategy for 2022/23 agreed as part of the Council’s budget and Medium Term Financial Strategy in February 2022.

The Audit & Governance Committee is RECOMMENDED to note the report, and to RECOMMEND Council to note the Council’s treasury management activity in the third quarter of 2022/23.

Report by Director of Law & Governance and Monitoring Officer.

The Audit and Governance Committee is RECOMMENDED to note the Scale of Election Expenses for the financial year 2023/24, as shown in the Annex to this report, for the election of County Councillors and any other poll associated with the County Council during the year.

Report by the Director of Law and Governance and Monitoring Officer.

In 2016 CIPFA & SOLACE produced an updated guidance and framework with the identified principles that should underpin the governance of each local authority, and a structured approach to assist individual authorities to achieve good governance, “Delivering Good Governance in Local Government: Framework 2016 Edition.” The Council’s Code of Corporate Governance is based upon this guidance.

The Committee is RECOMMENDED to approve the Oxfordshire Code of Corporate Governance.

A verbal update from the representatives of the Council’s external auditors, Ernst & Young.

Report by the Council’s external auditors, Ernst & Young.

The purpose of the report is to provide the Audit and Governance Committee with a basis to review the proposed audit approach and scope for the 2021/22 audit in accordance with the requirements of the Local Audit and Accountability Act 2014, the National Audit Office’s 2020 Code of Audit Practice, the Statement of Responsibilities issued by Public Sector Audit Appointments (PSAA) Ltd, auditing standards and other professional requirements.

Report by the Director of Law and Governance

The purpose of the proposals for amendment to the Employment Procedure Rules Part 8.4 is to update the rules in the Council’s constitution relating to the appointment and dismissal of its statutory and non statutory chief officers.

The Committee is RECOMMENDED to recommend to Council to approve the proposals for amendment to the Employment Procedure Rules Part 8.4 in the Councils Constitution.

Report by the Director of Finance.

This report sets out the matters considered by the Audit Working Group at the meeting held on 8 February 2023.

The Committee is RECOMMENDED to note the report.

Report by the Director of Finance.

This report presents a summary of activity against the Counter Fraud Plan for 2022/23, presented to the July 2022 Audit & Governance Committee meeting. The Counter Fraud plan supports the Council’s Anti-Fraud and Corruption Strategy by ensuring that the Council has proportionate and effective resources and controls in place to prevent and detect fraud as well as investigate those matters that do arise.

The Committee is RECOMMENDED to note the summary of activity against the Counter Fraud Plan for 2022/23.

Report by the Director of Law & Governance and Monitoring Officer

The County Council must appoint one or more Independent Persons whose views are to be sought, and considered, by the authority before it makes its decision on an allegation that a councillor has breached the Members’ Code of Conduct. 

The Committee isRECOMMENDED to receive notice of the extension of the appointment of Mr Martyn Hocking and Mr Nicholas Holt-Kentwell to the role of Independent Persons for Oxfordshire County Council for a second term of two years from 14 July 2022 to 13 July 2024. Independent Persons perform a key role in the Council’s procedures for investigating any such complaints.