Agenda

To approve the minutes of the meeting held on 27 November 2024 (AG3) 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. Requests to speak should be sent to committeesdemocraticservices@oxfordshire.gov.uk

If you are speaking ‘virtually’, you may submit a written statement of your presentation to ensure that 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 Director of Environment and Highways

The existing highway maintenance contract with M-Group Infrastructure (Milestone) is set to expire on 31 March 2025 with no options to extend. Following Cabinet approval in October 2023, officers were instructed to prepare and commence the procurement of a new highway maintenance contract to start on 1st April 2025 (following a mobilisation period) for 8 years with options for two 3-year extensions (14-year potential contract length).

The Audit & Governance Committee is RECOMMENDED to

a)    Note the governance in place and associated activities to enable the successful transition from the existing to new highways maintenance contract due to commence on 1^st April 2025.

Report by Executive Director of Resources & Section 151 Officer

The Treasury Management Strategy & Annual Investment Strategy for 2025/26 outlines the council’s strategic objectives in terms of its debt and investment management for the financial year 2025/26.

Audit & Governance Committee is RECOMMENDED to endorse the Treasury Management Strategy & Annual Investment 2025/26 as outlined in the report.

Report by the Director of Law & Governance and Monitoring Officer

The Head of Legal and Deputy Monitoring Officer presented an update to Committee on 27 November 2024 on the seven areas of focus identified in the Annual Governance Statement 2023/24 for action in 2024/25. This report to Committee is therefore a report on only those actions where an additional update is required.

The Committee is RECOMMENDED to receive this update on the actions from the Annual Governance Statement 2023/24 and to make any comment upon them.

Report by Director of Law & Governance and Monitoring Officer

The County Returning Officer, Martin Reeves, is responsible for the conduct of the County Council elections and by-elections.  The expenditure properly incurred by the Returning Officer is paid by the Council and, as such, a scale of expenses is set as a guide to such expenditure.  The scale of expenses set out in the Annex would be applicable to the County Council Elections, which will be held on Thursday, 1May 2025, as well as any by-elections which may need to be held within the 2025/26 financial year.

The Committee is RECOMMENDED to note the Scale of Election Expenses for the financial year 2025/26, 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 Executive Director Resources and Section151 Officer

The Government has launched a statement of intent and consultation on their proposals to overhaul the current local audit system in England.  In the Annex to this report is a document setting out the six areas identified to be reformed, and the proposed responses to the specific consultation questions posed in each of those six areas.

The Committee is RECOMMENDED to agree to the proposed consultation response outlined in the Annex to this report.

Report by Executive Director of Resources and Section 151 Officer

The Chartered Institute of Public Finance and Accountancy (CIPFA) launched the Financial Management Code of Practice (FM Code) in November 2019.  The FM Code was developed on behalf of the then Ministry of Housing, Communities and Local Government (MHCLG), now referred to as the Department for Housing, Communities and Local Government in the context of increasing concerns about the financial resilience and sustainability of local authorities. 

The Audit & Governance Committee is RECOMMENDED to

·         Endorse the assessment of compliance against the Financial Management Code for 2024/25 (Annex 1)

Report by Executive Director of Resources and Section 151 Officer

This report sets out updates to Risk Management and an overview of the latest strategic risk register which contains the Council’s most significant risks. The strategic risk register is closely managed by the Council Management Team and reported into the Strategic Leadership Team as part of the Council’s Business Management and Monitoring Reports. These combined reports contain performance, risk and finance progress updates against the delivery of the current strategic plan priorities.

The Committee is RECOMMENDED to note the Risk Management Update.

Report by Director of Law and Governance and Monitoring Officer

The Government has launched a consultation regarding the application of standards and conduct in local authorities. The consultation opened on 18 December 2024 and runs for 10 weeks, closing on 26 February 2025.  In the Annex to this report is a set of proposed answers to the specific questions which are posed, together with supporting text where appropriate.

The Committee is RECOMMENDED to agree to the proposed consultation response outlined in the Annex

A verbal update on the 2023/24 County Council and Pension Fund audits.

Report by the Executive Director of Resources and Section 151 Officer

This report provides an update on the Internal Audit Service, including resources, completed and planned audits.

The Committee is RECOMMENDED to note the progress with the 2024/25 Internal Audit Plan and the outcome of the completed audits.

The Committee is asked to agree to add a meeting to the 2025/26 schedule as follows: Wednesday 4 June 2025.

The Committee is invited to note and comment on the work programme