Chichester District Council
Agenda and minutes

Agenda and minutes

Venue: Virtual

Contact: Sharon Hurr  Email:  shurr@chichester.gov.uk

Link: To listen to the live broadcast recording please follow the link which will direct you to the live broadcasting webpage

Items
No. Item

77.

Chairman's Announcements

Any apologies for absence that have been received will be noted at this point.

 

Minutes:

Apologies were received from Cllr Barrie, Cllr Brown and Cllr Johnson for the first hour of the meeting.

78.

Approval of Minutes pdf icon PDF 249 KB

The committee is requested to approve the minutes of its ordinary meeting on 22 March 2021.

 

Minutes:

RESOLVED

 

The minutes of the meeting held on 22 March 2021 were agreed as a correct record.

79.

Urgent items

The chairman will announce any urgent items that due to special circumstances are to be dealt with under the Late Items agenda item.

Minutes:

There were no urgent items.

80.

Declarations of Interest

These are to be made by members of the Corporate Governance and Audit Committee or other Chichester District Council members present in respect of matters on the agenda for this meeting.

 

Minutes:

There were no declarations of interest.

81.

Public Question Time

The procedure for submitting public questions in writing by no later than noon 2 working days before the meetingis available here or from the Democratic Services Officer (whose contact details appear on the front page of this agenda).

Minutes:

There were no public questions.

82.

Audit Plan for year ended 31 March 2021 pdf icon PDF 6 MB

The Committee is requested to consider and to note Ernst & Young LLP’s Audit Plan for year ended 31 March 2021.

Minutes:

Prior to Mr White outlining the report Mr Suter provided the following update. He confirmed that the Plan presented to members is later than usual due to the backlog from the Covid-19 Pandemic. He added that it will continue to effect the coming year and as a result many audits including Chichester will have to be delayed. All audits have been reviewed and Chichester’s will now take place at the rescheduled time of October. He confirmed that the delay does not relate to any concerns around the council’s finance team.

 

Mr White then took the Committee through the report.

 

Cllr Wilding in relation to the timing of the audit wished to note that the council’s finances appear are in good order and therefore the delay could be accepted on the basis of no concerns.

 

Cllr Wilding with reference to page 23 wished to note that going concerns should not be an issue for the council. Mr White explained that going concerns were unlikely to be a worry. He clarified that the reference relates more to the disclosure of a going concern rather than the going concern itself. 

 

Cllr O’Kelly asked whether there is uncertainty over the time it will take to audit Covid-19 funding or whether lessons can be learnt from larger authorities who will be audited first. Mr White explained that this is likely to be the case by Chichester’s audit.

 

Cllr Dignum with regard to the Statement of Fraud on page 5 asked what measures the council has in place to mitigate cyber security. Mr White explained that if specific weaknesses are identified specialists could be brought in to assist the council.

 

RESOLVED

 

The Committee noted the Ernst & Young LLP’s Audit Plan for year ended 31 March 2021.

83.

2020-2021 Treasury Management outturn report pdf icon PDF 494 KB

The Committee is asked to review the Treasury activity summarised in this report and provide comments to Cabinet as necessary.

 

Additional documents:

Minutes:

Mr Catlow outlined the report and invited questions from the Committee.

 

Cllr O’Kelly requested clarification of the consultation return. Mr Catlow hoped the timing would be sooner rather than later.

 

Cllr Wilding requested the original questions alongside the responses detailed in the report. Mr Catlow explained that he had considered their inclusion but instead had summarised in section 7.6 of the report.

 

Cllr Hobbs with regard to inflation rates asked what impact an interest rate rise would have on the council. Mr Catlow explained that it is difficult to make firm recommendations due to the current uncertainty.

 

RESOLVED

 

The Committee reviewed the Treasury activity summarised and provided no further comments to Cabinet.

84.

Corporate Governance and Audit Committee Work Programme 2021-22 pdf icon PDF 129 KB

The committee is requested to consider and agree its work programme for 2021-22.

Additional documents:

Minutes:

Mrs Belenger confirmed that the S106 and CIL Annual Monitoring report and

S106 annual exceptions report will move to the October meeting. The September meeting will receive the Complaints, Freedom of Information requests and Data Protection Analysis 2020-21 in its place.

85.

Housing Benefit Subsidy Audit Position pdf icon PDF 146 KB

The Committee is asked to consider and note the outcome of the 2019/20 Audit Report.

 

Additional documents:

Minutes:

Mrs Rogers introduced the report.

 

Cllr O’Kelly requested a comparison from last year and expectations for next year. Mrs Rogers explained that this year’s position is overall more positive than last year. With regard to next year she agreed to include some of this year’s figures in the report for comparison purposes.

 

Cllr Wilding congratulated Mrs Rogers on the achievements outlined in the report.

 

RESOLVED

 

The Committee noted the outcome of the 2019/20 Audit Report.

86.

Progress Report - Update on Audit Plans 2020/2021 and 2021/22 pdf icon PDF 229 KB

The Committee is asked to note performance against the audit plan for 2020/21.

Additional documents:

Minutes:

Mr James introduced the report. He confirmed one follow up Audit with limited assurance was due   to the need to implement actions that had been identified. He added that a part-time Auditor had retired on the 8th June and SLT had agreed to make another part-time Auditor up to a full time post, effective from the 26 July.  Mr James outlined that the Auditor is inexperienced and is currently receiving on the job training plus also the 8 weeks that will not be covered it may be necessary for the 2021/2022 Audit Plan to be adjusted in the future. Mr James assured the committee that he would report back to committee if this was necessary.   

 

Cllr O’Kelly requested clarification of the findings related to the Lone Workers Policy as 12 out of 18 addresses were not recorded in line with the Policy. Mr James clarified that the follow up had resulted in the HR Manager issuing reminder guidance to all staff. He added that a further action being considered is to require a postal code. Once this has been agreed it will be revisited at an appropriate time to review whether it has been implemented.

 

RESOLVED

 

The Committee noted performance against the audit plan for 2020/21.

87.

Update Following Global Microsoft Exchange Hack pdf icon PDF 170 KB

That the Committee are fully briefed on the circumstances, actions and outcomes following the Global Microsoft Exchange Hack in March 2021. 

Minutes:

Mr Forward introduced the report. He introduced the item alongside the ICT Security Plan.

 

Cllr Wilding requested clarification on the term Zero day. Mr Forward explained that it means that it needs action now as there is no time to effect change.

 

Cllr Wilding shared concerns about the delay in notification of issues by Microsoft. Mr Forward explained that the issue can be clarification and validation of issues being real. He added that contacts have been developed over the last couple of years to aid intelligence for validation.

 

Cllr Wilding requested clarification that the council’s print function is now back up and running. Mr Forward confirmed.

 

Cllr Hobbs asked what level of assurance there is that the council’s assets would not be wiped out in an attack. Mr Forward explained that funding is not the sole answer as a server build from scratch would take nine months to complete. Mitigation measures are now almost complete for a replica of the server to go live at the site at the Depot. The server will have its own connectivity with data backed up every 20 minutes. Mrs Belenger added that the council is currently tendering for the council’s insurances. Insurance providers are considering IT and cyber risk.

 

Cllr Dignum was reassured by the news of a full back up system. He asked how the back-up system can be protected too. Mr Forward clarified that there is always a chance a virus could spread however the site is a dark site which does not appear on architectural scanning. He explained a further strategy called Honeypotting which can monitor a hack. He confirmed that backing up to tape means that a link to the Depot can be severed immediately. He explained that there would be a split tunnel approach to separate the two systems.

 

Mr Ward confirmed that members have been kept up-to-date via the Members Bulletin.

 

RESOLVED

That the Committee are fully briefed on the circumstances, actions and outcomes following the Global Microsoft Exchange Hack in March 2021.

88.

ICT Security Plan pdf icon PDF 932 KB

That the Committee be advised of the approach being taken to strengthen our cyber defensive capabilities in light of the changing nature of ICT security threats and breaches. 

That the ICT Security Plan provides sufficient corporate assurance against the increasing volumes and sophistication of cyber-criminal activity.  

Minutes:

This item was covered in the item above.

 

RESOLVED

 

That the Committee be advised of the approach being taken to strengthen our cyber defensive capabilities in light of the changing nature of ICT security threats and breaches.

 

That the ICT Security Plan provides sufficient corporate assurance against the increasing volumes and sophistication of cyber-criminal activity.

 

Cllr Johnson arrived at the meeting.

 

Members took a short break.

89.

Constitutional Amendments pdf icon PDF 145 KB

The Committee is asked to note the amendments to the Constitution made by the Monitoring Officer in the period January 2019 to July 2021.

 

Additional documents:

Minutes:

Mr Bennett introduced the report.

 

There were no questions.

 

RESOLVED

 

The Committee noted the amendments to the Constitution made by the Monitoring Officer in the period January 2019 to July 2021.

90.

Strategic Risk Group

Appointment of three members of the Committee – Verbal Report

Minutes:

Mrs Belenger explained that this is an annual appointment. The current appointments are Cllr Brown, Cllr Tim Johnson and Cllr O’Kelly.

 

Cllr Tim Johnson explained that he would no longer be eligible due to political balance.

 

Cllr Dignum proposed Cllr Hobbs. Mr Tim Johnson seconded the proposal.

 

RESOLVED

 

The Corporate Governance and Audit Committee representatives appointed to Strategic Risk Group for the ensuing year are:

 

Cllr Brown, Cllr Hobbs and Cllr O’Kelly.

91.

Strategic Risk Management Update pdf icon PDF 237 KB

That the Committee notes the updated Strategic Risk Register and the internal controls in place, plus any associated action plans to manage those risks, and raises any issues or concerns.

Additional documents:

Minutes:

Mrs Belenger introduced the report. She confirmed that due to Covid-19 delays the report had only been seen by the Senior Leadership Team to date and was yet to be taken to members.

 

Cllr O’Kelly explained that the difficulty in how quickly some projects move in terms of risk and how the fluctuations can be picked up. Mrs Belenger explained that management would consider at monthly meetings where risks are occurring. It should be considered part of business as usual to mitigate risks. Mr Ward explained that in terms of self-isolating that many services can still be run from home. The main service area that had to be managed through Business Continuity Plans during the Pandemic was Chichester Contract Services who have been working in bubbles.

 

RESOLVED

That the Committee notes the updated Strategic Risk Register and the internal controls in place, plus any associated action plans to manage those risks, and raises any issues or concerns.

92.

Exclusion of the Press and Public

The Committee is asked to consider in respect of agenda item 15 Strategic Risk Update appendix 1b, agenda item 17 Litigation Risk and appendix, and agenda item 18 Investigatory Powers Commissioners Office Inspection of Surveillance and CHIS Findings and appendix, whether the public, including the press, should be excluded from the meeting on the grounds of exemption under Parts I to 7 of Schedule 12A of the Local Government Act 1972, as indicated against the item and because, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information. The reports dealt with under this part of the agenda are attached for members of the Corporate Governance & Audit Committee and senior officers only (salmon paper).

 

Minutes:

The Committee was asked to consider in respect of agenda item 15 Strategic Risk Update appendix 1b, agenda item 17 Litigation Risk and appendix, and agenda item 18 Investigatory Powers Commissioners Office Inspection of Surveillance and CHIS Findings and appendix, whether the public, including the press, should be excluded from the meeting on the grounds of exemption under Parts I to 7 of Schedule 12A of the Local Government Act 1972, as indicated against the item and because, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information.

 

The Committee resolved to go into Part II.

93.

Litigation Risk

That the Committee note that several ongoing matters carry litigation risk and the assessment of that risk by author to the report.

 

Minutes:

Mr Bennett introduced the report.

 

RESOLVED

 

The Committee noted that several ongoing matters carry litigation risk and the assessment of that risk by author to the report.

94.

Investigatory Powers Commissioners Office Inspection of surveillance and CHIS findings

That the Committee note that an inspection took place in March 2021 and that all recommendations from the recent inspection by the Investigatory Powers Commissioners office are being undertaken.

 

Minutes:

Mr Bennett introduced the report.

 

RESOLVED

 

The Committee noted that an inspection took place in March 2021 and that all recommendations from the recent inspection by the Investigatory Powers Commissioners office are being undertaken.

95.

Late items

The committee will consider any late items as follows:

a)          Items added to the agenda papers and made available for public inspection

b)          Items that the chairman has agreed should be taken as a matter of urgency by reason of special circumstances to be reported at the meeting

Minutes:

There were no late items.

 

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