A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Council and councillors

Agenda and minutes

Venue: Council Chamber, Catmose, Oakham, LE15 6HP

Contact: David Ebbage  Email: governance@rutland.gov.uk

Media

Items
No. Item

1.

APOLOGIES

Minutes:

Apologies were received from Councillors W Cross and J Fox

 

2.

MINUTES pdf icon PDF 223 KB

To confirm the minutes of the Audit and Risk Committee held on 26th April 2022 and 28th June 2022 and to receive an update on actions agreed in the minutes of the previous meeting.

 

Additional documents:

Minutes:

Consideration was given to the minutes of the meetings held on 6 April and 28 June 2022.

 

It was moved by Councillor A Walters and seconded by Councillor A MacCartney that the minutes of the 6 April meeting be approved.

 

It was then moved by Councillor A Walters and seconded by Councillor D Blanksby that the minutes of the 28 June meeting be approved.

 

RESOLVED

That the minutes of the meetings held on 6 April and 28 June 2022 be APPROVED.

 

3.

DECLARATIONS OF INTEREST

In accordance with the Regulations, Members are invited to declare any disclosable interests under the Code of Conduct and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

Minutes:

There were no declarations of interest.

 

4.

PETITIONS, DEPUTATIONS AND QUESTIONS

To receive any petitions, deputations and questions received from Members of the Public in accordance with the provisions of Procedure Rules 93 and 94.

 

The total time allowed for this item shall be 30 minutes. Petitions, declarations and questions shall be dealt with in the order in which they are received. Questions may also be submitted at short notice by giving a written copy to the Committee Administrator 15 minutes before the start of the meeting.

 

The total time allowed for questions at short notice is 15 minutes of the total time of 30 minutes. Any petitions, deputations and questions that have been submitted with prior formal notice will take precedence over questions submitted at short notice. Any questions that are not considered within the time limit shall receive a written response after the meeting and be the subject of a report to the next meeting.

Minutes:

No petitions deputations or questions had been received.

 

5.

QUESTIONS WITH NOTICE FROM MEMBERS

To consider any questions received from Members of the Council in accordance with the provisions of Procedure Rule 95.

 

Minutes:

No questions with notice from Members had been received.

 

6.

NOTICES OF MOTION

To consider any Notices of Motion from Members submitted under Procedure Rule 97.

 

 

Minutes:

No notices of motion had been received.

 

7.

EXTERNAL AUDIT PROGRESS REPORT

To receive a verbal update from the Strategic Director for Resources and the Council’s External Auditors.

 

Minutes:

Andrew Merry, Head of Finance, introduced Paul Harvey of Grant Thornton, the Council’s External Auditors. Mr Harvey then provided a verbal update of their work on the Council’s accounts for 2021-22.

 

8.

REGULATION OF INVESTIGATORY POWERS ACT 2000 (RIPA)

To receive a verbal update from the Strategic Director of Resources.

Minutes:

The committee received a verbal update from Angela Wakefield, Director of Legal and Governance, confirming that here had been no use of the RIPA provisions since the last update to the Committee.

 

9.

INTERNAL AUDIT PROGRESS REPORT pdf icon PDF 200 KB

To receive Report No.154/2022 from the Chief Internal Auditor.

Additional documents:

Minutes:

Report No. 154/2022 was introduced by Rachel Ashley-Caunt, Chief Internal Auditor, the report updated the Committee on the progress made in delivering the 2022/23 Annual Audit Plan and outcomes from those audit assignments completed since the last Committee meeting. It was confirmed that the Internal Audit team remained on track and within budget for the current year.

 

RESOLVED

 

a)    That the Committee NOTED the Internal Audit Update Report at Appendix A

 

10.

INFORMATION GOVERNANCE ANNUAL REPORT pdf icon PDF 508 KB

To receive Report No.152/2022 from the Director for Legal & Governance.

Minutes:

Report No. 152/2022 was introduced by Angela Wakefield, Director of Legal and Governance, the annual report provided an overview of the Council’s activity in respect of how it had discharged its responsibilities in matters relating to Information Governance, including information regarding Compliments, Comments and Complaints over the financial year from 1 April 2021 to 31 March 2022, it was noted these included complaints that had progressed to the Local Government Ombudsman. It was confirmed the Council’s Data Protection Policy had been updated and approved by Cabinet since the Committee’s last consideration of the annual report. 

 

In response to a question on the seriousness of those complaints referred to the ombudsman, the Director for Legal and Governance agreed to provide a more detailed breakdown outside of the meeting.

Action: Angela Wakefield

 

Although it was noted the report stated council staff working from home had contributed to the reduction of data breaches as staff processed less data through hardcopy, it was also noted there also was a risk of electronic communications being sent to the wrong recipient and it was confirmed data protection training for all staff was due to be commence in the near future. It was requested for data on the level of staff working from home to be queried about and provided if available.

Action: Angela Wakefield

 

RESOLVED

 

a)    That the Committee NOTED the information contained in the report.

 

11.

EXCLUSION OF THE PRESS AND PUBLIC

Audit & Risk is recommended to determine whether the public and press be excluded from the meeting in accordance with Section 100(A)(4) of the Local Government Act 1972, as amended, and in accordance with the Access to Information provisions of Procedure Rule 239, as the following item of business is likely to involve the disclosure of exempt information as defined in Paragraph 2 of Part 1 of Schedule 12A of the Act.

 

Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

Minutes:

It was agreed the meeting would remain in a public session and Members were reminded not to disclose the specific contents of the exempt appendix.

 

12.

STRATEGIC RISK REGISTER pdf icon PDF 656 KB

To receive Report No.153/2022 from the Strategic Director of Resources.

Additional documents:

Minutes:

Report No. 153/2022 was introduced by Angela Wakefield, Director of Legal and Governance. The report presented the Strategic Risk Register to the Committee and provided assurance that strategic risks were being adequately managed in line with the recently updated Risk Management Policy.

 

Andy Nix, Head of IT and Customer Services then updated Members on measures the Council was undertaking in relation to cybersecurity, in particular following the pandemic and increase in staff working outside of the office.

 

During questioning to the Head of IT and Customer Services the following points were made:

 

  • Although the Council being smaller than most other authorities meant a relatively lower number of computers at risk of ransomware, this also meant a lower budget and IT team to secure these.
  • The Council’s unitary status meant a large level of personal data from children’s and adults services were held.
  • It was confirmed that the Council operated a filter system design to block phishing emails but it was not recommended to block certain key words in case a legitimate email was then blocked.
  • It was confirmed staff computers were unable to access unauthorised websites even when working from home.
  • It was identified that the single biggest risk to the Council remained internal staff as they would automatically be past the barrier of getting access to the Council network.

 

 

RESOLVED

 

a)    That the Committee NOTED the content of the updated Strategic Risk Register (Appendices A and B to the report) and the actions underway to address the risks.

 

13.

ANY OTHER URGENT BUSINESS

To receive items of urgent business which have previously been notified to the person presiding.

Minutes:

There was no urgent business for consideration. It was noted a suggestion around the future number of Audit days would be discussed at a future date, but the Committee were reminded of the need to ensure sufficient audit days were provided to allow sufficient assurances to be given by the Chief Internal Auditor.

 

14.

DATE OF THE NEXT MEETING

Tuesday 6th December 2022

Minutes:

Tuesday, 6th December 2022.