Agenda and minutes

The Chairwelcomed allparties tothe meeting and introductions were made.The Committeenoted theemergency evacuation  procedure for theCouncil Chamber if required.

No apologies and it was noted that Councillors Amirah Cole & Steve Pearce were not present.

To note any declarations of interest from the Councillors.  They are asked to indicate the relevant agenda item, the nature of the interest and in particular whether it is a disclosable pecuniary interest.

Any declarations of interest made at the meeting which is not on the register of interests should be notified to the Monitoring Officer for inclusion.

There were none.

To agree the minutes of the previous meeting as a correct record.

RESOLVED – that the minutes of 29 January 2024 be approved as a correct record.

This was noted.

Up to 30 minutes is allowed for this item.

Any member of the public or Councillor may participate in Public Forum.  The detailed arrangements for so doing are set out in the Public Information Sheet at the back of this agenda.  Public Forum items should be emailed to democratic.services@bristol.gov.uk and please note that the following deadlines will apply in relation to this meeting:-

Questions - Written questions must be received 3 clear working days prior to the meeting.  For this meeting, this means that your question(s) must be received in this office at the latest by 5 pm on 27 February 2024.

Petitions and Statements - Petitions and statements must be received on the working day prior to the meeting.  For this meeting this means that your submission must be received in this office at the latest by 12.00 noon on 1 March 2024.

Members of the press and public who plan to attend a public meeting at City Hall are advised that you will be required to sign in when you arrive and you will be issued with a visitor pass which you will need to display at all times.

The Committee noted the Public Forum statements and responses to questions.

Supplementary Questions.

It was noted that Mr Oldreive would be able to submit a written Supplementary Question upon receipt of his written responses which were not yet available.

Councillor Hucker, in respect of his questions on Stoke Lodge Playing Fields, asked at what level in BCC were these decisions being taken?

To note the work programme.

The Committee noted the Work programme for future meetings.

The report was summarized for the benefit of the Committee and the following points arose from discussion:-

1. The use of analytics when reviewing transactions would enable the audit team to be more efficient and complete the audit faster. Analytics would also enable management to monitor controls and would provide greater scope to increase the level of assurance;

2. Embedded assurance had been provided to key transformation programmes. However, in the new financial year all key programmes will be subject to an audit and it was important that different staff were used for the audit so that there was no conflict of interest;

3. With respect to Appendix 2 there were some areas for review that had not been looked at previously whilst there were others  which needed positive assurance;

4. It was clear that it was not possible to audit every facet of BCC’s work but the risk based plan was the best approach to provide assurances. Although, i was a limited audit plan, it was focused on the areas of highest risk. There was not a significant risk in relation to the audit service’s resources;

5. Compliance and contract management would be considered at Q3/Q4. The new Committee System would be allowed to embed before it was reviewed. The Director – Legal & Democratic Services added that a review had been earmarked  near the end of the year and this would also draw on external assurance;

6. The audit review of Planning decisions processing was welcomed.

Resolved – That the draft Internal Audit Plan for quarter 1 of 2024/25 be approved.

The report was summarized for the benefit of the Committee and the following points arose from discussion:-

1. The service was looking at commercial opportunities in order to generate income and become a fully traded service. An example of which was offering spaces at BCC children’s homes to other Local Authorities (LA’s). There had been a lack of commercial and financial acumen within the service which needed to be addressed;

2. The high number of children in care was a national issue. Capital funding was being used to look at sufficiency and could result in extensions to children’s homes which had been successful in other LA’s. Also new foster carers were being sought and existing foster carers asked if they could take on more children;

4. It was agreed, as part of the Action Sheet, to provide the ratios of children placed into homes or foster care and other alternative placements;

5. The Capital Programme for 24/25 would also provide a crisis hub. Supported accommodation for unstable children was currently not local and consideration was being given to accommodating in Bristol and this could also be of commercial value;

6. All projects were currently being reviewed and it was planned to feedback at a future Committee. It was important to tailor projects that were right for BCC as one size did not fit all;

7. It was agreed, as part of the Action Sheet, to provide further detail on the Mockingbird Programme;

8. Early interventions could prevent children coming into care and BCC was working with other organisations to reduce demand;

9. There was always pressures and demands on the service and it would never be possible to eradicate the position but stronger interventions and quality assurance and regular challenge would provide a stronger service;

10. Special Guardianship Orders (SGO’s) were part of the transformation programme and would provide savings. It was agreed, as part of the Action Sheet, to provide further detail on SGO’s;

11. All savings for 23/24 have been delivered save for SGO’s as the planned saving of £500K was no longer achievable due to changes in legislation and Home to School Transport which had proved a struggle to deliver but in the last quarter interventions had started to show benefits;

12. The transformation programmes were realistic and staff had been brought in to deliver. A change in mindset and culture were core to the progress. The most difficult aspect was making savings in areas of pressure, this would require evidence;

13. There was a limited budget to deliver and the worst case scenario was reducing resource without impacting projects that delivered savings. There was capacity through contingency funds.

Resolved - That the progress made on the Our Families Programme be noted.

The report was summarised for the benefit of the Committee and the following points arose from discussion:-

1. Itwas agreed, as part of the Action Sheet, to report back as to whether it can be assumed that the

findings of the Planning Advisory Service Peer Review requiring immediate action had been completed to

the satisfaction of the Planning Inspectorate;

2. An update on the Planning Service would be provided to the Committee early in the next Municipal Year;

3. It was agreed, as part of the Action Sheet, to report back onwhat were the minimum standards required

for a home in the independent sector housing children in care;

4. It was noted that some of the inspections were mandated by legislation and had a national regulator and

some were kept on the internal Risk Register;

5. It was noted that External Inspections and the Risk Register would be considered as part of the Annual

Governance Statement.

Resolved – That the following be noted:-

1. The findings of the external inspections;

2. Any improvement actions required as a consequence of the inspection findings and, where

appropriate, the management response;

3.  The assurance arrangements in place that oversee the council’s response to inspection findings.

The report was summarised for the benefit of the Committee and the following points arose from discussion:-

1. Consideration should be given to the Audit Committee being webcast in the future. There was a preference for retaining the use of the Council Chamber to hold the Committee;

2. The report was supported. It was noted that next Municipal Year would be the last one for the current Independent Members and that they should be replaced in good time.

Resolved – That the Audit Committee Self-Assessment Report for 2023/24 be approved.

Date ofNext Meeting

Thenext meetingwas an extraordinary meeting tobe held at 2pm on 25 March 2024.

The meeting ended at 4.35pm

CHAIR