Apologies for absence were received from Councillors Hill and Loxton.  In the absence of the Chairman, Councillor Loxton, the Vice-Chairwoman, Councillor Kennedy chaired the meeting.

To confirm as a correct record the Minutes of the meeting of the Audit Committee held on 28 September 2022.

The Minutes of the meeting of the Audit Committee held on 28 September 2022 were confirmed as a correct record and signed by the Vice-Chairwoman.

To consider a report that provides a high-level overview of the council’s progress and success in meeting the priorities of the Community and Corporate Plan as well as the Council’s overall performance on key internal indicators.

Members noted the Quarter 2 Performance Report and Quarter 2 Risk Report, Members were advised that the Quarter 2 Performance Report contained the summaries of progress, updates on projects and performance of key indicators used to deliver and track the priorities within the Community and Corporate Plan. 

At the meeting Members were joined by the Director of Children’s Services, the Divisional Director of Corporate Service and the Divisional Director of Planning, Housing and Climate Emergency and held a debate which focused on the indicators within their service areas.

The Director for Children’s Services, Nancy Meehan provided an update on the pressure within Children’s Services due to the number of residents in the hotel being used to accommodate asylum seekers presenting as unaccompanied children.  When an individual presented as an unaccompanied child, the local authority had a duty to undertake an Merton Age Assessment, each assessment involved at least two social workers and other professionals, each assessment took around 35 hours to complete.  Members were advised that as a consequence, children who were already within the service were being impacted.

Ms Meehan advised that upon an individual presenting as an unaccompanied child, the individual must be found alternative accommodation to the hotel.  This was further complicated by the individual upon entry into the country claiming to be adults then presenting as an unaccompanied child upon arrival in Torbay.  Therefore, normal accommodation routes such as foster families were not an option due to the need to safeguard other children.  This added further pressure on staff and resources.

Members raised questions in relation to:

·         The number of Merton Age Assessments completed, how many were underway and how many were outstanding;

·         Whether medical or biological assessments could be undertaken;

·         Whether assessments had to be undertaken face to face and what were considered to be suitable environments for the assessments;

·         The emotional and physical toll the volume of assessments was having on staff;

·         Staff caseloads;

·         Who was responsible for the financial burden of the assessments;

·         The number of children in receipt of Education, Health and Care Plans;

The Divisional Director Corporate Services provided an update in respect of the following projects:

·         Customer Relationship Management Project;

·         The IT system supporting Development Management in particular the elements regarding Land Registry and Section 106/Community Infrastructure Levy;

·         Liquid Logic; and

·         Power BI

Members raised questions in relation to the following:

·         The complexity, timescale and likelihood to deliver the Customer Relationship Management Project for the ‘go live’ date in March 2023;

·         The intended efficiencies as a result of the implementation of the Customer Relationship Management system; and

·         Was the Liquid Logic project value for money and were there benefits in rolling the project out to Adult Services.

Members asked the Divisional Director of Corporate Services further questions regarding Complaint Performance data in particular the complaints being considered by the Local Government Ombudsman, and the backlog of complaints within departments.

The Vice-Chairwoman welcomed the Divisional Director Planning, Housing and Climate Emergency to the meeting and informed Members that in the  ...  view the full minutes text for item 22.

To consider a report that provides a high-level view of the council’s risks and management thereof.

This item was considered alongside the Quarter 2 Performance Report, see the minute above.

To inform the Audit Committee of the proposed appointment of the external auditor to the Council for the 2023/24 accounts and beyond.

Members considered a report that informed them of the proposed appointment of the external auditor to the Council for the 2023/24 accounts and beyond as notified by the Public Sectors Audit Appointments (PSAA). 

The Deputy Director of Finance, informed Members that under regulation 13 of the Appointing Persons Regulations, the PSAA must appoint an external auditor to each opted-in body having consulted on their proposal.  The Council, in accordance with regulation 13 was informed of the outcome of the PSAA procurement to let audit contracts from 2023/24. Grant Thornton was successful in winning a contract in the procurement, and PSAA propose appointing them as the auditor of Torbay Council for five years from 2023/24.  The appointment was currently being consulted upon. 

In addition, PSAA have also indicated that bodies should anticipate an increase in the order of 150% on the total fees for 2022/23.  PSAA will consult formally on the scale of fees for 2023/24 in Autumn 2023 and will publish confirmed scale of fees for 2023/24 for opted-in bodies on their website by 30 November 2023.

Resolved:

That the Director of Finance in consultation with the Chairman of the Audit Committee be requested to formally object to the proposed auditor appointment and proposed fee increase by midnight on 14 November 2022.

To consider passing a resolution to exclude the press and public from the meeting prior to consideration of the following item on the agenda on the grounds that exempt information (as defined in Schedule 12A of the Local Government Act 1972 (as amended)) is likely to be disclosed.

(Note:  Prior to consideration of the item in Minute 26 the press and public were formally excluded from the meeting on the grounds that the item involved the likely disclosure of exempt information as defined in paragraph 2 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).

To consider the exempt update on the Planning, Housing and Climate Emergency – Service of the Future Project.

Members noted an update on the Planning, Housing and Climate Emergency – Service of the Future Project.  The Divisional Director of Corporate Services and Divisional Director of Planning, Housing and Climate Emergency informed Members that initially progress had been slow due to the need to review the impact of historical interventions in order to understand what needed to change.  Members were advised that there were ‘green shoots’ of improvement, however given the challenge and cultural change required officers did not anticipate concrete changes and improvements until the summer.