Agenda, decisions and draft minutes

To receive any apologies for absence; and to receive notification of substitutions.

Apologies received from Cllr Todd-Jones substituted by Cllr Smart.

Apologies received from Cllr Todd-Jones substituted by Cllr Smart.

At this point Members must declare whether they have a disclosable pecuniary interest, or other interest, in any of the items on the agenda, unless it is already entered in the register of members’ interests.

There were no declaration of interests made.

There were no declarations of interests made.

A verbal announcement from the Chair.

The Chair made the following announcements:

1)    Interviews carried out to appoint a new Independent Member appointed; the successful candidate has experience of chairing in Yorkshire recommend to CA Board at AGM appointed as new Independent Member and Chair for the Committee.

2)    There had been two Sub Committee – Hearing Panels held in January and February; decision notices from those are appended to minutes. Thank colleagues who joined me on panel – challenging process and grateful for the support of members.

The Chair made the following announcements:

1) Interviews had been carried out to select a new Independent Member; the successful candidate has chairing experience and had been a vice-chair of an audit committee in another combined authority. Officers will recommend to the CA Board at AGM that he be appointed as the new Independent Member and Chair of A&G.

2)  There had been two Sub Committee – Hearing Panels held in January and February; decision notices from those were appended to the minutes. That Chair thanked those colleagues who had joined the Chair on the panel – it had been a challenging process and the Chair was grateful for the support of members.

To approve the minutes of the meeting held on 28^th November and to note the action log.

Committee to also note the decision notices from the A&G Sub Committee Panel hearings that took place on the 28^th January and the 4^th February 2025.

The minutes of the meeting on 28^th November were approved as an accurate record.

Committee requested that actions 10.2 and 8.3 were combined.

Committee requested that paragraph 6.3 from the minutes were added to the action log.

The Action Log was noted by the Committee

The decision notices from the two sub committee panel hearings were noted.

The minutes of the meeting on 28^th November 2024 were approved as an accurate record.

The Committee requested that actions 10.2 and 8.3 in the minutes be combined.

The item in paragraph 6.3 from the minutes was added to the action log.

The Action Log was noted by the Committee

The decision notices from the two subcommittee panel hearings were noted.

To review the Corporate Risk Register and a deep dive into a specific risk.

The Committee RESOLVED to:

a)    To endorse the Corporate Risk Register, Dashboard and Heatmap for February 2025.

b)    Agreed the proposed 2025/26 schedule of Deep Dives

The Committee undertook a deep dive into Climate Change CPCA role and its wider direct impact on Cambridgeshire & Peterborough

The Committee received the report which requested they review the corporate risk register, dashboard and heat map; the proposed schedule of deep dives and a deep dive into climate change.

The following points were raised during the discussion:

·       Officers agreed to feedback to the Corporate Management Team that A&G recommended that the Local Government review should be included as risk.  Although the Review would not have the same impact on the CPCA as it would a local authority, it would still be affected by the changes.

·       Officers confirmed that a working group had been established to consider the implications of the Devolution White Paper. The issues around how the CPCA works, the capacity required and the affect on key stakeholder relationships would be assessed and embedded into the risk register.

·       In response to a question about risks with the implementation of bus franchising, the Committee were advised that risk planning and mitigation would be critical – such risks would be reported under the umbrella of the franchising work.

·       The Committee requested that bus franchising and the Committee’s scrutinising role be added to the work programme.

·       The Committee were advised that there was a judicial review deadline for bus franchising, which would elapse 3 months from the date of the decision to proceed.

·       As a general comment, Members asked officers to consider the reputational implications when identifying and assessing risks.

Climate Change Risk – Deep Dive

Cllr Bridget Smith was in attendance as the Lead CA Board Member for Climate Change. She said that she was delighted that climate change had become a priority for the CPCA.

The following points were noted during the discussion:-

·       In response to a query about flooding risk and whether the target impact score was too high, the members were advised that a target less than moderate would set the authority up to fail. There were many areas that could impact the work being done on this, including local government reorganisation and the Mayoral election.

·       In response to a question about what was being done to manage flooding, Members were advised that this was a dynamic risk. There were many aspects with the CPCA’s role largely being one of working in partnership. This was about influencing, as the CPCA did not have a seat on Water Resources East Board, unfortunately the authority was not in a position to provide substantial funding for flood mitigation.

·       The CPCA had supported the work of the UEA’s Tindall Centre, and the work on the revised Fens’ Risk Assessment, by promoting and looking at how to create pathways to achieving reductions in carbon emissions.

·       Members commented that they were pleased that their original recommendation to recognise climate change on the risk register had been accepted.

·       Members thanks Cllr Bridget Smith for attending and recognised that it would be useful to invite other Lead Members when the committee undertook deep dive risks.

The Committee RESOLVED to:

a)    To endorse the Corporate Risk Register, Dashboard and Heat map for February 2025.  ...  view the full minutes text for item 5.

Committee to note progress made in the implementation of the Performance Management Framework (PMF) and next steps.

The Committee RESOLVED to note the progress made in the implementation of the Performance Management Framework (PMF) and next steps.

The Committee received the report which provided an update on the progress made in the implementation of the Performance Management Framework (PMF) and next steps.

The following points were noted during the discussion:-

·       In response to a query about staff familiarity with the framework, the Members were advised that internal working groups had been set up to engage senior staff and make them aware of the importance in providing the accountability to members. There had been encouraging progress but a recent survey showed that just 40% of staff were aware of the framework, so further work needed to be done to raise awareness.

·       The Committee asked for a Performance Framework update, including some examples, halfway through the next municipal year.

The Committee RESOLVED to note the progress made in the implementation of the Performance Management Framework (PMF) and next steps.

ACTION:

1)    Performance Framework Update to be added to the work programme for the November 2025 meeting.

Committee to review and approve the draft new Equality Policy for Service Provision

The Committee reviewed and noted the draft new Equality Policy for Service Provision

The Committee received the report which requested that they review and approve the draft new Equality Policy for Service Provision.

The following points were noted during the discussion:-

·       In response to a query about where the Mayor and elected members fit within the policy, Officers advised that this was a challenge as the diversity of the policy sat within the Human Resources department which did not deal with elected members. There would be a workshop for elected members after Easter.

·       In response to a query about how the would the CPCA know if the policy was working, Officers said that other Mayoral Combined Authorities’ had been canvassed to help understand best practice. Indicators were in place to collect data and measure progress.

The Committee reviewed and noted the draft new Equality Policy for Service Provision

Committee to consider the draft refreshed Monitoring and Evaluation Framework and provide comment on its content and provide endorsement before it moves forward for consideration at the Combined Authority Board.

The Committee RESOLVED to comment on the Monitoring & Evaluation Framework and endorsed it for consideration at the Combined Authority Board.

The Committee received the report which requested they consider the draft refreshed Monitoring and Evaluation Framework and provide comment on its content and provide endorsement before it moves forward for consideration at the Combined Authority Board.

The following points were noted during the discussion:-

·       To ensure this framework was fully embedded there was a single project register in place, with evaluation processes in place.

·       The internal auditor advised that they could consider the framework as part of the audit plan, to assess the performance and project processes in place and implementation progress.

·       In response to a question about how this framework would be enforced with staff, officers advised that key messages had been shared with staff about the opportunity to learn, do better and celebrate achievements.

The Committee RESOLVED to comment on the Monitoring & Evaluation Framework and endorsed it for consideration at the Combined Authority Board.

Committee to review and comment upon the Draft Capital, Non-Treasury Investment and Treasury Management Strategies for 2025-26 and the draft 2025-26 Minimum Revenue Provision (MRP) statement

The Committee reviewed and commented upon the Draft Capital, Non-Treasury Investment and Treasury Management Strategies for 2025-26 and the draft 2025-26 Minimum Revenue Provision (MRP) statement

The Committee received the report which requested that they review and comment upon the Draft Capital, Non-Treasury Investment and Treasury Management Strategies for 2025-26 and the draft 2025-26 Minimum Revenue Provision (MRP) statement

The following points were noted during the discussion:-

·       The key message was that the decision to go ahead with Bus Franchising meant that the CPCA would now need to borrow to finance the scheme. That was a fundamental change in the Treasury Management Strategy from previous years. Further updates on the impacts on the CPCA’s financial management would be provided as franchising developed.

·       The Medium-Term Financial Plan that had been agreed by the CA Board had included the costs of bus franchising.

·       In response to a question around the depot strategy for bus franchising, Officers advised that it was key that the CPCA delivered a fair procurement that would enable SME’s to be part of the franchised network. The strategy would also look at whether the CPCA would charge bus operators for use of the depots, or provide it as part of the contracts.

·       The Committee asked that the work programme include an update and insight into the governance and internal controls for franchising.

·       In response to a query about the New Business Growth and Social Impact Fund, Officers advised that this could be provided to businesses that would provide a benefit to the CPCA area. The fund was currently going through the Single Assurance Framework (SAF) to approve its creation; there had been two funds approved by the CA Board with investments due to start in 25/26.

The Committee noted the Draft Capital, Non-Treasury Investment and Treasury Management Strategies for 2025-26 and the draft 2025-26 Minimum Revenue Provision (MRP) statement.

ACTION:

1)    The Committee requested that their work programme include an update on progress and briefing on franchising and its governance and internal controls.

The Committee noted the Internal Auditors progress report.

The Committee received the progress report from the Internal Auditor.

The following points were noted during the discussion:-

·       The Internal Auditor advised that it was likely that their end of year opinion would be positive this year.

·       The partial assurance for the procurement review was queried. The internal auditor advised that they had found a lot of robust policies in place and appropriate due diligence had been undertaken. The areas for concern were around contract management, evidence of processes, contracts register and the completion of conflict of interest documentation.

·       Committee members expressed a wish that there should be more detail provided around what progress had been made on completing actions and the internal auditor agreed that this could be included in the executive summary of the report going forward.

The Committee noted the Internal Auditors progress report.

ACTION:

Internal Auditor agreed that more detail would be provided around what progress had been made on completing actions within the executive summary.

The Committee noted the Internal Audit plan for 2025/26.

The Committee received the draft internal audit plan.

The following points were noted during the discussion:-

·       It was agreed that the Internal Auditor should go with two reviews before A&G formally approved the internal audit plan at their next meeting.

·       Officers agreed to look consider the dive plan with the internal auditors and include the conclusions in the Corporate Risk report to the June meeting.

·       There were three outstanding reports to be completed before the end of March.

The Committee noted the Internal Audit plan for 2025/26.

ACTION:

1)    Officers agreed to consider how internal audit work is reported as part of deep dives in the future.

Committee to receive the audit result report from the External Auditor Ernst & Young

The Committee noted the external auditors report.

The Committee received the audit result report from the External Auditor Ernst & Young

The following points were noted during the discussion:-

The Committee requested that External Auditor provide a short note to the Chair to include in the A&G Committee Annual report on the progress that the CPCA has made since the issuing of the letter that led to the best value notice and improvement work for the CPCA.

The External Auditor would continue to reflect on the arrangements that had been put in place following the best value notice and monitor the progress the CPCA makes as they would want to be sure of any backward movement in the progress.

Due to the 22/23 accounts being disclaimed the external auditor could not provide an opinion on the 23/24 accounts but they had completed a significant element of assurance work on the financial statements.

The Committee noted the external auditors report.

The Committee RESOLVED to:

a)    Review the Annual Governance Statement 2023/24

b)    Approve the audited Statement of Accounts 2023/24

c)     Authorise the Chair of the Audit and Governance Committee to sign off any further immaterial changes required to the Statement of Accounts and Annual Governance Statement for 2023/24 prior to publication

The Committee received the annual governance statement the annual accounts as adjusted for the findings of the auditors, for the Committee’s review and approval.

The following points were noted during the discussion:-

·       There were significant changes are within the annual governance statement due to the improvement work of 23/24.

·       Significant changes to financial statements were expected in future years due to bus franchising.

The Committee were requested to concur with the officer’s view to not adjust the accounts for the one unadjusted error noted.

The Committee RESOLVED to:

a)    Review the Annual Governance Statement 2023/24

a)    Approve the audited Statement of Accounts 2023/24

b)    Authorise the Chair of the Audit and Governance Committee to sign off any further immaterial changes required to the Statement of Accounts and Annual Governance Statement for 2023/24 prior to publication

c)     Concur with the Officers’ view to not adjust the accounts for the unadjusted error noted within the external auditors report.

Committee to receive the report which outlines the key Information Governance activities undertaken by the Combined Authority in the past year.

The Committee received and noted the Information Governance Update.

The Committee received the report which provided an Information Governance update.

The committee were advised that the authority were receiving more FOI’s requests than before and the committee requested that future reports provide a reflection on any trends.

The Committee noted the Information Governance Update.

ACTION:

1)    Future Information Governance updates to include information on any trends.

Committee to receive the report which provides an update to the Audit & Governance committee on the procurement behaviour.

Committee RESOLVED to note the report which provided an update to the Audit & Governance committee on the procurement behaviour.

The Committee received an update of procurement progress.

The following points were noted during the discussion:-

·       In response to a query about the one waiver, the Committee were advised that timing necessitated a waiver to extend the contract for a vital service. A new competitive procurement that had since been undertaken.

·       The Committee asked that another report be provided next year, alongside the procurement update, to provide detail the CPCA’s grant activity..

Committee RESOLVED to note the report.

ACTION:

1)    Procurement Update to be brought annually to the Committee – add to work programme March 2026

2)    A report on the grant activity of the CPCA to be brought at the same time – add to work programme March 2026.

Committee to receive the report which informs the Committee about a Government consultation addressing possible changes to the ethical framework for elected members.

Committee RESOLVED to support the proposed consultation response on the government consultation entitled “Consultation: Strengthening the Standards and Conduct Framework for Local Authorities in England”, to MHCLG subject to a review by officers on the responses.

The Committee received the report which informed the Committee about a Government consultation addressing possible changes to the ethical framework for elected members.

Committee RESOLVED to support the proposed consultation response on the government consultation entitled “Consultation: Strengthening the Standards and Conduct Framework for Local Authorities in England”, to MHCLG subject to a review by officers on the responses.

Committee to review the draft Annual report for the committee and approve.

Committee received and approved the draft annual report.

Committee received and approved the draft annual report.

To note the Committee agenda plan.

It was resolved to note the work programme.

The Internal Audit Plan and Internal Audit Opinion needed to be added to June meeting.

External Audit reports to be added to work programme when dates became available.

It was resolved to note the work programme.

Date of the next meeting is the 19^th June 2025

A&G Committee Induction – 17^th June 2025

The next meeting is scheduled for 10am on 19^th June 2025. The meeting venue is Huntingdonshire DC.

The next meeting is scheduled for 19^th June 2025. The meeting venue is CPCA Meeting Room, Huntingdonshire DC