Agenda item

Jaclyn Gibson, Chief Finance Officer:

1. presented a report to inform Audit committee that the Annual Governance Statement (AGS) had been completed and signed off by Leadership

2. highlighted that officers had concluded that one of the two significant governance issues from 2021/22 needed to remain in the 2022/23 AGS;

3. explained that one of the significant issues was now deemed as mitigated to the extent that it was no longer a significant issue and had already moved to green status:

4. recommended that Audit Committee reviewed the contents of the Final Annual Governance Statement with a view to monitoring progress on the significant issue identified over the coming year.

5. invited members questions and comments.

Members discussed the contents of the report in further detail.

Thanks was given to Officers for detailed information at section 3.6 to the report.

Question: Reference was made to the LPMM process at section 3.6 to the report. What is the process based on?

Response: The LPMM (Lincoln Project Management Model) process was based on the principles of PRINCE and adapted for use by Local Government. Adaptations in recent years made it less cumbersome and more user friendly.

Members raised concerns regarding the need for adaption of PRINCE as a national recognition and standardised methodology. In addition, queries were raised regarding the impact of Covid-19 as issues were present prior to the pandemic for approximately five years. Officers confirmed that issues arose from central resource capacity. Projects were managed at various different directorates and as such, project management occurred at different levels, not through a central team.

It was added that there would be proposals for the project register to cease being used and theme groups under Vision 2025 were suspended due to Covid-19. Officers confirmed that issues experienced in the previous five years were not caused by the same reason every year. Officers concluded comments by adding that it was not a wide scale issue and did not cause a governance issue.

Comments were made regarding a lack of central resource capacity when carrying out projects such as the energy rebate with concerns shared of limited capacity.

Question: If a further grant scheme were to be approved later in the year and staff were removed from substantive posts to implement schemes, is capacity sustainable in the long term?

Response: New burdens funding of £59,000 had been received from the Government to assist with the implementation of the Council Tax rebate scheme. A percentage of the funds would support IT and postage with the remaining funds allocated to staffing costs. In the absence of agency staff, implementation would be carried out by existing staff working overtime. It was noted that resources were strained.

Question: Would the lack of resource cause existing staff to burnout in the medium to long term?

Response: It was not mandatory for staff to participate in overtime. The potential would be for reconsideration of work in relevant service areas to ensure prioritisation.

Question: Very little governance was suggested as part of the process at section 3.6, paragraph b of the report. Should it be considered a more significant issue and should it come back on the register?

Response: Professional consideration was given to governance by the Chief Executive, Monitoring Officer, Chief Finance Officer and Leader of the Council and it was not considered a significant issue in this case. It was confirmed the issue would be raised at the next meeting of the Executive.

It was stated that further to page 31 of the Annual Governance Statement 2021-22 (AGS) at appendix A to the report, strength may be needed due to the current health impacts experienced by the United Lincoln Hospitals Trust (ULHT)

Question: Approximately 46% of residents did not use direct debit payment for Council Tax. Further to proposed activities under core principle D of the AGS, what consideration had been given to those without the capacity for online use?

Response: As part of One Council, we try to encourage direct debit payments by default. However, there is a recognition that some individuals choose not to or aren’t able to access the internet and online services. It was added that a telephone number remains operable and would be a suitable alternative to access services.

Members commented that the wording of the AGS suggested a pressure to go online. Officers confirmed that it was suggestive of forms not currently online at present that could be.

Question: Further to section 1.5 of the AGS, has health and safety been carried out to support employees in working from home to support their health and wellbeing?

Response: DSE has been undertaken on home working activities.

The Chair added that previously, numbered bullet points made the report easier to follow. Members agreed and requested spaces between paragraphs and bullet points.

RESOLVED that the contents of the Final Annual Governance Statement 2021/22 with a view to monitoring progress on the significant issue identified over the coming year be agreed.