Members will be asked to make any declarations of interest in respect of items on this Agenda.

No declarations of interest were made.

To confirm the minutes of the meeting held on 18 February 2025.

The Committee agreed the minutes of the meeting held on 18 February 2025 as an accurate record.

To receive reports on business which, in the opinion of the Chair, should be brought forward for urgent consideration.

There were no items of Chair’s urgent business.

David Northey (Service Director for Finance) provided the Committee with the following update:

a)    The Government had written to Plymouth City Council to confirm its intention to grant a capitalisation direction, with no further investigation required into a previous financial transaction;

b)    This followed an independent review of the Council’s finances by the Chartered Institute of Public Finance and Accountancy (CIPFA), for which a report would be made public imminently;

c)    Recommendations made in the independent review had been actioned by the Council;

d)    This standing item would be removed from the future agendas for the Committee.

Louise Clapton (Audit Manager, Devon Audit Partnership) introduced the Internal Audit Strategy and Charter 2025/26 report and highlighted:

a)    The requirement for the document in regulations;

b)    New global intel audit standards were due to come into force from 1 April 2025, to which Devon Audit Partnership would conform.

In response to questions, with support from David Northey (Service Director for Finance) it was further explained:

c)    No significant changes had been made since 2024/25, but in the future, if significant changes were made, these would be highlighted to members within the report;

d)    All strategies brought to Committee would include a summary explaining when it last came to Committee and what the changes were;

e)    The strategy and charter were written to conform to new audit standards, but if significant changes were needed when they came into place, the documents would come back to Committee for 2025/26.

The Committee agreed:

1.    The Internal Audit Charter and Strategy for the year 2025/26.

Louise Clapton (Audit Manager, Devon Audit Partnership) introduced the Internal Audit Plan 2025/26 and explained:

a)    The plan could adapt the priorities of the organisation, but any changes would be brought to Committee;

b)    All limited assurance audits with high priority management action would be tracked through to implementation and progress updates would be provided to the Committee.

In response to questions, supported by Councillor Mark Lowry (Cabinet Member for Finance), the following was discussed:

c)    How risks were identified;

d)    Devon Audit Partnership could be asked to give assurance on internal control frameworks in place to mitigate risks from, for example, regulatory health and safety at sports grounds;

e)    When new risks were identified, resource could be moved to deal with this, and changes would be reported to the Committee;

f)     Council Tax was tested each year as part of core assurance.

The Committee agreed to:

1.    Approve the 2025/26 Internal Audit Plan.

Wendy Eldridge (Lead Accountancy Manager) introduced the Treasury Management Practices Principles and Schedules 2025/26 report and explained:

a)    The CIPFA Code of Practice on Treasury Management required the Council to publish its practices, principles and schedules each year;

b)    The Treasury Management practices, principles and schedules were in place to ensure the Council’s Treasury Management policy was adhered to and that working practices and controls were in place to meet the approved Treasury Management strategy;

c)    Interest rate risk underpinned the Council’s decision making on borrowing with projections of Bank of England rate reductions coming through 2025 and the sources of Other Local Authority lending being limited in final quarter of financial year.

In response to a question the following was explained:

d)    Professional advice came with indemnity and the Council would be indemnified if making a claim following advice given.

The Committee agreed to:

1.    Approve the Treasury Management Practices, Principles and Schedules for 2025/26 as set out in this report.

Ross Jago (Head of Devolution and LGR Office) provided an update to the Committee:

a)    The change in deadline for motions on notice had been very beneficial for officers, giving more time to review;

b)    Council meetings had been shorter in length since the introduction of the changes.

In response to questions, the following was discussed:

c)    Proposers of motions needed receive adequate notification of the scrutiny meeting their motion would be considered at following a deferral;

d)    The Constitution would be subject to further changes in the near future, which would be brought before the Committee.

Glenda Favor-Ankersen (Head of Electoral Services), supported by Maddie Halifax (CEX/Electoral Services Practice Manager) introduced the Civic Protocol report and explained:

a)    The changes had been considered by the Lord Mayors Selection and Advisory Committee;

b)    Changes from previous versions were included in the report;

c)    The new Civic Protocol would be in place for the next Lord Mayor from May 2025.

The following subjects were discussed with Committee Members:

d)    Need for clearer guidance on travel within the city for the Lord Mayor and the Lord Mayor’s car;

e)    Attendance at the Royal Garden Party attendance;

f)     If the Lord Mayor could wear the collaret when the Macebearer was not available to provide the chains of office, rather than the chains potentially going home with the Lord Mayor;

g)    The ability of the budget to adapt to changes from year to year, for example the number of people/groups who receive Freedom of the City could fluctuate each year;

h)    Need for clarity on the role the Deputy Lord Mayor and political neutrality at Council meetings;

i)     Possible repair and future use of Lady Astor’s diamonds and officers would share information from the last investigation into this;

j)     The officers would discuss points highlighted with the Chair of the Lord Mayor Selection and Advisory Committee and provide a briefing note on responses;

k)    Wearing of medals/badges by the Lord Mayor;

l)     Need for clarity on provisions for Lord Mayors who were not Christian or not religious.

The Committee agreed:

1.    To note the draft revised Civic Protocol handbook.

The Committee noted its tracking decisions document.

The Committee noted its work programme.

At the conclusion of this item the Committee expressed their thanks to David Northey (Service Director for Finance), as this was his last attendance at Audit and Governance Committee before he left the Council later in 2025, and wished him all the best for the future.