To receive a report about the implementation of the Action Plan to rectify irregularities in relation to certain historic Traffic Regulation Orders and to monitor its effectiveness, and to make a decision about when to close the Restitution Scheme.

The Committee received a report that provided an update on progress and decision-making in respect of the Traffic Regulation Orders (TRO) rectification process and recommended closing the Restitution Scheme. 

The report explained that on 15 October 2024, a report had been presented to Council about irregularities in relation to certain historic Traffic Regulation Orders (TROs).  As part of that report, an Action Plan had been agreed by Council (Minute 19 refers).  The Audit and Governance Committee had been delegated authority to receive reports about the implementation of that Action Plan and to monitor its effectiveness.  The Council had also delegated authority to the Committee to decide when to close the Restitution Scheme.  Update reports had been submitted to the Committee in January 2025 and on 9 April 2025, when the Committee had agreed that, at its next meeting, it would consider setting a deadline for closing the formal Restitution Scheme and the Committee’s monitoring of the Action Plan. 

The original Action Plan, and an updated Action Plan with RAG ratings applied, were attached to the report at Appendices 1 and 2 respectively, and the report gave details of key activities under each of the Action Plan headings.

The report stated that the Action Plan was now substantially complete and there were two future matters on the Action Plan which could be added to the Committee’s Audit Tracker to ensure that they were reviewed in future:

·         Following the APSE report it had been envisaged that there would be a further follow up Audit which had been scheduled for Q2 25/26.  This was in hand and the outcome would be reported through the usual mechanisms to the Committee through the quarterly updates by the Chief Internal Auditor. 

·         A wider review of the Council’s systems against the CIPFA/SOLACE Code of Corporate Governance had been recommended.  This had last been reviewed in 2021/22.  The timing of this was a matter for the Committee to determine. 

The report explained that, given the low numbers of new referrals into the Restitution Scheme and the work which had been done to publicise the ability to claim refunds, it was now proposed to close the scheme.  This would not diminish the ability of a member of the public to claim a refund for an historic Penalty Charge Notice if they had not already done so.

In response to a query about whether a press release was needed to inform the public that the Restitution Scheme was coming to an end, the Executive Director of Resources said that she would actively review the press coverage of the current meeting and arrange for a press release if necessary.

It was noted at the meeting that the Lead Officer for the wider review of the Council’s systems was listed as the Assistant Director for Legal and Democratic Services (AD (L&DS)), but the current (AD (L&DS)) would be leaving the Council in December 2025, so this matter would need to be picked up by his replacement.  Councillor McGoldrick asked for an update on how this review would be covered to be given to the Committee via the Chair and Vice-Chair.

Resolved:    

(1)       That the progress made by officers to address the issues reported to Council on 15 October 2024, and ongoing actions, be noted;

(2)       That the progress made on the Action Plan at Appendix 2 be noted and the outstanding actions on the Action Plan be added to the Committee’s Audit Tracker;

(3)       That the Restitution Scheme be closed;

(4)       That it be noted that further claims which would have been allowable under the Restitution Scheme could still be made directly by motorists to Parking Services and would still be payable if they met the published conditions;

(5)       That the Executive Director of Resources review the press coverage of the Committee meeting and arrange for a press release on the closure of the Restitution Scheme if necessary;

(6)       That the Executive Director of Resources provide an update to the Committee via the Chair and Vice-Chair on who would be leading on the wider review of the Council’s systems.