Agenda and minutes

Audit and Resources Committee - Tuesday, 9 February 2021 6:15 pm

Contact: Nikki Dunne, Democratic Services Officer, 02380 688298 Email: nikki.dunne@eastleigh.gov.uk  Sarah King, Corporate Director, Support Services (CFO), tel 023 8068 8011 Email:  sarah.king@eastleigh.gov.uk

Link: View the link

Items
No. Item

40.

Declarations of Interest

Minutes:

There were no declarations of interest in relation to items of business on the agenda.

41.

Minutes pdf icon PDF 126 KB

To consider the Minutes of the meeting held on 1 December 2020.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 1 December 2020 be confirmed and signed by the Chair as a correct record.

42.

Public Participation

Councillors not on Audit and Resources Committee and members of the public can participate during this section of the meeting in the following ways:

 

·  If you are able to participate live (meet technical requirements) and wish to be present and speak, you will need to notify Democratic Services 4 working days (Midday Wednesday 3 February 2021) before the Event.

·  Alternatively, the public can email a statement to be read out by ‘the spokesperson’.  Emailed statements will need to be received 2 working days (Midday Friday 5 February 2021) before the date of the Event. Democratic Services will confirm receipt of the email and confirm it can be read out.

·  The statement (including questions) will be the equivalent of a maximum of three minutes if read out.  Please therefore restrict your statement to one side of A4 (12 font).  This applies audio/ video recordings also.

·  Alternatively a MP4 file will be sent to Democratic Services 4 working days (Midday Wednesday 3 February 2021) before the Event.  This must be accompanied by a written transcript (emailed). In the event that the file does not meet technical requirements the transcript will be read by the spokesperson and shown on the screen.

 Please contact us via democratic.services@eastleigh.gov.uk

Minutes:

There was no public participation on this occasion.

43.

Internal Audit Quarterly Monitoring Statement (Quarter 3) pdf icon PDF 465 KB

Additional documents:

Minutes:

The Executive Head of Governance, and Chief Internal Auditor, introduced the report and updated that the team were continuing to support the Council with the response to the Covid-19 pandemic and closely monitoring the impact of this on the completion of planned audit work, with a potential risk that not all planned audit work for 2020/21 would be completed which may have an impact on ability to produce Annual Opinion and a Limitation of Scope may be produced. The team were working hard to deliver the plan and the Executive Head of Governance will keep Councillors fully apprised.

 

The Executive Head of Governance recommended that the two audit reviews still in progress from 2019/20, Asset Management and Corporate Governance, were formally moved to 2020/21 and form part of the audit coverage and Annual Opinion for 2020/21. This would mean that there would now be no requirement to amend Annual Opinion as reported to this Committee on 28 July 2020.

 

Concerns were raised with regards to the team being unable to fully access some physical records whilst the offices remained closed and team resources; the Head of Governance reassured that independence would be retained whilst the Head of Governance and Head of Internal Audit roles were carried out by the same person. Work will be carried out to ensure that some Eastleigh Borough Council owned companies were appropriately registered with Companies House and that returns were made in a timely fashion.

 

RESOLVED – That the Audit and Resources Committee:

 

1.  Noted the Internal Audit Monitoring Statement for the third quarter of 2020/21; and

 

2.  Agreed that the two internal audit reviews still in progress from 2019/20, formally moved to 2020/21 and that the Annual Opinion 2019/20 as reported on 28 July 2020 requires no further amendment.

44.

Verbal Updates from Members Representing Strategic Risk Management Group (SRMG) / Procurement Executive Group (PEG)/ Housing Group

Minutes:

 

(a)  Strategic Risk Management Group (SRMG)

 

Councillor Tyson-Payne reported that there had been no significant changes in the Corporate Risk Register and it was now being aligned to the new Executive Structure. The Arts & Culture Risk register was much improved since it was last presented to the group and the Direct Services Risk Register presented no issues. The Health and Safety update confirmed that all employees had the appropriate set up for home working. The Business Continuity Risk Register was undergoing a change of staff following the restructure to check it had all the right people in place and the Insurance Risk Register was not presented and will be brought to next SRMG meeting on 11 March.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Atkinson reported that the group had met and discussed the Procurement Action Plan, which was updated as follows:

 

1.  The group were continuing to review climate change impact on procurement with larger items, like One Horton Heath, reviewed first. Assurances were given by the Strategic Planning Lead for Environment that the Borough’s commitment to achieve carbon neutrality in its own operations by 2025 should be met.

 

2.  All procurement would be carried out using online systems but training was still required for some members of staff in all departments.

 

3.  Procurement processes needed to be reviewed but this would be undertaken once the Brexit Green Paper on transforming public procurement had been adopted.

 

4.  The contracts register had been published as required under transparency regulations.

 

5.  The invoice spend reports were being reviewed to ensure the right information was made available to PEG so that Council spending could be monitored to ensure best value for Council obtained.

 

Councillor Atkinson also reported that one waiver was approved for purchase of a demonstrator for a single body waste collection vehicle needed for the new collection method and there was a new Climate Change Manager in place. There were concerns raised that the minutes for PEG were hard to find, the Executive Head of Governance responded to confirm that it had since been resolved with further training.

 

(c)  Housing Group

 

No Housing Group meeting had

been held since the last meeting.

45.

Cabinet Forward Plan pdf icon PDF 79 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

46.

A&R Work Programme pdf icon PDF 130 KB

Minutes:

The Committee considered its current Work Programme.

 

It was AGREED -

 

That the Work Programme be noted.

47.

Exempt Business

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 in respect of the following item of business on the grounds that it is/they are likely to involve the disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

 

The Schedule 12A categories have been amended and are now subject to the public interest test, in accordance with the Freedom of Information Act 2000.  This came into effect on 1 March 2006.

 

It is considered that the following items are exempt from disclosure and that the public interest in not disclosing the information outweighs the public interest in disclosing the information.

Minutes:

RESOLVED –

 

(1) That, in pursuance of Section 100A(4) of the Local Government

Act 1972, the press and public be excluded from the meeting

for the following items of business on the grounds that they

are likely to involve the disclosure of exempt information as

defined in paragraph 3 of Part 1 of Schedule 12A of the Act;

and

 

(2) That, in pursuance of the public interest test, the public

interest in disclosing the information contained in the following

item of business was outweighed by the public interest in

maintaining the exemption.

48.

Property Transaction

Minutes:

RESOLVED –

 

That the report be noted