Agenda and minutes

Audit and Resources Committee - Tuesday, 11 February 2020 6:15 pm

Venue: Rooms 16 and 17, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN

Contact: Laura Johnston, Senior Democratic Services Officer tel: 023 8068 8041 Email:  Sarah King, Corporate Director, Support Services (CFO), tel 023 8068 8011 Email:

No. Item


Declarations of Interest


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


Minutes pdf icon PDF 54 KB

To consider the Minutes of the meeting held on 14 January 2020.




That the Minutes of the meeting held on 14 January 2020 be confirmed and signed by the Chair as a correct record.


Public Participation


There was no public participation on this occasion.


The Point and The Berry Theatre Performance Update pdf icon PDF 114 KB


The Arts and Culture Manager presented her report to the Committee. Additional information was provided verbally to the Committee which included that the theatres were on target to meet the 60% occupancy rate (nationally set at 51%).  42k tickets had been sold during the period April 2019 to January 2020 compared to 39k tickets for the same period the previous year.


Councillors thanked the Arts and Culture Manager for presenting a well-received report.




That the Committee noted the report.



Internal Audit Quarterly Monitoring Statement (Qtr 3) pdf icon PDF 168 KB


Jo Cassar, Head of Internal Audit, advised that work to complete the Internal Audit Plan 2019/20 was progressing well and introduced the report covering the internal audit monitoring for the third quarter.  The planned time and actual time were closely monitored to ensure, where possible, any variation is kept to a minimum. Furthermore, the implementation of audit recommendations were closely monitored by the Head of Internal Audit. There were currently no matters that require escalation to the Committee.




That the Audit and Resources Committee considered the Internal Audit Monitoring Statement for the third quarter of 2019/20.



External Audit Plan 2019/20 pdf icon PDF 6 MB


Janet Dawson (Lead Partner EY)  set the national context for External Audit.  There had been national debate over the provision of local government audits, because of changes over several years, increased regulatory pressure, the amount of work required to support opinions, level of challenge specialist skills to look at increasingly complex areas and pressure around timetables (publish by 31 July). 


Janet recently wrote to S151 Officers and Chairs of Audit Committees to set out the situation.  Councillor Holes would circulate the email to all Councillors.


Simon Mathers (EY Manager) presented the EY audit Plan for 2020/21.

The Plan was to complete the audit by 31 July; the task plan and resources were all designed.  The risk to not achieving this completion date would be from unforeseen events.


Councillors would be informed promptly of any potential delays.



That the External Audit Plan 2019/20 be approved.



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


(a)  Strategic Risk Management Group (SRMG)


Councillor Tyson-Payne reported that she had raised the issue over responsibility for trees on the boundary of the Borough and whether this was included in Tree Policy. The Policy and Performance Committee would ensure this matter was included when approving the Policy. Councillor Tyson-Payne confirmed that Nitrate neutrality was on the Corporate Risk Register. The SRMG were due to review the Risk Registers of three service areas but due to mis-communication the authors were not in attendance. The group had several queries, so it was agreed to defer the item to the next meeting.


(b)  Procurement Executive Group (PEG)


Councillor Atkinson and Councillor Irish advised that the meeting had been postponed until March 2020. The Corporate Director advised the Councillors that the Procurement Officer had commenced her role with the Council.


(c)  Housing Group


Councillors Atkinson, Irish, Tyson-Payne and Dean advised that a meeting had taken place and provided a summary of the meeting which included reviewing the arrangements for Leah Gardens and a well-received presentation on the Aspect Limited Liability Partnership.  It was agreed that the slides of the presentation would be circulated to Committee members for information only and for members to list any questions that arise.



Cabinet Forward Plan pdf icon PDF 62 KB


The Committee considered the current Forward Plan of Key Decisions.


It was AGREED -


That the current Forward Plan be noted.


A&R Work Programme pdf icon PDF 50 KB


The Committee considered their Work Programme to the end of March 2021.


It was confirmed that the next meeting would take place on the 10 March 2020. Members asked for this to be circulated in Calendars and that Forward Plan be added to the work programme for 10 March 2020 meeting.


It was AGREED –


That the Work Programme be noted.



Exempt Business

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 in respect of the following items 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.




(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 item of business on the grounds that it is 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.


Update on Staffing Matters 2019/20




Due to unforeseen circumstances, the HR Manager was unable to attend the meeting to present the report. It was agreed that the report be postponed to a later meeting.