Agenda and minutes

Audit and Resources Committee - Tuesday, 20 October 2020 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

11.

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 14 October September 2020) 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 16 October 2020) 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 14 October 2020) 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.

12.

Minutes pdf icon PDF 135 KB

To consider the Minutes of the meeting held on 8 September 2020.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 8 September 2020 be confirmed and signed by the Chair as a correct record.

13.

Declarations of Interest

Minutes:

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

14.

External Audit Progress

Minutes:

There was no update. Ernst and Young LLP will be at the next meeting. It was confirmed that the cost of fees for the additional work with regards to COVID was not yet known.

 

15.  Health and Safety Annual Report

 

Councillor Tennent joined the meeting at 18:54.

 

The Facilities Manager introduced the report and highlighted that there had been an increase on documents and operative training across the Council. The appointment of two temporary Health and Safety Specialists had been agreed.

 

Concerns were raised that Health and Safety was not clearly documented on the Council’s website. This would be investigated and rectified so that policies were transparent.

 

The Facilities Manager and Councillor Holes agreed to arrange a meeting to discuss health and safety.

15.

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 a meeting was held on 10 September 2020 where an update was provided on the Health and Safety Risk Register. There were no further updates following the Health and Safety Annual Report. The Risk Registers for COVID, Parks and Strategic Directorate were good. Horton Heath Risk Register was being developed and expected at the next meeting.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Atkinson reported that the Group had met and discussed draft Contract Standing Orders which would be presented at a meeting in November. The Staff Hub was not available to Members which the Head of Legal was looking in to. The Health and Safety documents were requested; the Chief Financial Officer will speak discuss with relevant officers and report back.

 

(c)  Housing Group

 

Councillor Atkinson reported that the Group had met on 7 October where an update on housing projects running at present was provided. There were no concerns in terms of delays or budget related to Horton Heath.

 

16.

Action List pdf icon PDF 16 KB

Minutes:

The Committee considered the Action List, which set out the recent decisions and subsequent actions arising from the Committee.

 

 

It was AGREED -

 

(1)  That the Action List be noted; and

(2)  The meeting for the Housing Group be removed as this had been set up.

17.

Cabinet Forward Plan pdf icon PDF 200 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

18.

A&R Work Programme pdf icon PDF 112 KB

Minutes:

The Committee considered its current Work Programme. The Chief Financial Officer agreed that the Write Off of Irrecoverable Debts Report be presented at the meeting in November along with the report on the position of Property Portfolios.

 

It was AGREED -

 

That the Work Programme be noted.