Agenda and minutes

Audit and Resources Committee - Tuesday, 10 March 2020 6:15 pm

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

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

Items
No. Item

177.

Public Participation

Minutes:

There was no public participation on this occasion.

178.

Declarations of Interest

Minutes:

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

179.

Minutes pdf icon PDF 59 KB

To consider the Minutes of the meeting held on 11 February 2020.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 11 February 2020 be confirmed and signed by the Chair as a correct record.

180.

Asset Management Strategy pdf icon PDF 68 KB

Additional documents:

Minutes:

The Lead Asset Manager introduced the Asset Management Strategy to the Committee.

 

Councillors thanked the Lead Asset Manager for the work that had been put into the report.

 

The following recommendations were made by the Councillors:

 

·  Appendix 1 Asset Management Strategy 2020-2025 Amend 1.3 paragraph 2 “Our commercial investment portfolio generates an annual net surplus of around £12 million for 2020-21 with a book value of circa £220 million (as at 31st March 2019)”.

 

·  Amend 2.2 Measuring our Performance paragraph 1 : “To manage our assets effectively and efficiently we monitor how they are performing. Theses performance measures covering utilisation, energy efficiency and performance, cost and income are reported quarterly as part of the Asset Management Service Plan monitoring and feed into the Asset Challenge process.” 

 

·  Amend 2.3 Challenging our Assets para 1 as follows:

“Our developing Asset Challenge process (set out in Appendix 2) will consider the climate change and environmental implications; it will become an embedded process, which means that our asset portfolio is reviewed on a continuous rolling programme as part of the Asset and Business Planning process as shown below in Figure 2.”

 

·  Amend 2.7 Forward Plan as follows:

Review of our property assets to consider the Climate change and environmental implications; to support delivery of the Climate Change and Environment Strategy; Economy Strategy; Health and Wellbeing Strategy and emerging Cultural Strategy.

 

·  Amend Appendix 2 Asset Challenge Process as follows:

Performance Appraisal – add “What are the climate change and environmental costs?”

Options Appraisal – add “What are the climate change and environmental implications?”

 

·  Note typing error in report page 22 (page 10 of Asset Management Strategy Asset Management Action Plan change to (Appendix 3) not Appendix 2.

 

RESOLVED –

 

That the Committee noted the report.

181.

External Audit Progress

Minutes:

The Corporate Director confirmed that the external audit was still ongoing. Questions regarding the Council’s contingency plan for Coronavirus had been raised. Eastleigh Borough Council would continue to follow the advice of Public Health England. A business continuity meeting would be held to check local resilience.

182.

Internal Audit Charter 2020/21 pdf icon PDF 64 KB

Additional documents:

Minutes:

The Head of Internal Audit introduced the report which provided the Internal Audit Charter for 2021/21 and presented the Quality Assurance and Improvement Programme. The findings of Internal Audit’s self-assessment of compliance with the Public Sector Internal Audit Standards would be included within the Annual Report and due to be presented to the Committee in July 2020. The Head of Internal Audit would also be reviewing the possibility of obtaining an external assessment of compliance with the Standards through a reciprocal arrangement with another Local Authority.

 

Councillor Trace noted that the final table on Page 42 of the report had the same wording for high risk and medium risk. This would be amended, and an updated table would be shared with the Committee.

 

RESOLVED –

 

That the Committee noted the report.

 

183.

Strategic Internal Audit Plan 2020/21 pdf icon PDF 58 KB

Additional documents:

Minutes:

The Head of Internal Audit presented the Strategic Internal Audit Plan 2020/21 to the Committee.

 

It was highlighted that this year’s plan would be resourced in house. The Head of Internal Audit reported that the Senior Internal Auditor’s fixed term contract had now been made permanent.  The remaining fixed term post was due to be reassessed and once resources had been finalised, a revised three year Internal Audit Plan would be brought back to the Committee in 6 months. it was agreed to add this to the work plan for the Committee.

 

RESOLVED –

 

That the Internal Audit Plan 2020/21 be approved.

184.

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

Minutes:

(a)  Strategic Risk Management Group (SRMG)

 

Councillor Irish reported that no SRMG meeting had taken place since the last Committee. However, one was due to take place that week.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Atkinson reported that no PEG meeting had taken place since the last Committee.

185.

Action List

Minutes:

186.

Cabinet Forward Plan pdf icon PDF 62 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

187.

A&R Work Programme pdf icon PDF 50 KB

Minutes:

The Committee considered its current Work Programme.

 

It was agreed that the item regarding staffing issues would be on the agenda in June.

 

It was AGREED -

 

That the Work Programme be noted.

188.

Exempt Business

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 in respect of the following item(s) of business on the grounds that it is/they are likely to involve the disclosure of exempt information as defined in paragraphs 3 and 7 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(s) 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.

189.

Counter Fraud Report

Minutes:

The Head of Internal Audit presented the Counter Fraud Report to the Committee. She explained that this was the first time this report had been presented and would in future provide the Committee with this report annually. The report contained the Anti-Fraud & Corruption Strategy for 2020/21 and planned work of the Internal Audit function.

 

RESOLVED –

 

That the Committee noted the report.