Agenda and minutes

Audit and Resources Committee - Tuesday, 9 March 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

49.

Declarations of Interest

Minutes:

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

50.

Minutes pdf icon PDF 214 KB

To consider the Minutes of the meeting held on 9 February 2021.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 9 February 2021 be confirmed and signed by the Chairman as a correct record.

51.

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 March 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 March 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 March 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.

52.

EY 2019/20 Annual Audit Letter pdf icon PDF 2 MB

Additional documents:

Minutes:

Janet Dawson, Partner EY, introduced the 2019/2020 Annual Audit Letter. As the external auditors they are required to issue an annual audit letter to the Council following completion of their audit procedures for the year ended 31 March 2020.

 

The report highlighted the impact Covid-19 had had on a number of aspects of their 2019/20 audit in respect of the delivery of the audit, the impact on risk assessment and scope of the audit. They were able to produce an unqualified audit opinion and the financial statements gave a true and fair view of the financial position of the Council as at 31 March 2020.

 

RESOLVED –

 

That the letter be noted.

 

53.

EY 2020/21 Outline Audit Planning Report pdf icon PDF 6 MB

Minutes:

The Senior Manager, EY, Simon Mathers, introduced the 2020/2021 Outline Audit Planning Report highlighting the key risks and confirmed that these were consistent with 2019/20.

 

RESOLVED –

 

That the report be noted.

 

(NOTE: Cllr Manning joined the meeting at 18.35 and was able to take part in the debate and vote on the item.)

54.

Internal Audit Charter 2021/22 pdf icon PDF 147 KB

Additional documents:

Minutes:

The Executive Head of Governance introduced the report and explained that amendments had been changed following her appointment as Executive Head of Governance. The role of Head of Internal Audit is being covered by the Executive Head of Governance as currently the only fully qualified professional Internal Auditor.

 

Cllr Bourne took control of the meeting during this item as Cllr Holes experienced technical difficulties.

 

Cllr Atkinson requested that the reference to Executive Head of Governance was removed from the Internal Audit Charter and returned to Head of Internal Audit as it is this post that is accountable. It is accepted that for the interim this post is being covered by the Executive Head of Governance. The Executive Head of Governance and Corporate Director (Chief Financial Officer) will review the issue and report back to Members.

 

RESOLVED –

 

That the report be noted and the Internal Audit Charter 2021/22 was approved subject to amendment as follows:

 

a)  Reference to the role of Executive Head of Governance to be removed as the responsibility remains with the Head of Internal Audit and that it is noted that the post is currently vacant and being covered by Jo Cassar, Executive Head of Governance; and

 

b)  That the role of Head of Internal Audit be reviewed and reported back to the Committee.

55.

Internal Audit Strategic Plan 2021/22 pdf icon PDF 142 KB

Additional documents:

Minutes:

The Executive Head of Governance introduced the Internal Audit Plan for 2021/22. She confirmed that a detailed risk assessment has taken place and the plan presented was a robust plan that would ensure sufficient audit coverage to produce an Audit Opinion for 2021/22. It was highlighted that the plan would need to be flexible in response to any further impact from the Covid-19 pandemic.

 

RESOLVED –

 

That the Internal Audit Plan 2021/22 as presented be approved.

56.

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

Minutes:

No meetings had taken place so there were no updates to give.

57.

Action List pdf icon PDF 15 KB

Minutes:

58.

Cabinet Forward Plan pdf icon PDF 78 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

 

(NOTE: Cllr Bourne passed the Chair back to Cllr Holes.)

59.

A&R Work Programme pdf icon PDF 131 KB

Minutes:

The Committee considered its current Work Programme.

 

It was AGREED -

 

That the Work Programme be noted.

 

(NOTE: Cllr Rushton joined the meeting at 19.25 and was able to take part in the debate and vote on the item.)

60.

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 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(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.

 

Before closing the public meeting, the Chair thanked Members of the Committee and wished those who are standing for the forthcoming election the best of luck and for those not re-standing thanked them for their attendance and contribution to the Committee.

61.

Repair and Renewal Plan 2019/20 - 2023/24 Update 2021

Minutes:

RESOLVED –

 

That the report be noted.