Agenda and minutes

Audit and Resources Committee - Tuesday, 26 May 2020 6:15 pm, NEW

Venue: Virtual Meeting via Microsoft Teams Live Events. The meeting can be viewed here:

Contact: Nikki Dunne, Democratic Services Officer, 02380 688298 Email:  Sarah King, Corporate Director, Support Services (CFO), tel 023 8068 8011 Email:

No. Item


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 Tuesday 19 May 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 Thursday 21 May 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 Tuesday 19 May 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


There was no public participation on this occasion.


Minutes pdf icon PDF 67 KB

To consider the Minutes of the meeting held on 10 March 2020.




That the Minutes of the meeting held on 10 March 2020 be confirmed and signed by the Chair as a correct record.


Declarations of Interest


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


Impact of COVID-19 pdf icon PDF 73 KB

Additional documents:


The Head of Internal Audit introduced the report detailing the Impact of COVID-19. It was highlighted that there had been an impact on the completion of the 2019/20 and 2020/21 Audit Plans as a result of the outbreak. The Head of Internal Audit was reassessing the Audit Plans and would provide further details along with a revised plan for 2020/21 as part of Internal Audit Annual Report 2019/20 in July.


Councillors expressed their thanks to staff and volunteers across the Borough and asked for it to be noted.




That the Committee noted the report.







Scale Fee 2020/21 pdf icon PDF 99 KB


Janet Dawson (Lead Partner EY) explained to the Committee that the letter from Public Sector Audit Appointments (PSAA) sets out what they believe the indicative scale should be for 2020/21. EY have worked closely with officers at Eastleigh Borough Council and had a good understanding about what was required.


External Audit Progress


Simon Mathers (EY Manager) confirmed that there was an internal interim visit during the first three weeks of March. Good practice had been carried out by officers and had a clear plan of what could be delivered early. The aim was for the substantive work to be completed by 31 July. EY wanted to thank the finance officers for the work that they had carried out. EY presented an update which considered how they would approach the impact of the Covid-19 pandemic on the audit work for the 2019/20 accounts.



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


(a)  Strategic Risk Management Group (SRMG)


Councillor Tyson-Payne reported that a tactical meeting was being held on a weekly basis and the risk register is being viewed three times per week. Concerns were raised that the Chief Executive works part time but was assured that delegated powers were in place and were checked by legal with regards to constitutional issues. Leadership remained good.


(b)  Procurement Executive Group (PEG)


Councillor Atkinson reported that the Procurement and Insurance Officer was welcomed at the meeting. The training for councillors, including parish clerks was still outstanding due to COVID-19. A new waiver form was presented and approved at the meeting. The settlement of invoices was considered, and Eastleigh Borough Council would continue to work to settle within ten days.


(c)  Housing Group


Councillor Dean reported that there had been no housing group meeting since before lockdown but could confirm that at the start of lockdown, some housing projects were put on hold. The work on Romsey Road and Horton Heath carried on but was slow as there was a limited work force and social distancing was in place. Over the last few days, all sites were back up and running but could not operate at full pace due to the social distancing requirement.


Councillor Atkinson suggested that a Teams Meeting for the Housing Group would be useful. The Corporate Director agreed to set up a meeting.



Action List pdf icon PDF 43 KB



Cabinet Forward Plan pdf icon PDF 65 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 52 KB


The Committee considered its current Work Programme.


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 items of business on the grounds that they are likely to involve the disclosure of exempt information as defined in paragraph(s)   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.


Staffing Report


Councillors debated the Staffing Report and added an additional recommendation.