Agenda and minutes

Audit and Resources Committee - Tuesday, 28 July 2020 6:15 pm

Venue: https://bit.ly/2OEqLtL

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

211.

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 22 July 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 24 July 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 22 July 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.

212.

Minutes pdf icon PDF 51 KB

To consider the Minutes of the meeting held on 23 June 2020.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 23 June 2020 be confirmed and signed by the Chair as a correct record.

213.

Declarations of Interest

Minutes:

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

214.

Annual Internal Audit Report 2019/20 and Internal Audit Plan 2020/21 pdf icon PDF 250 KB

Minutes:

The Head of Internal Audit introduced the report and explained that 20 of the 23 audit assignments had been completed. Three audit reviews from 2019/20 remained in progress and a further update would be provided as part of the Head of Internal Audit’s next quarterly monitoring report. A number of reports had only recently been issued so these would be monitored and updates provided.

 

RESOLVED –

 

That the Committee:

 

(1)   Noted the Head of Internal Audit’s Annual Opinion for 2019/20;

(2)  Noted the performance of the Internal Audit Section against  planned outturn for quarter 4 of 2019/20; and

(3)   Approved the Revised Internal Audit Plan 2020/21

215.

Annual Governance Report pdf icon PDF 68 KB

Additional documents:

Minutes:

The Head of Internal Audit introduced the report. Concerns were raised that parts of the report were conflicting.

 

RESOLVED –

 

It was agreed that the report would be redrafted and shared with the Committee along with the Statement of Accounts.

 

 

216.

External Audit Progress pdf icon PDF 2 MB

Minutes:

Simon Mathers, Senior Manager at Ernst and Young LLP, highlighted which risks had changed due to COVID-19 and which risks were new. It was confirmed that more work was being undertaken which would have a fee impact. The audit scope and strategy had been fully re-assessed in light of the impacts of Covid-19.

217.

Appointments to Strategic Risk Management Group, Procurement Executive Group and Housing Board

Due to the COVID-19 pandemic the Committee is invited to consider its appointments to:

·  SRMG;

·  PEG; and

·  Housing Board.

 

Coronavirus legislation allows 2019/20 appoints to roll forward to the 2020/21 municipal year should there be no changes in membership required.

Minutes:

The Committee considered it appointments to:

 

·  Strategic Risk Management Group;

·  Procurement Executive Group; and

·  Housing Board

 

RESOLVED –

 

It was agreed that appointments from 2019/20 be rolled forward to the 2020/21 municipal year and that there should be no changes in membership.

218.

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 Jo Cassar, Head of Internal Audit, was now Chair of the meeting. The COVID-19 Risk Register was being reviewed by the Strategic Incident Management Team on a monthly basis. The next meeting was 10 September 2020.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Atkinson reported that Ian Austin, Head of Legal, was now Chair of the meeting. The Terms and Conditions of the Procurement Action Plan had been agreed. A full review was ongoing into all breaches of Contract Standing Orders and the Procurement and Insurance Officer had drafted the Annual Report for 2019/20.

 

(c)  Housing Group

 

Councillor Atkinson reported that the Group had discussed how Eastleigh Borough Council were developing land within the Borough and objectives were being set for Eastleigh Borough Council as a developer and not a Council.

219.

Action List pdf icon PDF 47 KB

Minutes:

220.

Cabinet Forward Plan pdf icon PDF 70 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions. The Forward Plan was due to be redrafted as it did not include items past September.

 

It was AGREED -

 

That the current Forward Plan be noted.

221.

A&R Work Programme pdf icon PDF 49 KB

Minutes:

The Committee considered its current Work Programme.

 

Councillor Atkinson requested that the Committee review the Corporate Risk Register annually.

 

It was AGREED -

 

That the Work Programme be noted.

222.

Exempt Business

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 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.

 

223.

Medium Term Financial Plan and Financial Update to July 2020 pdf icon PDF 85 KB

PLEASE NOTE: Appendix D is a restricted document for Members only.

Additional documents:

Minutes:

Councillors debated the Medium Term Financial Plan and Financial Update to July 2020 and added an additional recommendation.