Agenda and minutes

Audit and Resources Committee - Tuesday, 8 September 2020 6:15 pm

Venue: The Meeting can be viewed here: https://bit.ly/34F6BsQ

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

1.

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 2 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 4 September 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 2 September 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.

2.

Minutes pdf icon PDF 150 KB

To consider the Minutes of the meeting held on 28 July 2020.

Minutes:

RESOLVED –

 

That the Minutes of the meeting held on 28 July 2020 be confirmed and signed by the Chair as a correct record.

3.

Declarations of Interest

Minutes:

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

4.

Internal Audit Monitoring Statement for the period 1 April 2020 to 30 June 2020 pdf icon PDF 394 KB

Minutes:

The Head of Internal Audit introduced the report and explained that work on the response to the COVID-19 pandemic had impacted the quarter. It was likely that a further review of the Audit Plan would be necessary as the Internal Audit Team continued to support the response, predominantly completing post-assurance checks on Business Grants paid in response to the Covid-19 pandemic. The Head of Audit would keep members of this Committee apprised.

 

It was highlighted that the outstanding recommendation with regards to the audit review of taxation had since been completed and training had been provided to Officers. It was noted that there was a typing error in Appendix A as Quarter 4 should read Quarter 1.

 

Concerns were raised with regards to the eight outstanding recommendations from 2018/19. It was agreed that Budgetary Control could be removed from the Outstanding Recommendations list as the Head of Finance had accepted the risk, but it could not be implemented until the Improvement Strategy was in place. It was agreed that in future where there are concerns regarding outstanding recommendations and delays in their implementation, the Committee would ask Officers to attend the Committee to explain the current position.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Internal Audit Monitoring Statement for the first quarter of 2020/21.

5.

Annual Governance Statement pdf icon PDF 159 KB

Additional documents:

Minutes:

The Head of Legal Services introduced the report and explained that the Governance Statement had been amended to take into account the comments from the previous meeting. The Head of Internal Audit highlighted that there was a proposal from different wording to be adopted and endorsed within the papers.

 

RESOLVED –

 

That the Committee:

 

(1)  Noted the amendment to the summary on page 3 to state “Recommendations to enhance governance, risk management and internal controls were highlighted within the appropriate audit report.”; and

 

(2)  Approved the Annual Governance Statement 2019/20 subject to the above amendment.

 

6.

External Audit Progress

Minutes:

Simon Mathers, Senior Manager at Ernst and Young LLP, provided the Committee with an update. It was highlighted that COVID-19 had a significant impact on the audit being carried out and there was an impact on the level of risk. The planned visit in July went ahead with the audit well progressed. The target date for delivery of opinion was the end of November. Simon thanked the officers for their hard work throughout the audit process.

7.

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 no SRMG meeting had taken place since the last Committee.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Atkinson reported that the Annual Report had been approved and would be published where appropriate. A Climate Officer had been appointed and was due to commence their role on 1 October 2020. The Procurement and Insurance Officer had produced a draft Best Practice Guide which would assist all officers looking at procurement. The Contract Standing Orders were being reviewed and would be discussed at the next PEG meeting on 20 October 2020.

 

(c)  Housing Group

 

Councillor Atkinson confirmed that the Housing Group had not met since the last Committee.

8.

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.

 

A Microsoft Teams Meeting had not been set up for the Housing Group. The Chief Financial Officer would follow this up.

 

It was AGREED -

 

That the Action List be noted.

9.

Cabinet Forward Plan pdf icon PDF 112 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

10.

A&R Work Programme pdf icon PDF 112 KB

Minutes:

The Committee considered its current Work Programme.

 

It was AGREED -

 

That the Work Programme be noted.