Agenda and minutes

Audit and Resources Committee - Tuesday, 8 February 2022 6:15 pm

Venue: Via Microsoft Teams Live

Contact: Catherine Collins, Democratic Services Officer, Email: catherine.collins@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

124.

Public Participation

Minutes:

There was no public participation on this occasion.

125.

Minutes pdf icon PDF 131 KB

To consider the Minutes of the meeting held on 11 January 2022.

Minutes:

It was agreed an exempt item action list would be kept for any future exempt items that it was needed for.

 

RESOLVED –

 

That the Minutes of the meeting held on 11 January 2022 be confirmed and signed by the Chairman as a correct record.

126.

Declarations of Interest

Members are invited to declare interests in relation to items of business on the agenda.  Any interests declared will be recorded in the Minutes.

Minutes:

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

127.

Regulation of Investigating Powers Policy pdf icon PDF 159 KB

Minutes:

The Senior Chartered Legal Executive (FCILEx) presented the report.

 

Councillor Grajewski requested confirmation on whether Eastleigh Borough Council had reviewed its use of the Regulation of Investigatory Powers Act 2000 (RIPA) over the last two years.

 

The Legal Services Manager and Data Protection Officer (Solicitor) agreed to look into whether it had been done, due to Covid-19, and would update the Committee with the findings.

 

The Executive Head of Governance and Monitoring Officer stated it would also be added to the Audit and Resources Work Programme for annual review to ensure an annual update was provided on the use of RIPA powers.

 

RESOLVED –

 

That the Audit and Resources Committee noted Regulation of Investigating Powers Policy.

128.

Write Off Of Irrecoverable Debts 2020/21 pdf icon PDF 175 KB

Minutes:

The Chief Accountant presented the report.

 

Councillor Grajewski queried whether there was a need to review processes regarding the recovery of business rates.

 

The Acting Chief Internal Auditor confirmed that there was an audit underway for business rates and that she would update the Committee with the outcome.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Write Off of Irrecoverable Debts 2020/21. 

 

129.

Capital and Treasury Management Strategy pdf icon PDF 80 KB

Additional documents:

Minutes:

The Chief Accountant presented the report.

 

Councillor Campbell stated there was quite a lot of technical wording in the report and requested a glossary or simpler terms for future reports.

 

The Chief Accountant agreed that this will be provided in future.

 

The Chair thanked the team involved in the report for a very informative and comprehensive report.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Capital and Treasury Management Strategy. 

 

130.

Internal Audit Quarterly Monitoring Statement (Qtr3) pdf icon PDF 457 KB

Minutes:

The Acting Chief Internal Auditor presented the report.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Internal Audit Quarterly Monitoring Statement (Qtr 3).

 

131.

Repairs and Renewals Report pdf icon PDF 170 KB

Additional documents:

Minutes:

The Lead Building Surveyor presented the report.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Repairs and Renewals Report.

132.

Asset Management Strategy pdf icon PDF 173 KB

Additional documents:

Minutes:

The Lead Asset Manager presented the report.

 

RESOLVED –

 

That the Audit and Resources Committee noted the Asset Management Strategy.

 

133.

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

Minutes:

(a)  Strategic Risk Management Group (SRMG)

 

Councillor Grajewski reported that SRMG had met on 13 January 2022 and they had discussed the following:

·  The Corporate Risk Register was discussed and there was a recruitment review underway looking at the corporate recruitment problem, with a specialist in place for a 6 month period.

·  The Finance and Housing Programme risk register was reviewed and there was a discussion around interest rates. Councillor Grajewski stated she was pleased that Arlingclose were going to provide a briefing to Councillors.

·  The Health and Safety Risk Register updated that the biggest issue for them was the lack of a back office system, and that they were currently collecting data via spreadsheets and emails.

·  The Insurance renewals had been reviewed and the renewal quotes were currently in the hands of the brokers.

·  There was a report on construction cost increases and the Executive Head of Governance and Monitoring Officer was to update the next SRMG meeting on how the increasing costs were impacting the One Horton Heath project. Councillor Grajewski advised members to read the report.

 

The Executive Head of Governance and Monitoring Officer agreed to share the report with members of the Audit and Resources Committee via email.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Irish reported that PEG met on 1 February 2022 and they had discussed the following:

·  Following the resignation of the Senior Legal Specialist, the Executive Head of Governance and Monitoring Officer had taken over chairing the group until a replacement was found.

·  The group reviewed the Performance Indicators and Spend Analysis. Officers had met to review and revise the Performance Indicators and Spend Analysis data provided to the group. The performance indicators included data on credit card spend, number of waivers, payments made outside of 10 days and payments made outside of 30 days and gave a comparison with previous periods. There were queries regarding the improvement on the figures provided for payments outside of 10 days and there were concerns that performance needed to improve and further information was requested. The Group agreed the information provided was useful.

·  An update on the Procurement Action Plan was provided and the group reviewed the waiver record. A further waiver was to be circulated following the meeting for councillors to approve.

·  The Climate Change Manager provided an update on progress with the development of a Procurement Policy. Officers proposed that the policy be called ‘Responsible Procurement Policy’ to reflect other areas of social responsibility, not just sustainability. Officers had set a timetable for it to be completed and adopted by Autumn 2022.

·  The Executive Head of Governance and Monitoring Officer provided a summary of the outcome of the Green Paper (Transforming Public Procurement). She updated that any changes to legislation would not take effect until 2023 so officers would review the forthcoming changes alongside the development of the Responsible Procurement Policy and any necessary updates to Contract Standing Orders.

·  The next meeting was set to take place on 28 June 2022.

 

134.

Action List pdf icon PDF 17 KB

Minutes:

135.

Cabinet Forward Plan pdf icon PDF 179 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

136.

A&R Work Programme pdf icon PDF 96 KB

Minutes:

The Committee considered its current Work Programme.

 

It was AGREED -

 

That the Work Programme be noted.