Agenda and minutes

Audit and Resources Committee - Tuesday, 22 June 2021 6:15 pm

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

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Items
No. Item

62.

Public Participation

Minutes:

There was no public participation on this occasion.

63.

Minutes pdf icon PDF 135 KB

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

Minutes:

RESOLVED –

 

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

64.

Declarations of Interest

Minutes:

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

65.

External Audit Progress pdf icon PDF 120 KB

Additional documents:

Minutes:

The Chief Finance Officer and EY Partner, Janet Dawson and EY Manager Simon Mathers, provided verbal updates to the Committee, including that the draft accounts had been published on the Council’s website although the external audit was to be delayed until October 2021 due to EY resource constraints.

 

RESOLVED –

 

That the letters be noted.

 

(NOTE: The External Audit Progress was taken after Items 6 and 7 on the Agenda due to technical difficulties of guests and Councillors. Councillors Pragnell arrived at 18.25 and Councillor Buckley arrived at 18.30 so both were able to vote and take part in questions and debate.)

66.

Appointments to the Procurement Executive Group (PEG), the Strategic Risk Management Group (SRMG) and the Housing Board

The Committee is invited to consider its appointments to:

 

·  SRMG;

·  PEG; and

·  Housing Board.

 

Minutes:

The Committee made the following appointments to Procurement Management Group (PEG), Strategic Risk Management Group (SRMG) and the Housing Board:

 

RESOLVED - 

 

(1)  That Councillor W Irish and Councillor J Grajewski be appointed to the Procurement Executive Group for 2021/22; 

 

(2)  That Councillor J Grajewski be appointed to the Strategic Risk Management Groupfor 2021/22; and

 

(3)  That Councillor W Irish, Councillor T Park and Councillor T Campbell be appointed to the Housing Board for 2021/22.

 

Councillor Irish expressed his thanks and dedication to Cllr Atkinson and other councillors who represented the Committee on PEG, SRMG & the Housing Board. He stated that the feedback they provided to the Committee was exceptional and very valued by members.

 

(NOTE: Due to technical difficulties of guests and councillors, Appointments to the Procurement Executive Group (PEG), the Strategic Risk Management Group (SRMG) and the Housing Board was taken before Item 5 (External Audit Progress) on the Agenda.)

67.

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

Minutes:

(a)  Strategic Risk Management Group (SRMG)

 

The Executive Head of Governance reported that SRMG last met on 11 March 2021 and discussed the following:

 

·  The Corporate Risk Register and the impact of covid-19 on the property portfolio and commercial rents

·  The Elections Risk Register which was being maintained separately

·  The Covid-19 Risk Register

·  The ongoing work to ensure compliance with the Accessibility Regulations

·  The revised format of the operational and corporate risk registers

 

The group received presentations from the officers responsible for customer services and local area services and received updates on Health & Safety, Business Continuity and Insurance.

 

Councillor Campbell asked if Brexit and the impact on the supplier chain had been discussed. The Executive Head of Governance agreed to raise this with the group at the next SRMG meeting on 22 July 2021 and report back to this Committee.

 

(b)  Procurement Executive Group (PEG)

 

Councillor Irish reported that PEG last met on 9 March 2021. The Group reviewed the Procurement Action Plan and the Procurement Officer provided an update. The Group agreed to await the outcome of the Publication of the Government Green Paper, Transforming Public Procurement, before updating templates and processes and the Procurement Policy.

 

There was a discussion about Procurement Performance Indicators and an update from Finance on spend and different options of how the information could be presented. The group debated what financial information was needed in order for them to effectively carry out their role and agreed that it needed to be at a strategic level, and not to get too involved in the detail.

 

There was an update on waivers provided – there had been two since the last meeting and an update on sustainability was provided by the Climate Change Manager and how the emerging Procurement Policy would include sustainability and what additional steps were needed to delve into all areas to ensure sustainable procurement is fully considered and embedded.

 

It was agreed that the Terms of Reference would be reviewed and shared with the group at the next meeting for approval. The approved Terms of Reference would then be incorporated into the amended Constitution, which was due to be approved by Council in November.

 

(c)  Housing Group

 

The Housing Group had not met since the last meeting of the Audit and Resources Committee.

 

(NOTE: Due to technical difficulties of guests and councillors, Verbal Updates from Members Representing Strategic Management Group (SRMG), Procurement Executive Group (PEG) and the Housing Group was heard before Item 5 (External Audit Progress) on the Agenda. Councillors Pragnell arrived at 18.25 and Councillor Buckley arrived at 18.30 so both were able to vote and take part in any questions and debate.)

68.

Action List pdf icon PDF 15 KB

Minutes:

69.

Cabinet Forward Plan pdf icon PDF 180 KB

Minutes:

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the Cabinet Forward Plan be updated before the next meeting of this Committee and that the current Forward Plan be noted.

70.

A&R Work Programme pdf icon PDF 120 KB

Minutes:

The Committee considered its current Work Programme.

 

It was AGREED -

 

That the Work Programme be updated before the next meeting of this Committee and that the current Work Programme be noted.

71.

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 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.

 

(NOTE: Councillor Park arrived at 18.51 and was present for Exempt Business so was able to vote and take part in any questions and debate.)

72.

HR Annual Staffing Report 2020

Minutes:

RESOLVED –

 

That the report be noted.

73.

Counter Fraud Report 2021

Additional documents:

Minutes:

RESOLVED –

 

That the report be noted.

74.

Property Portfolio Revenue Update

Additional documents:

Minutes:

RESOLVED –

 

That the report be noted.

71.

HR Annual Staffing Report 2021 pdf icon PDF 318 KB