Eastleigh Borough Council Audit and Resources Committee Meeting

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

RESOLVED –

That the Minutes of the meeting held on 19 October 2023 be confirmed and signed by the Chair as a correct record.

There was no public participation on this occasion.

The Deputy Chief Executive introduced the report, explaining its purpose and why debts are written off. It was clarified that debt can still be recovered if it has previously been written off.  

RESOLVED –

That the Audit & Resources Committee noted the contents of this report.

The Resource Manager introduced the report and explained that fees and charges are reviewed annually with the intention to introduce any proposed changes from January 2024.

A discussion took place with regards to the effect price increases may have.

RESOLVED –

That the Audit and Resources Committee noted the proposed fees and charges.

[Note: Councillor Beer joined the meeting at 18:35]

The Chief Internal Auditor introduced the report.

A question was asked with regards to the enquiry as a result of the whistleblower's concerns. The Chief Internal Auditor thanked all staff that assisted with the investigation.

RESOLVED –

That the Audit and Resources Committee considered the Internal Audit Monitoring Statement for the second quarter of 2023/24.

The Service Director for Governance and Support introduced the report.

RESOLVED –

The Audit and Resources Committee:

(1)  agreed that the Democratic Services Manager progresses the recruitment of up to two independent persons to sit on the Audit and Resources Committee from 1 April 2024;

(2)  agreed that Councillors Holes and Tidridge who along with the Democratic Services Manager will form the interview panel;

(3)  considered and commented as necessary on the role description and person specification; and

(4)  recommended the appointment of up to two Independent Co-opted Members for a period of four years to Council.

(a)  Strategic Risk Management Group (SRMG)

Councillor Holes reported that the group met on 30 October 2023.

The group reviewed and discussed the Corporate Risk Register and noted that an appointment had been made to the Head of Housing which was fundamental to the development of the landlord function. The appointment will commence in January.

The group reviewed and discussed operational risk registers as part of its annual programme of review. This meeting reviewed:

• Finance, Improvement and Housing Strategy

• One Horton Heath Programme – the group discussed the escalation of project & operational risk to the corporate risk register and how this will be approached. The Service Director for Governance and Support and Project Team would meet to agree a reporting mechanism. The group also discussed confidentiality of risk how this could be a barrier to scrutiny of the Project.

The group also received updates from the Corporate Health and Safety Officer and Safety and Resilience Manager. The group will meet again on 8 January 2024.

(b)  Procurement Executive Group (PEG)

The Procurement Executive Group had not met since the last Audit and Resources Committee.

(c)  Housing Group

Councillor Irish reported that the Programme continued to perform strongly with net rent above budget and voids and repairs costs continuing to remain lower than anticipated. Level of rent arrears continued to remain high, but voids remain under budget. Any surplus rent at the end of the financial year will be held in the Housing reserve to mitigate against future maintenance costs.

The Committee considered the current Forward Plan of Key Decisions.

It was AGREED -

That the current Forward Plan be noted.

The Committee considered its current Work Programme.

The Policy for Re-Deployable Trail Cameras will be added to January’s agenda.

It was AGREED -

That the Work Programme be noted.