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 21 December 2023 be confirmed and signed by the Chair as a correct record.

There was no public participation on this occasion.

The Corporate Project Manager introduced the report and explained the purpose of the policy.

A discussion took place with regards to the locations for installation of cameras and legal action for fly tipping.

[Note: Councillor Tennent arrived at 18:19.]

RESOLVED –

That the Audit and Resources Committee:

(1)  Considered the ‘Corporate Policy and Procedures for use of Redeployable Trail Cameras (RTC) for Investigating Fly Tipping’ (attached as Annex 1), which sets out the statutory framework and procedures which permit the Council’s lawful use of overt and covert surveillance, undertaken by the use of Redeployable Trail Cameras, to investigate and deter fly tipping; and

(2)  Noted the contents of this report.

The Service Director for Governance and Support introduced the report and explained that the Council have not made use of its RIPA or IPA Powers within the last twelve months.  

RESOLVED –

That the Audit and Resources Committee noted:

(1)  The contents of this report; and

(2)  That the Council has not made use of its RIPA or IPA powers since the previous report to Audit and Resources Committee on 17 January 2023.

The Corporate Strategy Manager presented an update to the Panel which outlined the focus of the review, LGA Outcome Report, Action Plan and next steps. 

RESOLVED –

The Audit and Resources Committee noted the Corporate Peer Challenge outcome report (attached at Appendix one).

Items 8 and 9 on the agenda were discussed as one item.

PUBLIC PARTICIPATION:

Mr Josh Constable raised questions in relation to resources for the One Horton Heath Project, financing of the One Horton Heath Project, the rising costs of the One Horton Heath Project and the investigation of potential fraud. As an exception, the chair requested that answers to the questions be shared with Mr Constable, the Committee and External Auditors.

Non-Committee Member, Councillor Parker-Jones, asked members if they were satisfied if a decision was made with all of the known facts and believed that Councillors were not made aware of allegations made against the Council. Staff responded that they were satisfied that the relevant information had been shared with members of the Committee.

Janet Dawson, EY Partner, introduced the report and highlighted the work that has been carried out along with the recommendations that have been made.   

Items 8 and 9 were discussed as one item.

RESOLVED –

That the Audit and Resources Committee noted the Council’s response, including action to date, related to the Value for Money report produced by the external auditor, EY, elsewhere on this agenda.

(a)  Strategic Risk Management Group (SRMG)

Councillor Holes reported that:

·  Review of the Corporate Risk Register – a new risk added in relation to the BV notice and the Corporate Director provided an update

·  The Corporate Director presented the Operational Risk Register for Property and Commercial service areas and an update provided on lease reviews and the asset management database. It was confirmed that the new Head of Housing had commenced in her role.

·  An update was provided by the Health and Safety Officer who confirmed that additional resource had been recruited to the team to provide maternity cover

·  An update on insurance renewals was provided by the Insurance Officer who advised that the contract currently let under the Hampshire Insurance Forum was to be re-tendered during 2024/25.

·  A discussion around the risk of cyber attacks and contingency planning took place and the Service Director for Governance and Support confirmed that this is a risk on the Corporate Risk Register and closely monitored by Corporate Leadership Board and the Data Security Board.

·  The Service Director for Governance and Support also provided an update on officer training and confirmed that she had attended 2 Directorate meetings to provide a reminder of the Council’s Risk Management Framework, appetite for risk and arrangements for monitoring and escalating risk. Training for Audit and Committee members has been arranged for 8 Feb and the invite would be extended to Cabinet members.

·  Next meeting is 4 March.

(b)  Procurement Executive Group (PEG)

Councillor Holes reported that the Group had not met since the previous Audit and Resources Committee.

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.

It was AGREED -

That the Work Programme be noted.