Eastleigh Borough Council
Councillors:
39
Wards:
14
Committees:
17
Meetings (2025):
77
Meetings (2024):
87
Meeting
Audit and Resources Committee - Eastleigh
Meeting Times
Scheduled Time
Start:
Tuesday, 16th January 2024
6:15 PM
Tuesday, 16th January 2024
6:15 PM
End:
Tuesday, 16th January 2024
10:15 PM
Tuesday, 16th January 2024
10:15 PM
Actual Time
Started:
Tuesday, 16th January 2024
6:15 PM
Tuesday, 16th January 2024
6:15 PM
Finished:
Tuesday, 16th January 2024
11:25 PM
Tuesday, 16th January 2024
11:25 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
16 Jan 2024
16 Jan 2024
Location:
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Meeting Attendees
Officer
Anna Jaggers
Expected
Officer
Corporate Director
Sarah King
Expected
Officer
Service Director Governance and Support
Joanne Cassar
Expected
Officer
Chief Internal Auditor
Lisa Smy
Expected
Officer
Chief Executive
James Strachan
Expected
Member
Leader of the Independent Group
Meeting Recordings
Agenda
2
Declarations of Interest
Councillors 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.
3
Minutes
To consider the Minutes of the meeting held on 21 December 2023.
Attachments:
- Document Minutes of Previous Meeting 08 Jan 2024
Minutes
RESOLVED –
That the Minutes of the meeting held on 21 December 2023 be confirmed and signed by the Chair as a correct record.
That the Minutes of the meeting held on 21 December 2023 be confirmed and signed by the Chair as a correct record.
4
Public Participation
You can submit questions in advance of the meeting to the following email address: [email protected]. The deadline for submissions is 12pm on Wednesday 15 January 2024.
Please let us know if you wish to attend the meeting. PLEASE DO NOT ATTEND IF YOU HAVE ANY COVID-19 SYMPTOMS.
Please let us know if you wish to attend the meeting. PLEASE DO NOT ATTEND IF YOU HAVE ANY COVID-19 SYMPTOMS.
Minutes
There was no public participation on this occasion.
5
Redeployable Trail Cameras for Investigating Fly Tipping
Attachments:
- Document Fly Tipping Report 08 Jan 2024
- Document Fly Tipping App 1 08 Jan 2024
- Document Fly Tipping 2 08 Jan 2024
- Document Fly Tipping 3 08 Jan 2024
- Document Fly Tipping 4 08 Jan 2024
- Document Fly Tipping 5 08 Jan 2024
- Document Fly Tipping 6 08 Jan 2024
- Document Fly Tipping 7 08 Jan 2024
- Document Fly Tipping 8 08 Jan 2024
- Document Fly Tipping 9 08 Jan 2024
- Document Fly Tipping 10 08 Jan 2024
Minutes
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.
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.
6
Regulation of Investigatory Powers
Attachments:
- Document RIPA Report 08 Jan 2024
Minutes
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.
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.
7
Corporate Peer Challenge Action Plan
Attachments:
- Document Corporate Peer Challenge 08 Jan 2024
- Document Corporate Peer Challenge App 1 08 Jan 2024
- Document Corporate Peer Challenge App 2 08 Jan 2024
Minutes
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).
RESOLVED –
The Audit and Resources Committee noted the Corporate Peer Challenge outcome report (attached at Appendix one).
8
External Audit Value for Money Report
Attachments:
- Document Eastleigh BC VFM Arrangements Update - Final for 16 January 2024 A&R 08 Jan 2024
Minutes
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.
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.
9
Response to External Audit Value for Money Report
Attachments:
- Document VFM response 08 Jan 2024
Minutes
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.
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.
10
Verbal Updates from Members Representing Strategic Risk Management Group (SRMG) / Procurement Executive Group (PEG)
Minutes
(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.
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.
11
Cabinet Forward Plan
Attachments:
- Document January 2024-March 2024 08 Jan 2024
Minutes
The Committee considered the current Forward Plan of Key Decisions.
It was AGREED -
That the current Forward Plan be noted.
It was AGREED -
That the current Forward Plan be noted.
12
A&R Work Programme
Attachments:
- Document AR Work programme January - March 24 08 Jan 2024
Minutes
The Committee considered its current Work Programme.
It was AGREED -
That the Work Programme be noted.
It was AGREED -
That the Work Programme be noted.
Previous Meetings
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