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, 17th January 2023
6:15 PM
Tuesday, 17th January 2023
6:15 PM
End:
Tuesday, 17th January 2023
10:15 PM
Tuesday, 17th January 2023
10:15 PM
Actual Time
Started:
Tuesday, 17th January 2023
6:15 PM
Tuesday, 17th January 2023
6:15 PM
Finished:
Tuesday, 17th January 2023
10:55 PM
Tuesday, 17th January 2023
10:55 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
17 Jan 2023
17 Jan 2023
Location:
Microsoft Teams Live
Microsoft Teams Live
Meeting Attendees
Member
Mayor of Eastleigh
Councillor Adam Manning
Present, as 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
Agenda
2
Minutes
To consider the Minutes of the meeting held on 1 November 2022.
Attachments:
- Document Minutes of Previous Meeting 09 Jan 2023
Minutes
RESOLVED –
That the Minutes of the meeting held on 1 November 2022 be confirmed and signed by the Chair as a correct record.
That the Minutes of the meeting held on 1 November 2022 be confirmed and signed by the Chair as a correct record.
3
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 Monday 16 January 2023.
Please let us know if you wish to attend the meeting in person so that we can manage numbers. We are still encouraging all those in attendance to take a lateral flow test before attending the meeting. PLEASE DO NOT ATTEND IF YOU HAVE ANY COVID-19 SYMPTOMS.
Please let us know if you wish to attend the meeting in person so that we can manage numbers. We are still encouraging all those in attendance to take a lateral flow test before attending the meeting. PLEASE DO NOT ATTEND IF YOU HAVE ANY COVID-19 SYMPTOMS.
Minutes
There was no public participation on this occasion.
4
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.
5
2021/22 Audit Planning Report - Risk Assessment Update
Attachments:
- Document 22 EBC Audit Planning Report Update - Final 09 Jan 2023
Minutes
The Chief Financial Officer introduced the Audit Planning Report Update and confirmed that EY will be attending the next meeting. The audit was progressing well, but a date for the final auditing statement remained outstanding.
RESOLVED –
That the report be noted.
RESOLVED –
That the report be noted.
6
Internal Audit Plan 2022/23 Revision
Attachments:
- Document RevisedInternalAuditPlan202223 09 Jan 2023
Minutes
The Chief Internal Auditor introduced the report and outlined the revised Internal Audit Plan for 2022/23.
Councillor Beer requested that Health and Wellbeing 2022/23 Revised Planned Days be reviewed.
Reviewing Resident Permits was queried as Eastleigh Borough Council would not be responsible for this service from April. The Chief Internal Auditor will check if this review has commenced.
RESOLVED –
That the Audit and Resources Committee considered and approved the Revised Internal Audit Plan 2022/23 and made the following recommendation:
(1) That Health and Wellbeing be reviewed in the Audit Planned Days next year.
[Councillor Manning joined the meeting at 18:25.]
Councillor Beer requested that Health and Wellbeing 2022/23 Revised Planned Days be reviewed.
Reviewing Resident Permits was queried as Eastleigh Borough Council would not be responsible for this service from April. The Chief Internal Auditor will check if this review has commenced.
RESOLVED –
That the Audit and Resources Committee considered and approved the Revised Internal Audit Plan 2022/23 and made the following recommendation:
(1) That Health and Wellbeing be reviewed in the Audit Planned Days next year.
[Councillor Manning joined the meeting at 18:25.]
7
Bad Debt Report
Attachments:
- Document Irrecoverable Debt 09 Jan 2023
Minutes
The Chief Financial Officer introduced the report and reassured members that if the circumstances of the debt changes, the write off can be reversed and sums recovered.
RESOLVED –
That the Audit and Resources Committee noted the Write Off of Irrecoverable Debts 2021/22.
RESOLVED –
That the Audit and Resources Committee noted the Write Off of Irrecoverable Debts 2021/22.
8
Regulation of Investigatory Powers Act 2000 and Investigatory Powers Act 2016 - Updated Policy & Procedures
Attachments:
- Document RIPA Report 09 Jan 2023
- Document RIPA App 1 09 Jan 2023
Minutes
The Legal Services Manager introduced the report and confirmed that the policy had been updated comprehensively over the past year to bring in line with new legislation. Once the Policy has been approved, a summary guide will be created for ease of reference. It was noted that the Investigatory Powers Commissioner’s Chief Inspector had approved the draft updated policy.
RESOLVED –
That the Audit and Resources Committee:
· Considered the updated ‘Corporate Policy and Procedures- Regulation of Investigatory Powers Act 2000 (RIPA) and Investigatory Powers Act 2016 (IPA)’ which sets out the statutory framework and procedures for the Council’s lawful use of covert surveillance and the acquisition of communications data.
· Recommended the ‘Corporate Policy and Procedures- Regulation of Investigatory Powers Act 2000 (RIPA) and Investigatory Powers Act 2016 (IPA)’ for Cabinet approval.
RESOLVED –
That the Audit and Resources Committee:
· Considered the updated ‘Corporate Policy and Procedures- Regulation of Investigatory Powers Act 2000 (RIPA) and Investigatory Powers Act 2016 (IPA)’ which sets out the statutory framework and procedures for the Council’s lawful use of covert surveillance and the acquisition of communications data.
· Recommended the ‘Corporate Policy and Procedures- Regulation of Investigatory Powers Act 2000 (RIPA) and Investigatory Powers Act 2016 (IPA)’ for Cabinet approval.
9
Verbal Updates from Members Representing Strategic Risk Management Group (SRMG) / Procurement Executive Group (PEG)/ Housing Working Group
Minutes
(a) Strategic Risk Management Group (SRMG)
Councillor Holes reported that:
· The group reviewed the Corporate Risk Register and noted that with the support of the Safety and Resilience Manager the Council was looking at the impact of potential planned power cuts.
· Internal Audit had carried out a review of Risk Management and a summary of the findings and progress with the implementation of recommendations was provided by the Executive Head of Governance. The main area to address is training for staff and the Executive Head of Governance has already begun discussion with the Learning and Development Officer about this.
· The Executive Head of Governance had drafted the Annual report and updated the Terms of Reference, Risk Appetite Statement and Risk Management Framework. This was circulated to members of the group to comment on by 20 January 2023. The annual report and updated the Terms of Reference, Risk Appetite Statement and Risk Management Framework will be on the agenda for A & R’s Feb meeting. Following which it will be presented to Cabinet for approval in March.
· Updates were provided regarding insurance, business continuity arrangements and health and safety. Nothing to escalate to A & R
· The group noted that the schedule for review of Operational Risk Registers will re-commence in February 2023.
(b) Procurement Executive Group (PEG)
Councillor Irish reported that:
· The group last met on 22 November 2022. The procurement action plan was presented. The impact of the Procurement Bill was not yet known and it was anticipated that it would go through parliament during 2023. Officers were keeping an eye on the outcome of any changes in legislation so that any necessary changes can be made to contract standing orders, policies and procedures.
· It was noted that updated Contract Standing Orders would be presented to Council for approval on 28 November 2022.
· The procurement performance indicators were reviewed and the group were pleased to see that the payment of invoices within 10 days had improved. The Group asked that staff be thanked for their work on this.
· The group reviewed the summary of waivers and there was nothing new to note.
· The group were advised that the Procurement Policy had been reviewed by Audit & Resources on 1 November and that there had been positive feedback.
· The forward programme was reviewed and it was noted that future items includes Procurement Policy update, Procurement Bill update and Dynamic Purchasing System update.
(c) Housing Group
· Councillor Irish reported that the Group last met in October. The Programme was continuing to perform well with net rent above budget.
· Due to the cost of living crisis, the level of rent arrears remains high and is anticipated to increase into the short-term.
· The Council is working closely with VIVID to reduce the levels of arrears without causing any resident further hardship. Any surplus rent at the end of the financial year will be held in the Housing reserve to mitigate against future maintenance costs.
Councillor Holes reported that:
· The group reviewed the Corporate Risk Register and noted that with the support of the Safety and Resilience Manager the Council was looking at the impact of potential planned power cuts.
· Internal Audit had carried out a review of Risk Management and a summary of the findings and progress with the implementation of recommendations was provided by the Executive Head of Governance. The main area to address is training for staff and the Executive Head of Governance has already begun discussion with the Learning and Development Officer about this.
· The Executive Head of Governance had drafted the Annual report and updated the Terms of Reference, Risk Appetite Statement and Risk Management Framework. This was circulated to members of the group to comment on by 20 January 2023. The annual report and updated the Terms of Reference, Risk Appetite Statement and Risk Management Framework will be on the agenda for A & R’s Feb meeting. Following which it will be presented to Cabinet for approval in March.
· Updates were provided regarding insurance, business continuity arrangements and health and safety. Nothing to escalate to A & R
· The group noted that the schedule for review of Operational Risk Registers will re-commence in February 2023.
(b) Procurement Executive Group (PEG)
Councillor Irish reported that:
· The group last met on 22 November 2022. The procurement action plan was presented. The impact of the Procurement Bill was not yet known and it was anticipated that it would go through parliament during 2023. Officers were keeping an eye on the outcome of any changes in legislation so that any necessary changes can be made to contract standing orders, policies and procedures.
· It was noted that updated Contract Standing Orders would be presented to Council for approval on 28 November 2022.
· The procurement performance indicators were reviewed and the group were pleased to see that the payment of invoices within 10 days had improved. The Group asked that staff be thanked for their work on this.
· The group reviewed the summary of waivers and there was nothing new to note.
· The group were advised that the Procurement Policy had been reviewed by Audit & Resources on 1 November and that there had been positive feedback.
· The forward programme was reviewed and it was noted that future items includes Procurement Policy update, Procurement Bill update and Dynamic Purchasing System update.
(c) Housing Group
· Councillor Irish reported that the Group last met in October. The Programme was continuing to perform well with net rent above budget.
· Due to the cost of living crisis, the level of rent arrears remains high and is anticipated to increase into the short-term.
· The Council is working closely with VIVID to reduce the levels of arrears without causing any resident further hardship. Any surplus rent at the end of the financial year will be held in the Housing reserve to mitigate against future maintenance costs.
10
Cabinet Forward Plan
Attachments:
- Document December 2022 - March 2023 09 Jan 2023
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.
11
A&R Work Programme
Attachments:
- Document AR Work programme November2022 to Feb 2023 09 Jan 2023
Minutes
The Committee considered its current Work Programme.
It was noted that the Internal Audit Charter and Strategic Plan should state 2023/24 not 2022/23.
It was AGREED -
That the Work Programme be noted.
It was noted that the Internal Audit Charter and Strategic Plan should state 2023/24 not 2022/23.
It was AGREED -
That the Work Programme be noted.
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