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, 18th July 2023
6:15 PM
Tuesday, 18th July 2023
6:15 PM
End:
Tuesday, 18th July 2023
10:15 PM
Tuesday, 18th July 2023
10:15 PM
Actual Time
Started:
Tuesday, 18th July 2023
6:15 PM
Tuesday, 18th July 2023
6:15 PM
Finished:
Tuesday, 18th July 2023
11:29 PM
Tuesday, 18th July 2023
11:29 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
18 Jul 2023
18 Jul 2023
Location:
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Meeting Attendees
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
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 15 June 2023.
Attachments:
- Document Minutes of Previous Meeting 10 Jul 2023
Minutes
RESOLVED –
That the Minutes of the meeting held on 15 June 2023 be confirmed and signed by the Chair as a correct record.
That the Minutes of the meeting held on 15 June 2023 be confirmed and signed by the Chair as a correct record.
4
Public Participation
Minutes
There was no public participation on this occasion.
5
Internal Audit Annual Report & Quarterly Monitoring Statement (Qtr 4)
Attachments:
- Document Internal Audit Review 10 Jul 2023
Minutes
The Chief Internal Auditor introduced the report and highlighted the table at point 20. It was confirmed that the Council’s framework of governance, risk management and control was adequate in most areas.
RESOLVED –
That the Audit and Resources Committee considered:
(1) the Chief Internal Auditor’s Annual Opinion for 2022/23; and
(2) the performance of the Internal Audit Section against planned outturn for quarter 4 of 2022/23.
RESOLVED –
That the Audit and Resources Committee considered:
(1) the Chief Internal Auditor’s Annual Opinion for 2022/23; and
(2) the performance of the Internal Audit Section against planned outturn for quarter 4 of 2022/23.
6
Annual Governance Report
Attachments:
- Document Annual Governance Statement 10 Jul 2023
- Document Annual Governance Statement App 1 10 Jul 2023
- Document Annual Governance Statement App 2 10 Jul 2023
Minutes
The Service Director for Governance and Support introduced the report.
RESOLVED –
That the Audit and Resources Committee:
(1) approved the Annual Governance Statement 2022/23; and
(2) adopted the Code of Corporate Governance 2023/24.
RESOLVED –
That the Audit and Resources Committee:
(1) approved the Annual Governance Statement 2022/23; and
(2) adopted the Code of Corporate Governance 2023/24.
7
EY - 2021/22 External Audit - Verbal Progress Update
Attachments:
- Document Verbal Report 10 Jul 2023
Minutes
This item was moved on the agenda and taken after Public Participation.
The Partner at Ernst and Young (EY), Janet Dawson, gave a verbal update to the Committee.
The key areas of audit for the 2021/22 financial statements that remained outstanding were:
· Nitrate credits and how these are accounted for in the Statement of Accounts.
· Valuation of One Horton Heath inventory-market valuation vs cost to date.
· Accounting for capital grants allocation.
· Query over liquidation of a property tenant.
· Pensions liability.
There was still some work to do on the audit and due to holiday commitments, it is unlikely that there will be a conclusion at the next Audit and Resources Committee meeting.
The Partner at Ernst and Young (EY), Janet Dawson, gave a verbal update to the Committee.
The key areas of audit for the 2021/22 financial statements that remained outstanding were:
· Nitrate credits and how these are accounted for in the Statement of Accounts.
· Valuation of One Horton Heath inventory-market valuation vs cost to date.
· Accounting for capital grants allocation.
· Query over liquidation of a property tenant.
· Pensions liability.
There was still some work to do on the audit and due to holiday commitments, it is unlikely that there will be a conclusion at the next Audit and Resources Committee meeting.
8
Verbal Updates from Members Representing Strategic Risk Management Group (SRMG) / Procurement Executive Group (PEG)/ Housing Group
Minutes
(a) Strategic Risk Management Group (SRMG)
Councillor Holes gave the following update:
The group reviewed the Corporate Risk Register which was maintained by the Corporate Leadership Board who review the document monthly. Current risks include potential loss of IT due to cyber security attacks, impact of economic crisis on finances and asset portfolio along with pressure on staff due to being unable to recruit to some posts. The group reviewed the schedule of review of Operational Risk Registers which will commence in September 23. Updates were received from the Health and Safety Officer, Safety and Resilience Manager, Procurement and Insurance Officer and Chief Internal Auditor. There was nothing to flag to this Committee at this stage. The next meeting is scheduled for 4 September.
(b) Procurement Executive Group (PEG)
Councillor Holes gave the following update:
The group thanked Councillors Park and Pretty for their time and work with the group and welcomed Councillor Holes as the new appointed members for PEG. The group reviewed the Terms of Reference and agreed to reduce the quorum to 2 members, one from A & R and one from PEG. This update will be included in the Constitution update for November Council. The Procurement and Insurance Officer presented the Procurement Action Plan and the contents were noted. Updates were provided on the Procurement Bill which is expected to come into force during 2024, Amendments to Public Procurement Regulations were shared. Crown Commercial Service have updated their Selection Questionnaire for above threshold opportunities and this has been shared with staff. The One Horton Heath team submitted a modification request to PEG which was published and no challenge was received. The Senior Accountant provided an update on Performance Indicators. Members noted the exceptional performance with regards to invoice payments, latest figures show that 87% of payments are being paid within 10 days and 3% were paid after 30 days. The Group wanted to express their thanks to staff. An update on the waivers approved since the last meeting was shared by the Procurement and Insurance Officer. 8 waivers have been agreed since 1 March 2023. The Annual Report is being drafted and will summarise the waivers for 2022/23. The work programme was reviewed and it was noted that an update on the use of the Dynamic Purchasing System by One Horton Heath was scheduled for the next meeting. The Service Director and Procurement and Insurance Officer also confirmed that a meeting will be taking place next week with the One Horton Heath Team to review Procurement Activity scheduled for the coming months. Next meeting 5 September.
Councillor Holes gave the following update:
The group reviewed the Corporate Risk Register which was maintained by the Corporate Leadership Board who review the document monthly. Current risks include potential loss of IT due to cyber security attacks, impact of economic crisis on finances and asset portfolio along with pressure on staff due to being unable to recruit to some posts. The group reviewed the schedule of review of Operational Risk Registers which will commence in September 23. Updates were received from the Health and Safety Officer, Safety and Resilience Manager, Procurement and Insurance Officer and Chief Internal Auditor. There was nothing to flag to this Committee at this stage. The next meeting is scheduled for 4 September.
(b) Procurement Executive Group (PEG)
Councillor Holes gave the following update:
The group thanked Councillors Park and Pretty for their time and work with the group and welcomed Councillor Holes as the new appointed members for PEG. The group reviewed the Terms of Reference and agreed to reduce the quorum to 2 members, one from A & R and one from PEG. This update will be included in the Constitution update for November Council. The Procurement and Insurance Officer presented the Procurement Action Plan and the contents were noted. Updates were provided on the Procurement Bill which is expected to come into force during 2024, Amendments to Public Procurement Regulations were shared. Crown Commercial Service have updated their Selection Questionnaire for above threshold opportunities and this has been shared with staff. The One Horton Heath team submitted a modification request to PEG which was published and no challenge was received. The Senior Accountant provided an update on Performance Indicators. Members noted the exceptional performance with regards to invoice payments, latest figures show that 87% of payments are being paid within 10 days and 3% were paid after 30 days. The Group wanted to express their thanks to staff. An update on the waivers approved since the last meeting was shared by the Procurement and Insurance Officer. 8 waivers have been agreed since 1 March 2023. The Annual Report is being drafted and will summarise the waivers for 2022/23. The work programme was reviewed and it was noted that an update on the use of the Dynamic Purchasing System by One Horton Heath was scheduled for the next meeting. The Service Director and Procurement and Insurance Officer also confirmed that a meeting will be taking place next week with the One Horton Heath Team to review Procurement Activity scheduled for the coming months. Next meeting 5 September.
9
Cabinet Forward Plan
Attachments:
- Document July 23 - March 24 10 Jul 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.
10
A&R Work Programme
Attachments:
- Document AR Work programme 2023-24 10 Jul 2023
Minutes
The Committee considered its current Work Programme.
Councillor Tidridge requested that the Committee review the One Horton Heath update prior to Cabinet. A standalone meeting extended to all Councillors will be arranged for this.
It was requested that IT Cyber attacks be discussed at a future meeting and an update on Allington Lane Solar Farm be given in September.
It was AGREED -
That the Work Programme be noted.
Councillor Tidridge requested that the Committee review the One Horton Heath update prior to Cabinet. A standalone meeting extended to all Councillors will be arranged for this.
It was requested that IT Cyber attacks be discussed at a future meeting and an update on Allington Lane Solar Farm be given in September.
It was AGREED -
That the Work Programme be noted.
11
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.
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.
(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.
12
Counter Fraud Report
Attachments:
- Document Counter Fraud Report 10 Jul 2023
- Document Counter Fraud App 1 10 Jul 2023
Previous Meetings
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