Eastleigh Borough Council
Councillors:
38
Wards:
14
Committees:
17
Meetings (2025):
77
Meetings (2024):
87
Meeting
Audit and Resources Committee - Eastleigh
Meeting Times
Scheduled Time
Start:
Thursday, 11th July 2024
6:15 PM
Thursday, 11th July 2024
6:15 PM
End:
Thursday, 11th July 2024
10:15 PM
Thursday, 11th July 2024
10:15 PM
Meeting Status
Status:
New; moved from 9 July
New; moved from 9 July
Date:
11 Jul 2024
11 Jul 2024
Location:
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Meeting Attendees
Member
Cabinet Member for Regeneration (north) and Social Policy
Member
Cabinet Member for Health and Social Policy
Member
Cabinet Member for Transport and Economy
Member
Councillor Karl Attrill
Hiltingbury
Present, as expected
Co-Optee
Indpendent Co-Opted Member
Martyn Royle (Independent Co-Opted Member)
Expected
Officer
Deputy Chief Executive
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
Officer
Anna Jaggers
Expected
Agenda
0
Introduction
Minutes
The Chair welcomed Councillors K Attrill, Couldrey and Reynolds as new Members to the Committee, introduced Martyn Royle as the Independent Co-Opted Member and thanked Simon and Janet from EY for their work over the past 5 years. Mark Hodgson and Ian Young will be taking over as Partner and Senior Manager.
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 5 March 2024.
Attachments:
- Document A&R Minutes 05.03.24 03 Jul 2024
Minutes
RESOLVED –
That the Minutes of the meeting held on 5 March 2024 be confirmed and signed by the Chair as a correct record.
That the Minutes of the meeting held on 5 March 2024 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: democratic.services@eastleigh.gov.uk. The deadline for submissions is 12pm on 10 July 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
2023/24 Provisional Audit Plan
Attachments:
- Document EY Provisional Audit Plan 03 Jul 2024
Minutes
Mark Hodgson, EY, introduced himself to the Committee and provided context to the report. The importance of the audit timeline was highlighted and noted the agreed audit fees.
Councillors asked if EY and Eastleigh Borough Council had the resources in place to meet the timescales detailed in the plan. Councillors were assured that sufficient resources were in place.
The Independent Co-Opted Member queried the use of controls within the ISAE 3402 report. EY confirmed that this was an error and will be removed from the Audit Plan. A query was also raised regarding ISA 315 and its scope. Mark will circulate the range to members once obtained.
Councillors asked if EY and Eastleigh Borough Council had the resources in place to meet the timescales detailed in the plan. Councillors were assured that sufficient resources were in place.
The Independent Co-Opted Member queried the use of controls within the ISAE 3402 report. EY confirmed that this was an error and will be removed from the Audit Plan. A query was also raised regarding ISA 315 and its scope. Mark will circulate the range to members once obtained.
6
2021/22 and 2022/23 Interim Value for Money Report
Attachments:
- Document EY Interim Value for Money Report 03 Jul 2024
Minutes
Simon Mathers, EY, introduced the report and explained that the findings and conclusions were the same as January’s report. A discussion took place with regards to nitrate credits.
Councillors thanked Simon and his team for the work carried out over the past five years.
Councillors thanked Simon and his team for the work carried out over the past five years.
7
Health and Safety Annual Report
Attachments:
- Document Health and Safety Report 03 Jul 2024
Minutes
The Corporate Health and safety Officer introduced the report.
A discussion took place with regards to health and safety training and lone working.
RESOLVED –
That the Audit and Resources Committee considered and commented as necessary on the Incident Data for the second six months of 2023/24.
A discussion took place with regards to health and safety training and lone working.
RESOLVED –
That the Audit and Resources Committee considered and commented as necessary on the Incident Data for the second six months of 2023/24.
8
One Horton Heath Update
Attachments:
- Document One Horton Heath Update 03 Jul 2024
- Document Appendix. 1 for One Horton Heath Update 03 Jul 2024
- Document Appendix. 2 for One Horton Heath Update 03 Jul 2024
- Document Appendix. 3 for One Horton Heath Update 03 Jul 2024
- Document Appendix D - Budget and Cost Summary 03 Jul 2024
- Document Appendix Ea - Market Rent Appraisal 03 Jul 2024
- Document Appendix Eb - Affordable Housing Appraisal 03 Jul 2024
- Document Appendix Ec - Shared Ownership Appraisal 03 Jul 2024
- Document Appendix. 8 for One Horton Heath Update 03 Jul 2024
- Document Appendix. 9 for One Horton Heath Update 03 Jul 2024
Minutes
The Deputy Chief Executive introduced the report and outlined the work carried out to date, along with future plans.
Organisational capacity was raised as a concern with Councillors requesting that this is reviewed regularly to ensure there is enough resource. A discussion took place with regards to the building of the new school and the benefits of self-delivery.
Councillors thanked officers for a very detailed report.
RESOLVED –
Noted the Council’s progress across various projects within the One Horton Heath programme and provide observations.
Organisational capacity was raised as a concern with Councillors requesting that this is reviewed regularly to ensure there is enough resource. A discussion took place with regards to the building of the new school and the benefits of self-delivery.
Councillors thanked officers for a very detailed report.
RESOLVED –
Noted the Council’s progress across various projects within the One Horton Heath programme and provide observations.
9
Procurement Policy
Attachments:
- Document Procurement Policy Report 03 Jul 2024
- Document Procurement Policy App 1 03 Jul 2024
- Document Procurement Policy App 2 03 Jul 2024
Minutes
The Service Director of Governance and Support introduced the report.
RESOLVED –
That Audit and Resources Committee:
(1) considered the revised Procurement Policy following further consultation and review (as requested by Cabinet in December 2022);
(2) proposed the Policy is adopted by Cabinet; and
(3) recommended to Cabinet that the policy is reviewed annually.
RESOLVED –
That Audit and Resources Committee:
(1) considered the revised Procurement Policy following further consultation and review (as requested by Cabinet in December 2022);
(2) proposed the Policy is adopted by Cabinet; and
(3) recommended to Cabinet that the policy is reviewed annually.
10
Internal Audit Annual Report & Quarterly Monitoring Statement (Qtr 4)
Attachments:
- Document Internal Audit Report and Q4 03 Jul 2024
Minutes
The Chief Internal Auditor introduced the report and confirmed the Council’s framework of governance, risk management and control were adequate in most areas. The Chief Internal Auditor thanked officers for the speed and openness of their responses.
RESOLVED –
That the Committee considered and commented on:
(1) the Chief Internal Auditor’s Annual Opinion for 2023/24 that the Council’s framework of governance, risk management and control is adequate in most areas; and
(2) the performance of the Internal Audit Section against planned outturn for quarter 4 of 2023/24.
RESOLVED –
That the Committee considered and commented on:
(1) the Chief Internal Auditor’s Annual Opinion for 2023/24 that the Council’s framework of governance, risk management and control is adequate in most areas; and
(2) the performance of the Internal Audit Section against planned outturn for quarter 4 of 2023/24.
11
Annual Governance Report
Attachments:
- Document Annual Governance Statement 03 Jul 2024
- Document Annual Governance Statement App 1 03 Jul 2024
- Document Annual Governance Statement App 2 03 Jul 2024
Minutes
The Service Director of Governance and Support introduced the report.
RESOLVED –
That:
(1) the Annual Governance Statement 2023/24 was approved, and;
(2) The Code of Corporate Governance 2024/25 was adopted.
RESOLVED –
That:
(1) the Annual Governance Statement 2023/24 was approved, and;
(2) The Code of Corporate Governance 2024/25 was adopted.
12
Corporate Risk Management Annual Report
Attachments:
- Document Corporate Risk Management - Annual Report 03 Jul 2024
- Document Corporate Risk Management - Annual Report App 1 03 Jul 2024
- Document Corporate Risk Management - Annual Report App 2 03 Jul 2024
- Document Corporate Risk Management - Annual Report App 3 03 Jul 2024
Minutes
The Service Director of Governance and Support introduced the report.
RESOLVED –
That the Audit and Resources Committee:
(1) considered the Annual Risk Management Report, and;
(2) noted the content of the Risk Management Framework, Risk Appetite Statement and Terms of Reference for the Strategic Risk Management Group.
RESOLVED –
That the Audit and Resources Committee:
(1) considered the Annual Risk Management Report, and;
(2) noted the content of the Risk Management Framework, Risk Appetite Statement and Terms of Reference for the Strategic Risk Management Group.
13
Appointment of Independent Person
Attachments:
- Document Apt of ICM Report 03 Jul 2024
- Document Apt of ICM App 1 03 Jul 2024
- Document Apt of ICM App 2 03 Jul 2024
Minutes
The Chair introduced the report and congratulated the successful candidate on their appointment.
RESOLVED –
That the Audit and Resources Committee:
(1) considered the outcome of the panel interviews and the recommended appointment of an Independent Co-Opted Member; and
(2) recommended the appointment to Council of Stefan Hargrave as an Independent Co-opted Member of Audit and Resources Committee for a two year term.
RESOLVED –
That the Audit and Resources Committee:
(1) considered the outcome of the panel interviews and the recommended appointment of an Independent Co-Opted Member; and
(2) recommended the appointment to Council of Stefan Hargrave as an Independent Co-opted Member of Audit and Resources Committee for a two year term.
14
Appointments to SRMG/PEG/Housing Group
Minutes
The Committee expressed their thanks to those Councillors who had represented the Committee on these groups. The Committee made the following appointments to Procurement Management Group (PEG), Strategic Risk Management Group (SRMG) and the Housing Working Group:
RESOLVED –
(1) That Councillor D Pretty and Councillor S Holes be appointed to the Procurement Executive Group for 2024/25;
(2) That Councillor S Holes be appointed to the Strategic Risk Management Group for 2024/25; and
(3) That Councillor M Attrill and Councillor T Park be appointed to the Housing Working Group for 2024/25.
RESOLVED –
(1) That Councillor D Pretty and Councillor S Holes be appointed to the Procurement Executive Group for 2024/25;
(2) That Councillor S Holes be appointed to the Strategic Risk Management Group for 2024/25; and
(3) That Councillor M Attrill and Councillor T Park be appointed to the Housing Working Group for 2024/25.
15
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 the Group met on 17 June 2024 where the Annual Risk Management Report was discussed. This report was discussed by the Audit and Resources Committee earlier in the meeting. The Corporate Risk Register was discussed, with nothing to escalate. A discussion took place with regards to the response to the Best Value Notice. The Corporate Health and Safety Officer discussed resources and the Procurement and Insurance Officer was tendering for new insurers later this year, with work already underway. The next meeting will take place on 2 September 2024.
(b) Procurement Executive Group (PEG)
Councillor Holes reported that the Group met on 25 June 2024 and discussed One Horton Heath procurement, including tendering, and noted future report for Audit and Resources Committee and Cabinet. The Procurement and Insurance Officer presented the Procurement Action Plan and discussed progress. The Modern Slavery Statement was reviewed and will be presented to Council on 15 July 2024. The Group reviewed procurement performance indicators and in particular the indicator for payment of invoices. Waivers were reviewed for the last quarter and the Group reviewed the Procurement Policy and suggested amendments before it was presented to Audit and Resources and Cabinet.
Councillor Holes reported that the Group met on 17 June 2024 where the Annual Risk Management Report was discussed. This report was discussed by the Audit and Resources Committee earlier in the meeting. The Corporate Risk Register was discussed, with nothing to escalate. A discussion took place with regards to the response to the Best Value Notice. The Corporate Health and Safety Officer discussed resources and the Procurement and Insurance Officer was tendering for new insurers later this year, with work already underway. The next meeting will take place on 2 September 2024.
(b) Procurement Executive Group (PEG)
Councillor Holes reported that the Group met on 25 June 2024 and discussed One Horton Heath procurement, including tendering, and noted future report for Audit and Resources Committee and Cabinet. The Procurement and Insurance Officer presented the Procurement Action Plan and discussed progress. The Modern Slavery Statement was reviewed and will be presented to Council on 15 July 2024. The Group reviewed procurement performance indicators and in particular the indicator for payment of invoices. Waivers were reviewed for the last quarter and the Group reviewed the Procurement Policy and suggested amendments before it was presented to Audit and Resources and Cabinet.
16
Cabinet Forward Plan
Attachments:
- Document July 24-March 25 03 Jul 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.
17
A&R Work Programme
Attachments:
- Document AR Work programme 2024-25 (2) 03 Jul 2024
Minutes
The Committee considered its current Work Programme. The Asset Management Strategy will move to December’s meeting and Future Ways of Working was removed from the Work Programme.
It was AGREED -
That the Work Programme be noted.
It was AGREED -
That the Work Programme be noted.
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