Eastleigh Borough Council Audit and Resources Committee Meeting

Nov. 14, 2024, 6:15 p.m.

This is a meeting of the Audit and Resources Committee of Eastleigh Borough Council held on the 14th Nov 2024.

The last meeting was on 18th Mar 2025. The next meeting is scheduled for 14th May 2025.

Meeting Status
New; moved from 23 October
Agenda Published

Yes

Decisions Published

No

Minutes Published

Yes

Meeting Location

Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN

Meeting Recordings

No recordings have been submitted for this meeting yet. If you have one, you can Upload a Recording

Agenda
Item Title Minutes
1 Apologies
2 Declarations of Interest

There were no declarations of interest in relation to items of business on the agenda.

3 Minutes FINAL Minutes 24.09.24

RESOLVED –

 

That the Minutes of the meeting held on 24 September 2024 be confirmed and signed by the Chair as a correct record.

4 Public Participation

There was no public participation on this occasion.

5 External Audit update Verbal Report

On behalf of the external auditors, EY, the Service Director Governance and Support (Monitoring Officer) advised that 2021/22 and 2022/23 completion reports are scheduled for the December meeting and the 2023/24 audit is in progress with a plan to bring the 2023/24 Audit Results Report to the January meeting of the committee.

 

RESOLVED –


That the Audit and Resources Committee considered and noted the update.

 

6 Arts and Culture Business Plan Appendix. 1 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 2 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 3 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 4 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 5 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 6 for ARTS AND CULTURE BUSINESS UPDATE
Appendix. 7 for ARTS AND CULTURE BUSINESS UPDATE
Arts and Culture Business Update

The Business Director introduced the report (item 6).

 

Councillors thanked the Business Manager for her report and had questions in relation to reserves, unplanned maintenance costs, competitor charges, monitoring of the progress with the Business Plan, whether the focus was solely on arts or whether any subsidy for sport had been considered and the links to the wider town centre assets and wider town centre regeneration.

 

The Business Director confirmed that that the Savings, Improvement and Efficiencies Programme was considering all areas of the Council and other fees and charges had been increased.

 

The Committee understood the pressures of putting fees up on users but also understood that not doing so would put increased pressure on Council budgets. Members also considered the potential for staggering increases in fees and charges over two or three years. They appreciated that this was not an option given the high level of the subsidy, and the need to reduce it, and that the issue of fees and charges across the council is considered annually.

 

Following debate, it was agreed to amend the recommendation replacing the word ‘ambition’ with ‘intention’ (rec 1) and changing ‘approval’ to ‘considers’ (rec 2).

 

RESOLVED –

 

That the Audit and Resources Committee:

 

(1)  Noted the intention to reduce the subsidy required by the Council in line with the business plan; and

(2)  Recommends that Cabinet considers the proposed fees and charges detailed in appendix three and paragraph 15 after consideration of the consultation feedback (paragraphs 17-27 and appendix 3, 4, 5, 6)

(3) That the Business Manager brings a progress report to the Committee in the Spring with details of targets and trigger points and regular reports thereafter.

(4) Recommends that Cabinet notes the lack of reserves, particularly to cover the future ongoing urgent maintenance and repairs, and if urgent repairs are needed it will impact the speed at which the subsidy can be reduced

(5) Recommends that Cabinet notes that the increase in fees and charges is not a guarantee of success in achieving the aims in the Business Plan as some of it relies on untested activity.

 

[NOTE: (A) Councillor Reynolds joined the meeting part way through this item at 6.36pm. (B) Stefan Hargrave (Independent Co-Opted Member) joined the meeting at 6.38pm.]

 

 

 

7 One Horton Heath Update OHH A&R Progress - Nov 2024 report
Appendix A - OHH - Development Plan
Appendix B - OHH - Progress photos & Drone footage
Appendix C OHH Lower Acre - Build Trajectory with Parcel Build dates 25.10.24

This item is deferred to 3 December 2024.

 

RESOLVED –

 

That Audit and Resources Committee consider this item on 3 December 2024. 

8 External Governance Review External Governance Review Report
Appendix. 1 Final Eastleigh Findings
Appendix. 2 Copy of Good practice checklist
Appendix. 3 Eastleigh Proposal Final Report
Appendix. 4 120724Final appendix2 EBC report
Appendix.5 CPC Progress Review
Appendix 6 CPC Action Plan Progress

The Chief Executive introduced the report and provided details of what has happened following the Best Value notice in December 2023. Councillors were reminded of the other external reviews; Corporate Peer Challenge, CIPFA Treasury Management review and EY reviews. The Council has had much external scrutiny which has been welcomed.

 

The Governance recommendations raised by the Best Value notice are all completed and addressed. It is clear what the new government think about the Best Value notice and the Council’s level of borrowing. The Notice is due to expire on 18 December 2024, unless the new Government decide to extend it.

 

The Service Director Governance and Support (Monitoring Officer) provided Councillors with an overview of the two parts of the External Governance Review and explained that the scope of the reviews had been agreed with the former DLUHC. The full reports are appended to the paper.

 

Councillors noted the new annual scrutiny report assessing the Committee’s performance and if it has discharged its responsibilities, which will be presented to Admin Committee, and were keen to invite the portfolio leads to provide overviews as appropriate to the Committee.

 

Councillors are pleased with how the Committee is evolving and appreciate regular One Horton Heath updates and the ability to scrutinise and thanked officers for their work.

 

RESOLVED –

 

That Audit and Resources Committee:

 

(1)  considered and commented on the external governance reviews and the Council’s intended response;

(2)  noted that the recommendations will be added to the External Review Action Plan which is reported to Policy and Performance Scrutiny Panel and Cabinet on a quarterly basis, as part of corporate performance monitoring; and

(3)  agreed that the Chair would give an annual report to full Council.

 

 

9 Verbal Updates from Members Representing Strategic Risk Management Group (SRMG) / Procurement Executive Group (PEG)

(a)  Strategic Risk Management Group (SRMG)

 

Councillor Holes reported that he had sent his apologies to the last meeting and asked the Service Director Governance and Support (Monitoring Officer) to update the group:

 

“The group met on 21 October 2024. The Corporate Risk Register, which has been reviewed by the Corporate Leadership Board, was presented and discussed. The risk around loss of IT functionality due to a cyber attack was debated and it was noted that a desktop exercise to test emergency planning was due to take place with Hampshire County Council and other partners in November. Firewalls and other protections are regularly tested to ensure systems are robust.

 

The Service Director for Finance, Improvement and Housing presented the operational risk register for his directorate. The risk around potential lack of engagement with performance data and outputs and the savings, improvement and efficiency programme were noted. He reassured the group that the Corporate Leadership Board were receiving monthly updates and savings plan will be included in the budget updates. The group was advised that The Operational Risk Registers for People and Communities Directorate and Neighbourhoods and Green Spaces were deferred to January’s meeting.

 

The Health and Safety Officer advised that the Health and Safety Policy had been reviewed, amended and published. Various Health and Safety Training Courses for staff had been arranged.

 

The Procurement and Insurance Officer confirmed that the tender for new insurers was now live and will close on 29 November 2024.

 

Next meeting is 6 January 2024.”

 

 

10 Cabinet Forward Plan Nov 24-Mar 25

The Committee considered the current Forward Plan of Key Decisions.

 

It was AGREED -

 

That the current Forward Plan be noted.

11 A&R Work Programme AR Work programme 2024-25 (3)

The Committee considered its current Work Programme.

 

The Service Director Governance and Support (Monitoring Officer) advised that the meeting of 3 December will include the One Horton Heath Update and that Bad Debts will move to February 2024 and Procurement Policy will be deleted as was included in error.

 

It was AGREED -

 

That the Work Programme be noted.

12 Exempt Business

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 2 and 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.

13 Counter Fraud Report Counter Fraud Report EXEMPT
Counter Fraud App 1 EXEMPT
14 Internal Audit Resilience A & R report - audit resilience Nov 24 for sign off
App 1 Eastleigh Borough Council - Southern Internal Audit Partnership - Proposal
App 2 Eastleigh proposal - SWAP Internal Audit Services
Other items:
Item Title Minutes
0 EXEMPT ITEM(S)
Councillor Alex Bourne photo Vice-Chair
Councillor Alex Bourne

Liberal Democrat

Present, as expected

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Councillor Bruce Tennent photo Member
Councillor Bruce Tennent

Liberal Democrat

Present, as expected

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Councillor Derek Pretty photo Member
Councillor Derek Pretty

Liberal Democrat

Present, as expected

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Councillor James Duguid photo Member Cabinet Member for Transport and Economy
Councillor James Duguid

Liberal Democrat

In attendance, virtual

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Councillor Leigh Hadaway photo Member
Councillor Leigh Hadaway

Liberal Democrat

Apologies

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Councillor Maud Attrill photo Member
Councillor Maud Attrill

Liberal Democrat

Present, as expected

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Councillor Nicholas Couldrey photo Member
Councillor Nicholas Couldrey

Liberal Democrat

Present, as expected

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Councillor Rosemary Reynolds photo Member
Councillor Rosemary Reynolds

Liberal Democrat

Present, as expected

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Councillor Steve Holes photo Chair
Councillor Steve Holes

Liberal Democrat

Present, as expected

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Councillor Tanya Park photo Member
Councillor Tanya Park

Liberal Democrat

Apologies

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Member
Councillor Karl Attrill

LIB

Present, as expected

Councillor Gin Tidridge photo Member
Councillor Gin Tidridge

Independent

Present, as expected

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Officer
Anna Jaggers

None

Expected

Officer Senior Solicitor
Julia Davies

None

Expected

Officer Service Director Governance and Support
Joanne Cassar

None

Expected

Officer Chief Internal Auditor
Lisa Smy

None

Expected

Officer Deputy Chief Executive
Sarah King

None

Expected

Officer Chief Executive
James Strachan

None

Expected

Co-Optee Indpendent Co-Opted Member
Martyn Royle (Independent Co-Opted Member)

None

Apologies

Co-Optee Independent Co-Opted Member
Stefan Hargrave (Independent Co-Opted Member)

None

Expected

Previous Committee Meetings
Meeting

18th Mar 2025

Audit and Resources Committee

Meeting

11th Feb 2025

Audit and Resources Committee

Meeting

13th Jan 2025

Audit and Resources Committee

Meeting

3rd Dec 2024

Audit and Resources Committee

Meeting

14th Nov 2024

Audit and Resources Committee

Meeting

23rd Oct 2024

Audit and Resources Committee

Meeting

24th Sep 2024

Audit and Resources Committee

Meeting

29th Jul 2024

Audit and Resources Committee

Meeting

11th Jul 2024

Audit and Resources Committee

Meeting

9th Jul 2024

Audit and Resources Committee

Future Committee Meetings
Meeting

14th May 2025

Audit and Resources Committee

Meeting

9th Jun 2025

Audit and Resources Committee

Meeting

14th Jul 2025

Audit and Resources Committee

Meeting

22nd Sep 2025

Audit and Resources Committee

Meeting

20th Oct 2025

Audit and Resources Committee

Meeting

24th Nov 2025

Audit and Resources Committee

Source
This meeting detail is from Eastleigh Borough Council website
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