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, 14th November 2024
6:15 PM
Thursday, 14th November 2024
6:15 PM
End:
Thursday, 14th November 2024
10:15 PM
Thursday, 14th November 2024
10:15 PM
Meeting Status
Status:
New; moved from 23 October
New; moved from 23 October
Date:
14 Nov 2024
14 Nov 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
Service Director Governance and Support
Joanne Cassar
Expected
Officer
Chief Internal Auditor
Lisa Smy
Expected
Co-Optee
Independent Co-Opted Member
Stefan Hargrave (Independent Co-Opted Member)
Expected
Officer
Chief Executive
James Strachan
Expected
Officer
Anna Jaggers
Expected
Officer
Senior Solicitor
Julia Davies
Eastleigh Borough Council
Expected
Officer
Deputy Chief Executive
Sarah King
Expected
Member
Councillor Karl Attrill
Hiltingbury
Present, as expected
Co-Optee
Indpendent Co-Opted Member
Martyn Royle (Independent Co-Opted Member)
Apologies
Member
Cabinet Member for Transport and Economy
Agenda
0
EXEMPT ITEM(S)
1
Apologies
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 24 September 2024.
Attachments:
- Document FINAL Minutes 24.09.24 06 Nov 2024
Minutes
RESOLVED –
That the Minutes of the meeting held on 24 September 2024 be confirmed and signed by the Chair as a correct record.
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
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 13 November 2024.
Minutes
There was no public participation on this occasion.
5
External Audit update
Attachments:
- Document Verbal Report 06 Nov 2024
Minutes
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.
RESOLVED –
That the Audit and Resources Committee considered and noted the update.
6
Arts and Culture Business Plan
Attachments:
- Document Arts and Culture Business Update 06 Nov 2024
- Document Appendix. 1 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 2 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 3 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 4 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 5 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 6 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
- Document Appendix. 7 for ARTS AND CULTURE BUSINESS UPDATE 06 Nov 2024
Minutes
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.]
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
Attachments:
- Document OHH A&R Progress - Nov 2024 report 06 Nov 2024
- Document Appendix A - OHH - Development Plan 06 Nov 2024
- Document Appendix B - OHH - Progress photos & Drone footage 06 Nov 2024
- Document Appendix C OHH Lower Acre - Build Trajectory with Parcel Build dates 25.10.24 06 Nov 2024
Minutes
This item is deferred to 3 December 2024.
RESOLVED –
That Audit and Resources Committee consider this item on 3 December 2024.
RESOLVED –
That Audit and Resources Committee consider this item on 3 December 2024.
8
External Governance Review
Attachments:
- Document External Governance Review Report 06 Nov 2024
- Document Appendix. 1 Final Eastleigh Findings 06 Nov 2024
- Document Appendix. 2 Copy of Good practice checklist 06 Nov 2024
- Document Appendix. 3 Eastleigh Proposal Final Report 06 Nov 2024
- Document Appendix. 4 120724Final appendix2 EBC report 06 Nov 2024
- Document Appendix.5 CPC Progress Review 06 Nov 2024
- Document Appendix 6 CPC Action Plan Progress 06 Nov 2024
Minutes
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.
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)
Minutes
(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.”
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
Attachments:
- Document Nov 24-Mar 25 06 Nov 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.
11
A&R Work Programme
Attachments:
- Document AR Work programme 2024-25 (3) 06 Nov 2024
Minutes
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.
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
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 paragraphs 2 and 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 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.
(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
Attachments:
- Document Counter Fraud Report EXEMPT 06 Nov 2024
- Document Counter Fraud App 1 EXEMPT 06 Nov 2024
14
Internal Audit Resilience
Attachments:
- Document A & R report - audit resilience Nov 24 for sign off 06 Nov 2024
- Document App 1 Eastleigh Borough Council - Southern Internal Audit Partnership - Proposal 06 Nov 2024
- Document App 2 Eastleigh proposal - SWAP Internal Audit Services 06 Nov 2024
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