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:
Tuesday, 11th February 2025
6:15 PM
Tuesday, 11th February 2025
6:15 PM
End:
Tuesday, 11th February 2025
10:15 PM
Tuesday, 11th February 2025
10:15 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
11 Feb 2025
11 Feb 2025
Location:
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Ground Floor, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN
Meeting Attendees
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
Member
Councillor Karl Attrill
Hiltingbury
Present, as expected
Co-Optee
Indpendent Co-Opted Member
Martyn Royle (Independent Co-Opted Member)
Expected
Co-Optee
Independent Co-Opted Member
Stefan Hargrave (Independent Co-Opted Member)
Expected
Officer
Senior Solicitor
Julia Davies
Eastleigh Borough Council
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 13 January 2025.
Attachments:
- Document FINAL Minutes 13.01.25 03 Feb 2025
Minutes
RESOLVED –
That the Minutes of the meeting held on 13 January 2025 be confirmed and signed by the Chair as a correct record.
That the Minutes of the meeting held on 13 January 2025 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 February 2025. Please let us know if you wish to attend the meeting.
Minutes
There was no public participation on this occasion.
5
External Audit Results Report
Attachments:
- Document EY External Audit Results Report 2023.24 03 Feb 2025
Minutes
Mark Hodgson, EY, introduced the report and highlighted the key points. Councillors questioned the length of audit in relation to the Local Government Reorganisation. Mark explained that the audit will take 3-5 years so will likely not have concluded before the reorganisation.
[NOTE: Councillor Tennent joined the meeting at 18:22.]
[NOTE: Councillor Tennent joined the meeting at 18:22.]
6
Statement of Accounts 2023/2024
Attachments:
- Document Statement of Accounts 23-24 03 Feb 2025
- Document Statement of Accounts 23-24 App 1 03 Feb 2025
- Document Statement of Accounts 23-24 App 2 03 Feb 2025
Minutes
This report was discussed as part of the External Audit Results Report.
RESOLVED –
(1) The Annual Statement of Accounts for 2023/24 was approved or in the event all audit procedures have not been completed delegate approval to the Chief Financial Officer to approve the final statements; and
(2) The Letter of Representation for 2023/24 was approved or in the event all audit procedures have not been completed delegate approval to the Chief Financial Officer to approve the final letter.
RESOLVED –
(1) The Annual Statement of Accounts for 2023/24 was approved or in the event all audit procedures have not been completed delegate approval to the Chief Financial Officer to approve the final statements; and
(2) The Letter of Representation for 2023/24 was approved or in the event all audit procedures have not been completed delegate approval to the Chief Financial Officer to approve the final letter.
7
Write Off Of Irrecoverable Debts 2023/2024
Attachments:
- Document Write Off Of Irrecoverable Debts 2023-24 03 Feb 2025
Minutes
The Deputy Chief Executive introduced the report.
RESOLVED –
That Audit & Resources Committee considered and commented on the contents of this report.
RESOLVED –
That Audit & Resources Committee considered and commented on the contents of this report.
8
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 Strategic Management Group had not met since the previous Audit and Resources Committee.
(b) Procurement Executive Group (PEG)
Councillor Holes gave the following report:
“PEG met on 4 February.
A procurement update was received from the Head of Commercial for One Horton Heath on progress with current contracts. The group observed and commented on the procurement activities carried out in the period and the contracts awarded.
The Procurement and Insurance Officer gave an update on the outcome of the recent tendering exercise for insurance as part of the Hampshire Insurance Forum and presented the Procurement Action Plan. The group noted the updates.
The Chief Internal Auditor presented the Procurement Arrangements Follow Up Review report with the group and confirmed that all recommendations had been implemented with the exception of Councillor Training. It was agreed that Councillors would be invited to the staff briefings being led by the Procurement and Insurance Officer to give an overview of the new Procurement Act 2023.
The Procurement Performance Indicators were discussed. The group queried local spend and how this was presented. It was agreed that this did not capture the full picture where sub-contractors are used. The Service Director – Governance and Support agreed to review how local spend could be presented and shared with the group in respect of One Horton Heath.
The group noted the Procurement Risk Register, the waivers granted in the period and received a verbal update on changes required to contract standing order as a result of the Procurement Act 2023. The updated Contract Standing Orders will be presented to Council on 27 February for approval.”
(c) Housing Working Group
Councillor Holes reported that the Housing Working Group had not met since the previous Audit and Resources Committee.
Councillor Holes reported that the Strategic Management Group had not met since the previous Audit and Resources Committee.
(b) Procurement Executive Group (PEG)
Councillor Holes gave the following report:
“PEG met on 4 February.
A procurement update was received from the Head of Commercial for One Horton Heath on progress with current contracts. The group observed and commented on the procurement activities carried out in the period and the contracts awarded.
The Procurement and Insurance Officer gave an update on the outcome of the recent tendering exercise for insurance as part of the Hampshire Insurance Forum and presented the Procurement Action Plan. The group noted the updates.
The Chief Internal Auditor presented the Procurement Arrangements Follow Up Review report with the group and confirmed that all recommendations had been implemented with the exception of Councillor Training. It was agreed that Councillors would be invited to the staff briefings being led by the Procurement and Insurance Officer to give an overview of the new Procurement Act 2023.
The Procurement Performance Indicators were discussed. The group queried local spend and how this was presented. It was agreed that this did not capture the full picture where sub-contractors are used. The Service Director – Governance and Support agreed to review how local spend could be presented and shared with the group in respect of One Horton Heath.
The group noted the Procurement Risk Register, the waivers granted in the period and received a verbal update on changes required to contract standing order as a result of the Procurement Act 2023. The updated Contract Standing Orders will be presented to Council on 27 February for approval.”
(c) Housing Working Group
Councillor Holes reported that the Housing Working Group had not met since the previous Audit and Resources Committee.
9
Cabinet Forward Plan
Attachments:
- Document February 2025-March 2025 03 Feb 2025
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 2024-25 (5) 03 Feb 2025
Minutes
The Committee considered its current Work Programme.
It was AGREED -
That the Work Programme be noted.
It was AGREED -
That the Work Programme be noted.
11
Capital, Investment and Treasury Management Strategy
Attachments:
- Document Capital, Treasury Management and Investment Investment Strategies 2025-26 - Cover Report 03 Feb 2025
- Document Appendix 1 - Capital Strategy 2025-26 03 Feb 2025
- Document Appendix 1A - Capital Programme 2025-26 03 Feb 2025
- Document Appendix 1B - Project Map 03 Feb 2025
- Document Appendix 1C - Flexible Use of Capital Receipts 2024-25 03 Feb 2025
- Document Appendix 2 - Treasury Management Strategy 2025-26 03 Feb 2025
- Document Appendix 2A - MRP Statement 03 Feb 2025
- Document Appendix 2B - Prudential Indicators 03 Feb 2025
- Document Appendix 2C - Treasury Management Policy Statement 03 Feb 2025
- Document Appendix 2D -TMP's and IMP's 03 Feb 2025
- Document Appendix 3 - Investment Strategy 2025-26 03 Feb 2025
Minutes
The Deputy Chief Executive introduced the report. Questions were raised with regards to devolution and the Council’s long-term projects. The Deputy Chief Executive explained that projects were currently under review.
Councillors thanked the Head of Finance for a very well written report.
RESOLVED –
That the Audit and Resources Committee noted the Capital, Treasury Management and Investment Strategies.
Councillors thanked the Head of Finance for a very well written report.
RESOLVED –
That the Audit and Resources Committee noted the Capital, Treasury Management and Investment Strategies.
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 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.
13
Capital, Investment and Treasury Management Strategy Appendix
Attachments:
- Document Appendix 3A - Commercial Investments EXEMPT 03 Feb 2025
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