Eastleigh Borough Council Audit and Resources Committee Meeting

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

RESOLVED –

That the Minutes of the meeting held on 13 January 2025 be confirmed and signed by the Chair as a correct record.

There was no public participation on this occasion.

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.]

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.

The Deputy Chief Executive introduced the report.

RESOLVED –

That Audit & Resources Committee considered and commented on the contents of this report.

(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.

The Committee considered the current Forward Plan of Key Decisions.

It was AGREED -

That the current Forward Plan be noted.

The Committee considered its current Work Programme.

It was AGREED -

That the Work Programme be noted.

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.

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.