Gosport Borough Council
Councillors:
28
Wards:
14
Committees:
10
Meetings (2025):
48
Meetings (2024):
47
Meeting
Standards and Governance Committee - Gosport
Meeting Times
Scheduled Time
Start:
Thursday, 9th July 2020
6:00 PM
Thursday, 9th July 2020
6:00 PM
End:
Thursday, 9th July 2020
10:00 PM
Thursday, 9th July 2020
10:00 PM
Actual Time
Started:
Thursday, 9th July 2020
12:00 AM
Thursday, 9th July 2020
12:00 AM
Finished:
Thursday, 9th July 2020
10:49 PM
Thursday, 9th July 2020
10:49 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
09 Jul 2020
09 Jul 2020
Location:
Committee Room 1
Committee Room 1
Meeting Attendees
Committee Member
Councillor Mrs Angela Prickett
Present, as expected
Committee Member
Councillor Mrs Linda Batty
Present, as expected
Chairman
Councillor Sean Peter Blackman
Present, as expected
Committee Member
Councillor Mrs Diane Furlong
Present, as expected
Committee Member
Councillor Mrs Kathleen Jones
Present, as expected
Agenda
1
Apologies for non-attendance
Minutes
There were none.
2
Declarations of interest
All Members are required to disclose, at this point in the meeting or
as soon as possible thereafter, any disclosable pecuniary interest or
personal interest in any item (s) being considered at this meeting.
as soon as possible thereafter, any disclosable pecuniary interest or
personal interest in any item (s) being considered at this meeting.
Minutes
There were none.
3
Minutes of previous meeting held on 12 February 2020
Attachments:
- Document Minutes Public Pack, 12/02/2020 Standards and Governance Committee 01 Jul 2020
Minutes
RESOLVED: That the minutes of the meeting held on 12February 2020 be signed as a true and correct record.
4
Deputations - Standing Order 3.4
(NOTE: The Committee is required to receive a deputation(s) on a
matter which is before the meeting of the Committee provided that
notice of the intended deputation and its object shall have been
received by the Borough Solicitor by 12 noon on Tuesday 7 July 2020
2020. The total time for deputations in favour and against a proposal
shall not exceed 10 minutes).
matter which is before the meeting of the Committee provided that
notice of the intended deputation and its object shall have been
received by the Borough Solicitor by 12 noon on Tuesday 7 July 2020
2020. The total time for deputations in favour and against a proposal
shall not exceed 10 minutes).
Minutes
There were none
5
Public Questions - Standing Order 3.5
(NOTE: The Committee is required to allow a total of 15
minutes for questions from Members of the public on matters
within the terms of reference of the Committee provided that
notice of such Question(s) shall have been submitted to the
Borough Solicitor by 12 noon on Tuesday 7th July 2020)
minutes for questions from Members of the public on matters
within the terms of reference of the Committee provided that
notice of such Question(s) shall have been submitted to the
Borough Solicitor by 12 noon on Tuesday 7th July 2020)
Minutes
There were none.
6
Draft Annual Governance Statement 2019/20
To seek approval from Members in regards to the draft Annual Governance Statement (AGS) 2019/20
Attachments:
- Document Covering report AGS 1920 July 01 Jul 2020
- Document Appendix A - Final Draft AGS 201920 GBC 01 Jul 2020
Minutes
Consideration was given to report of the Chief Internal Auditor seeking approval for the draft Annual Governance Statement 2019/20.
The Statement forms part of the Annual Accounts and also contains the Annual Audit opinion. It follows the delivering good governance in Local Government framework which details the seven principles that underpin in governance Local Authorities and the report was set out to follow this.
The Committee was advised that Governance was constantly changing particularly with Covid-19. Guidance had been received on how to complete it and a coronavirus frame work would be produced and fit within the audit plan to give some guidance on how to address governance issues that had arisen as a result of Covid.
The Board were advised with the speed and flexibility required to deal with issues caused by Coronavirus, governance may have been stretched and as a result new controls had been put in place, in particular the grants process.
Some post assurance work was planned for this to give the Council an idea on how things were dealt with.
The Governance issues previously identified as well as those identified in the current year were listed, as well as the progress made. The work had been undertaken by the Chief Internal Auditor, the Monitoring Officer and the Assistant to the Chief Executive.
Members sought reassurance that any fraud issues surrounding grants would be considered, it was welcomed that Council staff had undertaken an incredible job in processing so many applications so quickly, but sought assurance that the potential for fraud be considered to ensure the money was correctly distributed.
In answer to a Member’s question the Committee was advised that the plan schedule of Members training had been cancelled as a result of the pandemic and that because there had been no elections. The proposed workshop on the constitution had been arranged and needed to be cancelled, but some elements could be rearranged.
These were proposed for September.
The Chief Internal Auditor advised that the audit report confirmed that the 53% of the audits received full or reasonable assurance was in line with other authorities.
Members welcomed that Gosport was now conforming to the Public Service Audit Standards.
It was also requested that consideration be given to engaging with Members on the new Board structure and how it was working, particular in relation to the new boards.
Members accepted the difficulties that Covid presented and affected the and sought reassurance that better Member engagement and ability to be involved in decision making would be improved if such an emergency happened again and this would be looked at as part of the Covid post covid assurance.
The Committee was advised that post covid assurance titles had been included in the Audit Plan, but were flexible and were based on risk levels. The process of decision making had been discussed, but the Audit Plan could not look at any of the decisions made.
RESOLVED: That That the Standards and Governance Committee approve the draft annual governance statement 2019/20, prior to submitting to the Policy and Organisation Board along with the Statement of Accounts
The Statement forms part of the Annual Accounts and also contains the Annual Audit opinion. It follows the delivering good governance in Local Government framework which details the seven principles that underpin in governance Local Authorities and the report was set out to follow this.
The Committee was advised that Governance was constantly changing particularly with Covid-19. Guidance had been received on how to complete it and a coronavirus frame work would be produced and fit within the audit plan to give some guidance on how to address governance issues that had arisen as a result of Covid.
The Board were advised with the speed and flexibility required to deal with issues caused by Coronavirus, governance may have been stretched and as a result new controls had been put in place, in particular the grants process.
Some post assurance work was planned for this to give the Council an idea on how things were dealt with.
The Governance issues previously identified as well as those identified in the current year were listed, as well as the progress made. The work had been undertaken by the Chief Internal Auditor, the Monitoring Officer and the Assistant to the Chief Executive.
Members sought reassurance that any fraud issues surrounding grants would be considered, it was welcomed that Council staff had undertaken an incredible job in processing so many applications so quickly, but sought assurance that the potential for fraud be considered to ensure the money was correctly distributed.
In answer to a Member’s question the Committee was advised that the plan schedule of Members training had been cancelled as a result of the pandemic and that because there had been no elections. The proposed workshop on the constitution had been arranged and needed to be cancelled, but some elements could be rearranged.
These were proposed for September.
The Chief Internal Auditor advised that the audit report confirmed that the 53% of the audits received full or reasonable assurance was in line with other authorities.
Members welcomed that Gosport was now conforming to the Public Service Audit Standards.
It was also requested that consideration be given to engaging with Members on the new Board structure and how it was working, particular in relation to the new boards.
Members accepted the difficulties that Covid presented and affected the and sought reassurance that better Member engagement and ability to be involved in decision making would be improved if such an emergency happened again and this would be looked at as part of the Covid post covid assurance.
The Committee was advised that post covid assurance titles had been included in the Audit Plan, but were flexible and were based on risk levels. The process of decision making had been discussed, but the Audit Plan could not look at any of the decisions made.
RESOLVED: That That the Standards and Governance Committee approve the draft annual governance statement 2019/20, prior to submitting to the Policy and Organisation Board along with the Statement of Accounts
7
Internal Audit Annual Plan 2020/21 & Internal Audit Opinion 2019/20
To table the proposed Audit Plan for 2020/21 for approval, incorporating changes as a result of the COVID-19 Pandemic to the Members with responsibility for governance.
To table the Annual Audit Opinion for 2019/20 for noting to the Members with responsibility for governance
To table the Annual Audit Opinion for 2019/20 for noting to the Members with responsibility for governance
Attachments:
- Document Covering report Audit Plan and Audit opinion 1920 01 Jul 2020
- Document Appendix A - Internal Audit Plan 202021 01 Jul 2020
- Document Appendix B - GBC Annual Report 1920 01 Jul 2020
Minutes
Consideration was given to a report of the Chief Internal Auditor tabling the proposed Audit Plan for 2020/21 for approval, incorporating changes as a result of the COVID-19 Pandemic to the Members with responsibility for governance and to table the Annual Audit Opinion for 2019/20 for noting to the Members with responsibility for governance.
The committee was advised that appendix a was the audit plan with the titles, type of audit and how they link to the risk register and the corporate outcomes and the provisional scope.
The Committee was advised that follow up audits were now taking place for entire areas where highest risk had been raised.
It was reiterated that the headings were flexible to meet the risks of the Council. The Committee was advised that although approval was being sought for the plan, amendments would be made throughout the year to reflect that and meet the needs of the risks of the organisation.
The Committee was advised that both the Leisure Centre profit share and the use of contractors for emergency work were included within the action plan. The Committee was advised that the Leisure Centre profit share had been raised as a risk prior to Covid as it was a contract related to profit share, so would be designated a risk.
The Committee was also advised that every audit listed as full or follow up would have a report, not in an entirety but as a summary, and full copies of each audit were available to view.
In answer to a Members question the Committee was advised that the main differences in the procurement process had changed as there had been a shift from a manual system to electronic system which allows for contractors to make online submissions rather than written ones.
The audit would allow for familiarisation of the system and advised that the Head of procurement would be able to advise on the system further and clarify the main differences.
In answer to a further question, the Committee was advised that although the United Kingdom had left the European Union the law relating to the consultation of European companies as part of the tender process had not changed and the Council was still subject to the public contract regulations of 2015, and would not change unless the UK Government passed such laws for it to change.
In answer to a Member’s question the Committee was advised that with regard to the outstanding actions on the CCTV audit the medium risk was around body worn cameras, the policy of the objective of using the cameras needed greater clarification and the two low risk items were the Council’s website and making it clear how the CCTV and body worn cameras would be used. This was updated and uploaded to the web. In addition, the training for the cameras needed updating and this had been subject to the tightening of the objectives. There was nothing to be concerned about but checks will be undertaken into ensuring these had been completed.
The Committee was advised that appendix b was the annual audit opinion and that it was the culmination of all the work undertaken in 2019/20 and based on the results the Chief Internal Auditor could give reasonable assurance on the internal control framework and governance at the Council. It was reiterated that 53% of the audits came out as full or reasonable assurance.
It was not possible to make comparisons to the previous year as the audit method had changed, but in future this would be possible and the number of audits given and the assurance level would be comparable.
The Committee was advised that one of the positives from the audit was that the CCTV audit result as significant improvement had been made from the previous no assurance audit. The issues highlighted were resolved very quickly and a follow up audit was undertaken within a few months with majority of actions undertaken.
The Committee was advised the as he pandemic had technically hit within the financial year 2019/20 it should be considered within this audit opinion but the work hadn’t yet been able to be undertaken to understand the impact on risks and governance it had not let the opinion be affected too much but that the post Covid assurance work would be reported back to the Committee once completed and any change to it highlighted to the Committee.
Follow ups to audits would take place next year to advise how the agreed actions had been working and that there was currently a high level of actions for improvement recommended but until these were actioned it would not be known if they had mitigated the risk. It would be reported that they had been put in place and were working effectively.
The Board was advised that there was new data analytic software being used that allowed for a large amount of data to be interrogated very quickly and that this had been used on the covid grants. The data on the grants had been run through the software and it had compared it to things such as companies house which helped to ensure the grants were passed onto legitimate companies as per the conditions of the grants. The results had been favourable and there were no incidences of fraud at present. The Committee was advised that more detail would be provided once complete.
The Committee was advised that in previous years the Council weren’t compliant with the public sector internal audit standards but that through the work undertaken compliance had been built up and reports had been presented regarding strategy and the Council’s charter which had helped to improve and that as a result the council were now compliant based on self assessment. Covid had delayed the external assessment but this would be completed when safe to do so.
The Committee welcomed that the Council was now conforming to standards and welcomed the use of data analytics.
Members also welcomed the new procurement system and the benefits it would bring.
RESOLVED: That the Standards and Governance Committee approve the proposed Audit Plan for 2020/21 and that the Standards and Governance Committee note the annual audit opinion for 2019/20.
The committee was advised that appendix a was the audit plan with the titles, type of audit and how they link to the risk register and the corporate outcomes and the provisional scope.
The Committee was advised that follow up audits were now taking place for entire areas where highest risk had been raised.
It was reiterated that the headings were flexible to meet the risks of the Council. The Committee was advised that although approval was being sought for the plan, amendments would be made throughout the year to reflect that and meet the needs of the risks of the organisation.
The Committee was advised that both the Leisure Centre profit share and the use of contractors for emergency work were included within the action plan. The Committee was advised that the Leisure Centre profit share had been raised as a risk prior to Covid as it was a contract related to profit share, so would be designated a risk.
The Committee was also advised that every audit listed as full or follow up would have a report, not in an entirety but as a summary, and full copies of each audit were available to view.
In answer to a Members question the Committee was advised that the main differences in the procurement process had changed as there had been a shift from a manual system to electronic system which allows for contractors to make online submissions rather than written ones.
The audit would allow for familiarisation of the system and advised that the Head of procurement would be able to advise on the system further and clarify the main differences.
In answer to a further question, the Committee was advised that although the United Kingdom had left the European Union the law relating to the consultation of European companies as part of the tender process had not changed and the Council was still subject to the public contract regulations of 2015, and would not change unless the UK Government passed such laws for it to change.
In answer to a Member’s question the Committee was advised that with regard to the outstanding actions on the CCTV audit the medium risk was around body worn cameras, the policy of the objective of using the cameras needed greater clarification and the two low risk items were the Council’s website and making it clear how the CCTV and body worn cameras would be used. This was updated and uploaded to the web. In addition, the training for the cameras needed updating and this had been subject to the tightening of the objectives. There was nothing to be concerned about but checks will be undertaken into ensuring these had been completed.
The Committee was advised that appendix b was the annual audit opinion and that it was the culmination of all the work undertaken in 2019/20 and based on the results the Chief Internal Auditor could give reasonable assurance on the internal control framework and governance at the Council. It was reiterated that 53% of the audits came out as full or reasonable assurance.
It was not possible to make comparisons to the previous year as the audit method had changed, but in future this would be possible and the number of audits given and the assurance level would be comparable.
The Committee was advised that one of the positives from the audit was that the CCTV audit result as significant improvement had been made from the previous no assurance audit. The issues highlighted were resolved very quickly and a follow up audit was undertaken within a few months with majority of actions undertaken.
The Committee was advised the as he pandemic had technically hit within the financial year 2019/20 it should be considered within this audit opinion but the work hadn’t yet been able to be undertaken to understand the impact on risks and governance it had not let the opinion be affected too much but that the post Covid assurance work would be reported back to the Committee once completed and any change to it highlighted to the Committee.
Follow ups to audits would take place next year to advise how the agreed actions had been working and that there was currently a high level of actions for improvement recommended but until these were actioned it would not be known if they had mitigated the risk. It would be reported that they had been put in place and were working effectively.
The Board was advised that there was new data analytic software being used that allowed for a large amount of data to be interrogated very quickly and that this had been used on the covid grants. The data on the grants had been run through the software and it had compared it to things such as companies house which helped to ensure the grants were passed onto legitimate companies as per the conditions of the grants. The results had been favourable and there were no incidences of fraud at present. The Committee was advised that more detail would be provided once complete.
The Committee was advised that in previous years the Council weren’t compliant with the public sector internal audit standards but that through the work undertaken compliance had been built up and reports had been presented regarding strategy and the Council’s charter which had helped to improve and that as a result the council were now compliant based on self assessment. Covid had delayed the external assessment but this would be completed when safe to do so.
The Committee welcomed that the Council was now conforming to standards and welcomed the use of data analytics.
Members also welcomed the new procurement system and the benefits it would bring.
RESOLVED: That the Standards and Governance Committee approve the proposed Audit Plan for 2020/21 and that the Standards and Governance Committee note the annual audit opinion for 2019/20.
8
STATUTORY AND OTHER ROLES
This report sets out proposals relating to some of the Council’s statutory roles and other roles required by best practice
Attachments:
- Document Report on Statutory Roles FINAL 01 Jul 2020
Minutes
Consideration was given to a report of the Borough Solicitor and Monitoring Officer setting out proposals relating to some of the Council’s statutory roles and other roles required by best practice.
RESOLVED: That the Committee notes the changes of Officer responsibility which had been put into place.
RESOLVED: That the Committee notes the changes of Officer responsibility which had been put into place.
9
Any Other Items
Minutes
The Committee was advised that the Borough Solicitor and Monitoring Officer had a verbal update.
The Committee was advised that Regulatory Board training had been confirmed and the constitution workshops would be arranged as previously detailed.
The Committee was advised that work needed to be undertaken on the constitution, to reflect changes on Boards and personnel and advised that at a later date consideration would be given to responsibilities and individual pages reprinted.
The Committee was advised that Regulatory Board training had been confirmed and the constitution workshops would be arranged as previously detailed.
The Committee was advised that work needed to be undertaken on the constitution, to reflect changes on Boards and personnel and advised that at a later date consideration would be given to responsibilities and individual pages reprinted.
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