Gosport Borough Council Standards & Audit Sub Board Meeting

Apologies for non attendance were received from Councillor Hylands who was substituted by Councillor Chegwyn

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RESOLVED: That the minutes of the meeting held on 5 January 2023 were signed as a true and correct record.

Following a question from a Member, the Chief Internal Officer advised that the full risk register would be brought to the next meeting.

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Consideration was given to a report by the Chief Internal Auditor updating members in regards to the Whistleblowing Policy and seeking approval for any changes to the policy.

The Chief Internal Auditor advised Members that the only change to the policy was to update the name of the Monitoring Officer.

Members were advised that there had been no referrals between October 2021 and March 2023, and that there would be promotion of the policy to raise awareness. Officers would ensure it appeared on NetConsent, which records who has read it, but also through staff communications to explain more fully what can be raised as a concern.

Members felt the wording was very encouraging and made clear that any concern would be dealt with in good faith with no comeback.

Officers advised that there would probably be a staff survey in 2023 and that understanding of the policy and process could be checked then.

Resolved: That the Standards and Audit Sub Board:

1.    Noted that no referrals have been made under the Whistleblowing Policy between October 2021 to March 2023

2.    Noted the Whistleblowing Policy has been reviewed and updated.

Consideration was given to a report by the Chief Internal Auditor advising the Sub Board that the Council’s RIPA Policy has been reviewed and updates made.

The Chief Internal Auditor advise the Members that the only changes to the policy were the updates to the authorising officers.

Members were advised that checking for the presence of recording devices in the Town Hall would not be covered by RIPA legislation, but was not a facility that was available inhouse and would have to be bought in. Members understood that any sweep made of the Town Hall would have a very limited timescale of accuracy.

Officers reminded Members that at every meeting attendees are reminded that by attending you consent to recording of proceedings, but agreed to check the legality of making people aware if there is the intention to record.

RESOLVED: That the Sub Board approved the Council’s RIPA Policy

Consideration was given to a report by the Chief Internal Auditor updating the Sub Board on the progress of the Audit plan 2022/23.

Members were advised that the plan was substantially complete, with nothing of concern to bring to the Sub Board’s attention.

Members attention was drawn to the audits where there had been no change to the limited assurance level, and these will be addressed with the Section Head or Senior Manager.

Members asked Officers to check if the relevant Section Head could be brought to a Sub Board meeting to discuss the reasons behind any delays or lack of progress.

Members were advised that any Critical Risk exceptions follow up would take place within three months, and high risk exceptions would be followed up within the following financial year. The scheduling is based on level of concern and made in conjunction with Section Heads who then take ownership of the timescale.

In answer to a Members question, Officers explained that there was a contract in place for the leisure centre, but location and ownership of that paperwork needed to be verified. Officers also agreed to provide clarity of responsibilities in the Streetscene department.

RESOLVED: That the Standards & Audit Sub Board noted the progress of the Audit Plan 2022/23 from 1^st April to 21^st March 2023

Consideration was given to a report by the Chief Internal Auditor presenting the proposed Internal Audit Plan for 2023/24 to the Sub Board for approval.

Members were advised that the plan had been drawn up in consultation with Section Heads and auditors, and audit is only resourced to cover high risk areas, as noted within the Audit Strategy.

The Chief Internal Auditor advised that the plan should link to Corporate Outcomes as far as possible, and the Leader has the option discuss additional audits but the Chief Internal Auditor is the only person who can determine what audits are conducted, this is to ensure the function remains independent. The plan is flexible and has the ability to change throughout the year to suit the organisations risks.

RESOLVED: That the members approved the proposed Internal Audit Plan for 2023/24