Hampshire County Council
Councillors:
78
Wards:
76
Committees:
49
Meetings (2025):
165
Meetings (2024):
156
Meeting
HIWFRA Standards and Governance Committee - Hampshire
Meeting Times
Scheduled Time
Start:
Thursday, 25th July 2024
2:30 PM
Thursday, 25th July 2024
2:30 PM
End:
Thursday, 25th July 2024
6:30 PM
Thursday, 25th July 2024
6:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
25 Jul 2024
25 Jul 2024
Location:
Room X/Y - Hampshire & IOW Fire & Police HQ, Eastleigh
Room X/Y - Hampshire & IOW Fire & Police HQ, Eastleigh
Meeting Attendees
Committee Member
Councillor Karen Lucioni
Liberal Democrat, Independent and Labour Group for HIWFRA (Isle of Wight Council)
Apologies
Deputy
Councillor George Madgwick
Liberal Democrat, Independent and Labour Group for HIWFRA (Portsmouth City Council)
Not required
Agenda
1
Apologies for Absence
To receive any apologies for absence.
Minutes
Apologies were received from Councillor Lucioni.
2
Declarations of Interest
To enable Members to disclose to the meeting any disclosable pecuniary interest they may have in any matter on the agenda for the meeting, where that interest is not already entered in the Authority’s register of interests, and any other pecuniary or non-pecuniary interests in any such matter that Members may wish to disclose.
Minutes
Members were mindful of their duty to disclose at the meeting any Disclosable Pecuniary Interest they had in any matter on the agenda for the meeting, where that interest was not already in the Authority’s register of interests, and their ability to disclose any other personal interests in any such matter that they might have wished to disclose.
No declarations were made.
No declarations were made.
3
Minutes of Previous Meeting
To confirm the minutes of the previous meeting held on 9 April 2024.
Attachments:
- Document 2024 04 09 S&G Minutes - Approved 17 Jul 2024
Minutes
The minutes of the last meeting on 9 April 2024 were reviewed and agreed.
4
Deputations
Pursuant to Standing Order 19, to receive any deputations to this meeting
Minutes
There were no deputations for the meeting.
5
Chairman's Announcements
To receive any announcements the Chairman may wish to make.
Minutes
The Committee and officers wished to record their thanks to the Chief Internal Auditor, Karen Shaw, for her work and commitment over the years and appreciated the value she added to the Service and the Authority.
The new Chief Internal Auditor, Penny Knowles, was welcomed, and the Chairman also welcomed the Organisational Learning & Assurance Manager to the meeting for the first time.
The new Chief Internal Auditor, Penny Knowles, was welcomed, and the Chairman also welcomed the Organisational Learning & Assurance Manager to the meeting for the first time.
6
Annual Governance Statement 2023-24
To consider a report of the Chief Fire Officer, which presents the Annual Governance Report for approval.
Attachments:
- Document Annual Governance Statement Report 2023-24 17 Jul 2024
- Document Annual Governance Statement Report 2023-24 - Appendix A 17 Jul 2024
Minutes
The Committee considered a report from the Chief Fire Officer (item 6 in the minute book), relating to the Annual Governance Statement for 2023-24.
It was agreed that ways of enhancing the accessibility of the report would be considered in the future, including the possibility of incorporating more graphical elements for better comprehension. The aim of this would be to make the Statement more user-friendly and visually engaging.
RESOLUTION
· The Annual Governance Statement 2023/24 as set out in Appendix A was approved by the HIWFRA Standards and Governance Committee.
· Members acknowledged that the arrangements continued to be regarded as fit for purpose in accordance with the Delivering Good Governance in Local Government Framework 2016.
· It was resolved that the Annual Governance Statement be included into the Annual Statement of Accounts, to meet the Authority’s statutory requirement.
It was agreed that ways of enhancing the accessibility of the report would be considered in the future, including the possibility of incorporating more graphical elements for better comprehension. The aim of this would be to make the Statement more user-friendly and visually engaging.
RESOLUTION
· The Annual Governance Statement 2023/24 as set out in Appendix A was approved by the HIWFRA Standards and Governance Committee.
· Members acknowledged that the arrangements continued to be regarded as fit for purpose in accordance with the Delivering Good Governance in Local Government Framework 2016.
· It was resolved that the Annual Governance Statement be included into the Annual Statement of Accounts, to meet the Authority’s statutory requirement.
7
Fire Pension Board Annual Report 2023-24
To receive an annual report by the Chief Fire Officer from the Fire Pension Board summarising the work of the Board for the 2023/24 financial year in the exercise of its functions.
Attachments:
- Document HIWFRA Pension Board annual report 2023-24 17 Jul 2024
- Document HIWFRA Pension Board annual report 2023-24 Appendix A 17 Jul 2024
Minutes
The Committee received the annual report from the Chief Fire Officer (item 7 in the minute book) acknowledging the substantial progress made this year in executing the Matthews and McCloud pension remedies, notwithstanding the challenges encountered.
Updates were provided to the Committee on several key areas, including the status of The Pensions Regulator scheme returns, the member portal, the McCloud Age Discrimination Remedy, the Matthews Remedy, risk review processes, and the pension dashboards.
Looking ahead, the Committee was briefed on forthcoming matters. These encompassed the complete implementation of both the Matthews and McCloud pension remedies in the 2024/25 financial year, the evolving responsibilities of the newly formed in-house HR team concerning pensions, and anticipated alterations to the Board’s composition.
RESOLUTION?
The contents of the report were noted by the HIWFRA Standards and Governance Committee.
Updates were provided to the Committee on several key areas, including the status of The Pensions Regulator scheme returns, the member portal, the McCloud Age Discrimination Remedy, the Matthews Remedy, risk review processes, and the pension dashboards.
Looking ahead, the Committee was briefed on forthcoming matters. These encompassed the complete implementation of both the Matthews and McCloud pension remedies in the 2024/25 financial year, the evolving responsibilities of the newly formed in-house HR team concerning pensions, and anticipated alterations to the Board’s composition.
RESOLUTION?
The contents of the report were noted by the HIWFRA Standards and Governance Committee.
8
Internal Audit Annual Report and Opinion 2023-24
To receive a report from the Chief Internal Auditor on the adequacy and effectiveness of the Authority's framework of risk management, internal control and governance operated for the year ending 31 March 2024.
Attachments:
- Document Internal Audit Report and Opinion 202324 cover report 17 Jul 2024
- Document Annual Internal Audit Report and Opinion 202324 Appendix A 17 Jul 2024
Minutes
The Committee received the Annual Report for 2023-24 from the Chief Internal Auditor (item 8 in the minute book). The report provided the Chief Internal Auditor’s opinion on the adequacy and effectiveness of the Authority’s framework of risk management, internal control, and governance for the year ending 31 March 2024.
The Committee was informed that internal audit was compliant with the Public Sector Internal Audit Standards (PSIAS) in 2023-24. The revised internal audit plan for 2023-24 had been delivered, with the exception of two reviews which were nearing completion.
The Committee was advised that the HIWFRA’s framework of governance, risk management, and management control was considered to be reasonable and audit testing had demonstrated controls to be working in practice.
Where internal audit work identified areas where management controls could be improved or where systems and laid down procedures were not fully followed, appropriate corrective actions and a timescale for improvement were agreed with the responsible managers.
The Committee discussed the creation of an online Dashboard for managers to visualise their teams’ absences and ensure all paperwork was submitted correctly, addressing issues related to the current physical form of paperwork.
The Chairman thanked the Chief Internal Auditor and their team for their hard work.
RESOLUTION
The Chief Internal Auditor’s annual report & opinion for 2023-24 was noted by the HIWFRA Standards and Governance Committee.
The Committee was informed that internal audit was compliant with the Public Sector Internal Audit Standards (PSIAS) in 2023-24. The revised internal audit plan for 2023-24 had been delivered, with the exception of two reviews which were nearing completion.
The Committee was advised that the HIWFRA’s framework of governance, risk management, and management control was considered to be reasonable and audit testing had demonstrated controls to be working in practice.
Where internal audit work identified areas where management controls could be improved or where systems and laid down procedures were not fully followed, appropriate corrective actions and a timescale for improvement were agreed with the responsible managers.
The Committee discussed the creation of an online Dashboard for managers to visualise their teams’ absences and ensure all paperwork was submitted correctly, addressing issues related to the current physical form of paperwork.
The Chairman thanked the Chief Internal Auditor and their team for their hard work.
RESOLUTION
The Chief Internal Auditor’s annual report & opinion for 2023-24 was noted by the HIWFRA Standards and Governance Committee.
9
Internal Audit Progress Report 2023-24
To receive a report from the Chief Internal Auditor giving an overview of internal audit work completed in accordance with the approved audit plans, and an overview of the status of ‘live’ reports.
Attachments:
- Document Internal Audit Progress Cover Report 17 Jul 2024
- Document Internal Audit Progress Report - Appendix A 17 Jul 2024
Minutes
The Committee received a report from the Chief Internal Auditor (item 9 in the minute book) which provided an overview of the internal audit work completed in accordance with the approved audit plans, and an overview of the status of ‘live’ reports. The report also summarised the activities of internal audit for the period ending 25 June 2024.
The Committee discussed that all outstanding reviews were coming to a close and should be completed in time for the report in September, which will then focus on the 2024/25 internal audit plan.
RESOLUTION?
The progress in delivering the internal audit plan for 2023/24 and the outcomes to date was noted by the HIWFRA Standards and Governance Committee.
The Committee discussed that all outstanding reviews were coming to a close and should be completed in time for the report in September, which will then focus on the 2024/25 internal audit plan.
RESOLUTION?
The progress in delivering the internal audit plan for 2023/24 and the outcomes to date was noted by the HIWFRA Standards and Governance Committee.
10
Internal Audit Management Actions Progress Report
To receive a report from the Chief Fire Officer giving the latest update on the medium and high internal audit management actions that have not been completed within the agreed target date and are now overdue.
Attachments:
- Document Internal Audit Management Actions Progress Report 17 Jul 2024
Minutes
The Committee received a report from the Chief Fire Officer (item 10 in the minute book), which provided Members with the latest update on the medium and high internal audit management actions that had not been completed within the agreed target date and were now overdue.
The Committee discussed the outstanding management actions and the progress made towards their completion. Concerns about cyber security were addressed with a brief overview of plans if a cyber-attack were to occur.
RESOLUTION?
The progress made towards the implementation of the internal audit management actions and the delivery of the audit plan were noted by the HIWFRA Standards and Governance Committee.
The Committee discussed the outstanding management actions and the progress made towards their completion. Concerns about cyber security were addressed with a brief overview of plans if a cyber-attack were to occur.
RESOLUTION?
The progress made towards the implementation of the internal audit management actions and the delivery of the audit plan were noted by the HIWFRA Standards and Governance Committee.
11
HIWFRA Review of CIPFA Guidance on Audit Committees
To receive a report from the Chief Fire Officer, updating Members on work conducted by officers to self-assess the Standards and Governance Committee against the recent CIPFA guidance on Audit Committees, and provide some proposals to further improve its effectiveness.
Attachments:
- Document HIWFRA Review of CIPFA Guidance on Audit Committees 17 Jul 2024
- Document HIWFRA CIPFA-Audit-Committee-Position-Statement-2022 App A 17 Jul 2024
- Document HIWFRA CIPFA Guidance Report - Self-assessment of good practice (HIWFRA) App B 17 Jul 2024
- Document HIWFRA CIPFA Standards and Governance current ToR App C 17 Jul 2024
- Document HIWFRA CIPFA Audit and Governance Committee Proposed ToR App D 17 Jul 2024
Minutes
The Committee received a report from the Chief Fire Officer (item 11 in the minute book), updating Members on work conducted by Officers to self-assess the Standards and Governance Committee against the recent CIPFA guidance on Audit Committees and provided proposals to further improve its effectiveness.
The Committee discussed the potential benefits and risks of a co-opted Member and supported the recommendation that this would be considered.
The opportunity for an annual meeting between the Chairman and the External Auditors was discussed and agreed upon as potentially beneficial.
RESOLUTION?
The proposals for changes to the Committee detailed in paragraph 11 were considered and approved by the HIWFRA Standards and Governance Committee for recommendation to the Full Authority.
The Committee discussed the potential benefits and risks of a co-opted Member and supported the recommendation that this would be considered.
The opportunity for an annual meeting between the Chairman and the External Auditors was discussed and agreed upon as potentially beneficial.
RESOLUTION?
The proposals for changes to the Committee detailed in paragraph 11 were considered and approved by the HIWFRA Standards and Governance Committee for recommendation to the Full Authority.
Previous Meetings
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