Hampshire County Council
Councillors:
78
Wards:
76
Committees:
49
Meetings (2025):
165
Meetings (2024):
156
Meeting
HIWFRA Audit and Governance Committee - Hampshire
Meeting Times
Scheduled Time
Start:
Wednesday, 19th March 2025
11:15 AM
Wednesday, 19th March 2025
11:15 AM
End:
Wednesday, 19th March 2025
3:15 PM
Wednesday, 19th March 2025
3:15 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
19 Mar 2025
19 Mar 2025
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, sent representative
Deputy
Councillor George Madgwick
Liberal Democrat, Independent and Labour Group for HIWFRA (Portsmouth City Council)
Present, as substitute
Agenda
1
Apologies for Absence
To receive any apologies for absence.
Minutes
Apologies were received from Cllr Drew and Cllr Lucioni. Cllr Madgwick attended as Deputy.
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 during the meeting.
No declarations were made during the meeting.
3
Minutes of Previous Meeting
To confirm the minutes of the previous meeting on 5 February 2025.
Attachments:
- Document 2025 02 05 HIWFRA A&G Minutes DRAFT 11 Mar 2025
Minutes
The minutes of the meeting on 5 February 2025 were reviewed and agreed.
4
Deputations
Pursuant to Standing Order 19, to receive any deputations to this meeting
Minutes
There were no deputations.
5
Chairman's Announcements
To receive any announcements the Chairman may wish to make.
Minutes
The Chairman commenced the meeting by extending a warm welcome to Tony Oliver, the Assistant Director of Digital Systems and Information. He also acknowledged Kevin Suter from Ernst Young, expressing gratitude for his dedicated service to the Committee over the past five years. Additionally, he conveyed his appreciation to Nikki Whitehouse from the Governance team, who will be departing at the end of March. He thanked Nikki for her significant contributions over the years, wished her well in her future endeavours, and emphasised that her dedication has been greatly valued.
6
Internal Audit Charter and Risk-Based Internal Audit Plan 2025-26
To receive a report providing the Audit and Governance Committee with the Internal Audit Charter and the Internal Audit Risk-Based Plans for 2025–2026.
Attachments:
- Document 2025-03-19 HIWFRA Internal Audit Charter and Risk-Based Internal Audit Plan 2025-26 Cover Report 11 Mar 2025
- Document 2025-03-19 HIWFRA Internal Audit Charter and Risk-Based Internal Audit Plan 2025-26 Appendix A 11 Mar 2025
- Document 2025-03-19 HIWFRA Internal Audit Charter and Risk-Based Internal Audit Plan 2025-26 Appendix B 11 Mar 2025
Minutes
The Committee received the Internal Audit Charter and Risk Based Internal Audit Plan 2025-26 from the Chief Internal Auditor (item 6 in the agenda).
The Committee noted several updates to the Internal Audit Charter, with a particular focus on internal audits reporting arrangements. From page 31 onwards, the plan outlines the use of the risk register and the HIWFRA safety plan as the basis for the internal audit plan. It was emphasised that the plan remains flexible throughout the year and is updated as necessary. The resources provided by HIWFRA were praised for their excellence, enabling the Chief Internal Auditor to develop the internal audit plan. Councillor Harrison expressed gratitude to the Chief Internal Auditor for the comprehensive report. Members were informed that the Internal Audit team is proactive in developing audit programmes and has a dedicated IT audit team, with access to specialist IT auditor skills when required. The Assistant Director of Digital Systems and Information highlighted that while Cyber Security previously had its own distinct title, it is now becoming a much larger topic across the board and therefore integrated into all aspects of their work.
RESOLVED
The Audit and Governance Committee approved the:
• Internal Audit Charter 2025-26 (appendix A);
• Internal Audit Risk-Based Plan 2025-26 (appendix B)
The Committee noted several updates to the Internal Audit Charter, with a particular focus on internal audits reporting arrangements. From page 31 onwards, the plan outlines the use of the risk register and the HIWFRA safety plan as the basis for the internal audit plan. It was emphasised that the plan remains flexible throughout the year and is updated as necessary. The resources provided by HIWFRA were praised for their excellence, enabling the Chief Internal Auditor to develop the internal audit plan. Councillor Harrison expressed gratitude to the Chief Internal Auditor for the comprehensive report. Members were informed that the Internal Audit team is proactive in developing audit programmes and has a dedicated IT audit team, with access to specialist IT auditor skills when required. The Assistant Director of Digital Systems and Information highlighted that while Cyber Security previously had its own distinct title, it is now becoming a much larger topic across the board and therefore integrated into all aspects of their work.
RESOLVED
The Audit and Governance Committee approved the:
• Internal Audit Charter 2025-26 (appendix A);
• Internal Audit Risk-Based Plan 2025-26 (appendix B)
7
Internal Audit Progress Report 2024/25
To receive a report providing the Audit and Governance Committee with 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 2025-03-19 HIWFRA Internal Audit Progress Cover Report 11 Mar 2025
- Document 2025-03-19 HIWFRA Internal Audit Progress Report - Appendix A 11 Mar 2025
Minutes
The Committee received the Internal Audit Progress Report 2024/25 from the Chief Internal Auditor (item 7 in the agenda).
The Internal Auditor informed the Committee that the report highlights two outstanding reports from the previous year. One of these reports has been completed since the issuance of the current report, while the other is still in progress. The Chief Internal Auditor expressed confidence that the Annual Conclusion will be finalised on time. The Committee was also informed that it is typical to have outstanding items to complete in April and May each year. The Chairman thanked the Chief Internal Auditor for the report and commended their hard work.
RESOLVED
The progress in delivering the internal audit plan for 2024/25 and the outcomes to date were noted by the HIWFRA Audit and Governance Committee.
The Internal Auditor informed the Committee that the report highlights two outstanding reports from the previous year. One of these reports has been completed since the issuance of the current report, while the other is still in progress. The Chief Internal Auditor expressed confidence that the Annual Conclusion will be finalised on time. The Committee was also informed that it is typical to have outstanding items to complete in April and May each year. The Chairman thanked the Chief Internal Auditor for the report and commended their hard work.
RESOLVED
The progress in delivering the internal audit plan for 2024/25 and the outcomes to date were noted by the HIWFRA Audit and Governance Committee.
8
Internal Audit Management Actions Progress Report
To receive a report providing the Audit and Governance Committee Members with 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. The Audit and Governance Committee has a key scrutiny role in monitoring the implementation of internal audit management actions.
Attachments:
- Document 2025-03-19 - Internal Audit Management Actions Progress Report 11 Mar 2025
Minutes
The Committee received the Internal Audit Management Actions Progress Report from the Chief Fire Officer (item 8 in the agenda).
The Committee was informed that there are currently no overdue actions. Three audits have been completed since the last report. There are 31 actions being tracked, but none are overdue or cause for concern.
RESOLVED
Progress made towards the implementation of the internal audit management actions and the delivery of the audit plan were noted by the HIWFRA Audit and Governance Committee.
The Committee was informed that there are currently no overdue actions. Three audits have been completed since the last report. There are 31 actions being tracked, but none are overdue or cause for concern.
RESOLVED
Progress made towards the implementation of the internal audit management actions and the delivery of the audit plan were noted by the HIWFRA Audit and Governance Committee.
9
HMICFRS Areas For Improvement Progress Update
To receive a report providing Members with an assurance update on the Service’s progress against the His Majesty’s Inspectorate of Constabulary and Fire and Rescue Services (HMICFRS) Areas for Improvement (AFIs).
Attachments:
- Document 2025-03-19 - HMICFRS AFIs report 11 Mar 2025
Minutes
The Committee received the HMICFRS Areas for Improvement Progress Update from the Chief Fire Officer (item 9 in the agenda).
Since the last inspection, 24 areas for improvement were received by HIWFRS. The previous report, presented to the Committee in December, indicated that two items remained to be completed before the inspection. These items have now been completed on time. This report serves to confirm that all recommended items are now complete. The inspection period began on 24 January and fieldwork concluded on 7 March. The analysis phase is now underway, and a debrief will be provided to the Chief of Fire and the Deputy Chief of Fire on 1st April 2025. This debrief will offer a headline overview, while the main report is expected to be issued in the summer.
RESOLVED
The HMICFRS AFIs report was noted by the HIWFRA Audit and Governance
Committee.
Since the last inspection, 24 areas for improvement were received by HIWFRS. The previous report, presented to the Committee in December, indicated that two items remained to be completed before the inspection. These items have now been completed on time. This report serves to confirm that all recommended items are now complete. The inspection period began on 24 January and fieldwork concluded on 7 March. The analysis phase is now underway, and a debrief will be provided to the Chief of Fire and the Deputy Chief of Fire on 1st April 2025. This debrief will offer a headline overview, while the main report is expected to be issued in the summer.
RESOLVED
The HMICFRS AFIs report was noted by the HIWFRA Audit and Governance
Committee.
10
Organisational Risk Register
To receive a report updating the Audit and Governance Committee on the status of our Organisational Risk register in line with the Authority’s Corporate Governance Policy and the Service’s Risk Management Procedure.
Attachments:
- Document 2025-03-19 - Organisational Risk Register 11 Mar 2025
- Document 2025-03-19 - Org Risk Register - App A 11 Mar 2025
Minutes
The Committee received the Organisational Risk Register from the Chief Fire Officer (item 10 in the agenda).
The Committee last received a report on this matter in September 2024, and this report provides detailed updates following a thorough review. Page 7 elaborates on the five identified risks. Specifically, the title of risk 0044 has been adjusted to more accurately reflect the risk. Risk 0017 remains unchanged and will continue to be assessed, with a report scheduled for the Committee in the summer. Risk 0050 has evolved due to changes in the financial position, resulting in the withdrawal of risk 0050 and the introduction of a new risk relating to the balancing of the budget. The title of risk 0024 has been updated to include the term "serious injury" for greater accuracy.
Members were reminded that the risks listed on the register are the most significant ones that could impede the delivery of statutory duties. Lower scores reflect background activities, while higher scores indicate a greater impact on the Fire Service. Additionally, it was noted that the risk register can be updated immediately if necessary. The Hampshire and Isle of Wight Fire and Rescue Authority is part of the Local Resilience Forum and is linked to the National Risk Register, ensuring continuous mapping and monitoring.
RESOLVED
The risks identified and captured in the Service’s Organisational Risk
Register were noted by the Audit and Governance Committee.
The Committee last received a report on this matter in September 2024, and this report provides detailed updates following a thorough review. Page 7 elaborates on the five identified risks. Specifically, the title of risk 0044 has been adjusted to more accurately reflect the risk. Risk 0017 remains unchanged and will continue to be assessed, with a report scheduled for the Committee in the summer. Risk 0050 has evolved due to changes in the financial position, resulting in the withdrawal of risk 0050 and the introduction of a new risk relating to the balancing of the budget. The title of risk 0024 has been updated to include the term "serious injury" for greater accuracy.
Members were reminded that the risks listed on the register are the most significant ones that could impede the delivery of statutory duties. Lower scores reflect background activities, while higher scores indicate a greater impact on the Fire Service. Additionally, it was noted that the risk register can be updated immediately if necessary. The Hampshire and Isle of Wight Fire and Rescue Authority is part of the Local Resilience Forum and is linked to the National Risk Register, ensuring continuous mapping and monitoring.
RESOLVED
The risks identified and captured in the Service’s Organisational Risk
Register were noted by the Audit and Governance Committee.
11
Auditors Annual Report 2023/24 and Audit Results Report 2023/24
To receive the Auditor’s Annual Report for 2023/24 and an updated Audit Results Report following the completion of the 2023/24 audit.
Attachments:
- Document 2025-03-19 Auditors Annual Report and Audit Results Cover Report 11 Mar 2025
- Document 2025-03-19 HIWFRA - EA Auditor's Annual Report 23-24 Appendix A 11 Mar 2025
- Document 2025-03-19 HIWFRA - EA Audit Results Report 23-24 Appendix B 11 Mar 2025
Minutes
The Committee received the Auditors Annual Report 2023/24 and Audit Results Report 2023/24 from the Chief Fire Officer (item 11 in the agenda).
The Committee reviewed the report noting that it needs to be published on the Hampshire and Isle of Wight Fire and Rescue Authority's website. Members learned that the opinion on the Accounts was disclaimed due to issues from the previous year, not because of any current concerns. It was confirmed that the Accounts were submitted on time and no material issues were found. The report contains references to the HIWFRA Standards and Governance Committee due to the timeframe it covers, but future reports will refer to the HIWFRA Audit and Governance Committee as it is now known.
Members expressed their gratitude to Kevin Suter, Alison Durham, and the Ernst and Young team for their hard work. They also thanked the Chief Financial Officer, Deputy Chief Financial Officer, and their team for their efforts.
RESOLVED
• The Auditor’s Annual Report for 2023/24 was noted by the HIWFRA Audit and Governance Committee
• The Audit Results Report for 2023/24 was noted by the HIWFRA Audit and Governance Committee
The Committee reviewed the report noting that it needs to be published on the Hampshire and Isle of Wight Fire and Rescue Authority's website. Members learned that the opinion on the Accounts was disclaimed due to issues from the previous year, not because of any current concerns. It was confirmed that the Accounts were submitted on time and no material issues were found. The report contains references to the HIWFRA Standards and Governance Committee due to the timeframe it covers, but future reports will refer to the HIWFRA Audit and Governance Committee as it is now known.
Members expressed their gratitude to Kevin Suter, Alison Durham, and the Ernst and Young team for their hard work. They also thanked the Chief Financial Officer, Deputy Chief Financial Officer, and their team for their efforts.
RESOLVED
• The Auditor’s Annual Report for 2023/24 was noted by the HIWFRA Audit and Governance Committee
• The Audit Results Report for 2023/24 was noted by the HIWFRA Audit and Governance Committee
12
Independent Person to Hampshire and Isle of Wight Fire and Rescue Authority
To receive a report relating to the recruitment of an Independent Person to Hampshire and Isle of Wight Fire and Rescue Authority.
Attachments:
- Document 2025-03-19 Independent Person to the HIWFRA Cover Report 11 Mar 2025
Minutes
The Committee received a report on the recruitment of an Independent Person to Hampshire and Isle of Wight Fire and Rescue Authority from the Monitoring Officer (item 12 in the agenda).
Members were informed that there was one application for the position of Independent Person. Following the interview process, this application is being presented to the Committee for approval, with the intention of taking it to the Hampshire and Isle of Wight Fire and Rescue Authority at its AGM in June 2025. Additionally, for best practice, efforts are underway to seek an additional Independent Person. Officers recommended the recruitment of an additional Independent Person and that they will investigate further the most efficient way of doing so.
RESOLVED
It was agreed that that the Audit and Governance Committee recommend to the Hampshire and Isle of Wight Fire and Rescue Authority at its AGM in June 2025, the appointment of the Independent Person recommended by the Working Group and as detailed in the Exempt Appendix, for a four-year term with an allowance of £112 per annum.
Members were informed that there was one application for the position of Independent Person. Following the interview process, this application is being presented to the Committee for approval, with the intention of taking it to the Hampshire and Isle of Wight Fire and Rescue Authority at its AGM in June 2025. Additionally, for best practice, efforts are underway to seek an additional Independent Person. Officers recommended the recruitment of an additional Independent Person and that they will investigate further the most efficient way of doing so.
RESOLVED
It was agreed that that the Audit and Governance Committee recommend to the Hampshire and Isle of Wight Fire and Rescue Authority at its AGM in June 2025, the appointment of the Independent Person recommended by the Working Group and as detailed in the Exempt Appendix, for a four-year term with an allowance of £112 per annum.
13
Exclusion of Press and Public
To resolve that the public be excluded from the meeting during the following items of business, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the reports.
Minutes
It was resolved that the public be excluded from the meeting during the following items of business, as it was likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the reports.
14
Independent Person to Hampshire and Isle of Wight Fire and Rescue Authority - EXEMPT APPENDIX
Attachments:
- Document 19 03 2025 AGC Report Independent Person to the HIWFRA Exempt Appendix 11 Mar 2025
- Document 2025-03-19 Independent Person Application Form EXEMPT ADDENDUM TO APPENDIX 11 Mar 2025
15
Internal Audit Progress Report
Attachments:
- Document 2025-03-19 HIWFRA Internal Audit Progress Cover Report - Exempt Appendix Cover Report 11 Mar 2025
- Document 2025-03-19 HIWFRA Internal Audit Progress Cover Report - Exempt Appendix 11 Mar 2025
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