Havant Borough Council Governance Committee Meeting

Name: Governance Committee
Start: 2025-01-27T17:30:00Z
End: 2025-01-27T21:30:00Z
Location: Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX

Jan. 27, 2025, 5:30 p.m.

This is a meeting of the Governance Committee of Havant Borough Council held on the 27th Jan 2025.

The last meeting was on 10th Mar 2025. The next meeting is scheduled for 3rd Jun 2025.

Meeting Status

Confirmed

Agenda Published

Yes

Decisions Published

Minutes Published

Yes

Meeting Location

Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX

Meeting Recordings

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Agenda

Item	Title	Minutes
1	Apologies for Absence	Apologies for absence were received from Councillor Faiz.
2	Minutes	DRAFT Minutes 03 12 2024 RESOLVED that the minutes of the meeting of the Governance Committee held on 3^rd December 2024 were approved as a true record and signed by the Chairman.
3	Declarations of Interests	There were no declarations of interests relating to matters on the agenda.
4	Review of Internal Audit Plan Progress	HBC Governance Commitee - Internal Audit Progress Report 2024-25 (December 2024)_ Appendix 1 Internal Audit Progress Report December 24 Councillor Gray, as Cabinet Lead, introduced the item to the Committee. Mr Harvey gave further details to members from the report, advising that there has been a significant change in the number of outstanding items, decreasing by a third. The Chief Finance Officer expressed his thanks to officers for the actions undertaken and completed so far. The committee discussed the report in detail. Following a question and answer session the committee moved to a vote. It was RESOLVED that the committee Accept the findings of the 2024/25 Internal Audit Progress Report (December 2024) and to challenge and support improving the identified weaknesses with Cabinet Leads.
5	Implementation of the Global Internal Audit Standards (GIAS)	HBC Governance Committee - GIAS January 25 Appendix 1 - GIAS. Appendix 2 - SIAP Roadmap (GIAS). Councillor Philippa Gray, as cabinet lead, introduced the item to the committee. Mr Harvey gave further details to the committee from the report. The Committee discussed the report in detail. Following a vote is was RESOLVED that the Committee recognise the new Global Internal Audit Standards and that the Internal Auditors will adhere to the new standards.
6	Contract Procedure Rules	Governance Committee - Contract Procedure Rules cover report Appendix 1_current CPRs Appendix 2_revised CPRs The Monitoring Officer introduced the report to the Committee highlighting some of the important changes. The Committee discussed the report in detail. Following a question and answer session members moved to a vote. It was RESOLVED that the Committee recommend that Full Council; 1. Adopts the revised Contract Procedure Rules as attached in Appendix B. 2. The Monitoring Officer be authorised to correct any minor typographical errors or inconsistent numbering or cross references which become evident in publishing the Contract Procedure Rules in its final form
7	Corporate Risk Register – Quarterly Review	Corporate Risk Register - Governance Committee Appendix 1 - Corporate Risk Register Appendix 2 - Risk matrix Councillor Philippa Gray, as Cabinet Lead, introduced the report to the Committee. The Committee discussed the report in detail. Members were advised that due to the scale of the coastal assets, this has now been moved up to join the corporate risk register. Following a question and answer session, members moved to a vote. The Committee RESOLVED to consider the updated Corporate Risk Register, noting the nature of the major risks facing the Council, and the controls and planned actions in place to mitigate these risks.
8	Complaints Policy	Appendix 1 Draft Complaints Policy 2024 Appendix 2 Vexatious complaints Appendix 3 - Equality Impact Assessment - Customer Complaints and Persistent and Vexatious Complaints Policies January 25 - Governance Committee Report - Customer Complaints and Persistent and Vexatious Complaints Policies The Chief Policy Officer, Will Jackson, introduced the report to the Committee. Members were advised that the guidance from the Ombudsman has been updated and this update is to ensure we are aligned with that guidance. The Committee discussed the report in detail. Following a question and answer session members moved to the vote. It was RESOLVED that the Committee approve the Customer Complaints and Persistent and Vexatious Complaints Policies.
9	2023/2024 Accounts and Audit Results Report	2324 Statement of Accounts Report Appendix 1 - Statement of Accounts Appendix 2 - Audit Results Report (EY) Appendix 3 - Accounts Overview and Management Responses Councillor Philippa Gray, as Cabinet Lead, introduced the item to the Committee. Representatives from EY provided further information on the key points to members and expressed their thanks to the Chief Finance Officer and his team for their full cooperation and transparency throughout this process. The Committee discussed the report in detail. Following a question and answer session, members requested an amendment to part 2 of the recommendation to include the Chair to agree and sign a final version of the letter of representation once the audit process is complete. The amendment was Proposed by Councillor Brent and Seconded by Councillor Bowdell. Following a vote this amendment was CARRIED. Following a vote, it was RESOLVED that the Committee 1. Approve the Statement of Accounts and authorise the Chair of Governance Committee and the Chief Finance Officer (Section 151 Officer) to sign them once the audit process is complete. 2. Delegate responsibility to the Chief Finance Officer (Section 151 Officer) and Chair of Governance Committee to agree a final version of the Letter of Representation and sign it once the audit process is complete.