Havant Borough Council
Councillors:
36
Wards:
17
Committees:
35
Meetings (2025):
87
Meetings (2024):
96
Meeting
Governance Committee - Havant
Meeting Times
Scheduled Time
Start:
Monday, 27th January 2025
5:30 PM
Monday, 27th January 2025
5:30 PM
End:
Monday, 27th January 2025
9:30 PM
Monday, 27th January 2025
9:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
27 Jan 2025
27 Jan 2025
Location:
Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX
Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX
Meeting Attendees
Committee Member
Assistant Cabinet Lead for Thriving Waterlooville
Councillor Antonia Harrison
Present, as expected
Committee Member
Councillor Munazza Faiz
Apologies
Committee Member
Councillor Jason Horton
Present, as expected
Chairman
Assistant Cabinet Lead for Climate, Coastal & Green Spaces
Councillor Netty Shepherd
Present, as expected
Vice-Chairman
Councillor Simon Hagan
Present, as expected
Secretary
Democratic Services Officer
Mark Gregory
Expected
Secretary
Democratic Services Officer
Emma Carlyle
Expected
Secretary
Democratic Services Officer
Ernest Lam
Expected
Public
Spare Copies
Expected
Committee Member
Councillor Wilf Forrow
Present, as expected
Committee Member
Councillor Elizabeth Lloyd (formerly known as Dianne)
Independent for Stakes
Present, as expected
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Standing Deputy
Councillor Peter Oliver
Not required
Standing Deputy
Councillor Charles Robert
Not required
Standing Deputy
Councillor Paul Tansom
Not required
Secretary
Democratic Services Officer
Lauren Maidens
Expected
Committee Member
Deputy Leader of the Council and Cabinet Lead for Finance, Leader of Liberal Democratic Party
Agenda
1
Apologies for Absence
To receive and record any apologies for absence.
Minutes
Apologies for absence were received from Councillor Faiz.
2
Minutes
To approve the minutes of the meeting of the Governance Committee held on 3rd December 2024.
Attachments:
- Document DRAFT Minutes 03 12 2024 17 Jan 2025
Minutes
RESOLVED that the minutes of the meeting of the Governance Committee held on 3rd December 2024 were approved as a true record and signed by the Chairman.
3
Declarations of Interests
To receive and record any declarations of interests from Members present.
Minutes
There were no declarations of interests relating to matters on the agenda.
4
Review of Internal Audit Plan Progress
Attachments:
- Document HBC Governance Commitee - Internal Audit Progress Report 2024-25 (December 2024)_ 17 Jan 2025
- Document Appendix 1 Internal Audit Progress Report December 24 17 Jan 2025
Minutes
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.
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)
Attachments:
- Document HBC Governance Committee - GIAS January 25 17 Jan 2025
- Document Appendix 1 - GIAS. 17 Jan 2025
- Document Appendix 2 - SIAP Roadmap (GIAS). 17 Jan 2025
Minutes
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.
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
Attachments:
- Document Governance Committee - Contract Procedure Rules cover report 17 Jan 2025
- Document Appendix 1_current CPRs 17 Jan 2025
- Document Appendix 2_revised CPRs 17 Jan 2025
Minutes
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
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
Attachments:
- Document Corporate Risk Register - Governance Committee 17 Jan 2025
- Document Appendix 1 - Corporate Risk Register 17 Jan 2025
- Document Appendix 2 - Risk matrix 17 Jan 2025
Minutes
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.
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
Attachments:
- Document January 25 - Governance Committee Report - Customer Complaints and Persistent and Vexatious Complaints Policies 17 Jan 2025
- Document Appendix 1 Draft Complaints Policy 2024 17 Jan 2025
- Document Appendix 2 Vexatious complaints 17 Jan 2025
- Document Appendix 3 - Equality Impact Assessment - Customer Complaints and Persistent and Vexatious Complaints Policies 17 Jan 2025
Minutes
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.
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
Attachments:
- Document 2324 Statement of Accounts Report 17 Jan 2025
- Document Appendix 1 - Statement of Accounts 17 Jan 2025
- Document Appendix 2 - Audit Results Report (EY) 17 Jan 2025
- Document Appendix 3 - Accounts Overview and Management Responses 17 Jan 2025
Minutes
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.
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.
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