Havant Borough Council
Councillors:
36
Wards:
17
Committees:
35
Meetings (2025):
89
Meetings (2024):
96
Meeting
Governance Committee - Havant
Meeting Times
Scheduled Time
Start:
Tuesday, 3rd June 2025
5:30 PM
Tuesday, 3rd June 2025
5:30 PM
End:
Tuesday, 3rd June 2025
9:30 PM
Tuesday, 3rd June 2025
9:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
03 Jun 2025
03 Jun 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
Public
Spare Copies
Expected
Vice-Chairman
Vice Chairman of Governance Committee
Committee Member
Standing Deputy
Deputy Mayor of the Council and Vice Chairman of Licensing Committee
Secretary
Democratic Services Officer
Mark Gregory
Expected
Secretary
Democratic Services Officer
Emma Carlyle
Expected
Secretary
Democratic Services Officer
Ernest Lam
Expected
Secretary
Democratic Services Officer
Lauren Maidens
Expected
Committee Member
Vice Chairman of Overview and Scrutiny Committee
Chairman
Chairman of Governance Committee
Committee Member
Cabinet Lead for Planning and Environment and Chairman of Planning Committee
Committee Member
Cabinet Lead for Climate Emergency, Environment & Water Quality (Climate Change Champion)
Committee Member
Leader of the Green Party & Cabinet Lead Commercial
Agenda
1
Apologies for Absence
To receive and record any apologies for absence.
Minutes
Apologies for absence were received from Councillors Berwick, Brent and Lloyd.
2
Minutes
To approve the minutes of the meeting of the Governance Committee held on 27 January 2025.
Attachments:
- Document Minutes 27 01 25 23 May 2025
Minutes
RESOLVED that the minutes of the meeting of the Governance Committee held on 27 January 2025 be 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
2023/24 Auditors Annual Report and 2024/25 Audit Plan
Attachments:
- Document 23-24 External auditors annual report and 24-25 External audit plan 23 May 2025
- Document Appendix A Auditors Annual Report 2023-24 23 May 2025
- Document Appendix B Audit Planning Report 2024-25 23 May 2025
Minutes
The Cabinet Lead and a representative of the Council’s external auditors introduced the2023/24 Auditors Annual Report and the 2024/25 External Audit Planning Report.
The Committee noted that:
a. as a result of the opinion, issued in the 2022/2023 audit, the external auditors did not have sufficient evidence to complete their audit procedures and had therefore issued a disclaimed 2023/24 audit opinion; and
b. although the auditors had obtained assurance over some of the closing balances in 2023/24, they did not have sufficient evidence to complete their audit procedures in 2024/25. Therefore, it was expected that a disclaimed audit opinion would also be issued for 2024/25.
Members expressed thanks for the work undertaken by the external auditors, Ernst Young.
In response to a question raised during the question and answer session, Ernst Young advised that it was anticipated that the earliest they would be able to issue a full assurance would be 2026/27.
Following a question and answer session, debate and vote, the Committee
agreed the report’s recommendations for the reasons stated in the submitted
report.
RESOLVED that the:
A. the External Auditors findings and recommendations set out in the 2023/24 Auditors Annual Report be accepted.
B. the Audit Plan set by External Audit for the 2024/25 financial year audit be approved.
The Committee noted that:
a. as a result of the opinion, issued in the 2022/2023 audit, the external auditors did not have sufficient evidence to complete their audit procedures and had therefore issued a disclaimed 2023/24 audit opinion; and
b. although the auditors had obtained assurance over some of the closing balances in 2023/24, they did not have sufficient evidence to complete their audit procedures in 2024/25. Therefore, it was expected that a disclaimed audit opinion would also be issued for 2024/25.
Members expressed thanks for the work undertaken by the external auditors, Ernst Young.
In response to a question raised during the question and answer session, Ernst Young advised that it was anticipated that the earliest they would be able to issue a full assurance would be 2026/27.
Following a question and answer session, debate and vote, the Committee
agreed the report’s recommendations for the reasons stated in the submitted
report.
RESOLVED that the:
A. the External Auditors findings and recommendations set out in the 2023/24 Auditors Annual Report be accepted.
B. the Audit Plan set by External Audit for the 2024/25 financial year audit be approved.
5
Progress Report on 2024/25 Internal Audit Plan
Attachments:
- Document Progresss Report 24-25 Audit Plan 23 May 2025
- Document Progress Report Appendix 23 May 2025
Minutes
The Cabinet Lead and a representative for the Council’s internal auditors, introduced a report, which summarised the performance of Internal Audit for 2024/25 up to 15 May 2025..
The Committee noted that, at the time of the meeting, 63% of the work had been carried out. The Chief Finance Officer emphasised that the intention was to focus on changes to be made and actions taken to improve the underlying service, not just the audit outcome.
During the debate the Committee expressed concern that there was insufficient detail in the report to enable the Committee to properly consider overdue actions identified by the internal auditors.
Following a question and answer session, debate and vote, the Committee agreed the recommendations set out in the report for the reasons stated in the report and additional recommendations requesting further information for the reasons as set out above.
RESOLVED that:
A. the contents of the 2024/25 Internal Audit Progress Report (May 2025) and the Council’s progress with implementing management actions that have been agreed following audit reviews be noted; and
B. reports be submitted to future meetings of the Committee setting out details of:
1 the incomplete and overdue items referred to in the submitted report;
2 outstanding actions relating to Norse; and
3 outstanding details relating to homelessness.
The Committee noted that, at the time of the meeting, 63% of the work had been carried out. The Chief Finance Officer emphasised that the intention was to focus on changes to be made and actions taken to improve the underlying service, not just the audit outcome.
During the debate the Committee expressed concern that there was insufficient detail in the report to enable the Committee to properly consider overdue actions identified by the internal auditors.
Following a question and answer session, debate and vote, the Committee agreed the recommendations set out in the report for the reasons stated in the report and additional recommendations requesting further information for the reasons as set out above.
RESOLVED that:
A. the contents of the 2024/25 Internal Audit Progress Report (May 2025) and the Council’s progress with implementing management actions that have been agreed following audit reviews be noted; and
B. reports be submitted to future meetings of the Committee setting out details of:
1 the incomplete and overdue items referred to in the submitted report;
2 outstanding actions relating to Norse; and
3 outstanding details relating to homelessness.
6
Internal Audit Charter 2025/26
Attachments:
- Document Internal Audit Charter Report 23 May 2025
- Document Internal Audit Charter Appendix 23 May 2025
Minutes
The Cabinet Lead and a representative of the Council’s internal auditors introduced a report setting out the Internal Audit Charter 2025/26.
The report and options available to the Committee were discussed in detail.
Following a question and answer session, debate and vote, the Committee agreed the report’s recommendations for the reasons stated in the submitted report.
RESOLVED that the submitted Internal Audit Charter 2025-26 be approved.
The report and options available to the Committee were discussed in detail.
Following a question and answer session, debate and vote, the Committee agreed the report’s recommendations for the reasons stated in the submitted report.
RESOLVED that the submitted Internal Audit Charter 2025-26 be approved.
7
Internal Audit Plan 2025/26
Attachments:
- Document Internal Audit Plan Report 23 May 2025
- Document Internal Audit Plan Appendix 23 May 2025
Minutes
The Cabinet Lead and a representative of the Council’s internal auditors introduced a report, which set out the proposed Internal Audit Plan for 2025/26.
The Chief Finance Officer advised the Committee:
a. that the Committee should be satisfied that areas of concern included in the audit plan were also contained within the Council’s risk register;
b. of the status of the plan and of the process involved in drafting the submitted plan; and
c. of the reasons for the limited assurances given
The report and options available to the Committee were discussed in detail
Following a question and answer session, debate and vote, the Committee agreed the recommendation set out in the report for the reasons stated in the submitted report. It was therefore,
RESOLVED that the submitted Internal Audit Plan 2025-26 be approved.
The Chief Finance Officer advised the Committee:
a. that the Committee should be satisfied that areas of concern included in the audit plan were also contained within the Council’s risk register;
b. of the status of the plan and of the process involved in drafting the submitted plan; and
c. of the reasons for the limited assurances given
The report and options available to the Committee were discussed in detail
Following a question and answer session, debate and vote, the Committee agreed the recommendation set out in the report for the reasons stated in the submitted report. It was therefore,
RESOLVED that the submitted Internal Audit Plan 2025-26 be approved.
8
Whistleblowing Policy
Attachments:
- Document Cover Report 23 May 2025
- Document Whistleblowing Policy Appendix 23 May 2025
Minutes
The Cabinet Lead and the Council’s Corporate Compliance and Data Protection Officer introduced a report recommending approval of an updated Whistleblowing Policy.
RESOLVED that the submitted revised Whistleblowing Policy be approved.
RESOLVED that the submitted revised Whistleblowing Policy be approved.
9
Risk Quarter 3 Update
Attachments:
- Document Quarterly Corporate Risk Review 23 May 2025
- Document Appendix 1 Corporate Risk Register 23 May 2025
- Document Appendix 2 Risk Matrix 2024-25 23 May 2025
Minutes
The Cabinet Lead and Chief Policy Officer introduced a report detailing new risks, mitigations and changes since the last report, and highlighted the nature of major risks facing the Council.
The Chief Executive and Chief Policy Officer answered questions raised by Members of the Committee.
The Committee discussed the report in detail, including the options available to the Committee.
RESOLVED that 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 be noted.
The Chief Executive and Chief Policy Officer answered questions raised by Members of the Committee.
The Committee discussed the report in detail, including the options available to the Committee.
RESOLVED that 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 be noted.
10
Annual Report on Member Code of Conduct
Attachments:
- Document Annual Report on Member Code of Conduct 23 May 2025
Minutes
The Cabinet Lead and the Monitoring Officer introduced a report committee providing a summary of formal reports made against councillors for alleged breaches of the Code of Conduct.
RESOLVED that the report on Code of Conduct complaints and any areas for further work be identified for inclusion in the work programme be noted .
RESOLVED that the report on Code of Conduct complaints and any areas for further work be identified for inclusion in the work programme be noted .
11
Governance Committee Annual Report 2024-25
Attachments:
- Document Governance Committee Annual Report 2024-25 23 May 2025
Minutes
The Chairman of the Governance Committee for 2024/25 introduced the Governance Committee Annual report.
RESOLVED that Council be Recommended to note the submitted Governance Committee Annual Report 2024/25.
RESOLVED that Council be Recommended to note the submitted Governance Committee Annual Report 2024/25.
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