Portsmouth City Borough Council
Councillors:
42
Wards:
14
Committees:
37
Meetings (2025):
120
Meetings (2024):
154
Meeting
Governance & Audit & Standards Committee - Portsmouth City
Agenda
Published
Minutes
Pending
Meeting Times
Scheduled Time
Start:
Wednesday, 27th November 2024
5:00 PM
Wednesday, 27th November 2024
5:00 PM
End:
Wednesday, 27th November 2024
9:00 PM
Wednesday, 27th November 2024
9:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
27 Nov 2024
27 Nov 2024
Location:
The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth
The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth
Meeting Attendees
Standing Deputy
Group Leader
Committee Member
Councillor Richard Adair
Present, as expected
Committee Member
Councillor Spencer Gardner
Present, as expected
Committee Member
Deputy Group Leader
Standing Deputy
Lord Mayor
Agenda
1
Apologies for Absence
2
Declarations of Members' Interests
3
Minutes of the meeting held on 2 October 2024
RECOMMENDED that the minutes of the meeting held on 2 October 2024 be approved and signed by the Chair as a correct record.
Attachments:
- Document GAS Minutes 02.10.2024doc 19 Nov 2024
4
External Audit Completion Report for Those Charged with Governance, year ended 31 March 2023
Report to follow under separate cover.
Attachments:
- Document 23 PCC GPS Reset - Completion report for Those Charged with Governance - Final 19 Nov 2024
5
Annual Governance Statement
Purpose
The report seeks approval from Governance, Audit and Standards committee for the council's Annual Governance Statement (AGS) for 2022/23.
Recommendations
The Governance, Audit and Standards committee is asked to Agree the Annual Governance Statement 2022/23 (Appendix 1)
The report seeks approval from Governance, Audit and Standards committee for the council's Annual Governance Statement (AGS) for 2022/23.
Recommendations
The Governance, Audit and Standards committee is asked to Agree the Annual Governance Statement 2022/23 (Appendix 1)
Attachments:
- Document Final AGS report 2022-23 - unsigned 19 Nov 2024
- Document AGS 2022-23 - with opinion - Final 19 Nov 2024
6
Statement of Accounts 2022-23
Purpose
The purpose of this report is for the committee to consider the Statement of Accounts for 2022/23.
Recommendations
It is recommended that:
(i) the Statement of Accounts be approved;
(ii) authority be delegated to the Chair of the Governance and Audit and Standards Committee to sign an amended 2022/23 Statement of Accounts after the 27 November 2024 should this be required following comments by the auditor.
The purpose of this report is for the committee to consider the Statement of Accounts for 2022/23.
Recommendations
It is recommended that:
(i) the Statement of Accounts be approved;
(ii) authority be delegated to the Chair of the Governance and Audit and Standards Committee to sign an amended 2022/23 Statement of Accounts after the 27 November 2024 should this be required following comments by the auditor.
Attachments:
- Document Annual Statement of Accounts Report 22-23 19 Nov 2024
- Document Annual Statement of Accounts Report 22-23 Appendix v1 19 Nov 2024
7
Treasury Management Mid-Year Review 2024/25
Purpose
The purpose of the report is to inform members and the wider community of the Council’s Treasury Management position, i.e. its borrowing and cash investments at 30 September 2024 and of the risks attached to that position. Whilst the Council has a portfolio of investment properties and some equity shares which were acquired through the capital programme; these do not in themselves form part of the treasury management function.
Recommendations
It is recommended that:
(i) the Council's Treasury Management activities have remained within the Treasury Management Policy 2024/25 in the period up to 30 September 2024 be noted; and
(ii) the actual Treasury Management indicators as at 30 September 2024 set out in Appendix A be noted.
The purpose of the report is to inform members and the wider community of the Council’s Treasury Management position, i.e. its borrowing and cash investments at 30 September 2024 and of the risks attached to that position. Whilst the Council has a portfolio of investment properties and some equity shares which were acquired through the capital programme; these do not in themselves form part of the treasury management function.
Recommendations
It is recommended that:
(i) the Council's Treasury Management activities have remained within the Treasury Management Policy 2024/25 in the period up to 30 September 2024 be noted; and
(ii) the actual Treasury Management indicators as at 30 September 2024 set out in Appendix A be noted.
Attachments:
- Document Qtr 2 Treasury Management Mid-Year Review 24-25 Final with Appendix A 19 Nov 2024
8
Internal Audit Performance Status Report to 4 November 2024
Purpose
The purpose of this report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2024/25 to 4 November 2024 against the Annual Audit Plan, highlight areas of concern and areas where assurance can be given on the internal control framework.
Recommendations
It is recommended that Members note the Audit Performance for 2024-25 to 4 November 2024.
The purpose of this report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2024/25 to 4 November 2024 against the Annual Audit Plan, highlight areas of concern and areas where assurance can be given on the internal control framework.
Recommendations
It is recommended that Members note the Audit Performance for 2024-25 to 4 November 2024.
Attachments:
- Document Progress Internal Audit Report November 2024 19 Nov 2024
- Document Appendix A Internal Audit Progress Report November 2024 19 Nov 2024
9
Report of the Independent Remuneration Panel
Purpose of report
The purpose of the report is to present the independent report and recommendations produced by the Independent Remuneration Panel (IRP) 2024.
Recommendations
To the Governance and Audit and Standards Committee:
(a) That the Governance and Audit and Standards Committee confirms that it is satisfied with the way the Independent Remuneration Panel undertook the review.
(b) To the City Council (via Governance & Audit & Standards Committee):
(i) That the City Council considers and decides upon the recommendations of the Independent Remuneration Panel as set out in the panel’s report (attached as Appendix 1) when agreeing a scheme of member allowances to take effect from the 2025/26 financial year;
Note – Having fully considered the panel’s report, the Council may choose to accept, reject or amend the recommendations, or simply decide not to implement the Panel’s recommendations and retain the existing members allowance scheme
(ii) that the City Council’s Constitution be amended as applicable and appropriate;
(iii) that the Independent Review Panel be retained as a Standing Panel in the interim period, to consider any issues that arise in connection with the Scheme before the next review, either by email or in meetings; and
(iv) that Members thank the Independent Remuneration Panel for their work in reviewing the Members Allowance Scheme.
The purpose of the report is to present the independent report and recommendations produced by the Independent Remuneration Panel (IRP) 2024.
Recommendations
To the Governance and Audit and Standards Committee:
(a) That the Governance and Audit and Standards Committee confirms that it is satisfied with the way the Independent Remuneration Panel undertook the review.
(b) To the City Council (via Governance & Audit & Standards Committee):
(i) That the City Council considers and decides upon the recommendations of the Independent Remuneration Panel as set out in the panel’s report (attached as Appendix 1) when agreeing a scheme of member allowances to take effect from the 2025/26 financial year;
Note – Having fully considered the panel’s report, the Council may choose to accept, reject or amend the recommendations, or simply decide not to implement the Panel’s recommendations and retain the existing members allowance scheme
(ii) that the City Council’s Constitution be amended as applicable and appropriate;
(iii) that the Independent Review Panel be retained as a Standing Panel in the interim period, to consider any issues that arise in connection with the Scheme before the next review, either by email or in meetings; and
(iv) that Members thank the Independent Remuneration Panel for their work in reviewing the Members Allowance Scheme.
Attachments:
- Document IRP 2024 Cover Report 19 Nov 2024
- Document IRP Report 2024 - Final Version 19 Nov 2024
10
Compliance with Gifts & Hospitality Protocol
Purpose
The purpose of the report is to update Members on any issues regarding compliance with Gifts & Hospitality Protocol and to advise on remedies.
Recommendations
It is recommended that:
(i) The Committee considers whether or not to make any recommendations for change; and
(ii) In the absence of any changes, the report is noted.
The purpose of the report is to update Members on any issues regarding compliance with Gifts & Hospitality Protocol and to advise on remedies.
Recommendations
It is recommended that:
(i) The Committee considers whether or not to make any recommendations for change; and
(ii) In the absence of any changes, the report is noted.
Attachments:
- Document Gifts and Hospitality report for GAS cttee Nov 2024 (002) 19 Nov 2024
- Document Appendix 1 - Gifts and hospitality log 19 Nov 2024
- Document Appendix 2 - Members Gifts and hospitality Register 19 Nov 2024
- Document Appendix 3 - Gifts and hospitality Policy (Staff) 19 Nov 2024
11
Exclusion of Press and Public
In view of the contents of the appendices to the following item on the agenda the Committee is RECOMMENDED to adopt the following motion:
“That, under the provisions of Section 100A of the Local Government Act, 1972 as amended by the Local Government (Access to Information) Act, 1985, the press and public be excluded for the consideration of the following item on the grounds that the appendices to the report contains information defined as exempt in Part 1 of Schedule 12A to the Local Government Act, 1972" The public interest in maintaining the exemption must outweigh the public interest in disclosing the information. Under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) England Regulations 2012, regulation 5, the reasons for exemption of the listed appendices are shown below. (NB The exempt/confidential committee papers on the agenda will contain information which is commercially, legally or personally sensitive and should not be divulged to third parties.
Members are reminded of standing order restrictions on the disclosure of exempt information and are asked to dispose of exempt documentation as confidential waste at the conclusion of the meeting.
Item Exemption Para No.*
12. Procurement Management Information 3
(Exempt Appendices 1, 2, 3 & 4)
*3. Information relating to the financial or business affairs of any particular person (including the authority holding that information.
“That, under the provisions of Section 100A of the Local Government Act, 1972 as amended by the Local Government (Access to Information) Act, 1985, the press and public be excluded for the consideration of the following item on the grounds that the appendices to the report contains information defined as exempt in Part 1 of Schedule 12A to the Local Government Act, 1972" The public interest in maintaining the exemption must outweigh the public interest in disclosing the information. Under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) England Regulations 2012, regulation 5, the reasons for exemption of the listed appendices are shown below. (NB The exempt/confidential committee papers on the agenda will contain information which is commercially, legally or personally sensitive and should not be divulged to third parties.
Members are reminded of standing order restrictions on the disclosure of exempt information and are asked to dispose of exempt documentation as confidential waste at the conclusion of the meeting.
Item Exemption Para No.*
12. Procurement Management Information 3
(Exempt Appendices 1, 2, 3 & 4)
*3. Information relating to the financial or business affairs of any particular person (including the authority holding that information.
12
Procurement Management Information
Purpose
The purpose of the report is to provide procurement performance reports and supporting evidence to the committee in order that the committee may assess the council's performance in procuring contracts for goods, works and services on a legally compliant, value for money basis.
This report is for noting.
The purpose of the report is to provide procurement performance reports and supporting evidence to the committee in order that the committee may assess the council's performance in procuring contracts for goods, works and services on a legally compliant, value for money basis.
This report is for noting.
Attachments:
- Document Procurement MI - G&A&S Committee - 27.11.24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement Mi - App 1A Spend Compliance Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement Mi - App 1B Spend Compliance Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement Mi - App 1C Spend Compliance Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement Mi - App 1D Spend Compliance Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement Mi - App 1E Spend Compliance Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement MI - App 2 HV Direct Awards Q1 Apr-Jun 24 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement MI - App 3A Contract KPIs Q1 Apr - Jun 2024 19 Nov 2024
- Document EXEMPT - G&A&S - Procurement MI - App 3B Contract KPIs Q1 Apr - Jun 2024 19 Nov 2024
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