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, 5th March 2025
5:00 PM
Wednesday, 5th March 2025
5:00 PM
End:
Wednesday, 5th March 2025
9:00 PM
Wednesday, 5th March 2025
9:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
05 Mar 2025
05 Mar 2025
Location:
The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth
The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth
Meeting Attendees
Committee Member
Councillor Spencer Gardner
Apologies
Standing Deputy
Group Leader
Standing Deputy
Lord Mayor
Committee Member
Councillor Richard Adair
Present, as expected
Committee Member
Deputy Group Leader
Agenda
1
Apologies for Absence
2
Declarations of Members' Interests
3
Definitions of Sexism, Homophobia, Biphobia and Transphobia
Purpose
This is an information report following the notice of motion agreed by Council on 12th November 2024 under 'Definitions of Sexism, Homophobia, Biphobia and Transphobia.'
Recommendation
The Governance & Audit & Standards Committee is asked to note the work outlined below in relation to Equality, Diversity and Inclusion, which includes the recent notice of motion agreed by Council.
This is an information report following the notice of motion agreed by Council on 12th November 2024 under 'Definitions of Sexism, Homophobia, Biphobia and Transphobia.'
Recommendation
The Governance & Audit & Standards Committee is asked to note the work outlined below in relation to Equality, Diversity and Inclusion, which includes the recent notice of motion agreed by Council.
Attachments:
- Document GAS - Feb 2025 - Definitions 25 Feb 2025
4
Corporate Performance Report - Q2 2024/25
Purpose
To report significant performance issues, arising from Q2 2024-25 performance monitoring, to Governance and Audit and Standards Committee and highlight areas for further action or analysis.
Recommendations
It is recommended that the Governance and Audit and Standards Committee:
(i) notes the report in the revised format; and
(ii) confirms assurance that a framework is in place to monitor and manage performance in the organization.
To report significant performance issues, arising from Q2 2024-25 performance monitoring, to Governance and Audit and Standards Committee and highlight areas for further action or analysis.
Recommendations
It is recommended that the Governance and Audit and Standards Committee:
(i) notes the report in the revised format; and
(ii) confirms assurance that a framework is in place to monitor and manage performance in the organization.
Attachments:
- Document Q2 performance report 2024-25 for GAS 25 Feb 2025
- Document Appendix - CP Report Q1Q2 2024 20.02.25 v1.3 - PDF 25 Feb 2025
5
Treasury Management Policy 2025/26
Purpose
The purpose of this report is to obtain the Council’s approval of the updated Treasury Management Policy Statement (attached) which includes the Annual Investment Strategy.
Recommendation
RECOMMENDED that the Committee note the recommendations in section 3 of the report that will go on to Full Council for approval.
The purpose of this report is to obtain the Council’s approval of the updated Treasury Management Policy Statement (attached) which includes the Annual Investment Strategy.
Recommendation
RECOMMENDED that the Committee note the recommendations in section 3 of the report that will go on to Full Council for approval.
Attachments:
- Document Treasury Management Strategy and Report 2025 26 25 Feb 2025
6
Internal Audit Performance Status Report to 7th February 2025
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 7 February 2025 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 7 February 2025.
The purpose of this report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2024/25 to 7 February 2025 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 7 February 2025.
Attachments:
- Document PCC Internal Audit Progress Report March 2025 25 Feb 2025
- Document PCC Internal Audit Progress Report Appendix A March 2025 25 Feb 2025
7
Internal Audit Plan 2025/26
Purpose
This report is to present the proposed Internal Audit Plan for 2025/26 to the committee for approval, as set out in Appendix A along with the revised Audit Charter & Code of Ethics, as set out in Appendix B.
Recommendation
That members approve the proposed Internal Audit Plan and Audit Charter and Code of Ethics for 2025/26.
This report is to present the proposed Internal Audit Plan for 2025/26 to the committee for approval, as set out in Appendix A along with the revised Audit Charter & Code of Ethics, as set out in Appendix B.
Recommendation
That members approve the proposed Internal Audit Plan and Audit Charter and Code of Ethics for 2025/26.
Attachments:
- Document PCC Internal Audit Plan March 2025 25 Feb 2025
- Document PCC 2025-26 Audit Plan App A 25 Feb 2025
- Document PCC Audit Charter Code of Ethics 2025 Appendix B 25 Feb 2025
8
Whistleblowing Annual Report and Policy
Purpose
To update Members of this Committee on the nature and handling of any whistleblowing concerns which have been raised for the period January 2024 to December 2024. In addition to this to confirm that, following the annual review (January 2025) of the whistleblowing policy, there are no current proposed changes, since those agreed at the January 2022 committee meeting.
Recommendation
RECOMMENDED that the Committee:
(i) Notes this report and the attached Appendix A and consider whether any further action is required; and
(ii) Notes the whistleblowing policy, Appendix B, where there are no proposed changes.
To update Members of this Committee on the nature and handling of any whistleblowing concerns which have been raised for the period January 2024 to December 2024. In addition to this to confirm that, following the annual review (January 2025) of the whistleblowing policy, there are no current proposed changes, since those agreed at the January 2022 committee meeting.
Recommendation
RECOMMENDED that the Committee:
(i) Notes this report and the attached Appendix A and consider whether any further action is required; and
(ii) Notes the whistleblowing policy, Appendix B, where there are no proposed changes.
Attachments:
- Document PCC Whistleblowing Annual Report 2024 25 Feb 2025
- Document PCC Whistleblowing Report Appendix A Final 25 Feb 2025
- Document PCC Whistle blowing policy_Review January 2025 Appendix B 25 Feb 2025
9
Procurement Act 2023 and Contract Procedure Rules
Purpose
Further to the report taken on 2nd October 2024, to provide an update to the Committee on the significant changes to public sector procurement that came into effect when the Procurement Act came into force on 24th February 2025 including an overview of the National Procurement Policy Statement which was issued by the Cabinet Office on 13th February 2025.
To provide the Committee with an overview of the Council's preparations for these changes, focusing upon seeking endorsement of the proposed changes to the Council's Contract Procedure Rules (CPRs) following the Committee's approval to proceed with revising the CPRs on 2nd October 2024.
Recommendation
That the Committee endorses the revised CPRs as attached at Appendix A and:
To RECOMMEND that at its next meeting scheduled for 18th March 2025, Full Council resolves to approve the revised CPRs as an amendment to Part 3A of the Council's Constitution, to be fully implemented and take effect from 1st April 2025.
Further to the report taken on 2nd October 2024, to provide an update to the Committee on the significant changes to public sector procurement that came into effect when the Procurement Act came into force on 24th February 2025 including an overview of the National Procurement Policy Statement which was issued by the Cabinet Office on 13th February 2025.
To provide the Committee with an overview of the Council's preparations for these changes, focusing upon seeking endorsement of the proposed changes to the Council's Contract Procedure Rules (CPRs) following the Committee's approval to proceed with revising the CPRs on 2nd October 2024.
Recommendation
That the Committee endorses the revised CPRs as attached at Appendix A and:
To RECOMMEND that at its next meeting scheduled for 18th March 2025, Full Council resolves to approve the revised CPRs as an amendment to Part 3A of the Council's Constitution, to be fully implemented and take effect from 1st April 2025.
Attachments:
- Document Procurement PA23 and CPRs - GAS Committee - 05.03.25 US 25 Feb 2025
- Document Appendix A - Contract Procedures Rules 2025 25 Feb 2025
10
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.*
11. Procurement Management Information 3
(Exempt Appendices 1 &3)
*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.*
11. Procurement Management Information 3
(Exempt Appendices 1 &3)
*3. Information relating to the financial or business affairs of any particular person (including the authority holding that information.
11
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 in accordance with relevant legislation, policy, council rules and council governance structures.
The report also updates the committee on progress developing procurement performance reporting.
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 in accordance with relevant legislation, policy, council rules and council governance structures.
The report also updates the committee on progress developing procurement performance reporting.
This report is for noting.
Attachments:
- Document Procurement MI - G&A&S Committee - 05.03.25 unsigned 25 Feb 2025
- Document EXEMPT - G&A&S - Procurement Mi - App 1a Spend Compliance Q3 Oct-Dec 24 25 Feb 2025
- Document EXEMPT - G&A&S - Procurement Mi - App 1b Spend Compliance Q3 Oct-Dec 24 25 Feb 2025
- Document EXEMPT - G&A&S - Procurement Mi - App 1c Spend Compliance Q3 Oct-Dec 24 25 Feb 2025
- Document EXEMPT - G&A&S - Procurement MI - App 3a Contract KPI - Q3 2024 25 Feb 2025
- Document EXEMPT - G&A&S - Procurement MI - App 3b Contract KPI - Q3 2024 25 Feb 2025
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