Agenda and minutes

Governance, Audit and Scrutiny Committee
Tuesday, 5th September, 2017 6.30 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX. View directions

Contact: Cynthia Haveron  Democratic Services Officer 01730 - 234092

No. Item


Apologies for Absence


Apologies for absence were received from Councillors G Hill, M Johnson, R Saunders and T Spencer.


Chairman's Announcements


There were no Chairman’s announcements.


Declarations of Interest


There were no declarations of interest.


Confirmation of Minutes

Please note that it is helpful if Councillors could give advance notice, to Democratic Services, of any questions they wish to raise in respect of the minutes.


Minutes of the meeting held on 6 July 2017.


The minutes of the meeting held on 6 July 2017 were agreed and signed as  correct minutes.


Internal Audit Progress Report 2017-18 (July 2017) pdf icon PDF 69 KB

For Noting

Additional documents:


Antony Harvey, Southern Internal Audit Partnership introduced the report. He drew the Committees attention to page 7 of the agenda which showed the Performance Dashboard and set out a summary and overview of progress so far. 6% had been completed and 52% was work in progress. He explained that this was not unusual for this time of the year.


He referred the Committee to page 8 which showed the status of the live reports. This in bold showed actions that had been completed. There were no overdue actions to report.


He then referred the Committee to page 10 of the agenda which showed that there were no ‘limited’ or ‘No’ assurance opinions.


There were a number of questions about the transfer of services to the Six Councils Partnership, how would it be managed and how it would affect the audit and financial work.


Andy Radford Head of Finance explained that the Finance Team would transfer to Capita on 1 October 2017, the team would continue to work at Penns Place and some staff would be retained.


He confirmed that nothing had changed, there was no manual or format on what or how business and work should be undertaken. It would evolve over the next 10 months. He was working closely with Capita to ensure that the transfer went smoothly.


Anthony Harvey confirmed that members of the 5 Councils had different internal auditors and Southern Internal Partnership would be working very closely with them. In addition Capita also had there own internal auditors and again they would be working closely with them.


Following the discussion the report was NOTED.


Information Governance Audit Report Update pdf icon PDF 68 KB

For Noting

Additional documents:


Susan Parker, Head of Programmes, Redesign and Quality introduced the report. She explained that Cheryl Lincoln, Governance & Information Manager had been unable to attend the meeting as she was on a training course in London on this subject.


There had been 3 themes to the audit:


·                     Information Governance Policies and Procedures;

·                     Training; and

·                     Information Governance Board and website and intranet.


She explained that she now had responsibility for Information Governance and had reviewed the three themes highlighted by the audit.


Work had been undertaken in respect of the problems highlighted in the audit in respect of training and noting that the auditor had advised that had training been in place and delivered on this subject, then the audit assessment would have been graded as Adequate.


Work was now focusing on being compliant with the General Data Protection Registration (GDPR) which will come into force in May 2018. The focus would be on a proportionate response to ensure compliance. This approach would be across the 5 Councils and was seen as an opportunity for the Councils to work together on a common objective.


In respect of the Information Governance Board they are undertaking a review of the terms of reference for the group to ensure clarity on it’s role, this will also include a review of corporate performance indicators regarding corporate governance.


She explained that culture was key to successfully embedding matters relating to information governance, there was a need to engage with colleagues and focus on the big picture.


In response to concerns that putting information into the public domain could result in a breach and how had the Council had apparently not addressed these issues as a priority in the past. She explained that information governance was important, and that the  the Executive Team had endeavoured to balance good governance alongside emerging business strategies for the Council such as business development and commercialisation. Looking forwards, the objective was to look at the bigger picture and implement the right controls and measures. Officers would be working with other experts in this field.


In response to concerns about the timetable and the number of staff tasked to ensure the Council was compliant with the legislation, she explained that she appreciated the concerns, officers would be reviewing the priorities and she would be working closely with Cheryl Lincoln on resources and capacity.


In response to a question on how the progress would be monitored it was explained that it would go into the quarterly Health Check and this was available to the Councillors and also the public via the EHDC website.


Ms Parker explained that the Information Records Policy was not currently up to date and she was working with services on a retention schedule.


She confirmed that staff would be undertaking training in Freedom of Information and Data Protection.


Cllr Kendall addressed the Committee and said that one issue he was concerned about had not been flagged up. He had raised concerns about this at the last meeting and referred to  ...  view the full minutes text for item 60.


Monitoring Officer's Update

Verbal update, for noting.


Sara Bryan, Deputy Monitoring Officer updated the Committee on the current position in respect of Code of Conduct complaints.


The update was NOTED.