Agenda and minutes

Extraordinary, Governance, Audit and Scrutiny Committee
Monday, 25th September, 2017 6.30 pm

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

Contact: Cynthia Haveron  Democratic Services Officer 01730 - 234092

Items
No. Item

62.

Apologies for Absence

To receive apologies for absence.

Minutes:

There were apologies or absence from Councillors R Saunders, M Smith and T Spencer.

63.

Chairman's Announcements

To receive any announcements the Chairman may wish to make for

information.

Minutes:

There were no chairman’s announcements.

64.

Declarations of Interest

To receive and record any declarations of interest from members

present in respect of any of the various matters on the agenda for this meeting.

Minutes:

There were no declarations of interest.

65.

External Audit Annual Results 2016/17 pdf icon PDF 46 KB

The Committee will be asked to note the contents of the report.

 

REPORT TO FOLLOW

Additional documents:

Minutes:

Emma Bryant, Director Ernst & Young LLP introduced the report.

 

Ms Bryant thanked the Council’s staff for their assistance during the course of the External Auditor’s work.

 

The following amendment was made to the report, on page 14 of the agenda, capacity of the Finance Team – What are our conclusions? - remove the words ‘both in respect of group accounts’.     

 

Following the discussion, the contents of the report were NOTED.

66.

Statement of Accounts and Letter of Representation 2016/17 pdf icon PDF 62 KB

The Committee will be asked to agree

 

1.             the Statement of Accounts for 2016/17 and that the Chairman and S151 Officer be authorised to sign off the Accounts; and

2.            The draft letter of Representation and that the Chairman and S151 Officer sign the letter.

 

REPORT TO FOLLOW

Additional documents:

Minutes:

Kevin Harlow, Central Finance Team Leader introduced the report.

 

Andy Radford, Interim Head of Finance asked the Committee to note an error that had been identified on page 106 Collection Fund, in respect of the Royal Electrical Mechanical Engineers (REME)  site at Bordon. This was a refund that was accounted for in 2017/18, but actually related to 2016/17, and it had now been corrected.

 

Councillors reviewed the Statement of Accounts and asked for the following amendments were to made to the Statement of Accounts

 

Page 3 – Financial Sustainability last sentence – replace ‘East Hampshire District Council’ with ‘East Hampshire Commercial Services Ltd’.

 

The Chairman and Committee thanked the Finance Team for their work over the last year.

 

Following a discussion, it was RESOLVED that the Committee AGREED:

 

(1)          the Statement of Accounts for 2016/17, that the Chairman of the Governance, Audit & Scrutiny Committee certified the approval by signing page 30 of the Accounts and the S151 Officer certify the approval of the Accounts by signing pages 30 and 39 of the Accounts;

(2)          the draft Letter of Representation and that the Chairman of the Governance, Audit & Scrutiny Committee and S151 Officer sign the letter.

67.

Exclusion of the Press and Public

RECOMMENDED that the press and public be excluded for the meeting during consideration of the following item as:

 

(a)          It is likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as in Part 1 of Schedule 12A (as amended) to the Local Government Act; and

 

(b)          In all circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Item 7 RegenCo (Exempt)

Paragraph 3

 

Minutes:

RESOLVED that the press and public be excluded from the meeting during consideration of the following item as:

 

(a) it is likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as specified in Part 1 of Schedule 12A (as amended) to the Local Government Act 1972; and

(b) in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Item 7 – RegenCo Background and Information

 

Paragragh 3

 

The report to be considered was exempt under Paragraph 3 – Information

relating to the financial affairs or business affairs of any particular person

(including the Authority holding that information).

 

 

 

 

68.

RegenCo Background and Information

The Committee will be asked to note the report and actions.

 

REPORT TO FOLLOW

Additional documents:

Minutes:

(This item was taken in camera)

 

James Hassett, Executive Director Operations & Place Shaping, Julia Potter, Head of Development, Steve Pearce, Regeneration Director, RegenCo and Cllr F Cowper, Portfolio Holder Finance and Whitehill & Bordon were present for this item.

 

Julia Potter introduced the exempt report.

 

Following a discussion, it was RESOLVED that

 

(1) the report be NOTED; and

(2) as set out in the restricted minute.