Agenda and draft minutes

Governance, Audit and Scrutiny Committee
Thursday, 8th March, 2018 6.30 pm

Venue: Wey Room - East Hampshire District Council, Penns Place, Petersfield, Hants. GU31 4EX. View directions

Contact: Cynthia Haveron  Democratic Services Officer 01730 - 234092

Items
No. Item

82.

Apologies for Absence

To receive apologies for absence.

Minutes:

Apologies were received from Councillor M Kendall and R Saunders.

83.

Chairman's Announcements

To receive any matters the Chairman wishes to report.

Minutes:

The Chairman informed the Committee that he had agreed that item 10 on the agenda, Commercial Commissioning Portfolio Holder Briefing, would be considered as item 5.

84.

Confirmation of Minutes

To approve the minutes of the meeting of the Governance, Audit & Scrutiny Committee held on 20 February 2018.

Minutes:

The minutes of the meeting held on 20 February 2018, were confirmed and signed as a correct record.

85.

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.

86.

Exemption of the Press and Public

Minutes:

Nick Leach, Monitoring Officer advised the Committee that the item – the Commercial Commissioning Portfolio Briefing - concerned the Council’s financial and business affairs and advised that the Committee may wish to consider this item in an exempt session. This was due to the commercial sensitivity of the business being discussed.

 

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

 

(a)               It was likely that, in view of the nature of the business to be transacted, 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 outweighed the public interest in disclosing the information.

 

Item 5 – Commercial Commissioning Portfolio Briefing (Exempt)

Paragraph 3

 

87.

Commercial Commissioning Portfolio Briefing

Councillor Tony Costigan, Portfolio Holder for Commercial Commissioning will brief the Committee on his Portfolio.

 

FOR INFORMATION

 

Minutes:

(This item was taken in camera)

 

Councillor T Costigan, Portfolio Holder for Commercial Commissioning and James Hassett, Executive Director, briefed the Committee on the Portfolio.

 

Following a discussion, the briefing was NOTED.

88.

Audit Plan 2017/18 pdf icon PDF 45 KB

The Committee is asked to consider the 2017/18 Audit Plan.

 

FOR NOTING

Additional documents:

Minutes:

Jason Jones, Manager, Assurance Government and Public Sector, Ernst and Young LLP introduced the report.

 

He explained that the purpose of the report was to provide the Committee with the proposed audit approach and scope of the 2017/18 audit. The format was the same as 2016/17 and he took the Committee through the key areas of the Audit Plan.

 

Following a discussion, it was RESOLVED that

 

1.     the Audit Plan for 2017/18 be NOTED; and

2.    The Committee confirmed that it understood and agreed to, the materiality and reporting levels as set out in Section 4 Audit Materiality of the Plan.

 

 

 

 

89.

Annual Certification Report pdf icon PDF 44 KB

The Committee is asked to consider the Annual Certification Report.

 

FOR NOTING

 

Additional documents:

Minutes:

Jason Jones, Manager, Assurance Government and Public Sector, Ernst and Young LLP introduced the report.

 

This was the letter for the Certification of Claims and Return Annual Report 2016-17. Ernst & Young were pleased to certify the report.

 

The Committee extended their thanks to the Revenue & Benefits Team on their performance and work in respect of this report and its results.

 

Following a discussion, it was RESOLVED that the contents of the report be NOTED.

90.

Internal Audit Progress Report 2017-18 (February 2018) pdf icon PDF 68 KB

The Committee is asked to consider the Internal Audit Progress Report 2017-18 (February 2018).

 

FOR NOTING

Additional documents:

Minutes:

Amanda Chalmers, Southern Internal Audit Partnership introduced the report.

 

She took the Committee through the paper showing the progress so far, an overview of the status of the live reports and actions completed.

 

She confirmed that the leisure contract would be reviewed in 2018-19..

 

Following a discussion, it was RESOLVED that the report be NOTED.

91.

Internal Audit Plan and Fraud & Corruption Risk Plan 2018-19 pdf icon PDF 69 KB

The Committee is asked to approve the Internal Audit Plan 2018-19 and the Fraud & Corruption Risk Plan 2018-19.

 

FOR DECISION

Additional documents:

Minutes:

Antony Harvey, Southern Internal Audit Partnership introduced the report.

 

He explained that the plans before the committee were the proposed work for Internal Audit in the next financial year. He referred the committee to page 78 of the agenda which showed who they had consulted with in deciding the areas to review.

 

Following a discussion, it was RESOLVED that the Internal Audit Plan 2018-19 and the Fraud & Corruption Risk Plan 2018-19 be APPROVED.

92.

Internal Audit Charter 2018/19 pdf icon PDF 65 KB

The Committee is asked to approve the Internal Audit Charter for 2018/19.

 

FOR DECISION

Additional documents:

Minutes:

Antony Harvey, Southern Internal Audit Partnership introduced the report.

 

He explained that the Charter formally defined the internal audit activity’s purpose, authority and responsibility in line with the Public Sector Internal Auditing Standards.

 

The Charter had to be approved and signed off by the Governance, Audit & Scrutiny Committee called the Board in this document.

 

Following a discussion, it was RESOLVED that the Internal Audit Charter 2018/19 be APPROVED.

 

93.

Update to Corporate Surveillance Policy and Procedure pdf icon PDF 63 KB

The Committee is asked to adopt the amended Corporate Surveillance Policy.

 

FOR DECISION

 

Additional documents:

Minutes:

Nick Leach, Monitoring Officer introduced the report.

 

He explained that changes in legislation and best practice had necessitated changes to be made to the document.

 

He highlighted the minor amendments that had been made to the document, these included an additional paragraph under 5.1 Definition and a new section about Social Media Sites.

 

Following a discussion, it was RESOLVED that the amended Corporate Surveillance Policy and Procedure be RECOMMENDED to Council for adoption.

94.

Monitoring Officers Update

The Monitoring Officer will update the Committee on amendments to the Constitution and Councillor Code of Conduct complaints.

 

FOR INFORMATION

Minutes:

Nick Leach, Monitoring Officer briefed the committee on the current position in respect of Code of Conduct complaints.

 

9 complaints had been received so far this year and the Monitoring Team had met and considered 5 of the complaints.

 

Following a discussion, it was RESOLVED that the update be NOTED.

 

95.

Work Programme pdf icon PDF 62 KB

A copy of the Governance, Audit and Scrutiny Committee’s work programme is attached for information.

 

FOR INFORMATION

Minutes:

The Committee reviewed the work programme and asked that a briefing on the leisure centres contract/operation be added to the possible future items list.