Agenda and minutes

Venue: Newlease Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX. View directions

Contact: Mark Gregory  Democratic Services Officer

Items
No. Item

1.

Appointment of Chairman

Minutes:

In the absence of the Chairman, it was

 

RESOLVED that Councillor Smith be appointed Chairman of the Board for this meeting.

2.

Apologies

To receive apologies for absence.

 

Minutes:

Apologies for absence were received from Councillors Kennett, Rees and Wade.

3.

Minutes pdf icon PDF 83 KB

To confirm the minutes of the Governance and Audit Committee held on 14 March 2018.

Minutes:

The Minutes of the meeting of the Governance and Audit Committee held on 14 March 2018 were agreed as a correct record and signed by the Chairman.

4.

Matters Arising

Minutes:

There were no matters arising.

5.

Declarations of Interest

Minutes:

There were no declarations of interests.

6.

Chairman's Report

Minutes:

The Chairman had nothing to report.

 

7.

Corporate Governance Policy, Local Code of Corporate Governance & Draft Annual Governance Statement 2017-18 pdf icon PDF 77 KB

Additional documents:

Minutes:

The Committee considered the following policies and statement:

 

(a)          Corporate Governance Policy

 

(b)          Local Code of Corporate Governance; and

 

(c)          The draft Annual Governance Statement.

 

During the debate, the Board was advised that, in this matter, it was being asked act in its decision-making capacity and consider the governance framework for the Council. When acting in its scrutiny role, the Board would monitor the Council’s performance against the governance framework and monitor this framework, to ensure that it was effective and efficient. Members of the Board were reminded that a workshop had been arranged for 23 July 2018 to enable members of the Board to discuss its scrutiny work programme for 2018/19. 

 

In response to questions raised by members of the Board, the officers advised:

 

(i)           that the format of the quarterly health checks was being reviewed and it was proposed that the new format would be published on the Council’s website shortly;

 

(ii)          that there were no direct budgetary implications arising from the endorsement of these policies;      

 

(iii)         of the Council’s risk management arrangements;      

 

(iv)         that the Council was in the process of ensuring that it complied with the new General Data Protection Regulations (GDPR) and that this work was being undertaken within the existing budget;

 

(v)          that a Privacy Notice required under the new GDPR was being prepared for Councillors by Democratic Services and would be issued shortly; and

 

(v)          that a business case was being prepared for “Paperless Committees”. Councillors were requested to let Democratic Services know if they did not wish to receive paper copies of committee agendas and reports in the future.

 

RESOLVED that the

 

(1)          Council be recommended to adopt the Corporate Governance Policy and the Local Code of Governance as submitted

 

(2)          Annual Governance Statement 2017-18 be endorsed.

 

8.

External Audit Progress Report

To receive verbal updates from the External Auditors.

Minutes:

The Board was advised that the External Auditors were currently analysing whether the internal control was sufficient to plan their audit and determine the nature, timing and extent of testing to be performed for the External Audit. It was proposed that the results would be submitted to the meeting of the Board on 25 July 2018.

 

9.

Internal Audit Progress Report

To consider updates from the Internal Audit Team (if any)

 

Minutes:

There were no matters to report.

 

10.

Monitoring Officer's Report

To receive verbal updates from the Monitoring Officer.

Minutes:

The Monitoring Officer informed the Committee that there had been no new Code of Conduct complaints received since the last meeting.

 

11.

Review of Councillor Allowances pdf icon PDF 77 KB

Additional documents:

Minutes:

The Board received a revised Councillor Allowance Scheme, which reflected the changes to the Council’s governance arrangements approved by Annual Council on 9 May 2018.

 

RESOLVED that Council be recommended to approve the revised Councillor Allowance Scheme as submitted.