Joint Governance Committee (2012 to 2013) - Wednesday, 23rd January, 2013 5.30 pm

Proposed venue: Hollybank Room, Public Service Plaza, Civic Centre Road, Havant, Hants PO9 2AX

Contact: Cynthia Haveron  Democratic Services Officer

No. Item


Apologies for Absence


Apologies for absence were received from Councillors T Hart, O Kennedy and

Caren Tarrant, Havant Borough Council.




The minutes of the last meeting held on 18 September 2012 were confirmed as a correct record and signed.


Matters Arising




Declarations of Interests


There were no declarations.


Havant Borough Council Internal Audit Process Report to 31 December 2013


The Executive Head Governance & Logistics introduced the item. A member of the Audit Team, was also present to answer questions.


The Committee was concerned about the three problems that had been highlighted in the report and in addition raised concerns about other parts of the report. These concerns included:


Staff Recruitment files – personal files did not always contain all copy documents as expected.


Credit Card Procurement – that Tesco club card points were being claimed by several individuals from differing sectors. There was no procedure in place as to whether individuals should or should not be claiming points.


Cash collection action in the event of a fire alarm – concern in the comments column that “updates had been requested on 21/09/12 and 14/12/12 but that none had been received.”


Parking Services – Concerns that “issues still outstanding that prevent effective reconciliations.”


The Committee were not satisfied with officers and suppliers not implementing audit recommendations and asked that urgent action be taken on their concerns.


The Executive Head agreed to take up the concerns of the Committee with Service Managers and CAPITA.


Following the discussion, it was RESOLVED that:


(i)         the report and the comments of the Committee be noted;

(ii)        an update be brought to the Joint Governance Committee meeting on Tuesday 12 March 2013; and

(iii)       It be recorded that the Committee expressed concern about the number of recommendations in audit reports not implemented.


Dispensation for Councillors to Determine the Setting of the Council Tax Precept and Councillors Allowances


The Committee considered Report, LS.01/13, which had been previously circulated.


The Monitoring Officer asked the Committee to note an amendment to the report, it should read “Council Tax Precept” in paragraphs 1.1, 2 (i) and 3.1 of the report.


Following the discussion, it was RESOLVED that the Committee Recommend to Council that it grant dispensation to all Councillors to enable them to:


(i)         consider and determine the Council Tax Precept each year; and

(ii)        consider and determine Councillors Allowances when required.


These dispensations to expire on 30th May 2015.


Roles and Responsibilities of Councillors - Constitution Update


The Committee considered the Differing Role of an Elected Councillor, a copy of which had been circulated under separate cover.


The Monitoring Team explained that the paper was part of the work being undertaken by her and her team in producing new Constitutions for both Councils.


The Committee made a number of minor amendments to the paper.


Following the discussion it was RESOLVED that the paper should be sent to all Councillors of both Councils for their comments and then to be reconsidered by the Committee at the March 2013 meeting.


Terms of Reference


The Committee considered the Terms of Reference of the Joint Governance Committee, a copy of which was circulated at the meeting.


The Monitoring Officer asked the Committee to take the paper away, study it and if they had any suggestions or amendments then bring their comments to the meeting in March 2013.


Future Work Programme


The Monitoring Officer confirmed that the following items would be coming to a future meeting:


           The Constitution

           Terms of Reference

           Regulation of Investigatory Powers Act 2000 (RIPA)


It was suggested that the next meeting should be a workshop to look at the key points of the Constitution.


In response to a question about which Committee audited the Asset Register, the Monitoring Officer agreed to look into this and give the Committee an answer at the next meeting.


Exclusion of the Press and Public


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


(a)       it was 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 these items there would be disclosure to them of exempt information as specified in paragraph 3 of Part I 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.


Havant Borough Council Internal Audit Process Report to 31 December 2012 - Appendix E - Not for Publication


By virtue of Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.


Information relating financial or business affairs of any particular person (including the authority holding that information)