Agenda and draft minutes

Standards and Governance Committee
Wednesday, 27th November, 2019 6.00 pm

Venue: Committee Room 1

Contact: Lisa Young  5340

Items
No. Item

25.

Apologies for non-attendance

Minutes:

An apology for non attendance was received from Councillor Mitchell.

26.

Declarations of interest

Minutes:

There were none.

27.

Minutes of previous meeting pdf icon PDF 63 KB

To approve as a correct record the Minutes of the Committee meeting held on 4 September 2019.

 

Minutes:

RSEOLVED: That the minutes of the meeting held on 4 September 2019 be signed as a true and correct record.

28.

Deputations - Standing Order 3.4

(NOTE: The Committee is required to receive a deputation(s) on a matter which is before the meeting of the Committee provided that notice of the intended deputation and its object shall have been received by the Borough Solicitor by 12 noon on Monday, 25 November 2019.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

Minutes:

There were none.

29.

Public Questions - Standing Order 3.5

NOTE: The Committee is required to allow a total of 15 minutes for questions from Members of the public on matters within the terms of reference of the Committee provided that notice of such Question(s) shall have been submitted to the Borough Solicitor by 12 noon on Monday 25th November 2019)

Minutes:

There were none.

30.

IMPLEMENTING IFRS 16 pdf icon PDF 85 KB

To outline the implications from implementing the International Financial Reporting Standard (IFRS) 16 financial standard from 01 April 2020.

 

Minutes:

Consideration was given to a report of the Borough Treasurer outlining the implications from implementing the International Financial Reporting Standard (IFRS) 16 financial standard from 01 April 2020.

 

RESOLVED:

That the committee notes the requirement for the Council to comply with IFRS 16 and endorses the approach advocated that will mean our 2020/21 financial accounts are in with the new financial regulations.

 

31.

EY - Annual Audit Letter 2018/19 pdf icon PDF 63 KB

The Annual Audit Letter summarises the findings from our 2018/19 audit which was completed in July. It summarises the key messages that were reported in our Audit Results Report presented to the Policy and Organisation Board on 24 July 2019. Our Annual Audit Letter is an important report that has been prepared in line with the requirements of the National Audit Office’s Code of Audit Practice.

 

Additional documents:

Minutes:

Consideration was given to a report of EY detailing the Annual Audit Letter which summarised the findings from our 2018/19 audit which was completed in July.

 

The Committee were advised that the report as presented removed the detailed technical content for a different audience than the July Audit Results Report, with the aim of making it easier to read for a different audience. The headline was that an unqualified audit opinion had been issued by the deadline of 31 July 2019 and an unqualified value for money conclusion had also been issued on 31 July 2019

 

In answer to a Members question, the Board was advised that the governance issues identified had led to the arrangements of the Internal Audit Section and that these were now in the process of being addressed and achieve compliance, which progress as such that a value for money conclusion could be issued.

 

RESOLVED: That the Annual Audit letter be received.

 

.

 

32.

Internal Audit Monitoring Statement from 1st April 2019 - 19th November 2019 pdf icon PDF 55 KB

To table the performance of the Internal Audit Section for 2019/20 (1st April 2019 – 19th November 2019) against the agreed audit plan (April 2019) to the Members with responsibility for governance.

 

Additional documents:

Minutes:

Consideration was given to a report of the Deputy Chief Internal Auditor at Portsmouth City Council tabling the performance of the Internal Audit Section for 2019/20 (1st April 2019 – 19th November 2019) against the agreed audit plan (April 2019) to the Members with responsibility for governance.

 

The Committee were advised of some typographical amendments and the Chairman advised that a conclusion had been reached and that the Head of Internal Audit had now left the Council.

 

The Committee were advised that steps were being undertaken to formalise the current arrangements with Portsmouth City Council and to review the arrangements with Test Valley Council.

 

Members advised that they were grateful for the update, and requested that the best thanks of the Committee and the Council be passed on to the former post holder for their hard work and commitment over a number of years.

 

In answer to a Member’s question, the Committee was advised that the accurate inventory of mobile devices was now complete.

 

 

Members welcomed the new report format and requested assurance that the relevant investigation was made regarding payments to GVA, particularly as they were heavily involved with the allocation of CIL and Gosport Lottery funding.

 

Members were advised that the appropriate audit of services would be considered as part of Audit Planning for 2020/21 and were advised that GVA had no responsibility for the issuing of funds.

 

RESOLVED: That the Standards and Governance Committee note the performance of Internal Audit from 1st April 2019 – 19th November 2019

 

 

33.

Any Other Items

Minutes:

There were none.

34.

Website update pdf icon PDF 121 KB

To brief the Standards and Governance Committee on phase 3 of the Digital Transformation Project (Website solution).

Minutes:

 

By reason of special circumstances, the Chairman determined that the following item be considered at this meeting notwithstanding the fact that the item had not been available for public inspection in accordance with the provisions of Section 100B(4)(a) of the Local Government (Access to Information) Act 1985.

 

The special circumstances were created by the fact that the centre was keen to undertake the development work over the summer and that the project was scheduled to take 3-6 months. The next meeting of the Policy and Organisation Board was not scheduled until September.

 

 

The Head of IT presented a briefing note to the Committee on the phase three of the Digital Transformation Project.