Agenda and minutes

There were none

There were none

RESOLVED: That the minutes of the meeting held 22 June 2023 were signed as a true and correct record.

Following a question from a member, the CIA (Chief Internal Auditor) advised that he had introduced a more user friendly risk matrix to assist inexperienced users, and increase their understanding of the scoring. He agreed to consider a more standard system when next reviewed.

(NOTE: The Board is required to receive a deputation(s) on a matter which is before the meeting of the Board provided that notice of the intended deputation and its object shall have been received by the Borough Solicitor by 12 noon on Tuesday 19 September 2023. The total time for deputations in favour and against a proposal shall not exceed 10 minutes)

There were none

(NOTE: The Board 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 Board provided that notice of such Question(s) shall have been submitted to the Borough Solicitor by 12 noon on Tuesday 19 September 2023)

There were none

To update the sub board on the progress of the Audit Plan 2023/24. Agreed (April 2023), to the members with responsibility for governance.

Consideration was given to a report by the Chief Internal Auditor (CIA) updating the Sub Board on the progress of the Audit Plan 2023/24.

Members were advised by the CIA that the report was the standard update report, and despite a lull during the summer due to officer leave, he was confident that the plan would be completed in the timeframe. The CIA explained that it might look slightly different as it covered two financial years, with 2 audits in draft and all those shown in section 10 in progress.

Members were advised that the car parking discrepancy, the purchase cards, insurances and accounts payable issues were all being followed up, any necessary training or update of policy would be put in place and outcomes will be reported back. Items on the exception tracker would be considered at CMT level,however only results of the follow up audits would form part of the report brought to the Sub Board once officially followed up.

The CIA informed the Sub Board that the Risk Register would be brought to the Sub Board twice a year but would be on the Corporate Governance monthly agenda. This would entail a sense check of the whole document and a more indepth focus on 2-3 items.

Members hoped that the business timetable could be considered when bringing the report to Sub Board. Officers agreed to look at a potential timetable and inform Members by email.

Following a question relating to the Accounts Payable audit,the DCX advised that the use of Proactis was going well following on from a programme of training. An update to the system ensured that without an exemption, DN numbers had to be put into the system every time. The second part of the work would tighten up the matching of purchase orders to invoices.

Following a question on the depot audit, Members were advised by the CX that Officers were focusing in finding an alternative site for the depot, and OPE had indicated that they might be prepared to be flexible with the funding subject to receipt of a revised timeline for implementation of the development.

Members were advised in response to a further question, that grant funds for the bus station were required to be returned.

RESOLVED: That the Standards & Audit Sub Board noted the progress of the Audit Plan 2023/24 from 1^st April to 31^st August 2023

To advise the Sub-Board of the Gifts and Hospitality declared by Council Staff for the period April 2022- March 2023

Consideration was given to a report by the Borough Treasurer and Monitoring Officer advising the Sub Board of the Gifts and Hospitality declared by Council Staff for the period April 2022- March 2023.

Members were advised that there were no updates to bring to their attention; nothing of any note to comment on and that 49 declarations was an acceptable number for the number of staff employed. The Officer also advised that the system employed by Gosport Borough Council stood up very well compared to other local authorities.

A Member wished to acknowledge that it was nice to know that customers felt they received good enough service to want to give a gift to the staff member.

RESOLVED: That the Sub Board noted the report