Agenda and minutes

There were none

There were none

RESOLVED: That the minutes of the meeting held 21 September 2023 were signed as a true and correct record.

Following a question from a Member, the CIA (Chief Internal Auditor) agreed to circulate a potential timetable for bringing the Risk Register to the Sub Board.

(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 14 November 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 14 November 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.

The CIA advised that this was the standard report, which showed the picture up to the end of October. Members were advised that good progress had been made, and the assignments were on course to be completed on time, and any potential delays were explained in the report.

The CIA pointed out that the planned Recruitment and Retention audit had been taken out, and a Health & Safety audit put in, although it would be risk assessed and potentially added to the next cycle.

In answer to a Members question, the CIA explained that although the Emergency Planning- Corporate audit had probably been completed, it would not be followed up until the next financial year.

Members were advised that the data in the IT Helpdesk-IT audit only applied to the performance of the helpdesk and not across the board.

RESOLVED: That the Standards and Audit Sub Board noted the progress of the Audit Plan 2023/24 from April 1^st to 27^th October 2023.

To advise the Sub Board of the Annual Review Letter 2023 received from the Local Government Ombudsman

Consideration was given to a report by the Chief Executive advising the Sub Board of the Annual Review Letter 2023 received form the Local Government Ombudsman.

The Chief Executive advised Members that the only action required by the Ombudsman for the whole year was to include a policy on the website.

Members were pleased to see how well Gosport fared against other local authorities, and felt that the complaints department must have a good handle on the process. They were advised that the process is being considered to see if more can be resolved at stage 1.

RESOLVED: That the Sub Board noted the report

To report to the Sub Board on the performance of the administration of Freedom of Information (FOI) Requests

Consideration was given to a report by the Borough Solicitor and Monitoring Officer (BSMO)reporting the performance of the Freedom of Information request process.

The BSMO drew the Members attention to the low number of requests that are refused, ensuring transparency of information, the decrease in the turnaround time and the number of requests that originate from companies wanting information to help with sales enquiries.

Members recognised the importance of good management at the beginning of the process to ensure early identification of who is best placed to answer, and to monitor progress which may include chasing section heads to ensure a prompt response.

Members advised that they would like to see details of any requests that resulted in an internal review, and maybe a flavour of the most requested topics of information be included in future reports.

RESOLVED: That the Sub Board noted the report

This report sets out the need for the Council to review its Code of Conduct for Members and Arrangements for Dealing with Allegations of Breaches of the Code of Conduct.

Consideration was given to a report by the Borough Solicitor and Monitoring Officer (BSMO) setting out the need for the Council to review its Code of Conduct for Members and Arrangements for Dealing with Allegations of Breaches of the Code of Conduct.

The BSMO advised that he felt the Code was working reasonably well, certainly compared to other local authorities and could see no requirement at this time to change or update.

In answer to a Member’s question, the BSMO advised that the process is very limited in what can be applied in terms of sanctions and the Sub Board discussed a range of potential outcomes including publication of the outcomes.

Members felt that the political groups could impose more appropriate and effective sanctions.

Members agreed to discuss this subject further at the next meeting with the possibility of setting up a group to explore the options.

RESOLVED: That the Sub Board noted the report.

That the Chairman considers urgent.