Agenda

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Items
No. Item

1.

Apologies for Absence

2.

Declarations of Members' Interests

3.

Minutes of the Meeting held on 1 July 2016 pdf icon PDF 121 KB

RECOMMENDED that the minutes of the meeting held on 1 July 2016 be confirmed and signed by the Chair as a correct record.

4.

Updates on actions identified in the minutes

5.

Annual Governance Statement 2015 to 2016 pdf icon PDF 97 KB

The purpose of the report is to seek approval from the Governance and Audit and Standards Committee for the council's finalised Annual Governance Statement (AGS) for 2015/16 and for the associated framework for monitoring progress.

 

RECOMMENDED that the Committee:

 

1)        Note the progress and recommendations made against the 2014/15 annual governance issues as set out in Appendix 1

2)        Approve the Annual Governance Statement 2015/16 for publication (Appendix 2)

3)        Confirm the Local Code of Governance as set out in Appendix 3.

 

Additional documents:

6.

Statement of Accounts 2015/16 pdf icon PDF 84 KB

The final version will be tabled on the day for the Chair to sign off.  Members of the committee have already received copies of the draft.

(Note that the Annual Governance Statement must be signed off first. )

 

RECOMMENDED that the Statement of Accounts be approved.

7.

External Audit Annual Results Report 2015/16 pdf icon PDF 169 KB

Chair to sign the  Letter of Representation.

8.

Audit Performance Status Report to 18th August 2016 pdf icon PDF 185 KB

The purpose of the report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2016/17 to 18th August 2016 against the Annual Audit Plan, highlight areas of concern and areas where assurance can be given on the internal control framework.

 

RECOMMENDED

 

(1)  That Members note the Audit Performance for 2016/17 to 18th August 2016.

(2)   That Members note the highlighted areas of control weakness for the 2016/17 Audit Plan

 

Additional documents:

9.

Treasury Management Outturn Report 2015/16 pdf icon PDF 512 KB

(To this Committee for information - also going to Cabinet and Council)

 

Purpose. The Chartered Institute of Public Finance and Accountancy’s (CIPFA) Prudential Code requires local authorities to calculate prudential indicators before the start of and after each financial year. Those indicators that the Council is required to calculate at the end of the financial year are contained in Appendix A of this report.

The CIPFA Code of Practice on Treasury Management also requires the Section 151 Officer to prepare an annual report on the outturn of the previous year. This information is shown in Appendix B of the report.

 

RECOMMENDED that the Governance and Audit and Standards

Committee receive the report and note the recommendations relating to

Appendices A and B as set out in paragraph 2 of the report.

10.

Treasury Management Mid-Year Review 2016/17 pdf icon PDF 566 KB

(To this Committee for information - also going to Cabinet and Council)

 

The purpose of the report is to review the current treasury management position and strategy and make recommendations to improve the strength and performance of the treasury management operation. This report seeks to further diversify the Council's investment portfolio by increasing the number of countries that the Council can invest in and by allowing investments with a BBB credit rating. Appendix A aims to inform members and the wider community of the Council’s current Treasury Management position and of the risks attached to that position.

 

RECOMMENDED that recommendations 1. to 9. set out in paragraph 2 of

the attached report be noted.

11.

Quarterly Performance Management Update pdf icon PDF 204 KB

The purpose of the report is to advise of significant performance issues, arising from Q1 performance monitoring, to Governance and Audit and Standards committee and highlight areas for further action or analysis.

 

RECOMMENDED that the Committee Is asked to:

 

(1)  Note the report

(2)  Note the overall improvement in quality of reports , and the  commentary from the Deputy Chief Executive at section 5

(3)  Comment on the performance issues highlighted in section 3, including agreeing if any further  action is required

(4)  Agree the actions proposed in section 4.

Additional documents:

12.

Risk and Assurance Management Policy pdf icon PDF 172 KB

The purpose of the report is to present the council's risk and assurance management policy to the Governance and Audit and Standards Committee for approval.

 

RECOMMENDED that the Committee is asked to

(1)  Approve the attached Risk and Assurance Management Policy

(2)  Agree to review the risk management policy in September 2017, including risks current at the time and lessons learnt over the previous year

 

Additional documents:

13.

Proposed amendments to the Arrangements for the Assessment, Consideration and Investigation of Complaints against Councillors pdf icon PDF 99 KB

The purpose of the report is to allow members to further consider proposed changes to the arrangements for the consideration and investigation of complaints against members, which were presented to members for consideration on 1 July 2016.

 

RECOMMENDED that the Committee is asked to consider and recommend to Council the following amendments to the process:

 

(1)  Approve the amended Arrangements for Assessment, Investigation and Determination of Complaints attached at Appendix 1 to this report.

(2)  Approve the amended Complaint Form attached at Appendix 2 to this report.

 

 

Additional documents:

14.

Notice of Motion Referral - Local Elections Once Every Four Years pdf icon PDF 117 KB

Draft Statement attached for consideration by the Committee and to go on to the next Council meeting.

The Committee is asked to consider what it wishes to report back to Full Council. 

 

15.

Corporate Complaints received Quarter 1 2016/17 pdf icon PDF 107 KB

(Information only report)

The purpose of the report is to provide the Governance & Audit & Standards Committee with information regarding complaints received by Portsmouth City Council during quarter 1, 2016/17.

16.

Local Government Ombudsman Complaints 2015/16 pdf icon PDF 159 KB

(Report for information only)

The purpose of the report is to bring to the attention of the Committee the Annual Review of Complaints by the Local Government Ombudsman dated July 2016 regarding the complaints it has considered against Portsmouth City Council for the year 2015/2016.

17.

Exclusion of Press and Public

That in view of the contents of the following items on the agenda the

Committee is RECOMMENDED to adopt the following motion:

 

“That, under the provisions of Section 100A of the Local Government

Act, 1972 as amended by the Local Government (Access to Information)

4

Act, 1985, the press and public be excluded for the consideration of the

following items on the grounds that the reports contain information

defined as exempt in Part 1 of Schedule 12A to the Local Government

Act, 1972”.

 

The public interest in maintaining the exemption must outweigh the

public interest in disclosing the information.

Under the Local Authorities (Executive Arrangements) (Meetings and

Access to Information) England Regulations 2012, regulation 5, the

reasons for exemption of the listed items is shown below.

 

Members of the public may make representation as to why the item

should be held in open session. A statement of the Council’s response

to representations received will be given at the meeting so that this can

be taken into account when members decide whether or not to deal with

the item under exempt business.

(NB The exempt/confidential committee papers on the agenda will

contain information which is commercially, legally or personally

sensitive and should not be divulged to third parties. Members are

reminded of standing order restrictions on the disclosure of exempt

information and are invited to return their exempt documentation to the

Senior Local Democracy Officer at the conclusion of the meeting for

shredding.)

 

Item                                                                                        Exemption Para No.*

 

18. Procurement Management Information Report               1,2 and 3

 

19. Data Security Breaches Report                                           1 and 2

 

1. Information relating to any individual

2. Information that is likely to reveal the identity of an individual

3. Information relating to the financial or business affairs of any

particular person (including the authority holding that information)

18.

Procurement Management Information Report pdf icon PDF 329 KB

The purpose of this quarterly report is to update the Committee on steps being taken to demonstrate that PCC is achieving value for money from its contracts for goods and services.

RECOMMENDED

(1)  That members note that purchase order compliance for June 2016 was 98% against the target of >95%

(2)  That members note the performance of our suppliers and contractors and actions in progress to address poor performance

 

19.

Data Security Breaches Report pdf icon PDF 100 KB

The purpose of the report is to inform the Committee of any Data Security Breaches and actions agreed/taken since the last meeting.

 

RECOMMENDED that Members of the Governance & Audit & Standards Committee note the breaches (by reference to Exempt Appendix A) that have arisen and the action determined by the Corporate Information Governance Panel (CIGP).