Agenda

Governance & Audit & Standards Committee
Friday, 9th March, 2018 10.30 am

Venue: The Executive Meeting Room - Third Floor, The Guildhall. View directions

Contact: 023 9283 4058  Email: Vicki.plytas@portsmouthcc.gov.uk

Webcast: View the webcast

Items
No. Item

1.

Apologies for Absence

2.

Declarations of Members' Interests

3.

Minutes of the Meeting held on 2 February 2018 pdf icon PDF 252 KB

RECOMMENDED that the minutes of the meeting held on 2 February 2018 be confirmed and signed by the Chair as a correct record.

4.

Annual Audit Letter for the year ended 31 March 2017 pdf icon PDF 2 MB

The Committee is asked to note the Annual Audit Letter.

5.

External Auditor's Progress Report pdf icon PDF 141 KB

The Committee is asked to note the External Auditor's Progress Report.

6.

Treasury Management Policy 2018/19 pdf icon PDF 274 KB

The report is before this Committee for information only.  The purpose of this report is to obtain the Council’s approval of the updated Treasury Management Policy Statement (attached) which includes:

·         Annual Minimum Revenue Provision for Debt Repayment Statement

·         Annual  Investment Strategy

 

RECOMMENDED that the Committee notes the recommendations to Council set out in section 3 of the report.

Additional documents:

7.

Audit Performance Status Report to 13 February 2018 pdf icon PDF 233 KB

The purpose of this report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2017/18 to 13th February 2018 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 2017/18 to 13th February 2018

(2)  That Members note the highlighted areas of control weakness from the 2017/18 Audit Plan.

(3)  That Members approve the proposed Internal Audit Charter & Code of Ethics (Appendix C) and the Internal Audit Counter Fraud Strategy (Appendix D) for the use of Audit resources for 2018-19.

                   

 

 

 

Additional documents:

8.

Quarterly Performance Management Update pdf icon PDF 166 KB

Purpose -To report significant performance issues, arising from Q3 performance monitoring, to Governance and Audit and Standards committee and highlight areas for further action or analysis.

 

Recommendations

 

The Governance and Audit and Standards Committee is asked to:

(1)  Note the report

(2)  Note the continued  improvement in quality of reports from directorates

(3)  Agree if any further  action is required in response to performance issues highlighted

 

 

Additional documents:

9.

Councillor Training and Development pdf icon PDF 194 KB

This report is to update the Governance & Audit & Standards Committee on the position of training for councillors and to offer a proposed training calendar for 2018 following the Local Government elections.

 

RECOMMENDED that

 

(1)  Governance & Audit & Standards Committee approve the annual training plan prior to delivery (Appendix 1)

(2)  Group Leaders support attendance on required training.

 

 

Additional documents:

10.

Changes to the Standing Orders (Council Procedure Rules) pdf icon PDF 84 KB

The purpose of the report is to ask members to consider a proposed revision to the content of the Standing Orders.

 

RECOMMENDED  that the Committee:

 

(1)  Considers the proposed amendments to the Standing Orders in accordance with the revisions set out in Appendix 1 to this report.

(2)  Recommends to Council that  the revised Standing Orders are adopted.

(3)  Agrees that the City Solicitor may make amendments to the standing orders to reflect any changes arising out of legislative changes, deal with typographical alterations or amend the layout of the document, none of which would change the material substance of the standing orders.

 

 

Additional documents:

11.

Proposed amendments to the Council's constitution Part 2 - Responsibility for Functions: Chief Officers' Delegated Authority pdf icon PDF 99 KB

The purpose of the report is to consider the attached revised Part 2 Decision Making and its adoption as part of the Council's constitution.

 

RECOMMENDED that the committee is asked to

 

(1)  Approve the proposed amendments to Part 2 Decision Making of the Council's constitution at Appendix 1 to this report and recommend adoption by Full Council on 20 March 2018, subject to paragraph 2.4 below.

 

(2)  Agree that the City Solicitor may make amendments to the scheme of delegation which reflect changes in legislation, structure within the Council or typographical amendments, none of which would result in changes in extent of delegations to officers.

 

(3)  Agree that the City Solicitor may make amendments to the constitution to reflect any changes arising out of legislative changes, deal with typographical alterations or amend the layout of the document, none of which would change the material substance of constitution.

 

(4)  Note the amendments to Part 2 Section 3 Responsibility for Cabinet Functions as these responsibilities are within the gift of the Leader.

 

 

 

 

 

Additional documents:

12.

Appointment of Independent Persons pdf icon PDF 98 KB

(report marked to follow published on 6 March 2018)

 

The purpose of the report is to outline the requirements for and consider the appointment of up to four Independent Persons, pursuant to the provisions of Section 28 of the Localism Act 2011.

 

Recommendations

 

That Governance & Audit & Standards Committee recommend that Council appoints the following Independent Persons for three years through to May 2021:

 

(1) Mr Bill Bailey

(2) Ms Carole Damper

(3) Ms Diana Turner

 

 

13.

Exclusion of Press and Public

In view of the contents of the following item 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) 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 item is shown below.

 

(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.*

14.

Verification of Housing Benefits Framework (Exempt Appendix only)

3

 

 

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

14.

Verification of Housing Benefits Framework pdf icon PDF 105 KB

(Please note that the policy is exempt and provision has been made on the agenda to move into exempt session for consideration of the exempt appendix)

(Report originally marked to follow published on 6 March 2018)

 

The purpose of the report is to approve Portsmouth City Council's policy relating to Risk Based Verification of Housing Benefit and Council Tax Support claims

 

RECOMMENDED that the Governance & Audit & Standards Committee:

 

(1)  Approve the policy at Appendix 1

(2)  Note that DWP Circular HB/CTB S11/2011 provides guidance on the policy and requires that the policy should not be made public due to the sensitivity of its contents

 

Additional documents: