Agenda

Governance & Audit & Standards Committee
Friday, 2nd November, 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 14 September 2018 pdf icon PDF 194 KB

RECOMMENDED that the Minutes of the meeting held on 14 September 2018 be confirmed and signed by the Chair as a correct record.

4.

Audit Performance Status Report to 10 October 2018 pdf icon PDF 478 KB

The purpose of the report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2018/19 to 10th October 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 2018/19 to 10th October 2018

(2)  That Members note the highlighted areas of control weakness from the 2018/19 Audit Plan

Additional documents:

5.

Treasury Management Mid-Year Review 2018/19 pdf icon PDF 363 KB

The purpose of the report is to recommend some minor updates to the Council's MRP policy following discussions with the Council's external auditors, and to inform members and the wider community of the Council’s Treasury Management position at 30 September 2018.

RECOMMENDED that

 

(1)  If the carrying (market) value of an investment property falls below the original value of unsupported borrowing incurred to acquire the investment property excluding fees and other associated costs, minimum revenue provision (MRP) will be charged over the residual life of the property on the shortfall between the current property value and the value of borrowing.

(2)  Minimum revenue provision (MRP) be provided on equity shares over 25 years on an annuity basis.

(3)  It be noted that there have been no breaches of the Treasury Management Policy 2018/19 in the period up to 30 September 2018.

(4)  The actual Treasury Management indicators for September 2018 in Appendix A be noted.

 

 

6.

Data Security Breach Report pdf icon PDF 101 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 Appendix A) that have arisen and the action determined by the Corporate Information Governance Panel (CIGP).

 

Additional documents:

7.

Compliance with the Gifts and Hospitality Protocol pdf icon PDF 142 KB

The purpose of the report is to update members on any issues regarding compliance with the Gifts and Hospitality protocol and to advise on remedies.

 

RECOMMENDED that

(1)  The Committee considers whether or not to make any recommendations for change

(2)  In the absence of any changes, the report is noted

 

 

Additional documents:

8.

Consideration of the Political Balance Rules in relation to the Constitution of Sub-Committees considering complaints against members pdf icon PDF 82 KB

The purpose of the report is to ask the Committee to consider whether it wishes to disapply the political balance rules in respect of its Sub-Committees which consider complaints against Members and to agree that the same rule shall apply to the Initial Filtering Panel.

 

RECOMMENDED that the political balance rules are disapplied in respect of Governance and Audit and Standards Sub-Committees which are considering complaints against Members and also the same arrangement should apply in respect of Initial Filtering Panel membership.

9.

Proposed Change to Constitution Part 3: Rules of Procedure - Policy and Review Panels (Overview and Scrutiny) Procedure Rules pdf icon PDF 85 KB

The purpose of the report is to ask Members to consider a proposed change to the Call In Procedure, as set out in section 15 of the Constitution Part 3: Rules of Procedure - Policy and Review Panels (Overview and Scrutiny) Procedure Rules.

 

RECOMMENDED that Governance & Audit & Standards Committee

 

1.Consider and agree  the proposed amendment set out below:-

 

 That under the heading "Process of call-in" in section 15 of the Constitution Part 3; Rules of Procedure, bullet point 7 be amended to read

 "The lead call-inmember would not be allowed to vote on the item even if they are a member of the management panel."

 

2. Recommend to Council that the Constitution be amended to reflect this change

 

10.

Revisions to the Statutory appointments section in the Constitution pdf icon PDF 99 KB

The purpose of the report is to address the need to make revisions to the statutory appointments section in the constitution.

 

RECOMMENDED that Governance & Audit & Standards Committee

 

1.         Consider and agree the proposed amendment to the Constitution by the following inclusion relating to part 2 responsibility for functions (Section 5c Proper Officer/Statutory Appointments Section):

 

Section

Function

Responsible Officer

86

Declare vacancy in office

CX

87

Give public notice of a casual vacancy

CX

 

2.      Recommend to Council that the Constitution be amended to reflect the above revision.

 

11.

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 item on the grounds that the appendices to the report contains 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.*

 

12.Procurement Management Information

(Exempt Appendices 1, 4 and 5 only)                           3

 

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

particular person (including the authority holding that

information).

12.

Procurement Management Information report pdf icon PDF 832 KB

The purpose of this information only report is to provide evidence to allow the committee to evaluate the extent that Portsmouth City Council is achieving value for money in its contracts for goods, services and works.

 

Additional documents: