Agenda

Governance & Audit & Standards Committee - Friday, 5th March, 2021 2.00 pm

Venue: Virtual Remote Meeting. 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 15 January 2021 pdf icon PDF 223 KB

RECOMMENDED that the minutes of the meeting held on 15 January  2021 be approved and signed by the Chair as a correct record.

4.

Elected Member's Training Report and Calendar pdf icon PDF 145 KB

The purpose of this information only report is to advise members of the Committee of the planned elected members training calendar for 2021.

 

The report is for noting.

Additional documents:

5.

Internal Audit Plan 2021/22 pdf icon PDF 135 KB

The purpose of the report is to present the proposed Internal Audit Plan for 2021/22 to the committee for approval, as set out in Appendix A.

 

RECOMMENDED that the Committee approve the proposed Internal Audit Plan for 2021/22 as set out in Appendix A.

                   

 

Additional documents:

6.

Audit Performance Status Report pdf icon PDF 128 KB

The purpose of the report is to update the Governance and Audit and Standards Committee on the Internal Audit Performance for 2020/21 to 18th February 2021 against the Annual Audit Plan, highlight areas of concern and areas where assurance can be given on the internal control framework.

 

 

RECOMMENDED thatMembers note the Audit Performance and results for 2020/21 to 18th February 2021.

 

 

Additional documents:

7.

Data Security Breaches pdf icon PDF 139 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:

8.

External Auditors outline indicative 2020/21 Audit Plan pdf icon PDF 3 MB

External Auditors Outline Audit Plan 2020 -21 for noting.

9.

External Auditors 2019/20 Annual Audit Letter pdf icon PDF 2 MB

External Auditors Annual Audit Letter.

This item is for noting.

10.

Treasury Management Monitoring Report Qtr 3 pdf icon PDF 161 KB

(1)  The purpose of the report is to inform members and the wider community of the Council’s Treasury Management position, i.e. its borrowing and cash investments at 31 December 2020 and of the risks attached to that position.

(2)  Whilst the Council has a portfolio of investment properties and some equity shares that were acquired through the capital programme; these do not in themselves form part of the treasury management function and are not considered as part of this report.

 

RECOMMENDED

(1)  That it be noted the Council's Treasury Management activities have remained within the Treasury Management Policy 2020/21 in the period up to 31 December 2020.

(2)  That the actual Treasury Management indicators as at 31 December 2020 set out in Appendix A be noted.

Additional documents:

11.

Treasury Management Policy 2021/22 pdf icon PDF 193 KB

The purpose of this report is to obtain the Council’s approval of the updated Treasury Management Policy Statement (attached) which includes the Annual Investment Strategy. It is before this Committee for scrutiny and comment before going on to Cabinet and then to Full Council for approval.

 

RECOMMENDED that the Committee note the recommendations in section 3 of the report that will go on to Cabinet and then to Full Council for approval.

 

Additional documents:

12.

Appointment/re-appointment of Independent Persons pdf icon PDF 142 KB

The purpose of the report is to outline the requirements for and consider the reappointment of two Independent Persons whose terms are coming to an end and to add an additional Independent Person, pursuant to the provisions of Section 28 of the Localism Act 2011.

 

RECOMMENDED that Governance and Audit and Standards Committee recommend that;

1)        The Council increases the number of Independent Persons to up to five (from up to four);

2)        The Council reappoint Carole Damper and Diana Turner as Independent Persons for a further three years from 1 May 2021 through to 30 April 2024, and;

3)        The Council appoint Chris Rider as an Independent Person for three years from 1 May 2021 through to 30 April 2024 (subject to 1 above being agreed).

 

13.

Members Allowances Report pdf icon PDF 171 KB

The purpose of the report is

 

(1)          To seek approval for the review process from the Governance & Audit & Standards Committee

 

(2)          To recommend to Council the findings of the Independent Remuneration Panel in respect of the Members' Allowances Scheme.

 

 

RECOMMENDED  

 

To Governance & Audit & Standards Committee

 

That it approves the review process.

 

To Council (via Governance & Audit & Standards Committee)

 

(1)      That no change should be made at present to any of the various elements comprising the Members' Allowances Scheme ("the Scheme") attached as Appendix 1 on the basis that the existing index linked arrangement should continue to be applied.

 

(2)      To note that the Panel aims to revisit the Scheme in around one year's time to consider any possible changes the Panel may deem appropriate at that time

 

(3)      Note in any event a further review will be required within four years of the last review taking place

 

(4)      That the existing Independent Review Panel be retained as a Standing Panel in the interim period, to consider any issues that arise in connection with the Scheme before the next review, either by email or in meetings.

 

(5)      The members of the Independent Review Panel be thanked for their time and attention in undertaking the Review.

 

Additional documents:

14.

Exclusion of Press and Public

In view of the contents of the appendices to 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 appendices are 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 asked to dispose of exempt documentation as confidential waste at the conclusion of the meeting.

 

Item                                                                                        Exemption Para No.*

 

15. Procurement Management Information

(Exempt Appendices 1, 2 and 3)                                                3

 

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

15.

Procurement report pdf icon PDF 218 KB

The purpose of the report is to provide evidence to allow the committee to evaluate the extent that Portsmouth City Council is producing contracts for goods, works and services in a legally compliant value for money basis.

 

The report is for noting.