skip navigation
MyAccount
Mobile Site
Full Site
Accessibility
Contact Us
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z


Home
Pay for it Apply for it Report it Latest News What's On

You are here: Home / About The Council / Agenda and minutes

Quick Links

 Meetings, agendas and minutes

 Calendar

 Committees

 Election Results

 Decisions

 Notice of Key Decisions

 Library

 Meetings

 Outside bodies

 Search documents

 Subscribe to updates

 What's new

 Your Councillors

 Your County Councillors

 Your MEPs

 Your MPs

Agenda and minutes

Venue: Collingwood Room - Civic Offices. View directions

Contact: Democratic Services 

Items
No. Item

1.

Apologies

Minutes:

An apology of absence was received from Councillor S D Martin.

2.

Minutes pdf icon PDF 167 KB

To confirm as a correct record the minutes of the Audit Committee meeting hold on 12 March 2018.

Minutes:

RESOLVED that the minutes of the Audit and Governance Committee meeting held on the 12 March 2018 be confirmed and signed as a correct record.

3.

Chairman's Announcements

Minutes:

The Chairman made the following announcement –

 

Update on framework agreements (housing contracts)

 

Members may recall that following the Head of Finance and Audit’s Annual report in July 2017, the Committee asked to receive an update on the actions being taken to put together the framework agreements for spend with contractors and suppliers used by Housing, Property and building Service, which at the moment is breaching Fareham Borough Council’s Procurement Rules.

 

The Managing Director of Fareham Housing provided the Committee with an update, as follows -

 

Fareham Housing is seeking a single suitable contractor to carry out refurbishment of Fareham Borough Council’s Housing stock in four categories of work. These are voids, reactive replacement kitchens and bathrooms; disabled adaptations; and other occasional reactive works.

 

The proposed Contract is to carry out the works using the National Housing Federation (Version 6) Specification in conjunction with bespoke schedules of rates and component rates.

 

The contract duration will be 5 years (3 + 1 + 1) with the anticipated start date of February 2019 following the full procurement process. The estimated value of the contract (full 5-year term) is £6.2m

 

UK / EU Public procurement legislation sets out the procedures by which the Council carries out procurement exercises.  The Council uses the South-East Business Portal (SEBP) as its preferred method of sharing information about forthcoming tendering / contract opportunities.

 

The specification and tender documentation has been prepared by the Planned Maintenance section and the opportunity was advertised on the SEBP on 6 July and runs for 30 days in accordance with EU procurement legislation.

 

The tender will be run as a ‘restricted’ tender. The intention is to select up to 6 suppliers to receive a formal electronic invitation to tender. The short-list for tender process is a desk top exercise based upon the quality of information provided by the Supplier in their Selection Questionnaire (SQ) response along with independent financial analysis.

 

4.

Declarations of Interest and Disclosures of Advice or Directions

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct.

Minutes:

There were no declarations of interest made at this meeting.

5.

Deputations

To receive any deputations of which notice has been lodged.

Minutes:

There were no deputations made at this meeting.

6.

Statement of Accounts 2017/18 pdf icon PDF 167 KB

To consider a report by the Director of Finance and Resources on the draft Statement of Accounts for 2017/18.

Additional documents:

Minutes:

The Committee considered a report by the Director of Finance and Resources on the Statement of Accounts 2017/18.

 

In order to answer a question put to Officers by Members of the Committee during discussion on this item, a request was made for the meeting to go into private session as defined in Paragraph 3 Part 1 of Schedule 12A of the Local Government Act 1972.

 

RESOLVED that in accordance with the Local Government Act 1972 the Public and Press were excluded, as the Committee considered that it is not in the public interest to consider the matters in public on the grounds that they will involve the disclosure of exempt information, as defined in Paragraph 3 of Part 1 of the schedule 12A of the Local Government Act.

 

Following the answer being given to the satisfaction of the Chairman the meeting was brought back into public session.

 

RESOLVED that the Committee approve the audited Statement of Accounts for 2017/18, as attached in Appendix A to the report, for publication by the 31 July 2018, subject to the external auditors completing their outstanding procedures and any further amendments being agreed by the Director of Finance and Resources in consultation with the Chairman of the Audit and Governance Committee.

7.

External Audit - Audit Results Report pdf icon PDF 77 KB

To consider a report from the Director of Finance and Resources summarising the work undertaken by the External Auditors since the last meeting and providing an update of their plans for the 2017/18 audit.

Additional documents:

Minutes:

The Committee considered a report by the Director of Finance and Resources on the External Auditors’ (Ernst & Young LLP) Annual Results.

 

The External Auditors addressed the Committee to deliver their report and took this opportunity to congratulate Officers on meeting the new deadlines set out in the Accounts and Audit Regulations 2015. 

 

RESOLVED that: -

 

(a)  the Committee notes the contents of the Annual Results Report (Appendix A to the report); and

 

(b)  the Director of Finance and Resources and the Chairman of the Audit and Governance Committee sign the Letter of Representation, subject to the External Auditors completing their outstanding procedure and any further amendments to the accounts being agreed by the Director of Finance and Resources in consultation with the Chairman of the Audit and Governance Committee.

8.

IPCO Inspection Report 2018 pdf icon PDF 192 KB

To consider a report by the Head of Finance and Audit which reviews the inspection report from the Investigatory Powers Commissioners Office (IPCO) 2018.

Additional documents:

Minutes:

The Committee considered a report from the Head of Finance and Audit which reviews the inspection report received from the Investigatory Powers Commissioners Office (IPCO) 2018.

 

RESOLVED that the Committee notes: -

 

(a)  the content of the report; and

 

(b)  the action taken to provide up to date training to Officers.

9.

Annual Counter Fraud Report pdf icon PDF 268 KB

To consider the Annual Counter Fraud Report by the Head of Finance and Audit.

Additional documents:

Minutes:

The Committee considered the Annual Counter Fraud Report by the Head of Finance and Audit.

 

RESOLVED that the Committee notes the contents of the report.

10.

Internal Audit Progress Report pdf icon PDF 612 KB

To consider the latest Internal Audit Progress report by the Head of Finance and Audit.

Minutes:

The Committee considered the latest Internal Audit Progress report from the Head of Finance and Audit.

 

RESOLVED that the Committee notes the contents of the report and the findings arising from the Internal Audit work.

11.

Head of Audits Annual Opinion 2017/18 pdf icon PDF 381 KB

To consider the Head of Audit’s Annual Opinion report by the Head of Finance and Audit.

Minutes:

The Committee considered a report by the Head of Finance and Audit on the Head of Audit’s Annual Opinion.

 

RESOLVED that the Committee notes the contents of the report as a source of evidence for the 2017/18 Annual Governance Statement.

12.

Annual Governance Statement 2017/18 pdf icon PDF 393 KB

To consider a report by the Head of Finance and Audit on the 2017/18 Annual Governance Statement.

Additional documents:

Minutes:

The Committee considered a report by the Head of Finance and Audit on the 2017/18 Annual Government Statement.

 

RESOLVED that the Committee approve the Annual Governance Statement for 2017/18, as attached in Appendix C of the report with no changes required.

13.

Review of Work Programme pdf icon PDF 185 KB

To consider a report by the Head of Finance and Audit reviewing the Work Programme and Training Plan.

Minutes:

The Committee considered a report by the Head of Finance and Audit reviewing the Work Programme and Training Plan.

 

RESOLVED that the Committee approve the Work Programme for the rest of the municipal year, as shown in Appendix A of the report.

14.

Procurement and Contract Procedure Rules pdf icon PDF 169 KB

To consider a report from the Head of Democratic Services and the Head of Finance and Audit on updates to the Contract Procedure Rules and how these updates improve the Council’s procurement process.

Additional documents:

Minutes:

The Committee considered a report from the Head of Democratic Service and the Head of Finance and Audit on updates to the Council’s Contract Procedure Rules and how these updates improve the Council’s procurement process.

 

RESOLVED that the Committee: -

 

(a)  agrees the Procurement and Contract Procedure Rules policy document, as attached as Appendix B to the report and recommends the adoption of the policy to Council for approval; and

 

(b)  recommends to Council that the budget expenditure authorisation limits in Financial Regulation 4 are changed to match the limits for awarding and signing contracts in the new Procurement and Contract Procurement Rules, as outlined in Appendix A to the report.

15.

Exclusion of Public and Press

To consider whether it is in the public interest to exclude the public and representatives of the Press from the remainder of the meeting on the grounds that the matters to be dealt with involve the likely disclosure of exempt information, as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

Minutes:

RESOLVED that in accordance with the Local Government Act 1972 the Public and Press be excluded from the remainder of the meeting, as the Committee considers that it is not in the public interest to consider the matters in public on the grounds that they will involve the disclosure of exempt information, as defined in Paragraph 3 of Part 1 of the schedule 12A of the Local Government Act.

16.

Update on appointment of External Auditors for Certification Work

To receive and update report from the Director of Finance and Resources on the appointment of the External Auditors for the Council’s certification work.

Minutes:

The Committee considered a report from the Director of Finance and Resources on the appointment of the External Auditors for the Council’s certification work.

 

RESOLVED that the Committee notes the award of contract, by the Director of Finance and Resources, for the annual housing benefit subsidy claims certification work for three years with an option to extend for two years from 2018/19 to KPMG.

 

 




Browse

Follow us

Facebook Twitter You Tube Flickr

View Fareham
Today online





Fareham Borough Council, Civic Offices, Civic Way, Hampshire, PO16 7AZ
Tel: +44 (0) 1329 236100 | Mobile Text/Photo: 07876 131415 | Fax: +44 (0) 1329 821770
Read page with Browse Aloud GOV.UK Get Safe Online
Fareham Borough Council: List of RSS Feeds