Agenda and minutes

Governance Committee
Monday, 6th June, 2016 5.00 pm

Venue: Conference Room 3 - Civic Centre

Contact: Claire Heather, Senior Democratic Support Office  023 8083 2412

Items
No. Item

1.

Election of Vice Chair

To elect Vice Chair for the Municipal Year 2016/2017.

Minutes:

RESOLVED: that Councillor Keogh be elected as Vice-Chair for the 2016/2017 Municipal Year.

2.

Minutes Of Previous Meeting (Including Matters Arising) pdf icon PDF 51 KB

To approve and sign as a correct record the Minutes of the meeting held on 25th April 2016 and to deal with any matters arising, attached.

 

Minutes:

RESOLVED: that the minutes for the Committee meeting on 25th April 2016 be approved and signed as a correct record.

 

3.

FREEDOM OF INFORMATION, DATA PROTECTION AND REGULATION OF INVESTIGATORY POWERS ACTS: ANNUAL REVIEW 2015-16 pdf icon PDF 518 KB

Report of the Service Director Legal and Governance detailing statistical information for the financial year 2015-16, the eleventh year of implementation of the Freedom of Information Act 2000 (FOIA) and associated legislation. The report also details statistical information on requests received under the Data Protection Act 1998 (DPA) and the Council’s activity under the Regulation of Investigatory Powers Act 2000 (RIPA).

Minutes:

The Committee received and noted the report of the Service Director Legal and Governance detailing the Freedom of Information, Data Protection and Regulations of Investigatory Powers Acts Annual Review 2015/2016.  The report also provided statistical information for the period 1st April 2015 to 31st March 2016 relating to Freedom of Information and associated legislation, Data Protection Act 1998 and Regulations of Investigatory Powers 2000.

4.

Chief Internal Auditor Annual Report & Opinion 2015 - 2016

Report of the Chief Internal Auditor's detailing the Annual Report and Opinion for 2015 - 2016 on assurances in respect of the governance, control and risk environment within the Council.

Additional documents:

Minutes:

The Committee considered the report of the Chief Internal Auditor detailing the Chief Internal Auditor Annual Report and Opinion for 2015/2016.  It was noted that the report concluded that Southampton City Council’s Framework of Governance, Risk Management and Control was adequate, however the Committee raised concern as to the ongoing issues with PARIS and non-residential billing.

 

RESOLVED

(i)  That the Chief Internal Auditor Annual Report and Opinion 2015/2016 be approved; and

(ii)  That a report be submitted to the November meeting providing a detailed analysis of the ongoing issues with PARIS and non-residential billing.

5.

REVIEW OF PRUDENTIAL LIMITS AND TREASURY MANAGEMENT OUTTURN 2015/16 pdf icon PDF 204 KB

Report of the Council’s S151 Officer detailing Treasury Management activities and performance for 2015/16 against the approved Prudential Indicators for External Debt and Treasury Management.

Additional documents:

Minutes:

The Committee considered the report of the Section 151 Officer detailing the Review of Prudential Limits and Treasury Management Outturn 2015/2016.  The report provided details of the treasury management activities and performance for 2015/2016 against the approved prudential indicators for external debt and treasury management.

 

RESOLVED

(i)  That the Treasury Management activities for 2015/2016 and the outturn on the Prudential Indicators be noted;

(ii)  That the continued proactive approach to Treasury Management had led to reductions in borrowing costs and safeguarded investment income during the year be noted;

(iii)  That the revised Minimum Revenue Provision as detailed in paragraph 50 – 52 of the report be noted;

(iv)  That Council be recommended to approve the revised Minimum Revenue Provision and delegate authority to the Section 151 Officer to make any future changes which benefited the Authority and to report back at the next Treasury update; and

(v)  That a detailed Treasury Management briefing be provided to the Committee at the mid-year reporting cycle.

6.

FINANCIAL STATEMENTS 2015/16 pdf icon PDF 116 KB

Report of the Council’s S151 Officer setting out the draft unaudited Financial Statements for 2015/16 for consideration and sign off.

Minutes:

The Committee considered the report detailing the Financial Statements for 2015/2016 which in accordance with the Accounts and Audit Regulations 2011 were signed by the Section 151 Officer on 13th May 2016 which was earlier than the statutory requirement to have the statements signed by 30th June 2016.

 

RESOLVED

(i)  That the draft Financial Statements 2015/2016 had been signed by the Section 151 Officer be noted;

(ii)  That the approval of the audited Financial Statements 2015/2016 by Governance Committee would take place on 25th July, 2016 be noted; and

(iii)  That the revision to the statement on the Minimum Revenue Provision Policy as set out in paragraph 42 of the report be noted.

7.

Annual Governance Statement 2015 - 16 pdf icon PDF 74 KB

Report of the Service Director Strategic Finance & Commercialisation seeking to review the draft Annual Governance Statement 2015-16 and to note the status of the 2014-15 Action Plan

Additional documents:

Minutes:

The Committee considered the report of the Service Director Finance and Commercialisation detailing the Annual Governance Statement 2015/2016 which in accordance with the Accounts and Audit Regulations the Council was required to develop and publish.

 

RESOLVED

(i)  That the Annual Governance Statement 2015/2016 be approved; and

(ii)  That the status of the 2014/2015 Annual Governance Statement Action Plan be noted.