Agenda and minutes

Audit & Governance Committee - Monday, 25th September, 2023 6.30 pm

Public access to this meeting is available via between the hours of 6.15pm – 6.30pm via the main door of the Municipal Buildings on West Street, Boston

Venue: Committee Room, Municipal Buildings, West Street, Boston PE21 8QR

Contact: Pippa Rose, Democratic Services Officer  01205 314228 email:  pippa.rose@boston.gov.uk

Media

Items
No. Item

17.

APOLOGIES

To receive apologies for absence.

Minutes:

Apologies for absence were received from Councillor David Scoot

18.

MINUTES pdf icon PDF 100 KB

To sign and confirm the minutes of the last meeting.

Minutes:

The minutes of the previous meeting held on the 13th July 2023 were agreed.

19.

DECLARATION OF INTERESTS

To receive declarations of interests in respect of any item on the agenda.

Minutes:

None

20.

PUBLIC QUESTIONS

To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on Wednesday 20th September 2023.

Minutes:

None

21.

QUARTER 1 - RISK MANAGEMENT REPORT pdf icon PDF 197 KB

(A report by Suzanne Rolfe, Transformation and Insights Group Manager)

Additional documents:

Minutes:

The Leader presented the Quarter 1 Risk Management Report. Under its terms of reference, Audit and Governance is responsible for monitoring the effective development and operation of risk management.

 

A shared approach to risk management had been agreed across the Partnership with common formatting but not content. A revised Risk Management Policy had been drafted for proposed adoption across the Partnership. This would be reviewed by Portfolio Holders and the Senior Leadership Team before being reviewed by the Audit & Governance Committee and Cabinet ahead of formal approval by Full Council.

 

The strategic risk register had been developed by reviewing the priorities in Boston’s Corporate Strategy and the risks were set out in Appendix A to the report.

 

The Leader explained that two new risks had been identified across the Partnership relating to the implementation of the Environmental Act and the introduction of Extended Producer Responsibility. Which were assessed as high risk and medium risk respectively. 

 

Resolved: That the Committee notes the report.

22.

QUARTER 1 TREASURY MANAGEMENT UPDATE 2023/24 pdf icon PDF 217 KB

(A report by Sean Howsam, Treasury and Investment Manager – PSPS)

Additional documents:

Minutes:

The Interim Treasury & Investments Manager PSPS presented the Treasury Management update report which provided Members with an update on treasury management. The Council’s Treasury Management Strategy Statement and Annual investment strategy was appended to the report and it helped to ensure best practice is maintained as required by CIPFA Code of Practice for Treasury Management.

 

The Committee reviewed the following items as contained within the report;

·         An economic update for the first quarter of the 2023/24 financial year

·         The outlook for the remainder of the financial year along with interest rate forecasts

·         A review of the Treasury Management Strategy Statement and Annual Investment Strategy

·         A review of the Council’s investment portfolio for 2023/24

·         A review of the Council’s borrowing strategy for 2023/24

·         Debt rescheduling

·         Compliance with Treasury and Prudential Indicators.

 

RESOLVED: That the report be received and noted.

 

23.

DRAFT PROCUREMENT STRATEGY PRESENTATION pdf icon PDF 392 KB

(A presentation by Martin Gibbs, Head of Procurement and Contracts)

Additional documents:

Minutes:

The Head of Procurement & Contracts gave a presentation on the proposed Procurement Strategy for the period 2023-2026. The draft strategy would be presented to Cabinet in October and Full Council in November for adoption. By having this strategy formally in place, it would provide a clear decision for Procurement throughout the next 3 years.

 

Adoption of the Strategy was a specific action and recommendation in the Annual Delivery Plan 2023/24. This was also a key strand of the South & East Lincolnshire Councils Partnership Business Case, recognising that through joint procurement the Councils could deliver significant savings.

 

The Strategy was particularly important at this time, given the scale of projects the Council had underway through the Town’s Fund and Levelling Up Agenda; and the associated joint procurement opportunities with its partner Councils. The combined spend of the Partnership Councils on capital projects in the coming years would be in excess of £100 million.

 

During discussions, the Head of Procurements & Contacts confirmed that the Procurement team were looking to attend local small businesses to provide training on how to bid for contracts. The Committee were in full support of this.

 

Resolved: That the presentation be noted.

 

24.

WORK PROGRAMME pdf icon PDF 108 KB

(For Members to consider the Committee’s work programme.)

Minutes:

Resolved: That the work programme be noted.

25.

EXEMPT INFORMATION

To consider excluding the press and public from the meeting for the following item of business under section 100(A)(4) of the Local Government Act 1972, on the grounds that, if they were present there could be disclosed to them exempt information as defined in paragraph 1 of Part 1 of schedule 12A of the Act (as amended)

 

Minutes:

Resolved: That the committee agree to exclude the press and public from the meeting for the following item of business under section 100(A)(4) of the Local Government Act 1972, on the grounds that, if they were present there could be disclosed to them exempt information as defined in paragraph 1 of Part 1 of schedule 12A of the Act (as amended)

26.

CO-OPTED INDEPENDENT MEMBER APPOINTMENT pdf icon PDF 274 KB

(A report by John Medler, Assistant Director – Governance & Monitoring Officer)

 

 

Additional documents:

Minutes:

The discussion of this minute is confidential under section 100(A)(4) of the Local Government Act 1972, as defined in paragraph 1 of Part 1 of schedule 12A of the Act.

 

The Assistant Director – Governance and Monitoring Officer presented a report which sought the Committee’s approval, following a recent recruitment process, to co-opt a new Independent Member to the Audit & Governance Committee. The report also sought the Committee’s agreement to recruit a second co-opted Independent Member and to confirm the Membership of the Interview Panel. 

 

Resolved: That the Committee:

  1. Agrees to Co-opt the Interview Panel’s recommended candidate as set out in Appendix A, as an Independent Member of the Audit & Governance Committee for a 4 year term.

Agrees that Councillors Barrie Pierpoint, Lina Savickiene and Chris Mountain continue to serve as the Interview Panel.