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Joint Audit Committee Minutes 24 April 2019

Joint Audit Committee

DATE: Wednesday April 24th 2019

TIME:  1pm, open to the public from 2.30pm

VENUE: Conference room, Office of the Police & Crime Commissioner, St George’s Chambers, St George’s Street, Winchester, SO23 8AJ

CONTACT: Shirley Semke, 02380 479682

 

DECLARATION OF INTERESTS

Members were mindful that, where they believed they had a personal or prejudicial interest in any matter to be considered at the meeting, they should at the time of the debate, declare their interest and consider whether to leave the meeting whilst the matter was discussed. There were no declarations of interest.

  1. APOLOGIES

378. CHAIRS REPORT (Oral)

The Chair to report as appropriate.

  1. MINUTES  OF THE  MEETING HELD ON 21st January 2019, MATTERS ARISING AND ACTION LOG (ITEM 9)

To agree the minutes of the meeting on 21st January 2019 as a correct record, and consider any                  matters arising.

  1. EXTERNAL AUDIT  – ANNUAL AUDIT FEE 2019/20

To review the annual fee letter.

  1. EXTERNAL AUDIT PROGRESS UPDATE

To consider the report of the external auditors.

  1. INTERNAL AUDIT PROGRESS REPORT 2018/19 

To consider the report of the Chief Internal Auditor.

  1. INTERNAL AUDIT CHARTER AND ANNUAL INTERNAL AUDIT PLAN 2019/20 

To consider the report of the Chief Internal Auditor.

  1. DRAFT ANNUAL GOVERNANCE STATEMENTS 2018/19 
  • Police and Crime Commissioner’s Annual Governance Statement
  • Hampshire Constabulary Annual Governance Statement
  1. DATE OF NEXT MEETING 

The next meeting is Tuesday July 23rd 2019.

  1.  ANY OTHER BUSINESS 

 

MEETING CLOSED

 

Agenda

DATE: Tuesday July 23rd 2019
TIME: 12pm
VENUE: Conference room, Office of the Police & Crime Commissioner, St George’s
Chambers, St George’s Street, Winchester, SO23 8AJ
CONTACT: Shirley Semke, 02380 479682

PART 1- MATTERS TO BE CONSIDERED IN THE PRESENCE OF THE PRESS AND PUBLIC (this session will commence at 12pm)

1. DECLARATION OF INTERESTS
All members who believe they have a personal or prejudicial interest in any matter to be considered at the meeting must declare that interest and consider whether to leave the meeting whilst the matter is discussed, save for exercising any right to speak. The declaration should be made at the time of the relevant debate.

2. APOLOGIES

3. CHAIR’S REPORT (Oral)
The Chair to report as appropriate.

4. MINUTES, MATTERS ARISING AND ACTION LOG
To agree the minutes of the meeting on 24th April 2019 as a correct record, and consider any matters arising.

5. STATEMENT OF ACCOUNTS 2018/19
To consider the reports of the Chief Finance Officer for the Chief Constable and Chief Finance Officer for the Police and Crime Commissioner.

6. EXTERNAL AUDIT – ANNUAL AUDIT PROGRESS REPORT
To consider the report of the external auditors.

7. INTERNAL AUDIT PROGRESS REPORT 2018/19
To consider the report of Chief Internal Auditor on progress to date.

8. ANNUAL AUDIT OPINION 2018/19
To consider the report of the Chief Internal Auditor.

9. TREASURY MANAGEMENT OUTTURN REPORT
To consider the report of the Chief Finance Officer.

10. POLICY REVIEW
To consider reports from the Deputy Chief Constable and the Head of Standards and Compliance.

11. DATE OF NEXT MEETING/FORWARD PLAN
The next meeting is on Thursday 28th November 2019 at 1pm.

12. ANY OTHER BUSINESS

PART 2 – MATTERS TO BE CONSIDERED IN PRIVATE
13. DECLARATION OF INTERESTS
All members who believe they have a personal or prejudicial interest in any matter to be considered at the meeting must declare that interest and consider whether to leave the meeting whilst the matter is discussed, save for exercising any right to speak. The declaration should be made at the time of the relevant debate.

EXCLUSION OF PRESS AND PUBLIC
To resolve that the public be excluded from the meeting during the following items of business, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items there would be disclosure to them of exempt information within Paragraph 3 & 7 of Part 1 of Schedule 12A to the Local Government Act 1972, being information relating to the financial or business affairs of any authority that hold that information and any action taken or to be taken in connection with the prevention, investigation or prosecution of crime. Further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the report.

14. CONFIDENTIAL MINUTES AND ACTION LOG
To receive, and confirm as a correct record, the confidential minutes of the meeting of the Committee held on 24th April 2019.

15. OFFICE OF THE POLICE AND CRIME COMMISSIONER’S STRATEGIC RISK REGISTER UPDATE
To consider the Strategic Risk Register for the OPCC.

16. HAMPSHIRE CONSTABULARY’S STRATEGIC RISK REGISTER UPDATE
To consider the report of the Strategic Risk Register for HC.

17. INTERNAL AUDIT PROGRESS REPORT – CONFIDENTIAL
To consider a confidential report of the Chief Internal Auditor together with copies of the internal audit reports issued since the last report in April 2019.

18. INFORMATION COMMISSIONER’S AUDIT UPDATE
To report on progress. (Oral)

19. CONTACT MANAGEMENT PROGRAMME
To report on progress. (Oral)

MEETING CLOSED

PART 3 – PRIVATE DISCUSSION WITH INTERNAL AND EXTERNAL AUDITORS (IF REQUIRED)

ABOUT THIS AGENDA:

This agenda is available on Police and Crime Commissioner’s website (www.hampshire-pcc.gov.uk) and can be provided, on request to 01962 871595, in alternative versions (such as large print, Braille or audio) and in alternative languages. Any papers are also available on request.

ABOUT THIS MEETING:

The press and public are welcome to attend the public sessions of the meeting.

If you have any particular access requirements, for example if you require wheelchair access or a hearing loop, please contact us on 01962 871595 in advance of the meeting to make the necessary arrangements.

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