At a meeting of the GOVERNANCE COMMITTEE of HAMPSHIRE COUNTY COUNCIL held at The Castle, Winchester on 5 April 2007.

PRESENT:

Councillors:

79. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors Collett and Maxwell.

80. DECLARATIONS OF INTEREST

Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should normally, at the time of the debate, declare their interest and, having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the County Council's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed.

81. MINUTES

The Minutes of the meeting of the Committee held on 25 January 2007 were confirmed as a correct record and signed by the Chairman.

82. AUDIT COMMISSION:(a) EXTERNAL AUDIT PLAN 2007/08 AND

(b) ANNUAL AUDIT AND INSPECTION LETTER

Consideration of these items was deferred until the next meeting in the absence of the Audit Commission's representative.

83. CRIMINAL RECORDS BUREAU (CRB) CHECKS - POLICY

The Committee considered and approved the report of the Chief Executive (Director of Human Resources) (Item 6 in the Minute Book)recommending policy guidelines to govern the County Council's approach to CRB checking. In response to questions and in particular with regard to the situation concerning the voluntary sector, it was made clear that, whilst the County Council acted as the clearing house for voluntary groups, each voluntary organisation was responsible for ensuring that CRB checks were carried out in relation to their own volunteers.

The Committee noted that the policy was still the subject of internal consultation within the County Council and accordingly

RESOLVED:

That the draft corporate CRB policy attached to the report of the Acting Director of Human Resources be approved and that the final textual amendments as agreed by the Corporate Management Team be approved by the Chairman of the Governance Committee prior to publication of the policy.

84. DIRECT PAYMENTS

The Committee considered the report of the Director of Adult Services (Item 7 in the Minute Book) reporting progress on the specific concerns raised on direct payments and Criminal Records Bureau (CRB) checks by the Committee at its meeting on 26 October 2006.

RESOLVED:

That progress be noted and that a further report be made to the Committee when the total review has been completed.

85 CLARIFICATION OF DECISION PROCESSES AND UPDATING OF ASSOCIATED LIMITS

The Committee considered and approved the report of the Chief Executive and County Treasurer (Item 8 in the Minute Book) seeking agreement to changes to the processes for decision making, delegation to officers and financial limits. The intention of the proposals was to streamline the decision process and further improve internal controls whilst at the same time clarifying the role of Executive Members and ensuring that they were more consistently and comprehensively included in all decisions taken at a high level in the organisation.

RESOLVED

That the Cabinet be informed:

(a) that the proposed changes to the processes laid out in Appendix 1 to the report be agreed;

(b) that the financial limits outlined in the table in Appendix 2 to the report be agreed;

(c) that the financial element of the criteria for a "key" decision be raised from £500,000 to £1m.

86 COMMUNITY ENGAGEMENT AND PARTICIPATION

The Committee considered the report of the Chief Executive (Item 9 in the Minute Book)concerning the payment of reasonable expenses for those persons and organisations specifically requested to engage and participate in the County Council's scrutiny work.

RESOLVED:

a) That, reflecting the principles contained in the County Council's Compact with the voluntary sector, approval be given to the payment of reasonable expenses to individuals or persons representing organisations who are specifically invited either to give evidence to or be coopted onto a member-led scrutiny working group;

b) That, if requests to meet indirect costs are received from organisations which are specifically invited in accordance with (a) above, these be determined on their merits by the Chief Executive after consultation with the respective Chairman and that the Chief Executive be authorised to make such payments as are considered appropriate;

b) That the financial management arrangements in relation to (a) and (b) above be as set out in paragraph 4.3 of the report;

c) That a report be made to the Committee on the impact of (a) and (b) above before consideration is given to the budget 2008/09

87 STRATEGIC RISK MANAGEMENT

The Committee received and noted the report of the Chief Executive (Item 10 in the Minute Book) which updated members on the County Council's programme for the management of risk. The Committee welcomed the constructive approach which had been taken towards risk management. The Committee was also mindful that the County Council needed to have regard to the risks for the Hampshire community associated with the provision of services by the County Council.

Arising from discussion the Committee asked for reports to its next meeting concerning risks which may be associated with the County Council's new pay structure, highway condition, and, in the light of the Government's recent spending review, the County Council's future financial capacity.

88 INTERNAL AUDIT STRATEGY - 2007/08 REVIEW

The Committee considered and approved the report of the County Treasurer (Item 11 in the Minute Book) reviewing delivery of the current audit strategy and highlighting changes for which the Committee's approval was sought.

RESOLVED:

That approval be given to the internal audit strategy for 2007/08 as set out in the report of the County Treasurer.

89 INVESTIGATORS' CODE OF CONDUCT

The Committee considered and approved the report of the County Treasurer and the Head of Corporate and Legal Services and Monitoring Officer (Item 12 in the Minute Book) seeking approval of the draft Investigators' Code of Conduct as part of the County Council's corporate anti-fraud and corruption strategy.

RESOLVED:

That the fraud and irregularity investigation procedures be noted and that the Investigators' Code of Conduct be adopted as part of the corporate anti-fraud and corruption strategy.