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Governance Committee Meeting 5 July 2016

Governance Committee Meeting 5 July 2016

Location: Memorial Hall, South Downs Centre, Midhurst

Date and time: 05 July 2016 10:30 AM

Contact Details:

Committee Officer

Tel: 01730 819216 Email: committee.officer@southdowns.gov.uk

Trevor Beattie

Chief Executive (National Park Officer)

The Openness of Local Government Bodies Regulations are in force, giving a right to members of the public to record (film, photograph and audio-record) and report on proceedings at committee meetings. Please read our protocol on Filming, Recording and Reporting of SDNPA Meetings Protocol for more information.

At the start of the meeting the Chair will make an announcement that the meeting may be filmed, recorded or photographed. Webcasting is undertaken in the public interest and in the exercise of our official authority, by entering the meeting room and using the public seating area you are consenting to being filmed, recorded and photographed. If you have any queries regarding this please contact committee.officer@southdowns.gov.uk

Agenda

  1. Apologies for absence
  2. Election of Chair
    To elect a Chair of the Governance Committee.
  3. Election of Deputy Chair
    To elect a Deputy Chair of the Governance Committee.
  4. Declaration of Interests
    To enable Members to declare to the meeting any disclosable interest they may have in any matter on the agenda for the meeting.
  5. Minutes of previous meeting held on 25 February 2016
    To approve as a correct record the minutes of the Governance Committee meeting held on 25 February 2016 (Page 1).
  6. Matters arising
    To enable any matters arising from the 25 February 2016 Governance Committee minutes that are not covered elsewhere on this agenda to be raised.
  7. Urgent Matters
    To consider any matter on the agenda which the Chair agrees should be considered as a matter of urgency to due special circumstances.
  8. Public participation
    To hear questions or comments from members of the public present at the meeting.

FINANCE, AUDIT & RISK

  1. Annual Audit Fee Letter 2016/17
    To consider a report from the External Auditor (GOV9/16 p7).
  2. Future Audit Arrangements
    To consider a report from the Head of Business Services (GOV10/16 p9).
  3. Provisional Outturn and Budget Carry Forward Requests 2015/16
    To consider a report from the Chief Finance Officer (GOV11/16 p15).
  4. Unaudited Statement of Accounts
    To consider a report from the Chief Finance Officer (GOV12/16 p31).
  5. Internal Audit Annual Report and Opinion 2015/16
    To consider a report from the Internal Auditor (GOV13/16 p39).

PROJECTS, EVALUATIONS & REVIEWS

  1. Project Evaluation Report
    To consider a report from the Performance & Project Manager (GOV14/16 p43).
  2. Year End Performance Report for 2015/16
    To consider a report from the Performance & Project Manager (GOV15/16 p47).
  3. Annual Governance Statement and Updated Local Code of Corporate Governance
    To consider a report from the Head of Business Services (GOV16/16 p51).
  4. Corporate Risk Register
    To consider a report from the Head of Business Services (GOV17/16 p55).
  5. Appointment of the Independent Person
    To receive a verbal update from the Head of Business Services
  6. To Note the Date and Venue of the next meeting

To all Members of the Governance Committee: Sebastian Anstruther, Norman Dingemans,  Gill Mattock, Vaughan Clarke, Karen Roberts, Jim Sheppard

Independent Members of the Committee: Lewes Doyle, Carole Nicholson

Ex officio Members (may participate but not vote): Alun Alesbury, Neville Harrison, Margaret Paren

Meeting Papers

Members’ Interests

Please note that SDNPA Members do not represent their appointing bodies on the Authority, but will, as a Member, be responsible for ensuring that the Authority achieves the National Park Purposes & Duty, in a way that best suits the special characteristics of the National Park as a whole.

Members are required to declare any disclosable pecuniary interest that is not already entered in the Authority’s register of interests, and any personal interest and/or public service interest (as defined in Paragraph 18 of the Authority’s Code of Conduct) they may consider relevant to an item of business being considered at the meeting (such disclosure to be made at the commencement of the meeting, or when the interest becomes apparent).

Access to Information

If you would like a copy of this agenda in large print or an alternative format/language please contact the Committee Officer on committee.officer@southdowns.gov.uk or 01730 814810

Recording of Meetings

The Openness of Local Government Bodies Regulations give a right to members of the public to record (film, photograph and audio-record) and report on proceedings at committee meetings. The Authority has a protocol on Filming, Recording and Reporting of SDNPA Meetings.

As part of the Authority’s drive to increase accessibility to its public meetings, this meeting will be filmed for live and/ or subsequent broadcast via the internet; at the start of the meeting the Chair will confirm if all or part of the meeting is to be filmed. The images and sound recording may be used for training or any other purposes by the Authority. By entering the meeting room and using the public seating area you are consenting to being filmed, recorded or photographed and to the possible use of those images and sound recordings for webcasting and/or training purposes.

If you have any queries regarding this, please contact the Governance Officer committee.officer@southdowns.gov.uk

Public Participation

Anyone wishing to speak at the meeting should register their request no later than 12:00 on the Monday preceding the Thursday meeting by emailing public.speaking@southdowns.gov.uk. Please see the public speaking protocol for more information.

Please note that there is no catering provision for members of the public during meal breaks.  However there are cafes, pubs and shops in Midhurst town centre, approximately 5 minutes’ walk away.

Feedback

If you wish to give us feedback on your experience of the meeting please e-mail committee.officer@southdowns.gov.uk.

Public participation

Anyone wishing to speak at the meeting should register their request, by emailing the following information to public.speaking@southdowns.gov.uk no later than 12 noon on the Monday before the meeting.

  • Name:
  • Address:
  • Phone Number:
  • Email:
  • Planning Application Number:
  • Details of Proposed Development:
  • Indicate if you are speaking in support or against the application:
  • Who are you representing?:
  • In the event that more than 3 people request to speak in favour or against an item it may be necessary for them to agree amongst themselves who should speak at the meeting. In order to facilitate this process we would ask you to confirm that you are happy with us sharing your name and e-mail address with other potential speakers. We will not share any other personal details with any other third parties.
  • YES / NO (delete as appropriate)

Confirmation that you have registered to speak will be send after 12 noon deadline. Further information on public speaking and registering as a speaker.

Please note that there is no catering provision for members of the public during meal breaks. However there are cafes, pubs and shops in Midhurst town centre, approximately 5 minutes’ walk away.

" The Downs...too much for one pair of eyes, enough to float a whole population in happiness. "