Agenda, decisions and draft minutes

Venue: The Guildhall, St Peter's Place, Canterbury

Contact: Vanessa Montgomery  01227 862 009, Email: democracy@canterbury.gov.uk

Items
No. Item

242.

Apologies for absence

Minutes:

Apologies were received from Councillor Wilson-Hamilton.

243.

Substitute Members

Minutes:

Councillor Ian Thomas was a substitute for Councillor Wilson-Hamilton

244.

Declaration of any Interests

TO RECEIVE any declarations for the following in so far as they relate to the business for the meeting:-

 

a.       Disclosable Pecuniary Interests

b.       Other Significant Interests (what were previously thought of as non-pecuniary Prejudicial interests)

c.       Voluntary Announcements of Other Interests

 

Voluntary Announcements of Other Interests not required to be disclosed as DPI’s or OSI’s, ie announcements made for transparency reasons alone, such as:

         Membership of outside bodies that have made representations on agenda items, or

         Where a Councillor knows a person involved, but does not have a close association with that person, or

         Where an item would affect the well-being of a Councillor, relative, close associate, employer, etc but not his/her financial position.

 

[Note: an effect on the financial position of a Councillor, relative, close associate, employer, etc; OR an application made by a Councillor, relative, close associate, employer, etc, would both probably constitute either an OSI or in some cases a DPI].

 

Minutes:

Councillor Ian Thomasmade a voluntary announcement that he was a trustee of the Wynn Ellis alms houses that had borrowed money from Canterbury City Council and that he was a Kent County Councillor.

245.

Minutes of the meeting held on 4 April 2019 pdf icon PDF 71 KB

To confirm as a true record.

Minutes:

The minutes were confirmed as a true record.

246.

Public Participation

The public are welcome to speak to the Committee about any agenda item provided that they give notice to Democratic Services by no later than 12.30 pm the working day before the meeting. They will have a maximum of three minutes to speak and will be heard prior to the relevant item.

Minutes:

There were no public speakers.

247.

External Audit fee letter 2019/20 pdf icon PDF 67 KB

TO CONSIDER the report from Lisa Fillery, Director of Finance and Procurement.

Additional documents:

Minutes:

The Director of Finance and Procurement introduced the fee letter which was provided for information.

 

The Committee NOTED the report.

 

248.

Approval of audited Statement of Accounts pdf icon PDF 75 KB

TO CONSIDER the report from Lisa Fillery, Director of Finance and Procurement.

 

[Report to follow]

Additional documents:

Decision:

i) the Annual Governance Statement 2018/19 is formally approved (Appendix 1) 

ii) the Statement of Accounts for 2018/19 be formally approved with delegated authority for the Deputy Chief Executive to make minor amendments arising from the final audit findings to allow publication by 31 July 2019(Appendix 3); 

iii) the Chairman of the Committee formally sign the 2018/19 accounts; and 

iv) the letter of representation (Appendix 5) on behalf of the Council be approved.

 

Reasons for the decisions: The External Auditors concluded that the Statement of Accounts, Annual Governance Statement and Narrative Report, were consistent with their knowledge of the Council and with the financial statements they have audited and that the Council has proper arrangements to secure economy, efficiency and effectiveness in its use of resources.

Minutes:

The Director of Finance and Procurement introduced the report which contained the Audit Annual Governance Statement and the Statement of Accounts for 2018/19. She explained there were no changes from the draft set of accounts other than the inclusion of the pension liability. She then introduced the External Auditor who explained their findings as detailed in Appendix 2 of the report. .

 

RESOLVED: 

i) that the Annual Governance Statement 2018/19 is formally approved (Appendix 1) 

ii) that the Statement of Accounts for 2018/19 be formally approved with delegated authority for the Deputy Chief Executive to make minor amendments arising from the final audit findings to allow publication by 31 July 2019(Appendix 3); 

iii) that the Chairman of the Committee formally sign the 2018/19 accounts; and 

iv) that the letter of representation (Appendix 5) on behalf of the Council be approved.

 

Reasons for the decisions: The External Auditors concluded that the Statement of Accounts, Annual Governance Statement and Narrative Report, were consistent with their knowledge of the Council and with the financial statements they have audited and that the Council has proper arrangements to secure economy, efficiency and effectiveness in its use of resources.

 

Record of the voting:

 

For (6): Councillors Glover, Gower, Kenny, Sole, I.Thomas, Watkins,

Against (0):None

Abstained (0): None

 

249.

Internal Auditors Annual Report 2018-19 pdf icon PDF 170 KB

TO CONSIDER the report from Tricia Marshall, the Deputy Chief Executive.

 

Minutes:

The Deputy Head of East Kent Audit Partnership introduced the report which provided a summary of the work covered by East Kent Audit Partnership for the year to 31 March 2019. The Internal Auditors scrutinized individual systems throughout the year. The majority of reviews had been given a substantial or reasonable assurance and no major areas of concern had been found. 

 

A question was asked if the aim to be carbon neutral by 2030 will be examined by the auditing process. The Deputy Head of East Kent Audit Partnership explained this would depend if Council wanted it included in the audit plan, if  so then it is something they could examine in the future to see if they were reaching targets. 

 

The Committee had no comments to pass on to Full Council and NOTED the results of the internal audit work undertaken in 2018-19.

 

250.

Internal Auditors Quarterly Report pdf icon PDF 158 KB

TO CONSIDER the report from Tricia Marshall, the Deputy Chief Executive.

Minutes:

The Deputy Head of East Kent Audit Partnership introduced the report which informed Councillors of progress against the audit plan approved by the Audit Committee in March 2018. 

 

The Committee had no comments to pass on to Full Council and NOTED the results of the internal audit work undertaken in the first quarter of 2019.

 

251.

Treasury Management Report pdf icon PDF 113 KB

TO NOTE the report of the Director of Finance and Procurement.

Minutes:

The Director of Finance and Procurement introduced the report which detailed the results of the council’s treasury management activities for the financial year ending 31 March 2019.

 

The Committee NOTED the report.

 

252.

Strategic Risk Register pdf icon PDF 75 KB

TO NOTE the report from Sue Wallis, the Income and Exchequer Manager

 

(Councillors are asked to note the confidential appendix.)

Additional documents:

Minutes:

The Exchequer Manager introduced the report which updated Councillors on the key

risks facing the council and mitigations for those risks on a quarterly basis. She explained the report is a snapshot in time and is a fluid document. 

 

The Committee members asked questions and made comments. The Exchequer Manager gave points of clarification where necessary. Points including the following were covered:

 

  1. Management Team had considered the register and a request was made to add climate change and Local Authority Trading Company (LATCO) to the risk register.
  2. Two risks had been reduced from the last quarter, Beaney major repair works and relationships with Trusts and Outside Bodies.
  3. East Kent Housing risk had increased after the issues with the gas safety certificates. 
  4. The local plan that had been under judicial review was included on the risk register. 
  5. The risk register is a way of communicating to the public, auditors and councillors that all risks were being considered and tackled. 
  6. The responsible officer decides the risk score, questions can be asked to the responsible person for more information regarding a risk.   
  7. The Exchequer Manager would produce a graph to show a history of the scores over time for the next meeting.
  8. It was confirmed that a training session on the risk register will take place before the March Audit committee

 

The Committee NOTED the report by general assent

 

253.

Regulation of Investigatory Powers Act 2000 - Policy Update

Tricia Marshall, the Deputy Chief Executive to give a verbal update.

Minutes:

There were no matters to report.

 

In response to questions from a councillor regarding the use of drones for planning enforcement, the Deputy Chief Executive explained that although previously  Regulation of Investigatory Powers (RIPA) powers could be used carefully under own decision making, now decisions must go via the magistrates court and so using this process would be avoided. A response would be sought from planning enforcement directly regarding the license for the use of the drones for this purpose.

 

 

254.

Date of next meeting

7pm, Thursday 9 October 2019.

Minutes:

7pm, Thursday 9 October 2019 the Guildhall, St Peter’s Place, Canterbury.

 

255.

Any other urgent business to be dealt with in public

Minutes:

There were none raised.

256.

Exclusion of the press and public

TO RESOLVE – That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items of business on the grounds that there would be disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both

257.

Strategic Risk Register - Annex exempt from publication

(This report contains information the disclosure of which is likely to prejudice the commercial interest of both the Council and other bodies (section 43 Freedom of Information Act 2000). The Council considers that at present the public interest in maintaining the exemption outweighs the public interest in disclosing it. Paragraph 3 of schedule 12A of the Local Government Act 1972 also applies.)

 

TO NOTE

Minutes:

(This item was exempt from publication as it contained information whose disclosure was likely to prejudice the commercial interest of both the Council and other bodies (s. 43 Freedom of Information Act 2000). The Council considered that at present the public interest in maintaining the exemption outweighs the public interest in disclosing it. Paragraph 3 of schedule 12A of the Local Government Act 1972 also applies).

 

 

There were no comments made in the exempt annex. The Committee NOTED the report by general assent.

258.

Any other urgent business which falls under the exempt provisions of the Local Government Act 1972 or the Freedom of Information Act 2000 or both

Minutes:

There were none raised.