Agenda and minutes

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

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

Items
No. Item

400.

Apologies for absence

Minutes:

No apologies were received.

401.

Substitute Members

Minutes:

There were no substitute members.

402.

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:

There were no declaration of interests.

403.

Minutes of the meeting held on 25 July 2019 pdf icon PDF 68 KB

To confirm as a true record.

Minutes:

The minutes of the previous meeting were agreed as a true record.

 

404.

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 to be heard.

405.

Annual Audit Letter pdf icon PDF 72 KB

TO CONSIDER the letter of the Director Finance & Procurement

 

Additional documents:

Minutes:

The representative from Grant Thornton introduced the document which summarised the key findings from the work that they carried out at the Council for the 2018/2019 year.

 

Grant Thornton brought to the attention of the committee that they were unable to complete the value for money conclusion work due to receiving an objection at other East Kent districts relating to contract management by East Kent Housing (EKH).

 

In response to question regarding Brexit, Grant Thornton confirmed that they did not

identify any cause for concern as of March 2019. Currently they did not see any impact

on the councils land value and value of assets from Brexit.

 

The Committee NOTED the report.

 

406.

Internal Auditors Quarterly Report pdf icon PDF 172 KB

TO CONSIDER the report from 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 2019.

 

He explained the East Kent Housing (EKH) full report was in the public domain on

the Folkestone and Hythe website.

 

The Chief Executive of EKH gave an update to the Committee regarding the

compliance issues which was contained in the report and the Chairman thanked her

for attending the meeting.

 

The Committee had no comments to pass on to Full Council and NOTED the results

of the internal audit work undertaken in the second quarter of 2019.

 

407.

Annual Ombudsman Report 2018/9 pdf icon PDF 96 KB

TO NOTE the report from the Head of Corporate Governance.

Additional documents:

Minutes:

The Deputy Chief Executive introduced the report which summarised the complaints

made to the Local Government Ombudsman about the authority for the year April

2018 to March 2019.

 

The Committee discussed the report and the Deputy Chief Executive gave the

clarification where required, the following points were raised:

 

1. An upheld complaint referred to a complaint where the Ombudsman found the  council to be at fault in some way

2. The complaints shown in the report are only complaints dealt with by the

Ombudsman and not all complaints received by the council.

3. Discussion was had regarding the number of total complaints to the council and how these are monitored.

5. An audit of the council's complaints was listed in the strategic plan and would be

completed in 2021/22.

 

The report was NOTED.

 

408.

Regulation of Investigatory Powers Act 2000 - Policy Update

TO NOTE the verbal update from the Deputy Chief Executive.

Minutes:

There were no matters to report.

409.

Strategic Risk Register pdf icon PDF 74 KB

TO CONSIDER the report of the Deputy Chief Executive.

 

(Councillors are asked to note the confidential appendix to the report)

Additional documents:

Minutes:

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

risks facing the council and mitigations for those risks. The Committee members

asked questions and made comments. The Exchequer Manager gave points of

clarification where necessary.

 

It was confirmed that climate change would be added to the risk register in time for

the next meeting.

 

A point was made regarding including Brexit on the register. It was confirmed that each service had included details in their Service Business Continuity Plans of how they would continue to deliver the same level of service post brexit.

 

410.

Date of next meeting

7pm, Thursday 30 January 2020.

Minutes:

7pm, Tuesday 30 January 2020.

 

411.

Any other urgent business to be dealt with in public

Minutes:

There was no business to be heard.

412.

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

Minutes:

There was no need to exclude the press and public as the item was covered under minute 268.

413.

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:

There was no need to discuss business in private session as it was covered in minute 268.

414.

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 was no business to be heard.