ModernGov

Agenda and minutes

Venue: Boulogne Room - Civic Centre, Folkestone

Contact: Kate Clark 

Items
No. Item

24.

Declarations of Interest

Members of the committee should declare any interests which fall under the following categories*:

 

a)    disclosable pecuniary interests (DPI);

b)    other significant interests (OSI);

c)     voluntary announcements of other interests.

Minutes:

Councillor David Owen declared an interest in that he is a Board Member of East Kent Housing and a  Member of East Kent Housing’s Finance and Audit Committee.  He remained in the meeting and took part in discussions and voting. 

25.

Minutes

To consider and approve, as a correct record, the minutes of the meeting held on 29 November 2017.

Supporting documents:

Minutes:

The minutes of the meeting held on 29 November 2017 were submitted, approved and signed by the Chairman. 

26.

Internal Audit Progress Report from the Head of East Kent Audit Partnership

Report AuG/17/15 includes the summary of the work of the East Kent Audit Partnership (EKAP) since the last Audit and Governance Committee meeting together with details of the performance of the EKAP to the 31st December 2017.

Supporting documents:

Minutes:

Report AuG/17/15 included the summary of the work of the East Kent Audit Partnership (EKAP) since the last Audit and Governance Committee meeting together with details of the performance of the EKAP to the 31December 2017.

 

Mr Chris Parker, Deputy Head of East Kent Audit Partnership, presented this report and advised members that fire risk assessments had now been fully completed. There is a central computer database which captures and monitors all risk assessment reports. 

 

This committee recommends to the East Kent Housing Board that work should continue on fire risk assessments. 

 

Members referred to the type of the risk assessments in the report and Mrs Christine Parker, Head of East Kent Audit Partnership explained the difference between the type 1 and type 3 risk assessments, which had now been undertaken for 100% of all properties. To achieve a Substantial Assurance, the controls now in place will need to embed and members were reminded of the definition of audit assurances and recommendation priorities. 

 

Members agreed this is a good outcome to providing duty of care and were pleased to see this report. 

 

Councillor Damon Robinson was concerned about the Housing Benefit Overpayments report.  However, Mrs Parker pointed out that this area was assessed as Substantial Assurance with regard to recovery.  It was noted that each quarter from 2016 showed a reduction in the outstanding amounts. 

 

Proposed by Councillor Michael Lyons

Seconded by Councillor Paul Peacock and

 

RESOLVED:

1. To receive and note Report AuG/17/15.

2. To note the results of the work carried out by the East Kent Audit Partnership.

 

(Voting: For 4; Against 0; Abstentions 0)

 

27.

Internal Audit Draft Audit Plan 2018/19

Report AuG/17/16 includes the draft plan of work for Internal Audit for the forthcoming 12 months for approval.

 

Supporting documents:

Minutes:

Report Aug/17/16 included the draft plan of work for Internal Audit for the forthcoming 12 months for approval.

 

Mrs Christine Parker, Head of East Kent Audit Partnership, presented this report.

 

A small error in the report on Page 35 Pace of Innovation, this should refer to SDC not DDC. 

 

Mrs Parker advised members that ongoing work is on target and in a good position.  Regular meetings are arranged with the s151 Officer which creates a robust mechanism, giving councillors confidence with regard to the Annual Governance Statement. 

 

Proposed by Councillor Damon Robinson

Seconded by Councillor Michael Lyons and

 

RESOLVED:

1. To receive and note Report AuG/17/16.

2. That Members approve (but not direct) the Council’s Internal Audit Plan for 2018/19.

 

(Voting For 4; Against 0; Abstentions 0)

28.

Grant Thornton Audit Plan for the Year Ended 31 March 2018

The report presents the Grant Thornton Audit Plan, which focuses on their proposed work on auditing the statement of accounts for 2017/18 and an update on the audit fees. 

 

Supporting documents:

Minutes:

Report AuG/17/18 presented the Grant Thornton Audit Plan, which focussed on their proposed work on auditing the statement of accounts for 2017/18 and an update on the audit fees.

 

Mr Andy Conlan, Audit Manager, Grant Thornton, presented this report.  He drew members’ attention to the significant risks identified and the need to gain reasonable assurance on these points. 

 

It was noted that the audit fees have remained static, Mr Conlan pointed out that these fees are set by the PSAA and will likely reduce next year due to new technology. 

 

Councillor David Owen noted the year end audit scheduled for an earlier date of 31 July 2018.  Mrs Charlotte Spendley, Head of Finance, advised the deadline would be challenging but that robust plans are in place, work is underway and early testing has been agreed with Grant Thornton. 

 

Proposed by Councillor David Owen

Seconded by Councillor Michael Lyons and

 

RESOLVED:

1. To receive and note Report AuG/17/18.

2. To consider Grant Thornton’s Audit Plan for the year ended 31 March

2018 and audit fees as outlined within the Appendix to this report.

 

(Voting: For 4; Against 0; Abstentions 0)

29.

Applications for Dispensations under the Code of Conduct for Directors of Oportunitas

Report AuG/17/17 considers the applications for dispensations under the code of conduct for councillors to speak and vote received by the councillors who are also directors of Oportunitas.  The recommendation is that the dispensations are granted.

Supporting documents:

Minutes:

Report AuG/17/17 considered the applications for dispensations under the code of conduct for councillors to speak and vote received by the councillors who are also directors of Oportunitas. The recommendation is that the dispensations are granted.

 

Mrs Amandeep Khroud, Head of Democratic Services and Law, presented the report. 

 

Mrs Khroud drew members’ attention to 2.5 (page 68) of the report in respect of discussing and voting at committees where an interest may arise.  Also, she reiterated that dispensations are time limited to 2 May 2019. 

 

Proposed by Councillor Michael Lyons

Seconded by Councillor Paul Peacock and

 

RESOLVED:

1. To receive report no AuG/17/17.

2. To grant dispensations under the code of conduct and under section

33 Localism Act 2011 to Councillor Martin to allow him to speak and

vote at meetings where company affairs are discussed;

3. That the dispensations be time limited to 2 May 2019;

4. That in the event of a change of directors the monitoring officer be

authorised to consider applications for and grant dispensations to

any councillor who becomes a director of Oportunitas on the same

terms provided that the councillor concerned is not a member of the

cabinet and the dispensation is time limited in the same way.

 

(Voting: For 4; Against 0; Abstentions 0)