The Chairman will advise the meeting of the evacuation procedures to follow in the event of an emergency. This is particularly important for visitors and members of the public who will be unfamiliar with the building and procedures.

The Chairman will inform the meeting whether there is a planned evacuation drill due to take place, what the alarm sounds like (i.e. ringing bells), where the closest emergency exit route is, and where the second closest emergency exit route is, in the event that the closest exit or route is blocked.

The Chairman will inform the meeting that:

(a) in the event of the alarm sounding, everybody must leave the building via the nearest safe available exit and gather at the Assembly points at the far side of the Car Park.  Nobody must leave the assembly point until everybody can be accounted for and nobody must return to the building until the Chairman has informed them that it is safe to do so; and

(b) the lifts must not be used in the event of an evacuation.

Any officers present at the meeting will aid with the evacuation.

It is important that the Chairman is informed of any person attending who is disabled or unable to use the stairs, so that suitable arrangements may be made in the event of an emergency.

The Chairman drew attention to the emergency evacuation procedure.

Councillors should not act or take decisions in order to gain financial or other material benefits for themselves or their spouse, civil partner or person with whom they are living with as a spouse or civil partner.  They must declare and resolve any interests and relationships.

The Chairman will ask Members if they have any interests to declare in respect of items on this agenda, under the following headings:

(a)          Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.  The nature as well as the existence of any such interest must be declared.  After declaring a DPI, the Member must leave the meeting and not take part in the discussion or vote.  This applies even if there is provision for public speaking.

(b)          Disclosable Non Pecuniary (DNPI) under the Code of Conduct adopted by the Council in May 2012.  The nature as well as the existence of any such interest must be declared.  After declaring a DNPI interest, the Member may stay, speak and vote on the matter.

Advice to Members:  If any Councillor has any doubt about the existence or nature of any DPI or DNPI which he/she may have in any item on this agenda, he/she should seek advice from the Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.

No interests were declared.

To approve the Minutes of the Meeting held on 8 March 2017 (Minute Nos. 1232 - 1239) as a correct record.

The Minutes of the Meeting held on 8 March 2017 (Minute Nos. 1232 -1239) were taken as read, approved and signed by the Chairman as a correct record.

The Deputy Head of Audit Partnership introduced the report which set out the Head of Audit’s opinion on the overall adequacy and effectiveness of the organisation’s framework of governance, risk management and control which can be used to inform the Annual Governance Statement for 2016/17.

The Deputy Head of Audit Partnership highlighted the good news that for the third year running Swale Borough Council (SBC) had satisfied the requirements necessary and gave summary of the contents of the individual sections within the report.

In response to a question from a Member relating to Whistleblowing, the Deputy Head of Audit Partnership advised, and later clarified, that whilst a concern had been raised, there had been no formal disclosure and an update would be given in the future should it be necessary.  He added that SBC’s policy was clear, work was due on the policy this year and staff would be updated and offered training.

In response to a question from the Vice-Chairman, the Audit Manager confirmed that the Review of the HR Policy Compliance was scheduled for 2017/18, but a timing was yet to be agreed.

A Member congratulated the team on a clear and robust report, drew attention to the item on CCTV on page 13 of the report and advised that the Scrutiny Committee would be considering a CCTV review in the future.   In response to a question on an audit recommendation made within the report, the Deputy Head of Audit Partnership advised that procedures had been written and the recommendations had been implemented.

The same Member added his concern on the results of the Planning Enforcement audit.  A discussion around the Planning Enforcement service followed, and the Deputy Head of Audit Partnership advised that the Head of Planning Services had engaged well, there would be a follow up meeting in July 2017 and progress would be reported to the Audit meeting in September 2017.  The Chief Financial Officer added that the Head of Planning Services had recently presented a report to the Senior Management Team (SMT) Meeting of proposals for the Planning Enforcement  Team following the current Planning Enforcement Team Manager’s retirement in August.  The Chief Financial Officer advised that previously there had been too much reliance on one officer and that SMT were fully supportive of the new proposals which were more resilient.

A Member referred to page 39 of the report and asked if any provision had been made for income not received?  The Deputy Head of Audit Partnership clarified the arrangements around debt recovery and collection and the Chief Finance Officer agreed to look into the details and provide a further update.

Resolved:

(1)       That the  Head of Audit Partnership’s opinion that in view of internal audit, the Council’s system of internal control, corporate governance and risk management arrangements have operated effectively during 2016/17 be noted.

(2)       That the work underlying that opinion and the Head of Audit Partnership’s view, that the Audit Service had completed, with sufficient independence and conformance with Public Sector Internal  ...  view the full minutes text for item 49.

To follow.

Report and Appendix added 12 June 2017.

The Chief Financial Officer introduced the report which sought the agreement of the Audit Committee of the Annual Governance Statement.  He advised that the last line of paragraph 3.16 should be removed from the report.

Several Members commented that the report was clear and concise.

At the suggestion of a Member, the Chief Financial Officer agreed to re-phrase the wording at paragraph 5.1 (ii) to read “Moving in to the delivery phase of a quality and appropriately financed Sittingbourne Town Centre regeneration project.”

Resolved:

(1)       That the Annual Governance Statement be agreed.

The Audit Manager introduced the report which outlined how the Audit Committee had effectively discharged its duties during 2016/17.

The Chairman praised the report for being clear and concise.

Resolved:

(1)       That the proposed 2017/18 Member Development Programme be noted.

(2)       That the Audit Committee Annual Report for 2016/17 be agreed.

(3)       That the Chairman of the Audit Committee provides the report to a meeting of the Full Council to demonstrate how the Committee has discharged its duties.

Mr Iain Murray (Engagement Lead – Grant Thornton) introduced the report which set out the planned audit fee for 2017/18, and highlighted that there was no increase on the previous year’s fee.

A Member said that the fee represented good value for money for such high quality work and the Chairman agreed  and stated that the whole team should be applauded.

In response to a question from a Member, Mr Murray confirmed that any additional costs incurred as a result of the Sittingbourne Town Centre scheme would be absorbed within the fee until such times it was not sustainable.  The Chief Financial Officer explained that Mr Murray and Mr Greenlee from Grant Thornton do meet with the Spirit of Sittingbourne consortium.

Mr Murray also explained that Grant Thornton have just been awarded a larger share of the Audit Services market and whilst specific details were not yet known, there will unlikely be any changes for SBC.

Resolved:

(1)       That the report be noted.

Mr Murray introduced the report which set out an overview of the planned scope and timing of the audit, as required by International Standard on Auditing.

Mr Murray drew attention to page 58 of the document and highlighted the changes to the timetable of submission of financial statements by the Accounts and Audit Regulations 2015, bringing forward accounts submissions.  The Chairman asked how this would affect accounts?  In response, Mr Murray advised that it was challenging and accounts would be estimated rather than actual.  The Chief Finance Officer added that  SBC would need the maximum amount of time, to the end of June, was concerned that the process would be rushed and reminded Members that the new ruling affected all authorities.  The Cabinet Member for Safer Families and Communities asked what he benefit was in closing down accounts earlier?  Mr Murray advised that the timing suited the Government recess and the Chairman suggested that the change in the time of the Chancellor’s budget to October may have influenced the change in timetable.

Resolved:

(1)       That the report be noted.

Mr Murray introduced the report.

There were no questions.

Resolved:

(1)       That the report be noted.

The Chairman advised that the Audit Committee Meeting in March should be 2018 on the Work Programme on page 89.

Resolved:

(1)       That the report be noted.