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 outlined 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.

(c)          Where it is possible that a fair-minded and informed observer, having considered the facts would conclude that there was a real possibility that a Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the room while that item is considered.

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 Director of Corporate Services as 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 14 September 2016 (Minute Nos. 872 - 878) as a correct record.

The Minutes of the Meeting held on 14 September 2016 (Minute Nos. 872 – 878) were taken as read, approved and signed by the Chairman as a correct record.

In respect of Minute No. 877, External Auditor Appointment, the Director of Corporate Services advised that he had yet to exercise the delegation, and the preferred option on the procurement of the external auditor would be considered by Council in January 2017.

The Committee considered the Internal Audit Interim Report first.

The Committee considered the report which provided an update on work conducted by Mid-Kent Audit in pursuance of the Audit Plan agreed by the Audit Committee in March 2016.  The report also provided commentary on the broader objectives of the service in helping to ensure good governance at the Council.

The Chairman welcomed the Cabinet Member for Planning, the Planning Committee Chairman and the Head of Planning Services, who were attending for the Planning Enforcement section of the report.

The Head of Audit Partnership took Members through the report which provided a summary of the work and review findings to-date.

The Cabinet Member for Planning acknowledged that the report identified several weaknesses within Planning Enforcement.  He explained that although the advice given by officers on enforcement cases was correct, there was a weakness in the closure of on-going cases.  He outlined the staffing issues, and stated that he supported the Head of Planning Services and advised that there would be a stronger focus of management of the Enforcement Team.

The Head of Planning Services explained that the Team was able to demonstrate that compliance had been met, progress had been made with the action plan, and the Team was ‘on course’.  He advised that two thousand cases had now been taken off the system.  Instructions on how to log new cases were now in place, and there were improvements in how the Team liaised with Members and Parish Councils.

In response to a question, the Cabinet Member for Planning suggested that an update to progress on the issues raised within the report could be given in three to six months time.

The Chairman spoke positively that the Cabinet Member for Planning, the Planning Committee Chairman and the Head of Planning Services had attended the meeting at this stage and was pleased to hear the encouraging steps that had been taken so far.

The Head of Audit Partnership explained that he would follow-up the recommendations in the report, and update the Audit Committee in March 2017.

In response to a question, the Head of Planning Services explained that the Business Support Officer did monthly monitoring checks on progress made with enforcement cases.   In response to a further question, he advised that the current staffing levels in the Enforcement Team was 2.7 Full Time Equivalent, with additional support from Planning Officers and the Legal Team.  He explained that this level of staffing would be looked at over the next few months.  As part of the review of the Team, there could be an opportunity to bid for further funds to support staff increases.

The Chairman thanked the Cabinet Member for Planning, the Planning Committee Chairman and the Head of Planning Services for attending the meeting.  The Cabinet Member for Planning commended the work that the Internal Audit Team had carried out.

In response to a question under CCTV, the Audit Manager outlined staff movements that had recently taken place within the Council, and advised that it was recommended that written procedures were  ...  view the full minutes text for item 1040.

The Head of Finance introduced the report which reviewed the mid-year outturn position on treasury management transactions for 2016/17, including compliance with treasury limits and Prudential Performance Indicators.  He stated that as interest rates were being reduced, the Council was using its reserves strategically.  There was very little yield in the markets, and some diversification was required, with protection and good management of core funds.  The Head of Finance acknowledged the significance of the Council taking out a loan; he referred to the issue considered at the Extraordinary Scrutiny Committee on 29 November 2016; and emphasised the need for good project management.

In response to questions, the Head of Finance advised that the list on pages two and three of the report was a recommended list of investment companies, and the companies on page five were the companies that were actually used.  A Member considered that investment needed to have a strategic impact, and that it needed to be considered as to whether it gave a good return, rather than being the ‘best’, as this could not be sustained throughout a project.  The Head of Finance confirmed that the Council did not invest in corporate bonds.

Recommended:  That the performance information in the report be noted.

Mr Trevor Greenlee (Manager, Grant Thornton) introduced the Annual Audit Letter which summarised the key findings from the work carried out by Grant Thornton for the Council for the year ended 31 March 2016.

In response to a question, Mr Greenlee explained that he would expect the Medium Term Financial Plan to be regularly updated to take into account investments and the annual budget process, and for it to have a good framework to back up the figures.

In response to a question, the Head of Finance advised that from 2020, when Government funding stopped, £1.95million was needed by the Council to operate its business.

Resolved:  That the Annual Audit Letter for Swale Borough Council be noted.

Mr Greenlee introduced the Audit Committee Update which reported on progress in delivering Grant Thornton’s responsibilities as the Council’s external auditors, and included a summary of emerging national issues and developments that may be relevant to the Council. 

The Chairman welcomed the ‘bite-sized’ elements of the report.

Resolved:  That the Audit Committee Update be noted.

The Head of Audit Partnership stated that the title for the Internal Audit Plan for the 8 March 2017 meeting, should be 2017/18, not 2016/17.

Resolved:  That the Audit Committee draft work programme 2016/17 be noted.