The Chair 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 Chair 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 Chair 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 Chair 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 Chair 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 Chair outlined the emergency evacuation procedure.

To approve the Minutes of the Meeting held on 9 March 2022 (Minute Nos. 666 - 670) and the Minutes of the Meeting held on 18 May 2022 (Minutes Nos. 35 – 36) as correct records.

The Minutes of the Meetings held on 9 March 2022 (Minute Nos. 666 – 670) and on 18 May 2022 (Minute Nos. 35 – 36) were taken as read, approved and signed by the Chair as correct records.

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 Chair 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 Interests (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 the Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the meeting 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 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.

Tabled paper added 18 July 2022.

Richmond Nyarko (Grant Thornton) introduced the report which presented Grant Thornton’s Annual Audit Plan covering their audit of the Council’s 2021/22 accounts and the process for assessing the arrangements to secure value for money in the use of resources.  He referred to the tabled report, Audit Progress Report and Sector Update, which had been added to the website and circulated.  Mr Nyarko outlined the five risks which were the same as recorded in the previous year.  He advised that the fees had gone up from £69,769 to £71,269, which included £1,500 for International Financial Reporting Standard (IFRS) 16 disclosure work.

Resolved:

(1)      That the Annual Audit Plan presented by Grant Thornton be noted.

The Interim Head of Audit introduced the report which sought approval by the Committee in line with their governance role in overseeing the effectiveness of the Council’s risk management arrangements.  She reminded Members that feedback on the key changes to the Risk Management Framework had been sought from the Audit Committee in March 2022, and following the move to the committee system and revised constitution, the Risk Management Framework was now fit for purpose.  The Interim Head of Audit gave an overview of the key changes, as set-out in paragraph 2.5 of the agenda pack.

Resolved:

(1)      That the revised Risk Management Framework be approved.

Updated Appendix I added 14 July 2022.

The Interim Head of Audit Partnership introduced the report which set-out how the Audit Committee effectively fulfilled its duties during 2021/22.  She referred to the tabled paper for this item, an updated Appendix I, which set-out a revised terms of reference for the Audit Committee, which was in-line with what was included in the new constitution.  She added that there would be a programme of audit training, open to all members, to support them in their audit role.

Resolved:

(1)      That the Audit Committee Annual Report for 2021/22 be agreed.

(2)      That the Chair of the Audit Committee presents the report to a meeting of Full Council to demonstrate how the Committee had discharged its duties.

The Director of Resources introduced the report which sought the agreement of the Audit Committee to the Annual Governance Statement (AGS) which would form part of the Council’s Annual accounts.  The AGS would be signed-off by the Leader of the Council and the Chief Executive and it would be reported back to the Audit Committee in November 2022.

Resolved:

(1)          That the Annual Governance Statement be endorsed and included in the Council’s Statement of Accounts 2021/22.

The Director of Resources introduced the report which set-out the implications of treasury decisions and transactions, provided details of the outturn position on Treasury Management transactions in 2021/22, and confirmed compliance with Treasury limits and Prudential Indicators.

In response to questions, the Director of Resources confirmed that the Council’s pension funds were managed and run by Kent County Council and that the two loans set-out in paragraph 2.4 of the agenda pack were short-term loans from other local authorities which provided a better rate of interest.

Resolved:

(1)      That the Treasury Management stewardship report for 2021/22 be approved.

(2)      That the Prudential and Treasury Management Indicators be approved.

The Interim Head of Audit Partnership introduced the report which set-out the Head of Internal Audit’s annual reporting directed by the Public Sector Internal Standards.  The annual opinion of the Head of Audit Partnership would feed into the Annual Governance Statement for 2021/22.

Resolved:

(1)      That the Interim Head of Audit Partnership’s opinion be noted.

(2)      That the work underlying the opinion and the Interim Head of Audit Partnership’s assurance of its independent completion in conformance with proper standards be noted.

A Member gave a vote of thanks for Phil Wilson (Head of Finance and Procurement) who had recently left the Council.  Members agreed that Phil had been an integral part of the Audit Committee and that he would be missed.