Agenda and minutes

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Items
No. Item

230.

Emergency Evacuation Procedure

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.

 

Minutes:

The Chairman drew attention to the evacuation procedure.

231.

Minutes

To approve the Minutes of the Meeting held on 29 July 2019 (Minute Nos. 167 - 173) as a correct record.

 

Minutes:

The Minutes of the Meeting held on 29 July 2019 (Minute Nos. 167 – 173) were taken as read, approved and signed by the Chairman as a correct record.

232.

Declarations of Interest

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.

 

Minutes:

No interests were declared.

233.

Work Plan (including professional updates) pdf icon PDF 111 KB

Minutes:

The Chief Financial Officer introduced the report which set out the Annual Work Plan for the Municipal Year 2019/20.  He explained that the Fraud and Compliance Team Annual Report for 2018/19 would now be reported to the Audit Committee meeting scheduled for 27 November 2019 along with the Annual Audit Letter for 2018/19 which Grant Thornton, External Auditors, would be presenting. 

 

Resolved:

 

(1)  That the Annual Work Plan be noted.

234.

Annual Treasury Management Review for 2018/19 pdf icon PDF 119 KB

Minutes:

The Chief Financial Officer introduced the report and explained that the Council was required by the Chartered Institute of Public Finance and Accountancy (CIPFA) to produce annual Prudential Indicators and a Treasury Management Strategy Statement on the likely financing and investment activity.  He explained that the report would be submitted to Council on 9 October 2019.

 

The Chief Financial Officer said that Swale Borough Council (SBC) had a low-risk approach to Treasury Management but cash balances were running down due to investment in the Sittingbourne Town Centre (STC) regeneration scheme.  He explained that the Council’s continued investment in the Church Charities and Local Authorities (CCLA), had been successful as highlighted at paragraph 2.6 on page 8 of the report.

 

In response to the Chairman’s question on whether the Council had borrowed any more money in the current financial year, the Chief Financial Officer explained that the Council had taken out 2 loans of £5million, one over a period of 1 year and the other 18 months, and he highlighted the low interest rates.  He stated that £20million had been borrowed so far, for investment in the STC regeneration scheme.

 

A Member asked whether SBC lent money to other Councils?  The Chief Financial Officer said that SBC did not lend money and explained that all borrowing was from London Boroughs, although money could be borrowed from any Council.  He highlighted the low-risk borrowing.

 

In response to a Member’s question, the Chief Financial Officer confirmed that there was a £3million limit of investment in the CCLA.

 

Recommended:

 

(1)  That the Treasury Management stewardship report for 2018/19 be approved.

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

235.

Internal Audit Charter for 2020/2021 pdf icon PDF 170 KB

Additional documents:

Minutes:

The Head of Audit Partnership introduced the report and thanked those Members that had attended Audit Training the previous evening.  He explained the purpose of the charter, as set out in the report, and explained that an annual revision of the charter was standard to ensure documents were current and up-to-date.

 

The Head of Audit Partnership drew attention that there were slight changes to the previous charter in the way it set out audit independence, and explained that the charter enabled objective working and independence from Management and Members.  He added that the charter set out the access rights to people and buildings when information was required, and there had been good levels of co-operation during his 5 years in the role.

 

In response to a Member’s question on the procedure during an investigation, the Head of Audit Partnership explained that records of incidents would be made and reported to management if necessary.  He added that there were facilities in the software used to log as intelligence and if evidenced, an investigation at a criminal standard would be carried out.  The Head of Audit Partnership stated that a subject would be advised of the investigation at the appropriate time and there would be liaison with the Police, when there was evidence a crime had been committed, although a case could be passed directly to the Crown Prosecution Service.

 

The Chief Financial Officer said that the role of investigating and accessing information was powerful and only exercised if absolutely necessary.  The Head of Audit Partnership added that the powers were used proportionally.

 

A visiting Member asked if there was a time restriction to make documents available (bullet point 11, page 25)?  In response the Head of Audit Partnership said there was no set time limit, each case would be considered independently and he drew attention to the first bullet point under bullet point 10 which referred to ‘free, full and unrestricted access….’.

 

Resolved:

 

(1)  That the Internal Audit Charter for 2020/21 be approved.