Agenda and minutes

There were no substitute Members required at this meeting.

Members are reminded of their obligation under the Council’s Code of Conduct to disclose any Disclosable Pecuniary Interests and Other Significant Interests in any matter(s) to be considered or being considered at the meeting. These are explained in the Code of Conduct on the Council’s website at Code of conduct – Tonbridge and Malling Borough Council (tmbc.gov.uk).

Members in any doubt about such declarations are advised to contact Legal or Democratic Services in advance of the meeting.

There were no declarations of interest made in accordance with the Code of Conduct.

To confirm as a correct record the Minutes of the meeting of Audit Committee held on 26 September 2022

RESOLVED:  That the Minutes of the meeting of the Audit Committee held on 26 September 2022 be approved as a correct record and signed by the Chairman.

The Council’s external auditors (Grant Thornton UK LLP) are required to satisfy themselves that the Authority has made proper arrangements for securing economy, efficiency and effectiveness in its use of resources and to report on the same to those charged with governance - which for this purpose is the Audit Committee – followed by Cabinet and Full Council.

The report of the Management Team introduced the Auditors Annual Report (attached at Annex 1) prepared by Grant Thornton UK LLP in respect of the Borough Council’s overall arrangements for securing economy, efficiency and effectiveness in the use of resources.

No significant weaknesses in arrangements had been identified but a number of improvements had been recommended to the risk management process and the performance management framework.  These were detailed in 1.2.4 and 1.2.5 of the report.

RECOMMENDED:  That

(1)             the Auditor’s Annual Report (attached at Annex 1) for 2021/22 be approved; and

(2)             the management comments to the improvement recommendations (detailed in 1.2.4 and 1.2.5) be noted and endorsed.

*Referred to Cabinet

The report asks Members to review the Risk Management Strategy and accompanying Risk Management Guidance and to recommend to Cabinet its adoption by Full Council. The report also provides an update on the risk management process and the Strategic Risk Register.

Members reviewed the Risk Management Strategy and accompanying Risk Management Guidance attached at Annexes 1 and 2 respectively.

The report of the Management Team also provided an update on the risk management process and the Strategic Risk Register (attached at Annex 3).  Two additional risks had been added to the Register since the last review in September 2022.  These related to the implementation of the Agile software system covering Planning, Housing and Environment Health and Local Elections in May 2023.  The implementation of Agile had been identified as a red risk due to the potential costs of renewing the existing software in the event of a delayed start date.

RECOMMENDED:  That

(1)             the Risk Management Strategy and accompanying Risk Management Guidance be commended to the Cabinet for adoption by the Council; and

(2)             the updates to the Strategic Risk Register since the last iteration be noted with particular emphasis on those risks categorised as Red.

* Referred to Cabinet

The report provides details of investments undertaken and return achieved in the first nine months of the current financial year and an introduction to the 2023/24 Treasury Management and Annual Investment Strategy.  Members are invited to recommend adoption of the Strategy to Cabinet.

The report of the Director of Finance and Transformation provided details of investments undertaken and return achieved in the first eight months of the current financial year and introduced the Treasury Management and Annual Investment Strategy 2023/24 (attached at Annex 5).

 In addition, the report made reference to non-treasury management practices and the required procedures to ensure compliance with the Treasury Management and Prudential Codes of Practice and Statutory Guidance on Local Government Investments.  

RECOMMENDED: That

(1)             the treasury management position as at 31 December 2022 be noted; and

(2)             the Treasury Management and Annual Investment Strategy 2023/23 (attached as Annex 5) be adopted.

*Referred to Cabinet

This report presents the Accounting Policies proposed for the 2022/23 Financial Statements for consideration and endorsement.

The Accounting Policies proposed for the 2022/23 Financial Statements were presented for consideration and endorsement.  It was noted that, other than a few minor textual amendments, no changes were required.

RESOLVED:  That the Accounting Policies (set out in Annex 1 to the report) be endorsed and used in the preparation of the 2022/23 Financial Statements.

This report informs Members of the outcome of the annual review of the Council’s Whistleblowing Policy and Procedure, together with the external Whistleblowing Policy.

The report informed Members of the outcome of the annual review of the Borough Council’s Whistleblowing Policy and Procedure.  The external Whistleblowing Policy, which provided the public and those providing services to the organisation to raise concerns, was also presented.

As a result of the review, the procedures duplicated in the policy had been removed.  In addition, some of the language had been changed in the policy to encourage staff to speak out.  A copy of the Whistleblowing Policy and Procedure were attached at Annexes 1 and 2. The external Whistleblowing Policy was attached at Annex 3.

RECOMMENDED:  That the Whistleblowing Policy (attached at Annex 1) and Procedure (attached at Annex 2) and the external Whistleblowing Policy, be approved.

This report provides Members with an update on the work of both the Internal Audit function and the Counter Fraud function.

Members were provided with an update on the work of both the Internal Audit function and the Counter Fraud function. Progress against the 2022/23 Plan was also reported and noted.

A summary of the current status of all audits on the 2022/23 Plan, including a summary of findings where finalised was attached at Annex 1 to the report.  Planned amendments to Quarter 4 included the implementation of the new voter identification system and attendance at the Agile System project board in an advisory capacity leading up to its implementation.

RESOLVED: That the report be noted.

The Chairman to move that the press and public be excluded from the remainder of the meeting during consideration of any items the publication of which would disclose exempt information.

There were no items considered in private.