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Agenda and minutes

Venue: Civic Suite, Gibson Building, Kings Hill, West Malling

Contact: Committee Services  Email: committee.services@tmbc.gov.uk

Items
No. Item

PART 1 - PUBLIC

AU 20/1

Declarations of interest pdf icon PDF 3 KB

Minutes:

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

AU 20/2

Minutes pdf icon PDF 278 KB

To confirm as a correct record the Minutes of the meeting of Audit Committee held on 1 October 2019

Minutes:

RESOLVED:  That the Minutes of the meeting of the Audit Committee held on 1 October 2019 be approved as a correct record and signed by the Chairman.

Matters for Recommendation to the Cabinet

AU 20/3

Risk Management pdf icon PDF 119 KB

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

Additional documents:

Minutes:

The report of the Management Team invited the Committee to review the Risk Management Strategy and accompanying Risk Management Guidance which set out the Council’s risk management objectives and detailed roles and responsibilities of officers, Members and partners in the identification, evaluation and cost-effective control of risks.  The report also provided an update on the risk management process and Strategic Risk Register. 

 

Whilst it was noted that no new risks had been added to the Register since the last meeting in October, the entry in relation to the Waste Contract had been escalated to Red (high risk) following performance issues.  Members were also advised that the entry in the Register regarding Financial position/Budget deficit had been updated in the light of receipt of the provisional finance settlement.

 

RECOMMENDED:  That

 

(1)          the Risk Management Strategy and accompanying Risk Management Guidance set out at Annexes 1 and 2 to the report be commended to the Cabinet for adoption by the Council;

 

(2)          the updates to the Strategic Risk Register since the last iteration be noted; and

 

(3)          the escalation of the Waste Contract item to Red (high risk) be noted.

AU 20/4

Treasury Management Update and Treasury Management and Annual Investment Strategy for 2020/21 pdf icon PDF 218 KB

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 2020/21 Treasury Management and Annual Investment Strategy.  Members are invited to recommend adoption of the Strategy.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation provided details of investments undertaken and return achieved in the first nine months of the current financial year and introduced the 2020/21 Treasury Management and Annual Investment Strategy.  Attention was drawn to the higher than budgeted investment income from cash flow and core cash at the end of December 2019 and the incorporation of the anticipated increase of £117,000 for the year in the revised estimates.

 

RECOMMENDED:  That

 

(1)             the treasury management position as at 31 December 2019 be noted together with the higher level of income incorporated in the 2019/20 revised estimates; and

 

(2)             the Treasury Management and Annual Investment Strategy for 2020/21 set out at Annex 5 to the report be adopted.

Decisions taken under Delegated Powers in accordance with Part 3 of the Constitution (Responsibility for Council functions)

AU 20/5

Annual Review of Anti-Fraud Policies and Whistleblowing Policy pdf icon PDF 206 KB

The report advises the outcome of the annual review of the Council’s Anti-Fraud Policy and Whistleblowing Policy.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation gave details of the outcome of the annual review of the Council’s Anti-Fraud, Bribery and Corruption Policy which resulted in the anti-fraud policies for Housing Benefit and Council Tax Reduction being amalgamated into the overall Policy.  It was noted that a number of updates had been made following a review against CIPFA’s self-assessment and an amendment to section 3 of the Policy in respect of specific responsibilities was presented at the meeting.

 

The Whistleblowing Policy was also presented, no changes to which were considered necessary following the annual review.

 

RESOLVED:  That

 

(1)             the Anti-Fraud, Bribery and Corruption Policy set out at Annex 1 to the report be approved subject to the addition of the following paragraphs:

3.1 The Director of Finance and Transformation has overall responsibility for this policy and its implementation.

3.2 The Audit and Assurance Manager has responsibility to ensure there is a sufficient action plan covering both proactive and reactive Counter Fraud, Bribery and Corruption activity and sufficient resources to deliver the action plan; and

 

(2)             the General Purposes Committee be invited to approve the Whistleblowing Policy set out at Annex 2 to the report.

AU 20/6

Annual Review of Anti-Money Laundering Policy pdf icon PDF 214 KB

The report gives details of the outcome of the annual review of the Council’s Anti-Money Laundering Policy and supporting guidance notes.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation gave details of the outcome of the annual review of the Council’s Anti-Money Laundering Policy.  Reference was made to the 5th Anti-Money Laundering Directive which came into force in January 2020 and was taken into account in the review although no changes to the Policy were considered necessary at this time.  It was noted that the approved Policy would be circulated to all staff using Netconsent and made available on the Council’s intranet and external website.

 

RESOLVED:  That the Anti-Money Laundering Policy and supporting guidance set out at Annexes 1 and 2 to the report be approved.

AU 20/7

Accounting Policies pdf icon PDF 106 KB

The report presents the Accounting Policies proposed for the 2019/20 Financial Statements for consideration and endorsement.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation presented the Accounting Policies proposed to be used in preparation of the 2019/20 Financial Statements.  It was noted that only minor changes were required to those adopted for 2018/19.

 

RESOLVED:  That the Accounting Policies to be used in the preparation of the 2019/20 Financial Statements, as set out at Annex 1 to the report, be approved.

AU 20/8

Internal Audit and Counter Fraud Update pdf icon PDF 225 KB

The report provides an update on the work of the Internal Audit and Counter Fraud function for the period April to December 2019. It also outlines the quality assurance activity that has been undertaken and the resultant action plan.

Additional documents:

Minutes:

The report of the Chief Audit Executive provided an update on the work of the Internal Audit and Counter Fraud function for the period April to December 2019.  This included progress against the 2019/20 plan and details of proactive work such as a counter fraud awareness week for staff.  The report also outlined the quality assurance activity undertaken and the resultant action plan.  Key performance indicators for the Internal Audit and Counter Fraud function had been reviewed and Members were invited to agree some changes proposed for the 2019/20 financial year.

 

RESOLVED:  That the report be received and noted and the key performance indicators set out in paragraph 1.4.6 of the report and Annex 5 thereto be approved.

Matters submitted for Information

AU 20/9

Grant Thornton 2019/20 Audit Plan and Audit Progress Report and Sector Update pdf icon PDF 107 KB

The report introduces two papers from the external auditor: the 2019/20 Audit Plan and Audit Progress Report and Sector Update.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation introduced two papers from the external auditors, the 2019 Audit Plan and the Audit Progress Report and Sector Update.  Mr Andy Ayre, Audit Manager, presented the reports and answered questions raised by Members.

 

RESOLVED:  That the report be received and noted.

AU 20/10

Exclusion of Press and Public pdf icon PDF 4 KB

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.

Minutes:

There were no items considered in private.