Agenda for Audit and Governance Committee on Wednesday, 13th September, 2017, 7.00 pm

Agenda and minutes

Venue: Boulogne Room - Civic Centre, Folkestone

Contact: Kate Clark 

Items
No. Item

9.

Declarations of Interest

Members of the committee should declare any interests which fall under the following categories*:

 

a)    disclosable pecuniary interests (DPI);

b)    other significant interests (OSI);

c)     voluntary announcements of other interests.

Minutes:

Councillor Mrs Claire Jeffrey declared a disclosable pecuniary interest in that she is a director of Oportunitas.  She left the meeting in relation to Item 4 Report on Dispensations on the Agenda. 

10.

Minutes

To consider and approve, as a correct record, the minutes of the meeting held on 26 July 2017.

Supporting documents:

Minutes:

The minutes of the meeting held on 26 July 2017 were submitted, approved and signed by the Chairman. 

 

 

11.

Report on Dispensations

Report AuG/17/07 considers the applications for dispensations under the code of conduct for councillors to speak and vote received by the councillors who are also directors of Oportunitas.  The recommendation is that the dispensations are granted.

 

Supporting documents:

Minutes:

Report AuG/17/07 considers the applications for dispensations under the

code of conduct for councillors to speak and vote received by the

councillors who are also directors of Oportunitas. The recommendation is

that the dispensations are granted.

 

Amandeep Khroud, Head of Democratic Services and Law presented the report and pointed out that although Councillor Philip Martin is a director of Oportunitas, he has not requested a dispensation. 

 

Mrs Khroud confirmed that the dispensations in place are time limited to 2 May 2019 and that any new directors appointed could request same and be granted a dispensation within this timeframe. 

 

Proposed by Councillor David Owen

Seconded by Councillor Michael Lyons and

 

Resolved:

1. To receive report no AuG/17/07.

2. To grant dispensations under the code of conduct and under section

33 Localism Act 2011 to Councillors Mrs Claire Jeffrey, Roger James

Wilkins and Mrs Mary Lawes, to allow them to speak and vote at

meetings where company affairs are discussed;

3. That the dispensations be time limited to 2 May 2019;

4. That in the event of a change of directors the monitoring officer be

authorised to consider applications for and grant dispensations to

any councillor who becomes a director of Oportunitas on the same

terms provided that the councillor concerned is not a member of the

cabinet and the dispensation is time limited in the same way.

 

(Voting: For 3; Against 0; Abstentions 0)

 

 

 

12.

EKAP Audit Update Report

Report AuG/17/08 includes the summary of the work of the East Kent Audit Partnership (EKAP) since the last Audit and Governance Committee meeting together with details of the performance of the EKAP to the 30th June 2017.

 

Supporting documents:

Minutes:

Report AuG/17/08 includes the summary of the work of the East Kent

Audit Partnership (EKAP) since the last Audit and Governance Committee

meeting together with details of the performance of the EKAP to the 30th

June 2017.

 

Chris Parker, Deputy Head of EKAP, presented this report. 

 

Members were interested to know if there are any further details on the car park machine theft, namely who had perpetrated the crime.  Mr Parker referred members to the report and did not have any further information.

 

Councillor Michael Lyons was keen to know if this occurrence would be subject of an insurance claim, however it was highlighted that the excess would probably outweigh any loss.

 

Proposed by Councillor Michael Lyons

Seconded by Councillor Mrs Claire Jeffrey and

 

Resolved:

1. To receive and note Report AuG/17/08

2. To note the results of the work carried out by the East Kent Audit Partnership.

 

(Voting: For 4; Against 0; Abstentions 0)

 

 

 

 

 

 

13.

Grant Thornton - External Audit Update

Report AuG/17/10 from Grant Thornton gives a progress update on recent audit work undertaken and highlights topical issues.

 

Supporting documents:

Minutes:

Report AuG/17/10 from Grant Thornton gives a progress update on recent

audit work undertaken and highlights topical issues.

 

In the absence of a representative from Grant Thornton, David Christie, Interim Chief Accountant, presented this report. 

 

Mr Christie informed members that he would be happy to take any queries on the report and pass them onto Grant Thornton for a reply. 

 

Proposed by Councillor Ian Meyers

Seconded by Councillor Michael Lyons and

 

Resolved:

1. To receive and note report AuG/17/10.

2. To consider Grant Thornton’s update report.

 

(Voting: 4 For; Against 0; Abstentions 0)

14.

Statement of Accounts 2016/17

In accordance with the Accounts and Audit Regulations 2015 the council must consider and approve its Statement of Accounts no later than 30 September 2016. The Committee received a report on the Statement of Accounts for 2016/17 at the meeting on 26 July 2017. The purpose of this report AuG/17/09 is to provide an update on the final outcome of the audit.

 

Supporting documents:

Minutes:

In accordance with the Accounts and Audit Regulations 2015 the council

must consider and approve its Statement of Accounts no later than 30

September 2016. The Committee received a report on the Statement of

Accounts for 2016/17 at the meeting on 26 July 2017. The purpose of this

report AuG/17/09 is to provide an update on the final outcome of the audit.

 

David Christie, Interim Chief Accountant, presented this report.  He reminded members that a draft Audit Findings report had been circulated at the previous committee meeting.  Amendments made by Grant Thornton are detailed in this final report and it was noted that any changes are mainly editorial, or to ensure consistency of Notes within the Statement of Accounts.  The changes do not affect the core financial statements, as previously presented.   

 

Councillor David Owen had received notification that a further audit fee will be made by Grant Thornton for extra work carried out.  He had hoped this fee could be reduced, however Grant Thornton refused this request. 

 

Councillor Owen was keen to see sign off and conclusion of outstanding objections to the 2015/16 Statement of Accounts.  Grant Thornton had advised Councillor Owen that the complainants with regard to these objections will receive a response from GT’s public sector board.

 

The Committee thanked all parties concerned for their work and successful conclusion of this year’s accounts.  

 

Proposed by Councillor Michael Lyons

Seconded by Councillor Mrs Claire Jeffrey and

 

Resolved:

1. To receive and note Report AuG/17/09.

2. To note that the audit is now concluded and the final audited version of the Statement of Accounts for 2016/17 was signed by the Chairman of

the Audit and Governance Committee and the Chief Finance Officer on

7 September 2017.

 

(Voting: For 4; Against 0; Abstentions 0)