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  • Agenda and minutes
  • Agenda and minutes

    Venue: Council Chamber, Sessions House, County Hall, Maidstone. View directions

    Contact: Andrew Tait  03000 416749

    Media

    Items
    No. Item

    44.

    Membership

    To note the appointment of Mr A Hook to the Committee

    Additional documents:

    Minutes:

    The Committee noted the appointment of Mr A Hook.

    45.

    Declarations of Interest by Members in items on the agenda

    Additional documents:

    Minutes:

    (1)          Mr S Webb informed the Committee that he was in receipt of a KCC Pension and would therefore not participate in any discussion that involved the Superannuation Fund.

     

    (2)          The General Counsel  informed the Committee that Mr Webb would receive a dispensation so that he would only need to make this declaration if the Pension Fund or the Golf Club were specifically under discussion.

    46.

    Revised Terms of Reference of the Committee

    Governance and Audit Committee

     

    1.1         Membership: 11 Members (8 Conservative, 1 Labour, 1 Liberal Democrat, 1 Green/Independent; plus, 1 independent member.

     

    1.2         Political Groups should only nominate Members as regular Members or as substitutes on the Governance and Audit Committee (and on Panels of the Committee) if they have had training in the relevant procedures.

     

    1.3         The purpose of this Committee is to:

     

    (a)   ensure the Council’s financial affairs are properly and efficiently conducted,

     

    (b)  review assurance as to the adequacy of the risk management and governance framework and the associated control environment, and

     

    (c)  receive ongoing assurance and information to enable the effective scrutiny and oversight of the Executive decision-making around shareholder strategy regarding companies in which the Council has an interest.

     

    1.4         The Governance and Audit Committee is responsible for ensuring that:

     

    (a)  risk management and internal control systems are in place that are adequate for purpose and effectively and efficiently operated,

     

    (b)  the Council’s corporate governance framework meets recommended practice, is embedded across the whole Council and is operating throughout the year with no significant lapses,

     

    (c)  the Council’s Internal Audit function is independent of the activities it audits, is effective, has sufficient experience and expertise and the scope of work to be carried out is appropriate,

     

    (d)  the appointment and remuneration of external auditors is approved in accordance with relevant legislation and guidance, and the function is independent and objective,

     

    (e)  the external audit process is effective, taking into account relevant professional and regulatory requirements, and is undertaken in liaison with Internal Audit,

     

    (f)   the Council’s financial statements (including the pension fund accounts) comply with relevant legislation and guidance and the associated financial reporting processes are effective,

     

    (g)  any public statements in relation to the Council’s financial performance are accurate and the financial judgements contained within those statements are sound,

     

    (h)  accounting policies are appropriately applied across the Council,

     

    (i)    the Council has a robust counter-fraud culture backed by well designed and implemented controls and procedures which define the roles of management and Internal Audit,

     

    (j)    the Council monitors the implementation of the Bribery Act policy to ensure that it is followed at all times,

     

    (k)  the Council has appropriate governance arrangements in place to manage the relationship between the Council and any company in which the Council has majority control, and

     

    (l)    the Council has appropriate arrangements in place to ensure that the commercial opportunities and risks presented through company ownership are managed effectively.

     

    Additional documents:

    Minutes:

    The Committee noted its revised Terms of Reference.

    47.

    Minutes - 22 July 2021 pdf icon PDF 125 KB

    Additional documents:

    Minutes:

    RESOLVED that subject to the addition of an additional Minute containing the declarations of Interest made by Dr Webb, the Minutes of the meeting held on 22 July 2021 are correctly recorded and that they be signed by the Chairman.  

    48.

    Committee Work and Member Development Programme pdf icon PDF 304 KB

    Additional documents:

    Minutes:

    (1)          The Head of Internal Audit introduced the report which provided an update on the forward Committee Work Programme following best practice guidance in relation to Audit Committees. This report also set out that the Member Training programme had been agreed at the July Committee meeting.

     

    (2)       RESOLVED that approval be given to the forward Committee Work Programme set out in the report.  

     

     

    49.

    Corporate Risk Register pdf icon PDF 285 KB

    Additional documents:

    Minutes:

    (1)          The Director of Strategy, Policy, Relationships and Corporate Assurance and the Corporate Risk Manager introduced the six-monthly report on the Corporate Risk Register.

     

    (2)            During discussion of this item, Members of the Committee raised the following issues in respect of the various Risks set out in the Register:-

     

    -       Whether the Risk Rating for Risk CRR0010 (Suitable accommodation and funding for Unaccompanied Asylum Seeking Children). should be 25 instead of 20.

     

    -       Consideration should be given to incorporating the risk of failure to fully disclose information within Risk CRR0039 (Information Governance).   

     

    -       Consideration should be given to specifically describing the risk of flash flooding and surface water flooding events in Risk CRR0004 (Simultaneous Emergency Response and Resilience).

     

    (3)           The Director of Strategy, Policy, Relationships and Corporate Assurance agreed to include an explanation for delay in implementation of risk control measure wherever possible.    

     

    (4)          Following a suggestion that the Committee should identify one risk and for a deep dive exercise outside of the Committee cycle, the Committee asked the Chairman to write to the Cabinet Committee Chairmen in respect of their Committees’ ability to undertake deep dives into individual risks and to ask whether they would welcome the Governance and Audit Committee doing so.    

     

    (5)     RESOLVED that subject to (3) and (4) above, the report be noted for assurance. 

    50.

    External Audit Progress Report pdf icon PDF 109 KB

    Additional documents:

    Minutes:

    (1)          The Corporate Director of Finance introduced the progress report from the External Auditors Grant Thornton UK LLP.

     

    (2)       RESOLVED that the report be noted for assurance.

    51.

    Treasury Management Update pdf icon PDF 154 KB

    Additional documents:

    Minutes:

    (1)       The Corporate Director of Finance introduced the report which provided an overview of Treasury Management activity and developments in 2021/22 up to the end of July 2021.

     

    (2)       RESOLVED that the report be noted for assurance.

     

    52.

    KCC Insurance Overview pdf icon PDF 214 KB

    Additional documents:

    Minutes:

    (1)       The Insurance Manager provided a summary of insurance activity for the 2020/21 financial year and other points of interest.

     

    (2)       RESOLVED that the report be noted for assurance.

    53.

    Code of Corporate Governance pdf icon PDF 123 KB

    Additional documents:

    Minutes:

    (1)          The General Counsel provided an update and overview of plans to amend the Code of Corporate Governance prior to that that work progressing.   

     

    (2)          RESOLVED that agreement be given to:-

     

    (a)          the programme proposed in the report for changing the Code of Corporate Governance;

     

    (b)         amending the principles in the Code of Corporate Governance to the latest version from the CIPFA/SOLACE framework; and

     

    (c)          making necessary changes to reflect the CIPFA Financial Management Code.

    54.

    Annual Governance Statement 2021/22 pdf icon PDF 110 KB

    Additional documents:

    Minutes:

    (1)       The General Counsel introduced the report, providing a draft copy of the Annual Governance Statement (AGS) together with a general update on governance within Kent County Council.

     

    (2)       During discussion of this item, Members of the Committee made the following comments:-

     

    -               It was necessary to ensure that the AGS became embedded within the organisation, rather than simply being seen as another document.

     

    -               Officer decision-making needed to be clearly recorded.

     

    -           Clarity on the availability of information on the establishment of Informal Member Groups which receive Officer support.

     

    -               A long-term programme of Committee meetings should be developed as soon as practicable.

     

    (3)       RESOLVED that the comments on the draft Annual Governance Statement be noted as set out in (2) above.