ModernGov

Agenda and minutes

Venue: Council Chamber - Civic Centre, Folkestone

Contact: Sue Lewis 

Items
No. Item

12.

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:

There were no declarations of interest.

13.

Minutes

To consider and approve, as a correct record, the minutes of the meeting held on 30 July 2019.

Supporting documents:

Minutes:

Proposed by Councillor Tim Prater

Seconded by Councillor Lesley Whybrow and

 

Resolved:

In his opinion, Councillor Tim Prater, felt that Minute 8 – Internal Audit Annual Report, bullet point 4 misled the committee by stating that work was in progress when it had already been completed. Officers would go back and look at the relevant dates and clarify this at the next meeting.

 

(Voting: For 3; Against 1; Abstentions 1)

 

Proposed by Councillor Ray Field

Seconded by Councillor Lesley Whybrow and

 

Resolved:

The minutes of the meeting held on 30 July 2019 were submitted, approved and signed by the Chairman with the inclusion of the  footnote above.

 

(Voting: For 5; Against 0; Abstentions 0)

 

14.

Internal Audit Progress report from the Head of the East Kent Audit Partnership

This report 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 2019.

Supporting documents:

Minutes:

The report included 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 2019.

 

Members were informed of a slight change to the report at the end of the Creditors section which should read as follows:

 

Scope for improvement was however identified in the following areas:

·      The information made available to budget holders on the risks relating to the use of blanket orders could be improved;

·       Due to staff shortages in Finance no performance information relating to late payments has been circulated to budget managers since October 2018;

 

Proposed by Councillor Ray Field

Seconded by Councillor Tim Prater and

 

Resolved:

To engage and discuss further with members of the committee the information as presented in the reports to ensure it is providing sufficient assurance for the committee to discharge its duties.

 

(Voting: For 5; Against 0; Abstentions 0)

 

Proposed by Councillor Lesley Whybrow

Seconded by Councillor Mrs Ann Berry and

 

Resolved:

1.       To receive and note Report AuG/19/10.

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

 

(Voting: For 5; Against 0; Abstentions 0)

15.

Review of Corporate Risk Register and Risk Management Policy and Strategy

This report presents an updated Risk Management Policy & Strategy for consideration by the Audit & Governance Committee, ahead of its adoption by Cabinet.  The Policy & Strategy provides a framework the management of risk by Officers & Members.  This report also provides an update to the Corporate Risk Register. 

Supporting documents:

Minutes:

The report presented an updated Risk Management Policy & Strategy for

consideration by the Audit & Governance Committee, ahead of its adoption

by Cabinet. The Policy & Strategy provides a framework the management

of risk by Officers & Members. The report also provided an update to the

Corporate Risk Register.

 

Proposed by Councillor Tim Prater

Seconded by Councillor Ray Field and

 

Resolved:

1.       To receive and note the updated Corporate Risk Register.

2.       To propose to Cabinet the adoption the updated Risk Management Policy & Strategy.

 

(Voting: For 5; Against 0; Abstentions 0)

 

 

16.

Review of polling districts and polling places 2019

Section 18 of the Representation of the People Act 1983 (as amended by Part 4 of the Electoral Administration Act 2006) places a duty on the Council to conduct a review of polling places and polling districts every four years.  The last review was concluded by Folkestone & Hythe District Council (as Shepway District Council) in November 2014.  Report AuG/19/11 outlines the steps the Council is taking to comply with this duty and seeks approval from Council to approve the recommendations made. 

Supporting documents:

Minutes:

Section 18 of the Representation of the People Act 1983 (as amended by

Part 4 of the Electoral Administration Act 2006) places a duty on the

Council to conduct a review of polling places and polling districts every

four years. The last review was concluded by Folkestone & Hythe District

Council (as Shepway District Council) in November 2014. Report

AuG/19/12 outlined the steps the Council is taking to comply with this duty

and seeks approval from Council to approve the recommendations made.

 

Proposed by Councillor Tim Prater

Seconded by Councillor Ray Field and

 

Resolved:

1.       To receive and note report AuG/19/12.

2.       To approve the proposals listed in this report as the Polling Districts, Polling Places and Stations for the next four years, or until an ad-hoc review triggered by the Council in the interim.

3.       To adopt the proposals as outlined in Appendix 2, with the

implementation to coincide with the revision of the register on 01

December 2019.

4.       To request officers publish the feedback in respect of representations.

5.       To consider further works in respect of using public houses as polling stations with the intention of finding something more suitable in the future.

 

(Voting: For 5; Against 0; Abstentions 0)