The Tunbridge Wells Audit and Governance Committee convened on 16 September 2025, to discuss a range of issues, including the draft financial report, proposed changes to the council's constitution, and an update on the strategic risk register. The committee approved the Audit and Governance Committee Annual Report for 2024/25 and recommended it be presented to the Full Council. They also recommended that the Full Council adopt a Councillor Parental Leave Policy, and that the Monitoring Officer be authorised to make changes to the constitution regarding electronic sealing.

Here's a more detailed look at the key discussion points:

• Audit and Governance Committee Annual Report The committee approved the Audit and Governance Committee Annual Report for 2024/25, with a recommendation that the Chair present the report to the Full Council. The report provides assurance that important internal control, governance and risk management issues are being monitored and addressed by the Committee. The report highlighted a further unqualified accounts and value for money opinion from external auditors and a positive conclusion on the council's control and governance from internal auditors. The report also identified areas for development, including reviewing the committee's terms of reference, assessing member knowledge and skills, and evaluating how the committee adds value to the organisation. The committee also made recommendations to Full Council to strengthen the committees governance responsibilities, including that the Chair of Audit and Governance and Chair of Overview and Scrutiny liaise at the beginning of each municipal year to determine if there are any areas of overlap in their respective work programmes.

• Draft Financial Report and Audit Findings The committee reviewed the Draft Financial Report and Audit Findings. The report stated that Grant Thornton expected to issue an unqualified audit opinion. The report also noted that the Financial Reporting Council continues to increase the amount of documentary evidence required for the audit process, which has put huge pressure on the council's finance team. Additional resources have been proposed for the Finance Team to help manage the audit process in 2025/26. The committee was asked to approve the draft Statement of Accounts and the Annual Governance Statement, and to authorise the Chairman and the Director of Finance, Policy & Development to sign a Letter of Representation.

• Proposed Changes to the Constitution

  • Members' Parental Leave Policy: The committee considered and recommended to Full Council the adoption of a Councillor Parental Leave Policy. The policy aims to encourage diversity and promote accessibility of the councillor role. Two options were put forward: one with basic and special allowances paid for 6 months, and another with basic allowances paid for up to 12 months.
  • Questions by Members of the Public & Majority Voting: The committee discussed proposed changes to the constitution regarding public questions at council meetings. The proposal limits each member of the public to a maximum of 10 minutes to ask questions and receive responses, while maintaining the total time allocated for public questions at 30 minutes. The committee also noted amendments to delete references to a two-thirds majority vote in certain sections of the constitution, replacing it with a simple majority.
  • Electronic Sealing: The committee considered and recommended to Full Council that the Council formally adopts electronic sealing as a method of executing deeds and other official Council documents. The Monitoring Officer was authorised to amend the Constitution to provide for electronic sealing and to make all necessary and consequential amendments.

• Update on Member Code of Conduct Complaints The Monitoring Officer provided an update on complaints received under the Members' Code of Conduct. Since the last meeting, five new complaints had been received, four concerning parish or town councillors and one concerning a borough councillor.

• Whistleblowing Policy The committee noted the refreshed Whistleblowing Policy, which sets out a mechanism for staff to report concerns about wrongdoings. The policy has been updated to conform with best practice guidance from the Institute of Internal Audit (IIA) ACAS and Protect.

• Strategic Risk Register Update The committee considered and noted the strategic risk register and the arrangements for managing strategic risk. The report set out the strategic risks identified by the Council and provided an update on the evaluated threat level and controls in place for each risk issue. The committee requested that the Risk Owner for IT attend a future meeting, and that details be added to the tracker.

Councillor Matthew Sankey, Chair of the Committee, reminded members that they were welcome to submit questions to officers in advance of the meeting.