Audit and Risk Committee Meeting, 25 November 2013 Minutes

Transcription

1 Audit and Risk Committee Meeting, 25 November 2013 Minutes The meeting opened at 5.30pm Members Present: Phyllis Chan (Chair), Andrew Majury (Co-opted), Nicky Orchard, Andrew Tidd In Attendance: Helen Haddock (Buzzacott), Simon Jarvis (Principal), Lorna Raynes (Baker Tilly), (Deputy Principal), (Clerk) Documents were added to the Governors secure section of the website. A private meeting took place between the Governors and Auditors. 1. Standing Orders: 1.1 Apologies for absence Apologies were received from Eilean Cunningham and Emma Crook (Baker Tilly). 1.2 Declaration of Interests None declared. 1.3 Safeguarding Governors were reminded to consider safeguarding in all agenda items. 1.4 Minutes of 9 May 2013 The minutes were accepted and signed by the Chair. 1.5 Matters Arising A summary of actions had been issued with the agenda and were reviewed. It was noted that as the College is retaining the Internal Audit, the Board Assurance Framework would be put on hold until more guidance had been received from Baker Tilly, and reviewed at the next meeting. Action: AV/Agenda 1.6 Chair s Business None 2. Main Issues for Consideration and Decision: 2.1 Audited Accounts for the Year 1 August July 2013 The Statement of Corporate Governance and Internal Control (23) was agreed by the Committee. Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 191

2 2.2 External (Financial Statements) Auditor s report on the 2012/13 College Accounts Helen Haddock advised that the audit went well; the only outstanding figure was for the insurance claim and this was not expected before the meeting on 9 December. It was agreed that the wording under Audit Status would read along the lines of The insurance claim is not expected to be resolved by the end of December, therefore will not be quantified in time for the meeting. Details will be advised as soon as possible but reference would need to be made to the claim as a prior year adjustment in the accounts next year. This would be confirmed by Gordon and Helen. Action: HH/GD Helen took Governors through the report and highlighted the following: the letter of representation and requirements were standard; the statements have been prepared in line with the SFA and EFA guidance and SORP; ratio analysis were discussed, based on the financial health model it was expected that the College would be graded as good ; benchmarking data was reviewed; the audit report on regularity and propriety would be unqualified ; discussions had taken place between Baker Tilly and Buzzacott; there were not any issues arising following the audit. The following addressed questions raised by Governors: the pension liabilities shown in the LGPS FRS17, had not reduced for the College as much as other organisations due to the impact of the increase in new staff and historic costs; Ratio analysis, appendix 1 General reserves/total income was significantly higher due to the investment in buildings; Ratio analysis, appendix 1 - Payroll/total income is higher as the College employs all staff rather than using contractors for grounds, security and guardians, at a cost of c k; there would be further information on the changes referred to in appendix 4, under Pension recovery plans, Untaken annual leave and Fixed assets in due course. Phyllis asked for the information to be made available to the Committee in good time for decisions to be made; it was confirmed that Helen and Gordon would liaise on these and that information would be available from AoC briefings. Governors agreed the letter of representation, to be recommended to the 2.3 Board Assurance and Internal Audit Strategy The Board Assurance Framework had been discussed under item 1.5, as this had been put on hold the Internal Audit Strategy remained unchanged. Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 192

3 2.4 Internal Audit Services annual report 2012/13 The audit had covered governance, risk management and control; the report gave an unqualified opinion, confirming that College teams are working well. In response to questions raised by Governors: recommendations made in previous years, which had not been completed, would be discussed by Gordon and the auditors so that they could be removed from future reports; Action: GD Lorna would confirm what the uncategorised recommendations were in order for the Committee to be updated ion their progress before the next audit in spring 2014; 2.5 Risk Register The main risk of Inadequate and falling revenue remained unchanged; the Principalship continues to assess how the College values and curriculum can be offered with reduced funding, along with how other sources of income could be achieved. The Committee agreed the risk register, to be recommended to the 2.6 Annual Assessment of Internal Audit Services for 2012/13 It was agreed to streamline the report for next year. Action: AV/PC/GD The report was agreed, subject to a minor change in 2d, to be recommended to the. 2.7 Finance and management Report for October 2013 At the time of producing the budget in May 2013, the final staffing costs and leavers were unknown, and these had been over-estimated due to late staff changes prospered in June/July to be effective from September Also older spreadsheets calculating future staff cost had an inherited error which overstated cost though an incorrect NI rate. This has now been corrected showing NI costs at about 180k less this year. 2.8 Audit Committee s annual report to the The report was reviewed and agreed, to be presented to the 2.9 Policy and document review (a) Anti-Bullying Policy no changes (b) Control of Information Policy no major changes (c) The College s Disaster Recovery Plan The plan and policy requirements were discussed in detail; there are separate IT and Lockdown files. Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 193

4 The plan was noted in the current format and a policy statement would be reviewed at the next meeting. Action: GD/SJ Alison would ask for examples from other Colleges. Action: AV/Agenda (d) Terms of Reference reflected the changes to the July 2013 Instrument and Articles of Government. These would need to be reviewed at the next meeting to ensure that the requirements of JACOP part 2 are included. Action: AV/Agenda 3. Items to Note: The following items were noted: 3.1 Summary of course attended by Andy Tidd The Evolving Finance and Audit Landscape Implications for Governance The main theme which came out of the training was that the Internal Audit should not be rotational, but based on the risk register and driven by the Audit and Risk Committee. 3.2 Joint code of Practice (JACOP) Governors were advised that JACOP part 2 had been implemented on 1 August 2013, and was available on the website. Date of next meetings: 12 May 2014 The meeting closed at 7.03 pm Minutes agreed and signed by Chair: Phyllis Chan: Date: 12 May 2014 Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 194

5 Recommendations to the 2.1 Audited Accounts for the Year 1 August July 2013 Governors agreed the letter of representation, to be recommended to the 2.5 Risk Register The Committee agreed the risk register, to be recommended to the 2.6 Annual Assessment of Internal Audit Services for 2012/13 The report was agreed, subject to a minor change in 2d, to be recommended to the. 2.8 Audit Committee s annual report to the The report was reviewed and agreed, to be presented to the 2.9 Policy and document review Agreed as follows: Anti-Bullying Policy no changes Control of Information Policy no major changes Terms of Reference reflected the changes to the July 2013 Instrument and Articles of Government Decisions 2.1 Audited Accounts for the Year 1 August July 2013 The Statement of Corporate Governance and Internal Control (23) was agreed by the Committee Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 195

6 Actions 1.5/2.3 Matters Arising/Board Assurance Board Assurance Framework to be reviewed at the next meeting 2.2 External (Financial Statements) Auditor s report on the 2012/13 College Accounts Wording under Audit Status would be updated to reflect the fact the insurance claim would not be settled before the accounts are signed off Helen Haddock 2.5 Internal Audit Services annual report 2012/13 Recommendations made in previous years, which had not been completed, would be discussed by Gordon and the auditors so that they could be removed from future reports. 2.6 Annual Assessment of Internal Audit Services for 2012/13 It was agreed to streamline the report for next year. Phyllis Chan 2.9 Policy and document review A policy statement for the Disaster Recovery Plan would be reviewed at the next meeting. Alison would ask for examples of Disaster Recovery Plans from other Colleges in the Wessex Group Terms of Reference would be reviewed at the next meeting to ensure that the requirements of JACOP part 2 are included. Simon Jarvis Agenda Agenda Audit and Risk Committee Minutes 25 November 2013 Initials A13/B 196