8 November 2013

Present:

Devon County Council

Councillors Edgell and Clatworthy

Plymouth Council

Councillors Wheeler

Torbay Council

Councillors Tyerman (Chairman) and Stringer

Also in Attendance

Mr P Looby (Torbay Council)

Mr M Coe (Plymouth City Council)

Mrs M Davis (Devon County Council)

Mr R Hutchins (Devon Audit Partnership)

Apologies

Councillor Murphy

*7 Minutes

RESOLVED that the Minutes of the meeting held on 18 July 2013 be signed as a correct record.

*8 Devon Audit Partnership Update Report

The Committee considered the report of the Head of Devon Audit Partnership (CT/13/53 - text only | pdf CT/13/53) updating the Committee on the development and progress of the Partnership. The Report highlighted the Partnership s success and widespread reputation, with particular reference to the recent visit from a Japanese delegation who sought to learn from the work of Devon Audit Partnership in order to develop their own internal audit arrangements.

The Report also outlined the Partnership s risk management considerations, the Business Plan, proposals for business growth, accommodation and ICT issues and the performance of the partnership, which included positive customer satisfaction survey results and testimonials.

Members asked a number of questions around the impact on the Partnership s surplus through working with external partners, and the impact of staff sickness. Members also queried the results of the customer survey which indicated that 4% of customers felt that the timeliness of receiving their draft report was poor .

The Head of Devon Audit Partnership responded advising that in line with usual practice, a nominal on-cost was applied to rates for external partners which resulted in a surplus, which the Partnership could then use to invest in training, IT and other improvements. Staff sickness levels will always have an impact on delivery and this is managed in accordance with DCC managing absence policy. The Partnership has trained staff to cover all areas of work and made sure that staff were as productive and efficient as possible. Concerns about the timeliness of draft reports had been acknowledged by the Partnership and provided useful feedback for management and managers were taking action to address these concerns.

It was MOVED by Councillor Tyerman, SECONDED by Councillor Wheeler and

RESOLVED

(a) that current position of the Partnership and associated issues be noted;

(b) that the Committee receive further information on the external income and any surpluses of the Partnership and how this would protect future audit provision and reduce the investment required of the partners.

*9 Budget Monitoring

The Committee received the report of the Head of Devon Audit Partnership (CT/13/54 - text only | pdf CT/13/54) which indicated a small surplus at the end year end, due to additional audit work undertaken for external clients, however this had largely been offset by additional staff costs.

Premises costs had also increased due to uncertainty around accommodation at Plymouth City Council, however it was expected that this would be resolved in the near future.

It was MOVED by Councillor Tyerman, SECONDED by Councillor Wheeler and

RESOLVED that projected outturn and variances and reasons detailed in the Budget Monitoring Report for 2013/14 at Month 6 be noted.

*10 Business Plan 2013 to 2018

The Committee received the report of the Head of Devon Audit Partnership (CT/13/55 - supplementary information CT/13/55) accompanied by a presentation which recapped the Partnership s journey so far, its vision and values, the public sector customer base, the products and services the Partnership offers and how this may evolve into the future, and the challenges and areas for change in the future.

It was MOVED by Councillor Clatworthy, SECONDED by Councillor Stringer and

RESOLVED that the Business Plan 2013 to 2018 be endorsed.

*11 Development Plan

The Committee received the report of the Head of Devon Audit Partnership (CT/13/56 - supplementary information CT/13/56) on the Partnership s development priorities, key changes and the challenges affecting the Partnership and a Key Priorities Development Plan.

It was MOVED by Councillor Clatworthy, SECONDED by Councillor Tyerman and

RESOLVED that the Development Plan be noted and that a further report be made to the next meeting of the Committee.

*12 Income from External Partners

(Councillor Edgell declared a personal interest in this item by virtue of being a Member of Exmoor National Park Authority).

The Head of Devon Audit Partnership reported that at total income of 212,328 had been received in the financial year 2012/13 reflecting the Partnership s success in working with other public sector organisations. The Partnership aimed to build on this success by increasing the number of external partners it works with and increasing its annual income.

It was MOVED by Councillor Tyerman, SECONDED by Councillor Wheeler and

RESOLVED that the Partnership s income from external partners be noted and that a report on the projected income for 2013/14 be made to the next meeting of the Committee.

*13 Partnership Working

The Committee received the report of the Head of Devon Audit Partnership (CT/13/57 - text only | pdf CT/13/57) on progress made in terms of partnership working with Devon and Cornwall Constabulary and the Office of Police and Crime Commissioner. The Partnership was currently considering whether the Police could have a non-voting, co-opted representative on the Devon Audit Partnership Committee and a voting representative on the Management Board.

The Head of Devon Audit Partnership outlined the benefits of this partnership including exposure to additional skills and viewpoints, more open and fluid working with the Police, the high profile of the Police as a potential partner and the positive impact that this would have on the Partnership s growing reputation, as well as the securing of a large contact of work for the Partnership.

It was MOVED by Councillor Stringer, SECONDED by Councillor Wheeler and

RESOLVED

(a) that proposals as outlined in the report in respect of closer partnership working with Devon Cornwall Constabulary and the Office of the Police Crime Commissioner be endorsed in principle;

(b) that the Chairman of the Devon Audit Partnership be authorised, in conjunction with the Head of Devon Audit Partnership, to clarify future arrangements in terms of audit days and rates.

*14 Future Meetings

Wednesday 19 February 2014 and Wednesday 18 June 2014 to be held at County Hall, Exeter.

NOTES DELEGATED MATTER WITH POWER TO ACT

The meeting started at 10.30 am and finished at 12.35 am

The Minutes of the Committee are published on the County Council s Website at:-