Agenda and minutes

The Chairmanship is on a rotational basis with each Council having a Member serve alternately for one year.  Torbay and Devon have both recently held the Chairmanship and it is therefore Plymouth’s turn to hold the post of Chairman for one year from the date of this meeting.

RESOLVED that Councillor Mahony be elected Chairman for the ensuing year.

The Vice-Chairman shall be elected from a Council other than that which currently holds the Chairmanship.

RESOLVED that Councillor Hackett be elected Vice-Chairman for the ensuing year.

Minutes of the meeting held on 15 March 2017 (previously circulated).

RESOLVED that the Minutes of the meeting held on 15 March 2017 be signed as a correct record.

Items which in the opinion of the Chairman should be considered at the meeting as matters of urgency.

There was no item raised as a matter of urgency.

Report of the Head of Devon Audit Partnership (CT/17/48), attached.

The Committee considered the Report of the Head of Devon Audit Partnership (CT/17/48) setting out the revenue outturn position and changes between month 10 and year end, the balance sheet as at 31 March 2017,  the Accounting Statement and the Annual Internal Audit Report for 2016/17.

In response to Members’ questions, the Head of Devon Audit Partnership explained that redundancy payments were borne by the Partners of Devon Audit Partnership, whilst acknowledging the existence of debtors at year end and the potential for setting up a bad debt provision. 

It was MOVED by Councillor Mathews, SECONDED by Councillor O’Dwyer and

RESOLVED

(a)     that the Devon Audit Partnership Revenue Outturn Position Report 2016/17 be noted and that approval be given for the Chairman to sign the Annual Governance Statement at Appendix 2;

(b)    that the Devon Audit Partnership Management Responses set out at Appendix 4 be endorsed.

Report of the Head of Devon Audit Partnership (CT/17/49), attached.

The Committee considered the Report of the Head of Devon Audit Partnership (CT/16/49) outlining the progress made by the Partnership during the course of the year; the ongoing development of arrangements with partners, including Torridge and Mid Devon Councils, and the continued high level of customer satisfaction achieved.

Members discussed, in particular, the Internal Audit Performance indicators relating to staff turnover and sickness.

It was MOVED by Councillor Mathews, SECONDED by Councillor O’Dwyer and

RESOLVED

(a)     that revised Internal Audit Performance Indicators and targets be considered by the Head of Devon Audit Partnership and an update provided at a future meeting;

(b)   that the Devon Audit Partnership Annual Report 2016/17 be noted.

Report of the Head of Devon Audit Partnership (CT/17/47), attached.

The Committee considered the Report of the Head of Devon Audit Partnership (CT/17/47) on the impact of the membership change on the quorum and current and future division of surpluses/deficits between partners.

Members discussed, in particular, the impact quorum requirements had on future deliberations.

It was MOVED by Councillor O’Dwyer, SECONDED by Councillor Mathews and

RESOLVED

(a)     that from April 2017 the Committee notes that the quorum for the Devon Audit Partnership be “one member from each partner” with each partner having two representatives;

(b)    that from April 2017 the Committee notes that the distribution of surpluses/deficits for the Devon Audit Partnership be based on contribution rates, rather than FTE numbers;

(c)     that the quorum of the Committee be reviewed next year. 

Report of the Head of Devon Audit Partnership (CT/17/50), attached.

The Chairman welcomed Councillors Evans and Radford from Mid Devon District Council who were attending as observers of the meeting.

The Committee considered the Report of the Head of Devon Audit Partnership (CT/17/50) on partnership working with Mid Devon District Council.

It was MOVED by Councillor Hackett, SECONDED by Councillor O’Dwyer and

RESOLVED

(a)     that the delivery of Internal Audit management services to Mid Devon District Council by way of a service level agreement for the period May 2017 to end of July 2017 be noted;

(b)    that Mid Devon District Council becoming a non-voting partner of the Devon Audit Partnership with effect from August 2017 be endorsed;

(c)     that the request from Mid Devon District Council to join the Devon Audit Partnership as a full member from April 2018 be endorsed.

15 November 2017; 7 March 2018 and 20 June 2018.