Agenda and minutes

Members will recall that the previous meeting was declared inquorate. Whilst Members had an informal discussion, the Committee will need to revisit those reports with a view to making a decision by a quorate committee. The notes are atatched as well those reports previously published.

The previous meeting of the Committee on 15 November 2021 was declared inquorate. Whilst Members had an informal discussion at the November meeting, the Committee needed to revisit those reports in order to make a decision by a quorate committee. 

It was MOVED by Councillor Hackett, SECONDED by Councillor Roome and

RESOLVED

that the Committee notes the updated Business Plan covering the five-year period 2021 to 2026.

It was MOVED by Councillor Hackett, SECONDED by Councillor Roome and

RESOLVED

that the Committee notes the extract of staff survey results from 2021, and the comparison to the 2018 results.

It was MOVED by Councillor Phillips, SECONDED by Councillor Roome and

RESOLVED

that the Committee notes the six month update report from the Head of Devon Audit Partnership.

It was MOVED by Councillor Hackett, SECONDED by Councillor Roome and

RESOLVED

(a) the projected financial outturn position of DAP be noted.

(b) the variances and reasons be noted.

It was MOVED by Councillor Hackett, SECONDED by Councillor Roome and

RESOLVED

(a) the updated Strategic and Operational risk register be noted.

(b) the actions in place to reduce risks to an acceptable level be noted.

It was MOVED by Councillor Hackett, SECONDED by Councillor Roome and

RESOLVED

(a) the current Quality Assurance & Improvement Plan Action Plan be noted.

(b) the challenges for the future, and the actions being taken by management to react to these challenges be noted.

Minutes of the meeting held on 8 July 2021, attached.

RESOLVED that the Minutes of the meeting held on 7 July 2021 and 15 November 2021 be signed as a correct record.

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

There was no item raised as a matter of urgency.

Report of the Director of Finance (DF/22/32), attached.

The Committee received the report of the Director of Finance (DF/22/32) summarising the Partnership’s activity in the first 9 months of 2021/22.

Members noted:

·       New business to the Partnership providing support for Teignbridge District Council in completing their agreed internal audit plan.

·       The appointment of new staff to meet the demands of partners and clients, and also to ensure there is a good level of continuity as staff look to retire.

·       The work and culture with Partnership staff to ensure they “add value” at every step in the audit process.

·       DAP holds the Customer Service Excellent award. The results of the surveys returned after every audit remain very positive with near 99% being "satisfied” or better across the Partnership’s services.

·       Internal audit performance is acceptable, but that there is room for improvement in a number of areas. Some of the indicators show a slight deteriorating in performance from the previous year, but this should be considered against the backdrop of the ongoing need to respond to the Covid pandemic, and also a relatively high level of staff turnover in the period.

It was MOVED by Councillor Ball, SECONDED by Councillor Kennedy and

RESOLVED

that the Committee notes the nine month update report from the Head of Devon Audit Partnership

Report of the Director of Finance (DF/22/33), attached.

The Committee received the report of the Director of Finance (DF/22/33) monitoring the Budget of the Partnership at month 9, indicating that DAP will generate a small surplus at the year end (circa £1k).

Members noted:

·       further requests since 1 April 2021 asking for extra auditing and assurance work, which has increased the income to the Partnership and led to taking on more temporary staff.

·       the impact of the pandemic on the Partnership’s ways of working. The Head of Devon Audit Partnership noted the cost savings of remote working from a travel perspective and an increased flexibility now around the way in which an audit works.

·       some concern from members about local government staff not having yet returned to being office based. The Head of Devon Audit Partnership advised that from a Partnership perspective work has continued and carried on well. There are benefits and challenges of remote working; it is about maximising the benefits and ironing out those challenges.

It was MOVED by Councillor Mahony, SECONDED by Councillor Hackett and

RESOLVED

that members:

(a)  note the projected financial outturn position of DAP.

(b)  note variances and reasons.

Report of the Director of Finance (DF/22/34), attached.

The Committee received the budget for 2021/22 (DF/22/34) presented to them by the Head of Devon Audit Partnership.

Members noted:

·        the continued impact of the Covid pandemic, and a level of uncertainty still remaining around the budget.

·        the projected income for next year is just over £2 million with circa 90% of that then being deployed for staffing costs.

·        EU grant funding continuing into 2022/23 but the amount reducing,

·        the impact of National Insurance and pension increases from 1 April 2022.

It was MOVED by Councillor Loxton, SECONDED by Councillor Mahony and

RESOLVED

that members:

(a)    agree the proposed budget for 2022/23.

(b)    note the areas of uncertainty within the budgeted income figures.

Report of the Director of Finance (DF/22/35), attached.

The Committee received the report of the Director of Finance (DF/22/35) detailing the Public Sector Internal Audit Standards (PSIAS) External Assessment which confirmed the Partnership had “passed” or “generally conform” to the Standards.

Members noted:

·       the Partnership’s working practices meet professional standards.

·       the useful insight to compare DAP practices with other areas. It has enabled management to compare processes and arrangements with two other large audit partnerships The Head of Devon Audit Partnership advised that it is a very positive report, but there always remain opportunities to improve the work the partnership does.

It was MOVED by Councillor Ball, SECONDED by Councillor Phillips and

RESOLVED

that members note the summary report setting out the findings from the recent Public Sector Internal Audit Standards (PSIAS) External Assessment.

Report of the Director of Finance (DF/22/36), attached.

The Committee received the report of the Director of Finance (DF/22/36) relating to the recent Customer Service Excellence (CES) External Assessment.

Members noted:

·       another positive external assessment of DAP. The Head of Devon Audit Partnership advocated the relevance of such an assessment, and the wider importance of continuing to identify where a customer is unhappy and understand why a complaint has been made. It is important to get early warnings, establish any trends and find out what is going on to improve accordingly.

·       Members felt it useful to be presented at the next Committee with a summarised action plan of what areas DAP is looking to improve on.

It was MOVED by Councillor Phillips, SECONDED by Councillor Ball and

RESOLVED

(a)  a summarised action plan of improvement measures to be included on the agenda for the next Committee.

(b)  that members note the attached summary report setting out the findings from the recent Customer Service Excellence (CES) External Assessment

The next meeting is scheduled for 12 July 2022.