Audit Committee, Wednesday, 27 January 2016

This meeting will be held in the Council Chamber, Mendip District Council, Shepton Mallet at 6.30 pm.

AGENDA

1  CHAIR'S ANNOUNCEMENTS

The Chair will give their announcements.  Mobile phones should be switched off and the evacuation procedures in the event of an emergency will be explained.

2   APOLOGIES FOR ABSENCE     

To receive apologies from Members who are unable to attend the meeting.

3    DECLARATIONS OF INTEREST
If a member of the Audit Committee or other member of the Council present at the meeting has a personal or prejudicial interest in any agenda item during this meeting they should declare its existence and nature publicly.

4     PUBLIC PARTICIPATION             

a)    For items on the agenda

b)    For items not on the agenda

5      PREVIOUS MINUTES
To confirm the minutes of the Audit Committee meeting held on 22 September 2015 and 25 November 2015.
Icon for pdf Item 05a - Approved Audit Committee Minutes 22.09.15 [151.8KB]
Icon for pdf Item 05b - Draft Audit Committee Minutes 25.11.15 [193.69KB]

6      JOINT PROCUREMENT OF SERVICES
Members will be aware that a report to the Joint Scrutiny and Cabinet on the 25th January considered the commissioning of a range of services, including both 'soft services' including revenues and benefits and a range of 'back office services' (Lot 1) and 'hard services' such as Print, Post and Design (Lot 2) under the Corporate Services Joint Procurement project.

The corporate services project commenced in 2014 as a partnership of five district council partners and generated substantial market interest ahead of two simultaneous EU procurement exercises carried out using a competitive dialogue process. 

Members are referred to the Cabinet report for background information which is not reproduced here to save printing costs.

In line with its role as a governance body, the report to the Audit Committee will comprise a verbal presentation on the procurement process and proposed governance methods rather than the detail of the tenders
Icon for pdf Item 06- Joint Procurement of Services - Governance [69.64KB].

7       MDC INTERNAL AUDIT PROGRESS COMMITTEE REPORT
An Internal Audit work is largely driven by an Annual Audit Plan. This is approved by the Section 151 Officer, following consultation with the Corporate Management Team and External Auditors. This year's Audit Plan was reported to this Committee at its meeting in March 2015.

Audit assignments are undertaken in accordance with this Plan to assess current levels of governance, control and risk. Key Control Audits are undertaken in quarter three of each year and these are planned in conjunction with the Council's External Auditor to assist in their assessment of the Council's financial control environment. This reduces the overall cost of audit to the Council.
Icon for pdf Item 07 - MDC Internal Audit Progress Report Jan 2016 [475.81KB]

8       GRANT CERTIFICATION LETTER 2014/15
Grant Thornton are currently finalising the official letter to the Council regarding their work on our grant claims. Once completed, the report will be circulated to all members for consideration prior to the meeting on 27th January. Grant Thornton will attend the meeting to present their findings to the committee.
Icon for pdf Item 08a - Housing Benefit Subsidy Claim Certification 2014-15 [62.39KB]
Icon for pdf Item 08b -Appendix 1 - Certification Work for Mendip District Council for year ended 31 March 2015 [297.75KB]

9       AUDIT COMMITTEE FORWARD PLAN
The Audit Committee's Forward Plan is attached for information
Icon for pdf Item 09 - Audit Committee Forward Plan [60.91KB]

10     URGENT BUSINESS See Note 6
To consider any other business which the Chairman decides is urgent.