Agenda item

Consideration was given to a report which provided the results of the workshop held on 6 May 2016 which looked at the effectiveness of the Audit Committee helping to identify any areas of improvement.  The report also provided an outline for the Audit Committee Annual Report 2016.

Members were provided with an opportunity to ask questions to the officers present in relation to the information contained within the report and some of the points raised during discussion included the following:

·         Members agreed that it had been a positive session, with a very relaxed feel which had helped people to express their thoughts.

·         A member commented that they were happy with the Annual report.  However, it was thought that the Audit Committee needed to be more effective, and it should always try and be positive about its work.

·         It was suggested there was a need to raise awareness with officers about the role and remit of the committee, as on occasion the committee had received the same report as a scrutiny committee.  There was a need for reports which were specific to the Audit Committee.

·         It was suggested that if the Audit Committee were advised that the relevant scrutiny committee was aware of an issue, then that would provide a level of assurance.

·         In terms of membership of the Committee, it was hoped that group leaders would look at their members to see who would be the most appropriate members to sit on the Committee, but sometimes it was down to availability.  It was suggested that officers could work with Democratic Services on a councillor development.  It was also suggested that it could be useful to look at the skills sets required for the Audit Committee rather than similar experience.

·         It was commented that a few years ago the Committee held an informal session, with no agenda, and the managers went through the key risks in each area, and it was suggested whether another similar session could be held.  The Audit and Risk Manager agreed to discuss this with CMB to identify whether they would be available to attend a workshop.

·         It was commented that members should not feel worried about asking questions if they have not understood something.

·         There was a need for officers to determine what they wanted members to take from the report, and it was commented that more active recommendations had been seen in other authorities.  It was suggested that the recommendation should be written first, and then a report which supports the recommendation should be produced.

·         When a report was produced, it should be considered what the Committee was being asked to do, and officers should always think about the Terms of reference.  It was also noted that this approach would help with the writing of the Annual Report.

·         It was commented that during the workshop, the suggestion of having a second independent member was discussed.  It was felt that this was an idea which should be kept in mind.

·         It was commented that members brought something to committees that officers did not have – experience of their communities, but it was suggested that independent members could fill any gaps in the knowledge of the Committee as they were appointed on merit.  The Committee commented that they welcomed the suggestion of a second independent person.

·         It was suggested that it would be good practice for the Committee to meet with the external auditors once per year.

·         It was commented that some of the agendas could be quite large, and it was queried whether the meeting cycle should be reviewed.

RESOLVED

1.    That the proposed improvement actions be approved.

2.    That the Chairman and Vice-Chairman, in consultation with other members of the Audit Committee, draft the annual report.

3.    That the comments and suggestions highlighted above be noted.