Newcastle College – Audit Committee
Minutes of Meeting held on 4 March 2008
753 Present
Graham Cook
Alan Groves Chair
Peter Michell
Alex Turner
Alan Groves welcomed Graham Cook to his first meeting of the committee.
754 In Attendance
John Dallinson Vice-Principal
Neil Gow IT Development Manager
Linda Moore Vice-Principal
Mark Sacco Clerk to the Corporation
Sarah Walling Director of Quality
Esme Winch Vice-Principal and Director of Finance
Caroline Mulley Ernst & Young
David Moorhouse KPMG
755 Apologies for Absence
None
756 Conflict of Interest
None
757 Minutes of meeting held on 6 November 2007
The minutes of the meeting held on 6 November 2007 were accepted as an accurate record.
758 Matters Arising
None
759 Register of Actions
Minute 742
A report on implementation of the Value for Money policy would be brought to the next meeting; Esme Winch undertook to provide a report on good practice concerning Governors’ involvement in procurement. A list of outstanding issues from the Internal Audit Annual Report would also be brought to the next meeting.
The requirement for internal guidelines on risk management was being addressed as part of the response to internal audit in this area. The action was closed.
Neil Gow explained that data classification was being considered as part of the review of the Information Strategy. The suitability of Microsoft Sharepoint was being tested. In response to an enquiry, Neil Gow explained that this software was in use by several large organisations. The need for a robust implementation plan was noted: Esme Winch undertook to arrange for Peter Michell to see the draft plan outside the meeting.
Action – Esme Winch
It was also noted that implementation would require culture change with some of the time currently being used by staff to upload data diverted to use of the new system. The action concerning data classification was closed.
The committee received an organisational chart for the IT development function. It was noted that reliance on key staff was being reduced by encouraging staff to gain professional qualifications, through job shadowing, through documentation and through the approach to delegation. The action concerning reliance on key IT staff was closed.
The business continuity impact assessment had been undertaken. The committee received a sample report produced at departmental level.
The incident response plan had been completed and was received by the committee.
The impact of implementation of a paperless procurement system on business continuity and associated documentation would be considered as part of the project for implementation of software which was currently being tested by the Finance department.
Neil Gow left the meeting at this point.
760 Internal Audit
Risk Management
Linda Moore presented the report. The auditor had graded the system of internal control as Good; this was the best possible grading.
Several areas of good practice had been identified. The auditor had made one low priority recommendation which was discussed by the committee. The need for mutual understanding between the auditor and management was noted. The auditor and the College would consider examples of the issue, amend the wording of the report to achieve coherence between the audit recommendation and the management approach, and present the amended report to a future meeting.
Action – Linda Moore/KPMG
Esme Winch reported that the college has now set up a Business Assurance department to further strengthen the management of risk concerning contract delivery.
The Committee received the report.
Health and Safety
David Moorhouse introduced the report. The internal auditor had graded the system of internal control as Satisfactory.
Several areas of good practice had been identified. The auditor had made two medium priority recommendations and one low priority recommendation which had been accepted by management; these were discussed by the committee. An on-line package for health and safety training was being developed. The design incorporated assessment to check understanding and it would be possible to track progress centrally. The use of personal accounts and passwords would provide some assurance that the identified staff were themselves completing the training.
The Committee received the report.
Corporate Governance
David Moorhouse introduced the report. The internal auditor had graded the system of internal control as Good; this was the best possible grading.
Several areas of good practice had been identified and no recommendations had been made.
The Committee received the report.
761 Skelmersdale and Ormskirk College
Final Management Report
John Dallinson presented the report. The control of data had been strengthened around the time of merger; the audit report had been good and had supported the College’s LSC funding claim for 2006-2007. Members of the committee asked the Clerk to forward their thanks to staff at Skelmersdale for their contribution to the improvement of controls.
Action – Mark Sacco
Esme Winch confirmed that any TWL audit inspection reports would be brought the Audit Committee.
It was noted that, following the merger, such extended auditing of the ILR would no longer be required other than the annual regularity audit carried out by the external auditors.
The Committee received the report.
762 Other Business
Pensions
Esme Winch updated the committee on the current position that the college may have to adopt FRS17 reporting on pensions for year ending July 2008.
This will require the college’s proportion of the pension fund fluctuations to be reflected in the accounts. This will be discussed with Ernst and Young as part of audit planning.
763 Confidentiality of Business
There was no confidential business.
764 Next Meeting
Tuesday 13 May 2008 at 5.00pm
Meeting closed – 18:05
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