STAFFORDSHIRE AND WEST MIDLANDS PROBATION TRUST

Minutes of a special meeting held at Probation Headquarters,

1 Victoria Square, Birmingham on Tuesday 22 June 2010 at 10am.

PRESENT:Dr A Harrison (Chair)(in the Chair)

Mr K James, Mr M Maiden, Mr J Ryan and Mr P Singh

IN ATTENDANCE: Mr A Barr-Director of Finance

Mr R Simpson-Staffordshire Board Treasurer

Mr R Vialard-Pricewaterhouse Coopers LLP

Mr M Jones-Pricewaterhouse Coopers LLP

Mr J Akhtar-Audit Commission

Mr J Gregory-Audit Commission

Mrs K Corfield-Trust Administrator

APOLOGIES:Mr T Johnson, Professor H Kemshall, Miss M Stevenson and Mrs B Thomas

1 / DECLARATIONS OF INTEREST
No declarations of interest were received. / 1
2 / ANNUAL REPORT AND ACCOUNTS 2009/10 – WEST MIDLANDS BOARD
A report of the Director of Finance was submitted and a complete set of the Annual Report and Accounts for 2009/10 was tabled (Documents Interleaved Nos 1 and 2). In addition the external auditor tabled the Annual Governance Report 2009/10 (Document Interleaved No. 3).
Mr Gregory of the Audit Commission reported on his intention to give an unqualified opinion on the accounts but informed members that he was unsure when this could be given due to information being outstanding from the pension fund. Should the information not be forthcoming by the NOMS deadline, a letter of comfort would be issued by the Audit Commission.
The audit was reported to have gone smoothly and details of minor errors found and changes made to the accounts were given. In addition, the unadjusted errors, set out on page 10. of the Annual Governance Report, were considered by the meeting. The small amount of income was not considered to have an effect on the accounts, this was income received post year end. The issue of holiday pay accrual was to be revisited during the current financial year and an accurate process put in place for the current year accounts. NOMS would be contacted regarding the accounts template which could not be amended locally due to consolidation requirements.
The three recommendations made by the external auditors on pages 10. and 11. had all been accepted by officers.
RESOLVED: THAT:-
a) the Annual Accounts for the West Midlands Probation Board for 2009/10, be adopted.
b) the draft letter of representation be approved.
c) the annual governance report produced by the Audit Commission, be accepted.
d) the accounts be signed by the accountable officer and Treasurer on behalf of the
Board. / 2
3 / ANNUAL REPORT AND ACCOUNTS 2009/10 - STAFFORDSHIRE BOARD
A report of the Staffordshire Board Treasurer was submitted and a two page document detailing minor amendments to the accounts was tabled (Documents Interleaved Nos. 4 and 5). In addition, the “ 2009/10 Report to those charged with governance (ISA(UK and I)260) “ was submitted on behalf of the Staffordshire Board (Document Interleaved No. 6).
Mr M Jones, of Pricewaterhouse Coopers, informed members that an unqualified opinion would be given on the financial statements and the use of resources produced in respect of the Staffordshire Board. The finance team had produced a good draft set of financial statements to which there had been few minor amendments.
Of the matters to be resolved in relation to the accounts, detailed on page 6. of the external auditors report, the first three had now been cleared to the auditor’s satisfaction and the final two points would be actioned during this meeting.
The unadjusted mis-statements were small both in number and in nature and it had been agreed by officers that no adjustments were required.
Mr Simpson provided members with details in respect of the ‘Estates Accruals’ detailed on page 7. of the external auditors report and members were informed that the Director of Finance would attempt to resolve this issue in the current financial year.
On Considering , the issues experienced in relation to internal audit, it was agreed that a letter would be sent by the Trust to the Head of Audit and Corporate Assurance regarding the implementation of the internal audit plan in the current year.
RESOLVED: THAT:-
a) the 2009/10 Annual Report and Accounts for Staffordshire Board be adopted.
b) the governance report from the external auditors be accepted.
c) the change in the external audit fee, amounting to a sum of £6,000, be agreed.
d) the fact that the auditors were issuing an unqualified opinion on the accounts and the
use of resources be noted.
e) the Chief Executive and Treasurer be authorised to sign the 2009/10 Annual Report
and Accounts of the Staffordshire Board on behalf of the Trust.
f) the Chief Executive be authorised to sign and issue to the auditors an agreed letter
of representation.
g)a letter be sent to the Head of Audit and Corporate Assurance , on behalf of the Trust, regarding the implementation of the internal audit plan in 2010/11. / 3
4 / APPOINTMENT OF CHAIR OF PROBATION ASSOCIATION 2010-2013
A paper regarding the election of the Chair of The Probation Association for 2010-13 was submitted ( Document Interleaved No 7).
RESOLVED:-
THAT the Trust’s vote be cast for Stanley Hardy.
[The meeting closed at 11am.]
CHAIR DATE / 4

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