POLICE AND CRIME COMMISSIONER FOR MERSEYSIDE AND MERSEYSIDE POLICE JOINT AUDIT COMMITTEE At a meeting of the Joint Audit Committee held on Thursday, 1st November 2018 at Police Mutual Assurance Society, 20 Chapel Street, Liverpool 3, commencing 2.00pm, the following were present:- Members Tom Kelly (Chair) Alan Cooper David Evans Chad Thompson Office of the Police and Crime Commissioner Merseyside John Riley - Chief Finance Officer Merseyside Police Helen Stafford - Acting Director of Resources Kevin Lloyd - Head of Internal Audit Saima Ashraf - Senior Auditor, Internal Audit Shirley Jones - Head of Strategy and Business Development, CSD Graham Thomas - Data Protection Officer, CSD Paul Vautrinot - Corporate Support and Development Department (Secretary) External Audit Mike Thomas - Grant Thornton UK LLP Jillian Burrows - Grant Thornton UK LLP Gareth Mills - Grant Thornton UK LLP Alan Cooper and David Evans The Chair of the Joint Audit Committee welcomed Mr Alan Cooper and Mr David Evans, who had recently been appointed as members of the Joint Audit Committee. 1. Apologies for Absence An apology for absence was received on behalf of Clive Howarth, Chief Executive. 2. Declarations of Interests There were no declarations of interests. 3. Minutes of the Last Meeting The minutes of the last meeting held on 19 July 2018 were accepted as a true and accurate record.
4. Matters Arising Use of Force Reserves With reference to minute 10b, Members were provided with a brief update on the current level and use of reserves, together with a comparison with other forces. Further details and strategy for use of reserves, including a comparison with other forces, would be provided at the next Joint Audit Committee meeting to be held on 7 February 2019. 5. General Data Protection Regulations and Data Protection Act 2018 Members received a presentation on the introduction and implications of the General Data Protection Regulations and Data Protection Act 2018, which came into effect from May 2018. Members were assured that the Force and OPCCM had sufficient resources in place to undertake the additional workload generated by the new legislation. It was noted, however, that should this workload continue to increase, levels of existing support may need to be reassessed. An internal audit of the Data Protection was planned. Resolved: that the presentation be noted. 6. Grant Thornton s Joint Audit Annual Letter 2017/18 Members considered a joint report of PCC s Chief Finance Officer and Chief Constable s Acting Director of Resources in respect of Grant Thornton s joint annual audit letter, following the external audit of the Police and Crime Commissioner s (PCC s) and the Chief Constable s 2017/18 Statement of Accounts. The letter summarised key findings from this work. Resolved: that the report and contents of the annual audit letter be noted. 7. Progress against Annual Internal Audit Plan 2018/19 Members considered a report of the Head of Shared Internal Audit Service, which provided an update of progress against the approved Internal Audit Plan for the period April to September 2018. Members voiced concern over the findings of the Bicycle Response Unit audit, which had resulted in a low assurance opinion owing to a number of weaknesses identified, including the need to regularly service bicycles and reduce the cost and time taken to effect repairs, the need for recording bicycles and their location, the need for tendering exercises to undertaken and recorded to ensure value for money was achieved, and provision of additional cycling proficiency courses to ensure bicycles were used when required. Members were advised that this review had been commissioned by the Force/Head of Vehicle Fleet as there was already an awareness that this was an area for improvement. Members were assured that the Force had a plan in place to address these issues and practical options were being considered. Page 2 of 5 Joint Audit Committee 1st November 2018
Members also noted that the finalisation of Evidence Management Unit audit had taken longer than expected. Members were advised that finalisation of the audit had been delayed due to the need to revisit the Unit s processes, and there had been significant improvements since a previous audit had given a low assurance in this regard. Members noted the improvement in levels of sickness absence within the internal Audit team. 8. Grant Thornton s Audit Progress Report and Sector Update Members considered a Grant Thornton report which provided an update on delivery of their responsibilities as external auditors, specifically in relation to the audit function and plan, year ending 31st March 2019. The report also included a summary of emerging national issues and developments that might be relevant to the Force and PCC, together with a number of challenge questions in respect of these emerging issues which the Committee might wish to consider. The Chair of the Joint Audit Committee, together with the Chief Constable s Acting Director of Resources and PCC s Chief Finance Officer placed on record their thanks and appreciation for the valuable contributions and services provided by Mike Thomas, Engagement Lead, Grant Thornton, who would shortly be leaving the post. Mr. Thomas also placed on record his thanks to the Force and PCC s office for their support and engagement whilst discharging his duties. 9. Treasury Management - 2018/19 Mid-year Performance Report Members considered a report of the PCC s Chief Finance Officer, which provided details of the performance of the Treasury Management Strategy for the first six months of 2018/19. It was noted that Members would be provided with training on treasury management in due course. 10. OPCCM Risk Management Update Members considered a report of the Office of the Police and Crime Commissioner for Merseyside (OPCCM) Chief Executive which provided an update of the key risks facing the OPCCM, and details of the actions being taken to mitigate these risks. Resolved: a) that the risk register contained in Appendix 1 of the report adequately reflected the Committee s understanding of the significant risks faced by the PCC, and that mitigating actions were appropriate Page 3 of 5 Joint Audit Committee 1st November 2018
b) that, in the first instance, the role of Audit Committee champion, specifically in the relation to the management of risk, be further explored and, if necessary, the frequency of the current annual reporting of key risks to Members be given further consideration. 11. Timetable for Production of the 2018/19 Statement of Accounts, including Annual Governance Statement Members considered a joint report of PCC s Chief Finance Officer and Chief Constable s Acting Director of Resources, which provided details of the timetable for the production of the 2018/19 Statement of Accounts, including the Annual Governance Statement, for the Police and Crime Commissioner (PCC), the Chief Constable and the Group. Resolved: that the timetable for the production of the 2018/19 Statement of Accounts, in particular the responsibilities and requirements on the Joint Audit Committee, be noted. 12. Role of Audit Committee Champions and Areas of Service Governance Members considered the role of Audit Committee champions and specific areas of service where additional governance and oversight would be beneficial. Resolved: a) that the scope and nomination of Members specific responsibilities in the role of Audit Committee champion be given further consideration b) that Members be provided with training on the assurance framework. Freedom of Information Act 2000 Resolved: that in accordance with the provisions of the Freedom of Information Act 2000, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information. 13. Force Risk Management Update Members received a presentation which outlined the Force s key strategic risks, and approach to the management of local risks. Resolved: that the presentation be noted. 14. Any Other Business Joint Audit Committee Dates of Meetings 2019 The Secretary informed Members that dates had been set for meetings of the Audit Committee in 2019: Thursday 7 February commencing 2.00pm Thursday 9 May commencing 2.00pm Thursday 18 July commencing 2.00pm Thursday 7 November commencing 2.00pm Page 4 of 5 Joint Audit Committee 1st November 2018
Members agreed that meetings of the Joint Audit Committee should continue to be held at Police Mutual Assurance Society, 20 Chapel Street, Liverpool 3. 15. Date of Next Meeting The next meeting of the Joint Audit Committee is scheduled to be held on Thursday 7 February 2019, at Police Mutual Assurance Society, 20 Chapel Street, Liverpool 3, commencing 2.00pm. Page 5 of 5 Joint Audit Committee 1st November 2018