Minutes

Minutes of the meeting of the Corporate Governance Committee of the Metropolitan Police Authority held on 22 March 2010 at 10 Dean Farrar Street, Westminster, London SW1H 0NY.

Present

Members

• Toby Harris (Chair)
• John Biggs
• Valerie Brasse
• Joanne McCartney
• Caroline Pidgeon

Co-opted members: Linda Duncan (Head of Governance Services, Hyman Capital Services Limited)

MPA officers

• Annabel Adams (Deputy Treasurer)
• Catherine Crawford (Chief Executive)
• Julie Norgrove (Director, Audit Risk and Assurance)
• John Crompton (Committee officer, Treasury Team )

MPS officers

• Peter Brown (Assistant Director, PSD –Compliance)
• Richard Clarke (Director of Strategy and Improvement)
• Nick Kettle (Head of Safety and Health, Risk Management Team)
• Anne McMeel (Director of Resources)
• Nick Rogers (Director of Group Finance)
• Ellie Ryan (Strategic Director Employee Relations, Health and Well Being)

Also in attendance: Martin Searle (Audit Manager, Audit Commission).

48. Apologies for absence

(Agenda item 1)

Apologies for absence were Neil Johnson and Richard Stephenson (Director, Group Health, Safety and Environment, Transport for London).

49. Declarations of interests

(Agenda item 2)

No declarations were received.

50. Minutes of the Corporate Governance Committee (Part 1) – 10 December 2009

(Agenda item 3)

Resolved – That the minutes of the Corporate Governance Committee held on 10 December 2009 (Part 1) be signed and agreed as a correct record.

51. External Audit progress report 2009/10

(Agenda item 4)

A report was submitted which informed members of progress by the District Auditor in delivering the audit plan for 2009/10.

Resolved – That the report be noted.

52. Directorate of Audit, Risk and Assurance quarterly progress report

(Agenda item 5)

A report was submitted which summarised the work completed since the last meeting. It also provided an update on the adequacy and effectiveness of control in the MPS based on final reports issued in 2009/10 to date.

The Director of Audit, Risk and Assurance advised that a report on fraud to be considered at the next meeting would include information on the fraud awareness workshops.

Resolved – That

1. The work undertaken by the Directorate of Audit, Risk and Assurance and progress made in achieving the 2009/10 Audit Plan be noted; and
2. the current evaluation of the adequacy and effectiveness of internal control in the MPS be noted.

53. Outstanding high risk audit recommendations

(Agenda item 6)

This report updated members on the outstanding high risk Directorate of Audit, Risk and Assurance recommendations as at 25 February 2010.

Members referred to the report on security vetting and clearance referred to in paragraph 2 which was due to be considered by the Management Board on 25 March and asked when the report would be forwarded to the MPA. Also, if the report was not accepted by the Management Board, what alternative arrangements would be made to deal with the two outstanding risks in this area?

The Director of Resources advised that she had not seen the report, but would contact the Chief Executive after the Management Board had met to advise her of the outcome.

Resolved – That the status of all outstanding high-risk recommendations made in relation to MPS control systems by the Directorate of Audit, Risk and Assurance be noted.

54. Directorate of Audit Risk and Assurance 2010/11 annual plan

(Agenda item 7)

This report sets out the proposed 2010/11 annual plan for the Directorate of Audit, Risk and Assurance.

The Director of Audit, Risk and Assurance advised that the annual plan for the external auditor would be submitted to the next meeting of the Committee: it was intended that in future years the two annual plans would be considered at the same meeting.

Resolved – That the annual plan for the Directorate of Audit, Risk and Assurance 2010/11 be approved.

55. MPA risk management update

(Agenda item 8)

This report summarised the development of the MPA risk management and included the MPA corporate risk register.

Resolved – That the report be noted.

56. Update on Audit Commission Police Use of Resources evaluation MPS corporate governance framework

(Agenda item 9)

This report provided members with a progress report for each of the 23 Audit Commission recommendations set out in the 2008/09 Police Use of Resources (‘PURE’) report which are set out in the form of an Action Plan The 2008/09 PURE process assessed how the Metropolitan Police Authority and Metropolitan Police Service are managing and using resources to deliver value for money and better and sustainable outcomes for local people.

Resolved – That

1. the progress reports on implementation of the 23 recommendations accepted in response to the Police Use of Resources Evaluation 2008/09 be noted; and
2. the progress report on the Police Use of Resources Evaluation 2009/10 be noted.

57. MPS corporate governance framework update

(Agenda item 10)

This report provided a progress update on the MPS corporate governance framework.

Resolved – That the report be noted.

58. Annual governance statement –quarterly update

(Agenda item 11)

This report was the regular update on the annual governance statement which the Authority is required to include in its financial statements. It provided the Committee with an update on the significant governance issues included in the statement of accounts for 2008/09.

Resolved - that the progress in addressing the significant governance issues included in the 2008/09 Annual Governance Statement be noted

59. Treasury management action plan -update

(Agenda item 12)

This report presented the regular update on the progress in implementing the treasury management action plan as agreed by the Finance and Resources Committee on 5 March 2009.

Resolved – That the report be noted.

60. Implementing financial reporting standards

(Agenda item 13)

This report updated members on progress made by the MPS since the last quarterly report in December 2009 on the transition to the new International Financial Reporting standards which is being closely monitored by the MPA .

Resolved – That the report be noted.

61. Health and safety performance report

(Agenda item 14)

A report was submitted which provided and overview of Health and Safety performance.

Resolved – That the report be noted.

62. Business charge card procedures

(Agenda item 15)

A report was submitted which updated members on the completed review of MPS business card processes and procedures and the current position in relation to outstanding returns

Resolved –

1. It be noted that a review has been completed of corporate card procedures which incorporates the lessons learned from Department of Professional Standards (DPS) and Directorate of Audit, Risk and Assurance (DARA),
2. the improved position in the level of timely reconciliations completed by cardholders resulting from these revised procedures be noted, and
3. the further action agreed by Management Board on possible revisions to the scheme be noted.

63. Business charge card investigation update

(Agenda item 16)

This report provided an update on the progress made in reviewing and investigating the potential misuse of MPS Amex charge cards.

Resolved – That the report be noted.

64. Sir Ronnie Flanagan’s report into the award of contracts to impact plus

(Agenda item 17)

This report contained the response to the recommendations made by Sir Ronnie Flanagan following his investigation into the award of contracts to the company Impact Plus.

Resolved – That

1. the response to each of the recommendations made by Sir Ronnie Flanagan following his investigation into the award of contracts to Impact Plus and agree that appropriate action has been taken or is being taken to address the points raised be noted; and.
2. the progress on contract compliance and improvements to the MPA/MPS procurement framework continue to be monitored by this Committee through the quarterly reports of the Director of Resources and Director of Audit, Risk and Assurance be noted.

65. Exclusion of press and public

(Agenda item 18)

Resolved – That the press and public be asked to leave the meeting during discussion of the remaining item of business because exempt information as defined in of Part 1, Schedule 12A to the Local Government Act 1972 (as amended) was likely to be made known.

Summary of items considered in part 2

66. MPS Risk Management update

(Agenda item 19)

Report noted. Quarterly updates to the risk register to be provided.

67. High-risk audit recommendations

(Agenda item 20)

Report noted. Briefing session for members on the risk management process to be held on 13 May. .

68. Minutes of the Corporate Governance Committee (Part 2) – 10 December 2009

(Agenda item 21)

The minutes of the Corporate Governance Committee held on 10 December 2009 (Part 2) were signed and agreed as a correct record.

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