Minutes

Minutes of the Audit Panel of the Metropolitan Police Authority held on 25 June 2001 in Room AG23, Romney House, Westminster, London.

Present

Members

• Sir John Quinton (Chair)
• Eric Ollerenshaw (Deputy Chair)
• Elizabeth Howlett

Officers

• Robert Alexander (Head of Finance - MPS)
• Peter Martin (Treasurer - MPA)
• Peter Tickner (Director of Internal Audit - MPA)

Also present

• Jon Hayes (District Audit Manager)

1. Apologies

(Agenda item 1)

Apologies were received from John Biggs and R. David Muir.

2. Minutes of the special meeting of the Audit Panel held on 8 March 2001

(Agenda item 2)

The minutes of the special meeting of the Audit Panel meeting held on 8 March 2001 were agreed as a correct record.

Arising from the minutes the Chair confirmed that funding has been secured to employ a further 20 accountants and that the recruitment process was currently taking place.

Resolved:
that the minutes of the special meeting of the Audit Panel meeting held on 8 March 2001 were agreed as a correct record.

3. Chairs and members update

(Agenda item 3)

No reports were given.

4. External audit proposal report

(Agenda item 4)

Members received an external audit progress report that covered the work included in the Audit Plan as agreed by the Panel for this year’s audit. Members comments on the report were sought, particularly on any improvements that could be made to the content or presentation of the information.

With regard to the format Members requested that a distinction should be made between the work on the District Audit and KPMG.

The Treasurer informed the Panel of the proposed timetable for the completion of Statement of Accounts and drew Members’ attention to the proposed date of the next Panel meeting. In order for the Accounts to be presented to the Panel incorporating the exact information from this Audit prior to the full Authority, the Treasurer requested that the date of the next meeting be moved to a later date in September.

Resolved:
that the next meeting of the Audit Panel be held on 19 September 2001 at 2.00pm.

5. Internal Audit Annual Report

(Agenda item 5)

The Director of Internal Audit presented to the Panel a report that introduced his draft Annual Report on the work of Internal Audit in 2000/01.

The Director of Internal Audit report drew attention to his concerns relating to the adequacy of internal control in the MPS. He Said that although there was an increased awareness of the need for adequate controls there is an issue around the lack of accountability and acceptance of responsibility in a number of areas of the MPS.

Members expressed their concerns relating to this matter and requested that the Full Authority should receive a report highlighting this concern.

The report also informed the Panel of Internal Audit’s use of resources including budget and staff, summarised audit performance and highlighted the final audit reports and significant advisory work and audit investigations during the last financial year.

Both the Treasurer and the Director of Internal Audit reiterated the continuing high turn over of staff, agreeing that two key factors were the current pay levels and the location of Internal Audit in Putney.

Resolved:

1. that approval be given to the Annual Report and that the final version be circulated to all members of the MPA; and
2. that a report to be presented to the full Authority outlining the Panel’s concerns relating to inadequate controls arising from the Annual Report.

6. Internal Audit Progress Report

(Agenda item 6)

The Committee received a report that summarised the current position regarding the 2001/02 Internal Audit Plan.

It was noted that there is a shortfall in the systems audit plan of approximately 500 days; this had occurred due to resources having been consumed in the review of the vehicle removal contract and in completing the report on the control framework for the procurement and management for major service contracts. It was reported that there has also been a delay in the completion of some reviews because of the need to complete work carried forward from last year.

The Treasurer informed the Panel that the work undertaken on the control framework for the procurement and management for major service contracts would be reported to the next meeting of the Finance, Planning and Best Value Committee.

Members were asked to note the report and agree to the postponement of internal audit reviews outlined at Appendix 1 to the report.

Resolved:

1. that Members note the current position regarding the internal plan and resources;
2. that the Finance, Planning and Best Value Committee consider a report on the control framework for the procurement and management for major service contracts; and
3. that approval be given to the postponement of internal audits outlined at Appendix 1 to the report.

7. Internal Audit Salary Review.

(Agenda item 7)

The Panel considered a report and an oral update regarding the Internal Audit Salaries Review.

Members noted that the consultan’s report is due to be received in the near future which will advise on the appropriate salary levels for internal audit staff. Proposals will be put before the next Human Resources Committee meeting in September; however, staff will be consulted on the consultant’s findings during July. The Treasurer undertook to cirulate an early draft of his report to Members of the Audit Panel so that their views would be relayed to the Human Resources Committee.

Resolved:
that the report from consultants be presented at the next Human Resources Committee meeting.

8. Exclusion of press and public.

(Agenda item 8)

A resolution was made to exclude members of the press and public from the meeting during the remaining item of business because exempt information as defined in paragraph 12 of Part 1 Schedule 12A of the Local Government Act 1972 is likely to be made known.

Resolved:
that the press and members of the public be excluded from the meeting during the agenda item 9.

9. Appendix 2 to agenda item 5

Members in association with agenda item 5, considered Appendix 1. It was noted that only part of the appendix was considered exempt and that information not exempt should be included in the Internal Audit Report.

Resolved:
that the appendix be noted.

The meeting closed at 11.45 am

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