MINUTES OF THE AUDIT COMMITTEE OF THE CORPORATION OF
BLACKPOOL SIXTH FORM COLLEGE
Date:
Venue:
Room:
Time:
Tuesday 18th March 2008
Sixth Form College
Committee room
1600hrs
Mr E Wilkinson (Vice Chair)
Mr S Carswell
Ms F Greeves
Present:
Ms H. Besant-Roberts (Partner Hurst & Company Accountants LLP)
Mr N King (Risk Champion)
Mrs A Pickup (Director of Finance)
Mrs JA Trainor (Assistant to the Clerk of the Corporation)
Dr J Burgess (Clerk to the Corporation)
Preliminaries
Action
In the absence of the Chair, the Vice Chair welcomed members to the meeting.
1.2008
Apologies for Absence
Mr J Boyle, Mr G Curry and Mrs C Neale along with Ms K Musgrave (Tenon).
2.2008
Declaration of Interest
None were declared.
3.2008
Consideration of any items of urgent business
None
4.2008
Minutes of the meeting held on 26th November 2007
(Paper A)
Under item 12.B the Principal requested the wording “The Principal recalled the
difficulties in maintaining smoking areas….”
4.2008 D1 Resolved: that the Minutes be approved, subject to the amendment
above.
5.2008
Matters arising from the Minutes of the Meeting held on the 26 th November
2007
8.1 Local Government Pension Scheme – The Director of Finance advised that
following a meeting with the Actuaries, the College’s contribution rate has been
reduced to 13.4%. This was due to the increase in the number of members and,
therefore, contributions and a change to a lower age profile of members.
12(A) Review of preparedness for the new funding methodology – The proposed
additional specialist audit assignment from Tenon had not been taken up due to
the inability to justify any significant benefits. The Director of Finance reflected
that she and colleagues had done a significant amount of work in preparation for
the change in funding and additional Audit work at this stage would not be cost
effective.
JB/JAT 01.04.08
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Action
Governor Training – Whilst the Board had benefited from the Funding
Methodology training given by the Director of Finance at the January 2008
Residential Conference, the request for additional Audit Committee training from
Mr Boyle needed to be followed-up.
6.2008
Mr Boyle
To advise
High Risk Report 2007/ 2008
(Paper B)
The Risk Management Champion introduced the Report and warmly thanked
colleagues for their input into the Risk Management Plan. He highlighted a
number of the risks which could result in a possible decline in student
applications. The Principal re-assured Governors that the projected student
numbers for 2008/2009 were slightly higher than the current year. However, the
critical factor was to maintain the drive for quality improvement in all areas and to
improve student retention and progression into the Upper 6th. Another key factor
was the ability to recruit and develop talented teachers, an area in which the
College was pursing a number of successful strategies.
It was agreed to delete 1.20 and 4.16 and amend the wording of 4.17 to embrace
the loss of, or interruption to, supplies from utility companies. In respect of the
Risk Register for the Property Strategy for the new build, the Principal alerted
Governors to possible risks associated with the removal of asbestos and,
particularly, the access to the Sports Hall.
Governors thanked the Risk Management Champion for the Report.
Risk
Management
Champion
To adjust
6.2008 D1 Resolved: that the Report be received.
7.2008
Internal Audit Report Visit 1 2007 - 2008
(Paper C)
Ms Besant-Roberts advised that the Report covered Risk Management, College
Governance, LSC Compliance and Inspection, Recruitment, Retention and
Achievement, Careers Support and Work Experience, Pastoral Systems,
Safeguarding and Child Protection, HR / Compliance with Employment
Legislation, Salaries and Payments. As part of this Visit 1, the Audit Team
conducted a review of the work of the Learner Services Team and broadly
concluded that whilst there is much good work done, there is a need to document
formal procedures. During the Audit, the Team also reviewed the College’s
compliance to the Turnbull guidance and concluded that the College was
compliant.
Governors carefully scrutinized the two medium risk recommendations and the
seven low risk recommendations. Overall, they noted that two actions had been
completed, one procedural matter will be concluded by the 31st March and four
others will be concluded by September 30th 2008 and the remaining two actions
are in hand.
The Chair questioned whether sufficient insurance cover was in place at
employers’ premises to cover work experience students. The Principal agreed to
ascertain the insurance checks which take place.
Principal
To advise
7.2008 D1 Resolved: that the Report be received.
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Action
8.2008
Audit Committee Key Performance Indicators 2007 - 2008
(Paper D)
The Committee thanked Hurst and Co for their guidance in supplying a model
approach to Performance Indicators which had been successfully adapted to meet
the requirements of the College.
8.2008 D1 Resolved: that the Key Performance Indicators be adopted for the
current year.
9.2008
Purchase Order Procedures and Expenditure Regulations
(Paper E)
The Director of Finance noted that the main changes to the Purchase Order
Procedures, apart from general updating, was to introduce an Invoice Register and
provide facilities for the Premises Manager to undertake small purchases with
regular suppliers outside the normal strict purchase order system. Ms BesantRoberts stated that she had no concerns with the changes given the level of spends
involved.
The streamlined tender and quotation processes reflect the College’s practical
approach to securing best value for money. The majority of purchases were for
amounts under £500. There was little risk of individuals adopting a serial ordering
process of small amounts to bypass the procedures. The Chair enquired about the
promotion of the regulations of the staff concerned. The Director of Finance
observed that guides would be available within the process and that she was also
considering a briefing pack with an interactive quiz to assess understanding.
Director of
Finance
To action.
9.2008 D1 Resolved: to approve the Procedures
10.2008
Any other business
Retirement of Mr Wilkinson
The Committee offered their sincere thanks to Mr Wilkinson for his long and
distinguished service to the College as a Governor, and particularly for his
distinctive contribution, latterly as Vice Chair, to the work of the Audit
Committee. Members wished him a long and healthy retirement.
11.2008
Estimation of Risk
The Clerk considered the most pressing Risk Factor which emerged during the
meeting was associated with securing appropriate Governors to serve on the Audit
Committee.
12.2008
Date of next meeting
The next meeting of the Committee was confirmed as 18th June 2008 @1600hrs
The Chair thanked members for their attendance and contributions and closed the
meeting 1720hrs.
Signed:
Chairman:
Date:
JB/JAT 01.04.08
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