Board of Directors Meeting - 29 March 2012 - Devon Partnership ...

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Board of Directors Meeting, 29 March 2012Agenda Item 14OPMH about to commence (note there was an agreed delay in the startdate for this due to work pressures)Secure currently have their own in-house visits in place but it wasconsidered that these could be made more rigorousNo update available for specialist services.3.2.4It was further reported that a formal Directorate reporting structure was in placewith Quality and Safety Committee receiving primary assurance and the AuditCommittee receiving overarching assurance through Q&S reporting.4. Assurance Framework4.1 The Committee reviewed the Assurance framework. It was noted that goodprogress was being made to set completion dates for all mitigating strategies.4.24.3The Committee noted that the risk of deferral or continued delay in achieving FTstatus was included in the Framework (SU12).The Audit Committee discussed the process by which risks are removed from theassurance framework. In particular, there was concern that risks which had beenpreviously ranked high, but now with successful mitigation strategies in place couldbecome “below the radar”. In these cases, the committee should be assured thatthe mitigation strategies were in full operation to maintain residual risk at anacceptable level. It was therefore agreed that the Audit Committee would carry outan annual review of high ranking risks that have reached mitigation and areremoved from the register that is presented to the Trust Board.5. VAT Review5.1 The Committee considered the approach taken in relation to the VAT on theLangdon Development and noted the view of External Auditors that this appearedto be a sensible approach to take.6. Annual Accounts Planning6.1Going Concern Report and Accounting PolicesThe Committee considered a report from the Director of Finance and agreed thatthe financial accounts should be prepared on a going concern basis and that anumber of minor changes to accounting policies be adopted6.2Timetable for Submission of AccountsThe Committee considered the timetable for submission of the Trust’s annualaccounts. In line with previous years it was agreed that:The Board, when considering the draft accounts would be requested todelegate authority to the Audit Committee to authorise non materialamendments to the accounts prior to signature and final submissionPage 144 of 156
Board of Directors Meeting, 29 March 2012Agenda Item 14 Nevertheless, a potential Extraordinary Board Meeting be pencilled in for 7June 2012 to consider the final accounts should there be any materialamendments to the accounts.6.3Audit Assurance LetterA draft letter of assurance to be provided by the Audit Committee to the ExternalAuditors was considered and approved..6.4Annual Governance Statement (Previously called the “Statement of InternalControl”)The Committee considered the timetable for submission of the Annual GovernanceStatement and agreed that this would be approved by circulation. Guidance is stillawaited from the DoH on the content of the statement: however, this will beinformed by the Head Of Internal Audit’s opinion on assurance – which at thisstage is predicted to be “significant”.7. Internal Audit7.17.1.1The Committee considered a report from Internal Audit. The following are areasthat the Committee wished to highlight to the Board:Reports IssuedEight Internal Reports issued since the previous Audit Committee meeting.One Supervision and Appraisal – Assurance Amber – A discussion washeld as to the Terms of Reference of the Report and it was noted that adistinction needed to be drawn between process and quality. It was furtherreported Clinical Audit were considering the quality aspects of supervisionFive Financial Audits had been completed - Assurance Green on allTwo Third Party Assurances had been completed – The Assurance onpayroll audit was Green and Charitable Funds was Amber.7.1.2Outstanding RecommendationsIt was noted that there were 15 outstanding recommendations, with no major itemsoutstanding and that this reflected significant reduction from the numberoutstanding six months ago.7.1.3Audit PlanThe Committee considered the audit plan for 2012/13 to 2014/15 and noted thestrong links to the major risks outlined in the Assurance Framework. It agreed aplan for 2012/13 which consists of 370 audit days - a reduction of 20 from theprevious yearPage 145 of 156
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2.2.2 The key points for the Board
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Action required, including Recommen
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4 Quality improvementBoard of Direc
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6. Compliance with Trust standards
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7. The experience of using services
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7.5.4 Acting on feedbackBoard of Di
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Experience 2Appendix 1: Quality, sa
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CQUIN 4Effectiveness 3Board of Dire
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Appendix 32012/13 CQUIN targetsBoar
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the Trust Board and all staffBoard
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