Audit and Performance Management

Audit and Performance Management Committee

8 December 2016

Submitted by Lynn Ince on Wed, 13/01/2016 - 11:27

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Members are reminded that they must not participate in the discussion or voting on any matter, in which they have a Disclosable Pecuniary Interest, and should leave the room prior to the commencement of the debate.

Minutes

Members are asked to agree the minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 15 September 2016, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Minutes 15 September 2016	187.02 KB

For decision

Public Questions

Members are asked to recieve any questions, statements or petitions, of which notice has been received, from members of the public.

Audit and Performance Management Committee Work Plan 2017/18

This report, attached marked 5, puts forward a 2017/18 Work Plan for the Audit and Performance Management Committee for consideration and approval by Members. The report also reviews implementation of the activities listed in last year’s Work Plan.

Attachment	Size
5 - Audit and Performance Management Committee Work Plan 2017/18	376.67 KB

For decision

06 External Audit

06a

Annual Audit Letter

Members are asked to receive the External Auditor's Annual Audit Letter, attached marked 6a, which summarises the key findings of the work carried out for the year ended 31 March 2016.

Attachment	Size
6a - Annual Audit Letter	1.34 MB

For information

06b

Update for Year Ended 31 March 2017

Attachment	Size
6b - Update for Year Ended 31 March 2017	8.65 MB

For information

Early Closedown of Accounts

This report, attached marked 7, informs the Committee of the changes in the timetable for preparing and approving the Statement of Accounts.

Attachment	Size
7 - Early Closedown of Accounts	110.46 KB

For information

Confirmation of Arrangements for Appointment of External Auditors

Following a report to the Committee in September 2016 regarding the appointment of external auditors from 1 April 2018, this report, attached marked 8, confirms Public Sector Auditor Appointments Ltd (PSAA) as a sector led body. The Committee is asked to formally opt in to PSAA for the future appointment of external auditors.

Attachment	Size
8 - Confirmation of Arrangements for Appointment of External Auditors	123.71 KB

For decision

Internal Audit Plan from 2017/18

This report, attached marked 9, recommends that the Fire Authority approve the programme of audit work for the financial year 2017/18 as set out in the report.

Attachment	Size
9 - Internal Audit Plan from 2017/18	386.76 KB

For decision

Corporate Risk Management Summary

This report, attached marked 10, is the latest of regular risk summary reports to the Audit and Performance Management Committee.

Attachment	Size
10 - Corporate Risk Management Summary	271.17 KB

For information

Annual Governance Statement 2016/17 Improvement Plan

This report, attached marked 11, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2016/17.

Attachment	Size
11 - Annual Governance Statement 2016/17 Improvement Plan	226.6 KB

For information

Risk Management Group Internal Audit Progress Monitoring Report

This report, attached marked 12, provides an update on the monitoring of recommendations made by Internal Audit, which is undertaken by the Risk Management Group. It specifically covers details about the progress made against outstanding recommendations.

Attachment	Size
12 - Risk Management Group Internal Audit Progress Monitoring Report	167.87 KB

For decision

13a

Service Targets April to November 2016

This report, attached marked 13a, presents a summary of the Service's performance for the period April to November 2016.

Attachment	Size
13a - Service Targets April to November 2016	121.69 KB

For information

13b

Presentation on Service Targets

In accordance with the request made at the July 2016 meeting of the Committee, officers will give a presentation on the following 2016/17 Service Targets:

All accidental fires will be reduced to not more than 519 during 2016/17

Accidental dwelling fires to be reduced to not more than 224 during 2016/17

For information

13c

Wholetime and Retained Duty System Performance Monitoring July to September 2016

This report, attached marked 13c, provides information regarding the ongoing performance and management in terms of the availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
13c - Wholetime and Retained Duty System Performance Monitoring July to September 2016	447.17 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 14, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendix to this report contains exempt information and will, therefore, be considered in closed session at item 16.

Attachment	Size
14 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	83.42 KB

For information

Local Government Act 1972

Members have a discretion to exclude the press and public from meetings of the Fire Authority in defined circumstances. In view of the nature of business to be transacted, it is recommended that under Section 100(A)(4) of the Local Government Act 1972, having been satisfied in all the circumstances of the case that the public interest in maintaining the exemption outweighs the public interest in disclosing this information, that Members formally resolve that 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 as defined in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

For decision

Shropshire Fire Risk Management Services Ltd. Performance Update (Paragraph 3)

The Committee is asked to receive the appendix to report 14 which contains exempt information.

For information

15 September 2016

Submitted by Lynn Ince on Wed, 13/01/2016 - 11:27

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Minutes

Members are asked to agree the minutes, attached marked 3, of the meeting of the Audit and Performance Management Committee, held on 7 July 2016, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Minutes 7 July 2016	173.26 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Statement of Accounts 2015/16

This report, attached marked 5, presents the completed Statement of Accounts for 2015/16 to the Committee for consideration and approval.

Attachment	Size
5 - Statement of Accounts 2015/16	85.19 KB
5 - Appendix A Statement of Accounts 2015/16	1.55 MB
5 - Appendix B Balance Sheet Movements 2015/16	226.51 KB

For decision

Annual Governance Statement 2016/17 Improvement Plan

This report, attached marked 6, summarises the progress made to date against the improvements contained in the Annual Governance Statement 2016/17 Improvement Plan.

Attachment	Size
6 - Annual Governance Statement 2016/17 Improvement Plan	289.29 KB

For information

Audit Findings

External Auditor Mr Stocks will attend to present the Audit Findings for the year ended 31 March 2016, attached marked 7.

The Chair of the Audit and Performance Management Committee, Chief Fire Officer and Treasurer (in accordance with the authority delegated to them by the Fire Authority at its meeting on 13 February 2012) will then sign the Letter of Representation for the year ended 31 March 2016, as required by External Audit.

Attachment	Size
07-audit-findings-report-15-16.pdf	1.45 MB

For decision

Changes to Arrangements for Appointment of External Auditors

This report, attached marked 8, summarises the changes to the arrangements for the appointment of external auditors, following the closure of the Audit Commission and the end of the transitional arrangements at the conclusion of the 2017/18 audits. The Fire Authority will need to consider the options available and put in place new arrangements in time to make a first appointment by 31 December 2017.

Attachment	Size
8 - Changes to Arrangements for Appointment of External Auditors	157.63 KB

For decision

Quality Assurance and Improvement Programme

Shropshire Council Internal Audit Service complies with the Public Sector Internal Audit Standards (PSIAS). As part of this process the Service must develop and maintain a quality assurance and improvement programme (QAIP) that covers all aspects of the internal audit activity. The QAIP assesses the efficiency and effectiveness of the internal audit activity and identifies opportunities for improvement and includes both internal and external assessments. This report, attached marked 9, provides members with an update on the External Assessment review planned in November 2016.

Attachment	Size
9 - Quality Assurance and Improvement Programme	997.83 KB

For decision

Review of Whistleblowing Policy

This report, attached marked 10, requests the Committee to recommend that the Fire Authority approve the Whistleblowing Policy (attached as an appendix), following the annual review conducted by officers.

Attachment	Size
10 - Review of Whistleblowing Policy 2016/17	304.49 KB

For decision

Annual Review 2015/16

This report, attached marked 11, presents the draft Annual Review (also known as the Annual Statement of Assurance) for 2015/16 and gives the Committee an opportunity to make comment on the draft, prior to its going forward to the full Fire Authority for consideration and approval.

Attachment	Size
11 - Annual Review 2015/16	1.13 MB

For decision

Corporate Risk Management Summary

This report, attached marked 12, is the latest of the regular risk summary reports to the Committee.

Attachment	Size
12 - Corporate Risk Management Summary	255.55 KB

For information

Health and Safety in the Fire and Rescue Service - Embedding the Lessons Learned

As agreed at the July 2016 meeting of the Committee, officers will give a presentation on Health and Safety in the Fire and Rescue Service.

For information

Service Transformation Programme

Officers will demonstrate a number of products that hvae been developed under the Service Transformation Programme.

For information

15 Performance Monitoring

15a

Service Targets April to September 2016

This report, attached marked 15a, presents a summary of the Service's performance for the period April to September 2016.

Attachment	Size
15a - Service Targets April to September 2016	122.54 KB

For information

15b

Presentation on Service Targets

As agreed at the July 2016 meeting of the Committee, officers will give a presentation on the following 2016/17 Service Target:

The first fire engine will arrive at an emergency incident with at least 4 firefighters within 15 minutes on 89% of occasions

For information

15c

Wholetime and Retained Duty System Performance Monitoring April to June 2016

This report, attached marked 15c, provides information regarding the ongoing performance and management in terms of the availability of Wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
15c - Wholetime and Retained Duty System Performance Monitoring April to June 2016	339.48 KB

For information

7 July 2016

Submitted by Lynn Ince on Wed, 13/01/2016 - 11:26

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Members are reminded that they must not participate in the discussion of, or voting on, any matter, in which they have a Disclosable Pecuniary Interest, and should leave the room prior to the commencement of the debate.

Minutes

Members are asked to agree the minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 21 April 2016, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Minutes 21 April 2016	177.93 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Committee Constitution and Training

This report, attached marked 5, brings the latest version of the Committee’s constitution to the notice of its Members. It also asks Members to decide how to proceed with the process for self-assessment and evaluation of the effectiveness of the Committee.

Attachment	Size
5 - Committee Constitution and Training	234.51 KB

For decision

06 External Audit

06a

Audit Fee Letter 2016/17

The External Audit Fee Letter 2016/17, attached marked 6a, sets out details of the 2016/17 audit fee for the Authority, along with the scope and timing of External Audit’s work and details of their team.

Attachment	Size
6a - Audit Fee Letter 2016/17	1.06 MB

For information

06b

Audit Committee Update for Year ended 31 March 2016

This paper, attached marked 6b, reports on Grant Thornton’s progress in delivering their responsibilities as external auditors. It includes reference to a document ‘Health and Safety in the Fire and Rescue Service – Embedding Lessons Learned’, produced jointly by the Chief Fire and Rescue Advisors in England & Wales, HM Fire Service Inspectorate in Scotland and the Health and Safety Executive, with the full support and involvement of the Chief Fire Officers Association.

An electronic copy of the document can be viewed at the following link:

http://www.cfoa.org.uk/20752

and asks the challenge question:

‘Are members aware of this publication and are officers responding appropriately to the learning in this document?’.

Attachment	Size
6b - External Audit Update July 2016	2.26 MB

For information

Statement of Accounts 2015/16

This report, attached marked 7, presents the unaudited Statement of Accounts to the Committee, for discussion prior to presentation of the final, audited Statement at the September meeting of the Committee.

As the Statement is over 80 pages long, a hard copy has not been provided but it can be accessed on the Service’s website via the following link:

https://www.shropshirefire.gov.uk/meeting/7-july-2016

A paper copy will be made available upon request.

Attachment	Size
7 - Statement of Accounts 2015/16	97.91 KB
7 - Appendix Statement of Accouts 2015/16	1.11 MB

For information

Annual Governance Statement 2015/16 and Improvement Plan 2016/17

This report, attached marked 8, sets out the draft Annual Governance Statement (AGS) for 2015/16 and AGS Improvement Plan 2016/17 to be included in the Fire Authority's Statement of Accounts. It also details progress on the 2015/16 Improvement Plan.

Attachment	Size
8 - Annual Governance Statement 2015/16 and Improvement Plan 2016/17	630.38 KB

For decision

Corporate Risk Management Summary

This report, attached marked 9, is the latest of regular risk summary reports, to the Audit and Performance Management Committee. The report covers progress since the last update in April 2016.

Attachment	Size
9 - Corporate Risk Management Summary	118.79 KB

For information

Risk Management Group Internal Audit Progress Monitoring Report

This report, attached marked 10, provides an update on the monitoring of recommendations made by Internal Audit, which is undertaken by the Risk Management Group. It specifically covers details about the progress made against outstanding recommendations.

Attachment	Size
10 - Risk Management Group Internal Audit Progress Monitoring Report	174.22 KB

For information

Summary of Compliments and Complaints 2013/14 to 2015/16

This report, attached marked 11, advises Members of summary details regarding the compliments and complaints received during 2015/16, with comparisons to 2013/14 and 2014/15.

Attachment	Size
11 - Summary of Compliments and Complaints 2013/14 to 2015/16	325.33 KB

For information

12 Performance

12a

Service Targets April to June 2016

This report, attached marked 12a, presents a summary of the Service’s performance from April to June 2016.

Attachment	Size
12a - Service Targets April to June 2016	120.73 KB

For information

12b

Service Targets Presentations

Over the last year, in response to a request from the Committee, officers have given presentations on one or more of the Service Targets at each meeting. Members are asked to consider whether they wish this practice to continue over the coming year.

For decision

12c

Wholetime and Retained Duty System Performance Monitoring January to March 2016

This report, attached marked 12c, provides information regarding the ongoing performance and management in terms of availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
12c - Wholetime and Retained Duty System Performance Monitoring January to March 2016	324.31 KB

For information

21 April 2016

Submitted by Lynn Ince on Wed, 13/01/2016 - 11:25

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Non-Exempt Minutes

Members are asked to agree the non-exempt minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 10 December 2015, and that they be agreed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Non-Exempt Minutes 10 December 2015	158.66 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Review of Committee Terms of Reference

This report, attached marked 5, asks Members to review the current Terms of Reference of the Audit and Performance Management Committee and make recommendations regarding any amendments required to the Fire Authority.

Attachment	Size
5 - Review of Committee Terms of Reference	308.07 KB

For decision

Review of Member Role Descriptions

This report, attached marked 6, asks Members to review the Role Descriptions for the Chair and Vice-Chair of the Audit and Performance Management Committee and Member Champion for Risk Management and Audit, which can be viewed below.

Attachment	Size
6 - Review of Member Role Descriptions	85.55 KB
6a - Role Description for Chair of Audit and Performance Management Committee	95.43 KB
6b - Role Description for Vice-Chair of Audit and Performance Management Committee	95.65 KB
6c - Role Description for Member Champion for Risk Management and Audit	96.08 KB

For decision

07 External Audit

07a

The Audit Plan

This paper, attached marked 7a, sets out an overview of the planned scope and timing of the external audit, as required by the International Standard on Auditing (UK & Ireland) 260.

Attachment	Size
7a - The Audit Plan	1.12 MB

For information

07b

Informing the Audit Risk Assessment

This report, attached marked 7b, contributes towards the effective two-way communication between external auditors and the Audit and Performance Management Committee as 'those charged with governance'. The report covers some important areas of the auditor risk assessment, where external audit are required to make inquiries of the Committee under auditing standards.

Attachment	Size
7b - Informing the Audit Risk Assessment	1.05 MB

For decision

08 Internal Audit

08a

Annual Report 2015/16

This annual report, attached marked 8a, provides Members with details of the work undertaken by Internal Audit for the year ended 31 March 2016. It reports on progress against the annual audit plan. It also provides the Head of Audit's (Audit Service Manager's ) opinion on the overall adequacy and effectiveness of the organisation's governance, risk management and control processes.

Attachment	Size
8a - Annual Report 2015/16	217.61 KB

For decision

08b

Three Year Internal Audit Plan from 2016/17

This report, attached marked 8b, reviews the three-year programme of audit work for the period 2016/17 to 2018/19 and recommends that the Fire Authority approve the programme for 2016/17, as set out in the report.

Attachment	Size
8b - Three Year Internal Audit Plan from 2016/17	406.74 KB

For decision

Statement of Accounts 2015/16 - Review of Accounting Policies

This report, attached marked 9, presents the accounting policies to be used in the production of the Fire Authority's Statement of Accounts 2015/16, for consideration and approval.

Attachment	Size
9 - Statement of Accounts 2015/16 - Review of Accounting Policies	551.21 KB

For decision

Annual Governance Statement 2015/16 Improvement Plan

This report, attached marked 10, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2015/16.

Attachment	Size
10 - Annual Governance Statement 2015/16 Improvement Plan	162.96 KB

For information

Review of Anti-Fraud, Bribery and Corruption Strategy

This report, attached marked 11, requests the Committee to recommed that the Fire Authority re-affirm the Anti-Fraud, Bribery and Corruption Strategy, following the annual review conducted by officers.

Attachment	Size
11 - Review of Anti-Fraud, Bribery and Corruption Strategy	380.21 KB

For decision

Corporate Risk Management Summary

This report, attached marked 12, is the latest of the regular risk summary reports, which are normally reported to the Strategy and Resources Committee. However, following changes to the Committee terms of reference, which are still to be ratified by the Fire Authority, these summary reports will in future be presented to the Audit and Performance Management Committee. The report covers progress since the last update to Strategy and Resources Committee in January 2016.

Attachment	Size
12 - Corporate Risk Management Summary	128.49 KB

For information

Service Transformation Programme

Officers will give a presentation on the benefits emanating from the Service Transformation Programme.

For information

14 Performance Monitoring

14a

Service Targets April 2015 to March 2016

This report, attached marked 14a, presents a summary of the Service's performance for the period April 2015 to March 2016.

Attachment	Size
14a - Service Targets April 2015 to March 2016	120.84 KB

For information

14b

Wholetime and Retained Duty System Performance Monitoring October to December 2015

This report, attached marked 14b, provides information regarding the ongoing performance and management in terms of availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
14b - Wholetime and Retained Duty System Performance Monitoring October to December 2015	327.37 KB

For information

14c

Service Measures and Targets 2016/17

This report, attached marked 14c, presents the agreed Public Value Measures and targets for 2016/17.

Attachment	Size
14c - Service Measures and Targets 2016/17	125.56 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 15, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendices to this report contain exempt information and will, therefore, be considered in closed session at item 18.

Attachment	Size
15 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	82.01 KB

For information

Local Government Act 1972

Members are asked to consider a resolution under section 100A (4) of the Local Government Act 1972 that the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information, as defined by the provisions of Part I of Schedule 12(A) to the Act, by virtue of Paragraph 3.

For decision

Exempt Minutes (Paragraph 3)

Members are asked to agree the exempt minutes, attached marked 17, of the Audit and Performance Management Committee meeting, held on 10 December 2015, and that they be signed by the Chair as a correct record.

For decision

Shropshire Fire Risk Management Services Ltd. Performance Reporting (Paragraph 3)

The Committee is asked to receive the following appendices to report 15, attached marked 18a and 18b respectively, which contain exempt information:

Appendix A Financial Statements to 31 March 2016
Appendix B Performance Update

For information

10 December 2015

Submitted by Lynn Ince on Thu, 19/11/2015 - 11:21

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Members are reminded that they must not participate in the discussion or, or voting on any matter, in which they have a Disclosable Pecuniary Interest, and should leave the room prior to the commencement of the debate.

Minutes

Members are asked to agree the minutes, attached marked 3, of the meeting of the Audit and Performance Management Committee, held on 17 September 2015, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Minutes 17 September 2015	235.96 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Audit and Performance Management Committee Work Plan 2016/17

This report, attached marked 5, puts forward a 2016/17 Work Plan for the Audit and Performance Management Committee for consideration and approval by Members. The report also reviews implementation of the activities listed in last year's Work Plan.

Attachment	Size
5 - Audit and Performance Management Committee Work Plan 2016/17	356.35 KB

For decision

External Audit Update for Year Ended 31 March 2016

This paper, attached marked 6, reports on Grant Thornton's progress in delivering their responsibilities as external auditors. The paper also includes a summary of emerging national issues and developments that may be relevant to the Fire Authority and a number of challenge questions in respect of these emerging issues, which the Committee may wish to consider.

Attachment	Size
6 - External Audit Update for Year Ended 31 March 2016	1.21 MB

For information

Annual Governance Statement 2015/16 Improvement Plan

This report, attached marked 7, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2015/16.

Attachment	Size
7 - Annual Governance Statement 2015/16 Improvement Plan	159.8 KB

For information

Risk Management Group Internal Audit Progress Monitoring Report

This report, attached marked 8, provides an update on the monitoring of recommendations made by Internal Audit, which is undertaken by the Risk Management Group. It specifically covers details about the progress made against outstanding recommendations.

Attachment	Size
8 - Risk Management Group Internal Audit Progress Monitoring Report	167.7 KB

For information

09 Performance Monitoring

09a

Service Targets April to October 2015

This report, attached marked 9a, presents a summary of the Service's performance for the period April to October 2015.

Attachment	Size
9a - Service Targets April to October 2015	170.88 KB

For information

09b

Presentation on Service Targets

In accordance with the request made at the January 2015 meeting of the Committee, officers will give a presentation on the following 2015/16 Service Target:

The first fire engine will arrive at an emergency incident with at least 4 firefighters within 15 minutes on 89% of occassions

For information

09c

Wholetime and Retained Duty System Performance Monitoring July to September 2015

This report, attached marked 9c, provides information regarding the ongoing performance and management in terms of the availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
9c - Wholetime and Retained Duty System Performance Monitoring July to September 2015	470.72 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 10, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendices to this report contain exempt information and will, therefore, be considered in closed session at item 12.

Attachment	Size
10 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	82.52 KB

For information

Local Government Act 1972

Members are asked to consider a resolution under section 100A (4) of the Local Government Act 1972 that the public be excluded from the meeting for the following item on the grounds that it involves the likely disclosure of exempt information, as defined by the provisions of Part I of Schedule 12(A) to the Act, by virtue of Paragraph 3.

For decision

Shropshire Fire Risk Management Services Ltd. Performance Update (Paragraph 3)

The Committee is asked to receive the following appendices to report 10, which contain exempt information:

Appendix A - SFRMS Financial Statements up to 31 October 2015; and
Appendix B - SFRMS Performance Summary up to 31 October 2015.

For information

17 September 2015

Submitted by Lynn Ince on Wed, 07/01/2015 - 15:59

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Minutes

23 April 2015

At its meeting on 9 July 2015, Members were unable to agree the minutes of the Committee meeting, held on 23 April 2015, because of a lack of quorum (four Members) to consider this item. Councillors Hurst-Knight, Dr Jones, Kiernan, Mellings and Roberts have since confirmed that those minutes do represent a true record of the meeting. Members are, therefore, now asked to agree that the minutes of the Audit and Performance Management Committee meeting, held on 23 April 2015 and attached marked 3a, be signed by the Chair as a correct record.

9 July 2015

Members are asked to agree the minutes, attached marked 3b, of the meeting of the Audit and Performance Management Committee, held on 9 July 2015, and that they be signed by the Chair as a correct record.

Attachment	Size
3a - Audit and Performance Management Committee Non-exempt Minutes 23 April 2015	220.64 KB
3b - Audit and Performance Management Committee Non-exempt Minutes 9 July 2015	229.89 KB

For decision

Public Questions

Members are asked to recieve any questions, statements or petitions, of which notice has been received, from members of the public.

Statement of Accounts 2014/15

This report, attached marked 5, presents the completed Statement of Accounts for 2014/15 to the Committee for consideration and approval.

As the Statement is in excess of 80 pages a hard copy has not been included with the meeting papers but can be accessed on the Fire Authority’s website via the following link:

https://www.shropshirefire.gov.uk/meeting/17-september-2015

Attachment	Size
5 - Statement of Accounts 2014/15	162.86 KB
5 - Appendix A to Statement of Accounts 2014/15	1.03 MB
5 - Appendix B to Statement of Accounts 2014/15	234.66 KB

For decision

05a

Annual Governance Statement 2015/16 Improvement Plan

This report, attached marked 5a, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2015/16.

Attachment	Size
5a - Annual Governance Statement 2015/16 Improvement Plan	141.46 KB

For information

Audit Findings

External Auditor Mr Stocks will attend to present the Audit Findings for the year ended 31 March 2015, attached marked 6.

Attachment	Size
6 - Audit Findings	1.42 MB

For decision

Code of Corporate Governance 2015/16

This report, attached marked 7, gives the Committee an opportunity to make comment on the draft Code of Corporate Governance 2015/16, prior to its going forward to the full Fire Authority for consideration and formal adoption.

Attachment	Size
7 - Code of Corporate Governance 2015/16	744.41 KB

For decision

Internal Audit Report on Corporate Governance 2015/16

The Internal Audit Report on Corporate Governance2015/16 is attached, marked 8.

Attachment	Size
8 - Internal Audit Report on Corporate Governance 2015/16	1.05 MB

For information

Review of Whistleblowing Policy

This report, attached marked 9, requests the Committee to recommend that the Fire Authority approve the Whistleblowing Policy (attached as an appendix), following the annual review conducted by officers.

Attachment	Size
9 - Review of Whistleblowing Policy	304.06 KB

For decision

Annual Review 2014/15

This report, attached marked 10, presents the draft Annual Review (also known as the Annual Statement of Assurance) for 2014/15 and gives the Committee an opportunity to make comment on the draft, prior to its going forward to the full Fire Authority for consideration and approval.

Attachment	Size
10 - Annual Review 2014/15	1.14 MB

For decision

Performance against Improvement Objectives in Operational and Peer Assessments

This report, attached marked 11, provides an update on performance against improvement objectives in Operational and Peer Assessments. It also informs the Audit and Performance Committee of a proposed request to the Service Management Team to agree the closedown of the Operational Assessment and Peer Review Action Plan.

Attachment	Size
11 - Performance against Improvement Objectives in Operational and Peer Assessments	316.69 KB

For information

12 Performance Monitoring

12a

Service Targets April to September 2015

This report, attached marked 12a, presents a summary of the Service's performance for the period April to September 2015.

Attachment	Size
12a - Service Targets April to September 2015	173.2 KB

For information

12b

Presentation on Service Targets

In accordance with the request made at the January 2015 meeting of the Committee, officers will give a presentation on the following 2015/16 Service Target:

Deliberate fires will be reduced to not more than 693 fires during 2015/16

For information

12c

Wholetime and Retained Duty System Performance Monitoring April to June 2015

This report, attached marked 12c, provides information regarding the ongoing performance and management in terms of the availability of Wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
12c - Wholetime and Retained Duty System Performance Monitoring April to June 2015	482.51 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 13, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendix to this report contains exempt information and will, therefore, be considered in closed session at item 16.

Attachment	Size
13 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	83.75 KB

For information

Local Government Act 1972

For decision

Exempt Minutes (Paragraph 3)

29 January 2015

At its meeting on 23 April 2015, Members were unable to agree the exempt minutes of the Committee meeting, held on 29 January 2015, because of a lack of quorum (four Members) to consider this item. Councillors Mrs Bould, Hurst-Knight, Dr Jones and Roberts have since confirmed that those minutes do represent a true record of the meeting. Members are, therefore, now asked to agree that the exempt minutes of the Audit and Performance Management Committee meeting, held on 29 January 2015 and attached marked 15a, be signed by the Chair as a correct record.

23 April 2015

At its meeting on 9 July 2015, Members were unable to agree the exempt minutes of the Committee meeting, held on 23 April 2015, because of a lack of quorum (four Members) to consider this item. Councillors Adams,

Hurst-Knight, Dr Jones and Roberts have since confirmed that those minutes do represent a true record of the meeting. Members are, therefore, now asked to agree that the exempt minutes of the Audit and Performance Management Committee meeting, held on 23 April 2015 and attached marked 15b, be signed by the Chair as a correct record.

9 July 2015

Members are asked to agree the exempt minutes, attached marked 15c, of the Audit and Performance Management Committee meeting, held on 9 July 2015, and that they be signed by the Chair as a correct record.

For decision

Shropshire Fire Risk Management Services Ltd. Performance Update (Paragraph 3)

The Committee is asked to receive the Appendix to report 13, which contains exempt information.

For information

9 July 2015

Submitted by Lynn Ince on Wed, 07/01/2015 - 15:59

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Minutes

Members are asked to agree the non-exempt minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 23 April 2015, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Non-exempt Minutes 23 April 2015	226.28 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Committee Constitution and Training

This report, attached marked 5, brings the latest version of the Committee’s constitution to the notice of its Members. It also brings Members up-to-date on training issues and asks them to consider what should be the subject of the next training session.

Attachment	Size
5 - Committee Consitution and Training	232.99 KB

For decision

06 Externall Audit

06a

Audit Fee Letter 2015/16

The External Audit Fee Letter 2015/16, attached marked 6a, sets out details of the 2015/16 audit fee for the Authority, along with the scope and timing of External Audit’s work and details of their team.

Attachment	Size
6a - Audit Fee Letter 2015/16	1021.07 KB

For information

06b

Audit Update Report for Year ended 31 March 2015

This paper, attached marked 6b, reports on Grant Thornton’s progress in delivering their responsibilities as external auditors. The paper also includes a summary of emerging national issues and developments that may be relevant to the Fire Authority and a number of challenge questions in respect of these emerging issues, which the Committee may wish to consider.

Attachment	Size
6b - Audit Update Report for Year ended 31 March 2015	1.24 MB

For information

Internal Audit Annual Report 2014/15

This Annual Report, attached marked 7, provides Members with details of the work undertaken by Internal Audit for the year ended 31 March 2015. It reports on progress against the annual audit plan. It also provides the Head of Audit’s (Audit Service Manager’s) opinion on the overall adequacy and effectiveness of the organisation’s framework of governance, risk management and control, as required by the Public Sector Internal Audit Standards, which in turn contributes to the review of the effectiveness of the systems of internal control, as required by the Accounts and Audit Regulations 2011 4(2).

Attachment	Size
7 - Internal Audit Annual Report 2014/15	1.13 MB

For information

Statement of Accounts 2014/15

In accordance with a request from the Committee, a copy of the unaudited Statement of Accounts 2014/15 is brought to Members, attached marked 8, for discussion prior to presentation of the final, audited Statement at the September meeting of the Committee.

Attachment	Size
8 - Statement of Accounts 2014/15	1.75 MB

For information

Annual Governance Statement 2014/15 and Improvement Plan 2015/16

This report, attached marked 9, it sets out the draft Annual Governance Statement (AGS) for 2014/15 and AGS Improvement Plan 2015/16 to be included in the Fire Authority’s Statement of Accounts. It also details progress on the 2014/15 Improvement Plan.

Attachment	Size
9 - Annjual Governance Statement 2014/15 and Improvement Plan 2015/16	308.41 KB

For decision

Summary of Compliments and Complaints 2012/13 to 2014/15

This report, attached marked 10, advises Members of summary details regarding the compliments and complaints received during 2014/15, with comparisons to 2012/13 and 2013/14.

Attachment	Size
10 - Summary of Compliments and Complaints 2012/13 to 2014/15	191.87 KB

For information

11 Performance

11a

Service Targets April to June 2015

This report, attached marked 11a, presents a summary of the Service's performance for the period April 2015 to June 2015.

Attachment	Size
11a - Service Targets April to June 2015	173.3 KB

For information

11b

Presentation on Service Targets

In accordance with the request made at the last meeting of the Committee, officers will give a presentation on the following 2015/16 Service Targets:

All accidental fires will be reduced to not more than 584 fires
Accidental dwelling fires to be reduced to not more than 236
Fire-related deaths and injuries in the community will be reduced to not more than 20

For information

11c

Retained Duty System Performance Monitoring January to March 2015

This report, attached marked 11c, provides information regarding the ongoing performance and management in terms of availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
11c - Retained Duty System Performance Monitoring January to March 2015	479.18 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 12, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services. Please note that the appendices to this report contain exempt information and will, therefore, be considered in closed session at item 15.

Attachment	Size
12 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	84.14 KB

For information

Local Government Act 1972

For decision

Exempt Minutes

Members are asked to agree the exempt minutes, attached marked 14, of the Audit and Performance Management Committee meeting, held on 23 April 2015, and that they be signed by the Chair as a correct record.

For decision

Shropshire Fire Risk Management Services Ltd.

The Committee is asked to receive the following appendices to report 15, which contain exempt information:

15a First Quarter 2015/16 Financial Statements

15b Performance Information and Commentary

For information

23 April 2015

Submitted by Lynn Ince on Wed, 07/01/2015 - 15:58

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Members are reminded that they must not participate in the discussion of, or voting on, any matter in which they have a Disclosable Pecuniary Interest, and should leave the room prior to the commencement of the debate.

Non-Exempt Minutes

Members are asked to agree the non-exempt minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 29 January 2015, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Non-exempt Minutes 29 January 2015	119.07 KB

For decision

Public Questions

Members are asked to receive any questions, statements or petitions, of which notice has been received, from members of the public.

Review of Committee Terms of Reference

Attachment	Size
5 - Review of Committee Terms of Reference	224.68 KB

For decision

Review of Member Role Descriptions

This report, attached marked 6, asks the Audit and Performance Management Committee to review the current Role Descriptions for the Chair and Vice-Chair of the Committee and Member Champion for Risk Management and Audit.

Attachment	Size
6 - Review of Member Role Descriptions	367.83 KB

For decision

External Audit Plan

This paper, attached marked 7, sets out Grant Thornton's audit approach, the risks identified, the Value for Money conclusion, results of interim work and key dates in the 2015 audit cycle.

Attachment	Size
7 - External Audit Plan	1.27 MB

For information

Statement of Accounts 2014/15 Review of Accounting Policies

This report, attached marked 8, presents the accounting policies to be used in the production of the Fire Authority's Statement of Accounts 2014/15, for consideration and approval.

Attachment	Size
8 - Statement of Accounts 2014/15 Review of Accounting Policies	431.66 KB

For decision

Review of Anti-Fraud, Bribery and Corruption Strategy

This report, attached marked 9, requests the Committee to recommed that the Fire Authority re-affirm the Anti-Fraud, Bribery and Corruption Strategy, following the annual review conducted by officers.

Attachment	Size
9 - Review of Anti-Fraud, Bribery and Corruption Strategy	336.8 KB

For decision

Service Transformation Programme

The Planning and Performance Manager will give a presentation on the benefits, which have emanated from the Service Transformation Programme. It was originally intended that this information would be provided in a report to the Committee but, on reflection, officers felt that a presentation would be more appropriate.

For information

Risk Management Group Internal Audit Progress Monitoring Report

This report, attached marked 11, is an update on the monitoring of recommendations made by Internal Audit, which is undertaken by the Risk Management Group. It specifically covers details about the progress made against outstanding recommendations.

Attachment	Size
11 - Risk Management Group Internal Audit Progress Monitoring Report	171.13 KB

For information

Annual Governance Statement 2014/15 Improvement Plan

This report, attached marked 12, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2014/15.

Attachment	Size
12 - Annual Governance Statement 2014/15 Improvement Plan	139.45 KB

For information

13 Performance Monitoring

13a

Public Value Performance Measures April 2014 to March 2015

This report, attached marked 13a, presents a summary of the Service's performance for the period April 2014 to March 2015.

Attachment	Size
13a - Public Value Performance Measures April 2014 to March 2015	169.83 KB

For information

13b

Wholetime and Retained Duty System Performance Monitoring October to December 2014

This report, attached marked 13b, provides information regarding the ongoing performance and management in terms of the availability of wholetime and Retained Duty System appliances in Shropshire.

Attachment	Size
13b - Wholetime and Retained Duty System Performance Monitoring October to December 2014	462.19 KB

For information

13c

Public Value Measures and Targets 2015/16

This report, attached marked 13c, presents the agreed Public Value Measures and Targets for 2015/16.

Attachment	Size
13c - Public Value Measures and Targets 2015/16	132.78 KB

For information

Health and Safety Executive Consolidation Report

This report, attached marked 14, informs the Committee of a proposed request to the Service Management Team to agree the closedown of the findings from the Health and Safety Executive Consolidation Report and subsequent Service Action Plan.

Attachment	Size
14 - Health and Safety Executive Consolidation Report	147.47 KB

For information

Shropshire Fire Risk Management Services Performance Reporting

This report, attached marked 15, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendices to this report contain exempt information and will, therefore, be considered in closed session at item 18.

Attachment	Size
15 - Shropshire Fire Risk Management Services Ltd Performance Reporting	120.67 KB

For information

Local Government Act 1972

For decision

Exempt Minutes (Paragraph 3)

Members are asked to recieve and agree the exempt minutes, attached marked 17, of the Audit and Performance Management Committee meeting, held on 29 Janaury 2015, and that they be signed by the Chair as a correct record.

For decision

Shropshire Fire Risk Management Services Performance Reporting (Paragraph 3)

The Committee is asked to receive the following appendices to report 15, attached marked 18a and 18b respectively, which contain exempt information:

Appendix A Financial Statements to 31 March 2015
Appendix B Performance Information and Commentary

For information

29 January 2015

Submitted by Lynn Ince on Wed, 07/01/2015 - 15:57

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Members are reminded that they must not participate in the discussion of or voting on any matter, in which they have a Disclosable Pecuniary Interest, and should leave the room prior to the commencement of the debate.

Non-Exempt Minutes

Members are asked to agree the non-exempt minutes of the meeting of the Audit and Performance Management Committee, held on 6 November 2014, attached marked 3, and that they are signed as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee Non-Exempt Minutes 6 November 2014	171 KB

For decision

Public Questions

Members are asked to recieve any questions, statements or petitions, of which notice has been received, from members of the public.

Audit and Performance Management Committee Proposed Work Plan 2015/16

This report, attached marked 5, puts forward a 2015 / 2016 Work Plan for the Audit and Performance Management Committee for consideration and approval by Members. The report also reviews implementation of the activities listed in last year's Work Plan.

Attachment	Size
5 - Audit and Performance Management Committee Proposed Work Plan 2015/16	285 KB

For decision

Internal Audit Plan 2015/16

This report, attached marked 6, reviews the programme of audit work for the period 2015/16 and recommends that the Fire Authority approve changes to the programme, as set out in the report.

Attachment	Size
6 - Internal Audit Plan 2015/16	97.63 KB

For decision

Annual Governance Statement 2014/15 Improvement Plan

This report, attached marked 7, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2014/15.

Attachment	Size
7 - Annual Governance Statement 2014/15 Improvement Plan	269.5 KB

For information

Public Value Performance Measures April 2014 to January 2015

This report, attached marked 8, presents a summary of the Service's performance for the period April 2014 to January 2015.

Attachment	Size
8 - Public Value Performance Measures April 2014 to January 2015	128.97 KB

For information

Shropshire Fire Risk Management Services Ltd. Performance Reporting

This report, attached marked 9, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services Ltd.

Please note that the appendices to this report contain exempt information and will, therefore, be considered in closed session at item 12.

Attachment	Size
9 - Shropshire Fire Risk Management Services Ltd. Performance Reporting	86.14 KB

For information

Local Government Act 1972

For decision

Exempt Minutes (Paragraph 3)

Members are asked to agree the exempt minutes of the meeting of the Audit and Performance Management Committee, held on 6 November 2014, attached marked 11, and that they are signed as a correct record.

For decision

Shropshire Fire Risk Management Services Ltd. Performance Reporting (Paragraph 3)

The Committee is asked to receive the following appendices to report 9, which contain exempt information:

12a - Financial Statements

12b - Performance Information and Commentary

12c - Revised Business Plan

Members are asked to consider and decide upon the revised performance measures set out in the Business Plan

For decision

12 June 2014

Submitted by Lynn Ince on Thu, 05/06/2014 - 11:55

Item no. Agenda Item Details Status

01 Apologies for Absence

Disclosable Pecuniary Interests

Minutes

Members are asked to agree the non-exempt minutes, attached marked 3, of the Audit and Performance Management Committee meeting, held on 27 March 2014, and that they be signed by the Chair as a correct record.

Attachment	Size
3 - Audit and Performance Management Committee 27 March 2014 Non-Exempt minutes	166.25 KB

For decision

Public Questions

Members are asked to recieve any questions, statements or petitions, of which notice has been received, from members of the public.

Review of Committee Terms of Reference

Attachment	Size
5 - Review of Committee Terms of Reference	289.43 KB

For decision

Review of Member Role Descriptions

Attachment	Size
6 - Review of Member Role Descriptions	360.97 KB

For decision

Review of Anti-Fraud, Bribery and Corruption Policy

This report, attached marked 7, requests the Committee to recommend that the Fire Authority re-affirm the Anti-Fraud, Bribery and Corruption Strategy, following the annual review conducted by officers.

Attachment	Size
7 - Review of Anti-Fraud, Bribery and Corruption Strategy	336.06 KB

For decision

External Audit Fee Letter 2014/15

The External Audit Fee Letter 2014/15, attached marked 8, sets out details of the 2014/15 audit fee for the Authority, along with the scope and timing of External Audit’s work and details of their team.

Attachment	Size
8 - External Audit Fee Letter 2014/15	1.32 MB

For information

Annual Governance Statement 2013/14 Improvement Plan

This report, attached marked 9, summarises the progress made to date against the improvements contained in the Annual Governance Statement Improvement Plan 2013/14.

Attachment	Size
9 - Annual Governance Statement 2013/14 Improvement Plan	148.34 KB

For information

Service Transformation Programme Benefits Review

This report, attached marked 10, provides information on the benefits achieved to date following the upgrade to the Fire Safety database, Community Fire Risk Management Information System.

Attachment	Size
10 - Service Transformation Programme Benefits Review	234.24 KB

For information

Summary of Compliments and Complaints 2011/12 to 2013/14

This report, attached marked 11, advises Members of summary details regarding the compliments and complaints received during 2013/14, with comparisons to 2011/12 and 2012/13.

Attachment	Size
11 - Summary of Compliments and Complaints 2011/12 to 2013/14	166.41 KB

For information

12 Performance

12a

Public Value Performance Measures April 2013 to March 2014

This report, attached marked 12a, presents a summary of the Service’s year-end performance for the period April 2013 to March 2014.

Attachment	Size
12a - Public Value Performance Measures April 2013 to March 2014	147.38 KB

For information

12b

Retained Duty System Performance Monitoring January to March 2014

This report, attached marked 12b, provides information regarding the ongoing performance and management of the Retained Duty System in Shropshire.

Attachment	Size
12b - Retained Duty System Performance Monitoring January to March 2014	510.24 KB

For information

Shropshire Fire Risk Management Services Performance Reporting

This report, attached marked 13, provides information on the performance of the Fire Authority controlled company, Shropshire Fire Risk Management Services. Please note that the appendix to this report contains exempt information and will, therefore, be considered in closed session at item 17.

Attachment	Size
13 - Shropshire Fire Risk Management Services Performance Reporting	98.75 KB

For information

Internal Audit Annual Report 2013/14

This Annual Report, attached marked 14, provides Members with details of the work undertaken by Internal Audit for the year ended 31 March 2014. It reports on progress against the annual audit plan. It also provides the Head of Audit’s (Audit Service Manager’s) opinion on the overall adequacy and effectiveness of the organisation’s framework of governance, risk management and control, as required by the Public Sector Internal Audit Standards, which in turn contributes to the review of the effectiveness of the systems of internal control as required by the Accounts and Audit Regulations 2011 4(2).

Attachment	Size
14 - Internal Audit Annual Report 2013/14	948.93 KB

For information

Local Government Act 1972

For decision

Exempt Minutes

Members are asked to agree the exempt minutes, attached marked 16, of the Audit and Performance Management Committee meeting, held on 27 March 2014, and that they be signed by the Chair as a correct record.

For decision

Shropshire Fire Risk Management Services

The Committee is asked to receive the following appendices to report 13, which contain exempt information:

17a Financial Information to 31 March 2014

17b Performance Indicators to 20 May 2014

For information

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