Decisions

Committee noted that Councillor Adam Aston was Chairman of the Governance and Transformation Committee at the West Midlands Fire Authority dealing with the transfer of governance and that Councillor John O’Shea was Chair of the West Midlands Police & Crime Panel.

Resolved:

(1)  The update on progress made against recommendations identified during the internal audit of Health & Safety Arrangements be noted.

(2)  A further update on progress on outstanding commitments made to ARAC in December 2018 to be provided at committee on the 15 April 2019 and any slippage be reported back ARAC by the accountable Director for Health & Safety.

Resolved:

(1)  That the consolidated revenue budget monitoring position as at 30 November 2018 as set out in the Financial Monitoring Report for November 2018 be noted.

(2)  That the Chair be informed immediately if there were significant variances within the budget.

Resolved:

(1)  The update provided in the report and endorsement of progress made to date be noted.

(2)  That the delegation of any final arrangements were to be agreed with the Chair and Vice-Chair of committee before presenting to WMCA Board.

Resolved:

(1)  The update provided on the consultation for the transfer of West Midlands Police & Crime Commissioner functions be noted.

Resolved:

(1)  That the progress made to date against the original actions in the Internal Audit Report be noted.

(2)  That the timescales for implementation of the enhanced Governance & Assurance Framework be noted.

(3)  That an update be provided to committee on the amber actions and accountability in June 2019.

Resolved:

(1)  That the overview provided to committee on the planned scope and timing of statutory audits of WMCA and West Midlands ITA Pension Fund for those charged with governance be noted. 

(2)  That the external audit partner advised he had gone beyond the PSAA five year recommended period and he had dispensation to carry on for a further two years.

Resolved:

(1)  That the top three Strategic Risks included within the Strategic Risk Register be noted.

(2)  That the status of Directorate Risk Registers be noted.

(3)  That an update on the position of the action against the strategic risk to be provided to committee in June 2019 be noted.

(4)  Committee be provided with further information surrounding the conflict of interest being identified through a specialist third party on the devolvement of Adult Education Budget.

(5)  That committee to receive copy of the report presented at WMCA Board on the devolution of the Adult Education Budget 2019/20 for information only purposes.

(6)  Committee to receive a report at a future meeting regarding the gender pay gap.

(7)  Supporting evidence for improved scoring of risks to be provided with future updates.

Resolved:

(1)  The current draft Internal Audit Plan for 2019-2020 be noted.

(2)  The final draft Internal Audit Plan be submitted for approval at committee on the 15 April 2019.

(3)  A clear timescale for completion of the internal audits to be included within the plan for 2019/20.

(4)  Internal audits completed summary in advance of committee to be circulated to members subject to the approval of the chair.

Resolved:

(1)  The contents of the latest Internal Audit Update report was noted.

(2)  A timescale for completion of the Internal Audits be included within the plan for 2019/20 for approval by committee.

(3)  The Chair’s approval to be sought on any slippage / delay on audit completion in a timely manner on behalf of committee.

(4)  An update regarding the amber recommendations made against the workforce planning internal audit to be brought to committee in June 2019.

Resolved:

(1)  The assurance arrangements that had been established to confirm the governance and assurance established for all WMCA’s arm’s length companies be noted as satisfactory.

(2)  It was noted that the WMCA Growth Company was an investment in which WMCA had a 5.3% stake and that Senior Leadership Team were currently reviewing the performance information from the Growth Company with a view to sharing the updated governance and assurance arrangement with committee.

(3)  It was noted that WMCA had secured a bid to host a pilot of testing 5G technology with discussions taking place with Department of Culture, Media and Sport to look at delivery options and potential operating structures. Once the company has been established committee would receive information on its assurance and governance arrangements. It was expected that the arrangements for these companies will be reviewed again within the next 12 months, with an appropriate review cycle to be confirmed with the Interim Director of Finance.

(4)   That the Monitoring Officer to provide committee with a briefing on the roles and responsibilities for each board / committee at a future committee.

Resolved:

(1)  Items of business to be reported at future meeting were noted.

Resolved:

(1)  The appointment of the Designated Independent Panel to be reviewed January 2020.

·         Chair confirmed that the meeting was quorate and thanked members for their attendance.

·         Chair congratulated Linda Horne on being appointed as the S151 Officer and Interim Director of Finance.

·         The following points were raised at WMCA Board on 11 January regarding Committee:

o   Continued issues around meeting the quorum as echoed by the Chair of Overview & Scrutiny Committee.

o   The need to ensure a report was made to WMCA Board for approval on health & safety arrangements in consideration of the absorption of Fire & Rescue Service.

The minutes of the meeting held on the 12 November 2018 were agreed as a correct record.

Apologies for absence were received from Councillor Michael Gough (Solihull) and Councillor Kerrie Carmichael (Sandwell).