Agenda and minutes
Venue: Conference Room 4B - Tŷ Hywel. View directions
Contact: Clerk: Kathryn Hughes Deputy Clerk: Buddug Saer
No. | Item |
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Introductions, apologies and declaration of interests Minutes: 1.1
The
Chair welcomed Suzy Davies to her first meeting of the Committee and noted
three apologies. 1.2
The Chair declared that he was a
Non-Executive Director on the Cabinet Office Modern Electoral Registration
Programme. 1.3
No other interests were declared. |
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Minutes of 13 June, actions and matters arising Minutes: ACARAC
(04-16) Paper 1 - Minutes 13 June ACARAC
(04-16) Paper 2 – Summary of actions 2.1
The minutes of the meeting on 13 June
2016 were agreed and the updates on actions, captured in paper 2, were noted. 2.2
Following a discussion on the
significant issues which had previously been discussed by the Committee, and
other important reference materials, the Secretariat agreed to prepare a pack
of papers for Suzy Davies to ensure she was fully informed of the Committee’s
work to date. 2.3
The
Chair asked Dave Tosh to update the Committee on the Commission’s work on Cyber
Security. Dave confirmed that although
this was not a risk on the corporate risks register, a presentation was
scheduled for the July Management Board.
2.4
Dave
described his responsibilities as Senior Information Risk Owner (SIRO) and
agreed to provide the Committee with a paper highlighting his programme of work
over the coming months. 2.5
Claire
Clancy informed the Committee that following a recent recruitment exercise to
appoint a new Director of Finance, they had been unable to appoint a suitable
candidate. She assured the Committee
that she had no concerns regarding the management of Assembly funds and that
other arrangements were being put in place. Actions - Secretariat to prepare a pack of papers for Suzy
Davies AM on the significant issues that have been considered by the Committee
and other reference material. - SIRO to provide his on-going programme of work to
the Committee. Secretariat to add this
to the FWP. |
|
Annual Report and Accounts |
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External Audit update Minutes: ACARAC
(04-16) Paper 5 – ISA 260 4.1
Nia
Morgan presented the Committee with the final financial statements for 2015-16,
which formed part of the Assembly Commission Annual Report. She was extremely pleased with the process and
thanked her team, especially Donna Davies and Lisa Bowkett for their work. She also thanked the Wales Audit Office for
the on-going dialogue during the audit period, especially when trying to
resolve any outstanding issues. 4.2
Committee
members praised the professional approach taken to this year’s report. The review undertaken last year had helped to
improve communications and processes. 4.3
Ann-Marie
Harkin and Matthew Coe presented the ISA 260 to the Committee. This document summarised the conclusion to the
2015-16 audit and was required in accordance with statutory auditing
standards. Ann-Marie confirmed that her
review of the accounts was complete and she would recommend that the Auditor
General for Wales issues an unqualified report.
She commented on the high quality documentation presented to her team,
thanked the Finance team for their hard work and also expressed her thanks to
Ian Summers. 4.4
Claire
thanked the WAO for their open and honest communication, especially on the
issues raised last year. The change in
personnel, for both the Assembly Commission and the WAO could have proved
detrimental to the audit process, but everyone worked extremely hard to ensure
the process was smooth and successful. 4.5
She
also wanted to formally thank Gareth Watts for his superb internal audit work
and Chris Warner for drafting such a comprehensive Annual Report. 4.6
Finally,
Claire wanted to thank and congratulate Nia and her team for achieving such an
outstanding ISA 260 report. In all her
years of being the Accounting Officer, she reflected that this was the best
yet. 4.7
From
an independent perspective, the Chair was extremely pleased and urged officials
and the WAO to build on this progress by looking at ways to make further
improvements for next year. Action -
The
WAO and Assembly Finance team to review the 2015-16 audit process to look at
ways to continuously improve on the audit process. |
|
Business Efficiency review Minutes: ACARAC (04-16) Paper 6 –
Business Efficiency Review – Additional Information ACARAC (04-16) Paper 7 –
Review of the Assembly Commission’s Approach to Organisational Efficiency and
Effectiveness (previously circulated in May) 5.1
The
Chair welcomed these papers, especially the quantitative analysis presented to
the Committee. 5.2
Dave
described the impressive levels of savings as a result of insourcing ICT
services and the on-going work across the organisation to continuously look for
opportunities to change and improve processes.
Although the papers primarily captured savings realised within the
Resources Directorate, any good practice would be shared across the
organisation. 5.3
He
then described the capacity planning round that was due to be conducted by
Management Board. This piece of work, as
well as scenario planning and the Assembly Members survey, would all feed into
future efficiency and effectiveness work. 5.4
The
Committee encouraged Dave to take a holistic and challenging view of business
efficiency, and to consider measuring the saving/efficiencies through corporate
key performance indicators. They were
pleased that this approach would be shared with other Directorates. 5.5
Claire
described her role in giving evidence to the Finance Committee that resources
were being used wisely. She believed
that combining these Business Efficiency Review papers would demonstrate, in a
tangible way, how the Commission is achieving its goal of driving for
efficiency, whilst delivering excellent customer services. 5.6
Dave
agreed to combine both papers as a briefing paper for Claire and the
Commissioner in time for the Finance and Public Accounts Committee meetings in
the autumn. This would also be shared
with ACARAC members for comment. Action -
Dave to combine both
papers in preparation for the Public Accounts and Finance Committees in the
autumn, and to canvass the views of ACARAC members. |
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Forward Work Programme Minutes: ACARAC
(04-16) Paper 8 – Forward Work Programme 6.1
The
Secretariat agreed to add
the items captured during the meeting to the forward work programme and to
consider the Commission’s new strategy.
6.2
They would also arrange meetings for
Suzy Davies with the following: ·
Chair
of ACARAC ·
Head
of Internal Audit ·
Ann
Marie Harkin (WAO) Action -
Committee to consider the
Assembly Commission’s strategy (yet to be agreed). Next meeting is scheduled
for 21 November 2016. |