Audit Strategy Memorandum

City of York Council – year ended 31 March 2014

April 2014
 Mazars LLP
The Rivergreen Centre
Aykley Heads
Durham
DH1 5TS

Audit and Governance Committee

City of York Council
West Offices
Station Rise
York
YO1 6GA

April 2014

Dear Members

Audit Strategy Memorandum for the year ending 31 March 2014

We are delighted to present our Audit Strategy Memorandum for City of York Council for the year ending 31 March
2014.

The purpose of this document is to summarise our audit approach, highlight significant audit risks and areas of key
judgements and provide you with the details of our audit team. It is a fundamental requirement that an auditor is,
and is seen to be, independent of its clients, and Appendix A summarises our considerations and conclusions on
our independence as auditors.

We value two-way communication with yourselves and we see this document, which has been prepared following
our initial planning discussions with management, as being the basis for a discussion through which we can also
understand your expectations.

This document will be presented at the Audit and Governance Committee meeting on 16 April 2014. If you would
like to discuss any matters in more detail please do not hesitate to contact me on 0191 383 6300.

Yours faithfully

Gareth Davies
Partner, for and on behalf of Mazars LLP

Our reports are prepared in the context of the Audit Commission’s ‘Statement of responsibilities of auditors and audited bodies’. Reports and
letters prepared by appointed auditors and addressed to members or officers are prepared for the sole use of the Council and we take no
responsibility to any member or officer in their individual capacity or to any third party.

Mazars LLP is the UK firm of Mazars, an international advisory and accountancy group. Mazars LLP is registered by the Institute of
Chartered Accountants in England and Wales.
Contents
01 Purpose and background .................................................................................................. 1
02 Audit scope, approach and timeline ................................................................................. 2
03 Significant risks and key judgement areas ...................................................................... 5
04 Value for Money Conclusion ............................................................................................. 7
05 Your audit team .................................................................................................................. 8
06 Fees for audit and other services ..................................................................................... 9
Appendix A – Independence ................................................................................................ 10
Appendix B - Materiality ....................................................................................................... 11
Appendix C – Key communication points ........................................................................... 12
Appendix D – Forthcoming accounting and other issues ................................................. 13
01 Purpose and background
Purpose of this document
This document sets out our audit plan in respect of the audit of the financial statements of City of York Council (the
Council) for the year ending 31 March 2014, and forms the basis for discussion at the Audit and Governance
Committee meeting on 16 April 2014.

The plan sets out our proposed audit approach and is prepared to assist you in fulfilling your governance
responsibilities. The responsibilities of those charged with governance are defined as to oversee the strategic
direction of the entity and obligations related to the accountability of the entity, including overseeing the financial
reporting process.

We see a clear and open communication between ourselves and you as important in:
• reaching a mutual understanding of the scope of the audit and the responsibilities of each of us;
• sharing information to assist each of us to fulfil our respective responsibilities;
• providing you with constructive observations arising from the audit process; and
• ensuring as part of the two-way communication process that we, as external auditors, gain an
understanding of your attitude and views in respect of the internal and external operational, financial,
compliance and other risks facing the Council which might affect the audit, including the likelihood of
those risks materialising and how they are monitored and managed.

Appendix C outlines the form, timing and content of our communication with you during the course of the audit.
Appendix D sets out forthcoming accounting and other issues that will be of interest.

Scope of engagement
We are appointed to perform the external audit of City of York Council for the year to 31 March 2014. The scope of
our engagement is laid out in the Audit Commission’s Code of Audit Practice for Local Government bodies .

Responsibilities
The Audit Commission’s Statement of Responsibilities of Auditors and of Audited Bodies sets out our respective
responsibilities as the auditor and the audited body. The Audit Commission has issued a copy of the Statement to
you. The Statement summarises where the different responsibilities of auditors and of the audited body begin and
end and we undertake our audit work to meet these responsibilities.
We comply with the statutory requirements governing audit work, in particular:

 the Audit Commission Act 1998; and

 the Code of Audit Practice for Local Government bodies.

We, as auditors to the Council, are responsible for forming and expressing an opinion on the financial statements
and reaching a conclusion on the arrangements you have put in place to secure economy, efficiency and
effectiveness in the use of your resources (the Value for Money conclusion).
We are also required to report on the consistency of your Whole of Government Accounts submission with the
audited financial statements. Our audit does not relieve management or the Audit and Governance Committee, as
those charged with governance, of their responsibilities.
The responsibility for safeguarding assets and for the prevention and detection of fraud, error and non-compliance
with law or regulations rests with both those charged with governance and management. In accordance with
International Standards on Auditing (UK and Ireland) we plan and perform our audit so as to obtain reasonable
assurance that the financial statements taken as a whole are free from material misstatement, whether caused by
fraud or error. However, our audit should not be relied upon to identify all such misstatements.
As part of our audit procedures in relation to fraud, we are required to enquire of those charged with governance as
to their knowledge of instances of fraud, the risk of fraud and their views on management controls that mitigate the
fraud risks.

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02 Audit scope, approach and timeline
Audit scope
Our audit approach is designed to provide you with an audit that complies with all professional requirements.
Our audit of the financial statements will be conducted in accordance with International Standards of Auditing (UK
and Ireland) and in accordance with the Code of Audit Practice for Local Government Bodies. Our work is focused
on those aspects of your business which we consider to have a higher risk of material misstatement such as those
impacted by management judgement and estimation, application of new accounting standards, changes of
accounting policy, changes to operations or areas which have been found to contain material errors in the past.

Audit approach
Our audit approach is a risk-based approach, primarily driven by the risks we consider to result in a higher risk of
material misstatement of the financial statements. Once we have completed our risk assessment we develop our
audit strategy and design audit procedures in response to this assessment. The work undertaken will include a
combination of the following as appropriate:
 testing of internal controls;
 substantive analytical procedures; and
 detailed substantive testing.
If we conclude that appropriately designed controls are in place then we may plan to test and rely upon these
controls. If we decide controls are not appropriately designed, or we decide it would be more efficient to do so, we
may take a wholly substantive approach to our audit testing.

Our audit will be planned and performed so as to provide reasonable assurance that the financial statements are
free of material misstatement and give a true and fair view. Materiality and misstatements are explained in more
detail in Appendix B.

The diagram below outlines the procedures we perform at the different stages of the audit.

Planning Interim work and final Completion

fieldwork

• Planning visit • Interim work • Final review and

• Document systems disclosure checklist
• Risk assessment and controls of financial
• Perform statements
• Considering walkthroughs
proposed accounting • Interim controls • Final engagement
treatments and testing lead review
accounting policies
• Final fieldwork • Agreeing content of
• Developing audit • Receiving and letter of
strategy reviewing draft representation
financial statements
• Agreeing timetable • Reassessment of • Reporting to the
and deadlines audit plan and Audit and
revision if necessary Governance
• Preliminary • Executing the Committee
analytical review strategy starting with
significant risks and • Reviewing post
high risk areas balance sheet
• Communicating events
progress and issues
• Clearance meeting • Signing the auditor’s
report

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Reliance on internal audit
Where possible we will seek to utilise the work performed by internal audit to modify the nature, extent and timing
of our audit procedures. We will meet with internal audit to discuss the progress and findings of their work prior to
the commencement of our controls evaluation procedures.
Where we intend to rely on the work on internal audit, we evaluate the work performed by the internal audit team
and perform our own audit procedures to determine its adequacy for our audit.
We do not have any current plans to specifically rely on the work of Internal Audit.

Reliance on other auditors

We plan to place reliance on the work of another auditor in relation to pension entries, namely the auditor of the
Pension Fund, Deloitte. We have agreed a work programme and timetable for the receipt of information with
Deloitte.

Service organisations
We are required to assess whether there are any material entries in your financial statements where the Council is
dependent on an external organisation. We call these entities service organisations. There are no such service
organisations for the Council where we need to carry out special procedures.

The work of experts

We plan to rely on the work of the following experts:

Items of account Management’s expert Our expert

Audit Commission’s consulting

Asset valuations Internal Valuer valuer (Gerald Eve)

Audit Commission’s consulting

Pension liability Actuary (Mercers)
actuary (PWC)

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Timeline

The diagram below sets out the timing of the key phases of our audit work. We will communicate with management
throughout the audit process and will ensure significant issues identified are communicated to those charged with
governance on a timely basis.

Dec –  Meetings with officers to inform planning

April  Walkthroughs of key systems and controls
 Planning meeting with Chief Financial Officer - March 2014
 Audit strategy memorandum - April 2014

Dec -  Interim work (including systems work)

June  Report on interim findings (if required – May/June)
 Early work (Feb-June) for the financial statements
 Early review of the financial statements (June)

July -  Draft financial statements and working papers provided by

Sept 30 June
 Fieldwork: 1st July – early September
 Clearance meeting and audit completion report – early
September

By 30  Meeting to Sept
approve and sign financial statements
Sept  Issue auditor’s report, Value for Money conclusion and WGA
assurance
 Certify completion of the audit

Oct
 Issue Annual Audit Letter

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03 Significant risks and key judgement
areas
We have performed our planning procedures, including risk assessment, as detailed in section 2. In addition, we
met with management as part of the audit planning process to discuss the risks that, in management’s opinion, the
Council faces and have considered the impact on our audit risk. The risks that we identify as significant for the
purpose of our audit are the risks of material misstatement that in our judgement require special audit
consideration.
We set out below the significant audit risks and the areas of management judgement identified as a result of these
meetings and planning procedures which we will pay particular attention to during our audit in order to reduce the
risk of material misstatement in the financial statements.

Significant audit risks

Management override of controls

Description of the risk

Auditing standards state that management at various levels within an organisation are in a unique position to
perpetrate fraud because of their ability to manipulate accounting records and prepare fraudulent financial
statements by overriding controls that otherwise appear to be operating effectively. Due to the unpredictable way in
which such override could occur, we consider there to be a risk of material misstatement due to fraud and thus a
significant risk on all audits. This does not imply that we suspect actual or intended manipulation but that we
approach the audit with due professional scepticism.

How we will address this risk

We have updated our understanding and evaluation of internal controls procedures as part of our audit planning,
including completion of a fraud risk assessment. As part of this, we will seek written assurances from the Audit and
Governance Committee and management on their controls and processes for assessing the risk of fraud in the
financial statements and arrangements in place to identify, respond to and report fraud.
Our testing strategy for this significant risk due to fraud will include:
 journals recorded in the general ledger and other adjustments made in preparation of the financial
statements;
 consideration and review of material accounting estimates impacting on amounts included in the financial
statements;
 consideration and review of any unusual or significant transactions outside the normal course of business;
and
 consideration of any other local factors.

Revenue recognition

Description of the risk

Auditing standards include a rebuttable presumption that there is a significant risk in relation to the timing of income
recognition and in relation to judgements made by management as to when income has been earned. Mazars’ policy
is that the scope to apply such a rebuttal is limited. As there is an inherent risk of fraud in revenue recognition we
consider it to be a significant risk on all audits. This does not imply that we suspect actual or intended manipulation
but that we continue to approach the audit with due professional scepticism.

How we will address this risk

We will evaluate the design and implementation of controls to mitigate the risk of income being recognised in the
wrong period. In addition, we will undertake a range of substantive procedures including:
 testing receipts in March and April 2014 to ensure they have been recognised in the right year;
 testing adjustment journals; and
 obtaining direct confirmation of year-end bank balances and testing the reconciliations to the ledger.

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Expenditure recognition

Description of the risk

Auditing standards include a rebuttable presumption that there is a significant risk in relation to the timing of
expenditure recognition and in relation to judgements made by management as to when expenditure has been
incurred. As there is a risk of fraud in revenue recognition we regularly consider it to be a significant risk. This does
not imply that we suspect actual or intended manipulation but that we continue to approach the audit with due
professional scepticism.

How we will address this risk

We will evaluate the design and implementation of controls to mitigate the risk of expenditure being recognised in the
wrong period. In addition, we will undertake a range of substantive procedures including:
 testing payments in March and April 2014 to ensure they have been recognised in the right year;
 testing adjustment journals; and
 obtaining direct confirmation of year-end bank balances and testing the reconciliations to the ledger.

Pension entries (IAS 19)

Description of the risk

The financial statements contain material pension entries in respect of retirement benefits. The calculation of these
pension figures, both assets and liabilities, can be subject to significant volatility and includes estimates based upon
a complex interaction of actuarial assumptions. This results in an increased risk of material misstatement.

How we will address this risk

We will discuss with key contacts any significant changes to the pension estimates prior to the preparation of the
financial statements. In addition to our standard programme of work in this area, we will:
 evaluate the management controls you have in place to assess the reasonableness of the figures provided
by the actuary; and
 consider the reasonableness of the actuary’s output, referring to an expert’s report on all actuaries nationally
which is commissioned annually by the Audit Commission.

Key areas of management judgement

Property, Plant and Equipment – depreciation, revaluations and impairments

Description of the area of judgement

Accounting standards and CIPFA’s Code of Practice on Local Authority Accounting require that all property, plant
and equipment are depreciated, unless there is a specific exception. There are also requirements to regularly
revalue assets carried at fair value on the Council’s balance sheet and to carry out impairment reviews.
These involve management judgements over the useful lives and valuations of assets.

Our planned audit approach

We will evaluate the design and implementation of controls in respect of depreciation, revaluations and impairments
as part of our walkthrough of the property, plant and equipment system.
In addition, we will undertake a range of substantive procedures including:
 substantive sample testing of depreciation, revaluations and impairments per the disclosure note to the
financial statements;
 review and evaluation of the work of the in-house valuer, including the valuer’s report; and
 consideration of regional valuation trends.

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04 Value for Money Conclusion
We are required to reach a conclusion on your arrangements to secure economy, efficiency and effectiveness in
the use of your resources.
Our conclusion on your arrangements is based on two criteria, specified by the Audit Commission:

 financial resilience – focusing on whether you are managing your financial risks to secure a stable financial
position for the foreseeable future; and
 economy, efficiency and effectiveness – focusing on whether you are prioritising your resources within tighter
budgets and the need to improve productivity and efficiency.

We set out below the significant risks that we will address through our work.

VFM risks

Description of the risks

The Council faces financial pressures from reduced funding and continues to identify plans to deliver future savings.
Without robust budgetary control and delivery of its action plans, the Council’s financial resilience and service
performance could deteriorate.

How we will address these risks

We will review budget monitoring and reporting, focusing on areas where action plans are in place to make savings
and seek to minimise any adverse impact on services. We will review VFM profiles and the plans that are developed
to deliver future savings, including those being developed through the Council’s transformation programme.

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05 Your audit team
Below are your audit team and their contact details .

 Gareth Davies
Engagement lead
 Tel: 0191 383 6300 or 07979 164 467
(Partner)
 Email: [email protected]

 Gavin Barker
Engagement Senior
 Tel: 0191 561 1917 or 07896 684 771
Manager
 Email: [email protected]

 David Hurworth
Team Leader (Assistant
 Tel: 0191 383 6300 or 07881 511 077
Manager)
 Email: [email protected]

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06 Fees for audit and other services
Our audit fees for the audit of the financial statements and for any assurance or other services are outlined in the
tables below.

Area of work 2013/14 Proposed Fee 2013/14 Scale Fee 2012/13 Actual Fee

Code audit work £134,406 £134,406 £134,406

Certification work £19,000 £19,000 £23,273

Total fee £153,406 £153,406 £157,679

Non-audit services

We have carried out a review of budget management in adult social care as a non-audit service for the Council, as
summarised below:

Non-audit services 2013/14 ActualFee 2012/13 Actual Fee

Review of Budget Management in Adult Social Care £21,000 £0

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Appendix A – Independence
We are required by the Financial Reporting Council to confirm to you at least annually in writing that we comply
with the Auditing Practices Board’s Ethical Standards. In addition we communicate any matters or relationship
which we believe may have a bearing on our independence or the objectivity of the audit team.

Based on the information provided by you and our own internal procedures to safeguard our independence as
auditors, we confirm that in our professional judgement there are no relationships between us and any of our
related or subsidiary entities, and you and your related entities, that create any unacceptable threats to our
independence within the regulatory or professional requirements governing us as your auditors.

We have policies and procedures in place which are designed to ensure that we carry out our work with integrity,
objectivity and independence. These policies include:

 all partners and staff are required to complete an annual independence declaration;
 all new partners and staff are required to complete an independence confirmation and also complete
computer based ethical training;
 rotation policies covering audit engagement partners and other key members of the audit team who are
required to rotate off a client after a set number of years; and
 use by managers and partners of our client and engagement acceptance system which requires all non-
audit services to be approved in advance by the audit engagement lead.

We wish to confirm that in our professional judgement, as at the date of this document, we are independent and
comply with UK regulatory and professional requirements. However, if at any time you have concerns or questions
about our integrity, objectivity or independence please discuss these with Gareth Davies, Engagement Lead.

Prior to the provision of any non-audit services the Engagement Lead will undertake appropriate procedures to
consider and fully assess the impact that providing the service may have on our auditor independence.
No threats to our independence and associated safeguards have been identified.

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Appendix B - Materiality
Materiality is an expression of the relative significance or importance of a particular matter in the context of financial
statements as a whole.

Misstatements in financial statements are considered to be material if they, individually or in aggregate, could
reasonably be expected to influence the economic decisions of users taken on the basis of the financial
statements.

Judgements on materiality are made in light of surrounding circumstances and are affected by the size and nature
of a misstatement, or a combination of both. Judgements about materiality are based on consideration of the
common financial information needs of users as a group and not on specific individual users.

The assessment of what is material is a matter of professional judgement and is affected by our perception of the
financial information needs of the users of the financial statements. In making our assessment we assume that
users:
• have a reasonable knowledge of business, economic activities and financial statements;
• have a willingness to study the information in the financial statements with reasonable diligence;
• understand that financial statements are prepared, presented and audited to levels of materiality;
• recognise the uncertainties inherent in the measurement of amounts based on the use of estimates,
judgement and the consideration of future events; and
• will make reasonable economic decisions on the basis of the information in the financial statements.

We consider materiality whilst planning and performing our audit.

Whilst planning, we make judgements about the size of misstatements which we consider to be material and which
provides a basis for determining the nature, timing and extent of risk assessment procedures, identifying and
assessing the risk of material misstatement and determining the nature, timing and extent of further audit
procedures.

The materiality determined at the planning stage does not necessarily establish an amount below which
uncorrected misstatements, either individually or in aggregate, will be considered as immaterial.

We have set materiality at the planning stage at £8,527,000 with a clearly trivial threshold of £255,000 below which
identified errors will not usually be reported. We have set lower materiality levels for the disclosure of officer
remuneration and emoluments, members’ allowances and the audit fee as we consider these items to be of
specific interest to users of the accounts sufficient to warrant audit procedures which would not otherwise be
applied based on the materiality level for the audit as a whole. The materiality determined at the planning stage
does not necessarily establish an amount below which uncorrected misstatements, either individually or in
aggregate, will be considered as immaterial.
We revise materiality for the financial statements as our audit progresses should we become aware of information
that would have caused us to determine a different amount had we been aware of that information at the planning
stage.

We discuss with management any significant misstatements or anomalies that we identify during the course of the
audit and we report in our Audit Completion Report all unadjusted misstatements we have identified other than
those which are clearly trivial, and obtain written representation that explains why these remain unadjusted.

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Appendix C – Key communication points
ISA 260 ‘Communication with Those Charged with Governance’ and ISA 265 ‘Communicating Deficiencies In
Internal Control To Those Charged With Governance And Management’ require us to communicate a number of
points to you.

Relevant points that need to be communicated to you at each stage of the audit are outlined below.

Form, timing and content of our communications

We will present to the Audit and Governance Committee the following reports:
• our Audit Strategy Memorandum;
• our Audit Completion Report; and
• Annual Audit Letter.

These documents will be discussed with management prior to being presented to the Audit and Governance
Committee and their comments will be incorporated as appropriate.

Key communication points at the planning stage as included in this Audit Strategy Memorandum
• our responsibilities in relation to the audit of the financial statements;
• the planned scope and timing of the audit;
• significant audit risks and areas of management judgement;
• our independence;
• responsibilities for preventing and detecting errors;
• materiality; and
• fees for audit and other services.

Key communication points at the completion stage to be included in our Audit Completion Report
• significant deficiencies in internal control;
• significant findings from the audit;
• significant matters discussed with management;
• our conclusions on the significant audit risks and areas of management judgement;
• unadjusted misstatements;
• management representation letter;
• our proposed draft audit report; and
• independence.

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Appendix D – Forthcoming accounting and
other issues
The 2013/14 CIPFA Code of Practice on Local Authority Accounting (the Code) has made several changes, of
which you should be aware. Officers from the Council’s finance function attended workshops that provided full
details of the changes in the 2013/14 Code, as well as a forward look to potential future accounting changes that
may be of relevance to the Council. If you require detailed information on any of these changes or any other
emerging issues, please contact any member of the engagement team.

Forthcoming accounting issues

PFI/PPP arrangements How this may affect the Council

The 2013/14 Code includes augmented Potential for the recognition point for PFI assets (and associated
provisions on service concession liabilities) to be earlier than in previous years where the recognition
(PFI/PPP) arrangements. This clarifies criteria in section 4.1 of the Code have been met.
that accounting requirements in respect of
PFI assets under construction.

Employee benefits How this may affect the Council

The Code includes changes as a result of The main potential impacts of the changes are:
the adoption of the amended IAS 19  changes in terminology used for some entries in the
Employee Benefits. Council’s Comprehensive Income and Expenditure
Statement and disclosure notes;
 minor changes to the recognition point for termination
benefits that may either delay or bring forward the
recognition of expenses such as redundancy payments;
 significant changes to the format and content of relevant
disclosure notes; and
 changes to the classification, recognition and measurement
of post-employment benefits.

Where these changes have a material impact on the financial

statements, it is likely the Council will need to restate their 2012/13
comparative entries.

Business rates appeals How this may affect the Council

As a result of the introduction of the It is likely that the Council will recognise a provision in its financial
business rates retention scheme from 1 statements to recognise the cost of funding future successful rating
April 2013, local authorities are now appeals by local businesses.
responsible for meeting a proportion of
the costs of successful rating appeals
from local businesses.

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