The North / South Language Body Annual Report & Accounts 2009

During the audit of the 2009 Accounts, a number of additional issues were identified as follows:• There was no approved business case for the relocation of Agency HQ to Great Victoria Street;however a post project evaluation report was submitted to DCAL August 2010;• Expenditure on the Ulster-Scot newspaper still had not been tendered in line with the requirements ofthe Financial Memorandum and it may have breached EU regulations. However the business case wassubmitted to DCAL June 2011 and a tender has been prepared in association with the CentralProcurement Directorate and was issued 1 January 2012;• Four temporary staff were recruited in 2009 without prior approval from NSMC, however these staffwere included on returns to NSMC.The Agency has taken action to improve its financial controls surrounding grants:• A revised Financial Assistance Scheme which clarifies the criteria and requirements for grant aid tocommunity groups was approved by the Agency Board in January 2009 and subsequently received theapproval of the North South Ministerial Council in July 2009. This scheme has been further revised andis currently with DFP for approval which is expected early 2012;• An electronic grants database was introduced in June 2009 to assist in more effective management andcontrol of expenditure on grants. This database will be replaced in 2012 with a more technologicallyadvanced system;• A grant monitoring policy was developed which requires all applicants to complete an appraisal reporton the outcomes of their projects and requires Agency staff to complete monitoring reports on all visitsto projects. Visits will be undertaken for all projects above £5k and for all new groups and 20% ofprojects receiving grant of less than £5k will be visited. All festivals and summer schools also receivemonitoring visits.These issues will be addressed during 2012 and an independent evaluation of core funded groups will be carriedout.Ian Crozier 7/11/2012Accountable PersonDate39