To receive a report from the Internal Audit Team Leader updating the Committee on the work performed by Internal Audit for the 2015/16 financial year.To include an update regarding any remaining outstanding high priority recommendations.
Minutes:
The Committee had before it, and NOTED, a report * from the Internal Audit Team Leader updating it on the work performed by Internal Audit for the 2015/16 financial year.
She outlined the contents of the report stating that it included the audit opinion for three internal audits. Discussion took place in relation to each one as follows:
Legal Services
· It was stated by an elected Member that in Crediton there had been some disappointment with the quality and speed of response from the solicitors.
· The Chairman commented that IT issues in relation to the helpdesk needed to be sorted out sooner rather than later as part of the Digital Transformation project. The Head of Finance stated the Council was consulting with North Devon District Council to see what system they used. A new helpdesk business case was needed.
Culm Valley Sports Centre
· It was stated by the previous Cabinet Member for Community Well Being that the Leisure Service was now down to 2 managers, having previously had 4. It would be important to ensure that the quality of the Leisure Service did not suffer as a result.
· Concern was expressed at the administrative processes involved in processing multiple contracts. It was explained that some members of staff performed several different roles and that some of them attracted a higher rate of pay than others. The question was asked as to why the average wage couldn’t be paid for each member of staff in this category. It was explained that this would result in a much higher salary bill for the Council compared to paying actual rates of pay for particular roles. The current arrangements gave the managers the flexibility they needed as it was pointed out that demand fluctuated throughout the year for certain leisure activities. There was however, general agreement that the current system was complex and time consuming to administer. It was AGREED that, as part of future annual audits on leisure centres, managers be asked to review the salary structures within their areas. The Committee were informed that an item in relation to the leisure centres would be on the next agenda for the Community Well Being Policy Development Group and everybody was welcome to attend.
Insurance
· The Head of Human Resources & Development had now issued an instruction to Payroll that unless an employee produced a valid insurance certificate they could not be reimbursed.
· It was confirmed that drivers of Council vehicles and ‘Essential car Users’ had to produce a valid driving licence and associated documents on their first day of work for the Council. It was AGREED that Members should also provide evidence that they had valid insurance cover whilst conducting Council duties and subsequently claiming for travel reimbursement. It was suggested that Members be given a month in which to produce their documents.
· The Council required a restricted operator’s licence. It was a drivers individual responsibility to certify that they were medically fit and able to drive. Members expressed concern regarding this issue given the incident which happened in Glasgow last year with a refuse lorry. The Internal Audit Team Leader stated that these issues could be explored when the vehicles audit next took place. The Committee, if it wished to, could then speak directly to the Waste and Transport Manager.
· Staff had to sign a mandate to allow a private company to check the details of their driving licence in in order to drive on Council’s business.
Outstanding audit recommendations in general
· The Head of Finance had requested that the target date set for Procurement of 2014 be amended to 2016. He explained that it was difficult to set a target for something that was ongoing. The Procurement section had had one member of staff off on maternity leave and he had not considered it cost effective to bring in an agency member of staff. The section was now fully resourced and work would progress. He stated that he was confident this recommendation would be completed by 31 March 2016.
· The Chairman stated that there had been improvement from the position under the previous Council, however, he requested that service managers needed to be reminded about the number of outstanding medium priority core audit recommendations. If there were insurmountable issues making achieving targets impossible then managers needed to bring these issues to the attention of the Chief Executive.
Note: * Report previously circulated; copy attached to the signed Minutes.
Supporting documents: