To receive a report from the Audit Team Leader updating the Committee on the work performed by Internal Audit for the 2014/15 financial year.
Minutes:
The Committee had before it, and NOTED, a report from the Internal Audit Team Leader updating them on the work performed by Internal Audit for the 2014/15 financial year. The Committee were informed that all core audits would be completed by 31 March 2015.
Discussion took place regarding each of the Internal Audit reports Committee Members had received since the last meeting:
Car Park income
It was confirmed that the Council only collected the income for the Tiverton Hospital site, it did not retain this income.
There was a mis-match between the actual cost for an annual long stay car park permit and the decision of the Cabinet Working Group compared with the information given on the website. This needed to be corrected as soon as possible.
VAT
There had been a mistake in the calculation of Input VAT in the leisure area for 2011/12. The recommendation, which had been agreed by the Head of Finance, was that VAT calculations be checked by a qualified accountant before submission to HMRC in future.
Time Recording
· Not all Council employees could use the Wintime system. For example, repairs and maintenance officers and waste operatives worked under job and finish arrangements;
· The Head of Communities and Governance informed the Committee that where an officer failed to clock out for lunch they were deducted 1 hour from their flexitime, this had the effect of ensuring officers record their time over the lunchtime period correctly. Also as well as receiving monthly reports, managers could also access the system at any time to see what times were being recorded against their members of staff;
· Some managers had not been receiving anomaly reports, this had now been corrected. In addition, after the Wintime upgrade it would be up to managers to approve time reconciliations not Customer First.
· With the reduction in staff resource and the need on occasion for officers to work longer hours it might be possible in the future for officers to convert any flexitime over the existing limits to be converted into TOIL.
· The Council had to comply with government imposed changes to employment legislation, this was not optional.
· Flexitime could be a benefit to the business, for example, evening meetings.
· If Members had a problem getting through to speak to an officer then they needed to bring it to the attention of the Head of Service.
Discussion also took place regarding the outstanding high priority recommendations within the Audit Team Leader’s report particularly in the area of Procurement. Concern was expressed that the post of Corporate Procurement Manager was not being back filled whilst the current post holder was on maternity leave. The Head of Finance had felt that the cost of filling this post temporarily could not be justified given the budget situation and he had felt that adequate arrangements existed to procure goods and services to cover this period before her return.
It was AGREED that a report be brought back to the Committee setting out the background and implications of flexible working arrangements.
Supporting documents: