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Agenda item

To submit the report of the Audit Manager.

Minutes:

Submitted - the report of the Audit Manager outlining the Internal Audit section’s work for the period. It was noted that 12 reports on audits from the action plan and one grant audit had been completed. Attention was drawn in terms of follow-up audits that acceptable action had been taken on 71.17% of the agreed steps, namely 116 out of 163.

 

Consideration was given to each individual report and during the discussion reference was made to the following main matters –

 

Safeguarding Arrangements - Establishments

 

In response to an enquiry by a member, the Audit Manager explained that the system highlighted when it was necessary to renew a disclosure by the Disclosure and Barring Service (DBS). She expanded that it was a long process and that it was the individual's responsibility to submit an application. She added that weaknesses had been identified in terms of presenting safeguarding training modules to staff and as a result an audit in the context of a review of training arrangements on the range of safeguarding modules had been included in the 2019/20 Internal Audit Plan. 

 

A member noted her concern regarding the variety in the number of staff who had completed the safeguarding modules at the leisure centres. She asked what the arrangements would be following the transfer of the leisure centres to Byw’n Iach Cyf. In response, the Audit Manager noted that follow-up work on leisure centre audits would be completed before transfer to the company on 1 April 2019, and the findings would be reported to Committee. She elaborated that the audit reports would be presented to Byw'n Iach Cyf Board following transfer. 

 

In response to a further question, the Audit Manager noted that it was likely that the company would operate in accordance with the Council's procedures in the context of disclosures. 

 

A member noted that the audit should receive consideration by the Controls Improvement Working Group as deficiencies had been highlighted.

 

In response to a comment, the Audit Manager noted that as it was a corporate issue training arrangements varied and with seasonal workers it was more problematic, but it was also important that they received training. It was explained that if the audit received the consideration of the working group, that it was the Chair of the Safeguarding Operational Panel who would be present and it would be difficult for him to explain the situation in terms of beach and harbour staff. It was noted that the Operational Panel sent a message to the departmental management teams and this should be cascaded to managers to ensure action.

 

Attention was drawn to the action to continue to raise the awareness of Council workers of corporate safeguarding arrangements and the need to complete training, however, additional work was required to improve the level of assurance that was currently limited. 

 

General Data Protection Regulation

 

A member noted that the audit should be considered by the Controls Improvement Working Group as the audit had received a level of limited assurance. 

 

Welsh Church Act Fund

 

The Audit Manager explained that the Fund covered Gwynedd, Conwy and Anglesey with a long term cross-border dispute in the context of a parcel of land now resolved and a movement to dismantle the fund.

 

In response to a member’s question, the Audit Manager noted that follow-up work would be completed and that an audit had been included in the 2019/20 Internal Audit Plan.

 

Recurring Billing

 

The Audit Manager noted that the audit of recurring billing in the Environment Department derived from finding cases, as part of the audit, where some Council smallholding tenants had not been invoiced. She elaborated that several attempts had been made to receive an update from the Property Service if customers remained in properties, and if there were rent arrears due to the Council or otherwise in relation to two customers, but unfortunately no confirmation had been received. She explained that the recurring billing system now produced invoices until the arrangement was cancelled.

 

A member noted that the situation was unacceptable and it was necessary to ensure that the information was received. A member added that the Committee's concern should be conveyed to the Department requesting a response.

 

Diesel Tanks and Diesel Management

 

The Audit Manager noted that weaknesses had been highlighted some time ago and they still existed at the time of audit. In response to a member’s observation regarding the situation on one site, the Audit Manager noted that the site manager had expressed his concern about the condition of the diesel tank and the drainage system on several occasions.  It was emphasised that the site manager had acted appropriately and in accordance with Ffordd Gwynedd, taking responsibility by reporting the deficiency.

 

A member noted that the audit should be considered by the Controls Improvement Working Group.

 

RESOLVED:

(i)     to accept the report on the work of the Internal Audit for the period of 19 November 2018 to 1 February 2019 and support the agreed actions that had already been submitted to the managers of the relevant services;

(ii)    that the Chairman and Vice-chairman of the Committee, along with Councillors Dewi Wyn Roberts, Angela Russell and Cemlyn Williams serve on the Controls Improvement Working Group with Councillor Alwyn Gruffydd as a substitute, to consider the following audits:

Ø  Safeguarding Arrangements - Establishments

Ø  General Data Protection Regulation

Ø  Diesel Tanks and Diesel Management

(iii)  send a message to the Environment Department stating the Committee's concern regarding the lack of response to enquiries attached to the Recurring Billing audit requesting a response.

Supporting documents: