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: