Agenda item

Simon Webb, Deputy Head of East Kent Audit Partnership (EKAP), introduced the report during which he noted that ten internal audit assignments had been completed in the quarter.

Mr Webb highlighted that the audit of Your Leisure had been given a split assurance of reasonable and no assurance, and invited Larissa Reed, Interim Director of Community Services to address the committee to comment on the findings.  Ms Reed advised that Officers were aware of the shortfalls identified by the EKAP and work was underway to address them.

In response to comments and questions it was noted that:

-  Historically, responsibility for the Council’s relationship with Your Leisure had been with the Head of Property, however this had now been moved into the Directors remit. 

-  A number of suggestions from the audit had already been adopted, such as the establishment of a single point of contact and minuting of meetings with action points to improve accountability and decision making.

-  Options to fund maintenance and repairs would include methods to access external funding, and Ms Reed intended to submit a report for consideration by the senior management team in the next three weeks.  Options would then be presented to Cabinet.

Mr Webb noted that the equality and diversity audit had found limited assurance.  This was largely a result of a lack of staff resource, however senior officers had committed to an action plan intended to increase the assurance level to reasonable.

In response to questions and comments it was noted that:

-  The report identified that only one third of an officers role was dedicated to equality and diversity, this could limit progress against the equality agenda and limit any benefits gained.

Mr Webb highlighted from the Follow up of Audit Action Plans, that overtime within Waste and Recycling, despite some improvement, continued to have a limited level of assurance.  Gavin Waite, Director of Operational Services was invited to address the committee regarding the audit findings.

Mr Waite advised that there were now three new managers and two additional supervisors in position.  Additionally, there were a number of new measures in place that appeared to be having a positive impact.  Mr Webb noted that there would be a follow up review to establish if there had been an improvement, and suggested that this should take place after three months to allow any changes to become evident.

Mr Webb advised that a follow up review on absence management had taken longer than initially expected, however he anticipated it to be included in the December meeting update.

Members noted that the number of post-audit questionnaires completed was low at only 17%.  It was suggested that completion of the questionnaires should be mandatory.

Christine Parker, Head of East Kent Audit Partnership agreed that the Summary of High Priority Recommendations Outstanding After Follow Up table in Appendix 1 would include the name of the head of service rather than ‘Not recorded’ in cases where the previously listed officer had left the Council.

Ms Parker advised that 15 days had been allocated to an Employee Health and Safety audit in quarter two.

Councillor Taylor-Smith spoke under Council Procedure Rule 24.1, in response to comments and questions it was noted that:

-  A number of key positions had been recruited to recently.  This should improve continuity of process and accountability going forward.  The recruitment included a performance monitoring expert who would produce regular monitoring data for the Corporate Management Team against EKAP’s audit recommendations.

It was proposed by Councillor Campbell, seconded by Councillor Taylor and Members agreed the recommendations at paragraphs 6.1 and 6.2 of the report, namely;

6.1  That the report be received by Members.

6.2  That any changes to the agreed 2015-16 internal audit plan, resulting from changes in perceived risk, detailed at point 5.0 of the attached report be approved.