Agenda item

Simon Webb, Deputy Head of Internal Audit, East Kent Audit Partnership, introduced this report and made the following points:

·  Details of this report are included up until 31 May 2024;

·  Five new audits were carried out within this period, these include: Visitor Information Arrangements, Scheme of Officer Delegations, Public Health Burials, the Council Tax Reduction Scheme and Grounds Maintenance. Two recommendations were put forward across these areas;

·  Grounds Maintenance specifically has an assurance level of no assurance with 12 critical and 8 high recommendations which were of a health and safety nature. However, the majority of recommendations have been implemented, which means the assurance score would be raised from no assurance in the future. EKAP credits Mike Humber, Tony Marmo and their respective teams for this work that was undertaken;

·  During the period of review 11 follow-ups were made, which included the Grounds Maintenance level of assurance changing from no assurance to reasonable;

·  Two assurance levels still remained at a limited level, these included Cyber Security and Employee Health and Safety. These levels were on track to improve however, since the recommendations were still in progress;

Committee discussion raised the following points:

·  Councillors asked Mr Humber and Mr Marmo what was now in place to prevent the lower levels of assurance in Grounds Maintenance. Officers replied that a new checking system has been implemented in a daily and weekly manner. It was also mentioned that a Health and Safety Group has been working within the Open Spaces Team to try and prevent older cultures. The team also worked with a spot checklist that’s worked on by the supervising team in order to make sure everything with staff and the vehicles is regularly checked;

·  Officers added that the new systems in place are there to establish health and safety first over any budgetary needs;

·  Councillors asked about the time of the day which the checks took place and if officers were aware of people purposely setting fire to wooded areas like Northdown Park. Officers replied that they were aware of the reports and have passed information through to the enforcement team. In regards to the checks, Councillors were informed that they would happen between 7:30-15:30 as that’s the working hours for the team;

·  Councillors asked regarding trying to change the working culture of the team through spot checking and if these processes were likely to be reviewed in the future. Officers replied that the same processes are now being carried out at the port and harbour, so they will be speaking with the process for the foreseeable future;

·  Councillors thanked Mr Marmo and Mr Humber for explaining the new processes to them and were happy with the work carried out by the teams;

·  Councillors made a request of EKAP, regarding the follow up of Cyber Security as there was a deadline of 30 November 2024, but is asking if the management team follow up for this is captured for a meeting in December, but understood if this interfered with the intricacies of the work carried out by EKAP;

Councillor Britcher proposed, Councillor Davis seconded and Councillors agreed:

1.  The report was received by Councillors;

2.  That any changes to the agreed 2023-24 and 2024-25 internal audit plans, resulting from changes in perceived risk, detailed at point 5.0 of Annex 1 of the attached report be approved.