Agenda item

To receive a report of the Director of Resources providing a summary of Internal Audit activity for the period 1^st April to 30^th September 2012 also highlighting the incidence of any significant control failings or weaknesses.

The Head of Internal Audit presented a report of the Director of Resources. The report provided a summary of Internal Audit activity for the period 1^st April to 20^th September 2012 and highlighted the incidence of significant control failings or weaknesses.

The Head of HR (Resources) was also in attendance.

Members discussed the report in detail, particularly in respect of:

·  arrangements to ensure that CRB checks are in place for Private Hire and Hackney carriage drivers.  Members being of the view that such checks should be undertaken on an annual basis in order to provide reassurance to the public;

·  The capital programme central controls – particularly the extent to which Chief Officer approval is given (and where relevant Call In processes having expired) prior to a contractual commitment being given;

·  the Head of Internal Audit confirmed that 734 cards have been issued and undertook to provide the additional information concerning use to the committee by way of correspondence;

·  Overtime payments made by the Council, where the Head of HR (Resources) confirmed the arrangements for the payment of overtime to staff over scale point 29 and outlined the issues that had been identified in respect of compliance with those arrangements by recent Internal Audit work.  Members expressed concern with the shortcomings identified by the audit, commenting that;

1.  it was unacceptable that staff had received payments contrary to the council’s policies;

2.  the rules governing planned overtime were out of date as they do not reflect modern working practices

3.  that the guidelines for claiming overtime appeared to have been not well enough communicated to managers and other staff.

Members were informed about the outcome of a Scrutiny Board (Resources and Council Services) report on overtime and agency staff, considered at the meeting on 3^rd September 2012. The inquiry resolved, among other things, to support the improvement measure to set clearer guidelines and protocols on the use of overtime and agency staffing. Members were assured that this would be followed up by the Scrutiny Board and that the findings of Internal Audit would be taken into consideration.

·  The apparent under-use of Council owned buildings by the public for community benefit. Members requested that Internal Audit undertake a Value For Money review of buildings owned by the Council to explore the scope for greater access and use by the public and community groups. 

RESOLVED – The Committee resolved:

(a)  To note the work undertaken by Internal Audit during the period covered by the report;

(b)  To inform the Chief Officer Democratic and Central Services of the views of this Committee with regards to taxi drivers obtaining an annual CRB check;

(c)  To note that Scrutiny Board Resources and Council Services will follow up their previous recommendation that HR set clear guidelines and protocols on the use of overtime and agency staff;

(d)  To request that HR liaise with Internal Audit to help ensure the revised guidelines and protocols address the control issues highlighted in the Internal Audit Report;

(e)  To note that the Head of Internal Audit will supply further details to Members with regards to which services are using purchasing cards; and

(f)  that Internal Audit conduct a VFM review of buildings owned by the Council.