Agenda item

Decision:

That the report be noted for information.

Members were given an overview of the standard internal quarterly update report. Members were informed that there would need to be amendments to the internal audit plan due to the number of Audit days lost due to sickness and vacancies.

There had been seventeen formal reports issued, details of which can be found in appendix 1, pages 167 to 173 of the circulated agenda pack. Members attention was drawn to number 31 and 41 of the report, and informed both had limited assurances. Chief Officers had responded to the reports and were present in the meeting for any of the Committees questions.

Officers went on to inform the committee of staff shortages experienced within the department due to long term sickness and a vacancy.

Members queried why the completion of mandatory training figure low and what monitoring arrangements were in place. Why was this not being flagged? Officers responded by stating that assurance could be given to monthly checks on staff and e learning modules and their completion. Officers stressed that although schedules were busy, staff must find the time to complete the online courses.

Officers explained that the new HR system is the link to all mandatory training. The system immediately updates once an employee has successfully undertaken any e learning and will automatically notify Managers and Staff when refresher training should be undertaken.

Members went on to raise questions surrounding Neath Register office and the four recommendations implemented. The recommendation in query was number 5 and the new till system, members asked what the hold-up was. Officers responded to say the till system that is in place now does not interface with the authority’s cash receipting system which in turn feeds into the authority’s ledger. Intervention is done on a manual basis to code the fees and charges of the ledger. Members were assured that the recommendation has been accepted and is currently being worked on.

A query was tabled to the prioritisation of higher risk areas and assurance surrounding those. Officers thanked members for the observation and went on to state that there was a need to ensure staff were competent under public sector audit standards to conduct the work relating to the higher risk areas alongside the lower risk areas. Recruitment to existing posts will help manage the issues going forward. Recommendations and any amendments can be seen in the circulated report.

Members raised a query to page 162 of the agenda pack and Amazon procurement card purchases. What were the wider issues?

Officers responded by informing the committee that purchases had been made on Amazon via third party sellers and that there were issues relating to quality and potential VAT issues. Members were also told the process will be moving to the corporate Amazon account and that existing Amazon accounts would be closed.

The Chair went on to raise a question of homelessness and the definition to the use of youth. Does this include up to the age of twenty-five? Officers stated that within the Social Services Legislation the authority has a duty of care to young people, in some instances up to the age of twenty-five. It was unclear what the homelessness legislation defines the age of a youth to be.

Officers stated they were in contact with senior management teams to discuss what risks they were facing and this would feed into the next budget year and plan.

Visual representations were noted.

Resolved:

·       That the report be noted for information, with the appendices and approve the proposed revisions to the 2023-2024 internal audit plan.

·       To approve the proposed revisions to the 2023-2024 internal audit plan.