Report of: the internal auditor BDO

Purpose of report: to inform the Committee on progress on those high and medium recommendations raised by Internal Audit which are due for implementation.

Recommendation: to discuss and note the report.

The Committee discussed the report of the internal auditor BDO setting out progress on those recommendations raised by Internal Audit which are due for implementation.

Yasmin Ahmed (BDO) introduced the report and answered questions. 

Ian Brooke (Head of Community Services) gave an update on progress on the 6 incomplete actions for events management. The small team (2 staff) directly managed 4 events each year and facilitated or advised on many others. These varied in complexity and scale, included new events such as the OVO Energy Women’s Cycle Tour of Oxfordshire. Since the audit, the aims for the service had altered. Once the review of directly managed events was completed, staffing would be reviewed, and the events strategy embedded within other strategies and services as an enabling (rather than stand-alone) function.

The Committee agreed that Head of Community Services and the internal audit team should rework the recommendations and actions to reflect the changes to the team’s functions and these, plus realistic completion dates and the risk mitigation plan, should be presented for approval.

Ian Brooke (Head of Community Services) gave an update on the one incomplete action for Fusion due to be completed this quarter and explained that maximising the efficient and effective use of existing social media was now included in the annual service plan objectives and actions for this year.

The Committee:

·       noted the report and answers to questions;

·       for the events management audit, agreed that recast recommendations and actions be brought for approval

Report of: the internal auditor BDO

Purpose of report: The Fusion follow up report was limited on both Operational effectiveness and Design. As a result the internal auditors carried out a separate follow-up review to ensure their recommendations were implemented. This report sets out the results of that review.

Recommendation: That the Audit and Governance Committee discuss and note the report.

The Committee discussed the report of the internal auditor BDO. The Fusion follow up report (discussed at this Committee on 11 March 2019) was limited on both Operational effectiveness and Design as a result the auditors carried out a separate follow-up review to ensure their recommendations were implemented. The review and recommendations focussed on meetings and communications with customers, including customer forums.

Gurpreet Dulay (BDO) introduced the report and answered questions.

Lucy Cherry (Leisure & Performance Manager) and Graham Ashby (Fusion Contract Manager) answered questions.

The Committee noted:

·         There had been positive changes to the administration and focus of, and attendance at, the formal quarterly management meetings with customer reps.

·         ‘Meet the manager’ informal sessions were held at all centres and were advertised: attendance varied but received positively and customer suggestions taken into account.

·         The operation of the Leisure Partnership meetings (formal meetings between the Council client team and Fusion’s contract managers)

·         The recommendation on improving text alerts and follow-up messaging was marked as complete because training and new processes were in place, but BDO had not tested that this was operating as expected.

·         Social media development was ongoing and teams monitored and responded to comments on their social media platforms: Fusion had changed their provided which had delayed completion of these actions.

The Leisure & Performance Manager conformed that Fusion was meeting its performance targets; and there was a positive client/contractor relationship which allowed changes and improvements to be made in partnership.

The Committee noted the report and answers to their questions.

Report of: the internal auditor BDO

Purpose of report: to inform the Committee on progress on those recommendations raised by Internal Audit which are due for implementation.

Recommendation: That the Audit and Governance Committee discuss and note the report.

The Committee discussed the report of the internal auditor BDO setting out progress on those recommendations raised by Internal Audit which are due for implementation.

Yasmin Ahmed (BDO) introduced the report and she and officers answered questions.  The Committee noted the reasons for delayed progress with some recommendations: others were in progress and due to be completed before the March meeting.

The Committee noted the report and answers to questions.

Report of: the internal auditor BDO.

Purpose of report: to inform the Committee about progress on Internal Audit’s recommendations due for implementation.

Recommendation: to discuss and note the report.

The Committee considered the report of the internal auditor (BDO) setting out progress on those recommendations raised by Internal Audit which are due for implementation.

Yasmin Ahmed (BDO) presented the report.

Neil Markham (Incomes Team Leader) gave an update on implementing the recommendations from the Accounts Receivables audit on sundry debtors invoicing and outlined the work on embedding due diligence processes.

The Committee noted that, while the recommendation on budget management was not complete, discussions with budget managers had taken place and training sessions were being scheduled.

The Committee agreed to note the report.

Report of: the internal auditor BDO

Purpose of report: to inform the Committee on progress on those recommendations raised by Internal Audit which are due for implementation.

Recommendation: to discuss and note the report.

The Committee considered the report of the internal auditor setting out progress on those recommendations raised by Internal Audit which are due for implementation.

Yasmin Ahmed (BDO) presented the report.

Helen Bishop (Head of Business Improvement) reported on the implementation of actions from the retention audit. Completion had slipped due to work on inter-related projects: the survey referred to a survey of methods of internal communication. Work on all recommendations was ongoing and successful changes in internal communication and introduced.

The Committee requested at the next meeting:

·         A report on recruitment and retention including the work on recruitment procedures; the process and findings from exit interviews; and on training and development.

·         An update on the actions arising from the Accounts Receivable audit, in particular on the processes for reminder letters.

·         An update on the complete and incomplete actions arising from the project management audit, and including the management of the capital programme.

The Committee agreed to note the report.