Issue - meetings

[To note the contents of the latest Internal Audit Progress Update.]

Peter Farrow, Head of Audit, presented the report on an update on the progress made against the 2019-2020 internal audit plan and provide an update on the work completed.

Peter Farrow advised that the following three areas had resulted in Limited Assurance Reports and the respective directors had been invited to the meeting in order to answer any questions Members may have:

• Fire Safety in Council Buildings
• Business Continuity Arrangements
• Fleet Services – Vehicle Spares and Stock Management

With regards to Fire Safety in Council Buildings - Mark Taylor, Deputy Chief Executive, and Neil Shore, Buildings Compliance Safety Manager, advised that a robust fire strategy had now been in place and relevant training to officers had been completed. The site responsible programme had also now been completed. Training had been intended to be rolled out to schools this year. Peter Farrow advised the group that a follow up report had since been completed and progress had been made. The % of schools not returning their Termly Fire Safety checklists would be provided at the next Audit and Risk Committee meeting.

With regards to Business Continuity Arrangements - John Denley, Director of Public Health and Wellbeing advised that following the audit review, action was underway, and Task and Finish groups had been developed to deal with any issues that may arise. A quarterly report taken to Strategic Executive Board had been prominent.

With regards to Fleet Services - Ross Cook, Director of City Environment, advised the group that the need for contracts had been advertised and there had been two options for the management of the fleet:

1.    Lease out all the stock to one company

2.    Go out for a framework procurement similar to one established in Wales.

The group were advised that option one could result in the process for parts taking longer. The fleet of vehicles would need to be replaced within the next five years. After questions were raised, Ross Cook advised the group that the full report and implementation of the recommendations outlined in Appendix 1 would not be completed by the initial target date of March 2020. It was agreed that Ross Cook would provide an update at a future Audit and Risk Committee meeting on the development of the recommendations agreed between services and procurement.

Resolved:

1. That the internal audit progress update be noted.
2. That the % of schools who had not returned their Termly Fire Safety checks be reported at the next Audit and Risk Committee meeting.

That it be agreed that Ross Cook provide an update at a future Audit and Risk Committee meeting on the development of the recommendations agreed between services and procurement.