Agenda item

Louise Ivens, Head of Internal Audit, to present the partial opinion audits progress report

Consideration was given to the report presented by Louise Ivens, Head of Internal Audit, which provided assurance to the Audit Committee in relation to the actions taken and implementation of the recommendations made with regard to the partial assurance Internal Audit reports on:-

•        Asset Management property acquisitions and disposals.

•        Building Security follow up.

•        Water safety (legionella) compliance (Corporate Landlord).

•        Water safety (legionella) compliance (Housing).

•        Music Service income.

•        Home to School Transport.

Officers from relevant services were present to provide updates and the Chair extended an invitation individually for this to be undertaken.

The Assistant Director for Community Safety and Street Scene provided an update on the number of actions which were prioritised for progression and achieved completion by the 30th June 2025. These primarily related to driver compliance and it was noted all records have been brought up-to-date and a new monthly report showing compliance across DBS checks and training records had been established within a dashboard.

The other actions due for completion and implementation by 31st August 2025 have been complied with and evidenced. All identified actions in relation to processes and procedures have been developed and implemented, along with scheduled monthly dip test checks and relevant toolbox talks planned for staff involved in the day-to-day operation of the service.

A Project Team had now been established consisting of officers from the Home to School Transport and Procurement teams. During the first couple of meetings an initial scoping and analysis of requirements/route to market was undertaken and a project plan now in the process of being developed.

In considering the detail the Committee was concerned that the Home to School Transport Service did not have a current contract/framework in place with the external operators providing transport for the Service and asked if this would be corrected by the end of 2026.

The Assistant Director for Community Safety and Street Scene confirmed the challenge was welcomed and many of the issues would be addressed.  He provided a reassurance that value for money would be achieved through a framework of local suppliers and through a competitive tendering relationship.  This area was a high priority for Procurement.

Contract extensions have been approved via exemptions from retendering to continue operating the Service out of contract. However, the latest approved exemption expired in March 2024 exposing the Council to risk of challenge.  It was imperative that this was pursued within a reasonable timescale and the risks be mitigated against and reduced.

The Assistant Director for Property and Facilities Services reported on Asset Management property acquisitions and disposals and how the Council had incurred substantial costs to remedy damage to a town centre property which was acquired and not promptly secured.  This contributed to an overspend against the budget within the Asset Management Service in 2023-24 of £0.3m.

Of the 19 recommendations, 18 were now complete with the last recommendation remaining within timescale for completion.  However, as of today this was now also complete.

The Assistant Director for Property and Facilities Services also reported on building security follow up and a partial assurance in the latest audit around inspection frequency and recording on the CIPFA Asset Manager system.  The ability to fully comply was now complete and an assurance provided that this was now all updated.  The Service had gone through a significant period of change and policy and procedures were now in place.  Issues with staffing had now been resolved following a redesign of the Service.

The Committee was further advised that the Head of Facilities Management and  Compliance had led the development of new policies and processes to strengthen water safety compliance.

All relevant contracts have been reviewed to ensure clear understanding of requirements. Compliance was now monitored through regular monthly contractor management meetings, with performance and remedial actions tracked and followed up as needed through a dashboard.

The Assistant Director for Culture, Sport and Tourism confirmed that as a consequence of the review process, additional controls were in place. From the 9 recommendations, 4 were low risk, 4 were medium and one was high.  8 actions were now complete, and the remaining action, due by 31st October, was on track.

In addition, Partnership Agreements were now in place for all schools taking up Rotherham Music Services, approved by the Head of Service.  A new system of quality assurance checks had also been developed and this would be tested September - December 2025/26. This would allow for a full cycle of billing for this academic year with the new  systems and processes in place.

The Head of Housing for Property Services confirmed how the Water Safety (Legionella) Audit undertaken in February 2025 concluded with a partial assurance and 13 recommendations. Significant work had been undertaken since the audit by a newly introduced compliance team with specialist officers responsible for oversight of water safety within the housing stock and the Legionella Policy.  All 13 recommendations were now complete.

The implementation of a documented flushing regime in line with flushing control measures was now undertaken on void properties prior to letting and documented.

The tenant welcome pack included information on Legionella, what risks it could pose and how it could be prevented.

Resolved:-  That the report be received and the contents noted.