Archived decisions


Audit No/ Ref
Andover Fire Station 2005/06
3.13
PRT Note: The station will now commence continuous crewing in April 2007. The limit for the accumulation of TOIL is now 50 hours and the levels are being monitored by the Station Manager. This item will be closed upon confirmation that all TOIL levels have reduced.
Clothing and Operational Stores 2005/06
3.23
January 2007 - PRT Note: procedure notes have not yet been completed. Internal Audit have agreed to an extension of the action date to August 2007.
3.18
January 2007 : PRT Note: procedure notes have not yet been completed. Internal Audit have agreed to an extension of the action date to August 2007.
3.18
PRT Note : The end of year stock count will be undertaken by Operations rather than Stores staff. HCC staff may be used when they are available during August/September. Will be followed up in April 2007, after year end.
Payroll 200506
3.8
20/12/2006 - PRT Note: A recent restructure of Human Resources has created a natural demarcation in activities for new starters, between staff who offer a post and assign the grade, and those who input payroll. The HR Officer has started to check the administrators' input, and so action has been taken. Internal Audit are to follow this up during their current review of Payroll. This recommendation will remain as ongoing until their report is issued, and confirmation received that actions undertaken satisfy the Auditors' requirements.
3.16
Hardley Fire Station 200607
3.19
Creditors 200506
3.5
Corporate Governance 2005/06
3.36
3.41	We recommend that a comprehensive list is maintained of all partnership arrangements in place, which should be reported annually to the Service Management Team.	2	Director of Corporate Services together with the Performance Review Manager	Director of Corporate Services	The outcomes of the Best Value Review of our partnership arrangements is due to be presented to the Authority in September 2006. This will include the future use of a `checklist' of good practice to determine the robustness of partnership arrangements. This will assist in determining which of our numerous collaborative initiatives with other organisations constitute are genuine `partnerships'.	First report to SMT April then annually
3.42	We recommend that partnership arrangements are clearly documented, including roles and responsibilities.	2	Members of SMT as `owners' of strategic partnerships	Members of SMT as `owners' of strategic partnerships	As per recommendation 3.41 - the checklist will provide a template for documentation.	Ongoing requirement, but first check of compliance in April 2007
Travel and Subsistence 2005/06
3.21
3.23	Human Resources should continue to develop management information that will highlight trends in mileage carried out in private vehicles and review the policy on essential/leased care users to ensure value for money is being achieved.	2	Deputy Head of Human Resources.	Head of Human Resources	HR is undertaking a project to review pay and rewards. This may highlight the need to review arrangements for essential/lease car users.	Review requirements in September 2007
3.6	The list of authorised personnel should be kept up to date to reduce the risk of unauthorised officers signing the claim forms.	2	Financial Services Manager	Head of Financial & Office Services	Following the restructuring of uniformed posts into groups and the review of petty cash processes, Financial Services has reviewed the authorised signatory list which covers the significant authorisations: petty cash, overtime, orders etc. However as there are over 200 people who can authorise claims, it is not considered practicable to maintain a manual list staff in HR and Station Support who process the claims know who the authorised officers are and will return them to the claimants. In future, SAP will allow electronic input of travel claims which will automatically be routed to the line manager.	March 2007	Feb 2007
PRT Note: This has been superceded by the fact that the authorised signatories list is being revised by Financial Services. This list will include signatories for HR forms and claims.
Property Management 2005/06
Property Strategy
3.5
07/02/2007 PRT Note : Work is underway to develop a template for each property which will be populated over the forthcoming year.
3.6
Stock condition is properly and effectively managed
3.16
	▪ members of the Asset Management Working Group should receive a composite report on the amounts required to meet the maintenance backlog as identified in the stock condition survey, analysed over the full ten-year period to allow Members to decide, in conjunction with the Treasurer, on the most appropriate course of action.
	▪ members should receive regular reports on the budgets/actual costs of the larger schemes.
	▪ a three-year programme of repairs, maintenance and improvements should be established by March each year, in accordance with the IRMP 2005, and approved by the Asset Management Working Group.
3.21	It is recommended that:		Property Services Manager	Director of Corporate Services	Accepted, but there are both capacity and resource implications in developing this role. Specific actions will nevertheless be developed as part of the Best Value Review of Environmental Impact and Energy Conservation agreed by Performance Review Committee in Sept 2006.	31.3.2007 to31.3.2008
	▪ the Property Services Manager should be designated as Energy Conservation Officer for HFRS, and this additional responsibility included in a revised job description. In this role he will have responsibility for monitoring energy usage and promoting energy efficiency.
	▪ HFRS should consult with the Energy Conservation Section of PBRS in order to determine the optimum way forward to utilise the current available data on energy and water usage. This should form the basis of an effective process for the monitoring of these costs throughout the Service.
	▪ HFRS should set itself some realistic and achievable targets to reduce energy and water costs.
Overtime 2005/06
3.8
3.10	We recommend that the Authority complies with the Working Time Directive and a record is kept of individual employee hours worked to ensure compliance. The overtime hours of the employee outlined in the report should be reduced immediately, in line with the Directive	3	Deputy Head of HR Head of IT Services	Head of HR Director of Support Services	The Working Time Directive Steering group is currently working on a project to produce recommendations for the monitoring of employees hours and various other contractual aspects. They have been advised of the comments contained in this report. This item has been added to the Strategic Risk Register. Ref the employee outlined - agreed and actioned.	ongoing June 2007	18/12/2006	19/12/2006
Debtors and Cash Income 2006/07
3.15
Workshops Stores 2006/07
3.10
PRT Note: Post implementation Review is underway.
3.12
PRT Note: Workshops Manager has written to contractor, but no response has been received. He will now visit the contractor.
3.20
3.23	A full audit trail should be maintained of adjustments to stocks and write-offs.	2	Workshop Manager	Deputy Chief Fire Officer	Agreed	31/12/2006	23/01/200713/02/2007
PRT Note: Audit trail is maintained awaiting outcome of post implementation review to ensure no enhancements necessary.
3.32
3.37	We recommend that the policy for the sale of old/redundant stock should be formalised, agreed with the Finance Department and written down in procedures, to include supporting the Benevolent Fund.	2	Workshop Manager	Deputy Chief Fire Officer	Agreed	31/03/2007	23/01/200713/02/2007
PRT Note: The Policy was received by the Performance Review Team for comments. (27/02/2007). The item will be closed once confirmation is received that it has been agreed by Financial Services and issued.
3.41
PRT Note : A User manual has been requested from TRACE, who have agreed to supply one.

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