Archived decisions
Audit No /Ref |
_ Recommendation |
Priority 1=Low 2=Med 3=High |
Post responsible |
SMT |
Comments |
Action Date |
Follow up |
Date Closed | ||||
PROPERTY MANAGEMENT 2005/06 | ||||||||||||
3.5 |
We recommend that following the completion of the Fire Cover reviews, that a definitive property strategy should be developed to underpin the IRMP. |
3 |
Property Services Manager |
Director of Corporate Services |
The results of emergency cover reviews and IRMP objectives are major drivers of our strategy and actions for maintaining our built estate as `fit for purpose'. It is accepted that a new comprehensive property management strategy needs to be developed that incorporates the implications of future plans for emergency cover as well as outcomes from our condition survey. |
31/03/2007 amended to 30/09/2007 |
14/05/2007 |
26/09/2007 | ||||
3.6 |
In developing a property strategy, we recommend a comprehensive review of each entry in the terrier should be undertaken in conjunction with PBRS, and a detailed report on the results of the exercise provided to the Asset Management Working Group. The survey should include an evaluation of each site, alternative uses, potential acquisitions/disposals and how the land holdings integrate and support the IRMP in order to maximise both the operational and income earning potential of the portfolio. |
2 |
Property Services Manager |
Director of Corporate Services |
Accepted. See 3.5 above - the new strategy document will include periodic information arising from reviews of sites and buildings. |
31/03/2007 amended to 30/09/2007 |
14/05/2007 |
26/09/2007 | ||||
PROPERTY MANAGEMENT 2005/06 (Continued) | ||||||||||||
3.16 |
We recommend that:- · 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 |
Property Services Manager |
Director of Corporate Services |
Accepted. A rolling three-year programme of improvements, repairs and maintenance will be developed from the Property Management Strategy and will be reported to the F&GP Committee (via Asset Management Working Group) at the October meetings so that implications can be considered as part of medium-term financial plan. |
30/09/2007 |
14/05/2007 |
26/09/2007 | ||||
TREASURY MANAGEMENT 2005/06 | ||||||||||||
3.5 |
We recommend that consideration is given to discontinuing the use of the Business Current Account. |
1 |
Principal Accountant/Head of Office and Business Services |
Director of Corporate Services |
Not Accepted It has always been the view of Officers that this account adds no value. It was introduced as a result of the insistence of the Audit Commission who have been asked for their views. Their response was that they recommend that we retain the account. |
N/A |
N/A |
N/A | ||||
TREASURY MANAGEMENT 2005/06 (continued) | ||||||||||||
3.17 |
We recommend that benchmarking is done to ensure an appropriate rate of interest is received on larger cash balances held. |
1 |
Forward Planning Manager |
Director of Corporate Services |
Not Accepted It was proved to the Audit Commission a couple of years ago that the Fire Authority was receiving/paying a fair rate for its investments/borrowing. There is also the not significant problem that the Authority does not hold a sufficient level of cash for a long enough period for the money markets to be interested. |
N/A |
N/A |
N/A | ||||
BEAULIEU FIRE STATION 2007/08 | ||||||||||||
3.10 |
Consideration should be given to alarming station buildings. |
2 |
Property Services Manager |
Director of Corporate Services |
Not Accepted Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to alarm buildings. |
N/A |
N/A |
N/A | ||||
NEW MILTON FIRE STATION 2007/08 | ||||||||||||
3.3 |
That the Stores department and Procurement are informed of the missing indent numbers identified in the review, so that they can be cancelled and that a note of the missing numbers is recorded on the indent pad. |
2 |
Officer in Charge |
ACO Service Delivery Response |
Comment noted |
Immediate September 2007 |
N/A |
10/10/2007 | ||||
3.3 |
That all spoilt indents should be ruled through as cancelled and retained on file in sequence. |
2 |
Officer in Charge |
ACO Service Delivery Response |
Comment noted |
Immediate |
N/A |
10/10/2007 | ||||
NEW MILTON FIRE STATION 2007/08 (continued) | ||||||||||||
3.4 |
That other members of the team are involved in the process to ensure that there is adequate segregation of duties over the ordering of goods from the stores. |
2 |
Officer in Charge |
ACO Service Delivery Response |
Comment noted |
Immediate |
N/A |
10/10/2007 | ||||
3.7 |
That the payroll department are informed of the missing numbers so that they can be cancelled and that a note of the missing numbers is recorded on the file. |
2 |
Officer in Charge |
ACO Service Delivery Response |
Comment noted |
Immediate |
N/A |
10/10/2007 | ||||
3.8 |
That all claims are ruled off to ensure no false claims for payment can be added. |
2 |
Officer in Charge |
ACO Service Delivery Response |
Comment noted |
Immediate |
N/A |
10/10/2007 | ||||
3.9 |
We recommend that the fire fighter should make up the missed drills. |
2 |
Officer in Charge |
ACO Service Delivery Response |
This has been raised on a number of times and is being addressed |
Immediate |
N/A |
10/10/2007 | ||||
3.13 |
Consideration should be given to alarming station buildings. |
2 |
Property Services Manger |
Director of Corporate Services |
Not agreed. Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to alarm buildings. |
N/A |
N/A |
N/A | ||||
3.16 |
That 2006/2007 accounts are audited and reported to members as soon as possible to ensure that they are correct and approved. |
1 |
Officer in Charge |
ACO Service Delivery Response |
Accounts have been completed |
Immediate |
N/A |
10/10/2007 | ||||
HYTHE FIRE STATION 2007/08 | ||||||||||||
3.10 |
Consideration should be given to alarming station buildings. |
2 |
Property Services Manager |
Director of Corporate Services |
Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to alarm buildings. |
N/A |
N/A |
N/A | ||||
HAMBLE FIRE STATION 2007/08 | ||||||||||||
3.10 |
Consideration should be given to alarming station buildings. |
2 |
Property Services Manager |
Director of Corporate Services |
Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to alarm buildings. |
N/A |
N/A |
N/A | ||||
GOSPORT FIRE STATION 2007/08 | ||||||||||||
3.9 |
That all fire fighters make up their missed drills. |
2 |
Station Manager Watch Manager |
ACO Service Delivery Response |
The firefighter has made up the missed drill. In future any missed drills will be made up within the month. |
October 2007 |
22/10/2007 |
22/10/2007 | ||||
3.13 |
That all staff sign the watch records to confirm that the overtime or TOIL is genuine. |
2 |
Station Manager |
ACO Service Delivery Response |
On completion of a tour each watch will ensure records are signed and approved by an appropriate line manager |
October 2007 |
22/10/2007 |
22/10/2007 | ||||
3.14 |
That the Station and Watch Managers take steps to reduce the level of outstanding TOIL to under the agreed maximum of 50 hours. |
2 |
Station Manager |
ACO Service Delivery Response |
TOIL records will be maintained at a maximum of no more than 50 hours |
October 2007 |
22/10/2007 |
22/10/2007 | ||||
GOSPORT FIRE STATION 2007/08 (continued) | ||||||||||||
3.17 |
That all Social Club items are recorded on a separate inventory sheet. |
2 |
Station Social Club Group// Station administrator |
Head of Financial & Office Services |
This is being actioned |
October 2007 |
22/10/2007 |
22/10/2007 | ||||
3.19 |
Consideration should be given to alarming station buildings. |
2 |
Property Services Manager |
Director of Corporate Services |
Risk Assessments have been carried out at stations and the decision made as a result that currently there is no need to alarm buildings. |
N/A |
N/A |
N/A | ||||
3.22 |
That the administrator at the station contact the legal assistant at Hampshire County Council to confirm the limit of cash that can be held in the safe to ensure this is not exceeded. |
2 |
Group// Station administrator |
Head of Financial & Office Services |
The information is in Social Club Services Order 2/6 Appendix E. £40 in general but takings should be banked as soon as possible. |
October 2007 |
22/10/2007 |
22/10/2007 | ||||
CLOTHING AND OPERATIONAL STORES 2005/06 | ||||||||||||
3.23 |
Procedural notes for stores and the Interim Stores Management System (ISM) should be completed in time for the move to the new stores building scheduled for October 2006. |
2 |
Procure-ment Manager |
Head of Finance & Office Services |
ISM was designed and supported by Hampshire County Council (HCC) so there will need to be a review and update of the working notes that exist. This will therefore require support from HCC IT department in the review and writing of new procedures. |
01/12/2006 extended to August 2007 extended to 31/12/ 2007 |
05/12/2006 04/07/2007 26/10/2007 |
26/10/2007 | ||||
3.18 |
Procedure notes for stock checking should be compiled. |
2 |
Procure-ment Manager |
Head of Finance & Office Services |
No procedure notes have ever been used in any stock audit that has been carried out by HFRS but the Procurement Manager has always seen the need to provide such written procedures as well as General Stores Procedure Notes. |
01/09/2006 extended to August 2007 extended to 31/12/2007 |
02/10/2006 04/07/2007 26/10/2007 |
26/10/2007 | ||||
DATABASES 2006/07 | ||||||||||||
3.19 |
Job descriptions should reflect the responsibilities of the employee to ensure that adequate services are being provided to the customers. |
1 |
Information Services Manager |
Director of Corporate Services |
Agreed. Job descriptions for all staff will be reviewed as a part of the HFRS staff development (Personal Development Review) process. |
30/09/2007 |
26/07/2007 |
12/11/2007 | ||||
WORKSHOPS STORES 2006/07 | ||||||||||||
3.32 |
We recommend that monthly monitoring reports are produced from the IT system for the Workshop Manager to review summarising the opening value of stock, purchases, issues and adjustments and the closing value of stock. |
2 |
Workshop Manager |
Director of Strategic Projects & Specialist Response |
Agreed |
31/03/2007 31/07/07 Sept 2007 |
23/01/2007 13/02/2007 26/04/2007 06/06/07 |
12/11/2007 | ||||
WORKSHOPS 2004/05 | ||||||||||||
3.27 |
Monitoring procedures to be formalised and management information from the IT system to be regularly produced and used with the monthly SAP budget reports. |
2 |
Workshop Manager |
Director of Strategic Projects & Specialist Response |
Agreed. PRT Note: Ongoing MI reports scheduled for November 2005. PRT Note: Due to the development of other areas of the system, these reports have not yet been developed. This work is planned by Workshops Manager for early 2006. PRT will follow up again in late Jan 2006. 24/01/2006 PRT Note: New action date agreed with Internal Audit. |
Sept 2005 May 2006 June 2006 Sept 2007 |
31/10/2005 13/12/2005 24/01/2006 15/05/2006 23/10/2006 23/01/2007 19/02/2007 06/06/2007 |
12/11/2007 | ||||
PRT Note 12/11/2007: End of month monitoring reports have been produced with the assistant of the software supplier, but these have proved to be of limited use for the purpose of control as not all of the management information is available from the system. Internal Audit have recently reviewed the Workshops function again. The report from that review is currently in draft, but this recommendation has not been repeated as it has been recognised that the system currently in place is not sufficient for our management information or control requirements. A new IT system is currently being procured, and audit and other control requirements are being built into the specification for that system. For these reasons the above two recommendations are being closed. | ||||||||||||
IT NETWORKS 2007/08 | ||||||||||||
3.5 |
We recommend that responsibilities are documented showing tasks and who is responsible for them for the administration of the network. We suggest that this list is similar in design and content to be responsibilities for the network as set out in the Business Continuity plan. |
1 |
IT Engineer |
Director of Corporate Services |
Agreed. A structured list of personnel and their responsibilities will be established and implemented in the business continuity plan. |
October 2007 |
16/10/2007 |
29/10/2007 | ||||
3.7 |
We recommend that the Service Plan is updated to show the process for raising maintenance work and upgrades on the network. This should show contacting the HRFA Helpdesk to raise a change control to be agreed by all appropriate parties. |
1 |
IT Engineer |
Director of Corporate Services |
Agreed. The Helpdesk Supervisor, is in the process of updating the service plan in conjunction with Synetrix, to comply with this recommendation. This process should be finished by September 2007. |
September 2007 |
16/10/2007 |
29/10/2007 | ||||
3.8 |
We recommend that details including date of purchase for network hardware owned, including routers, switches and any other network equipment is included in the inventory of hardware and equipment owned by HFRA. |
1 |
IT Engineer |
Director of Corporate Services |
Agreed. Helpdesk and the network team are introducing a new asset database and transferring existing records into it. Part of the data transfer process is a data cleansing and validation exercise. All HFRS hardware will be included in the new asset database, due for completion by October 2007. |
October 2007 |
16/10/2007 |
29/10/2007 | ||||
3.13 |
We recommend that added security is applied to network cabinets. |
1 |
IT Engineer |
Director of Corporate Services |
Agreed. |
September 2007 |
16/10/2007 |
29/10/2007 | ||||
FINAL ACCOUNTS AUDIT 2006/07 | ||||||||||||
R3 |
Aged Debt Profile |
Hampshire County Council Income Section |
Director of Corporate Services |
Outstanding debt is managed by Hampshire County Council County Treasurers Department and regularly reviewed by them. In future aged debt reports will be sent to HFRS for information |
30 Sept 2007 |
15/11/2007 |
15/11/2007 | |||||