Finance & General Purposes Committee 25 July 2016 at 7 ...78. Internal Audit year-end close down...

ichard Chapman, Town Clerk Council Offices, Britwell Road Didcot OX11 7HN

Phone: 01235 812637 www.didcot.gov.uk

E-mail: [email protected] Fax: 01235 512837

Notice of a meeting of the

Finance & General Purposes Committee 25

th July 2016 at 7.30pm

All Saints Room, Civic Hall, Didcot

Admission of the public and media The council welcomes members of the public to its meetings in accordance with the

Public Bodies (Admission to Meeting) Act 1960.

Reports and minutes

We add reports and minutes to our website.

Recording, photographs and filming

The press or public may audio-record, photograph or film meetings, or report from

the meeting using social media. As such members of the public may be recorded or

photographed during the meeting.

We ask that anyone wishing to record or photograph the meeting notifies the Town

Clerk before the start of the meeting.

Public participation

The council welcomes the public’s involvement in meetings, which must be in

accordance with our rules (Standing Order 12 on a matter before the Committee).

At the relevant time during the meeting, the Chairman will invite members of the

public to present their questions, statements or petitions.

To find out about participation contact the Town Clerk.

Didcot Town Council

mailto:[email protected]




Agenda

1. To receive apologies

2. To receive declarations of interests. Members are reminded to declare any

interests they may have on any item on this agenda in accordance with Didcot

Town Council’s code of conduct.

3. To agree the minutes of the meeting held on 27th June 2016 and the exempt

minutes of that meeting (public minutes attached/ exempt minutes have

restricted circulation)

4. Questions on the minutes as to the progress of any item

5. To consider and agree a grant aid application (attached)

REPORTS FOR NOTING

6. To consider the financial statements and budgets as at 30th June 2016

(attached)

7. To consider Willowbrook Leisure Centre quarterly report (attached)

8. To consider the CCTV quarterly report for quarter 4 2015/16 (attached)

RECOMMENDATION TO COUNCIL

9. To consider and recommend to Council the internal audit report for quarter 1,

2016/17 (attached)

EXCLUSION OF THE PRESS AND PUBLIC

Pursuant to Section 1 of the Public Bodies [Admission to Meetings] Act 1960 the

committee will be asked to exclude the press and public from the meeting on the





grounds that publicity would be prejudicial to the public interest by reason of the

confidential nature of the business to be transacted

10. To consider a recommendation from the Personnel and Administration

Committee concerning the gardener’s revised working arrangements and

remuneration considerations (restricted circulation)

Kathy Fiander Town Clerk 19th July 2016

Voting committee members: Councillors Dr S Clarke (Chairman)

Mr T Harbour (Vice Chairman)

Ms J Billington Mr J Louth Mrs M Davies Mr B Shaw Mr A Dearlove

Nominated substitute committee members: Councillors Mr T Bedford

Dr A C Nash

Mr B Cooper Dr J Nash Mr J Hart Mr A Thompson Mr R Milton-Eldridge





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Agenda item 3

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Finance and General Purposes Committee Monday 27

th June 2016 at 7.30pm

Didcot Civic Hall Minutes Note: These minutes are subject to approval as a true and correct record by the next meeting of this committee.

Present:

Councillors:

Dr S Clarke (Chairman) Ms J Billington Mrs M Davies Mr A Dearlove,

Mr T Harbour Mr B Service Mr B Shaw1

Officers:

Mrs K Fiander, Town Clerk

Public participation None

72. Apologies

None

73. Declarations of interests Mr T Harbour declared an interest as set out in the minute on grant aid applications.

74. Minutes of the meeting held on 23rd May 2016 RESOLVED to agree the minutes of 23rd May 2016 as a correct record of the meeting and that the Chairman should sign them as such.

1 Mr B Shaw arrived during discussions on Edmonds Park pavilion and storage block

Didcot Town Council

Agenda item 3

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75. Questions on the minutes as to the progress of any item

None

76. Grant aid applications

Mr T Harbour stated that he had used the services of Didcot Volunteer Centre. In accordance with the council’s code of conduct he remained in the room but took no part in the debate or decision on the grant application. The committee considered three grant aid applications as summarised in the report. RESOLVED: a. to award £1,000 to Didcot Volunteer Centre; b. to award £500 to Didcot Twinning Association; c. to award £600 to Didcot and District Royal British Legion; d. that PACT could use £800 previously awarded to support an alternative Didcot

family from that initially identified at the time of grant submission.

77. Financial statements and budgets as at 31st May 2016 The committee considered the financial statements and budgets as at 31st May 2016. The committee NOTED the report.

78. Internal Audit year-end close down report and general risk assessment

The committee considered the Internal Auditor’s report for year-end close down at 31st March 2016. Within his report he had recommended that a general risk assessment report that was commissioned in 2015 should be presented to the committee and to full Council. The committee noted that the general risk assessment report related to health and safety risks and that the council had access to software that would be used to review wider business risks in support of the Annual Return for the year-end 2016/17. The Town Clerk advised that she had reviewed the general risk assessment report with managers and that progress was being made to achieve the recommendations. She highlighted that a test of memorials in the cemetery was required and sought agreement to fund additional staff costs to undertake the work by the end of July. In agreeing to this, the Town Clerk was asked to check the effect on pension contributions.

Agenda item 3

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RESOLVED: a. To RECOMMEND to full Council that it agrees the Internal Audit year-end close

down report and consider the recommendations relating to the general risk assessment report and updates on progress;

b. To agree to fund additional salary costs approximating to four days’ work to undertake the test of memorials within the cemetery.

79. Edmonds Park pavilion and storage block The committee considered an update on the replacement of Edmonds Park pavilion and the storage block, noted the architect’s fees to date and considered ongoing future decision-making arrangements and ongoing fees. At this point it was agreed to proceed with professional fees on the project. RESOLVED to agree expenditure of £6,250 plus VAT to progress to the next stage of architect’s work.

80. Exclusion of the press and public

RESOLVED to exclude the press and public from the meeting on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted in accordance with Section 1 of the Public Bodies [Admission to Meetings] Act 1960

At this point in the project it was considered unnecessary to involve Council in decision-making arrangements relating to Edmonds Park pavilion for the reasons set out in the exempt record of these minutes. RESOLVED to permit the press and public into the meeting.

81. To consider an update on the Town Fayre

The committee considered the Town Clerk’s report that set out the actions taken in order to deliver the event on 2nd July. She would report staff costs to the next meeting of the committee, which would be expected to take expenditure above the grant money received. Again, the Town Clerk was asked to be mindful of the effect on pension contributions. The committee NOTED the report. The meeting closed at 7.50pm Signed________________________________ Chair Date _____________

Agenda item 3

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Agenda item 5

Council Offices, Britwell Road Didcot OX11 7HN



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Finance and General Purposes Committee 25

th July 2016

Report author: Teresa Tye

Grant Aid application

Introduction 1. The Committee is asked to consider the grant aid application set out in this

report.

Recommendation 2. The Committee should consider the grant aid application and agree an amount to

award if the Committee decides to fund the application.

Background 3. Didcot Town Council has a policy of providing grant funding for organisations.

4. The following application is summarised below for consideration.

a) DACA Summer Band Concerts Date received: 6th July 2016 Amount: £262.50 Application summary: To bring musical entertainment to the

residents of Didcot Previous awards/ applications in the current and the preceding 2 financial years:

£180 01.06.2015 £180 28.07.2014

Supporting documentation held in the office:

Application form and supporting information as required

Financial Implications 5. The funds available within the grant aid budget are £25,300, which is 27.7% of

budget expenditure as at 30th June 2016.

Didcot Town Council

http://www.didcot.gov.uk/


Agenda item 5




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Legal Implications 6. The Council can give grants to organisations and the Council sets out its rules

within its grants policy Kathy Fiander Town Clerk



Agenda item 6




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Finance and General Purposes Committee

25th July 2016

RReport author: Kathy Fiander

Financial Statements and Budgets

Introduction

1. This report presents a summary of the Council’s financial activities as at 30th June 2016. The Committee is asked to consider the information.

Recommendation 2. That the Committee considers and notes the financial statements and budgets.

Background 3. Attached are monthly reports that present a summary of the Council’s financial

activities as at 30th June 2016 - they are:

(a) the detailed income and expenditure report by budget heading; (b) the detailed balance sheet (excluding stock movement); (c) the cash and investment reconciliation.

4. As reported to the Committee in June, we received the grant payment of £8,733

from South Oxfordshire District Council to host celebrations for Her Majesty the Queen’s 90th birthday. A successful event took place on 2nd July. The grant payment as detailed at budget code 325/9035 is expected to be fully spent. At present we are awaiting final invoices to enable production of the final report on costs for the Committee to consider.

5. Towards the end of the 2015/16 financial year, the Committee asked for an explanation of photocopier costs (code 101/1126). In 2016/17 expenditure is already at 49.7% of the budget. We have obtained details of usage from the copier providers and the Town Clerk will analyse the information and provide a verbal report on usage at the meeting of the Committee.

Didcot Town Council



Agenda item 6




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6. The Council has a budget of £10,500 per annum towards the CCTV service (code 104/1271). We have received confirmation that the Council’s contribution for 2016/17 will be £7,873.

Delegated Authority 7. Under Standing Order 54(a), the administration of the Finance and General

Purposes budget is delegated to Committee, as is the financial administration of the Council under Standing Order 54(b).

Legal Implications 8. The Council is required to arrange for the proper administration of its financial

affairs: this will include regular reporting.

9. The Accounts and Audit Regulations require local councils to ensure that financial management is adequate and effective and have a sound system of internal control.

Kathy Fiander Town Clerk



Agenda item 7




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25th July 2016


Willowbrook Leisure Centre quarterly report

Introduction 1. Willowbrook Leisure Centre is owned by Didcot Town Council and operated under

contract by SOLL Leisure.

Recommendation 2. The Committee should note the report attached at appendix A.

Financial implications 3. None pertaining to this report

Legal Implications 4. None pertaining to this report


Didcot Town Council



Agenda item 7




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SOLL (VALE) LTD

OPERATIONAL

MONTHLY REPORT

FOR

WILLOWBROOK LEISURE CENTRE

Report for the Month

April 16 - January 2017

7-4

Section 1 – User Figures –

Customer Usage April May June

2015-16 7764 6961 7262

2016-17 7728 8092 9462

Difference 15-16 / 16-17 -36 1131 2200

% Difference -0.5% 16.2% 30.3%

YTD 2015-16 7764 14725 21987

YTD 2016-17 7728 15820 25282

YTD Target 8152 15461 23086

YTD Diference -36 1095 3295

YTD % Difference -0.5% 7.4% 15.0%

YTD % to Target -5.2% 2.3% 9.5%

The centre has had a good start to the financial year and participation has also been growing.

Monkey Mayhem has continued to increase in usage with 717 more children attending in the same period compared to last year. This is due to popularity of the session. More and more new parents arrive each session and it’s great to see for the community

We have really worked hard on making sure our members swipe into the gym or classes over the past 3months this has resulted in an increase of 396 more users compared to last year.

Classes have also increased in usage and we have performed the best in company. Overall occupancy 70% for the first period.

Section 2 – Customer Comments

Type Monthly Total

Compliments 4

Complaints 2

Negative comments

bench is still broken – this is due to the gym maintenance company waiting for a part – this is now fixed

The very loud radio on in the gym is horrible and can’t be blocked out with me own ipod – email sent to staff to ensure check every walk around especially when quiet to ensure the music levels are correct Positive comments

Would like to comment on how fantastic ally was at today’s party - she engaged with the boys and really earnt her money

Betty helped me so much today. She gave me an impromtu induction and took the mystery out of exercise! She's an inspiration and gave me a lot of confidence. Thank you Betty

7-5

The party today was excellent thank you to the Willowbrook Team

All the party hosts were excellent today and interacted well with the children

Section 3 – Operational Changes Staffing (New & Leavers)

New – Cleaner 10hrs, Sales Advisor 20hrs, Receptionist 10hrs and 20hrs and Party Hosts

Maintenance

Air conditioning serviced

All boilers and Water Carolifers servied

Legionella Risk assessment taken place

Sports Hall Beams have been realigned as they became out of line by being hit by a football

Sports Hall lighting has been repaired.

Gym equipment serviced

Programming

Changes to the Aerobics programme – Sunday morning Studio Cycling has been brought back as demand for weekend classes have increased.

Section 4 – Health & Safety Total number of accidents: - 20 Total number of incidents: - 0 Total of RIDDORs YTD: - 0 All accidents mainly involved children within courses, parties and monkey mayhem and are bruises or small cuts. All accidents dealt with correctly and promptly. RIDDOR Details

N/A Section 5 – Utilities Consumption Electricity Usage in KWh

2015/15=6 2016/17

April 8,480 7,816

May 8,253 8,058

June 8,107 8,467

TOTAL 24,840 24,341

Gas Usage in KWh

2015/16 2016/17

April 19,565 23,663

May 8,842 8,864

June 4,810 5,412

TOTAL 33,217 37,939

7-6

Water Usage in M³

2015/16 2016/17

April 165 96

May 272 95

June 118 108

TOTAL 555 299

Electricity – 2% saving on electricity. We are striving to save as much as we can on electricity by completing 2hrs a walk arounds and checking after each class has finished. We have also changed our sports hall lighting to newer lamps and this are more efficient

Gas – 12.5% over on gas. More usage and people using the showers has increased the usage of gas. We also had a colder April so meant the heating was on longer

Water- 46% saving on water. Our issues with water last year means we are now on track for a saving. We are looking at changing of the taps to push buttons so we can again save more water. This was a recommendation from Quest for us to complete.

Agenda item 8




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25th July 2016


CCTV quarterly report: quarter 4, 2015/16

Introduction

1. This report asks the Committee to note the CCTV quarterly report.

Recommendation 2. The Committee should note the CCTV quarterly report for quarter 4, 2015/16.

Background 3. South Oxfordshire District Council has provided the attached report for the

Committee to consider. It contains information for towns in which CCTV cameras are located, these being Didcot, Henley-on-Thames, Thame and Wallingford.

Financial Implications

4. The Council has a budget of £10,500 per annum towards the service. We have received confirmation that the Council’s contribution for 2016/17 will be £7,873.

Legal Implications 5. None pertaining to this report


Didcot Town Council



Agenda item 8




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1

CCTV Quarterly Report

Didcot, Henley, Thame and

Wallingford

Quarter Four 2015 - 16

PURPOSE OF REPORT

This report provides information on how the district council’s CCTV cameras1 contribute to the deterrence of crime, help reduce the fear of crime and both increase crime detection and assist with the successful prosecution of offenders.

The report is produced using information provided by the CCTV monitoring suite based in Abingdon. It is based on information drawn from the record of occurrences. A record of occurrence is completed by the operator on duty, each time a CCTV camera is used proactively to monitor a specific incident. This provides detailed evidence that enables us to produce the quarterly reports.

The report covers the four towns that have had CCTV installed: Didcot, Henley-on-Thames, Thame and Wallingford. The aim is to provide the report on a quarterly basis to each town council and other stakeholders in order to share information and help publicise the positive outcomes of CCTV to residents and businesses.

DATA

Summary

Across South Oxfordshire, CCTV operators supported 801 incidents during the fourth quarter of 2015 – 16 (January - March 2016).

The operators also produced 33 evidence packs for possible court proceedings, carried out 9 reviews of CCTV footage (a review is undertaken as a result of a written request) and supported 16 arrests.

1 The report covers the district council cameras plus three which Henley Town Council installed in Mill Meadows as these are managed under the same scheme.

http://www.southoxon.gov.uk/

2

The chart below compares quarter four with quarters from previous years:

For further breakdown please see table below:

The following table displays the most common type of incident for each town during quarter four 2015 - 16, where CCTV was involved at some stage:

0

500

1000

1500

2000

2500

3000

Q1 Q2 Q3 Q4 Total

Num

ber of Incidents

Quarters

Number of Incidents Supported Across the

District

2015/16 2014/15 2013/14

2015 - 16 Year Total

Q1 Q2 Q3 Q4

Didcot 209 186 354 365 1114

Henley 194 227 199 185 805

Thame 133 54 95 93 375

Wallingford 108 105 115 158 486

Total 644 572 763 801 2780

MOST COMMONLY MONITORED INCIDENTS

Didcot Henley Thame Wallingford

1 Observation (159)

Observation (78)

Observation (42)

Observation (61)

2 Missing Persons (37)

Drunkenness (19)

Missing persons (13)

Offensive Weapon (15)

3 ASB/Nuisance

(33) Missing Persons (16)

Theft (7) Suspicious Behaviour (14)

3

‘Observations’ are so designated by the police on a formal broadcast e.g. “observations for” a vehicle or person or incident. The degree of accuracy and detail passed by police radio depends on what is reported to them from persons reporting the incident. Operators can often look at the area and update police control with more accurate descriptions.

TYPE AND NUMBER OF INCIDENTS

The chart on page four shows the amount and type of incidents the CCTV operators have monitored and supported across all four towns, between January and March 2016.

Note: There were a higher number of ASB events in Didcot this quarter; in part, accounting for the increase in records of occurrence.

4

5

41

1 3 5 2 05 3

14 179 5

14

41

0

44

23

0 0 0 1

78

340

18

1 1 110

33 33

19 16

0

18

0

50

100

150

200

250

300

350

400N

um

ber of Incidents

Incident Type

Incidents by Type - Quarter Four 2015 - 16

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ARRESTS, SECTION 35S AND OTHER OUTCOMES

The chart below shows the outcomes the CCTV operators supported while involved in monitoring an incident. The police use their discretion on how an incident is resolved based on experience, the gravity of the offence, the resources that are available to them at that time and so on. While we cannot always be certain whether CCTV was solely instrumental in an arrest or the serving of a Section 352 or a Penalty Notice for Disorder3 (PND), we do know the cameras alert police to incidents they may not have known about. CCTV also gives the police the ability to assess and allocate resources and prioritise in real time e.g. should the situation allow, leaving CCTV to monitor incidents or offenders while officers attend other incidents.

In the chart below, actions designated ‘other’ usually means that the police either gave verbal advice or a non-recordable sanction. For example, people caught by camera tipping the contents of rubbish from bin bags in the small hours are made to painstakingly pick up all the litter deposited (and more) under the police and cameras supervision.

CAMERA USAGE

The following charts show camera usage for each town. These indicate the number of times that individual cameras were deployed in recorded, monitored events.

2 A Section 35 allows the police to move someone from a specified area for a period of up to 48 hours if they believe the person poses a risk of anti-social related disorder. 3 A PND is the ‘on the spot fine’

10

3

1

22

0 0

1

0 0

1

0

9

4

0

4

0

2

4

6

8

10

12


Num

ber of Incidents

Towns

CCTV Supported Incidents and Outcomes


Arrests S 35 PND Other

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The number of times that each camera was used has been divided into three sections, covering a twenty four hour period. It is worth noting that for the period 23:30 – 07:30, the vast majority of camera usage occurred during the 23:30 – 03:30 time slot.

30 31 34 35 35 37 41 4028

39

34 37 38 39 32

5157

41

23

57

3310

13 1410

14

40

25

7

17

0

20

40

60

80

100

120

140

160

149. 150. 151. 152. 153. 154. 155. 156. 157. 158.

Num

ber of T

im

es C

am

era

U

se

d

Camera Number with Time Span of Usage

Didcot Camera Usage - Quarter Four 2015 - 16

0730-1530 1530-2330 2330-0730

13 13 14 14 1511 14

1925

1813 16 17 20

16 16 149 9 9

12 10 11 1218

1413

18

28

22

20 1114

19

17 1412

11 10 11

21

3 3

2

12

5

11

6

2

4

7

8

44

3

1 0 0

0

10

20

30

40

50

60

70

Num

ber of T

im

es C

am

era

U

se

d


Henley Camera Usage - Quarter Four 2015 - 16

0730-1530 1530-2330 2330-0730

7

13 1411

1714 13

17 18 1712 13 12

1612 11

5 5 9

14

87

89 9

57

6

7

76

34 2

3

21

1

5 6

43

2

2

21

0

5

10

15

20

25

30

35

40

169. 170. 171. 172. 173. 174. 175. 176. 177. 178. 179. 180. 181. 182. 184.

Num

ber of T

im

es C

am

era

U

se

d


Thame Camera Usage - Quarter Four 2015 -16

0730-1530 1530-2330 2330-0730

17 1620 22

16 17 1814 12 12 13 13 12 12 12 13

17 19

2427

1419

21

16

12 1217 14 13 12 14 10

8 7

117

5

108

5

4 4

6

44 4

54

0

10

20

30

40

50

60

129. 130. 131. 132. 133. 134. 135. 136. 137. 138. 139. 140. 141. 142. 143. 144.

Num

ber of T

im

es C

am

era

U

se

d


Wallingford Camera Usage - Quarter Four 2015 - 16

0730-1530 1530-2330 2330-0730

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HOW CCTV MONITORING WAS INITIATED

The chart below shows how many of the incidents monitored were as a result of: a direct request from the police (police requests); the CCTV operator hearing about an incident on a police radio (police radio); or initiated by the operator proactively patrolling the cameras (camera surveillance). Only Henley on Thames has a shop radio scheme.

Note: There were a higher number of ASB events in Didcot this quarter; in part, accounting for responses to police radio.

Reviews and evidence packs When not tasked by police, the operators patrol all the cameras and focus on ‘hotspot’ areas. All cameras are recording 24 hours a day, seven days a week and are set in ‘default’ positions which are agreed with the police as the areas most likely to experience problems.

CCTV operators and the CCTV supervisor also respond to requests from members of the public and third parties under Data Protection Legislation and Subject Access Requests. The most common request is to examine car park or road cameras for evidence of ‘non- stop road traffic collisions’ in which the complainant’s car has been damaged. All such requests are actioned and replies given. These are not included in the data below.

The chart on the next page shows the number of evidence packs the CCTV operators put together and the number of evidence reviews they undertook, as a result of formal written requests.

50

112

13

126

54

33

47

189

102

57

97

0 3 0 00

15

0 10 0 1 00

20

40

60

80

100

120

140

160

180

200


Num

ber of Incidents

Town

Incident Initiation Trigger - Quarter Four 2015 - 16

Camera Survellance Police Request Police Radio

Town Radio Pub Watch General Public

Incident Review Other

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The evidence packs are the recordings and statements which the CCTV operators produce for police, solicitors and the Crown Prosecution Service.

Activity that monitors past footage, but does NOT result in an evidence pack being produced, is termed ‘a review’. This may be, for example, that the footage does not show an event clearly enough to warrant making a permanent DVD copy for evidential use.

One of the greatest advantages of CCTV footage is in obtaining a guilty plea at the early interview stage. For many offences this early admission is due to the offence being captured clearly on camera and saves the expense of full trial at either magistrates or crown court.

Viewing Log

When authorised personnel (mainly police officers) visit the CCTV control room to view footage, the details are entered into a viewing log. The following chart reflects the number of times this occurred during quarter four for 2015/16, across the four towns.

N.B. These visits may or may not be followed by a formal written request for footage.

6

3

15 15

21

0

2

4

6

8

10

12

14

16


Num

ber of E

vidence P

acks and R

eview

s

Town

Evidence Packs and Reviews - Quarter Four 2015 - 16

Review Evidence

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CASE STUDIES

The following examples of incidents dealt with by CCTV operators during quarter four were initiated by police requests, police radio monitoring, shop/pub radio watch reports and operator surveillance.

Didcot

During the course of routine monitoring, our operator noticed a police officer struggling with a male whom she was trying to arrest. Our operator notified the police control centre and more officers were dispatched. Subsequently the male was arrested on suspicion of having committed a previous offence. During the early hours of one morning, our operator noticed a lone male rummaging through some bags left outside a local charity shop. He then went on to a delivery of fresh goods outside another local store. Our operator informed the police control centre and as a result, the male was stop checked and searched by near- by officers. Although there was no evidence that an offence had been committed the male was sent on his way with strong words of advice. Our operator was asked to monitor the area around Prezzo’s/Cineworld, by the police control centre. There had been reports of young people smoking cannabis in the vicinity. From the descriptions given, our operator was able to locate the group and forward details across the police radio. Officers attended the scene and an arrest was made.

16

23

5

8

0

5

10

15

20

25


Num

ber of E

ntries

Town

Number of Entries in Viewing Log -


11

Henley Our operator was contacted by a local officer. He requested that the operator monitor a male who appeared to be very intoxicated, in the Riverside area. Although there was no sign of the male in question, having extended the search area, our operator spotted a male matching the description given in Mill Meadows’ Car Park, about to get into a car. Our operator informed the police control centre and the car was intercepted very soon after it had driven off. The male was arrested on suspicion of being drunk in charge of a vehicle. Our operator heard details of a road traffic incident called in by PCSOs in the King’s Road Car Park. A parked motor cycle had been knocked over and damaged. Our operator was able to review the CCTV footage prior to the call and relay details of the incident so that appropriate action could be taken. Our operator received a call from one of the local pubs via the pub watch radio system. A group of people had been refused entry because of their intoxication level and the door staff were concerned that the group was still in the vicinity and might return or attempt entry to another establishment. Our operator was able to monitor the group from the description given and re-assure the caller when they left the area in a taxi.

Thame A theft was reported by a local store in the town centre and details reported across the police radio. Although the theft had taken place twenty minutes previously, by reviewing CCTV footage, our operator was able to locate a possible offender from the description and location given. Footage was made available to help police with their enquiries.

Our operator received a request to monitor a scuffle outside a local pub in the early hours of the morning, while officers were on route. On their arrival, our operator was able to confirm what had taken place. Appropriate action was taken, including one arrest. Four males had been asked to leave a bus at a town centre bus stop but were refusing to comply. Our operator was able to monitor the situation as officers arrived at the scene and the four males were removed from the bus. Having been given strong words of advice, the males were sent on their way. Our operator was able to monitor the group and notify the police control centre when the males had gone on their way and left the town centre, beyond camera view.

Wallingford

A report came across the police radio relating to a group of males in the Market Place. They were behaving in an anti-social manner: being verbally abusive and wandering into the road. It was reported that one of them was in possession of a hammer. While officers were on route, our operator was able to update them on the situation. Once they had arrived, the hammer was confiscated and the group was sent on their way with very strong words of advice. Our operator was able to

12

advise the control centre once the group had left the town centre and moved beyond camera view. Our operator was asked to monitor The Market Place for a male, by the police control centre. There had been reports of a male who appeared to be drunk and possibly responsible for criminal damage. Our operator was able to spot the male from the description given and advise officers that he was located under the town hall, on their arrival. The male was subsequently arrested. Our operator heard reports of a door to a local business being open via the police radio. There didn’t appear to be anybody on the premises. Our operator was able to monitor the entrance for any suspicious activity while officers were on route and review footage of the area, prior to the call. Officers arrived and ascertained that no offences had been committed and words of advice were given to the owners when they arrived on site.

Date of report: April 2016

Author: Steve Webb

Contact details: tel. 01235 556929, email [email protected]


Agenda item 9




9-1

Finance and General Purposes Committee 225

th July 2016


Internal audit report: quarter 1

Introduction

1. This report asks the Committee to consider an internal audit report.

Recommendation

2. That the Committee considers the auditor’s comments in the report and recommends to Council that it agrees the report.

Background

3. As part of the internal audit programme for the year to 31st March 2017, the Internal Auditor, Mr Stuart Wilbur, has provided the attached report for quarter 1 for the Committee to consider.

Financial Implications

4. This report will have no financial implications for this council.

Legal Implications

5. The Local Government Act 1992 s.5 requires full Council to consider an auditor’s report.

6. The Accounts and Audit Regulations 2011 require the Council to undertake an adequate and effective internal audit of its accounting records and of its system of internal control in accordance with the proper practices in relation to internal control.


Didcot Town Council



Agenda item 9




9-2

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Microshade Business Consultants Ltd INTERNAL AUDIT REPORT for DIDCOT TOWN COUNCIL

3 MONTHS TO 30 JUNE 2016 14 July 2016

Assets and Investments

TASK Risk COMMENTENSURE THERE IS AN INVENTORY OR REGISTER OF ALL COUNCIL ASSETS.

Low Asset Register complete to 31 March 2016

CHECK ASSETS WITH LIST. Medium Assets checked against list 31.March 2016

BASIS OF ASSET VALUATION. Low All Assets added at cost

CHECK ASSETS CORRECTLY INSURED. Low

CHECK DOCUMENTATION FOR ALL LEASED ASSETS. Low Two Finance agreements for Ransome Parkway Triple Reel Mower, sum financed £29,070Iseki Compact Tractor, sum financed £17,375

CHECK INVENTORY/REGISTER UPDATED FOR ALL NEW ASSET PURCHASES.

Low Asset register requires updating from 1st April 2016

Income

TASK Risk COMMENT1. CASH INCOME

CHECK PROCEDURE FOR COLLECTING AND RECORDING CASH INCOME

Low All income including debit/credit card transactions are booked in via a till. The till is balanced when the receipts are banked

CHECK CASH BANKED AND FREQUENCY Low Banking undertaken on a weekly basis, all monies kept in the safe until banked. Insurance cover is adequate to cover monies held on the premises.

CHECK ANY CASH BALANCES UNBANKED Low Till checked and agreed with receipts on 14 July 2016. The till contained £828.00 of which £56.00 was cash, £664 Cheques, PDQ £108.

2. CREDIT INCOME

CHECK PROCEDURES FOR RAISING INVOICES Low The number of invoices raised are low and the procedures are good

CHECK ALL NECESSARY INVOICES RAISED Low All invoices raised

3. CREDIT CONTROL

CHECK RESPONSIBILITY FOR COLLECTING SUMS DUE TO COUNCILREVIEW DEBTOR BALANCES Medium Examination of the debtors show the following overdue amounts . Soll

Leisure Inv 1214 Dec 2015 £6310.62, Didcot Casuals Junior 1226 March 31 2016 518.40, Didcot Rugby Club 12254 March 31 2016 £264.00. Willowbrook Leisure Centre 1211 October 29 2015 £94.44.The sum due from the Civic Hall is £21,763. This debt is now showing a regular reduction

4. BAD DEBTS

REVIEW REASONS FOR NON-PAYMENT

CHECK ALL REASONABLE STEPS TAKEN TO COLLECT DEBTS

N/a

CHECK COUNCIL AUTHORITY OBTAINED FOR BAD DEBTS WRITTEN OFF

N/a

5. CREDIT BALANCES

LOOK AT DEBTORS LIST AND IDENTIFY ANY OVERPAYMENTS

N/a

ASSESS THE REASON FOR THEIR EXISTENCE N/a

5. ACCURACY

CHECK THAT VAT CORRECTLY TREATED � IF APPLICABLE

Low Vat is correctly charged.

MAKE SURE ACCOUNTS IDENTIFY INCOME UNDER RELEVANT HEADINGS

Low All income correctly allocated.

Cash and Bank

TASK INIT. COMMENTBANK RECONCILIATION

CHECK BANK RECONCILIATION PERFORMED ON A MONTHLY BASIS AND AGREE ON ALL BANK ACCOUNTS

Low Bank Reconciliations are performed monthly and agreed. Current changes in best practice are recommending that the monthly Bank Reconciliation is counter-signed by the Chief Officer as proof of accuracy.

REVIEW BANK RECONCILIATION AND ENSURE NO PAYMENTS OR RECEIPTS ARE BEING CARRIED FORWARD FOR A NUMBER OF MONTHS

Low No payments or receipts earlier than 30 June 2016

NOTE ANY UNIDENTIFIED BANKINGS Low No Unidentified Banking

Supplier Invoices

TASK Risk COMMENT

CHECK PURCHASE ORDERS MATCH TO INVOICES. Medium All invoices over £500.00 for the period 1 April 2016 to 30 June 2016 reviewed and found to be in order.Purchase orders are now regularly raised, the purchase order number is noted on the supplier invoice and file with the delivery note as proof of delivery. All supplier invoices are now signed off by the Town Clerk before payment adding a further layer of security to the purchasing process.

REVIEW UNMATCHED PURCHASE ORDERS. Na

CHECK EXPENDITURE CODING � CORRECT BUDGET HEADING AND COST CENTRE.

Low All purchase invoices are coded to budget headings by relevant officer,

CHECK INVOICE CORRECTLY PASSED FOR PAYMENT � PRICE CONFIRMED � DELIVERY CONFIRMED.

Medium Trail to delivery note now via the purchase order number

SAMPLE CHECK � PURCHASE ORDER TO DELIVERY NOTE TO SUPPLIER INVOICE.

Medium Audit trail now established between purchase order and delivery note

ENSURE SUPPLIER STATEMENTS CHECKED AGAINST PURCHASE INVOICE RECORDS.

Low Where submitted accounts are checked against supplier statements

CHECK OLD CREDITORS AND ASCERTAIN WHY STILL UNPAID.

Low No overdue accounts.

INVESTIGATE ANY OVERPAYMENTS TO SUPPLIERS Low No overpayments

CHECK LIST OF PAYMENTS APPROVED BY MEMBERS AGREES WITH BANK PAYMENT LIST

Low All payments lists are approved by members

General

TASK Risk COMMENTPRINT AND CHECK TRIAL BALANCE � IF APPLICABLE. Low Trial Balance checked and agreed

AT LEAST TWICE EACH FINANCIAL YEAR � CHECK ACTUAL EXPENDITURE AGAINST ESTIMATES AND INVESTIGATE OVERSPENDS.

Low Spend reviewed against budget at 30 June 2016Overall spend within Budget.

IF VAT REGISTERED CHECK VAT RETURNS (VAT 100) IS BEING MADE ON TIME.

Low Returns made monthly on time.

MAKE SURE THAT AMOUNT OF VAT RE-CLAIMABLE (OR PAYABLE), AGREES WITH SUM DECLARED ON THE BALANCE SHEET.

Low Vat account is currently correct.

CHECK PRECEPT IS CALCULATED BY CORRECT BUDGET PROCESS.

Low Budget setting routines are robust.

CHECK MEMBERS ARE REGULARLY PROVIDED WITH BUDGET INFORMATION

Low Monthly budget monitoring reports are made available to members of the F & GP meeting on a monthly basis and considered at the meeting.

AT BEGINNING OF FINANCIAL YEAR CHECK OPENING TRIAL BALANCE AGGREES WITH PRIOR YEAR BALANCE SHEET

Low Checked and agreed.

Finance & General Purposes Committee 25 July 2016 at 7 ...78. Internal Audit year-end close down...

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Transcript of Finance & General Purposes Committee 25 July 2016 at 7 ...78. Internal Audit year-end close down...