05
Andrea Krout, Democratic Services Officer gave a presentation to Members outlining that there were 37 outstanding audit recommendations: 8 Priority 1, and 29 Priority 2.
The presentation would be in chronological order, starting with the oldest.
Andrea Krout updated Members with regard to recommendation GY 1909 - Contaminated Land. Work on all medium and high-risk sites had now been completed and the priority list is now up to date. Low priority sites would be assessed as part of the BAU workload. This recommendation can now be marked as closed.
Andrea then updated members on outstanding audit recommendation GY2016 - Corporate Enforcement. She advised that this would be addressed as part of the new IT implementation which is on track for a March 2026 go live date.
The Executive Director- Resources, Karen Sly provided Members with an update for outstanding audit recommendation GY2207 – Counter Fraud and Corruption Framework. Karen advised that these recommendations were made as part of a wider piece of work on fraud across the consortium. Priorities for counter fraud work are focused on preventative, for example ensuring compliance with benefit, discount entitlement and tenancies. The council is also part of the National Fraud Initiative work that is completed nationwide to identify fraud across a number of areas, ie payment, benefit, right to buy, licencing etc comparing data sets to identify any matches that are then investigated. There is no central fraud team as this is devolved across services. There were no questions from Members
The Monitoring Officer, Caroline Whatling also updated Members regarding two recommendations in GY2207 relating to (i) a Counter Fraud and Corruption Strategy being devised which would apply to all aspects of the Council’s business and be communicated throughout the Council and acknowledged by those charged with governance and (ii) the Audit and Risk Committee being updated on an annual basis on the Council's counter fraud activity and its progress against the Fighting Fraud and Corruption Locally Strategy 2020.
She advised that the Council does not currently have a Corporate Risk Officer in post. A postholder has been appointed to start in January 2026 and they will facilitate a preparation of a document which will pull together an approach which involves work across several service areas.
Councillor Carpenter asked who was managing this at the moment and was advised that she, together with James Wedon, were monitoring it.
Karen Sly then reported on recommendation GY2208 – Accountancy Services. This recommendation relates to updating records on the Concerto system and sharing them with the Finance team. An annual reconciliation of the asset register to Concerto should ne undertaken. Karen advised that this recommendation is currently still outstanding and will be followed up in the next Key Financial Controls audit for the 25/26 financial year. The Senior Accountant (HC) has checked with Property and the data cleanse exercise for Concerto continues and work is still ongoing to resolve issues. Accountancy remain confident that despite the lack of this reconciliation with property records, the risk of accounting for assets incorrectly is mitigated by the processes & procedures in place elsewhere i.e. the capital expenditure monitoring for additions, monitoring of capital receipts for disposals and the annual valuation/impairment exercise. Until the issues/gaps in the property data are resolved, we can neither complete the reconciliation or be confident in the validity of any resulting differences.
Andrea updated Members regarding GY2215 relating to anti-social behaviour activity, including the number of cases and action taken, to be effectively and accurately recorded with supporting evidence retained. This will be completed as part of new IT system delivery which is on track for a March 2026 go live date.
The Executive Director – People, Paula Boyce updated Members on recommendation GY2316 Tenancy Services which related to understanding the vulnerabilities of tenants residing in council housing stock in order to ensure services are aware and support mechanisms are in place to help tenants maintain their tenancy. Paula apologised for this this recommendation being carried forward and advised that a new “Additional Support Policy” was agreed and published in July 2025. This is a sub-policy of the Tenancy policy. Evidence of this was sent to the auditor on 23rd September 2025 and can now be closed.
The Head of Legal and Governance, Caroline Whatling, updated Members with regard to outstanding recommendation GY2302 – Procurement and Contract Management to complete the contract register review. Caroline advised that this had now been completed, and evidence has been provided to auditors. Public Procurement Notices are now published on the Council’s website.
The Head of Legal and Governance also updated Members regarding recommendation GY2402 Key Controls and Assurance regarding hyperlinks in the Annual Governance Statement. She queried whether this should actually refer to the Code of Corporate Governance. Hyperlinks are impractical in a document as once they are refreshed they are out of date and she would speak to the Head of Internal Audit, Teresa Sharman regarding removal of this recommendation.
Members received an update from Sam Hubbard, Head of Planning about recommendation GY2408 Planning Enforcement. Work is underway on the Planning Enforcement policy and the first draft is almost ready with an expected completion date of mid November.
Sam also advised Members that the recommendation regarding the logging of complaints had not been progressed at the current time. This was because the new IT system would be implemented by the end of March 2026 and it would not be appropriate to set up new logging processes until the new system is implemented to avoid abortive work.
Members also received an update from the Head of Planning regarding the introduction of reporting on enforcement activity and potentially performance, to allow for better management oversight. Sam advised that there was limited ability to carry this out on the current system but the this would be possible on the new system due to be implemented in March 2026. In response to Councillor Lawn’s question, Sam advised that that the current system does not allow managers access to the dashboard to see, for example, how many live enforcement complaints there are and there is no reporting ability. The new system will have this ability, thereby allowing managers to see if there are any performance issues. Sam stated that this was a long time frame but there are over 100 different elements for the planning system alone and the existing systems will need to be migrated across to the new one. Councillor Lawn asked whether the department had capacity for this and was advised that the enforcement system was working very well and there were no concerns from the public. This was evidenced by the complaint about a fence being erected at a local hotel which was dealt with within two weeks.
Sam also updated Members about the recommendation to create written procedures or similar guidance for key enforcement tasks, to ensure continuity and consistency of action between different officers and to provide adequate service resilience. This recommendation was currently in progress but has not yet been completed due to lack of capacity. This will be updated in November 2025.
With regard to the recommendation for appropriate performance measures and indicators to be decided on to enable the Development Management Committee to monitor the department’s performance, Sam advised that the current system is very basic and not very effective. However, this would be resolved with the new system, which is due to be implemented in March 2026.
The Property Systems and Performance Manager, Andrew Wadsorth, gave an update on recommendation GY2411 - Non housing Property and Asset Management inc Commercial Property. This recommendation relates to the implementation of a rolling programme for completing all Stock Condition surveys to inform the formulation of a planned maintenance programme and the corresponding budgetary requirements. Andrew advised Members that a condition survey list has now been created, sorted by priority. This piece of work will need to be delivered externally due to the lack of internal resources so a request for funding has been submitted for 2026/27 with a view to procure 2026/27 quarter 1 for delivery within that financial year.
Councillor Wainwright asked how many assets were classed as a high priority and was advised that about one third of them were, although this included assets ranging from the Town Hall down to bus shelters.
Following on from the above recommendation, Andrew updated Members about the establishment of a facilities management strategy, including the implementation of a full planned maintenance programme for all types of maintenance, to be informed following completed stock condition surveys.
Councillor Wainwright sought assurance that condition surveys were being carried out as none were ever carried out on The Ocean Rooms. Andrew agreed that this was good example and that there had been failings in the team. A priority list is being drawn up for the surveys. With some assets, maintenance is the responsibility of the tenant, but the Property and Assets department is responsible for ensuring that the terms of the lease are adhered to and the department is currently working on that.
Andrew also updated Members on the recommendation regarding the cleansing of data within the Concerto system and advised that further work has been undertaken on data accuracy and completion within Concerto. Due to the volume of information held, this is an ongoing process, but progress is being made and all high level data has now been cleansed. A new member of staff has been in post for the past ten months and has made good inroads with this.
The Property Systems and Performance Manager also advised members on the recommendation to to implement a rent proving report procedure for Property Services to reconcile all agreements which should be invoiced against transactions requested prior to the required issue date, with confirmation obtained from Sundry Debts once invoices have been raised and the transaction spreadsheet updated. There is currently further work to be completed on this but the department is working with colleagues in Sundry Debt and focusing on the top 90% of income.
Andrew updated Members regarding the recommendation to conduct a review of resilience to address any future skills gaps, with a succession plan to be implemented. Andrew advised that the current team had lots of experience but this would be lost as team members retire. Work has therefore begun to create a catalogue of written procedures to increase resilience.
Councillor Capwell asked whether there was a target date for this and was advised that it was an ongoing recommendation but it would be mapped out by the next financial year with the main elements completed by the start of the next financial year. Councillor Capell commented that it was good to have targets in place. Andrew advised that the process was 50% completed with the first focus being on compliance for Legionella. Fire safety and heating systems. These would then be taken back.
The Executive Director – People, Paula Boyce updated Members about recommendation GY2516 which was to carry out a formal review of the Compliance Team resources (staffing, system and guidance) develop a formal project plan should including:- Documentation of local policies and procedures- Overarching policies- System implementation and data migration- Short-term plans to address a potential period of vacancy within the team leadership- Longer term plans, such as succession planning and training, to ensure the ongoing stability of the Team. Paula advised that a Compliance team was now in place within Housing Assets with a Compliance Manager in post as from September 2025. A review of compliance evidence has been completed and. The Fire Safety Policy has been reviewed and sub-policies are being developed. A new version of this Policy is therefore currently in draft and will be finalised by 31 December 2025.
The Head of Organisational Development, Sarah Tate reported on recommendation GY2512 which related to sickness absence review meetings taking place promptly, within 14 days of the employee’s return to work. She advised that this recommendation can be closed off. Performance continues to be monitored by the HR team in this area and absence review meetings are held in a timely manner by the line manager. The new sickness management policy has moved to a staged process with the Bradford factor being introduced with trigger points for action resulting in action being taken. This continues to be monitored and reported on by the HR team. Positive results have already been seen.
The Head of Legal and Governance, Caroline Whatling updated Members with regard to the outstanding recommendations under reference GY2505.
The first recommendation related to a contract risk assessment, using the risk assessment template, being carried out for each contract in accordance with Contract Standing Orders. Caroline advised that the risk assessment process is outlined in the guidance notes on The Loop and the requirement is referred to in the preparatory “Procurement Plan” document. It is also covered in the constitution, and it is up to the officers leading on contracts to follow the constitution. The risk assessment questions are built into the plan. East Suffolk has a dedicated officer who goes through our plans and processes. For a long time, Great Yarmouth Borough Council has not had a dedicated contract management officer bit interviews are being held next week for a support officer. This recommendation can now be closed.
Caroline updated Members regarding the recommendation concerning Contract management arrangements to be explicitly set out in all contracts by completing Schedule 4, the Contract Management Arrangements section on the Council’s standard terms and conditions template if this remains in place. She advised that this was already a legal requirement under the Procurement Act but it will be monitored more closely when the Procurement & Contract Support Officer comes into post.
The next recommendation related to Contract performance review meetings being undertaken in accordance with Contract Standing Orders and records of these meetings being maintained. The Monitoring Officer advised that this would also be addressed when the Procurement & Contract Support Officer comes into post.
The fourth recommendation under GY2505 related to developing a Contracts Management Policy and supporting procedure that sets out clear objectives, responsibilities, and governance arrangements to support the operational management of contract management. This too, would be addressed when the Procurement & Contract Support Officer comes into post.
This recommendation, also under GY2505 relates to providing a central support for contract owners including undertaking a training needs analysis of contract managers and providing contract management training as required, with agreed timescales for refresher training. Again, this will be addressed by the new Procurement and Contract Support Officer.
The last recommendation under GY2505 relates to all contract extensions being agreed in writing and the Contracts Register updated accordingly. NPLaw have been asked to produce a guidance document on contract extensions, and a guidance note is provided in the Contract Management section on The loop. A minor amendment to the constitution needs to be made to account or this which will be taken to full Council. This recommendation can now be closed.
There were no questions from Members.
The Executive Director, People, Paula Boyce updated Members regarding the recommendations under reference GY2517. The first recommendation related to management implementing a recharge policy and process to collect charges for rechargeable repairs identified and recorded on the NAFTED Property Survey Form. This process is to include clear guidelines for assessing which works are rechargeable, ensuring tenants are informed of these charges, and establishing a systematic method for collecting payments. By doing so, the Council can recover costs effectively and maintain accountability for damage or repairs attributable to tenants. The Recharge Policy has been agreed and was published in January 2025. Meetings have taken place to process map procedures in line with policy and the procedure is due to be implemented by 31 Dec ’25.
The second recommendation relates to establishing a framework for monitoring the time for attendance / works and regular tracking of the actual time taken, and quality of work completed as well as ensuring a systematic process for understanding and documenting any deviations from the estimated timelines and/or justifications for the hours worked. A real-time system is in place in R&M called Total Mobile Connect (TMC). Handheld tablets supported by a vehicle tracking system enables supervisors to match the most appropriate skilled operative to a job nearest to their geographic location, enabling the Council to be as efficient as possible. TMC captures photographic evidence of before and after each job. TMC then sends to the tenant a survey via text/email in order to collect real time customer satisfaction data.
The next recommendations relate to GY2518 the Repairs and Voids Maintenance Stores Contract with Jewson. The first recommendation concerns accurate KPI data being provided monthly by Jewsons in accordance with the requirements of Schedule 2 of the PfH Call-Off Contract. The Council is to perform regular, evidenced, reviews over the accuracy of KPI data received. Paula advised that a KPI dashboard has been agreed with Jewsons and is in place. Evidence has been sent to the auditors regarding this recommendation.
The next recommendation under this reference number relates to ensuring that evidenced, sample checking of the accuracy of advice note entries that support the invoice is performed including evidence of operatives’ ID, van registration and proof of receipt and that the stock items requisitioned from Jewsons were necessary for the job. Manual records are being completed and spot checks are being carried out.
Councillor Lawn asked whether this was due to a lack of qualified staff. The Monitoring Officer advised that all budget holders have training to understand contract management.
The next recommendation was similar but related to accurate records of all van stocks being maintained. A programme of regular, documented, spot checks is to be performed on van stocks, and reconciled to van stock records with any discrepancies promptly investigated. Evidence of all van spot stock checks are to be retained. Stock level recording is being carried out with manual records kept and cross-checked with TMC jobs, and spot checks are being undertaken.
The last recommendation relates to ensuring that all significant risks for the Jewsons Contract are identified, recorded and reviewed regularly. Paula advised that monthly contract management meetings are in place and quarterly contract meetings have been introduced for further assurance involving the Executive Director.
The Monitoring Officer commented that there was a gap between officers closing recommendations and auditors closing recommendations. The evidence requested is not always in an easily sendable format and asked whether it would be possible for auditors to come to the Council and talk to officers in person.
Teresa Sharman, Head of Internal Audit stated that she would need to look at the process and that two of the audits, Contract Management and the Jewson contract, needed proper follow-up. She advised that if the evidence is seen, the recommendation can be signed off. She would make auditors aware of the request and that this could be discussed further.
The Monitoring Officer asked Members whether they were happy to revert to the old format of discussing outstanding audit recommendations and this was agreed.