Agenda item

The Committee considered an update on the action plan summarising Leisure Services’ progress to date in improving its processes, following the Internal Audit Summary presented to the Committee at its meeting on the 22nd March 2016. The Committee was also informed of the latest developments in relation to the work on the Pembrey Country Park Masterplan and staffing matters.

The following issues were discussed during consideration of this report: 

Whilst progress was welcomed, it was suggested that the report could imply that assets and money might be missing and assurance was sought that this was not the case. It was also asked whether any large events held at Pembrey County Park in recent years had been susceptible to fraud or loss and whether there had been any evidence of the misappropriation of funds or stock from the ski shop. The Head of Leisure informed the Committee that whilst procedural issues had been identified, the investigation had not found any evidence of fraud or the loss of money or stock.

It was asked whether there were any issues relating to on-going investigations that members needed to be aware of and whether there were any court cases in light of the investigation. It was also asked whether a 151 Report was required to be presented to Council on the investigations. The Director of Corporate Services stated that there was no need for such a report to be prepared and that there were no criminal or civil cases either pending or currently in court. A separate Police investigation involving an individual once employed in this Service area had recently been to court. He added that an external investigator had found substantial failings within the service but the Authority had been advised by the Police that there was not sufficient evidence that deliberate criminal activity had actually taken place. 

The progress made by the Service was welcomed but it was stressed that the Authority needed to learn lessons moving forward and with new procedures in place, it was asked whether officers were confident that such problems would be prevented in future. The Head of Leisure stated that officers were confident that the new procedures and staffing structure now in place would ensure that similar problems would be prevented. The Acting Countryside & Coast Manager added that the staff clearly understood the corporate model and operating procedures which needed to be adhered to. The service was also looking at new methods of working in order to remove links in existing operating procedures which would be considered as ‘weak’ by auditors. One example of this would be the introduction of a pay and display parking system to replace payment at the park entrance, thus reducing the amount of money handled manually. 

In response to a further question as to the robustness of the new staffing structure to cope with issues such as long-term sickness, the Acting Countryside & Coast Manager stated that officers were confident that the departmental staffing resources were adequate to cover any sickness or seasonal requirements placed upon the Park’s staff. He added that the Communities Department was already providing administrative and business support for the Park’s activities as and when necessary.

It was also asked whether there were any issues that the Committee should be aware of in order to provide support for officers in overcoming difficulties and making further progress. The Acting Countryside & Coast Manager stated that there were a number of tasks outstanding which needed to be completed by the 1st March 2017, namely legal agreements and documentation relating to beach access arrangements (including for the installation of physical control mechanisms) and land use agreements with various organisations who leased land within the park (e.g. model railway club, sports clubs). However, the majority of this work needed to be completed by Legal Services, in conjunction with the Leisure Division. He also informed the Committee that the online caravan booking system had been redeveloped to reflect the new pitches which had been established within the Park.

It was asked how much use the Authority would make of the private sector in relation to Pembrey Country Park. The Head of Leisure stated that the level of private sector involvement within the Park would ultimately be a decision for elected members. Whilst he was of the opinion that the management of the Park should remain with the Local Authority, there was a case for a shared approach as the Authority was unable to provide every service possible. For instance, the seasonal nature of activities and unpredictability of the weather meant that the Authority was better placed in managing staff for certain services (e.g. catering). However, there were other services that might be better suited to a private sector operator.

In response to a question as to whether other departments had learnt from the Authority’s experience with Pembrey Country Park, the Director of Corporate Services stated that officers were confident that departments recognised the importance of contractual and financial procedures. The Head of Leisure stated that one of the most important lessons learnt was the importance of having the correct staffing structures in place to deliver a service efficiently and effectively. 

Reference was made to the ski shop and it was asked whether the stock should be written-off or disposed of en bloc. The Head of Leisure informed the Committee that there was a mixture of stock held by the shop although the purchase of new equipment had since stopped. Some stock was six to seven years old whilst other equipment was a year old. It was officers’ intention to dispose of the stock but unlike a private business where there would be opportunity to barter, the Authority would need to dispose of the stock in an open and transparent manner in order to ensure an audit trail for each item. 

The Chair proposed that members continued to receive quarterly updates on progress relating to the Coastal Facilities Action Plan. The Committee endorsed the proposal.

UNANIMOUSLY RESOLVED that:

5.1.      The report be received.

5.2       The Committee continue to receive the action plan updates on a quarterly basis.