ANNUAL REPORT: UPHONGOLO 2013/14 185
ANNUAL REPORT: UPHONGOLO 2013/14 186
13-Dec-13
Minutes of the 01st Audit Minutes of the 01st Audit
Committee Meeting which was held on the 21st August 2013, and a continuous meeting which was held on the 27th August 2013 were approved as correct.
Yes The municipal manager to give a report to the audit committee on a meeting held with Mr Govender
Yes Audit Committee to be informed of the status quo
Yes From now on all invoices paid will be stamped with “Paid” stamp
Yes The Internal Auditor to include this finding in the matrix and follow it up as to what has been done to
mitigate this situation
Yes Municipal manager to obtain a report from the Provincial Traffic department and compare it with the internal audit report
No, the Municipal Manager is still awaiting for an official
appointment of Community Service Director
The Internal Audit should include this finding in the matrix to see what has been done, when and by whom.
Yes The internal auditor to submit internal audit reports to the municipal manager for clarification before they
are brought to the audit committee meetings.
Yes The internal auditor to include an executive summary and risk ratings in the internal audit report
A loss control policy would be revised and forwarded to the Chief Financial officer for review and to Council for approval
Yes, Policy is available for inspection
An Acting Health and Safety Officer has been appointed and approval was obtained from Exco to fill this position
Yes
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Nomination of the Health and Safety representatives is still in process
Yes
We will develop the required evacuation plan. The analyses of status quo is currently undertaken Yes, advert is available for inspection
We will develop the register for injury on duty No, follow up was performed by
Internal Auditor- the register is not yet available
Agreed. The Assets clerk will ensure that investigations are conducted and the investigation report includes investigation date and the name of the investigator.
Yes The Internal Auditor to inspect financial disclosure forms and update the matrix
Yes The Internal Auditor to discuss medium and low risk findings with staff and management and clear such
findings.
Yes Internal Auditor to use professional judgement on correction of errors
Yes Housekeeping issues should not be brought to the attention of the audit committee
Yes The policy would be updated with assistance from COGTA
Yes All subsistence and travel claims to go via budget officer before approval by the relevant HOD’s and by the Municipal Manager.
Yes
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For all findings with low and medium risks which can be eliminated immediately, the internal auditor can go to the person and correct the situation. The Internal auditor can also bring it to the audit committee and show that it has been resolved.
Yes To rephrase the audit committee report on performance and the readiness of the AFS.
Yes
31-Jan-14
The Internal Auditor to give assurance on leave register that it will be validated and verified up to the end of June 2014.
Yes Tracking mechanism to be in place for Audit Committee to view what progressive spent has been made on infrastructure funds.
No, awaiting for Technical Director to give feedback
Internal Auditor to follow-up on matters raised to ensure that they are attended to by relevant HOD/Department.
Yes It was recommended that the volumetric assessment /work study be done whenever issues do not achieve the objective of
outcome and where staffing is indicated as a problem. No, The municipal manager has
developed an hourly assessment time sheet, the UNION are not happy with that method but the MM is still engaging the representative regarding this matter.
Internal Auditor to give Prof the contact number of MPAC Chairperson so that he communicates that they must ensure that they are part of Audit Committee Meetings.
Yes Internal Auditor to get the checklist from AG which they are focussing on and check to monitor if HOD’s are attending to issues to help with AG Clean Audit.
Yes Committee noted that the Municipal Manager was contacted by the Chairperson during the Meeting, and
he promised to finalise/rectify the matter in two weeks, as the Committee is seriously concerned about this and those monies to be recovered from the concerned Manager after investigation has been done.
No, matter was referred to EXCO
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Serious concerns to be put in writing to the Municipal Manager, failing that, the matter will be reported to MPAC, as these matters can lead to suspension by Council for not acting in accordance to the advert e.g.
salary package and Rental as it will affect the Audit Outcome. Yes
The Internal Auditor to submit an item to Council pertaining to “market related value” as the municipality’s norm was 6%.
Yes Municipal Manager must ensure that documents are available and should not be exposed to limitation of
scope due to lack of information.
Yes Adequate training of all Legislation, Acts and Policies should be conducted to employees from day of
resuming duties and Management should also consider refresher courses to staff.
Yes Consideration to be given to developing KPI for compliance with Legislation i.e. MFMA, Basic Conditions of Employment, Performance, Performance Management, etc.
Yes Lack of performance by staff should be taken into consideration by Municipal Manager.
Yes
Internal Auditor to give Performance Contracts of Section 56 and 57 employees to Mr Govender to review. No, the Contract of PWC Expired on the 31 December 2013 Training on fraud prevention to be conducted. Register of fraud and corruption to be in place No, Cogta has offered to render
the Anti fraud and corruption workshop. It is Scheduled for the 15th of September 2014
20-Jun-14
The Chairperson of the Committee recommended that the minutes should be added a section for a” Chairperson Signature” and the” date” on the last page.
Yes Follow up will be conducted to view the progress in the spending on the Municipal Infrastructure Grant.
Yes The Internal Audit Action Plan is developed and has been circulated to all relevant departments to monitor the progress of the
Internal Audit Findings.
Yes
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All the Internal Audit Findings will also be discussed in MANCO level.
No, Internal Audit has not yet received the feed back from all department except the department of the Municipal Manger.
The Internal Audit Action Plan is developed and it has been circulated to all relevant departments to monitor the progressive of the Internal Audit Findings.
Yes Salary on the appointment letter does not agree to the salary on the system: This matter will be discussed in the full council.
Yes The guidelines will be used to check whether the CFO is paying the correct rent amount.
Yes Policies will be reviewed in the Strategic Planning.
Yes The AFS will be submitted to Audit Committee on the 18th of August 2014 and to MPAC on the 21st of August 2014 and to Council on the 26th of August 2014, but it was agreed to be postponed to the 23rd of August 2014 for Audit committee and for MPAC it will submitted on the 25th of August 2014,
Yes Follow up will be done on the readiness of AFS and the assurance that AFS would be done on time.
Yes AFS will be done with the participation from COGTA.
Yes PMS will be included in the checklist.
Yes Dates were changed: year 2012 were changed to year 2013; 2013 to 2014.
Yes Checklist will be presented to every Audit Committee meetings.
No, applicable next financial year Annual Audit Plan approved subject to addition of three identified projects from Risk register, namely: Waste Management;
Building Control and Follow-up on Business Support Technology.
Yes The Internal Audit Annual Plan should be in the matrix form
Yes
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The changes will be highlighted in the next review of Audit Committee Charter.
Yes The Performance section for Charter will be forwarded to J. Soobramoney to be reviewed.
Yes Provincial COGTA and Provincial Treasury will be added in the attendance by officials and other parties section.
Yes Other municipality will be consulted as to how they remunerate Audit Committee members.
Yes Audit Committee Charter will be forwarded to COGTA.
Yes
“Board of Directors” will changed to “Councillors” No, it was it was stipulated so in
the MFMA (Section 165)
Sentence “also facilitate the preparation of Risk Management Strategy and Fraud Prevention Plan” should be added at the end of the paragraph.
Yes
Assessments will be performed in the Finance Department and that assistance will be requested from COGTA. No, currently the assistance is provided by the Provincial Treasury
COGTA will be invited to conduct training on performance.
Annual Internal Audit Plan status will be reported on the quarterly basis. No, applicable next financial year
The letter will written and submitted to the Municipal Manager requested the departments to submit performance information monthly.
Yes PMS & Risk Manager recommended that the contract for Mr LMV Cele and Mr MR Mthethwa should be amended to correct the
error that has been noted.
Yes
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Business Support: Information Technology will be added to Internal Audit Annual Plan for 2014/2015 as follow up.
Yes Building Control will be added as full scope review in the Internal Audit Annual Plan for 2014/2015 Financial year.
Yes Waste Management will be added in the Internal Audit Annual Plan 2014/2015.
Yes Clarity will be requested from Treasury.
Yes Draft report will be forwarded to Full Council
Yes This matter will not be removed from third quarter audit committee report.
Yes
The next meeting will be on the 22nd of August 2014. No, it was postponed to the 23rd of
August The report for Fuel Abuse will be submitted to MPAC for further investigation.
Yes
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