Corporate report

Audit of sampling controls and relevant open audit actions - Caerphilly

Published 1 September 2026

Applies to Wales

Audit of sampling controls and relevant open audit actions, Caerphilly County Borough Council, 12 to 13 May 2026

Foreword

The Food Standards Agency (FSA) is the Competent Authority (CA) responsible for feed and food safety and standards legislation and for ensuring risk-based official controls are carried out at feed and food business establishments in Wales, England, and Northern Ireland.

Feed and food official controls aimed at verifying food business compliance are fundamental to safeguarding public health and contribute to the FSA’s strategic outcome that “food is safe and what it says it is”.

Day-to-day monitoring and enforcement of feed and food business compliance is the responsibility of local authorities (LAs).

In Wales, the power to set standards and monitor LA feed and food law enforcement services was conferred on the FSA under Section 12 of the Food Standards Act 1999 and Regulation 7 of the Official Feed and Food Controls (Wales) Regulations 2009. The FSA is required to monitor and audit local authority feed and food law enforcement services under this legislation and the assimilated Official Controls Regulation (EU) 2017/625. In developing its audit arrangements, the FSA has taken account of the European Commission guidance on how such audits should be conducted.

In addition to assessing the delivery of official controls against legal requirements and statutory guidance, the audit process also provides the opportunity to identify and disseminate good practice and to provide information to inform FSA policy on the execution and enforcement of feed and food law.

FSA audit programmes assess local authorities’ conformance against the requirements of the assimilated Official Controls Regulation (EU) 2017/625 and the Feed and Food Law Enforcement Standard within the Framework Agreement on Official Feed and Food Controls by Local Authorities (Framework Agreement). Assessments were also made against the Code of Practice and Practice Guidance.

This report is available in hard copy from the FSA’s Regulatory Audit and Assurance Team, Asiantaeth Safonau Bwyd yng Nghymru / Food Standards Agency in Wales, Llawr 4 / 4th Floor, Adeilad Llywodraeth Cymru / Welsh Government Building, Parc Cathays Park, Caerdydd / Cardiff, CF10 3NQ, and electronically on the FSA’s website.

Contents

1.0 Introduction Background Scope of Audit Programme

2.0 Executive Summary

3.0 Audit Methodology

4.0 Audit Findings * Organisation and Management * Authorised officers * Enforcement framework * Food sampling facilities and equipment * Food inspection and sampling * Internal monitoring * Relevant open audit actions

Annex A – Audit plan

Annex B – Sampling controls action plan

1.0 Introduction

Background

1.1 Audits of LA feed and food law enforcement services are part of the FSA arrangements to improve consumer protection and confidence in relation to feed and food. Implementing official controls in food businesses at appropriate frequencies based on risk is essential to protect public health and ensure the safety of food for consumers.

1.2 Following the Covid pandemic, from 1 April 2023, LAs should be planning to:

• Carry out due interventions for establishments that are back in the routine programme of interventions in accordance with the frequencies set out in the Food Law Code of Practice (FLCoP).
• Work towards realigning with the provisions set out in the FLCoP from 1 April 2023, using the full range of flexibilities already offered by the FLCoP. These flexibilities including exemptions can be found in Chapter 4 of the FLCoP and Chapter 4 of the FLPG.
• Continue to exercise a risk-based approach to the requirements set out in the FLCoP based on available resource.

1.3 A key part of the FSA’s remit in its role as a CA is to provide assurance for stakeholders and the public that food authorities, such as LAs, are correctly delivering and implementing any legislation, advice and guidance issued in relation to the services they provide. This audit programme, in tandem with the bi-annual performance surveys, provides a key element of the FSA’s overall assurance framework.

1.4 In Wales, the power to set standards and monitor LA feed and food law enforcement services was conferred on the FSA under section 12 of the Food Standards Act 1999 and regulation 7 of the Official Feed and Food Controls (Wales) Regulations 2009.

1.5 The Framework Agreement on Local Authority Food Law Enforcement sets out the arrangements through which the FSA monitors and audits LA enforcement activities to help ensure that LAs are providing an effective service to protect public health.

Scope of Audit Programme

1.6 This programme consists of a series of audits across Wales to assess whether the implementation of official food controls relating to food hygiene and food standards sampling in Wales has been effective, as well as reviewing any relevant open audit actions following previous audits. The audits assess whether LAs are undertaking sampling interventions based on a programme that is in accordance with the FLCoP.

1.7 The audit assessment considered:

• Food hygiene and food standards service planning, delivery and review of sampling activities,
• Resources available to the service and the risk-based prioritisation of sampling activities.
• Authorisation and competence of officers to undertake sampling.
• Sampling Policy, procedures and programme.
• Sampling interventions (inspection-based, programmed and reactive) and Enforcement.
• Internal monitoring of sampling activity.
• Any other matters relating to sampling controls.
• Open audit actions – review of any relevant open actions from previous audits and associated update of the LA audit action plan.

1.8 As part of the development of the audit programme the FSA engaged with relevant stakeholders and produced an audit plan. This is attached in Annex A.

2.0 Executive Summary

2.1 The audit examined Caerphilly County Borough Council’s arrangements for the delivery of official food sampling controls, a major part of the authority’s food hygiene and standards function. The scope of the audit included an assessment of the authority’s overall organisation and management, and the internal monitoring of food hygiene and food standards sampling activities.

2.2 The Director of Environment and Regulatory Services had overall responsibility for the delivery of food hygiene and food standards services within the Public Protection Department. Day to day management was the responsibility of the Environmental Health, Community Safety and Emergency Planning and Resilience Manager and Trading Standards, Licensing & Registrars Manager; respectively.

2.3 The authority had service planning arrangements in place together with systems for reviewing performance. Service planning documents contained the required information on sampling that is set out in the Service Planning Guidance, including the commitment to deliver the sampling programmes and an analysis of resources required against those available. The requirement to review the delivery of the previous year’s sampling programmes and to identify and explain any variances had not been fully completed.

2.4 Arrangements were in place to ensure effective service delivery by a sufficient number of competent officers who had been authorised in accordance with their qualifications, training and experience. This was identified as an area of good practice. The authority should ensure that officer authorisations for food standards include all relevant legislation.

2.5 A suitable enforcement policy and a range of enforcement procedures covering all available enforcement options were in place to provide the tools for officers to address any sampling results that were not satisfactory.

2.6 The authority had the necessary facilities and equipment required for the effective delivery of food hygiene and food standards sampling controls. This was identified as an area of good practice.

2.7 Food standards sampling had been undertaken as required and food hygiene sampling had been undertaken mostly as required. The notification of food hygiene sample results to businesses and liaison with other local authorities would benefit from improvement.

2.8 There was evidence of internal monitoring taking place as required for food hygiene sampling activities, whilst the internal monitoring of food standards sampling activities would benefit from improvement to ensure that systematic recorded quality checks are put in place.

3.0 Audit Methodology

3.1 The LA received a pre-audit letter including a pre-visit questionnaire along with details of documents required to assess completion of previously outstanding recommendations.

3.2 The LA was also provided with a copy of any relevant audit reports/action plans and asked to provide evidence of their progress on outstanding actions.

3.3 This was followed by a structured on-site audit involving a reality visit to a local business and meetings with the Head of Service, LA lead officer and other relevant staff about current and future service delivery arrangements as well as an examination of a selection of food official controls records.

3.4 The audit took place from the 12th – 13th May 2026. The on-site element of the audit took 2 working days.

3.5 The LA received this written audit report and an updated audit action plan, which will be published on the FSA website.

4.0 Audit Findings

4.1 Organisation and Management

4.1.1 Food law enforcement was overseen by the Director of Environment and Regulatory Services. The authority’s Constitution set out its decision-making arrangements. Under the Constitution, decisions on food-related operational matters had been delegated to the Director.

4.1.2 A ‘Food and Feed Service Plan 2025-2026’ (‘the Service Plan’) had been developed by the authority. Evidence of the approval of the Service Plan by the Director and relevant cabinet member had been provided. The plan for the forthcoming year had yet to be developed.

4.1.3 Information was provided on the food hygiene and standards sampling programmes. These included delivery of both national and regional survey activity and local, risk-based, sampling interventions.

4.1.4 The overall resources available to deliver food law enforcement services stated in the Service Plan indicated that the available resources for food hygiene were sufficient whilst there had been a shortfall of 0.3 full time equivalent officers. Auditors were advised that this had likely been addressed and the forthcoming service plan for 2026/27 would provide an updated analysis. The plan would benefit from inclusion of a breakdown of the resources needed for each official control activity compared to those available in order to demonstrate the accuracy of any overall resource assessments.

4.1.5 The Service Plan contained information following a review of delivering food official controls against the previous year’s plan. However, it was noted that it did not clearly identify whether or not the sampling plans had been completed or whether there were any variances. The review should include the number of samples taken against the food sampling programmes and where there were any variances, the reasons for those variances.

Recommendations

4.1.6 The authority should:

(i) Ensure the annual performance review contains information on the previous year’s performance in delivering the sampling programmes; including explanations for any variances. [Articles 5(1)(a) & (e) of assimilated Regulation (EU) 2017/625; FLCoP 2.3.3, FLPG 2.3.18.2, 2.3.18.3 & Annex 1]

4.2 Authorised Officers

4.2.1 The authority’s Scheme of Delegation of Powers to Officers, contained within its written Constitution, provided the Director of Environment and Regulatory Services with delegated powers to execute all duties relating to food services. This includes the delegated authority to authorise other officers and the power to instigate prosecutions, in consultation with the Director of Legal & Democratic Services & Monitoring Officer or any Principal Solicitor.

4.2.2 A documented procedure had been developed for the authorisation of food hygiene and food standards officers based on their qualifications and experience and this was in accordance with relevant requirements.

4.2.3 The authority had appointed suitably qualified and competent lead officers for both food hygiene and food standards in accordance with the requirements of the FLCoP.

4.2.4 The authority had identified, within its Service Plan, that the available resources were sufficient to deliver the food hygiene function whilst, for food standards, auditors were advised resources were also likely to be sufficient following recent team staffing developments.

4.2.5 Provision of officer training was undertaken following discussions with officers and this system would benefit from being formalised into a fully documented training needs assessment. The authority was providing a combination of in-house and externally provided training. All officers were required to achieve 10 hours of continual professional development (CPD) on core food matters in accordance with the FLCoP.

4.2.6 An examination of the qualification and training records of three officers involved in the delivery of official food hygiene and two officers involved in the delivery of food standards sampling was undertaken. Records were being maintained by the authority for officers in the Council’s computer file & folder system.

4.2.7 All five officers had been authorised in accordance with evidence of their qualifications, training and experience. Authorisations had been signed by an officer with the delegated authority and included all the key legislation required for the delivery of the range of official controls required for food hygiene sampling and enforcement. In the case of the two food standards officers, specific authorisation under the Food Additives, Flavourings, Enzymes and Extraction Solvents (Wales) Regulations 2013 had been omitted.

4.2.8 Academic and other relevant qualifications were available for all officers, and all had received the minimum 10 hours of CPD on core food matters required by the FLCoP and the authority’s own policies, in keeping with their duties.

Good Practice

The authority had appointed a sufficient number of officers to undertake sampling controls and had ensured that training needs had been assessed and were being met.

Recommendations

4.2.9 The authority should:

(i) Amend its officer authorisations for food standards to include all relevant legislation. [Articles 5(1)(e) of assimilated Regulation (EU) 2017/625; FLCoP 3.2.2]

4.3 Enforcement Framework

4.3.1 The authority had developed a Public Protection Enforcement Policy which had been approved by the appropriate Cabinet member. The Policy advocated a graduated approach to enforcement and was in accordance with Food Law Code of Practice and other official guidance. The Policy provided criteria for the taking of all enforcement actions, referred to the Primary Authority scheme and included information to direct action in establishments where the Council itself has an interest, such as schools, care homes, and leisure centres.

4.3.2 A number of food procedures had also been developed that provided the toolkit for officers to undertake all of the available enforcement actions that may be required following sampling activity. These procedures were in accordance with requirements.

4.4 Food Sampling Facilities and Equipment

4.4.1 The LA had a documented procedure which assessed, identified and documented the equipment and facilities it required for sampling.

4.4.2 The procedure covered the frequency of checks, recording of results and isolation of defective equipment. The auditor observed the documented records for these checks including external calibration records where appropriate.

Good Practice

The authority has the necessary facilities and equipment required for the effective delivery of food hygiene and food standards sampling controls in accordance with the authority’s documented procedure.

4.5 Food Inspection and Sampling

4.5.1 The authority had developed an appropriate sampling policy and procedures for both food hygiene and food standards. These included the appointment of food examiners and analysts that satisfied all relevant legal requirements.

4.5.2 The food standards sampling procedure was contained in OP05 and covered many areas, such as equipment, sample size, out of hours sampling arrangements. However, it would benefit from the inclusion of a link to OP13 for the raising of incidents with the FSA when unsatisfactory results are found.

4.5.3 The standard letter/business advice form issued following a food standard intervention would benefit from a field to capture whether samples were taken or not.

Food Hygiene Sampling

4.5.4 During the audit, five sample cases were reviewed from the last 18 months for food safety. In all cases, samples were taken by a suitably authorised officer, assessed by an appropriate authorised laboratory and the results were available on the database.

4.5.5 In all cases, the sample was taken as part of sampling programme / in accordance with sampling policy and the seller was notified that the sample had been taken. In all cases, the samples were informal.

4.5.6 In one case, the manufacturer of the product being sampled was not identified. Official controls should ensure that all information relevant to the control is captured to allow appropriate follow up action to be taken and for traceability / identification purposes.

4.5.7 In all cases, continuity of evidence and traceability was maintained and recorded. Samples were transported to the approved laboratory in a timely manner, with records and proof retained. In all cases, the samples were protected against deterioration and contamination and the sample temperature monitored and recorded.

4.5.8 In all cases, the results were retained on the database. However, in four out of five cases, the auditor was unable to determine that the appropriate food business operator (FBO) had been notified of the results. In two cases, action diary notes on the database stated that the FBO had been verbally informed rather than formally notified in writing. In the remaining two cases, the information had been provided to the local premises rather than the business head office which was the registered FBO.

4.5.9 In two out of the five cases, the auditor was unable to determine that the correct primary authorities had been informed. In another two cases, the auditor was unable to evidence that the Home Authorities had been informed of the unsatisfactory results.

4.5.10 In all cases, thorough investigation of borderline or unsatisfactory samples to identify actual or potential breaches of law and corrective action, including revisits and resampling, had been undertaken.

Food Standards Sampling

4.5.11 During the audit, five sample cases were reviewed from the last 18 months. In all cases, samples were taken by a suitably authorised officer, assessed by an appropriate authorised laboratory and the results were available on the database.

4.5.12 In all cases, the sample was taken as part of sampling programme / in accordance with sampling policy and the seller was notified that the sample had been taken. In all cases, the samples were informal.

4.5.13 In all cases, continuity of evidence and traceability was maintained and recorded. Samples were transported to the approved laboratory in a timely manner, with records and proof retained.

4.5.14 In all cases, the results were retained on the database and the appropriate FBO informed in writing, with copies of the analysis certificate.

4.5.15 In all cases, where appropriate, the correct primary and home authorities had been informed.

4.5.16 In all cases, the auditor was able to determine that unsatisfactory samples had been consistently investigated and that appropriate enforcement action taken. The auditor did note that no formal enforcement action had been warranted on the cases selected, however, the authority would benefit from ensuring that due consideration is given in relation to the full range of available enforcement options where businesses are consistently non-compliant, in accordance with the documented policies and procedures.

Recommendations

4.5.17 The authority should:

(i) Ensure that all borderline or unsatisfactory results of food hygiene samples taken are notified to the correct business operator in writing and that a record is retained. Ensure that any other appropriate relevant bodies, such as Primary and Home Authorities, are notified of any unsatisfactory results. [Articles 5(1)(a), 13(1) & (2), of assimilated Regulation (EU) 2017/625; FLCoP 2.3.1, 2.6.3, 4.3.3.3, 4.4 & 4.6]

4.6 Internal Monitoring

4.6.1 Internal monitoring is important to ensure performance targets are met, services are being delivered in accordance with legislative requirements, centrally issued guidance and the authority’s procedures. It also ensures consistency in service delivery.

4.6.2 Documented internal monitoring procedures had been developed for the food hygiene service including officer responsibilities and a sample of file checks relating to interventions. The internal monitoring procedures for food standards services would benefit from improvement to fully formalise the monitoring activities taking place for food standards samples.

4.6.3 Line managers were responsible for internal monitoring of the food enforcement services at an operational level.

4.6.4 Auditors were able to verify that some qualitative internal monitoring had been undertaken across the service including record checks of interventions for food hygiene samples.

4.6.5 Where internal monitoring had taken place, evidence in the form of records, for the nature and extent of that monitoring, was available; including the matters that required feedback to officers. The system would benefit from ensuring records are fully maintained for food standards sampling activities.

4.6.6 The records relating to internal monitoring that were available, were being maintained by managers for at least two years.

Recommendations

4.6.7 The authority should:

(i) Revise its documented internal monitoring procedures to ensure food standards sampling cases are subject to qualitative monitoring.

(ii) The internal monitoring taking place in practice should include a review of the quality of food standards sampling activity, including follow up of unsatisfactory results and records for what was checked on each case file. [Articles 5(1)(a), 5(1)(b) & 12 of assimilated Regulation (EU) 2017/625, FLCoP 2.3.1 & FLPG 2.3.2]

4.7 Relevant Open Audit Actions

4.7.1 Relevant open audit actions from previous audit programmes were followed up. This includes those from the full audit programme of 2013 - 2017.

4.7.2 An updated action plan has been published on the FSA website.

Auditors: Craig Sewell Angela Phillips

Division: Regulatory Audit and Assurance Team, Asiantaeth Safonau Bwyd yng Nghymru / Food Standards Agency in Wales, Llawr 4 / 4th Floor, Adeilad Llywodraeth Cymru / Welsh Government Building, Parc Cathays Park, Caerdydd / Cardiff, CF10 3NQ

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Annex A: Audit Plan

Food Standards Agency in Wales, Local authority audit plan - Wales, April 2026 – March 2027

Programme Brief

Sarah Maddox Head of Regulatory Audit and Assurance, FSA in Wales Email: Sarah.Maddox@food.gov.uk

Craig Sewell Senior Audit Manager, FSA in Wales – Lead Auditor Email: wales.audit@food.gov.uk

Background

-1. In Wales, the power to set standards and monitor local authority (LA) feed and food law enforcement services was conferred on the Food Standards Agency (FSA) under section 12 of the Food Standards Act 1999 (the Act) and regulation 7 of the Official Feed and Food Controls (Wales) Regulations 2009 (OFFC).

-2. The Act provides the FSA with statutory powers to strengthen its influence over enforcement activity and to ensure national priorities and objectives will be delivered at a local level. It gives the FSA powers to carry out the following duties:

• set standards of performance in relation to enforcement of feed and food law
• monitor the performance of feed and food law enforcement authorities
• require information from LAs relating to food law enforcement and to inspect any records
• enter LA premises, to inspect records and take samples
• publish information on the performance of LAs
• make reports to individual LAs, including guidance on improving performance

-3. Assimilated Regulation (EU) 2017/625 on official controls and other official activities performed to ensure the verification of compliance with feed or food law includes a requirement, under Article 6, for competent authorities to carry out internal audits or to have external audits carried out.

-4. To fulfil this requirement the FSA provides assurance for stakeholders and the public that competent authorities (CAs) such as LAs, are correctly delivering and implementing any legislation, advice and guidance issued in relation to the services they provide. This audit programme, in tandem with the bi-annual performance surveys, provides a key element of the FSA’s overall assurance framework.

-5. The audits in this audit programme will be a systematic and independent examination of the delivery of official controls by LAs in relation to food law in Wales.

Programme Objectives

-6. The audit programme will look at official controls and official activities carried out from 01 April 2024. Management activities relating to the implementation of the legislation in the criteria before this date will also be included in the audit programme.

-7. The audits will demonstrate whether the implementation of official food controls relating to food hygiene and food standards sampling in Wales has been effective. Failure to secure compliance with food law which could detrimentally affect the health and welfare of people in Wales could result in reputational damage to LAs and the FSA, as well as loss of confidence in the food industry.

-8. The focused audit programme will include an examination of the official controls, official activities and related results that are used by LAs to achieve the objectives of the Legislation below:

• Assimilated Regulation (EU) 2017/625.
• The Food Safety Act 1990.
• The Food Hygiene (Wales) Regulations 2006
• The Food Safety (Sampling and Qualifications) (Wales) Regulations 2013
• Assimilated Regulation (EU) No 1169/2011 on the provision of Food Information to Consumers
• The Food Information (Wales) Regulations 2014
• Any other legislation relating to food sampling or its outcomes.

-9. The specific aims of this audit programme are to:

• provide assurance that the delivery of food hygiene and food standards sampling activity in Wales, has been effectively implemented by LAs; in that official controls are being delivered in accordance with the Food Law Code of Practice (Wales) (the Code), Food Law Practice Guidance (Wales), Framework Agreement and other centrally issued, official guidance and legislation.
• assess LA audit programmes, their resourcing and the basis of their development.
• review LA sampling policies and how sampling is being used as an official control.
• examine how LAs provide clear and comprehensive instructions for officers in relation to sampling, through documented procedures.
• assess whether appropriate follow-up investigatory and enforcement action is being undertaken in relation to sample results that indicate non-compliance or suspected non-compliance, either in the food itself or in food business practices.
• identify and disseminate any areas of good practice and innovation to other LAs to improve the effectiveness and efficiency of the sampling controls being delivered.
• provide information to aid the development of FSA policy on LA sampling activity.
• review LA progress in implementing any relevant outstanding recommendations from previous audits.

Scope of the Audit Programme

-10. This programme will consist of a series of audits across Wales to assess the compliance with legislation relating to food hygiene and food standards sampling, as well as reviewing any relevant open audit actions following previous audits. A total of six audits are planned but the number delivered in practice may vary due to unplanned circumstances arising. The audits will assess whether LAs are undertaking sampling activities that are in accordance with the Code.

-11. The audit programme will focus on the risks associated with the following areas of official control:

• Food hygiene and food standards service planning, delivery and review of sampling activities,
• Resources available to the service and the risk-based prioritisation of sampling activities.
• Authorisation and competence of officers to undertake sampling.
• Sampling Policy, procedures and programme.
• Sampling interventions (inspection-based, programmed and reactive) and Enforcement.
• Internal monitoring of sampling activity.
• Any other matters relating to sampling controls.

-12. Open audit actions – review of any relevant open actions from previous audits and associated update of the LA audit action plan.

Assessment Approach

-13. The audits will involve:

• a pre-audit questionnaire requesting copies of the LA service plans, programmes, policies and procedures that relate to sampling, completed interventions and associated documentation.
• the LA will also be provided with a copy of previous audit action plans and will be asked to provide evidence of their progress on any outstanding actions.
• this will be followed by a structured on-site audit involving meetings with the head of service, LA lead officers and other relevant staff about current and future sampling arrangements and case file reviews.

Notification

-14. Prior notification of 4 weeks for the submission of pre-audit material and at least 6 weeks of an audit visit, will be given for each audit carried out under this audit plan. This will aid transparency and facilitate the effectiveness of the audit process by allowing plenty of time for each LA to collate documents and ensure appropriate staff and facilities are available.

Timing

-15. The audits will take place between May 2026 and February 2027. The on-site element of the audit, for each LA, should take 2 working days.

Assessment Report and Follow Up

-16. All LAs in the programme will receive an individual report and an updated audit action plan, both of which will be published on the FSA website. An assessment of overall assurance for both food hygiene and food standards sampling will also be sent to each local authority but will not be published.

-17. At the end of the programme an anonymised summary report will be produced which will contain findings from the audit programme. The summary report will include recommendations for LAs and the FSA to improve the delivery of official controls. The summary report will also highlight any common themes and emerging issues as well as any areas of good practice identified during the programme.

Planned Outcomes

Immediate Outcomes

• Provide assurance regarding the arrangements in place for the delivery of LA official controls relating to sampling.
• Improvements and actions taken by LAs contribute to more effective local food law enforcement.
• Wider dissemination of identified good practice will contribute to improvements in quality and effectiveness of LA delivery of official food controls.
• Findings and recommendations will be fed back to relevant FSA teams to inform policy making.
• The audits will ensure that the FSA is fulfilling its statutory function.

Strategic Outcomes

• The audits will raise the profile of the food service within LAs and help them maintain/enhance their resource allocation.
• Robust assurance on the LA implementation of Official Feed and Food Control (OFFC) requirements.
• Improved business compliance with food hygiene and standards contributes to improved public health and reduces the likelihood of foodborne illness, food incidents and food fraud.
• Contribute towards FSA strategic risk management and compliance with UK obligations under OFFC requirements & the Food Standards Act 1999.

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Annex B: Sampling Controls Audit Action Plan

Action Plan for Caerphilly County Borough Council Audit Date: 12th – 13th May 2026

To Address (Recommendation Including Standard Paragraph)	By (Date)	Planned Improvements	Action Taken to Date
4.1.6 (i) Ensure the annual performance review contains information on the previous year’s performance in delivering the sampling programmes; including explanations for any variances.	End of July 2026	Officers will ensure that the Food Service performance review for 2025/26 includes more detailed information and will include any explanations for deviances from the planned action. Going forward, a more detailed sampling plan will be introduced, to include numbers of samples planned to be taken during the year, enabling a more detailed review to be undertaken in the next financial year.	Work has begun on setting the Food Service plan for the year 2026/27.
4.2.9 (i) Amend its officer authorisations for food standards to include all relevant legislation.	End of June 2026	Food Standards authorisations have been amended, to include all necessary Legislation. Authorisations will be reviewed regularly to ensure that any new Legislation is included.	Authorisations have been amended.
4.5.17 (i) Ensure that all borderline or unsatisfactory results of food hygiene samples taken are notified to the correct business operator in writing and that a record is retained. Ensure that any other appropriate relevant bodies, such as Primary and Home Authorities, are notified of any unsatisfactory results.	End of June 2026	The procedure for sampling will be updated, to include the actions taken to deal with borderline and unsatisfactory sample results. Officers have been re-trained to ensure that any borderline or unsatisfactory sample results are notified in writing to the correct FBO and that any actions that are taken are accurately recorded on the Management information system.	Officers have also been reminded to notify any relevant Primary and Home Authority’s of any borderline or unsatisfactory results.
4.6.7 (i) Revise its documented internal monitoring procedures to ensure food standards sampling cases are subject to qualitative monitoring.	Oct 2026	From the end of Quarter 1 25/26 food standards internal monitoring will include qualitative monitoring of samples in-line with the procedure used for internal monitoring of inspections and complaints/service requests. The procedure for Internal monitoring will be amended in October to include this, and any other changes necessary in line with the Food Law Code of Practice.	Officers have been reminded to ensure that accurate records are maintained when following up unsatisfactory samples and that internal monitoring will be undertaken. Feedback will be provided where necessary.
4.6.7 (ii) The internal monitoring taking place in practice should include a review of the quality of food standards sampling activity, including follow up of unsatisfactory results and records for what was checked on each case file.	June 2026	Internal monitoring will be undertaken to ensure that the correct actions have been taken to follow up unsatisfactory results. The management information system will be interrogated, to ensure that staff are keeping accurate records of all actions taken. Officers will be provided with feedback where discrepancies have been identified, and records will be maintained of any internal monitoring undertaken.	As above.