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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED- That the minutes of the Governance and Audit Committee held on 13 February 2023 be approved and signed as a correct record.
RESOLVED:- That the Governance and Audit Committee Forward Work Programme be approved.
RESOLVED: That the Corporate Risk and Issues Registers be noted.
RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That subject to confirmation from the Benefits Manager that recommendations regarding the take up of financial entitlements for older people had been addressed, the removal of recommendations from future compliance reports be approved.
RESOLVED: a) That the Chair of the Governance and Audit Committee, the Corporate Modernisation Manger and the Corporate Performance and Improvement Manager meet to discuss a further, detailed update on project management processes. b) That the external regulatory reports and accompanying action plans be noted.
RESOLVED: That the Internal Audit Annual Report 2022/2023 be noted.
RESOLVED: That the Internal Audit Charter and Annual Plan 2022/2023 be approved.
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Decision as recorded
RESOLVED- That the minutes of the Governance and Audit Committee held on 13 February 2023 be approved and signed as a correct record.
The minutes of the meeting of the Governance and Audit Committee held on 13 February 2023 were submitted for approval. RESOLVED- That the minutes of the Governance and Audit Committee held on 13 February 2023 be approved and signed as a correct record.
Decision as recorded
RESOLVED:- That the Governance and Audit Committee Forward Work Programme be approved.
The Governance and Audit Committee Forward Work Programme (FWP) was presented. The addition of the Financial Oversight Report to the FWP was welcomed. RESOLVED:- That the Governance and Audit Committee Forward Work Programme be approved.
Decision as recorded
RESOLVED: That the Corporate Risk and Issues Registers be noted.
The Corporate Performance and Improvement Manager presented the Corporate Risk and Issues Registers. The following was discussed: • Concern that demographic changes were not being adequately addressed and that school closures and amalgamations were not being progressed. In response, the Corporate Improvement and Development manager advised that such matters would be discussed with the relevant service. • Reassurance was provided that a strategic dashboard of risks and issues, which would provide an overarching summary, would be presented to the next meeting of the Governance and Audit Committee. • In respect of NR1 ‘the risk of increased violence and aggression’, Members were reassured that any incidents of verbal or physical abuse would be recorded and support mechanisms were in place for staff. In addition, the Corporate Performance and Improvement Manager advised that further discussion would take place with the Corporate Occupational Health and Safety Manager concerning the recording and monitoring of social media abuse. • The Head of Service - Integrated Adult and Community Services confirmed that training was provided to staff employed through service providers and that joint policies were in place. • Additional pressures were being felt due to the Health Board being placed in special measures. Conwy County Borough Council (CCBC) were ensuring that correct procedures and assessments were being carried out. • Further discussion would take place with the Corporate Performance and Improvement Manager and the Strategic Director – Finance and Resources in respect of the impact of democratic decisions on the Corporate Risk and Issues Registers and how implications could be more explicitly referenced within committee reports. RESOLVED: That the Corporate Risk and Issues Registers be noted.
Decision as recorded
RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That subject to confirmation from the Benefits Manager that recommendations regarding the take up of financial entitlements for older people had been addressed, the removal of recommendations from future compliance reports be approved.
In presenting the above report, the Corporate Performance and Improvement Manager was able to provide assurance that progress on recommendations made by external auditors were being monitored, progressed and reported adequately. The following was discussed: • Some due dates had elapsed due to capacity issues but these had since been revised and mitigations put in place. • The Strategic Director – Finance and Resources advised that the Medium Term Financial Strategy was being updated and would be presented to democracy in the summer, 2023. • Budget Working Groups had been established, and it was intended that the business planning framework would be presented earlier than usual. An oversight of the Council’s finances would be presented to the Governance and Audit Committee later in the year. • The revenue consequences of the capital budget would be reviewed with an intention to rebuild balances. Further updates on reserves and balances would be provided to Members as part of the 2022/2023 closure of accounts. • It was suggested that a clear indication of the impact the increased costs of borrowing would have on the revenue budget would be beneficial. • In respect of the ‘Leave no one behind’ report recommendation, it was advised that issues surrounding pension credit take up had been addressed and was now considered as part of everyday processes. • Confirmation would be sought from the Benefits Manager that the take up of all financial entitlements for older people had been addressed, prior to removal of the recommendation. RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That subject to confirmation from the Benefits Manager that recommendations regarding the take up of financial entitlements for older people had been addressed, the removal of recommendations from future compliance reports be approved.
Decision as recorded
RESOLVED: a) That the Chair of the Governance and Audit Committee, the Corporate Modernisation Manger and the Corporate Performance and Improvement Manager meet to discuss a further, detailed update on project management processes. b) That the external regulatory reports and accompanying action plans be noted.
Note: Gwilym Bury and Gareth Lucey (Audit Wales) were in attendance for this item. The Corporate Performance and Improvement Manager presented an overview of regulatory reports recently issued by external regulators. The regulatory reports presented were: · Equality Impact Assessments – more than a tick box exercise (national report) · Care Inspectorate Wales – Llys Gogarth inspection (local report) · Follow up review of project management arrangements (local report) · Homelessness reviewed: An open door to positive change – Public Sector Ombudsman · Annual audit summary – Audit Wales · Outline audit plan – Audit Wales Gwilym Bury and Gareth Lucey, Audit Wales provided a summary of the reports and drew Members’ attention to a recommendation in respect of issuing project closure reports in a timely manner. The following was discussed: • With regard to ‘Homelessness Reviewed’ Members were advised that the Homelessness Team would make representations to the Welsh Government (WG), who set the price mechanisms. The WG were considering a person centred approach, whereby individuals would be placed in more suitable accommodation, in an area they were familiar with. • The cost of borrowing and future implications to the Council’s finances. • Gwilym Bury (Audit Wales) advised that he would circulate information to Members on WG’s proposed Procurement Centre of Excellence following the meeting. • The positive feedback in respect of the Care Inspectorate Wales – Llys Gogarth inspection was welcomed. • It was confirmed that recommendations in respect of project management reporting had been addressed. Deadlines in respect of end of project reporting had been included within the framework and training had been provided. • End of project reports were presented to the Conwy Opportunities Board and to democracy. • Reporting for smaller schemes was being reviewed, as they may not always be classed as a project. It was proposed that a further, detailed report was required in respect of project management processes and that, in the first instance, a meeting should take place with the Chair of the Governance and Audit Committee, Corporate Modernisation Manager and the Corporate Performance and Improvement Manager in order to ascertain the best way of sharing this information. RESOLVED: a) That the Chair of the Governance and Audit Committee, the Corporate Modernisation Manger and the Corporate Performance and Improvement Manager meet to discuss a further, detailed update on project management processes. b) That the external regulatory reports and accompanying action plans be noted.
Decision as recorded
RESOLVED: That the Internal Audit Annual Report 2022/2023 be noted.
The Audit Manager (Systems and Compliance) presented the Internal Audit Annual Report, which analysed the work and overall performance of the Internal Audit Service for 2022/2023. Members were advised that 7 audit recommendations had been agreed by management in respect of Ysgol Ffordd Dyffryn and not 8 as stated within appendix B of the report. The following was discussed: • In respect of primary school meal arrears, it was confirmed that arrears had decreased and that from September, 2023 all primary school pupils would receive free school meals. Members were further informed that school meal arrears, were not an issue within secondary schools as they operated a ‘pay as you go’ system. • It was confirmed that an equal pay/job evaluation follow up audit would be undertaken within the next few months and that consideration would be given to pay and conditions for non-teaching school staff. • Further information would be circulated to Members in relation to the Eryl Wen Project overspend. • Concerns were raised regarding the postponement of an employment tribunal from September 2022 to October 2023. In response, the Head of Audit and Procurement advised that there had been complications, which were out of Conwy County Borough Council’s control. • The number of Governance and Audit staff (6.3 full time equivalent) was in line with the all Wales average and assurance was provided that this was sufficient to deliver planned audits for the year. RESOLVED: That the Internal Audit Annual Report 2022/2023 be noted.
Decision as recorded
RESOLVED: That the Internal Audit Charter and Annual Plan 2022/2023 be approved.
The Audit Manager (Systems and Compliance) presented the Internal Audit Charter and Annual Plan 2023/2024, which defined the Service’s purpose, authority and responsibility and detailed the work the Service planned to undertake. The following was discussed: • It was confirmed that the Fire Service had gone out to tender in respect of their audit service. Conwy County Borough Council (CCBC) had not submitted an application due to resource issues. • An audit had been carried out in respect of Childcare and Play even though it had a low risk rating, as an audit certificate was required. • In relation to chargeable audit costs, the Audit Manager (Systems and Compliance) confirmed that this had reduced due to resources. The projected cost had been calculated at £250 per day. • It was clarified that audit days included within the Audit Charter and Annual Plan included work on Welsh Government Grants, counter fraud investigation and consultancy. • The Head of Audit and Procurement confirmed that the Charter and annual plan was reviewed in line with the Public Sector Internal Audit Standards (PSIAS). It was noted that Gwilym Bury, Audit Wales was soon to retire and Members expressed their appreciation for his contributions to the Governance and Audit Committee over the years and wished him a long and happy retirement. RESOLVED: That the Internal Audit Charter and Annual Plan 2022/2023 be approved.
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