Wrthi'n llwytho
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RESOLVED: That the minutes of the Governance and Audit Committee held on 20 May 2024 be approved and signed as a correct record.
RESOLVED: That the Governance and Audit Committee Forward Work Programme be approved.
RESOLVED: That the Internal Audit Performance report for 1 April 2024 to 30 June 2024 be noted. Note: Ceri Williams (Deputy Monitoring Officer) declared an interest in the above item as her partner is employed by the Welsh Rugby Union. As the interest was considered prejudicial, Ms Williams left the meeting whilst the item was discussed and voted upon. Councillor Gareth Jones declared an interest in in the above item as he had previously been the Chair of Cartrefi Conwy. As the interest was not considered prejudicial. Councillor Jones was able to speak and vote on the matter.
RESOLVED: That the Internal Audit Charter and Annual Plan for 2024/25 be approved.
RESOLVED: That the annual reports for 2023/24: Corporate Compliments and Complaints, Social Services Representations, Complaints and Compliments and Information Governance be noted.
RESOLVED: That the draft Annual Governance Statement for 2023/2024 and accompanying Local Code and Governance Framework be approved.
RESOLVED: That the financial update be noted.
RESOLVED: That the Treasury Management Outturn and Actual Prudential Indicators for 2023-2024 be noted.
RESOLVED: That the external regulatory reports and accompanying action plans responding to recommendations and proposals for improvement be noted.
It was proposed and seconded that Ian Whyte be nominated as Chair of the Governance and Audit Committee. RESOLVED: That Ian Whyte be re-appointed as Chair of the Governance and Audit Committee for 2024/2025.
It was proposed and seconded that Councillor Stephen Price be nominated as Vice-Chair of the Governance and Audit Committee. RESOLVED: That Councillor Stephen Price be re-appointed as Vice-Chair of the Governance and Audit Committee for 2024/2025.
None.
Ceri Williams (Deputy Monitoring Officer) declared an interest in Agenda Item 8a (Internal Audit Performance 1 April 2024 to 30 June 2024) as her partner is employed by the Welsh Rugby Union. As the interest was considered prejudicial, Ms Williams left the meeting whilst the item was discussed and voted upon. Councillor Gareth Jones declared an interest in Agenda Item 8a (Internal Audit Performance 1 April 2024 to 30 June 2024) as he had previously been the Chair of Cartrefi Conwy. As the interest was not considered prejudicial, Councillor Jones was able to speak and vote on the matter. In the interest of transparency, Nigel Rudd (Lay Member) stated that he was a Member of Denbighshire County Council’s Governance and Audit Committee.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the Governance and Audit Committee held on 20 May 2024 be approved and signed as a correct record.
The minutes of the meeting of the Governance and Audit Committee held on 20 May 2024 were submitted for approval. RESOLVED: That the minutes of the Governance and Audit Committee held on 20 May 2024 be approved and signed as a correct record.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Governance and Audit Committee Forward Work Programme be approved.
The Governance and Audit Committee Forward Work Programme was presented. RESOLVED: That the Governance and Audit Committee Forward Work Programme be approved.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Internal Audit Performance report for 1 April 2024 to 30 June 2024 be noted. Note: Ceri Williams (Deputy Monitoring Officer) declared an interest in the above item as her partner is employed by the Welsh Rugby Union. As the interest was considered prejudicial, Ms Williams left the meeting whilst the item was discussed and voted upon. Councillor Gareth Jones declared an interest in in the above item as he had previously been the Chair of Cartrefi Conwy. As the interest was not considered prejudicial. Councillor Jones was able to speak and vote on the matter.
The Audit Manager presented a report on the Internal Audit Performance 1 April, 2024 to 30 June, 2024. The following was discussed: • There had been an increase in limited assurance reports as high-risk areas had been targeted as per the assurance map. • Conwy County Borough Council’s (CCBC) practices were in line with other Local Authorities and a self-assessment and external assessment had been carried out. Progress Report – WRU & RGC Rugby Matches • The Principal Leisure Manager confirmed that ticket income not being realised was negligible as the leisure service had made savings. However, profit and loss accounts for each event would be reviewed. • The Head of Economy and Culture advised that a box office system would be introduced at Eirias which would be more manageable and would provide data for economic impact analysis. • In respect of the loan associated with pitch refurbishments, income was being generated and CCBC had realised savings from contract renegotiations. • In respect of Orchard Events going into receivership, it was confirmed that due diligence had been carried out. • In respect of contract management, it was confirmed that additional officers had been appointed to the procurement team and that the procurement and contracts forum had been re-established. A training programme would also be introduced. Fleet Services – Stock Control and Fuel Management • The Head of Environment, Roads and Facilities advised that the T1 system had been piloted for stock control within central stores and would now be implemented for fleet stock. • Issues around fuel cards had been related to a lack of staff which had now been rectified. • The Council’s main supplier of parts would be involved in the new stock control system. • The Strategic Director – Finance and Resources advised that retrospective ordering should not have taken place and that stricter financial management controls for the Council as a whole were being put in place. • In respect of environmental concerns, it was confirmed that sites were tested every 6 months and that fuel tanks were tested regularly. • It was confirmed that site security had been improved. • Findings from the follow up report would be presented to the Governance and Audit Committee in February 2025. - It was suggested that the Cabinet Member for Infrastructure, Transport and Facilities be in attendance in order to provide assurance. Home to School Transport • The Transport Manager confirmed that home to school transport worked closely with the licensing department and that all drivers were subject to checks. • Complaints received in respect of the service had been concluded. • The Cabinet Member for Infrastructure, Transport and Facilities provided assurance that the home to school transport service was robust and that safeguarding was a priority. Cartrefi Conwy – Temporary Accommodation • It was confirmed that there had been delays in reviewing the 2019 Cartrefi Conwy contract due to the Covid-19 pandemic and the introduction of new housing legislation. • The Head of Strategic Housing advised that Cartrefi Conwy had improved their practices and that contracts would be reviewed annually. • There was a significant repairs backlog following the pandemic. • There had been a reduction in arrears which continued to be monitored closely. • The Cabinet Member for Housing, Homelessness and Service Change highlighted the fact that temporary accommodation was more favourable than the use of bed and breakfasts. • An achievable action plan was in place. RESOLVED: That the Internal Audit Performance report for 1 April 2024 to 30 June 2024 be noted. Note: Ceri Williams (Deputy Monitoring Officer) declared an interest in the above item as her partner is employed by the Welsh Rugby Union. As the interest was considered prejudicial, Ms Williams left the meeting whilst the item was discussed and voted upon. Councillor Gareth Jones declared an interest in in the above item as he had previously been the Chair of Cartrefi Conwy. As the interest was not considered prejudicial. Councillor Jones was able to speak and vote on the matter.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Internal Audit Charter and Annual Plan for 2024/25 be approved.
The Audit Manager presented the Internal Audit Charter and Annual Plan 2024/2025. The following was discussed: • Whilst it was suggested by a Member of the Committee that the internal audit charter was a waste of resources and required only minor consideration, Officers confirmed that it was a requirement of the Public Sector Internal Audit Standards. • Work would be carried out separately in respect of whether savings proposals were being achieved as the annual plan focused on risk as per the assurance map. • A final audit report in respect of IT Security would be circulated to Members. RESOLVED: That the Internal Audit Charter and Annual Plan for 2024/25 be approved.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the annual reports for 2023/24: Corporate Compliments and Complaints, Social Services Representations, Complaints and Compliments and Information Governance be noted.
The Head of Audit and Procurement presented the annual reports for 2023/2024 for Corporate Compliments and Complaints, Social Services Representations, Complaints and Compliments and Information Governance. The following was discussed: Corporate Compliments and Complaints • The website would be amended to reflect that Corporate Compliments and complaints were reported to the Governance and Audit Committee. • Consideration would be given to aligning the annual reports with the annual report of the Public Services Ombudsman for Wales, however this would lead to a delay in reporting. Social Services Representations, Complaints and Compliments • It was suggested that the complaints process was not easily accessible to vulnerable residents. - The Cabinet Member for Integrated Adult and Community Services would meet with the Member who had raised concerns. • The high percentage of complaints resolved at stage one was acknowledged along with the fact that compliments outnumbered complaints. Information Governance • The Cabinet Member for Audit, Policy and Performance advised that the Information Governance Service had been under resourced. • A high volume of freedom of information requests had been received within the last 12 months. • In respect of human error being the cause of most data breaches, it was confirmed that training would be provided via the Managers’ Forum. RESOLVED: That the annual reports for 2023/24: Corporate Compliments and Complaints, Social Services Representations, Complaints and Compliments and Information Governance be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the draft Annual Governance Statement for 2023/2024 and accompanying Local Code and Governance Framework be approved.
The Head of People and Performance presented the Draft Annual Governance Statement (AGS) for 2023-2024 and accompanying Local Code, Governance Framework and AGS Action Plan for approval. The following was discussed: • It was confirmed that the panel performance assessment was an external peer review process and that a report would be presented to Council later in the year. • The Head of People and Performance would ask the Strategy, Performance and Engagement Manager to add reference to the role of the Standards Committee regarding assurances on standards of conduct and behaviour. • In respect of stakeholder consultation, it was suggested reference to consultation with businesses should be included. • In respect of actions identified following self-evaluation, it was suggested that the benefit of extending the medium term financial strategy be reinforced. • It was confirmed that a communication action plan was being developed which sought to share positive messages and achievements. RESOLVED: That the draft Annual Governance Statement for 2023/2024 and accompanying Local Code and Governance Framework be approved.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the financial update be noted.
The Strategic Director – Finance and Resources provided Members with a financial update, which provided information on the current financial position and outlook for the Council. The following was discussed: • Any proposed increase to reserves would have to be factored into the budget. • Consideration would be given to holding service specific earmarked reserves centrally. • It was confirmed that all services, both statutory and discretionary were being reviewed. • The Leader confirmed that he would continue to raise concerns in respect of the disparity in the Local Government Settlement, especially in relation to demographic changes. • A quarter one monitoring report in respect of savings for 2024/2025 would be presented to the Finance and Resources Overview and Scrutiny Committee and Cabinet in August 2024, an update would also be provided to the Governance and Audit Committee. • A modest Capital Programme had been supported for 2024/2025, monitoring would be carried out by the Finance and Resources Overview and Scrutiny Committee and Cabinet. • Useful benchmarking data had been received from CIPFA which would be analysed and taken into account when reviewing services. • It was confirmed that further opportunities for collaborative working with other Councils were being explored. • It was confirmed that costs relating to redundancies that had been agreed by 31 March 2024 had been accounted for. • The Strategic Director – Finance and Resources provided assurance that an accounting provision was not required for litigation costs. - Risk management concerning litigation would be discussed with the Head of Law and Governance. • A one off accounting adjustment had been made to rectify an issue with Social Care fees to ensure that they were accounted for in the correct financial year. RESOLVED: That the financial update be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Treasury Management Outturn and Actual Prudential Indicators for 2023-2024 be noted.
The Head of Finance presented the Treasury Management Outturn and Actual Prudential Indicators for 2023-2024. The following was discussed: • A commitment to reducing the level of debt would depend on the future capital programme, interest rates and long term borrowing opportunities. • The UK infrastructure fund which could be utilised for specific investments was being explored. • Feedback would be provided via e-mail regarding a request to the Council’s Treasury Advisors seeking their opinion on the Capital Programme. RESOLVED: That the Treasury Management Outturn and Actual Prudential Indicators for 2023-2024 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the external regulatory reports and accompanying action plans responding to recommendations and proposals for improvement be noted.
The Cabinet Member for Audit, Policy and Performance presented an overview of regulatory reports recently issued by external regulators. The regulatory reports presented were as follows: · Use of Performance Information · Digital Strategy · Planning for Sustainable Development · Annual Audit Summary 2023 The following was discussed: Use of performance information · It was suggested that outcomes were required as well as actions in order that the impact could be understood. · The Cabinet Member for Audit, Policy and Performance advised that a more effective scrutiny process would be considered as part of a wider transformation programme. Digital Strategy · Consideration was being given to utilising artificial intelligence to digitalise some processes. A cost benefit analysis would be undertaken. · The report had been challenged as it implied that the digital strategy had not been fully costed. There had been a process in place, including business cases, however costing long term projects could be difficult due to changing technology. · Whilst collaborative working was being explored, this was a recommendation from Audit Wales and not a directive. · Changes to the Social Care IT system was a concern nationally. Meetings were taking place with Welsh Government and work was taking place to ensure a smooth transition to a new platform. RESOLVED: That the external regulatory reports and accompanying action plans responding to recommendations and proposals for improvement be noted.
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