Wrthi'n llwytho
Y penderfyniadau fel y mae cofnodion y cyngor yn eu cofnodi. Bydd crynodeb mewn iaith glir yn dilyn pan fydd wedi'i ysgrifennu.
RESOLVED: That the minutes of the Governance and Audit Committee held on 30 September 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 to 30 September 2024 be noted.
RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That the Governance and Audit Committee take assurance from the previous internal audit work on compliance with the Chartered Institute of Public Finance and Accountancy (CIPFA) financial management code. c) That the current work being undertaken to respond to in year financial pressures and in relation to the budget strategy for 2025/2026 be noted.
RESOLVED: a) That the Annual Finance and Governance Report 2023/2024, including the audited final Statement of Accounts 2023/2024 and Annual Governance Statement, be approved. b) That the contents of the Final Letter of Representation be approved and that the Chair of the Governance and Audit Committee be authorised to sign the letter.
RESOLVED: That the Treasury Management Quarter 2 update be noted.
RESOLVED: a) That it be noted that the responsibility for making detailed arrangements for the Panel Performance Assessment (specifically stages 1.i., 1.ii. and 3.ii.) sits with the Executive. b) That the role of the Governance and Audit Committee in the scoping document for the assessment and subsequent review of the action plan be noted.
RESOLVED: That the Corporate Issues Register and Corporate Risk Register be noted.
RESOLVED: a) That the final reports, their recommendations and the action plans developed in response to the recommendations be acknowledged. b) That the governance process used to review the action plans be supported. That the Governance and Audit Committee are satisfied with the future monitoring arrangements.
RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That Audit Recommendations FN05-02 and FN05-03 are not removed from the compliance report and that further information be provided. c) That subject to the above amendment that the actions identified for removal from future compliance reports be approved.
Apologies or absence were received from Councillors Gareth Jones, John Roberts, Michael Smith and Amanda Hughes (Strategic Director – Finance and Resources).
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 30 September 2024 be approved and signed as a correct record.
The minutes of the meeting of the Governance and Audit Committee held on 30 September 2024 were submitted for approval. RESOLVED: That the minutes of the Governance and Audit Committee held on 30 September 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 (FWP) was presented. The following was discussed: • Whilst not included within the FWP, it was intended that a financial update would be presented at the Governance and Audit Committee in February 2025. • It was confirmed that regulatory reports would be presented to relevant Scrutiny Committees to scrutinise the mitigating activities, and that action plans would be presented and monitored by the Governance and Audit Committee. • Assurance was provided that progress on Audit Wales recommendations were monitored and reviewed on a 6 monthly basis. 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 to 30 September 2024 be noted.
The Head of Audit and Procurement presented a report on the Internal Audit Performance 1 April 2024 to 30 September 2024. The following was discussed: • In respect of the Houses in Multiple Occupation (HMO) audit, it was noted there were currently no opportunities for collaborative working in respect of HMOs.. • Whilst there was currently no shared resourses or joint working in respect of cross boundary licensing issues, the Head of Regulatory Services advised that this may be considered in future. RESOLVED: That the Internal Audit Performance report for 1 April to 30 September 2024 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That the Governance and Audit Committee take assurance from the previous internal audit work on compliance with the Chartered Institute of Public Finance and Accountancy (CIPFA) financial management code. c) That the current work being undertaken to respond to in year financial pressures and in relation to the budget strategy for 2025/2026 be noted.
The Head of Finance presented a report on financial oversight and governance, which set out the key aspects of the financial management and stewardship arrangements operating as a fundamental part of the Council’s overall governance arrangements. The following was discussed: • It was confirmed that the Spending Control Panel met three times per week to consider spend up to £25k. A separate panel was in place for spend over £25k, meeting twice a week, as well as a procurement board. - Whilst in most cases requests were subsequently approved, some spend requests had been rejected initially due to a lack of supporting information. - The panel considered requisitions as opposed to invoices for committed spend. • The Head of Finance would consider the most appropriate way of updating the Governance and Audit Committee on the capital programme and its implications on the revenue budget. - It was noted that monitoring reports were presented to the Finance and Resources Overview and Scrutiny Committee and Cabinet. • It was anticipated that The Welsh Government (WG) would provide clarity on the process for issuing a Section 114 notice or requesting Exceptional Financial Support should any Council in Wales be unable to set a balanced budget. RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That the Governance and Audit Committee take assurance from the previous internal audit work on compliance with the Chartered Institute of Public Finance and Accountancy (CIPFA) financial management code. c) That the current work being undertaken to respond to in year financial pressures and in relation to the budget strategy for 2025/2026 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the Annual Finance and Governance Report 2023/2024, including the audited final Statement of Accounts 2023/2024 and Annual Governance Statement, be approved. b) That the contents of the Final Letter of Representation be approved and that the Chair of the Governance and Audit Committee be authorised to sign the letter.
The Head of Finance introduced the Audited Annual Finance and Governance Report (Statement of Accounts) for 2023/2024, and the Audit Manager (Audit Wales) highlighted key points from within the report. It was expected that the Conwy Harbour Authority’s audited annual return would be complete by the end of November, 2024. Audit Wales confirmed that they had been unaware that the Conwy Harbour Authority’s audited annual return was presented to the Governance and Audit Committee. One uncorrected misstatement had been identified along with a number of corrected misstatements, which were included within appendix 3 of the report. The following was discussed: • No indication had been provided in respect of the Local Government settlement. The provisional settlement was expected in December, 2024. • The tri-annual review of the Pension Scheme was due to take place on 31 March 2025 and would be reflected in the 2025/2026 accounts. • The Conwy Harbour Authority’s audited annual return would be circulated to Members of the Governance and Audit Committee. RESOLVED: a) That the Annual Finance and Governance Report 2023/2024, including the audited final Statement of Accounts 2023/2024 and Annual Governance Statement, be approved. b) That the contents of the Final Letter of Representation be approved and that the Chair of the Governance and Audit Committee be authorised to sign the letter.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Treasury Management Quarter 2 update be noted.
The Head of Finance presented the Quarter 2 Treasury Management update for 2024/2025. The following was discussed: • A recent training session with the Council’s Treasury Advisors (Arlinglose) had been well attended and well received. • It was confirmed that a significant proportion of the capital programme was grant funded. - Whilst it was prudent to be cautious with spend, the replacement of some assets, such as fleet vehicles was essential due to increasing repair costs and to improve resilience. - The Head of Finance would circulate advice provided by Arlingclose in respect of the affordability of the capital programme. • It was confirmed that Levelling up Funding had been secured for active travel routes and that the Council would provide 10% match funding. • The Head of Finance confirmed that the Council did not currently invest in money market funds due to staff capacity. - Investment in crypto currency had not been considered. RESOLVED: That the Treasury Management Quarter 2 update be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That it be noted that the responsibility for making detailed arrangements for the Panel Performance Assessment (specifically stages 1.i., 1.ii. and 3.ii.) sits with the Executive. b) That the role of the Governance and Audit Committee in the scoping document for the assessment and subsequent review of the action plan be noted.
The Head of Law and Governance introduced a report on Panel Performance Assessment Arrangements and the Head of People and Performance highlighted key points from within the report. The report advised on statutory requirements under the Local Government and Elections (Wales) Act for holding a Panel Performance Assessment within an elected Council’s term. The following was discussed: · In response to concerns raised regarding the level of work required by the panel, the Head of People and Performance advised that the panel would have preparation days and be provided with documents in advance. · Some Local Authorities had already undertaken the assessment and had found it to be beneficial. · The public would be consulted via a resident survey based on a national model developed by Data Cymru. - Responses to the public budget consultation would also be considered. · The Head of Law and Governance confirmed that the Governance and Audit Committee would be consulted should there be any proposed changes to the committee’s terms of reference. · Panel assessment costs would be funded by the Welsh Local Government Association. · It was suggested that the requirement of the Governance and Audit Committee to review the draft action plan prior to consideration by Council be reflected within the report recommendations. RESOLVED: a) That it be noted that the responsibility for making detailed arrangements for the Panel Performance Assessment (specifically stages 1.i., 1.ii. and 3.ii.) sits with the Executive. b) That the role of the Governance and Audit Committee in the scoping document for the assessment and subsequent review of the action plan be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Corporate Issues Register and Corporate Risk Register be noted.
The Head of People and Performance presented Members with the Corporate Risk and Issues Registers. The following was discussed: • As the anticipated impact had not materialised regarding CI11 (no capacity to undertake environmental enforcement), it was proposed that the issue be monitored at service level. • Whilst it was suggested that the report included too much information, it was also felt that the information was vital and that perhaps links to documents could be provided in order to reduce the size of the agenda. RESOLVED: That the Corporate Issues Register and Corporate Risk Register be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the final reports, their recommendations and the action plans developed in response to the recommendations be acknowledged. b) That the governance process used to review the action plans be supported. That the Governance and Audit Committee are satisfied with the future monitoring arrangements.
The Head of People and Performance presented an overview of regulatory reports recently issued by external regulators. The regulatory reports presented were as follows: • His Majesty’s Inspectorate of Probation (HMIP) – Conwy and Denbighshire Youth Justice Service (YJS) Inspection. • Recycling and Waste Management – Conwy County Borough Council (Local Report). The following was discussed: • Whilst the Council had an excellent recycling record, the report on Recycling Management appeared to have a negative tone. • Conwy County Borough Council (CCBC) was the lead authority for the Youth Justice Service. - A management Board was in place. - An informal joint Scrutiny Committee with Denbighshire County Council would be arranged RESOLVED: a) That the final reports, their recommendations and the action plans developed in response to the recommendations be acknowledged. b) That the governance process used to review the action plans be supported. That the Governance and Audit Committee are satisfied with the future monitoring arrangements.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That Audit Recommendations FN05-02 and FN05-03 are not removed from the compliance report and that further information be provided. c) That subject to the above amendment that the actions identified for removal from future compliance reports be approved.
The Head of People and Performance presented a report on the progress made on recommendations made within external regulatory reports and provided assurance that progress was being monitored, progressed and reported adequately. Approval was also sought for the removal of recommendations with satisfactory arrangements in place from future compliance reports. The following was discussed: • It was confirmed that relevant officers and Audit Wales were informed of the removal of recommendations from compliance reports. • An update would be provided to Members in respect of the red status of Audit Recommendation FN01-01 (North Wales Councils and Betsi Cadwaladr University Health Board need to ensure the consistent use of pre-placement agreements across the region). • A clear indication was required within the report when an item was moved to a service risk register. • In respect of Audit Recommendation FN01-04 (Community Asset Transfer Policy), it was confirmed that the policy would be incorporated into to Asset Management Plan. • It was confirmed that Audit Recommendation FN01-01 (Leisure Services), had been paused due to staff capacity and finances. - Whilst health benefits would be considered, Leisure Services were focused on sustainability. - Assurance was provided that extensive work was being carried out by Public Health Wales on the impact of public services on health and wellbeing. • It was confirmed that equality impact assessments were carried out in respect of Leisure fee increases and that Leisure Services employed a Disability Development Officer. • It was proposed that Audit Recommendations FN05-02 and FN05-03 (Leisure Services) remain within the compliance report and that further information be provided in respect of the Department for Work and Pensions (DWP) management difficulties. RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That Audit Recommendations FN05-02 and FN05-03 are not removed from the compliance report and that further information be provided. c) That subject to the above amendment that the actions identified for removal from future compliance reports be approved.
Rhaid i gynghorwyr ddweud pan fydd ganddyn nhw gysylltiad personol â rhywbeth sy'n cael ei drafod, fel swydd, eiddo neu aelod o'r teulu. Mae buddiant sy'n rhagfarnu yn ddigon cryf i'r cynghorydd adael yr ystafell fel arfer a pheidio â chymryd rhan.
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