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 subject to the above amendment the minutes of the meeting of the Governance and Audit Committee held on 31 July 2023 be approved and signed as a correct record.
RESOLVED: That, subject to the above additions, the Governance and Audit Committee Forward Work Programme be approved.
RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That the Governance and Audit Committee acknowledge that where relevant, external audit reports and corresponding action plans will be shared with the respective Overview and Scrutiny committee.
RESOLVED: That the Governance and Audit Committee provides assurance that the Council has demonstrated it is meeting the performance management requirements as outlined in the Local Government and Elections (Wales) Act 2021.
RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That assurance be taken from the previous internal audit work on compliance with the 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 2024/2025 be noted.
RESOLVED: a) That the Council’s draft Statement of Accounts for the financial year 2022/2023 be noted. b) That the unaudited Conwy Harbour Authority Annual Return for 2022/2023 be noted. c) That the letter received in March 2023 from the Auditor General for Wales be noted.
RESOLVED: That the Treasury Management Quarter 1 update be noted.
RESOLVED: That content of the Corporate and Social Services Complaints and Compliments Annual Reports 2022/2023 be noted.
RESOLVED: That the verbal update from the Head of Housing and Regulatory Services on the Data Protection Audit be noted.
An apology for absence was received from Councillor Andrew Wood.
None.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That subject to the above amendment the minutes of the meeting of the Governance and Audit Committee held on 31 July 2023 be approved and signed as a correct record.
The minutes of the meeting of the Governance and Audit Committee held on 31 July 2023 were submitted for approval. In relation to Minute No. 235 it was requested that the resolution be amended to reflect that the Draft Annual Governance Statement be noted as opposed to approved. RESOLVED: That subject to the above amendment the minutes of the meeting of the Governance and Audit Committee held on 31 July 2023 be approved and signed as a correct record.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That, subject to the above additions, the Governance and Audit Committee Forward Work Programme be approved.
The Governance and Audit Committee Forward Work Programme was presented. • It was confirmed that a report on the Peer Review would be presented to the Governance and Audit Committee in November 2023. • The Governance and Audit Committee would not have responsibility for the monitoring of the Peer Review action plan, however update reports would be provided. • A follow up report on the Regeneration of Town Centres would be included within the Forward Work Programme. • Terms of Reference for the Governance and Audit Committee and the Finance and Resources Overview and Scrutiny Committee were being reviewed in light of changes introduced as part of the Local Government and Elections (Wales) act. RESOLVED: That, subject to the above additions, the Governance and Audit Committee Forward Work Programme be approved.
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 the Governance and Audit Committee acknowledge that where relevant, external audit reports and corresponding action plans will be shared with the respective Overview and Scrutiny committee.
Note: Ian Phillips and Carwyn Williams (Audit Wales) were in attendance for this item. The Head of People and Performance presented an overview of regulatory reports recently issued by external regulators. The regulatory reports presented were: · A Missed Opportunity – Social Enterprises (National Report) · Assurance and Risk Assessment Report (ARA) (Local Report) · Public Sector Readiness for Net Zero (National Report) · Time for Change – Poverty in Wales (National Report) · Springing Forward (Local Report) · National review of Care planning for young people subject to the Public Law Outline pre proceedings – (Summary findings – Local Report) · Setting of well-being objectives (Local Report) The following was discussed: A Missed Opportunity – Social Enterprises • The Head of People and Performance would seek clarification on processes in respect of how Conwy County Borough Council (CCBC) engaged with Social Enterprises. • Whilst Officers from Social Care met regularly with the third sector, it was suggested that a Council wide approach should be considered. Assurance and Risk Assessment Report • Staff capacity was an issue in respect of drawing up and implementing actions plans for some reports. The Improvement and Audit Group would have an oversight and if necessary, a request could be made to Audit Wales in respect of deferring some recommendations in a specific audit report if required. • It was confirmed that in the past, some actions had been delayed or had not been implemented due to cost implications. Audit Wales had been informed. • The Chair would raise the issue of staff capacity at the Welsh Chief Auditors Chair’s network meeting on 6 October, 2023. • Actions from Audit Wales reports formed part of Conwy’s assurance map. Public Sector Readiness for Net Zero • Costed plans in respect of achieving Carbon net zero would be produced, however due to time constraints they may not be included within the medium term financial plan, which was due to be presented before the end of the year. Affordability would also be considered due to a need for significant capital investment. • The Head of People and Performance would request that responsible Officers circulate information to Members regarding carbon literacy training. • All External Regulatory Reports would be circulated to members of the Governance and Audit Committee. • The way in which External Regulatory Reports were included within Governance and Audit Committee Agenda would be reviewed. • It was confirmed that once a toolkit was available, a cost benefit analysis would be carried out. Time for Change – Poverty in Wales • The Cabinet Member for Integrated Adult and Community Services advised that the Council was working closely with community groups and Town and Community Councils. National review of care planning for young people subject to the Public Law Outline pre proceedings • The action plan would be circulated to Members of the Governance and Audit Committee by the Head of children family and Safeguarding. • The process for monitoring action plans was being reviewed, as it was felt that relevant Scrutiny Committees should have an oversight. Action plans were also monitored as part of the Service Performance Review process. Setting of well-being objectives • In respect of ensuring the rights and entitlements of the County’s most vulnerable residents, it was confirmed that the Council had a Participation Officer and processes such as Deprivation of Liberty Safeguards (DoLS) and advocacy were utilised. RESOLVED: a) That the progress made on recommendations and proposals for improvement included within external audit reports be noted. b) That the Governance and Audit Committee acknowledge that where relevant, external audit reports and corresponding action plans will be shared with the respective Overview and Scrutiny committee.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Governance and Audit Committee provides assurance that the Council has demonstrated it is meeting the performance management requirements as outlined in the Local Government and Elections (Wales) Act 2021.
The Head of People and Performance presented the Corporate Plan 2022-2027 annual report and self-assessment 2022-2023. The report evaluated how well the Council was delivering its outcomes set out in the Corporate Plan. The following was discussed: • The financial position and key risks to the Council were highlighted within the report. • In respect of mandatory training, a due diligence report had been presented to Scrutiny and regular monitoring reports were provided to Heads of Service. • Wording would be reviewed in order to reflect engagement with businesses. • Consideration would be given to engagement with Lay Members and Co-opted Members where appropriate. RESOLVED: That the Governance and Audit Committee provides assurance that the Council has demonstrated it is meeting the performance management requirements as outlined in the Local Government and Elections (Wales) Act 2021.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That assurance be taken from the previous internal audit work on compliance with the 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 2024/2025 be noted.
The Strategic Director – Finance and Resources presented a report, 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 financial assumptions made by the Authority, such as level of interest rates were sense checked against other Local Authorities. • A more robust approach in scrutinising business cases and savings proposals was required. • Whilst a cautious approach could be taken, making cuts over and above what was required would affect residents. • Scenario planning would be explored. • Discussions were taking place with Data Cymru in the hope that data analysis and benchmarking would improve. • It was suggested that a review of the Barnett Formula was required. • The importance of utilising feedback from the Peer Review. • It was suggested that medium term financial plan should cover a period of 5 years. • Historically, reserves of 5% had been recommended by the Chartered Institute of Public Finance and Accountancy (CIPFA). • The affordability of the Capital Programme would be reassessed with a focus on key priorities. • A financial oversight report could be provided on an annual basis. • It was confirmed that the Budget Working Group met regularly and that proposals would be thoroughly assessed and costed. • Long-term financial parameters would be set and a timeline put in place in respect of increasing reserves. RESOLVED: a) That the financial management and stewardship arrangements in place within the Council be noted. b) That assurance be taken from the previous internal audit work on compliance with the 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 2024/2025 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the Council’s draft Statement of Accounts for the financial year 2022/2023 be noted. b) That the unaudited Conwy Harbour Authority Annual Return for 2022/2023 be noted. c) That the letter received in March 2023 from the Auditor General for Wales be noted.
Note: Carwyn Williams (Audit Wales) was in attendance for this item. The Head of Finance presented the Draft Annual Finance and Governance Report (Statement of Accounts) 2022-2023. The following was discussed: • It was confirmed that any adjustment to employer pension fund contributions would form part of the triennial actuarial revaluation of the fund – the last revaluation was September 2022. • It was confirmed that the budget overspend for 2022/2023 was funded from the pay award reserve. • Audit Wales would provide an update to Members in respect of the status of the appointment of affiliates programme. • Audit Wales confirmed that due to regulatory changes, there would be a delay in the audit of accounts. • Members of the Governance and Audit Committee requested that Audit Wales endeavoured to complete the audit of accounts as soon as possible. RESOLVED: a) That the Council’s draft Statement of Accounts for the financial year 2022/2023 be noted. b) That the unaudited Conwy Harbour Authority Annual Return for 2022/2023 be noted. c) That the letter received in March 2023 from the Auditor General for Wales be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the Treasury Management Quarter 1 update be noted.
The Head of Finance presented Members with an update of treasury management activity undertaken in Quarter 1 of 2023/2024. The following was discussed: • The Head of Finance was not aware of any guidance in respect of what an appropriate proportion for financing cost as a percentage of net revenue stream was. Comparisons could be made with other Local Authorities. • There may be an opportunity to learn from Councils who had issued Section 114 notices, especially those who had the same treasury advisors as Conwy County Borough Council. • A training session with the Council’s treasury advisors, Arlingclose had been arranged for December, 2023. RESOLVED: That the Treasury Management Quarter 1 update be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That content of the Corporate and Social Services Complaints and Compliments Annual Reports 2022/2023 be noted.
The Head of Service - Audit and Procurement presented the Corporate and Social Services Complaints and Compliments Annual Reports 2022/2023. The report and supporting appendices had been produced to enable the Governance and Audit Committee to review and assess the Authority’s ability to handle complaints effectively. The following was discussed: • The combined approach to the reporting of complaints was welcomed along with the standardisation of the complaints procedure. • It was confirmed that all expressions of dissatisfaction were recorded as complaints. • In respect of Social Care complaints, feedback was shared with all departments and complaints training was delivered to all new members of staff. • Training had been provided to Environment Roads and Facilities (ERF) and Regulatory Services by the Public Services Ombudsman for Wales (PSOW). RESOLVED: That content of the Corporate and Social Services Complaints and Compliments Annual Reports 2022/2023 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the verbal update from the Head of Housing and Regulatory Services on the Data Protection Audit be noted.
The Head of Housing and Regulatory Services provided Members with an update on the Data Protection Audit. The following was highlighted: • Pressures within the department. • Ongoing efforts to recruit to vacant posts and the use of agency administrative support. • Information Governance and Compliance groups had been established. • All recommendations would be addressed prior to the audit follow up in December, 2023. RESOLVED: That the verbal update from the Head of Housing and Regulatory Services on the Data Protection Audit be noted.
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.
Caiff datganiadau eu darllen o'r cofnodion unwaith y byddan nhw wedi'u cyhoeddi.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.