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RESOLVED – T H A T the attendance of the following Councillors at the site visit held on 7th September 2023 be noted, subject to Councillor H.M. Payne’s apologies also being noted: Apologies were received from Councillors G. Bruce, C.M. Cowpe, P. Drake, N.P. Hodges, S.D. Perkes and M.R. Wilson. Land at Moat Farm, Llysworney Councillor N.C. Thomas (Chair); Councillors C.A. Cave, C.E.A. Champion, Dr. I.J. Johnson, and I.A.N. Perry.
RESOLVED: that 1) authority be delegated to the Director of Economic Development in consultation with the Cabinet Member for Culture, Parks and Events, the Section 151 Officer, and the Legal Officer to conclude negotiations with AMG and other relevant stakeholders to: a. Finalise and enter into a Conditional Agreement for Lease with AMG on the basis of the principles set out in the draft Conditional Agreement for Lease set out at Confidential Appendix 3; b. Enter into the lease and associated documents as set out at Confidential Appendix 3 upon satisfaction of the conditions within the Conditional Agreement for Lease; c. Complete the business sales agreement with AMG for St David’s Hall based on the principles set out in the draft business sales agreement attached at Confidential Appendix 3 upon satisfaction of the conditions within the Conditional Agreement for Lease; 2) the continued closure of St David’s Hall and the associated consequences set out in this report until AMG satisfy the conditions within the Conditional Agreement to Lease be noted. 3) In light of the above, it is unlikely that all employees will transfer to AMG under the Transfer of Undertaking (Protection of Employment Regulations 2006) as envisaged in the July 2023 Cabinet report. As a result, the Council’s proposed staff engagement strategy, to manage the closure of St David’s Hall as set out in this report, be noted.
RESOLVED: Council AGREED to: Receive a nomination and appoint to the vacancy on the Committee, in accordance with the Party Group wishes, as set out in Table A and on the Amendment Sheet.
RESOLVED: Council AGREED to: Note the Treasury Management Annual Report 2022/2023.
RESOLVED: Council AGREED to: 1. Designate Debbie Marles, the Monitoring Officer of the Vale of Glamorgan Council, as Interim Monitoring Officer for Cardiff Council with effect from 27th October 2023 until such time as the new Director of Governance and Legal Services and Monitoring Officer takes up their position, subject to conclusion of a Service Level Agreement (SLA) with the Vale of Glamorgan Council (to be concluded under recommendation 2 below); 2. Delegate authority to the Corporate Director Resources, with advice from the Director of Governance and Legal Services (or her authorised representative), to conclude an SLA with the Vale of Glamorgan Council for the provision of Interim Monitoring Officer services (as referred to in recommendation 1 above) upon appropriate terms, including those set out in paragraph 12 of the report; 3. Note that, as part of the previously agreed recruitment and selection process, an Appointments Committee will be convened to appoint a new Director of Governance and Legal Services under its approved terms of reference, and that a further report will be brought back to a future meeting of Council to note the appointment and for Council to designate the new appointee as the Council’s Monitoring Officer pursuant to section 5 of the Local Government and Housing Act 1989; 4. Agree that, until a new Director of Governance and Legal Services is in post, other responsibilities of the post (aside from the Monitoring Officer functions which are to be discharged under the Interim MO arrangements set out above), including exercise of delegated powers under the Scheme of Delegations (including, without limitation to, those set out in Section 4E of the Scheme) and or delegations from Council, Cabinet or any of its Committees, are to be discharged temporarily by the appropriate Operational Manager/s within Governance and Legal Services with responsibility for the relevant matters, or, in their absence, by any of the Operational Managers within Governance and Legal Services. 4.A Agree that, until a new Operational Manager, Litigation, is in post, all delegated powers of this post (under the Scheme of Delegations and or delegations from Council, Cabinet or any of its Committees), may be exercised by any of the Operational Managers within Legal Services. 5. Designate Jayne La Grua as: (i) Interim Deputy Monitoring Officer for the CCRCD with effect from 27th October 2023; and (ii) Interim Monitoring Officer for the CCRCD with effect from 1st November 2023, Subject to the terms of the Service Level Agreement for Legal Services being amended (pursuant to recommendation 6 below) to reflect the new arrangements for Cardiff’s provision of an Interim Monitoring Officer for the CCRCD, as set out in the report (paragraphs 16-21 inclusive); 6. Subject to approval of recommendation 5, delegate authority to the Director of Governance and Legal Services (or her authorised representative), to amend the terms of the SLA for Legal Services for the CCRCD (as referred to in recommendation 5 above) to reflect the new Interim Monitoring Officer appointment; and 7. Appoint the Corporate Director Resources as: (i) Interim Deputy Returning Officer for the election of County Councillors and Community Councillors within the administrative area of Cardiff (under section 35(1A) of the Representation of the People Act 1983) with effect from 27th October 2023 (being the date on which the Director of Governance and Legal Services leaves the Council) and until such time as the Chief Executive, as the Council’s appointed Returning Officer, reviews the position and appoints any alternative deputy; and (ii) Interim Deputy Electoral Registration Officer (under section 8(2A) of the Representation of the People Act 1983) to ensure there is effective cover for the statutory responsibilities of this post until the Chief Executive’s return.
RESOLVED: Council AGREED to: Approve the re-appointment of (1) Jason Bartlett (2) Chrissie Nicholls and (3) Arthur Hallett, as independent members of the Standards and Ethics Committee, for a further consecutive four year term, expiring in each case, on 28th November 2027.
RESOLVED: Council AGREED to: 1. Approve the audited Statement of Accounts 2022/23 – The Cardiff and Vale of Glamorgan Pension Fund (Appendix 1). 2. Note the Audit of Accounts Reports (ISA 260) from Audit Wales on the Statement of Accounts of Cardiff and Vale of Glamorgan Pension Fund for the year ending 31 March 2023 (Appendix 2). 3. Note the final Letter of Representation for the Cardiff and Vale of Glamorgan Pension Fund included within Appendix 2. 4. Note that the following documents will be signed following the conclusion of the meeting: - Statement of Accounts for Cardiff and Vale of Glamorgan Pensions Fund – Lord Mayor and Corporate Director Resources - Audit Certificate for the Cardiff and Vale of Glamorgan Pensions Fund – Appointed Auditor, Audit Wales - Letter of Representation for the Cardiff and Vale of Glamorgan Pension Fund – Lord Mayor and Chief Executive
RESOLVED: Council AGREED to: Endorse the seventh AMR for submission to the Welsh Government by 31st October 2023.
RESOLVED – That: The Committee approve the draft Cumulative Impact Assessment for consultation with the following statutory consultees: - Chief Officer of Police for the area - Fire and Rescue Authority for the area - Local Health Board in Wales for an area any part of which is in the licensing authority’s area - Persons/bodies representative of local premises licence holders - Persons/bodies representative of local club premises certificate holders - Persons/bodies representative of local personal licence holders - Persons/bodies representative of businesses and residents in its area
RESOLVED – That: 1. The application to permit corporate branded livery on vehicles owned by the Veezu Group be APPROVED.
RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraphs 14 & 16 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations of the Committee when discussing the way forward.
RESOLVED – That the report be noted
RESOLVED – That the report be noted.
RESOLVED: That the Audit Wales Work Programme and Timetable – Cardiff Council be noted.
RESOLVED: That the report be noted.
RESOLVED: That the report be noted.
RESOLVED • That the report be noted. • A briefing would be provided to the Committee in respect of borrowing and associated accounting principles, to include the Minimum Revenue Provision.
RESOLVED: That the report be noted.
RESOLVED: That the report be noted.
RESOLVED: • That the report be noted. • The next risk management item would provide details on the Council’s assessment and mitigation of RAAC risks.
RESOLVED – That the Cardiff & Vale Glamorgan Pension Fund – Detailed Audit Plan 2023 be noted
RESOLVED –That Governance and Audit Committee: (1) notes the 2022/23 Draft Audited Statement of Accounts for Cardiff and Vale of Glamorgan Pension Fund; (2) notes the 2022/23 Audit of Accounts Reports (ISA 260) for the Cardiff and Vale of Glamorgan Pension Fund.
RESOLVED – (1) T H A T the Forward Work Programme be noted. (2) T H A T the schedule of items for the meeting scheduled for 16th November, 2023 be endorsed. Reasons for decisions (1) Having regard to the contents of the report and discussions at the meeting. (2) To confirm the schedule of items for the meeting to be held on 16th November, 2023. Minutes - GD
RESOLVED – T H A T the contents of the report be noted. Reason for decision Having regard to the contents of the report and discussions at the meeting.
RESOLVED – (1) T H A T the contents of the report be noted. (2) T H A T the report be referred to Cabinet for their oversight. Reasons for decisions (1) Having regard to the contents of the report and discussions at the meeting. (2) To enable Cabinet’s oversight of the Audit Work Programme.
RESOLVED – T H A T the minutes of the meeting held on 18th September, 2023 be approved as a correct record.
RESOLVED – (1) T H A T the assurances from the respective Directors regarding the action be taken to address the Internal Audit recommendations made in 2021/22 which had not yet been fully implemented be noted. (2) T H A T the Director of Social Services and the Director of Corporate Resources be advised to provide an update position in relation to Corporate Safeguarding and cyber security at the meeting of the Governance and Audit Committee scheduled for February 2024. Reasons for decisions (1&2) Having regard to the contents of the report and discussions at the meeting.
RESOLVED – (1) T H A T the contents of the report be noted. Minutes - GD No. (2) T H A T Cabinet be advised of the views of the Governance and Audit Committee, those being: • Accessibility – that it be clarified that there was an opposing view that the document was easily accessible as it was felt that the document may be difficult to read for some members of the public as there was some complexities around the way that certain opinions were expressed in the report, particularly in relation to a rise in Council Tax and a decrease in services. • Brexit – for further detail to be included regarding the impact of Brexit or for Cabinet to consider removing this reference. • Hybrid meetings – for the self-assessment document to reflect that the Council has not implemented a hybrid meeting solution and that this was now an urgent matter to resolve. The second reference in the assessment was felt to be more accurate than the first. • Public engagement and communication – for commentary to outline to the public how the Council spends its money and the priority areas that the money was allocated to as part of communicating the Assessment and in particular the Council’s budget. To also clearly highlight that the majority of the Council’s budget (around 75%) was allocated to education and social services which meant that along with those departments, all other service areas were under extreme budget pressures. • Agency staff – for a detailed in-depth review to be undertaken to understand the how’s and why’s of the areas that the Council spends on agency staff. For this to be undertaken as part of the development of the Council’s budget proposals for 2024/25. Reasons for decisions (1&2) Having regard to the contents of the report and discussions at the meeting.
RESOLVED – (1) T H A T the progress to date in addressing existing recommendations and improvement proposals made by the Council’s external regulators be noted. (2) T H A T Cabinet be asked to consider the recommendation of the Governance and Audit Committee for the inclusion of a Priority Status Tracker. Reasons for decisions (1) Having regard to the contents of the report and discussions at the meeting. (2) In order to allow Cabinet to consider a recommendation from the Governance and Audit Committee for the inclusion of a Priority Status Tracker.
RESOLVED – (1) T H A T the flexible retirement of P. be approved in accordance with the Council’s policy subject to no other circumstances arising in the interim whereby the employment concludes for a different reason. (2) T H A T the use of the appropriate delegated powers be endorsed to enable P. to reduce P.’s contracted hours from 37 to 20 hours per week from week commencing 1st January, 2024. (3) T H A T the retirement of P. from employment with the Council be reviewed by the Chief Officer at six monthly intervals in consultation with the Chief Officer for Human Resources. Reasons for decisions (1) To determine the flexible retirement application of P. within regulation and to allow for eventualities which may not be known at this time. (2&3) To achieve the necessary changes to the employee’s working hours, to assist service transition, provide appropriate support to assist the employee’s health and transition to retirement and provide opportunity to provide training to new members of staff interested in the post.