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RESOLVED That the updates provided be noted.
RESOLVED That the Internal Audit and Counter Fraud Update report be noted.
RESOLVED That the Phosphates risk be referred to the Services Overview and Scrutiny Committee for further consideration; and that this Committee receive back any conclusions from the Services Overview and Scrutiny Committee. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, by way of show of hands, was carried. RESOLVED That the update provided on Business Risk Management and the contents of the Corporate Risk Register be noted.
RESOLVED That the Education Directorate Risk Register as at November 2022 be noted
RESOLVED That the Committee were content that the Annual Self-Assessment report could proceed as outlined.
RESOLVED a. That the verbal updates on the progress against the actions within the Corporate Governance Improvement Plan 2022-24 have been received and considered b. That the progress updates be provided for review at every meeting.
RESOLVED That the Complaints Handling update report be noted.
RESOLVED That the Committee are content with the report.
RESOLVED That the Audit Wales National Report titled ‘The National Fraud Initiative in Wales 2020-21 be noted.
RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Workforce Management – Pembrokeshire County Council’ be noted.
RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Asset Management – Pembrokeshire County Council’ be noted.
RESOLVED That the Audit Wales National Report titled ‘Equality Impact Assessments: More than a Tick Box Exercise’ be noted.
No declarations of interest were received.
Moved by Councillor Aled Thomas; Seconded by Dr Norma Barry The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of the Meeting held on 27 September 2022 be approved as a correct record.
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RESOLVED That the updates provided be noted.
The Audit, Risk and Counter Fraud Manager presented the follow up actions report for the consideration of the Committee. The Audit, Risk and Counter Fraud Manager in response to Councillor Michael Stoddart, provided further detail on why the report on the liquidation of WRW had been deferred to the 31 January 2023. It was noted that the lead Officer for the report had been off on sick leave. Moved by Councillor Michael James; Seconded by Mr Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the updates provided be noted.
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RESOLVED That the Internal Audit and Counter Fraud Update report be noted.
The Audit, Risk and Counter Fraud Manager introduced the Internal Audit & Counter Fraud Quarter 3 Update for 2022-23 report, outlined the key points and welcomed questions from Members. The Committee debated the contents of the report and the key points were highlighted as follows: · The Audit, Risk and Counter Fraud Manager, in response to a query from Dr Norma Barry, clarified that in relation to the attempted mandate fraud it was not a member of staff and once picked up additional checks were put in place. · Dr Norma Barry referred to the corporate safeguarding audit that was still in progress, but noted that the risk had been downgraded, and queried whether that was premature before the audit had been completed. In response it was noted that the Corporate Risk Management Group were satisfied that there were sufficient controls in place to de-escalate that risk. · Dr Norma Barry highlighted that there were a number of substantial and moderate completed Audits that referred to financial processing issues, which she advised highlighted the importance of financial training to managers. The Audit, Risk and Counter Fraud Manager advised that this could be picked up as part of the Learning and Development Audit. Mr Martin Veale commented that it would be more worrying if some of those financial audits were sliding down into the limited category, and that on the whole if they were in a substantial or moderate category then that indicated they were in a reasonable position. · Dr Norma Barry reiterated the importance of the need for managers to be aware of their financial responsibilities, with the Chair highlighting this had previously been raised as part of the Corporate Governance Improvement Plan. · Mr Martin Veale requested that the Committee be provided with the External Service Review report for information. · On request of the Chair, the Audit, Risk and Counter Fraud Manager provided further detail on the internal audit process and specifically in relation to recommendations that had not been implemented and the escalation process. Moved by Councillor Guy Woodham; Seconded by Mr Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Internal Audit and Counter Fraud Update report be noted.
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RESOLVED That the Phosphates risk be referred to the Services Overview and Scrutiny Committee for further consideration; and that this Committee receive back any conclusions from the Services Overview and Scrutiny Committee. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, by way of show of hands, was carried. RESOLVED That the update provided on Business Risk Management and the contents of the Corporate Risk Register be noted.
The Audit, Risk and Counter Fraud Manager presented the report which was an update on the business risk management position of the Council at quarter three 2022-23 and to highlight any changes from the quarter two 2022-23 position. The Committee debated the contents of the report and the key points were highlighted as follows: · The Chair highlighted his concerns in relation to the Council Housing Stock Decarbonisation Programme and suggested collaboration with other local authorities would be needed to be taken as the Authority would be unable to meet the Welsh Government 2030 target on its own. · Dr Norma Barry concurred with the Chair’s comments on the Decarbonisation Programme and referred to the rising energy costs and cost of living crisis that posed a significant risk to the poorer people in the community. The Audit, Risk and Counter Fraud Manager provided assurance that the cost of living overarching risk and its impact was being looked at and that this would be reported to a future Governance and Audit Committee once it had been considered by the Corporate Risk Management Group. · Councillor Michael James referred to the Phosphates risk highlighted within the Corporate Risk Register and his concerns over the impact it would have on the Local Development Plan, planning applications, future development and the cost of building. He also referred to the situation being in the hands of Natural Resources Wales (NRW), with a lack of information from them, and queried whether an Overview and Scrutiny Committee had considered this matter. · In response, the Chair suggested that the matter could be referred to the appropriate Overview and Scrutiny Committee to carry out further due diligence on the issue. The Audit, Risk and Counter Fraud Manager concurred that if Members had specific concerns around this issue then Members may wish to refer the matter to an Overview and Scrutiny Committee. · It was clarified that the appropriate Committee for the referral would be the Services Overview and Scrutiny Committee. · Councillor Michael Stoddart also referred to the issues relating to the Decarbonisation Programme commenting that it was hugely expensive and advised he would like an indication on whether it can be reconciled with the house building programme. He requested that a report on this matter be brought back to a future meeting, which included financial information. The Audit, Risk and Counter Fraud Manager indicated that it would be preferable to bring it back once the budget had been set and the HRA business plan could be looked at and noted to bring it back to a future meeting. Moved by Councillor Michael James; Seconded by Councillor Aled Thomas The vote, by way of show of hands, was carried. RESOLVED That the Phosphates risk be referred to the Services Overview and Scrutiny Committee for further consideration; and that this Committee receive back any conclusions from the Services Overview and Scrutiny Committee. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, by way of show of hands, was carried. RESOLVED That the update provided on Business Risk Management and the contents of the Corporate Risk Register be noted.
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RESOLVED That the Education Directorate Risk Register as at November 2022 be noted
The Head of Education Improvement and Commissioning presented the Education Directorate Risk Register as at November 2022. The Directorate Risk Register is a live document that is reviewed regularly by the Directorate Management Team and contains 7 Business Risks (Threats). In considering the report the key points were highlighted as follows: · Mr Martin Veale observed that there were a lot of risk control measures implemented; however, the risk level were not falling in response to those measures. The Head of Education Improvement and Commissioning advised there had been improvement; however, acknowledged there was more to do. · Mr Martin Veale referred to Risk 5, with attention drawn to the governance structure of Partneriaeth and what could be done in terms of levers to make sure that they do have a positive impact on Pembrokeshire schools. It was noted that since the Spring, Partneriaeth had been feeding in consistently their evaluation of work and had given a better understanding of the impact that they were having on Pembrokeshire Schools. Going forward there was a need to improve quality of evaluation and work on adopting an evaluation model was ongoing. Further detail was provided in relation to funding streams of Partneriaeth. · The Audit, Risk and Counter Fraud Manager, on request, outlined the audit process and scrutiny of the Partneriaeth Joint Committee. He advised that it would be the responsibility of Internal Audit to deliver the Internal Audit work plan for the Joint Committee. Currently Internal Audit were in the process of looking at the audit scope and would be considering the performance aspect to ensure that the direction of travel for schools and the added value can be analysed. The Internal Audit report was reported back to the Partneriaeth Joint Committee. · Councillor Guy Woodham highlighted that in his role as Cabinet Member for Education he sat on the Partneriaeth Joint Committee and provided some context through his experience on the Committee so far. He highlighted that there were strong service level agreements in place across the authorities; however, this was a new Committee and was still being established. · In relation to Risk 4 - Statutory Additional Learning Needs (ALN) Reform, Councillor Alan Dennison declared a personal interest as a School Governor at Milford Haven School and commented that if funding was not available that it would hit that school really hard. · Councillor Jacob Williams commented that it would be difficult to assess the impact of the Partneriaeth Joint Committee. Councillor Guy Woodham advised that there were clear programmes and improvements and interventions that Partneriaeth were delivering and from a joint committee perspective, there was a clear understanding of how effective those pieces of work that Partneriaeth were contributing to within school improvement across the three regions. [At this juncture, following advice from the Head of Law and Governance, Councillor Guy Woodham declared a personal interest in this item by virtue of being a Member on the Partneriaeth Joint Committee.] · In relation to Risk 1 - Failure to Recruit and Retain Key Staff and Leaders in Schools, Dr Norma Barry, requested that further information come back about the outcomes of the implementation of the teacher recruitment campaign. She also highlighted her concern in relation to the planned control measures for that risk which were not very clear. The Head of Education Improvement and Commissioning advised work was ongoing on the recruitment campaign, which included a recruitment video due to come out in the next few weeks. · Dr Norma Barry commented that there could be more clarity on the planned control measures, which were shown as ongoing under Risk 5 - Introduction of Partneriaeth and the Failure of impact on Pembrokeshire Schools. The Head of Education Improvement and Commissioning advised that had noted these comments. · The Chair queried whether there were any key performance indicators in relation to measuring performance and recruitment. The Head of Education Improvement and Commissioning advised that he would liaise with the 14 – 19 Schools Advisor, who was the lead officer on this matter, and get back to the Committee. · In response to a query from Councillor Michael James about teacher’s well-being with the cost of living the Head of Education Improvement and Commissioning provided further detail on support available to staff and Welsh Government funding that was in place. · Councillor Michael Stoddart commented that risks 1 and 7 were linked as without the retention of good teachers then standards would not improve. Moved by Councillor Guy Woodham; Seconded by Mr Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Education Directorate Risk Register as at November 2022 be noted
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RESOLVED That the Committee were content that the Annual Self-Assessment report could proceed as outlined.
The Corporate Policy and Partnerships Manager presented the Annual Self-Assessment Report 2021-22 to seek final comments from the Governance and Audit Committee following public consultation on the draft annual self-assessment report for 2021-22. It was noted that the Committee considered a pre-consultation draft of the self-assessment 2021-22 at its 27 September meeting. The Committee debated the contents of the report and the key points were highlighted as follows: · Dr Norma Barry commented that it was an honest, transparent and convincing self-assessment. She reiterated her comments from the last Committee where she referred to action SA3.2 in relation to diversity under democratic participation. She highlighted, that there was only gender and age mentioned, with no reference to wider diversity or the effectiveness of actions. The Corporate Policy and Partnerships Manager advised he had noted the comments around diversity and would look to strengthen that in the document moving forward. · In response to an issue raised by the Chair on timescales and limited time for due diligence, the Corporate Policy and Partnerships Manager highlighted that it was the first year of implementing the process and that there would be improved timescales next year. · The Corporate Policy and Partnerships Manager responded to Councillor Michael Stoddart on the engagement process. He highlighted that it had been a lengthy process to provide Members with the opportunity to shape the Annual Self-Assessment Report and outlined that the Local Government and Elections (Wales) Act sets out the consultation process. It was noted that the Annual Self-Assessment Report would be considered by Council in December 2022 for final sign off. · The Director of Resources, on request of Mr Martin Veale, provided an update on the Statement of Accounts. It was noted that they would be published shortly and audited by Audit Wales and brought back to Committee in January 2023 before going to Council in March 2023 for full approval. The Director of Resources highlighted that it has been challenging through the year with the changes that had been required to be made. · The Chair commented that it was very helpful in terms of the Committee’s contribution to shaping the document; however, the format and structure were now in place and he would hope to have timescales that were more appropriate going forward. The Corporate Policy and Partnerships Manager acknowledged that there was more work to be done on how they align with some of the corporate and financial processes and highlighted that he would be meeting with the Assistant Chief Executive and the Director of Resources to work through these issues. · Councillor Alan Dennison queried how many responses had been received from the consultation and how public engagement could be encouraged in the future. The Corporate Policy and Partnerships Manager confirmed that one response had been received and highlighted that lack of engagement was a common issue dependent on the topic. He noted this was something to bear in mind and to be more proactive in engagement for next year. · Councilor Michael Stoddart asked for some clarification on the delay of public audit inspection and when it would be finalised. The Director of Resources highlighted that there had been a combination of reasons for the delay, which included, a new financial system: turnover of staff within the financial services division; and a requirement to make some changes to the way some assets were accounted for. · In terms of the lack of public engagement, Dr Norma Barry commented that it was unrealistic to expect the public to wade through lengthy documents and that the Council needed to look at more innovative ways to get public engagement. · Councillor Jacob Williams reiterated his concerns that he had made at the last Committee Meeting relating to the introduction of the new finance system and payments made, might have been unattributed, causing residents to receive letters for payment or court action in error. The Director of Resources clarified that he was unaware of any demands being sent out for debts that did not exist and asked that Councillor Williams had any specific information he would look into the matter. The Chair suggested that Councillor Williams and the Director of Resources address the issues outside of this forum to conclude the matter. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Committee were content that the Annual Self-Assessment report could proceed as outlined.
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RESOLVED a. That the verbal updates on the progress against the actions within the Corporate Governance Improvement Plan 2022-24 have been received and considered b. That the progress updates be provided for review at every meeting.
The Assistant Chief Executive presented the Corporate Governance Improvement Plan and apologised that it had not been possible to provide a written update and highlighted some of the pressures that the Senior Management team were currently facing which was impacting current workloads, which included the significant financial issues faced by the Council; the Covid Inquiry; and Freeports project. The Director of Resources provided a verbal update outlining the current progress on key actions in his area since the Committee considered the Action Plan at its last Meeting. These included: · Action B1 – the staff survey has now been completed and results were currently being analysed. · Actions D6/F1 – work ongoing on the Medium Term Financial Plan (MTFP) that would include scenario planning and sensitivity analysis. · Action F9 – alignment of the corporate and financial planning timetable had now been approved by Cabinet along with the Budget Strategy for 2023-24 and beyond. · Action E17 - workforce requirements were being discussed by the senior leadership team, finance and human resources as part of the budget planning process for 2023-24 and beyond. · Actions F2/F4 - the review and update of the financial Regulations had commenced; however, it was unlikely to be completed by the planned deadline of December 2022. · Actions F11/F23 - delayed completion to 2023 due to workload pressures owing to the financial challenges. The Head of Law and Governance provided a verbal update outlining the current progress on key actions in her area since the Committee considered the Action Plan at its last Meeting. These included: • Action A1 - a report was taken to full Council in October in respect of the model constitution and a constitutional review committee would now need to be convened to progress that work. • Action A8 - a meeting has been held between the Group leaders and the Standards Committee to discuss the Group leaders new statutory obligations. It was noted that there was a Standards Committee Workshop scheduled to look at a number of matters, including other ways that the Standards Committee might play a part in driving up standards of behaviour. • Actions A5/A6/A7 - a new Member Officer protocol had been drafted, which was dealing with all those matters and would go through the political process, including the constitutional review committee due to be set up. The Committee considered the Corporate Governance Improvement Plan and verbal updates provided, with the key points highlighted as follows: · The Chair expressed his concerns over slippage in a number of areas and highlighted the significant importance of the Corporate Governance Improvement Plan. The Assistant Chief Executive highlighted the fragility of the Authority following years of reductions in service. He acknowledged that there was slippages across the Authority due to significant financial challenges and advised that slippages would continue unless there was reprioritisation in the key areas of delivery. · The Chair commented that it had been outlined that there had been issues with long-term absence impacting certain areas of the Action Plan and queried what the current absence rate was in the Authority. The Director of Resources confirmed that the absence rate had gone up to 10 days per annum and was at 5.49%; however, this was the fourth lowest in Wales. He also highlighted that stress management was increasing and an area, which had been further strengthened, within the HR division to be able to provide more stress management support to employees, who were suffering with and absent due to stress. · Dr Norma Barry concurred that the Corporate Governance Improvement Plan was an important piece of work and would like to see it as a priority and suggested that it should be reported to every Governance and Audit Committee. She also commented on the importance of Action A9 and that the development of values was key. · Councillor Michael Stoddart referred to the number and length of reports required by Welsh Government and Audit Wales and as Members should be prioritising and ensuring it adds value. The Director of Resources responded that the volume of reports was challenging and that with increased transparency reports have got longer and that could be looked at going forward. · Councillor Aled Thomas commented that he appreciated that some content of the report and table might not have been able to be updated; however, it would have been helpful for timescales and colours to have been updated, as it was difficult for Members to provide a steer without that information. · The Assistant Chief Executive suggested that he would take the feedback of the Committee and make some amendments to the approach, which would not lose the spirit or drive; however, recognising that not everything with the document was of equal importance. · In response to Councillor Michael Stoddart, the Head of Law and Governance advised that she would look at dates to schedule a Constitutional Review Committee before the end of the year. Moved by Councillor Mr Martin Veale; Seconded by Dr Norma Barry The vote, undertaken by way of a show of hands, was carried. RESOLVED a. That the verbal updates on the progress against the actions within the Corporate Governance Improvement Plan 2022-24 have been received and considered b. That the progress updates be provided for review at every meeting.
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RESOLVED That the Complaints Handling update report be noted.
The Audit, Risk and Counter Fraud Manager presented the Complaints Update report for the consideration of the Committee. In response to Mr Martin Veale asking about the analysis of complaints that were upheld, the Audit, Risk and Counter Fraud Manager outlined the process. This included an action plan with recommendations that was monitored. It was noted that concerns were also monitored to try and resolve any issues raised. Councillor Michael Stoddart highlighted the case in Rochdale regarding damp and mould in a property and referred to a case in his ward, where the tenant had reported the issue on numerous occasions and queried when it would become a formal complaint. The Audit, Risk and Counter Fraud Manager provided further detail on the formal complaint process and advised he was not aware of this case and for the information to be shared with him, so he could look into the matter. The Director of Resources informed the Committee that the Chief Executive had tasked officers to look into the matter to make sure that there were no risk areas in regard to the Rochdale issue in Pembrokeshire. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Complaints Handling update report be noted.
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RESOLVED That the Committee are content with the report.
The Director of Resources presented the Budget - Monitoring Report 2022-23 for the consideration of the Committee. The Chair queried why the contingency expenditure had gone from £3.5 million to £5.8 Million, when there was a moratoriumin place. The Director of Resources highlighted that the contingency was for the pay award, which had exceeded the 4% that was in the budget. The Director of Resources responded to Mr Martin Veale on how the Authority would balance the books by the end of the year. He advised that in terms of the Pay Award, both services and schools would be required to take the pressure above the 4% that was within the budget. It was hoped that through the implementation of a moratorium then it would pull the budget closer to a balanced position; however, the situation was very challenging and referred to a worst case scenario, where the hardship fund reserve would be utilised. In response to the Chair on loans, the Director of Resources clarified that he was not aware of any loans that have had to be written off. Moved by Dr Norma Barry; Seconded by Mr Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Committee are content with the report.
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RESOLVED That the Audit Wales National Report titled ‘The National Fraud Initiative in Wales 2020-21 be noted.
The Audit, Risk and Counter Fraud Manager presented the Audit Wales National ‘The National Fraud Initiative in Wales 2020-21’ report and Council Response Action Plan for the consideration of the Committee. In response to a query from Mr Martin Veale the Audit, Risk and Counter Fraud Manager advised that as part of the internal audit update there were quarterly updates to Members relating to Counter Fraud along with the monetary values associated. Reference was also made to the single person discount exercise undertaken last year. Councillor Alan Dennison queried what the cost was to the Authority in retrieving the money, with the Audit, Risk and Counter Fraud Manager confirming that overpayments or potential errors, these were followed up by the Creditors or Revenues Team. The Audit, Risk and Counter Fraud Manager stated that the Council were not paying a third party to collect outstanding funds. Moved by Mr Martin Veale; Seconded by Councillor Alan Dennison The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales National Report titled ‘The National Fraud Initiative in Wales 2020-21 be noted.
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RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Workforce Management – Pembrokeshire County Council’ be noted.
The Chief HR Officer presented the Audit Wales Local Report titled ‘Springing Forward Workforce Management – Pembrokeshire County Council and the Council’s response outlining the progress to date for the consideration of the Committee. The Chair suggested an update on the progress of the action plan to the Committee at a future meeting would be helpful. Dr Norma Barry referred to the vision outlined in the action plan highlighting it was not her understanding on what a vision should be and suggested to set out the vision of what the Authority was trying to achieve. She also commented that the actions did not address the recommendations highlighting the importance of a Corporate Plan and strategic capability. The Chief HR Officer referenced aligning with the Corporate Plan and advised that a lot of work had been done on workforce planning. She acknowledged that the vision need to be worked on outlining the high-level vision was about talent pathways. Moved by Councillor Alan Dennison; Seconded by Mr Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Workforce Management – Pembrokeshire County Council’ be noted.
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RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Asset Management – Pembrokeshire County Council’ be noted.
[At this juncture Councillor Michael Stoddart left the Meeting] The Director of Community Services presented the Audit Wales Local Report titled ‘Springing Forward Asset Management – Pembrokeshire County and the Council’s response outlining the progress to date for the consideration of the Committee. Councillor Alan Dennison referred to debt recovery on the rents in the Riverside in Haverfordwest. The Director of Community Services advised that the Authority had acquired the Riverside with the support of Welsh Government funding a couple of years ago and was currently able to operate at a reasonable profit. It was noted that the purpose for the acquisition was for wider regeneration purposes rather than a commercial investment. Mr Martin Veale commented that the action plan was thorough and queried whether Audit Wales would be doing further work to look at improvements across all local authorities. In response, the Performance Audit Manager (Audit Wales, advised that this year Audit Wales would be focusing on Digital, hoping to pull through some common themes for a national summary report. It was also noted that proposals for improvement were always followed up as part of ongoing assurance and risk assessment work. In response to a query from the Chair on actions R1/R2, which related to Asset Management Planning and Delivery, the Director of Community Services advised that the Asset Management Strategy would be considered by the Policy and Pre Decision Overview and Scrutiny Committee in January 2023 and Cabinet in February 2023. Moved by Councillor Michael James; Seconded by Councillor Alan Dennison The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales Local Report titled ‘Springing Forward Asset Management – Pembrokeshire County Council’ be noted.
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RESOLVED That the Audit Wales National Report titled ‘Equality Impact Assessments: More than a Tick Box Exercise’ be noted.
The Audit, Risk and Counter Fraud Manager presented the Audit Wales National Report titled ‘Equality Impact Assessments: More than a Tick Box Exercise’ for the consideration of the Committee. It was noted that the Council’s Strategic Equality Group were due to consider the report at their meeting in November 2022, and would append any actions, which the group felt necessary to the Council’s Strategic Equality Plan 2020-24. Dr Norma Barry highlighted that she had raised the issue frequently about equality, diversity, inclusion, and sought assurance that were meeting the legal responsibilities under the Public Sector Equality Duty (PSED) and that the equality impact assessments were robust. The Audit, Risk and Counter Fraud Manager advised that the comments would be fed back to the Strategic Equality Action Group. Moved by Mr Martin Veale; Seconded by Dr Norma Barry The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales National Report titled ‘Equality Impact Assessments: More than a Tick Box Exercise’ be noted.
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