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RESOLVED That the South West Wales Corporate Joint Committee – Governance and Audit Sub-Committee receive the budget for the Joint Committee as £615,049 as set out in Appendix B (Continuity with 10% levy reduction, along with the Levy Charge based on population to the constituent authorities as follows: Local Authority Levy 2024/2025 £ City and County of Swansea Council (Levy) 191,188 Carmarthenshire County Council (Levy) 151,281 Neath Port Talbot CBC (Levy) 114,094 Pembrokeshire County Council (Levy) 99,414 555,978
RESOLVED That the report be noted; and that an update report be received later in the year on the progress of the Audit Wales Recommendations from the SWWCJC Head of Internal Audit.
There were no declarations of interest.
Councillor Michael James Moved to accept the Minutes of the previous meeting in English. Lay Member Paula O’Connor wished to point out that in regards to Minute 13, the Governance and Audit Terms of Reference, she had expressed her thanks to Officers for amending the Minutes to reflect the CIPFA guidance, and asked that the acknowledgment be included. The Head of Democratic Services confirmed that this would be added. The English Minutes were Seconded by Councillor Aled Thomas. The Sub-Committee then agreed the English Minutes. Councillor Aled Thomas Moved to accept the Minutes of the previous meeting in Welsh; Seconded by Councillor Michael James. The Sub-Committee then agreed the Welsh Minutes. The vote was taken by way of a show of hands and carried. RESOLVED That the Minutes of the South West Wales Corporate Joint Committee – Governance and Audit Sub Committee meeting held on 26 October 2023 be approved as a correct record, subject to the above change.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the South West Wales Corporate Joint Committee – Governance and Audit Sub-Committee receive the budget for the Joint Committee as £615,049 as set out in Appendix B (Continuity with 10% levy reduction, along with the Levy Charge based on population to the constituent authorities as follows: Local Authority Levy 2024/2025 £ City and County of Swansea Council (Levy) 191,188 Carmarthenshire County Council (Levy) 151,281 Neath Port Talbot CBC (Levy) 114,094 Pembrokeshire County Council (Levy) 99,414 555,978
The Sub-Committee considered a report which outlined the budget for the financial year 2024 to 2025, including the levy charge to the constituent authorities. It was noted that the report was for information only as it had already been considered by the South West Wales Corporate Joint Committee. The Regional Finance Manager introduced the report and stated that three budget options were put to the South West Wales Corporate Joint Committee (SWWCJC) on 23 January 2024 and they had agreed to go with Option 2. He then referred to the three options, as outlined in the report: • Option 1 – Continuity budget 2024-25 • Option 2 - Option 2 Continuity budget minus 10% in 2024-25 • Option 3 - Option 3 Optimal - Full Cost Operational Budget in 2024/25 The Regional Finance Manager highlighted that the 10% in reserves had been selected as it reflected the budgetary pressures placed on Local Authorities, which were said to be around 10%, which would then reduce the levy. In considering the report, the following key points were raised: • The Chair highlighted that Option 2 involved using some of the reserves that had been accrued from the previous year. The Regional Finance Manager confirmed this to be the case. • The SWWCJC Head of Internal Audit referred to the Minutes of the last meeting and emphasised that an Internal Audit work programme was not currently required, and explained that this was due to the income and expenditure of the SWWCJC being less than £2.5 million, therefore, it was not necessary for a full thematic review of the SWWCJC. He then highlighted that the SWWCJC accounts were being prepared in the form of an annual return, which would go to a meeting of the Sub-Committee once produced. He also made the commitment that both the Terms of Reference and Forward Work Programme would be added to each Agenda going forward, for the benefit of the Sub-Committee. • Councillor Phil Rogers referred to Option 3, which would generate £7.21 million between the four Sub-Committees over the five year plan, and sought clarification as to how this would be funded. In response, the Regional Finance Manager stated that this would have potentially been funded by Local Authority constituents along with Welsh Government support, however, this option was not chosen by the SWWCJC. Councillor Rogers mentioned growing plans for the future and expressed concern over the potential burden on constituents. The Regional Finance Manager highlighted that there was around £730,000 worth of reserves built up in previous years, therefore, this would be used to support the SWWCJC Sub-Committees going forward, if the SWWCJC chose to do so. • Ms Paula O’Connor stated her support for Option 2, but sought clarification as to whether the 10% reduction would impede the progress of ongoing work, in relation to recommendations of the Audit Wales Report. The Chair suggested that there would be an impact, but stated that this would be discussed during the next item of business. Mr John Evans also agreed that Option 2 was the correct way forward. He then sought clarification regarding the recruitment process for the various new Officers that would be required under Option 3. In response, the Regional Finance Manager explained that had Option 3 been chosen, the project leads would look to appoint suitably qualified candidates. The Sub-Committee agreed with the Recommendation. RESOLVED That the South West Wales Corporate Joint Committee – Governance and Audit Sub-Committee receive the budget for the Joint Committee as £615,049 as set out in Appendix B (Continuity with 10% levy reduction, along with the Levy Charge based on population to the constituent authorities as follows: Local Authority Levy 2024/2025 £ City and County of Swansea Council (Levy) 191,188 Carmarthenshire County Council (Levy) 151,281 Neath Port Talbot CBC (Levy) 114,094 Pembrokeshire County Council (Levy) 99,414 555,978
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the report be noted; and that an update report be received later in the year on the progress of the Audit Wales Recommendations from the SWWCJC Head of Internal Audit.
The Sub-Committee considered a report which outlined the Audit Wales Report: Corporate Joint Committees – commentary on their progress (November 2023). The SWWCJC Head of Internal Audit introduced the report and stated that it highlighted the work that all Corporate Joint Committees had done over the last 12 to 18 months. He stated that the report outlined the following key areas that needed to be addressed: · Understanding of the Welsh Government’s aims for the CJCs. · Evolving governance arrangements. · CJC’s plans to deliver the Welsh Government aims and meet their statutory obligations. · How the CJC relates to existing partnership arrangements. · CJC’s plans to meet their requirements under the Well-Being of Future Generations Act (WFG Act), including setting their well-being objectives. The SWWCJC Head of Internal Audit explained that the report was positive for the South West Wales CJC, as it highlighted that the Governance Arrangements were fairly robust. He also stated that five recommendations were made by Audit Wales, only one of which related to the SWWCJC, and was said to be the need to develop a Child Poverty Action Plan and a Participation Strategy. In considering the report, the following key points were raised: • The Chair stated that he was pleased with the progress that had been made by the SWWCJC, and commented that the outlined report was a positive reflection of the progress. He suggested that restrictions in regards to funding, however, would limit the progress that could be made. • Councillor Phil Rogers stated that the report was encouraging. He then referenced the recommendation in regards to Child Poverty and stated that it was the right decision to align the SWWCJC plan with that of the Welsh Government. He then sought clarification as to whether there were any plans to align the SWWCJC with the Swansea Bay City Deal, and whether resources would be shared. In response, the SWWCJC Head of Internal Audit stated that he was unaware of any potential plans. The Regional Finance Manager added that informal discussions had taken place and stated that Cardiff Council had merged their City Deal with their SWWCJC, therefore it was being explored informally. • Councillor Jeff Jones commented that the outlined report was positive and provided good clarification. He then expressed the importance of potentially working with the City Deal and how this could improve economic prosperity within South West Wales. • Ms Paula O’Connor agreed that the report was positive and informative. She then asked how the Sub-Committee could be assured that progress was being made against the five recommendations from the Audit Wales report, to avoid losing sight of the progress before the end of the 12 month period. In response, the SWWCJC Head of Internal Audit explained that he would bring a report back to the Sub-Committee to ensure that progress was on track, in relation to the recommendations. Ms O’Connor stated that she was particularly interested in having an update report on recommendations 1-3. The Chair agreed that it would be useful to bring an update report back on those particular recommendations later in the year. • Mr John Evans also agreed that the report was a positive reflection of the progress made. He highlighted potential legal issues in regards to merging the SWWCJC with the City Deal, as the SWWCJC was a statutory legal entity. He then asked that the aforementioned progress report be presented to the Sub-Committee in the form of a simple action sheet, along with the status of each recommendation. • Councillor Lesley Walton agreed that it was a good report, and highlighted that it was useful to have caveats within the report in regards to the slow progress of the Child Poverty agenda. She hoped that work could be done with the City Deal, as it would be positive in regards to budget, but would also avoid duplication. • Councillor Michael James expressed that he was happy with the proposed way forward in regards to the update report and stated his support for the action plan format, as suggested by Mr Evans. Councillor James also stated that he was pleased that the Pembrokeshire Coast National Park Authority was now involved with the SWWCJC. • Mrs Joanna Jenkins stated that it was an excellent report and that it was testament to the work of Officers and staff, and wished to commend them. She then wished to point out that apologies for absence had been highlighted in the background of the meeting, but wished to raise verbally that apologies had been received from Craig Griffiths, Monitoring Officer (NPT) and Louise McAndrew, Corporate Strategic Planning & Governance Officer (NPT). • Councillor Michael James also stated his support for the work of Officers that had been carried out on behalf of the Sub-Committee. • The Chair reiterated that an update report would be brought to the Sub-Committee later in the year. Councillor Phil Rogers Moved the Recommendation; Seconded by Councillor Mike Harvey. The vote, undertaken by a show of hands, was carried. RESOLVED That the report be noted; and that an update report be received later in the year on the progress of the Audit Wales Recommendations from the SWWCJC Head of Internal Audit.
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