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RESOLVED:- That the Governance and Audit Committee Terms of Reference be noted.
RESOLVED:- That the updated Governance and Audit Committee Work Programme be noted.
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had in order to assure itself that the council has provided an effective response to recommendations, in accordance with the Terms of Reference (33).
RESOLVED:- That the Annual Governance Statement will be brought forward to the October 2024 meeting.
RESOLVED: - The Governance and Audit Committee considered the Council’s response at Appendix 2. and was assured that an effective response had been provided.
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
RESOLVED: - That the Audit Wales Work Programme quarter four update be noted.
RESOLVED:- That the Committee noted that the Head of Service Audit and Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control was generally adequate and effective in achieving the Council’s objectives.
RESOLVED:- (i) That the Governance and Audit Committee agreed that the Governance and Audit Committee Members Development was a standing item on each GAC committee agenda. (ii) That all members of the GAC complete the Governance and Audit Committee Knowledge and Skills matrix.
RESOLVED - Councillors Carys Edwards – Independent Lay Person be appointed as Chair of the Governance and Audit Committee.
RESOLVED - Councillor Paul Rogers be appointed as the Vice Chair of the Governance and Audit Committee.
There were no apologies for absence.
Members were reminded of their responsibility under Paragraph 11 of the Members’ Code of Conduct, to declare the existence and nature of any personal interest in respect of any of the business to be transacted at this meeting. The following declaration was made:- Item Agenda 13 – Audit Wales Work Programme Q4 Update and Agenda Item 14 – Internal Audit Annual Report 2023/24 including Counter Fraud Annual Report 2023/24: Councillor R I Williams – personal and non-prejudicial – The Councillor was in the teaching union and was also employed as a teacher.
RESOLVED: - That the Minutes of the Meeting held on 21 March 2024 be signed as a correct record.
Y penderfyniad fel y'i cofnodwyd
RESOLVED:- That the Governance and Audit Committee Terms of Reference be noted.
RESOLVED:- That the Governance and Audit Committee Terms of Reference be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED:- That the updated Governance and Audit Committee Work Programme be noted.
During discussion, the following points were raised: · That the following reports have been rescheduled to October 2024: a) The Audit Wales Audit of Statement of Accounts 2022/23; b) The Annual Governance Statement (AGS); c) The Statement of Accounts. · There will be an additional meeting in November 2024 which will cover the Self-Assessment report. RESOLVED:- That the updated Governance and Audit Committee Work Programme be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had in order to assure itself that the council has provided an effective response to recommendations, in accordance with the Terms of Reference (33).
The Chief Officer for Governance and Customer submitted a report (COGC/40/24) that presented the Audit Wales review ‘Digital Strategy Review’ in accordance with the committee’s Terms of Reference. The Audit representatives for Audit Wales comprising of Carwyn Rees the Audit Manager (Performance and audit) and Duncan Mackenzie (Senior Auditor) gave an overview of the Audit Wales report and highlighted the main points within it. The Head of Service for Digital and customer thanked the Audit Wales Team for their cooperation and provided Members with a summary of the council’s response to the external audit recommendations that was attached at Appendix B. The following was discussed:- · Concerns regarding the funding to provide broadband in all Council Housing were raised by Member. · The installation of broadband within all Council properties was aspirational not an obligation and there had been no discussion around devices or installation of broadband at this point. · The Customer access engagement survey will be bi-annual so not to overload people with surveys and the timeliness would ensure that the Council received a good comprehensive response to it. · The digital platform was supported through various licences incorporating value for money, resilience and collaboration with neighbouring local authorities. · A Member enquired about the key barriers to delivering the action plan that focused on the 2020-2024 Digital strategy. · Once the digital programme has been reviewed it will be shared with the relevant Scrutiny Committee. · Colleagues in the Performance Improvement team were looking at the current platforms to encourage more participation from members of the public. · Huge progress has been made regarding the Councils digital systems. · Placing more emphasis on customer satisfaction was identified. · Various groups have been used to help and inform the design of Wrexham Councils systems. For example, the tenants’ group was used for the Councils housing redesign and there have been instances where complainants have worked with the council to improve systems resulting in a complaint turning into a positive outcome. · A clear assessment and business case was formulated prior to the Council embarking into joint arrangements with external bodies. · Members were informed about the range of partners that provided free devices and the device initiatives that helped people who were digitally excluded. RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had in order to assure itself that the council has provided an effective response to recommendations, in accordance with the Terms of Reference (33).
Y penderfyniad fel y'i cofnodwyd
RESOLVED:- That the Annual Governance Statement will be brought forward to the October 2024 meeting.
RESOLVED:- That the Annual Governance Statement will be brought forward to the October 2024 meeting.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: - The Governance and Audit Committee considered the Council’s response at Appendix 2. and was assured that an effective response had been provided.
The Chief Officer for Economy and Planning submitted a report (COEP/65/24) that presented the Council’s response to Audit Wales national review ‘Sustainable Development – making best use of brownfield land and empty buildings’ which investigated how Councils across Wales were supporting the re-use of brownfield land and buildings. The Audit Wales Audit Manager for Performance and audit introduced the report and highlighted that the brownfield report was part of Audit Wales Local Government, National Studies that was delivered by a central team. Wrexham Council was taken from a selected sample of twenty two local authorities located in Wales. The Head of Planning Development Management provided an overview of Wrexham Councils response to the Audit Wales review. Members asked a number of questions which were responded to accordingly, and the following points were highlighted during the detailed debate:- · The timescale for the brownfield site register and bi yearly update was considered to be realistic, given the processes and the resource implications within the policy team. · The bi yearly update of the brownfield site register would not prevent other suitable sites coming forward within that period. · Clarification was sought regarding the number of brownfield sites that had been identified within the current Local Development Plan (LDP) compared to the documents provided with the report. · A Member advised that the Council’s response to recommendation 2 should be changed to ‘that the Community engagement procedure should be adopted as part of establishing a brownfield site register procedure’ rather than ‘could be adopted’. · A Member raised concerns regarding the timescales and considered them not to be ambitious enough, especially where the Council has been encouraged to bring forward more brownfield sites for development. · The budgetary issues connected to dealing with the contaminated land and clean-up costs associated to the brown filed sites was explained to Members. · A Member mentioned the recent King’s Speech which included a discussion regarding the grey sites element. · A Member advised that there needs to be a focus on the grant money going forward because developers will not develop brownfield sites unless they were in receipt of subsidies. · A Member raised concern regarding overdeveloped brownfield site in the Brymbo area and that consideration should be given to those communities. . RESOLVED: - The Governance and Audit Committee considered the Council’s response at Appendix 2. and was assured that an effective response had been provided.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
The Chief Executive submitted a report (CE/13/24) that presented the Audit Wales examination ‘The Setting of Well-being Objectives’ and the council’s response to the recommendation in accordance with the committee’s Terms of Reference. Carwyn Rees the Audit Manager for Performance and audit and Duncan Mackenzie the Senior Auditor representing Audit Wales provided an overview of the report and highlighted the main points within it. The Head of Service: Performance, Improvement & Partnerships introduced the Councils response to the Audit Wales report and highlighted the main points within it. The following was discussed:- · The report reflected the comprehensive range of evidence and engagement that was used to inform the development of the Council Plan and was timely for setting the Wellbeing objectives. · It was highlighted that the audit wales report gave complete assurance on the setting of the well-being objectives. · Members acknowledged the hard work that had gone into the wellbeing review and they thanked Audit Wales for providing Wrexham council with assurance for this area. · Members discussed the inclusion of impacts relating to service changes and quality reporting. · Members were assured that the inclusion of impacts will be taken into consideration during the change programme. · There was a Future Generations Commissioner’s Office self-assessment tool that could be used when assessing the application of the sustainable development in the future. RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
Y penderfyniad fel y'i cofnodwyd
RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
The Chief Executive submitted a report (CE/10/24) that presented the Audit Wales review ‘ Use of Performance Information: Service User Perspective and Outcomes’ and Wrexham Council response to recommendations in accordance with the committee’s Terms of Reference. The Audit representatives for Audit Wales comprising of Carwyn Rees the Audit Manager (Performance and audit) and Lora Gwawr Williams (Senior Auditor) gave an overview of the Audit Wales report and highlighted the main points within it. The Head of Service: Performance, Improvement & Partnerships provided an introduction to the Councils response to the Audit Wales report and highlighted the relevant points associated to them. The following was discussed:- · A Member enquired if Members of the Committee would be able to attend the Audit Wales Good Practice event that was scheduled for autumn 2024. · Members were assured about the data quality arrangements that were in place regarding the data that was documented within the council plan. · A performance management system had been procured which removed the risk of errors in transcribing information and was consistent and sound from the point of input. · The new performance system was now in place and in due course the performance team will be supporting departments throughout the council to use it for their service management and performance data. · Members were given assurance on the information provided to judge Wrexham Council on its performance for delivering its services. · Clarification was sought regarding point 19 of the report that related to the data accuracy arrangements that covered service user perspectives and outcome data. · An explanation was given regarding the difference between the Local Development Plan and the Council Plan. It was confirmed that the Council Plan was not related in any way to the Local Development Plan. RESOLVED: - That the Governance and Audit Committee considered the Audit Wales review at Appendix A and the Organisational Response Form at Appendix B and was assured that the council had provided an effective response to recommendations, in accordance with its Terms of Reference (33).
Y penderfyniad fel y'i cofnodwyd
RESOLVED: - That the Audit Wales Work Programme quarter four update be noted.
(Members declarations of interest in relation to this item are set out in Minute 4 above). The Audit Wales Manager for Performance and Audit introduced the Work Programme for quarter four and highlighted the main points within it. During the introduction Members were assured about the reason why there had been a delay of the audit of accounts for 2022/23. During the debate the following points were highlighted: · It was confirmed that the access to education for Children with Additional Learning Needs (ALN) review was currently being scoped out. · The Audit Wales Manager (Performance and Audit) will aim to come back with a small scoping summary for the senior public service review and will circulate it accordingly. · The Good practice exchange events was a brand name and Audit Wales will explore the positives results from reviews and sometimes will discuss the negative side too. · A Member enquired about attending a future ‘effective practices in a positive impact event’ hosted by Audit Wales. · The Audit Wales Manager will look into who would be allowed to attend the Audit Wales Events. · A Member raised concern regarding the costs associated to the council using private agencies to provide supply teaching staff. · Members were informed that the reporting of Teachers absence was part of a published update whereby a letter had been written by Audit Wales addressed to the public accounts and public administration committee during October 23. RESOLVED: - That the Audit Wales Work Programme quarter four update be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED:- That the Committee noted that the Head of Service Audit and Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control was generally adequate and effective in achieving the Council’s objectives.
(Members declarations of interest in relation to this item are set out in Minute 4 above). The Chief Officer for Finance and ICT submitted a report (COFI/18/24) asking Members of the GAC to consider the Head of Service Audit and Technical’s Internal Audit – Annual Report 2023/24 (Appendix 1) as to the overall adequacy and effectiveness of the Council’s framework of governance, risk management and control. The Head of Service and Audit & Technical introduced the report and highlighted that there had been 18 planned audits finalised between February and March 2024. Three unplanned follow-up audits were also completed during that period. There was one new audit that was given an Amber level of assurance which covered driving at work. The following main points were discussed and detailed below: · Recognition was given to the serious hard work that had been carried out by the audit team during the year 2023/24. · A Member made reference to the driving at work review and acknowledged that it was a good area to be looking at. · It was explained that ninety four percent of the audit plan had been completed and the remainder six percent will be followed up in due course; this was because officers were still implementing the recommendations due to technical or resource reasons. · A Member advised that the Council needed to recognise the risks associated to wellbeing and to the council during this time of change especially, when there were statements about managers becoming increasingly stretched in their roles. · The North Wales adoption review highlighted in Appendix 2 has commenced but they were in a process of change so internal audit will return back and review the area at a later suitable date. · There had been two proven allegations of fraud in 2023-24 and one of which related to the theft of items from a Council storage area. Members were assured that the Council did have CCTV in place during this incident and will be learning on how the theft of the storage issue happened. Internal Audit will also be strengthening up the controls within that area. · The elected member and staff training for counter fraud will be an eLearning platform and internal audit have looked into a North Wales collaborative set up to ensure value for money was achieved. · The Additional Learning Needs (ALN) review was in progress and the overall objective would be to: a) Establish whether the Council and schools were compliant with the additional learning needs code for Wales 2021; b) If it was on schedule to transfer learners to the new ALN system before the deadline of August 2025. · The outcomes from the two fraud allegations had a degree of confidentiality because there were some disciplinary issues associated with them and therefore, it was not appropriate to discuss them at this part 1 GAC meeting. · A Member raised concern regarding the amount of money that was being spent on private agencies to provide supply teachers in Wrexham Schools. · There were limitations to the wording regarding the Council’s framework of governance, risk management and control where it stated it to be generally adequate and effective in achieving the Council’s objectives. · It was explained that there were various standards which internal audit had to comply with and Members were assured that the statement highlighted in the audit recommendation 3.1 in the report will be looked into further and compared more against the CIPFA standards. RESOLVED:- That the Committee noted that the Head of Service Audit and Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control was generally adequate and effective in achieving the Council’s objectives.
Y penderfyniad fel y'i cofnodwyd
RESOLVED:- (i) That the Governance and Audit Committee agreed that the Governance and Audit Committee Members Development was a standing item on each GAC committee agenda. (ii) That all members of the GAC complete the Governance and Audit Committee Knowledge and Skills matrix.
The Chief Officer for Finance and ICT submitted a report (COFI/26/24) asking the Governance and Audit Committee to consider the Governance and Audit Committees (GAC’s) Development. The Head of Service Audit and Technical introduced the report and explained that the GAC’s Development was about the GAC being able to deliver its function and to enable it to cover its three broad areas of responsibility. It was highlighted that rather than having a set development programme the GAC’s Development will be more of an interactive process than a planned process. In order to facilitate the new GAC development programme, it will be a standing item on each GAC committee agenda. The following was discussed:- · Members of the Committee were encouraged to complete their evaluation of their skills via the Knowledge and skills matrix. · The Constitution required the GAC to be held to account on a regular basis by Full Council and this was demonstrated by the GAC submitting a yearly report on its performance to them. · The responsibilities and the legal element of GAC had recently changed and Members were advised that training should be part of the GAC contract whereby GAC members have to complete the relevant mandatory training before being a Member of the GAC. · It was noted that previously, there has been a misunderstanding regarding the responsibilities of the GAC and therefore training was deemed to be very important. · Group leaders will work with officers regarding the GAC requirement to provide knowledge and skills around the development of Members in this area. RESOLVED:- (i) That the Governance and Audit Committee agreed that the Governance and Audit Committee Members Development was a standing item on each GAC committee agenda. (ii) That all members of the GAC complete the Governance and Audit Committee Knowledge and Skills matrix.
The Chair thanked everyone for their warm welcome, their contributions and excellent questioning during her first GAC meeting.
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.
Dyw'r cyngor ddim wedi cofnodi presenoldeb ar gyfer y cyfarfod hwn.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.