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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED (a) That the updates in respect of actions arising from the last meeting be noted; (b) That reference to a further update on the recommendations of the Audit Wales National Report – ‘Sustainable Development? Making Use of Brownfield Land and Empty Buildings’ matter be added to the action log for the November meeting.
RESOLVED (a) That the Committee noted the Internal Audit and Counter Fraud Update report to the 31 August 2024 and had no specific recommendations to make at this time. (b) That a detailed response be provided at the November meeting with updates in relation to the outstanding recommendations.
RESOLVED That the draft Annual Governance Statement for 2023-24 be noted prior to it being reported to Council for approval; and that the External Audit Schedule of Reports be separated into two categories, ‘Local Reports’ and ‘National Reports’.
RESOLVED That the Budget Monitoring Outturn Report 2023-24 be noted.
RESOLVED That the Budget Monitoring Report Quarter 1 2024-25 be noted.
RESOLVED That the Audit Wales Plan for 2024 be noted.
RESOLVED That the Annual Audit Summary for Pembrokeshire County Council 2023 be noted.
RESOLVED That the Audit Wales National report into Councils use of Performance Information: Service User Perspectives and Outcomes be noted.
RESOLVED That the Audit Wales National report into Digital by Design - Lessons from our Digital Strategy Review across Councils in Wales be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.] [Councillor Aled Thomas left the meeting at this juncture.]
RESOLVED That the Audit Wales report into the Governance of National Park Authorities be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.]
RESOLVED That the findings of the Care Inspectorate Wales Improvement Check visit to Pembrokeshire County Council’s Adult Services in April 2024 be noted; and a progress report in relation to the recommendations contained within be presented at the November Committee meeting.
RESOLVED That the findings of the Food Standards Agency visit to Pembrokeshire County Council in May 2024 be noted.
RESOLVED That the dates of the meetings up until April 2025 be noted; and the forward work programme for the remainder of the Municipal Year be approved.
Apologies for absence were received from Councillor Mike Stoddart.
The following declaration of interest was made: Item 13 - Audit Wales - Governance of National Park Authorities Councillor Maureen Bowen declared a personal interest by virtue of being a Council representative on the National Park Authority’s Planning Committee.
Moved by Councillor Aled Thomas; Seconded by Councillor Mike James The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of the Meeting held on 18 April 2024 be approved as a correct record, in both English and Welsh. Moved by Councillor Mike James; Seconded by John Evans The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of an Extraordinary Meeting held on 8 May 2024 be approved as a correct record, in both English and Welsh.
Decision as recorded
RESOLVED (a) That the updates in respect of actions arising from the last meeting be noted; (b) That reference to a further update on the recommendations of the Audit Wales National Report – ‘Sustainable Development? Making Use of Brownfield Land and Empty Buildings’ matter be added to the action log for the November meeting.
The Committee considered the follow-up actions, and associated appendices, which were requested at the last Committee meeting. During consideration of the action log, it was raised that an action had been missed in relation to a further update on the recommendations of the Audit Wales National Report – ‘Sustainable Development - Making Use of Brownfield Land and Empty Buildings’. It was agreed that the matter would be added to the action log for the November meeting. Moved by John Evans; Seconded by Councillor Anji Tinley The vote, undertaken by way of a show of hands, was carried. RESOLVED (a) That the updates in respect of actions arising from the last meeting be noted; (b) That reference to a further update on the recommendations of the Audit Wales National Report – ‘Sustainable Development? Making Use of Brownfield Land and Empty Buildings’ matter be added to the action log for the November meeting.
Decision as recorded
RESOLVED (a) That the Committee noted the Internal Audit and Counter Fraud Update report to the 31 August 2024 and had no specific recommendations to make at this time. (b) That a detailed response be provided at the November meeting with updates in relation to the outstanding recommendations.
[Councillor Aled Thomas declared a personal interest in this item of business, by virtue of being a Local Authority appointed Governor at Ysgol Caer Elen.] The Committee considered a report by the Audit, Risk and Counter Fraud Manager in relation to an update on Internal Audit and Counter Fraud for 2024-25. The Audit, Risk and Counter Fraud Manager presented the report and highlighted that good progress had been made during the first five months and stated that he was content with the current position. It was stated that changes had been made to the plan due to additional management requests being received, however, the additional requests had an impact on the plan and would affect other aspects but the plan remained fluid and responsive to the highest risks at all times. It was noted that the team continued to support Council Strategic Partners and the work undertaken in relation to those partners had been completed within a timely manner. Members were informed that since the Committee last met, two internal audits had received limited assurance ratings which had been shared with Committee Members and the respective Cabinet Members. An explanation of measures being used to monitor performance of the Internal Audit Team was given and it was stated that further work would be undertaken to establish how the performance would be reported to the Committee. Reference was made to the outstanding recommendations contained within the report, of which close monitoring and update requests were being undertaken to ensure the actions were completed within the timeframe set, particularly those which were overdue. An overview of the Counter Fraud arrangements was provided, which included a dedicated Officer and a new e-learning module, and the number of recent referrals was outlined. In summing up, it was stated that preparations were underway to refresh the Biennial ‘Main’ National Fraud Initiative data. The Committee debated the contents of the report and the key points were highlighted as follows: · Martin Veale made reference to the 28 outstanding recommendations which were over three months beyond the predicted implementation date and requested that they be followed up and a detailed response be provided to the Committee at the November meeting, with updates in relation to the outstanding recommendations and any revised implementation dates. John Evans reiterated the need for a detailed update, particularly in relation to the outstanding recommendations within the Assistant Chief Executive Directorate and the Social Services and Housing Directorate. · Martin Veale commented that it had been pleasing to learn that an e-module on counter fraud had been launched, with 1630 individuals completing the module within the first month, but queried how many people that e-module was predicted to reach. The Audit, Risk and Counter Fraud Manager advised that the e-module had been launched to 6000 individuals and stated that 3600 had completed it to date. Assurance was given that reminders were being sent by the Learning and Development Team to those who had not yet completed the module. Moved by Martin Veale; Seconded by Councillor Mike James The vote, undertaken by way of a show of hands, was carried. RESOLVED (a) That the Committee noted the Internal Audit and Counter Fraud Update report to the 31 August 2024 and had no specific recommendations to make at this time. (b) That a detailed response be provided at the November meeting with updates in relation to the outstanding recommendations.
Decision as recorded
RESOLVED That the draft Annual Governance Statement for 2023-24 be noted prior to it being reported to Council for approval; and that the External Audit Schedule of Reports be separated into two categories, ‘Local Reports’ and ‘National Reports’.
The Committee considered a report by the Audit, Risk and Counter Fraud Manager in relation to the Annual Governance Statement for 2023-24. The Audit, Risk and Counter Fraud Manager presented the report outlining the Committee’s responsibility, paired with the approval by Council, and stated that the Local Code of Governance was revised and approved by Cabinet in April 2024, and it was that which had been used to measure the statement in relation to internal control for this purpose. It was stated that the annual review of the effectiveness of the Council’s governance was undertaken and the key features of that review were outlined for the Committee. It was noted that the review had identified five significant issues which required improvement and four matters which had been classified as being a priority for improvement, all of which had been highlighted within the report. It was noted that progress reports would be provided to the Committee, on the areas identified as needing improvement, at regular intervals to ensure oversight by the Committee. The Committee debated the contents of the report and the key points were highlighted as follows: · Martin Veale made reference to the External Audit Schedule of reports and requested that they be separated into two categories, ‘Local Reports’ and ‘National Reports’ to make it more readable in terms of identifying which ones were for Pembrokeshire County Council. The Audit, Risk and Counter Fraud Manager agreed to do so before submitting the report to Council for approval. · In response to a question raised by Martin Veale, the Audit, Risk and Counter Fraud Manager advised that there were a few new actions within the report which included safeguarding, school licence deficit agreements, corporate governance arrangements and the statement of accounts. Members were informed that most of the new actions were on track to be delivered and further updates would be provided when available. Moved by Councillor Maureen Bowen; Seconded by Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the draft Annual Governance Statement for 2023-24 be noted prior to it being reported to Council for approval; and that the External Audit Schedule of Reports be separated into two categories, ‘Local Reports’ and ‘National Reports’.
Decision as recorded
RESOLVED That the Budget Monitoring Outturn Report 2023-24 be noted.
The Committee considered a joint report by the Director of Resources and Deputy Chief Finance Officers in relation to the County Council Budget Monitoring Outturn Report for 2023-24. The Chair welcomed the Cabinet Member for Corporate Finance and Efficiencies to the meeting to introduce the report. It was stated that whilst there was initially an overspend of £3m for 2023-24, a one-off adjustment in reduced MRP to offset a previous overpayment of MRP for Cleddau Bridge and some internal work which was conducted, that figure was significantly reduced. It was stated that pressures within Social Care, particularly in relation to children’s care, and increased demand for temporary housing were two of the largest contributors to the pressures, along with education. Slippage within the Capital Programme was highlighted resulting in a £5.9m underspend, and attention was drawn to the situation of a number of Schools facing significant pressure in relation to their balances. Some positive underspends were highlighted within highways, transportation and culture related services. The Committee raised no questions. The recommendation was Moved by Councillor Maureen Bowen; Seconded by Councillor Jacob Williams. There were no recommendations made in respect of areas of concern. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Budget Monitoring Outturn Report 2023-24 be noted.
Decision as recorded
RESOLVED That the Budget Monitoring Report Quarter 1 2024-25 be noted.
The Committee considered a report by the Deputy Chief Finance Officer (Deputy S151 Officer) in relation to the County Council Budget Monitoring Report for Quarter 1 - 2024-25. The Chair welcomed the Cabinet Member for Corporate Finance and Efficiencies to introduce the report. It was stated that the projected overspend was currently £2.9m and the pressures linked to Social Care, Education and homelessness were reiterated. Details of the Social Care pressures were outlined, particularly in relation to the costs of Children’s Services which was projecting an overspend of 10.5%. It was noted that the costs were in relation to the complexity of care required, along with the demand, with 37 children currently requiring out of county residential care, which made finding savings very difficult for the service. Pressures linked to the allocation of temporary accommodation and projected costs being incurred in relation to Teachers pensions were highlighted, along with the use of Second Homes Council Tax Premium to fund elements of the budget. The Committee debated the contents of the report and the key points were highlighted as follows: John Evans made reference to the stated moratorium which had been implemented to ensure spending was limited to essential spend only, and further information was sought as to how spending was monitored to ensure Directorates were adhering to essential spend only. The Director of Resources stated that stringent vacancy management controls were in place, with a list now being maintained by HR of all vacant posts, and determination as to whether that post was deemed essential, at that time, would be conducted by HR and/or the Senior Leadership Team. With regards to specific controls, it was stated that Directors, Heads of Service and Managers had all been informed of the moratorium so would control spending within their Directorates. A further control measure was in place through the financial management system, where orders are picked up by the accounting team, and where necessary, would be challenged. Following on from the previous question, Martin Veale requested further information regarding the number of vacant posts which were being deemed as essential in comparison to those currently being put on hold. The Cabinet Member for Corporate Finance and Efficiencies stated that he did not have those figures to hand but agreed to obtain them for the Committee. In response to a question raised by John Evans in relation to the six schools currently within financial deficits, the Cabinet Member for Corporate Finance and Efficiencies stated that schools were being supported by the Authority and also by their dedicated finance managers, however he added that as schools were largely independent, a long-term sustainable solution was required. Reference was made to additional costs incurred by the Authority in relation to Asylum Seekers and John Evans queried if the Authority was reimbursed for any costs in relation to such matters. The Cabinet Member for Corporate Finance and Efficiencies advised that the Home Office did not enable Authorities to recover any additional costs, which had become a pressure for the Authority. Martin Veale highlighted that despite rising costs, the Council still had to provide statutory services, however he noted that it was not sustainable. It was queried if conversations were ongoing at a wider level with other Authorities or Welsh Government to produce a sustainable solution. The Cabinet Member for Corporate Finance and Efficiencies advised the Committee that the Council had approximately 1400 statutory responsibilities, and confirmed that conversations were ongoing with the Welsh Local Government Association (WLGA) and it was the general consensus that the challenges and funding situation was unsustainable long term. John Evans made reference to the Capital Programme financial estimates, and highlighted that large increases were being predicted across a number of areas. It was queried how the original estimates were so different to the amended estimates and assurance was sought that the Authority had sufficient processes in place to provide accurate estimated costs, in the first instance. The Director of Resources stated that it was difficult to estimate costs with large Capital Programme projects, so in Quarter 1 each year, the Authority conduct a reprofiling exercise to base the updated estimates on current cost and the progress of projects. It was stated that any changes were in line with decision making processes associated with the Capital Strategy. The Cabinet Member for Corporate Finance and Efficiencies highlighted that whilst some percentages had increased, as outlined by John Evans, the overall estimate of the Capital Programme had decreased. John Evans raised concern with the increasing trend in Council Tax arrears. The Director of Resources stated that arrears had increased year on year since Covid, and whilst collections were being made and the Council had dedicated Officers supporting those in arrears, it was difficult to recruit into those roles. It was noted that arrears in relation to Second Homes and Long-term Empty Properties Council Tax Premiums also contributed to the arrears figures. The Recommendation was Moved by Councillor Maureen Bowen; Seconded by Councillor Jacob Williams. There were no recommendations made in respect of areas of concern. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Budget Monitoring Report Quarter 1 2024-25 be noted.
Decision as recorded
RESOLVED That the Audit Wales Plan for 2024 be noted.
The Committee considered the Audit Wales Plan for 2024. The Chair welcomed Alison Lewis and Jeremy Saunders from Audit Wales to the meeting to assist with any questions. The Committee debated the contents of the report and the key points were highlighted as follows: In response to a question raised by Martin Veale, Alision Lewis advised that the performance audit aspect would span 2024-25, but the financial auditors audit retrospectively for 2023-24 accounts, so the Audit Plan (2024) covered the audit of accounts for 2023-24 and Audit Wales work for 2024-25. Martin Veale highlighted the 6.3% increase in the cost of the financial audit which he did not feel was in line with current inflation levels. Alison Lewis stated that Audit Wales had put a hold on fee increases in recent years due to the financial crisis and stated that any increase in fees was subject to a thorough consultation process, of which information was published and available to the Committee, if required. Further information in relation to fees was provided by Ms Lewis, and it was noted that Audit Wales was not able to make a profit from the fees charged. Martin Veale requested that a summary of consultation responses be published for future years fee consultations. Moved by John Evans; Seconded by Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales Plan for 2024 be noted.
Decision as recorded
RESOLVED That the Annual Audit Summary for Pembrokeshire County Council 2023 be noted.
The Committee considered an Audit Wales report in relation to the Annual Audit Summary for 2023. The Chair stated that Alison Lewis and Jeremy Saunders from Audit Wales were in attendance to assist with any questions. The Committee debated the contents of the report and the key points were highlighted as follows: Martin Veale requested an update in relation to the current progress of the 2023-24 Accounts. The Director of Resources advised that the Authority had not met the 30 June deadline due to delays linked to outsourced asset valuations but advised that they were published on 16 August. It was noted that the delay would have a knock on effect as to when Audit Wales would be able to complete the audit, which would mean the Authority was unlikely to meet the 30 September deadline. Jeremy Saunders informed the Committee that Audit Wales would be commencing the Audit of Pembrokeshire County Council’s Accounts in November, with the aim to complete the audit by March 2025. John Evans made reference to the outsourcing of asset valuation work and the delays it caused this year, and queried if terms and conditions had been renegotiated for future years with any penalties for delays being incorporated to stop the delays happening in future. The Director of Resources advised that a renegotiation had taken place and quotations obtained from alternative providers, but stated that whilst he was unsure if any penalty clauses had been incorporated, he would find out and report back to the Committee. It was noted that the same organisation would be used next year. Moved by John Evans; Seconded by Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Annual Audit Summary for Pembrokeshire County Council 2023 be noted.
Decision as recorded
RESOLVED That the Audit Wales National report into Councils use of Performance Information: Service User Perspectives and Outcomes be noted.
The Committee considered an Audit Wales Report regarding Councils use of Performance Information: Service User Perspective and Outcomes. The Chair stated that Alison Lewis and Jeremy Saunders from Audit Wales were in attendance to assist with any questions. No comments were raised on the report by the Committee. Moved by John Evans; Seconded by Councillor Anji Tinley The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales National report into Councils use of Performance Information: Service User Perspectives and Outcomes be noted.
Decision as recorded
RESOLVED That the Audit Wales National report into Digital by Design - Lessons from our Digital Strategy Review across Councils in Wales be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.] [Councillor Aled Thomas left the meeting at this juncture.]
The Committee considered an Audit Wales report in relation to Digital By Design - Lessons from their Digital Strategy Review Across Councils in Wales. The Chair stated that Alison Lewis and Jeremy Saunders from Audit Wales were in attendance to assist with any questions. No comments were raised on the report. Moved by Martin Veale; Seconded by John Evans The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales National report into Digital by Design - Lessons from our Digital Strategy Review across Councils in Wales be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.] [Councillor Aled Thomas left the meeting at this juncture.]
Decision as recorded
RESOLVED That the Audit Wales report into the Governance of National Park Authorities be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.]
[Mr Martin Veale advised that he had a standing personal declaration of interest, by virtue of being the Chair of the Standards Committee at Brecon Beacons National Park Authority.] The Committee considered an Audit Wales report in relation to the Governance of National Park Authorities. The Chair stated that Alison Lewis and Jeremy Saunders from Audit Wales were in attendance to assist with any questions. No questions were raised by the Committee. Moved by John Evans; Seconded by Councillor Jacob Williams The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales report into the Governance of National Park Authorities be noted. [Councillor Mike James abstained from voting as he lost connection during consideration of the item.]
Decision as recorded
RESOLVED That the findings of the Care Inspectorate Wales Improvement Check visit to Pembrokeshire County Council’s Adult Services in April 2024 be noted; and a progress report in relation to the recommendations contained within be presented at the November Committee meeting.
The Committee considered a report by Care Inspectorate Wales in relation to an Improvement Check visit to Pembrokeshire County Council’s Adult Services. The Chair welcomed the Director of Social Care and Housing to introduce the report. He highlighted that during the 2024 visit, it was acknowledged that since the previous visit in 2022, a significant level of change was already underway within the service, however areas of concern were raised, specifically in relation to the consistency of adult safeguarding practice and the timeliness of undertaking assessments and care support plan reviews. Reference was made to the proposed next steps, as presented to Cabinet earlier in the year, and the arrangements of the recently established Social Services Improvement Board was outlined. In response to a question raised by John Evans, the Director agreed to provide a progress report in relation to the recommendations contained within the Care Inspectorate Wales Improvement Check report, at the November Committee meeting. Moved by Councillor Mike James; Seconded by Councillor Maureen Bowen The vote, undertaken by way of a show of hands, was carried. RESOLVED That the findings of the Care Inspectorate Wales Improvement Check visit to Pembrokeshire County Council’s Adult Services in April 2024 be noted; and a progress report in relation to the recommendations contained within be presented at the November Committee meeting.
Decision as recorded
RESOLVED That the findings of the Food Standards Agency visit to Pembrokeshire County Council in May 2024 be noted.
The Committee considered a report by the Food Standards Agency (FSA) in relation to an Audit of Local Authority Service Delivery Planning Processes and Arrangements. That Chair welcomed the Head of Housing and Public Protection to the meeting to introduce the report, and stated that the Public Protection Manager, with responsibility for managing the food law enforcement services, was also in attendance to assist with any questions. The Head of Housing and Public Protection outlined the report and highlighted that whilst the Authority did broadly meet the requirements of the FSA service planning guidance, a few small improvements were required. It was noted that following the pandemic, recovery plans were put in place, and the FSA had deemed that whilst the Authority was making progress in relation to that plan, progress had been limited due to significant resource challenges that the service faced. Unsustainable levels of reliance on external agency staff was raised as a concern, and the audit concluded that the system for delivering official controls required significant improvement. A recruitment plan was outlined, which once launched, was hoped would attract qualified officers and assist the Authority to realign with the Food Law Code of Practice by the end of September 2026. The Committee debated the contents of the report and the key points were highlighted as follows: In response to clarification being sought by Martin Veale, the Public Protection Manager outlined what the framework agreement and FSA Code of Practice entailed, and the statutory targets, and associated actions were noted. Following discussion around having to prioritise inspections based on risk due to a shortage of qualified Officers, it was confirmed that with the current limited capacity, the Authority was continuing to prioritise activities taking a risk based approach, which was noted by the FSA. It was noted that the capacity shortage was not a unique issue to Pembrokeshire, but was acute in Pembrokeshire due to the remote location and lower salary levels. Reference was made to the proposed offer of a gateway payment for qualified officers as a sweetener to join the service, combined with the additional costs to source agency staff in the interim, and John Evans queried if the Authority had been in contact with Pembrokeshire College to discuss the provision of them running the required qualifications as long term this would assist with reducing costs. The Public Protection Manager outlined the current vacancies and stated that the Authority was currently supporting two trainee Officers who were on training agreements. It was stated that there were a very small number of providers who offered the courses, and this was due to falling numbers in expressions of interest in such areas of expertise, however work was ongoing nationally to try to encourage uptake. Councillor Maureen Bowen requested information in relation to the hygiene rating notices that food premises have to display, to which the Public Protection Manager advised that the unannounced inspection frequency was based on the risk category the business falls under. It was added that the score awarded was based on the most recent visit, although the door scores were not dated. It was added that in the case a food premises with changed ownership, the hygiene rating would become invalid and the new owners would need to re-register and be re-inspected. Councillor Mike James requested that the Committee be provided with specific figures of how many premises are registered with the Authority that need servicing and what percentage of registered businesses are visited every year, as per the programme. Moved by John Evans; Seconded by Councillor Maureen Bowen The vote, undertaken by way of a show of hands, was carried. RESOLVED That the findings of the Food Standards Agency visit to Pembrokeshire County Council in May 2024 be noted.
Decision as recorded
RESOLVED That the dates of the meetings up until April 2025 be noted; and the forward work programme for the remainder of the Municipal Year be approved.
The Committee considered the Forward Work Programme for 2024-25 and noted that a training workshop would be held in November which would cover Counter Fraud and Statement of Accounts training. Moved by John Evans; Seconded by Martin Veale The vote, undertaken by way of a show of hands, was carried. RESOLVED That the dates of the meetings up until April 2025 be noted; and the forward work programme for the remainder of the Municipal Year be approved.
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