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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED That the updates in respect of actions arising from the 30 September 2025 meeting be noted.
RESOLVED That the findings of the Long Course Weekend Governance Processes review be noted.
RESOLVED That the Internal Audit and Counter Fraud Update report to the 31 October 2025 be noted.
RESOLVED That the update on the Vehicle Maintenance Unit Internal Audit be noted.
RESOLVED That the Audit Wales National Report regarding ‘Temporary Accommodation, Long-Term Crisis’ be noted.
RESOLVED That the Business Risk Management update and the contents of the Corporate Risk Register be noted.
RESOLVED That the Audit Wales’ report into the Corporate Risk Management Arrangements in Pembrokeshire County Council be noted.
RESOLVED That the Budget Monitoring report for Quarter 2 2025-26 be noted.
RESOLVED That the updates provided in relation to the Annual Governance Statement for 2024-25 be noted.
RESOLVED (a) That the National Fraud Initiative exercise updates for 2024-25 be noted. (b) That a risk-based approach to investigating data matches prioritising high-risk areas be endorsed.
RESOLVED (a) That the Chief Executive and Head of Law and Governance be requested to reconsider the cancelling of the April 2026 meeting which falls within the pre-election period. (b) That the forward work programme items be approved.
There were no apologies for absence received.
No requests were received.
There were no declarations of interest received.
Moved by Dr Norma Barry; Seconded by Mr Chris Halford The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of the meeting held on 30 September 2025 be approved as a correct record. [Councillor Alan Dennison abstained from voting as he was not present at the September Committee meeting.] Following approval of the Minutes, the Chair sought updates on the following matters contained within: · Assurance was sought that the self-assessment reflected issues of lower level audits. In response, the Chief Audit, Risk and Information Officer stated that the self-assessment was reflective of all work undertaken, so low level audit were captured as part of that as well as within the medium-term service plans. · An update was sought on the Committee’s request to monitor the performance of the Deputy Chief Executive's Department in relation to the implementation of audit recommendations. In response, the Chief Audit, Risk and Information Officer advised that an update on the recommendations would be provided to the Committee at the February meeting. It was added that all recommendations were monitored on a monthly basis, and Internal Audit was content that the recommendations were being addressed at present. · A request was made for assurance to be provided that all limited assurance reports would be presented to the Committee. In response, the Chief Audit, Risk and Information Officer reiterated the Committees resolution at the last meeting, for all limited assurance audit reports to be presented to the Committee at the subsequent meeting. · Reference was made to the business risk report, and it was queried if training in relation to the business continuity risk was suffice. In response, the Chief Audit, Risk and Information Officer stated that work was currently ongoing regarding the business continuity process and it was proposed that as part of the Internal Audit Plan for 2026 that the matter be re-included within the work programme, by way of a desktop exercise for each directorate, of which further information was provided.
Decision as recorded
RESOLVED That the updates in respect of actions arising from the 30 September 2025 meeting be noted.
The Chief Audit, Risk and Information Officer introduced the item and highlighted the outstanding actions. An update was provided in relation to action four (Auditor General for Wales’ report in the public interest), which was ongoing since the 10 July 2025 meeting. It was stated that the work required was in relation to the Corporate Governance Improvement Plan and would be completed before the end of March 2026. It was added that the Director of Resources and the Chief Audit, Risk and Information Officer had been requested, by a Community Group, to undertake a piece of work following concerns raised, which would be undertaken as a priority. Moved by Councillor Mike James; Seconded by Mr Chris Halford The vote, undertaken by way of a show of hands, was carried. RESOLVED That the updates in respect of actions arising from the 30 September 2025 meeting be noted.
Decision as recorded
RESOLVED That the findings of the Long Course Weekend Governance Processes review be noted.
The Committee considered a report by the Chief Audit, Risk and Information Officer in relation to the Long Course Weekend Host Agreement Governance Processes. The Chair welcomed Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents' Services, to answer any questions. The Chief Audit, Risk and Information Officer presented the report and stated that the Committee had previously discussed the matter at the September Committee meeting, following a management investigation initiated by the Chief Executive, after the Services Overview and Scrutiny Committee recommended a further review. Following the last meeting, a Terms of Reference was agreed by the Governance and Audit Committee, with the review examining compliance with the Constitution, Members’ role descriptions, delegation arrangements, and relevant policies. It was noted that the Internal Audit report confirmed that the Cabinet Member had acted within Delegated Authority but highlighted unclear delegation arrangements that reduced transparency and accountability. Members were advised that corrective actions and governance training had since been implemented, and an annual review of decision-making processes would be incorporated into the Strategic Internal Audit Plan to strengthen governance and ensure clarity going forward. Mr John Evans highlighted governance failings attributed to poor attention to detail, weak procedural discipline, and delayed email responses, noting issues such as the use of vendor-provided contract templates and breakdown in communication during June. Whilst acknowledging the Leader misspeaking at the Cabinet meeting, Mr Evans expressed that it did not alter the intended one-year host agreement and queried what caused the delays in responding to emails during that period. In response, the Cabinet Member with responsibility for Residents' Services acknowledged some delays in responding, attributing this to the wide range of issues he deals with daily combined with Officers taking lead on the operational matters. Mr John Evans made reference to an email sent by the Cabinet Member with responsibility for Residents' Services to the Leader and Chief Executive on the 20 June 2025 confirming the delegated authority to agree the contract, and queried why the Chief Executive did not respond at that time, five days before the sealing of the agreement, to ensure all was in order from an Officer perspective. In response, the Chief Executive stated that he was not privy to those emails at that time but sought clarity just beforehand due to confusion regarding who the decision making rested with, which was the email that was just referred to. It was stated that he took the reply as an accurate appraisal of what had occurred at the January Cabinet meeting, which he was not in attendance for due to a period of absence, and which had attributed to him not uncovering the problem at that point in time. Following a request from Mr John Evans, the Chief Executive outlined the internal and external correspondence procedures. The Chief Executive wished to express that at no point throughout the investigation was it was identified that there was a deliberate act to mislead and he was content that there had been no malpractice in that respect. It was noted that the investigations had highlighted a series of mistakes, which once identified, action was taken to put them right in a transparent manner. The Chair sought further information on what training had been delivered and queried if it had been delivered to all necessary staff. In response, the Chief Executive provided assurance that the learning event conducted by himself and the Monitoring Officer to all Officers involved in this particular specific decision making process was thorough. It was added that the Monitoring Officer had also recently delivered training across the whole organisation to those who may be involved in drafting reports for formal decisions regarding all aspects of decision making, which would be conducted on an annual basis. Following a request made by Councillor Alan Dennison to have sight of an Activity Wales agreement for another location, to make comparisons, the Legal Services Manager declined the request, stating that such requests did not fall within the Committee’s remit. Councillor Alan Dennison stated that he would follow up the request for a copy of the Yorkshire contract outside of the meeting. In response to a question raised by Councillor Alan Dennison the Chief Executive reiterated the Authority’s commitment to the 2026 event but stated that there was provision for the Authority to extract, even on a non-mutually agreed basis, and not be bound in for the rest of the multi-year piece. Moved by Mr John Evans; Seconded by Mr Chris Halford The vote, undertaken by way of a show of hands, was carried. RESOLVED That the findings of the Long Course Weekend Governance Processes review be noted.
Decision as recorded
RESOLVED That the Internal Audit and Counter Fraud Update report to the 31 October 2025 be noted.
The Committee considered a report by the Chief Audit, Risk and Information Officer in relation to the Internal Audit and Counter Fraud Update for 2025-26. The Chief Audit, Risk and Information Officer outlined the report and highlighted that recruitment to all internal audit roles had been completed. It was stated that whilst some performance indicators were currently below target, improvements were expected following full team resourcing. It was noted that counter-fraud activity remained high, supported by awareness initiatives and it was added that current arrangements were under review by Audit Wales, with a final report anticipated in March 2026 which would be presented to the Governance and Audit Committee. It was highlighted that progress details and draft audits were set out in Appendix A. · Councillor Alan Dennison made reference to the monetary value received through undertaking the annual Council Tax National Fraud Initiative exercise and queried how much it cost the Authority to recover that money, by way of Officer time. In response, the Chief Audit, Risk and Information Officer stated that the Authority did not record the time spent by individual Officers on such matters as it formed part of the role as good practice. Councillor Dennison emphasised that the Authority should track that the cost of the Officer time did not outweigh the money being retrieved as that would not be a productive use of Officer time. · The Chair made reference to 50% of fraud cases coming from referrals and stated that following information given as part of the Chief Audit, Risk and Information Officer’s introduction, this showed effectiveness of policies and procedures which was reassuring. · Reference was made to the performance indicators and the Chair commented that the turnaround time from draft to final reports was pleasing. Moved by Mr John Evans; Seconded by Councillor Alan Dennison The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Internal Audit and Counter Fraud Update report to the 31 October 2025 be noted.
Decision as recorded
RESOLVED That the update on the Vehicle Maintenance Unit Internal Audit be noted.
The Committee considered a report by the Head of Transport and Environment in relation to the Vehicle Maintenance Unit Audit. The Head of Transport and Environment presented the report and highlighted that the Vehicle Maintenance Unit was responsible for maintaining and repairing the Council’s fleet of approximately 500 vehicles and associated plant. It was stated that following significant management changes within the team, an audit was commissioned to review governance, processes, and compliance. Six key areas were examined, including record keeping, purchasing arrangements, and performance data. Members were advised that substantial progress had been made, including recruitment of a permanent Transport Unit Group Manager, updates to policies and procedures, and development of a new fleet management system to improve efficiency and assurance. It was noted that work was ongoing, with risk-based prioritisation and external support to ensure compliance and modernisation. Councillor Alan Dennison highlighted the extended period since policies were last reviewed and it was suggested that the updated policies be scheduled for reviewing every two years. The Head of Transport and Environment concurred with the point and provided assurance that each policy would have a clear review date going forward. Mr John Evans expressed that it was encouraging to observe the motivation and determination that was being placed on making improvements within the service. Further information was sought by Councillor Mike Stoddart in relation to the provision of the Authority offering external MOT services. In response, the Head of Transport and Environment stated that the Authority was offering to provide external MOT services, primarily for Pembrokeshire taxi operators, as part of its licensing requirements. It was stated that the service was only offered when there was spare capacity, as the priority remained with maintaining the Council’s fleet and ensuring safety compliance. It was reiterated that the number of external MOTs carried out was extremely small and not actively advertised. Following concerns raised in relation to the private MOT offer, the Chief Executive agreed that the Authority would need to be very clear about the service being offered to non-Council fleet vehicles, and on what basis. It was noted that it was important to ensure the Authority was not displacing a core area of private business in the County with no particular benefit. The Chair recognised that the matter would be reported back again at the February meeting and made a request that actions and target dates be plotted against the recommendations to provide clarity in gaining assurance that improvements were being made (AP). Moved by Councillor Alan Dennison; Seconded by Mr John Evans The vote, undertaken by way of a show of hands, was carried. RESOLVED That the update on the Vehicle Maintenance Unit Internal Audit be noted.
The Chair advised that an alteration to the running order would be made, where Agenda Item No. 13 - Audit Wales Report: Temporary Accommodation, longterm Crisis, would be taken at this juncture due to the Officer in attendance for that item of business having other work-related commitments.
Decision as recorded
RESOLVED That the Audit Wales National Report regarding ‘Temporary Accommodation, Long-Term Crisis’ be noted.
The Committee considered a report by Audit Wales in relation to Temporary Accommodation, long term crisis. Alison Lewis, Audit Wales, presented the report and stated that the review assessed value for money, prevention of homelessness, workforce planning, and partnership working, highlighting significant spending on accommodation that often failed to meet needs, limited progress on prevention, and challenges in forecasting demand. It was highlighted that recommendations included defining and evaluating value for money, improving data use for planning, and modelling workforce impacts. Attention was drawn to the Council’s management response, which had been reviewed and deemed satisfactory, outlining actions and timescales to address the findings. The Head of Housing and Public Protection Services provided the Council’s perspective of the report, acknowledged the findings and confirmed that the Council recognised the challenges highlighted, particularly around increasing demand for temporary accommodation, high costs, and the need for better value for money. It was stated that the Council was committed to implementing the recommendations, focusing on improving data use for forecasting, strengthening homelessness prevention, and ensuring workforce capacity. It was noted that collaboration with partner organisations and a shift towards a more preventative approach were key priorities. It was highlighted that the management response sets out clear actions and timescales to address the issues, reflecting the Council’s determination to enhance service delivery and financial sustainability. In response to a suggestion made by Councillor Alan Dennison for the Authority to use caravans/mobile homes as temporary accommodation units, the Head of Housing and Public Protection Services stated that the matter had been explored but the location of caravans was a barrier with many of them being located on holiday sites with strict terms and conditions. A further update on the use of modular homes was provided and was stated to be an ongoing matter. It was noted that increasing the provision of temporary accommodation buildings was a priority as it was a more secure arrangement than the use of external Bed and Breakfast (B&B) providers. Following further information being sought by Mr John Evans regarding the occupancy rate of the block bookings of B&B’s, the Head of Housing and Public Protection Services stated that at its peak over the last few years, 80-90% occupancy was being experienced, although recent data was showing a lower occupancy rate due to the supply issue improvements being implemented. Further information was provided in relation to how the Council was reviewing andmaximising the occupancy levels of B&B contracts. Mr John Evans made a suggestion that the Authority explore working with farms within the County to site caravans on their land to provide them with a new revenue stream, with it being suggested that the farm locations be based in a more rural setting rather than a tourist area. The Head of Housing and Public Protection Services took on board the suggestion and agreed to explore the matter with the Planning Department (AP). Councillor Aled Thomas expressed that whilst the Authority was working to improve the homelessness and temporary accommodation provision, change needed to be made to national legislation by the Welsh government to prevent out of county homeless claims being allocated to the County which was becoming a significant issue. In response, the Head of Housing and Public Protection Services explained that proposed changes to homelessness legislation may remove the requirement for a local connection, though Welsh Government recognised concerns and would retain some tests. It was stated that certain priority groups would continue to receive duty of care. It was highlighted that the Council had strengthened its social housing allocations policy, increasing the local connection requirement from 12 months to five years. Assurance was given that community cohesion remained a key focus, with regular multi-agency meetings and ongoing engagement with Town and Community Councils to address concerns and perceptions around antisocial behaviour taking place. Following further information being sought by Councillor Maureen Bowen in relation to the current mechanism being used to monitor the number of rough sleepers within the County, the Head of Housing and Public Protection Services stated that rough sleeper figures were monitored through a Gateway service, which referred cases to an outreach service managed by the Wallich Charity under a Housing Support Grant. Further information was provided regarding the steps which were taken following the report of a rough sleeper and Members were reassured that a dedicated process was in place to respond promptly to any referrals. Councillor Mike Stoddart made reference to the figures showing increased demand for temporary accommodation and the big jump in homelessness figures, over the last couple of years, was highlighted. It was queried if the increase was due to the implementation of Welsh Government's ‘No One Left Out’ approach. In response the Head of Housing and Public Protection Services stated that the rise in homelessness was due to multiple factors, not solely Welsh Government’s “No One Left Out” approach. Some key contributors were outlined and it was stated that new legislation had also led to some private landlords leaving the market, though the Council’s leasing scheme aimed to mitigate this. In regard to allocations, Members were advised that 75% of social housing was allocated to homeless households or those with priority cards. Assurance was given that the Council monitored Gold Band applicants to ensure fairness and prevent perceptions of queue-jumping. In summing up, the Chair made reference to the Audit Wales recommendations, which were all given one general completion date and queried if that was appropriate or if each recommendation should be set its own specific completion date. Reference was also made to the issues listed for consideration, and the relevance of those issues to the Committee, was queried. It was requested that if the issues listed were deemed appropriate for Committee monitoring, then they be progressed into formal actions with targeted completion dates. A request was made, as part of the next report to the Committee on the matter, that it includes an in-depth look at the risks around homelessness (AP). Moved by Mr John Evans; Seconded by Councillor Maureen Bowen The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales National Report regarding ‘Temporary Accommodation, Long-Term Crisis’ be noted.
Decision as recorded
RESOLVED That the Business Risk Management update and the contents of the Corporate Risk Register be noted.
The Committee considered a report by the Chief Audit, Risk and Information Officer in relation to the Business Risk Management update for November 2025. The Chief Audit, Risk and Information Officer presented the report and an update on the Corporate Risk Register was outlined, following its review by the Corporate Risk Management Group on 24 November 2025. The update outlined any changes since the September meeting, confirmed that no risks required reduction, and noted the de-escalation of two risks due to effective controls. It was stated that for the first time, the report also included aggregated control scores based on the three lines of defence. The ongoing work to strengthen risk assessment through data analysis and Member training was highlighted, with a revised e-learning module and seminar stated to be planned for March 2026. Mr John Evans made reference to the Vanguard methodology and the Target Operating Model and queried how progress would be measured. The Chair made a suggestion that the Committee receives a session on both matters in 2026 to provide understanding of the concepts (AP). The Chair queried how Artificial Intelligence (AI) was being managed as both an opportunity and a potential threat. In response, the Chief Audit, Risk and Information Officer confirmed that AI could be considered a threat as well as an opportunity and stated that current work included defining whether AI impacted existing corporate risks, such as cybersecurity. Members were advised that the Council had commissioned an external review of AI, and findings would inform future controls and risk categorisation and would be assessed by the Transformation and Innovation Board in the first instance. In response to a question regarding the mitigation controls for the Council House Stock Decarbonisation Programme, raised by the Chair, the Chief Audit, Risk and Information Officer confirmed that controls were in place and were ongoing. The Chair stated that the wording within the report should clarify whether actions were ongoing or require target dates, to ensure transparency and accountability. Moved by Mr John Evans; Seconded by Mr Chris Halford The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Business Risk Management update and the contents of the Corporate Risk Register be noted.
Decision as recorded
RESOLVED That the Audit Wales’ report into the Corporate Risk Management Arrangements in Pembrokeshire County Council be noted.
The Committee considered a report by Audit Wales in relation to a review of Corporate Risk Management arrangements in Pembrokeshire County Council. The Chair highlighted that Members had reviewed and commented on the report and noted that not all recommendations were fully accepted. Concerns were raised regarding the lack of specificity in the Audit Wales report and the need for clearer context behind the recommendations. It was suggested that future reports should provide more substantive narrative directly linked to findings. The importance of learning from best practice and working with partners to strengthen risk management was acknowledged, to assist the Authority on a journey of continuous improvement. The Chair welcomed Alison Lewis, Audit Wales, to outline the report. It was stated that the report assessed whether the Corporate Risk Management arrangements supported delivery of strategic objectives, noting positive developments such as an up-to-date framework, a strong risk culture, and regular reporting that included opportunities as well as risks. It was highlighted that four recommendations were made to further strengthen practice, focusing on risk appetite and tolerance, clearer escalation criteria, improved reporting, and enhanced evaluation. It was noted that the Council’s Management Response Form, included in the papers, sets out actions, timescales, and responsibilities, with observations provided for the Committee’s assurance. The Chief Audit, Risk and Information Officer provided an overview of the management response to the recent review of the Council’s Risk Management Arrangements. It was stated that whilst some recommendations were not accepted and others only partially accepted, of which further information was provided, the Council intended to implement improvements where practical. An overview of the review, conducted earlier in the year, was given and challenges in costing controls and applying certain recommendations consistently across Authorities were highlighted. It was noted that a work plan would be developed to address ‘quick wins’, with a progress report scheduled within six months. Moved by Mr John Evans; Seconded by Councillor Mike James. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Audit Wales’ report into the Corporate Risk Management Arrangements in Pembrokeshire County Council be noted.
Decision as recorded
RESOLVED That the Budget Monitoring report for Quarter 2 2025-26 be noted.
The Committee considered a report by the Head of Finance and Revenue Services in relation to the County Council Budget Monitoring Report for Quarter Two 2025-26. The Cabinet Member for Corporate Finance and Efficiencies presented the report and stated that the Quarter Two financial position showed a projected underspend of £1 million. The forecasted budget gap for 2026-27 was outlined, along with the key pressures such as rising demand and complexity in social care and additional learning needs, though increased base budgets were stating to have helped stabilise services. It was noted that School deficits remained, but contingency funding was available. It was highlighted that additional costs from Employers National Insurance and pay awards had created pressures, partly offset by funding and savings, and slippage in the Capital Programme had reduced borrowing costs and increased investment income, contributing to the underspend. An update on the Capital Programme was provided and it was added that progress continued on transformation initiatives. The Chair made reference to the savings unlikely to be achieved in the Assistant Chief Executive’s directorate, which she deemed substantial, and stated that the Committee should keep an eye on the matter. Councillor Alan Dennison made reference to the ‘Income by Type’ table and requested that a further breakdown be provided in relation to the discretionary fees and charges. It was stated that it would be beneficial to see the breakdown in more depth than the individual departments, i.e. what is being charged for and monetary values (AP). In response, the Cabinet Member for Corporate Finance and Efficiencies stated that the information had always been provided in this format and he did not wish to place further work on the finance department. The Director of Resources stated that the fees and charges listing was appended to the budget report each year and whilst he was happy to explore a more detailed breakdown, was also conscious of the additional work the request would require from the team. In response to further information sought by Mr John Evans in relation to ‘benefit in kind’, the Director of Resources stated that the Authority did not undertake a large amount of ‘benefit in kind’ so he did not think it was processed via the ledger, although agreed to clarify the point (AP). Councillor Alan Dennison made reference to a point in the report which stated ‘The Culture and Leisure Services Budgets are projecting to be overspent by £0.114m (2.3%) as a result of an increase in utility and rates costs and a reduction in income projections’ and queried why the reason for the overspend was not included. The Cabinet Member for Corporate Finance and Efficiencies agreed to take the point away (AP). Moved by Mr John Evans; Seconded by Mr Chris Halford The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Budget Monitoring report for Quarter 2 2025-26 be noted.
Decision as recorded
RESOLVED That the updates provided in relation to the Annual Governance Statement for 2024-25 be noted.
The Committee considered a report by the Chief Audit, Risk and Information Officer in relation to the Annual Governance Statement 2024-25 Progress Update. The Chief Audit, Risk and Information Officer presented the report and stated that the draft statement was considered in July, with no additional matters raised for inclusion, although Members requested that future reports include target dates. It was stated that the statement identified three significant issues and five priorities for improvement. Particular attention was drawn to Property Services, where a new Head of Property and Construction would review past Internal Audit reports and provide an update at the February meeting to prioritise key risk areas. The Chair requested that the Property Service risks deemed to have the most significant impact be prioritised and requested that the request be taken away and considered (AP). A request was made by the Chair for the Committee to receive further information on how the contract with the asset valuation company was being managed, to ensure that the performance of the contractor was appropriate. The Chief Audit, Risk and Information Officer advised that an update on asset valuations with limited assurance was being presented to the Committee in February, so the request could be included with the report (AP). Following further information being sought by the Chair, the Chief Audit, Risk and Information Officer advised that the Internal Audit was currently content with the improvement being made within the Building Maintenance service. Moved by Councillor Jacob Williams; Seconded by Mr John Evans The vote, undertaken by way of a show of hands, was carried. RESOLVED That the updates provided in relation to the Annual Governance Statement for 2024-25 be noted.
Decision as recorded
RESOLVED (a) That the National Fraud Initiative exercise updates for 2024-25 be noted. (b) That a risk-based approach to investigating data matches prioritising high-risk areas be endorsed.
The Committee considered a briefing note by Audit Wales in relation to the National Fraud Initiative for 2024-25 for Pembrokeshire County Council. Alison Lewis, Audit Wales, introduced the briefing note and outlined the National Fraud Initiative (NFI). It was stated that a UK-wide counter-fraud exercise was conducted every two years. The 2024–25 exercise was stated to be underway, and the report outlined national and local progress, data matches, and upcoming assessments of the Council’s NFI governance and follow-up arrangements. Members were advised that the findings would inform the next national report in autumn 2026. The Internal Audit and Counter Fraud Manager (NFI Key Contact) reported that the Council received a high volume of data matches in the 2024–25 NFI exercise, particularly for Council Tax single person discounts, credit payments, and blue badge permits. It was stated that over 8,000 Council Tax matches were being reviewed, with Internal Audit providing support. It was noted that work continued to prioritise high-risk matches and prepare for the annual data submission. Councillor Alan Dennison made reference to the local position with the Council receiving 12,261 data matches, of which 11,877 were contained within key reports that historically had high success rates in identifying fraud or error, and queried what financial amount was being lost. In response, the Internal Audit and Counter Fraud Manager stated that a specific amount would be difficult to quantify as not every item would have an actual value. Councillor Alan Dennison queried if the Authority identify matches of properties that are not included in business rates, to which the Internal Audit and Counter Fraud Manager stated that the data sets used for the National Fraud Initiative were mandated by the Cabinet Office and Audit Wales and currently business rates was not part of the NFI data matching process. [Councillor Maureen Bowen declared a personal interest by virtue of being a Blue Badge holder.] Councillor Jacob Williams queried whether, in cases where fraudulent claims were identified and repayments made without police involvement, the Council applied additional checks to monitor individuals in future interactions. In response, the Chief Audit, Risk and Information Officer confirmed that robust processes were in place, including anti-money laundering checks for significant repayments and the option to register individuals or businesses with CIFAS, which imposed integrity checks and restricts future engagement. It was added that for Council Tax-related cases, the Council worked jointly with the Department for Work and Pensions and can file with CIFAS where evidence supports this, even below the criminal threshold. Moved by Councillor Alan Dennison; Seconded by Mr John Evans The votes, undertaken by way of a roll call, were carried. The votes were recorded as follows: For the Motion: Councillors Maureen Bowen, Alan Dennison, Mike James, Mike Stoddart, Aled Thomas and Jacob Williams; and Dr Norma Barry, John Evans and Chris Halford [9] There were no votes against the motion or abstentions. RESOLVED (a) That the National Fraud Initiative exercise updates for 2024-25 be noted. (b) That a risk-based approach to investigating data matches prioritising high-risk areas be endorsed.
Decision as recorded
RESOLVED (a) That the Chief Executive and Head of Law and Governance be requested to reconsider the cancelling of the April 2026 meeting which falls within the pre-election period. (b) That the forward work programme items be approved.
The Chief Audit, Risk and Information Officer outlined the forward work programme, including proposed meeting dates of 26 February and 23 April 2026. It was, however, stated that due to the Senedd elections on 7 May, the April meeting may need to be postponed, with some agenda items moved to February or July. Members were asked to consider whether they felt the current number of meetings was sufficient, given recent heavy agendas, or if additional meetings were required in 2026. Following discussion, it was concluded that Members were content with the number of meetings being undertaken per year but suggested that a lunch break be scheduled for meetings with particularly long agendas to allow a short break away from screens. It was stated that training dates would be confirmed with Democratic Services, and Audit Wales had offered a session to explain its work, of which dates would be circulated when possible (AP). The Director of Resources reiterated that due to the date of the February meeting being moved, and now falling outside of the budget cycle, he would circulate the budget report to Members for consideration. It was agreed that the Chair would then collate all responses and return to the Director of Resources for inclusion within the Cabinet report (AP). In response to a question raised by Councillor Mike Stoddart, the Chief Audit, Risk and Information Officer stated that it was hoped that a report on the Johnston and Tiers Cross housing contracts would be presented to the Committee in February. The postponement of the 23 April 2026 meeting was queried by Councillor Jacob Williams and a request was made for the Chief Executive and Head of Law and Governance to reconsider the cancelling of the meeting which is scheduled to fall within the pre-election period (AP). Moved by Mr John Evans; Seconded by Councillor Mike Stoddart The vote, undertaken by way of a show of hands, was carried. RESOLVED (a) That the Chief Executive and Head of Law and Governance be requested to reconsider the cancelling of the April 2026 meeting which falls within the pre-election period. (b) That the forward work programme items be approved.
The Chair, on behalf of the Committee, expressed congratulations to Kelly Byrne, Legal Services Manager, on her recent appointment as a Judge, recognising this as a prestigious achievement. Best wishes for her future success were conveyed, with regret that she would be leaving the Authority.
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