The constitution, councillors' conduct, audit, performance and complaints.
What councils do
How the council itself is run: its constitution, staff, buildings, IT, complaints, and how councillors behave.
Who decides
The full Council agrees the constitution. A standards committee deals with councillors' conduct; the Public Services Ombudsman for Wales investigates complaints.
Having a say
Complain to the council first; if you're not satisfied, you can go to the Ombudsman. Council meetings are public, and many are broadcast.
In numbers
Welsh councils plan to spend £67 per person on this in 2026-27.
It ranges from -£4 in Monmouthshire to £167 in Blaenau Gwent.
Council tax collected: 95% across Wales (2025-26).
Council tax unpaid at the end of the year: £119 million across Wales (2025-26).
Council tax still owed from earlier years: £199.3 million across Wales (2025-26).
Council tax written off: £9 million across Wales (2025-26).
RESOLVED – That the following matters be dealt with as indicated:
(1)
Application 1
The Sub Committee was asked to determine if a driver remained a fit and proper person to continue to hold a Hackney Carriage / Private Hire Driver’s License given that the driver had declared 12 points on his driving licence.
Addressing the Sub Committee, the driver’s friend stated that he hoped Members would consider that he had been a taxi driver for more than 30 years, and had received no complaints from the public in that time. The driver apologised for the first mobile phone offence, as he had touched his phone while at a traffic light, but felt that the second offence had been unfair, so he had wanted to appeal it but been unable for financial reasons.
The driver’s friend added that in their community the driver was known as somebody who gave free rides to people who were vulnerable or on their own. He had never had an argument or an incident with his passengers, was a compassionate and considerate person, and supported his four children.
Members asked about the second mobile phone offence and heard that the driver felt he had been looking behind him to check his passenger was getting out of the vehicle safely when the police suggested he had been using his phone. He understood the gravity of the offence and the need to meet the standards of professional driving.
Members asked whether the driver had been disqualified for totting up 12 points when he went to court, and heard that he had not because he had made an application for exceptional hardship.
RESOLVED – that the Hackney Carriage / Private Hire Driver’s Licence be suspended for 7 days.
(2)
Application 2
The Sub Committee was asked to determine if a driver remained a fit and proper person to continue to hold a Hackney Carriage / Private Hire Driver’s License given that since renewal of his licence he had failed to provide his DBS certificate.
The driver was not in attendance.
RESOLVED – that the Hackney Carriage / Private Hire Driver’s Licence be revoked.
(3)
Application 3
The Sub Committee was asked to determine if a driver remained a fit and proper person to continue to hold a Hackney Carriage / Private Hire Driver’s License given that the driver had declared he was disqualified from driving for six months.
Addressing the Sub Committee, the driver explained that he had totted up points and then notified the council when he was disqualified. He had gone over the speed limit in a couple of 20mph zones that he thought were 30mph. He was not a fast driver and tried to take due care and attention. The disqualification had taken away his income and his insurance had gone up as well, so it had been a difficult time.
Members asked how fast he had been driving for the offences. The driver recalled that one had been 35mph in a 30 zone, and another was 26mph in a 20 zone. He had passengers in the taxi on two occasions, both in 20mph zones. He suggested that one of the speed cameras that caught him had been hard to see, which Members stressed was irrelevant. Members asked whether the driver had applied for exceptional hardship, and heard that his solicitor had advised otherwise.
RESOLVED – that the driver receive a written warning.
(4)
Application 4
The Sub Committee was asked to determine if a driver remained a fit and proper person to continue to hold a Hackney Carriage / Private Hire Driver’s License given that the driver had declared six points on his driving licence.
Addressing the Sub Committee, the driver explained that he had been caught twice going 36mph in what he thought was a 40mph zone, the same day the limit had changed. He received six points for this, which had since expired, and there were now only three points on there.
Members queried the other three points on his licence, which the driver explained was for a speeding offence in January 2025. He had gone slightly over the limit due to tiredness at the end of a long shift, and had since reduced his hours. He didn’t have a passenger at the time and was on his way home.
The driver’s representative added that the last offence was still under consideration because the driver had put in an appeal due to camera not being properly calibrated, but he had taken responsibility for going over the limit. He had paid a fine which had been refunded, and had made a hardship application which had been granted.
RESOLVED – that no further action be taken.
(5)
Application 5
This item was deferred to the next meeting.
RESOLVED:
· To note the update on proposed governance changes.
· To defer a decision on this matter until an All Member briefing had been provide on the proposed changes to the Planning Committee Procedure Rules and Committee Delegations. The views of the Members were required before further consideration of this matter could be undertaken by the Committee.
The feedback from Members and an updated report be presented to the Committee at its meeting on 29th September 2026.
AGREED.
Freedom of Information Act 2000, designation of the Council’s ‘Qualified Person’ for purposes of the Section 36 Exemption.
Adding this as delegated authority to the Monitoring Officer.
AGREED.
Trusts governance – to reference the Trusts Cabinet Committee and approved officer delegation; and amend the Procedure Rules for the Acquisition or Disposal of Land to reference land held in trust.
Clarification points.
AGREED.
Delegation for responses to Government consultations.
AGREED.
Protocol on Member / Officer Relations, update.
AGREED.
Councillor Call for Action.
Criteria be considered, and a further report will be brought to the Committee.
AGREED.
Allocation of certain local choice licensing function
Refresh to ensure that the Constitution reflects the law.
AGREED.
Joint Committee delegations, update.
Refresh of Constitution.
AGREED.
Delegated authority for amendments to operational HR employment policies
Discussed with Chief Executive and Chief HR Officer.
AGREED.
Delegated authority to update RIPA (Regulation of Investigatory Powers) policies and procedures.
Monitoring Officer to make timely amendments
AGREED.
Allocation of Non-Executive Functions; Committee membership requirements.
Minor changes required.
AGREED.
A number of other minor amendments
· Committee Membership requirements – Article 8.
· Clarification point - Independent Members voting at Standards & Ethics Committee in addition to Council Members.
· Aligning Finance Contract provision thresholds at £75,000.
AGREED.
The Chair requested that consideration of a summary of Officers Decisions and their call in status be presented to Council for information.
RESOLVED:
· To approve the minor Constitution amendments made under the Monitoring Officer’s delegated authority, as referenced in the report for the Committee’s information
· To approve the substantive Constitution amendments recommended in the report, including any agreed changes
· Authorise the Monitoring Officer, in consultation with the Chair, to draft any further amendments to reflect the views of the Committee
Recommend the agreed substantive Constitution amendments to full Council for approval.
Vale of Glamorgan, Early Retirement and Redundancy Committee,
RESOLVED – T H A T the Annual Internal Audit Report for the 2025/26 financial
year including the Head of Internal Audit’s Annual Opinion on the adequacy and
effectiveness of the Council’s framework of governance, risk management and
internal control, be endorsed.
Reason for decision
Following consideration of the Head of Internal Audit's Annual Opinion on the overall
control environment at the Council and to ensure compliance with the Global Internal
Audit Standards.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED – T H A T the draft Internal Audit Strategy (Appendix A to the report)
and draft Annual Risk Based Audit Plan for 2026-27 (Appendix B to the report) be
approved.
Reason for decision
To approve the proposed draft Internal Audit Strategy and Annual Risk Based Audit
Plan for 2026-27 in compliance with the Global Internal Audit Standards (GIAS) and
the Committee's Terms of Reference.
RECOMMENDATION MONITORING REPORT (HRIAS)
At the request of the Chair of the Governance and Audit Committee, the report
provided members of the Committee with an update from the relevant Service
Managers on the status of recommendations made in audits issued prior to 2025/26,
which were yet to be implemented. The comments had been agreed by the relevant
Head of Service or Director.
RESOLVED – T H A T the contents of the report and the information provided in
respect of the recommendations made prior to 2025/26 which were yet to be
implemented be noted.
Reason for decision
Following consideration of the status of Internal Audit recommendations and to
review and assess the effectiveness of risk management and internal control.
FORWARD WORK PROGRAMME (HRIAS)
The Governance and Audit Committee had several core functions and
responsibilities within its remit. To enable the Committee to carry out those core
functions and responsibilities effectively and to ensure it covered its range of
responsibilities, a Forward Work Programme was presented at each meeting, setting
out the reports to be presented at future meetings, for approval or amendment, as
necessary.
It was requested that the number of items for the next meeting be closely considered
by the Chair and Officers.
RESOLVED – T H A T the schedule of items for the next meeting on 20 th July 2026
be endorsed.
Reason for decision
Having regard to the contents of the report and discussions at the meeting.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED –
(1) T H A T the Quarter 4/End of Year position of corporate risks outlined in the
Risk Summary Report (Annex A) be noted.
(2) T H A T the Strategic Leadership Team’s consideration of the responses to
the Governance and Audit Committee’s comments for Quarter 3 be noted.
(3) T H A T Cabinet be requested to approve the delegated authority for the
Director of Corporate Resources to update the Risk Management Policy.
(4) T H A T Cabinet be requested to consider the comments of the Governance
and Audit Committee as per resolutions 5 and 6.
(5) T H A T additional information be provided to the Governance and Audit
Committee relating to the Scrutiny review into Additional Learning Needs Resource
Bases.
(6) T H A T a review of the risk scoring relating to the Climate Change Risk to be
undertaken.
Reasons for decisions
(1) Following consideration of the Q4 risk update and end of year position of
corporate risks, including any emerging issues and proposed mitigations, as set out
in Annex A.
(2) To identify the actions undertaken in response to Governance and Audit
Committee’s comments and consider any further action required.
(3) The Council reviewed and approved a revised Risk Management Policy in
2024/25. Since its approval, non-material, operational amendments have been made
to reflect decisions agreed by the Governance and Audit Committee and Cabinet.
Delegated authority was requested to be granted to the Director of Corporate
Resources to make further nonmaterial, operational amendments to the Risk
Management Policy and related guidance during the year, where necessary to give
effect to decisions of the Governance and Audit Committee and Cabinet.
(4) To ensure Cabinet have oversight of resolutions relating to the Council’s Risk
Register.
(5) To ensure that Governance and Audit Committee have oversight of the
Additional Learning Needs Risk.
(6) To undertake a review of the risk score given the forecasted direction of
travel.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED –
(1) T H A T the report findings from Audit Wales’ review of the Council’s response
to its recruitment and retention challenges, (Appendix A) and the response to the
review findings and Audit Wales’ recommendations (Appendix B) be noted.
(2) T H A T the report be referred to Cabinet for their oversight and
endorsement.
Reasons for decisions
(1) Having regard to the contents of the report and discussions at the meeting.
(2) To enable Cabinet’s oversight and endorsement.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED –
(1) T H A T the contents of the report be noted.
(2) T H A T the response letter from the then Welsh Government Cabinet
Secretary for Housing and Local Government (Appendix C), concerning the financial
impact of the Homelessness and Social Housing Allocation (Wales) Act 2026, be
noted.
Reasons for decisions
(1) To advise the Governance and Audit Committee of progress in relation to its
decisions and actions requested.
(2) To advise the Governance and Audit Committee of the response received
from the then Welsh Government Cabinet Secretary for Housing and Local
Government.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED –
(1) T H A T the progress in addressing external regulatory recommendations as
detailed in the appended Strategic Insight Board Insight Tracker for the period Q4
2025/26 be noted.
(2) T H A T Cabinet be requested to endorse the removal of completed actions
from the Insight Tracker.
(3) T H A T the Director of Corporate Resources considers providing future
iterations of the Quarter position earlier to the Governance and Audit Committee.
Reason for decision
(1) To ensure regulatory recommendations were appropriately considered.
(2) To ensure that the Council's Strategic Insight Board Insight Tracker reflected
the Council’s most up to date position on its regulatory recommendations.
(3) To ensure that Governance and Audit Committee receive more timely
updates.
Vale of Glamorgan, Governance and Audit Committee,
RESOLVED – T H A T the outcome of the self-assessment of the effectiveness of
the Governance and Audit Committee be noted.
Reason for decision
To provide assurance that the Council’s Governance and Audit Committee could
demonstrate its effectiveness against the good practice principles set by the
Chartered Institute of Public Finance and Accountancy (CIPFA) using the self-
assessment tools provided.
RESOLVED – That the Sub Committee, having considered the application on its individual merits, the committee papers, the Licensing Act 2003, the Section 182 guidance, the council’s Statement of Licensing Policy, submissions made by the applicant and all other parties, and the oral evidence given by the applicant and objectors during the hearing in its determination of the matter, REFUSED the application.
Members noted that the applicant demonstrated a significant lack of understanding of the licensing objectives and the legal requirements of the licensing regime. In particular, the applicant was unable to explain the licensing objectives when asked and provided inconsistent information regarding the operating hours of the premises. In particular, the applicant initially suggested that the premises had previously operated until 3am, which was later clarified as incorrect following advice from the Licensing Officer, and subsequently revised again during the hearing. The Sub Committee considered that this inconsistency reduced the weight that could be attached to the applicant’s evidence.
Members further noted that the applicant was unable to provide clear or detailed explanations as to how the licensing objectives would be promoted. In particular, limited detail was provided in relation to staff training, with reliance placed on unspecified training to be delivered by a franchisor, without any clear understanding of its content or implementation. There was insufficient evidence of measures to manage customers during late night hours, including how difficult or intoxicated individuals would be dealt with. No robust dispersal policy or noise management measures were outlined, despite the premises seeking to operate until the early hours of the morning. The Sub Committee also found that the applicant did not demonstrate an understanding of the risks associated with late-night operation in a busy and densely populated area.
The Sub Committee took into account the representations of the Ward Member, who highlighted existing issues on Crwys Road relating to noise, anti-social behaviour, and crime, particularly during late night hours. It was noted that the road already contained a substantial number of licensed premises and that residents had raised complaints about disturbance, waste management, and sleep disruption. The Sub Committee considered that the introduction of an additional premises operating until 3am was likely to add to the potential for noise and disturbance in the area, particularly in the absence of robust control measures.
Whilst the Sub Committee acknowledged the applicant’s submission that the premises had not previously been the source of complaints, it gave this limited weight given that the premises had not been operating under a premises licence permitting late-night refreshment beyond 11pm.
The Sub Committee also gave weight to the fact that this was the applicant’s first experience of the licensing process. However, this did not outweigh the concerns regarding the lack of understanding and the absence of appropriate safeguards.
Having carefully considered all of the evidence, the Sub Committee was not satisfied that the applicant had demonstrated that the licensing objectives would be promoted. In particular, the Sub Committee found that granting the application would be likely to undermine the prevention of crime and disorder and the prevention of public nuisance, having regard to the nature of the area, the proposed hours, and the lack of adequate control measures.
The Sub Committee resolved to refuse the application.
Vale of Glamorgan, Licensing: Statutory Committee,
Decided: The Committee approved the proposed governance changes, with its own amendments. The main points are: (1) Applications to vary conditions, make small changes, discharge conditions or approve reserved matters (details left for later) will be decided by officers, unless the Committee formally asks for one to come back to it. (2) Applications go to Committee if they are for 250 or more homes, more than 2,500 square metres of commercial floorspace, sites over 10 hectares, or major developments with an Environmental Impact Statement. (3) Requests from members to refer an application will be decided by the Chair, who must keep a record of decisions and reasons and report it regularly to the Committee. (4) The Chair can ask for an application to come to Committee. (5) The Chair will be consulted where five or more objections come from five or more households. (6) All applications from officers in the Planning Service who make planning decisions will go to Committee. Each speaker gets 4 minutes, and more than one ward member may speak at the Chair's discretion. (10) An updated Members' Planning Code of Good Practice and a single Planning Guide will be prepared. On petitions, the Committee voted to recommend to Cabinet that petitions with 50 or more signatures no longer automatically send an application to Committee. These would instead go to the Head of Planning, in consultation with the Chair, and the Petition Scheme would exclude subsequent or technical applications. Officers were given delegated authority to finalise the Constitution amendments, which go to the Constitution Committee and then full Council. The Petition Scheme changes go to the Constitution Committee and then Cabinet. The Head of Planning was given authority to finalise the other procedure notes and protocols. Confirmation of the final arrangements will be sent to all members.