Agenda and minutes

Governance and Audit Committee - Thursday, 28th November, 2024 5.00 pm

Contact: Taylor Strange  Governance Officer

Media

Items
No. Item

1.

Declarations of Interest

Additional documents:

Minutes:

The Chair declared an interest on Item 5.

 

2.

Minutes of the Previous Meeting pdf icon PDF 93 KB

Additional documents:

Minutes:

Members discussed the minutes – to access a full recording of the debate and comments made please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

 

The Committee accepted the minutes as a true and proper record subject to the amendment of paragraph 4.6 as the date was incorrect with the correct date being 30.01.25

 

3.

Call-in - Private Sector Housing (HMO) pdf icon PDF 159 KB

Additional documents:

Minutes:

The Head of Housing and Communities presented the report and summarised the key details.

  • Of the eleven recommendations findings found in the limited audit nine were completed.
  • Category one hazards were serious issues within a property.
  • It was not in the public interest to act against owned properties at the current stage, work was being done to bring properties not in use back into use.
  • A key risk area was HMOs which presented as a more serious risk, re-inspection and re-licensing have occurred with 19 out of 26 being resolved. A risk-based approach had been developed for the remaining properties. Since the report had been produced, resources had been secured to action the remaining properties.
  • The remaining actions have a plan with the team taking major steps to address the issues found in the audit.
  • A re-audit will take place in the future.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendations

The Committee were pleased with the progress made in completing the actions noted in the unsatisfactory Audit and asked if a report could be provided in March 2025.

The Committee requested that a follow-up report be brought back to Committee in March.

 

4.

Corporate Safeguarding - Follow-up Report pdf icon PDF 150 KB

Additional documents:

Minutes:

The Strategic Director for Social Services presented the report and summarised the key details.

·         The outcome of the Audit Review was that there were still a number of outcomes that did not satisfy the recommendations laid out in the 2019 review.

·         The Management Response showed actions taken by the Local Authority based on the four recommendations laid out by Audit Wales. Audit Wales had been contacted for comments on the Local Authority action plan.

·         A Local Authority Safeguarding Board would be developed separate to the regional board.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendations

The Committee noted the contents of the report as well as the Management Response.

The Committee requested the officers provide a written report on progress at January 2025 Committee.

 

5.

Corporate Risk Register (Quarter 2) pdf icon PDF 232 KB

Additional documents:

Minutes:

 

The Performance and Programme Manager presented the report and summarised the key details.

  • The Comments of the Committee would be taken to the following cabinet meeting in December 2024.
  • There was eight severe risks and seven major risks however none of these had changed since the Quarter One report.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

The Committee noted the contents of the report.

 

6.

Annual Report on Compliments, Comments and Complaints Management 2024 pdf icon PDF 148 KB

Additional documents:

Minutes:

The Digital Services Manager and the Complaints Resolution Manager presented the report and summarised the key details.

  • The Council had a statutory requirement to process all complaints inline with the customer feedback policy and the All-Wales Social Services complaint handling process.
  • Complaints were logged in accordance with the Public Service Ombudsman for Wales policy.
  • The report showed good progress against the previous action plan however there was still further work to be done.
  • There were 102 compliments, 290 comments and 465 complaints.
  • There were 52 complaints referred to the Public services Ombudsman with only five being actioned by the Ombudsman for Wales
  • A refined complaints administration process had also been worked on with a focus on improved training and awareness.
  • strengthening training in the council was a key priority with improvement to customer engagement as an outcome to these efforts.

 

Members considered the report – to access a full recording of the discussion made please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendations

The Committee noted the contents of the report.

 

The Committee recommended that a clear definition of a complaint was provided to elected members and residents and for the compliments, comments and complaints process to be streamlined to make it easier for residents to engage with.

 

The Committee recommended that further work be done to encourage residents from underrepresented communities to engage with the Council's compliments, comments and complaints process. 

 

An update report on the progress made against the Public Services Ombudsman for Wales 2023/24 Annual Letter recommendations should be brought to Committee in a future meeting. 

 

The Committee recommended that the figures related to missed collection complaints was shared with the public, to contextualise the volumes involved.

 

Service developments made as a result of complaint analysis and responses to be highlighted in the report.

 

Improvements in responses to Public Services Ombudsman for Wales (PSOW) should be a focus and included in future reports.

 

The annual letter from the PSOW should be included in full as an appendix to the report.

 

7.

Half Yearly Report on Treasury Management for the period 2024/25 pdf icon PDF 308 KB

Additional documents:

Minutes:

The Senior Finance Business Partner (Chief Accountant) presented the report and summarised the key details.

  •  The Council took out three temporary loans totalling £15m and one long term loan totalling £10m due to a short window of opportunity when interest rates dipped.
  • The net borrowing requirement in the first half of the year dropped from £123.2m to £115.4m
  • The investments were £41.8m at the end of September 2024 compared to £13.9m in March 2024.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

The Committee noted the contents of the report.

The Committee would like information relating to the returns on directly owned properties.

 

8.

NCC Financial Sustainability Report pdf icon PDF 815 KB

Additional documents:

Minutes:

Audit Wales presented the report and summarised the key details.

  • The report is a follow up to financial sustainability work conducted in previous years and was carried out within all 22 local authorities in Wales.
  • The Council had proper arrangements in place to sustain financial sustainability, however the Newport faced the same challenges as all other Local Authorities in Wales in needing a plan to fully close the funding gap in the mid and long term.
  • A report was due to be published imminently on the national picture.
  • The Council has a robust understanding of demands and pressures.

 

 

Recommendation

The Committee noted the contents of the report and awaited the national report in due course.

 

9.

Audit Wales Q2 Update pdf icon PDF 258 KB

Additional documents:

Minutes:

Audit Wales presented the report and summarised the key details

  • Audit Wales are currently unable to finalise their audit of the 2023-24 group statements of accounts due to outstanding work in relation to the audit of the trading subsidiary, Newport Transport Limited. This matter should be resolved in time to conclude the audit and report to the January GAC.
  • Work on environmental health services was due to come in quarter four of the 2024/25 calendar.

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

The Committee noted the Audit Wales timetable for Newport City Council.

 

10.

Audit Enquiries Letter 2023/24 pdf icon PDF 214 KB

Additional documents:

Minutes:

Audit Wales presented the report and summarised the key details.

  • The purpose of the Audit Enquiries Letter was for those involved in governance and finance to provide Audit Wales to provide certain assurances on matters relating to the financial statement.
  • The work would feed into Audit Wales risk assessment.

11.1.     Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

Recommendations

11.2.     The Committee noted the contents of the report.

 

11.

Internal Audit Plan 2024/25- Progress (Quarter 2) pdf icon PDF 202 KB

Additional documents:

Minutes:

The Principal Auditor presented the report and summarised the key details.

  • One limited opinion was given on Fleet/ Vehicle Maintenance
  • One low level investigation was taking place.
  • There were two follow up audits undertaken on Childrens Monies and Adoption Allowances.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendations  

The Committee noted the contents of the report.

 Action plan to be shared as part of quarterly updates.

7. 

8. 

9. 

10. 

10.1. 

10.2. 

10.3. 

10.4. 

More detail on limited and unsatisfactory assessments to be included as part of future reports.

Updates on National Fraud Initiatives to be included in future reports.

Fraud work to be included as part of the training programme for the Committee.

 

12.

Long-term Audit Arrangement pdf icon PDF 158 KB

Additional documents:

Minutes:

The Head of Finance presented the report and summarised the key details.

  • The report was due to be presented to Cabinet on the 11th December 2024
  • The purpose of the report was for the Committee to provide feedback on the report proposal.
  • The report highlighted the choice between an external or internal audit system along with a detailed explanation of why a Public Sector Partnership was the preferred option.
  • The two choices for a Public Sector Partnership were SWAP (South West Audit Partnership or the South Wales Partnership.
  • SWAP was the preferred choice as noted in the report as it provided the greatest resilience and would suit the councils needs better.
  • There was no change on the internal audit budget fee.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

The Committee noted the contents of the report and supported the proposal subject to the comments raised below to be shared with Cabinet.

The Committee asked that the commercial nature of the arrangement be considered.

7. 

7.1. 

7.2. 

7.3. 

7.4. 

Committee members noted that relevant employment law would be a consideration throughout the process.

An update on any changes or amendments to the current list of audits to be conducted or finalised to be shared with the Committee.

 

13.

Draft Governance and Audit Committee Annual Report 2023/24 pdf icon PDF 143 KB

Additional documents:

Minutes:

The Head of Finance presented the report and summarised the key details.

  • The requested inclusions to the report were highlighted following the comments made in the Governance and Audit Committee held on the 28th September 2024.

Members considered the report – to access a full recording of the discussion made please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

Recommendations

The Committee accepted the proposed changes to the report in preparation for approval at full council.

 

14.

Work Programme pdf icon PDF 100 KB

Additional documents:

Minutes:

The Governance Officer briefed the Committee on the Draft Forward Work Programme.

 

Members considered the report – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

 

Recommendation

The Committee accepted the contents of the forward work programme subject to the addition of items highlighted during the Committee.

 

The Committee queried whether an additional special Committee would be convened in order to sign off the Statement of Accounts. The Head of Finance confirmed this.