Agenda and minutes

The Chair declared an interest on item 7 as they act as a lay inspector for Estyn.

Members considered the accuracy and format of the minutes. The Committee noted the changes to the recording of meetings proceedings and suggested that more detail is included regarding member comments – to access a full recording of the discussion please refer to the Council’s YouTube channel. Democratic meetings / Cyfarfodydd democrataidd.

Recommendations

The Committee accepted the minutes.

The Committee requested the “Action Arising Item” become a standing item within the Committee agenda.

That further consideration is given to summarising the key points made by members as part of their discussions in written minutes.

The Service Manager – Childrens Team presented a summary of the report and the conclusion of recommendations made in the original report.

The Committee thanked officers for their work on the progress made and the report update.

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

Recommendation

The Committee noted its satisfaction that the Council was taking adequate steps to respond to the recommendations set out in the limited assurance report conducted by Internal Audit.

Verbal Update

The Service Manager – Operations presented a brief update on progress made and confirmed that a full report would be brought to Committee in March 2025.

The Committee sought additional information concerning verification processes, which the Service Manager provided.

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 update and awaited the full report in the March 2025 Committee.

The Strategic Director – Social Services and the Head of Corporate Safeguarding presented a summary of the report including the progress made against recommendations.

The Committee raised questions concerning training arrangements, including consequences for failing to complete mandatory sessions. The Strategic Director confirmed the monitoring and evaluation processes in place to manage this.

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

Recommendations

The Committee requested physical numbers to be paired with percentages within reports in order to provide a clearer image of the number of those who completed training.

The Committee recommended that an update concerning staff and elected Members who fail to complete mandatory training should be presented to the Committee so they can provide support to address non-completion.

The Committee recommended that elected members should lead as role models in terms of completing and promoting completion of training.

The Committee reviewed the contents of the report and action plan and were satisfied that the Council were taking adequate steps to respond to the recommendations set out in the Audit Wales Review of Corporate Safeguarding.

The Performance and Programme Manager presented a summary of the report.

The Committee asked some questions for clarification on the terminology used in the report. The Committee also reflected on the positive assessments of Education, Youth Services and Social Services included in the report, and considered that these should be shared wider as good news stories.

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

Recommendations

The Committee requested the national report on financial sustainability of local government (December 2024) to be brought to a later Committee as an information only report.

The Committee queried the following terms within the report and asked for more context on who they applied to:

• Senior Leaders
• Political decision makers
• Officer decision makers
• Stakeholders

The Committee requested a letter of thanks to be sent to staff for the work done within Education, Youth Services and Social Services.

The Committee wanted the positive assessment outcomes included in the report to be shared through the Council’s communication channels.

The Audit Manager (LLE/EE) introduced Amy Probert as the Committee’s new Internal Audit Representative and presented a brief summary of the report, confirming that a large number of reviews had been carried out with no adverse opinions during the quarter.

The Committee noted the significant progress made against the context of the resource challenges during the year, and also the number of reports designated as reasonable assurance.

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

Recommendations

The Committee requested a closed session on Counter-Fraud be held before the March 2025 Committee.

The Committee recommended that all elected Members be given Counter-Fraud training.

The Committee requested a report be brought to the March 2025 Committee focusing on the limited assurance on Fleet Vehicle Maintenance.

The Committee requested a confidential information report be brought to a future Committee focusing on Counter-Fraud.

The Head of Finance introduced Har Ping Boey as the Assistant Head of Finance to the Committee.

The Head of Finance and the Senior Finance Partner (Chief Accountant) presented an overview of the report and illustrated the challenging process in preparing for the audit. The Head of Finance confirmed that Audit Wales complete a thorough and independent review of the audits in line with the ISO standards.

The Committee asked questions concerning some of the data in the report and made recommendations for additional information to provide additional context.

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

Recommendations

The Committee recommended the Chair of the Governance and Audit Committee as well as the Head of Finance sign the final statement of accounts.

The Committee requested a graph to be included in future on the number of properties in each council tax band in order to provide better clarity within the report.

The Committee requested more information in relation to the 30% underspend within the Prevention and Inclusion service area.

The Head of Finance and the Senior Finance Partner (Chief Accountant) presented a summary of the report.

Recommendations

The Committee highlighted several key comments on the Capital Strategy and Treasury Management Strategy as follows:

The Committee felt the document was very well written.

The Committee raised concern over the long-term costs associated with the asset maintenance backlog.

The Committee raised concern over the impact of Newport’s growing population on the Capital Strategy and Treasury Management Strategy.

The Committee felt the process of borrowing in advance of need was prudent.

The Audit Wales representatives presented a summary of the report and confirmed that the recommendation was that the Auditor General should sign off the Unqualified opinion the following day.

The Committee thanked Audit Wales and officers for their work in delivering the accounts and report. The Committee considered the narrative of the report to be good, and highlighted the importance of the recommendations in the report.

Recommendation

The Committee noted the contents of the report.

The Committee recommended that the recommendations in the report are completed before the target date.

The Strategic Director – Transformation and Corporate presented the report setting out the agenda items for the remaining meetings of the municipal year.

The Committee discussed the merits of holding pre-meetings for Committee Members.

Recommendations

The Committee agreed to hold pre-meetings for committee by exception dependant on the reports being considered.

The Committee accepted the Forward Work Programme subject to the following amendments

·         The Annual Corporate Self-Assessment would be presented in September 2025 instead of March 2025.

·         The Annual Governance Statement (Draft), due to be reported in March 2025, would now be reported in July 2025.

·         The Internal Audit Work Plan 2025/26 would be presented March 2025 instead of May 2025.

·         A report on the limited assurance for Fleet and Transport services to be presented to Committee by SWAP in March 2025. Service Area to be called in to Committee at the next meeting after that.