Corporate Resources Overview and Scrutiny Committee

Councillor Matthew Vaux, Cabinet Member, Cabinet Member for Partnerships, Housing, Legal and Governance and Public Protection presented the updated Code of Conduct, outlining amendments necessary following legislative developments, including the Public Office (Accountability) Bill 2025. Key changes included: • a new Duty of Candour section, • guidance on accepting prizes, • strengthened expectations around online and out-of-work behaviour, and • removal of the standalone Social Media Policy. Trade Unions had been consulted and requested a minor wording change in section 24.3. Members noted that the review was intended to reflect recent legislative changes and to ensure the document remained accurate, consistent, and fit for purpose. It was also suggested that suggested extending the duty of candour paragraph (shown below) to include that, when staff identified any areas of concern/wrong‑doings/errors across the entire organisation, it was important that they recognised it as their duty to disclose such information. The Committee noted that this should be written more clearly in the Code. New duty of candour (Section 11) A new section had been added on the duty of candour to reflect the requirements of the Public Office (Accountability) Bill. This section outlined clear responsibilities for relevant employees during inquests, inquiries, and investigations, including being open, helpful, and correcting information promptly. It also set out expectations for supporting bereaved families throughout the process. The UK Parliament Public Office Accountability Bill stated the following: Public Office (Accountability) Bill – Parliamentary Bills – UK Parliament A Bill to impose a duty on public authorities and public officials to act with candour, transparency and frankness; to make provision for enforcement of that duty in their dealings with inquiries and investigations; to require public authorities to promote and take steps to maintain ethical conduct within all parts of the authority; to create an offence in relation to public authorities and public officials who misled the public; to create further offences in relation to the misconduct of persons who held public office and to abolish the common law offence of misconduct in public office; to make provision enabling persons to participate at inquiries and investigations where the conduct of public authorities might have been in issue; and for connected purposes. Following discussion, Committee Members agreed to recommend that Cabinet: approved the revised Code of Conduct for Local Government Employees, subject to considering the following recommendation from the Committee : extending the 1. New duty of candour (Section 11) paragraph to include that, when staff identified any areas of concern/wrong‑doings/errors across the entire organisation, it was important that it was their duty to disclose such information. The Committee Members agreed that this could be written more clearly in the Code.

Councillor Bryan Davies, Leader and Cabinet Member for Democratic Services, Policy, Performance and People and Organisation presented the report presented amendments to the Safe Recruitment Policy. The revisions clarified: • pre‑appointment checks for volunteers and work experience placements, and • the expectation that managers risk‑assess posts to determine whether a standard DBS check was necessary for counter‑fraud purposes. It was confirmed that the existing Safe Recruitment Policy sets out Ceredigion County Council’s standards towards the safe recruitment and retention of people, including those who wish to work with vulnerable groups (children and/or adults). The Committee AGREED to recommend to Cabinet that the amended Safe Recruitment Policy be approved.

Councillor Bryan Davies, Leader and Cabinet Member for Democratic Services, Policy, Performance and People and Organisation presented the report upon the Draft Volunteering Policy which was aimed at formalising and enhancing arrangements for volunteer engagement across all service areas. The policy sought to: • provide a consistent approach to recruitment, induction, support and supervision of volunteers, • distinguish volunteer roles clearly from paid employment, • ensure inclusivity and safeguarding, • set out responsibilities for volunteers and service areas, and • introduce a recommended mileage reimbursement rate of 22.5p per mile. Arising from the discussion, the following matters were identified and noted by the Committee: - •That all volunteers should be treated fairly and equal. •Ensure volunteers receive the relevant training available to assist them in their role. •That a Volunteering Policy would be designed for Schools, which would be presented to the Learning Communities Overview and Scrutiny Committee prior to requesting approval at Cabinet in due course. It was AGREED to recommend to Cabinet to: (i) approve the Draft Volunteering Policy; and (ii) approve the 22.5p per mile travel rate for volunteers.

Cllr Gareth Davies, Cabinet Member for Finance & procurement introduced and provided an overview of the report. Mr Duncan Hall, Executive Corporate Lead Officer – Finance & Procurement, then presented the detailed Q3 position for 2025/26. He summarised the financial performance across service areas and highlighted key pressures – confirming that a broadly breakeven position was forecast for the year, with a small projected underspend of £107k showing (0.05% of the 25/26 Budget). The report enabled the Committee to scrutinise in‑year financial matters within its remit. The Committee was informed of the recent volatility in global oil markets following events in the Middle East, with prices having briefly reached approximately $115 per barrel before settling closer to £80 per barrel. The Executive Corporate Lead Officer advised that such spikes typically stabilise and confirmed that. an earmarked reserve was held for Cost & Inflationary Pressures of around £700k. The Leadership Group and the Leader and Cabinet has been briefed on the position including some projected financial implications. Members noted that schools were experiencing high fuel usage and were likely to bear a considerable portion of the increased costs. The Executive Corporate Lead Officer added that fuel dynamics varied across services: the vehicle fleet required around 55000 litres of fuel per month; and electricity and gas contracts were locked in until 30 September 2026 and that a large proportion have already been bought in advance for the 12 month period after that; and much of the Council’s heating oil capacity had reduced due to using renewable energy, with current usage costing relatively little at approximately £50k annually. A watching brief was being maintained. The Leader stated that the WLGA were also updating Leaders on the current position and he would report back to committee accordingly. Requests were made for up‑to‑date business rates collection data, and the Executive Corporate Lead Officer confirmed that monthly data was available and could be provided to the Committee, he highlighted that the February Council Tax collection had improved compared with previous years and also drew the Committee’s attention to the work done to split the Council Tax collection rate, which showed the greater collection challenge related to properties subject to a Council Tax premium. Members noted that the latest business rates revaluation had affected town centres disproportionately, with many premises experiencing higher valuations despite challenging trading conditions and pressure from online retail together with relief being decreased. The Committee noted the current position.

It was reported that in February 2023, recruitment and retention challenges had been identified as a significant risk and had been entered onto the Corporate Risk Register. This had arisen from concerns at the time that the inability to recruit to key roles could have a detrimental impact on the Council’s ability to sustain safe and effective services and to meet statutory and legislative obligations. It was highlighted that the UK had experienced historically high vacancy levels, the lowest unemployment rate since 1974, and an increase in economic inactivity in the years immediately following the Covid‑19 pandemic. Despite numerous recruitment campaigns, the Council had been unable to recruit to several professional roles—particularly within social care—resulting in increased reliance on agency staff. The recruitment and retention position within Through Age Wellbeing Services had previously been reported to the Healthier Communities Overview and Scrutiny Committee in July 2023 and to the Overview and Coordinating Scrutiny Committee in March 2025. Committee Members received an informative presentation from Officers outlining the current workforce position across the Authority. The following arose from the presentation: - • It was noted that since 2023, the Council had experienced clear improvements in workforce stability and recruitment outcomes, shown through reductions in turnover and vacancies and significant increases in candidate attraction across most services. • Staff turnover had reduced from 13.88% (2023) to 11.99% (2025). Members were pleased with this progress but agreed that further improvement was still possible. • Average vacancies had reduced from 650 to 301, effectively halving the number of vacant posts. • Candidate attraction had more than doubled from 5.91 to 12.45 applicants per post. • Members noted that a review of the Corporate Risk score would be undertaken later in March 2026, taking account of the improvements reported and the outcome of the Audit Wales assessment. • The Planning Service Campaign had been very successful, with five out of six roles filled to date. • Members congratulated the team for producing excellent recruitment campaign videos. • In response to a question regarding market force supplements and their impact, it was confirmed that careful consideration and necessary procedures were followed, including equality proofing and annual reviews. • It was confirmed that exit interviews continued to be undertaken as an important method of understanding why staff were leaving the organisation. • Concern was raised that neighbouring authorities were offering higher pay grades and that Ceredigion remained the lowest‑paid Authority in Wales. Members were pleased to learn that work had commenced to review the NJC Pay Spine, with an anticipated timeline of approximately 12 months, although it was acknowledged that this was a long and complex process, and the timeline could be exceeded. • It was confirmed, following a question regarding whether hybrid working might lead to new employees feeling isolated, that managers were expected to ensure appropriate introductory arrangements, including opportunities to meet colleagues and access support. Following discussion, Committee Members agreed that they had considered the report and recommended that Cabinet provide regular updates to this Committee on the progress of the NJC Pay Modelling Task and Finish Group that has been established (as referenced in point 10 above).

It was agreed to note the Forward Work Programme subject to the following: - • It was noted that an update on the work of the Pay Policy Working Group would be presented at the June meeting. • Members discussed County Farms and the need to consider the Council’s approach to land use and agricultural opportunities, as undertaken by Carmarthenshire County Council. It was reported that the Task & Finish group had been tasked to consider County Farms, however, no action had been taken on their recommendations especially when budget savings were required. Reference was made to the WLGA’s Rural Affairs paper, and the Leader stated he would provide the Committee with any update. • It was noted that a Task and Finish Group on Second Home Premiums would be arranged to consider how this was operating in practice. Terms of Reference for this group would need to be established at the first meeting. • Members considered the possibility of producing a promotional video for the Community Housing Scheme, using a case study to illustrate the experience of individuals who had benefited from the scheme. This would be considered by the Communications team who already produced promotional videos on behalf of the Council’s social media platform. • Councillor Carl Worrall expressed concern that residents who were struggling to pay bills were unable to discuss their issues in a private setting, as discussions currently had to take place at the public counter. It was noted that this matter would be raised by Councillor Elizabeth Evans with the Head of Democratic Services.

It was RESOLVED to confirm as a true record the Minutes of the meetings held on 3 February 2026 and 16 February 2026, and to note any matters arising.