Governance and Audit Committee

Members received an overview of the circulated report. Members expressed how impressed they were with the new formatting. Members mentioned in relation to the stage 1 complaints, it states that this reflects better recording and commitment to addressing concerns, not systematic failings, and asked how members know that information as there isn’t any explanation. Officers explained there is assurance gained from the piece of work that internal audit undertook that has come before Governance and Audit Committee and identified that there weren’t any systematic failures with regards to how Officers handled complaints. There were significant areas where Officers can ensure consistency of application of the policy across the service areas, that is a piece of work that will be focusing on in the next couple of weeks/months. Members mentioned that on page 28, it states - The designated complaints officer within the relevant directorate formally investigates the complaint and provides a response within 20 working days. Members highlighted that is doesn’t state if there’s a confirmation letter that is sent out with the contact details of the person dealing with the query. Officers explained all directorates should be following the same process, members of the public should be receiving an acknowledgement within 5 days. This will be part of the policy, guidance and training going forward to make sure that all directorates are following the same processes and procedures, and to ensure that in the acknowledgement letter, there will be details of the person who is dealing with the complaint. Members asked if Officers have the number of complaints for missed bin collections. Officers mentioned they will ask the service area for this information. In relation to the terms of the unreasonable unacceptable customer behaviour policy, it was last approved in 2019, what assurance does the committee have that other policies aren’t so out of date. Officers stated they are undertaking a piece of work which is ongoing and will look at what to prioritise and review in the policies. RESOLVED: That the report be noted.

Members received an overview of the circulated report. Members asked for clarification on the red, amber and green colours in the report. Officers explained that they will be looking at a system that is currently being developed and will make it more self-explanatory in time for the next report to be brought to Governance and Audit Committee. Officers agreed that a report would be brought to Committee 6 monthly. In terms of R46 – CIW – Recommendations for Local Government, Members asked what is the purpose of this and highlighted that it could be a powerful tool. Officers assured Members that they are fully sighted on all the recommendations that have come through and understand whether the response to the recommendations is having the desired impact and addressing the recommendations. RESOLVED: That the report be noted.

Members received an overview of the circulated report. Members highlighted that in the report it reads - Members should note that Neath Port Talbot Council is a leading example in Wales for biodiversity duty compliance with comprehensive planning. Members felt this was an afterthought and felt this should be written earlier in the report and should be celebrated. Members asked why there were capacity issues within the team. Officers stated a project where the team have secured quite substantial amounts of heritage funding, that is then utilised to bring in staff resource and capacity to deliver those projects. They are time limited and linked to the various funding cycles. Members mentioned they would need to speak to the Member of the Senedd to highlight the funding needs to be more long term. The Cabinet Member for Nature, Tourism and Well-being wanted to say thank you to the Countryside and Wildlife team and the work they do on biodiversity, it is good to see that the report recognises that we are in the context of local government across Wales and there’s a great deal of excellent work being done. There are challenges ahead and are all aware of the financial pressures that the Local Government is under. RESOLVED: That the report be noted.

Members received an overview of the circulated report. In relation to temporary accommodation, Members asked are there any restrictions and if so, why are they in place. Officers stated there are rules that people comply with but there are no restrictions as an authority. Members asked if they could have an example of a rule that the authority put in place. Officers mentioned an example of a rule is not having a party in the house and not a lot of visitors to the property. Members asked are buying properties in wards being looked at so that people can be temporary housed in their own community, whereby they have a support network. Officers stated that a huge amount of work has been undertaken with the Councils estates and work to look at all properties and what Officers think would be viable. Officers stated that there are no properties in Council ownership that is viable to be able to deliver accommodation, however there is a project that was agreed in Cabinet in May 2025 to purchase properties and been able to get Welsh Government funding to help fund some of this. Officers mentioned they have put an offer on the 9th property this week and the aim is to buy 10 properties per year. Officers mentioned there is an All Member Seminar on the 6th November, 2025 and members are invited to attend. Members asked were Officers aiming to have properties across the borough in all wards. Officers stated that yes, they would, the properties they are purchasing are across Neath Port Talbot. Members asked is the policy by Welsh Government deliverable. Officers stated that it is ambitious and as a department Officers work to make sure that they prevent people from being homeless and try to support people to have as much security as possible. Members asked are Officers confident that the housing support services are good enough to support temporary housing tenants, especially the most vulnerable. Officers stated that before Covid, there were 40 people present to them as homeless, now they are in the region of 250 people. There is currently a significant programme of review of the housing support grant services in place, which is being led by the Commissioning team. Members asked would Officers be working with ward councillors on the properties that are available within their areas. Officers stated that they are welcome to liaise with ward councillors if they have any information on properties. Members asked if Officers have data of vulnerable people with social issues compared to homeless people who are in employment. Officers stated they do have the data and will get the information to the Members. Cllr Galsworthy – Chair of Social Services Scrutiny Committee joined the meeting and highlighted if something's not working as effectively as it could, maybe Welsh Government need to go back to the drawing board and work better with the local authorities themselves. Members asked in relation to emergency accommodation, do they stay in the same area they are from. Officers stated they do try but its not always feasible, there is flexibility to move other people around, but there are benefits of that. RESOLVED: That the report be noted.

Members received an overview of the circulated report. In relation to Appendix C – Cases with PSOW intervention (overview), Members asked that in relation to those authorities where there had been zero interventions whether contact might be made to to explore any matters of best practice which might be of benefit to the authority. Officers stated they would make enquiries accordingly. Members noted that the report had gone to Cabinet. RESOLVED: That the report be noted.

Members received an overview of the circulated report. This included update from the Audit Manager on the position of the ICT Audit Needs Assessment and the four agreed 2025/26 ICT internal audits. The ICT Audit Lead (Steve Forsyth, Lighthouse Consulting UK) was introduced to Committee and provided further detail on the Needs Assessment approach. Both the Audit Manager and ICT Audit Lead thanked the Digital team for their input and support on the exercise. Members asked how many items were on the ICT Audit Universe and what is the frequency of visiting these. Officers confirmed there were approximately 30/40 prioritised themes on the initial document and that this was a base corporate position only. The team target to review and update the ICT Audit Universe on a regular basis, including the consideration of risks, wider assurance activity due, and prioritisation of audits. Members asked if hardware management is on the list of priorities. This was confirmed by officers. RESOLVED: That the report be noted.

Members received an overview of the circulated report. Members asked what position the Officers were in with regards to actioning the recommendations. Officers confirmed that the Appendix 2 Action Plan details the position against each recommendation. Most recommendations have been met through the requirements of the Council’s control framework, procedures and template reports. It is noted that some of the areas will take time to fully embed. The Audit Manager confirmed that a corporate contract governance or contract management internal audit would be included for consideration in 2025/26 risk-based audit planning, to provide further assurance on the area. Members requested a further update to Committee on the area. Officers agreed. Cllr Sean Pursey attended the meeting and stated his thanks to the Officers who have liaised with Cllr Pursey and kept him informed of the audit and action plan position. Members asked in relation to the recommendation on page 164 ‘that particular care has taken to ensure consultants have sufficient Welsh local authority experience’ there seems to be a bit of uncertainty in terms of to the extent this can be considered when looking at future contracts. Members would like more detail and information in relation to the recommendations around changes in support training and documentation used internally around contract management procurement report writing. Officers stated they will get this information to Members. Members asked could Officers expand why there isn’t an opinion in relation to audit activity on this specific piece of work. The Audit Manager confirmed that the audit review was of a specific contract only. The contract was terminated during the audit. To ensure that that review and lessons learnt were not lost, it was agreed with key contact officers that the internal audit would conclude to ensure findings transparency and to support future Council wide contract governance arrangements. Due to that position and due to the recommendations not being able to aid the control improvement journey on the specific contract, an assurance opinion wasn't applied. Had the contract had still been in place at the conclusion of the audit, an assurance opinion would have been given. RESOLVED: That the report be noted.

RESOLVED: that pursuant to Section 100A(4) and (5) of the Local Government Act 1972, the public be excluded for the following items of business which involved the likely disclosure of exempt information as defined in Paragraphs 12, 13 and 14 of Part 4 of Schedule 12A to the above Act.