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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED – That the Governance and Audit Committee Terms of Reference be noted and reviewed at a future GAC meeting.
RESOLVED: That the Work Programme be approved.
RESOLVED:- (i) That the Governance and Audit Committee considered the Audit Wales review in Appendix A. (ii) That the Committee will receive updates on how WCBC was progressing with the net zero 2030 target of omissions. (iii) That a Member training session will be considered in the near future that will cover an element of procurement and updated reforms. (iv) That Members receive feedback on how WCBC was implementing the high level actions in it decarbonisation plan. (v) That the robust set of metrics that measured and reported progress on the decarbonised journey to include all methods used to reduce the carbon emissions such as the impact of the usage of hydrogen oil.
RESOLVED:- (i) That the Governance and Audit Committee has considered the external regulators’ reports and the council’s response to these outlined in appendix A of the report. (ii) That the Chief Officer for Social Care will report back to call over regarding the Social Care aspect. (iii) That the Governance and Audit Committee will receive an update regarding the resultant response from the Customer Access Survey. (iv) That Members will be provided with more detailed digital information specifically associated to Wrexham such as where it has been reported that adults have been digitally excluded.
RESOLVED:- (i) That the Audit Wales Quarter 4 Work Programme be noted. (ii) That the Audit Manager (Performance and Audit) will email the Governance and Audit Committee regarding EU funding.
RESOLVED: - That the Audit Wales Annual Audit Plan 2023-24 be noted.
RESOLVED: I) That the Governance and Audit Committee in considering whether the Annual Governance Statement (Appendix A) properly reflected governance within the council, raised concerns about elected member take up of the recommended training on key governance issues, and about Members’ conduct in public meetings. II) The Governance and Audit Committee will provide feedback to the Authority that further action to address the elected member culture within the council needed to be taken, and referenced within the Annual Governance Statement actions. III) That the AGS will be published with the Council’s Statement of Accounts. IV) That the Leader of the Council and the Chief Executive attend a future Governance and Audit Committee meeting where they will make a statement and provide an update on the Governance issues that the Committee raised at this meeting.
RESOLVED: - That the Governance and Audit committee considered the report and obtained satisfactory explanations regarding any areas of concern.
RESOLVED:- That the Committee noted the Head of Service Audit & Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control is generally adequate and effective in achieving the Council’s objectives.
RESOLVED:- (i) That the Governance and Audit Committee agreed the Governance and Audit Committee Development Programme 2023/24. (ii) The Head of Service Audit & Technical will look into the Lay Members accessing Member Development training.
RESOLVED – That Jerry O’Keeffe be appointed as Chair of the Governance and Audit Committee.
RESOLVED – That Councillor Dana Davies be appointed as the Vice Chair of the Governance and Audit Committee.
An apology for absence was submitted on behalf of Councillors Annette Davies Paul Rogers and Jerry Wellins. The Chief Officer confirmed that Councillor Jeremy Newton would step down from the Governance and Audit Committee (GAC) and: · Explained the GAC membership vacancy process to Members. · That the GAC membership list will be updated and communicated to Members accordingly.
Matters Arising Item 58 – Governance and Audit Committee Work Programme. It was confirmed that the performance self-assessment will be included in the updated Work Programme and that there will be an All Member Work shop covering this topic. The additional GAC meeting for November 2023 will also include an item regarding the Self-Assessment. Item 59 - Appendix A2 – The National Fraud Initiative (NFI) in Wales 2020-21 The successful outcome values that had been recovered was 81%. RESOLVED - That the Minutes of the Meeting held on Thursday 16 February 2023 be signed as a correct record.
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Decision as recorded
RESOLVED – That the Governance and Audit Committee Terms of Reference be noted and reviewed at a future GAC meeting.
The Terms of Reference was submitted for information and the Chair highlighted that Members consider it as an item on the Agenda for a future GAC meeting. RESOLVED – That the Governance and Audit Committee Terms of Reference be noted and reviewed at a future GAC meeting.
Decision as recorded
RESOLVED: That the Work Programme be approved.
The Committee discussed the following: · During the Chairs Call over the training exercises will be scheduled for future meetings. · The draft Statement of Accounts will be presented during July 2023 and the final audited Statement of Accounts will take place later on in the year. RESOLVED: That the Work Programme be approved.
Decision as recorded
RESOLVED:- (i) That the Governance and Audit Committee considered the Audit Wales review in Appendix A. (ii) That the Committee will receive updates on how WCBC was progressing with the net zero 2030 target of omissions. (iii) That a Member training session will be considered in the near future that will cover an element of procurement and updated reforms. (iv) That Members receive feedback on how WCBC was implementing the high level actions in it decarbonisation plan. (v) That the robust set of metrics that measured and reported progress on the decarbonised journey to include all methods used to reduce the carbon emissions such as the impact of the usage of hydrogen oil.
The Chief Officer for Economy and Transport submitted a report (COET/11/23) that presented the outcome of an in-year assurance and risk assessment review of the Council’s progress with its decarbonisation ambition. The Audit Wales Manager (Performance and Audit) and the Head of Service (Strategy), Environment & Technical Services introduced the report and highlighted the main points within it. A discussion ensued and the following issues were noted, in particular: · A Member enquired if there were any Local Authorities that Wrexham County Borough Council (WCBC) could refer to regarding best practice to recommendation one of the Carbon Reduction Plan. · A Member enquired on how the Authority could share resources and knowledge due to the high skill set required for the Carbon Reduction Plan. · The Audit Wales Manager (Performance Audit) informed Members that WCBC was currently in the same position as the majority of Local Councils for reducing the Carbon and that they had not seen any positive outlier. · The Welsh Local Government Association (WLGA) has a dedicated Officer dealing with the Carbon reduction and The Audit Wales Manager (Performance Audit) will be able to provide WCBC with the WLGA Officer contact details. · Carbon reduction was a huge focus on the Audit Generals Work Programme going forward and that it was not an isolated piece of work. Audit Wales were looking at how they could initiate the learning of this element going forward. · The Welsh Local Government Association (WLGA) was carrying out a lot of work regarding Officer Development and change leadership. · The Authority has commissioned external work through Explore and with six year students across Wrexham. · Environmental Officers were looking at increasing accessibility of EV charging points across the Wrexham County Borough. · The Committee would like to receive updates on how WCBC was progressing with the net zero 2030 target of omissions. · Members were assured that the revised Procurement Strategy will support the Decarbonisation Agenda and that the recent wider procurement reforms have also been acknowledged and looked into. · A Member training session will be considered in September 2023 that will cover an element of procurement. And the proposed reforms. · A Member requested feedback on how WCBC was implementing the high level actions in its Decarbonisation Plan. · A Member highlighted the importance of the development of a robust set of metrics that measured and reported progress on the decarbonisation journey. They advised that WCBC needed to look at the whole picture whereby hydrogen oil contained carbon, and advised the Authority needed to check on how this method would reduce the carbon emissions, because it was not fully decarbonised. · The Medium Term Financial plan assumed some level of investment in financial priorities and priority areas and was an area to be developed further with some revisions to the Capital Programme as well. · The Environment Department was considering to use hydrogen run vehicles rather than electric. · The Head of Service (Strategy) assured Members that the Decarbonisation team were focusing on the high level decarbonisation activities and that they have connected with the North Wales Decarbonisation Group and the Mersey Dee Alliance. · A series of audits will be taken place in relation to a selection of five council buildings and five schools which will consider the building and the way it has been used with the scope to identify opportunities for decreasing carbon emissions. · The decarbonisation team have bi monthly meetings with the University regarding the Schools for the future and have met with the facilities team on how they were carrying out building refurbishments and connected with mixed Sectors and the Public Service Board. · The Audit Wales Manager (Performance Audit) informed Members that collaboration was part of the well-being future generations legislation and the corporate joint committees seven goals. RESOLVED:- (i) That the Governance and Audit Committee considered the Audit Wales review in Appendix A. (ii) That the Committee will receive updates on how WCBC was progressing with the net zero 2030 target of omissions. (iii) That a Member training session will be considered in the near future that will cover an element of procurement and updated reforms. (iv) That Members receive feedback on how WCBC was implementing the high level actions in it decarbonisation plan. (v) That the robust set of metrics that measured and reported progress on the decarbonised journey to include all methods used to reduce the carbon emissions such as the impact of the usage of hydrogen oil.
Decision as recorded
RESOLVED:- (i) That the Governance and Audit Committee has considered the external regulators’ reports and the council’s response to these outlined in appendix A of the report. (ii) That the Chief Officer for Social Care will report back to call over regarding the Social Care aspect. (iii) That the Governance and Audit Committee will receive an update regarding the resultant response from the Customer Access Survey. (iv) That Members will be provided with more detailed digital information specifically associated to Wrexham such as where it has been reported that adults have been digitally excluded.
The Chief Executive submitted a report (CE/16/23) that presented an account of the external regulation and inspection received since the last summary report (February 16th 2023). That would enable the Governance and Audit Committee (GAC) to fulfil its Terms of Reference in relation to considering an overview of reports issued by external regulators and inspectors so that it can ensure that the council has provided an effective response to any relevant recommendations. The Head of Service Performance Improvement and Partnerships (PIPS) introduced the report and the main points within it. Members were informed that the relevant responsible Officer will provide relevant introductions for each of the appendices in turn and will take questions. Tapley Avenue, Park View and the Domiciliary Service The Chief Officer for Social Care introduced the Care Inspectorate for Wales’s (CIW) reports that related to Tapley Avenue, Park View and the Domiciliary Service. It was highlighted that: · The CIW made no recommendations for improvement for Tapley Avenue and the Domiciliary Care service. · There was one recommendation relating to Park View and that identified a need for improved staff training in non-verbal communication methods. · The CIW reports have focused on the safeguarding element and the GAC would be able to highlight issues regarding the respite element. · The Social Service Department have a capacity issue in the care field and have implemented systems such as grow your own staff with collaboration and training provided by Coleg Cambria. The following was discussed:- · It was expected that the improved staff training at Park View in non-verbal communication methods will be completed by the end of this summer. · The Chief Officer for Social Care was waiting for training delivery confirmation from Human Resources and assured Members that there was a small group of staff to train up. · Members were assured that Management know the service that they were providing and knew what to do regarding ongoing improvement. CIW had confidence in this element. · It was explained that CIW would focus on specific service roles such as if there were enough staff at Park View. Internal audit would focus on service reviews. Audit Wales: Digital Inclusion in Wales The Audit Wales Manager (Performance Audit) introduced the Digital Inclusion in Wales Report and informed Members that it was a national study report and that it looked at the whole of the public sector, the country and considered relevant digital statistics. There was also an insight to digital inclusion and some reasons where people had been excluded from it. A discussion pursued and the following was highlighted:- · The Head of Service Performance Improvements and Partnerships (PIPS) assured Members that: a) The response and action points annotated in one to three of the report were ongoing and will be maintained. b) Progress was reported through the ICT & Digital Priority Board and the ICT & Digital Strategy 2020-2023 will be updated this year. c) Wrexham County Borough Council had not closed any traditional contact methods so telephone and face to face remain available customer access methods. d) During Quarter two, the Customer Access survey will be carried out face to face, online and will also communicate at community events, libraries with the aim to capture the community. Different methods would also be used on the WCBC website. e) Councillors were encouraged to promote the Customer Access Survey by using use their links with various groups in the Wrexham community. f) The response from the Customer Access Survey will be shared with the GAC. g) Members will be provided with more detailed information regarding adults that had been digitally excluded specifically to Wrexham. · The Digital Community Wales was a key partner who held a lot of digital specific data and they were looking into localising their information; Audit Wales was also a source for digital information. RESOLVED:- (i) That the Governance and Audit Committee has considered the external regulators’ reports and the council’s response to these outlined in appendix A of the report. (ii) That the Chief Officer for Social Care will report back to call over regarding the Social Care aspect. (iii) That the Governance and Audit Committee will receive an update regarding the resultant response from the Customer Access Survey. (iv) That Members will be provided with more detailed digital information specifically associated to Wrexham such as where it has been reported that adults have been digitally excluded.
Decision as recorded
RESOLVED:- (i) That the Audit Wales Quarter 4 Work Programme be noted. (ii) That the Audit Manager (Performance and Audit) will email the Governance and Audit Committee regarding EU funding.
The Audit Wales Manager (Performance and Audit) updated Members on the Audit Wales Quarter 4 Work Programme. Members were informed that: · Some of the context of the report was slightly different compared to previously. · There had been external financial pressures and that one of the areas related to the sign off for the 2021/22 Financial Accounting Statements. The delay related to technical matters and there had been another pressure associated to the implementation to the new Auditing Standard ISA 315 that had changed and had put more demands on the work of the External Audit work. The following was discussed: · A Member enquired about the maximisation of funding element and if funding from the European Funding (EU) could still be obtained. · The Audit Wales Engagement Director and Audit Director informed Members that there were some schemes such as agricultural funds that were ongoing but EU funding was winding down. · The events highlighted on page 72 of the report were free and details could be obtained on the Audit Wales Website. RESOLVED:- (i) That the Audit Wales Quarter 4 Work Programme be noted. (ii) That the Audit Manager (Performance and Audit) will email the Governance and Audit Committee regarding EU funding.
Decision as recorded
RESOLVED: - That the Audit Wales Annual Audit Plan 2023-24 be noted.
The Engagement Director and Audit Director for Audit Wales presented the report and highlighted the main points within it. Members asked a number of questions which were responded to accordingly, and the following points were highlighted during the detailed debate: · A Member enquired about the External Audit fees. · It was confirmed that there had been an uplift of 4.8% of inflation for both the performance and finance elements and an additional amount charged due to the implementation to the ISA 315. · A Member highlighted that the WCBC Accounts had never been qualified and that there was fairly good financial probationary standards, therefore did WCBC need to use the Audit Wales External Audit Service or could they be tendered? · It was explained if an organisation was deemed to be a risk, then the external Audit costs would rise due to the extra work involved, and that there was a lot of work in the background at a high level whilst carrying out the audit of the Financial Accounts and Statements. · It was the statutory role of Audit Wales to engage with WCBC and external audit appreciated what the public sector was facing right now. · The introduction of the ISA 315 was out of Audit Wales control and that they had to provide a professional service and comply with it. All of the big firms have had to grasp it also. · The Chief Officer for Finance and ICT explained the consultation process that had been undertaken between his Finance team and the External Audit representatives. · It was highlighted that there was a twelve to eighteen percent increase in the external audit fees. A Member enquired on how much of it related to the ISA 315 standard. RESOLVED: - That the Audit Wales Annual Audit Plan 2023-24 be noted.
Decision as recorded
RESOLVED: I) That the Governance and Audit Committee in considering whether the Annual Governance Statement (Appendix A) properly reflected governance within the council, raised concerns about elected member take up of the recommended training on key governance issues, and about Members’ conduct in public meetings. II) The Governance and Audit Committee will provide feedback to the Authority that further action to address the elected member culture within the council needed to be taken, and referenced within the Annual Governance Statement actions. III) That the AGS will be published with the Council’s Statement of Accounts. IV) That the Leader of the Council and the Chief Executive attend a future Governance and Audit Committee meeting where they will make a statement and provide an update on the Governance issues that the Committee raised at this meeting.
The Chief Executive submitted a report (CE/17/23) on behalf of the Governance and Audit Committee that was in accordance with their Terms of Reference. As follows: a) To consider the Annual Governance Statement for the period 2022-23, for the publication with the council’s Statement of Accounts. b) To consider the progress against the actions identified in the Annual Governance Statement (AGS) Action Plan for the year ended 31 March 2022. The Head of Service for Performance Improvement and Partnerships (PIPS) highlighted that the Council had a statutory duty to publish an AGS. The Council’s commitment to good corporate governance was set out in its Governance Code based on guidance from the Chartered Institute of Public finance and Accountancy (CIPFA), the Society of Local Authority and Chief Executives (SOLACE), as well as Senior Managers. The Code was organised around the 7 core principles of good governance. The following was discussed: · The annual review, which informs the AGS has been undertaken by the Governance Officer Group Senior Leadership Team (SLT) and was agreed by the Chief Executive. · Reference was made to the significant issues for 23/24 (page 114) and it was confirmed that it related to the previous year and this year. There had been recognition that further work was to be achieved for 23/24. · Corporate governance was not just about compliance with codes but also about the way people employees, councils Lay Members behaved, acted and spoke. · A Member highlighted that the leadership action plan stated a leadership seminar ways of working and embedding values, and enquired if something else was required in a stronger manner. · Concern was raised regarding the behaviour of Councillors during meetings over the past month and that it could be an emerging pattern. In particular, there had been issues around the recent Executive Board meeting covering the Local Development Plan. · It was advised that the corresponding action plan should be a little more robust and suggested that the word sanction needed to be implemented so that there would be a more robust take on Member behaviours. · The Chief Officer for Customer and Governance (GOCG) confirmed there was daily interaction with the Deputy Monitoring Officer and the Standards Committee, who review the Code of Conduct and issues relating to governance. · The issues relating to sanctions were in place and followed through by the COCG and her Deputy. · A Member highlighted the issues regarding the take up of elected Member mandatory e learning. · It was confirmed that the e learning element was raised as a significant issue. These issues were monitored as part of the process and would be part of a live document where progress would be added to the council’s governance framework Action plan, and have been reflected in the corporate risks register. · The COCG and her Deputy monitoring officer were a member of the Governance Group. · It was explained that as part of the Standards Committees role protocols were monitored and the Standards Committee were currently working on their first annual report as well as complying with legislation. · Some of the Standards Committee work supported the annual governance statement where they could involve and report back to the GAC. · Members were concerned that there had not been much take up regarding the attendance and completion of training programmes for Members. · It was confirmed that Members were unable to sit on the Licencing and Planning Committees unless they have completed their training. · The impact of the Council not agreeing to the Local Development Plan was not known as yet. · A Member enquired as to what point were the internal protocols enforced to encourage good behaviour as opposed to bad behaviour, to protect the reputation of the Council, and where would bad behaviour become a culture issue. · The Chief Officer confirmed that employees had a contract of employment which they would sign up to and that behavioural issues would be taken up. Protocols were identified in the constitution and were voluntary, but the Public Services Ombudsman for Wales had powers to deal with Members. · The Standards Committee were reviewing the Code of Conduct and are currently working on their Annual Report. · A Member highlighted that Member behaviours have to be dealt with and enquired how Group leaders were improving the culture. The Member highlighted that the Council had exposed itself to reputational risk. · The COGC had met with the Chair and Vice Chair of the Standards Committee to finalise how they approached Group Leaders in their Annual report. · The Standards Committee would like to address legislation in their Annual Report. · A Member emphasised the importance of having an acceptable culture throughout the authority. · A Member recommended an amendment to the Governance Code: a) The GAC is held to account by the Council by an annual report to those who are charged with responsibility of the good governance of the Council. b) That the GAC take an active arrangement in risk management but it should also incorporate the Senior Leadership team and the Executive Board. It was not just a GAC issue. c) The Code should be annotated at the front of the AGS report instead of an Appendix. · The Head of Service for Performance Improvement and Partnerships (PIPS) informed Members that the AGS was a draft report and would take back the comments from Members of the GAC Committee. · The AGS was linked to the risk register and that the quarter four updates had not been received as yet to reflect the updated changes to the risk register. · A Member raised concern regarding Members conduct during the recent Executive Board Meeting that covered the Local Development Plan and emphasised the importance of mandatory training. · The COCG informed Members that the Ombudsman would only notify her when they were undertaking an investigation, or if they were deciding to carry out an investigation. · A Member highlighted that: a) Fifty six Councillors needed to look on how they present themselves in a meeting and how it reflected on the Council as a whole. b) Councillors did get reported to the Standards Committee and that it was professionally run by independent Members. c) Assurance should be given that Group Leaders and Deputies had regular meetings. · Feedback was required so that there was another element at Member level and a degree of responsibility taken for the culture going forward. · The COGC will feed back the issues raised by this GAC meeting to the Standards Committee. · It was proposed that the Leader of the Council and the Chief Executive attended the GAC meeting to make a statement and provide and update on the issues the GAC had addressed at this meeting. · A Member recommended that a learning session regarding governance should be arranged. The Engagement Director and Audit Director for Audit Wales would look into this element. RESOLVED: I) That the Governance and Audit Committee in considering whether the Annual Governance Statement (Appendix A) properly reflected governance within the council, raised concerns about elected member take up of the recommended training on key governance issues, and about Members’ conduct in public meetings. II) The Governance and Audit Committee will provide feedback to the Authority that further action to address the elected member culture within the council needed to be taken, and referenced within the Annual Governance Statement actions. III) That the AGS will be published with the Council’s Statement of Accounts. IV) That the Leader of the Council and the Chief Executive attend a future Governance and Audit Committee meeting where they will make a statement and provide an update on the Governance issues that the Committee raised at this meeting.
Decision as recorded
RESOLVED: - That the Governance and Audit committee considered the report and obtained satisfactory explanations regarding any areas of concern.
Internal Audit Summary Report: April 2022 to March 2023 The Chief Officer Finance and ICT submitted a report (COFI/10/23) that allowed Members to consider the Head of Service Audit & Technical’ s Interim Report for April 2022 to March 2023. The Head of Service Audit & Technical introduced the report and highlighted the main points within it. Members considered the report and discussed the following: · Officers provided an update and explanation regarding the status of the Breakfast Club 3rd and 4th follow up, Welsh Standards and ICT Networks follow up reviews. Members were assured that these areas were under supervision and will be followed up in due course. · The Coach Mentor Officer for Governance and Customer explained the different methods of training offered to employees of the Council and highlighted that the service could report on staff who had completed mandatory training, but could not report on the staff who had not. · A Member raised concern about the Regeneration of Loans review because the Chief Officer response related to 2020. · Members were assured that the Head of Service for regeneration will be contacted regarding an update of the Regeneration of Loans review and advised that the Action plan response related to a medium priority. · It was noted that during previous years more audits had been carried out. · It was confirmed that the 2023/24 Audit plan depended on the risks and the days available for the audit. RESOLVED: - That the Governance and Audit committee considered the report and obtained satisfactory explanations regarding any areas of concern.
Decision as recorded
RESOLVED:- That the Committee noted the Head of Service Audit & Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control is generally adequate and effective in achieving the Council’s objectives.
The Chief Officer for Finance and ICT submitted a report (COFI/11/23) allowing Members to consider the Head of Service and Technical’ s Internal Audit – Annual Report 2022-23 (Appendix 1) as to the overall adequacy and effectiveness of the Council’s framework of governance, risk management and control. The Head of Service Audit & Technical presented the report and highlighted that it was presented in accordance with the Council’s Financial Procedure Rules, the Internal Audit Charter 2022-23 and the Public Sector Internal Audit Standards including CIPFA’s Local Government Application Note (2019). That the Annual report looked at the overall assurance rather than an individual audit because they had already been considered as part of the interim reports throughout the year. The following was discussed: · Members were informed that a Member of the Internal Audit Team had recently retired and that Internal Audit had sourced resources from specialist areas to cover the audit days. · Members were assured that there should not be a reduction of internal audit days but highlighted that it depended on the severity of the work and the investigations. · It was explained that point 3.11 of the report related to the management of external reports and point 3.12 related to the areas that internal audit had to work on. · The Internal Audit Department will buy in specialist resources to cover sickness levels. · Members enquired if internal audit had any major concerns regarding coverage of unplanned investigations that would potentially impact the planned audits. · Members were assured that there would be time in the audit plan do deal with unplanned investigations. RESOLVED:- That the Committee noted the Head of Service Audit & Technical’s opinion that, in most of the areas examined, the Council’s framework of governance, risk management and control is generally adequate and effective in achieving the Council’s objectives.
Decision as recorded
RESOLVED:- (i) That the Governance and Audit Committee agreed the Governance and Audit Committee Development Programme 2023/24. (ii) The Head of Service Audit & Technical will look into the Lay Members accessing Member Development training.
The Chief Officer Finance and ICT submitted a report (COFI/12/23) asking Members to consider the Governance and audit Committee Development Programme 2023/24. The Head of Service Audit & Technical introduced the report and highlighted that the Governance and Audit Committee’s (GAC’s) was a key component of an authority’s governance framework and provided and independent and high-level resource to support good governance and strong public financial management. A Member enquired if the Lay Members could attend the Member Development training sessions. The Head of Service Audit & Technical will look into this and will report back. RESOLVED:- (i) That the Governance and Audit Committee agreed the Governance and Audit Committee Development Programme 2023/24. (ii) The Head of Service Audit & Technical will look into the Lay Members accessing Member Development training.