Agenda and draft minutes

None.

Governance and Audit Committee Public Open Forum Guidance

Our Governance and Audit Committee meetings are live streamed and a link to the live stream will be available on the meeting page of the Monmouthshire County Council website

If you would like to share your thoughts on any matters being discussed by Governance and Audit Committee, you may attend the meeting in person (or join remotely via Microsoft Teams), or submit written representations (via Microsoft Word, maximum of 500 words).

The deadline for submitting representations to the Council is 5pm three clear working days in advance of the meeting.  All representations received will be made available to the committee members prior to the meeting.

The amount of time afforded to each member of the public to speak is at the Committee Chair’s discretion.  We ask that contributions are no longer than 4 minutes.

If you would like to attend one of our meetings to speak under the Public Open Forum at the meeting, you will need to give three working days’ notice by contacting GACRegistertoSpeak@monmouthshire.gov

If you would like to suggest future topics for consideration by Governance and Audit Committee, please do so by emailing GACRegistertoSpeak@monmouthshire.gov.uk

None present.

The Action List from the previous meeting was noted.

https://youtu.be/dNQTc-ktyxY?si=XRUUYJIa_yBY1K6v&t=2

1.     Dates of Meetings: The dates were shared with the Chair and approved: CLOSED

Gemma Ellis and John Paxton, Ardal (procurement partners) presented a report providing an update of Contract Procedure Rules.  Following their presentation, Committee Members were invited to ask questions:

https://youtu.be/dNQTc-ktyxY?si=BT2yFLphoflNYrjH&t=12

As in the report recommendations, the Committee:

1. noted and considered the draft Contract Procedure Rules, and raised relevant comments or queries during the Committee meeting.

2. noted that the CPR’s are subject to subsequent approval by full Council at its meeting on 6th March 2025.

ACTION: The Leader of the Council to be advised that whilst generally supportive of the draft document, the Committee raised some points as follows:

·        The Committee identified some tension between ensuring transparent purchasing versus the need to have a Value for Money process which doesn’t overly constrain the council’s agility; also

·        Concerns over the absence of a de minimis value in respect of the need for one quotation.

The Committee was unwilling to accept the document in its current form and requested that consideration was given to some adjustments.

The Head of Finance presented the 2024/25 Q3 Treasury Report. Following presentation of the report, Committee Members were invited to ask questions:

https://youtu.be/dNQTc-ktyxY?si=Y9tdF3yT1jDCBFo6&t=1449

As contained in the report recommendations, the Governance & Audit Committee reviewed the results of treasury management activities and the performance achieved in quarter 3 as part of their delegated responsibility to provide scrutiny of treasury policy, strategy and activity on behalf of Council.

The Head of Finance presented the 2025/26 Capital Strategy and Treasury Strategy Report.  Following presentation of the report, Members were invited to ask questions:

https://youtu.be/dNQTc-ktyxY?si=JYcR9L58mnljAgKz&t=2902

As per the report recommendations:

1.     The Governance & Audit Committee considered the draft Capital strategy for 2025/26 as found at Appendix 1 and endorsed it for onward circulation and approval by full Council.

2.     The Governance & Audit Committee considered the draft Treasury management strategy for 2025/26 as found at Appendix 2 and endorsed it for onward circulation and approval by full Council.  This includes the:

·       2025/26 Minimum Revenue Provision Policy Statement, and;

·       2025/26 Investment & Borrowing Strategies

3.     The Governance & Audit Committee noted the requirement to review the Council’s treasury management activities on behalf of the Council by continuing to receive quarterly treasury management activity updates during 2025/26 as per the requirements of the updated CIPFA Treasury Code of Practice.

The Acting Chief Internal Auditor presented the Internal Audit Quarterly Progress Report for Q3.  Following presentation of the report, questions were invited from Members:

https://youtu.be/dNQTc-ktyxY?si=PGSWKeCIlDJzsVZP&t=4139

As per the report recommendations:

1.     The Committee considered and noted the audit opinions issued.

2.     The Committee noted the progress made by the Section towards meeting the 2024/25 Operational Audit Plan and the Section’s performance indicators at the 9 month stage of the financial year.

The Forward Work Plan was noted. 

It was decided to cancel the meeting of the 13^th March 2025.

https://youtu.be/dNQTc-ktyxY?si=re97xmmRRCj4DUQl&t=5139

The minutes of the previous meeting were approved as an accurate record. 

https://youtu.be/dNQTc-ktyxY?si=nsaxJ-5FrpsBMFwi&t=5341

1^st May 2025 at 2.00pm

12^th June 2025 at 2.00pm

24^th July 2025 at 2.00pm

11^th September 2025 at 2.00pm

16^th October 2025 at 2.00pm

27^th November 2025 at 2.00pm

15^th January 2026 at 2.00pm

26^th February 2026 at 2.00pm

16^th April 2026at 2.00pm

https://youtu.be/dNQTc-ktyxY?si=b_nLhH3eR3EQvXfF&t=5353

The Head of Information Security and Technology and Chief Information Security Officer presented a report on Cyber security.

The following points were covered:

·        Infrastructure

·        Staff training

·        Cyber security and resilience

·        Role of Senior Information Risk Owner (SIRO)

Members noted the report and the cyber security arrangements outlined for MCC and confirm that they have assurance over the arrangements in place