Agenda and draft minutes

No declarations of interest were made.

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

No members of the public were present.

The Action List from the previous meeting was noted.

https://www.youtube.com/live/Fh0p0TqI6a4?si=mmyXnp7iDqPuFI7T&t=46

1.     Active Travel: Relevant scrutiny committee to review the success of Active Travel schemes/ the expectations and aspirations of local residents: CLOSED

The Head of Finance/Section 151 Officer presented the 2024/25 Treasury Report.  Members were invited to make comments and ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=hczsjMo4llnMS-pe&t=74

The Governance & Audit committee reviewed the results of treasury management activities and the performance achieved in quarter 2 as part of their delegated responsibility to provide scrutiny of treasury policy, strategy and activity on behalf of Council.

ACTION: The Head of Finance was requested to circulate details of the 3 charters that organisations can voluntarily sign up for to ensure that all are meeting minimum level of Environmental, Social and Governance responsibility.

The report was noted.

Items 6 and 7 were considered together. The Head of Finance/Section 151 Officer presented the 2023/24 Statement of Accounts (Final).  In doing so, the work of the Finance Team was recognised, also the co-operation between the Team and Audit Wales.  Following presentation of the reports, Members were invited to ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=lZU4hW3InQSk9bEF&t=878

The report recommendations were agreed, as follows:

1.1.          The committee noted that the accounts have been amended since the draft version was published to reflect the outcomes of the external audit process, as detailed within the Audit Wales ISA 260 Audit of Accounts Report.

1.2.          The Governance and Audit committee approved the final audited Monmouthshire County Council Statement of Accounts for 2023/24.

This item was considered at the same time as the previous item.

https://www.youtube.com/live/Fh0p0TqI6a4?si=lZU4hW3InQSk9bEF&t=878

The Performance and Data Insight Manager and Performance Analyst presented a report on the Effectiveness of the Strategic Risk management Framework and summary of wider arrangements. Following presentation of the report, Members were invited to ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=aiWkOW7dNZzFvRCm&t=1632

As per the report recommendations, Members used the assessment to seek assurance about the effectiveness of the authority’s risk management arrangements.

The Customer Relations Manager and Chief Officer, People, Performance and Partnerships presented the Whole Authority Annual Complaints Report.  Following the report, Members were invited to comment and ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=7q41_FW4Svr622Ng&t=2639

As per the report recommendations, it was agreed that the committee used the report, which covers the 12 month period up to 31 March 2024, to seek assurance about the effectiveness of the authority’s processes for dealing with complaints and compliments and makes recommendations where it identifies any shortcomings.

The Customer Services Manager presented the Ombudsman’s Annual Letter.  Following presentation of the report, Committee Members were invited to ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=0-s2lxJqYbo498nf&t=3835

As in the report recommendations the Governance & Audit Committee:

1.      Noted the content of the Public Sector Ombudsman for Wales (PSOW) annual letter (Appendix 1) and agreed to  the PSOW of their considerations and any proposed actions. The PSOW is aware that due to the scheduling of meetings there would be a delay in responding to them.

2.     Agreed that the authority continues to engage with the PSOW complaints standards work, access training for staff and provide the PSOW with complaints data.  We have also fully implemented the PSOW’s model complaints policy.

The Acting Chief Internal Auditor presented the report on CPR Exemptions – 6 monthly update to 30^th September 2024.  Following presentation of the report, Members were invited to ask questions.

https://www.youtube.com/live/Fh0p0TqI6a4?si=lRTdl87ppg8FEEOV&t=4245 /

As contained in the report recommendations:

1.     The Governance and Audit Committee accepted and acknowledged the justifications for the exemptions provided by operational officers.

2.     If the justifications are not accepted, then consideration should be given to calling in the respective operational officer and their respective Head of Service to further account for the reasons why they could not comply with the Council’s Contract Procedure Rules at the time of the procurement.

3.     That the Governance and Audit Committee receive an updated report in 6 month’s time.

The Acting Chief Internal Auditor presented the Internal Audit Quarterly Progress Report (Q2).  The Chief Officer, Social Care, Safeguarding and Health also attended the meeting to provide an update on progress with the audit report for Mardy Park Resource Centre/Residential and Severn View.  Following presentation of the report, Members were invited to ask questions.

 https://www.youtube.com/live/Fh0p0TqI6a4?si=ol4Q54bp8GXARXp9&t=4926

As in 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 6 month stage of the financial year which are currently ahead of the profiled target.

The Governance and Audit Committee Forward Work Plan was noted.

https://www.youtube.com/live/Fh0p0TqI6a4?si=PSLrd5TvSmHyOhap&t=6532

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

https://www.youtube.com/live/Fh0p0TqI6a4?si=HO1A2FA0ixOCGdoR&t=6526

16^th January 2025 at 2.00pm