Agenda and draft minutes

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Items
No. Item

1.

Apologies

To receive apologies for absence.

Minutes:

An apology for absence was received from County Councillor G Breeze.

2.

Disclosures of Interest

To receive any disclosures of interest by Members relating to items to be considered at the meeting.

Minutes:

There were no Declarations of Interest from Members relating to items to be considered on the agenda.

 

3.

Minutes pdf icon PDF 153 KB

To authorise the Chair to sign the minutes of the previous meeting held as follows:

24-06-2022

29-07-2022

 

Additional documents:

Minutes:

The Chair was authorised to sign the minutes of the previous meetings, held on 24-06-2022 and 29-07-2022, as correct records.

 

Arising thereon:

 

24-06-2022

Page 3 – Strategic Asset Review.

Members commented that this review needed to be progressed. The Chair agreed that this is included in the work programme for a forthcoming meeting.

 

Page 3 – Insurance Cover for Members on outside bodies.

The Head of Finance confirmed that insurance policies were in place. The concern was in relation to Members representing the Council on outside bodies as some of those bodies would have their own insurance arrangements and some would not. The Head of Finance had asked the Insurance Officer to review what is in place and whether the Council needs to make its own arrangements for this. It was also suggested that officers consult with officers at the Brecon Beacons National Park who had undertaken a similar exercise in relation to Welsh Government representatives on the Authority.

 

Page 5 – Assurance Mapping.

The Chair agreed to discuss the way forward with the Assistant Director (Powys) (SWAP)

 

Risk Framework – the Chair asked the Scrutiny Officer to recirculate this to the Committee.

 

Outcome:

·       Head of Finance to provide an update to the Committee on insurance policies for Members on outside bodies.

·       Strategic Asset Review – add to work programme for forthcoming meeting.

·       Chair to discuss way forward with assurance Mapping with the Assistant Director (Powys) (SWAP).

·       Risk Framework – Scrutiny Officer to recirculate to the Committee.

 

29-07-2022

Global Centre for Rail Excellence (GCRE).

The Committee was advised of a potential interest for G Hall (Independent Member) as a former colleague of his now worked for GCRE. However, as there was no discussion in relation to GCRE Mr Hall was advised that there was no need to disclose an interest at this time.

 

Page 20 – Members asked if the informal briefing for Members with the Chief Executive of GCRE could be expedited. The previous confidential reports also needed to be circulated to Members.

 

Page 27 – Working Groups.

The Committee noted that the skills audit of Members was to be undertaken. The Chair suggested that Members should probably not sit on more than two working groups at a time.

 

Outcome:

·       The Scrutiny Officer was asked to liaise with the Corporate Director (Economy and Environment) regarding the GCRE briefing and to circulate previous confidential reports to the Committee.

 

4.

Strategic Risk Register Report Quarter 1 2022-23 pdf icon PDF 76 KB

To receive and consider the report of the Head of Finance.

Additional documents:

Minutes:

Documents Considered:

·                Strategic Risk Register Report – Quarter 1 2022-2023.

 

Issues Discussed:

·                The Quarter 1 report was considered by the Cabinet in July 2022.

·                The Senior Leadership Team (SLT) has been reviewing the strategic risk register to ensure that all current, potential and global risks are included. Key areas of risk were to be continually monitored by SLT and Cabinet such as health and safety and social services, the Council’s budget and economy, recruitment and retention, climate and nature emergency, compliance with GDPR (General Data Protection Regulations) and DPA (Data Protection Act), cyber security and regulatory inspections.

·                Further detailed work has commenced in September. At the end of quarter 1 there were 15 strategic risks, one had a probability of likely and an impact of catastrophic, and three had a probability of likely and an impact of major. Some risks had been escalated (housing), some de-escalated such as HOWPS, Highways, Transport and Recycling and the Covid risk register (transferred to the Service risk register). All these had been accepted by the Cabinet.

 

·                Questions:

 

Question

Response

HOWPS and transfer of risks to services. How is this being mitigated. Are the risks still at a high level when handed back to services and not downgraded.

There is only one risk currently with the remainder having been closed. This is being closely monitored by Directors, Heads of Service and Cabinet Members. The risks once transferred are being managed within the Service’s risk registers. Additional information can be provided to the Member.

The concern is regarding Intellectual Property where HOWPS undertook the consultancy and design work for new builds. There is no indication whether this has been transferred seamlessly back to the Council in June 2022 and it is not included in the register although it was considered a major risk previously.

It was considered as a risk during the transition. It is understood that all of the issues were resolved but the Head of Finance agreed to request an update as to whether the transfer of this element of the project happened as expected and whether everything is in place.

What reassurance is there that the Senior Leadership Team (SLT) is taking account of the developing financial situation, particularly around the threat to pension funds and the wider budgetary implications, in view of the potential collapse in the wider UK economy.

The Quarter 2 period ends today, but officers review and assess risks on a continual basis based on the changing situation. The Head of Finance had advised the Committee of the budget risks and the Cabinet has considered a paper about the financial position and the economic situation this week and how this affects budget planning. The Committee received assurance that SLT and Cabinet is keeping this under review. An update had been received from the pensions advisers and action was taken to mitigate the impact of what was happening recently. An assurance was received from pension advisers that they had taken as much action as possible to mitigate impact. There is  ...  view the full minutes text for item 4.

5.

Corporate Fraud

To receive and consider the report of the Head of Finance.

Minutes:

Documents Considered:

·                The Head of Finance advised the Committee that it had not been possible for the Income and Awards Senior Manager to prepare the report as he is the Lead Officer in relation to the Cost of Living Schemes grants. The timing of the fraud reporting has coincided with the preparations for issuing the new grants schemes to meet Welsh Government guidelines and this had to be prioritised.

·                The fraud work and the work of the Fraud Team continues and is an integral part of the application process for these schemes.

·                The report would be presented to the next meeting of the Committee.

 

Outcomes:

·                Noted and report required for the next meeting.

 

6.

Committee Self Assessment pdf icon PDF 77 KB

To receive and consider the report of the Head of Finance.

Additional documents:

Minutes:

Documents Considered:

·                Report and Draft Self Assessment Action Plan.

 

Issues Discussed:

·                The Assessment had been undertaken in March 2022. All committees are expected to undertake a self assessment and develop an action plan.

·                The action plan was draft and provided an opportunity for the Committee to influence the final document.

·                The plan is set around the four themes identified with some specific areas of focus and 53 actions. The action plan shows action taken to date and further action suggested. Most action points are currently green, some highlighted as amber. There are some gaps in the report and the Committee was asked to comment whether actions were appropriate, and once finalised the Committee could monitor the delivery of actions.

 

·                Comments:

·                The Cabinet Member commented that when the Committee undertakes deep dives Cabinet Members would be more than prepared to attend meetings with Heads of Service.

·                Whilst the working of the Committee has improved over the years there needs to be a more dynamic relationship between the Committee and the Cabinet. The same is also true for the Finance Panel.

·                The Committee should review the action plan on a quarterly basis and look at tracking actions annually as well as themes.

·                In relation to engagement with the public, there are a variety of options which the Committee could consider depending on the subject matter under consideration. The Cabinet Member also commented that the Council had commenced a consultation on its public participation strategy.

 

Outcomes:

·                Noted.

·                That the action plan be monitored and reported to the Committee on a quarterly basis.

 

7.

Work Programme

To note that future meetings of the Committee are scheduled as follows:

 

24-10-22

10.00 – 13.00

 

Seminar

27-10-22

11.30 – 13.30

 

Final Statement of Accounts

(including Letters of Representation, ISA 260 etc)

AGS

 

Audit Wales reports ?

 

 

24-11.22

10.30am

 

Audit Wales reports ?

 

Quarterly (Q2 Reports):

·       Strategic Risk Management

·       SWAP quarterly report

·       Fraud

·       Treasury Management - 2021/22

 

Pension Fund Accounts

 

 

Minutes:

The Committee noted the Work Programme as set out on the agenda. A number of items had already been identified earlier in the meeting for inclusion on the work programme. There would also be a need to commence the work of Working Groups and to identify opportunities for Working Groups to provide an update to the Committee on their work.