Agenda and minutes

Venue: COUNCIL CHAMBER

Items
No. Item

575.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor J Amos, Councillor D Roberts and Councillor J Thomas.

576.

Declarations of Interest

Members are reminded of their personal responsibility to declare any personal and prejudicial interest in respect of matters contained in this agenda in accordance with the provisions of the Local Government and Finance Act 1992 relating to Council Tax, the Local Government Act 2000, the Council’s Constitution and the Members Code of Conduct

 

Note:

 

(a)  Members are reminded that they must identify the item number and subject matter that their interest relates to and signify the nature of the personal interest and

 

(b)  Where Members withdraw from a Meeting as a consequence of the disclosure of a prejudicial interest they must notify the Chair when they leave

Minutes:

No Declarations of Interest were made.

577.

Annual Risk Management Progress Report and Updated Corporate Risk Register 2019-20 pdf icon PDF 412 KB

To consider report of the Chief Executive

Additional documents:

Minutes:

Andrew Mogford referred the Committee to the ‘Annual Risk Management Progress Report and Updated Corporate Risk Register for 2019-20’ report and responded in detail to the following questions raised by the Committee:

 

·         Paragraph 3.3 – The need for awareness amongst Elected Members

·         Paragraph 4.1 – Procurement Tool Kit – How often is the toolkit looked at – Public perception of costs

·         Risk identification Workshops – Are there workshops for all Councillors in relation to risk

·         Paragraph 5.5 – Risk in relation to Finance – How is this assessed – Explanation requested

·         Explanation in relation to end of year surplus and deficits - How risks are mitigated or deleted – Spend on areas of high potential risks – Are risks one to nine ranked and prioritised

·         Paragraph 5.7 – Risk Four – School Attainment

·         Safeguarding – How is the assessment made of what is the degree of risk

·         Are the risks the same for both primary and secondary schools

·         Paragraph 6.12 – Further explanation requested

 

Andrew Mogford then referred the Committee to the Education and Finance Risks and asked the Committee if they felt that the scores were a true reflection for these two areas

 

Considerable debate then ensued and it was

 

Resolved that:

 

·         Education – Be amended to 25

·         Finance – Be amended to 5x3

 

These scores are for this year only as every year the risks are assessed and reviewed.

 

Further resolved subject to the foregoing that:

 

(a)  The content of the report be noted and the Committee recommends that the report (including the Corporate Risk Register for 2019-20) progresses to Cabinet for approval

(b)  The continued progress made in considering the Risk Management requirements of the Well-being of Future Generations (Wales) Act 2015 and the Council adopting the 4 T’s of Risk Management be noted

(c)  The Lead Corporate Management Team Officers be invited to attend on a rolling programme basis to report on progress in managing their Corporate Risks

(d)   The proposals to continue to present highlight reports on the Corporate Risk Register to Cabinet be noted

578.

Wales Audit Office Report 'Delivering with Less-Environmental Health Services - Follow Up Review - Merthyr Tydfil County Borough Council pdf icon PDF 398 KB

To consider report of the Deputy Chief Executive

Minutes:

Alyn Owen referred the Committee to the ‘Wales Audit Office Report   ‘Delivering with Less’ – Environmental Health Services – Follow up Review – Merthyr Tydfil County Borough Council’ report.

 

Sue Gow then referred to the report in detail and also circulated an organisational chart of the Department.

 

Paragraph 3.9 – The Chair advised that the report also needed to be considered by a Scrutiny Committee such as the Governance, Performance, Business Change and Corporate Services Committee and or the Regeneration and Public Protection Committee.

 

The following questions were then raised by the Committee and were responded to in detail by the Officers:

 

·         Paragraph 3.7 – Information requested on finance and how money was being spent

·         Capacity – The loss of senior experienced staff – The issue of succession planning throughout the organisation

·         Clarification sought in relation to how savings are made – Across the Board or by each individual Department

·         How are Inspections prioritised – Information sought on the data base

·         Paragraph 5.11 – Is this a Statutory Service – Explanation on liability

·         Clarification sought on staff numbers and staff roles

·         Paragraph 5.7 – Explanation requested on the role and the inspections undertaken – Number of food premises – How many inspections have been undertaken – Is there a charge – Information requested on sandwich testing

·         Paragraph 1.3 – What are the Plans to address these recommendations

·         Paragraph 5.17 - Clarification sought on when incidents had taken place and further information on the incidents

 

The Chair then proposed that the Plan be presented to the appropriate Scrutiny Committee in the first instance and then be brought to the Audit Committee and this proposal was agreed by the Committee.

 

 

The Committee then adjourned for five minutes.

579.

The Role of Internal Audit and Update on the Shared Service pdf icon PDF 756 KB

Minutes:

Mark Thomas made a Presentation on the Role of Internal Audit and Update to the Committee on the Shared Service giving details on:

 

·         Personal Background and Experience

·         Background to the Service

·         Objectives Identified

·         Opportunities / Benefits

·         Immediate Priorities and Achievements for the Service

·         Priorities for the first twelve months

·         Ensuring longer term success of the Service

·         Role of Internal Audit

·         Internal Audit Plan for MTCBC 2019/20

·         Our Reports – The Opinion

·         Reports that will be received from Internal Audit

·         Future Proposals

·         How we want to be regarded

·         Key contacts

 

The Chair then thanked Mark Thomas for the Presentation and the update to the Committee.

580.

Information Reports pdf icon PDF 58 KB

To note published Internal Audit Reports for Members’ information (as listed in Appendix A).

Minutes:

The Chair referred the Committee to the list of published Internal Audit reports.

 

The Chair then proposed that Fleet Management 2019-20 and Electronic Document Management System be looked at.

 

A Committee Member also proposed that Strategic Procurement Systems and Procedures be looked at.

 

The Committee then agreed that Fleet Management 2019-20, Electronic Document Management System and Strategic Procurement Systems and Procedures be looked at by the Committee.

581.

Reflection and Evaluation of Meeting

To receive an update from the Chair

Minutes:

The Chair and the Committee reflected on the issues that had been considered at the Meeting.

582.

Any other business deemed urgent by the Chair

Minutes:

The Chair advised that there was no business deemed urgent.

 

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