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  • Agenda, decisions and minutes

    Governance and Audit Committee - Thursday, 15th October, 2020 10.00 am

    • Attendance details
    • Agenda frontsheet PDF 370 KB
    • Agenda reports pack PDF 8 MB
    • Printed decisions PDF 153 KB
    • Printed minutes PDF 298 KB

    Venue: Cyfarfod Rhithiol / Virtual Meeting. View directions

    Contact: Lowri Haf Evans  01286 679878

    Items
    No. Item

    1.

    ELECT CHAIR

    To elect a Chair for 2020/21.

     

    Decision:

    To elect Councillor John Brynmor Hughes as Chair of this committee for 2020/21.

     

    Minutes:

    To elect Councillor John Brynmor Hughes as Chair of this committee for 2020/21.

     

    2.

    ELECT VICE CHAIR

    To elect a Vice Chair for 2020/2021

     

    Decision:

    To elect Councillor John Pughe Roberts as Vice-chair of this committee for 2020/21.

     

    Minutes:

    To elect Councillor John Pughe Roberts as Vice-chair of this committee for 2020/21.

     

    3.

    APOLOGIES

    To receive apologies for absence.

    Minutes:

    Apologies were received from Councillor Charles W. Jones.

     

    4.

    DECLARATION OF PERSONAL INTEREST

    To receive any declaration of personal interest.

    Minutes:

    No declarations of personal interest were received from any members present.

    5.

    URGENT ITEMS

    To note any items which are urgent business in the opinion of the Chairman so they may be considered.

    Minutes:

    None to note.

    6.

    MINUTES pdf icon PDF 275 KB

    The Chairman shall propose that the minutes of the meeting of this committee, held on 30 July 2020, be signed as a true record.

    Minutes:

    The Chair signed the minutes of the previous meeting of this committee held on 30 July, 2020 as a true record.

     

    7.

    FINAL ACCOUNTS - GWYNEDD COUNCIL pdf icon PDF 214 KB

    a)         To submit the revised statutory financial statements

    b)         (i) To submit the formal “ISA 260” report for Gwynedd Council

    b)         (ii) To authorise the Committee Chairman and the Head of Finance to sign the “letter of representation” (the Council)

    Additional documents:

    • Statement of Accounts , item 7. pdf icon PDF 902 KB
    • Appendix 1 , item 7. pdf icon PDF 468 KB

    Decision:

     

    (a)  To approve the Statement of Accounts 2019/20 (post-audit), subject to further minor adjustments, in accordance to what was reported verbally at the meeting, and to delegate powers to the Chair and Head of Finance Department, in consultation with the Vice-chair and the Cabinet Member for Finance, to certify the Statement of Accounts 2019/20 and the Letter of Representation (Appendix 1 to the Deloitte report) following undertaking minor amendments to the Accounts.

    (b)  To note and accept the 'ISA260' report by Deloitte on the Gwynedd Council accounts 2019/20.

     

    Minutes:

    Submitted – the report of the Head of Finance Department, requesting that the Committee consider and approve the Statement of Accounts 2019/20 (post-audit), Deloitte's 'ISA260' report and the Letter of Representation (Appendix 1 to the Deloitte report), before authorising the Chair to certify the letter.

     

    The Head of Finance Department noted that the committee had received the pre-audit accounts on 23 July, but Deloitte had advised late in the day that a minor change was needed to two figures relating to the revaluation of the pension fund commitments - this meant changing the figures from estimated to actual, and a corresponding adjustment to the unusable reserves. With this, the committee was asked to approve the accounts, and delegate the right to the Chair and himself as Head of Finance Department, in consultation with the Vice-chair and the Cabinet Member for Finance, to certify the Statement of Accounts 2019/20 and the Letter of Representation, after making the minor necessary amendments to the accounts.  

     

    Ian Howse was then invited to present Deloitte's 'ISA260' report on behalf of the Auditor General for Wales. He noted that the auditors intended to issue an unqualified audit opinion on the accounts this year, once the Letter of Representation had been signed. He provided details on:-

     

    ·         The effects of Covid-19 on this year's audit

    ·         Proposed Audit Opinion

    ·         Significant issues arising from the audit, including corrected and uncorrected misstatements and other significant matters

    ·         Recommendations

     

    During the discussion members raised the following matters:-

     

    ·         They enquired whether the matters of pricing the value of investments in property funds and the effect on the Pension Fund was a unique issue to Gwynedd. In response, it was explained that the adjustment was common to the pricing of the value of investments in all Welsh authorities' property funds, with the effect on the value of assets in the accounts dependent on the materiality level of the investments in property funds.

    ·         Referring to Part 3 of Appendix 3 to the accounts – Governance Arrangements and their Effectiveness – Stakeholders (page 112 of the agenda), it was suggested that the weak relationship with the institutional stakeholders should bear a much higher risk score than 9, especially given the impact of Covid-19. In response, it was explained that the committee had already approved and committed to this part of the governance statement, therefore the score could not be revised in this meeting.  The member asked that this be reconsidered for next year.

     

    RESOLVED

    (a)     To approve the Statement of Accounts 2019/20 (post-audit), subject to further minor adjustments in accordance with what was reported verbally at the meeting, and to delegate powers to the Chair and Head of Finance Department, in consultation with the Vice-chair and the Cabinet Member for Finance, to certify the Statement of Accounts 2019/20 and the Letter of Representation (Appendix 1 to the Deloitte report) after making the minor adjustments to the Accounts.  

    (b)     To note and accept the 'ISA260' report by Deloitte on the Gwynedd Council accounts 2019/20.

     

     

    8.

    FINAL ACCOUNTS - GWYNEDD PENSION FUND pdf icon PDF 205 KB

    a)         To submit the revised statutory financial statements

    b)         (i) To submit the formal “ISA 260” report for the Pension Fund

    b)         (ii) To authorise the Committee Chairman and the Head of Finance to sign the “letter of representation” (Pension Fund)

    Additional documents:

    • Appendix 1- Gwynedd Pension Fund Statement of Accounts 201920 Post Audit doc , item 8. pdf icon PDF 621 KB
    • Appendix 2 , item 8. pdf icon PDF 323 KB

    Decision:

     

    (a)  To approve the Gwynedd Pension Fund Statement of Accounts 2019/20 (post-audit)

    (b)  To note and accept the 'ISA260' Report by Deloitte on the Gwynedd Council Pension Fund accounts 2019/20.

    (c)  To authorise the Chairman and the Head of Finance Department to certify the Letter of Representation (Appendix 1 to the Deloitte report). 

     

    Minutes:

    Submitted – the report of the Head of Finance Department, requesting that the Committee consider and approve the Gwynedd Pension Fund Statement of Accounts 2019/20 (post-audit), note and accept Deloitte's 'ISA260' report and the Letter of Representation (Appendix 1 to the Deloitte report), before authorising the Chair and Head of Finance to certify the letter.

     

              The Head of Finance Department noted that the committee had received the pre-audit accounts on 23 July, and although some minor changes had been made to the narrative following Deloitte's audit, there was no change to the figures.  The Pensions Committee had also discussed the accounts at its meeting on 14 October, and had had a taste of the auditors' report.

     

    Ian Howse was then invited to present Deloitte's 'ISA260' report on behalf of the Auditor General for Wales. He noted that the auditors intended to issue an unqualified audit opinion on the accounts this year, to include a paragraph on 'emphasis of matter' – material uncertainty related to the valuation of UK property funds on the financial statements.  He provided details on:-

     

    ·         The effects of Covid-19 on this year's audit

    ·         Proposed Audit Opinion

    ·         Significant issues arising from the audit, including uncorrected misstatements, corrected misstatements, significant risks and other areas being addressed by audit, and other significant issues

    ·         Recommendations

     

    It was noted that the members were delighted to have received such an excellent report by the auditors this year, and they noted that much of this thanks was owed to the work by the Investment Manager and her team.

     

    In response to a question, it was confirmed that it was not currently a requirement to disclose environmental, social and governance factors in the statutory official accounts, but they did intend to refer to this in the annual report which would be submitted with the accounts to the Fund's Annual General Meeting on 19 November.

     

    RESOLVED

    (a) To approve the Gwynedd Pension Fund Statement of Accounts 2019/20 (post-audit)

    (b) To note and accept the 'ISA260' Report by Deloitte on the Gwynedd Council Pension Fund accounts 2019/20.

    (c) To authorise the Chairman and the Head of Finance Department to certify the Letter of Representation (Appendix 1 to the Deloitte report).

     

    The Head of Finance Department thanked Ian Howse and Lauren Parsons for leading the work on behalf of Deloitte again this year. He added that this would be the last time that Ian Howse would submit the report on the accounts in his current role as external auditor for Gwynedd in this contract, as the work would be undertaken internally from next year onwards, and he thanked him for this work over the past five years.

     

    9.

    SAVINGS OVERVIEW - PROGRESS REPORT ON REALISING SAVINGS SCHEMES pdf icon PDF 187 KB

    To consider the report

    Additional documents:

    • Savings Overview - Cabinet Report , item 9. pdf icon PDF 356 KB
    • Appendix 1 , item 9. pdf icon PDF 676 KB
    • Appendix 2 , item 9. pdf icon PDF 691 KB
    • Appendix 3 , item 9. pdf icon PDF 694 KB
    • Appendix 4 , item 9. pdf icon PDF 617 KB
    • Appendix 5 , item 9. pdf icon PDF 134 KB

    Decision:

    To accept the information, consider the general risks arising from slippages with some of the savings schemes, and support the Cabinet's relevant decisions.

     

    Minutes:

    Submitted – the report of the Cabinet Member for Finance requesting that the Committee notes the position and relevant risks in respect of the Savings Overview, considers the Cabinet's decisions of 13 October, 2020 and provides comments as required.

     

    As a general point at the beginning, the Cabinet Member for Finance noted:-

     

    ·         In implementing the savings and innovation strategy, that the Council had been very fortunate e.g. before the pandemic, 138 users were able to work from home, but by March this year, 1,292 were using equipment from home. He thanked everyone in the Information Technology Service for their work in ensuring that all the work required for the items under consideration at this meeting could be completed.

    ·         He wished to thank all the staff for the incredible work that had been achieved in a very tight timescale.

     

    The Cabinet Member for Finance then set out the context for the report in question and noted:-

     

    ·         That there were clear signs of difficulties in achieving the savings, and that there was concern about the Children and Supporting Families Department and the End to End scheme specifically.

    ·         Although realising that these were challenging times, it was essential that the process of achieving savings was resumed soon.

     

    He noted that the Cabinet had considered the report at its meeting on 13 October, and had resolved as follows:-

     

    ·         To accept the information in the report and to note the progress towards realising the savings schemes for 2020/21, 2019/20 and previous years.

    ·         To approve the alternative schemes outlined in Section 6 and Appendix 5 to replace the historical schemes that cannot be delivered.

    ·         To note that the impact of Covid-19 has contributed to a slippage in the savings programme, as the Council has given complete precedence to safeguarding the health and lives of the people of Gwynedd in response to the crisis, which has meant that we were unable to continue with the performance challenging and savings arrangements during the crisis period.

    ·         To support the intention of the Chief Executive and Head of Finance Department to arrange to meet each Cabinet Member with their Head of Department, to discuss how the procedure of delivering the proposed savings can be resumed, so that the Council can proceed with a proportion of the savings programme, despite the crisis.

     

    During the discussion, members raised the following matters:-

     

    ·         It was noted that it was very difficult to realise the savings required of the Children and Supporting Families Department and the Flying Start Scheme. The member enquired whether a timetable had been drawn up for the review that was taking place. In response it was explained that although the Children's Budget Taskforce had begun looking at the savings, they had had to postpone the work as the officers had been drawn into other priorities during the crisis. However, they now intended to move forward and try to come to a conclusion on this. It was noted further that the numbers and the pressure on the Children and Supporting Families Department  ...  view the full minutes text for item 9.

    10.

    REVENUE BUDGET 2019/20 - END OF AUGUST REVIEW pdf icon PDF 190 KB

    To consider the report

    Additional documents:

    • Revenue Budget 2020.21 - End of August 2020 Review , item 10. pdf icon PDF 254 KB
    • Appendix 1 , item 10. pdf icon PDF 5 KB
    • Appendix 2 , item 10. pdf icon PDF 60 KB
    • Appendix 3 , item 10. pdf icon PDF 5 KB

    Decision:

    To accept the information, note the risks arising from the forecast expenditure against the budget, and support the Cabinet's decisions in the context of the budgets of the Council and its departments.

     

    Minutes:

    Submitted – the report of the Cabinet Member for Finance requesting that the Committee notes the position and relevant risks in respect of the Council's budgets and those of its departments, considers the Cabinet's decisions of 13 October, 2020 and provides comments as required.

     

    The Cabinet Member for Finance set out the context for the report, noting the following:-

     

    ·         This report again demonstrated the impact of the pandemic and the pressure on the departments.

    ·         Appendix 1 to the report was important, as it showed the receipts received from the Welsh Government per department, and illustrated the situation clearly to the members.

     

    He noted that the Cabinet had considered the report at its meeting on 13 October, and had resolved as follows:-

     

    ·         To accept the report on the end of August 2020 review of the Revenue Budget, and consider the latest financial position regarding the budgets of each department/service.

    ·         To note the financial impact of Covid-19, which is a combination of additional costs, income losses and slippage in the savings programme, as the Council has given complete precedence to safeguarding the health and lives of the people of Gwynedd in response to the crisis, which has meant that it was not possible to continue with the performance challenging and savings arrangements during the crisis period.

    ·         To support the intention of the Chief Executive and Head of Finance Department to arrange to meet each Cabinet Member with their Head of Department, to discuss how the procedure of delivering the proposed savings can be resumed, so that the Council can proceed with a proportion of the savings programme, despite the crisis.

    ·         To note that there is significant overspend by the Adults, Health and Well-being Department this year, as complex details need to be clarified in Adult care; the Chief Executive has already commissioned work to obtain a better understanding of the matters and a clear response programme.

    ·         To note that a Children's Budget Taskforce has been commissioned by the Chief Executive to address the complex financial issues of the Children and Families Department in order to get to the root of the overspend, with the aim of presenting a report to the Cabinet which will detail the response plan.

    ·         To approve the following recommendations and financial virements (as outlined in Appendix 2). 

    o   On Corporate budgets, that:

    ¾     (£250k) relating to capital costs is transferred to the capital programme fund.

    ¾     a net underspend of (£1,127k) on Corporate budgets will go to the Council's general balances to assist in facing the financial challenge ahead of the Council, particularly so in light of the Covid-19 crisis.

    ·         That grant receipts from the Government to compensate for added expenditure and income losses related to the Covid-19 crisis are allocated to the relevant departments in accordance with what is noted in Appendix 1.

     

    During the discussion, members raised the following matters:-

     

    ·         Referring to the table on page 221 of the Agenda, there was a £1m difference between the total grant applied for from the Welsh Government's hardship  ...  view the full minutes text for item 10.

    11.

    CAPITAL PROGRAMME 2019/20 - END OF AUGUST REVIEW pdf icon PDF 188 KB

    To consider the report

    Additional documents:

    • Capital Programme 2020-21 End of August Review - Cabinet Report , item 11. pdf icon PDF 73 KB

    Decision:

    To accept the information, note the risks in the context of the Council's capital programme, and support the Cabinet's relevant decisions.

     

    Minutes:

    Submitted – the report of the Cabinet Member for Finance requesting that the Committee notes the position and any risks in respect of the Council's capital programme, scrutinises the Cabinet's decisions of 13 October, 2020 and provides comments as required.

     

    The Cabinet Member for Finance set out the context for the report, noting the following:-

     

    ·         The main point in this report again was the impact of Covid-19 on schemes, but he emphasised that although there was some re-profiling, there was no loss of funding.

    ·         The table in part 3 on page 224 of the capital programme showed an investment of over £100m in the county's communities over the next three years.

     

    He noted that the Cabinet had considered the report at its meeting on 13 October, and had resolved as follows:-

     

    ¾     To accept the report on the end of August review (31 August 2020 position) of the capital programme.

    ¾     To approve funding the revisions as shown in part 4 of the report, namely:

    ·         use of various sources, worth a total of £3,646,000, to fund actual slippages
    from 2019/20,

    ·         a reduction of £558,000 in the use of borrowing,

    ·         an increase of £7,105,000 in the use of grants and contributions,

    ·         no change in the use of capital receipts,

    ·         an increase of £53,000 in the use of revenue contributions,

    ·         no change in the use of the capital reserve, and

    ·         an increase of £283,000 in the use of renewal funds and others. 

     

    During the discussion, members raised the following matters:-

     

    ·         The departments were congratulated on attracting substantial grants to Gwynedd.

    ·         In response to a question, it was explained that a large proportion of the £11m housing and property capital programme would go towards the Housing Action Plan. It had originally been intended for the plan to be operational by now, but the pandemic had delayed the process. The plan would be submitted to the Cabinet in November.  Evidently, the total amount would not be spent this year, as the pandemic had resulted in having to defer some of the schemes. 

    ·         It was noted that the Housing Action Plan was an encouraging and ambitious report, and members greatly hoped that it would come into fruition.

     

    RESOLVED to accept the information, note the risks in respect of the Council's capital programme, and support the Cabinet's relevant decisions.

     

     

    12.

    BUDGET STRATEGY - 2021/22 pdf icon PDF 3 KB

    To consider the report

    Additional documents:

    • Cabinet Report 13.10.20 , item 12. pdf icon PDF 15 KB
    • Appendix A - Budget Timetable 2021-22 , item 12. pdf icon PDF 36 KB

    Decision:

    To accept the information, to note the uncertainty in the context of the Council's budget for 2021/22, and support the strategy to balance the budget by using contingencies and reserves to mitigate resource losses in the short term, rather than to give thorough and unnecessary consideration to the lists of potential savings and service cuts during the likely second wave of the Covid-19 pandemic.

     

    Minutes:

    Submitted – the report of the Cabinet Member for Finance requesting that the Committee notes the uncertainty in relation to the Council's budget for 2021/22, and provides comments on the strategy.

     

    The Cabinet Member for Finance set out the context for the report. He emphasised the importance of the virtual seminars on the budget for members in January, and he pressed on everyone to attend the sessions.

     

    He noted that the Cabinet had considered the report at its meeting on 13 October, and had resolved as follows:-

     

    To approve the procedure and timetable for producing the 2021/22 Budget, while also
    noting that financial planning is extremely challenging, and therefore if there was a funding gap to balance the 2021/22 budget, the Council will use contingencies and reserves to mitigate resource losses in the short term, rather than giving intensive and unnecessary consideration to lists of potential savings and service cuts during a probable second wave of the Covid-19 pandemic.

     

    The Head of the Finance Department noted that, further to what was contained in the report, he had pleaded with the Welsh Government in the past few days to stick to this year's draft budget, otherwise it would be impossible to plan for 2021/22.

     

    During the discussion, members raised the following matters:-

     

    ·         In response to a question on the Council's policy with regard to balances, it was explained that keeping reserves was part of a bigger picture. It depended on how much risk was incorporated into budgets in terms of things like provision for inflation and unknown issues. Many of the reserves had been committed to specific purposes, but the Council did have general balances of £8m, which basically reflected the risk of a possible cut in the Council's grant. Over the past two years, the Council had stuck to this amount, in case it found itself in a situation of having to buy time to deal with the need to find savings and cuts.

    ·         A member enquired whether consideration had been given to borrowing money to fill the gap in the short term, since interest rates were so low at present. In response, it was explained that the regulations did not permit borrowing for revenue purposes, unless the Welsh Government permitted a Capitalisation Direction. Some other councils had been calling for this in Wales, but no statement had been made on this to date.  Also, in keeping with the spirit of the Future Generations Act, the Council did not wish to pass on problems to the next generation, and preferred to try to address the problem from the reserves available.

    ·         It was noted that should the reserves be used, the Council should ensure that the funds were replenished in the following years, and it was emphasised that the current crisis had underlined the importance of the reserves.

    ·         It was noted that the UK Government had caused difficulties in setting a budget by cancelling the Autumn Budget, although we understood the reasons for doing so in the circumstances. However, this had  ...  view the full minutes text for item 12.

    13.

    AUDIT AND GOVERNANCE WORK PROGRAMME pdf icon PDF 212 KB

    To consider the report.

    Additional documents:

    • Appendix , item 13. pdf icon PDF 224 KB

    Decision:

    To accept the forward programme, and ask the officers to consider the observations noted during the meeting that the 11 February 2021 programme was too bulky, that evidence had to be secured prior to discussing self-assessments, and the possibility of borrowing should be considered in the annual presentation of the Treasury Management Advisers on 27 January, 2021.

     

    Minutes:

    Submitted – the report of the Assistant Head (Revenue and Risk), outlining the work programme of the committee for the year ahead, up to July 2021.

     

    During the discussion, members raised the following matters:-

     

    ·         It was noted that Savings Overview was down twice on the forward-programme (February and May meetings)

    ·         A member enquired whether it was intended for the committee to receive a report in due course on the Children and Adults Taskforce schemes specifically, depending on the timetable for the work. In response, it was noted that we would have to check where exactly this fell between this committee and scrutiny of the relevant department, but the member was assured that this would be addressed.  Even if it was not a stand-alone item, it would be duly addressed in the Savings Overview report.

    ·         It was noticed that the February meeting was very heavy.  In response, it was noted that the agenda was heavy because of the annual procedure, but consideration could be given to rescheduling the self-assessments.

    ·         A member enquired whether the committee could receive evidence before discussing the self-assessments. In response, it was agreed to give consideration to this, and the member who raised the issue was asked to pass on any suggestions to the officers.

    ·         It was suggested that the committee did not discuss policies generally e.g. the borrowing policy. In response, it was explained that borrowing came under Treasury Management, and that borrowing would form part of the annual presentation with the Treasury Management Advisors in January.

     

    RESOLVED to accept the forward programme, and ask the officers to consider the observations made during the meeting that the 11 February 2021 programme was too bulky, that evidence must be secured prior to discussing self-assessments, and that the possibility of borrowing should be considered in the annual presentation of the Treasury Management Advisors on 27 January, 2021. 

     

     

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