Issue - meetings

Claire Incledon, Deputy Monitoring Officer (interim) to present the report.

To note the Terms of Reference.

It was submitted that the terms of reference reflected the role and function of the Sub-committee, and that these were set out in the Establishment Regulations 2021 and in the CJC constitution. A specific statutory function was highlighted to its Members. 

It was elaborated that the Sub-committee will promote good practice. It was noted that statutory and non-statutory guidance supporting the principal Councils was just as relevant to the CJC.

It was recognised that the terms of reference of the Sub-committee were similar to those of local authorities. It was noted that stating a version number on the terms of reference would facilitate any subsequent amendments. It was agreed that any modifications would be clearly identified so that all amendments could be highlighted.

It was asked who the Lead Officer of the Sub-committee was, and the need to highlight this in the Terms of Reference. Clarification was sought on the relationship between the Sub-committee and the CJC, to gain a better understanding of where decisions are made and where reports are formally shared. It was expressed that the Section 151 Officer was the de-facto lead officer for the Council's Governance and Audit Sub-committee in Cyngor Gwynedd, but that further discussion was needed on the appointment of the Lead Officer for this Committee. It was reiterated that Lead Officers are not confirmed in the Constitution or the Terms of Reference in Cyngor Gwynedd.

It was explained that it was important to identify the correct lead officer, to ensure that timely and relevant information was provided about the CJC's work programme in the Sub-committee. Members were reminded that the CJC operates regionally rather than locally, and therefore it was important to recognise the differences between the CJC and local authorities. Furthermore, it was noted that this was an opportunity for the Sub-committee to draft and guide the work of the CJC appropriately, and therefore it had to be ensured that Members received the correct information. 

Attention was drawn to the Local Elections Act 2021, and the role of governance and audit committees, which included aspects of performance and complaints. It was noted that the work of the Sub-committee would go across to other areas and as a result would likely to be broader than the contribution of the Section 151 Officer. The need to highlight a clear line of accountability was expressed to ensure that the Sub-committee knows who the point of contact was.

A concern was raised as to whether a representative from Audit Wales should be present at the meetings of the Sub-committee as there were no external audit issues before the Sub-committee at this meeting. It was confirmed that the CJC had agreed on a work programme with Audit Wales so they will be expected to be present for these items. A need to include this on the Forward Work Plan was identified.

The voting procedure for this meeting was confirmed, and that decisions would be published in the decision notice no more than five working days following the  ...  view the full minutes text for item 7