Agenda and minutes

The Chairperson welcomed everyone to the meeting.

There were no Declarations of Interests received.

The Forward Work Programme was noted.

The Committee were provided with a report relating to the governance arrangements that the Internal Audit Service will conform to for the South West Wales Corporate Joint Committee.

A discussion took place in regards to the importance of the Internal Audit Charter, as it strengthened the existing governance arrangements of the South West Wales Corporate Joint Committee; the Charter was compliant with the Public Sector Internal Audit Standards which were established in 2013.

It was highlighted that the mission of Internal Audit was to enhance and protect organisational value by providing risk-based and objective assurance, advice and insight, which was designed to add value and improve the organisations operations.

Furthermore, it was explained that the Internal Audit Charter outlined the specific responsibilities of the nominated Councils Internal Audit Service; which included specific responsibilities and rights of access to people and documents when they were required. It was mentioned that the expectations of how Internal Auditors will approach their work in terms of due professional care, integrity, independence and impartiality was also written into the Charter; as well as the expectations and responsibilities of the nominated Head of Internal Audit, from Pembrokeshire County Borough Council.

It was noted that the Charter will be periodically reviewed by the Head of Internal Audit (Pembrokeshire County Borough Council). In addition, it was confirmed that the Internal Audit Charter had been reported to the South West Wales Corporate Joint Committee - Governance and Audit Sub Committee; and should any revisions be required, it will be taken back to this Sub Committee.

RESOLVED:

That the Joint Committee consider and approve the draft Internal Audit Charter for the South West Wales Corporate Joint Committee.

Members were provided with the updated Terms of Reference for the South West Wales Corporate Joint Committee - Governance and Audit Sub Committee.

It was explained that during the first meeting of the South West Wales Corporate Joint Committee - Governance and Audit Sub Committee, Members of the Committee asked whether their Terms of Reference could be structured in line with recent Chartered Institute of Public Finance and Accountancy (CIPFA) guidance on Audit Committees.

Officers stated that the circulated report contained details of the structural amendments to the Sub Committees Terms of Reference.

RESOLVED:

That Members agree the revised terms of reference to the Governance and Audit Sub Committee as set out in Appendix 1, of the circulated report.

Officers provided a report detailing the chosen Local Government Pension Scheme (LGPS) administrating authority for the South West Wales Corporate Joint Committee; this was confirmed to be Carmarthenshire County Council.

It was explained that Officers were approached in December 2022 by Welsh Government, who were working with UK Government regarding UK legislation in relation to Corporate Joint Committees; each region had a short deadline to provide Welsh Government with their chosen Local Government Pension Scheme (LGPS) administrating authority. Members were informed that the reason for this request was in regards to Welsh Government wanting to build this into legislation, as part of the development of the Section 150 Order.

In determining the administrating authority for the South West Wales Corporate Joint Committee, Officers stated that they had focused on two options; Dyfed Pension Fund operated by Carmarthenshire County Council and City and County of Swansea Pension Fund operated by Swansea Council.

In regards to pension benefits for prospective Corporate Joint Committee employees, it was explained that both potential pension schemes were identical; as the benefits of the schemes were dictated by UK legislation.

It was noted that Carmarthenshire County Council provided the financial support to the Corporate Joint Committee, and was the administering authority for the Dyfed Pension Fund; the Section 151 Officer for Carmarthenshire County Council was also the Section 151 Officer for the Corporate Joint Committee and the Dyfed Pension Fund. In addition, the only employee of the Corporate Joint Committee currently, was employed through Carmarthenshire County Council; hence the conclusion to use the Dyfed Pension Fund.

The Committee was informed that the Section 151 Officer consulted with colleagues in Swansea Council, who were in support of using the Dyfed Pension Fund for the Corporate Joint Committee. It was added that the circulated report, brought the Members of the Corporate Joint Committee up to date with the positon of this matter.

Members received an update on the Freeport submission and how a successful Freeport bid aligns with the vision and priorities in both the Regional Energy Strategy and the Regional Economic Delivery Plan.

It was confirmed that since the last meeting of the South West Wales Corporate Joint Committee, a bid had been formally submitted to the two governments for a Freeport that would cover the port of Milford Haven and the port of Port Talbot.

Thanks were expressed to colleagues at Swansea Council and Carmarthenshire Council for the letters of support that they submitted to the two decision makers in the process.

Since the bid was submitted, Officers highlighted that they had been focusing their collective efforts on making sure that people were aware of the basis of the bid, and were pleased to announce that there were over 100 organisations that were now positively supporting the bid. It was mentioned that the decision on the bid was expected around early March 2023.

In the intervening period, Officers explained that they had been taking the opportunity around floating offshore wind and the renewable agenda in particular, in order to reach out to Trade Union colleagues to discuss the fair work commitments that had been written into the Freeport bid; meetings will also be taking place with universities and colleges across the region in the next couple weeks, to start to explore the opportunities around skills and training, and the whole innovation sector.

The Chief Executive suggested that the Corporate Joint Committee Members take part in a workshop to consider the following in relation to the Freeport bid:

·       To discuss and understand what benefits the bid could provide

·       To respond to points that colleagues had raised in terms of how to ensure that the whole region benefits from this bid

·       To identify how the bid connects into the Corporate Joint Committees economic development and energy aspirations

·       To highlight the potential opportunities of the bid across the rest of Wales and beyond

All Leaders in attendance were in supportive of a Freeport bid workshop taking place for the Members of the South West Wales Corporate Joint Committee.

It was suggested that a letter be written on behalf of the South West Wales Corporate Joint Committee, to indicate its support for the bid; colleagues in Communication Team would be able to collectively capture each Leaders voice when drafting the letter. 

All Leaders in attendance were in support of a letter being produced to capture the South West Wales Corporate Joint Committees support of the Freeport bid.

The circulated report sought Members to agree and set the South West Wales Corporate Joint Committee budget for the financial year 2023/24.

It was explained that the South West Wales Corporate Joint Committee was responsible for setting its budget and agreeing the levy charge to constituent authorities; this had to be set and agreed prior to 31 January 2023.

In the last meeting of the South West Wales Corporate Joint Committee, which took place on 7 December 2022, Members were presented with a draft report on the budget for 2023/24; as well as giving early indication to the Corporate Joint Committee itself, it also allowed Officers to give indications to the constituent authorities, for their own budgeting purposes, particularly in terms of the levy charge. During the meeting, the Committee considered three options; taking into account the pressures and significant financial challenges that each Local Authority was facing.

·       The first option was to agree to prioritise the work of the South West Wales Corporate Joint Committee and levy accordingly; which was budgeted at around £1.5million;

·       Another option considered was to suspend all activities of the South West Wales Corporate Joint Committee; this would have brought legal challenge without approval from Welsh Government;

·       The option that the Committee agreed on in draft, was to do minimum in 2023/24 and downsize the budget, with limited work being carried out in each of the work streams; this would allow progress to be made on each of the four work streams, however at a much steady state.

It was explained that the circulated report built on the chosen option to do minimum, and realigned some of the budgets accordingly. Officers added that the proposed budget was in line with the budget that was set for the current year; this was set at around £575k, and the proposed budget for 2023/24 was set at around £617k. Members were informed that there were four clear work streams of the Corporate Joint Committee, and each had been allocated £20k; the report set out that £140k had also been set aside for planning and programme management, which would include work on the Corporate Plan, and identifying the various actions and measures that need to be developed through that.

Reference was made to the key actions, detailed in the circulated report, for the Sub Committees; the actions clearly set out some of the initial thoughts on the work that will need to be carried out.

It was concluded that the National Park Authorities would not receive a levy charge for the financial year 2023/24, as the value of £20k was not considered to be significant enough to implement a levy. In addition, it was noted that there was a requirement in the legislation, in respect of National Park Authorities, that a levy was only to be raised for their applicable area, which was strategic planning. Officers confirmed that this arrangement would be consistent with last year’s budget, due to the limited activity in terms of the strategic planning development.  ...  view the full minutes text for item 8.

There were no Urgent Items received.