The Governance & Audit Committee of Swansea Council met on Wednesday, 7 October 2026, to discuss a range of reports concerning audits, financial monitoring, performance, and strategic partnerships. Key decisions included noting updates on absence management, housing responses to audit reports, recruitment and retention, corporate risk, and the council's strategic partnerships. The minutes of the previous meeting were approved.

Absence Management & Employment of Agency Workers Audits - Update Report

The committee received an update on the Absence Management and Employment of Agency Workers audits. Lindsey Evans, Head of HR, Organisational Development & Wellbeing, reported a year-on-year improvement in sickness absence during the first quarter of 2026-27, with total working days lost reduced by 14.6%. Improvements were noted across five of the six reporting areas, with particularly strong reductions in schools, social services, and education. Despite this positive trend, absence remained above the council's target trajectory, and efforts continue to focus on reducing long-term absence and providing earlier support to employees and managers.

Regarding agency workers, overall expenditure reduced by just over 10% compared to the previous year, with significant reductions in the Place directorate and education. However, it was noted that current management information does not enable direct attribution of agency spend to sickness absence, as agency workers are engaged for various operational reasons. The majority of audit recommendations have been implemented or are embedded within business-as-usual monitoring. The overall direction of travel is positive, with strengthened governance arrangements and evidence that interventions are beginning to have the intended impact.

Councillor Patience Bentu inquired about the long-term effectiveness of partner relationships with external recruitment agencies and how future risks are being handled. Lindsey Evans assured the committee that the management training offer is robust and that business partners provide advice to managers. The effectiveness is measured through quantitative data and feedback from business partners. David Roberts asked about the evidence base for the Employee Assistance Programme, with Lindsey Evans suggesting a six-month timeframe for reporting on outcomes. He also clarified that the absence management dashboard is authority-wide. Councillor Mike White asked about the process for monitoring long-term absence timelines and the support provided to employees on long-term sick leave. Lindsey Evans explained that data is provided to managers, Directorate Management Teams (DMTs), and Corporate Management Teams (CMTs) for oversight, and that interventions depend on individual circumstances, with a range of options available.

Housing Response to Audit Wales Report on the Council's Redesign of Temporary Accommodation

Steve Porter, Operations Manager for Community Housing, presented the council's response to an Audit Wales report concerning the redesign of temporary accommodation. The Audit Wales report, published in August 2026, acknowledged the council's understanding of demand for temporary accommodation and its redesign efforts, including the development of two new facilities, Llys Glas and another opening in February 2027. However, it concluded that the council's arrangements for monitoring the overall value for money of its new approach were not yet fully developed, recommending the implementation of a value for money and outcomes framework. This framework should include defined financial, service, and person-centred outcomes, agreed baselines and targets, a balanced set of indicators, and regular reporting to senior officers and members.

Steve Porter confirmed that the council has taken the recommendation on board and plans to develop this framework over the next six months. Councillor Mike White, who had been involved in a scrutiny review of homelessness, commended the work being done by Steve Porter and his team, acknowledging the significant strain on local authorities. Gareth Jones from Audit Wales highlighted that homelessness and housing supply are red strategic issues on the corporate risk register and that value for money is not just about cost but about securing outcomes for individuals. He noted that the council measures activity well, but the next step is to develop a framework for longer-term outcomes. The committee requested an update on the development plan in January and a quarterly or six-monthly report back to the committee. Gordon Anderson inquired about multi-agency approaches, particularly concerning mental health and substance misuse issues, to which Steve Porter responded positively about existing partnerships but acknowledged room for improvement. Councillor Mike White also raised the early release scheme from prisons and its potential correlation with homelessness presentations.

Audit Wales Review of Recruitment and Retention: Council Response and Progress Update

Lindsey Evans, Head of HR, Organisational Development & Wellbeing, presented the council's response and progress update following an Audit Wales review of recruitment and retention. Audit Wales found that while the council uses a range of approaches with some successes, senior leaders do not always have the information needed to understand the extent of the challenges, and oversight of arrangements is limited. Two recommendations were made: to strengthen workforce intelligence and employee insight, and to strengthen value for money assessment.

Lindsey Evans confirmed that the council accepted both recommendations in full and has developed a comprehensive management response. Many improvements were already underway before the report, including the development of a strategic workforce planning framework, enhanced workforce planning arrangements, and improvements to recruitment reporting and employee engagement. Planned actions include developing a recruitment and retention dashboard, a more structured employee engagement framework, and a benefits and evaluation framework for recruitment and retention initiatives. Audit Wales confirmed they were satisfied with the management responses. Councillor Mike White asked if specialised positions were a national issue, to which Lindsey Evans confirmed that recruitment and retention challenges in specific roles are common across local authorities, and the council works with national groups to share learning. David Roberts inquired about the impact of emerging technology like AI and an aging workforce on the plan, which Lindsey Evans acknowledged as strategic considerations addressed within the workforce planning framework. The committee requested a further update in six months and asked for this to be added to the tracker.

Corporate Risk Overview - Quarter 1 2026-27

Rhian Millar, Corporate Planning and Performance Manager, presented the Corporate Risk Overview for Quarter 1 2026-27. The report indicated that governance is working well, with the risk register being reviewed regularly. However, the risk profile has increased due to rising pressures such as living within budget and supply chain volatility, outweighing reductions in other areas. There are more red strategic risks, and four new risks were added. The immediate focus is on financial resilience and annual budget risks.

David Roberts noted the improved format of the report and asked for a verbal update on Quarter 2 and Quarter 3 for living within budget. Lee Wenham explained that Quarter 2 numbers were being processed and would go to Cabinet in November. Spending controls are in place, with new proposals requiring approval from Ben Smith. Simon Cockings added that it's a watch this space situation for Quarter 2, acknowledging the time it takes for mitigating factors to filter through. David Roberts also linked this to the previous item on housing, noting the Tŷ Glas initiative and the potential for outcomes to be seen in Quarter 2 or 3. Rhian Millar confirmed this was hoped for and that other initiatives were in the pipeline. The Chair thanked Rhian Millar and Susie Richards for their work on the report. Councillor Mike White raised concerns about global conflicts impacting local authorities, particularly regarding fuel requirements for services and unforeseen circumstances like the issue in Cwm Cwla, as well as budget uncertainties. Rhian Millar confirmed that risks are reviewed and horizon scanning is conducted, with a further exercise planned with auditors in January. The Chair asked for a review of the safeguarding risk on page 94 and the health and safety risk on page 115, both with a 2028 completion date, questioning the effectiveness of controls or the time taken for implementation. These points were taken away for further review.

Scrutiny Annual Report 2025-26

Councillor Peter Black presented the Scrutiny Annual Report for 2025-26. He highlighted the close working relationship between the Governance & Audit Committee and the Scrutiny Programme Committee, noting that all letters from scrutiny panels are copied to the Governance & Audit Committee. The report detailed that Scrutiny met nine times, with 54 scrutiny panels and working groups, and covered a wide range of council functions. Councillor Black expressed satisfaction with the collaborative working relationship, aiming to avoid duplication and gaps. The Chair congratulated the committee on their work throughout the year, acknowledging their challenge and insight.

Internal Audit Section – Fraud Function Annual Plan 2026/27

Jonathan Rogers, Corporate Fraud Team Manager, presented the Fraud Function Annual Plan for 2026/27. He apologised for the omission of the report from the previous agenda pack. Jonathan Rogers explained that the plan had been commissioned in April and therefore could not incorporate the Audit Wales report on counter-fraud arrangements, which was released later. He stated that the plan would change in accordance with the Audit Wales recommendations next year. David Roberts questioned whether the Audit Wales recommendations would be incorporated into the plan, and Gareth Jones from Audit Wales confirmed that the council had not formally accepted the recommendations yet, and that there needed to be clarity on how they would be woven into future action plans. The committee requested the plan be brought back in December with the Audit Wales recommendations incorporated.

The Governance and Assurance Arrangements of Swansea Council's Strategic Partnerships

Rhian Millar, Corporate Planning and Performance Manager, presented the report on the governance and assurance arrangements of Swansea Council's strategic partnerships for 2025-26. The general conclusion was that governance arrangements remain effective, transparent, and well-established. The report detailed the Public Service Board, Partneriaeth Collaboration Agreement, South West Wales Corporate Joint Committee, Swansea Bay City Region Joint Committee, and West Glamorgan Regional Partnership Board.

Councillor Mike White confirmed that scrutiny is involved in the Public Service Board twice a year and that they work well with agencies like the police and fire service. He also noted improvements in the discharge of patients from hospital to care. David Roberts inquired about the up-to-date picture regarding the risk of losing the Regional Integration Fund beyond March 2027. Rhian Millar stated she did not have an up-to-date picture but could obtain it from the partnership and provide it to the committee. The Chair acknowledged the importance of the report and the good working relationships between partners.

Revenue and Capital Budget Monitoring 1st Quarter 2026/2027

Simon Cockings, Interim Head of Finance and Deputy Section 151 Officer, presented the Revenue and Capital Budget Monitoring report for the first quarter of 2026/2027. The report outlined the current financial position, highlighting challenges faced with demand pressures and the intention for recovery plans. Simon Cockings noted that the Director of Finance had indicated required actions and that there was an update on the capital plan. The Chair expressed concern about the significant cost of sickness absence, despite improvements, and inquired about the percentage of sickness rates due to long-term absence. Lindsey Evans confirmed that the majority of absence is attributed to long-term absence, with mental health being a significant factor. Councillor Mike White asked about the timeline for monitoring long-term absence and the support provided to employees. Lindsey Evans explained that data is provided to managers, DMTs, and CMTs, and interventions depend on individual circumstances. The Chair clarified that Councillor Mike White was asking about the timeline for intervention, and Lindsey Evans confirmed that timelines are specified within the policy for formal meetings.

Quarter 1 2026-27 Performance Monitoring Report

Rhian Millar presented the Quarter 1 2026-27 Performance Monitoring Report. She noted that the report had been restyled to be more systematic and analytical, based on the council's six well-being objectives. Councillor Mike White commented on the improved format, making it easier to read. David Roberts asked if there would be a verbal update on Quarter 2 and Quarter 3 for living within budget, and Rhian Millar explained that Quarter 2 data was being collected and analysed. Simon Cockings added that spending controls are in place and that new proposals are subject to a control regime. He also noted that the report went to Cabinet on September 16th. The Chair thanked Rhian Millar and Susie Richards for their work on the report. Councillor Mike White raised concerns about global conflicts impacting local authorities and budget uncertainties. Rhian Millar confirmed that risks are reviewed and horizon scanning is conducted. The Chair asked for two queries to be taken away regarding the safeguarding risk on page 94 and the health and safety risk on page 115, both having completion dates of March 2028, questioning the effectiveness of controls or the time taken for implementation.

Governance & Audit Committee Action Tracker Report

The committee noted the Governance & Audit Committee Action Tracker Report, which details actions recorded by the committee and their outcomes. A few items were noted as coming into November, and a couple had been closed. The self-assessment and other report follow-ups were to be added to the tracker.

Governance & Audit Committee Work Plan

The committee reviewed the Governance & Audit Committee Work Plan. Officers were asked to double-check when the statement of accounts would be received, with a draft expected in November and a final in December or January.

Exclusion of the Public

The committee noted the exclusion of the public for agenda item 16, Corporate Risk Overview – Quarter 1 2026-27, as it involved the likely disclosure of exempt information. The decision document indicates this item was 'Noted'.

The recording of the meeting was then stopped.