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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
AGREED to note the contents of the report and recommend to Cabinet that the proposed Flexible Retirement Policy (LGPS) and Phased Retirement Policy (Teachers’ Pensions) be approved subject to consideration of the issues raised above.
AGREED to note the contents of the report and provide a positive opinion to Cabinet in support of the proposed Adverse Conditions Policy.
AGREED to:- (i) recommend improved coordination of fire safety reporting and risk management arrangements, including the provision of the corporate risk register information where appropriate to support scrutiny oversight; and (ii) acknowledged the work undertaken by officers in addressing fire safety issues and stressed the importance of ensuring that adequate resources and funding remained available and prioritised to support this work.
AGREED to note the revised Concerns and Complaints, Freedom of Information and Environmental Information Regulations policies and procedures and to recommend that Cabinet approve the updated documents.
AGREED to note the contents of the Annual Report and the performance achieved during 2025-2026, and to support its submission to Cabinet for consideration. including acknowledging the positive improvements highlighted within the report, which may be attributed, in part, to the temporary allocation of additional resources within the Complaints and FOI Team (see point 7 above), and noting the Committee's comments regarding the value of maintaining this additional capacity where possible.
AGREED to note the annual report on deaths reported to the Ceredigion Senior Coroner, together with the updates on inquest activity, Coroner service developments, remuneration arrangements and relevant national policy and legislative changes.
AGREED to note the reports for Quarter 4 2025-2026 and Quarter 1 2026-2027.
AGREED to note the content of the Forward Work Programme subject to noting the Special Meeting to be held on the 22 September 2026, and also the Second Homes Premium Task and Finish Group meeting on 29 September 2026 at 2:00pm. Both meetings will be held in the Chamber and/or online.
Councillor Eryl Evans, Ceris Jones together with Mr Duncan Hall, Executive Corporate Lead Officer, Finance & Procurement apologised for their inability to attend the meeting. Councillor Bryan Davies apologised for his inability to attend the meeting as he was on other Council duties.
Councillor Rhodri Evans declared a personal and prejudicial interest in item 4 on the agenda, Flexible Retirement Policy (LGPS) and Phased Retirement Policy (Teachers' Pensions). Councillor Endaf Edwards declared a personal interest in item 4 on the agenda, however, it was noted he was an observer at the meeting and did not have a vote.
Decision as recorded
AGREED to note the contents of the report and recommend to Cabinet that the proposed Flexible Retirement Policy (LGPS) and Phased Retirement Policy (Teachers’ Pensions) be approved subject to consideration of the issues raised above.
Councillor Alun Williams, Deputy Leader and Cabinet Member for Through Age and Wellbeing (on behalf of Councillor Bryan Davies) presented the report upon the proposed Flexible Retirement Policy (LGPS) and Phased Retirement Policy (Teachers’ Pensions), which had been developed to provide a clear and consistent framework for managing retirement transition requests and to address gaps in the current arrangements. Members noted that the Council's existing flexible retirement arrangements were currently contained within the Managing Change Policy and that the proposed LGPS policy would establish a standalone framework setting out a clear application, assessment and approval process for employees seeking flexible retirement. The Committee was advised that the policy would enable eligible employees aged 55 to 74 (rising to 57 to 74 from April 2028), with at least two years’ membership of the LGPS, to reduce their working hours and/or move to a lower graded post while accessing some or all of their accrued pension benefits and remaining in employment. Members noted that all applications would remain subject to employer approval. Attention was drawn to the key changes proposed within the policy, including reducing the minimum required reduction in contracted hours from 40% to 20%, extending the maximum flexible retirement period from two years to three years, introducing a formal business case approval process requiring Chief Officer sign-off, and establishing an appeals process where applications were refused. Members noted that the policy would support workforce planning and succession management by retaining experienced employees and critical skills within the organisation while allowing for a phased transition into retirement. The policy was also recognised as supporting employee wellbeing and flexible working arrangements, whilst providing an additional mechanism for managing workforce costs and organisational sustainability. The Committee further noted that there was currently no formal internal procedure for teachers wishing to apply for phased retirement and that the proposed Teachers’ Pensions Phased Retirement Policy would establish a standalone process governing such requests. Members were informed that, under the Teachers’ Pensions Scheme, eligible teachers must be active contributors to the scheme, be aged between 55 and 75, undertake at least a 20% reduction in pensionable salary, apply within three months of commencing the lower-paid role, and obtain agreement from their school. The Committee noted that the policy would provide clarity and consistency for schools and employees when considering phased retirement requests. In considering the financial implications, Members noted that LGPS flexible retirement requests could result in pension strain costs where actuarial reductions were waived and that robust business cases, including appropriate financial and governance oversight, would therefore be required. It was also noted that no equivalent employer pension strain costs arose under the Teachers’ Pensions Scheme and that applications would be subject to approval by the relevant Governing Body. Members were advised that the Integrated Impact Assessment had been subject to consultation and had received a favourable response from recognised Trade Unions. It was noted that the proposal aimed to provide greater flexibility for employees, assist with staff retention, and enable the Council to retain valuable skills and experience within the workforce. Engagement had also taken place with the recognised Trade Unions. Following consideration of the report the following was raised:- · the potential impact of the scheme on schools, including governance arrangements, staffing implications, budgetary considerations, and the effect on educational provision. Concerns were raised regarding the recruitment of specialist teachers, the potential impact on learners where teachers reduced their working hours, and the extent to which schools would be able to accommodate requests under the scheme. Officers advised that each application would be considered on its individual merits, with the needs of the service and schools remaining the primary consideration. It was explained that the scheme would provide greater flexibility where operationally feasible and that any impact on school budgets would be carefully assessed as part of the decision-making process. · the policy would be monitored and reviewed regularly, with feedback used to inform any future amendments. It was also noted that communication with staff would take place through management briefings, newsletters, and staff engagement sessions to ensure employees were aware of the opportunities available and had the opportunity to raise questions · Members acknowledged that the scheme could assist in retaining experienced employees in the workforce for longer, although it was recognised that it would not necessarily meet the needs of every individual. It was AGREED to note the contents of the report and recommend to Cabinet that the proposed Flexible Retirement Policy (LGPS) and Phased Retirement Policy (Teachers’ Pensions) be approved subject to consideration of the issues raised above.
Decision as recorded
AGREED to note the contents of the report and provide a positive opinion to Cabinet in support of the proposed Adverse Conditions Policy.
Councillor Alun Williams, Deputy Leader and Cabinet Member for Through Age and Wellbeing (on behalf of Councillor Bryan Davies presented to report upon the Adverse Conditions Policy, developed to replace the existing Inclement Weather and/or Disruption to Service Policy that had been in place since 2011. It was noted that the policy had been updated to reflect the significant changes in the Council’s operating environment and the broader range of disruptions now experienced, including severe weather events, transport disruption and major incidents. Members were informed that the revised policy aimed to provide clear and consistent guidance for managers and employees, support the continued delivery of services, particularly critical services, safeguard employee health, safety and wellbeing, and ensure fair and equitable decision-making. The policy also reflected current working practices, including hybrid working arrangements, and aligned with the Council’s business continuity and emergency response frameworks. It was reported that the policy would apply to all Council employees, excluding those employed under delegated powers of School Governing Bodies, and covered circumstances where employees were unable to attend work, arrived late or left early, experienced transport-related disruption, had caring responsibilities arising from adverse conditions, or were required to leave work on health and safety grounds. Members noted the four key principles underpinning the policy, namely maintaining employee health and safety, ensuring service delivery wherever possible, promoting equality and fairness in decision-making, and applying a hierarchy of working arrangements during periods of disruption. The hierarchy prioritised working from home where feasible, followed by working from an alternative Council location, undertaking adjusted duties, and finally consideration of annual leave, flexi leave or unpaid leave by agreement. The Committee further noted the respective responsibilities of the Leadership Group, managers, employees and the People & Organisation Service in ensuring the policy was implemented consistently and effectively. Particular attention was drawn to arrangements relating to critical roles, the expectation that hybrid workers would work from home where possible during periods of disruption, and the leave and pay provisions that prioritised alternative working arrangements before leave options were considered. Following consideration of the report, the following issues were raised by Members and Officers:- • It was noted that the policy had been scrutinised on several occasions and considered that it was proportionate and reasonable. It was emphasised that managers would need to exercise good judgement and discretion when applying the policy. • It was also stressed the importance of monitoring the use of the policy, including requests for emergency leave, flexible working arrangements, annual leave and unpaid leave, to identify any emerging trends. • concerns were raised regarding the policy on inclement weather for schools, which was considered too brief given the increasingly changeable nature of weather conditions. Members were informed that a policy was in the process of being developed for schools in collaboration with Health and Safety and Schools service colleagues. Members also highlighted the need for the policy to address extreme heat events, noting that heat-related risks were becoming a significant issue for schools • The Committee noted the need for greater consistency in decision-making across schools while recognising that circumstances and site conditions vary considerably between individual schools. It was acknowledged that a framework was required to support decision-making, whilst still allowing for professional judgement based on local conditions. • Officers advised that guidance for schools had been in place during the previous year and that decisions had been made collaboratively by officers, governors and headteachers, with pupil and staff safety remaining the primary consideration. A further draft of the schools policy was being prepared and would be shared with the trade unions and Headteachers for consultation, and that the schools policy would be shared with Scrutiny and Cabinet in the early new year. • Members sought clarification regarding responsibility for decisions on school closures. It was confirmed that decisions would remain with the Headteacher and Chair of Governors, supported by a robust decision-making framework. Officers noted that different schools faced different circumstances and that a degree of professional judgement would always be necessary. • It was further noted that efforts should be made to minimise the impact of school closures on pupils and families and that attendance figures should not be adversely affected where pupils were unable to attend due to circumstances outside their control. • In response to questions, officers confirmed that managers were content with the proposed policy. They welcomed ongoing monitoring of its operation and feedback from Members and stakeholders to ensure that the policy remained effective in practice. It was recognised that the policy was not a “one size fits all” approach and that individual circumstances would always need to be taken into account. • Members were advised that feedback on how the policy operated in practice would be collected and used to inform future revisions. It was also noted that all policies were subject to review on a three-year cycle. It was AGREED to note the contents of the report and provide a positive opinion to Cabinet in support of the proposed Adverse Conditions Policy.
Decision as recorded
AGREED to:- (i) recommend improved coordination of fire safety reporting and risk management arrangements, including the provision of the corporate risk register information where appropriate to support scrutiny oversight; and (ii) acknowledged the work undertaken by officers in addressing fire safety issues and stressed the importance of ensuring that adequate resources and funding remained available and prioritised to support this work.
Councillor Clive Davies, Cabinet Member for Economy, Regeneration and Carbon Management presented the progress report on fire safety works across the Council’s property estate and noted the progress made since the previous update presented to the Committee on 8 October 2024. Members noted that regular Fire Safety Group meetings for schools and care homes continued to be held, involving Property Services, service representatives and Corporate Health and Safety. These meetings provided updates to the Corporate Lead Officers for Education, Porth Gofal, and People and Organisation, and supported the ongoing monitoring and management of fire safety risks. The Committee was informed that Fire Strategy Drawings had now been completed for all residential care homes and secondary schools. These drawings were used alongside Fire Risk Assessments to identify, prioritise and target fire safety improvements, whilst remaining live documents that were updated as works progressed. Members were informed that the first phase of fire resilience works within residential care homes was substantially complete, including improvements to compartmentation and the installation of new fire door sets in high-risk areas such as escape routes, stairways, storerooms and laundry rooms. It was noted that works at Hafan Deg remained ongoing, subject to the availability of funding. The Committee further noted that future phases of fire safety improvements would be developed alongside the Council’s longer-term strategy for its residential care home estate and available capital funding. The report highlighted that residential care homes continued to be subject to regular inspections by Mid and West Wales Fire and Rescue Service, with any issues identified being addressed directly or escalated to the Fire Safety Group as appropriate. In relation to schools, Members noted that a programme of fire safety improvements was continuing across the secondary school estate. Funding of £425,000 had been allocated for 2025/26, with a further £150,000 identified for 2026/27. Fire door replacement works had been completed at Ysgol Henry Richard, were underway at Penglais School, and were due to commence at Ysgol Bro Pedr. Compartmentation surveys had also been completed at all secondary schools, with tenders for the identified works having been received and currently being evaluated. The Committee also noted the proactive work undertaken across primary schools, including the replacement of fire doors in high-risk areas and the commissioning of compartmentation surveys at a number of school sites. Members were advised that this programme of work formed part of a strategic and risk-based approach to improving fire safety standards across the Council’s education estate. Members acknowledged the significant progress made over the previous two years in improving fire safety arrangements within care homes and schools, whilst recognising that further work remained to be undertaken. It was noted that a forward programme of works continued to be developed to address identified risks and priorities as funding became available. During the discussion the following was raised: - Members noted that fire safety inspections had identified several issues requiring action and acknowledged that these findings had highlighted the need to prioritise fire safety works. Officers explained that Fire Strategy Drawings for Care Homes and Schools had been developed and all fire doors had been assessed and categorised using a RAG (Red, Amber, Green) rating system to assist with prioritisation. A risk-based approach was being taken, with larger and more complex buildings, particularly Care Homes, secondary schools and larger primary schools being prioritised. Members sought clarification on compartmentation measures, responsibility for managing risks within schools, reporting arrangements, costs associated with remedial works, and the monitoring of fire safety risks. Officers advised that regular meetings were held to oversee progress, risks were escalated through corporate health and safety processes where necessary, and updates would continue to be provided through the scrutiny process. It was reported that MWWFRA inspections undertaken since 2024 had covered care homes, schools and leisure centres, and items raised were addressed. Members enquired if the total cost of addressing all fire safety issues had been calculated. While the overall cost of remedial works was not yet known, indicative costs for replacement fire doors had been identified. Officers emphasised that the Council, as landlord, retained responsibility for ensuring building safety, whilst schools managed day to day operational matters. Members were advised that significant capital investment had been directed towards maintenance and fire safety improvements, although budget pressures remained. Fire doors had been identified as a key priority, and ongoing inspection and maintenance programmes were in place to ensure compliance and the safety of building users. It was AGREED to:- (i) recommend improved coordination of fire safety reporting and risk management arrangements, including the provision of the corporate risk register information where appropriate to support scrutiny oversight; and (ii) acknowledged the work undertaken by officers in addressing fire safety issues and stressed the importance of ensuring that adequate resources and funding remained available and prioritised to support this work.
Decision as recorded
AGREED to note the revised Concerns and Complaints, Freedom of Information and Environmental Information Regulations policies and procedures and to recommend that Cabinet approve the updated documents.
Councillor Matthew Vaux, Cabinet Member for Partnerships, Housing, Legal and Governance and Public Protection presented the report upon the comprehensive review of the Council’s policies and procedures relating to Concerns and Complaints, Freedom of Information (FOI) and the Environmental Information Regulations (EIR). It was reported that the four policies reviewed were being presented together as the existing documents were overdue for revision, although the statutory frameworks underpinning the policies and procedures remained unchanged. The revised documents had been updated to reflect current legislation, organisational structures and operational practices, and sought to ensure a consistent approach across all Council services. The Committee was advised that a number of amendments had been introduced to strengthen governance arrangements, improve clarity of roles and responsibilities, and support the effective and consistent management of complaints, information requests and environmental information requests. Members noted that the revised Concerns and Complaints Policy and Procedure, Social Services Complaints Policy and Procedure, Freedom of Information Policy and Procedure, and Environmental Information Regulations Policy and Procedure were attached to the report, together with a summary of the key amendments and the associated Integrated Impact Assessments. Members reviewed the proposed changes and noted that the revisions were intended to improve transparency, accountability and compliance with statutory requirements, whilst ensuring the documents reflected current working practices and organisational arrangements. Following consideration of the report, Members were advised that the policies were statutory in nature and had been updated to provide greater clarity regarding each process. For example, it was noted that Freedom of Information requests did not fall within the scope of the complaints policy and that further detail had been included to clarify the distinction and other similar exceptions. The Committee heard that the revised policy established a more comprehensive framework and clearer expectations. It was also noted that individual services could record their own Stage 1 complaints to streamline the process and improve complaint handling, though the involvement of the Complaints and FOI Team was still required to quality assure responses and ensure the necessary information was contained within them. Members were informed that where complaints were rejected, complainants would retain the right to challenge the decision through the appropriate channels, including referral to the Public Services Ombudsman for Wales where relevant. Such cases were recorded as Enquiries. It was AGREED to note the revised Concerns and Complaints, Freedom of Information and Environmental Information Regulations policies and procedures and to recommend that Cabinet approve the updated documents.
Decision as recorded
AGREED to note the contents of the Annual Report and the performance achieved during 2025-2026, and to support its submission to Cabinet for consideration. including acknowledging the positive improvements highlighted within the report, which may be attributed, in part, to the temporary allocation of additional resources within the Complaints and FOI Team (see point 7 above), and noting the Committee's comments regarding the value of maintaining this additional capacity where possible.
Councillor Matthew Vaux, Cabinet Member for Partnerships, Housing, Legal and Governance and Public Protection presented the report upon the Annual Report on Compliments, Complaints, Freedom of Information (FOI) and Environmental Information Regulations (EIR) activity for the period 1 April 2025 to 31 March 2026. Members were informed that the report provided an overview of performance, outcomes and learning arising from complaints handling, Ombudsman referrals, compliments received and information requests. It was reported that complaints had decreased by 32% compared with the previous year, whilst 81% of Stage 2 corporate complaints had been completed within the target timescale of 20 working days. The Committee noted improvements in Ombudsman outcomes, with the number of Early Resolution and Voluntary Settlement cases reducing from nine to three and that 90% of closed referrals required no intervention from the Ombudsman. Members also noted a slight increase in compliments received during the year, rising from 219 to 231, although further work was required to ensure positive feedback was consistently recorded across services. Members were advised that demand for FOI and EIR requests had continued to increase, with 1,205 requests received during the reporting period. Whilst additional staffing had strengthened oversight, communication and quality assurance arrangements, only 70% of requests had been responded to within the statutory timescales. The Committee further noted that 47 requests had progressed to internal review and six cases had been referred to the Information Commissioner’s Office. The report highlighted the importance of maintaining service ownership of complaints and information requests, improving response times, and ensuring clear communication with service users. Members noted the proposed priorities for 2026-2027, including improving compliance with statutory timescales, reviewing the Council’s complaints, FOI and EIR policies, delivering targeted training, reinforcing corporate responsibility for complaint and information request handling, and strengthening arrangements for recording compliments and organisational learning Following consideration of the report, Members were informed that the Finance and Procurement Service had received the most complaints, by service, during this reporting period. It was explained that a surge in complaints against a service within a specific timeframe may be related to broader issues within the service (e.g. resource pressures, absences or a change in policy). This was relevant during the last reporting period (2024-2025), when the Highways and Environmental Service received the highest number of complaints (a total of 99), largely due to resource availability and this was subsequently resolved through investment and operational changes. The increase in Freedom of Information (FOI) requests was noted, reflecting growing public awareness and demand for information. Officers explained the complaints process, including the distinction between complaints handled by the Council and matters referred to the Welsh Language Commissioner. It was noted that complaints could be investigated internally through the Council’s Stage 1 and Stage 2 processes, although some complaints may be referred directly to the regulator, whereby they would undertake their own investigation, and these were recorded separately. In response to questions, officers advised that improvements had been made in relation to FOI which involved each Complaints and FOI Officer being assigned to specific services. This was intended as a longer-term improvement strategy whereby consistent guidance, support and monitoring can be implemented. It was confirmed that increasing FOI volumes continued to place significant demands on resources. Discussion also took place regarding investment in staffing resources. Officers advised that additional capacity and temporary resource measures had enabled greater focus on communication with residents and responding to enquiries in a timely manner, even if only to provide an update pending any delayed responses. It was AGREED to note the contents of the Annual Report and the performance achieved during 2025-2026, and to support its submission to Cabinet for consideration. including acknowledging the positive improvements highlighted within the report, which may be attributed, in part, to the temporary allocation of additional resources within the Complaints and FOI Team (see point 7 above), and noting the Committee's comments regarding the value of maintaining this additional capacity where possible.
Decision as recorded
AGREED to note the annual report on deaths reported to the Ceredigion Senior Coroner, together with the updates on inquest activity, Coroner service developments, remuneration arrangements and relevant national policy and legislative changes.
Councillor Matthew Vaux, Cabinet Member for Partnerships, Housing, Legal and Governance and Public Protection presented the report upon the annual report on deaths reported to the Senior Coroner for Ceredigion, together with updates on Coroner service activity, inquest statistics, pay arrangements, and recent national developments affecting coronial services. Members noted the statistical information provided by the Senior Coroner in relation to cases reported and concluded during 2025, together with comparative information from previous years. The Committee also considered the national Coroners Statistics for England and Wales published by the Chief Coroner and noted the contextual information provided in relation to local performance and activity. The Committee was informed that, between 8 December 2025 and 10 August 2026, a total of 30 inquests had been concluded, comprising 19 inquests held in writing and 11 inquests held in person. During the same period, 16 new inquests had been opened and six inquests had remained outstanding for more than twelve months. Members were provided with updates regarding Coroner and Assistant Coroner remuneration, including the Joint Negotiating Committee pay awards issued during 2026 and the proposed revised pay arrangements for 2026/27 and 2027/28 which had been reported to Cabinet. The Committee were also informed of the revised Prevention of Future Deaths Reports Publication Policy issued by the Chief Coroner in January 2026. Members were advised that the revised guidance introduced an expectation that Prevention of Future Deaths reports and responses would be published, whilst allowing information to be redacted where necessary to protect privacy or prevent harm. Attention was drawn to the Public Office (Accountability) Bill currently progressing through Parliament. Members noted that, if enacted, the legislation could significantly increase the number of legally aided inquests and place additional demands upon legal aid providers and the coronial system. The Committee was informed that the Government was considering changes to legal aid arrangements and fee structures to support the anticipated increase in demand. Members acknowledged the continuing work of the Coroner’s Service and noted the statistical information and legislative developments outlined in the report. It was AGREED to note the annual report on deaths reported to the Ceredigion Senior Coroner, together with the updates on inquest activity, Coroner service developments, remuneration arrangements and relevant national policy and legislative changes.
Decision as recorded
AGREED to note the reports for Quarter 4 2025-2026 and Quarter 1 2026-2027.
Councillor Gareth Davies, Cabinet Member for Finance and Procurement provided an oversight of financial matters Q4, 25-26 and Qu 1, 26-27. Members noted that the Council's financial position for 2025/26 remained strong and resilient, supported by a positive corporate approach to financial management across all services. It was reported that the Council held £44.4m in earmarked reserves and £7.3m in general balances as at 31 March 2026, although these balances represented less than three months of expenditure and included a number of existing commitments. Members further noted that the in-year financial position had been managed robustly within acceptable tolerance levels. Members noted that a small overspend was forecast at Quarter 1 against the 2026/27 budget, driven primarily by pressures within Social Care, Out of County placements, pay award uncertainty and changes to Welsh Government policy. It was noted that the Council remained financially resilient and that services would continue to manage budgets to bring the overall position back on track during the year. Members were afforded the opportunity to raise questions, which were duly responded to by Mr Justin Davies and Councillor Gareth Davies. It was AGREED to note the reports for Quarter 4 2025-2026 and Quarter 1 2026-2027.
Decision as recorded
AGREED to note the content of the Forward Work Programme subject to noting the Special Meeting to be held on the 22 September 2026, and also the Second Homes Premium Task and Finish Group meeting on 29 September 2026 at 2:00pm. Both meetings will be held in the Chamber and/or online.
It was AGREED to note the content of the Forward Work Programme subject to noting the Special Meeting to be held on the 22 September 2026, and also the Second Homes Premium Task and Finish Group meeting on 29 September 2026 at 2:00pm. Both meetings will be held in the Chamber and/or online.
It was RESOLVED to confirm as a true record the Minutes of the meetings held on 02 December 2026.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
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