Loading
The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED- That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 3 July 2023 be approved and signed as a correct record.
RESOLVED: That the minutes of the informal meeting of Overview and Scrutiny Committee Chairs and Vice Chairs held on 3 July 2023 be noted, subject to the following: - That the Programme Manager be invited to attend the Member Development and Information Forum to give an overview of the work of the North Wales Economic Ambition Board. - That monitoring reports from the North Wales Economic Ambition Board continue to be presented to the Finance and Resources Overview and Scrutiny Committee.
RESOLVED: That the minutes of the Conwy Opportunities Board held on 22 June 2023 be noted.
RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved, subject to the following: - That the Chief Fire Officer of the North Wales Fire and Rescue Service be invited to attend a future meeting of the Finance and Resources Overview and Scrutiny Committee to present on their financial plans for 2024/2025.
RESOLVED- That the Public and Press be excluded from the meeting under the provisions of Section 100A of the above Act during consideration of the following items as it involves the likely disclosure of exempt information as defined in paragraph 14 of Part 4 of Schedule 12A to the Act and that in all the relevant circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
None.
Councillor Gareth Jones declared a personal interest in Agenda Item 9i (Revenue Budget 2023/2024 – Quarter 1 Monitoring Report) as he is the Chair of Cartrefi Conwy. As the interest was not considered prejudicial, Councillor Jones was able to speak and vote on the matter. Councillor Harry Saville declared a personal interest in Agenda Item 9i (Revenue Budget 2023/2024 – Quarter 1 Monitoring Report), as his mother-in-law has an interest in a company, which delivers Home to School Transport for Conwy County Borough Council and a family member, is a director of the same company. Therefore, Councillor Saville left the meeting when Members raised the issue of the overspend in the home to school transport budget. Whilst not declared in the public part of the meeting, Councillor Chris Hughes declared a personal and prejudicial interest in Agenda Item 12 (Call-in Cabinet Decision 152 (11 July 2023) – Disposal of Part of Market Hall Site, Colwyn Bay), as he is a trustee of an organisation which had been referred to in discussions relating to the Market Hall site. Therefore, Councillor Hughes left the meeting whilst the matter was being discussed. Councillors Penny Andow, Goronwy Edwards, Charlie McCoubrey, Mike Priestley, Emily Owen, Geoff Stewart and Aaron Wynne all declared a personal and prejudicial interest in Agenda item 12 (Call in Cabinet Decision 152 (11 July 2023) – Disposal of Part of Market Hall Site, Colwyn Bay), as they were the Cabinet Members who had been involved in the initial decision. However, the Finance and Resources Overview and Scrutiny Committee agreed that they remain in the meeting to take part in discussions.
None.
Decision as recorded
RESOLVED- That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 3 July 2023 be approved and signed as a correct record.
The minutes of the Finance and Resources Overview and Scrutiny Committee held on 3 July 2023 were submitted for approval. RESOLVED- That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 3 July 2023 be approved and signed as a correct record.
Decision as recorded
RESOLVED: That the minutes of the informal meeting of Overview and Scrutiny Committee Chairs and Vice Chairs held on 3 July 2023 be noted, subject to the following: - That the Programme Manager be invited to attend the Member Development and Information Forum to give an overview of the work of the North Wales Economic Ambition Board. - That monitoring reports from the North Wales Economic Ambition Board continue to be presented to the Finance and Resources Overview and Scrutiny Committee.
The minutes of the informal meeting of the Overview and Scrutiny Chairs and Vice-Chairs meeting held on 3 July 2023 were submitted. The Scrutiny and Committee Services Officer referred Members to Minute 8, which included a recommendation from the Overview and Scrutiny Committee Chairs and Vice Chairs that the Programme Manager from the North Wales Economic Ambition Board (NWEAB) be invited to attend a Member Development and Information Forum (MDIF) to give an annual update, and the minutes of the NWEAB be circulated in the Members Brief, rather than quarterly reports being presented to Overview and Scrutiny. In response to the recommendation, the Chief Executive advised that Overview and Scrutiny did have a role in scrutinising the NWEAB. Therefore, it was proposed that an overview of the NWEAB be presented to the MDIF, which would enable Members to gain a better understanding of the work of the Board and that monitoring reports continued to be presented to the Finance and Resources Overview and Scrutiny Committee. RESOLVED: That the minutes of the informal meeting of Overview and Scrutiny Committee Chairs and Vice Chairs held on 3 July 2023 be noted, subject to the following: - That the Programme Manager be invited to attend the Member Development and Information Forum to give an overview of the work of the North Wales Economic Ambition Board. - That monitoring reports from the North Wales Economic Ambition Board continue to be presented to the Finance and Resources Overview and Scrutiny Committee.
Decision as recorded
RESOLVED: That the minutes of the Conwy Opportunities Board held on 22 June 2023 be noted.
The minutes of the Conwy Opportunity Board held on 22 June 2023 were submitted. RESOLVED: That the minutes of the Conwy Opportunities Board held on 22 June 2023 be noted.
None.
Decision as recorded
RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved, subject to the following: - That the Chief Fire Officer of the North Wales Fire and Rescue Service be invited to attend a future meeting of the Finance and Resources Overview and Scrutiny Committee to present on their financial plans for 2024/2025.
The Scrutiny and Committee Services Officer presented Members with the individual Forward Work Programme (FWP) for the Finance and Resources Overview and Scrutiny Committee, together with the combined FWP. Members were advised of the following changes: · Due to the amount of reports coming through, the Chair and Vice Chair had reviewed the FWP and agreed that a special meeting of the Finance and Resources Overview and Scrutiny Committee be arranged for Wednesday, 30 August 2023 to consider the Capital Programme Quarter 1 Monitoring Report and the Business Planning Framework for 2024/2025. • In addition, the agenda for the meeting on 4 September 2023 had been revised to include the following reports: - Notice of Motion in relation to the 3G Pitch at Parc Eirias - Feedback from the Levelling Up Bids - Establishment of an Office Accommodation Project Board. • The following reports had been deferred to 2 October 2023 - Hybrid Working Policy - Welsh Promotion Strategy - End of Project Report for the Workwise Project. In considering the FWP, Members raised the following: - It was proposed that the Chief Fire Officer from the North Wales Fire and Rescue Service (NWFRS) be invited to attend a future meeting to present on their financial plans, so Members could understand the impact of their levy on the Council’s budget and Council Tax increase for 2024/2025. - In addition, to the above, it was suggested that their presentation also include the costs of the implementation of their treasury management system, which used to be provided by the Council and the amount of reserves held by the NWFRS. - Whilst the NWFRS was not a precepting body and therefore, the levy could not be listed as such on the Council Tax bill, the Strategic Director – Finance and Resources would look at how the information could be displayed on the bill. - It was also suggested that the NWFRS should be a precepting body and perhaps this should be raised with the Welsh Local Government Association (WLGA) if there was a consensus to do so. RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved, subject to the following: - That the Chief Fire Officer of the North Wales Fire and Rescue Service be invited to attend a future meeting of the Finance and Resources Overview and Scrutiny Committee to present on their financial plans for 2024/2025.
The Cabinet Member for Finance, Revenue and Benefits together with the Strategic Director – Finance and Resources presented Members with the Quarter 1 Monitoring Report for the Revenue Budget 2023/2024. The Strategic Director advised Members that there was already a significant budgetary pressure in the current financial year as a result of continued pay and price inflationary pressures, rising interest rates and other increasing demands on services. In scrutinising the report, the following was noted: • There was concern that there was an overspend so early in the financial year and both Members and Officers had to take responsibility for not making sufficient budget cuts/increasing charges enough in the 2023/2024 budget to contain the financial pressures. • The need to make further budget cuts and increase charges in 2024/2025. • Reference was made to local issues in Abergele that could be compounding the financial situation, which included the need to address the requirement for three primary schools, the future of the old school building and the sustainability of public conveniences in the area. • Members acknowledged that it was early enough in the financial year to contain the overspend, however, the Council had a responsibility to ensure decisions taken now to set a balanced budget, did not adversely affect future generations. • The impact on staff wellbeing of the recruitment drag and the pause on spend, which was fully acknowledged by the Strategic Leadership Team (SLT). • The Cabinet Member for Finance, Revenues and Benefits agreed to circulate to Members details of the pause on spend and the impact this would have on Services. • The Strategic Director was confident that with the implementation of the mitigations proposed to curb spend, then the Council would avoid a Section 114 notice in the current financial year. However, the budget setting process for 2024/2025 would be extremely challenging, therefore, it was vital that reserves were protected to provide some safeguards. • It was noted that SLT would discuss the type of instruction to be sent to Heads of Service and the types of activity that should be paused to avoid jeopardising any external funding. It was suggested that an explicit message be sent to ensure the message cascaded down to all staff. • Unspecified grant income had been included in the 2023/204 Revenue Budget to displace spend against legitimate grant activity, however at this stage the income had not been identified; the Strategic Director was still hopeful that income could be identified. • Further work was required to assess the overspend in relation to the home to school transport budget. • The impact of the Capital Programme on the Revenue Budget due to rising interest rates. • Whilst £576,000 had been put forward as a saving in the homelessness budget, the funding window in relation to the Transitional Accommodation Capital Programme (TACP), which would help with the purchasing of new properties and the developing of existing properties had only just opened, therefore, this had been highlighted as a possible pressure. However, Members were advised that a bid in excess of £2m had just been submitted to Welsh Government and the Authority was awaiting the outcome of the bid. • The need to protect the vulnerable and the importance of providing statutory services, rather than discretionary services. • The impact of the increase in Telecare costs on the most vulnerable in our society. • The Leader advised that recommendations in response to the Peer Review would be presented to the Finance and Resources Overview and Scrutiny Committee on 2 October 2023. • It was confirmed that the virement in respect of the Corporate Information and Customer Services budget from Law and Governance to Environment, Roads and Facilities related to the transfer of staff from one area to another. The Chief Executive advised that whilst the financial situation was extremely challenging for Conwy, all other Councils in Wales were facing a similar situation. A number of amendments were put forward as follows, but they were lost when voted upon: • That recommendation 2.3 be strengthened so that all but essential spend is stopped, subject to SLT’s discretion. • That the School Budget Model be adopted for all Services. • That the roles of the Finance and Business Managers be refocused in order to provide the necessary challenge in relation to budget savings and spend. • That there be a standing agenda item on the Finance and Resources Overview and Scrutiny Committee relating to budgetary/financial matters. • That each Cabinet Member provides a short report on how the pause on spend and recruitment drag will impact on their Services. • That when there were proposals to use grant funding (over £10,000), which was not yet secured, that a report be presented to democracy for approval to ensure the proposals align with the Council’s priorities. RECOMMENDED TO CABINET: (a) That the latest financial assessment of the estimated budgetary position for 2023/2024 be noted. (b) That an instruction is issued to services and budget holders to slow and pause expenditure in year to contain the shortfall in funding that the Council faces. (c) That the virements for the disaggregation of the recruitment drag budget and minor service realignments be approved.
The Cabinet Member for Finance, Revenues and Benefits together with the Strategic Director – Finance and Resources presented a report, which highlighted the level of both general and earmarked reserves of the Council as at 31 March 2023. In addition, the Council’s Reserves and Balances Policy had been updated in respect of the recommended level of reserves that should be held by the Council. In scrutinising the report, the following was noted: • Whilst the overall levels of reserves had increased over the past year, those that could be used to support the revenue budget had decreased. Due to the financial challenges facing the Authority, Members were being asked to review the individual reserves to determine whether the reasons they had been set aside were appropriate and whether individual service plans should be reprioritised or managed corporately. • The Strategic Director advised that a plan to achieve the recommended level of reserves of 5% would be set out in the revised Medium Term Financial Plan, which would be presented to democracy at a future meeting. It was likely that this would take a number of years. • The Strategic Director explained that the amendment to general balances was as a result of a correction to the treatment of VAT on hospitality related income where a temporary change to the rate of VAT introduced during the pandemic had not reverted back to the original rate in the debtors system. HMRC had been informed of the error and it was unlikely that a penalty would be incurred, as the Authority had submitted a self-declaration and paid the VAT accordingly. • The additional staffing costs for the collection of Council Tax premiums had not been built into the base budget and was being supported from reserves. • Reference was made to the high level of reserves held by some Services, when compared to their overall budget; it was suggested that perhaps reserves should be capped and any surplus be allocated corporately. It was noted that the high level of reserves held by the Economy and Place Service related to grant funding. • Reference was made to the reserves held in relation to home to school transport and whether there should be a cap on the use of reserves held by non-statutory services. It was noted that the Authority did have contractual obligations, which needed to be paid accordingly. Also that consultation needed to take place in relation to changes to the home to school transport policy, before changes in service provision could take place. • The Cabinet Member advised that selling appropriate Council assets could boost Council reserves. • The recommendation from the Peer Review to establish a Transformation Board. The following amendment was put forward, but lost when voted upon: • That all reserves, which were not specifically allocated to capital or linked to grants be held centrally and that a reserve be allocated to the establishment of a Transformation Board. RECOMMENDED TO CABINET: (a) That the updated Reserves and Balances Policy set out in Appendix 2 be approved. (b) That the recommendation within the Reserves and Balances Policy that the Council aims to hold general fund reserve balances at 5% of the net revenue budget be endorsed. (c) That £1.062m be released from service reserves and added to the pay pressures reserve. (d) That Cabinet provide a view on whether the level and purpose of individual earmarked service and corporate reserves are appropriate. (e) That Cabinet consider whether the plans for the use of certain service reserves are of priority, or whether the funds can be re-prioritised to support other activity, including service transformation. (f) That Cabinet consider whether to manage certain service risks corporately and therefore consolidate some earmarked service reserves into a corporate reserve. (g) Subject to any amendments, that Cabinet formally approve the earmarked reserves set out in Appendix 3.
Decision as recorded
RESOLVED- That the Public and Press be excluded from the meeting under the provisions of Section 100A of the above Act during consideration of the following items as it involves the likely disclosure of exempt information as defined in paragraph 14 of Part 4 of Schedule 12A to the Act and that in all the relevant circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
RESOLVED- That the Public and Press be excluded from the meeting under the provisions of Section 100A of the above Act during consideration of the following items as it involves the likely disclosure of exempt information as defined in paragraph 14 of Part 4 of Schedule 12A to the Act and that in all the relevant circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
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.
Declarations are read from the minutes once they are published.
Lists the council's current councillors only. Co-opted members, officers and former councillors aren't shown.