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 7 September 2026 be approved and signed as a correct record.
RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 7 September 2026 be noted.
RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee, together with the combined Forward Work Programme be approved.
RESOLVED: That the Programme and Significant Project Summary Dashboard be noted. Note: Councillor Emily Owen declared a personal interest in the above agenda item as she engages with a homeless charity as part of her consultancy work and is also a Clwyd Alyn Board Member. As the interest was not considered prejudicial, Councillor Owen was able to speak and vote on the matter Councillor Charlie McCoubrey declared a personal interest in the above agenda item as he is a Cartrefi Conwy Board Member. As the interest was not considered prejudicial, Councillor McCboubrey was able to speak and vote on the matter.
The Committee welcomed Councillor Paul Luckock as a returning member of the Committee and Amy Guo as the newly appointed Head of Finance and Deputy Section 151 Officer. Apologies for absence were received from Councillors Frank Bradfield, Gareth Jones Nia Owen, Andrew Wood and the Youth Council representative.
Councillor Emily Owen declared a personal interest in agenda item 9a (Programme and Significant Project Summary Dashboard) as she engages with a homeless charity as part of her consultancy work and she is also a Clwyd Alyn Board Member. As the interest was not considered prejudicial, Councillor Owen was able to speak and vote on the matter Councillor Charlie McCoubrey declared a personal interest in agenda item 9a (Programme and Significant Project Summary Dashboard) as he is a Cartrefi Conwy Board Member. As the interest was not considered prejudicial, Councillor McCboubrey was able to speak and vote on the matter.
None.
Decision as recorded
RESOLVED: That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 7 September 2026 be approved and signed as a correct record.
The minutes of the Finance and Resources Overview and Scrutiny Committee held on 7 September 2026 were submitted for approval. RESOLVED: That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 7 September 2026 be approved and signed as a correct record.
Decision as recorded
RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 7 September 2026 be noted.
The minutes of the Informal Meeting of the Overview and Scrutiny Committee Chairs and Vice-Chairs meeting held on 7 September 2026 were submitted. RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 7 September 2026 be noted.
None.
Decision as recorded
RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee, together with the combined Forward Work Programme be approved.
The Scrutiny Lead 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 that the Health and Safety Annual Report for 2025/2026 would be presented to the Committee in November 2026. It was confirmed that modelling for the Waste Transfer Station Project was underway and the Cabinet Member for Environment, Roads and Infrastructure agreed to seek a date for the FWP. RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee, together with the combined Forward Work Programme be approved.
The Head of Democratic Services presented the Annual Overview and Scrutiny Report for 2025/2026. In scrutinising the report, Members noted the following: • Arrangements were being made for an informal briefing for Members to consider the effectiveness and efficiency of the Resilience Programme. • An informal meeting to discuss the Panel Performance Assessment feedback/action plan would also be arranged in due course. • Scrutiny Topic Selection Forms were assessed and prioritised individually at the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs against an agreed set of criteria. The resulting scores determined whether topics were accepted onto the Forward Work Programme (FWP). The process aimed to ensure that scrutiny added value and provided effective challenge. • Although Scrutiny Committees met annually to consider items for their FWPs, some Members suggested that greater input from individual Overview and Scrutiny Committees was required. It was proposed and seconded that: The scrutiny topic selection process, including its impact on the effectiveness of scrutiny and ownership of the Forward Work Programme, be reviewed. RECOMMENDED TO COUNCIL: a) That the scrutiny topic selection process, including its impact on the effectiveness of scrutiny and ownership of the Forward Work Programme, be reviewed. b) That the Annual Overview and Scrutiny Report for 2025/2026 be approved.
Decision as recorded
RESOLVED: That the Programme and Significant Project Summary Dashboard be noted. Note: Councillor Emily Owen declared a personal interest in the above agenda item as she engages with a homeless charity as part of her consultancy work and is also a Clwyd Alyn Board Member. As the interest was not considered prejudicial, Councillor Owen was able to speak and vote on the matter Councillor Charlie McCoubrey declared a personal interest in the above agenda item as he is a Cartrefi Conwy Board Member. As the interest was not considered prejudicial, Councillor McCboubrey was able to speak and vote on the matter.
The Corporate Modernisation Manager presented the Programme and Significant Project Summary Dashboard. In scrutinising the report, Members noted the following: • It was confirmed that there was no link between the progress of capital projects and borrowing. Once a scheme had been approved within the Capital Programme, responsibility for its progression rested with officers. • It was noted that an ambition had been set to deliver 20,000 social homes; however, no grant allocation had yet been confirmed. Additional funding had been made available for the current year, but delivery would need to be planned on an annual basis due to uncertainty regarding future grant allocations. • It was confirmed that the Replacement Local Development Plan (RLDP) would be presented to the Economy and Place Overview and Scrutiny Committee in November followed by Cabinet and Council. Disappointment was expressed that it had not been brought forward sooner and adoption was not anticipated until autumn 2027. • Two bids had been received for the Conwy Civic Hall. Further information had been requested and an update would be provided once in receipt of the information.. Some internal and external improvements had been undertaken. • Implementation of corporate timesheets had commenced within the Leisure Service in 2018, but had been delayed due to Covid. The timesheet module was now available and being tested on iTrent, with all services scheduled to transfer to the system by Summer 2027. • In terms of the Resilience Programme, Members acknowledged that financial considerations were integral to all decisions and discussions, and benefits could include releasing capacity and strengthening resilience rather than solely achieving cashable savings. • It was confirmed that at the beginning of the Housing and Homelessness programme, 90 children had been accommodated in bed and breakfast accommodation. Its use had since reduced by one third, with five children remaining at the end of Quarter 2, all of whom had move-on plans. The average stay was 12 days, while all other emergency accommodation for children was self-contained. At the end of Quarter 2, 12 families, including 19 children, were living in caravans. - An invitation was extended to all Members to attend the October Member Development and Information Forum (MDIF) where the focus would be housing. • It was confirmed that project tolerances were set by the Project Board. A delay of up to six months could be permitted before being flagged, with greater tolerances applied to larger projects or programmes. • Members requested that additional information be included within the Programme and Significant Project Summary Dashboard in future. RESOLVED: That the Programme and Significant Project Summary Dashboard be noted. Note: Councillor Emily Owen declared a personal interest in the above agenda item as she engages with a homeless charity as part of her consultancy work and is also a Clwyd Alyn Board Member. As the interest was not considered prejudicial, Councillor Owen was able to speak and vote on the matter Councillor Charlie McCoubrey declared a personal interest in the above agenda item as he is a Cartrefi Conwy Board Member. As the interest was not considered prejudicial, Councillor McCboubrey was able to speak and vote on the matter.
The Cabinet Member for Education introduced the Generative AI (GenAI) and Large Language Model (LLM) Policy (Adoption of Version 2.0) and the Head of Innovation and Transformation provided Members with the detail. In scrutinising the report, Members discussed the following: • The inclusion of regular policy reviews, recognising the rapidly evolving nature of artificial intelligence (AI) was welcomed. • It was confirmed that quick-reference guides and examples would be provided to clarify the criteria for activities that were not permitted. • It was noted that the Council’s AI policy was already in place and that some Local Authorities had requested a copy as a template for best practice. • It was emphasised that the risks associated with AI required careful management and that staff would be supported throughout its implementation. • Members welcomed the proposed tiers and principles, including Trade Union involvement. • It was confirmed that environmental sustainability was addressed within the policy and that the proposed use of AI would not involve extensive data processing or image generation. • Highly sensitive information held within the Mosaic system would not be permitted for use in large language models and the Authority would be responsible for ensuring compliance. • Training would cover Copilot, AI assistants and Claude, with more in-depth training provided for managers. An in-house course would also be developed and made available to Members. • 100 staff had access to the paid tier of Copilot. The benefits and functionality would be monitored, with a longer-term review undertaken to determine whether a wider rollout was required. • The initial measurable benefits of AI included increased capacity through reduced time spent on tasks. Financial savings were more difficult to quantify, as AI was not intended to replace staff. However, it would enable officers to manage reactive workloads more efficiently and identify wider opportunities for savings. • Members welcomed greater clarity and consistency within the policy and a quick-reference guide, particularly regarding the distinction between tiers 3 and 4 and the associated authorisation requirements. It was emphasised that tier 4 information must not be used with AI under any circumstances. - It was confirmed that some tier 3 information could be used with approval; however, HR records and personal data capable of identifying an individual would be classified as tier 4 and could not be used. - A redaction tool was being developed to assist with subject access requests. · The Welsh Language Champion suggested that there should be clear written criteria confirming that AI should not be used for Welsh-language translation. - In response, Members were advised that translation services already used technology to support their work and guidance on the use of AI would be provided. - Technology was being explored across all services, including translation. AI could increase capacity; however, robust processes, testing and quality assurance would be required. - It was confirmed that appropriate consultation, including Welsh-language input, would be undertaken regarding the use of the systems. - Welsh-language standards varied between Local Authorities, and it was suggested that national standards should be established by the Welsh Government to support the effective use of AI, increase capacity and achieve financial savings. RECOMMENDED TO CABINET: a) That the Generative AI (GenAI) and Large Language Model (LLM) Policy version 2.0, be approved as the Council’s corporate governance framework for the use of Artificial Intelligence. b) That the three-tier Artificial Intelligence governance model (Microsoft 365 Copilot, Conwy Artificial Intelligence Helpers, and external frontier Large Language Models (LLMs) such as Claude) and the four-tier data classification framework that underpins it be noted. c) That the development of generic and service-specific guidance under the policy, be brought forward separately. d) That authority be delegated to the Head of Innovation and Transformation, in consultation with the Information Governance Service, to make minor or technical amendments to the Policy between scheduled reviews, with any substantive changes reported to Cabinet.
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.