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 6 June, 2022 be approved and signed as a correct record, subject to the amendment above.
RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved.
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final revenue outturn position for 2021/2022. (b) That Cabinet note that the General Fund balance as at 31 March 2022 is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m. (c) That Cabinet review the reserves and balances in detail at a later meeting.
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final capital outturn position for 2021/2022, noting: (i) That previously approved schemes totalling £10.464m would be spent in 2022/2023, rather than 2021/2022 as had originally been expected. (ii) That previously approved schemes totalling £497,000 were spent in 2021/2022, rather than 2022/2023 as had originally been expected. (ii) The addition of schemes in 2021/2022 for which 100% grant funding was received of £10.274m. (iv) The addition of a scheme in 2021/2022, which had been funded from supported borrowing of £8,000. (v) The removal of schemes for which funding was no longer required of £1.642m. (b) That the total Capital Programme to be carried forward of £63.457m (Table 3 of the report) be approved.
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That the amendments made to the following four HR policies be approved. 1. Flexible Working Policy 2. Flexitime Policy 3. Permanent Homeworking Policy 4. Performance Improvement (Capability) Policy (b) That Cabinet note that as Conwy County Borough Council gains more lived-in experience of hybrid working, there may be a need to make minor amendments to the policies, and that delegated authority be given to the Head of Corporate Improvement and HR in consultation with the Cabinet Member for Democracy and Governance to make minor amendments that require implementation e.g. terminology issues, title descriptions and legal changes. (c) That changes to the Policy will not be introduced without prior consultation with Trade Unions recognised by the Council, and the agreement of the Head of Corporate Improvement and HR.
Apologies for absence were received from Councillor Chris Hughes, Iwan Davies (Chief Executive) and Jane Richardson – Strategic Director – Economy and Place.
None.
None.
Decision as recorded
RESOLVED- That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 6 June, 2022 be approved and signed as a correct record, subject to the amendment above.
The minutes of the Finance and Resources Overview and Scrutiny Committee held on 6 June, 2022 were submitted for approval. In relation to Minute 26 – Quarterly Update on Progress of the North Wales Growth Deal, Councillor Luckock stated that the minute failed to reflect the discussion concerning the North Wales Economic Ambition Board and consideration of paying for professional brokers to facilitate the leverage of private equity and venture capital. RESOLVED- That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 6 June, 2022 be approved and signed as a correct record, subject to the amendment above.
None.
Decision as recorded
RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved.
An update on the individual Forward Work Programme (FWP) for the Finance and Resources Overview and Scrutiny Committee, together with the combined FWP had been circulated to Members prior to the meeting. In response to a requested update report on the Clwyd West Levelling up Fund Bid, the Head of Law and Governance advised that in terms of capital matters in relation to the Bid, a report would be presented to full Council on 14 July, 2022 and that the detail of the Levelling Up Fund was soon to be presented to Cabinet, all of which would be available for Members to view. If Members wanted a specific report, it would need to be prioritised in accordance with the other items on the extensive FWP. RESOLVED- That the Forward Plan for the Finance and Resources Overview and Scrutiny Committee be approved.
The Strategic Director – Finance and Resources presented a report on the Discretionary Cost of Living Support Scheme. Background to the scheme and package of measures to help people with the cost of living crisis, which included the main scheme (£150 cost of living payment to eligible households) and the discretionary scheme to provide support for other purposes related to living costs was provided. The report outlined proposals on the design and delivery of a discretionary cost of living support scheme. It was noted that the main scheme had been administered in accordance with the terms and conditions set by Welsh Government. Appendix 2 of the report provided the Council’s potential response/ideas for the wider use of discretionary funding. Various categories of low income and/or vulnerable residents that were outside of the main scheme had been identified. It was therefore proposed that, in line with the main scheme, these categories receive direct financial support of £150. Table 1 outlined that this would utilise £333,000 of the available funding. Option 2 was the preferred option, as it distributed additional support to those residents on the lowest incomes, who were most adversely impacted by the cost of living crisis. In addition it provided funding for other activities that supported the wider community. Delegated authority was sought for the Strategic Director - Finance and Resources, in consultation with the Cabinet Member for Finance Revenues and Benefits, to vary the exact payments, if necessary, to ensure that the available funds were fully utilised. In considering the proposed options, discussion arose regarding the following: · In terms of Option 2, whilst sports and cultural events were a great asset, it was proposed and seconded that the £20,000 identified for the Young People Summer Food Scheme be allocated/distributed to food banks, in addition to the £52,500 already set out in option 2, as it would have a far wider reach to those in crisis. · Other options to redistribute the funding were considered. · The cultural and sporting events in the past had been well received in some communities and provided an excellent opportunity to engage with young people. · Accessibility of schemes – a high percentage of parents in deprived areas were unable to drive, or afford public transport, resulting in many young people/families not being able to access events. In response, utilising community transport and Town/Community Council funds to assist was highlighted. In addition, Members were informed that the Council was introducing feed and read schemes in all libraries across the County to assist with reaching all communities. · An upskilling approach was suggested, by means of directing funds and utilising school kitchens across the County to support families with skills in cooking and meal planning. · Rural communities were already being hit hard by the increase in fuel and other energy costs, therefore providing assistance and bringing events to rural communities e.g. utilising school kitchens to up-skill families was encouraged and one that Members hoped Cabinet Members would consider further. · The importance of capturing all vulnerable groups was highlighted. · The need to ensure the fair distribution of funding to food banks across the County. In addition, a mechanism to allow food banks to claim VAT back was also suggested. · It was acknowledged that the scheme was designed to target those in financial crises quickly. A scheme, which was not overly complicated and administratively cumbersome was supported. Option 2 was supported by the majority of the Committee, as it would support Conwy’s lowest income residents, who would be most impacted by the cost of living crises, it also offered other support to the wider community. RECOMMENDATION(S) FOR CABINET (a) That Cabinet approve Option 2 as a package of support for residents that utilises the available funds, subject to:- (i) the £20,000 identified for the Young People Summer Food Scheme being allocated to food banks, in addition to the £52,500 allocation. (ii) the need to distribute the food bank funding fairly across the County. (b) That Cabinet delegates authority to the Strategic Director Finance and Resources, in consultation with the Cabinet Member for Finance Revenues and Benefits, to vary the exact payments, if necessary, to ensure that the available funds are fully utilised.
Decision as recorded
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final revenue outturn position for 2021/2022. (b) That Cabinet note that the General Fund balance as at 31 March 2022 is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m. (c) That Cabinet review the reserves and balances in detail at a later meeting.
The Strategic Director - Finance and Resources presented a report on the Financial Outturn position for 2021/2022. Prior to providing an update on the Financial Outturn, the Strategic Director – Finance and Resources drew Members’ attention to an amendment to recommendation 2.3 within the Committee report as follows: That Cabinet note that the General Fund balance as at 31 March 2022 is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m. The report provided information to Members about the financial outturn position of the Council for 2021/2022 as represented within the draft Statement of Accounts. The report compared the year end actual position (outturn) with both the original budget estimate and the revised overall estimate, which had previously been approved by Members during the financial year. The Council had received significant grant support from Welsh Government (WG) during the year, some of which was received late in the year, and as a result the outturn position for 2021/2022 shown in Appendix 1of the report, which was more favourable than had been previously been reported. Available financial resources had been applied to reserves and balances as at 31 March, 2022 in order to assist with the considerable budgetary risks that would be faced during 2022/2023 and beyond. This would assist in building financial resilience. The overall level of reserves and balances included in the balance sheet as at 31 March, 2022 were identified in Appendix 2 of the report. Reserves and balances had increased by £15.024m as at 31 March, 2022, largely as a consequence of additional grant support for services and schools. A more detailed report on reserves and balances would be presented to democracy in due course. In scrutinising the report, the following was discussed: · Clarity was sought in terms of the Loss of the Welsh Government Hardship Grant Scheme. In response, the Strategic Director – Finance and Resources advised that, over the past 2 years WG had been supporting Local Authorities with additional expenditure costs and loss of income, as a result of the pandemic. However, the scheme had now ceased and, as a consequence, a reserve had been created to provide budgetary support, if necessary, in 2023/2024. In terms of post-covid pressures, if the reserve was not utilised in 2022/2023, then a decision could be taken to transfer the reserve into general balances. · In relation to Appendix 2 of the report (detail of balances and reserves), a request was made for additional detail to assist Members in fully understanding the financial pressures on reserves and challenges faced by schools going forward. In response, the Head of Education Services advised that work in relation to school balances and reserves were being considered as part of the School Budget Forum Sub-Group. The Group included a wide range of representation from primary and secondary schools, Council officers and Elected Members and it was the intention to use the findings to inform reports being presented to democracy. · The importance of receiving regular updates on inflationary issues and how such matters were impacting on the Authority day to day. In response, the Strategic Director - Finance and Resources advised that a detailed report would be presented to democracy in August, 2022. · A five year plan for reserves – Members were informed that the Medium Term Financial Strategy would include longer term detail and be presented to democracy later in the year. An update on reserves and balances would be presented to democracy in due course and would provide detailed analysis. · A Member of the Committee requested support for residential/care homes to assist with such pressures in relation to wages, recruitment and retaining staff. In response, Members were informed that any in-year pressures identified would be considered as part of the 2022-2023 budget. RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final revenue outturn position for 2021/2022. (b) That Cabinet note that the General Fund balance as at 31 March 2022 is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m. (c) That Cabinet review the reserves and balances in detail at a later meeting.
Decision as recorded
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final capital outturn position for 2021/2022, noting: (i) That previously approved schemes totalling £10.464m would be spent in 2022/2023, rather than 2021/2022 as had originally been expected. (ii) That previously approved schemes totalling £497,000 were spent in 2021/2022, rather than 2022/2023 as had originally been expected. (ii) The addition of schemes in 2021/2022 for which 100% grant funding was received of £10.274m. (iv) The addition of a scheme in 2021/2022, which had been funded from supported borrowing of £8,000. (v) The removal of schemes for which funding was no longer required of £1.642m. (b) That the total Capital Programme to be carried forward of £63.457m (Table 3 of the report) be approved.
The Head of Accountancy and Exchequer presented Members with the Capital Programme 2021/2022 - Outturn Position. This report provided information on the capital outturn position of the Council for 2021/2022, which would be reflected in the draft Statement of Accounts. In addition, the report compared the year end actual position for capital expenditure (capital outturn) with the revised overall estimate, which had been previously approved by Members during the financial year. The 2021/2022 Capital Programme was approved by Council on 4 March 2021. It was then subject to revisions during the year, to reflect both the carry forward of uncompleted capital schemes from the previous year 2020/2021 and other new schemes that arose during the year (predominantly grant funded). Cabinet approved the revisions on 14 September 2021, 23 November 2021 and 22 February 2022. The approved Programme 2021/2022 (as at 22 February 2022) set out a total Capital Programme of £96.930m, profiled between planned activity in 2021/2022 (£43.439m) and future years’ activity (£53.491m). The actual expenditure in year was £42.112m, which was £1.327m less than the revised Programme of £43.439m and that was expected to be spent in 2021/2022. However, since the revised Programme was approved, there had been further changes as a result of the re-profiling of some capital schemes (to reflect the expected timing of the expenditure), additional grant funding received and schemes, which were no longer required or the funding was no longer available (the reasons for the variations were detailed in Appendix 1 of the report). As a result of the variations in concluding the capital outturn position for 2021/2022, it was requested that £63.457m be carried forward to 2022/2023 (was £53.491m as at 22 February 2022), which would be added to the Capital Programme 2022/2023, which was approved by Council on 3 March 2022. The Cabinet Member for Finance, Revenue and Benefits indicated that the first set of consultation comments included within the report were in fact in reference to the Levelling Up Fund and not the Capital Programme 2021/2022 outturn positon. In scrutinising the report, Members made reference to the following: • A Member of the Committee made reference to increased construction costs impacting on capital schemes. One such example provided was a coastal defence/flood risk scheme in Penrhyn Bay. In response, the Head of Environment, Roads and Facilities (ERF) advised that there were many different components that contributed to the re-tendering of projects and that it was unlikely that the Penrhyn Bay scheme would be re-tendered. • The Head of Environment, Roads and Facilities (ERF) extended an invitation to Members to contact ERF direct should they wish to discuss specific schemes in further detail. • In addition, the Strategic Director – Finance and Resources advised Members that a review of the Capital Programme would be undertaken in due course. RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That Cabinet accept the report reflecting the final capital outturn position for 2021/2022, noting: (i) That previously approved schemes totalling £10.464m would be spent in 2022/2023, rather than 2021/2022 as had originally been expected. (ii) That previously approved schemes totalling £497,000 were spent in 2021/2022, rather than 2022/2023 as had originally been expected. (ii) The addition of schemes in 2021/2022 for which 100% grant funding was received of £10.274m. (iv) The addition of a scheme in 2021/2022, which had been funded from supported borrowing of £8,000. (v) The removal of schemes for which funding was no longer required of £1.642m. (b) That the total Capital Programme to be carried forward of £63.457m (Table 3 of the report) be approved.
Decision as recorded
RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That the amendments made to the following four HR policies be approved. 1. Flexible Working Policy 2. Flexitime Policy 3. Permanent Homeworking Policy 4. Performance Improvement (Capability) Policy (b) That Cabinet note that as Conwy County Borough Council gains more lived-in experience of hybrid working, there may be a need to make minor amendments to the policies, and that delegated authority be given to the Head of Corporate Improvement and HR in consultation with the Cabinet Member for Democracy and Governance to make minor amendments that require implementation e.g. terminology issues, title descriptions and legal changes. (c) That changes to the Policy will not be introduced without prior consultation with Trade Unions recognised by the Council, and the agreement of the Head of Corporate Improvement and HR.
As a result of the democratic approval of the Workwise 2020 Framework and to enable the successful implementation of hybrid working within Conwy County Borough Council (CCBC), the following four HR policies had been reviewed and consulted upon with Trade Unions and office based staff:- 1. Flexible Working Policy 2. Flexitime Policy 3. Permanent Homeworking Policy 4. Performance Improvement (Capability) Policy The HR Modernisation Officer advised that, when revising the four policies, the consultation feedback and evidence obtained since March 2020 had been considered, and the updated policies had been developed to equally reflect both staff and CCBC’s requirements. The revised Workwise 2020 would commence (Green Phase) on 4 July, 2022. This would remove Covid restrictions from offices, but retain some controls, which had become standard practice, for example, cleaning regimes, good hygiene and ventilation. In scrutinising the report, reference was made to the following: · A Member of the Committee, whilst supportive of the principle of flexible working, was unsatisfied with the proposed approach and highlighted the importance of being visible and available to customers/members of the public. In addition, more customer and financial assessment surrounding the proposed way of working was sought. In response, the Head of Corporate Improvement and HR advised that staff were now able to work in offices without booking. Fewer restrictions were now being placed on meeting room capacity, to enable more in-person meetings, which would result in further activity in the offices. In addition, Members were informed that there was a corporate risk around hybrid working, which was going to be monitored to ensure that such an approach did not have a detrimental impact on both staff and customers. The Head of Law and Governance advised that the report before Members was in relation to specific HR policies in regard to the Workwise Framework and not the matter of hybrid working in general. The Hybrid Working Framework was considered by the Committee in June. The Leader of the Council stated that it was a ‘balancing act’ and also had to take into account the Welsh Government 30% target for the Welsh workforce working remotely, the Council’s carbon footprint, returning to the office, the regeneration of Colwyn Bay and providing residents with face-to-face services. · In addition, the Chair noted the importance of supporting staff with caring responsibilities, who required time off to attend medical appointments. In response, it was noted that such an arrangement was already in place under the Special Leave Policy, and the revised Flexi Time Policy enabled staff much greater flexibility to manage work life balance. RESOLVED: That the Finance and Resources Overview and Scrutiny Committee note the contents of the report. RECOMMENDATION(S) FOR CABINET: (a) That the amendments made to the following four HR policies be approved. 1. Flexible Working Policy 2. Flexitime Policy 3. Permanent Homeworking Policy 4. Performance Improvement (Capability) Policy (b) That Cabinet note that as Conwy County Borough Council gains more lived-in experience of hybrid working, there may be a need to make minor amendments to the policies, and that delegated authority be given to the Head of Corporate Improvement and HR in consultation with the Cabinet Member for Democracy and Governance to make minor amendments that require implementation e.g. terminology issues, title descriptions and legal changes. (c) That changes to the Policy will not be introduced without prior consultation with Trade Unions recognised by the Council, and the agreement of the Head of Corporate Improvement and HR.
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.