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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 8 April 2024 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 8 April 2024 be noted.
RESOLVED: That the minutes of the Conwy Opportunities Board held on 15 April 2024 be noted.
RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
RESOLVED: a) That the update on the outcomes and outputs of the projects under the UK Government Shared Prosperity Fund (UKSPF) be noted. b) That a six monthly outcomes and outputs progress report be presented to the Finance and Resources Scrutiny Committee to review progress against the UK Shared Prosperity Fund (UKSPF) programme in Conwy.
Apologies for absence were received from Councillors Sharon Doleman and Anne McCaffrey.
Councillors Chris Cater and Gareth Jones declared a personal interest in Agenda Item 7 (Question to the Leader from Councillor Cheryl Carlisle) as they are Local Authority appointed school governors for Ysgol y Creuddyn. As the item was not considered prejudicial, Councillors Cater and Jones remained in the meeting whilst the item was discussed. Whilst not declared at this point in the meeting, Councillor Mandy Hawkins declared an interest in Agenda Item 9c (Corporate Grievance Policy Revision), as her husband is a trade union representative. As the interest was prejudicial, Councillor Hawkins left the meeting whilst this matter was discussed and voted upon.
None.
Decision as recorded
RESOLVED: That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 8 April 2024 be approved and signed as a correct record.
The minutes of the Finance and Resources Overview and Scrutiny Committee held on 8 April 2024 were submitted for approval. RESOLVED: That the minutes of the meeting of the Finance and Resources Overview and Scrutiny Committee held on 8 April 2024 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 8 April 2024 be noted.
The minutes of the informal meeting of the Overview and Scrutiny Committee Chairs and Vice-Chairs meeting held on 8 April 2024 were submitted. RESOLVED: That the minutes of the informal meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 8 April 2024 be noted.
Decision as recorded
RESOLVED: That the minutes of the Conwy Opportunities Board held on 15 April 2024 be noted.
The minutes of the Conwy Opportunities Board held on 15 April 2024 were submitted. In relation to the decision that there was no longer a requirement for an overview of allocated grant funding to be presented to the Board, Members were informed that the overview was an historic item which mainly related to European funding. Whilst updates would no longer be provided to the Board, funding would continue to be monitored and updates provided to scrutiny as and when required; it was noted that such a report (Update on the Shared Prosperity Fund) was being considered by the committee later on the agenda. RESOLVED: That the minutes of the Conwy Opportunities Board held on 15 April 2024 be noted.
Councillor Cheryl Carlisle asked the Leader, as the portfolio holder for Finance and Finance Strategy, the following question: ‘Can you please explain what scrutiny, democratic and constitutional approval processes were given and complied with to arrive at the decision to remove £540,823.45 from the Capital Repair and Maintenance Grant and use it to plug the funding shortfall in order to commission and build a new Welsh Immersion Unit at Ysgol Y Creuddyn, and how were Head Teachers, schools, Governors and Members consulted and informed? What governance was there around the Cabinet approval and virement of a spend in excess of £500,000 (£540,823.45) and whether that should have come to Council for approval?’ The Leader provided the following response: The financial regulations requirement for decisions on capital spend to be taken by Council over 500k by both long standing custom and practice related to where the funding was from, such as debt, capital receipts or reserves. The spend on the Welsh language unit was from grant funding and therefore there was no impact on Council resources. Grant funded capital schemes were routinely added to the Capital Programme and the amendments were reflected and approved as part of the net changes in the quarterly monitoring reports. The grant awarding body was Welsh Government who provided approval on 30 March 2024 to vire the money to support the construction of the Welsh language unit. An allocated repairs and maintenance grant pot had been built up over the last four years, due to project tenders being less than anticipated, unused contingency fees and the reallocation of some works to other grant streams, such as additional learning needs funding, ventilation and asbestos works. The surplus was approved by Welsh Government to be reallocated. The money had not previously been allocated to any other scheme so there would be no change in terms of delivery. In line with the protocol, Councillor Carlisle asked a supplementary question as follows: ‘What governance and scrutiny has this been through and what is the value of outstanding repairs and maintenance works in Conwy Schools?’ In response, the Leader advised that grant funding was sought for a particular purpose and then spent in line with the grant application process. Permission was sought from Welsh Government to use the surplus towards the construction of the Welsh language centre at Ysgol y Creuddyn. A written response would be provided in respect of the value of outstanding repairs and maintenance within Conwy Schools. Note: Councillors Chris Cater and Gareth Jones declared a personal interest in the above item as they are Local Authority appointed school governors for Ysgol y Creuddyn. As the item was not considered prejudicial, Councillors Cater and Jones remained in the meeting whilst the item was discussed.
Decision as recorded
RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
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. The following points were highlighted: · The Strategic Director (Finance and Resources) was looking at revisions to the business planning framework for 2025/2026. Once finalised, budgetary reports would be scheduled accordingly. • Work was taking place with the Chartered Institute for Public Finance and Accountancy (CIPFA), which would inform the development of the Asset Management Plan (AMP). This may result in a review of the terms of reference for the Task and Finish Group. - The AMP would be considered by the Task and Finish Group prior to being presented to the Finance and Resources Overview and Scrutiny Committee in August/September 2024. • A meeting of the Affordable Housing/Council Tax Premium Working Group would be arranged for August 2024. The following was discussed: • It was advised that an update on the Mochdre Commerce Park could not be provided at this time due to ongoing commercially sensitive issues. - The Chief Executive would consider whether an interim update could be provided to Members. RESOLVED: That the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
The Cabinet Member for Audit, Policy and Performance introduced a report on the People and Performance Programme and the Head of People and Performance highlighted key points from within the report. In scrutinising the report, Members discussed the following: • The benefits of the Corporate Recruitment Programme that Conwy was an inclusive organisation and remains an employer of choice would hopefully be reflected in the annual employment monitoring report, which would be presented to the Finance and Resources Overview and Scrutiny Committee later in the year. • Workshops had been held with community groups as part of the Inclusive Conwy strategy and as a result, language used within the recruitment process would be amended to ensure accessibility for all. RECOMMENDED TO CABINET: That the People and Performance Programme end of programme report be approved.
In the absence of the Cabinet Member for Culture, Governance and IT, the Leader introduced the Communications Strategy for 2024/2026 and the Section Head: Corporate Communications and Marketing highlighted key points from within the report. In scrutinising the report, Members discussed the following: • The report was welcomed, as it was felt that improvements in communication with the public were required. • The Section Head: Corporate Communications and Marketing advised that work was taking place with town and community councils in respect of improving communication with those who were digitally excluded. Involvement from County Councillors was welcomed. • Budgetary constraints had reduced the amount of information shared via outlets such as newspapers and leaflets. • It was felt that better engagement was required with Local Members regarding issues affecting their wards. • A communication strategy group was in place. • It was confirmed that whilst press and social media articles were reviewed on a daily basis by senior officers and Cabinet, it was difficult to monitor all social media activity. • There had been a number of campaigns, both nationally and regionally in respect of registering to vote and the need for voter identification prior to the recent Police and Crime Commissioner election. Further campaigns would take place prior to the general election. • Reference was made to positive changes to the Council’s website, which included access to British sign language (BSL). • It was suggested that comments made by Cabinet Members should be reflective of the views of the Council as a whole. • In response to concerns that councillors did not always receive a timely response to their queries from officers, the Chief Executive suggested that contact be made with relevant heads of service and advised that an Officer/Member Protocol was in place. An up to date contact list would be circulated. • It was suggested that communication regarding the Replacement Local Development Plan (RLDP) could be improved and that funding should be provided from the Welsh Government for this purpose. • In response to a suggestion that funds should be directed towards frontline services as opposed to a Communications Strategy, the Leader advised that communication with the public was essential. • It was confirmed that details of how to view Council meetings were shared via social media. RECOMMENDED TO CABINET: That the Communications Strategy 2024-2026 be approved.
The Cabinet Member for Audit, Policy and Performance introduced a report on revisions to the Corporate Grievance Policy and the Principal HR Business Partner highlighted key points from within the report. In scrutinising the report, Members discussed the following: • In respect of the proposal to remove the Elected Member and Trade Union representative from the Stage 2 Grievance Panel, Members were advised that whilst union representatives had mixed views in respect of proposed changes to the policy, the changes to the membership of the Panel were consistent with other policies and panels, particularly the Disciplinary Policy. • It was clarified that the staff member could still have a trade union representative to accompany them to the hearing; if a staff member was not a member of a trade union they could have a colleague to accompany them. • Concerns that if a staff member was not a union member, the proposed changes would result in there being no union representative at the grievance hearing. • The Principal HR business partner advised that trade unions were seeking to increase membership and that discussions at grievance panels were more productive when a union representative was present. • Every effort was made to resolve a grievance at an early stage. Some officers were trained in mediation which was often successful. • Proposed changes were in line with other North Wales Authorities. • Whilst it was suggested that having an Elected Member on the panel may be daunting, it was also felt that a panel made up of senior management could be intimidating. An Elected Member on the panel could result in a more balanced and impartial view. • The main aim of the policy was to support members of staff and to resolve grievances at the earliest possible stage. • In respect of impartiality, it was advised that Panel members had no prior involvement in a case and did not work for the service concerned. The following proposals were made: • That it be recommended to Cabinet that approval of the Corporate Grievance Policy be deferred in order that trade union representatives can attend a meeting of the Finance and Resources Overview and Scrutiny Committee to provide their views on proposed changes to the policy. • That Elected Members and Trade Union representatives be reinstated as part of stage 2 Grievance Appeal Panels. • That any reference within the Grievance Policy to occupational health advice be amended from ‘consistently say’ to ‘advised’. Following a vote it was: RECOMMENDED TO CABINET: a) That Elected Members and Trade Union representatives be reinstated as part of stage 2 Grievance Appeal Panels. b) That any reference within the Grievance Policy to occupational health advice be amended from ‘consistently say’ to ‘advised’. c) That subject to the above amendments, the proposed revisions to the Corporate Grievance Policy be approved. Note: Councillor Mandy Hawkins declared an interest in the above item as her husband is a trade union representative. As the interest was considered prejudicial, Councillor Hawkins left the meeting whilst this matter was discussed.
Decision as recorded
RESOLVED: a) That the update on the outcomes and outputs of the projects under the UK Government Shared Prosperity Fund (UKSPF) be noted. b) That a six monthly outcomes and outputs progress report be presented to the Finance and Resources Scrutiny Committee to review progress against the UK Shared Prosperity Fund (UKSPF) programme in Conwy.
The Cabinet Member for a Sustainable Economy introduced an update on the outcomes and outputs of the projects under the UK Government Shared Prosperity Fund (UKSPF) and the Funding Development and Governance Manager highlighted key points from within the report. In scrutinising the report, Members discussed the following: • The excellent work undertaken by officers in respect of funding applications was acknowledged. • It was confirmed that a process was in place to assist community groups with processing payments to contractors in a timely manner. • The improvement in business productivity would be monitored via the Economic Growth Strategy. Whilst monitoring against gross value added (GVA) was not currently carried out, this could be considered. • Project level evaluations would be carried out, however, due to the short timescales for project delivery, benefits would not be seen for some time. • It was confirmed that all applicants, including those who had not been successful in receiving funding, had been provided with feedback. • In response to concerns raised regarding the impact of funding on some job roles, it was advised that employees were aware of their temporary contracts. - It was unknown whether any alternative funding would be available after March 2025. - Corporate finance held details of posts which were fully or part funded by the UKSPF. - Redeployment opportunities may be available for some staff. • It was confirmed that all projects had undergone verification checks to ensure value for money and that future audits would be carried out. • All parts of the County should benefit from UKSPF funding. RESOLVED: a) That the update on the outcomes and outputs of the projects under the UK Government Shared Prosperity Fund (UKSPF) be noted. b) That a six monthly outcomes and outputs progress report be presented to the Finance and Resources Scrutiny Committee to review progress against the UK Shared Prosperity Fund (UKSPF) programme in Conwy.
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.
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