Wrthi'n llwytho
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RESOLVED: That the minutes of the meeting of the Governance and Audit Committee held on 22 July 2024 be noted.
RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 12 August 2024 be noted.
RESOLVED: a) That the Asset Management Task and Finish Group be restarted. b) That the financial plan, business planning framework, capital spend and transformation plan be included within the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee. c) That, subject to the above additions, that the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
RESOLVED: That the North Wales Economic Ambition Board Annual Report 2023/2024 and quarterly update on progress of the North Wales Growth Deal be deferred to a future meeting.
RESOLVED: That a further Resilience Plan report be provided in 6 months’ time. RECOMMENDED TO CABINET a) That progress against the original Peer Review Action Plan be noted. b) That the new Resilience Plan be approved.
RESOLVED: a) That Councillor Gareth Jones be appointed as the representative from the Finance and Resources Overview and Scrutiny Committee to sit on the Mochdre Commerce Park Project Board. b) That, if he is not already on the Board, Councillor Stephen Price be appointed to the Board as the Local Ward Member.
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 involved the likely disclosure of exempt information as defined in paragraphs 14 and 16, 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.
Apologies for absence were received from Councillors Trystan Lewis, Bernice McLoughlin, Stephen Price and Mike Priestley.
Those Members who were also Town or Community Councillors declared a personal interest in agenda item 8 (Notice of Motion in relation to the proposed closure of public toilets), as they had been consulted on the proposals in their capacity as Town and Community Councillors. The Town and Community Councillors were as follows: Penny Andow, Cathy Augustine, Antony Bertola, Frank Bradfield, David Carr, Sam Cotton, Sharon Doleman, Goronwy Edwards, Louise Emery, Hannah Fleet, Sian Grady, Mandy Hawkins, Alan Hunter, Abdul Khan, Paul Luckock, Charlie McCoubrey Tom Montgomery, Jo Nuttall, Angie O’Grady, Elizabeth Roberts, Harry Saville, Geoff Stewart, Nigel Smith and Andrew Wood. As the interest was not considered prejudicial, the Councillors remained in the meeting whilst the item was discussed and voted upon.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the meeting of the Governance and Audit Committee held on 22 July 2024 be noted.
The minutes of the meeting of the Governance and Audit Committee held on 22 July 2024 were submitted. RESOLVED: That the minutes of the meeting of the Governance and Audit Committee held on 22 July 2024 be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 12 August 2024 be noted.
The minutes of the meeting of the Informal Meeting of the Overview and Scrutiny Committee Chairs and Vice-Chairs held on 12 August 2024 were submitted. RESOLVED: That the minutes of the meeting of the Informal Meeting of Overview and Scrutiny Committee Chairs and Vice-Chairs held on 12 August 2024 be noted.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That the Asset Management Task and Finish Group be restarted. b) That the financial plan, business planning framework, capital spend and transformation plan be included within the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee. c) That, subject to the above additions, that the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
Members were presented with the individual Forward Work Programme (FWP) for the Finance and Resources Overview and Scrutiny Committee, together with the combined FWP. The Chair advised that the Workforce Dashboard report had been deferred from today’s meeting in order to accommodate the Notice of Motion and would be presented in October, 2024. Members raised the following: • It was confirmed that the Asset Management Task and Finish Group would recommence. • It was also confirmed that the financial plan and business planning framework would be presented in due course. • A report on capital spend would be presented when appropriate. • In response to a request, it was confirmed that several projects were ongoing in respect of transformation and that an overarching report could be produced to inform members of progress. RESOLVED: a) That the Asset Management Task and Finish Group be restarted. b) That the financial plan, business planning framework, capital spend and transformation plan be included within the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee. c) That, subject to the above additions, that the Forward Work Programme for the Finance and Resources Overview and Scrutiny Committee be approved.
In line with the Overview and Scrutiny Public Engagement Protocol, a member of the public, Grace O’Moore, had requested to speak and made reference to the increase in tourism on the Great Orme, Llandudno, its landscape and ecology. In addition, reference was made to the lack of consultation with the public and local businesses. The Chair thanked Ms O’Moore for her attendance and acknowledged her concerns. Councillor Harry Saville presented the Notice of Motion which had been referred and noted by Council on 22 August 2024 (minute 216 refers) as follows: The statement made to Councillors by the Head of Service – Environment, Roads and Facilities to the Economy and Place Overview and Scrutiny Committee regarding the potential closure of public toilets on 22 November, 2023: “I think at the first step, any changes to any public convenience, Local Members should be part of that dialogue and discussion at a principle level” The resolution made by Cabinet on 28 November, 2023 when considering the Local Toilet Strategy: “That consultation be undertaken with Local Members with regards to public toilets within their own individual Wards” That the Council notified Councillors by writing of their decision to close or curtail the opening hours of a number of public toilets on 24 July, 2024 and announced the information publicly less that two house later. A report had been requested in order to explain: • The decision making process which led to the Council deciding to close public toilets without consultation or dialogue with local members, contrary to the Cabinet resolution made on 28 November 2023 and the statement made by the Head of Service for Environment, Roads and Facilities on 22 November 2023. • The Council’s grounds for disregarding the Cabinet resolution made on 28 November 2023 It had also been reported at Council that the decision to close public toilets would be paused until Members had the opportunity to consider the report at the Finance and Resources Scrutiny Committee. The Chief Executive presented a response to the Notice of Motion which provided an overview of the process used in respect of the proposed closure of public toilets,, which included consultation on the Local Toilet Strategy. Reference was made to the following: • The ongoing financial pressures faced by the Council. • Other Local Authorities were closing public conveniences because of financial pressures. • An acknowledgement that local Members should have been given more time to consider the proposals and that the timescale had been shortened due to two pre-election periods. • Consultations and extensive discussions had taken place with Conwy County Borough Council Members and Town and Community Councils. • Mitigations would be put in place and Members were encouraged to engage with officers on solutions. • Officers were always willing to hold discussions with Members. • It was not financially viable to keep all public conveniences open. Members discussed the following: • It was confirmed that referring the Notice of Motion to the Finance and Resources Overview and Scrutiny Committee was in accordance with the Council’s Constitution and, in fact, what was requested in the Notice of Motion. • In response to concerns that a list of proposed closures was only provided to Members in July 2024, the Head of Environment, Roads and Facilities advised that the list was a live document and that financial details had to be calculated. • It was suggested that the use of CCTV could be reduced in order to save money as those vandalising public conveniences were rarely identified and prosecuted. • In response to concerns that there had been a breach in the Member/Officer relations protocol, the Monitoring Officer advised that this related to individual relationships and that there was a clear process in place for raising these types of concerns. • The Chief Executive acknowledged that whilst Members should have been given more time to consider proposals, officers were available to discuss concerns and answer questions at any time. Discussions had taken place previously and Town and Community Councils and local businesses had also been consulted. • The impact that the lack of public conveniences could have on the mental and physical health of the public. • The Leader reminded Members that proposed toilet closures had not been disputed as part of budget proposals. - Alternative provisions, such as toilets within public buildings were being pursued. - Closures were only being proposed due to budget constraints. - It was suggested that Budget Working Group meeting times be staggered in order to accommodate Members who had jobs or caring responsibilities. • Concern that some towns did not have public buildings and therefore no alternative toilets could be accessed. • It was confirmed that future use for closed public conveniences were being considered and suggestions were welcomed. • It was suggested that joint working with stakeholders, such as Town and Community Councils and Welsh Government, should take place in order to keep public conveniences open. • It was confirmed that public conveniences located on Conwy Quay would close due to the refurbishment of the Civic Hall and that discussions were taking place with planning officers in respect of a replacement modular unit on a temporary basis. • A suggestion that a reduction in other, non-essential services be considered as opposed to reducing front line services. • Towyn and Kinmel Bay attracted a large amount of visitors and had an elderly population but did not have any public conveniences. • Members would need to support an additional council tax increase if some public conveniences were not closed. • It was suggested that, as many Town and Community Councils did not meet during August, they had not been able to discuss proposals regarding public conveniences and that they should be afforded the opportunity to do so. • The Head of Economy and Culture would meet with Local Members to discuss concerns raised that the public could no longer utilise public conveniences at Porth Eirias, • It was suggested that a tourism tax be considered to help pay for provisions, such as public conveniences. • That Town and Community Councils be encouraged to consider sponsoring public conveniences. - An example was provided whereby Dolwyddelan Town Council had sponsored public conveniences and were now making a profit. - Community and Voluntary Support Conwy (CVSC) had advised that short term funding was available to assist Town and Community Councils. • A suggestion that parking charges be increased, especially on Llandudno promenade and that charging for overnight campervan parking be introduced in order to protect public conveniences. • It was requested that data be shared in respect of the age profile of those utilising public conveniences and whether they were tourists or local residents. RECOMMENDED TO CABINET: That toilet closures be suspended until statistics are provided on the use of toilets and that a meaningful consultation has been carried out with County Councillors and Town and Community Councils. Note: Those Members who were also Town or Community Councillors declared a personal interest in the above item as they had been consulted on the proposals in their capacity as Town and Community Councillors. The Town and Community Councillors were as follows: Penny Andow, Cathy Augustine, Antony Bertola, Frank Bradfield, David Carr, Sam Cotton, Sharon Doleman, Goronwy Edwards, Louise Emery, Hannah Fleet, Sian Grady, Mandy Hawkins, Alan Hunter, Abdul Khan, Paul Luckock, Charlie McCoubrey Tom Montgomery, Jo Nuttall, Angie O’Grady, Elizabeth Roberts, Harry Saville, Geoff Stewart, Nigel Smith and Andrew Wood. As the interest was not considered prejudicial, the Councillors remained in the meeting whilst the item was discussed and voted upon.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the North Wales Economic Ambition Board Annual Report 2023/2024 and quarterly update on progress of the North Wales Growth Deal be deferred to a future meeting.
RESOLVED: That the North Wales Economic Ambition Board Annual Report 2023/2024 and quarterly update on progress of the North Wales Growth Deal be deferred to a future meeting.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That a further Resilience Plan report be provided in 6 months’ time. RECOMMENDED TO CABINET a) That progress against the original Peer Review Action Plan be noted. b) That the new Resilience Plan be approved.
The Leader, as the portfolio holder for Finance and Finance Strategy, introduced the Resilience Plan and the Strategic Director – Finance and Resources highlighted key points from within the report. An overview was provided on progress made on the Peer Review Action Plan and the new Resilience Plan. The Chief Executive advised that the Chartered Institute of Public Finance and Accountancy (CIPFA) would be invited to provide a presentation to Members on the consequences of a Section 114 Notice. In scrutinising the report, Members discussed the following: • The introduction of the financial management system was welcomed. - Orders over £1k would automatically be referred to a panel for approval. - The second phase of the system would include modules on budgeting, forecasting and contracts. • It was suggested that those with responsibility for budgets should be managed by Corporate Finance so that adequate challenge could be provided. • The Strategic Director – Finance and Resources would ensure that all recommendations from Audit Wales reports were being addressed. • It was confirmed that the Procurement Board was made up of officers and was led by the Head of Audit and Procurement. Approval of spend would also include the Chief Executive, the Strategic Director for Finance and Resources and the Strategic Director for Social Care and Education. • The issue of unfilled school places was being considered and work was taking place to analyse data in respect of the funding formula for schools. • Consideration would be given to receiving CIPFA input in respect of Education. • It was acknowledged that partnership working could be increased and could be noted within the action plan. • It was confirmed that work was taking place to consider how professional functions such as HR, IT and customer service are organised, as well as the use of technology to improve processes. • Consideration was being given to the most effective structure for Budget Working Groups. RESOLVED: That a further Resilience Plan report be provided in 6 months’ time. RECOMMENDED TO CABINET a) That progress against the original Peer Review Action Plan be noted. b) That the new Resilience Plan be approved.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That Councillor Gareth Jones be appointed as the representative from the Finance and Resources Overview and Scrutiny Committee to sit on the Mochdre Commerce Park Project Board. b) That, if he is not already on the Board, Councillor Stephen Price be appointed to the Board as the Local Ward Member.
Nominations were sought for a representative from the Finance and Resources Overview and Scrutiny Committee to sit on the Mochdre Commerce Park Project Board. RESOLVED: a) That Councillor Gareth Jones be appointed as the representative from the Finance and Resources Overview and Scrutiny Committee to sit on the Mochdre Commerce Park Project Board. b) That, if he is not already on the Board, Councillor Stephen Price be appointed to the Board as the Local Ward Member.
Y penderfyniad fel y'i cofnodwyd
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 involved the likely disclosure of exempt information as defined in paragraphs 14 and 16, 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 involved the likely disclosure of exempt information as defined in paragraphs 14 and 16, 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.
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