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RESOLVED: That the minutes of the meeting of the Conwy Opportunities Board held on 10 November 2022 be noted.
RESOLVED: That the forward work programme for the Finance and Resources Overview and Scrutiny Committee be approved.
RESOLVED: a) That information in respect of Universal Credit Jobs and Income within the County of Conwy be included within the Members Brief on a 6 monthly basis to include the latest unemployment rate in Wales and Conwy County Borough compared to the previous year. b) That the Universal Credit Jobs and Income within the County of Conwy report be noted.
Apologies for absence were received from Councillors Anne McCaffrey, Nia Owen and Kay Redhead. Thanks and well wishes were extended to Mike Halstead, Head of Audit and Procurement Services who was retiring and Jane Richardson, Strategic Director – Economy and Place who was leaving the Authority.
None.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the meeting of the Conwy Opportunities Board held on 10 November 2022 be noted.
The minutes of the Conwy Opportunities Board held on 10 November 2022 were submitted. RESOLVED: That the minutes of the meeting of the Conwy Opportunities Board held on 10 November 2022 be noted.
Councillor Harry Saville asked the Cabinet Member for Democracy and Governance the following question: What steps are Conwy County Borough Council taking to promote the use of Fairtrade produce within the Council’s procurement policies, specifically across public facing services such as Economy and Culture? The Cabinet Member for Democracy and Governance provided the following response: • In 2004, Conwy County Borough Council (CCBC) resolved that: a) The Council commits itself to promoting and supporting ethical trading wherever possible. b) The Council endorses the Fairtrade Foundation’s efforts to promote the supply and marketing of Fairtrade products. c) Ethically traded products be served at meetings of the Council and in its offices and canteens whenever practical. • In 2004, the Corporate Procurement and Contracts Officer was the contact in respect of Fairtrade produce and attended Fairtrade Coalition meetings. • CCBC created a web page for the Fairtrade group, however this was removed when the website was reviewed. • CCBC was committed to rigorous quality standards and robust procedures to ensure that all commissioning and procurement was managed and conducted appropriately in compliance with all regulatory requirements. • The Council’s Ethical Procurement Policy (2019) set out expectations regarding ethical standards which included taking action to eradicate unlawful and unethical employment practices and supporting the development of more ethical supply chains. • CCBC was working towards adopting commitments detailed in the Welsh Government (WG) Code of Practice – Ethical Employment in the Supply Chain. • In line with the UK Government’s new procurement regulations, which were due to be published in 2023, the Council was currently reviewing the Corporate Procurement Strategy. • A revised CCBC Procurement Strategy was due to be presented to democracy early in 2023. Through its procurement procedures, the Council would encourage all staff to consider and take appropriate action regarding economic, social and environmental impacts of all goods, services and works purchased. • Guidance would also be developed to embed sustainable procurement criteria into relevant tendering exercises in accordance with the WG toolkit. • External networks would be developed to ensure best practice and contract terms and conditions would be revised. • Policy advice was awaited from WG in respect of matters raised by Amnesty. • Changes were also being implemented to procurement processes in support of the implementation of the Social Partnership and Public Procurement (Wales) Bill and the fair work policies of Councils; some of which went further than the requirements of the Act, such as, supporting Living Wage employment. The following update was provided in respect of suppliers used and sold within front facing services: Y Review – Venue Cymru · Coffee beans and loose leaf tea were supplied by Zealots who were an artisan coffee and tea supplier based in Mold. · Tea provided by Zealots was sourced and accredited to the tea alliance and the coffee beans came from Sumatra Acech Gayo Highland. · The Ketiera Group was a women–led co-operative who ensured fair and equal working conditions with men and women. · Coffee beans were Organic and Fairtrade certified, the packaging provided for both coffee beans and loose leaf tea included the Welsh Red Dragon logo with “crafted in wales” written underneath. · Zealots were an artisan producer who bought their product ethically at source and then roasted and flavoured the beans and teas to the customer’s needs. Conference and Banqueting · The current supplier for tea used was “Welsh Brew” and coffee was currently supplied by Matthew Algie who were Fairtrade certified and part of the Rain Forest Alliance · Coffee beans were ground and packaged in Glasgow and transported to Venue Cymru. However, as this had an impact on the Council’s Carbon foot print, the service would be utilising Zealots as the supplier from January, 2023.
Y penderfyniad fel y'i cofnodwyd
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 changes were highlighted: · The Welsh Promotion Strategy report had been deferred from 9 January, 2023 to 6 March, 2023 as census data was awaited which was required to be included within the strategy. · The annual report on the Work Welsh initiative was scheduled for 3 April 2023, and the annual report on the Welsh Language Standards was scheduled for June 2023. · The Disposal of Ysgol Nant y Coed had been deferred from the provisional date of 23 January, 2023 as further discussions were required in relation to options for the site. · A report in respect of the Dinerth Road Procurement Route had been deferred following meetings with Welsh Government, as further consideration was required in respect of the options being considered by the Programme Board, which had a material impact on the report that was to be presented. - The Leader and Deputy Leader had requested that a briefing note be sent to all Members to provide further information. The Cabinet Member for Democracy and Governance advised that the Corporate Procurement Strategy, which was due to be presented on the 6 February, 2023 would be deferred due to a delay in the publication of the UK regulations. RESOLVED: That the forward work programme for the Finance and Resources Overview and Scrutiny Committee be approved.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: a) That information in respect of Universal Credit Jobs and Income within the County of Conwy be included within the Members Brief on a 6 monthly basis to include the latest unemployment rate in Wales and Conwy County Borough compared to the previous year. b) That the Universal Credit Jobs and Income within the County of Conwy report be noted.
The Cabinet Member for Finance, Revenue and Benefits presented a report on Universal Credit, Jobs and Income within the County of Conwy. At its meeting on 7 March 2022, the Finance and Resources Overview and Scrutiny Committee had requested that a report be presented on a six monthly basis. It was suggested that, in future, the Benefits Manager Assessments/Customer Services would provide information, twice annually which could be included within the Members Brief. Members discussed the following: • The importance of providing a report to Members so that the situation in respect of Universal Credit, jobs and income in respect of Conwy residents was fully understood. • The £20 reduction in Universal Credit had impacted upon Conwy residents and had resulted in less spend within the local economy. • It was suggested that figures in respect of Universal Credit be included within annual statistics produced by Conwy County Borough Council (CCBC). • The total economic impact on Conwy County in respect of changes to Universal Credit, work allowance and the taper rate was requested. - In response, the Benefits Manager Assessments/Customer Services advised that information requested from the Department for Work and Pensions (DWP) had not been received. - The impact of changes to the work allowance was difficult to monitor. • It was noted that the Council did not have control in respect of Universal Credit but did have control over the level of Council Tax charged to residents. - In response, the Cabinet Member for Finance, Revenue and Benefits confirmed that assistance was provided to the most vulnerable residents and that 11,000 homes within Conwy County received a discount on their Council Tax. It was proposed and seconded that information be provided twice annually within the Members Brief. Following a vote it was: RESOLVED: a) That information in respect of Universal Credit Jobs and Income within the County of Conwy be included within the Members Brief on a 6 monthly basis to include the latest unemployment rate in Wales and Conwy County Borough compared to the previous year. b) That the Universal Credit Jobs and Income within the County of Conwy report be noted.
The Cabinet Member for Finance, Revenue and Benefits introduced the Medium Term Financial Plan 2023/2024 – 2025/2026. The plan set out the Council’s anticipated budget requirement for the next two financial years and planned how to manage the resource requirement within the funds available. Thanks was extended to Members and Officers who had attended the recent Budget Working Groups. The Strategic Director – Finance and Resources highlighted the following points: · The plan covered a two year period, rather than three to five years due to the current significant financial and economic uncertainty. · Due to the impact of the Covid-19 pandemic, the Ukraine war and other global factors, the UK had experienced spiralling pay and price inflation. · This had led to significant unforeseen financial pressure and the potential of the 2022/2023 revenue budget being significantly overspent (£10m as forecast in November 2022). · The key pressures faced by Conwy County Borough Council (CCBC) over the next two years included: - Non-Teaching pay increase - Teachers Pay Award and Teachers Employer Contribution rates. - Energy and other inflationary pressures - Care Sector pressures – commitment to pay the Real Living Wage - Care Sector pressures - Care fees - Looked after Children - Homelessness - Capital financing and interest costs - Demography and other data changes used in the Standard Spending Assessment (SSA) - Council Tax Reduction Scheme • Table 3 (within Appendix 1 of the report) set out the estimated budget shortfall for 2023/2024 (£36,902m) and 2024/2025 (£22,199m). • If the increases in Aggregate External Finance (AEF) and Council Tax were insufficient to meet the financial demand, the Council would be faced with the need to make budget reductions or use its one off reserves and balances to fund any remaining resource shortfall. · CCBC historically had a low Council tax base, which it had sought to bring up to the Welsh average. - In 2022/2023, Conwy’s Band D Council Tax was £1,438.15 compared to the Welsh average of £1,433. · In calculating the SSA, Welsh Government (WG) assumed a Council Tax level of £1,453. · Any uplift in Council Tax would assist with the necessary service reduction/budget cuts. - A 1% Council Tax increase would raise £620,000 (net of the increase in the Council Tax Reduction Scheme). · Table 5 (within Appendix 1 of the report) set out CCBC’s budget reductions over the last 10 years which equated to £70,368m. · As at 1 April, 2022, CCBC held the lowest level of reserves and general balances across Wales. · In the professional judgement of the Strategic Director – Finance and Resources, the Council should not use reserves to balance the budget. - In the period of the next Medium Term Financial Plan, consideration must be taken to rebuilding reserves in the budget. · Work would begin on setting the 2024/2025 budget from April 2023 in order to put the Council on a firmer financial and operational footing into the medium term. · The following strategic areas would be reviewed to assess how to use limited resources more effectively: - Looked after Children provision. - Care delivery model for Adult Services. - Housing. · Income. Consideration would also be given to changing ways of working, to include: - The footprint of Council buildings. - Review of schools model. - Discretionary services delivery model. In scrutinising the report, Members discussed the following: · It was queried as to why figures in respect of the impact of budget cuts on Home to School Transport for 2019-2022 had not been included within the report. - In response, the Strategic Director – Finance and Resources advised that the service had not made cuts during those years. · The low level of reserves held by CCBC was acknowledged. · It was suggested that areas such as building closures and amalgamation of schools be progressed immediately. · Concern was raised in respect of the continued progression of the Sustainable Communities for Learning Programme. · Assurance was sought in respect of ensuring that market value was obtained for any Council buildings that were sold. - In response, the Chief Executive advised that there was a strategic responsibility to obtain best value and that a market assessment was carried out. - Several factors impacted the market value such as the level of repairs needed and whether the building was listed. - In respect of Bodlondeb, it was suggested that public consultation would be required in respect of the future of the building. - The Cabinet Member for Finance, Revenue and Benefits advised that a meeting would take place in December, 2022 with Local Members. · Concern was raised that the additional £1.2bn that would be provided to the WG over the next 2 years was below inflation and would not address the shortfall within Local Government. - In response, the Strategic Director – Finance and Resources advised that the £1.2bn would be split over two years (£660m in year one and £550m in year two). - There was a possibility that additional funding may become available. · It was queried whether the Council’s maintenance backlog had been included within the plan. - In response, the Strategic Director – Finance and Resources advised that the backlog had not been explicitly addressed within the forecast. - Budgets were in place that addressed the backlog. · It was queried whether any outstanding income owed to the Council was considered within the forecast. - In response, the Strategic Director – Finance and Resources advised that the forecast assumed that outstanding debts would be collected. - It was noted that the outstanding payment from Betsi Cadwaladr University Health Board (BCUHB) had been paid. · Reference was made to income that had not been realised by CCBC due to setting Council Tax that was below the rate expected by WG. · It was suggested that discussions should take place with the Police, Health Service and Fire Authority in respect of shared facilities as they were also facing financial difficulties. · In respect of Looked after Children, it was suggested that collaborative working be considered. - The Cabinet Member for Children, Families confirmed that partnership working was taking place through the Safeguarding Regional Partnership Board and via the tripartite agreement in respect of the Bwthyn Y Ddol Regional Children’s Assessment Centre. · In respect of pension fund contributions, it was queried as to when a valuation was last carried out by actuaries and whether CCBC’s contributions could be reduced. - In response the Strategic Director – Finance and Resources confirmed that a valuation had been carried out three years ago. - CCBC had not seen a big reduction in contributions due to the Council’s funding position. - The Strategic Director would query the position in respect of recent financial changes, however changes were not likely. · Concern was raised in respect of the use of Bed and Breakfast’s (B&B) as temporary accommodation. - In response, the Cabinet Member for Housing and Regulatory advised that B&B’s were utilised due to an increase in demand. - Several options were being explored in order to reduce the use of B&B’s including working with Registered Social Landlords. - The length of time spent in a B&B varied on a case by case basis. - It was queried as to whether any consideration had been given to relooking at Council mergers. The Leader advised that all possible solutions were being explored, however a merger may not be appropriate due to the difficult financial landscape. - Further clarity was required in respect of the purpose and remit of Corporate Joint Committees. - The UK Shared Prosperity Fund would be delivered at a regional level. - The Chief Executive suggested that areas for joint working should be identified as opposed to a merger, which would be a lengthy and costly process. · Assurance was sought that the affordability of the Capital Programme would be reviewed. - In response, the Strategic Director – Finance and Resources confirmed that the Budget Working Group would review the Capital Programme early in 2023. - New Capital business cases would be considered alongside existing business cases were money had not yet been spent. · Clarity was sought in respect of earmarked reserves. - In response, the Strategic Director – Finance and Resources advised that she was required to grant approval for the use of reserves under £100k. - The use of reserves over £100k required approval by Cabinet or Council. Following the debate, the following amendment to the recommendation (which was seconded) was put forward. · That all reserves that were not contractually committed or unavoidably earmarked be transferred to general reserves and monitored by the Strategic Director – Finance and Efficiencies. Following the vote, the amendment to the proposal was lost and it was RECOMMENDEDTO CABINET: That the financial outlook be noted and that the need for strategic action to ensure the Council is on a secure financial footing in the future be recognised.
The Cabinet Member for Culture and Leisure presented Members with the Digital Strategy 2022-2027 and Cyber Resilience Strategy 2022-2027. The strategies had been developed to support the actions and objectives of the Council’s Corporate Plan 2022-2027. The following points were highlighted: Digital Strategy 2022-2027 · The Digital Strategy outlined how Conwy County Borough Council (CCBC) would maximise the use of technology to realise its vision to develop Conwy as a progressive County creating opportunity. · The four key priorities as outlined in this strategy were as follows: - Digital Workforce. - Digital Services. - Digital Connectivity. - Digital Economy. Cyber Resilience Strategy 2022-2027 · The Cyber Resilience Strategy set out CCBC’s approach to protecting information systems and the data they held to ensure services were secure. · It was vital that citizens, businesses, visitors and stakeholders could safely transact and interact with CCBC. - This included achieving a balance of embracing digital opportunities, including making information more widely available and accessible, whilst ensuring that the right levels of protection were in place. · Cyber-attacks would continue to evolve, and work would continue to stay ahead of all threats. · Given the growing reliance on IT, CCBC would ensure processes were in place to help minimise impact on services in the event of a successful attack or significant disruption to the IT infrastructure and systems. · It was a collective responsibility for all areas of the Council to remain alert and vigilant to the risks of possible cyber-attack and disruption. In scrutinising the report, Members discussed the following: • It was queried whether a retainer was paid to a private company in respect of possible cyber-attack recovery. - In response, the IT Infrastructure and Solutions Manager advised that in the event of a cyber-attack, CCBC was required to notify WG and the UK Government who may provide assistance. - A Regional Group was also in place to provide assistance in the event of a cyber-attack. - The cost of cyber-security insurance had increased significantly. - The Strategic Director – Finance and Resources advised that the funds set aside for an insurance premium would be placed into reserves for possible recovery costs. · Concern was raised in relation to difficulties with contacting customer support services. - In response, the IT Infrastructure and Solutions Manager advised that chat services, telephony and Microsoft Teams were provided by IT. - IT would work with services to identify any training needs. - Consolidating contact centres had been considered, however this was complicated due to specialist knowledge and the use of different management systems. · Concern was expressed in relation to footfall monitoring and clarification was sought in respect of how the data was used. - In response, the IT Infrastructure and Solutions Manager advised that via the CCBC free Wi-Fi, footfall monitoring could be activated. - Mostyn Street, Llandudno footfall monitoring was part of a Welsh Government (WG) project. - Tracking only picked up a phone’s unique identifier in order to monitor movement and did not collect any personal data. - The tracking of movement assisted businesses in respect of opening times. - Local Members were consulted in respect of free Wi-Fi on Mostyn Street but not in respect of footfall monitoring. - There were currently no plans to expand to other areas. - Footfall monitoring was used in respect of applying for funding. - It was confirmed that footfall monitoring in Colwyn Bay utilised a different system which tracked movement by using a sensor. - It was suggested that a report on how footfall monitoring was used be provided to the Member Development and Information Forum or the Member Bulletin. Following the debate, the following amendment to the recommendation (which was seconded) was put forward. · That footfall monitoring be ceased unless there were specific contractual reasons to continue. Following the vote, the amendment to the proposal was lost and it was RECOMMENDED TO CABINET: That the Digital Strategy and the Cyber Resilience Strategy be adopted.
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