Wrthi'n llwytho
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The Chair welcomed everyone to the meeting.
Cllr Tim Bowen – Item 4(b) – Personal, Non-Prejudicial
The minutes of the meetings held on 9 July 2026 and 21 July 2026 were approved as a true and accurate record.
Members considered the items from the Cabinet Forward Work Programme.
Members considered the report as circulated within the agenda pack. Members queried the reported vacancies and underspends within the Social Services Directorate and sought clarification on whether vacancies had been deliberately held or had arisen naturally during the financial year. Officers explained that the position reflected a combination of both planned vacancy management arrangements and naturally occurring vacancies. It was suggested that future reports distinguish between the two categories to provide greater transparency and assist Members in understanding the nature of the savings achieved. In relation to the overspend at Trem y Môr, Members sought clarification on whether the budget would be rebased to reflect the requirement to maintain minimum staffing levels. Officers advised that the Council operates a directorate-wide vacancy management target and that, although savings are allocated across service budgets, certain services require a full complement of staff and are therefore unable to contribute towards vacancy savings. Any shortfall is offset through additional savings achieved elsewhere within the directorate. Officers confirmed that the Social Services Directorate was exceeding its vacancy savings target overall and acknowledged that future reporting could more clearly demonstrate where such savings had been reallocated. Members welcomed the explanation and requested that future reports provide a clearer distinction between planned vacancy savings and unavoidable staffing requirements where vacancies cannot be managed. Members also referred to the review of the school funding formula relating to Additional Learning Needs (ALN) expenditure and sought an update on the impact of the revised arrangements introduced from 1 April. Officers advised that it remained too early in the financial year to fully assess the effectiveness of the revised formula. However, it was noted that the additional investment made into the budget was expected to have had a positive impact. Officers further reported that school reserve balances had ended the previous financial year in a significantly better position than had initially been forecast, although the situation remained an area requiring continued monitoring. Members noted that regular updates on ALN expenditure were being considered through Education Scrutiny arrangements. Members sought clarification regarding the reported overspend at the Princess Royal Theatre. Officers explained that, despite the closure of the theatre, the budget had not been reduced as the facility was expected to reopen in future years. While management had redeployed staff to support vacancies elsewhere within the service, the theatre had generated no income during the closure period. Officers confirmed that the overspend was therefore attributable to the loss of income from ticket sales and events. It was further noted that underspends achieved elsewhere within the service had been used to offset the financial impact, although these were below the reporting threshold and therefore not detailed within the report. Members noted the explanations provided by officers. Following scrutiny, the report was noted.
Members considered the report as circulated within the agenda pack. Members raised concerns regarding the reporting threshold for variances within the financial outturn report. It was noted that while the current reporting arrangements only provide commentary on variances exceeding £100,000, there may be instances where a smaller monetary variance represents a significant percentage of a relatively small budget and therefore warrants explanation. Members observed that the significance of a variance should be considered in the context of the overall budget value and suggested that future reporting arrangements take proportionality into account when determining whether commentary is required. Officers acknowledged the observation and advised that the £100,000 threshold reflects the definition of a significant variance within the Council’s constitutional framework. However, officers agreed that percentage variances could, in some cases, provide a more meaningful indication of financial performance than a fixed monetary threshold. Officers undertook to consider this matter as part of future report development. Members also referred to previous discussions regarding the monitoring of multi-year projects and highlighted that quarterly monitoring reports provide only a snapshot of progress at a particular point in time. Officers confirmed that work was ongoing to identify the most appropriate way of presenting cumulative financial and project delivery information to enable Members to better assess progress over the lifetime of projects. Members expressed support for the observations made, noting that a large number of variances below the £100,000 reporting threshold could collectively represent a substantial financial value and may merit additional explanation within future reports. Members noted the officers’ responses and the commitment to review future reporting arrangements to enhance transparency and understanding of financial performance. Following scrutiny, the report was noted.
Members considered the report as circulated within the agenda pack. Members sought clarification regarding the earmarked reserves schedule, specifically the £5 million identified as no longer being required for City Deal purposes. Officers explained that a provision had previously been established within the Treasury Management Reserve as a prudent measure to ensure that funding would be available should the Authority have been required to make additional contributions towards the wider City Deal programme. As the City Deal programme was now approaching completion and no such contribution was required, the funding set aside for that purpose was no longer needed. Officers further advised that the £5 million had therefore been repurposed and reallocated to support other approved reserve purposes within the Council’s earmarked reserve framework. Members were informed that this did not represent a saving generated during the year, but rather the release and redistribution of funding that had originally been set aside for a contingency which was no longer expected to arise. Following scrutiny, the report was noted.
Members considered the report as circulated within the agenda pack. Members questioned the reported overspend in car parking services and sought assurance that measures were being developed to address the ongoing budget pressures. Concern was expressed regarding the realism of the current income target, noting that previous discussions had highlighted the risk of pursuing income levels that may not be achievable. Members asked whether consideration was being given to reviewing charges, addressing maintenance backlogs, disposing of surplus assets, or rebasing the budget to reflect a more realistic level of expected income. Officers advised that a number of proposals were currently being explored to address the financial pressures within the car parking service. These included reviewing surplus parking provision, considering simpler charging arrangements, and assessing the wider purpose of car parking charges, including balancing income generation with support for economic development, town centres and visitor destinations. Officers indicated that a Task and Finish Group may be established through the relevant Scrutiny Committee to allow Members to contribute to the development of future parking policies and charging structures. It was also acknowledged that historic parking income targets had increased over time and that future considerations would need to include an assessment of what level of income was realistically achievable. Members also sought clarification regarding the ongoing procurement exercise relating to waste disposal contracts and whether this would provide greater certainty around future costs. Officers explained that procurement work was already underway and was expected to be completed within approximately twelve months. While significant savings were not anticipated, the exercise was expected to provide greater stability and predictability by securing longer-term arrangements for disposal costs, reducing the financial uncertainty caused by fluctuating market prices. Officers confirmed that they were seeking a contractual arrangement extending beyond two years to provide meaningful long-term budget certainty. Members referred to school deficit reserves and queried whether scrutiny Members could be provided with details of the recovery plans being developed with schools operating in a deficit position. Officers advised that education officers were working closely with affected schools to develop credible recovery plans and indicated that further information could be sought directly through the Education Directorate and the relevant scrutiny arrangements. Further discussion took place regarding waste management arrangements and whether the Authority accepted waste from neighbouring local authorities. Officers confirmed that waste from a neighbouring authority was currently processed through the Council’s transfer station under a long-standing contractual arrangement. Members were advised that this generated income for the Authority and was not contributing to the overspend reported within the waste service. However, officers noted that the neighbouring authority was reviewing its own waste service arrangements and that any future change could have financial implications for the Authority. Members raised concerns regarding the completion and handover of major capital projects, including facilities at Gnoll Country Park. Reference was made to a number of operational issues which had reportedly arisen following completion of the project, including concerns relating to building systems and equipment. Members stressed the importance of ensuring that defects are fully addressed before contractor liability periods expire. Officers confirmed that snagging issues were actively managed by officers and discussed with contractors to ensure the Authority received value for money and that facilities were fit for purpose. It was noted that works remain subject to contractual and warranty arrangements, with officers continuing to pursue outstanding issues where identified. Clarification was sought regarding the continuing financial pressures within Adult Services. Officers explained that significant demand pressures were being experienced across the sector, driven by increasing numbers of people living longer with more complex needs. Officers outlined that budgets were developed using trend analysis, legislative requirements and professional assessments but noted that some costs, particularly those relating to specialist placements and care packages, remained difficult to predict. Whilst acknowledging the projected overspend, officers advised that management actions were being undertaken to reduce the pressure during the course of the year. Members were informed that transformational programmes, particularly the development of additional in-house provision, remained central to the longer-term strategy for reducing dependence on external providers and achieving greater influence over future costs. Members also sought clarification regarding a savings proposal relating to Trading Standards legal fees. Officers explained that the proposal formed part of wider budget reduction requirements and involved reducing the legal services budget used to support court proceedings and enforcement activity. Whilst savings had been achieved, officers reported that the full saving target had not yet been realised and therefore remained subject to continued monitoring. A question was raised regarding projected planning fee income. Officers explained that income levels were largely dependent upon the timing and scale of planning applications submitted throughout the year and could not be accurately predicted on a quarterly basis. Whilst the first quarter position indicated that income targets had not yet been achieved, officers advised that a number of significant planning applications and planning performance agreements were anticipated later in the year, which were expected to improve the overall position. It was acknowledged that the current rating attached to the savings target may not accurately reflect the position at this stage of the financial year and officers confirmed that this would be reviewed for future monitoring reports. It was confirmed that any future consideration of a Task and Finish Group relating to car parking would be a matter for the relevant Scrutiny Committee to determine through its forward work programme. Following discussion, Members noted the report and the explanations provided by officers.
Members considered the report as circulated within the agenda pack. Members referred to the capital programme and sought clarification regarding the £2.46 million capital allocation that had become available following the receipt of additional grant funding. Members requested information on how the funding would be allocated, the process for developing proposals, and the anticipated timescales for bringing projects forward. It was also noted that a number of schemes previously identified through the Neighbourhood Improvement Programme had not progressed due to changes in funding arrangements, and Members queried whether these schemes would now be reconsidered. Officers advised that a report would be presented to Cabinet within the coming weeks proposing the allocation of approximately £500,000 of the available funding to supplement the Neighbourhood Improvement Programme. This would enable the delivery of schemes that had previously been identified but had not progressed under the original funding arrangements. Members were further advised that there were currently no specific proposals for the remaining £2 million allocation. Officers explained that further work was required to develop options and that this would be undertaken in consultation with Cabinet Members to determine priorities and establish an appropriate programme of investment. It was anticipated that proposals relating to the initial £500,000 allocation would be considered in the short term, with recommendations regarding the remaining balance being developed and brought forward over the following months. Following scrutiny, the report was noted.
Members considered the report as circulated within the agenda pack. There were no questions on this item. The report was noted.
Members considered the report as circulated within the agenda pack. There were no questions on this item. The recommendation, for immediate implementation, was supported to Cabinet.
Members considered the report as circulated within the agenda pack. One recommendation related to the review of the Council’s strategies, policies and plans. Clarification was sought clarification on the scale of the exercise, the criteria that would be applied, and the anticipated timescales for completion. Officers advised that a comprehensive review would be undertaken as part of the wider review of the Corporate Strategy during 2027/28. Whilst an exact figure was not currently available for the number of policies, plans and strategies in operation across the Council, the review would establish a framework to simplify and streamline the overall suite of documents. Members were informed that the intention was to create a clearer link between the Council’s strategic priorities and the supporting policies and plans that underpin service delivery. It was explained that the review would assess documents against a number of criteria, including alignment with the revised Corporate Strategy, statutory requirements, duplication or overlap with other documents, and opportunities to integrate related policies where appropriate. Officers emphasised that the objective was not simply to reduce the number of documents in existence, but to create a more coherent and effective strategic framework whilst maintaining compliance with all statutory obligations. Clarification was sought on the twelve actions identified within the Panel Performance Assessment Action Plan, particularly whether these represented the Council’s highest priorities and how progress would be monitored. Officers explained that the twelve actions should not be viewed as a standalone priority list. Rather, many reflected work already underway across the Authority which had been refined, accelerated or further developed as a result of the assessment process. Examples included the review of the Council’s values, the redesign of performance appraisal arrangements, the strengthening of outcome-focused performance measures, the development of an Employability and Skills Strategy, the Innovation and Continuous Improvement Programme, and preparations relating to senior leadership capacity. Members were advised that progress against the action plan would be monitored through the Council’s Corporate Governance Group, chaired by the Strategic Director – Strategy and Corporate Services. Lead officers had been assigned responsibility for individual actions and would provide regular progress updates. Where actions were delayed or not progressing as expected, officers confirmed that corrective measures would be considered, including revised approaches, the allocation of additional resources or amended delivery timescales where justified. Regarding the draft Involvement, Engagement & Consultation Strategy, Officers advised that the revised strategy would introduce performance measures for public participation activities, including monitoring the reach of engagement exercises, participation levels, demographic representation and participant satisfaction. Officers highlighted that building public trust and confidence in the Council remained a key objective and that wider measures, including resident survey results, social media sentiment and customer contact information, would be explored to help assess the effectiveness of engagement activity. Work would be undertaken to better demonstrate the impact of consultation and engagement on decision-making processes, enabling clearer evidence of how stakeholder feedback had influenced Council policies, strategies and services. Officers indicated that Members would have opportunities to contribute to the review of the revised Involvement, Engagement & Consultation Strategy. Following scrutiny, the recommendation was supported to Cabinet.
There were no items considered from the scrutiny committee forward work programme.
Members considered the performance monitoring items.
Members considered the report as circulated within the agenda pack. Members drew attention to the number of incidents recorded within the Education, Leisure and Lifelong Learning Directorate, particularly the figure relating to physical assaults by service users or pupils. Concern was expressed that, when viewed in isolation, the figure appeared significantly higher than other categories and could cause concern regarding safety within schools and educational settings. Members sought assurance that appropriate preventative measures and support arrangements were in place and questioned whether further work was being undertaken to reduce incidents and improve reporting. Officers acknowledged that the figures appeared high but advised that this reflected a long-established trend within education services, particularly in specialist educational settings where staff support children and young people with complex needs. Officers explained that the current terminology used within reporting may not always provide sufficient context and that work was underway to review the wording used in reports to ensure incidents are presented in a clearer and more balanced manner. Members noted that other categories of incidents, including accidents and sickness-related matters, also appeared proportionately higher within the Education Directorate. Officers advised that this was partly attributable to the size of the workforce, with the Directorate accounting for more than half of the Council’s employees. Members were informed that health and safety officers continued to work closely with schools and education services to analyse trends, identify risks and implement preventative measures. Officers highlighted ongoing work relating to staff training, including programmes focused on behaviour management, control and restraint procedures, and de-escalation techniques. Members were advised that, despite the number of reported incidents, the level of lost-time injuries remained relatively low, demonstrating both effective reporting arrangements and the commitment of staff in managing challenging situations. Members welcomed the explanation provided and reiterated the importance of continuing to review incident reporting arrangements and preventative measures to ensure that trends are properly understood and addressed. Members sought clarification regarding the category of incidents recorded as “Other” within the Environment and Regeneration Directorate and requested further information on the nature of these incidents. Concern was also raised regarding incidents involving threatening behaviour towards employees and the circumstances in which such incidents were occurring. Officers advised that detailed information regarding the specific incidents categorised as “Other” was not immediately available but would be reviewed. It was noted that the total number recorded within this category appeared relatively high and that work was already underway to assess whether recurring themes existed. Should common patterns be identified, consideration would be given to creating additional reporting categories to improve transparency and provide more meaningful analysis of accident causes. In relation to incidents involving threatening behaviour, officers explained that such matters are reported through established procedures and, where appropriate, individuals may be recorded within the Council’s staff alert system to ensure employees are aware of potential risks when undertaking their duties. Officers confirmed that the Authority takes such incidents seriously and continues to monitor reports in order to protect staff and inform future risk management arrangements. Members noted the explanations provided and welcomed the ongoing work to improve incident analysis, reporting and preventative measures across the Authority. Following scrutiny, the report was noted.
Members considered the report as circulated within the agenda pack. There were no questions on this item. The report was noted.
The Forward Work Programme was noted.
There were no urgent items.
Rhaid i gynghorwyr ddweud pan fydd ganddyn nhw gysylltiad personol â rhywbeth sy'n cael ei drafod, fel swydd, eiddo neu aelod o'r teulu. Mae buddiant sy'n rhagfarnu yn ddigon cryf i'r cynghorydd adael yr ystafell fel arfer a pheidio â chymryd rhan.
Caiff datganiadau eu darllen o'r cofnodion unwaith y byddan nhw wedi'u cyhoeddi.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.