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RESOLVED That Councillor Mark Carter be appointed as Chair for the meeting.
RESOLVED That the report be noted.
RESOLVED a) That the correspondence be noted b) That the correspondence be forwarded to the relevant Officers for them to respond. The public correspondence relating to Agenda Item 8 - Waste and Recycling Centres Review was taken as part of the item.
RESOLVED That the Forward Work Programme be approved subject to the following additions: a) HomeBuy Pembrokeshire Pay Policy Statement 2025 – 2026
RESOLVED That Option 4 (Reduction in opening days and change to opening hours to meet anticipated demand at all WRC across Pembrokeshire) be supported and recommended to Cabinet for their decision on the 2 December 2024. [Councillors Bethan Price, Andrew Edwards and Jordan Ryan left the meeting at this juncture at 12:10] [The Meeting adjourned at 12:10 and reconvened at 12:21]
RESOLVED That Option 1 (1.74% plus up to £2 per individual rent that is currently below Standard Rent) be supported and recommended to Cabinet on the 2 December 2024 before Council decision on the 12 December 2024.
RESOLVED a) That the report be noted. That an update on the Action Plan be received in 12 months’ time.
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RESOLVED That Councillor Mark Carter be appointed as Chair for the meeting.
Councillor Huw Murphy Moved that Councillor Mark Carter be duly elected; Seconded by Councillor Alan Dennison. The vote, undertaken by way of a show of hands, was carried. RESOLVED That Councillor Mark Carter be appointed as Chair for the meeting.
There were no non-committee members wishing to speak.
The following declarations of interest were made in respect of Agenda Item No. 9 – Housing Rent Setting and Service Charges Policy 2025-2026: Councillor Mark Carter declared a personal interest by virtue of the fact that he was a private landlord. Councillor Andrew Edwards declared a personal and prejudicial interest by virtue of the fact that he had had discussions with officers regarding housing rents.
Councillor Alan Dennison Moved that the Minutes of the Meeting held on 17 September 2024 be approved as a correct record; Seconded by Councillor Mauren Bowen. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of the Meeting held on 17 September 2024 be approved as a correct record. Councillor Mark Carter Moved that the Minutes of the Extraordinary Meeting held on 2 October 2024 be approved as a correct record; Seconded by Councillor Andrew Edwards. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Minutes of the Extraordinary Meeting held on 2 October 2024 be approved as a correct record.
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RESOLVED That the report be noted.
The Chair introduced the report and stated that the purpose was to note actions arising from the last meeting. The Recommendation was Moved by Councillor Mike James; Seconded by Councillor Alan Dennison. The votes, undertaken by way of a show of hands, were carried. RESOLVED That the report be noted.
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RESOLVED a) That the correspondence be noted b) That the correspondence be forwarded to the relevant Officers for them to respond. The public correspondence relating to Agenda Item 8 - Waste and Recycling Centres Review was taken as part of the item.
The Democratic Services and Scrutiny Officer read a submission regarding the Second Home Council Tax Review and the restriction around putting money collected from second home council tax into the housing development pot. In response, the Finance Manager noted that the legislation referred to in the submission was Part Two of the Housing Act 1985 but the restrictions regarding second home council tax going into the HRA were implemented in 2017 following a Ministerial Directive. The Council was aware of the restriction last year, but they had contacted Welsh Government about changing the legislation. In response to a question from Councillor Claire George regarding historical money going into the HRA, the Finance Manager clarified that in the future, they could use the balance of the second home premium. Councillor George noted that it would be good for Members to understand the implications relating to HRA funding in the future. When the Ministerial Directive is withdrawn, the Finance Manager said that Council’s should have the ability to put any reserves from second home premiums into the HRA. The Head of Democratic Services suggested that the Committee note the submission and that officers respond to the questions raised in the public submission. A Motion was Moved by Councillor Mark Carter to the effect – a) That the correspondence be noted b) That the correspondence be forwarded to the relevant Officers for them to respond. Seconded by Councillor Alan Dennison The vote, undertaken by way of a roll-call, was carried. RESOLVED a) That the correspondence be noted b) That the correspondence be forwarded to the relevant Officers for them to respond. The public correspondence relating to Agenda Item 8 - Waste and Recycling Centres Review was taken as part of the item.
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RESOLVED That the Forward Work Programme be approved subject to the following additions: a) HomeBuy Pembrokeshire Pay Policy Statement 2025 – 2026
The Committee considered the Forward Work Programme. The Democratic Services and Scrutiny Officer noted that ‘HomeBuy Pembrokeshire’ and the ‘Pay Policy Statement 2025 – 2026’ needed to be added to the work programme. The Recommendation was Moved by Councillor Bethan Price; Seconded by Councillor Maureen Bowen. The votes, undertaken by way of a show of hands, were carried. RESOLVED That the Forward Work Programme be approved subject to the following additions: a) HomeBuy Pembrokeshire Pay Policy Statement 2025 – 2026
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RESOLVED That Option 4 (Reduction in opening days and change to opening hours to meet anticipated demand at all WRC across Pembrokeshire) be supported and recommended to Cabinet for their decision on the 2 December 2024. [Councillors Bethan Price, Andrew Edwards and Jordan Ryan left the meeting at this juncture at 12:10] [The Meeting adjourned at 12:10 and reconvened at 12:21]
The Committee considered a report by the Head of Infrastructure and Environment on the Waste and Recycling Centres Review. The Chair welcomed Councillor Rhys Sinnett, the relevant Cabinet Member with responsibility for Resident Services, the Chief Officer for Environmental Services and the Head of Environment and Infrastructure to the meeting who outlined the key points of the report, highlighted the financial difficulties the Council was facing, and welcomed questions from Members. The Committee debated the contents of the report, and the key points were highlighted as follows: With regards to enhanced recycling, Councillor Dennison queried what the plan was to achieve this in the future. In response, Councillor Sinnett confirmed that it was planned for small electric goods to be collected kerbside as well as plastic film in the future. To add to this, the Chief Officer for Environmental Services Clarified that Welsh Government passed a legislation which stated that local authorities must provide a collection solution by 2027 to collect plastic film. A processing facility was planned to be built in Wales to manage this. It was clarified that ‘Option 3’ in the paper would be a reduction of open hours at certain waste and recycling centres (WRC), in addition to closing St David’s WRC. This would save £110,000. In response to a question from Councillor Dennison regarding St David’s WRC’s opening times, the Chief Officer for Environmental Services confirmed that it was open three days a week between April to September and two days in October to March. Regarding ‘Option 4’ in the paper, Councillor Dennison questioned why the open day reductions were planned for the summer months instead of winter. In response, the Chief Officer for Environmental Services said that this proposal was based off booking statistics and public requests for WRCs to be open all year round. With regards to WRC developments, Councillor George queried whether there was a time-scaled plan for this. It was confirmed that there was not and the Winsel site will be developed if Welsh Government agreed to fund it; they were looking at financing reuse sites. Councillor Viv Stoddart questioned what progress had been done with the Eco Park. In response, Councillor Sinnett said that it was initially designed to be all purpose, but it was the Council’s storage facility for county kerbside, residual and recyclate waste. The WRC was to be an add on to use for public use and the refuse lorries would drop waste off at the Eco Park. To add to this, the Chief Officer for Environmental Services stated that the Eco Park was set up to support waste collections for the future so there would be less reliance on contractors. Until the Eco Park was built, the Council operated out of Pembroke Port; now the fleet was based at the Park and recycling collections would start from the site in the imminent future. She continued that this would generate and income for the Council as it would be able to separate its own waste. Regarding the Winsel site, the Chief Officer for Environmental Services said that this will be moved five miles away to a more accessible site to align with NRW and Welsh Government requirements. She concluded that Winsel was the most used site with the largest catchment area. Due to its catchment area, Councillor Dennison queried what savings would be met reducing Winsel’s open days and what pressure this could put on other services. In response, the Chief Officer for Environmental Services said that in 2023/24, 44,000 out of 62,000 booking slots were taken up and there would be a saving of £22,000 annually if it was shut an additional day a week. The Chair welcomed, Mr Simon Mann to the meeting and invited him to read out the statement from St David’s City Council. Mr Simon Mann read out a statement on behalf of St David’s City Council who opposed the closure of the site and highlighted the impact it would have on the RNLI and Coastguard; the distances residents would travel to new sites and the possible increase in fly tipping. Regarding the works required at St David’s WRC, Councillor Carter queried how was the financial figure determined for the costs with this and what was the deadline for these works to be undertaken. In response, the Chief Officer for Environmental Services clarified that the works that needed to be done were determined after two independent assessments by WRAP (waste recycling action programme; they determine the works that need to be done in line with NRW compliance. NRW compliance includes fire prevention and mitigation plans. The other elements of the works were a result of an independent engineer attending site and reviewing the facility and the works which are required at the site. She continued that some site elements had reached their lifespan, including the residual compactor shed which would cost £120,000 to replace. It was recommended that the shed be replaced asap. The Chief Officer for Environmental Services concluded that if NRW visited the site before the works were able to be carried out, they could close the site. Councillor Carter questioned what community engagement was done regarding the site. He suggested that a community partnership could apply for loans for site works to be carried out. With regards to community engagement, the Chief Officer for Environmental Services confirmed that they were reviewing work that could be done with this, and they had been in discussions with a local environmental community group. If an extra income was attempted from a WRC, this would cost money to set up and would not be cost neutral. She noted that higher quality items went to Pembrokeshire charities but lower quality. Lower quality items on site were being reviewed in conjunction with Welsh Government to see if this was something the Council could expand at sites. A centralised facility was planned which would feed larger items to smaller outlets. Councillor Carter highlighted that his residents emphasised the importance of St David’s WRC to them. He noted that Options 1, 2 and 3 were unsuitable as it would put a county-wide issue on one WRC site and saving needed to be made. Regarding the works that needed to be carried out at St David’s WRC, Councillor Bethan Price queried what the time frame for works was. In response, the Chief Officer for Environmental Services stated that there was no time frame yet as they wanted to minimise the impact on residents. They needed to determine whether to close it for works to carry out or reduce open hours. Councillor Price stated that discussions were had with this with the Eco-Dewi group but she nor Councillor Carter were involved in the group. A Motion was Moved by Councillor Mark Carter to the effect – That Option 4 (Reduction in opening days and change to opening hours to meet anticipated demand at all WRC across Pembrokeshire) be supported and recommended to Cabinet for their decision on the 2 December 2024. Seconded by Councillor Bethan Price. Regarding Option 4, Councillor Sinnett clarified that although this would save £70,000 from the Council budget, the Council would be adding the repayment of capital costs to the directorate's budget lines. In response to a question from the Chair regarding the reduced open hours if Option 4 was approved, the Chief Officer for Environmental Services confirmed that the reduced days weekly would be: Manerowen from four days in the summer/three days in the winter to three days in summer/two in winter, St David’s and Hermon from three days in summer/two days in winter to two days for summer and winter, and for Winsel, Waterloo and Crane Cross from seven days in summer/five days in winter to six days in summer/four in winter. Different opening hours were considered with the recommendations. The Democratic Services and Scrutiny Officer read out seven public correspondences relating to the possible closure of St David’s Waste & Recycling Centre. The submissions from Mr David Kerrison, Mr Mike Fish, Ms Gill Lewis, Ms Wendy Hale, Ms Pat Rees, Ms Alison Smith and Mr John Jeremy expressed their concerns with the extra distance residents on the peninsula would need to travel to get to a WRC, the possible increase in fly tipping and services being cut in line with the increase in Council tax. Regarding the proposed WRC closure, Councillor Mike James highlighted that this issue always arose due to a lack of funding, and it always impacted rural communities more due to the lack of public transport. He queried if closing St David’s WRC would impact recycling targets. In response, Councillor Sinnett said that residents would likely hold onto waste for slightly longer. He emphasised that kerbside collections would still take place to collect recycling and residual waste. To add to this, the Chief Officer for Environmental Services noted that opening hours had previously been reduced had the Council maintained 70% of its recycling rate but there was an additional 5500 tonnes more waste collected kerbside. Welsh Government had changed legislation for Councils to have a 70% recycling rate for 2024/25, which the Council was achieving but they wanted zero waste by 2050. She continued that 7% of waste at St David’s WRC could be collected kerbside compared to 4% at Waterloo. With regards to fly tipping, the Chief Officer for Environmental Services said there had been a reduction in fly tipping instances. Councillor Murphy expressed his support for Option 4, so all the burden was not put onto St David’s WRC. Regarding staff at WRCs, Councillor Dennison questioned if staff had been consulted with regarding them possibly losing workdays. In response, the Chief Officer for Environmental Services confirmed that the Operational Management and Supervisory Team had engaged with the staff at the WRCs, and they wanted to minimise disruption. A reduction of permanent staff was not envisioned but this was dependent on the Committee’s decision. Councillor George noted that when Winsel reduced their open hours there were concerns around fly tipping which did not manifest, which was likely because of an increase in options with waste disposal. She queried if there was income opportunity at WRCs with accepting commercial waste. Regarding commercial waste income, the Chief Officer for Environmental Services confirmed that fees/charges for this were brought in in April 2024 to ensure that the WRCs operated on a cost recovery perspective for all non-domestic waste. With regards to commercial waste booking slots, the Chief Officer for Environmental Services noted that it fluctuated across sites as St David’s WRC had 621 over a 12-month period but Crane Cross had 8400. Crane Cross brought in the most income. It was confirmed that by law, the Council cannot make a profit from WRCs and any income covered WRC services. In respect to Option 4, Councillor Michael Williams noted that this was dependent on a successful bid for capital funding to the Capital Board and the Council cannot increase its capital commitment because that would have a revenue implication. In response, Councillor Sinnett confirmed that the bid would need to be approved, and a repayment source would need to be identified. At present, the revenue costs were covered off by the service area that was borrowing; this would mean savings would need to be paid off, either by the directorate or Council as a whole. He concluded that a paper will be presented to December’s Cabinet meeting, showing the Council’s current financial state. Councillor Williams highlighted that the Council’s finances were a ‘failing system’ as 70% of the Council budget was spent on education and social care. He emphasised that this needed to be addressed, or the Council will keep making cuts to needed services. Councillor Sinnett concurred with this, and he noted the difficulties the Council was facing. Regarding Winsel’s planned relocation to the Eco Park, Councillor Carter said that this should have been considered prior to it being listed as an alternative WRC to St David’s. It was confirmed that this was considered in the report. It was also stated that 30% of residents in the St David’s WRC catchment used alternative WRCs, primarily Manorowen. With regards to second homeowners, Councillor Carter noted that WRCs was one of the services they benefitted from and paid tax towards. He continued that if black bag kerbside collection was reduced to every four weeks, they would rely more on WRCs. In response to a question from Councillor Carter regarding charges being collected, the Chief Officer for Environmental Services said that commercial vehicles could only use WRCs 12 times annually. On average, residents used a WRC six times a year. She continued that there had been a review surrounding non-domestic waste i.e. DIY, and a charge was brought in. The vote, undertaken by way of a roll-call, was carried. The votes were recorded as follows: For the Motion – Councillors Mark Carter, Claire George, Alan Dennison, Mike James, Bethan Price, Viv Stoddart, Michele Wiggins, Andrew Edwards, Jordan Ryan and Huw Murphy [10] Against – Councillors Michael Williams, Maureen Bowen and Nicol Gwynn [3] There were no abstentions. RESOLVED That Option 4 (Reduction in opening days and change to opening hours to meet anticipated demand at all WRC across Pembrokeshire) be supported and recommended to Cabinet for their decision on the 2 December 2024. [Councillors Bethan Price, Andrew Edwards and Jordan Ryan left the meeting at this juncture at 12:10] [The Meeting adjourned at 12:10 and reconvened at 12:21]
The Meeting adjourned at 12:10 and reconvened at 12:21 Councillors Bethan Price, Andrew Edwards and Jordan Ryan left the meeting at this juncture at 12:10 Councillor Mark Carter presided over the remainder of the meeting.
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RESOLVED That Option 1 (1.74% plus up to £2 per individual rent that is currently below Standard Rent) be supported and recommended to Cabinet on the 2 December 2024 before Council decision on the 12 December 2024.
Councillor Sinnett, the Head of Housing & Public Protection and Finance Manager presented a report to the Committee on the Housing Rent Setting and Service Charges Policy 2025-2026 on behalf of the relevant Cabinet Member. They outlined the key points of the report, including the option for the standard rate, plus £2 or an increase of 2.7%. They and welcomed questions from Members. The Committee debated the contents of the report as highlighted: In respect of rent collection, the Chair queried if 52 weeks of rent was collected over 48 weeks and why there was a ‘rest period’. In response, the Head of Housing & Public Protection said this was historical and the ‘rest period’ took place in July for the IT system to be changed in readiness for the rent increases for the following year. The rent was averaged out over the 48-week period. Regarding new builds. Councillor Dennison questioned how many people were planned to be moved out of old properties into new ones, so there would be an increase in revenue. Additionally, he queried if the figures for new builds in 2024/25 should be considered too. It was confirmed that new builds had higher rent rates because they had lower running costs and were more energy efficient. Properties that met an energy efficiency rating of EPC A or B would be charged higher rent rates. Retrofit measures were being done to make older properties more energy efficient. All rent increases were based on an assessment of the living rent levels. The Head of Housing & Public Protection continued that there were roughly 40 new builds, but there would be some time before the newer build developments come to fruition. She continued that package deals were being entered; St David’s and Glasfin had been completed but they were hoping to develop one near the Cleddau Bridge in Pembroke Dock. In response to a question from Councillor Michele Wiggins regarding to when the rent increases would be implemented, the Head of Housing & Public Protection confirmed that they started on the 1st April 2025 for new tenants and 1st July 2025 for existing tenants. She continued that tenants needed to be legally notified of rent increases two months in advance and they legally cannot increase rent for a second time within a 12-month period. A Motion was Moved by Councillor Michele Wiggins to the effect – That Option 1 (1.74% plus up to £2 per individual rent that is currently below Standard Rent) be supported and recommended to Cabinet on the 2 December 2024 before Council decision on the 12 December 2024. Seconded by Councillor Alan Dennison. Regarding EPC work, Councillor Dennison queried if there was a rent reduction for tenants having a lot of work done to their houses to improve falling EPC scores. In response, Head of Housing & Public Protection stated that EPC rating did not tend to slip as their houses had to be at least EPC C or high D rated, as stated in the Welsh Housing Quality Standards. If works needed to be done on a tenant’s property, they would usually be moved out into another property, when available. It was noted that there was a small turnover of housing stock. She concluded that properties in very poor conditions would be prioritised for fixing and tenants being rehomed; this would be instead of a rent reduction in the same home. Following a question from the Chair on which option would be more beneficial to the HRA, the Head of Housing & Public Protection said that Option 2 would provide slightly more income, but it may breach the overall rental income cap. The options assumed that some void properties would be received back by the Council. She concluded that both options focused on maximising income but Option 1 focused on ‘levelling up’ those who paid below standard rent to the standard rent, and Option 2 focused on everybody paying a 2.7% rent increase. The Chair noted that there was roughly 5500 people on the Council’s council house waiting list. If Option 2 was supported, the Chair questioned what the implications would be, if it was found that the Council breeched the rent cap. In response, the Finance Manager said that it was unknown what the penalty would be for exceeding the cap. As rent rates could not be changed within a 12-month period, it would likely result in the Council being fined by Welsh Government or Welsh Government could claim the additional money made. He continued that as both rent rates were built on predictions and housing acquisitions, neither option would be ‘safe’. The vote, undertaken by way of a roll-call, was carried. The votes were recorded as follows: For the Motion – Councillors Alan Dennison, Michele Wiggins, Claire George, Mike James, Viv Stoddart, Maureen Bowen, Michael Williams Huw Murphy, Nicola Gwynn and Mark Carter [10] There were no votes against or abstentions. RESOLVED That Option 1 (1.74% plus up to £2 per individual rent that is currently below Standard Rent) be supported and recommended to Cabinet on the 2 December 2024 before Council decision on the 12 December 2024.
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RESOLVED a) That the report be noted. That an update on the Action Plan be received in 12 months’ time.
The Head of Democratic Services presented her report on the Participation Strategy. She highlighted the key points in the reports and the recommendations made by the Democratic Services Committee regarding the Petition Scheme involving the local member. The Committee debated the contents of the report, and the key points were highlighted as follows: With respect to the Action Plan, Councillor George suggested that there could be more demonstration on the ‘distance travelled’ and outcomes and whether there were any more plans to measure achievements. Regarding local elections, the Corporate Planning Manager noted that 1/3 of the seats were uncontested which did not compare with the rest of Wales and was one of the highest in the country. It was unknown if there was measurable progress with town and community council elections. He concluded that the committee should make a judgement on overall progress instead of producing performance indicators. Councillor George suggested setting a benchmark to reach. In the report, Councillor Dennison noted that there was a recommendation for Councillors to hold face-to-face events and he queried where these events could be held as otherwise, they would need to pay for them. To add to this, he suggested that the Council create ward Facebook pages so Councillors could engage with residents there. In response to this, the Head of Democratic Services noted that Democratic Services Committee were divided on the benefit of ‘surgeries’ due to safety concerns. Therefore, a survey was suggested to see what Councillors did to engage with their constituents. With regards to the Facebook pages, she said the Communications Team would need to be contacted about this. Councillor Dennison stated that elderly residents would struggle with technology and Councillors could go to specific places e.g. care homes, but phone calls and emails were most used. In response, the Head of Democratic Services noted that a lot of Councillors would meet constituents at community events. The Chair informed the Committee that he communicated with his residents through the Solva Newsletter which he wrote for, and this newsletter was posted through doors in his constituency and sent out digitally. As his contact details were in the newsletter, h would often get phone calls after the newsletter was published. In addition to this, the Chair wrote on the Solva Community Council page. He concluded that it was important to let constituents know that Councillors were there to help. Councillor James concurred with this and highlighted that he went to his local community inn every Friday to talk to residents. The Recommendation was Moved by Councillor Alan Dennison; Seconded by Councillor Maureen Bowen. The vote, undertaken by way of a show of hands, was carried. RESOLVED a) That the report be noted. That an update on the Action Plan be received in 12 months’ time.
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