Wrthi'n llwytho
Y penderfyniadau fel y mae cofnodion y cyngor yn eu cofnodi. Bydd crynodeb mewn iaith glir yn dilyn pan fydd wedi'i ysgrifennu.
RESOLVED That the Cabinet Member for Corporate Finance and Efficiencies meets with the member of the public who submitted the correspondence and reports back to the Committee with the outcome.
RESOLVED That the report be noted.
RESOLVED That the Forward Work Programme be approved, with an additional item added to the 27 March 2025 meeting regarding Refuse Collection.
RESOLVED That the verbal update be noted.
RESOLVED That the report be noted.
RESOLVED That the business risks (both threats and opportunities) which are contained within the Corporate Risk Register (attached at Appendix A), which are overseen by the Senior Leadership Team, the Governance and Audit Committee and Cabinet, be noted.
RESOLVED That the report be noted and that further investigations into other ways of providing the library service with other organisations be undertaken, and that the leisure service continues to grow its membership, reduces cost and delivers social benefit.
RESOLVED That the progress made following the audit be noted.
RESOLVED That Members note the significant effort and commitment made by Officers to maintain high levels of performance throughout 2024 and the progress made in continuing to reduce backlogs, but acknowledge the key issues facing the Service which have the potential to significantly affect performance levels, and the ability of the Planning Service to deliver its statutory function and corporate objectives of the Council.
RESOLVED (a) That the update be noted and that scrutiny feedback on the enforcement approach be provided, which will be used to support a review of the matter. (b) That a further update be provided to Services Overview and Scrutiny Committee on 23 September 2025, which will provide an update on review work, the outcome of this, and a further update on the enforcement of the Dogs on Beaches byelaw. (c) That a Task and Finish Group be convened of Members and Officers to review the current Dog Restrictions and to make suggestions and recommend changes ahead of the 1st May.
The Chair announced that Councillor Nick Neumann was in attendance to speak in relation to Item 14 - Dog Restrictions on beaches.
There were no declarations of interest.
The Chair wished to correct his declaration of interest from the previous meeting as follows: Councillor Mark Carter declared a personal interest by virtue of being a private landlord. The Chair Moved the Minutes; Seconded by Councillor Steve Alderman. The vote was taken by way of a show of hands and carried. Councillor Di Clements abstained from the vote as she was not present for the full meeting. DECISION That the English and Welsh Minutes of the meeting held on 15 November 2024 be approved as a correct record, subject to the outlined amendment.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the Cabinet Member for Corporate Finance and Efficiencies meets with the member of the public who submitted the correspondence and reports back to the Committee with the outcome.
The Chair introduced the public submission that had been received as a referral from the Policy and Pre-decision Overview and Scrutiny Committee, and stated that it related to the Budget Consultation and disparity between the English and Welsh versions. The Chair then asked the Cabinet Member for Corporate Finance and Efficiencies, Councillor Joshua Beynon, to explain the matter in more detail. Councillor Beynon highlighted that he would be happy to meet with the anonymous submitter, but explained that he was waiting for the individual to confirm with Democratic Services that they would be happy to share their contact details with him. He further explained the matter and stated that he did not agree with the translation issue, as the words were professionally translated. The Chair asked whether Councillor Beynon would be happy to deal with the matter moving forward. Councillor Beynon confirmed and stated that he was not in agreement for the matter to be shared with all the Overview and Scrutiny Committees. Councillor Di Clements then Proposed the following Motion: That the Cabinet Member for Corporate Finance and Efficiencies meets with the member of the public who submitted the correspondence and reports back to the Committee with the outcome. The Motion was Seconded by Councillor Chris Williams. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Steve Alderman, Mark Carter, Di Clements, John Cole, Terry Davies, Brian Hall, Shon Rees, Viv Stoddart, Anji Tinley, Thomas Tudor, Tony Wilcox and Chris Williams [12] There were no votes against or abstentions. RESOLVED That the Cabinet Member for Corporate Finance and Efficiencies meets with the member of the public who submitted the correspondence and reports back to the Committee with the outcome.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the report be noted.
The Chair introduced the report and outlined the responses provided in the Action Log. The Committee then raised the following points: • Councillor Viv Stoddart thanked the Assistant Chief Executive for his comprehensive response. She referred to two hot-spots for fly-tipping in her ward and stated that when reported, the team were very prompt in clearing the waste. • Councillor Di Clements wished for it to be recorded that there had been a Teams meeting with Members and Officers following the November meeting of the Committee, in order to discuss the Regeneration Programme item moving forward. Councillor Di Clements Moved the Recommendation; Seconded by Councillor Steve Alderman. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the report be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the Forward Work Programme be approved, with an additional item added to the 27 March 2025 meeting regarding Refuse Collection.
The Chair outlined the items on the Committee’s Forward Work Programme (FWP) for 27 March 2025 and highlighted that a site visit to the Bridge Innovation Centre (BIC) was currently being organised. He then stated that a request for an item to be added to the FWP had been received from Councillor Huw Murphy in regards to the Waste and Recycling service. The Chair suggested that an item from March be moved to the June meeting in order to accommodate this request, but asked Members for their thoughts. The Committee then raised the following points: • Councillor John Cole believed that the items should remain the same, with the inclusion of Councillor Murphy’s request and that the Committee should work through all the items as best as possible. • Councillor Tony Wilcox suggested that an extra meeting be organised, but stated that he would be happy to go with the majority. • Councillor Di Clements agreed with Councillor Cole, and highlighted that a few of the items on for March were update reports, so there may not be a lengthy debate on those matters. • Councillor Wilcox referred to the Housing Development item for March and asked that the report include some information on alternative accommodation, such as chalets and mobile homes, as it had been mentioned previously that Officers would look into such accommodation. Councillor Di Clements Moved the Recommendation; Seconded by Councillor Tony Wilcox. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Steve Alderman, Mark Carter, Di Clements, John Cole, Terry Davies, Brian Hall, Shon Rees, Viv Stoddart, Anji Tinley, Thomas Tudor, Tony Wilcox and Chris Williams [12] There were no votes against or abstentions. RESOLVED That the Forward Work Programme be approved, with an additional item added to the 27 March 2025 meeting regarding Refuse Collection.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the verbal update be noted.
[Councillor Rhys Jordan joined the meeting during this item.] The Chair introduced the item and invited the Cabinet Member for Residents’ Services, Councillor Rhys Sinnett, to provide the verbal update. Councillor Sinnett stated that the Withyhedge Landfill site had started accepting waste on 6 January 2025. He explained that the Officers from Natural Resources Wales (NRW) had been inspecting the site, looking at incoming waste, paperwork, adherence to procedures and monitoring on-site gas levels.He added that NRW Officers and Officers from the Council’s Pollution Control Team had also made observations off-site in residential areas, and had not detected odours confirmed as being from the landfill. Councillor Sinnett then referred to complaints received, monitoring data, further site inspections, and the dedicated complaints email address (complaints.withyhedge@pembrokeshire.gov.uk), which was said to be monitored Monday to Friday 9am to 4pm. He then outlined the specific process in regards to members of the public submitting a complaint. The Chair requested that the complaints email address be circulated to all Members, as well as the public, potentially via the Council’s Facebook page. The Pollution Control and Licensing Manager also referred to a complaint that had been made recently, but explained that it was difficult to respond to as the complaint had been made about something on a different day. The Committee then raised the following points: • The Chair highlighted that the restriction on farmers spreading slurry had just ended. Councillor Di Clements confirmed this and suggested that slurry pits were potentially quite full. The Chair added that this may have caused a difference in regards to odours being detected. • Councillor Tony Wilcox stated that it was understandable that residents were reporting everything considering what they had been through. • Councillor John Cole questioned whether waste and agricultural gases could be differentiated when picked up via a monitor. In response, the Pollution Control and Licensing Manager explained that the monitors measured hydrogen sulphide in an area from all potential sources; however, the monitors had a net station and explained that the wind direction could determine the likely source. Councillor Cole also asked whether mist would cause a higher reading, as such smells would be at a lower level. The Pollution Control and Licensing Manager stated that low pressure would not allow the gas to disperse, and stated that the wind direction would not necessarily provide the whole picture, therefore it was important for people to highlight any issues as soon as experienced. • Councillor Sinnett referred to the information requested in the automated email, which outlined wind strength, wind direction, whether it was dry or raining, whether it was warm or cold, as well as the location and impact of the odour, in order for the Authority to get the fullest possible picture from the complainant in terms of being able to intervene properly. • Councillor Thomas Tudor urged Officers and the Cabinet Member to respond as urgently as possible to any complaints being received. • Councillor Terry Davies questioned how complaints were dealt with if they were received during the evening or on weekends. In response, the Pollution Control and Licensing Manager explained that when the levels of complaints were higher previously, the team were operating in the evenings and early mornings, and stated that the team needed people to provide more information in order to provide that additional service. • Councillor Anji Tinley referred to the amount of sickness that was being experienced by residents and questioned why the situation was not being treated as a crisis. In response, the Pollution Control and Licensing Manager explained that there was an ongoing Incident Management Team which involved Officers from Public Health Wales and Hywel Dda. He added that the site had carried out a number of works, therefore, the situation was not the same as it was several months ago, and was now considered a new situation in relation to legislation. Councillor Tinley believed the situation to be the same. The Chair suggested that a meeting between Councillor Tinley and the relevant Officers would be the best way forward. • Councillor Cole referred to being unaware of what waste was being disposed of unless each individual lorry was checked, and that trust was being put in the contractor to dispose of compliant waste. He also referred to the rise in temperature as the year goes on, which would make the smells worse. The Pollution Control and Licensing Manager explained that it was NRW’s responsibility to look at waste acceptance, and highlighted that site inspections were being conducted to review such matters. He referred to self-regulation and explained that public bodies would not be able to inspect such matters consistently, but highlighted that the focus on this site had been increased due to the situation over the last 18 months to two years. Councillor Cole stated that he appreciated that. • The Chair wished to reassure the public that the Authority was continuing to work on this matter, and urged the public to provide as much information as possible to the dedicated email address, in order for Officers to review such issues. Councillor Di Clements Moved the Recommendation; Seconded by Councillor Tony Wilcox. The vote, undertaken by way of a show of hands, was carried. Councillor Rhys Jordan abstained from the vote as he was not present for part of the item. RESOLVED That the verbal update be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the report be noted.
The Chair introduced the item and urged Committee Members to keep their questions to matters relevant to the Services remit. He then invited the Cabinet Member for Corporate Finance and Efficiencies, Councillor Joshua Beynon, to outline the report. Councillor Beynon outlined the key points in the report as follows: • The percentage figure remained the same in regards to the Provisional Local Government Settlement. • The letter to go back to Welsh Government raising concerns with the formula was nearly complete. • The long term plan and the relevant savings measures in regards to the Medium Term Financial Plan (MTFP). • The upcoming Members’ Budget Seminar and what would be focused on, which would include savings measures, prevention bids and how to clear service demand. • Standard Spending Assessment versus Council Tax and Aggregated External Finance. • The list of savings measures; 171 measures in total. Councillor Beynon highlighted that the lower the Council Tax, the higher the amount of savings measures that would need to be implemented. • He highlighted the concerns around being unable to achieve all of the savings measures. • Potential Prevention Bids and the potential outcomes. • Use of Reserves. • The responses to the Budget Consultation. • The Capital Programme and the borrowing cap. • The Audit Wales Sustainability Report and their concerns around the long-term financial viability of the Authority. The Committee then raised the following points: • Councillor Steve Alderman referred to the maintenance of local infrastructure, such as buildings, farms and bridges, and wished to highlight that the up-keep and repair work needed was fundamental and would be impacted moving forward due to the current budget situation. • Councillor John Cole referred to National Insurance increase by the Government and asked whether a portion of the increase would be used to cover the commission care. In response, the Finance Manager explained that there was still a lot of finalisation to be done between Welsh Government and the UK Government; however, it was believed that a grant would be distributed to cover such costs. Councillor Cole wished to clarify the timeframe of the grant, to which the Finance Manager stated that it may move into the settlement moving forward, but nothing had been agreed yet. • Councillor Di Clements referred to the Audit Wales report and their recommendations, and outlined her concerns in regards to the long term financial sustainability of the Council. She referred to the Innovation Fund, future potential savings, the borrowing cap and the 5.3% net revenue budget. She stated that the gradual increase of interest rates in regards to the borrowing cap was concerning, as the more that was spent on borrowing, the less the Authority would have to spend on services. In response, Councillor Beynon agreed with the concerns around long term sustainability and stated that this aspect had been included in a letter to Welsh Government. He explained that it was difficult to forward plan when the draft settlement from Welsh Government had only been received in December. He added that the Authority had responded to Audit Wales in regards to financial sustainability. Councillor Beynon stated that things would inevitably change and that the Authority could not continue to provide the same level of service with the current resources available. In regards to the reserves and prevention bids, it was unknown the amount that would be taken from £8 million available, as all the options needed to be appraised. Councillor Beynon then outlined the issues with taking money from reserves. In response to concerns around the borrowing cap, Councillor Beynon explained that the cap was not a target and that any increase in contributions from the revenue budget added further pressure. • Councillor Clements then referred to the Regeneration Capital Schemes and highlighted ongoing projects that had been delayed or slow in regards to progress, such as the Haverfordwest Castle, to which Councillor Clements stated that there was £7.7 million required in order for the project to be completed. She also suggested that such aspects could potentially lead to increased capital spend and could take away from important services such as schools and social care. Councillor Clements questioned whether the Authority should focus on the things that must be provided, over things that did not need to be provided. In response to Haverfordwest Castle, the Head of Cultural, Leisure and Registration Services explained that the £7.7 million related to a risk figure if UK Government did not provide an extension to the grant, but he added that it was likely that the extension would be given. In regards to the other points, Councillor Beynon agreed with Councillor Clements and stated that the most important services for people needed to be determined, but highlighted that he was confident that the outlined savings measures could be implemented in order to deliver a budget; however, the pressures were likely to be ongoing the following year. • Councillor Rhys Jordan sought clarification as to what the most expensive non-statutory service was, within the remit of the Committee. Councillor Beynon believed it to be Leisure. The Finance Manager stated that he would check and get back to Members in order to be clear. Councillor Jordan wished for Members to assume it was Leisure, and questioned what the plan was moving forward for Leisure, as it was unlikely that there would be any inward investment, and added that membership had peaked. He also commented that it was an important service in relation to the Prevention Agenda. In response, Councillor Beynon explained that despite the 10% that every department had been asked to offer up in terms of savings, the Leisure Service could still be delivered. He referred to options regarding closing the swimming pool in Pembroke Dock, which showed the difficult position of the Authority, but he highlighted that it was not something that would be put forward by Cabinet. He agreed that Leisure was important for prevention, as well as being a social and community space. He also believed that it was important that a good service was not ruined where there was a potential need to look into outsourcing or offering up savings, for example. The Head of Cultural, Leisure and Registration Services added that alternative models had been looked into, as well as options for outsourcing, but stated that the current strategy over the MTFP was to continue to grow, which was currently going well, as it was believed to be the best way out of the current position. He also added that the team would undertake a review of the Leisure Strategy in the coming years. • Councillor Brian Hall referred to the savings option of the closure of the Pembroke Dock pool and hoped that it would go on the back burner. Councillor Beynon explained that it was not an option that Cabinet would be putting forward, but stated that it would be wrong not to include all the options from the Directors and Heads of Service. • Councillor Viv Stoddart questioned why the Authority was subsidising events, and referred to the recent discussion around the Long Course Weekend event. She stated that such companies should be self-sustainable. Councillor Beynon agreed that companies should be self-sustainable, but referred to the wider economic benefits of such events, and highlighted that a £55,000 saving was put forward from the events element, and added that the Authority was moving towards that. He added that conversations would take place with those event providers over the next year. • Councillor Alderman also referred to the closure of the pool in Pembroke Dock and questioned whether the inclusion of it on the savings list was due to repairs and maintenance. Councillor Beynon explained that the main cost was in regards to the heating of the pool, but did agree that building repairs and maintenance was also a concern in terms of how much that would cost going forward. He stated that it was a complicated matter as swimming pools were non-statutory; however, providing swimming lessons to children was statutory. • The Chair then referred to various savings on the list attached as Appendix E to the report, which included recycling boxes, increasing rents, reducing the maintenance budget on the highways, non-domestic rateable values appeals, waste disposal budget, 10% cut in library budgets, reduced street cleaning, fewer litter bins and grass cutting, amalgamate environmental services, andbulky waste collections. In response, Councillor Beynon explained that the list of green savings in Appendix E were the savings that were currently being undertaken by the relevant service, in order reduce the base cost to the Authority. In regards to street cleaning, fly tipping and pot holes, Councillor Beynon highlighted his concern for such elements, and stated that it would be helpful if the Committee could make a recommendation to Cabinet to consider the ordering of those aspects on the savings list. • The Chair referred to outsourcing and believed that every service that the Authority provided should be reviewed to ensure best value for money. Councillor Beynon agreed and stated that it was about providing the best service at the best value for money, and suggested that the way in which best value for money was determined, should be more transparent. Councillor Di Clements Moved that the report be noted; Seconded by Councillor Rhys Jordan. • Councillor Jordan wished to make a point in regards to Council Tax and stated that he was not against raising it, but that his concern was that if it was raised significantly, it would not be spent wisely. He believed that the Authority could be more efficient and that he could not support a double-digit Council Tax increase. He stated that if there was a way to ring fence Council Tax increase to go directly to statutory services, such as Education and Social Care, then it would be a different matter. The Chair agreed. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the report be noted.
The meeting was paused at 11:45am and resumed at 12:55pm. Councillor Anji Tinley left the meeting in person and re-joined online.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the business risks (both threats and opportunities) which are contained within the Corporate Risk Register (attached at Appendix A), which are overseen by the Senior Leadership Team, the Governance and Audit Committee and Cabinet, be noted.
The Chair introduced the item and invited the Cabinet Member for Corporate Finance and Efficiencies, Councillor Joshua Beynon, to outline the report. Councillor Beynon referred to the risks contained in Appendix A to the report, as well as the corporate risks, such as increase in demand, specialist placements, financial resilience, poverty, cyber security and information governance. He highlighted that the risks that had escalated werewater quality failure and climate change in terms of coastal erosion, and school delegated budgets with license deficits, all of which were particular concerns. He also referred to the outlined opportunity of the renewable energy capital. Councillor Beynon then referred the Index and Summary of Residual Business Risk Scores, and highlighted the controls and actions that had been taken, outlined on page 267 of the Agenda, which were said to be monitored regularly as well as having specific target dates. The Audit, Risk and Information Services Manager then explained the new format of the risk register, which had been put in place to embed risk management within the Council across all areas and reduce administration. He explained that the new system would allow the controls against each risk to be scored, in order to determine their effectiveness. He also referred to the benefit of the Corporate Risk Management Group which met quarterly, as well as being reviewed regularly by Committees, Cabinet and Heads of Service and Directors, allowing for a greater oversight overall. The Committee then raised the following points: • Councillor Di Clements referred to the review of the affordability of the Capital Programme, and was pleased that full cost recovery measures and/or maximising income generation were being implemented. She stated her concern, however, that it was not happening fast enough in order to control the financial resilience issue. She then questioned one of the controls being the development of alternative sources of funding, such as the tourism levy, which was a Council decision and questioned how that would work. In response, Councillor Beynon explained that the list of controls was not definitive, they were instead potential actions that could be taken, but agreed that it was a risk as the tourism levy was unknown; however, it was a potential alternative source of income in the future depending on how the scheme developed. • Councillor Clements highlighted that alternative sources of funding for the tourism levy, for example, would be specifically for the tourism provision, and questioned how that would work if the funding was not used for what it was intended. In response, Councillor Beynon stated that it was uncertain and that accurately assessing where such costs would go, needed to be defined, as well as knowing what the legislation would look like and the controls in place by Welsh Government, but it was still a potential alternative for the future. Councillor Clements agreed that it was a risk in its own right. The Audit, Risk and Information Services Manager then added further detail on the matter and stated that he could include better examples in the register if that was helpful moving forward. The Chair Moved the Recommendation; Seconded by Councillor Di Clements. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the business risks (both threats and opportunities) which are contained within the Corporate Risk Register (attached at Appendix A), which are overseen by the Senior Leadership Team, the Governance and Audit Committee and Cabinet, be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the report be noted and that further investigations into other ways of providing the library service with other organisations be undertaken, and that the leisure service continues to grow its membership, reduces cost and delivers social benefit.
The Chair introduced the item and invited the Cabinet Member for Residents’ Services, Councillor Rhys Sinnett, to outline the report. He stated that the report provided not just the latest in terms of quantitative data, but also provided some service user feedback, both from the Library Needs Assessment, which was undertaken last year, but also from the work that had been undertaken by Leisure Services with service users. Councillor Sinnett then referred to higher attendances, memberships, library usage and positive feedback. The Committee then raised the following points: • Councillor John Cole welcomed the increase to the use of leisure centres. He then sought an update from Officers in regards to the condition of the Haverfordwest Leisure Centre following recent roof repairs, and questioned when the centre would be available for use again. In response, the Leisure Services Manager explained that a contractor had been appointed to undertake the significant piece of work, and highlighted that the main user of the sports hall continued to operate, but with some amendments. He added that he would have a better update following an upcoming meeting with Building Maintenance, but hoped that it would be up and running soon. Councillor Cole questioned whether this work would be covered under commercial insurance, to which the Leisure Services Manager confirmed that it would go in as a claim. • Councillor Rhys Jordan stated that it was good to see an increase in membership figures, but hoped it would have been a more significant increase. He then sought confirmation that the 10,302 memberships, as at the end of November 2024, were fully paid memberships, or a mixture of part funded and fully funded membership. In response, the Leisure Services Manager stated that other funding memberships were not included in the total, and stated that the figure included all people who had a live membership and pay towards it in some way. He added that the recent number of memberships was now 10,500. Councillor Jordan commended Officers for their work and asked what the income was from that amount of memberships. The Leisure Services Manager explained that the direct debit collection month on month had so far this year generated £2.3 million, and for the whole of the previous year it had generated £2.4 million. He added that this time last year the figure was at £1.7 million. Councillor Jordan then questioned what the total income of Leisure Services was for the last financial year, including membership plus pay-as-you-go. The Leisure Services Manager stated that the total income was £4.8 million, and that it was predicted to be £5.3 million for the current year. • Councillor Jordan questioned what the challenges were within the services, and sought clarification as to whether the Authority would ever be in a position to break even on this service. In response, Councillor Sinnett referred to some of the challenges such as utility costs, recruitment and retention of members, the provision of high quality services, and stated that it was a balancing act. He referenced the social value that a number of services provided, and would be concerned if outsourcing was looked into, as the Chair referred to in the previous item, as control could be lost. In regards to breaking even, whilst it was an aspiration, Councillor Sinnett believed that was not currently possible due to the ongoing financial climate. The Chair referred to outsourcing and believed it should be looked into to determine other options, in order to receive the best value for money. The Head of Cultural, Leisure and Registration Services believed that the service was run in a business-like manner, but stated that if cost neutrality was the target, then the charges would need to be increased significantly, which would in turn could create diminishing returns. He then outlined the ways in which the team were increasing efficiency as well as outlining that the service had on two occasions previously looked in great detail at alternative models of service delivery, but that they did not stack up due to the bespoke circumstances of the service in Pembrokeshire. Councillor Jordan appreciated the comments from the Cabinet Member and the Head of Service, but did not agree with all that was said, and believed that more work needed to be done. • Councillor Tony Wilcox referred to the heating costs of swimming pools and questioned whether dropping the heat by one degree would make a difference to that cost. In response, the Leisure Service Manager explained that the management of the pool temperature was ongoing and that the temperature had been pushed as low as possible without causing detrimental effects, and highlighted the range of users of the swimming pools, therefore the temperature was made comfortable but as economic as possible. • Councillor Di Clements referred to libraries and the quality indicators outlined in the report, specifically in relation to up-to-date and appropriate reading material, which she was concerned had not been met. She also referred to the number of electronic issues, which had increased by 35%, and that as a result the service may need to increase the proportion of the budget allocated to electronic resources in the future. Councillor Clements then stated that she understood the social benefits of libraries, but was mindful of the current financial situation. In response, the Head of Cultural, Leisure and Registration Services explained that the book fund reductions was a direct result of 12 years of having to find efficiency savings, but added that libraries still had a really good stock of books. He stated that if more money was allocated to the book fund, it could result in a reduction of hours or a library being closed for example, and explained that it was about weighing up the impact on the public. In regards to electronic issues, it was said that 20% of issues were now electronic, and that was growing slowly in line with demand. • Councillor Clements questioned whether it was more important that libraries go down the electronic route. In response, the Head of Cultural, Leisure and Registration Services stated that libraries as a place were really important in regards to the community aspect, warm spaces, social events, accessing the internet, borrowing a book, or talking to a member of staff. He stated that he would not want to go completely digital, as the social value and health and well-being benefits would be lost. Councillor Clements referred to Haverhub and other existing community spaces, and questioned whether this was duplication with existing libraries. The Head of Cultural, Leisure and Registration Services stated that this aspect could be reviewed on a place by place basis of what alternatives there were for services, as well as working in partnership with some of these organisations to reduce costs and share costs, and that such models were worth looking into. Councillor Clements sought clarification as to whether any work was currently being done on this matter, to which the Head of Cultural, Leisure and Registration Services explained that work had been undertaken over the last year in regards to the Library Needs Assessment, which provided a good starting point to understand the needs of communities. • The Chair sought clarification in regards to the number of people taking out books from the Riverside Library in Haverfordwest, compared to using other services in that space. The Head of Cultural, Leisure and Registration Services believed it to be around one in two, but would need to see whether there was any specific data. The Chair then questioned whether smaller libraries would be based more on book lending, to which the Head of Cultural, Leisure and Registration Services explained that such libraries still offered IT services and ran events and activities, but not to the same extent as the larger libraries. Councillor Sinnett drew Members’ attention to the lending figures outlined on page 321 of the Agenda, which gave an indication of performance. • Councillor Cole referred to the breakdown of library figures per library, and questioned whether that included mobile libraries. Councillor Sinnett confirmed that mobile library figures were recorded separately. Councillor Di Clements then Moved the following; That the report be noted and that further investigations into other ways of providing the library service with other organisations be undertaken, and that the leisure service continues to grow its membership, reduces cost and delivers social benefit. Seconded by Councillor John Cole. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Steve Alderman, Mark Carter, Di Clements, John Cole, Terry Davies, Brian Hall, Rhys Jordan, Shon Rees, Viv Stoddart, Anji Tinley, Tony Wilcox and Chris Williams [12] There were no votes against or abstentions. RESOLVED That the report be noted and that further investigations into other ways of providing the library service with other organisations be undertaken, and that the leisure service continues to grow its membership, reduces cost and delivers social benefit.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That the progress made following the audit be noted.
The Chair introduced the item and introduced the Chief Property Officer who provided an update on the implementation of recommendations, following an Audit Wales review of the Council's Asset Management back in 2022. He then outlined the five recommendations made and the progress made against each one, which included aspects in regards to planning and delivery. He stated that there was still work to be done and efficiencies to be made, but progress had been made. The Committee then raised the following points: • Councillor Rhys Jordan believed that the service had come a long way and thanked the Chief Property Officer for his work in improving the service. He also thanked Councillor Stoddart and Councillor Hall for pushing for the Member Asset Management Board to be reformed to discuss assets, and stated that it had been hugely useful. • The Chair agreed and also thanked Officers for their work in improving the service. • Councillor John Cole also agreed with Councillor Jordan’s comments. He then asked whether there was a timeframe for when the recommendations from Audit Wales must be implemented. The Chief Property Officer stated that there was no timeframe and that no follow-up audits were currently planned, and that the recommendations were being tracked through the Authority’s internal audit process. • Councillor Di Clements also thanked the Chief Property Officer and the team for their work, as it was extremely important that assets were dealt with correctly. Councillor Di Clements Moved the Recommendation; Seconded by Councillor Steve Alderman. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the progress made following the audit be noted.
Y penderfyniad fel y'i cofnodwyd
RESOLVED That Members note the significant effort and commitment made by Officers to maintain high levels of performance throughout 2024 and the progress made in continuing to reduce backlogs, but acknowledge the key issues facing the Service which have the potential to significantly affect performance levels, and the ability of the Planning Service to deliver its statutory function and corporate objectives of the Council.
The Chair introduced the item and invited the Cabinet Member with responsibility for Planning and Regulatory Services, Councillor Jacob Williams to present the report. Councillor Williams referred to the process for determining Developments of National Significance (DNS), as well as the impacts on the Authority. He also referred to DNS applications and the transition to a new system from September 2025, in accordance with the Infrastructure Wales Act 2024. Councillor Williams also highlighted the Welsh Government's Future Wales document, the development of a strategic development plan through Corporate Joint Committees, as well as staffing changes and implications across various teams. He believed that the Planning Department was greatly improving, and highlighted the significant reduction in the backlog of Planning applications, and that the Department was ranked in the top 10 Local Planning Authorities across Wales in 2024. He also wished to highlight the recent progress of the Local Development Plan (LDP) 2 and the potential implications. The Head of Planning also highlighted the successful year for the Planning Service and thanked all staff for their efforts, as well as the support from the Cabinet Member and other Elected Members. She then outlined the key details of the report as follows: • The marked improvement in the quality of the Planning Service. • The permanent management structure in place within the service. • The standout performance from the Enforcement Team again in regards to enforcement action and resolution of breaches of planning control. • Development management had maintained a good level of performance in decision making, but work continued to further reduce backlogs and deliver a good pre-application service. • Crucial affordable housing units had been secured and delivered within the County through the planning process, and a significant level of financial contributions had been secured through the use of Section 106 agreements. • The Building Control Team had achieved successful registration of Officers, outstanding performance and level of service to their customers, and had also won a number of Local Building Authority awards. • The LDP2 Deposit Plan 2 going out to Public Consultation. • The challenges faced in 2024 which were continuing through to 2025, mainly resources and budgetary pressures. • The continued issue of recruitment and retention of Officers with the required level of expertise. • The significant ongoing work regarding an influx of applications for major developments, linked to both the Freeport and affordable housing schemes, progressing old and new cases to prosecution and resolution, and overhauling building control systems and processes. • Biodiversity enhancement projects throughout the County to ensure that statutory duties were met. • The river water quality and the potential impact that water quality guidance may have on decision making and the progress of the LDP2. The Committee then raised the following points: • Councillor Di Clements congratulated the Head of Planning and the Team for their work, and stated that the importance of the Planning function should not be underestimated. She then questioned whether anything could be done to make the service more efficient under the current financial strains, particularly in regards to systems and processes. In response, the Head of Planning referred to the overhaul of the Building Control Team’s processes and systems, and added that it was a requirement under new regulations. She stated that the service was committed to reviewing processes, and that a recent review had looked into where efficiencies could be made, in order to make the process of applications simpler and swifter. She added that Planning Managers were due to look at areas that could be improved upon, with the pre-application service being a current key issue to improve. Councillor Clements was pleased to hear that the planning application process was being reviewed, as it would be a quicker and more efficient process. • Councillor Rhys Jordan questioned whether Artificial Intelligence (AI) could be looked into in order to speed up some of the work being done within the service. The Head of Planning stated that she was due to attend an AI webinar on 6 February 2025, and suggested that other Local Authorities may be more advanced in this area currently. She stated that every opportunity was being looked into, and that AI was a priority in terms of the efficiencies and benefits it could provide. She added that other Local Authorities were utilising AI in relation to the validation process, but highlighted that understanding the full implications of the technology was important. • Councillor Steve Alderman referred to the disparity between the Local Planning Authority and the DNS system, and the various applications as a result of the matter. • Councillor Clements referred to the decreased number of live enforcement cases, and questioned whether this was due to less cases coming forward or that the service was clearing them. The Head of Planning confirmed that there was still a consistent number of enforcement cases being received, but that the service was decreasing the backlog efficiently. • Councillor Viv Stoddart referred to the housing crisis and immediate emergency measures, and questioned whether regulations could be set aside temporarily in order to increase accommodation for homeless people. The Head of Planning stated that the service was ready to help address and deliver on this important issue, alongside other areas of the organisation. She referred to current work on the matter, which included, under permitted development rights from Welsh Government, the ability for the Authority to utilise emergency measures in order to address the homelessness situation. The Head of Planning also referred to work to identify sites that could be used for temporary accommodation, and stated that the work would be reported back to Welsh Government. Councillor Williams then referred to the legal duties to facilitate the Welsh Government's priorities, and suggested competing priorities between water quality and development, as an example. Councillor Rhys Jordan Moved the Recommendation; Seconded by Councillor Chris Williams. The vote, undertaken by way of a show of hands, was carried. RESOLVED That Members note the significant effort and commitment made by Officers to maintain high levels of performance throughout 2024 and the progress made in continuing to reduce backlogs, but acknowledge the key issues facing the Service which have the potential to significantly affect performance levels, and the ability of the Planning Service to deliver its statutory function and corporate objectives of the Council.
Y penderfyniad fel y'i cofnodwyd
RESOLVED (a) That the update be noted and that scrutiny feedback on the enforcement approach be provided, which will be used to support a review of the matter. (b) That a further update be provided to Services Overview and Scrutiny Committee on 23 September 2025, which will provide an update on review work, the outcome of this, and a further update on the enforcement of the Dogs on Beaches byelaw. (c) That a Task and Finish Group be convened of Members and Officers to review the current Dog Restrictions and to make suggestions and recommend changes ahead of the 1st May.
The Chair introduced this item and invited the Cabinet Member for Residents’ Services, Councillor Rhys Sinnett, to outline the report. He stated that the report sought the view of Members in regards to enforcement of dog restrictions on beaches, in order to incorporate during the next season. He added that the report highlighted the by-law, the effects locally, current enforcement undertaken, the Enviro Crime Service, and dog restrictions being part of the criteria for the award of the Blue Flag beach status. He referred to the data in respect of Fixed Penalty Notices (FPN’s) issued, as well as the reviews undertaken by Officers in regards to communication plans and enforcement activities based on evidence, and the level of enforcement required. Councillor Sinnett also referred to a wider Enviro Crime review later in the year, where all options would be considered. He added that it would be helpful to have the views of Members with affected beaches in their wards. The Public Realm Manager added that it would be useful to hear Members’ views on the last year of enforcement and what could be improved moving forward. The Chair then introduced Councillor Nick Neumann who wished to speak on the item, as the Local Member for the Havens. Councillor Neumann referred to the beaches in his ward, being Newgale and Broadhaven, and that he had received numerous correspondence from his residents on the matter, since being elected in October 2024. He stated that he agreed with the rationale behind the establishment of the restricted areas, but wished to raise his concerns around the issuing of the FPN’s, and referred to complaints he had received from residents in relation to the negative way in which Enforcement Officers issued FPN’s. He also referred to video footage he had received and scenarios of the FPN’s being issued to residents on deserted beaches early in the morning. Councillor Neumann then referred to the Enforcement Officers being employed by WISE and compensated by the number of FPN’s issued, and suggested that the compensation structure in place could be why no discretion was deployed, which he highlighted as being contrary to Welsh Assembly Guidance. He then suggested a scheme to allow an initial warning, followed by a fine if caught again. Councillor Neumann also added that Enforcement Officers could benefit from further training, particularly in regards to confrontation, and that more could be done to improve the demarcation of the restricted areas on beaches. He also stated that the maps provided were difficult to interpret. The Committee then raised the following points: • Councillor Chris Williams agreed with the majority of comments made by Councillor Neumann and stated that despite the signs being upgraded, he had heard that people still found them difficult to read. He then referred to the various access points on beaches, and stated that with so many points, it was difficult for people to be aware of the restricted areas. He believed that work should be done with local holiday companies and caravan park owners, to make them aware of the restrictions, and in turn, any visitors. He also suggested working with the RNLI support teams, where additional temporary signage could be added along the beach by the support teams. • Councillor Rhys Jordan stated that his residents regularly raised the dog restrictions with him. He stated that he was not against the restrictions but highlighted that they were confusing. He added that the restrictions were too severe in places and wished for the restrictions to be reviewed and for more pragmatic restrictions to be put in place, particularly in regards to certain time frames that the restrictions would be in place, such as between 8am-6pm. • The Public Realm Manager thanked Councillor Neumann for his comments regarding the Havens. He referred to the footage he had seen in relation to the complaints outlined by Councillor Neumann, and believed that the Officers were quite professional in their manner, but added that enforcement was a difficult aspect to balance. He then suggested a meeting with all the relevant Councillors whose wards were connected to the restrictions, in order to hear their suggestions regarding actions moving forward, particularly in terms of getting the message across to visitors. He also took on board Councillor Jordan’s comments regarding a review, and agreed that the current restrictions be revisited in regards to timings etc. • Councillor John Cole agreed with the comments made by Councillor Jordan, especially in regards to the timings of the restrictions. He also referred to work being undertaken by WISE to make holiday makers aware of the restrictions in place. The Public Realm Manager wished to clarify that it would be down to himself and Members to engage with the hospitality sector, not WISE. • Councillor Williams suggested that a consultation would be good in order to engage with communities and potentially amend the restrictions accordingly. • Councillor Jordan referred to the need to be consistent with the restrictions in place, and suggested that beaches needed to be policed efficiently. He referred to the Iron Man Weekend, where there were thousands of people on the beach with their dogs not being policed. In response, the Public Realm Manager stated that, in regards to the Iron Man event, he did not believe that it would have been appropriate to have an Enforcement Officer on the beach with potential conflicts. He stated that he did not disagree with Councillor Jordan, and agreed that it was about balance, but also about the risk and how that was managed on the day of an event. • Councillor Anji Tinley referred to footage of Enforcement Officers and believed it to be unacceptable. In regards to beach restrictions, she wished for their to be a review of WISE. The Chair confirmed that it was on the Committee’s Forward Work Programme. • Councillor Neumann sought clarification as to whether Officers could consider what other Authorities were doing in relation to their Blue Flag beaches, and referred to Cornwall’s summer restrictions as an example. The Public Realm Manager stated that he had recently been in contact with a colleague in Cornwall, where their processes were being reviewed and that a similar process to the Authority, in regards to issuing FPN’s, was being looked into. He added that they were also looking to send out Enforcement Officers to areas where there were issues, and suggested that targeted enforcement was something the Authority could also look into. He also referred to the by-law in Pembrokeshire, where there was a Public Protection Order in place, therefore any changes would need to be reviewed with Legal Officers to ensure they were acceptable. He also highlighted the need to improve communications on the matter. • The Chair then referred to the enforcement process and the maps provided by the Authority and Visit Pembrokeshire that were incorrect. He then suggested that the Enforcement Contractor be asked to issue warnings in the first instance, before issuing a fine, but highlighted that their income was directly related to the number of fines produced. He believed that the large proportion of people being caught would have gone against the restrictions accidentally. Councillor Rhys Jordan then Moved the following Motion: That a Task and Finish Group of Members and Officers be convened to review the current Dog Restrictions and make suggestions and implement changes ahead of the 1st May 2025. • Councillor Jordan then suggested that the relevant Members with beaches in their wards be involved in the Task and Finish Group, with a maximum of six or seven Members of the Committee. • Councillor Sinnett stated that he would be happy to host a meeting with affected Members in the first instance and generate some recommendations for a smaller group of the Committee to review. He believed that the points raised at the meeting needed to be looked into first, in relation to warning versus enforcement action, targeted enforcement, timing of restrictions, signage review, communications with stakeholders, and consultation with community members. • The Chair agreed with Councillor Sinnett’s suggestion and stated that it would be productive to involve affected Members. He then questioned the Task and Finish Group process. The Democratic Services Officer explained that expressions of interest could be asked of Members outside the Committee, and that the Task and Finish Group needed to be made up of Committee Members. The Chair also wished to amend the word ‘implement’ to ‘suggest’, which Councillor Jordan accepted. • Councillor Cole questioned whether an initial meeting with affected Members was needed. The Chair then Seconded the Motion: • Councillor Cole also questioned whether there was a suitable amount of time to hold multiple meetings, as 1st May was only three months away. In response, Councillor Sinnett believed that there was enough time. The Chair added that the Task and Finish Group would be a quick process, and that the outcomes of the Group could potentially go to the March meeting of the Committee, ahead of the implementation from 1st May. Councillor Sinnett stated that if there were changes to by-laws, then that would not be a quick process, but stated that changes to communications and signage would be doable. • Councillor Cole asked whether there needed to be a public consultation. Councillor Sinnett confirmed that no consultation was required as it was an operational matter. • Councillor Williams highlighted the urgency of the situation as the current signage was prepared for 1st May 2025, and stated that a lot of work would need to be amended if that aspect of the enforcement was changed. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Steve Alderman, Mark Carter, Di Clements, John Cole, Terry Davies, Rhys Jordan, Shon Rees, Viv Stoddart, Tony Wilcox and Chris Williams [10] There were no votes against or abstentions. RESOLVED (a) That the update be noted and that scrutiny feedback on the enforcement approach be provided, which will be used to support a review of the matter. (b) That a further update be provided to Services Overview and Scrutiny Committee on 23 September 2025, which will provide an update on review work, the outcome of this, and a further update on the enforcement of the Dogs on Beaches byelaw. (c) That a Task and Finish Group be convened of Members and Officers to review the current Dog Restrictions and to make suggestions and recommend changes ahead of the 1st May.
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