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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED: Leaders determined Option 1, as detailed in the circulated report, as the most appropriate course of action for the future role of the statutory chief executive officer of the South West Wales Corporate Joint Committee (SWWCJC). That delegated authority be granted to the current Chief Executive of the SWWCJC (in consultation with the Chairperson of the SWWCJC) to prepare a job description/person specification and commence a recruitment process in line with pursuing Option 1, as detailed in the circulated report. That delegated authority be granted to the current Chief Executive of the SWWCJC to commence any recruitment exercises and appoint officers in respect of the areas of work of the SWWCJC necessary to meet the obligations of the SWWCJC.
RESOLVED: That the Pre-Audit Annual Return, for year ended 2024/25, be approved.
RESOLVED: That the verbal progress report from officers on the Regional Transport Plan development, provided during the meeting, be noted. That the Final Regional Transport Plan and supporting documents for submission to Welsh Government, be approved. That the latest Welsh Government position on grant funding and the ongoing evolution of the Grants Modernisation process, be noted. That the requirement for additional staff resources that will be delivered by the Chief Executive under delegated powers, be noted.
RESOLVED: That the report be noted.
The Chairperson welcomed everyone to the meeting.
There were no declarations of interests received.
The minutes from the meeting held on 27 May 2025, were approved as a true and accurate record.
Members were informed that Mr Mark John had been appointed Chairperson of the Private Sector Advisory Board (PSAB). Officers highlighted that the Constitution of the South West Wales Corporate Joint Committee (SWWCJC) stated that the Chairperson of the PSAB would be co-opted to the SWWCJC, in a non-voting capacity. Mr Mark John addressed the Committee and conveyed his appreciation for the Board’s support in his role as Chairperson. RESOLVED: That the report be noted.
Decision as recorded
RESOLVED: Leaders determined Option 1, as detailed in the circulated report, as the most appropriate course of action for the future role of the statutory chief executive officer of the South West Wales Corporate Joint Committee (SWWCJC). That delegated authority be granted to the current Chief Executive of the SWWCJC (in consultation with the Chairperson of the SWWCJC) to prepare a job description/person specification and commence a recruitment process in line with pursuing Option 1, as detailed in the circulated report. That delegated authority be granted to the current Chief Executive of the SWWCJC to commence any recruitment exercises and appoint officers in respect of the areas of work of the SWWCJC necessary to meet the obligations of the SWWCJC.
The Committee received a report seeking a determination on the future role of the officer to be identified as the statutory Chief Executive Officer of the South West Wales Corporate Joint Committee (SWWCJC). It was explained that the circulated report presented three different options for Members consideration, which will assist in determining how the Chief Executive Officer role would be shaped moving forward. Officers stated that the role and duties of the SWWCJC Chief Executive post had changed significantly over the past few years. It was noted that since the inception of the Corporate Joint Committee governance structures, more responsibilities had been devolved from Welsh Government to the regions across Wales, this also included the enhanced decision-making powers that Members had. Therefore, Officers felt that it was appropriate to update the position to reflect the changes to resource and capacity. The Chairperson of the SWWCJC acknowledged the considerable work of the current Chief Executive of the SWWCJC and the other Chief Executives across the region, before highlighting the three options that were detailed within the circulated report. The options were stated as follows: - Appoint a Permanent Chief Operating Officer - Second a Chief Operating Officer from one of the participating Authorities - Continue the Status Quo pending the outcome of the Senedd Elections in 2026 Members queried whether, in the event that a Chief Operating Officer were to be appointed, any contractual safeguards or mechanisms would be incorporated into the development of the role to ensure that any future changes in circumstances could be effectively managed. It was noted that standard employment law provisions would apply; should a permanent Chief Operating Officer be appointed, the associated employment safeguards would take effect, particularly in the context of any future review of the role. It was highlighted that while a non-permanent appointment could be considered, such an approach may impact the level of interest in the role due to the short-term contract. It was added that, from an employment law perspective, a permanent appointment could not be omitted upon potential changes within the SWWCJC framework; in the event of such changes, the contract would remain in effect and would need to be managed in accordance with established employment law procedures. Officers explained that the only alternative to avoid this from occurring would be to appoint on a temporary basis; although, this role would also be dealt with in line with employment law processes. Throughout the meeting, Members affirmed their preferred option. RESOLVED: Leaders determined Option 1, as detailed in the circulated report, as the most appropriate course of action for the future role of the statutory chief executive officer of the South West Wales Corporate Joint Committee (SWWCJC). That delegated authority be granted to the current Chief Executive of the SWWCJC (in consultation with the Chairperson of the SWWCJC) to prepare a job description/person specification and commence a recruitment process in line with pursuing Option 1, as detailed in the circulated report. That delegated authority be granted to the current Chief Executive of the SWWCJC to commence any recruitment exercises and appoint officers in respect of the areas of work of the SWWCJC necessary to meet the obligations of the SWWCJC.
Decision as recorded
RESOLVED: That the Pre-Audit Annual Return, for year ended 2024/25, be approved.
Officers presented the Pre-Audit Annual Return for year ended 2024/25. It was stated that since producing the circulated report, the Annual Return had been audited by Internal Audit and no issues were reported. Members were informed that Audit Wales were currently undertaking their audit of the Annual Return, with the hopes that the documentation will be received by the South West Wales Corporate Joint Committee – Governance and Audit Sub Committee on 31 July 2025 for formal sign off. Reference was made to Appendix A, detailed in the circulated report, which included the Outturn for 2024/25. It was explained that on 23 July 2024, the South West Wales Corporate Joint Committee (SWWCJC) approved the budget for 2024/25; the budget was set at £615k, with a levy from each of the constituent authorities. It was mentioned that this levy was reduced by 10% through the utilisation of reserves, leaving £556k to raise through the levy; the SWWCJC also received a Welsh Government grant of £100k, for the Regional Transport Sub Committee. It was concluded that the Outturn detailed a total underspend of £332k, with the balance of this being transferred to the SWWCJC reserves. The following variances were noted: · The Accountable Body was overspent by £200k due to external audit fees incorporating a performance audit within their scope. · Support Services were underspent by £47k. · There was a vacant Senior Accountant post, which had been vacant for some time due to the level of activity. It was mentioned that any activity in this area was being covered by Carmarthenshire Councils Regional Finance Manager. · The Sub Committees were underspent by £220k due to the lack of activity across all four Sub Committees, as well as Planning and Programme Management · The Regional Management Office was underspent by £73k. · There was no expenditure against the consultancy and specialist advisor pots, as well as printing, translation and ICT equipment budgets not being utilised. Officers highlighted that after incorporating the balance brought forward from the previous years (£843k), and adding the interest earned on the balance during the year (£55k), the SWWCJC was now left with £1.176million in reserves. Members queried whether the vacant Senior Accountant post, currently being covered within existing capacity, might not require formal recruitment; and whether consideration could be given to adjusting the salary of the Officer undertaking those responsibilities, should they have the capacity to continue in the role. In response, the Officer explained that their current allocation of time is divided between the Swansea Bay City Region and the SWWCJC. It was acknowledged that, as priorities evolve, there may be scope to adjust responsibilities to allow for increased focus on Corporate Joint Committee related activity. It was added that there were budget provisions for a Senior Accountant post, which may be utilised to support relevant workstreams as required. Reference was made to the earlier report concerning the appointment of a Chief Operating Officer, highlighting that one of the responsibilities of the Chief Operating Officer would be to review and determine the appropriate staffing structure moving forward; this will be addressed in future reports, and matters relating to capacity will be considered as part of that process. A discussion took place in regard to Appendix B, detailed in the circulated report, which contained the Pre-Audit Annual Return. It was explained that Joint Committees with income and expenses below £2.5million per year, were required to prepare accounts in the form of an Annual Return. Members were informed that the Annual Return was split into four sections: the Accounting Statement, the Annual Governance Statement, the Certification and the Internal Audit Annual Report. Officers explained that the accounting statement categorised the income and expenditure of the SWWCJC, this also included the balance brought forward from the previous year. It was stated that the SWWCJC expenditure for 2024/25 was £378k. As previously mentioned, the total levy raised for 2024/25 was £556k, the SWWCJC was provided a Welsh Government grant of £100k and the total interest earned was £55k; therefore, this provided a total income of circa £710k. The Committee were provided with an overview of the statement of balances, which was detailed on page 33 of the circulated report. The following points were raised: · Point eight, debtors – it was noted that the debtors listed related to the £100k Welsh Government grant for the Regional Transport Plan; Officers had received £15.5k of this sum previously and had been awaiting the remaining £84.5k. It was confirmed that Officers received the remaining balance in the 2025/26 financial year. · Point ten, creditors – it was noted that £100k of the creditors also related to the Welsh Government grant; this money needed be reimbursed to Swansea Council, the leads on the Regional Transport Plan, as they had incurred the £100k expenditure. It was confirmed that Swansea Council had since been reimbursed this money. Officers added that the remaining £17k related to outstanding invoices, including external audit fees. · Point eleven, balances carried forward – it was noted that this section summarised the statement balances and provided a balance of £1.176million to carry forward. Reference was made to the Annual Governance Statement which provided the SWWCJC’s response to the governance of the Committee; the response was very similar to last year’s and makes acknowledgement to the effective financial management, with systems in control for prevention. Officers also referred to the Annual Internal Audit Report which was internal audit provided through a Service Level Agreement (SLA) with Pembrokeshire County Council; the audit was completed and there were no issues arising. It was added that the completed report will be provided to the SWWCJC Governance and Audit Sub Committee for their approval. RESOLVED: That the Pre-Audit Annual Return, for year ended 2024/25, be approved.
Decision as recorded
RESOLVED: That the verbal progress report from officers on the Regional Transport Plan development, provided during the meeting, be noted. That the Final Regional Transport Plan and supporting documents for submission to Welsh Government, be approved. That the latest Welsh Government position on grant funding and the ongoing evolution of the Grants Modernisation process, be noted. That the requirement for additional staff resources that will be delivered by the Chief Executive under delegated powers, be noted.
Members were presented with the Final Regional Transport Plan (RTP) for the South West Wales region. It was noted that Appendices 10 and 11, detailed within the circulated report, were exempt under Paragraph 14. There were no comments or questions received in relation to these appendices, therefore the meeting did not move into private session. Officers explained that the purpose of the circulated report was to provide progress and seek endorsement of the Final RTP, and supporting documents, prior to submitting to Welsh Government for approval. In addition, the circulated report sought to highlight the latest position in terms of grant funding and the ongoing evolution of the Grants Modernisation process; and to also highlight the requirements for additional resources. The Committee was informed that, subject to Members approval, Officers were preparing to submit the RTP to Welsh Government on 25 July 2025; this will allow Welsh Government Officials to review the document over the summer period. It was stated that Officers were expecting a quick turnaround in terms of feedback, with formal announcements regarding funding for the next financial year expected from October onwards; it was also anticipated that the RTP will be formally endorsed by Welsh Government Ministers around that time. Since the last meeting, Officers stated that a public consultation had been conducted, in which 900 responses had been received; some of the headlines to come out of the consultation included concerns regarding the level of active travel that was proposed in the Plan, and the capability and capacity of the bus and rail network. Members were informed that the relevant stakeholder groups were also consulted, and statutory consultations were undertaken with organisations such as Natural Resources Wales and Cadw. It was highlighted that the RTP, contained within the circulated report, included all of the statutory assessments that Officers were required to undertake such as the Integrated Wellbeing Assessment (IWBA), which also incorporated the statutory Strategic Environmental Assessment (SEA), and the statutory Habitats Regulation Assessment (HRA). It was mentioned that a monitoring and evaluation plan had been developed and now forms part of the RTP in order to effectively monitor and evaluate the programme of works. Reference was made to one of the key amendments made to the RTP, which involved the relocation of national schemes, specifically rail and trunk road schemes, from the regional Delivery Plan into the main body of the RTP; this adjustment reflected the fact that such schemes fall outside the direct delivery remit of the region, and were therefore more appropriately positioned within the strategic framework of the Plan rather than its delivery components. Additionally, it was noted that the policy frameworks had been updated, as outlined in the circulated documentation, to incorporate recent developments, such as the current position on bus franchising. A discussion took place in regard to the Delivery Plan, with Officers providing a general overview of how the plan was produced. It was noted that Officers started this piece of work with a long list of schemes, which were put through an initial screening process. Following this, it was stated that the revised list of schemes went through a consultation period, which helped identify the schemes and programmes that were considered important across various communities and the region as a whole. The Committee was informed that Officers developed a robust matrix for scoring the schemes to assist in determining the transport needs, before carrying out a further prioritisation exercise with each of the Local Authorities; this latter exercise further helped to identify the needs of each Local Authority, allowing Officers to start working out a fair distribution of schemes and programmes across the region. Officers explained that they created two separate lists of schemes; one being the schemes that could be taken forward for delivery, and another for the schemes that were still in development. Members were informed that during the process, Welsh Government had issued indicative funding guidelines; these suggested an allocation approximately 1.5 times the previous annual spend, equating to a range of £38 million to £40 million per annum. It was noted that the current RTP proposal exceeded this indicative allocation, with year one funding requirements estimated at approximately £47 million. Officers explained that this figure included several major schemes, and initial discussions had taken place with Welsh Government regarding the treatment of such schemes; at present, four major schemes had been identified across the region, with potential combined expenditure exceeding £100 million. It was explained that this presented a significant challenge, given the total anticipated settlement was estimated to be under £200 million; ongoing senior-level discussions will be necessary to determine how these major schemes were to be managed. In addition to the above, Officers highlighted that there was also emerging dialogue around the possibility of nationally significant schemes being supported through a separate funding stream. The Committee were informed that the programme had been intentionally over-programmed at this stage, with a total value of funding requests approaching £500 million; it was recognised that the final allocation will fall significantly short of this figure. Therefore, it was noted that substantial work will be required between now and October to refine the programme and develop a detailed year one delivery plan; arrangements for further discussions with Welsh Government, Transport for Wales, and relevant officers were currently underway. Members expressed their appreciation to officers for the significant work undertaken on this workstream to date; this was particularly commendable given the challenges posed by limited clarity from Welsh Government regarding funding and resource availability, and despite operating in a context of considerable uncertainty, Officers had successfully prioritised a list of schemes for the forthcoming period. The Chair of the Regional Transport Sub-Committee provided a summary of recent discussions and key issues raised during the Sub-Committee meetings which included national support for significant transport interventions, limitations within the Welsh Governments capital programme and administrative costs for monitoring to the South West Wales Corporate Joint Committee (SWWCJC). A central concern highlighted during meetings was the ongoing uncertainty surrounding grant funding from Welsh Government. It was noted that the level of ambition for the region was substantial and currently exceeded the indicative funding envelope available; greater clarity on funding arrangements would be essential over the coming months. The strategic risk facing South West Wales was empathised, particularly in light of transport investment in other regions across Wales; ensuring a fair and proportionate share of investment for South West Wales should remain a priority going forward. Following on from the above, it was noted with disappointment that, following the recent comprehensive spending review, no rail projects were announced for South West Wales; Members had agreed that such omissions must not be repeated, and that transport needs in the region must be fully understood and supported at both Welsh and UK Government levels. Reference was made to the bus franchising process, in which it was noted that Transport for Wales was proposing a base model and inviting feedback from residents. Members emphasised the importance of widespread engagement from residents, Councils and partners to shape a future bus network that better meets public needs. The Committee expressed that any future publicly managed network should not replicate existing shortcomings; as the region potentially leading the franchising rollout in 2027, there was a responsibility to ensure the new model addresses current issues and delivers improved services. A discussion took place in regard to the regional approach to prioritising the work associated with the RTP. It was stated that a prior prioritisation exercise involving Leaders, Chief Executives and partners had informed the current programme of work undertaken by Officers; the principle guiding this process was to ensure equitable benefit across the region, with a focus on strategic impact for residents and communities. Members acknowledged the balance between representing individual authority interests and working collaboratively for regional benefit; ensuring there was a fair allocation of spending and targeting schemes which will make a strategic difference. The Chair of the Private Sector Advisory Board (PSAB) confirmed that the Board had received a presentation and expressed support for the development of the RTP; the Board recognised transport as a critical interconnecting factor in stimulating economic growth. It was acknowledged that the expansion and improvement of the transport network will be a key strategic theme moving forward; the Board confirmed its commitment to supporting the ongoing work and continuing lobbying efforts to ensure progress in this area. RESOLVED: That the verbal progress report from officers on the Regional Transport Plan development, provided during the meeting, be noted. That the Final Regional Transport Plan and supporting documents for submission to Welsh Government, be approved. That the latest Welsh Government position on grant funding and the ongoing evolution of the Grants Modernisation process, be noted. That the requirement for additional staff resources that will be delivered by the Chief Executive under delegated powers, be noted.
Decision as recorded
RESOLVED: That the report be noted.
Officers provided detail in regard to a report that will placed before the Swansea Bay City Deal regarding the future of the Programme/Portfolio Management Office (POMO). Members were informed of the ongoing work within the City Deal programme to review the future work programme of the POMO; the review included consideration of how City Deal activities might be better aligned with the South West Wales Corporate Joint Committee (SWWCJC) to support the long-term sustainability of services. It was noted that the City Deal Programme Board was due to consider a report from a recently commissioned review, which included specific reference to the potential for the SWWCJC to absorb certain work programmes and decision-making functions of the City Deal. Members were advised of the importance of being aware of this development, particularly if the Programme Board opts to pursue one of the proposed options, as this will directly impact the SWWCJC; any resulting impacts will be reported back to this Committee in due course. RESOLVED: That the report be noted.
That the Forward Work Programme be noted.
There were no urgent items received.
There were no comments or questions received in relation to the private appendices contained within agenda item 12, therefore the meeting did not move into private session.
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