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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED That the approach that PCC are taking to deal with the nutrient neutrality concerns highlighted by Natural Resources Wales (NRW) in 2021, in collaboration with the neighbouring Local Planning Authorities (LPAs), D?r Cymru / Welsh Water (DCWW) Natural Resources Wales, and the Nutrient Management Boards for the River Cleddau and Teifi be endorsed [The Cabinet Member for Planning and Housing Delivery and the Head of Planning left the meeting at this juncture]
RESOLVED That the report on the Services Performance Data be approved. [The meeting adjourned for a short break, reconvening at 1204]
RESOLVED That the update report on Housing Building Maintenance service be approved with appropriate feedback provided. [Councillor Michelle Bateman left the meeting at this juncture]
RESOLVED That the Annual Report 2022-23 be endorsed prior to consideration by Council.
RESOLVED That the progress report of the Property Service be noted with a further monitoring report in three months’ time.
RESOLVED That the update from the Strategic Asset Management Group (SAMG) be noted. The Chair gave thanks to the Director of Community Services on behalf of the Services Overview and Scrutiny Committee for all of his input and wished him a long and happy retirement.
RESOLVED That the Forward Work Programme be approved subject to the above amendments.
The Chair sought nominations for the role of Vice-Chair. Councillor Huw Murphy moved that Councillor Rhys Jordan be duly elected; Seconded by Councillor Chris Williams. The vote, undertaken by way of a show of hands, was carried. RESOLVED That Councillor Rhys Jordan be duly elected as Vice-Chair for the ensuing Municipal Year.
There were no Declarations of Interest made.
Moved by Councillor Mark Carter; Seconded by Councillor Brian Hall The vote, undertaken by way of a show of hands, was carried. AGREED That the Minutes of the meeting held on 21 March 2023 be approved as a correct record, in both English and Welsh, subject to the following amendment: A correction was requested by Councillor Mark Carter referring to Minute 35 of the meeting held on 21 March 2023 to reflect that ‘the Roch Gate Motel, based in the village of Roch’. The Chair informed Members that no update had been received regarding the flooding at Havens Head and Lower Priory but reiterated the commitment to review the item in September. The Chair further advised Members that there was no update on the Northgate System at this time.
There were no public submissions or items of correspondence received and the Chair urged the public to get involved either in person or in writing.
The Committee agreed a change to the order of business as follows: That the item regarding Nutrient Neutrality (Phosphates) within Pembrokeshire County Council be brought forward to allow Officers to present the item.
Decision as recorded
RESOLVED That the approach that PCC are taking to deal with the nutrient neutrality concerns highlighted by Natural Resources Wales (NRW) in 2021, in collaboration with the neighbouring Local Planning Authorities (LPAs), D?r Cymru / Welsh Water (DCWW) Natural Resources Wales, and the Nutrient Management Boards for the River Cleddau and Teifi be endorsed [The Cabinet Member for Planning and Housing Delivery and the Head of Planning left the meeting at this juncture]
The Committee considered a report by the Director of Community Services regarding the Nutrient Neutrality (Phosphates) within Pembrokeshire County Council. Councillor Jon Harvey, Cabinet Member with responsibility for Planning and Housing Delivery introduced the report to the Committee regarding dealing with Phosphates with the aim to achieve neutrality in special areas of conservation. He highlighted the socio-economic risks associated with elevated nutrient levels in the Authority’s water courses and the effect on natural fauna and flora. He further discussed the plan for nutrient neutrality on new developments meaning no net gain in phosphorous reaching the SAC water courses. This had resulted in a substantial increase in the number of planning applications requiring Habitat Regulation Assessments assessing the risks resulting in delays to the process of applications and an increase in refusals. The Cabinet Member welcomed the Nutrient Management Board Programme Manager, the Earth Project Land Use Management Officer and the Team Leader Conservation to the meeting who presented a comprehensive report to the Committee. The Committee debated the contents of the report and the key points were highlighted as follows: • Nutrient Management Boards (NMBs) had been set up for the Cleddau, Teifi and Tywi catchments. • The Cleddau NMB was chaired by the Cabinet Member with responsibility for Planning and Housing Delivery. • In response to a question from Councillor Di Clements regarding the role of Welsh Government in the water pollution issue, the Nutrient Management Board Programme Manager advised that they were supporting the Welsh Government with introducing policy and development. • The producers of the excess nutrients in the rivers need to account for their share. • There was a need for investment, particularly in wetlands and that the focus was on nature based solutions. • The Cabinet Member further clarified that this was a complex dynamic and that the Authority were one of a number of bodies involved. He further noted that raising the matter with Welsh Government should not be underestimated. • In response to a question from Councillor Steve Alderman regarding catchment sensitive farming, the Nutrient Management Board Programme Manager advised that they were not aware of the initiative for planting crops along riverbanks to soak up the nutrients but that the team review this further. • In response to a question from Councillor Tony Wilcox regarding the role of Welsh Government and the 18 different associations involved, the Nutrient Management Board Programme Manager advised that part of the remit of the NMB is bring all those organisations together and the commitment of the First Minister to Chair a new governance structure to support the issue demonstrated that the urgency was recognised. • In response to a concern raised by Councillor Di Clements regarding unauthorised developments in the County, The Head of Planning advised that any breaches of planning regulations where phosphates were an issue, applications would be refused and recruitment had taken place to support the enforcement of any unauthorised developmetns. Proposed by Councillor Tony Wilcox; Seconded by Councillor Rhys Jordan The vote, undertaken by way of a show of hands was carried. RESOLVED That the approach that PCC are taking to deal with the nutrient neutrality concerns highlighted by Natural Resources Wales (NRW) in 2021, in collaboration with the neighbouring Local Planning Authorities (LPAs), D?r Cymru / Welsh Water (DCWW) Natural Resources Wales, and the Nutrient Management Boards for the River Cleddau and Teifi be endorsed [The Cabinet Member for Planning and Housing Delivery and the Head of Planning left the meeting at this juncture]
Decision as recorded
RESOLVED That the report on the Services Performance Data be approved. [The meeting adjourned for a short break, reconvening at 1204]
The Chair highlighted that the premium noted in the report was for 23/24 and welcomed the Corporate Planning Manager to the meeting who presented the report on Service Performance Data noting that this report was also going to the Corporate Overview and Scrutiny Committee. The Corporate Planning Manager highlighted that they were using Microsoft Power BI in production and analysis of the data. The Cabinet Member for Housing Operations and Regulatory Services advised that whilst the report contained homelessness data, the Committee were aware of the rapid rehousing plan that had been presented to the Policy and Pre-Decision Committee prior to Cabinet early in the year. The Committee then debated the contents of the report and the key points/comments were highlighted as follows: · In response to a question from Councillor Rhys Jordan regarding the increase in visitors to leisure centres per month, the Corporate Planning Manager clarified that the comparison was monthly for February to March and Annual from March 2022 to March 2023. · Following a request from Councillor Rhys Jordan for usage per site to be presented for Leisure Centres, as was presented for each Library site, and the Corporate Planning Manager advised that following full roll out of Power BI, this would be possible. · In response to a question from Councillor Di Clements regarding what measure was used for visitors to Libraries, the Corporate Planning Manager advised that these were visitors through the door and that it could not be separated to using computers, taking books or attending specific events. Councillor Tim Evans raised concerns regarding the number on the Housing list and the Head of Housing and Public Protection Services advised that, as of 31.5.23 there were 1607 on the gold band; 911 for a one bed property, 436 for a two bed property, 159 for a three bed property, 57 for a four bed property and 44 for a five bed or more property. The Cabinet Member for Housing Operations and Regulatory Services highlighted the one bed housing waiting list and the need to ensure there was an element of one bed properties in all developments. In response to a concern from Councillor Di Clements regarding the void properties within the County, the Head of Housing and Public Protection Services advised that a voids Officer was recruited and that they were looking to reprofile that role. She also confirmed that the Authority were liable for the Second Homes Premium on all Authority owned properties that were empty. In response to a concern from Councillor Tim Evans regarding Gold Band Plus and Gold Ban Priority on the housing list, the Head of Housing and Public Protection Services confirmed that all were included and that the Authority also had a statutory duty to provide accommodation under homelessness legislation and those in unsuitable accommodation and that 3/400 priority cards had been given with the majority in the gold band and some in silver. She clarified that there was a fluctuation in known rough sleepers and that all had received an offer of accommodation. In response to a concern from Councillor Viv Stoddart regarding the enforcement backlog, the Community Services Director advised that they were rebuilding the enforcement department and would be addressing the backlog. The Head of Housing and Public Protection Services advised Councillor Shon Rees that the location of Gold applicants was not mapped out only the locations of preference noting the highest demand was urban areas. She further advised that there was an empty property database with approximately 1300 properties and that the Authority had signed up to the empty homes grant scheme launched by Welsh Government which was designed to bring properties back in to use with a grant of up to £25K. In response to a concern from Councillor Tim Evans regarding the redevelopment of 29 High Street, the Head of Housing and Public Protection Services advised that the renovations were now completed and they were reviewing if there was a need for a commercial property on the ground floor. The vote, undertaken by way of a show of hands, was carried. [Councillor Rhys Jordan wished that his vote against the above was recorded] RESOLVED That the report on the Services Performance Data be approved. [The meeting adjourned for a short break, reconvening at 1204]
Decision as recorded
RESOLVED That the update report on Housing Building Maintenance service be approved with appropriate feedback provided. [Councillor Michelle Bateman left the meeting at this juncture]
The Committee considered an update report by the Head of Housing and Public Protection on Housing Building Maintenance Service. The Cabinet Member for Housing Operations and Regulatory Services and the Head of Housing and Public Protection introduced Rhys Jones, the Buildings Maintenance Operations Manager who had been in the role for eight weeks. The key highlights of the report were as follows: · They were on course to meet the performance indicators for 95% of all Priority One tickets, however, Priority three tickers (repairs within 35 days) were being missed due to contractor issues and pressures. · Recruitment of additional skilled Officers to survey works and schedule the contractors was ongoing. · All properties were no surveyed with a review of future works underway. · Larger projects sitting within the capital programme were proving challenging to deliver. · There were currently four surveyors and two assistant surveyors with ongoing difficulties with recruitment and retention. · A new reporting programme had been implemented across the Housing Service (NEC). · NEC reports relating to damp or mould were being investigated within a target of nine days. · A Damp and Mould Working Group had been established. · Through the NEC system, they were able to provide customers with time slots for work to be carried out. The Chair thanked the the Buildings Maintenance Operations Manager for a comprehensive report. The Committee then debated the contents of the report. Councillor Thomas Tudor thanked the Head of Housing and Public Protection and the team for the quick response to any concerns that he had raised noting the honesty they had been dealt with. In response to a question from Councillor Tudor regarding planned works or large scale capital projects due to take place within their wards, the Head of Housing and Public Protection advised that with the Community Liaison Team back to full compliment this would be reinstated. In response to a concern raised by Councillor Rhys Jordan regarding damp and mould in educational settings, the Buildings Maintenance Operations Manager advised that he would review the number of cases and inform the Committee. In response to a question from Councillor Tim Evans regarding ‘airy’ houses, the Head of Housing and Public Protection advised that, due to the cost of living pressures, they were noting an increase in tenants not putting their heating on which was contributing to the damp and mould issues. The Chair advised that ‘airy ‘ houses were properties that were non standard built post-war and only designed for a limited life span, Councillor Viv Stoddart raised concerns regarding off street parking with Welsh Housing Quality Standard (WHQS) properties and the Head of Housing and Public Protection advised that the issue of off street parking was under review. [Councillor Di Clements left the meeting at this juncture] The Chair suggested a film to educate residents on Damp and Mould issues be made in September. Proposed by Councillor Tim Evans; Seconded by Councillor Chris Williams The vote, undertaken by way of a show of hands, was carried. RESOLVED That the update report on Housing Building Maintenance service be approved with appropriate feedback provided. [Councillor Michelle Bateman left the meeting at this juncture]
Decision as recorded
RESOLVED That the Annual Report 2022-23 be endorsed prior to consideration by Council.
The Committee considered a report by the Head of Democratic Services regarding the Overview and Scrutiny Annual Report for 2022 – 23. The Head of Democratic Services outlined the main points of the report and stated that the report provided details of scrutiny activities from June 2022 to March 2023, and covered each of the five scrutiny committees, which would be presented to Council in July for consideration and endorsement. She then highlighted the recent survey undertaken to gather Members' views on the current Overview and Scrutiny Committee arrangements and give Members an opportunity to make suggestions for improvement. The Head of Democratic Services highlighted that there was a 67% response rate and gave thanks to those Members who took the time to complete the survey. The Committee debated the contents of the report and the key points were highlighted as follows: · The Chair noted that it had been a pleasure to chair the ServicesOverview and Scrutiny Committee for the last 12 months noting the highest attendance out of five committees with no vacancies. · Councillor Viv Stoddart welcomed the flooding at Havens Head and Lower Priory being kept on the agenda for updates. · In response to a concern raised by Councillor Viv Stoddart regarding vandalism in the Authority and the implementation of the Northgate system, the Head of Democratic Services advised that this would be placed on the Forward Work Programme and the Chair confirmed that there was a review in September. · In response to a question from Councillor Rhys Jordan regarding unaffilliated Members not being eligible to chair scrutiny committees, the Head of Democratic Services advised that the Chairs were under political balance and that the groups decided which Committees they sat on. The Chair commented that only 40 out of 60 Councillors had completed the survey and felt that, as they were paid to be Councillors, all should have submitted a response. Proposed by Councillor Rhys Jordan; Seconded by Councillor Huw Murphy The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Annual Report 2022-23 be endorsed prior to consideration by Council.
Decision as recorded
RESOLVED That the progress report of the Property Service be noted with a further monitoring report in three months’ time.
The Committee considered a report by the Director of Community Services on the Property Service noting that the Cabinet Portfolio was for the Deputy Leader, Place, the Region and Climate Change. He informed Members that this report specifically addressed the response to an Audit Wales Study, which had been adopted and reported to the Services Overview and Scrutiny Committee in January. The Director presented the recommendations contained within the report noting that recruitment had been the biggest challenge with a number of senior level staff leaving the Authority. In response to a question from Councillor Thomas Tudor regarding the Foley House Community Asset Transfer, the Director advised that the responsibility for Property would be transferring to the Assistant Chief Executive following his retirement and that they were unable to provide any updates at this time. In response to a question from Councillor Brian Hall regarding the properties in the Authority that local residents wanted to purchase, the Director of Community Services advised the Committee that the Strategic Asset Management Group (SAMG) had been formerly re-established and was the next item on the agenda. In response to a question from the Chair regarding the next update, the Committee requested that an update be presented in September and then bi-annually. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the progress report of the Property Service be noted with a further monitoring report in three months’ time.
Decision as recorded
RESOLVED That the update from the Strategic Asset Management Group (SAMG) be noted. The Chair gave thanks to the Director of Community Services on behalf of the Services Overview and Scrutiny Committee for all of his input and wished him a long and happy retirement.
The Director of Community Services confirmed to Members that the Strategic Asset Management Group (SAMG) had been formerly re-established nad had met for the first time on 12 April 2023. This was Chaired by the Deputy Leader and Cabinet Member for Place, the Region and Climate Change with Terms of Reference and the future meeting cycle agreed. Proposed by Councillor Brian Hall; Seconded by Councillor Rhys Jordan The vote, undertaken by way of a show of hands, was carried. RESOLVED That the update from the Strategic Asset Management Group (SAMG) be noted. The Chair gave thanks to the Director of Community Services on behalf of the Services Overview and Scrutiny Committee for all of his input and wished him a long and happy retirement.
Decision as recorded
RESOLVED That the Forward Work Programme be approved subject to the above amendments.
The Chair presented the Forward Work Programme to Members who then debated the contents with the following key points highlighted for inclusion: a) That the Committee submit a request to the Corporate Overview and Scrutiny Committee requesting a review regarding the percentage of staff now working out of County Hall. b) That an update on Haverfordwest Castle and the Multi-Storey Car Park be included in the Regeneration Report in September. c) That the Committee receive an update on the situation and services at Haverfordwest Airport in November. Moved by Councillor Mark Carter; Seconded by Councillor Rhys Jordan The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Forward Work Programme be approved subject to the above amendments.
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