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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 Option 1 be progressed in light of the legislative requirements, to provide a fair and unbiased commercial waste service and alleviate financial pressures placed on the Council’s resources caused through illegal waste disposal.
RESOLVED That the Notice of Motion be not adopted and that the Option 3 approach be adopted as outlined in the report, because: (a) The Council already adopts a method to set budgets for energy efficiency and renewable energy projects based on capital business cases with acceptable payback thus saving the Council money in terms of a reduction in operational expenditure on energy. (b) That some emissions reduction work is driven by legislation, policy and funding requirements that the Council has to comply with as part of ‘business as usual’.
RESOLVED That the public be excluded from the meeting for the item of business in accordance with Section 100A(4) of the Local Government Act 1972 as Appendices C1 and C2 to the report involved the likely disclosure of exempt information as defined in Paragraph 16 of Part 4 of Schedule 12A to the Act; and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. The webcast of the meeting was then paused for the consideration of the outlined Appendices. It was then resumed for the vote. Councillor Murphy thanked Officers for their work in putting together the report and stated that he was satisfied with the proposed Recommendation. He concluded that the fundamental issue was the amount of houses possibly not paying any tax due to the NDR register, and believed that it needed to be reviewed as much as the 182 days rule. The vote for the Recommendation, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Neil Prior, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED (a) The Notice of Motion be not adopted; and, the matter be reviewed in 12 months-time when the full impact of the legislative change is known, evidence is available to support any potential changes and the financial impact has been fully assessed. (b) That the Council write to Welsh Government, highlighting the general concern in the County about the 182 day figure and asking for as much information as possible about how the regulation is working both in Pembrokeshire and the rest of Wales, to support the review in 12 months’ time.
RESOLVED That the Instruments of Government for the following schools’ governing bodies be approved: (a) The Federation of Mary Immaculate and St Teilo’s Catholic Primary Schools; (b) The Federation of Holy Name and St Francis Catholic Primary Schools.
RESOLVED That the development and submission of applications to Welsh Government for Transport Grant be approved, as outlined in the report, to fund the development and delivery of a number of transport schemes and initiatives in 2024-25, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services.
RESOLVED (a) That the proposal to invite and evaluate tenders for the design development and construction of the Brynhir Housing Development be approved, using a two stage tender process under the Welsh Procurement Alliance (WPA) Dynamic Purchasing System (DPS); (b) That authority be delegated to the Head of Infrastructure & Environment for the subsequent award of the Stage 1 Pre-Construction Services Agreement; (c) That authority be delegated to the Head of Infrastructure & Environment, for the award of the Stage 2 NEC3: Engineering and Construction Contract, Option A.
RESOLVED (a) That after consideration of each the exception requests received from Town/Community Councils for eight toilets, the following be approved: i. Abereiddy – to continue to fund this facility until 31 March 2025 whilst other potential funding avenues are fully explored, in appreciation that the Community Council is disproportionately affected having already agreed to take over a second toilet within their ward (Porthgain). The facility serves a key tourism spot in North Pembrokeshire with no alternatives available at this specific site. ii. Carew – facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. iii. Cwm Yr Eglwys - facility to be closed 30 June 2024 in order to allow time for the Community Council to make alternative longer term funding arrangements should they wish. iv. Moylegrove - facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. v. Newgale South - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vi. Nolton Haven - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vii. Pwllgwaelod – to continue to fund this facility in light of appreciation of the already higher than average precept for this Community Council and their commitment to seek sustainable funding to maintain Cwm Yr Eglwys. viii. Tenby North Beach – to continue to fund this facility but investigate income generating opportunities such as charging to use or linking to other sources of funding. (b) That the offer from the National Trust to fund approximately half of the operating costs of the toilet at Bosherston and close on 8 April 2024, be rejected. (c) That where conversations are ongoing with Town/Community Councils (Abercastle, Amroth East, Bryn Road St Davids, Creswell Quay, Kilgetty, Newport Parrog, Neyland Marina), it be agreed to continue funding the facilities until 8 April 2024, after which time they will be closed unless funding has been agreed. This timeframe to be extended to 30 September 2024 for Newport Parrog only, due to several complexities at this site that are being further explored.
RESOLVED (a) That the updated Corporate and Financial Planning Timetable be noted. (b) That the Outline Draft County Council Budget for 2024-25, including Service Pressures and Proposed Budget Savings, and Outline Draft Medium Term Financial Plan 2024-25 to 2027-28 be approved. (c) That the Outline Draft Capital Programme for 2024-25 to 2027-28 be approved. (d) That the previously agreed capital financing costs capping level up to a maximum of 5.30% (Capital Financing Costs as a proportion of Net Revenue Budget) be recommended to Council for approval. Assumptions to be redefined and modelling work updated on a rolling basis with a review undertaken as part of the annual budget setting process. (e) That the Housing Revenue Account (HRA) estimates for 2024-25 be approved. (f) That the Senior Leadership Team continue to evaluate the Outline Draft County Council Budget for 2024-25 following receipt of the Provisional Local Government Settlement on 20 December 2023 and in light of any decisions of Cabinet or Council. (g) That it be noted that the Green and Amber budget savings measures will be implemented immediately, or as soon as possible following a decision of Cabinet. (h) That the range of options to bridge the projected funding gap (Band D Council Tax increase, use of Council Tax premiums, budget savings and use of reserves), be noted, including those shown in sections 3.5 and 14.2.7, and that these will continue to be refined before the Council meeting on 7 March 2024. (i) That the report, amended as required by Cabinet, be referred to Council for consideration on 14 December 2023. (j) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend the report as necessary prior to consideration by Council.
RESOLVED (a) That the calculation of the Council Tax Base for the financial year 2024-25 be confirmed as 59,924.70, to be apportioned as set out in paragraph 4.3 of the report. (b) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend and approve the Council Tax Base should the Second Homes and Long Term Empty Properties premiums be amended by Council on 14 December 2023.
RESOLVED That the Public Services Ombudsman for Wales’ Annual Letter 2022-23 be noted.
RESOLVED That the Social Services Compliments and Complaints Report 2022-23 be noted.
RESOLVED That the following be recommended to Council: (1) That the Pembrokeshire Standard Rents be increased by ONE of the following options: (i) Option 1 – 6.7% increase plus up to £2 per individual rent that is currently below Standard Rent, OR (ii) Option 2 - 5% increase plus £2 per individual rent that is currently below Standard Rent Rents to be collected over 49 weeks (as 2024-2025 is a 53 week year), with effect for all existing tenancies from the 1 July 2024, and for all new tenancies from the 1 April 2024. (2) That Garage rents be increased by 6.7%, to be collected over 49 weeks (for 2024-2025), with effect from 1 April 2024. (3) That the report be adopted as the Cabinet’s recommendation to Council on 14 December for rent increases for 2024 - 2025.
The following declarations of interest were made: Item 4 – Notice of Motion relating to Waste Collections Services for Second Homes Councillor Tessa Hodgson declared a personal and prejudicial interest by virtue of owning a holiday cottage, and stated that she had dispensation to speak but not to vote. Item 7 – Notice of Motion relating to Discretionary Relief Policy for Tourism Industry Councillor Tessa Hodgson declared a personal and prejudicial interest by virtue of owning a holiday cottage, and stated that she had dispensation to speak but not to vote. Item 10 – Procurement of Construction Contractor to Complete the Design and Construction of the Proposed New Housing Development at Brynhir, Tenby Councillor Neil Prior declared a personal and prejudicial interest by virtue of being a non-executive Director of Pobl Housing Association, and stated that he had dispensation to speak but not to vote. Item 14 – Review of Council Tax Premiums for Second Homes and Long Term Empty Properties Councillor Tessa Hodgson declared a personal and prejudicial interest by virtue of owning a holiday cottage, and stated that she had dispensation to speak but not to vote. Councillor Michelle Bateman declared a personal and prejudicial interest by virtue of a family member owning an empty property, and stated that she had dispensation to speak but not to vote on matters regarding empty properties only. Councillor Alec Cormack declared a personal interest by virtue of being a Local Authority appointed Governor for Saundersfoot Community Primary School, as Appendix D to the report referenced school roles. Item 17 – Pembrokeshire Council Housing Revenue Account Rent and Service Charges Setting Options for 2024-2025 Councillor Neil Prior declared a personal and prejudicial interest by virtue of being a non-executive Director of Pobl Housing Association, and stated that he had dispensation to speak but not to vote. At this juncture, Councillor Alec Cormack raised that in regards to Item 6, Exclusion of the Public for Item 7, Notice of Motion relating to Discretionary Relief Policy for Tourism Industry, he wished for the report to remain in open session for the majority, as it would be helpful for people to understand as much information as possible within the report. The Head of Law and Governance stated that this was acceptable, but explained that it needed to be resolved to go into private session at some point during the item, in order to maintain the confidentiality of the legal advice set out in the appendices.
Councillor Jon Harvey Moved the Recommendation; Seconded by Councillor Alec Cormack. The vote was taken by way of a show of hands and carried. RESOLVED That the Minutes of the Cabinet Meeting held on 6 November be approved as a correct record.
Decision as recorded
RESOLVED That Option 1 be progressed in light of the legislative requirements, to provide a fair and unbiased commercial waste service and alleviate financial pressures placed on the Council’s resources caused through illegal waste disposal.
Cabinet considered a report by the Head of Infrastructure and Environment which outlined the Notice of Motion submitted by Councillor Di Clements to Council on 12 October 2023, regarding Waste Collections Services for Second Homes. The Notice of Motion was submitted as follows: That this Council considers that properties which are used for self-catering accommodation, and are paying the second homes council tax premium, are entitled to a waste kerbside collection from Pembrokeshire County Council at no extra cost. Councillor Di Clements, the originator of the Motion, spoke in support of her Notice of Motion and stated that it was initially brought forward due to the principle of fairness and explained that she had spoken to various Second Home owners and Councillors who said they did not understand why a Waste Transfer Agreement had to be paid for on top of the Second Homes premium. Councillor Clements believed that the use of resources in regards to waste was not as efficient as it could be and raised concern in relation to the fact that there was no way of policing which Second Home owners needed to pay for a Waste Transfer Agreement, and highlighted the difference between those who use their Second Homes for personal use and those who let out such properties. She also referred to the Initiative Fund and questioned the point of it. In response to the Notice of Motion, Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents’ Services, introduced the report and highlighted the main points, which included issues for Local Members and their Communities in regards to the disposal of holiday let waste, added pressure to Staff workloads and schedules, waste and recycling being incorrectly placed for domestic collections, and the options outlined in the report for consideration by Cabinet, in line with legislative requirements. Councillor Rhys Sinnett then Moved the Recommendation. The Chief Officer for Environmental Services elaborated on the aforementioned Initiative Fund, and stated that an application had been submitted following concerns raised by a number of Members in relation to the inappropriate disposal of commercial waste from holiday lets. She stated that the Initiative Fund work had already commenced and highlighted that Staff were working with Revenue Services to create a list of properties that required additional education in regards to the new recycling regulations, due to start in April 2024, as well as making them aware of their ‘duty of care’ requirements and ensuring that the relevant Waste Collection and Disposal Contracts and Control Waste Transfer Notices were in place. The Chief Officer added that the Initiative Fund project was going to commence with a trial in the Saundersfoot area, due to commence in December, which would then be followed by a roll-out to all businesses and Second Homes, ready for the 2024 season. Councillor Alec Cormack sought clarification as towhether all issues regarding data protection had been resolved, ensuring that all information, in relation to which homes were being rented out as Second Homes, was available to be used in order to monitor and police the enforcement of the regulations. In response, the Chief Officer for Environmental Services stated that the lists of businesses and Second Homes were from Revenue Services, so that information was held in that one location, and the detail surrounding the customers and what agreements they had in place was held by Environmental Services. Councillor Clements stated that she did not understand how the difference between Second Homes for personal use and for holiday lets would be established. She also sought clarification in regards to how much had been bid for the Initiative Fund and raised concern around the cost of the enforcement required, when information regarding Second Home properties could become outdated quickly. In response, the Chief Officer for Environmental Services stated that the Initiative Fund was put in place to start a register of Second Home properties that would be available internally, as well as assist with initial upfront costs, and highlighted that Welsh Government had gone out to consultation around the production of a licence that holiday let businesses would need to apply for. She stated that at present, the list of Second Home properties would depend on the properties confirming whether they rent or not. Councillor Cormack stated that by communicating the responsibilities of Second Home owners to have a Trade Waste Agreement for the weeks that they do let out would only improve the ability to monitor and enforce compliance with the regulations. He stated that he was happy to support Option 1. Councillor Clements highlighted that she had not received any figures or evidence in relation to the Initiative Fund bid or the costs to investigate potential non-compliance. She believed the extra costs for Second Home owners, on top of the double rate Council Tax, to be unfair. Councillor Neil Prior sought clarification around the cost of a Trade Waste Agreement. In response, the Chief Officer for Environmental Services stated that the current cost of a Trade Waste holiday let package was £230, and highlighted that a further option was being looked into specifically for Second Homes that were limited on how often they were rented out, which was expected to be lower for next year onwards. Councillor Prior stated that he was happy to support the Recommendation. The Recommendation was Seconded by Councillor Jon Harvey. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Neil Prior, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED That Option 1 be progressed in light of the legislative requirements, to provide a fair and unbiased commercial waste service and alleviate financial pressures placed on the Council’s resources caused through illegal waste disposal.
Decision as recorded
RESOLVED That the Notice of Motion be not adopted and that the Option 3 approach be adopted as outlined in the report, because: (a) The Council already adopts a method to set budgets for energy efficiency and renewable energy projects based on capital business cases with acceptable payback thus saving the Council money in terms of a reduction in operational expenditure on energy. (b) That some emissions reduction work is driven by legislation, policy and funding requirements that the Council has to comply with as part of ‘business as usual’.
Cabinet considered a report by the Head of Infrastructure and Environment which outlined the Notice of Motion submitted by Councillor Mike Stoddart to Council on 12 October 2023, regarding Carbon Dioxide Emissions. The Notice of Motion was submitted as follows: Given the large projected funding gap in next year's budget, this council resolves that any steps taken towards reducing its Carbon Dioxide emissions should be revenue neutral. Councillor Mike Stoddart, the originator of the Motion, spoke in support of his Notice of Motion and stated that he had been concerned for a while about the cost of the Authority’s drive to Net Zero. He referred to the options outlined in the report and the cost of decarbonising the current housing stock, which he stated would result in new houses not being built and ultimately have a serious effect on the people of Pembrokeshire. In response to the Notice of Motion, Councillor Paul Miller, the Cabinet Member with responsibility for Place, the Region and Climate Change, introduced the report and stated that Councillor Stoddart was right in the fact that the money spent pursuing a Net Zero agenda would be money the Authority could not spend on other things. He believed that it was positive to be open about the cost, what the returns would be and why it was being done, and he was therefore happy to endorse the Recommendation. Councillor Alec Cormack believed that the climate emergency was real and that it was fundamental to the welfare of future generations. He therefore supported Option 3, as outlined in the report. The Sustainable Development and Energy Manager further explained the main considerations and the options, as outlined in the report. He also referred to climate change measures, current rates of loans and the relevant payback timelines, the guaranteed savings scheme, and reduced consumption based on over 300 energy efficiency projects. Councillor Michelle Bateman wished to remind Members that the work currently taking place within Housing to decarbonise existing stock, was driven by the Welsh Housing Quality Standard (WHQS) and the WHQS2, which was a standard that all social homes in Wales were required to meet. She highlighted that although it was linked, this work was not driven by the declaration of a climate change emergency and the action plan, but instead driven by the WHQS2. Councillor Rhys Sinnett stated his support for the flexibility of Option 3 and that it would provide a prudent approach to assessing any potential projects going forward, or any funding that was available. Councillor Stoddart believed that the truth of the matter to be outlined in Option 4 within the report, and asked Cabinet Members to consider whether they would prefer to spend money on the Net Zero agenda or the various other budgetary pressures the Authority was facing, such as Education and Social Services. Councillor Miller stated that the Option 3 allowed for flexibility, but highlighted the need to recognise the outcomes when making certain decisions. He also referred to a public set of decisions that may be taken regarding investments where there was no payback, if it was thought that there would be a longer term return or a benefit to the County generally. Councillor Paul Miller Moved the Recommendation. Councillor Stoddart did not agree with Councillor Miller’s comments. The Recommendation was Seconded by Councillor Alec Cormack. Councillor Cormack agreed with Councillor Miller’s comments and stated the need to look at the future of the County and the strategic decisions to be taken, in a public forum, to support it. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED That the Notice of Motion be not adopted and that the Option 3 approach be adopted as outlined in the report, because: (a) The Council already adopts a method to set budgets for energy efficiency and renewable energy projects based on capital business cases with acceptable payback thus saving the Council money in terms of a reduction in operational expenditure on energy. (b) That some emissions reduction work is driven by legislation, policy and funding requirements that the Council has to comply with as part of ‘business as usual’.
In regards to Item 7, Notice of Motion relating to Discretionary Relief Policy for Tourism Industry, Councillor Alec Cormack stated that he wished to conduct the majority of the report in open session, as the confidentiality aspect only related to Appendices C1 and C2, which detailed the legal advice provided. The Head of Law and Governance stated that this was acceptable.
Decision as recorded
RESOLVED That the public be excluded from the meeting for the item of business in accordance with Section 100A(4) of the Local Government Act 1972 as Appendices C1 and C2 to the report involved the likely disclosure of exempt information as defined in Paragraph 16 of Part 4 of Schedule 12A to the Act; and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. The webcast of the meeting was then paused for the consideration of the outlined Appendices. It was then resumed for the vote. Councillor Murphy thanked Officers for their work in putting together the report and stated that he was satisfied with the proposed Recommendation. He concluded that the fundamental issue was the amount of houses possibly not paying any tax due to the NDR register, and believed that it needed to be reviewed as much as the 182 days rule. The vote for the Recommendation, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Neil Prior, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED (a) The Notice of Motion be not adopted; and, the matter be reviewed in 12 months-time when the full impact of the legislative change is known, evidence is available to support any potential changes and the financial impact has been fully assessed. (b) That the Council write to Welsh Government, highlighting the general concern in the County about the 182 day figure and asking for as much information as possible about how the regulation is working both in Pembrokeshire and the rest of Wales, to support the review in 12 months’ time.
Cabinet considered a report by the Head of Financial Services which outlined the Notice of Motion submitted by Councillor Huw Murphy to Council on 12 October 2023, regarding the Discretionary Relief Policy for Tourism Industry. The Notice of Motion was submitted as follows: That Pembrokeshire County Council use its discretionary relief policy regarding the current 182-day occupancy limit for self-catering holiday accommodation that previously paid business rates and reduce the eligibility criteria to 140 days (20 weeks) within Pembrokeshire as being fairer and more supportive of the tourism industry within the County. Tourism is a key component of the Pembrokeshire economy since time immemorial, but more so on the coast and rural areas, and employ a significant number of people both full and part time and is key in supporting many small self-employed businesses. In the current economic crisis PCC need to use every tool at its disposal in supporting these businesses to survive and thrive and the reduction of the number of letting days to 140 required by self-catering accommodation providers to qualify for non-domestic rates would be welcomed by many involved in tourism in the County. Councillor Huw Murphy, the originator of the Motion, spoke in support of his Notice of Motion and thanked Officers for their work. He stated his support for the outlined Recommendation and referred to the conclusions and proposed way forward as outlined in the report. Councillor Murphy stated that his Notice of Motion highlighted weaknesses in the current system of taxation for property owners, and believed that it was not right that a Band F self-catering property, for example, that could easily hit 182 days, was currently paying no Property Tax under the current 100% Small Business Rate Relief rules. He believed it would be fair for Welsh Government to consider amending the rules to ensure that all property owners paid Residential Council Tax without exception. He stated that he would be supportive of Cabinet writing to Welsh Government to highlight his concerns, and that a simplified and fairer property tax for all properties in Wales be given serious consideration. In response to the Notice of Motion, Councillor Alec Cormack, the Cabinet Member with responsibility for Corporate Finance, introduced the report and referred to the recent public consultation on Council Tax Premiums, where respondents expressed concern that the Welsh Government's increase from 70 to 182 days to qualify for Non-Domestic Rates (NDR) from April 2023, was a steep increase. However, he stated that Welsh Government had the responsibility to justify the 182 day limit, but highlighted that Local Authorities had powers to introduce a Discretionary Policy to reduce Council Tax on a class of cases, such as dwellings periodically occupied. Councillor Cormack also raised concern around proposing a reduction from 182 to any other figure, as the Council would take on the liability for defending the lower figure to any enquiry, complaint or challenge, and stated that due to the slow start made by the Valuation Office Agency since April 2023 in returning properties from NDR to Council Tax, there was a distinct lack of evidence to make any decision on this matter currently. He also raised that should a scheme be introduced, there would be a need for Revenues and Benefits Staff to spend considerable effort administering, policing and enforcing it, while simultaneously working to reduce arrears on Council Tax and Housing Rents. Councillor Cormack concluded that once there was more data, the Authority may then be in a position to justify a lower number of days or a different discretionary scheme or, alternatively, remain with the Welsh Government figure. Councillor Alec Cormack then Moved the following Recommendation: 1) The Notice of Motion be not adopted, however, the matter should be considered by a review in 12 months’ time when the full impact of the legislative change is known, evidence is available to support any potential changes and the financial impact has been fully assessed. 2) That the Council should write to Welsh Government, highlighting the general concern in the county about the 182 day figure and asking for as much information as possible about how the regulation is working both in Pembrokeshire and the rest of Wales to support our review in 12 months’ time. The Recommendation was Seconded by Councillor Neil Prior. Councillor Prior believed the outlined Recommendation to be a sensible approach and recognised that it was a difficult situation without all the information on the matter. The Head of Law and Governance explained that if Members wished to maintain the confidentiality of the legal advice at Appendices C1 and C2, then it would need to be resolved to go into private session. At this juncture, Cabinet considered excluding the public from the meeting for this item of business in accordance with Section 100A (4) of the Local Government Act 1972, as Appendices C1 and C2 to the report involved the likely disclosure of exempt information, as defined in Paragraph 16 of Part 4 of Schedule 12A to the Act; and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. Councillor Alec Cormack Moved to go into private session; Seconded by the Leader. The vote, undertaken by way of a show of hands, was carried. Councillor Tessa Hodgson wished for it to be recorded that she did not vote on this matter. RESOLVED That the public be excluded from the meeting for the item of business in accordance with Section 100A(4) of the Local Government Act 1972 as Appendices C1 and C2 to the report involved the likely disclosure of exempt information as defined in Paragraph 16 of Part 4 of Schedule 12A to the Act; and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. The webcast of the meeting was then paused for the consideration of the outlined Appendices. It was then resumed for the vote. Councillor Murphy thanked Officers for their work in putting together the report and stated that he was satisfied with the proposed Recommendation. He concluded that the fundamental issue was the amount of houses possibly not paying any tax due to the NDR register, and believed that it needed to be reviewed as much as the 182 days rule. The vote for the Recommendation, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Neil Prior, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED (a) The Notice of Motion be not adopted; and, the matter be reviewed in 12 months-time when the full impact of the legislative change is known, evidence is available to support any potential changes and the financial impact has been fully assessed. (b) That the Council write to Welsh Government, highlighting the general concern in the County about the 182 day figure and asking for as much information as possible about how the regulation is working both in Pembrokeshire and the rest of Wales, to support the review in 12 months’ time.
Decision as recorded
RESOLVED That the Instruments of Government for the following schools’ governing bodies be approved: (a) The Federation of Mary Immaculate and St Teilo’s Catholic Primary Schools; (b) The Federation of Holy Name and St Francis Catholic Primary Schools.
Cabinet considered a report by the Director of Education which outlined the Instruments of Government of the governing bodies of the following Schools: • The Federation of Mary Immaculate and St Teilo’s Catholic Primary Schools; • The Federation of Holy Name and St Francis Catholic Primary Schools. Councillor Guy Woodham, the Cabinet Member with responsibility for Education and Welsh Language, introduced the report and stated that as a result of the decision made by Cabinet on 6 November 2023, the two federations would come into effect on 8April 2024. He explained that a single governing body needed to be established for each Federation; the existing governing bodies of the constituent schools would cease to exist from 8April 2024. He stated that the Instruments of Government detailed the composition of the governing bodies, and were the same as those published in the proposals to federate (the consultation documents), said to be attached as Appendix 1a and 1b. Councillor Guy Woodham Moved the Recommendation; Seconded by Councillor Neil Prior. The Leader stated his ongoing support for school federations and that they were an excellent way forward. He stated his support for the outlined federations. Councillor Alec Cormack agreed with the Leader and stated that the ability to employ the right Head Teacher was critical to a school’s success. He also stated his support. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED That the Instruments of Government for the following schools’ governing bodies be approved: (a) The Federation of Mary Immaculate and St Teilo’s Catholic Primary Schools; (b) The Federation of Holy Name and St Francis Catholic Primary Schools.
Decision as recorded
RESOLVED That the development and submission of applications to Welsh Government for Transport Grant be approved, as outlined in the report, to fund the development and delivery of a number of transport schemes and initiatives in 2024-25, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services.
Cabinet considered a report by the Head of Infrastructure and Environment which outlined applications for Transport Grants to Welsh Government to fund the development and delivery of a number of transport schemes and initiatives, as the amount applied for was in excess of £2 million in 2024-25. Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents’ Services, introduced the report and stated that the grant submission deadline to Welsh Government was expected to be the end of January 2024.He stated that the Authority had been successful in securing funds from a number of different funding streams over the years, which had enabled the development of a wide range of projects, significant highway and road safety improvements and an opportunity to build, over time, components of an active travel network in the County. He stated that the outlined bids were involved in a competitive process, and the chances of securing positive outcomes would be increased by 11% match funding from the Authority. He also referred to designated settlements, other funding avenues through the Transport Grant, maximum capital funding required, match funding and the priority of the schemes, as outlined in the report. Councillor Rhys Sinnett then Moved the following Recommendation: That the development and submission of applications to Welsh Government for Transport Grant be approved, as outlined in the report, to fund the development and delivery of a number of transport schemes and initiatives in 2024-25, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services. The Recommendation was Seconded by Councillor Alec Cormack. Councillor Cormack stated his support and referred to the Capital Funding of the schemes, and highlighted that it was a good opportunity to submit applications for projects that would mainly be funded by the Welsh Government. The Leader agreed with Councillor Cormack. Councillor Sinnett highlighted that a number of the outlined schemes were important to Local Members and reflected the needs of their communities, therefore it was an important fund to submit applications for. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED That the development and submission of applications to Welsh Government for Transport Grant be approved, as outlined in the report, to fund the development and delivery of a number of transport schemes and initiatives in 2024-25, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services.
Decision as recorded
RESOLVED (a) That the proposal to invite and evaluate tenders for the design development and construction of the Brynhir Housing Development be approved, using a two stage tender process under the Welsh Procurement Alliance (WPA) Dynamic Purchasing System (DPS); (b) That authority be delegated to the Head of Infrastructure & Environment for the subsequent award of the Stage 1 Pre-Construction Services Agreement; (c) That authority be delegated to the Head of Infrastructure & Environment, for the award of the Stage 2 NEC3: Engineering and Construction Contract, Option A.
Cabinet considered a report by the Director of Social Care and Housing which outlined the procurement of a Construction Contractor to complete the design and construction of the proposed new housing development at Brynhir, Tenby. Councillor Jon Harvey, the Cabinet Member with responsibility for Planning and Housing Delivery, introduced the report and stated that the Authority sought a Principal Contractor to complete RIBA Stage 4 (technical design) and construction of the housing development. Councillor Harvey then outlined the context of the matter, as outlined in the report, which included the acquisition of the site, the completion of RIBA Stage 3, the Social Housing Grant, applications timelines and development costs. Councillor Jon Harvey Moved the Recommendation; Seconded by Councillor Michelle Bateman. Councillor Bateman stated her support for the scheme and believed that it was really significant for the town of Tenby, where there had been a lot of local support. She also highlighted effective community engagement, as well as engagement with Tenby Town Council, and stated that she was happy to see the scheme making progress. Councillor Harvey stated that community engagement had been vital to the progress of the scheme. Councillor Alec Cormack stated his support and believed that the scheme provided an excellent opportunity for affordable housing close the Tenby area. He then thanked Officers for keeping Members involved in the process. The Construction Manager for Housing highlighted the hard work that had gone into the designs and layout as a result of all feedback received. The Leader highlighted the support received from the Tenby Town Council and believed it to be down to Officers and Members taking time to provide as much information as possible on the matter. Councillor Cormack agreed with the Leader and highlighted that Officers had worked hard to ensure that all feedback was taken on board and that plans were improved accordingly. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED (a) That the proposal to invite and evaluate tenders for the design development and construction of the Brynhir Housing Development be approved, using a two stage tender process under the Welsh Procurement Alliance (WPA) Dynamic Purchasing System (DPS); (b) That authority be delegated to the Head of Infrastructure & Environment for the subsequent award of the Stage 1 Pre-Construction Services Agreement; (c) That authority be delegated to the Head of Infrastructure & Environment, for the award of the Stage 2 NEC3: Engineering and Construction Contract, Option A.
Decision as recorded
RESOLVED (a) That after consideration of each the exception requests received from Town/Community Councils for eight toilets, the following be approved: i. Abereiddy – to continue to fund this facility until 31 March 2025 whilst other potential funding avenues are fully explored, in appreciation that the Community Council is disproportionately affected having already agreed to take over a second toilet within their ward (Porthgain). The facility serves a key tourism spot in North Pembrokeshire with no alternatives available at this specific site. ii. Carew – facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. iii. Cwm Yr Eglwys - facility to be closed 30 June 2024 in order to allow time for the Community Council to make alternative longer term funding arrangements should they wish. iv. Moylegrove - facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. v. Newgale South - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vi. Nolton Haven - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vii. Pwllgwaelod – to continue to fund this facility in light of appreciation of the already higher than average precept for this Community Council and their commitment to seek sustainable funding to maintain Cwm Yr Eglwys. viii. Tenby North Beach – to continue to fund this facility but investigate income generating opportunities such as charging to use or linking to other sources of funding. (b) That the offer from the National Trust to fund approximately half of the operating costs of the toilet at Bosherston and close on 8 April 2024, be rejected. (c) That where conversations are ongoing with Town/Community Councils (Abercastle, Amroth East, Bryn Road St Davids, Creswell Quay, Kilgetty, Newport Parrog, Neyland Marina), it be agreed to continue funding the facilities until 8 April 2024, after which time they will be closed unless funding has been agreed. This timeframe to be extended to 30 September 2024 for Newport Parrog only, due to several complexities at this site that are being further explored.
Cabinet considered a report by the Head of Infrastructure and Environment which outlined an update on the Local Toilet Strategy, as well as requests received by Town and Community Councils who had indicated that they were financially disproportionately affected by toilet closures. Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents’ Services, introduced the report and stated that there had been positive progress in seeking to preserve a sustainable network of toilet provision across the County. He thanked Members and Officers from the Pembrokeshire Coast National Park Authority, as well as Town and Community Councils, for their level of engagement, time and effort put into seeking solutions where possible. He also thanked the Strategic Business Manager for her work on such a complex matter. Councillor Sinnett then outlined the key sections of the report, which included the winter closure programme, the process so far, negotiations, secured funding, Town and Community Council agreements and the assessment of exception requests. He highlighted that if all recommendations were agreed by Cabinet, then 60 of the 68 toilet facilities that made up the network, would be maintained. Councillor Rhys Sinnett then Moved the following: (a) That after consideration of each of the exception requests received from Town/Community Councils for eight toilets, the following be approved: i. Abereiddy – to continue to fund this facility until 31 March 2025 whilst other potential funding avenues are fully explored, in appreciation that the Community Council is disproportionately affected having already agreed to take over a second toilet within their ward (Porthgain). The facility serves a key tourism spot in North Pembrokeshire with no alternatives available at this specific site. ii. Carew – facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. iii. Cwm Yr Eglwys - facility to be closed 30 June 2024 in order to allow time for the Community Council to make alternative longer term funding arrangements should they wish. iv. Moylegrove - facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. v. Newgale South - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vi. Nolton Haven - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vii. Pwllgwaelod – to continue to fund this facility in light of appreciation of the already higher than average precept for this Community Council and their commitment to seek sustainable funding to maintain Cwm Yr Eglwys. viii. Tenby North Beach – to continue to fund this facility but investigate income generating opportunities such as charging to use or linking to other sources of funding. (b) That the offer from the National Trust to fund approximately half of the operating costs of the toilet at Bosherston and close on 8 April 2024, be rejected. (c) That where conversations are ongoing with Town/Community Councils (Abercastle, Amroth East, Bryn Road St Davids, Creswell Quay, Kilgetty, Newport Parrog, Neyland Marina), it be agreed to continue funding the facilities until 8 April 2024, after which time they will be closed unless funding has been agreed. This timeframe to be extended to 30 September 2024 for Newport Parrog only, due to several complexities at this site that are being further explored. The Motion was Seconded by Councillor Alec Cormack. Councillor Jon Harvey thanked all involved for their work on the matter and stated that it was a positive result that 60 of the 68 toilet facilities remained open. He sought clarification, however, in regards to the toilet facility in Bosherston and whether there was an opportunity to go back to the National Trust to ask them to fully fund the facility. In response, Councillor Sinnett stated that he would be happy to do so and suggested that the National Trust may not have had a full understanding in regards to the cost of running the toilet facility. The Strategic Business Manager stated that the National Trust was aware that the funding they offered would not fully fund the total cost of the facility, but highlighted that she would be happy to go back to the Trust to enquire as to whether there were any further offers. Councillor Neil Prior highlighted that Officers and Members had worked incredibly hard to get to the current position, where Community Councils and the Pembrokeshire Coast National Park Authority had come forward to assist. He thanked the Strategic Business Manager for her work, and encouraged other Community Councils to assess how they could potentially fund the provision of local services. Councillor Cormack also thanked the Strategic Business Manager for her work, and stated that it was a great result to have achieved the budget saving that had been previously set out as part of last year’s Budget strategy. The Leader thanked the Strategic Business Manager and the Officers for all their work, and believed that a reasonable and sensible solution had been achieved. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED (a) That after consideration of each the exception requests received from Town/Community Councils for eight toilets, the following be approved: i. Abereiddy – to continue to fund this facility until 31 March 2025 whilst other potential funding avenues are fully explored, in appreciation that the Community Council is disproportionately affected having already agreed to take over a second toilet within their ward (Porthgain). The facility serves a key tourism spot in North Pembrokeshire with no alternatives available at this specific site. ii. Carew – facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. iii. Cwm Yr Eglwys - facility to be closed 30 June 2024 in order to allow time for the Community Council to make alternative longer term funding arrangements should they wish. iv. Moylegrove - facility to be closed unless alternative funding is found by 8 April 2024. This is to allow time for the Community Council to reconsider their position. v. Newgale South - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vi. Nolton Haven - facility will not be re-opened after the winter closure unless alternative funding is found by 8 April 2024. Community Council to be approached to see if they are able to reconsider their position. vii. Pwllgwaelod – to continue to fund this facility in light of appreciation of the already higher than average precept for this Community Council and their commitment to seek sustainable funding to maintain Cwm Yr Eglwys. viii. Tenby North Beach – to continue to fund this facility but investigate income generating opportunities such as charging to use or linking to other sources of funding. (b) That the offer from the National Trust to fund approximately half of the operating costs of the toilet at Bosherston and close on 8 April 2024, be rejected. (c) That where conversations are ongoing with Town/Community Councils (Abercastle, Amroth East, Bryn Road St Davids, Creswell Quay, Kilgetty, Newport Parrog, Neyland Marina), it be agreed to continue funding the facilities until 8 April 2024, after which time they will be closed unless funding has been agreed. This timeframe to be extended to 30 September 2024 for Newport Parrog only, due to several complexities at this site that are being further explored.
Decision as recorded
RESOLVED (a) That the updated Corporate and Financial Planning Timetable be noted. (b) That the Outline Draft County Council Budget for 2024-25, including Service Pressures and Proposed Budget Savings, and Outline Draft Medium Term Financial Plan 2024-25 to 2027-28 be approved. (c) That the Outline Draft Capital Programme for 2024-25 to 2027-28 be approved. (d) That the previously agreed capital financing costs capping level up to a maximum of 5.30% (Capital Financing Costs as a proportion of Net Revenue Budget) be recommended to Council for approval. Assumptions to be redefined and modelling work updated on a rolling basis with a review undertaken as part of the annual budget setting process. (e) That the Housing Revenue Account (HRA) estimates for 2024-25 be approved. (f) That the Senior Leadership Team continue to evaluate the Outline Draft County Council Budget for 2024-25 following receipt of the Provisional Local Government Settlement on 20 December 2023 and in light of any decisions of Cabinet or Council. (g) That it be noted that the Green and Amber budget savings measures will be implemented immediately, or as soon as possible following a decision of Cabinet. (h) That the range of options to bridge the projected funding gap (Band D Council Tax increase, use of Council Tax premiums, budget savings and use of reserves), be noted, including those shown in sections 3.5 and 14.2.7, and that these will continue to be refined before the Council meeting on 7 March 2024. (i) That the report, amended as required by Cabinet, be referred to Council for consideration on 14 December 2023. (j) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend the report as necessary prior to consideration by Council.
Cabinet considered a report by the Director of Resources which outlined the Outline Draft County Council Budget for 2024-25 and the Outline Draft Medium Term Financial Plan (MTFP) for 2024-25 to 2027–28. Councillor Alec Cormack, the Cabinet Member with responsibility for Corporate Finance, introduced the report and outlined his personal feedback on the scale of the budget and MTFP challenges to come. He referred to the following key points, as outlined in the report; • The level of Welsh Government funding – Aggregated External Funding (AEF) • A potential funding gap of £27.1 million after AEF • Council Tax increase • The use of Council Tax Premiums to help reduce the funding gap • The Capital Programme • Inflationary pressures of £22.5 million in 2024-25 in relation to Schools • Demand pressures of £12.9 million for 2024-25 in relation to Social Services • That the established trend of the percentage of the Authority’s Net Revenue Budget funded from AEF would continue to fall • Pembrokeshire having the lowest Council Tax in Wales, resulting in a bigger problem compared to other Welsh Counties. Councillor Cormack stated that the Council Tax percentage needed to be increased up to the Welsh average level, in order for the Authority to have a chance of achieving sustainability. Councillor Alec Cormack Moved the Recommendation. The Director of Resources stated that the Budget would be a huge challenge for the next financial year, witha projected funding gap of £27.1 million. He highlighted that some difficult decisions would need to be made in order to balance the budget for 2024-25, which would allow Officers to try and ensure financial sustainability over the MTFP, as there was an estimated £80.8 million funding gap over the four year period. Councillor Jon Harvey stated that he assumed other Local Authorities in Wales would be in similar positions, and sought clarification as to why the Council was struggling so much financially, as outlined in the report. In response, Councillor Cormack stated that the Council had a more severe problem compared to other Councils, initially due to low Council Tax; said to be 13% lower than the average. He highlighted that this had resulted in the Authority receiving less money each year and therefore making cuts to services that other Councils had not had to make. He stated that the cost savings measures, due to be considered at Council in March 2024, would fundamentally affect the services provided to residents. The Director of Resources highlighted that other Authorities would be suffering in a similar way, as the projected pressure across all 22 Local Authorities was £720 million. He stated that all savings that were easy to take, had already been taken, and that it would be challenging to cut certain aspects of services without reducing the service provision, or ceasing it to exist completely. Councillor Michelle Bateman thanked Councillor Cormack and the Director of Resources for articulating the scale of the problem across Wales, and stated that it highlighted the reduced funding for public sector services. She highlighted page 166 of the Agenda Pack in regards to the Standard Spending Assessment, and stated that it was important for people to understand the impact of the budget issues in Pembrokeshire. She also highlighted that it was clear that the Authority would not be able to provide all possible services with ever decreasing budgets and the increase in demand, but stated that Members needed to work together and continue conversations in order to create a balanced and fair budget. Councillor Cormack stated that it would be a very difficult budget round and Members would need to work together to balance the budget. He highlighted that the real problems would occur throughout the rest of the MTFP, and stated that there would be no annual increase of AEF Welsh Government funding. Councillor Neil Prior highlighted that a variety of initiatives had been put into practice over recent years to generate savings, which had worked effectively and had been embraced by the Council, but stated that the budget challenges would force the Authority to do things differently. He stated that the Authority had a responsibility to look to the future and explore other smart investments that could be made. He also referred to the importance of partnership working and continuing to be a modern Council. The Leader highlighted concerns from across the 22 Local Authorities around the level of funding received from the Welsh Government and suggested that Pembrokeshire was in a different situation due to the low level of Council Tax. He also referred to cuts to services and the difficult decisions that needed to be made, that would ultimately affect the Council for years to come. The Motion was Seconded by the Leader. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED (a) That the updated Corporate and Financial Planning Timetable be noted. (b) That the Outline Draft County Council Budget for 2024-25, including Service Pressures and Proposed Budget Savings, and Outline Draft Medium Term Financial Plan 2024-25 to 2027-28 be approved. (c) That the Outline Draft Capital Programme for 2024-25 to 2027-28 be approved. (d) That the previously agreed capital financing costs capping level up to a maximum of 5.30% (Capital Financing Costs as a proportion of Net Revenue Budget) be recommended to Council for approval. Assumptions to be redefined and modelling work updated on a rolling basis with a review undertaken as part of the annual budget setting process. (e) That the Housing Revenue Account (HRA) estimates for 2024-25 be approved. (f) That the Senior Leadership Team continue to evaluate the Outline Draft County Council Budget for 2024-25 following receipt of the Provisional Local Government Settlement on 20 December 2023 and in light of any decisions of Cabinet or Council. (g) That it be noted that the Green and Amber budget savings measures will be implemented immediately, or as soon as possible following a decision of Cabinet. (h) That the range of options to bridge the projected funding gap (Band D Council Tax increase, use of Council Tax premiums, budget savings and use of reserves), be noted, including those shown in sections 3.5 and 14.2.7, and that these will continue to be refined before the Council meeting on 7 March 2024. (i) That the report, amended as required by Cabinet, be referred to Council for consideration on 14 December 2023. (j) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend the report as necessary prior to consideration by Council.
Decision as recorded
RESOLVED (a) That the calculation of the Council Tax Base for the financial year 2024-25 be confirmed as 59,924.70, to be apportioned as set out in paragraph 4.3 of the report. (b) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend and approve the Council Tax Base should the Second Homes and Long Term Empty Properties premiums be amended by Council on 14 December 2023.
Cabinet considered a report by the Director of Resources which outlined the setting of the Council Tax Base for 2024-25. Councillor Alec Cormack, the Cabinet Member with responsibility for Corporate Finance, introduced the report and stated that the Council was required to calculate its aggregate tax base for the County on an annual basis, by 31 December. He explained that the Council Tax Base was the measure of the tax raising capacity of an area, and that the base was adjusted for exemptions and discounts, as well as estimated number of new properties in the year. He stated that a key adjustment was for the “Estimated tax collection rate” for the forthcoming financial year and highlighted Section 4 of the report, where the Director of Resources set out the various considerations he had factored into his estimate of a 98% collection rate for 2024-25. Councillor Cormack then referred to other key points outlined in the report, such as a higher than anticipated collection rate for 2023-24 and the Council Tax base figures depending on the decision of Council in December. Councillor Alec Cormack Moved the Recommendation; Seconded by Councillor Jon Harvey. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [9] There were no votes against or abstentions. RESOLVED (a) That the calculation of the Council Tax Base for the financial year 2024-25 be confirmed as 59,924.70, to be apportioned as set out in paragraph 4.3 of the report. (b) That authority be delegated to the Director of Resources, in consultation with the Cabinet Member for Corporate Finance, to amend and approve the Council Tax Base should the Second Homes and Long Term Empty Properties premiums be amended by Council on 14 December 2023.
Cabinet considered a joint report by the Director of Resources and the Head of Financial Services which outlined the findings of the Public Consultation, held on Council Tax Premiums for second homes and long term empty properties. Councillor Alec Cormack, the Cabinet Member with responsibility for Corporate Finance, introduced the report and outlined the key points of the report, which included; • The Council’s current policy which supported a 100% premium for second homes. • The incremental charge for long term empty properties. • Statutory Guidance issued by Welsh Government. • The allocation of the funds from the Second Homes Premium. • Consultation feedback. • The forecast budget gap for 2024-25 of £27.1 million after Aggregate External Funding. Councillor Cormack then explained what premium levels should be recommended, based on the consultation response and all other relevant factors. He suggested that given the scale of the overall budget crisis facing the County in March 2024, the level of the Second Homes Premium should be increased to 200% from April 2024, which would provide Council in March the option to decide how to use those revenues to best support the people of Pembrokeshire. Councillor Alec Cormack then Moved the following Motion, and set out his intention for them to be voted on separately: (a) An increase in the Second Homes Council Tax premium from 100% to 200%. (b) That an increase in the Long Term Empty Properties Council Tax premium from current levels to properties empty for two years to 50% and properties empty for three years to 200%. Seconded by Councillor Michelle Bateman. Councillor Paul Miller stated that the tools available to deal with the housing shortage in Pembrokeshire were limited, and that the bigger challenge facing the Country at the moment was the acute lack of long-term accommodation for people. He highlighted that this issue was a real barrier to some service delivery aspirations, particularly in regards to recruiting domiciliary care workers, for example. [At this juncture, Councillor Miller declared a personal interest by virtue of having a domiciliary care business.] Councillor Miller suggested that the availability and supply of long-term secure accommodation was holding back the County's economy, and stated his support for the Motion set out by Councillor Cormack. Councillor Michelle Bateman agreed with the comments made by Councillor Miller and stated that the scale of the housing crisis facing Pembrokeshire could not be underestimated, and suggested that second homes and empty homes were a contributing factor to this issue. She highlighted the various reasons as to why people end up with second properties, but referred to emails from people on housing waiting lists, which she described as heart-breaking in comparison. She stated that if increasing the premium would contribute to having more properties available for people in Pembrokeshire to live in all year round, then it was something to consider. She then referenced the Council’s leasing scheme and urged second home owners to consider it as an option. Councillor Bateman then stated her support for the Motion but reiterated the fact that she would not be voting in regards to point (b), due to her interest. Councillor Neil Prior stated that he understood the current budget situation but highlighted the various policy interventions placed on second home owners and the unknown combined impact or consequences as a result. He stated that he could not support (a). Councillor Rhys Sinnett stated that he understood the comments made by Councillor Prior and that it was a complicated matter, especially in regards to the unknown consequences and the budget challenges the Authority was facing. He then referred to the issues around connectivity, such as bus routes, and suggested that if there were not enough people living in certain communities to make use of such provisions, the more difficult it would be to sustain both the communities and the provisions. He then stated his support for the Motion. Councillor Cormack stated that he understood Councillor Prior’s comments, but stated that, fundamentally, the Authority needed to ensure the delivery of the Housing Strategy. Councillor Bateman then pointed out that she was unable to Second part of the Motion due to her interest. Councillor Jon Harvey stated that he would Second the second part of the Motion. Councillor Prior stated that he was supportive of point (b) and highlighted that whatever the result of the Second Homes Premium, he would be supportive of seeing an element of the Enhancing Pembrokeshire Grant involved, as it was important to continue to support local communities to do more for themselves. The Democratic Services Officer explained that separate Movers and Seconders were required, in order for each of the Recommendations to be voted on separately. She then confirmed that Councillor Cormack had Moved (a); Seconded by Councillor Michelle Bateman, and that Councillor Cormack had Moved (b); Seconded by Councillor Jon Harvey. The Leader then referred to the affordability of houses for local families, which in turn affected schools and staff for local businesses, for example. Councillor Paul Miller highlighted that the outlined Motion would allow some movement in regards to short term rentals or second homes, into long term occupied properties. Councillor Guy Woodham stated his support for the Motion, as it would provide the opportunity to try and ensure that the Authority was able to fund an adequate level of education going forward into next year. He also agreed that more available housing was needed for young people and adults. The vote for (a), undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Rhys Sinnett and Guy Woodham [7] Against the Motion: Councillor Neil Prior [1] There were no abstentions. DECISION That the results of the consultation exercise be considered and that recommendations be made to Council for An increase in the Second Homes Council Tax premium from 100% to 200%. The vote for (b), undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Alec Cormack, Jon Harvey, Tessa Hodgson, Neil Prior, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. DECISION That an increase in the Long Term Empty Properties Council Tax premium from current levels to properties empty for two years to 50% and properties empty for three years to 200%.
Decision as recorded
RESOLVED That the Public Services Ombudsman for Wales’ Annual Letter 2022-23 be noted.
Cabinet considered a joint report by Head of Law and Governance and the Audit, Risk and Counter Fraud Manager which outlined the Public Services Ombudsman for Wales’ Annual Letter for 2022-23. Councillor Neil Prior, the Cabinet Member with responsibility for Corporate Improvement and Communities, introduced the report and stated that 44 complaints had been received in respect of the Council last year, which was said to be a slight increase on previous figures, but of those 44, the Ombudsman had intervened on three. He also highlighted that the complaints handling process had been strengthened. He then corrected an error in the report and stated that were 8 complaints relating to County Councillors, which was down from 16 in 2021-22 and 14 complaints relating to Town and Community Councils, which was up from 6 in the previous year. Councillor Prior concluded that the Authority continued to engage with the Ombudsman and the Complaints Standards Authority on a quarterly basis at the Council's Governance and Audit Committee. Councillor Neil Prior Moved the Recommendation; Seconded by Councillor Michelle Bateman. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Public Services Ombudsman for Wales’ Annual Letter 2022-23 be noted.
Decision as recorded
RESOLVED That the Social Services Compliments and Complaints Report 2022-23 be noted.
Cabinet considered a joint report by the Director of Social Services and Housing and the Audit, Risk & Counter Fraud Manager which outlined the Social Services Compliments and Complaints Annual Report for 2022-23. Councillor Tessa Hodgson, the Cabinet Member with responsibility for Social Care and Safeguarding, introduced the report and stated that the statutory report documented both the Authority’s performance, in terms of complaints handling, as well as an overview of the complaints received. She highlighted that the overall number of complaints had remained the same as the previous year at 118, with the number of compliments having decreased from 82 to 61. Councillor Hodgson stated that the Service continued to work hard to meet prescribed timelines for both the acknowledgment of complaints and for receiving a written response. She explained that of the 10 complaints submitted, it was determined by the Ombudsman that no investigations into the complaints handling process were necessary, and it was anticipated that further improvements planned for the coming year would strengthen the existing complaints handling arrangements. Councillor Tessa Hodgson Moved the Recommendation; Seconded by Councillor Jon Harvey. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Social Services Compliments and Complaints Report 2022-23 be noted.
Decision as recorded
RESOLVED That the following be recommended to Council: (1) That the Pembrokeshire Standard Rents be increased by ONE of the following options: (i) Option 1 – 6.7% increase plus up to £2 per individual rent that is currently below Standard Rent, OR (ii) Option 2 - 5% increase plus £2 per individual rent that is currently below Standard Rent Rents to be collected over 49 weeks (as 2024-2025 is a 53 week year), with effect for all existing tenancies from the 1 July 2024, and for all new tenancies from the 1 April 2024. (2) That Garage rents be increased by 6.7%, to be collected over 49 weeks (for 2024-2025), with effect from 1 April 2024. (3) That the report be adopted as the Cabinet’s recommendation to Council on 14 December for rent increases for 2024 - 2025.
Cabinet considered a joint report by the Director of Resources and the Director of Social Care and Housing which outlined the Pembrokeshire Council Housing Revenue Account (HRA) Rent and Service Charges Setting Options for 2024-2025. Councillor Michelle Bateman, the Cabinet Member with responsibility for Housing Operations and Regulatory Services, introduced the report and thanked Officers and Members of the HRA Working Group for their input into alternative ways of rent setting outside of the rent standard. She highlighted that the alternative rent setting option was presented to Welsh Government and although it was rejected, they were positive about the Authority working with them on the next rent standard, which would be in place from next year. Councillor Bateman hoped that the future rent setting options would be far more flexible in their approach. She then explained that due to the delay in tenants receiving their rent letters last year, there was a loss of income to the HRA, which had allowed for the headroom this year to be able to increase all rents, whilst also increasing the rents of those on a lower rent by the full £2 uplift. Councillor Bateman stated that this would enable the Authority to move closer to a position where tenants paid the same for a property of the same size. Councillor Michelle Bateman Moved the Recommendation; Seconded by Councillor Alec Cormack. Councillor Cormack hoped that Council would take advantage of the unintended consequence of last year’s rent letters issue, to both increase up to the 6.7% as outlined in the report, as well as implement the £2 for individual tenants who were underneath the target levels. Councillor Bateman explained that she would speak in favour of Option 1 at full Council in December, as outlined in the report, as it was important to maximise income into the HRA, due to increasing costs and increasing demands on the service. Councillor Neil Prior stated that he was reassured by the approach taken and that he was aware of the huge pressures on housing associations, as well as the huge amount of legislation that could often be an extra burden on the work of housing providers, despite the good intentions. He highlighted that although he could not vote, he was in support of Option 1. Councillor Paul Miller stated his support, but sought reassurance in relation to the rent increase that would feed into improved response times and greater capacity within the repairs and maintenance team. In response, Councillor Bateman explained that the HRA was ring-fenced, therefore the money would go back into supporting tenants. She also referred to the challenges faced in regards to the availability of staff, drop-in sessions for contractors, retendering the Minor Works Framework, and building maintenance staffing levels for areas across the County. She also highlighted that having a maximum rent increase would ensure that the Authority could get the most out of the Minor Works Framework, as well as improve response times for tenants. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors David Simpson, Paul Miller, Michelle Bateman, Alec Cormack, Jon Harvey, Tessa Hodgson, Rhys Sinnett and Guy Woodham [8] There were no votes against or abstentions. RESOLVED That the following be recommended to Council: (1) That the Pembrokeshire Standard Rents be increased by ONE of the following options: (i) Option 1 – 6.7% increase plus up to £2 per individual rent that is currently below Standard Rent, OR (ii) Option 2 - 5% increase plus £2 per individual rent that is currently below Standard Rent Rents to be collected over 49 weeks (as 2024-2025 is a 53 week year), with effect for all existing tenancies from the 1 July 2024, and for all new tenancies from the 1 April 2024. (2) That Garage rents be increased by 6.7%, to be collected over 49 weeks (for 2024-2025), with effect from 1 April 2024. (3) That the report be adopted as the Cabinet’s recommendation to Council on 14 December for rent increases for 2024 - 2025.
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