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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 Forward Work Programme be approved subject to the following amendments: (a) Disabled Persons Parking Working Group update in June. (b) Regeneration be deferred from March to June. (c) Public and Highways Maintenance review. (d) Public Space Protection Order effectiveness review.[SS1] [The meeting was paused at 10:35 to allow sound issues to be rectified and recommenced at 10:57] [SS1]Did these have dates allocated?
RESOLVED · That the report be noted; and that case studies be provided to the Committee.
RESOLVED That the report be noted; that the Coastal and Rivers Engineer request a letter of commitment to provide the repairs from Milford Haven Port Authority; and that a site visit be arranged. [The meeting adjourned for a short break at this juncture]
RESOLVED That the Committee note the significant efforts and progress made by Officers to improve performance and reduce backlogs but acknowledge that this is being achieved in the context of a lack of experienced planning staff, reduced senior officer resource and other ongoing challenges. [Councillors Brian Hall and Vanessa Thomas left the meeting at this juncture] [SS1]You haven’t put bullet points for the other minutes, so need to be consistent
RESOLVED That the progress following the Audit be noted.
Item 8: Delivery of the Planning Service Councillor Vanessa Thomas declared a personal interest in matters relating to the Planning Service by virtue of a family member being employed in the Service working on LDP2.
Due to a number of inaccuracies and omissions, the Minutes of the meeting held on 14 November 2023 were deferred to the next meeting. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the English and Welsh Minutes of the meeting held on 20 November 2023 be approved as a correct record subject to the following amendment: · That a Declaration of Interest was declared by Councillor Mark Carter on item 2: Review of Cabinet Decision on Proposed fee for Collection of real Christmas Trees by virtue of having used the service previously.
There were no public submissions or items of correspondence received.
Decision as recorded
RESOLVED That the Forward Work Programme be approved subject to the following amendments: (a) Disabled Persons Parking Working Group update in June. (b) Regeneration be deferred from March to June. (c) Public and Highways Maintenance review. (d) Public Space Protection Order effectiveness review.[SS1] [The meeting was paused at 10:35 to allow sound issues to be rectified and recommenced at 10:57] [SS1]Did these have dates allocated?
The Chair presented the Forward Work Programme to the Committee who then debated the contents with the key points highlighted for inclusion: In response to a request from Councillor Di Clements that the Regeneration item be moved from March to June, the Chair and Members agreed to the deferment as the Committee had received an update in November. Councillor Thomas Tudor requested that the Enviro-Crime update remain in March due to some concerns that had been received. He advised that these concerns had been reported to the Cabinet Member for Residents Services and the Committee agreed that it would receive an update in March. An update was requested by Councillor Tim Evans on the Disabled Persons Parking Working Group and Councillor Rhys Sinnett advised that this was due for an update after two years. The Group Engineering Manager noted that the first round of applications had been completed and that the second round of applications was underway. The Chair noted that an update on the current situation would be advantageous and agreed for this to be received in June. In response to a request from Councillor Huw Murphy regarding the maintenance of public footpaths and highways, Councillor Rhys Sinnett advised that the maintenance of public rights of way had been scrutinised by Policy and Pre-Decision Overview and Scrutiny Committee twice over the last 6-9 months. He further advised that maintenance and improvement came under his portfolio and that the strategic aspect was in the portfolio of Cabinet Member for Planning and Housing Delivery. The Cabinet Member for Residents Services additionally highlighted that some areas were the responsibility of National Parks. Councillor Murphy noted that concerns were being raised about access to the countryside following discussions on the limited budget and the access being maintained. The Chair advised that Councillor Murphy discuss the subject further with the relevant portfolio holders and then return for discussion if agreed. The Cabinet Member for Residents Services agreed to provide the papers that had been presented at Policy and Pre-Decision Overview and Scrutiny Committee to the Democratic Services Officer for circulation to the Committee Members. Councillor Thomas Tudor requested that the Haverfordwest Public Space Protection Order that had been adopted be reviewed and an update on the effectiveness from the Police and Officers of the Authority. The Cabinet Member for Residents Services questioned the appropriate Committee for this request and the Assistant Chief Executive agreed to request a summary report from the Community Safety Lead Officer as part of the Enviro-Crime discussion. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Forward Work Programme be approved subject to the following amendments: (a) Disabled Persons Parking Working Group update in June. (b) Regeneration be deferred from March to June. (c) Public and Highways Maintenance review. (d) Public Space Protection Order effectiveness review.[SS1] [The meeting was paused at 10:35 to allow sound issues to be rectified and recommenced at 10:57] [SS1]Did these have dates allocated?
Decision as recorded
RESOLVED · That the report be noted; and that case studies be provided to the Committee.
The Cabinet Member with responsibility for Residents Services presented the report on Leisure and Library Services to the Committee. He highlighted that performance in the leisure services was strong and that the performance in library services was improving post-Covid although they were not back to the pre-Covid levels. The Cabinet Member noted that the report contained usage per site and welcomed the Head of Cultural Leisure and Registration Services and the Leisure Services Manager to the meeting to present the report to Members. He highlighted that St Davids had the most used library when reviewing hours of opening versus population. The Committee then debated the contents of the report and the key points were highlighted as follows: In response to a concern from Councillor Rhys Jordan regarding the December figures, the Head of Cultural Leisure and Registration Services explained that the December figures were not available at the time of publication and that they would be circulated following the meeting. In response to a concern from Councillor Rhys Jordan regarding the forward planning for Leisure Centres, the Head of Cultural Leisure and Registration Services explained that they planned to continue to grow the business and generate more income rather than cut services. A number of new initiatives had begun to ensure value for money and increase membership including bodytracks. This utilised new technology to deliver personal statistics on health providing a free first month membership and discounted months two and three. He highlighted that membership was never static and that they were constantly vigilant. The Head of Cultural Leisure and Registration Services introduced the Leisure Services Manager who responded to a question from Councillor Jordan regarding the 10,000 membership. He advised that this was based on members who were paying for a subscription in advance either annually or monthly. Records were held for approximately 60,000 individual users of the services but noted that this included holiday makers, club attendees etc. who were not required to register as a member. In response to a question from Councillor Rhys Jordan regarding the staff forums that had taken place in 2023, the Leisure Services Manager advised that, unfortunately, they had been poorly attended. However, a satisfaction survey was automatically sent out following usage allowing feedback on a range of subjects including programme scheduling, facilities, cleanliness, staffing etc. Overall, the feedback was positive and he had just been notified that they had received a number of awards on their customer satisfaction figures and were the highest performing Local Authority provider throughout the UK. He further highlighted the fluid environment throughout the Authority. The Head of Cultural Leisure and Registration Services explained the plan to reduce fixed costs included: · Investment in efficiency and carbon reduction measures. · Staffing review was currently underway. · Charges for 2024/25 to be increased. · Additional solar panels had been installed on one leisure centre with a plan to roll this out further. Councillor Di Clements highlighted concerns regarding the criteria on which the facilities are measured when only receiving usage levels. Particularly when looking at the impact on the wellbeing of users. Councillor Clements further highlighted the increase in National Exercise Referral Schemes (NERS) from Doctors and the decrease in 16 week completions. The Head of Cultural Leisure and Registration Services advised that the NERS was a very important scheme that was largely funded by Welsh Government. He highlighted feedback that had been received thanking the service and the change it had made to their lives. A number of other schemes were in progress including: · Exercise buddies for adults with learning disabilities · School swimming · Learn to swim It was noted that the NET promotor score is used internationally asking how likely users are to recommend a friend and noted that the Authority had been the best in the UK a few years previously. The Leisure Services Manager advised that the NERS was growing with huge demand but the funding had reduced. This had resulted in the number of hours of provision being reduced. He advised that not all individuals referred kept to the scheme but that the Authority’s completion rate was above average across the UK. He further highlighted the number of awards that had been received by the service. Councillor Di Clements sought clarification on the funding of the NERS from Welsh Government and the Head of Cultural Leisure and Registration Services advised that the scheme was provided in conjunction with the Health Board as the Authority had the infrastructure in order to deliver the service. The Leisure Services Manager confirmed that the service was provided at a heavily discounted price to the user. He further advised that this was funded with Public Health Wales and not Hywel Dda Health Board. Hywel Dda fund the Phase 3 cardiac rehabilitation, an ongoing partnership with the Authority. He noted that Wales has the only NERS. In response to a question from Councillor Tim Evans regarding visiting library services, the Head of Cultural Leisure and Registration Services advised that since 2012, following a consultation with Town and Community Councils, a small number of libraries did not take over a number of Council services and this had resulted in a reduction in hours/days of availability. In response to a question from Councillor Brian Hall regarding the availability of a room in Pembroke Dock for residents to have access to the Authority’s services, the Head of Cultural Leisure and Registration Services advised that libraries had taken on a number of customer services and that self-service technology had been implemented. He noted that this was continually under review in order to reduce costs. Councillor Hall noted that not all residents had access to or could use a computer and would hope the facility would remain. The Head of Cultural Leisure and Registration Services emphasised that all libraries had free internet access for all. Councillor Thomas Tudor expressed his thanks for the report and raised concerns that he had not been informed of the user forum that had taken place. The Leisure Services Manager advised that the first set of forums were advertised via Facebook with posters in the leisure centres as an open invitation. He further highlighted the need for Officers to fully engage with Members to increase visibility and the Leisure Services Manager advised that this would be passed to all Leisure Centre Managers and requested Councillors feedback any comments they receive from members of the public. Councillor Rhys Jordan noted that whilst leisure services was a non-statutory service in the Authority, he emphasised the value to the well-being of residents of Pembrokeshire and visitors to the County. He further noted that the best way to keep the leisure services available, is to use them. Councillor Huw Murphy questioned the contribution required under the NERS scheme when a prescription was free and suggested that those that could afford to pay for a prescription should be encouraged to do so. In response to a question from Councillor Delme Harries, raised by Councillor Huw Murphy regarding mobile libraries visiting his ward, the Head of Cultural Leisure and Registration Services advised that a mobile library had been conducted 10 years ago. At this time there were three mobile libraries and the cost was reduced by 66% and the service was reduced to one mobile library with a home delivery service. The service was focussed on the vulnerable who live alone to ensure their well-being. He advised that the service had been reduced and that no requests had been received for that particular ward. He further noted that consideration would be given for the at home service in that area. Councillor Huw Murphy highlighted his support and thanks for the leisure services. In response to a question from Councillor Chris Williams regarding flooding in the car park at Tenby Leisure Centre, the Leisure Services Manager advised that the flooding was taking place in the overflow car park and that the facility as a whole was being reviewed. In response to a question from Councillor Di Clements regarding the introduction of a ‘click and collect’ service for libraries, the Head of Cultural Leisure and Registration Services advised that the service had been delivered during the pandemic however, once libraries were able to re-open the public preferred an in person service. He advised that the provision would now be reviewed at the same time as the mobile delivery service. He further noted that the Library Needs Assessment had been carried out in 2015 and highlighted the need to carry out this assessment again to fully understand the needs across the Authority. Following the 2015 review, he advised they had looked at co-locating libraries and nine of the 12 libraries were now financially supported by Town and Community Councils. The Cabinet Member for Residents Services highlighted the interaction and transactions that take place between staff and users, providing warm spaces, learning spaces and identifying early warning signs. In response to a suggestion from the Head of Cultural Leisure and Registration Services regarding case studies, Councillors Rhys Jordan and Mark Carter requested that they be shared amongst Members once permission was given. Councillor Jordan also requested that they also be shared with the public. Moved by Councillor Rhys Jordan; Seconded by Councillor Mark Carter The vote, undertaken by way of a show of hands, was carried. RESOLVED · That the report be noted; and that case studies be provided to the Committee.
Decision as recorded
RESOLVED That the report be noted; that the Coastal and Rivers Engineer request a letter of commitment to provide the repairs from Milford Haven Port Authority; and that a site visit be arranged. [The meeting adjourned for a short break at this juncture]
The Chair noted that the Havens Head and Lower Priory Flooding report had been presented at the previous meeting and invited the Head of Infrastructure and Environment to present the report on behalf of the Group Engineering Manager and Coastal and Rivers Engineer who had left the meeting due to other meeting commitments. The Chair highlighted that the further pipeline and application for funding had been included in the report subject to the Full Business Case. The Head of Infrastructure and Environment highlighted the draft programme and the work being undertaken and the Chair invited the two local Members to present the current situation to the Committee. Councillor Viv Stoddart sought clarification on the process and the Head of Infrastructure and Environment explained that the Full Business Case funding had been approved and that they were currently working towards the completion of the Full Business Case. The Expression of Interest had to be submitted as part of the next phase of funding in the Welsh Government process. He further advised the Committee that Milford Haven Port Authority was completing works at the same location as part of their ongoing maintenance and repairs and that they were completing the short section of outlet that the Authority needed to connect into to minimise disruption. Councillor Stoddart clarified that Havens Head was in her ward and that Lower Priory was in Councillor Rhys Sinnett’s ward. In providing an update on the situation at Havens Head, Councillor Stoddart advised that, following the recent storms flooding had taken place in the gardens of numbers 6, 10 and 11. She advised that the Port Authority had undertaken rapid sluicing and visual checks of the trash screen which would continue with debris clearing as appropriate. In response to a question from Councillor Di Clements regarding a letter being sent to Milford Haven Port Authority for a commitment to the works on the Northern Dock Wall, the Head of Infrastructure and Environment advised that he was not aware if a response had been received. He further noted the Chair’s request for a copy of the letter sent and response be shared with Members. In response to a suggestion from the Chair, supported by Councillor Viv Stoddart, the Committee agreed that a site visit to Lower Priory and Havens Head be arranged to see the concerns. 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 report be noted; that the Coastal and Rivers Engineer request a letter of commitment to provide the repairs from Milford Haven Port Authority; and that a site visit be arranged. [The meeting adjourned for a short break at this juncture]
Decision as recorded
RESOLVED That the Committee note the significant efforts and progress made by Officers to improve performance and reduce backlogs but acknowledge that this is being achieved in the context of a lack of experienced planning staff, reduced senior officer resource and other ongoing challenges. [Councillors Brian Hall and Vanessa Thomas left the meeting at this juncture] [SS1]You haven’t put bullet points for the other minutes, so need to be consistent
The Chair welcomed the Cabinet Member for Planning and Housing Delivery to the meeting to give a presentation on the delivery of the Planning Service. The Assistant Chief Executive and Interim Head of Planning were also in attendance. The Cabinet Member highlighted a number of key points as follows: · Significant progress had been made on performance improvement. · Planning applications determined within eight weeks had increased from 42% (Dec 2022) to 82% (Dec 2023). · Applications determined within agreed time scales was at 97% (Dec 2023), an increase from 92% (Dec 2022) the previous year. · The All Wales average for determining applications within agreed time scales for the period July-September 2023 was 86%, with Pembrokeshire at 98%. · Pembrokeshire was the best performing Planning Authority in Wales on determining planning applications in agreed timescales and the second best Authority in Wales on determining applications within eight weeks. · The Cleddau Nutrient Management Board, chaired by the Cabinet Member had held three phosphate summits with the Climate Minister in attendance. · Since December 2022 there had been 13 planning appeals against a refusal of planning permission and 11 appeals had been upheld, demonstrating the confidence of Officer and Committee decisions. · Enforcement for planning without permission had reduced to 255 live cases in December 2023, a reduction from 367 in December 2022 and from 418 cases in September 2022. The target was 200 by March 2024. The Cabinet Member thanked the Planning Team for the fantastic improvements that had taken place. The Committee then debated the contents of the report and the key points were highlighted as follows: In response to a question[SS1] from Councillor Vanessa Thomas regarding recruitment, the Assistant Chief Executive advised that, as part of the work force development, they had an Interim Head of Planning. This had proven successful in other departments although this did place pressure on the team. In response to a suggestion from Councillor Rhys Jordan regarding promotion of successful enforcement within the Planning Section, the Cabinet Member noted that this had taken place to provide education and demonstrating that enforcement will take place if planning permission was not approved. In response to a further question from Councillor Rhys Jordan regarding an IT tracking system for planning applications, the Interim Head of Planning advised that a case management system was introduced in 2023 which allowed an applicant to track the application process. Councillor Di Clements echoed the thanks from the Cabinet Member for the improvement work that had taken place in both Planning and Enforcement. In response to a concern from Councillor Di Clements regarding fines from Welsh Government if Local Development Plan 2 was not on track, the Cabinet Member explained that there was no financial penalties if LDP2 was not completed in a timely manner however there was reputational damage due to the delivery agreement that was in place. Councillor Steve Alderman highlighted the Developments of National Significance and the provision of Local Impact Reports that were required from Senior Officers. The Interim Head of Planning advised that the Planning Section had a Development Manager who dealt with major projects and other staff members were undergoing additional development to minimise disruption and impact on the team. She further noted that there was an Infrastructure Bill going through the Senedd to address the issue of contribution and resource that the Local Impact Reports required. Concerns were raised by Councillor Tim Evans regarding enforcement on retrospective planning applications. The Cabinet Member explained that at present, there was no financial penalty. However this was under review due to the additional resource that was required with investigation and enforcement. In response to a question from Councillor Tim Evans regarding the staffing levels, the Interim Head of Planning advised that they had a team of four Enforcement Officers and, following a successful funding bid, had provided the addition of a Planning Enforcement Team Leader on a 12 month fixed term contract. Moved by Councillor Mark Carter; Seconded by Councillor Steve Alderman The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Committee note the significant efforts and progress made by Officers to improve performance and reduce backlogs but acknowledge that this is being achieved in the context of a lack of experienced planning staff, reduced senior officer resource and other ongoing challenges. [Councillors Brian Hall and Vanessa Thomas left the meeting at this juncture] [SS1]You haven’t put bullet points for the other minutes, so need to be consistent
This item of business was deferred to March 2024 because ???.
Decision as recorded
RESOLVED That the progress following the Audit be noted.
The Chair welcomed the Interim Chief Property Officer and the Chief Property Officer to present the report on the property service. The Interim Chief Property Officer advised Members that the Springing Forward Asset Management – Pembrokeshire County Council report had been presented to the Governance and Audit Committee in November 2022. He noted that the team had made progress based on all of the recommendations including the implementation of the Asset Management strategy. The Interim Chief Property Officer highlighted the governance arrangements and the performance management that had been included noting that Welsh Government did not have a follow up process to the report. He then presented each of the five recommendations from the report to the Committee. On behalf of the Committee the Chair thanked the Interim Chief Property Officer for the work that he had undertaken whilst in post and wished him good fortune in this new role. The Committee then debated the contents of the report and the key points were highlighted as follows: In response to a concern raised by Councillor Rhys Jordan, the Assistant Chief Executive clarified that they now had a permanent Chief Property Officer in post. In response to a question from Councillor Viv Stoddart regarding other the re-forming of the Strategic Asset Management Group under recommendation two, the Interim Chief Property Officer clarified that the group performed due diligence on all proposals received to ensure that was not the case. Councillor Stoddart further highlighted the Councils in England that had gone bankrupt due to investment in risky commercial development and pointed out the effectiveness of the Strategic Asset Management Group within the Authority. Councillor Steve Alderman highlighted that the disposal of community assets had been impressive. In response to a question from Councillor Alderman regarding the funds from the disposal of public property, the Assistant Chief Executive advised that the capital receipts had to be used for capital purposes. Councillor Alderman further questioned the number of empty schools that were left derelict in the County noting that they were an eyesore in the community and an insurance risk. The Assistant Chief Executive advised that the Chief Property Officer would be reviewing this however, it was complicated by the covenant on which the buildings were provided. Moved by Councillor Rhys Jordan; Seconded by Councillor Tim Evans The vote, undertaken by way of a show of hands, was carried. RESOLVED That the progress following the Audit be noted.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
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