Loading
The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED That the draft Minutes of the Sustainable Communities for Learning Strategic Programme Board meeting held on 25th September 2024, be noted.
RESOLVED (a) That the issues concerning the roof at Tenby VC School be noted. (b) That a budget of £75,000 be approved to fund a feasibility exercise to explore the identified options, together with other options to address the issues including ascertaining whether there are any options for the Council to seek redress from the contractor(s) involved in building Tenby VC School.
RESOLVED (a) That the Cabinet Secretary’s conditional approval of the Council’s Rolling Programme (Strategic Outline Programme) be noted, and that a budget of £75,000 to fund a feasibility exercise on further options for the Milford Haven project, be approved. (b) That Cabinet write formally to the Cabinet Secretary and First Minister to express concern about the implications of her response and request she reconsider her position, to ensure the Council can progress with the English Medium redevelopment of Milford Haven School without any further delay. [Councillor Guy Woodham left the meeting at this juncture.]
RESOLVED That the Policy and Process document shown in Appendix A to the report, be approved, adopted and published on the Property Section of the Council website.
RESOLVED That all Enhancing Pembrokeshire Large Grant Applications, as outlined in the report, be supported, to include the late application (PACTO) and the application by the Haverfordwest Tennis club (originally recommended for rejection), subject to the conditions outlined above.
RESOLVED (a) That the adoption of the Planning Enforcement Protocol be endorsed to provide clear and transparent guidance to staff and the public on the Council’s planning enforcement processes and procedures. (b) That delegated authority be granted to the Head of Planning Service to make any amendments to the Planning Enforcement Protocol in consultation with the Cabinet Member for Planning and Regulatory Services.
RESOLVED That the proposals for the Base Position network for Pembrokeshire be endorsed.
RESOLVED (a) That the development and submission of applications to Welsh Government for Transport Grant, as outlined in this report, be approved to fund the development and delivery of a number of transport schemes and initiatives in 2025-26, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services. (b) That it be noted that the Milford Haven Public Transport Interchange was previously agreed at Cabinet level for approval and funding in October 2024, and costings are in line with that report. (c) That it be noted that the Newgale Coastal Adaptation Scheme was previously agreed at Cabinet to progress, with an application for funding to progress with Public Enquiry/Planning Consent. (d) That the submission of the grant bids identified in Table 1 to the report to Welsh Government for the Council’s Transport Grant Submissions for 2025-26, be approved. (e) That the inclusion in the Capital Programme of those schemes identified in Table 1 to the report for 2025-26, be approved. (f) That it be noted that should any of the scheme costs identified in Table 1 to the report exceed the amounts included in the Capital Programme, a further report to Cabinet will be required seeking approval for any such additional funding. This approval must be received before the relevant scheme is progressed.
RESOLVED That the performance information in the Corporate Scorecard (data at September 2024) and Social Care Scorecard (data at September 2024), be noted.
RESOLVED (a) The Budget Monitoring Report (revenue, revenue rolling budget, capital, reserves, budget savings, revenue collections, treasury management and 2025-26 to 2028-29 Medium Term Financial Plan update) for Quarter 2 2024-25, be approved. (b) That it be noted that if the projected overspend of £3.9m is not recovered during the financial year, it will be funded from reserves. (c) That it be noted that, under the Chief Executive, directorates are working with the relevant Portfolio Cabinet Member(s), in consultation with the Director of Resources and Cabinet Member for Corporate Finance and Efficiencies, to identify potential savings to assist in addressing the indicative budget gap of £33.6 million for 2025-26. (d) That it be noted that work will continue to update and refresh the Medium Term Financial Plan, and that this will be reported to Cabinet on 2 December 2024 and Council on 12 December 2024.
RESOLVED That the Council’s Corporate Risk Register at the end of Quarter 2 of the 2024-25 financial year, be considered and noted.
RESOLVED That the Public Service Ombudsman for Wales Annual Letter 2023-24 be noted.
RESOLVED That authority be delegated to the Director of Resources to decide whether to award a contract to a Microsoft licence solutions partner following the CCS aggregated tender exercise.
RESOLVED (a) That authority be delegated to the Head of Housing and Public Protection under section 43 of the Anti-Social Behaviour, Crime and Policing Act 2014 to issue specific authorisation to named officers of Registered Social Landlords who operate in Pembrokeshire to issue Community Protection Warning notices and Community Protection Notices. (b) That a follow up report be brought back to Cabinet in 12 months’ time that includes a review of the implementation of this arrangement.
The following declarations were made: Item 4 – Sustainable Communities for Learning Strategic Programme Board Minutes Councillor Tessa Hodgson declared a personal interest by virtue of having close family members who work in education. Item 6 – Sustainable Communities for Learning Programme - Rolling Programme Strategic Outline Plan Update Councillor Tessa Hodgson declared a personal interest by virtue of having close family members who work in education. Item 8 – Second Home Council Tax - Community Element 'Enhancing Pembrokeshire' Grant Awards Councillor Michelle Bateman declared a personal and prejudicial interest by virtue of a family member being part of the Haverfordwest Tennis Club. Councillor Guy Woodham declared a personal and prejudicial interest, for information, by virtue of being connected to one of the organisations, but stated that he was due to leave the meeting before this item.
Councillor Guy Woodham Moved the Minutes; Seconded by Councillor Michelle Bateman. The vote was taken by way of a show of hands and carried. RESOLVED That the Minutes of the Extraordinary Cabinet Meeting held on 3 October 2024, and the Minutes of the Cabinet Meeting held on 7 October 2024, be approved as a correct record.
Decision as recorded
RESOLVED That the draft Minutes of the Sustainable Communities for Learning Strategic Programme Board meeting held on 25th September 2024, be noted.
Cabinet considered a report by the Director of Resources which referred to the draft Minutes of a Meeting of the Sustainable Communities for Learning Strategic Programme Board, held on 25 September 2024. Councillor Guy Woodham, the Cabinet Member with responsibility for Education and Welsh Language, introduced the report and referred to the main issues outlined in the Minutes, which included the Ysgol Bro Penfro project, the Portfield School redevelopment, the Rolling Programme Strategic Outline Plan, Ysgol Bro Preseli redevelopment, English and Welsh medium provision for the Milford Haven projects, the Tenby Church in Wales VC School roof and an update in regards to Manorbier VC School. Councillor Guy Woodham Moved the Recommendation; Seconded by Councillor Rhys Sinnett. Councillor Tessa Hodgson referred to Ysgol Bro Penfro and sought an update in regards to the number of pupils enrolled at the School. In response, the Chief Officer for School Resources and Governance stated that there were 141 pupils currently enrolled at the School, and he was pleased to see such high numbers at the School at this early stage. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the draft Minutes of the Sustainable Communities for Learning Strategic Programme Board meeting held on 25th September 2024, be noted.
Decision as recorded
RESOLVED (a) That the issues concerning the roof at Tenby VC School be noted. (b) That a budget of £75,000 be approved to fund a feasibility exercise to explore the identified options, together with other options to address the issues including ascertaining whether there are any options for the Council to seek redress from the contractor(s) involved in building Tenby VC School.
Cabinet considered a report by the Director of Education which outlined issues in relation to the condition of the roof at Tenby VC School, as well as a feasibility budget in order to consider options to address the outlined issues and their estimated costs. Councillor Guy Woodham, the Cabinet Member with responsibility for Education and Welsh Language, introduced the report and explained the reasons behind the condition of the roof at Tenby VC School, as well as discussions between the Council’s Professional Construction Services Team and an external structural engineer, to determine possible options going forward, which ranged from limited intervention with a reliance on ongoing repair and maintenance, to a replacement of the entire roof structure. He highlighted that given that the preferred option could result in a funding requirement in excess of £300,000, the Council’s Capital Strategy required Cabinet to approve funds for a feasibility exercise to be undertaken. He added that as an operational school, it was considered essential that the roof issues at Tenby VC School be resolved at the earliest opportunity, and described the issues as disappointing. Councillor Guy Woodham Moved the Recommendation with an amendment to include the following: ‘…including ascertaining whether there are any options for the Council to seek redress from the contractor(s) involved in building Tenby VC School.’ The Recommendation was Seconded by Councillor Joshua Beynon. The Leader agreed that it was disappointing that the roof had issues, especially given that the School was relatively new. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett, Jacob Williams and Guy Woodham [9] There were no votes against or abstentions. RESOLVED (a) That the issues concerning the roof at Tenby VC School be noted. (b) That a budget of £75,000 be approved to fund a feasibility exercise to explore the identified options, together with other options to address the issues including ascertaining whether there are any options for the Council to seek redress from the contractor(s) involved in building Tenby VC School.
Decision as recorded
RESOLVED (a) That the Cabinet Secretary’s conditional approval of the Council’s Rolling Programme (Strategic Outline Programme) be noted, and that a budget of £75,000 to fund a feasibility exercise on further options for the Milford Haven project, be approved. (b) That Cabinet write formally to the Cabinet Secretary and First Minister to express concern about the implications of her response and request she reconsider her position, to ensure the Council can progress with the English Medium redevelopment of Milford Haven School without any further delay. [Councillor Guy Woodham left the meeting at this juncture.]
Cabinet considered a report by the Director of Education which outlined the Cabinet Secretary’s conditional approval of the Council’s Rolling Programme Strategic Outline Plan (SOP), as well as a budget to undertake a feasibility on further options for the redevelopment of Milford Haven schools. Councillor Guy Woodham, the Cabinet Member with responsibility for Education and Welsh Language, introduced the report and stated that following consideration by Welsh Government’s Business Case Scrutiny Group and Education Investment Panel, the Cabinet Secretary subsequently gave conditional approval of the SOP in August 2024. He then outlined the conditions, as listed in Appendix A to the report, and stated that Ysgol Bro Preseli needed to identify the preferred option for the overall site and the Strategic Outline Case for the Milford Haven schools project needed to identify, from the outset, the preferred option for both English and Welsh medium provision in the area. He highlighted that the conditions were likely to cause further delay to the programme. Councillor Woodham also referred to concerns regarding fire safety matters at both Milford Haven School and Ysgol Bro Preseli, and outlined the details, including the actions outlined by the Fire Service, as highlighted in the report. Councillor Woodham concluded that the requirement to consider Welsh medium provision for the Milford Haven project required additional feasibility work to be undertaken. He stated that additional project costs were likely due to a wider scope of work and cost inflation, and that the impact would need to be evaluated and costed in due course, and reported to the Sustainable Communities for Learning Strategic Programme Board. Councillor Guy Woodham Moved the Recommendation; Seconded by Councillor Rhys Sinnett. Councillor Tessa Hodgson sought clarification in regards to the 3-11 Welsh provision required by Welsh Government, as well as the options referenced in the report. Councillor Woodham responded by explaining that the feasibility study would include the ‘do nothing’ option as one of the options, and the subsequent report outlining the outcome of the feasibility study would then explain the consequences. The Director of Education confirmed that all possible options would be put forward. Councillor Paul Miller referred to the Milford Haven School projects and stated that the delays were unhelpful. He stated that he was disappointed that English and Welsh provision now needed to be done at the same time, delaying the progress of one of the most important builds for the area. He suggested that the Cabinet Secretary be invited to the area, and stated that he would be making a personal representation outlining how this change from Welsh Government was unacceptable. Councillor Woodham agreed and stated that the Authority had planned to look at Welsh medium provision, just not in the timeline that Welsh Government had recently requested. He was supportive of Councillor Miller’s suggestion of a personal representation. He stated that any help to progress the matter was welcome. The Director of Education also agreed and welcomed the comments from Councillor Miller, and suggested that any representations be made as soon as possible. Councillor Miller suggested the following Amendment to the Recommendation: That Cabinet write formally to the Cabinet Secretary and First Minister to express concern about the implications of her response and request she reconsider her position, to ensure the Council can progress with the English Medium redevelopment of Milford Haven School without any further delay. Councillor Woodham stated that he would be happy to include this in the Substantive Motion. Councillor Rhys Sinnett, the Seconder, agreed. Councillor Jacob Williams suggested that the First Minister also be included in the Amendment. Councillor Miller agreed. Councillor Sinnett then highlighted the frustration within the local community in Milford Haven, and agreed that it was time to express to Welsh Government the concerns regarding the process. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett, Jacob Williams and Guy Woodham [9] There were no votes against or abstentions. RESOLVED (a) That the Cabinet Secretary’s conditional approval of the Council’s Rolling Programme (Strategic Outline Programme) be noted, and that a budget of £75,000 to fund a feasibility exercise on further options for the Milford Haven project, be approved. (b) That Cabinet write formally to the Cabinet Secretary and First Minister to express concern about the implications of her response and request she reconsider her position, to ensure the Council can progress with the English Medium redevelopment of Milford Haven School without any further delay. [Councillor Guy Woodham left the meeting at this juncture.]
Decision as recorded
RESOLVED That the Policy and Process document shown in Appendix A to the report, be approved, adopted and published on the Property Section of the Council website.
Cabinet considered a report by the Assistant Chief Executive which outlined the Community Asset Transfer (CAT) Policy and Process Document. Councillor Paul Miller, the Cabinet Member with responsibility for Place, the Region and Climate Change, introduced the report and outlined the key principles of the new policy as outlined in the report, which included: · Any transfer must create a mutual benefit to both the Council and the Community. · More often than not there should be an initial element of financial benefit to the Council, even if it is in kind. · The proposal must be supported by a Head of Service and Cabinet Member whose department will present a report to Cabinet to outline the well-being benefits, if necessary. · The Council is not obliged to undertake CAT’s. · The basic terms of any transfer will generally be non-negotiable and the organisation the asset is being transferred to will take full responsibility for that asset, and it will be transferred in its current condition. · The supporting department has an on-going obligation to monitor the organisation that the asset has been transferred to. It is not a closed book once the asset has been transferred. Councillor Miller highlighted that the new policy was recently scrutinised by the Policy and Pre-decision Overview and Scrutiny Committee, where they recommended that it be endorsed. Councillor Paul Miller Moved the Recommendation; Seconded by Councillor Neil Prior. Councillor Joshua Beynon commented on organisations local to his ward and was interested to know how local Members could get involved with the process. He also stated that some aspects were subjective and questioned how the unintended consequences and benefits to the process that the Authority was perhaps not aware of, could be measured. He also stated that there was scope for cross sector working. Councillor Miller agreed that various aspects of the process were subjective, and understood that Community Asset Transfers and generally working with communities across Pembrokeshire was a really important facet. He stated that there were various good examples of community organisations stepping forward to protect assets and provide vital services, and explained that the new policy would not stop this from happening. He highlighted that there would also be an opportunity for Cabinet to view transfer requests. The Chief Property Officer added that each request would be done on a case by case basis, and the policy provides a framework to guide the process, but the flexibility was there to achieve the best outcome for the communities and the Council. He hoped that the process would bring some structure and allow things to be done as quickly and sustainably as possible. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED That the Policy and Process document shown in Appendix A to the report, be approved, adopted and published on the Property Section of the Council website.
Decision as recorded
RESOLVED That all Enhancing Pembrokeshire Large Grant Applications, as outlined in the report, be supported, to include the late application (PACTO) and the application by the Haverfordwest Tennis club (originally recommended for rejection), subject to the conditions outlined above.
[Having declared a personal and prejudicial interest, Councillor Michelle Bateman left the meeting for this item of business.] Cabinet considered a report by the Assistant Chief Executive which outlined grant panel recommendations for the awarding of Enhancing Pembrokeshire Large Grant Applications. Councillor Neil Prior, the Cabinet Member with responsibility for Communities, Corporate Improvement and the Well-being of Future Generations, introduced the report and stated that since the scheme was launched, which was said to be funded by a small portion of the revenue raised from second homes, the Authority had invested nearly £4.5 million into local communities for their well-being, and with match funding, it took the total to nearly £9.5 million for Pembrokeshire communities over the last six years. He then highlighted that there were ten bids for consideration, as outlined in the report. He referred to the PACTO bid, which was said to be a late submission, and highlighted that the correct figure for the bid was on page 113 of the agenda. Councillor Prior explained that the bid was late by a few hours on the day of submission, and that Officers had included the bid due to the benefits to local communities. He then referred to the Haverfordwest Tennis Club bid, which was said to be a close rejection. Councillor Neil Prior Moved the Recommendation with the inclusion of the PACTO bid. Councillor Paul Miller stated his support for the scheme overall. He stated that he was in favour of approving the Haverfordwest Tennis Club application, subject to the Club providing sufficient evidence of an adopted Welsh Language Policy, prior to the money being released, as well as the required consent and planning permission, which he assumed was standard as part of the grant terms. Councillor Jacob Williams also stated his support for the Haverfordwest Tennis Club application, if it was conditional. He wished for an explanation as to why it was rejected. He believed that if leniency was being allowed to the PACTO bid, then the same should be done for a bid that was one point away from meeting the threshold. In response, the Head of Economic Development and Regeneration stated that work could be done with the Tennis Club to assist them in meeting the threshold, as their Welsh Language Policy was where they had fallen short. She stated that they could also assist with the community consultation side of their work, and confirmed that such conditions could be added into the approval. Councillor Tessa Hodgson also agreed that the Haverfordwest Tennis Club application be included in this round of funding, given the condition that they review their Welsh language promotion, as well as how they attract wider and more diverse membership from the community. Councillor Prior then amended the Recommendation to include Councillor Miller’s suggestion that the Haverfordwest Tennis Club also be approved, subject to the conditions outlined by Cabinet. The Recommendation was seconded by Councillor Paul Miller. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [7] There were no votes against or abstentions. RESOLVED That all Enhancing Pembrokeshire Large Grant Applications, as outlined in the report, be supported, to include the late application (PACTO) and the application by the Haverfordwest Tennis club (originally recommended for rejection), subject to the conditions outlined above.
Decision as recorded
RESOLVED (a) That the adoption of the Planning Enforcement Protocol be endorsed to provide clear and transparent guidance to staff and the public on the Council’s planning enforcement processes and procedures. (b) That delegated authority be granted to the Head of Planning Service to make any amendments to the Planning Enforcement Protocol in consultation with the Cabinet Member for Planning and Regulatory Services.
Cabinet considered a report by the Head of Planning which outlined the Planning Enforcement Protocol. Councillor Jacob Williams, the Cabinet Member with responsibility for Planning and Regulatory Services, introduced the report and explained that the outlined protocol was a framework for how the Council, as the Local Planning Authority, would manage planning enforcement complaints and any subsequent investigations into alleged breaches of planning control. He stated that it provided clear and transparent guidance to staff and the public on how complaints would be dealt with, what procedure investigations would follow, what enforcement tools were available to the Council, how a decision would be reached, and how the Council would communicate with relevant parties. He referred to the complaints that were received each year and highlighted that the adoption of the outlined policy would hopefully address such matters. Councillor Williams also referred to the Planning Enforcement Officer post that had been put in place for 12 months since November 2023 through an initiative fund bid, and invited the Head of Planning to outline the next steps now that the 12 months had come to an end. Councillor Jacob Williams Moved the Recommendation. The Head of Planning confirmed that the funding bid was shortly to end in November 2024, however, a further request for funding had been put in for a period of 12 months and was currently being considered, therefore the outcome of that additional funding bid was not known at this time. The Recommendation was Seconded by Councillor Michelle Bateman. The Leader thanked Officers for providing the protocol and stated that enforcement was as crucial as development management. He then stated his support for the Planning system and the importance of enforcement, in order to safeguard the environment. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED (a) That the adoption of the Planning Enforcement Protocol be endorsed to provide clear and transparent guidance to staff and the public on the Council’s planning enforcement processes and procedures. (b) That delegated authority be granted to the Head of Planning Service to make any amendments to the Planning Enforcement Protocol in consultation with the Cabinet Member for Planning and Regulatory Services.
Decision as recorded
RESOLVED That the proposals for the Base Position network for Pembrokeshire be endorsed.
Cabinet considered a report by the Head of Infrastructure and Environment which outlined the progress being made to develop proposals for a future franchised bus network. Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents’ Services, introduced the report and stated that bus franchising meant that decisions about bus services in Wales (including routes, timetables, fares, hours of operation and service quality standards) would be made by Welsh Government and Transport for Wales, working in partnership with Local Authorities and Corporate Joint Committees. He highlighted that bus operators could bid for contracts to run services to certain specifications. Councillor Sinnett then explained that franchising was designed to be rolled out in regional phases, with Pembrokeshire being the first region proposed for the roll-out in 2027. He then thanked Officers for all their work on the matter.Councillor Sinnett also highlighted that a ‘Base Position’ network had been drafted for the South West region, which was designed to be deliverable within the current funding envelope. Councillor Rhys Sinnett Moved the Recommendation; Seconded by the Leader. The Head of Infrastructure and Environment stated that the approval of the ‘Base Position’ network would enable further modelling and more detailed discussion to take place over the next year, when further work was taking place in regards to franchising. Councillor Tessa Hodgson questioned the number of people using the buses and suggested that it be provided at the upcoming seminar for Members. She stated that it was critical information in order to plan for the future of the service. Councillor Sinnett stated that that information could be provided at the seminar, as well as further detail, and highlighted that usage figures for 2024-25 were encouraging. Councillor Hodgson highlighted that a £2 maximum bus fare had been implemented recently in Manchester, and referred to encouraging more people to use the service. Councillor Sinnett referred to the improvement of main routes and subsequently the strategic routes, and mentioned subsidising the service across the County, as well as ongoing challenges within the provision. The Head of Infrastructure and Environment explained that earlier in the year a procurement exercise was undertaken on all public transport routes, which provided the base data, as well as some wider figures that could be explored during the seminar. Councillor Sinnett then wished to stress the importance of the bus network in ensuring the importance of Pembrokeshire and supporting residents. The Leader referred to the increased number of bus users since pre-Covid, and stated that it was excellent. He also agreed with Councillor Hodgson and stated that it would be useful to get the rationale behind the data in regards to best used routes. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED That the proposals for the Base Position network for Pembrokeshire be endorsed.
Decision as recorded
RESOLVED (a) That the development and submission of applications to Welsh Government for Transport Grant, as outlined in this report, be approved to fund the development and delivery of a number of transport schemes and initiatives in 2025-26, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services. (b) That it be noted that the Milford Haven Public Transport Interchange was previously agreed at Cabinet level for approval and funding in October 2024, and costings are in line with that report. (c) That it be noted that the Newgale Coastal Adaptation Scheme was previously agreed at Cabinet to progress, with an application for funding to progress with Public Enquiry/Planning Consent. (d) That the submission of the grant bids identified in Table 1 to the report to Welsh Government for the Council’s Transport Grant Submissions for 2025-26, be approved. (e) That the inclusion in the Capital Programme of those schemes identified in Table 1 to the report for 2025-26, be approved. (f) That it be noted that should any of the scheme costs identified in Table 1 to the report exceed the amounts included in the Capital Programme, a further report to Cabinet will be required seeking approval for any such additional funding. This approval must be received before the relevant scheme is progressed.
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. Councillor Rhys Sinnett, the Cabinet Member with responsibility for Residents’ Services, introduced the report and stated that the amount applied for was £10.3 million for 2025-26, with the match funding request from the Authority being £919,301, should all the bids be approved. He wished to highlight that Cabinet had already approved £750,310 of that requested match funding money for the Milford Haven Public Transport Interchange on 7 October 2024, therefore the remaining amount was approximately less that £200,000 towards the rest of the schemes. Councillor Sinnett then referred to the main considerations, as outlined in the report. Councillor Rhys Sinnett Moved the Recommendation; Seconded by Councillor Joshua Beynon. Councillor Paul Miller wished to clarify that some of the projects that would have ordinarily been match funded by the Authority, were not being done so this year, due to what was deliverable and affordable. He wished to clarify that in the event that Welsh Government funded them, the Authority would have the capacity to deliver them and in the event that they do not, the projects could be reconsidered for the following financial year. Councillor Sinnett confirmed that to be the case and stated that the Authority was mindful of the calls on the Capital Budget, and stated that Pembrokeshire was not the only Local Authority unable to provide match funding for certain projects. Councillor Miller reiterated that projects could be submitted the following year, dependent on the Capital Programme. Councillor Miller then referred to the new road scheme for Newgale and sought an explanation in regards to the process so far. In response, Councillor Sinnett stated that a fairly substantial discussion took place during the September meeting of Cabinet in regards to the Newgale Coastal Adaptation Scheme, and that the report provided a detailed background of the work that had been undertaken. He referred to a group in Newgale that believed there was a cheaper option to follow, and explained that the Authority intended to meet with that group. He highlighted that the realities of climate change showed that the road would disappear within the next 30 years, unless action was taken. He stated that the Authority had a responsibility to the people of Newgale and to ensure connectivity was maintained. Councillor Sinnett also highlighted that there was still an opportunity for people to have their say. The Head of Infrastructure and Environment added that the scheme the Authority had been promoting was about adaptation in response to climate change, whereas the alternative scheme was about defence, therefore they were completely different concepts. He referred to discussions that had taken place in regards to the climate change data used, and wished to clarify that it was proven national data. In regards to moving forward, the planning application would be discussed and a significant test of the scheme would be undertaken soon. Councillor Miller appreciated the reassurance and stated his support for ensuring that there were robust plans for maintaining connectivity to the south west of the County. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED (a) That the development and submission of applications to Welsh Government for Transport Grant, as outlined in this report, be approved to fund the development and delivery of a number of transport schemes and initiatives in 2025-26, with sign-off of the final grant submission delegated to the Cabinet Member for Residents’ Services. (b) That it be noted that the Milford Haven Public Transport Interchange was previously agreed at Cabinet level for approval and funding in October 2024, and costings are in line with that report. (c) That it be noted that the Newgale Coastal Adaptation Scheme was previously agreed at Cabinet to progress, with an application for funding to progress with Public Enquiry/Planning Consent. (d) That the submission of the grant bids identified in Table 1 to the report to Welsh Government for the Council’s Transport Grant Submissions for 2025-26, be approved. (e) That the inclusion in the Capital Programme of those schemes identified in Table 1 to the report for 2025-26, be approved. (f) That it be noted that should any of the scheme costs identified in Table 1 to the report exceed the amounts included in the Capital Programme, a further report to Cabinet will be required seeking approval for any such additional funding. This approval must be received before the relevant scheme is progressed.
Decision as recorded
RESOLVED That the performance information in the Corporate Scorecard (data at September 2024) and Social Care Scorecard (data at September 2024), be noted.
Cabinet considered a report by the Assistant Chief Executive which outlined the performance information in the Corporate Scorecard 2023-24 (data at September 2024) and the Social Services and Housing Directorate Scorecard. Councillor Neil Prior, the Cabinet Member with responsibility for Communities, Corporate Improvement and the Well-being of Future Generations, introduced the report and stated that the initiative had evolved well over the last few years. He then referred to the process and the data outlined in the Scorecard, specifically in regards to the Social Care Improvement Board using data, customer contacts, levels of homelessness, environmental performance and recycling. He highlighted that the data was used to help Officers address any challenges, and stated that it was an important piece of work. Councillor Neil Prior Moved the Recommendation; Seconded by Councillor Michelle Bateman. Councillor Tessa Hodgson wished to highlight some data from the report in regards to Social Care. She stated that the number of people who were waiting for domiciliary care had declined, and thanked the Director of Social Care and his team for their work on the matter. She highlighted the positive number of micro-enterprises in Pembrokeshire, but also the increased number of young people being cared for. Councillor Paul Miller sought clarification in regards to the number of outstanding planning applications older than eight weeks, and whether there was a particular issue. In response, Councillor Jacob Williams stated that he was not aware of any particular issues. Councillor Hodgson sought further detail in regards to school attendance figures. In response, the Director of Education explained that school attendance remained a key issue for the Authority, with over 40 schools now having attendance as one of their key school improvement priorities. He stated that attendance was monitored on a weekly basis and highlighted that a national statistic was also released every week. He then referred to two areas of concern, one being low secondary school attendance and the other being specific year group attendance, especially in regards to pupils sitting exams. However, he was confident that the Authority would continue to make a difference in the coming year. Councillor Michelle Bateman referred to the total contact referrals received in Children’s Services and was surprised where they were received from. She questioned why some of the referrals were not being made through other organisations. In response, Councillor Hodgson advised that the Head of Children’s Services was doing a piece of work with partner agencies around referrals, in order to ensure that they were appropriate and that the thresholds were understood. Councillor Miller referred to exclusions in schools and sought clarification in regards to the support around such behaviour and the discipline involved. In response, the Director of Education explained the support provided to schools and referenced a reintegration process. He highlighted that the rollout of trauma-informed practice had helped, but stated that there was further work to be done. The Director also referred to a mobile phone ban in Milford Haven, which was starting to have a significant impact on pupils, as well as having an increased number of staff on various duties to cover all areas of the schools. Councillor Miller stated his support for the mobile phone ban. Councillor Rhys Sinnett commented on the community benefits and return on investment from the various Capital Schemes that the Authority was engaged in, and suggested that this aspect be added to the report in the future, in order to outline positive data, such as the number of jobs or apprenticeships created as a result of the schemes. The Leader agreed that it would be significant to capture such data. Councillor Prior stated that it was a valid point and that Officers would review. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the performance information in the Corporate Scorecard (data at September 2024) and Social Care Scorecard (data at September 2024), be noted.
Decision as recorded
RESOLVED (a) The Budget Monitoring Report (revenue, revenue rolling budget, capital, reserves, budget savings, revenue collections, treasury management and 2025-26 to 2028-29 Medium Term Financial Plan update) for Quarter 2 2024-25, be approved. (b) That it be noted that if the projected overspend of £3.9m is not recovered during the financial year, it will be funded from reserves. (c) That it be noted that, under the Chief Executive, directorates are working with the relevant Portfolio Cabinet Member(s), in consultation with the Director of Resources and Cabinet Member for Corporate Finance and Efficiencies, to identify potential savings to assist in addressing the indicative budget gap of £33.6 million for 2025-26. (d) That it be noted that work will continue to update and refresh the Medium Term Financial Plan, and that this will be reported to Cabinet on 2 December 2024 and Council on 12 December 2024.
Cabinet considered a report by the Deputy Chief Finance Officer which outlined the Quarter 2 2024-25 projected Budget Outturn position. Councillor Joshua Beynon, the Cabinet Member with responsibility for Corporate Finance and Efficiencies, introduced the report and stated that there was currently a projected overspend of £3.6 million, as well as a projected shortfall of £0.3 million from Council Tax collections. He then outlined the following key points: • The teachers pay award of 5.5%, agreed in September 2024, was above what was assumed at 4%. Welsh Government confirmed that they would fully fund the differential between 4.3% and that 5.5%. • There was currently a recruitment freeze, therefore only essential posts could be recruited. • There was an underspend in the Capital financing costs due to delayed borrowings. • The expense of Social Care demand. • The reduction of the Second Home Premium had added a slight cost and would affect the Authority’s budget position in the following year. • The reduction in School’s net balances since 2021/2022. • The projected overspend in regards to temporary accommodation and that there was a reduction in the number of people needing temporary accommodation. • The unknown impact of the impact of the Welsh Government budget, as the budget would not be received until the start of December. The Chief Executive then commented on the future of the budget and how services and expenditure could be positioned, in order to deliver the best possible options for Council in the new year. He then made some observations on the increase in demand in Social Care and the overspend, Children’s and Adult’s Services, the partial recruitment freeze, Social Care packages funding, Children's Services residential provision, maintaining attendance progress in schools, homelessness, and engaging with Ministers at both Welsh and UK Government level. The Leader also commented on engaging with Welsh and UK Governments, and stated that conversations were ongoing at that level and that there needed to be an understanding about the funding for Local Authorities, as well as the pressures being faced in certain areas. Councillor Michelle Bateman referred to homelessness figures, and highlighted that the biggest reduction was in the ‘homeless at home’ category and that the figures for B&B, refuge and hostel accommodation continued to be at a high level. She stated that whilst it was a positive picture overall, it was not necessarily a positive impact on the financial situation. The Director of Resources stated that if, by the end of the year, there was a £3.9 million overspend, the Reserves would have to be utilised. He explained that this would result in £3.9 million unavailable to fund any other services going forward, or some of the Prevention agenda. Councillor Joshua Beynon Moved the Recommendation. Councillor Beynon wished to highlight that if Reserves were used, it would reduce the Authority’s ability to invest in things such as IT or Service transformation, for example. The Recommendation 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 Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED (a) The Budget Monitoring Report (revenue, revenue rolling budget, capital, reserves, budget savings, revenue collections, treasury management and 2025-26 to 2028-29 Medium Term Financial Plan update) for Quarter 2 2024-25, be approved. (b) That it be noted that if the projected overspend of £3.9m is not recovered during the financial year, it will be funded from reserves. (c) That it be noted that, under the Chief Executive, directorates are working with the relevant Portfolio Cabinet Member(s), in consultation with the Director of Resources and Cabinet Member for Corporate Finance and Efficiencies, to identify potential savings to assist in addressing the indicative budget gap of £33.6 million for 2025-26. (d) That it be noted that work will continue to update and refresh the Medium Term Financial Plan, and that this will be reported to Cabinet on 2 December 2024 and Council on 12 December 2024.
Decision as recorded
RESOLVED That the Council’s Corporate Risk Register at the end of Quarter 2 of the 2024-25 financial year, be considered and noted.
Cabinet considered a report by the Director of Resources and the Audit, Risk and Counter Fraud Manager which outlined the Corporate Risk Register 2024-2025. Councillor Joshua Beynon, the Cabinet Member with responsibility for Corporate Finance and Efficiencies, introduced the report and referred to the increase in demand, specifically within Social Care, and outlined the risks on page 349 of the Agenda, some of which had been escalated. He also highlighted the Index and Summary of Residual Business Risk Scores on page 357 of the Agenda and referred to the new system to manage aspects from a risk perspective. The Audit, Risk and Counter Fraud Manager added that the register was kept under constant review, as well as future potential risks, in order to remain sighted on such matters. He highlighted that the register was similar to that of other Authorities in Wales, and explained that the Governance and Audit Committee would get a copy at their next meeting in November, as well as having a risk owner going to each meeting to outline the risk in more detail and the actions that have been taken. Councillor Joshua Beynon Moved the Recommendation; Seconded by the Leader. The Leader referred to the water quality failure, as listed in the register, and questioned what could be done. In response, Councillor Beynon outlined the control detail as well as the action details, and stated that there was no easy solution, but that it was high on the agenda of the Authority and that it was important for the Authority to play an active part in reducing this risk. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Council’s Corporate Risk Register at the end of Quarter 2 of the 2024-25 financial year, be considered and noted.
Decision as recorded
RESOLVED That the Public Service Ombudsman for Wales Annual Letter 2023-24 be noted.
Cabinet considered a report by the Head of Law and Governance and the Audit, Risk and Counter Fraud Manager which outlined the Public Services Ombudsman for Wales Annual Letter 2023-24. Councillor Neil Prior, the Cabinet Member with responsibility for Communities, Corporate Improvement and the Well-being of Future Generations, introduced the report and stated that there had been 40 complaints for Pembrokeshire last year, six of which were related to the County Council, with 18 related to Town and Community Councils. He explained that in the response to the Ombudsman, the Authority had committed to a continuation of access training, aligned and updated with the Compliments, Concerns and Complaints Policy, and engagement would continue with the Ombudsman’s office on any points of clarification or advice. He added that the Audit Risk Information Service also provided a service to Pembrokeshire schools to ensure consistency where complaints were received. Councillor Neil Prior Moved the Recommendation; Seconded by Councillor Michelle Bateman. The Audit, Risk and Counter Fraud Manager added that 900 complaints had been received in total for the previous year, 40 of which went to the Ombudsman, with seven deemed to be areas that the Ombudsman felt that the Authority could address rapidly. He highlighted that no public interest reports were received from the Ombudsman last year about the complaints that Authority received, which was said to be very positive. The Leader referred to the increase in complaints in relation to Town and Community Councils, and how this could be dealt with. The Head of Law and Governance stated that training was offered but highlighted that it was not very well attended, and that the Team was always looking to try to increase the number of Town and Community Councillors that attend training sessions. Councillor Prior referred to the Working Better Together series with Town and Community Councils, and referred to a survey that had a good response rate of over 10%, events that had been organised led by what members of that forum want to see, and a Clerk’s network that had been established. He stated that that level engagement and work continued with Town and Community Councils. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Public Service Ombudsman for Wales Annual Letter 2023-24 be noted.
Decision as recorded
RESOLVED That authority be delegated to the Director of Resources to decide whether to award a contract to a Microsoft licence solutions partner following the CCS aggregated tender exercise.
Cabinet considered a report by the Head of ICT which outlined the need to renew the provision of Microsoft Licensing Software. Councillor Neil Prior, the Cabinet Member with responsibility for Communities, Corporate Improvement and the Well-being of Future Generations, introduced the report and stated that a potential three year term, plus a one year extension, was being looked into. He stated that to run an effective organisation with a large number of staff, required significant investment in IT, and highlighted that the organisation would not run without using the Microsoft suite of licences. Councillor Prior explained that the cost was estimated to be between £2.1 and £2.2 million over the next four years. He also referred to the Crown Commercial Services framework that was being used, which could result in 2-3.5% in savings through aggregation. Councillor Neil Prior Moved the Recommendation. The Head of ICT added that this was a key contract and vital software for the Authority, and explained that the contract covered all productivity tools as well as the software used in the data centre. He highlighted that using the Crown Commercial Services aggregation would drive best value for the Authority.In terms of moving forward, he stated that newer technologies would be looked into, and highlighted that Power BI was part of the contract, and artificial intelligence (AI) had also been built in, which would be developed on moving forward. Councillor Rhys Sinnett questioned if Power BI would be used across the Authority or just for certain staff members, and if AI was a co-pilot with Microsoft. In response, the Head of ICT stated that Power BI had been used for approximately 12-18 months, with a certain number of licenses on the contract, however not for all staff due to the expense. He explained that Services could buy into Power BI if they provided relevant budget codes, which could then be charged back to the Services internally. In regards to AI, only a few licences had been added for IT to review, and stated that the plan was to look into an Accelerated Change Programme bid to try and drive co-pilot AI throughout the Authority. He added that a small scale project within Social Services was using Power BI to ascertain how it could enhance the technology used by the Service. The Leader referred to the overall cost and questioned what the cost would be per staff member. In response, the Head of ICT explained that the benchmark pricing would not be the price paid due to the tender lowering the price, therefore it would work out at roughly £18.83 per month, per user. Councillor Prior reiterated that the total cost outlined in the report was for four years. The Head ICT added that the price would be fixed for the duration of the contract, allowing for price stability. Councillor Tessa Hodgson believed that there was no other choice, but sought clarification as to whether other Authorities were using any other systems for their procedures. The Head of ICT stated that there were not many vendors that provided all of the software that Microsoft provided, and stated that Microsoft was the way forward for the public sector. He added that the Crown Commercial Services take negotiations seriously with Microsoft and UK Government, in order to provide the best possible price. The Recommendation was Seconded by Councillor Joshua Beynon. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Neil Prior, Rhys Sinnett and Jacob Williams [8] There were no votes against or abstentions. RESOLVED That authority be delegated to the Director of Resources to decide whether to award a contract to a Microsoft licence solutions partner following the CCS aggregated tender exercise.
Decision as recorded
RESOLVED (a) That authority be delegated to the Head of Housing and Public Protection under section 43 of the Anti-Social Behaviour, Crime and Policing Act 2014 to issue specific authorisation to named officers of Registered Social Landlords who operate in Pembrokeshire to issue Community Protection Warning notices and Community Protection Notices. (b) That a follow up report be brought back to Cabinet in 12 months’ time that includes a review of the implementation of this arrangement.
[Councillor Neil Prior declared a personal and prejudicial interest during this item by virtue of being a Director of Pobl, but had dispensation to speak but not vote.] Cabinet considered a report by the Director of Social Care and Housing which outlined the Anti-Social Behaviour (ASB), Crime and Policing Act 2014. Councillor Jacob Williams, the Cabinet Member with responsibility for Planning and Regulatory Services, introduced the report and stated that the Authority’s Public Health Team was dealing with an increasing number of ASB complaints and referrals, mostly in relation to noise and waste accumulations. He explained that Community Protection Notices (CPN) aimed to stop ASB and put in place steps to ensure it would not reoccur, and that the power to issue a CPN was automatically conferred to the Police and Local Authorities, and sometimes other bodies, including social housing providers, such as ATEB; Pembrokeshire’s largest registered social landlord. He reassured Members that there were safeguards in place to prevent any potential abuse of power by landlords. Councillor Williams then referred to the process of a CPN being issued, as outlined in the report, and stated that his support for the proposal was conditional on the key fact that, if a delegation of CPN’s to ATEB was agreed, the warning letter and CPN may only be issued by a named ATEB Officer, with the prior authorisation of an authorised Council Officer or Dyfed-Powys Police. Councillor Jacob Williams Moved the Recommendation; Seconded by Councillor Michelle Bateman. Councillor Tessa Hodgson welcomed the report and hoped that it would alleviate any distress caused by anti-social behaviour. The Leader echoed Councillor Hodgson’s comments and stated that it was a positive way forward. Councillor Williams welcomed the positive feedback and wished to highlight that the outlined recommendation did not exclude other landlords. The Head of Housing and Public Protection explained that ATEB had expressed a willingness to work with the Authority in regards to sharing the delegated power, and stated that they had attended the training required under this piece of legislation. She added that other than the Authority, ATEB was the largest Social Landlord partner, and stated that they recognised the importance of the outlined legislation as a preventative tool. She then referred to conversations with other Housing Association partners but added that they were not wanting to engage at this time. Councillor Rhys Sinnett stated that any tool that could affect behaviour change positively needed to be explored and utilised. He also referred to effective information sharing between the Authority and Dyfed-Powys Police, and looked forward to seeing the outcomes of the evaluation report and seeing the policy in action. Councillor Williams reiterated the fact that safeguards were in place and welcomed all the feedback from colleagues. The Leader believed that the policy would be a very useful tool in attempting to reduce the amount of ASB experienced within local housing estates. The Head of Housing and Public Protection then provided some reassurance in relation to any risk of abuse of power, and explained that the delegation would be made to named Officers, where the Authority could just as easily withdraw that delegation if there was any evidence that that power had been abused. She also referred to a panel made up of Public Protection Officers as well as the Police, and that sign-off from that panel would also be required. [Councillor Neil Prior left the meeting at this juncture.] The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Jon Harvey, Paul Miller, Michelle Bateman, Joshua Beynon, Tessa Hodgson, Rhys Sinnett and Jacob Williams [7] There were no votes against or abstentions. RESOLVED (a) That authority be delegated to the Head of Housing and Public Protection under section 43 of the Anti-Social Behaviour, Crime and Policing Act 2014 to issue specific authorisation to named officers of Registered Social Landlords who operate in Pembrokeshire to issue Community Protection Warning notices and Community Protection Notices. (b) That a follow up report be brought back to Cabinet in 12 months’ time that includes a review of the implementation of this arrangement.
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.
Lists the council's current councillors only. Co-opted members, officers and former councillors aren't shown.