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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 updates be noted.
RESOLVED That the items outlined within the Forward Work Programme for 2025 be noted, with the addition of a ‘Transformation and Innovation Board Update’ to be considered at the September Committee meeting.
RESOLVED That the Welsh Language Standards Annual Report for 2024-25 be noted.
RESOLVED (a) That a recommendation be made to Council that the Net Zero Working Group be reinstated to review the contents of the Notice of Motion and, subject to the outcome of the review, review the future delivery of the Net Zero Action Plan. (b) In the instance that the resolution of Council cannot be fulfilled by the Executive, then an explanation to Council be provided. [Councillor Joshua Beynon requested that his vote against the motion be recorded.]
RESOLVED That the performance, capacity and risks in relation to Financial Services be noted.
RESOLVED That Cabinet be recommended: (a) To retain the status quo of four years in line with the Term of Office for Members enrolled as School Governors. (b) For Members with representation on Social Care or Education Committees to move from a three year to a five-year renewal/check on re-appointment to align with the five-year Term of Office.
RESOLVED That the UK Shared Prosperity Fund report and actions of Cabinet be noted, with no aspects of the fund requiring further scrutiny at present.
RESOLVED That the Overview and Scrutiny Annual Report for 2024-25 be endorsed, prior to consideration by Council.
The Chair sought nominations for the election of Vice-Chair for the ensuing municipal year. Councillor Michael John nominated Councillor Steve Alderman; Seconded by Councillor Huw Murphy. The vote was taken by way of a show of hands and carried. RESOLVED That Councillor Steve Alderman be duly elected as Vice-Chair for the ensuing Municipal Year.
Apologies for absence were received from Councillor Bethan Price.
Following an invite by the Chair, Councillor Aled Thomas, in his role as Member Champion for the Welsh Language, joined the meeting to partake in Agenda Item No. 9 - Welsh Language Standards Annual Report for 2024-25.
The following declarations of interest were made in relation to Agenda Item No. 12, UK Shared Prosperity Fund: Councillor Steve Alderman declared a personal interest by virtue of his wife being previously employed by the ‘Multiply’ programme and as she was also a recipient of it, which was linked to the Shared Prosperity Fund. Councillor Mike Stoddart declared a personal interest by virtue of a relative of his possibly applying for a Shared Prosperity Fund grant.
Moved by Councillor Jonathan Grimes; Seconded by Councillor Michael John. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the English and Welsh Minutes of the meeting held on 25 March 2025 be approved as correct records. [Councillors Steve Alderman and Pat Davies abstained from voting as they were not present at the March Committee meeting.]
Decision as recorded
RESOLVED That the updates be noted.
The Chair drew Members’ attention to the items contained within the action log, to which no questions were raised. Moved by Councillor Michael John; Seconded by Councillor Mike James. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the updates be noted.
There were no public submissions or items of correspondence received.
Decision as recorded
RESOLVED That the items outlined within the Forward Work Programme for 2025 be noted, with the addition of a ‘Transformation and Innovation Board Update’ to be considered at the September Committee meeting.
The Chair drew the Committee’s attention to the work programme, highlighted the planned items for September and sought suggestions from Members for items they wished to be added to the programme for scrutiny later in the year. Councillor Michael Williams sought further information as to how Members would be provided with the opportunity to review the progress and potential of the Celtic Freeport initiative. It was agreed that the matter would be added to the Action Log and an answer would be sought from the Cabinet Member with responsibility for Place, the Region, Climate Change and Rural Affairs as to the plans for Member communication on the matter i.e. a seminar or whether it was timely for an update to be considered by the Committee. Councillor Huw Murphy expressed that he did not feel the current simultaneous translation facilities were user friendly and felt that a more up to date system would be beneficial. The Chair stated that the operational matters of the translation system were not in the remit of the Committee but agreed that some brief information on what system improvements were planned would be sought as part of the Action Log. The Chair suggested that an update on the re-established Transformation and Innovation Board be considered at the September Committee meeting, which Members expressed agreement with. It was requested that the update included information on the arrangements and vision of the Board, planned and ongoing prevention work and an update on the Vanguard Methodology redesign matters. Moved by Councillor Michael John; Seconded by Councillor Steve Alderman. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the items outlined within the Forward Work Programme for 2025 be noted, with the addition of a ‘Transformation and Innovation Board Update’ to be considered at the September Committee meeting.
Decision as recorded
RESOLVED That the Welsh Language Standards Annual Report for 2024-25 be noted.
The Committee considered a report by the Director for Education regarding the Welsh Language Standards Annual Report for 2024-25. The Chair welcomed Councillors Aled Thomas and Delme Harries to contribute to the discussion in their role as Welsh Language Champions. The Cabinet Member with responsibility for Education and Welsh Language introduced the report and highlighted the important role that Overview and Scrutiny plays in all aspects of the Education and Welsh language portfolio and stated that any matters raised today would be fed back to Cabinet. Thanks were expressed to the two Welsh Language Champions for their continued support in delivering the Authority’s Welsh Language priorities and strategies. An outline of the report was provided to Members and the Authority’s commitment to the development of the Welsh language in Pembrokeshire was reiterated. In summing up, it was stated that the 2024-25 Annual Report demonstrated that progress was being made but that there were also areas which required improvement; however, work was already underway on these or scheduled to take place in 2025-26. The Cabinet Member with responsibility for Education and Welsh Language made reference to comments which had been made by Councillor Huw Murphy, and he concurred that a review of current translation facilities would be beneficial to ensure a streamlined and efficient system was in place. It was stated that he would relay the suggestion to Cabinet as it was likely a matter for the Democratic Services Committee to consider. The Committee discussed the report and the key points were highlighted as follows: · Councillor Michael Williams stated that it had been disappointing to learn that posts designated as Welsh Language essential had decreased from 8% in 2023-24 to 4% for 2024-25. The Director for Education concurred with the observation and advised that the weakness had been identified and was being addressed as a key area for improvement. The Corporate Policy and Research Officer added that the matter was being looked at by HR and stated that in the instance that no applications are received for a Welsh Language essential post, then it would be amended for the post to be available to candidates who would be willing to learn the language to the required standard, within a set period of time. · Following praise being expressed regarding the St Davids Day Celebration for Staff, by Councillor Michael Williams, the Director for Education confirmed that the celebration which took place on 5 March 2025 would be planned annually by the Welsh Language Standards Delivery Group. · Councillor Huw Murphy made reference to an opportunity which had, in the past, been provided by the National Welsh Language Centre where individuals could attend for a week, paid for by their employer, to progress their Welsh Language skills, and queried if the Authority offered that provision. In response, the Director for Education stated that the Authority did not currently offer that provision but stated that the opportunity of sabbaticals and alternative intensive learning routes could be explored and an update on the current routes to learn Welsh provided by the Authority was given. · Councillor Delme Harries, Welsh Language Champion, noted that the report being considered by Members was also available in Welsh and stated that if it was available in Welsh then the Welsh version should have been included within the agenda pack for Members’ consideration. The Director for Education agreed with the point and provided assurance that the Welsh version would be included within the Cabinet agenda pack. It was expressed that it was often suggested that increasing Welsh language provision came at a high cost to the Authority; however Councillor Delme Harries commented that he did not feel that a cost should be placed on such an important matter and reiterated that funding for such matters can often been obtained. · Reference was made to future reports, by Councillor Delme Harries, and a request was made for them to include more information on future plans, specifically in relation to the use of the Welsh Language within the democratic structure of the Authority. A suggestion was made for a meeting to be arranged with the relevant Officers, Cabinet Member and Welsh Language Champions to have a conversation regarding future plans and the planned presence at the 2026 National Eisteddfod being held in the County. A request was made for future reports to also cover more information on stakeholder engagement such as the Welsh Language Olympics. · Councillor Mike James expressed the importance of the Authority leading the way in supporting Welsh culture and the development of the Welsh Language and offered his assistance, if required, with regards to the National Eisteddfod in Pembrokeshire in 2026. · Councillor Aled Thomas, Welsh Language Champion, made reference to the Welsh Language Self-Assessments required from Authority staff, and queried if the assessment was optional or mandatory. The Director for Education advised that all staff were required to complete the assessment; however, it was conducted on a rolling programme and updated as necessary. It was stated that more detailed data on the completion levels of the assessment would be beneficial in future years’ reports. · Reference was made to the figures in relation to the number of posts designated as Welsh Language essential, and clarification was sought as to whether that figure included teaching roles. In response, the Director for Education clarified that they did. A suggestion was made for future reports to breakdown the summary of posts included more clearly. · Councillor Pat Davies made reference to the achievements of Pembrokeshire Pupils in the 2025 National Eisteddfod which provided encouragement that the Welsh provision and use within schools was growing. [Councillor Joshua Beynon joined the meeting at this juncture.] · Councillor Huw Murphy commented that high levels of support for the 2026 National Eisteddfod in Pembrokeshire was already being seen, which was encouraging, and confidence was expressed that following recent political decisions, the use of Welsh within the Chamber would very likely increase. In summing up, the Cabinet Member with responsibility for Education and Welsh Language thanked Members for the comments and contributions; and provided assurance that he had made detailed notes and that he would take the points raised forward. Moved by Councillor Michael John; Seconded by Councillor Steve Alderman. The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Welsh Language Standards Annual Report for 2024-25 be noted.
Decision as recorded
RESOLVED (a) That a recommendation be made to Council that the Net Zero Working Group be reinstated to review the contents of the Notice of Motion and, subject to the outcome of the review, review the future delivery of the Net Zero Action Plan. (b) In the instance that the resolution of Council cannot be fulfilled by the Executive, then an explanation to Council be provided. [Councillor Joshua Beynon requested that his vote against the motion be recorded.]
Council considered a report by the Interim Head of Infrastructure and Environment regarding a Notice of Motion referred from Council in relation to the establishment of a Working Group to review the decision made to declare a climate change emergency. Councillor Mike Stoddart spoke in support of his Notice of Motion, Moved the recommendation, and added that in the instance that the resolution of Council could not be fulfilled by the Executive, then an explanation to Council be provided; Seconded by Councillor Huw Murphy. Councillor Stoddart highlighted that it had been two years since Councillor Aaron Carey submitted his Notice of Motion on this matter and stated that it was unacceptable that no action had been taken to date. The costs in relation to the matter were also raised as a point to be queried as the explanation that had been provided in relation to the Welsh Government failing to work up a methodology for measuring the costs of such matters required further examination. Councillor Huw Murphy expressed his support for the Notice of Motion and highlighted the importance of further scrutiny into the financial viability of such decisions at such pressing financial times. The Cabinet Member with responsibility for Place, the Region, Climate Change and Rural Affairs stated that he would support the reinstatement of the Net Zero Working Group and added that the costs being sought were available, it was just a case of pulling them all together from individual projects. Councillor Steve Alderman highlighted the increased hardship rural communities would face in line with such decisions as they would have to be reliant on solar power and air source heat pumps whilst urban areas would still have access to mains gas. It was suggested that providing local businesses with information on how to access services to assist with such transitions would be beneficial. In summing up, Councillor Mike Stoddart reiterated that decisions needed to made regarding what would benefit more from Council money, the building of new additional Council properties or the retrofitting of existing properties creating no additional capacity. The vote, undertaken by way of a show of hands, was carried. RESOLVED (a) That a recommendation be made to Council that the Net Zero Working Group be reinstated to review the contents of the Notice of Motion and, subject to the outcome of the review, review the future delivery of the Net Zero Action Plan. (b) In the instance that the resolution of Council cannot be fulfilled by the Executive, then an explanation to Council be provided. [Councillor Joshua Beynon requested that his vote against the motion be recorded.]
Decision as recorded
RESOLVED That the performance, capacity and risks in relation to Financial Services be noted.
The Committee considered a report by the Deputy Chief Finance Officers (Deputy S151 Officers) regarding the Authority’s Financial Service. The Chair welcomed the Deputy Chief Finance Officer, Sarah Edwards, to the meeting to assist with questions. The Cabinet Member with responsibility for Corporate Finance and Efficiencies introduced the report and reminded Members that financial services was a professional statutory service which must adhere to regulatory requirements, and which was being highly relied on by other Council Departments at present due to budget restraints. A summary of the service, its Officers, current vacancies, ongoing training programmes and required efficiencies was given. Key areas of the report were outlined, which included the service moving towards a business partner model to enable support to be provided to teams with monitoring budgets and making cost saving efficiencies. Pressures were outlined and it was noted that not all of the statutory returns had been submitted by the Welsh Government deadlines; however, there were no consequences for late submission, and it was the Council’s aim to meet the targets in the future. It was noted that a benchmarking exercise was being undertaken by Powys County Council regarding finance within Welsh Local Authorities, which the Council had been an active participant in, although the results had not yet been published. Information in relation to cost recovery was given and it was stated that the service would soon be faced with the need to identify and implement a new financial information system which would create significant additional unplanned work for Officers, of which further information was provided. The Committee discussed the report and the key points were highlighted as follows: · The Chair highlighted the failure to meet the deadline for submission of the Statement of Accounts and sought further information as to what was being done to meet the deadline in the future. In response, the Deputy Chief Finance Officer advised that a key project team had been established to focus primarily on Statement of Account matters, of which further information was provided. It was noted that whilst improvements were being made other factors within the team would mean that the Council would not be able to meet the 2025 deadline but was aiming for the 31 July 2025, which would allow time for the audit to be conducted and a report be provided to Council in March 2026 for approval. · Following concerns being raised by the Chair regarding additional pressure being put on existing staff, the Deputy Chief Finance Officer agreed that it was an ongoing risk; however, the team was proactive and close monitoring of their wellbeing was conducted by Managers and support provided where needed. Concerns were also raised with the service having to make 5% efficiency savings every year, which would have to be done through the loss of staff, which could become unsustainable. · Members recognised the vital work that the service undertakes whilst dealing with additional pressures and less Officers, and it was agreed that the Chair, of behalf of the Committee, would write to the Director of Resources to thank the Deputy Chief Finance Officers (Deputy S151 Officers) and their teams for the work they continue to undertake and the support they provide to all areas of the Authority through very challenging financial times. The letter would also express the Committee’s support for any approaches that the Director may make to Welsh Government on funding concerns or solutions. · Councillor Michael Williams raised serious concern with the cuts being faced by the service and felt that the Authority was taking a backwards step and risking the ability to provide the statutory requirements. · Councillor Steve Alderman agreed with the concerns raised and stated that it appeared that all Welsh Councils were in the same position. In response, the Cabinet Member with responsibility for Corporate Finance and Efficiencies and Director of Resources provided assurance that the Authority was in constant dialogue with the Welsh Local Government Association (WLGA) and Welsh Government highlighting concerns and risks, and confirmed that formal letters had been written to both. · Following a question raised by Councillor Mike James, the Deputy Chief Finance Officer provided information as to how support was offered to staff and how working hours were monitored. Moved by Councillor Michael John; Seconded by Councillor Pat Davies The vote, undertaken by way of a show of hands, was carried. RESOLVED That the performance, capacity and risks in relation to Financial Services be noted.
The Chair advised that an alteration to the running order would be made, where Agenda Item No. 13 - Proposed Change to the DBS Renewal Period for Members would be taken before Agenda Item No. 12 - UK Shared Prosperity Fund to allow time for the Cabinet Member to join for that item.
Decision as recorded
RESOLVED That Cabinet be recommended: (a) To retain the status quo of four years in line with the Term of Office for Members enrolled as School Governors. (b) For Members with representation on Social Care or Education Committees to move from a three year to a five-year renewal/check on re-appointment to align with the five-year Term of Office.
The Committee considered a report by the Head of Human Resources regarding the proposed change to the Disclosure and Barring Service (DBS) renewal period for Members. The Cabinet Member with responsibility for Social Care and Safeguarding introduced the report and stated that the matter had been raised in the first instance as part of the budget saving discussions; however, on further investigation the budget saving was minimal, but it was felt that a review of the matter was pertinent. It was stated that following Cabinet discussion on the matter in January 2025, it was deemed that further scrutiny on the matter would be beneficial. The proposed changes were outlined, as per the recommendation contained within the report, and it was stated that whilst lengthening the period of which the DBS was required was a concern, it was important to remember that DBS checks were only one part of safeguarding and should not be solely relied upon. In the absence of the Head of Human Resources, the Director of Resources stated that he felt the recommendation to align the renewal period with Members’ Terms of Office was logical. Moved by Councillor Michael John; Seconded by Councillor Huw Murphy The Committee discussed the report and the key points were highlighted as follows: · Councillor Huw Murphy stated that he had raised the very point being considered today back in 2023 and agreed that moving the renewal/check to align with the Term of Office was a sensible decision. · Following a query raised by Councillor Delme Harries, the Director of Resources confirmed that it was an expectation as part of the Employee Code of Conduct to disclose anything as it arises. It was agreed that clarification would be sought as to what the Members’ Code of Conduct stated regarding ongoing disclosure and an update would be fed back as part of the Action Log. · Councillor Delme Harries raised a point of improvement for the Disclosure and Barring Service that one central database should be held, to diminish the need for people to have multiple DBS’s checks for a range of organisations/services they are involved in. It was stated that it would be more efficient for people to have one DBS check done periodically, and that data be stored on a central system which can be accessed and cross referenced. The vote, undertaken by way of a roll call, was carried. The votes were recorded as follows: For the Motion: Councillors Steve Alderman, Joshua Beynon, Pat Davies, Jonathan Grimes, Delme Harries, Mike James, Michael John, Huw Murphy, Mike Stoddart, Steve Yelland and Michael Williams [11] There were no votes against the motion or abstentions. RESOLVED That Cabinet be recommended: (a) To retain the status quo of four years in line with the Term of Office for Members enrolled as School Governors. (b) For Members with representation on Social Care or Education Committees to move from a three year to a five-year renewal/check on re-appointment to align with the five-year Term of Office.
Decision as recorded
RESOLVED That the UK Shared Prosperity Fund report and actions of Cabinet be noted, with no aspects of the fund requiring further scrutiny at present.
The Committee considered a report by the Head of Procurement and Revenue Services on the UK Shared Prosperity Fund (UKSPF). The Chair welcomed the Cabinet Member with responsibility for Place, the Region, Climate Change and Rural Affairs to the meeting to assist with questions, along with the Head of Procurement and Revenue Services and the External Funding Manager. In advance of Members debating the matter, the External Funding Manager provided an update to state that following the spending review which took place yesterday (11 June 2025), it had been confirmed that there would be a UKSPF, or similarly named programme, which would be introduced after the current financial year, for a further three years at a similar level of cash funding of which further details would be known at a later stage. The Committee discussed the report and the key points were highlighted as follows: · Councillor Michael Williams made reference to a line in the report which stated ‘That the UKSPF is far inferior to the EU programmes it was intended to replace, which run on seven-to-ten-year programme periods’ which was stated to be a very startling line to read and confirmed that the decision to leave the EU was not in the best interest of the Country. · Councillor Michael Williams made reference to the potential importance of the Freeport Initiative which would bring with it huge demand for skilled personnel and queried what training was being provided through UKSPF schemes at Pembrokeshire College to support the future. The Cabinet Member with responsibility for Place, the Region, Climate Change and Rural Affairs confirmed that various vocational courses were being provided through the UKSPF, and future programmes were being designed around the shared endeavour; however, he stated that he did not have details in relation to enrolment numbers. · In response to figures provided by the External Funding Manager in relation to UKSPF contributions to College courses, Councillor Michael Williams sought more information on output of the courses to demonstrate value for money and preparation to serve future industries within the County. · Councillor Delme Harries highlighted the success that many Community Groups around the County had benefited from as part of the UKSPF and sought further information in relation to the knock-on benefits the Authority had experienced following the funding being provided to Community Groups, such as financial savings and workload savings. Specific detail was also requested regarding the funding provided to PLANED and the benefits that were hoped would be seen in providing it by the Authority. The External Funding Manager agreed to provide further details on outputs of the funding as part of the Action Log and stated that it was his understanding that the funding was to assist PLANED to support community groups with their community asset transfer process. · In response to a question raised by Councillor Mike James, the External Funding Manager advised that applications in relation to funding fishing sector activities were permitted as part of the UKSPF guidance so ideas would need to be submitted in order to progress such matters, and the application process for grant schemes was outlined. · Councillor Steve Alderman provided details of a number of upcoming events which were being held in relation to upskilling learners within the County in preparation for future industry requirements. · Following clarification being sought by Councillor Mike Stoddart, the External Funding Manager advised that staff within his team were externally funded in full and were not budgeted for as part of the Authority’s core staff budgets. Moved by Councillor Michael John; Seconded by Councillor Delme Harries The vote, undertaken by way of a show of hands, was carried. RESOLVED That the UK Shared Prosperity Fund report and actions of Cabinet be noted, with no aspects of the fund requiring further scrutiny at present.
Decision as recorded
RESOLVED That the Overview and Scrutiny Annual Report for 2024-25 be endorsed, prior to consideration by Council.
The Committee considered a report by the Head of Democratic Services on the Overview and Scrutiny Annual Report for 2024-25. In the absence of the Head of Democratic Services, the Chair outlined the report and highlighted the key messages contained within, covering the period April 2024 to April 2025. Reference was made to the call-in of a Cabinet decision regarding the UK Shared Prosperity Fund which had demonstrated that the Committee had been proactive in holding the Executive to account and also through its monitoring of the Council’s Budget. The scrutiny undertaken in relation to a number of corporate services and the activities of key partners was recognised. The work undertaken to inform the public of scrutiny topics coming forward to improve engagement was noted and it was stated that it had been pleasing to note that the Committee had received some public submissions during the period of the report which was hoped would continue. The webcasting figures were alluded to which, through the sharing of the links, had been improving, making scrutiny more visible. It was recognised that the feedback from last year’s report requested details of member attendance at training and site visits which had been taken on board and included. Councillor Mike James offered his thanks to the Democratic Services Team for the support they provide, particularly in relation to Committee meetings and subsequent site visits. Moved by Councillor Steve Alderman; Seconded by Councillor Mike James The vote, undertaken by way of a show of hands, was carried. RESOLVED That the Overview and Scrutiny Annual Report for 2024-25 be endorsed, prior to consideration by Council.
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