Council

At its meeting on 18 July 2024, Conwy County Borough Council received the annual reports of the Standards Committee and the Governance and Audit Committee, and approved 2024-25 performance targets and a revised Council Tax discretionary relief policy that allows up to 100% relief for foster carers. It also noted changes to the scheme of delegation for officers, adopted role descriptions for Standards Committee roles and Group Leaders, and agreed to consider a motion on urban tree planting when the council's Biodiversity Plan is redeveloped.

1. Motion on urban tree planting

   Decided

   Council agreed that the motion on urban tree planting should be considered when the council's new three-year Biodiversity Plan is redeveloped.

   Why

   The motion, presented by Councillor Harry Saville to Council on 7 December 2023, asked the council to note the role urban trees play in supporting biodiversity and public access to nature. At the Economy and Place Overview and Scrutiny Committee on 22 May 2024, the Cabinet Member for Infrastructure, Transport and Facilities said the council could not take on urban tree planting now, because of other commitments such as the Ash Die Back programme, a tree disease, and because each tree could cost about £1,000. The committee lost a proposal to support the motion and refer it back to Council, then agreed an alternative wording that went to Council.

   Based on the minutes, Minutes

2. Standards Committee annual report 2023/24

   Decided

   Council received and noted the Standards Committee's annual report for 2023/24.

   Why

   The Standards Committee, which oversees councillors' conduct, must publish an annual report under the Local Government and Elections (Wales) Act 2021. The report says the committee met four times, considered applications for dispensation (permission for a councillor to take part despite an interest), and found that group leaders had met their duty to promote good conduct in their groups. The minute records that the Cabinet Member for Culture, Governance and IT presented the report and thanked the independent members.

   Based on the minutes, Annual Report of Standards Committee, 24.05.24 - Annual Report v.1

3. Governance and Audit Committee annual report 2023/24

   Decided

   Council noted the Governance and Audit Committee's annual report for 2023/24.

   Why

   CIPFA (the Chartered Institute of Public Finance and Accountancy) guidance says audit committees should report each year on their performance. The Governance and Audit Committee oversees internal and external audit and checks the council's financial reporting and controls. The Chair, Ian Whyte, says the committee still lacks oversight of areas such as the Corporate Plan and budgets, and plans to fix this. At the meeting, the Cabinet Member for Audit, Policy and Performance presented the report, and it was suggested that the action plan include an extra column to show trends.

   Based on the minutes, Committee Report, Appendix A Chair's Annual Report Tracked Changes 2023 24

4. Corporate Plan performance measures for 2024-25

   Decided

   Council approved the Corporate Plan performance measure proposals for 2024-25, as set out in appendix A.

   Why

   The council must review its performance under the Local Government and Elections (Wales) Act 2021, and the measures are reviewed each year with the Leader, Cabinet members and scrutiny chairs. The Finance and Resources Overview and Scrutiny Committee, which checks the Cabinet's work, supported the proposals on 10 July 2024. The report says targets must be realistic within the council's resources, given financial pressures.

   Based on the minutes, Committee report - performance measure proposals 2024-25 v01, Appendix A - performance measure proposals 2024-25 v03

5. Council Tax discretionary relief policy for foster carers

   Decided

   Council approved the revised Council Tax Discretionary Relief Policy.

   Why

   The council wants more foster carers, which would reduce its reliance on costly independent fostering and residential placements. The report estimates the relief will cost £152,000 in 2024/25, rising to £258,000 by 2029/30, and says these costs should be offset by lower placement costs. During the debate, members praised foster carers, and one member suggested increasing payments to them; the minute records that the relief would reduce income at first but save money in the long term.

   Based on the minutes, Conwy Discretionary Relief Policy Jul 24, Discretionary Relief Policy, TRACKED Implementing new incentives for Foster Carers report FROSC 10.07.2024, 10/07/2024 Finance and Resources Overview and Scrutiny Committee, 16/07/2024 Cabinet

6. Changes to the Scheme of Delegation for Officers

   Decided

   Council noted the changes to the Scheme of Delegation for Officers.

   Why

   The scheme of delegation lists the decisions officers can take without councillors, and it was changed to match a new Head of Strategic Housing post and the realigned duties of Heads of Service. The Monitoring Officer, the senior officer who checks that the council acts lawfully, may make minor changes under the constitution and report them to the next Council meeting, and the minute says these included typing errors and changes that follow from other decisions.

   Based on the minutes, Amendments to the Constitution, Appendix A - Responsibility for Functions Officers with tracked changes

7. Role descriptions for Standards Committee and Group Leaders

   Decided

   Council adopted the role descriptions for the Chair of the Standards Committee, members of the Standards Committee and Group Leaders, and added them to the Constitution, taking account of the comments in paragraph 3.4 of the report.

   Why

   The national model constitution suggested role descriptions for these roles in 2014, but the council did not adopt them then. The Constitution Working Group and the Democratic Services Committee thought they were useful, so they were sent to members for consultation first. The consultation found that the Chair of the Standards Committee was content, but suggested changing the member role so it answers to the Chair, and condensing the Group Leader document to two pages. Group Leaders must take reasonable steps to promote high standards of conduct among their group members, under the Local Government and Elections (Wales) Act 2021.

   Based on the minutes, Adoption of role descriptions, 26.16 Chair of Standards Committee Role Description, 26.17 Member of Standards Committe Role Description, Political Group Leader Role Description

Written by AI from the council's minutes and reports. Sentences with a number or name that can't be found in those papers are removed automatically, but mistakes are still possible. Councils publish no word-for-word record of meetings, so this says what was decided and why. Read the official papers to be sure.

1. 1

   Apologies for absence

   Minute

   Apologies for absence were received from Councillors Cathy Augustine, Neil Coverley, Keith Eeles, Louise Emery, Trevor Stott and Amanda Hughes (Strategic Director – Finance and Resources).

2. 2

   Declarations of Interest: Code of Local Government Conduct

   Minute

   None.

3. 3

   Urgent Matters

   Minute

   None.

4. 4

   Minutes of the Council

   Decision as recorded

   RESOLVED: That the minutes of the meeting of Council held on 23 May 2024 be approved and signed as a correct record.

   Minute

   The minutes of the meeting of Council held on 23 May 2024 were submitted for approval. RESOLVED: That the minutes of the meeting of Council held on 23 May 2024 be approved and signed as a correct record.

   Papers: Minutes , 23/05/2024 Council
5. 5

   To receive any announcements from the Chairman, Leader, Members of the Cabinet or the Chief Executive

   Minute

   The Chair made the following announcements:- • The Chair’s chosen charity would be the Veteran’s Charity. • Congratulations were extended to the newly appointed MPs for Bangor Aberconwy, Claire Hughes and Clwyd North, Gill German. • The Chair had attended the following events: - A ceremony in which former County Councillor, Andrew Hinchliff was awarded the Medal of the Order of the British Empire. - The Llandudno mayoral inauguration for Councillor Mike Pierce. - D-day celebrations in Llandudno. - Citizenship ceremonies. - Colwyn Bay Civic Sunday. • The Vice-Chair had attended the following events: - D-day celebrations, St Thomas’ Church, Rhyl. - The Conwy Civic Mayoral parade. The Leader made the following announcements: • Thanks were extended to staff who had delivered the recent General Election. • The Leader had been appointed as spokesperson for Health and Social Care and as a member of the Finance Sub-Committee at the Welsh Local Government Association’s Annual General Meeting. The Cabinet Member for Culture, Governance and IT made the following announcements: • Thanks were echoed in respect of the hard work of staff in delivering the General Election so soon after the Police and Crime Commissioner election. • Four paddling pools had now re-opened and thanks were extended to the public for their patience. • Congratulations were extended to the leisure team for their excellent work in increasing the number of Ffit Conwy Members. The Cabinet Member for Education made the following announcements: • Two Conwy teachers, Dr Gareth Evans (Ysgol y Creuddyn) and Amy Grimwald (Ysgol Aberconwy) had won Welsh Government Professional Teaching Awards. • Thanks were extended to school staff for their hard work over during the last academic year. The Chief Executive made the following announcements: • Thanks were echoed to the Electoral and Democratic Services Team for delivering the General Election and to other Council staff for their support during the overnight count. • It was hoped that staff could take a break during the summer.

6. 6

   To answer questions under Council Procedure Rule No. 14.2

   Minute

   None.

   Part of an issue followed across 6 meetings

7. 7.a

   Notice of Motion - Urban Tree Planting

   Decision as recorded

   RESOLVED: That consideration be given to the notice of motion in relation to urban tree planting when redeveloping Conwy County Borough Council’s new 3 year Biodiversity Plan.

   Minute

   The Notice of Motion – Urban Tree Planting had been considered by the Economy and Place Overview and Scrutiny Committee on DOCPROPERTY MeetingDate \@ "dddd" \* MERGEFORMATWednesday, DOCPROPERTY MeetingDate \@ "d MMMM yyyy" \* MERGEFORMAT22 May 2024 and had been referred back to Council for consideration. RESOLVED: That consideration be given to the notice of motion in relation to urban tree planting when redeveloping Conwy County Borough Council’s new 3 year Biodiversity Plan.

   Part of an issue followed across 2 meetings

   Papers: Minutes
8. 8

   Standards Committee

   Decision as recorded

   RESOLVED: That the minutes of the meeting of the Standards Committee held on 17 June 2024 be noted.

   Minute

   The minutes of the meeting of the Standards Committee held on 17 June 2024 were submitted for information. RESOLVED: That the minutes of the meeting of the Standards Committee held on 17 June 2024 be noted.

   Papers: Minutes , 17/06/2024 Standards Committee
9. 9

   Annual Report of the Standards Committee 2023/2024

   Decision as recorded

   RESOLVED: That the Standards Committee’s annual report for the year 2023/2024 be received and noted.

   Minute

   The Cabinet Member for Culture Governance and IT presented the Annual Report of the Standards Committee 2023/2024. Thanks were extended to the Independent Members who provided valuable contributions to the Standards Committee. RESOLVED: That the Standards Committee’s annual report for the year 2023/2024 be received and noted.

   Papers: Annual Report of Standards Committee, 24.05.24 - Annual Report v.1
10. 10

    Annual Report of the Governance and Audit Committee - Chair's Report

    Decision as recorded

    RESOLVED: That the Annual Report of the Governance and Audit Committee 2023/204 - Chair's Report be noted.

    Minute

    The Cabinet Member - Audit, Policy and Performance presented the Chair of Governance and Audit Committee’s Annual Report for 2023/2024. In respect of the Governance and Audit Committee Action Plan, it was suggested that an additional column could be included in order to identify trends. RESOLVED: That the Annual Report of the Governance and Audit Committee 2023/204 - Chair's Report be noted.

    Part of an issue followed across 4 meetings

    Papers: Committee Report, Appendix A Chair's Annual Report Tracked Changes 2023 24, Appendix B, Appendix C, Appendix D
11. 11

    Corporate Plan performance measure proposals for 2024-2025

    Decision as recorded

    RESOLVED: That the Corporate Plan performance measure proposals for 2024-2025, as outlined in appendix A of the report be approved.

    Minute

    The Cabinet Member - Audit, Policy and Performance presented the Corporate Plan performance measure proposals for 2024-2025. RESOLVED: That the Corporate Plan performance measure proposals for 2024-2025, as outlined in appendix A of the report be approved.

    Part of an issue followed across 6 meetings

    Papers: Committee report - performance measure proposals 2024-25 v01, Appendix A - performance measure proposals 2024-25 v03
12. 12

    Council Tax Discretionary Relief Policy

    Decision as recorded

    RESOLVED: That the revised Council Tax Discretionary Relief Policy be approved.

    Minute

    The Cabinet Member for a Sustainable Economy presented a report, which sought approval to update and amend the Council Tax Discretionary Relief Policy in order to support specific incentives for foster carers. Members discussed the following: • Recognition of the excellent work carried out by Foster Carers. • Whilst the Council Tax reduction initiative would initially result in a reduction in income for the Council, long term savings would be realised in respect of residential placement for children. • It was hoped that incentives would attract additional Foster Carers and show appreciation for existing Foster Carers. • It was suggested that payments to Foster Carers be increased. • A Foster Friendly policy had been adopted whereby Foster Carers who were Conwy County Borough Council employees would be awarded an additional 5 days annual leave in order to attend training and meetings associated with fostering. RESOLVED: That the revised Council Tax Discretionary Relief Policy be approved.

    Papers: Conwy Discretionary Relief Policy Jul 24, Discretionary Relief Policy, TRACKED Implementing new incentives for Foster Carers report FROSC 10.07.2024, 10/07/2024 Finance and Resources Overview and Scrutiny Committee, 16/07/2024 Cabinet
13. 13

    Changes to the Scheme of Delegation for Officers

    Decision as recorded

    RESOLVED: That the changes to Scheme of Delegation for Officers be noted.

    Minute

    The Cabinet Member for Culture, Governance and IT presented a report which set out changes to the Scheme of Delegation for Officers following the adoption of the national model constitution on 25 January 2024. The Monitoring Officer confirmed that minor changes included typographical errors, inconsistencies and consequential changes as a result of the implementation of decisions, such as those made by the Senior Employment Committee when appointing to senior posts. RESOLVED: That the changes to Scheme of Delegation for Officers be noted.

    Papers: Amendments to the Constitution, Appendix A - Responsibility for Functions Officers with tracked changes
14. 14

    Adoption of role descriptions for: Chair of Standards Committee, Member of Standards Committee and Group Leader

    Decision as recorded

    RESOLVED: That the role descriptions for the Chair of the Standards Committee, Member of the Standards Committee and Group Leader be adopted and included within the Constitution, taking account of the comments received in paragraph 3.4 of the report.

    Minute

    The Cabinet Member for Culture, Governance and IT presented a report which set out the role descriptions and person specifications for the Chair of the Standards Committee, Member of the Standards Committee and Group Leader following consultation with Members. RESOLVED: That the role descriptions for the Chair of the Standards Committee, Member of the Standards Committee and Group Leader be adopted and included within the Constitution, taking account of the comments received in paragraph 3.4 of the report.

    Papers: Adoption of role descriptions, 26.16 Chair of Standards Committee Role Description, 26.17 Member of Standards Committe Role Description, Political Group Leader Role Description

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.

The minutes record no declarations of interest.

• Sharon Doleman, Vice-ChairGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Susan Shotter, ChairLiberal DemocratPresent
• Aaron Wynne, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Abdul Khan, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Alan Hunter, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Andrew David Wood, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Angie O`Grady, Committee MemberHeb ei Alinio / Non-alignedPresent
• Anne McCaffrey, Committee MemberAelodau Annibynnol Cynghreiriol/Allied IndependentsPresent
• Antony Bertola, Committee MemberConservativePresent
• Austin Roberts, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Bernice McLoughlin, Committee MemberAelodau Annibynnol Cynghreiriol/Allied IndependentsPresent
• Carol Beard, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Cathy Augustine, Committee MemberPlaid Cymru a’r Blaid WerddSent apologies
• Charlie McCoubrey, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Cheryl Carlisle, Committee MemberConservativePresent
• Chris Brockley, Committee MemberLabourPresent
• Chris Cater, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Chris Hughes, Committee MemberLabourPresent
• Dave Jones, Committee MemberCynghrair Dinasyddion yn Gyntaf / Citizens First AlliancePresent
• David Gerard Carr, Committee MemberCynghrair Dinasyddion yn Gyntaf / Citizens First AlliancePresent
• Dilwyn Owain Roberts, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Elizabeth Roberts, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Emily Owen, Committee MemberLabourPresent
• Frank Bradfield, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Gail Jones, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Gareth Jones, Committee MemberConservativePresent
• Geoff Stewart, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Goronwy O. Edwards, Committee MemberGrŵp Annibynnol Sir Conwy / Conwy County Independent GroupPresent
• Gwennol Ellis, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Hannah Fleet, Committee MemberLabourPresent
• Harry Saville, Committee MemberConservativePresent
• Ifor Lloyd, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Jo Nuttall, Committee MemberConservativePresent
• John Roberts, Committee MemberLiberal DemocratPresent
• Julie Fallon, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Kay Redhead, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Keith Eeles, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupSent apologies
• Mandy Hawkins, Committee MemberLabourPresent
• Michael David Smith, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Mike Priestley, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Neil Coverley, Committee MemberConservativeSent apologies
• Nia Owen, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Nigel Smith, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent
• Paul Edwin Luckock, Committee MemberCynghrair Dinasyddion yn Gyntaf / Citizens First AlliancePresent
• Penny Andow, Committee MemberHeb ei Alinio / Non-alignedPresent
• Ros Griffiths-Williams, Committee MemberPlaid Cymru a’r Blaid WerddPresent
• Samantha Louise Cotton, Committee MemberConservativePresent
• Sian Grady, Committee MemberGrŵp Annibynnol Sir Conwy / Conwy County Independent GroupPresent
• Simon Croft, Committee MemberLiberal DemocratPresent
• Stephen Anthony Price, Committee MemberLabourPresent
• Trevor Stott, Committee MemberLiberal DemocratSent apologies
• Trystan Lewis, Committee MemberGrŵp Annibynnol Cyntaf Conwy/Conwy First Independent GroupPresent

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