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A minute’s silence was held as a mark of respect for the victims of the earthquake in Turkey and Syria. An apology for absence was received from Councillor Harry Saville.
Councillor Cheryl Carlisle declared a personal and prejudicial interest in Agenda Items 6 (i-iii) as a member of her family is in receipt of direct payments. Councillor Carlisle was not required to leave the meeting, as no discussion took place regarding direct payments. Councillor Mandy Hawkins declared a personal and prejudicial interest in Agenda Items 6 (i-iii), as her husband works for the Environment, Roads and Facilities (ERF) Service. Councillor Hawkins was not required to leave the meeting, as no discussion took place regarding ERF staff. Councillor Chris Hughes declared a personal and prejudicial interest in Agenda Item 6 (i-iii), as his son receives 1:1 Teaching Assistant (TA) support. Councillor Hughes was not required to leave the meeting, as no discussion took place regarding TA support. Councillor Gareth Jones declared a personal and prejudicial interest in Agenda Item 5 (i) (Establishment of the Housing and Homelessness Programme), as he is the Chair of the Cartrefi Conwy Board. As the interest was considered prejudicial, Councillor Jones left the meeting whilst this item was discussed.
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The Corporate Modernisation Manager presented a report, which sought approval for the Establishment of a Housing and Homelessness Programme. Nominations were also sought for a Finance and Resources Overview and Scrutiny Committee Member to be a representative on the Housing and Homelessness Programme Board and another Member to be a representative on the Housing Quality, Acquisitions and Adaptations Project Board. The following points were highlighted: • Programme and Project Briefs, which outlined the vision, objectives, outcomes and benefits of the programme were included within Appendix 1 of the report. • Conwy County Borough Council’s (CCBC) Local Housing Strategy 2018-2023 was currently being delivered and its main aim was for people in Conwy to have access to affordable, appropriate and good quality accommodation that enhanced their quality of life. • Housing was a corporate wide issue and support was required from several Council services to deliver specific Local Housing Strategy and Corporate Plan objectives in relation to housing supply, housing policy, housing grants and housing quality. • The Housing Quality, Acquisition and Adaptation project would focus on identifying and delivering a range of accommodation as part of the overall Housing and Homelessness Programme. • The Transformation of Residential Placements for Children and Young People Programme would be considered as part of the Housing and Homelessness Programme. The Cabinet Member for Housing and Regulatory thanked Officers for their hard work in establishing the programme and referenced the positive aspects of a joint approach to delivering affordable housing. In scrutinising the report, Members discussed the following: • Concern was raised in relation to external factors affecting housing and homelessness including the significant bureaucracy in respect of building new houses. • It was queried as to why Finance and Resources Overview and Scrutiny Committee representatives were being sought for the Board as opposed to representatives from the Economy and Place Overview and Scrutiny Committee. - In response, the Corporate Modernisation Manager advised that it was a corporate programme covering many areas including Social Care and Education and therefore, it had been agreed to seek a representative from the Finance and Resources Overview and Scrutiny Committee, which was overarching. • It was queried whether there would be an opportunity to co-opt external delivery partners onto the Board and whether the group could be politically balanced. - In response, the Corporate Modernisation Manager advised that registered social landlords would be co-opted onto the Board at the relevant time. - The Chief Executive advised that there was no requirement for project boards to be politically balanced. • Reassurance was sought that the programme would seek to increase affordable housing for all residents as opposed to specified groups. - In response, the Corporate Modernisation Manager advised that a further two projects had been established, which would consider service improvement and Council owned sites for affordable housing. • It was felt that not enough housing had been built by registered social landlords in recent years. • It was queried whether Snowdonia National Park would have an input into the programme. - In response, the Cabinet Member for Housing and Regulatory advised that CCBC worked closely with the National Park in respect of housing policy. - National Park representatives would be consulted in respect of any discussions impacting upon the National Park. • The Leader referenced the UK wide housing crisis and the importance of establishing a programme to seek to address issues of homelessness. a) That Councillors Chris Hughes and Dilwyn Roberts be appointed as representatives on the Housing and Homelessness Programme Board. b) That Councillor Paul Luckock be appointed as a representative on the Housing Quality, Acquisition and Adaptation Project Board. RECOMMENDED TO CABINET: c) That Cabinet endorse the brief, governance structure and the establishment of: - The Housing and Homelessness Programme - The Housing Quality, Acquisitions and Adaptations Project Note: Councillor Gareth Jones declared a personal and prejudicial interest in the above item as he is the Chair of the Cartrefi Conwy Board. As the interest was considered prejudicial, Councillor Jones left the meeting whilst this item was discussed.
The Cabinet Member for Finance, Revenue and Benefits introduced the Revised Capital Programme 2022/2023 - Quarter Three Monitoring Report. The report provided information to Members about the financial activity at the end of the third quarter on the total capital programme for the Council for 2022/2023. The total capital programme stood at £144.984m. This was made up of £144.836m as set out in the 22 November 2022 Cabinet report, and £0.148m (net) in amendments to the capital programme since the last report. The amendments to be approved and associated funding were set out in Appendix 1 of the report. The Strategic Director – Finance and Resources highlighted the following points: · Concerns in respect of affordability due to rising interest rates. · £66.709m of the existing Capital Programme, which had not yet been committed, had gone back for reprioritisation alongside new Capital Business Cases for 2023/2024 in order to ensure that the programme was affordable. · The Capital Programme 2022/2023 would be updated once decisions had been made in respect of reallocation. In scrutinising the report, Members discussed the following: • Clarification was sought in respect of the implications of the temporary hold on funding in relation to the Coastal Risk Management Programme (CRMP) funding. - In response, the Head of Environment, Roads and Facilities (ERF) advised that Conwy County Borough Council (CCBC) would continue with CRMP schemes. - Costs would reduce as risks were eliminated. - Funding would be sought for high risk areas. - The Strategic Director – Finance and Resources advised that Welsh Government (WG) approval had not yet been granted in respect of the schemes that were on hold. - The schemes had formed part of the re-scoring exercise and would feature as part of the 2023/2024 Capital Programme. - The Cabinet Member for ERF – Infrastructure advised that funding would be pursued in respect of all coastal defence schemes. • Reference was made to the excellent refurbishment works at 7 Abergele Road, Colwyn Bay. RECOMMENDED TO CABINET: a) That the net additions of £0.148m, and sources of funding, to the total Capital Programme as set out in Appendix 1 be approved. b) That the total capital programme of £144.984m detailed in Appendix 2, which was split into the 2022/23 programme of £58.582m and £86.402m for future years be noted. c) That the end of Quarter 3 capital outturn position for 2022/2023 be noted.
Part of an issue followed across 4 meetings
The Cabinet Member for Finance, Revenue and Benefits introduced the Revenue Budget 2022/2023 - Quarter Three Monitoring Report. The report provided details of the revenue activity for the third quarter of the financial year, a forecast to the year end, as well as other relevant information available at this time. The Strategic Director – Finance and Resources highlighted the following points: • The latest projected outturn overspend was £7.121m compared with a projected outturn overspend of £9.575m. • There had been a net improvement since the last quarter as a result of costs relating to the Council Tax Reduction Scheme and a projected reduction in Treasury Management costs. • Costs in respect of the staff pay award had been slightly less than anticipated. • Funding had been received from the Welsh Government (WG) in respect of homelessness pressures, which had helped to reduce additional projected overspend. In scrutinising the report, Members discussed the following: • Concern was raised in respect of indications within the report that decisions regarding remedial action had been taken too late within the financial year to have any significant impact. - In response, the Cabinet Member for Finance, Revenue and Benefits advised that some service activities had already taken place earlier in the year. - Planning in respect of the budget for 2024/2025 would commence immediately following the budget setting for 2023/2024. • Clarification was sought in respect of the projected reduction in Treasury Management costs. - In response, the Strategic Director – Finance and Resources advised that this was due to an accounting adjustment. - The Minimum Revenue Provision Policy (MRP) had been reviewed in respect of assets and borrowing on an annuity basis, which would result in a reduction of in year charges. • It was queried whether additional funding would be provided from the WG in respect of homelessness costs. - In response, the Cabinet Member for Housing and Regulatory advised that WG were in the process of setting their 2023/2024 budget and that homelessness had been identified as a priority. - There had been indications that additional funding would be made available, however this was likely to be allocated using a needs based formula. • Clarity was sought in relation to ongoing costs and funding in respect of Ukrainian Refugees and asylum seekers, who had been housed within Conwy County. - In response, the Strategic Director – Finance and Resources advised that funding received to date had been one off funding. - Conwy County Borough Council (CCBC) had recently completed a Welsh Local Government Association (WLGA) survey in respect of Ukrainian Refugee funding. The Head of Children, Family and Safeguarding Services advised that in respect of asylum seekers, children had been relocated to Reading at a costs of approximately £500 per week and that there were associated staffing costs. It was noted that WG funding would not cover the full costs. - The Cabinet Member for Environment, Roads and Facilities (ERF)– Infrastructure advised that Robin Millar (MP) was seeking to address the issues and recoup costs incurred by CCBC. • Reference was made to the termination of the T19 bus service and associated costs for CCCB in respect of school transport. - It was suggested that it would be more cost effective to subsidise a bus service as opposed to utilising private transport. - In response, the Cabinet Member for ERF – Infrastructure advised that CCBC had ensured that pupils were provided with alternative school transport following the termination of the service. - The best value tender had been accepted. - The Fflecsi bus service had been considered for school transport, however there were budgetary constraints. - The Cabinet Member would meet with the Member who had raised the concern to discuss matters further. • It was queried as to when regular Budget Working Groups would be established. - In response, the Cabinet Member for Finance, Revenues and Benefits advised that discussions would take place, in respect of the format of the group, following the budget setting for 2023/2024. - Administrative support for the Budget Working Group would be sought. • Anticipated school reserve figures were requested as they were not included within the report. - In response, the Strategic Director – Finance and Resources advised that schools anticipated that they would utilise approximately half of their reserves. - The Head of Education Services advised that following a questionnaire, schools had indicated that after utilising reserves to balance the budget, around £2m would remain. RECOMMENDED TO CABINET: a) That the latest financial assessment of the estimated budgetary position for 2022/2023 be noted. b) That the additional cost of the part-year effect of the Teacher’s pay award (£292,000), as a result of a higher pay award of 5% as opposed to the budgeted 4% be funded centrally by the Council and added to the schools budget. c) That the virement to disaggregate the centrally held pay award budget across services, net of the recovery of the national insurance budget, with the shortfall of £3.365m being funded from the pay pressures earmarked reserve (including schools) be approved. d) That the significant uncertainties underpinning the financial assessment and the potential implications for future years’ budgets be noted.
The Cabinet Member for Finance, Revenue and Benefits introduced the Draft Revenue Budget and Council Tax increase report for 2023/2024. The report set out the current information relating to the budgetary process and formed the basis of the indicative budget for 2023/2024. The Strategic Director – Finance and Resources highlighted the following points: · Table 7 (Appendix 1 of the report) set out options in respect of Business Cases and Council Tax rates. · The Finance and Resources Overview and Scrutiny Committee had recommended on 6 February 2023 (minute 606 refers) that that the Domiciliary Care Revenue Business Case (Option B) and Residential / Nursing Care Fees Revenue Business Case (Option B) be approved, and that all other Business Cases be approved. · The current shortfall, taking into account budget reductions of £11,570m, stood at £7,722m. · If the Council Tax increase were to be set at 9.5%, this would result in a funding gap of £1.808m, which would require re-examination of all Business Cases and budget reduction proposals. · It was strongly suggested that reserves were not utilised to support the budget. The Chair stated that the priority of the Council was supporting vulnerable residents, educating children and keeping residents safe. In scrutinising the report, Members discussed the following: • It was suggested that affordability for residents be considered when agreeing the Council Tax increase. - An increase of between 5% and 7%, which reflected earnings should be considered. - It was also suggested that an increase in Council Tax of 9.5% be considered. • It was suggested that detailed work was required in respect of care fee price mechanisms as there were many complex factors to consider. • The Cabinet Member for Integrated Adult and Community Services provided Members with an update in respect of a recent meeting with care providers. The following points were highlighted: - The residential care sector was vulnerable, especially due to the impact of National Health Service (NHS) pressures. - There was a risk of care home closures and a risk of judicial review. - Fee increases did not cover the rise in utility bills, insurance and recruitment costs. - Residential home staff were required to pay a registration fee of £800 and commit to completing training modules. - Complexities of care were increasing. The proprietor of Woodcroft Care Home, Old Colwyn, who was present in the meeting, provided the following update: - Care homes were facing many increasing costs including wage increases. - Due to a change in legislation holiday pay, pension and National Insurance contributions were all increasing. - The sector could not be sustained with a £1 a day increase. - Other Local Authorities had increased their weekly rates by more than Conwy County Borough Council (CCBC). - Those receiving care would be required to contribute additional money. • It was suggested that schools would be at risk, if a cut to their budget of £3.5m was supported. - Appendix 9 of the report set out the schools’ position in respect of redundancies, changes to staff contracts and the need for loans as a result of the proposed cuts. - Schools may be required to utilise £8m of reserves, which would only leave a total of £2m. - It was suggested that Business Cases should be reduced in order to protect schools. - The Cabinet Member for Education advised that proposed budget cuts for education had been reduced from 10% to 5%. - Discussions would take place with Finance and Education Services in respect of streamlining the process for school loans. - A working group including Headteachers would be established in order to discuss licensed deficits. - Schools would be required to utilise some reserves. • It was suggested that it was difficult for non-Cabinet Members to put forward additional savings as they did not have access to all relevant information. • The Leader made reference to the following: - CCBC had received less funding per head than Gwynedd Council and Denbighshire County Council. - CCBC had a low level of reserves as a result of receiving less funding than other Authorities. - The impact of service cuts on residents had to be considered. - There was a desire to provide additional support to care homes, however it was not possible to do so due to budgetary constraints. • It was queried as to whether there had been any indication of additional funding from the Welsh Government (WG). - In response, the Cabinet Member for Finance, Resources and Benefits advised that discussions had taken place with WG requesting additional funding. - If additional funding were awarded, it would have to be awarded to all Welsh Local Authorities. - It was hoped that Council Tax increases would be below 10%. • Reference was made to the impact of demographic changes on the settlement following the 2021 Census. - It was suggested that consideration should be given to second home owners and tourists, who increased the population of Conwy County and utilised services. • CCBC had a lower rate of Council Tax compared to neighbouring Authorities. - It was suggested that the gap in Council Tax needed to be addressed, but it was unfair to do so within one Council Tax increase. - CCBC’s Council Tax was lower than the level expected by WG. - Reserves had previously been utilised in order to keep the rate of Council Tax low. - It was suggested that keeping Council Tax at a lower rate would result in future financial implications. • It was suggested that a review of school transport was required, especially in relation to non-statutory aspects. - In response, the Head of Education Services advised that discretionary transport was being reviewed and that there would be a requirement to undertake a 12 month consultation, prior to implementing any changes. • Reference was made to Revenue Business Cases for an Inclusion Officer and a Principal Play Officer and it was suggested that consideration be given to deferring the posts. - In response, the Cabinet Member for Culture and Leisure advised that both posts were vital in order to ensure that young people, the vulnerable and those with disabilities were able to access leisure services. - The posts helped to fulfil statutory duties. - If the Business Cases were not approved, no savings would be realised as CCBC would be required to pay redundancy costs. • It was suggested that risks in respect of predicted costs within the proposed budget could be reviewed. - In response, the Cabinet Member for Finance, Revenue and Benefits advised that a review would be undertaken and that there may be a possibility of reviewing proposed energy costs. - Using reserves was not recommended. It was proposed and seconded that: • Domiciliary Care Revenue Business Case (Option B) and Residential / Nursing Care Fees Revenue Business Case (Option B) be approved. • That the indicative Council Tax increase be 9.5%. Following a vote it was: RECOMMENDED TO CABINET: a) That the Domiciliary Care Revenue Business Case (Option B) and Residential / Nursing Care Fees Revenue Business Case (Option B) be approved. b) That an indicative 9.5% Council Tax increase be considered.
The Cabinet Member for Finance, Revenue and Benefits introduced the Draft Capital Programme 2023/2024. The proposed programme for 2023/2024 was £18.615m, however, it was also proposed that Members support the inclusion of £2m in support of the Sustainable Communities for Learning Programme (Appendix 7 of the report). The Strategic Director – Finance and Resources highlighted the following points: • The provisional Local Government Settlement for 2023/2024 identified £6.923m of general capital funding (GCF) for Conwy County Borough Council (CCBC). • The GCF included a general capital grant of £3.508m, which could be used to fund local capital projects. • There was also an unhypothecated supported borrowing element of the GCF based on a capital spend of £3.415m. • In addition to new Capital Business Cases, existing schemes, which were uncommitted in December 2022, had been reconsidered and re-prioritised alongside the new Business Cases. • Appendix 6 of the report included the Business Cases in the ranked order (highest to lowest) following the scoring awarded by the Capital Selection Panel. • The total value of the combined set of schemes was £101.245m, which would require £52.413m in internal funding. • As at 1 April 2022, the Council held £5.378m in its Capital Grants Reserve, however £3.2m had already been earmarked to support the existing Capital Programme. It was therefore proposed that any remaining balances, as well as new capital receipts received in year, were kept to fund unforeseen calls on capital. • Revenue implications of the 2023/2024 Capital Programme would be reflected within the revenue budget for 2024/2025 and 2025/2026. In scrutinising the report, Members discussed the following: • Concern was raised in respect of the process used for Business Case scoring. In response, the Strategic Director – Finance and Resources advised that the process would be reviewed. • It was suggested that some Business Cases be revisited in order to revise the figures. • Concern was raised in respect of costs associated with utilising external suppliers to deliver services (such as home to school transport and domiciliary care) and it was suggested that consideration be given to delivering the services in-house in order to reduce costs. • It was suggested that, if Conwy County Borough Council (CCBC) was to retain management of playgrounds, then a budget would be required in order to maintain them. - The Strategic Director – Finance and Resources confirmed that the proposed budget was £150k. • Clarification was sought in respect of funding for the Book and Digital Reading Development Fund. - In response, the Strategic Director – Finance and Resources advised that £50k of the requested £75k had been recommended following the scoring process. • Concern was raised in respect of the inclusion of a £1.925m Business Case for Ysgol Deganwy. - In response, the Head of Education Services advised that this was a generic Business Case in respect of CCBC schools and that reference to Ysgol Deganwy would be removed. RECOMMENDED TO CABINET a) That it be recommend to Council that the uncommitted capital schemes included in the current 2022/2023 Capital Programme (requiring internal resource of £24.700m) are removed. b) That (as part of the Capital Programme), £2m for works associated with the Sustainable Communities for Learning Programme, to be spent in accordance with a revised Strategic Outline Plan, and funded from existing revenue funding set aside for the programme be approved. c) That a Capital Programme, requiring internal funding of £20.615m for 2023/2024, which included a forward commitment of £5.781m to be a first call on capital funds in 2024/2025 be recommended to Council for approval.
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