Cabinet

None.

Members were presented with the Forward Work Programme for the Cabinet. RESOLVED- That the Cabinet Forward Work Programme be approved.

The Leader presented an outline of the Shared Prosperity Fund programme, a summary of the work undertaken to date to prepare for it and the next steps required to meet the UK Government requirements to allow the funding to be drawn down. The Shared Prosperity Fund would deliver £2.6bn of investment until March 2025 across the UK. The aim of the programme was “to build pride in place and increase life chances”. UK Government had allocated £126m to North Wales to deliver the programme between 2022/2023 and 2024/2025, with £20.2m allocated to Conwy for the core programme. UK Government had set a challenging 16 week timescale to develop and submit a high-level Investment Strategy for the programme. The deadline was 1 August 2022 and delivery of the programme was estimated to need to start in September 2022. The Investment Priorities of the programme were as follows:- · Communities and Place · Supporting Local Business · People and Skills The Economy and Place Overview and Scrutiny Committee considered the report on 6 July 2022 and supported the recommendations. Discussion ensued as follows:- · In relation to whether further consultation would be undertaken before submission on 1 August 2022, the Strategic Director – Economy and Place advised that the priority themes of the programme had been informed through the extensive consultation undertaken when developing the Economic Framework. Detailed consultation on the projects would be undertaken in the autumn 2022. · With regard to the Lead Authority, Members were advised that Gwynedd County Council (GCC) would take on this role in the interim, as they had the mechanisms already in place through supporting the North Wales Economic Ambition Board. Members were advised that no other Local Authority had expressed an interest in undertaking the role. · Further to the above, the Chief Executive suggested that the recommendations should reflect the temporary arrangements of GCC undertaking the role of Lead Authority. It was noted that discussion had been held with Chief Executives of all 6 Local Authorities, with a consensus that GCC were better placed to continue to be the lead on regional economic schemes. RESOLVED- (a) That the Shared Prosperity Fund programme within Conwy be finalised for inclusion within the Regional Investment Plan. (b) That submission of the finalised Regional Investment Plan to UK Government by the deadline date be approved. (c) That Gwynedd County Council be approved, provisionally, to act as the lead body to submit the Investment Plan and to lead the subsequent programme delivery of the Shared Prosperity Fund.

The Cabinet Member for Education sought approval to start the formal process of closing Ysgol Llannefydd Ysgol Llannefydd had the capacity to accommodate 78 pupils, and currently had no (zero) registered pupils as at January 2022; pupil numbers had gradually reduced over the past 6 years. The expected benefit of this proposal to close Ysgol Llannefydd was securing the long-term educational wellbeing for pupils in the area; whereby children would continue to receive high standard education in suitable environments pertaining to age and ability. The Education and Skills Overview and Scrutiny Committee considered the report on 21 June 2022 and supported the recommendations. It was noted that no community groups within the area used the school. RESOLVED- That authorisation be granted for Education Services and Legal Services officers to start the formal process of closing Ysgol Llannefydd by 31 December 2022 by issuing a notice of closure. This may need to be amended to 31 March 2023, subject to required staff notice periods.

The Cabinet Member for Education presented the revised Local Authority and Schools’ Partnership Agreement 2021-2024 for approval. The Agreement outlined the Council’s ongoing commitment to strengthen the working partnership with key stakeholders, which included schools. The Education and Skills Overview and Scrutiny Committee considered the report on 21 June 2022 and supported the recommendations. Discussion ensued as follows:- · In relation to monitoring the Agreement, the Head of Education Services advised that it was a 3 year Agreement and, following those 3 years, the document would be reviewed to ensure that it reflected national reform and legislation, and would also include consultation with the schools. · The Chief Executive stated that it was an important document which provided governance, clarity and quality of the arrangements between stakeholders. One positive aspect had been the improvement in the quality of the relationships between schools, the Council and GwE (Regional School Improvement Service) over the past few years. Regular virtual meetings are now held with the Leader, the Cabinet Member for Education, Senior Officers and Headteachers’ representatives to share concerns and to raise issues. RESOLVED- That the Revised Partnership Agreement be approved and that the Head of Education Services (Chief Education Officer) be authorised to execute and complete the Agreement on behalf of the Council.

The Cabinet Member for Finance, Revenue and Benefits presented the capital outturn position of the Council for 2021/2022, which would be reflected in the draft Statement of Accounts. It compared the year end actual position for capital expenditure (capital outturn) with the revised overall estimate, which had been previously approved by Members during the financial year. The approved programme 2021/2022 (as at 22 February 2022) set out a total capital programme of £96.930m, profiled between planned activity in 2021/2022 (£43.439m) and future years’ activity (£53.491m). The actual expenditure in year was £42.112m, which was £1.327m less than the revised programme of £43.439m, which was expected to be spent in 2021/2022. However, since the revised programme was approved there had been further changes, as a result of the re-profiling of some capital schemes (to reflect the expected timing of the expenditure), additional grant funding received and schemes which had been cancelled (various reasons). As a result of the variations in concluding the capital outturn position for 2021/2022, Members were requested that £63.457m be carried forward to 2022/2023 (was £53.491m as at 22 February 2022), which would be added to the Capital Programme 2022/2023, which was approved by Council on 3 March 2022. The Finance and Resources Overview and Scrutiny Committee considered the report on 4 July 2022 and supported the recommendations. Discussion ensued as follows:- · It was understood that with the challenges facing the construction industry there were concerns that the costings of projects would increase. · It had been suggested that some projects could form part of the discussions at Service Performance Reviews. RESOLVED- (a) That the report reflecting the final capital outturn position for 2021/2022 be accepted, noting: (i) That previously approved schemes totalling £10.464m would be spent in 2022/2023, rather than 2021/2022 as had originally been expected. (ii) That previously approved schemes totalling £497,000 were spent in 2021/2022, rather than 2022/2023 as had originally been expected. (ii) The addition of schemes in 2021/2022 for which 100% grant funding was received of £10.274m. (iv) The addition of a scheme in 2021/2022, which had been funded from supported borrowing of £8,000. (v) The removal of schemes for which funding was no longer required of £1.642m. (b) That the total Capital Programme to be carried forward of £63.457m (Table 3 of the report) be approved.

The Cabinet Member for Finance, Revenue and Benefits presented a report, which provided information about the financial outturn position of the Council for 2021/2022, which would be reflected in the draft Statement of Accounts. It compared the year end actual position (outturn) with both the original budget estimate and the revised overall estimate, which has been previously approved by Members during the financial year. The Council had received significant grant support from Welsh Government (WG) during the year, some of which was received late in the year, and as a result the outturn position for 2021/2022 shown in Appendix 1 was more favourable than had been previously been reported. Available financial resources had been applied to reserves and balances, as at 31 March 2022, to assist with the considerable budgetary risks that would be faced during 2022/2023 and beyond. This would assist in building financial resilience. The overall level of reserves and balances included in the balance sheet, as at 31 March 2022, were outlined in Appendix 2 of the report. Reserves and balances had increased by £15.024m, as at 31 March 2022, largely as a consequence of additional grant support for services and schools. The Finance and Resources Overview and Scrutiny Committee considered the report on 4 July 2022 and supported the recommendations, with an amendment to recommendation 2.3 within the report as the Strategic Director – Finance and Resources had provided updated information as follows:- That Cabinet note that the General Fund balance as at 31 March 2022 is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m. Discussion ensued as follows:- · The suggestion to re-establish the Budget Forum Group was welcomed. · In relation to a recurring theme in the Service Performance Reviews of staffing resources, the Strategic Director – Finance and Resources advised that each service held reserves, which could potentially be utilised for temporary pressures in terms of staffing. · Further to the above, a Recruitment Project would be undertaken to review recruitment and retention of staff. It was noted that there was also a Vacancy Control Group which met regularly. · It was understood that the next few years would be challenging as result of the financial landscape. Thanks were extended to the Strategic Director – Finance, and Resources and her team for ensuring the successful submission of WG grants and for the work undertaken in closing the Statement of Accounts. The Cabinet Member for Finance, Revenue and Benefits took the opportunity of thanking the previous administration for all the hard work undertaken, especially the former Cabinet Member, Brian Cossey. All services were recognised for their Team Conwy spirit under adverse conditions, led by the Senior Leadership Team. Both the Welsh and UK Governments were thanked for their financial support. RESOLVED- (a) That the report reflecting the final revenue outturn position for 2021/2022 be accepted. (b) That that the General Fund balance, as at 31 March 2022, is £3.510m and the overall level of reserves and balances (including the general fund) is £41.224m, be noted. (c) That Cabinet review the reserves and balances in detail at a later meeting.

The Cabinet Member for Finance, Revenue and Benefits advised that in February 2022, the Welsh Government announced a package of measures to help people with the cost of living crisis. This included the main scheme (£150 cost of living payment to eligible households) and the discretionary scheme to provide support for other purposes related to living costs. Conwy had been given £959,348 in funding to support the discretionary scheme and the scheme would be required to be completed by 5pm on 31 March 2023. This was recently extended from 30 September 2022 by the Minister for Finance and Local Government. However, it was stressed that authorities should aim to deliver their scheme (or the bulk of their scheme) as soon as was practicably possible. Members were presented with a number of options within the report to distribute the funding, with Option Two being suggested as the most suitable package for residents that utilised the available funding. The Finance and Resources Overview and Scrutiny Committee considered the report on 4 July 2022 and supported Option Two, subject to:- (i) the £20,000 identified for the Young People Summer Food Scheme being allocated to food banks, in addition to the £52,500 allocation; and (ii) the need to distribute the food bank funding fairly across the County. In relation to the above, the Strategic Director – Finance and Resources updated Members with that the Council was also holding funding distributed via the Welsh Local Government Association of £31,000, which would also be distributed to food banks, aside from the discretionary scheme. The Cabinet Member provided additional information in relation to the Young People Summer Food Scheme, which included the following provisions:- · Feed and Read Sessions in 10 libraries · PE Sessions across the County Borough · Disability PE Sessions across the County Borough · Lego Café Whilst Members were respectful of the depth of discussion at the Overview and Scrutiny Committee, following the additional information above, Option Two should be supported without the amendments, with the acknowledgement that food banks would now receive an additional £31,000. It was acknowledged that the officers had the knowledge and were in a position to make the appropriate decision where the funding was most needed, to reflect that, it was suggested that recommendation 2.2 be amended to include that the funds are fully and best utilised. Further comments were made as follows:- · The Young People Summer Food Scheme would provide activities for children from households who were just managing without visiting food banks. · Leaflets advertising the sessions could be included within food bank parcels. · It was acknowledged that Council’s should not be funding food banks, but as a result of the cost of living crisis the demand for food parcels was increasing and households were struggling financially. · A Federation of Food Banks was being developed across the County Borough. · The advice provided to food banks from officers was welcomed. · The Strategic Director – Finance and Resources advised that the deadline of 31 March 2023 was for the Council, with organisations able to spend allocated funds after this date. However, it was anticipated that funds would be distributed by instalments over the period, and it was not expected that third parties would be holding significant levels of funding in advance of need. RESOLVED- (a) That Option Two as a package of support for residents, that utilises the available funds, be approved. (b) That delegated authority be given to the Strategic Director - Finance and Resources, in consultation with the Cabinet Member for Finance Revenues and Benefits, to vary the exact payments, if necessary, to ensure that the available funds are fully and best utilised in order to ensure that the available funding is used to support those most in needs. (Councillor Penny Andow declared a personal interest in above item as she runs the Llanfairfechan Food Bank, as the interest was not considered prejudicial, Councillor Andow was able to speak and vote on the matter.)

The Cabinet Member for Finance, Revenue and Benefits advised Members that the current post holder of the Head of Accountancy and Exchequer and Deputy Section 151 Officer was due to retire in September 2022. This provided an opportunity to review the structure, both within accountancy and the wider finance team. It was, therefore, proposed to replace this role with a Head of Finance (and Deputy Section 151 Officer) who would take the organisational lead for all aspects of finance, including revenues and benefits. This would provide a greater level of strategic leadership and direction across these services in support of the Strategic Director - Finance and Resources. This would result in four teams (revenues, benefits, income and education finance) reporting to the Head of Finance (in addition to accountancy), whereas they currently reported directly to the Strategic Director - Finance and Resources. The additional cost of the post was £22,000 and would be financed through the Additional Voluntary Contribution scheme, which generated savings to the Council. The Chief Executive added that the Strategic Leadership Team had been supportive of the creation of a Head of Finance, as it would reduce the direct reports to the Strategic Director – Finance and Resources and mirror the structures in other directorates. RESOLVED- That the replacement of the Head of Accountancy and Exchequer and Deputy Section 51 Officer with a Head of Finance (and Deputy Section 151 Officer) and the associated change in structure across finance, be approved.

The Cabinet Member for Democracy and Governance presented four HR policies, which would enable the successful implementation of hybrid working within Conwy, these were:- 1. Flexible Working Policy 2. Flexitime Policy 3. Permanent Homeworking Policy 4. Performance Improvement (Capability) Policy Each of the four policies had been updated to reflect the newly adopted working practices, predominantly taking into consideration office based staff, but also reviewing practices and processes for non-office based staff. Members were assured that the changes had been made following an extensive consultation process. The Finance and Resources Overview and Scrutiny Committee considered the report on 4 July 2022 and supported the recommendations. RESOLVED- (a) That the amendments made to the following four HR policies be approved. (i) Flexible Working Policy (ii) Flexitime Policy (iii) Permanent Homeworking Policy (iv) Performance Improvement (Capability) Policy (b) That that as Conwy County Borough Council gains more lived-in experience of hybrid working, there may be a need to make minor amendments to the policies, and that delegated authority be given to the Head of Corporate Improvement and HR, in consultation with the Cabinet Member for Democracy and Governance, to make minor amendments that require implementation e.g. terminology issues, title descriptions and legal changes. (c) That changes to the Policy will not be introduced without prior consultation with Trade Unions, recognised by the Council, and the agreement of the Head of Corporate Improvement and HR.

RESOLVED- That the Public and Press be excluded from the meeting under the provisions of Section 100A of the above Act during consideration of the following item as it involved the likely disclosure of exempt information as defined in paragraph 14 of Part 4 of Schedule 12A to the Act and that in all the relevant circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.