Agenda and minutes

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Items
No. Item

1.

APOLOGIES FOR ABSENCE.

Additional documents:

Minutes:

There were no apologies for absence.

2.

DECLARATIONS OF PERSONAL INTEREST.

Additional documents:

Minutes:

Councillor

Minute Number

Nature of Interest

H.A.L. Evans

8 – Cartrefi Croeso Ltd – Financing Requirement, Appointment of Directors and Shareholders Agreement Delegation

Sister is Chief Executive of Bro Myrddin Housing Association

H.A.L. Evans

17 – Homelessness Strategy

Sister is Chief Executive of Bro Myrddin Housing Association

P.M. Hughes

18 – Amendment to the Private Sector Renewal Policy

Landlord in the private sector

 

3.

QUESTIONS ON NOTICE BY MEMBERS

Additional documents:

Minutes:

The Chair advised that no questions on notice had been submitted by members.

4.

PUBLIC QUESTIONS ON NOTICE

Additional documents:

Minutes:

The Chair advised that no public questions on notice had been received.

5.

MINUTES

Additional documents:

5.1

5TH FEBRUARY, 2018; pdf icon PDF 244 KB

Additional documents:

Minutes:

UNANIMOUSLY RESOLVED that the minutes of the meeting of the Executive Board held on the 5th February, 2018 be signed as a correct record.

5.2

30TH APRIL, 2018; pdf icon PDF 169 KB

Additional documents:

Minutes:

UNANIMOUSLY RESOLVED that the minutes of the meeting of the Executive Board held on the 30th April, 2018 be signed as a correct record.

 

5.3

14TH MAY, 2018. pdf icon PDF 101 KB

Additional documents:

Minutes:

UNANIMOUSLY RESOLVED that the minutes of the meeting of the Executive Board held on the 14th May, 2018 be signed as a correct record.

 

6.

SWANSEA BAY CITY DEAL pdf icon PDF 263 KB

Additional documents:

Minutes:

The Executive Board considered a report on the formal establishment of the Swansea Bay City Deal (SBCD) Joint Committee and associated funding streams.

 

The Executive Board was reminded that the Council, together with the three local authorities of Swansea, Neath and Port Talbot and Pembrokeshire, had previously agreed to sign a City Deal Agreement (Heads of Terms) worth a total of £1.3b, which had been signed by both the U.K. and Welsh Governments on the 20th March, 2017. Subsequent thereto, the SBCD had been operating in shadow form to maintain momentum and develop the governance arrangements to enable the region to deliver the programme, which included the development of the Joint Agreement to provide the legal framework within which the SBCD would operate.

 

The Executive Board noted that discussions had also been undertaken with the Welsh Government where it had agreed that as part of the arrangements for the City Deal’s operation:-

·        The City Deal local authorities would be able to retain 50% of the additional net yield in the non-domestic rates generated by the 11 projects to be delivered under the deal;

·        The SBCD local authorities would be able to utilise funding flexibilities in respect of the revenue based project expenditure, as detailed within the Joint Agreement.

 

The Executive Board noted that if approved, the report would need to be formally adopted by Council on the 13th June, 2018 and also by the other three SBCD local authorities by the end of July, 2018.

 

Reference was made to the Council’s role as lead authority for the City Deal, and Board Members expressed their appreciation to all of the Council’s Officers for their commitment and dedication in leading the city deal project over the previous two years.

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL THAT:-

 

6.1

The establishment of the Swansea Bay City Deal (SBCD) Joint Committee and associated governance structure be approved;

6.2

The Draft Joint Committee Agreement be endorsed and delegated authority be granted to the Chief Executive, in consultation with the Leader, to make such minor amendments to the Agreement as are required and agreed between the partner authorities and the U.K and Welsh Governments to finalise the Agreement;

6.3

The establishment of the Swansea Bay City Deal Joint Scrutiny Committee be endorsed;

6.4

It endorse the proposal that Carmarthenshire County Council contributes £50k per annum over 5 years to jointly cover operating costs for the Joint Committee, Economic Strategy Board, Programme Board, Joint Scrutiny Committee, Accountable Body and Regional Office functions and approves the principle that further funding is provided equivalent to the 1.5% top slice of the City Deal funding allocation, The agreement of the basis of the provision of this funding to be delegated to the Director of Corporate Services in consultation with the Executive Board Member for Resources;

6.5

The Director of Corporate Services ( Section 151 Officer) be authorised to explore and implement the most appropriate proportionate borrowing to fund regional projects delivered in Council respective areas;

6.6

The Director of  ...  view the full minutes text for item 6.

7.

DRAFT NEW CORPORATE STRATEGY 2018-23 pdf icon PDF 215 KB

Additional documents:

Minutes:

The Executive Board received for consideration the draft new Corporate Strategy 2018-23 which, if adopted, would replace the current strategy published in 2015 and also consolidate the following plans into one document:-

 

-  the 2015-20 Corporate Strategy;

-  the Improvement Objectives, as required by the Local Government Measure

   2009;

-  The Wellbeing Objectives as required by the Wellbeing of Future

   Generations (Wales) Act 2015 – these did not have to change every year, or be deliverable within one year and it was perfectly legitimate to set objectives which spanned more than one year;

-  Carmarthenshire County Council’s Executive Board key projects and

   Programmes for the next 5 years, as set out in “Moving Forward in

   Carmarthenshire: the next 5 years”.

 

The Executive Board noted that the Draft Strategy had been subject to consultation with the Council’s Scrutiny Committees and a number of changes and clarification had been made thereto to reflect the views of those Committees.

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL THAT:

 

7.1

A new Corporate Strategy be introduced to replace the current Corporate Strategy published in 2015 to include the Well-being Objectives and Improvement Objectives and incorporating the key projects and programmes set out in “Moving Forward in Carmarthenshire the next Five Years;

7.2

The same set of Well-being Objectives for 2018/19 be retained together with an additional objective on Building a Better Council and Making Better Use of Resources.

 

8.

CARTREFI CROESO LTD FINANCING REQUIREMENT, APPOINTMENT OF DIRECTORS AND SHAREHOLDERS AGREEMENT DELEGATION. pdf icon PDF 239 KB

Additional documents:

Minutes:

(NOTE: Councillor H.A.L. Evans having earlier declared an interest in this item left the Council Chamber during its determination)

 

The Executive Board was reminded that at its meeting held on the 27th November, 2017 it had agreed to establish a wholly owned council housing company to build homes for sale and rent and act as a catalyst for further regeneration activities. In accordance with that decision, the Board gave consideration to a report detailing:

 

-        The company’s financing requirement – incorporating the company’s high level 2018-2023 Business Plan;

-        The process for the appointment of directors;

-        Shareholders Agreement Delegation.

 

Councillor D. Cundy, in accordance with CPR 11 referred to the appointment and role of the company directors and enquired how the Council, as 100% shareholder would measure the company’s success in terms of quality, quantity, financially and timeliness, and to how County Councillors would be able to peruse those factors for example via an AGM, Community Scrutiny Committee or other method.

 

The Executive Board Member, for Resources advised that the Company would have five directors comprising two Council Officers (unpaid) one county councillor (unpaid) and two external (paid) to be appointed by the Chief Executive, in accordance with the agreed procedures and in consultation with the Leader of the Council. The success of the company would be measured and monitored against the Business Plan, which may require revision as time progressed. The Council’s Section 151 Officer would be responsible for monitoring that and ensuring the Council’s interests were maintained.

 

The Chief Executive confirmed the company’s Business Plan would be submitted to the Community Scrutiny Committee annually. He also saw no reason why the company should not produce an annual report for submission to both the Executive Board and the Community Scrutiny Committee.

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL THAT:

 

Financing Requirements

8.1

To note the Company’s high level 2018-2023 Business Plan as developed by the Council’s Housing Department/Communities Directorate, which will be refined following the detailed project feasibility studies and site investigations;

8.2

To agree to meet the Company’s 2017/18 establishment costs from existing revenue budgets to a maximum of £100,000;

8.3

To agree an Operating Cost Loan to the Company in respect of its 2018/19 operating costs to a maximum of £280,000. This to be transferred in 25% tranches, quarterly, in advance;

8.4

To agree a further Project Development Loan of a maximum of £750k, to be released in agreed tranches, to develop the detailed business of the company for further Council consideration, This loan will be utilised to progress:

·        Further development appraisal of eight sites, including 2 rural projects. This is to include detailed valuation, state aid , legal and taxation advice;

·        Detailed and comprehensive scheme development proposals/site investigations for three sites, including one rural, including:

·        Completing detailed financial modelling and securing associated legal and taxation advice.

·        Developing an effective procurement strategy.

·        Commissioning detailed technical appraisals and associated surveys such as site, soil, transport and ecological.

·        Undertaking liaison with utilities and statutory bodies.

·        Commissioning of detailed  ...  view the full minutes text for item 8.

9.

COUNCIL'S REVENUE BUDGET MONITORING REPORT pdf icon PDF 386 KB

Additional documents:

Minutes:

The Executive Board considered the revenue budget monitoring report which provided an update on the latest budgetary position as at the 28th February, 2018.

 

Overall, the report forecast an end of year underspend of £1,421k on the Authority’s net revenue budget, with an overspend at departmental level of £220k. The Housing Revenue account was predicting a £57k underspend at year-end.

 

UNANIMOUSLY RESOLVED that the budget monitoring report be received.

10.

CAPITAL PROGRAMME 2017-18 UPDATE pdf icon PDF 124 KB

Additional documents:

Minutes:

The Executive Board considered a report providing an update on the capital programme spend against the budget for 2017/18 as at the 28th February, 2018. The in-year slippage of £-10, 843k would be incorporated into future years of the programme.

 

UNANIMOUSLY RESOLVED that the capital programme update budget monitoring report, as detailed in Appendix A and B, be received.

 

11.

BUSINESS RATES - HIGH STREET RATE RELIEF SCHEME 2018/19 pdf icon PDF 210 KB

Additional documents:

Minutes:

The Executive Board considered a report on proposals to adopt the Welsh Government’s High Street Rate Relief Scheme for 2018/19 aimed at providing assistance to high street retailers such as shops, pubs and restaurants which had seen their rates increase as a result of the 2017 revaluation undertaken by the Valuation office. It was noted the scheme was fully funded by the Welsh Government and would provide £170k of relief to approximately 600 businesses within the County.

 

It was reported that as the scheme was a temporary measure, the Welsh Government was not making any legislative changes but would allow billing authorities to grant relief under the discretionary relief powers available under Section 47 of the Local Government Finance Act 1988. Accordingly, the Council would formally need to adopt the scheme.

 

UNANIMOUSLY RESOLVED:

11.1

The Council formally adopt the High Street Rate Relief Scheme for 2018/19;

11.2

That rate relief be granted in accordance with Welsh Government Guidelines;

11.3

That applications that were not specifically governed by the guidelines or otherwise required specific consideration be determined by the Executive Board Member for resources.

 

12.

CARMARTHENSHIRE COUNTY COUNCIL'S PROCUREMENT STRATEGY 2018-2022 pdf icon PDF 255 KB

Additional documents:

Minutes:

The Executive Board considered the proposed Procurement Strategy 2018-2022 the aim of which was to have a framework in place so that procurement and commissioning decisions played a key role in supporting the delivery of the Council’s Corporate Strategy and Well-being Plan. The Strategy outlined priorities on how procurement would contribute towards achieving those aims with the key priorities being:-

·        Delivering spend effectively;

·        Delivering compliant processes and procedures;

·        Maintaining and developing the local economy;

·        Supporting Collaboration.

 

Councillor D. Cundy, in accordance with CPR 11 referred to the Council’s use of the National Procurement Service and enquired whether that use was mandatory.

 

The Executive Board Member for Resources assured that membership was not mandatory and the Council had, on previous occasions, opted out of the Service in order to support, where possible, local businesses within Carmarthenshire.

 

UNANIMOUSLY RESOLVED that Carmarthenshire County Council’s Procurement Strategy 2018-2022 be adopted.

13.

WELSH GOVERNMENT CODE OF PRACTICE - ETHICAL EMPLOYMENT IN SUPPLY CHAINS pdf icon PDF 211 KB

Additional documents:

Minutes:

The Executive Board considered a report on the adoption of the Welsh Government’s Code of Practice relating to Ethical Employment in the Supply Chain which all recipients of public sector funding were expected to sign up to.

 

It was noted the Code covered six key subjects, containing twelve recommendations, ranging from unlawful and unethical practices to good and best practice. Additionally, if adopted, there was an expectation the Council would also appoint an Anti-Slavery and Ethical Employment Champion.

 

UNANIMOUSLY RESOLVED:

13.1

That the Council formally sign up to the Welsh Government’s Code of Practice on Ethical Employment in the Supply Chain and agree to comply with the twelve commitments designed to eliminate slavery and support ethical employment practices;

13.2

That Councillor D. Jenkins, Executive Board Member for Resources, be appointed as the Council’s Anti-Slavery and Ethical Employment Champion.

 

14.

SCHOOL UNIFORM GRANT. pdf icon PDF 186 KB

Additional documents:

Minutes:

The Executive Board considered a report on proposals for the Authority to establish a scheme to provide financial assistance to disadvantaged families towards the cost of purchasing a School Uniform, on transition to secondary school, as detailed in appendix 1, in lieu of the previous Welsh Government Funded Scheme discontinued as part of its 2018/19 budget.

 

UNANIMOUSLY RESOLVED that the Council establish a local scheme for helping disadvantaged families with the cost of school uniform, on transition to secondary schools, following the discontinuation of the Welsh Government School Uniform Grant.

15.

MODERNISING EDUCATION PROGRAMME - PROPOSAL TO INCREASE THE CAPACITY OF GORSLAS COMMUNITY PRIMARY SCHOOL FROM 110 TO 210 pdf icon PDF 398 KB

Additional documents:

Minutes:

The Executive Board, in accordance with minute 6 of its meeting held on the 23rd October, 2017 considered a report on the outcome of the Statutory Consultation undertaken on proposals to increase the capacity of Gorslas Community Primary School from 110 – 210. It was noted the proposal had been considered, and endorsed, by the Education and Children Scrutiny Committee at its meeting held on the 14th May, 2018

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL that being satisfied there were no other related proposals; that the statutory proposal had been consulted upon and published in accordance with the School Organisation Code and contained all the relevant information and, having considered the consultation document and consultation report, and that no objections had been received in response to the Statutory Notice, the Council implement the proposal as laid out in the Statutory Notice.

16.

MODERNISING EDUCATION PROGRAMME - PROPOSAL TO PROVIDE NURSERY PROVISION AT YSGOL PARC Y TYWYN BY INCREASING ITS AGE RANGE FROM 4-11 TO 3-11 pdf icon PDF 1 MB

Additional documents:

Minutes:

The Executive Board, in accordance with minute 7 of its meeting held on the 23rd October, 2017 considered a report on the outcome of the Statutory Consultation undertaken on proposals to provide nursery provision at Ysgol Parc y Tywyn by increasing its age range form 4-11 to 3-11. It was noted the proposal had been considered, and endorsed, by the Education and Children Scrutiny Committee at its meeting held on the 14th May, 2018

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL that being satisfied there were no other related proposals; that the statutory proposal had been consulted upon and published in accordance with the School Organisation Code and contained all the relevant information and, having considered the consultation document and consultation report, and that no objections had been received in response to the Statutory Notice, the Council implement the proposal as laid out in the Statutory Notice.

 

17.

HOMELESSNESS STRATEGY pdf icon PDF 229 KB

Additional documents:

Minutes:

(NOTE: Councillor H.A.L. Evans had previously declared an interest in this item but remained in the meeting and took part in its determination)

 

The Executive Board considered a report on the development of a Homelessness Strategy produced in accordance with the requirements of the Housing Act Wales (2014) which introduced new responsibilities on local authorities to prevent homelessness. The report outlined the approach adopted by the Authority to date and the following 5 key areas to be addressed prior to formal adoption of the Strategy by the December 2018 deadline:-

 

Ø  Review of data and information;

Ø  Stakeholder engagement;

Ø  Strategy Development and Statement of Principles;

Ø  Development of local action plans;

Ø  Formal public consultation on Draft Strategy and Action Plan.

 

Councillor D. Cundy, in accordance with CPR 11 referred to the issue of ‘sofa surfers’ and ‘rough sleepers’ and enquired whether it would be possible to enquire with them why homelessness had become their lifestyle and what the authority could do to help them before they were in extremis.

 

The Executive Board Member for Housing advised the relationship between the department and the homeless was important with 1:1’s undertaken with clients as part of the process of gaining their confidence and trust to assist them to change their situation. Whilst an important part of the Council’s outreach service was information gathering, it must be accepted that some people would not wish to divulge personal information.

 

With regard to a question on the level of consultation to be undertaken it was confirmed the authority could liaise with the farming unions. Additionally, any person/organisation would be welcome to respond to the consultation.

 

UNANIMOUSLY RESOLVED

17.1

That the approach and consultation plan be approved;

17.2

That the Council’s intention to develop opportunities to work on a regional basis be confirmed.

 

18.

AMENDMENT TO THE PRIVATE SECTOR RENEWAL POLICY pdf icon PDF 214 KB

Additional documents:

Minutes:

(NOTE: Councillor P.M. Hughes, declared an interest in this item and left the Chamber during its consideration)

 

The Executive Board received for consideration an amendment to the Council’s Private Sector Renewal Policy reflecting changes introduced by the Welsh Government to its Home Improvement Loan and Houses into Homes Schemes. As part of that proposal, the Authority would receive £1.25m to support all forms of financial assistance for homeowners to maintain their home.

 

UNANIMOUSLY RESOLVED that the Welsh Government’s revised Home Improvement Loan and Houses to Homes Scheme Criteria be adopted and that the Authority’s Private Sector Renewal Policy be amended to reflect those changes.

19.

AFFORDABLE HOUSING SUPPLEMENTARY PLANNING GUIDANCE - REFRESH CARMARTHENSHIRE LOCAL DEVELOPMENT PLAN pdf icon PDF 210 KB

Additional documents:

Minutes:

The Executive Board considered a report on the Refresh to the Affordable Housing Supplementary Planning Guidance – Adopted Carmarthenshire Local Development Plan. It noted that the refresh was intended to provide further clarity in the interpretation and implementation of the Adopted Local Development Plan. This would also assist with the understanding and usability of the SPG.

 

Councillor D. Cundy, in accordance with CPR 11 sought clarification on the definition of the term ‘Affordable Housing’ and who was responsible for setting the cost thereof, the developer or the Council.

 

The Executive Board Member – Deputy Leader- referred to page 439 of the report and to paragraph 2.2 thereof which set out the definition of Affordable Housing as detailed within the Welsh Government’s Technical Advice Note 2 – Planning and Affordable Housing 2006. That included a definition of both Social Rented Housing and Intermediate Housing where prices or rents were above those of social rented housing but below market house prices and rents which included low cost home ownership models such as shared equity or assisted purchase schemes. With regard to the setting of the price of affordable homes and any commuted sum to be paid, that would be via negotiation with developers in accordance with policy requirements, as set out in the UDP.

 

UNANIMOUSLY RESOLVED:

19.1

That the refresh to the Affordable Housing Supplementary Planning Guidance be approved;

19.2

That delegated authority be granted to the Head of Planning to correct typographical, cartographical or grammatical errors, and to make amendments in order to enhance accuracy and clarity of meaning prior to its publication.

 

20.

REVISED CARMARTHENSHIRE LOCAL DEVELOPMENT PLAN 2018-2033 DRAFT DELIVERY AGREEMENT pdf icon PDF 346 KB

Additional documents:

Minutes:

The Executive Board received for consideration a Draft Delivery Agreement produced in response to the Council’s decision on the 10th January, 2018 to formally commence preparation on a revised (replacement) Local Development Plan (LDP) following a period of public consultation that expired on the 23rd March. It was noted that subject to Council confirming the Draft Agreement, it would then need to be submitted to the Welsh Government for its approval.

 

The Executive Board noted that as a consequence of a letter received from Lesley Griffiths A.M, Cabinet Secretary for Energy, Planning and Rural Affairs in March 2018 regarding the preparation of LDP’s and their associated timescales, the timescale for the application for inclusion of candidate sites would extend from the end of May to the 29th August, 2018

 

UNANIMOUSLY RESOLVED TO RECOMMEND TO COUNCIL:

20.1

That the representations received be noted and the recommendations in respect of the Draft Delivery Agreement be ratified.

20.2

The amendments to the timetable be approved.

20.3

That the submission of the Delivery Agreement  (inclusive of the report recommendations) to the Welsh Government for agreement be approved

20.4

The extension of the consultation period for the submission of candidate sites to the 29th August, 2018 be noted.

 

21.

CARMARTHENSHIRE CYCLING STRATEGY. pdf icon PDF 376 KB

Additional documents:

Minutes:

The Executive Board received for consideration the Carmarthenshire Cycling Strategy, the purpose of which was to ensure the council had a clear strategic direction that supported its aspirations to be a national lead in the provision of cycling infrastructure events and development, enhanced Council’s desire to become the cycling hub of Wales and also to meet a number of objectives set out in the Active Travel Act (Wales) 2013, Welsh Cycling Strategy and Well-being of Future Generations Act.

 

Reference was made to the statement within the report that according to the Carmarthenshire LDP 54% of Carmarthenshire’s population was overweight or obese. It was clarified that the figure had been identified by consultants working on the LDP and the primary source thereof was Carmarthenshire Heart – Public Health Wales Obesity Tool Kit. It was confirmed the Strategy would be amended to reflect that Primary Source.

 

Councillor D. Cundy, in accordance with CPR 11 referred to the social aspect of cycle paths etc and the need for the preparation of local maps to inform the public of appropriate ways to access shops and other social venues etc via back lanes and to whether it would be possible for such maps to be produced.

 

The Executive Board Member for Environment advised that the Council’s website included its Active Travel Map containing 17 maps of local areas detailing both walking and cycling routes. Additionally, by accessing the Council’s ‘i local’ facility on the website the public could access information on public footpaths in their locality.

 

UNANIMOUSLY RESOLVED that the Carmarthenshire Cycling Strategy be adopted.

22.

EXCLUSION OF THE PUBLIC

THE REPORTS RELATING TO THE FOLLOWING ITEMS ARE NOT FOR PUBLICATION AS THEY CONTAIN EXEMPT INFORMATION AS DEFINED IN PARAGRAPH 14 OF PART 4 OF SCHEDULE 12A TO THE LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) (WALES) ORDER 2007. IF, FOLLOWING THE APPLICATION OF THE PUBLIC INTEREST TEST, THE BOARD RESOLVES PURSUANT TO THE ACT TO CONSIDER THESE ITEMS IN PRIVATE, THE PUBLIC WILL BE EXCLUDED FROM THE MEETING DURING SUCH CONSIDERATION.

Additional documents:

Minutes:

UNANIMOUSLY RESOLVED, pursuant to the Local Government Act 1972, as amended by the Local Government (Access to Information)(Variation) (Wales) Order 2007, that the public be excluded from the meeting during consideration of the following item as the report contained exempt information as defined in paragraph 14 of Part 4 of Schedule 12A to the Act.

23.

AMMANFORD CALL CENTRE/PARC AMANWY OFFICES.

Additional documents:

Minutes:

Following the application of the public interest test it was UNANIMOUSLY RESOLVED, pursuant to the Act referred to in Minute 22 above, to consider this matter in private, with the public excluded from the meeting as it would involve the disclosure of exempt information relating to the financial or business affairs of any particular person (including the Authority holding that information).

 

The Executive Board considered a report on the Council’s Parc Amanwy Offices and the former call centre building in Ammanford.

 

UNANIMOUSLY RESOLVED that the recommendations detailed within the report  be adopted.

24.

LAND DISPOSAL AT SOUTH EAST LLANELLI AND LLANELLI TOWN CENTRE.

Additional documents:

Minutes:

Following the application of the public interest test it was UNANIMOUSLY RESOLVED, pursuant to the Act referred to in Minute 22 above, to consider this matter in private, with the public excluded from the meeting as it would involve the disclosure of exempt information relating to the financial or business affairs of any particular person (including the Authority holding that information).

 

The Executive Board considered a report on proposals in relation to land disposal at South East Llanelli and Llanelli Town Centre.

 

UNANIMOUSLY RESOLVED that the recommendations detailed within the report be adopted.

 

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