Agenda and minutes

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Items
No. Item

1.

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence were received from Councillors Sharen Davies, Betsan Jones and Shirley Matthews.

2.

DECLARATIONS OF PERSONAL INTERESTS

Minutes:

Councillor

Minute Number

Nature of Interest

Aled Vaughan Owen

 

Licence Holder for Gwendraeth Sports Hall

 

3.

DECLARATION OF PROHIBITED PARTY WHIPS

Minutes:

There were no declarations of prohibited party whips.

4.

PUBLIC QUESTIONS (NONE RECEIVED)

Minutes:

No public questions had been received.

5.

CARMARTHENSHIRE MUSEUMS STRATEGIC PLAN 2017-2022 pdf icon PDF 221 KB

Additional documents:

Minutes:

The Committee received the Carmarthenshire Museums Strategic Plan for the period 2017-2022, superseding the previous Carmarthenshire Museums Service Forward Plan 2013-18 approved by the Executive Board member on the 15th March 2013 .

 

The Head of Leisure, in introducing the report, advised the Committee that whilst the Council’s normal reporting procedures would have required its consideration by the Committee prior to submission to the Executive Board, the external museums accreditation timetable which required its submission by the end of October 2017 had necessitated its approval by the Executive Board on the 31st July 2017. That approval, had enabled the Department to progress the accreditation process to comply with the required timescale. As a consequence, the report was being presented to the scrutiny committee for information and comment.

 

The Committee thereupon received a presentation on the Plan, which identified the following 5 key objectives to deliver the vision of providing an excellent service by 2022:

·        Strategic Aim 1 – Manage and develop our resources, facilities and workforce to become more resilient and build a stronger economy;

·        Strategic Aim 2 – Become recognised for our innovative approach to developing and using museum collections;

·        Strategic Aim 3 – Create a great visitor experience through excellent services and programs

·        Strategic Aim 4 – Deliver inspiring and creative learning opportunities for all people;

·        Strategic Aim 5 – Support opportunities to promote health and well-being

 

The following questions/issues were raised on the report:

·        Reference was made to the work of the Museums Service and to whether it supported/linked in with other private/community museums in the county.

 

The Museums Development Manager advised that the service had previously established Hanes Sir Gar that brought together various historic societies and private museums which regularly met at the County Museum in Abergwili. Additionally, the service operated an open door policy providing assistance and guidance to the private/community sector wherever possible.

·        Reference was made to the Plan’s ambition of providing a central collections storage facility to replace the current storage arrangements spread across a number of facilities countywide. As additional funding would be required for that facility, clarification was sought on whether that was in place.

 

The Head of Leisure confirmed that external funding had been identified to enable scoping work to be undertaken to examine the council’s collections and collecting policies to assess the extent of future storage facilities. Following completion of the scoping work, the next step would be for the Authority to undertake an assessment of its property portfolio to identify any facilities that may be capable of conversion e.g. old/vacant warehouses. With regard to funding, bids had been made via the Council’s capital programme with the exact level required being dependent upon the suitability of any properties for conversion to the required standard.

 

·        Reference was made to the work of the museums service and clarification sought on whether it collaborated with the education department on the type of exhibitions/displays provided. The Museums Development Manager confirmed that was a key element of the learner programme and,  ...  view the full minutes text for item 5.

6.

ANNUAL PERFORMANCE REPORT (PLANNING) pdf icon PDF 165 KB

Additional documents:

Minutes:

The Committee received for consideration the Planning Division’s Annual Performance Report (APR) for the period April 2016 – March 2017. It was noted that production of the APR was a requirement of the Planning Performance Framework Table and had to be submitted to the Welsh Government by the 31st October each year for evaluation against set indicators and targets.

 

The Following questions/issues were raised on the report:-

·        Reference was made to the Planning Division’s workload against the background of diminishing staff resources and clarification sought on its ability to continue to provide the range of services against that background.

 

The Head of Planning assured the Committee that continual assessment was undertaken of staffing resources in response to changing demands and legislation to future proof those resources to meet the AMR’s requirements. An example of that continual assessment was the recent restructuring of the planning and enforcement sections. The impact of that restructuring would be evaluated, and should it prove necessary a business case would be made to address any identified need for additional staff resources.

·        Reference was made to pages 79 and 82 of the report and the correlation of the tables therein detailing a reduction in both income levels and planning applications over recent years. Clarification was sought on whether there was a reason for the reduction.

 

The Head of Planning confirmed that whilst the Planning Division endeavoured to establish anticipated income levels against historic data, actual income levels and planning applications received was outside of its control being dependent upon a range of factors with the economic climate being the primary driver. The Division had however seen an increase in planning applications for the first quarter of 2017/18 compared to the previous year and it was anticipated further planning applications arising from the City Deal would increase income levels.

·        In response to a question on managing the impact of reducing income levels, the Head of Planning advised that there were a number of options available to the division in that regard which included deferment on the filling of vacant posts/restructuring to fund any potential deficit. To date, any potential for a deficit budget to occur had been managed.

·        References were made on the limitations of current national and local planning policies on the granting of new homes for farmers and the need to ensure sufficient provision was made to accommodate their requirements to remain on the farm holding and as part of the local community.

 

The Head of Planning reminded the Committee that the Council, at its September 2017 meeting, had agreed to review the Local Development Plan and the above issue would need to be raised as part of the review process.

·        Reference was made to page 87 of the report to the concern identified by members in relation to the delivery of the Council’s enforcement roles and activities. The Head of Planning advised that whilst the report identified planning enforcement as presenting particular and specific challenges, a debate was being undertaken on enforcement throughout the  ...  view the full minutes text for item 6.

7.

REVENUE & CAPITAL BUDGET MONITORING REPORT 2017/18 pdf icon PDF 148 KB

Additional documents:

Minutes:

The Committee considered the 2017/18 Revenue and Capital Budget Monitoring reports for the Housing, Regeneration, Planning and Leisure and Recreation Services for the period up to the 30th June, 2017. It was noted that the revenue budget was forecasting a £376k overspend, the capital budget a £15,727k underspend, whilst the Housing Revenue Account was forecasting a £226k underspend.

 

The following issues were raised during consideration of the report:-

·        In response to a question on the projected £442k income shortfall in the Development Management Division, the Head of Planning reminded the Committee of her earlier comments on the increase in planning applications received for the first quarter of 2017/18 compared to the previous year and on a number of large planning applications anticipated to be submitted to the authority in the near future which would have a positive effect on income generation levels.

·        In response to a question on the 2018/19 budget for leisure services, the Head of Leisure advised that preparatory work was continuing thereon and any budgetary proposals for the future provision of leisure facilities countywide would form part of that report for the council’s consideration.

·        In response to a question relating to the £26k underspend on homelessness, the Head of Housing and Public Protection apprised the Committee of the authority’s revised approach to homelessness introduced several years previously and the switch in emphasis from a re-active to prevention service delivery. That change had, via the utilisation of both the Council’s and the private rented sectors housing stock, resulted in a reduction in emergency bed and breakfast placements from 50 per week to approximately four per quarter together with a reduction in the emergency bed and breakfast budget from £600k to £10k over the past ten years.

·        Reference was made to recent press coverage on the possibility of Neath Port Talbot County Borough Council not signing up as a partner in the City Deal. Clarification was sought on the potential impact that could have upon the Deal’s future viability particularly, any proposed schemes for Carmarthenshire e.g. Delta Lakes.

 

The Economic Development Manager advised that the recent press article referred to Neath Port Talbot not being in a position, at the present time, to sign off the Joint Governance arrangements for the City Deal. Discussion on those arrangements were ongoing and hopefully, should be finalised by the end of the year.

·        Reference was made to the projected £331k overspend on planned maintenance works for the public housing stock being partly attributable to a higher level of boiler break downs and replacements. Clarification was sought on whether a particular problem had been identified with the boilers.

 

The Head of Housing and Public Protection confirmed whilst no specific problem had been identified, the unusual level of breakdowns may purely be attributable to normal wear and tear arising from a housing stock in excess of 9,000 properties. However, the Environment Department was examining the profiling of boiler breakdowns and to whether their replacement should be cyclical or as failures occurred. It was  ...  view the full minutes text for item 7.

8.

DRAFT - CARMARTHENSHIRE COUNTY COUNCIL'S ANNUAL REPORT FOR 2016/17 pdf icon PDF 161 KB

Additional documents:

Minutes:

The Committee considered the Council’s draft Annual Report for 2016/17 incorporating the second year progress report on the Corporate Strategy 2015-20, (including the Summary Annual Report 2016/17) and the full Annual Report which had to be published by the end of October each year as a requirement of the Local Government (Wales) Measure

 

It was noted that when the Corporate Strategy had been published in 2015/20 the authority had undertaken to produce an annual progress setting out 24 outcome measures against which performance would be judged.  The Corporate Strategy would be subject to review in 2018/19 to incorporate the Council’s Well-being objectives as required by the Well-being of Future Generations (Wales) Act 2015.

 

The following observations/questions were raised on the report:-

 

·        References were made to the 0.7% increase in sickness absence levels within the authority from 10.1% to 10.8% and views expressed that the Policy and Resources Scrutiny Committee, which had the remit for staff absence levels, should take urgent action to examine the reasons for that increase possibly, by re-visiting the work of its previous task and finish group on staff sickness levels.

·        In response to a question relating to the action to reduce referrals to adult and children’s social services, the Head of Housing and Public Protection advised that generally, referrals were reducing via use of Information, Advice and Assistance. Previously, the position was that referrals would automatically be directed to Social Services. That was no longer the case as now, following a basic assessment, service users would be signposted, as early as possible, to the most appropriate care service whilst ensuring the sign posting was accurate and relevant.

·        Reference was made to the theme of ‘Building a Better Council’ and the action to ‘increasing public communication, consultation and engagement. The Corporate Policy and Partnership Manager advised that the Council was currently revisiting its corporate consultation and engagement strategy in light of the provisions of the Well-being and Future Generations Act. A report on the outcome of the review would be submitted to Council via the normal reporting procedures.

·        In response to a question on responsibility for undertaking a countywide assessment under the provisions of the Well-being and Future Generations Act on the level of support for communities, the Committee was advised that whilst that lay with the Public Services Board, the council would need to contribute to undertaking more localised work thereon in the future.

·        Reference was made to page 17 of the report and the statement made to the use of renewable energy having more than doubled. Clarification was sought on whether that total usage, representing less than 1% of the total energy consumed was as a consequence of the authority increasing its own electricity generation or, increasing the quantity purchased. A view was expressed that the Committee could be provided with a report on the level of electricity generated and purchased and what percentage of that was green energy.

 

The Committee was advised that whilst that subject came within the remit of the Environmental and  ...  view the full minutes text for item 8.

9.

2017/18 WELL-BEING OBJECTIVES PERFORMANCE MONITORING REPORT QUARTER 1 - 1ST APRIL TO 30TH JUNE 2017 pdf icon PDF 171 KB

Additional documents:

Minutes:

The Committee received for consideration the 2017/18 Well-Being Objectives Performance Monitoring Report for Quarter 1 in respect of the period 1st April to 30th June, 2017.

 

The following issues were raised on the report:-

 

·        In response to a question relating to the percentage of empty private properties brought back into use, the Head of Housing and Public Protection confirmed that staffing levels within the unit had decreased by one and, as a consequence, the Division was only able to concentrate its resources on addressing high risk cases. However, a business case was being prepared to support the appointment of an additional officer which would be considered as part of the forthcoming budget preparations.

·        Concerns were raised in relation to the imminent U.K. rollout of the new Universal Credit Benefit system and to whether the Council had/were considering any avenues available to it to offer assistance to those affected by the new system.

 

The Head of Housing and Public Protection advised that there was general concern regarding the impact of the new system, and Executive Board Members for Housing from across Wales had recently met with the Welsh Government to place political pressure on the U.K. Government to reconsider its proposals.

 

Whilst representations were being made nationally, the Authority was adopting a pro-active approach in an endeavour to minimise the impact of Universal Credit both on its tenants and the potential for the level of rent arrears to increase. Those included the establishment of a pre-tenancy team to assist prospective new tenants to ensure they could viably enter into a tenancy agreement together with the appointment of an officer to examine the impact countywide.

 

The Head of Housing and Public Protection further advised that as it had been anticipated rent arrear levels could rise by between 20-30% the Housing Services Business Plan would need to be re-visited to address that potential increase which could impact on council policy to increase the provision of affordable homes within the Council.

 

In response to a question on the impact on the private rented sector, the Head of Housing and Public Protection stated that private landlords may be less inclined to accept tenants on Universal Credit and there was research to suggest that and any of their tenants falling into arrears would be evicted and become reliant on the public sector for re-housing. In an attempt to alleviate that situation, the Council was offering its services to manage landlord properties.

·        Reference was made to the Council’s efforts to dispose of its estate at Bryn Mefys, Llanelli on the open market and clarification sought on the current position. The Head of Housing and Public Protection confirmed that four bids had been received and negotiations were progressing on appointing a preferred developer to redevelop the estate.

·        Reference was made to the recent stock condition survey undertaken on the council’s seven care home and information was requested on its outcome. The Head of Housing and Public Protection advised that the results were varied as some  ...  view the full minutes text for item 9.

10.

COMMUNITY SCRUTINY COMMITTEE ANNUAL REPORT 2016/17 pdf icon PDF 146 KB

Additional documents:

Minutes:

The Committee received for consideration its Annual Report on the work undertaken during the 2016/17 municipal year. It was noted that the report had been prepared in accordance with Article 6.2 of the Council’s constitution and provided an overview of the work programme and the key issues addressed, whilst also incorporating any issues referred to or from the Executive Board, Task and Finish reviews and development sessions.

 

UNANIMOUSLY RESOLVED that the report be received.

11.

COMMUNITY SCRUTINY COMMITTEE FORWARD WORK PROGRAMME 2017/18 pdf icon PDF 151 KB

Additional documents:

Minutes:

The Committee, in accordance with Article 6.2 of the Council’s Constitution considered its Forward Work Programme for 2017/18 which had been developed following its informal planning session in July, 2017.

 

UNANIMOUSLY RESOLVED that the 2017/18 Forward Work Programme be endorsed.

12.

TO SIGN AS A CORRECT RECORD THE MINUTES OF THE MEETING HELD ON THE 20TH JULY 2017 pdf icon PDF 214 KB

Minutes:

UNANIMOUSLY RESOLVED that the minutes of the meeting held on the 20th July, 2017 be signed as a correct record.

 

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