Venue: Virtual Meeting
Contact: Annes Siôn 01286 679490
No. | Item |
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APOLOGIES Additional documents: Minutes: The Cabinet Members and Officers were welcomed to the
meeting. An apology was received from Cllr Dyfrig Siencyn and Cllr
Gareth Thomas. |
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DECLARATION OF PERSONAL INTEREST Additional documents: Minutes: No declarations of personal interest were received. However,
officers withdrew from the meeting for item 9. |
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URGENT ITEMS Additional documents: Minutes: There were
no urgent items. |
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MATTERS ARISING FROM OVERVIEW AND SCRUTINY Additional documents: Minutes: There were
no matters arising from overview
and scrutiny. |
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MINUTES OF THE MEETING HELD ON 15 DECEMBER 2020 PDF 178 KB Additional documents: Minutes: The Chair accepted
the minutes of the meeting held on 15 December
2020 as a true record. |
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NEW SCHOOL IN CRICIETH PDF 1 MB Cyflwynwyd gan: Cyng / Cllr. Cemlyn Williams Additional documents:
Decision: To approve
the issue of statutory notices on the proposal to increase the capacity of
Ysgol Treferthyr to 150, relocating the school to an alternative site referred
to as the A497 site, on 1 September 2023, in accordance with the requirements
of Section 48 of the School Standards and Organisation (Wales) Act 2013. Minutes: The report was submitted by Cllr Cemlyn Williams
DECISION To approve the issue
of statutory notices to increase the capacity of Ysgol Treferthyr to 150, relocating the
school to an alternative site referred to as the A497 site, on 1 September 2023, in accordance with
the requirements of Section
48 of the School Standards and Organisation (Wales) Act
2013. DISCUSSION The report was submitted and the pleasure of being able to submit the item was noted. It was noted that this
report highlighted the responses received following a public consultation on the proposal to increase the capacity of Ysgol Treferthyr and to relocate the school to an alternative
site. It was emphasised that this scheme
was in-keeping with the priorities of the department that were highlighted
in the Gwynedd Education
Plan. The Education Officer highlighted the results of the consultation noting the main points. It was emphasised that the majority of responses were very supportive
of the proposal and investment in Cricieth. The need for community
use of the building was highlighted and it was noted that the department would collaborate with the community to offer them the best opportunity. It was stated that the majority of observations raised concerns about the location. It was noted that the Department had looked carefully at the location and had undertaken detailed investigations before coming to a decision. It was emphasised that many observations noted concerns as it was located on a busy
road and it was stated that the department would work to alleviate the traffic. It was elaborated on this noting
that they would do this by examining the school's access. Attention was drawn to
the lay-by near the site noting that
the Highways Department was
eager to retain this. It was emphasised that steps would
be taken to ensure that the lay-by would not be used for the school. Concerns were also noted regarding
the trees on the site. It was stated that the department had no intention of felling any trees
unnecessarily and that the School was eager to preserve the trees and use
them in lessons
at the school. It was emphasised that positive responses
had been received from pupils highlighting
more space to play and larger classrooms.
Nevertheless, it was noted that some pupils
had highlighted that there would be more travelling distance to school. Attention was drawn to Estyn's response, which noted that
they had no concerns and that
the plan corresponded with
the Council's Education Strategy. Observations arising from the discussion ¾ The report was welcomed, emphasising the importance of seeing the pupils' responses. It was asked whether any adaptations had been considered for the building as a result of the Covid-19 crisis. It was noted that the design of the school had followed national guidelines but Covid-19 had highlighted the need to consider the ventilation system and access to classrooms ... view the full minutes text for item 6. Awdur: Gwern ap Rhisiart |
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Cyflwynwyd gan: Cyng / Cllr Nia Jeffreys Additional documents: Decision: The
Information Plan was adopted. Minutes: The report was submitted by Cllr Nia Jeffreys. DECISION The Information Plan was adopted. DISCUSSION The report was submitted noting that the Strategy previously accepted by the Cabinet had ensured
that the Council complied with the Data Protection Act. It was elaborated
that this plan further examined the data, looking at how the Council could make
the best use of the data it
held. It was noted that the Covid-19 crisis had highlighted the need for data and statistics.
It was stated that this plan would give departments an opportunity to plot information and to plan services. It was explained that the Council shared information internally via iGwynedd and
that it would evolve to share information externally. In doing so,
it would be possible to follow the Council's paperless agenda, which would save costs
and bring about environmental benefits. Risks
were highlighted noting that the main risk was to comply with the Act and it was noted that various
Councils had a higher number of people submitting claims following data breaches. It was stated that this
plan would assist to save time to find
information. It was noted that more training would be held for
staff, which would reduce the risk in terms of data breaches. It was explained that the plan would be reviewed annually, which would give
flexibility for departments to amend it. Observations
arising from the discussion ¾
It was noted that when people heard
about data they often felt that it was irrelevant to them. However, it was stated that it was essentially important to have the guidelines in place.
Training for staff was approved as it would affect everyone. Awdur: Ian Jones |
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Additional documents: Decision: It was
resolved to establish a Climate Change Board to steer the work of Minutes: The report was submitted by Dilwyn
Williams. DECISION It was resolved to establish a Climate Change Board to steer the work of DISCUSSION The report was submitted noting that the Council had declared a climate emergency at a meeting of the Full Council. Following the declaration, the Cabinet established
a task group in order to respond
to the crisis. It was noted
that work had been undertaken in the background to draw up schemes that
would make a difference, however, Covid-19 had
slowed down this work. It was stated that the task group had recently met and was ready to resume the work and to draw up an action plan for the upcoming financial year. In order to proceed
with the work, it was noted that the task group had stated that a Climate
Change Board would need to be established, which would operate on
a cross-departmental basis.
It was added that group members would
be the members of this Board and that
it would be possible to add members if
required. In addition, it was highlighted that officers were
currently very busy responding to the Covid-19 crisis and, as a result, the group was eager to employ a programme co-ordinator to drive it forward. It was added that funding
to employ the Officer's
post would come from the Transformation Fund. Observations
arising from the discussion ¾ It
was stated that Covid-19
had slowed down the Climate
Change work and the need to move forward was noted; although a lot of work had been undertaken,
much more work needed to be done. ¾ The need to maximise work in this field and to appoint an officer to lead the work was supported. The importance of collaborating with communities to encourage a greener way of life was stated. The impact that climate had on communities, such as more extreme weather, was highlighted. ¾ It
was noted that the cost of employing an officer
was high but it was stated that it would not be a salary of nearly £59,000 but that it included additional costs such as pensions. It was noted that a job description had been drawn-up and had been
evaluated internally. It
was stated that the cost may be reduced when reviewed. Plans already in
place within departments were highlighted, but it was emphasised that some opportunities were being missed
and, therefore, the officer would need
to be aware of any opportunities arising. ¾
The decision was welcomed noting that it was a good development to respond to the field. It was highlighted that the Council had been awarded for
its work in the field. Awdur: Dilwyn Williams |
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THE CHIEF EXECUTIVE'S RETIREMENT PDF 407 KB Cyflwynwyd gan: Cyng / Cllr Dyfrig Siencyn Additional documents: Decision: It was
resolved that there was a need to recruit and appoint a Chief Executive on a
permanent basis. Minutes: The report was submitted by Cllr Dafydd Meurig DECISION It was resolved that there was a need to recruit and appoint a Chief
Executive on a permanent basis. DISCUSSION The report was submitted
noting the need for the decision following the Chief Executive's announcement that he would
retire. It was noted that the Cabinet was required to decide whether or not it was eager to fill the post and how they
would do this. It was noted that the report highlighted the options and that
the Leader had submitted
his written opinion on some of the options. The options were
highlighted, which included not filling the post, asking another Authority to take the lead, and to appoint
a Chief Executive. It was noted that the Local Government and Elections Act that would come
to force this year highlighted the need to appoint a Chief Executive for these regulations.
It was stated that a list was included in the report noting
the requirements that would be in accordance
with the Act and that they would
need to be incorporated as part of the job description. Awdur: Eurig Williams |
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REVENUE BUDGET 2020/21 - END OF NOVEMBER 2020 REVIEW PDF 80 KB Cyflwynwyd gan: Cyng / Cllr Ioan Thomas Additional documents:
Decision: ·
The
report on the end of November 2020 review of the Revenue Budget was accepted,
and the latest financial situation regarding the budgets of each department /
service was considered. ·
The
financial impact of Covid-19, which is a combination of additional costs,
income losses and a slippage in the savings programme, was noted as the Council
had given the utmost priority to safeguarding the health and lives of the
people of Gwynedd in response to the crisis. ·
It
was noted that there was a significant overspend in the Adults, Health and
Well-being Department and the Children and Families Department this year. The
work of gaining a better understanding of these matters is ongoing. ·
The
following recommendations and financial virements (as outlined in Appendix 2)
were approved. ·
On
Corporate budgets, that: ¾ An underspend of (£613k) relating to
capital costs was transferred to the capital programme fund. ¾ The net underspend of (£1,177k) on
Corporate budgets will go towards the Council's general balances to assist in
facing the financial challenge ahead of the Council at the end of 2020/21,
especially in light of the Covid-19 crisis. ·
That grant receipts from the Government to
compensate for additional expenditure and loss of income in relation to the
Covid-19 crisis will be allocated to the relevant departments in accordance
with what is noted in Appendix 1. Minutes: The report was submitted by Cllr Ioan Thomas DECISION ·
The report on the end
of November 2020 review of
the Revenue Budget was accepted, and the latest financial situation regarding the budgets of each department / service was considered. · The financial impact of Covid-19, which is a combination of additional costs, income losses and a slippage in the savings programme, was noted as the Council had given the utmost priority to safeguarding the health and lives of the people of Gwynedd in response to the crisis. ·
It was noted that there
was a significant overspend
in the Adults, Health and Well-being Department and the Children and Families Department
this year. The work of gaining a better understanding of these matters is ongoing. ·
The following recommendations and financial virements
(as outlined in Appendix 2) were approved. ·
On Corporate budgets, that: ¾
An underspend of (£478k) relating to
capital costs was transferred to the capital programme fund. ¾
The net
underspend of (£1,312k) on Corporate budgets will go towards the Council's general balances to assist in facing the financial
challenge ahead of the Council at the end of 2020/21, especially in light
of the Covid-19 crisis. That grant receipts from the Government to compensate for additional expenditure and loss of income
in relation to the Covid-19
crisis will be allocated to the relevant departments in accordance with what is noted in
Appendix 1. DISCUSSION The report was submitted, noting that the report detailed the latest review of the Council's revenue budget, along with
the projections for the end of the financial year. It was emphasised that the report highlighted the substantial financial impact of Covid-19 on the Council, noting that it was a combination of additional costs, income losses and
a slippage in the savings programme as there were other
priorities during the crisis. It was stated that the Council had now received nearly
£6 million from the Welsh Government's hardship fund and that
monthly claims valued at over £7.1 million had been received. In
terms of the loss of income, it was noted that claims for
the first half of the financial year were over £5.1 million, with £4.8 million having already been received
from Welsh Government. It
was explained that work on quarter
3 had just been completed and had been submitted to Welsh Government. The pressures that had been on departments
this year were highlighted, noting that problems
with realising savings had become increasingly prominent this year and
a factor that had contributed to the overspend in the Children, Adults and Highways
and Municipal fields. Attention was drawn to the summary
of the position of all departments
with the projections expressed including and excluding the Government's Covid-19 grant. Attention was drawn to the substantial difficulties in some departments, noting that the Adults Department had had a significant impact as a ... view the full minutes text for item 10. Awdur: Ffion Madog Evans |
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CAPITAL PROGRAMME 2020/21 - END OF NOVEMBER REVIEW (30 NOVEMBER 2020 POSITION) PDF 329 KB Cyflwynwyd gan: Cyng / Cllr Ioan Thomas Additional documents: Decision: ·
To
accept the report on the end of November review (30 November 2020 position) of
the capital programme. ·
To
approve the revised financing as shown in part 4 of the report, namely: o
an
increase of £2,000 in the use of borrowing, o
an
increase of £3,019,000 in the use of grants and contributions, o
no
change in the use of capital receipts, o
an
increase of £313,000 in the use of revenue contributions, o
no
change in the use of the capital reserve, and o
a decrease of £14,000 in the use of renewal and
other reserves. Minutes: The report was submitted by Cllr Ioan Thomas DECISION ·
To accept the report on the end
of November review (30 November 2020 position) of the capital programme. ·
To approve the revised financing as shown in part
4 of the report, namely: o
an increase
of £2,000 in the use of borrowing, o
an increase
of £3,019,000 in the use of
grants and contributions, o
no change
in the use of capital receipts, o
an increase
of £313,000 in the use of revenue contributions, o no change in
the use of the capital reserve, and a decrease of
£14,000 in the use of renewal and other
reserves. DISCUSSION The report was submitted noting that it presented the amended capital programme and sought approval
for relevant funding sources. It was stated that the impact of the Covid-19 crisis and lockdown period
had had an impact on the capital
programme, with only 31% of the budget spent up to the end of November, compared with over
51% in the same period last year.
It was noted that there
had been a net increase of approximately £3.3 million since the last review. It was noted that the Council had firm plans in
place to invest approximately £42.3 million this year, with
£18.9 million of it funded
by attracting specific grants. It was highlighted that an additional £4.8 million would slip from this year
to the subsequent, stressing
that no financial
loss would be incurred. Attention
was drawn to additional grants
the Council had managed to attract since the previous review, which included £1.7 million towards the Land Drainage Scheme
in Rhostryfan and £0.5 million towards improvements in the recycling and waste
prevention field. Observations
arising from the discussion o
It was stated that exciting plans
were included in the report, highlighting the recycling and waste prevention
improvement plan. It was noted
that the schemes would include converting
a section of the Bangor recycling
centre into a shop and schemes
to prevent food from going into
the waste stream, along with establishing
Repair Cafés, which would work
to develop skills and reduce waste
across the county. Awdur: Ffion Madog Evans |
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THE SAVINGS POSITION PDF 251 KB Cyflwynwyd gan: Cyng / Cllr Ioan Thomas Additional documents:
Decision: i.
To
accept the conclusions of the Chief Executive on the individual schemes
ii.
In
accordance with what was noted in Appendix 1, to move the delivery profile for
schemes valued at £1,012,750 to 2022/23 and to recognise that the situation had
now changed so much that it was not possible to deliver savings schemes valued
at £848,040 and to eliminate them from the budget.
iii.
To
use the £1.6m provision set aside in the 2020/21 budget in order to do
iv.
When
preparing the 2021/22 budget, to agree that the delivery profile for Minutes: The report was submitted by Cllr Ioan Thomas DECISION
i.
To accept the conclusions of the Chief Executive on the individual schemes as noted in Appendix 1 and
2.
ii.
In accordance with
what was noted in Appendix 1, to move the delivery profile for schemes
valued at £1,012,750 to 2022/23 and
to recognise that the situation had now changed so much
that it was not possible to
deliver savings schemes valued at £848,040 and to eliminate them from the budget.
iii.
To use the £1.6m provision set aside in the 2020/21 budget in order
to do
iv.
When preparing the 2021/22 budget, to agree that the delivery profile for DISCUSSION The annual report was submitted, noting that over £30 million
of savings had been realised since 2015/16 but it was noted that the report back in October
had highlighted concerns about risks to schemes valued at £3.4 million this year
as a result of Covid-19. Since
then, it was added that the Chief Executive and the Head of Finance Department had discussed the departmental savings with the Heads of Department and Cabinet Members. The recommendations that derived from these
meetings were highlighted. It was emphasised that Covid-19 restrictions had impaired the opportunity for departments to address a number of the savings schemes, and it was noted that this was a matter of timing with schemes valued
at £1.7m that could be delivered in 2021/22. However, it was recommended to re-profile schemes valued at £1m that would need more time to be realised, and to recognise that the situation had now changed so
much that it was not possible to deliver savings schemes valued at £850k, and to eliminate them from the budget. When
preparing the 2020/21 budget
in February 2020, it was noted that the budget provided £1.6m to recognise the likelihood of failure to achieve some savings. It was highlighted that re-profiling and eliminating would have an impact
of £1.86m on the budget, but by using the £1.6m provision an extra
£260k would be required when preparing the 2021/22 budget. In doing
so, it was noted that it would bring
the budget closer to the reality of the Council's position. Attention was drawn to Appendix 2, which noted the savings that had been planned for 2021/22. From the £1.9m already planned for delivery, schemes valued at £511k would take longer to deliver and there was a real doubt whether or not the savings valued at £595k would be realised. As a result, it was recommended ... view the full minutes text for item 12. Awdur: Dafydd Edwards |