Agenda and minutes

Cabinet - Tuesday, 4th July, 2023 10.00 am

Venue: Hybrid - Neuadd Cyngor Ceredigion, Penmorfa, Aberaeron / remotely via video conference

Items
No. Item

23.

Apologies

Minutes:

No apologies were received.

24.

Personal matters

Minutes:

i.       Condolences were extended to the family and colleagues of Dyfed Powys Police Inspector Gareth Earp on his recent passing.

ii.      Condolences were also extended to the family of Dr Llŷr Roberts, academic and Secretary of the National Eisteddfod on his recent passing.

iii.    Congratulations were extended to all involved with the Talwrn y Beirdd competition arranged for the local authority’s secondary schools held recently during Gŵyl Fawr Aberteifi.

iv.    Congratulations were extended to Ysgol Llanfihangel-y-Creuddyn who celebrated 185 years this year.

v.     Congratulations were extended to Kay Morris and Eryl Jones for organising a successful robotics workshop for over 300 pupils.

vi.    Congratulations were extended to the organisers of Gŵyl Fawr Aberteifi on hosting a successful festival and to Councillor Maldwyn Lewis, Chairman of the Council as the Eisteddfod’s President.

vii.  Congratulations were also extended to Mia Lloyd on being selected to represent Team Wales at the Commonwealth Youth Games held in Trinidad and Tobago in August.

viii. Best wishes were extended to Marc Chapple, Project Manager- Coastal Defence Scheme on his retirement following 43 years of service to the County Council in Ceredigion. 

25.

Disclosure of Personal/ Prejudicial Interests

Minutes:

i.       Councillor Keith Henson declared a personal interest in relation to item 30.

ii.      Councillor Rhodri Evans declared a personal interest in relation to item 30, 35, 36 and 37.

iii.    Councillor Maldwyn Lewis declared a personal and prejudicial interest in relation to item 39, 43 and 45 and left the meeting before the matters were discussed.

26.

To confirm as a true record the Minutes of the previous Meeting of the Cabinet and any matters arising from those Minutes pdf icon PDF 118 KB

Minutes:

To confirm as a true record the Minutes of the previous Meeting of the Cabinet held on 6 June 2023.

 

Matters arising: There were no matters arising from the minutes.

27.

Any petitions received

Minutes:

None.

28.

Reports of any decisions (if any) having been called in from Overview and Scrutiny Committee

Minutes:

None.

29.

Any feedback from Overview and Scrutiny Committee not otherwise on the agenda pdf icon PDF 183 KB

a)    Feedback from the Corporate Resources Overview and Scrutiny Committee on Digital Connectivity

Minutes:

a)    Feedback from the Corporate Resources Overview and Scrutiny Committee on Digital Connectivity.

 

Cabinet noted the report.

30.

To consider the report of the Corporate Lead Officer for Porth Gofal upon the Care Home Provision at Hafan y Waun in Aberystwyth pdf icon PDF 466 KB

Minutes:

DECISION:

1.     To note the contents of the report.

2.     To acknowledge and note the Commercial Matters (including Financial and Legal Due Diligence) contained within Appendix 1 (EXEMPT Item).

3.     To authorise Officers to proceed with the proposed Phase 1 approach, which includes ‘To plan and execute the transition of Hafan y Waun Care Home from MHA to Council ownership including an agreed managed leasehold transfer at the earliest practical opportunity, and including the completion of all necessary legal agreements to achieve this’.

4.     To authorise Officers to undertake and implement development work in relation to the proposed Phase 2 approach.

 

Reason for the decision:

To safeguard the immediate future of Hafan y Waun Care Home and to allow Officers to proceed as outlined in the report.

31.

EXEMPT ITEM

The report (Appendix 1) relating to the item above is not for publication as it contains exempt information as defined in paragraph 14 & 15 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting.

Minutes:

The report relating to item 31 on the agenda, Appendix 1, is not for publication as it contains exempt information as defined in paragraph 14 and 15 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 

DECISION:

Not to exclude the public and press from the meeting.

 

Reason for the decision:

The document was not discussed in public.

32.

To consider the report of the Corporate Lead Officer for Porth Gofal upon the Dynamic Purchasing System for Domiciliary Care pdf icon PDF 158 KB

Minutes:

DECISION:

To agree to award places on the Dynamic Purchasing System to the providers that have been successful, subject to 10-day statutory standstill period.

 

Reason for the decision:

To ensure that domiciliary care services are in place to meet assessed care and support needs, in accordance with the Council’s statutory obligations.

33.

EXEMPT ITEM

The report (Appendix A) relating to the item above is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting.

Minutes:

The report relating to item 33 on the agenda, Appendix A, is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 

DECISION:

Not to exclude the public and press from the meeting.

 

Reason for the decision:

The document was not discussed in public.

34.

To consider the report of the Corporate Lead Officer for Porth Cynnal upon the National Collaborative Arrangements for Welsh (local authority) Adoption and Fostering services including feedback from the Overview and Scrutiny Committee pdf icon PDF 548 KB

Minutes:

DECISION:

i.       To agree that Ceredigion County Council sign the Joint Committee Agreement for the National Adoption Service and Foster Wales.

ii.      To note the feedback from the Healthier Communities Overview and Scrutiny Committee.

 

Reason for the decision:

Agreeing these proposals and signing the Joint Committee Agreement will put the Ceredigion County Council’s cooperation in these collaborative arrangements on a formal basis as well as clarifying roles and responsibilities for the hosting of and delivery of national functions which support and enable local authority delivery of their adoption and fostering responsibilities.

35.

To consider the report of the Corporate Lead Officer for Schools upon the work and impact of the Mid Wales Education Partners (MWEP) including feedback from the Overview and Scrutiny Committee pdf icon PDF 1 MB

Minutes:

DECISION:

i.       To agree the Memorandum of Understanding for the period 2023 – 2026 (Appendix A).

ii.      To note the feedback from the Learning Communities Overview and Scrutiny Committee.

 

Reason for the decision:

To ensure strong collaboration between Ceredigion and Powys Local Authorities in the areas outlined within the Memorandum of Understanding for the period 2023 – 2026.

36.

To consider the report of the Corporate Lead Officer for Schools upon the Transition Guidance for Settings and Schools- an inclusive model of Support including feedback from the Overview and Scrutiny Committee pdf icon PDF 549 KB

Minutes:

DECISION:

i.       To agree to adopt the content of the transition guidance for Ceredigion schools and settings.

ii.      To note the feedback from the Learning Communities Overview and Scrutiny Committee.

 

Reason for the decision:

i.       To comply with the ALN Transformation requirements. The document will ensure that transition arrangements across Ceredigion are consistently inclusive and of the highest standard.

ii.      To develop a consistent implementation and smooth transition for children and young people throughout their educational career and into adulthood, enabling them to reach their potential.

37.

To consider the report of the Corporate Lead Officer for Schools upon the School Admissions Policy 2024/2025 pdf icon PDF 600 KB

Minutes:

DECISION:

To accept the Policy for the admission of pupils for 2024/2025.

 

Reason for the decision:

To have a policy in place for 2024/2025.

38.

To consider the report of the Corporate Lead Officer for Schools upon the LA Representative on Governing Bodies pdf icon PDF 142 KB

Minutes:

DECISION:

To confirm the nominations outlined in the report as LA representatives on the Governing Bodies of the relevant School.

 

Reason for the decision:

To nominate representatives of the LA on Governing Bodies.

39.

To consider the report of the Corporate Lead Officer for Legal and Governance upon the Revised Coroner Pay Arrangements 2023/24 pdf icon PDF 324 KB

Minutes:

DECISION:

To approve the following Senior Coroner and Assistant Coroner pay rates for 2023/24 in accordance with JNC Circular 68:

 

1)  Senior part-time Coroner:

i)    Retention Salary of £22,200 p/a to cover retention/out of hours service availability from 1st April 2023 to 31st March 2024.

ii)   Using the agreed daily rate of £489 to pay the Coroner an annual salary of £12,225 (@25 days pa including training days from 1st April 2023 to 31st March 2024.

Total: £34,425 per annum (plus on-costs).

 

2)  Assistant Coroner:

full day: £417;

half day: £209.

 

Reason for the decision:

Compliance with relevant legislation and JNC Circulars, mitigation of challenge and safeguarding public funds.

40.

To consider the report of the Corporate Lead Officer for Highways and Environmental Services upon the Ceredigion Harbours Management Policy Consultation pdf icon PDF 500 KB

Minutes:

DECISION:

To approve the commencement of a Public Consultation process.

 

Reason for the decision:

To ensure that the Council’s Ceredigion Harbour Management Policy is fit for purpose.

41.

To consider the report of the Corporate Lead Officer for Highways and Environmental Services upon the Aberaeron Coastal Defence Scheme pdf icon PDF 862 KB

Minutes:

DECISION:

1)    To note the report and the officer discussions still underway with WG.

2)    In the event of officer discussions with Welsh Government being successful and grant approval being received following their approval of the Full Business Case, that formal discussion be entered into with the preferred contractor with a view to awarding a contract to a maximum value as outlined in their tender submission.

3)    To delegate authority to formally award and sign off the tender acceptance for the Aberaeron Coastal Defence scheme contract to the Cabinet Members for Highways & Environmental Services and Finance & Procurement, in consultation with the Corporate Lead Officers for Highways & Environmental Services and Finance & Procurement.

4)    To note that, on the assumption that WG FBC approval is achieved, there will be a requirement for up to an additional c£550k of Council matched funding which will be reflected in the Multi Year Capital Programme.

 

Reason for the decision:

To enable construction of the Aberaeron Coastal Defence Scheme to proceed at the earliest opportunity once FBC approval has been received and WG grant funding has been confirmed.

42.

EXEMPT ITEM

The report (Appendix A) relating to the item above is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting.

Minutes:

The report relating to item 42 on the agenda, Appendix A, is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 

DECISION:

Not to exclude the public and press from the meeting.

 

Reason for the decision:

The document was not discussed in public.

43.

To note the report of the Corporate Lead Officer for Highways and Environmental Services upon the Public Bus Services update including the recent procurement exercise pdf icon PDF 190 KB

Minutes:

Cabinet noted the report.

44.

EXEMPT ITEM

The report (Appendix 1) relating to the item above is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting.

Minutes:

The report relating to item 44 on the agenda, Appendix 1, is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 

DECISION:

Not to exclude the public and press from the meeting.

 

Reason for the decision:

The document was not discussed in public.

45.

To consider the report of the Corporate Lead Officer for Highways and Environmental Services upon the Tenders for the 526, 585 and 588 Local Bus Services pdf icon PDF 196 KB

Minutes:

DECISION:

To approve the award of the contracts to the successful bidders.

 

Reason for the decision:

To enable the services to continue to operate as of 1 September 2023.

46.

EXEMPT ITEM

The report (Appendix 1) relating to the item above is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting.

Minutes:

The report relating to item 46 on the agenda, Appendix 1, is not for publication as it contains 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 Council resolves to consider this item in private, the public and press will be excluded from the meeting during such consideration, in accordance with Section 100B(2) of the Act.

 

Members were requested, when dealing with the item, to consider whether to exclude the public and press from the Meeting.

 

DECISION:

Not to exclude the public and press from the meeting.

 

Reason for the decision:

The document was not discussed in public.

47.

To note the report of the Corporate Lead Officer for Finance and Procurement upon the Capital Programme Outturn Report pdf icon PDF 243 KB

Minutes:

Cabinet noted the report.

48.

To consider the report of the Corporate Lead Officer for Finance and Procurement upon the Multi Year Capital Programme - 2023/24 to 2025/26 pdf icon PDF 268 KB

Minutes:

DECISION:

To approve the revised Multi Year Capital Programme for 2023/24 to 2025/26, as outlined in Appendix A.

 

Reason for the decision:

To approve the latest Multi-Year Capital Programme.</AI26>

49.

To note the report of the Corporate Lead Officer for Finance and Procurement upon the 2022/23 Controllable Revenue Outturn pdf icon PDF 234 KB

Minutes:

Cabinet noted the report.

50.

To note the report of the Corporate Lead Officer for Finance and Procurement upon the Treasury Management Performance for 2022/23 pdf icon PDF 306 KB

Minutes:

Cabinet noted the report.

51.

To note the report of the Corporate Lead Officer for Finance and Procurement upon the Grants Awarded under the Ceredigion Community Grants Scheme / Welsh Church Fund pdf icon PDF 333 KB

Minutes:

Cabinet noted the report.

52.

To note the report of the Corporate Lead Officer for Porth Cymorth Cynnar upon the Ceredigion Youth Council Meeting Minutes (17.03.23) pdf icon PDF 16 MB

Minutes:

Cabinet noted the report.

53.

To note the report of the Corporate Lead Officer for Policy, Performance and Public Protection upon the Engagement and Participation Policy Annual Report 2022-2023 including feedback from the Overview and Scrutiny Committee pdf icon PDF 571 KB

Minutes:

Cabinet noted the report and agreed the recommendations from the Corporate Resources Overview and Scrutiny Committee:

·       that all engagement exercises participants should receive the outcome results;

·       that a 6-month monitoring update report is presented to the Corporate Resources Overview and Scrutiny Committee at its December meeting.

54.

Addendum- To consider the report of the Corporate Lead Officer for Porth Cynnal upon the Consideration of a medium-term approach to commissioning a Managed Team service for the Planned Care Team, Porth Cynnal to ensure there is sufficient capacity to deliver a safe and viable service in line with the Council's statutory safeguarding duties pdf icon PDF 154 KB

Minutes:

DECISION:

1.     To note the advice of the Corporate Lead Officer - Porth Cynnal, which is that the time has come to decide to continue to deliver a safe service to children and their families through the deployment of a Managed Team over a longer of period of time.

2.     To authorise Officers to proceed to commission, via an appropriate procurement process, a suitable qualified Managed Team service to undertake child protection duties, as outlined in the report.

55.

Any other matter the Chairman decides is for the urgent attention of the Cabinet

Minutes:

The Leader and Eifion Evans, Chief Executive extended their thanks to Audrey Somerton-Edwards, Interim Corporate Lead Officer: Porth Cynnal as she leaves her role with the authority. She was thanked for her excellent work and wished well for the future.