Agenda and minutes

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Items
No. Item

1.

Apologies

To receive apologies for absence.

Minutes:

There were no apologies for absence.

2.

Minutes pdf icon PDF 207 KB

To authorise the Chair to sign the minutes of the last meeting held on 14th July as a correct record.

Minutes:

The Leader was authorised to sign the minutes of the meeting held on 14th July as a correct record.

3.

Declarations of Interest

To receive any declarations of interest from Members relating to items to be considered on the agenda.

Minutes:

There were no declarations of interest reported.

4.

21st Century Schools Programme Brynllywarch Hall Project pdf icon PDF 174 KB

To consider a report by County Councillor Phyl Davies, Portfolio Holder for Education and Property.

Additional documents:

Minutes:

Cabinet was asked to consider the submission of a combined Strategic Outline Case (SOC) and Outline Business Case (OBC) to Welsh Government’s 21st Century Schools Programme for capital investment to replace the existing Brynllywarch Hall building in Kerry, Newtown. Brynllywarch Hall School provided education for pupils from 8 to 19-year olds, with a wide range of complex individual needs. The building was in a very poor condition and the requested investment would deliver a brand new, purpose-built school with 72 places in age appropriate environments.

 

The proposal was welcomed by the Cabinet and the Leader paid tribute to the Chair of Governors, County Councillor Kath Roberts-Jones for her lobbying on behalf of the school.

 

                        RESOLVED

                       

1.            To approve the submission of a joint Strategic Outline Case (SOC) and Outline Business Case (OBC), as set out in Appendix 1 to the report, to Welsh Government’s 21st Century Schools Programme for capital investment to replace the existing Brynllywarch Hall School building in Kerry, Newtown.

 

2.            The note that the estimated cost of the overall project is £9,158,164.00 with Welsh Government funding 75% of the costs, and the Council funding 25% and that the current estimates include early stage risk contingency of 25%.

 

 

 

 

5.

Financial Forecast for the year ended 31st March 2021 (as at 30th June 2020)

To consider a report by County Councillor Aled Davies, Portfolio Holder for Finance, Countryside and Transport.

Additional documents:

Minutes:

Cabinet considered a report assessing the potential impact the Covid 19 pandemic could have on the Council’s revenue budget for 2020/21 and the measures that need to be considered to limit the financial impact on the Council over the immediate and longer term. The report highlighted that there were many unknowns and that it was difficult to accurately reflect the impact with any certainty.  The situation had and continued to evolve, further support from Welsh Government and the delivery of further cost reductions during the year would improve the position.

The estimated impact of the pandemic on the council’s revenue budget for the first quarter of the year was a deficit of £10.7m.  The full year position was a projected deficit of £13.01 million (excluding Schools Delegated and Housing Revenue Account).

Corrective action must taken to reduce the level of deficit projected and ensure that the budget for the current year was managed effectively and limiting the impact on reserves. Services needed to be challenged as to how they can manage their budgets and deliver services within the budget provided including not reinstating some activity. All projects in the Capital programme needed to be reviewed and prioritised alongside the re-evaluation of services with some schemes being delayed or removed from the programme.

The report also set out a number of virements to reflect Welsh Government grants

·         Local Authority Education Grant – Additional School Based Counselling - £47,672. 

·         Period Dignity Grant - £141,503. 

·         Local Authority Education Grant – Additional Learning Needs (ALN) - £278,526.  

·         Road Safety – the original 20/21 budget assumed a grant of £114,460 but the grant received was £64,468; a virement was required to reduce the grant funding in the 20/21 budget by £49,992.  

RESOLVED

1.    That Cabinet note the budget position at the end of the first quarter and the projected full year position to the end of March 2021.

2.    That the virements proposed in section 8 of the report are approved. 

3.    That the actions in section 10 of the report are agreed and implemented as a matter of urgency with proposals brought forward for consideration by the end of August.

 

 

 

 

6.

Capital Forecast as at 30th June 2020

To consider a report by County Councillor Aled Davies, Portfolio Holder for Finance, Countryside and Transport.

 

Additional documents:

Minutes:

Cabinet was advised that due to the current pandemic there would be further slippage on the delivery of some capital schemes. Finance would work with budget holders and project managers to ensure that schemes were reprofiled in a timely manner to reduce the borrowing requirement and debt servicing expenditure in the revenue budget. The Portfolio Holder for Young People and Culture welcomed the proposal to bring forward Leisure Services capital bids in readiness for the reopening of facilities.

 

The report also recommended a virement of £0.13 million to fund the purchase of four tipper vehicles to deliver the new Housing Grounds SLA contract.

 

                       RESOLVED            

1.    That the contents of the report are noted.

2.    That the virement of £0.13 million to fund the purchase of four tipper vehicles to deliver the new Housing Grounds SLA contract.

3.    That a review of the schemes included in the forward Capital Programme is undertaken to identify those which can be delayed or removed and to ensure that the schemes included remain a priority alongside the re-evaluation of services.

 

RECOMMENDED to Council that funding is released for the Leisure capital bids set out in Section 6 of the report.

 

7.

Quarter 1 Performance Report

To consider a report by County Councillor Graham Breeze, Portfolio Holder for Corporate Governance and Engagement.

This is the link to the Sway report

https://sway.office.com/jLKKzxatxmUhHg9E

Minutes:

Cabinet considered the Performance report which set out the business critical activities undertaken during the pandemic.

 

The Covid-19 crisis has had a significant impact across the county and the focus during the first part of quarter 1 was on the immediate coordinated response to support the county during the lockdown period. Although this would continue for some time, preparations were now underway to manage the phased opening up of the county, and to plan ahead for the longer term challenges that lie ahead. This forward planning work would focus on preparing for the county’s recovery, services and finances.

 

                        RESOLVED that Cabinet note the contents of the report whilst acknowledging the tremendous response of the organisation in these unprecedented and challenging times of a global pandemic.

8.

Strategic Risk Register Report Quarter 1 2020/2021 pdf icon PDF 136 KB

To consider a report by County Councillor Aled Davies, Portfolio Holder for Finance, Countryside and Transport.

Additional documents:

Minutes:

Cabinet considered the Strategic Risk Register report for Quarter 1. During quarter 1 2020/2021 no risks have been escalated to the Strategic Risk Register.

 

In order to effectively identify and manage risks relating specifically to the Covid-19 pandemic, a separate risk register was created to provide clarity and oversight for Gold and Silver Command.  These risks were reviewed and monitored regularly and had been separated into response and recovery risks, using a new matrix developed specifically for assessing Covid-19 related risks.

 

Currently there were 64 risks recorded, 4 of the 64 risks are placed within the 'major' impact category 3 with a probability of likely and 1 almost certain, and another 1 placed within the 'catastrophic' impact category with a probability of possible. The register was monitored by Gold and Silver Command on a weekly basis.

 

 

RESOLVED that Cabinet notes the current Strategic Risk Register and is satisfied with progress against mitigating actions for quarter 1.                              

             

The recommendation above will ensure:

                                

·           Appropriate understanding and management of strategic risks which could prevent us from achieving our objectives

·           A risk managed approach to decision making and good governance of the Council

·           The risk related to Powys residents, services and Council staff as a result of a COVID-19 (Coronavirus) epidemic is monitored and reviewed regularly.

 

9.

Post Improvement and Assurance Board Arrangements

To consider a report on post Improvement and Assurance Board arrangements.

Additional documents:

Minutes:

Cabinet considered a revised framework to replace by the end of September 2020 the current Improvement and Assurance Boards to enable the Council to effectively manage its own improvement journey and provide assurance to Welsh Government. A Corporate Improvement Board, chaired by the Leader, would be established and there would be sub-groups covering Social Services, Education, Housing and Highways, Transport and Regeneration made up of the relevant Portfolio Holders and Senior Officers supported by independent experts. Cabinet welcomed the new arrangements and the progress made in the Council’s improvement journey. The Leader expressed her appreciation for the advice and support of the independent Chair, Mr Jack Straw.

 

                        RESOLVED to endorse the post Improvement and Assurance Board arrangements as set out at appendix one to the report.

 

10.

Choice Policy for Adult Social Care

To consider a report by County Councillor Myfanwy Alexander, Portfolio Holder for Adult Social Care.

Additional documents:

Minutes:

Cabinet considered the Choice and Payment of Additional Costs when Providing Care (Top-ups) Policy.

 

The purpose of this policy was to make it clear how people with eligible care needs could exercise choice over the care offered to them. It also covered when and how third-party contributions can be made for social care services, both in the person’s home or in residential and nursing care.

 

                        RESOLVED that the draft policy be approved.

 

 

 

 

 

 

11.

Local Sourcing and Housing Development Procurement

To consider a report by County Councillor Aled Davies, Portfolio Holder for Finance, Countryside and Transport.

Additional documents:

Minutes:

Cabinet considered an update on the performance of local contractors in recent bidding processes for the Housing Development Programme. Cabinet wanted to see local companies bidding successfully for contracts and was disappointed that the number submitting bids was low. The report outlined the steps being taken to help local companies compete for the Council’s work.