Agenda and minutes

Venue: Council Chamber - County Hall. View directions

Contact: Stephen Boyd  01597 826374

Items
No. Item

1.

Apologies

To receive apologies for absence.

2.

Minutes pdf icon PDF 209 KB

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

Minutes:

The Leader was authorised to sign the minutes of the last meeting held on 9th July 2019 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.

Performance Report Quarter 1

To consider a report by the Leader, County Councillor Rosemarie Harris.   The report can be accessed via the following link:

 

https://sway.office.com/7anWjqA8IViBn5t3

 

Minutes:

Cabinet considered the performance report for the first quarter of 2019/20 which set out details of the top 20 Powys specific performance measures, top priorities and milestones in the Corporate Improvement Plan 2018-23, Public Accountability Measures, progress against the Strategic Equality Plan and the Quality Assurance Framework. The report set out remedial actions for targets that had not been met.

 

The Portfolio Holder for Learning and Welsh Language referred to the roll out of child-care offered to 77% of families which was the best performance of any Welsh local authority and a considerable achievement given the rural nature of the county and the limited number of staff. The Leader asked that her thanks be passed on to the staff.

 

With regard to the red percentage indicator for Children Looked After statutory visits carried out within timescale, the Portfolio Holder for Young People and Culture explained that the level of performance was as expected given the restructure that taking place within the service. This was a priority for the service to improve on. More positively, 70% of referrals were now coming through the early help service.

 

RESOLVED

Reason for Decision

1.    That Cabinet and Executive Management Team consider the remedial actions outlined in Appendix A, and allocate resources accordingly to ensure their effective implementation.

These recommendations have been made to ensure areas of underperformance are brought back on track and the Service's intended outcomes are achieved.

 

2.    That Cabinet and Executive Management Team review and consider whether the Top 20 and Corporate Improvement Plan measures are the correct measures for monitoring impacts against outcomes, and if required, consider measures that may be more appropriate. This should be completed by the end of September in preparation for Quarter 2 monitoring.

This is also to ensure the council can provide appropriate and timely reporting and monitoring against the Top 20 Performance Measures, Corporate Improvement Plan, Public Accountability Measures and Strategic Equality Plan.

 

3.    Where Services have not set a target (3 CIP measures and 1 SEP measure), these should be set in time for Q2 reporting.

The setting of targets ensures that all measures can be monitored effectively.

 

 

5.

Schools Service Major Improvements Programme 2019-2020 and Additional Welsh Government Capital Maintenance Grant pdf icon PDF 233 KB

To consider a report by County Councillor Myfanwy Alexander, Portfolio Holder for Learning and Welsh Language.

Additional documents:

Minutes:

In presenting the report the Portfolio Holder for Learning and Welsh Language noted that the county’s 21st Century Schools building programme was the largest in the country and that it was aligned with the schools modernisation programme.

 

The Chair of the Learning and Skills Scrutiny Committee spoke to the Committee’s recommendations which had been addressed in an appendix to the report. With regard to the Committee’s comments on the relationship between schools and HoWPS, the Portfolio Holder acknowledged that the relationship was far from perfect but that she had been assured that the appropriate actions were being taken. Cabinet was informed that there was regular liaison and feedback to HoWPS from services. With regard to environmental aspirations, the Portfolio Holder said she would like to see schools maximise opportunities for green energy generation and she hoped to bring forward a report on this in the near future.

 

RESOLVED

Reason for Decision

1.    To approve the new proposed budget for the Major Improvement Programme for 2019/20 and 2020/21 as set out in Table 1 of the report.

 

2.    To approve the Programme profile for 2019/20 as set out in Appendix A.

 

3.    That the Portfolio Holder for Learning and Welsh Language in consultation with the Head of Education has delegated authority to make changes to the Major Improvements Programme that are within budget and in accordance with Capital Budget virement rules for approval.

 

To progress the School Transformation Programme and meet Welsh Government fit for purpose objectives.

 

6.

Budget Outturn Report pdf icon PDF 445 KB

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

 

Additional documents:

Minutes:

Cabinet considered the financial outturn report for the period ended 30th June 2019. The Portfolio Holder for Finance highlighted his serious concerns over the Schools Delegated Reserves which was projected to move into deficit to £2.75 million. He also advised that warning notices had been sent to 12 schools that had failed to submit budget plans that complied with the Scheme for the Financing of Schools. These schools were required to submit budget recovery plans by early September.  The Head of Finance advised that it was critical to bring down the projected overspend over the course of the year. An update report on budget savings would be brought to the Cabinet meeting in September. The Portfolio Holder for Learning and Welsh Language noted commended those school governing bodies who had set balanced budgets.  

 

RESOLVED

Reason for decision

That the contents of the report be noted. 

To monitor the council’s financial performance and ensure that spending remains within approved limits and that the 3% minimum general fund reserve is maintained.

 

 

7.

Capital Programme Update for the period to 30th June 2019

Minutes:

Cabinet received the Capital Programme update for the period ended 30th June 2019. The report contained a number of virements, with those over £500k requiring approval by Council.

 

 

RESOLVED

Reason for Decision

1.    That the contents of the report are noted.

2.    That the virements proposed in section 3 of the report are approved.

3.    That the virements over £500k are recommended to Council for approval.

To report on the Capital Outturn position for the 2019/20 financial year. 

To ensure appropriate virements, are carried out to align budgets and financing requirements.

 

 

8.

Scrutiny Observations to Cabinet pdf icon PDF 87 KB

To consider the observations of the Finance Panel on

·         Outturn 2018/19

·         Capital Outturn 2018/19

·         Savings Outturn 2018/19

·         CIPFA Finance Model Executive Summary.

 

Minutes:

Mr John Brautigam, the Chair of the Finance Panel, presented the Panel’s findings on the Revenue Outturn 2018/19, Capital Outturn 2018/19, Savings Outturn 2018/19 and CIPFA Finance Model Executive Summary.

 

The Head of Finance acknowledged the comments of the Panel and agreed there needed to be better assurance on savings delivery and variances at year end and for training for budget managers. A written response would be provided to Finance Panel. 

 

 

 

9.

Council Tax Protocol for Wales 2019 pdf icon PDF 300 KB

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

Additional documents:

Minutes:

Cabinet considered the Council Tax protocol for Wales introduced by Welsh Government with effect from April 2019. Welsh Government wanted each Council to adopt this approach in the collection, recovery and enforcement of Council Tax.

RESOLVED

Reason for Decision:

1.  That the Protocol  in Appendix 1 to the report be approved and adopted with immediate effect and signed by the Portfolio Holder for Finance.  

 

2.  That the Protocol be added into the Billing Collection and Recovery Framework for Powys and adopted into practice.

 

To meet the intended Welsh Government requirements for billing and collection of Council Tax.

 

 

10.

Treasury Management Review 2018/19 pdf icon PDF 360 KB

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

 

Minutes:

Cabinet received the Treasury Management Review report for 2018/19.

 

RESOLVED

Reason for Decision

That the contents of the report are approved.

Statutory requirement.

 

11.

Treasury Management Qtr 1 Report pdf icon PDF 471 KB

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

 

Additional documents:

Minutes:

Cabinet received the Treasury Management report for Quarter 1.

 

RESOLVED

Reason for decision

That the contents of the report are approved.

Statutory requirement.

 

12.

Strategic Risk Register Report Quarter 1 - 2019/20 pdf icon PDF 180 KB

To consider a report by County Councillor Rosemarie Harris, Leader.

Additional documents:

Minutes:

Cabinet received the Strategic Risk Register report for the first quarter. The Leader noted the request from the Audit Committee for the inclusion of the Mid Wales Growth Deal in the strategic risk register and said that this would be kept under review. Cabinet welcomed the proposal to align the Council’s risk matrix with Powys Teaching Health Board’s risk matrix. This would provide consistency across joint programmes and projects of work.

 

RESOLVED

Reason for decision

That;

1.    Cabinet notes the risk register and the current risks faced by the organisation.

2.    Risks for each Service, and any Programme and Projects are recorded on JCAD.

3.    The Council adopts the proposed risk assessment matrix and it is implemented in readiness for quarter 2 reporting.

To ensure appropriate understanding and management of risk and good governance of the Council.

 

 

 

13.

Report of the Independent Chair of the Improvement and Assurance Board pdf icon PDF 159 KB

To receive and consider the report of the Independent Chair of the Improvement and Assurance Board.

Minutes:

Cabinet received the report of the Independent Chair of the Improvement and Assurance Board.

14.

Correspondence

To receive such correspondence as in the opinion of the Leader is of such urgency as to warrant consideration.

Minutes:

There were no items of correspondence.

15.

Delegated Decisions Taken Since the Last Meeting pdf icon PDF 71 KB

To note the delegated decisions taken since the last meeting.

Minutes:

Cabinet noted the delegated decisions taken by Portfolio Holders since the last meeting.

16.

Forward Work Programme pdf icon PDF 84 KB

To consider the Cabinet forward work programme.

Minutes:

Cabinet received the forward work programme.

17.

Exempt Items

The Monitoring Officer has determined that category  3 of the Access to Information Procedure Rules applies to the following items. His view on the public interest test (having taken account of the provisions of Rule 14.8 of the Council's Access to Information Rules) was that to make this information public would disclose information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

These factors in his view outweigh the public interest in disclosing this information. Members are asked to consider these factors when determining the public interest test, which they must decide when considering excluding the public from this part of the meeting.

 

Minutes:

RESOLVED to exclude the public for the following item of business on the grounds that there would be disclosure to them of exempt information under category 1 of The Local Authorities (Access to Information) (Variation) (Wales) Order 2007).

 

18.

Leadership Arrangements for the Education Service pdf icon PDF 183 KB

To consider a report by the Chief Executive.

Additional documents:

Minutes:

Cabinet considered the report of the Chief Executive proposing changes to the leadership arrangements for the Education Service, deleting the post of Head of Education and replacing it with a new post – Chief Education Officer – which would be referred to as the Director of Education. This role would have strategic responsibility for key areas in the Schools Service including school improvement and financial management and would be accountable to the Chief Executive. The appointment process would take up until April 2020 so the Chief Executive also set out interim arrangements for the service with an internal appointee, to be designated as Interim Chief Education Officer at a Head of Service Grade, backed by 3 external experts headed by Geraint Rees, an experienced education professional.

 

 

RESOLVED

Reason for Decision:

1.     That Cabinet approve the  restructure set out in paragraphs 2.1 to 2.8 of the report.

2.    That Cabinet approve the  interim arrangements set out in paragraphs 2.9 to 2.11 of the report.

3.    That Cabinet agree to vire a maximum of sum of  £178,000 in 2019 /20  from the corporate contingency to budget to fund the  decisions in 1 and 2 above.

4.    That the covering report and Appendix A be made publicly available.

To ensure that appropriate line management and support  arrangements are in place  following the resignation of the Head of Service and the Estyn Inspection