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.

Minutes:

There were no apologies for absence.

2.

Minutes pdf icon PDF 208 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 17th September 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.

Highways Asset Management Plan pdf icon PDF 334 KB

To consider the report of the Leader, County Councillor Rosemarie Harris.

Additional documents:

Minutes:

Cabinet considered the Highways Asset Management Plan (HAMP) and supporting documents that had been developed in association with the County Surveyors Society Wales. The HAMP set out how the Council as highway authority would meet its duty under section 41 of the Highways Act 1980 to maintain highways maintainable at public expense. The HAMP used the CSSW Hybrid Approach to risk management to determine defect categorisation and repair timescales.

 

The recommendations of the Scrutiny Working Group and the responses of the service were noted.

 

RESOLVED

Reason for Decision:

To adopt the Highways Asset Management Plan and supporting documents as set out in Annex 4 – 8 of this report.

To support delivery of the statutory duty in accordance with recognised best practice.

 

 

5.

Winter Service Review Phase 1 pdf icon PDF 468 KB

To consider the report of the Leader, County Councillor Rosemarie Harris.

 

Additional documents:

Minutes:

Cabinet considered proposals for a reduction to the rates of salt currently used on county roads in line with new national guidance to reflect improvements in modern distribution technology and salt quality without a reduction in efficacy.

 

It was further proposed that there would be a discontinuation of the automatic retreatment undertaken on county roads when such actions were deemed necessary under trunk road guidance. Some retreatments would still be required on county roads dependent on weather conditions, but the frequency of these would be based on the knowledge and experience of the out of hours duty officer, in line with NWSRG guidance, rather than by being triggered automatically by the trunk road schedule.

 

Phase 2 of the review of winter services would look at the hierarchy of routes.  Officers confirmed that there would be consultation with local members, Town and Community Councils and residents before proposals were brought back to Cabinet. Officers also confirmed no change to the plans for lower hierarchy roads and that salt bins or heaps would be in place before winter. Cabinet noted the contribution of local farmers and contractors to keeping roads clear during spells of severe weather.

 

 

RESOLVED

Reason for Decision:

 

1. That PCC adopts the proposed matrix for use on Powys county roads as set out in Table 2 of Appendix A to the report.

 

2. That PCC discontinues automatic retreatments on county roads.

 

 

 

3. Investigate vehicle technology and implement if supported by the business case.

 

 

4. In the interim, implement the proposed PCC matrix on only those routes comprised of 100% county roads.

 

5. To review existing treatment network and return to cabinet to agree proposed amendments (phase 2).

 

1. Provision of financial and material efficiency while retaining a desirable level of resilience.

 

 

2. To base retreatment decisions on the experience and local knowledge of PCC officers, in compliance with national guidance.

 

3. To realise maximum efficiency while retaining resilience, compliance and accountability to NMWTRA.

 

4. To realise all viable efficiencies at the earliest opportunity, prior to the availability of enhanced methods.

 

 

5. To ensure that the routes receiving treatment reflect the optimum coverage attainable in the current financial climate.

 

 

6.

Financial Overview and Forecast as at 31 August 2019 pdf icon PDF 958 KB

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

This is the link to the interactive Sway report https://sway.office.com/aC4n9yv8rFBbZAkg?ref=Link

Minutes:

Cabinet considered the financial forecast and overview as at 31st August 2019. The forecast showed an improved position with £11.6m savings achieved to date, assurance on a further £6.4m but £3.7m considered unachievable. It was critical that this was addressed or there would be a shortfall in the budget going forward. The Senior Leadership Team had been tasked with identifying alternative savings to bridge this gap.

 

The report also contained a request for a budget virement to cover the cost of a replacement sewage plant to be funded by a drawdown of funds from HRA reserves.

 

RESOLVED

Reason for Decision

1.    That the recovery plan proposed by the Senior Leadership Team be approved to address the budget shortfall.

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.

2.    That the virement proposed is approved.

To ensure appropriate virements, are carried out. To align budgets with spending plans.

 

7.

Capital Programme Update as at 31 August 2019 pdf icon PDF 952 KB

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

This is the link to the interactive Sway report https://sway.office.com/cuRJZhFPjLabgXM4?ref=Link

 

8.

Public Services Ombudsman Annual Letter pdf icon PDF 137 KB

To receive and consider the Public Services Ombudsman’s annual letter.

Cover report to follow.

Minutes:

Cabinet received the Public Services Ombudsman’s Letter for 2018/19. The Monitoring Officer explained that of 67 complaints received by the Ombudsman relating to the council, only 4 had been investigated. Of the complaints received, 17 had been ruled out because they were premature, i.e. the complainants had not gone through the Council’s complaints process indicating a need to publicise it better. The Monitoring Officer also proposed further training for members on the Code of Conduct and the public interest test. It was further suggested that this be raised at the autumn and spring liaison meetings with Town and Community Councils.

9.

Improvement and Assurance Board Minutes pdf icon PDF 292 KB

To receive the minutes of the Improvement and Assurance Board meeting held on 28 August 2019.

Minutes:

Cabinet received the minutes of the Improvement and Assurance Board meeting held on 28th August 2019. The Leader advised that the remit of the Board was being extended to oversee aspects of the Education service.

 

10.

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.

11.

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

To note the delegated decisions taken since the last meeting.

Minutes:

Cabinet received details of the delegated decisions taken by Portfolio Holders since the last meeting.

12.

Forward Work Programme pdf icon PDF 71 KB

To consider the Cabinet forward work programme.

Minutes:

The forward work programme would be updated to reflect new portfolio responsibilities.