Agenda, decisions and draft minutes
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APOLOGIES Additional documents: Decision: There were no apologies. Minutes: There were no
apologies. |
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DECLARATION OF INTERESTS PDF 116 KB Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Additional documents: Decision: No declarations of interest had been raised. Minutes: No declarations of interest had been raised. |
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URGENT MATTERS Notice of
items which, in the opinion of the Chair, should be considered at the meeting
as a matter of urgency pursuant to Section 100B(4) of the
Local Government Act 1972. Additional documents: Decision: No urgent matters had been raised. Minutes: No urgent matters had been raised. |
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To receive the minutes of the Cabinet meeting held on 19 October 2021 (copy enclosed). Additional documents: Decision: RESOLVED that the minutes of the meeting held on 19 October 2021 be received and confirmed as a correct record. Minutes: The minutes of the Cabinet meeting held on 19 October 2021
were submitted. RESOLVED that the minutes
of the meeting held on 19 October 2021 be received and confirmed as a correct
record. |
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To consider a report by Councillor Brian Jones, Lead Member for Waste, Transport and the Environment (copy enclosed) seeking Cabinet’s support for the principle of replacing the bridge subject to securing the necessary funding to do so. Additional documents: Decision: RESOLVED that Cabinet
confirm support for the principle of replacing the bridge, subject to securing
the necessary funding to do so. This
will include making an approach to Welsh Government to request external
funding. Minutes: [This
item was brought forward with the consent of the Leader.] Councillor
Brian Jones presented the report seeking Cabinet’s support for the principle of
replacing Llannerch Bridge (located between Trefnant
and Tremeirchion), which was lost in January 2021
during storm Christoph, subject to securing the
necessary funding to do so. Llannerch
Bridge had formed part of a well-used route and an important link for the
communities in the area. Officers had
been working with consultants on potential options/cost for a replacement
bridge which given the location and technicalities involved could cost £6 – 7m
and would be dependent on securing relevant funding. It was proposed that approaches to seek external
funding be made, particularly to the Welsh Government, and that some
preparatory work be undertaken to develop a robust business case to increase
the likelihood of securing external funding.
A public engagement exercise had been undertaken with an overwhelming
message that the bridge should be replaced as soon as possible and provided
evidence of significant community support to strengthen the business case. Councillor Jones supported the local members
in all their efforts to secure a replacement bridge and explained that despite
best efforts it had not been feasible to provide a temporary replacement bridge
given the complexities of ground conditions and other factors. Cabinet recognised the value of Llannerch Bridge to rural communities and fully supported the report recommendations. Councillor Jones responded to questions confirming that any new bridge would be built to modern standards taking into account local views to ensure it was fit for purpose but also cosmetically similar to the previously grade II listed bridge. He was confident that a robust business case would secure funding from the Welsh Government and highlighted the potential to include active travel and connectivity of communities to further strengthen that case. If Welsh Government funding could not be secured, other external funding sources would be explored. It was noted that, whilst the bridge had been included on the Council’s list of potential future projects (given that any new bridge may not be fully funded and a financial contribution may be required), no funding allocation had been made as yet within the limited capital resources for that purpose. Local
Members Councillors Christine Marston and Meirick Davies highlighted the
importance of the bridge to local communities and devastating impact of its
loss both socially and economically which had also been evidenced by the wealth
of response to the public engagement exercise.
Councillor Davies also felt that the listed status of the bridge should
be recorded and that the resolution be further strengthened to ensure the
necessary funding for a replacement bridge.
The Lead Member and officers responded to points raised and further
questions as follows – ·
it was considered a robust business case
should be developed prior to a formal approach to the Welsh Government for
funding however the Council’s intention to seek funding for a replacement
bridge had been communicated to the Welsh Government at the outset following
the loss of the bridge ·
given the scale and nature of the project
required as a consequence of a significant flood event it was reasonable for
the Council to look to the Welsh Government for funding support – if the
approach was unsuccessful the Council would need to revisit the situation and
reconsider its position at that time ·
the logistics of providing a temporary bridge
had been explored which would cost in the region of £1m but given the location
and ground conditions which would hamper that work it had not been considered
practical or feasible to do so · in terms of ... view the full minutes text for item 5. |
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To consider a report by Councillor Bobby Feeley, Lead Member for Well-being and Independence (copy enclosed) on the future of Meifod following consideration of the options by relevant stakeholders, the Performance Scrutiny Committee Task and Finish Group and Performance Scrutiny Committee. Additional documents: Decision: RESOLVED that – (a) Meifod be re-opened as a Council run
service for adults with learning disabilities as soon as it is safe to do so,
following the necessary investment into the existing building/facilities. It was anticipated that the service would be
able to re-open by February 2022, although this could be sooner if works are
completed quickly; (b) officers to provide options for members
to consider through the established political process on: ·
new ways of working at Meifod to improve learning and
skills across a range of activities, including working with timber ·
alternative service delivery models for the operation at
Meifod with a view to improving the long-term sustainability of the service as
the lease on the building expires in 4 years (c) officers to establish a stakeholder
group, including representative family members and individuals who attend
Meifod or their advocates to ensure they are fully engaged in the re-opening of
the service along with developing any future options for its operation. Minutes: Councillor
Bobby Feeley presented the report on the future of Meifod following consideration
of the options by relevant stakeholders, the Performance Scrutiny Committee
Task and Finish Group and Performance Scrutiny Committee. She also took the opportunity to thank all
those involved in that process for their hard work. Meifod
was a well-respected work opportunity service for adults with learning
disabilities managed by Community Support Services. It was located in a rented factory unit in
Denbigh producing and selling wood products.
The facility had been closed since March 2020 due to Covid-19 and the
Council had taken the opportunity to consider the future of the facility. All agreed that Meifod was a much valued
service and there was much support to reopen the facility as soon as possible;
it was anticipated that the required works would be completed to reopen Meifod
by February. The current lease ended in
September 2025 which allowed time to promote the facility, introduce
alternative activities and consider new service delivery models to improve its
long-term sustainability given the cost increases associated with providing the
facility. Councillor Feeley added that
at no stage had she or anyone else to her knowledge considered closure of the
facility but agreed changes were needed to improve the offer at Meifod. The intention going forward was to ensure all
interested parties were kept informed about Meifod’s reopening and future plans
including liaison with families of present and future users. Councillor
Arwel Roberts, Chair of Performance Scrutiny Committee thanked the Task and
Finish Group for their work and reported upon the Committee’s lengthy
discussions and further strengthening of the Task and Finish Group’s
recommendations as detailed in the report, to invest in the service to ensure
its reopening as soon as possible and to safeguard its future and provide a
greater range of activities for service users whilst ensuring future provision
conformed with relevant legislation and the Council’s Welsh Language
policy. He had also been pleased to hear
the views of a parent of one of the service users at the meeting. Cabinet
noted the recommendations which reflected the conclusions of the Performance
Scrutiny Committee and was pleased to note the positive report to safeguard the
future of Meifod and opportunity to provide a greater range of activities to
make the service more inclusive and encourage more people to use the
service. As local member, Councillor
Mark Young spoke positively about Meifod’s future and along with fellow local
member Councillor Rhys Thomas, asked that they be kept abreast of reopening
plans and any future changes to the facility and also offered their support to
officers in communicating with families using the service and future users. Councillor Bobby Feeley reiterated plans to
ensure all interested parties be kept informed and to liaise with the families
of present and future users. In response
to further questions officers gave an update on the works to be undertaken
prior to reopening of the facility and assurances were provided that all
endeavours would be made to ensure the facility reopened as soon as
possible. In response to a suggestion
from Councillor Huw Hilditch-Roberts regarding the potential reference to
‘Meifod Services’ in the recommendations, Councillor Feeley confirmed she was
happy with the current recommendations as per the report. The Leader invited questions from non-Cabinet members. Whilst there was broad support for the report recommendations, questions were raised regarding the need to diversify into other areas given the previous success of Meifod with concerns that the skills base would be diluted or lost, and the reasoning behind the reduction in referrals to the facility and plans to increase uptake ... view the full minutes text for item 6. |
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UK GOVERNMENT LEVELLING UP FUND BID APPROVAL - CLWYD WEST CONSTITUENCY PDF 212 KB To consider a report by Councillor Hugh Evans, Leader and Lead Member for Economy and Corporate Governance (copy enclosed) seeking delegated authority to named officers and the Leader to agree a bid to be submitted to UK Government from Denbighshire County Council in partnership with Conwy County Borough Council for the constituency of Clwyd West. Additional documents:
Decision: RESOLVED that Cabinet – (a) supports the theme of the bid, the
proposed projects to be included in the bid and the broad indicative value of
each project, and (b) delegates authority to the Chief
Executive Officer and Head of Planning, Public Protection and Countryside
Services in consultation with the Section 151 Officer, Head of Legal, HR and
Democratic Services and the Leader, to refine the projects and project costs as
required and to agree for a bid to be submitted to UK Government from
Denbighshire County Council in partnership with Conwy County Borough Council
for the constituency of Clwyd West. Minutes: The Leader presented the report seeking Cabinet approval to
delegate authority for the purposes of agreeing a bid for Levelling Up funding
to be submitted to the UK Government from Denbighshire County Council (DCC) in
partnership with Conwy County Borough Council (CCBC) for the constituency of
Clwyd West. The
UK Government Levelling Up Fund (LUF) was intended to support investment in
places where it could make the biggest difference to everyday life and would be
delivered through local authorities.
Bids were based on MP constituency areas of which Denbighshire had
three: Vale of Clwyd, Clwyd West and Clwyd South. The bid for Clwyd South had been submitted in
round 1 and was successful. The report
related to the round 2 bid for Clwyd West which was shared with CCBC who were
acting as lead bidder/authority. Each constituency area could bid up to a
maximum of £20m capital funding and the DCC element would be approximately
£10m. The proposed projects to be
included in the bid had been detailed in the report with broad cost figures
pending the development of detailed business cases. Given the level of scrutiny and approval of
the individual projects at local level the Leader did not consider they needed
to be further scrutinised at this stage.
David Jones MP had confirmed his support for DCC’s element of the bid,
local members had been extensively consulted and there had been engagement with
Ruthin Town Council. It was anticipated that the closure for round 2 bids would
be around December 2021. The
Head of Planning, Public Protection and Countryside Services detailed the
process taken in development of the bid which had involved extensive
discussions at local level and close working with David Jones MP in devising a
theme together with the assessment and scoring of projects and formulation of
the business cases. The theme for the
bid was cultural and heritage investment.
Further work would be carried out on those projects not taken forward as
part of the bid with a view to seeking alternative funding streams to progress
them as appropriate. Cabinet
welcomed the report and potential for significant investment in the area and
was fully supportive of the recommendations to progress the bid. Councillors Bobby Feeley and Huw
Hilditch-Roberts (Ruthin members) paid tribute to the tremendous work
undertaken by officers and the local community in bringing forward the
projects, highlighting the wealth of information required to inform the process
and work which had been undertaken within extremely tight timescales, together
with the welcome support of David Jones MP and his endorsement. If the bid was successful the benefits to Ruthin
and wider area would be transformational with clear benefits too for residents
and local communities in terms of both new and improved facilities, making a
clear different to people’s lives and the local economy. As Ruthin MAG Chair, Councillor Emrys Wynne
added his support to the proposals. In response to Cabinet’s questions/comments the Leader and
officers advised – ·
it was unknown at present when a decision would
be made on the bid following its submission to the UK Government but a quick
decision was expected given that delivery of the projects was expected by March
2024 and the need for a quick turnaround had been raised with the Regional Team
leading on the LUF · there were ongoing discussions with James Davies MP on the Vale of Clwyd bid to address some challenges provided in terms of allocating all projects into one bid and it was hoped that those would be addressed in time for a report to be submitted to Cabinet in December, and the intention ... view the full minutes text for item 7. |
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REGIONAL MEMORY ASSESSMENT SUPPORT SERVICE INVITATION TO TENDER (ITT) PDF 135 KB To consider a report by Councillor Bobby Feeley, Lead Member for Well-being and Independence (copy enclosed) seeking Cabinet approval for Denbighshire County Council to act as the Lead Commissioner on an Invitation to Tender for the Regional Memory Support Assessment Service. Additional documents:
Decision: RESOLVED that – (a) Denbighshire County Council act as the
Lead Commissioner for the Regional Memory Support Assessment Service Invitation
to Tender; (b) that the Invitation to Tender exercise is
led by the Denbighshire County Council procurement team in order to ensure due
process is followed which is appropriate to the level of the potential contract
value, and (c) Cabinet confirms it has read, understood
and taken account of the Well-being Impact Assessment (Appendix I to the
report) as part of its consideration. Minutes: Councillor
Bobby Feeley presented the report seeking Cabinet approval for Denbighshire
County Council (DCC) to act as the lead commissioner on behalf of the Regional
Collaboration Team [six local authorities and Betsi Cadwaladr University Health
Board (BCUHB) partners in North Wales] on an Invitation to Tender with a
potential contract value of up to £3.36m (over a potential 5-year period) for
the Regional Memory Support Assessment Service.
The funding would be used to support the implementation of the North
Wales Dementia Strategy. The
region had secured additional/new and recurring funding of £672k pa from Welsh
Government for developing an enhanced regional approach to supporting
individuals who had memory issues/concerns or dementia at the pre-assessment
and post-diagnosis stages. Details of
the regional integrated memory assessment pathway were provided to deliver a
regional service that would be easy to access, efficient, effective and
equitable for the population with dementia and their carers. The invitation to tender would identify
partners the project could work with to develop the necessary regional
provision and further detail of the tendering/commissioning process had been
included in the report. Given that DCC
was host authority for the regional collaboration service approval was sought
from Cabinet to enable them to act as lead commissioner on the tender for the
region. The
Head of Regional Collaboration added that all partners were keen to undertake a
joint commissioning exercise and there would be no additional costs or support
expected from DCC. In response to a
query from the Leader on the risk in section 10.2 of the report, it was
confirmed that whoever took the lead authority role was indemnified by each of
the partners in respect of the risk of legal challenge. RESOLVED that – (a) Denbighshire County Council act as the
Lead Commissioner for the Regional Memory Support Assessment Service Invitation
to Tender; (b) that the Invitation to Tender exercise is
led by the Denbighshire County Council procurement team in order to ensure due
process is followed which is appropriate to the level of the potential contract
value, and (c) Cabinet confirms it has read, understood
and taken account of the Well-being Impact Assessment (Appendix I to the
report) as part of its consideration. |
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TENDER OF NEW FLEET VEHICLES FOR THE NEW WASTE MODEL PDF 136 KB To consider a report by Councillor Brian Jones, Lead Member for Waste, Transport and the Environment (copy enclosed) seeking Cabinet approval to the proposed tendering exercise to procure a new vehicle fleet for the new waste model. Additional documents:
Decision: RESOLVED that Cabinet – (a) approve the proposed tendering exercise as
detailed in the report; (b) confirms it has read, understood and taken
account of the Well-being Impact Assessment (Appendix 1 to the report), Fleet
Commissioning Form (Appendix 2 to the report) and Timeline (Appendix 3 to the
report) as part of its consideration; (c) confirms that the decision be
implemented immediately in view of the need for the Invitation to Tender to
commence early December 2021 to ensure the goods are received in time for
launch of the new service model. This is
due to the current long lead time of these vehicles, and (d) notes a further report will be brought
back to Cabinet in January 2022 for approval of the subsequent Contract Award
following the tendering exercise, which will also confirm contract management
arrangements, tendered costs, and contract details. Minutes: Councillor
Brian Jones presented the report seeking Cabinet approval to the proposed
tendering exercise to identify a main contractor to deliver fleet vehicles to
support the Waste Model for household, trades and communal waste collections. The
proposed tendering exercise would help deliver the planned service change for a
new Waste Model and details of the tendering process had been included in the
report together with timescales and an estimated contract value for a diesel
fleet with the potential to consider up to 20% of electric vehicles subject to
funding from other sources to cover the cost difference between diesel and
electric vehicles – discussions were ongoing with the Welsh Government in that
regard. Given the tight timescales
involved to ensure the fleet was ready for the new service the tender needed to
be advertised as soon as possible and Cabinet had been asked that a decision to
approve the tendering exercise be implemented immediately. Cabinet’s
attention was drawn to the latest indicative costs for the fleet vehicles which
had been made available since publication of the report. The fleet budget was £2.554m and the updated
cost estimates suggested a pressure of £770k with the latest indicative costs
suggesting the fleet may cost up to £3.325m – the actual costs would not be
known until receipt of the tenders in January.
The pressure had been due to around a 25% increase in the price of
vehicles for reasons beyond the Council’s control. The pressure on fleet costs would be met from
the £2m risk and contingency sum within the overall waste project budget
although there would be other calls on that sum going forward with a pressure
expected when tendering for phase 2 of the depot construction due to the increasing
costs of materials. A tender cost for
that element was expected by spring 2022 and Cabinet would be updated at that
time on the latest position. Discussions
were also ongoing with the Welsh Government to explore options to access
additional funding to address those pressures.
At this stage Cabinet’s approval was sought to start the procurement
process to enable the fleet to be procured in time for the service change. Main
points of debate focused on the following – ·
in the event that the projected cost
estimates for the fleet were realised there would be no specific issue with
this particular contract award given that the £2m risk and contingency fund
could be used to meet that pressure – however if the entire projected amount
was required it would leave just over £1.2m remaining in the risk and
contingency fund for the overall project ·
given the potential for further cost
increases in other elements of the project there may become a point where
pressures exceeded the £2m risk and contingency fund – to mitigate against that outcome work was
ongoing to explore both external and internal funding solutions ·
it would be difficult to predict the
financial implications on other elements of the project given the uncertainties
around the potential for future cost increases ·
the Lead Member and officers confirmed that
they were comfortable with the overall position of the project and provided
assurances regarding the robust governance and monitoring arrangements in
overseeing the financial elements of the project and Cabinet would be updated
on any developments with further detail on the outcome of the tender for the
new fleet in January · the impact on the provision of electric vehicles as part of the new fleet was highlighted in light of the financial pressures and officers reiterated the Council’s commitment to electric vehicles if it remained a viable option with best ... view the full minutes text for item 9. |
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CORPORATE PLAN UPDATE, QUARTER 2, 2021 TO 2022 PDF 124 KB To consider a report by Councillor Julian Thompson-Hill, Lead Member for Finance, Performance and Strategic Assets (copy enclosed) on progress in delivery of the Corporate Plan in 2021 to 2022 as at the end of quarter 2 (July to September 2021). Additional documents: Decision: RESOLVED that Cabinet
notes the progress in delivering the Corporate Plan as at the end of quarter 2
of 2021/22 and confirms the content of the draft report. Minutes: Councillor
Julian Thompson-Hill presented the report updating Cabinet on progress in
delivery of the Corporate Plan in 2021 to 2022 as at the end of quarter 2 (July
to September 2021). The
Corporate Plan 2017 – 2022 set the strategic direction for the council and its
priorities and was now nearing the end of the five year period of the
plan. The vast majority of schemes had
been delivered or would be delivered although some had been unavoidably delayed
due to Covid-19. The Corporate Plan
Programme Board continued to monitor delivery of the plan and work was being
carried out in terms of determining lessons learnt and looking forward to
development of the next iteration of the Corporate Plan for the new
Council. The overall summary identified
two measures as priority for improvement as previously reported for Connected
Communities and Young People but projects had been assessed as good or above. The
Strategic Planning and Performance Team Leader added that the priority for
improvement measures mainly reflected areas outside of the Council’s control
and the projects more within the Council’s control had shown better
performance. Areas of weakness included
the SARTH figures (Housing) which remained high with the outcome of an
investigative report due at the end of the year, and progress with the travel
project (Connected Communities) had been slow likely due to the need for a
project management role. Whilst healthy
weight data for children in primary schools (Young People) had shown an
improvement it remained an area of concern with the school nutrition project
nearing its end in terms of funding, raising considerations as to what extent
the Council could influence/control the weight of young people. There were no concerns regarding the
Environment priority. With regard to the
corporate health outcome, the seven governance areas appeared healthy with few
concerns but sickness absence had increased slightly. The
Leader highlighted that the Corporate Plan had been deliberately ambitious and
the challenging areas mainly related to those priorities that were
predominantly outside the Council’s control.
He highlighted digital connectivity as a particularly challenging area
where the Council had sought to influence the pace of change and whilst some
progress had been made, it had not moved forward as hoped. It was noteworthy that some of the priorities
highlighted at the beginning of the current Council term were still relevant
and it was hoped that services would continue with those priorities going
forward and embed them into future service planning. RESOLVED that Cabinet
notes the progress in delivering the Corporate Plan as at the end of quarter 2
of 2021/22 and confirms the content of the draft report. |
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To consider a report by Councillor Julian Thompson-Hill, Lead Member for Finance, Performance and Strategic Assets (copy enclosed) detailing the latest financial position and progress against the agreed budget strategy. Additional documents:
Decision: RESOLVED that Cabinet – (a) note the budgets set for 2021/22 and
progress against the agreed budget strategy, and (b) approve the conversion of Llys Anwyl,
Rhyl into apartments for social rent (as detailed in Section 6.7 of the report
and Appendices 5 and 6 to the report). Minutes: Councillor Julian Thompson-Hill presented the
report detailing the latest financial position and progress against the agreed
budget strategy as outlined below – ·
the net
revenue budget for 2021/22 was £216.818m (£208.302m in 2020/21) ·
an overspend of £1.179m was forecast
for service and corporate budgets (£0.656m last month with the variance largely
due to an increase in the use of external contractors/increase in material
prices in Highways, Facilities and Environmental Services [£102k], and
financial implications of cost increases in school contracts in Planning and
Public Protection [£464k]) ·
detailed agreed savings and efficiencies worth £2.666m relating to fees
and charges, operational efficiencies, changes in service provision and schools ·
highlighted current risks and assumptions relating to individual
service areas, corporate budgets and schools together with the impact of
coronavirus and position on funding claims to the Welsh Government, and ·
a general
update on the Housing Revenue Account and Housing Capital Plan, Treasury
Management and Capital Plan with an update on major projects. Cabinet approval was also sought for the
conversion of Llys Anwyl, Rhyl into apartments for social rent as detailed
within the report and the Housing Development Manager provided further
background and an overview of the project. The Head of Finance and Property further
highlighted the reasons for the projected overspend on school transport
advising that an assessment would be carried out as part of the budget process
as to whether to include a pressure for that element going forward. In response to questions he also elaborated
upon the tightening of the criteria for financial assistance provided by Welsh
Government via the hardship fund and the implications of that would become
clearer as the results of subsequent claims were known, any issues identified
as part of that process would be reported back to Cabinet. With regard to the Rhyl Queens Market
Redevelopment the initial quote to deliver Phase 1 had been £1.4 over budget
and officers had been working closely with the contractors on the detailed
design options to reduce the costs to within budget or further invest for an
enhanced design. RESOLVED that Cabinet – (a) note the budgets set for 2021/22 and
progress against the agreed budget strategy, and (b) approve the conversion of Llys Anwyl,
Rhyl into apartments for social rent (as detailed in Section 6.7 of the report
and Appendices 5 and 6 to the report). |
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CABINET FORWARD WORK PROGRAMME PDF 292 KB To receive the enclosed Cabinet Forward Work Programme and note the contents.
Additional documents: Decision: RESOLVED that Cabinet’s
forward work programme be noted. Minutes: The Cabinet forward work programme was
presented for consideration and members noted the following additions for
December – ·
Gypsy and
Traveller Accommodation Assessment ·
Establishing
the North Wales Regional Corporate Joint Committee RESOLVED that Cabinet’s
forward work programme be noted. The
meeting concluded at 12.50 hrs. |