Agenda, decisions and draft minutes

Due to the current restrictions on travel and requirement for social distancing as a result of the coronavirus pandemic the meeting was held remotely by video conference and was not open to the general public.  All members had been given the opportunity to attend as observers and the Local Democracy Reporter had also been invited to observe.

There were no apologies.

No declarations of interest had been raised.

No declarations of interest had been raised.

No urgent matters had been raised.

No urgent matters had been raised.

To receive the minutes of the Cabinet meeting held on 20 October 2020 (copy enclosed). 

Vote taken: 8 in favour, 0 against, 0 abstentions

RESOLVED that the minutes of the meeting held on 20 October 2020 be received and confirmed as a correct record.

The minutes of the Cabinet meeting held on 20 October 2020 were submitted.

RESOLVED that the minutes of the meeting held on 20 October 2020 be received and confirmed as a correct record.

To consider a report by Councillor Hugh Evans, Leader and Lead Member for the Economy and Corporate Governance (copy enclosed) seeking Cabinet’s endorsement of the key documents required to reach the Final Deal Agreement for the North Wales Growth Deal for submission to Council for formal approval.

Vote taken: 8 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet –

(a)       formally endorses and recommends that the Council approves the Overarching Business Plan as the document that sets out the arrangements to deliver the North Wales Growth Deal as the basis for entering into the Final Deal Agreement and acceptance of the Grant Funding Letter with the UK and Welsh Governments;

(b)       formally endorses the provisions in Governance Agreement 2 relating to executive functions, recommends that Council approves the provisions relating to non-executive functions, and that it specifically adopts the delegations and Terms of Reference in “Governance Agreement 2: Appendix 1” thereof as the basis for completing the Final Deal Agreement and acceptance of the Grant Funding Letter with the UK and Welsh Governments;

(c)        formally endorses and recommends that the Council authorise the accountable body, Gwynedd Council, to sign the Grant Funding Offer letter on behalf of the Partners;

(d)       formally endorses and recommends that the Council recommend approval of the method used to calculate the cost of borrowing notionally required to facilitate the negative cash flow for the Growth Deal, and to include a provision within the Council’s budget to pay this contribution and the established core and supplementary contributions as set out in Governance Agreement 2 (and in paragraphs 5.5 – 5.7 of the template report attached as part of Appendix 1);

(e)       that the Chief Executive in consultation with the Leader, Monitoring Officer and Section 151 Officer be granted delegated authority to agree minor changes to the documents with the Partners as necessary to complete the agreement, and

(f)         that Cabinet confirms that it has read, understood and taken account of the contents of the Denbighshire County Council Well-being Impact Assessment attached as Appendix 2 to the report as part of its consideration.

Councillor Hugh Evans, Leader and Lead Member for Economy and Corporate Governance presented the report seeking Cabinet’s endorsement of the key documents required to reach the Final Deal Agreement for the North Wales Growth Deal for submission to Council for formal approval.

The report included some background regarding previous approvals of all partners leading up to the current position.  The North Wales Economic Ambition Board (NWEAB) were committed to achieving Final Deal Agreement with the UK and Welsh Governments by the end of 2020 and the relevant documentation was currently going through the democratic processes of each of the local authorities.  Cabinet and Council, along with all partners, had been asked to approve the various documents which would enable the Final Growth Deal to be concluded.

The Leader reiterated the aim of the Growth Deal to build a more sustainable and resilient economy in North Wales in partnership with public and private sectors, supported by £240m funding from the UK and Welsh Governments over the next 15 years.  The Growth Deal aimed to deliver investment of up to £1.1bn in the North Wales economy to create 3,400 – 4,200 new jobs and generate £2 – £2.4bn in net additional GVA by 2036.  The Leader delivered a joint presentation with the Corporate Director: Economy and Public Realm; Head of Legal HR and Democratic Services and Head of Finance covering the following areas of the Growth Deal –

·         the Growth Vision and Growth Deal Portfolio of investment together with direct benefits to the region including economic prosperity; creation of better quality jobs and a more skilled workforce, and improvements in living standards

·         the portfolio of programmes which related to (1) Low Carbon Energy; (2) Digital; (3) Innovation in High Value Manufacturing; (4) Agrifood and Tourism, and (5) Land and Property together with programmes not directly funded but supported in relation to Skills and Employment and Transport

·         illustrated the geographical spread of the fourteen projects identified with each project delivering widespread benefits across the region ensuring a step change

·         elaborated on the specific projects identified in Denbighshire which related to (1) St. Asaph Business Park; (2) Former North Wales Hospital Site Denbigh; (3) Llysfasi Carbon Neutral Farm Project, and (4) Bodelwyddan Key Strategic Site

·         detailed the legalities of the Final Growth Deal Agreement between the NWEAB and UK and Welsh Governments for delivery of the Deal which would be signed on the basis of the portfolio business case and five programme business cases

·         highlighted the financial considerations including the cost of the programme and how it would be funded including partner contributions over the 15 year term together with the annual partner contributions and the methodology behind the calculations which for Denbighshire equated to a range of between £64k - £90k

·         reported upon the Governance Agreement 2 to take the partnership into the implementation stage of the Growth Deal, continuing the governance model adopted in Governance Agreement 1 and defining the relationship between the Board and its partner organisations, the limits of delegation and accountability.

The detail of the Growth Deal had been widely scrutinised and had more recently been subject to a Members Workshop.  Councillor Jeanette Chamberlain-Jones, Chair of Partnerships Scrutiny Committee had been unable to attend Cabinet and requested the Leader read out her statement on scrutiny’s findings following consideration of the Growth Deal on 5 November.  In brief the Scrutiny Committee –

·         acknowledged that while projects would be located in various areas across the region they would all, to  a greater or lesser extent, benefit the entire region

·         agreed it was extremely important that the Deal moved forward to secure  ...  view the full minutes text for item 5.

To consider a report by Councillor Bobby Feeley, Lead Member for Well-being and Independence (copy enclosed) seeking Cabinet approval to release the previously agreed £5m capital funding to contribute to the building of phase 2 Llys Awelon Extra Care Housing in partnership with Grwp Cynefin.

Vote taken: 8 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet –

(a)       confirms it has read, understood and taken account of the Well-being Impact Assessment (Appendix 2 to the report) as part of its consideration, and

(b)       approves the release of the previously agreed £5m capital funding to contribute to the building of phase 2 Llys Awelon Extra Care Housing.

Councillor Bobby Feeley presented the report seeking approval to release the previously agreed £5m capital funding to contribute to the building of phase 2 Llys Awelon Extra Care Housing in partnership with Grwp Cynefin.

In 2010 the Council had jointly commissioned a 21 Unit Extra Care facility with Grwp Cynefin which adjoined Awelon Care Home.  The Care Home and Canolfan Awelon had closed in 2020 in preparation for the second phase of the scheme consisting of 35 additional units.  The existing lease for phase 1 of the development would be terminated and a new long term lease would be issued to Grwp Cynefin for the whole site.  The development would be taking an environmentally sustainable approach with a view to achieving a BREEM Excellence rating.  The project would generate savings in the community care budgets and details of the cost benefit of the £5m investment had been included as an appendix to the report.

Councillor Bobby Feeley explained the delay in progressing the project due to Covid-19 and was pleased to now be in a position to proceed with the development.  Councillor Emrys Wynne asked that the reference within the Well-being Impact Assessment (WIA) to Welsh first language be removed given that Grwp Cynefin operated through the medium of Welsh and were fully bilingual.  In response to that request and other comments the Lead Member and Head of Community Support Services agreed to change the Welsh Language reference in the WIA as requested; confirmed the food and mealtime arrangements for residents, and noted that whilst there were plans to relocate the clinic on Mount Road there was another larger surgery close by and the town had excellent health care facilities.

RESOLVED that Cabinet –

(a)       confirms it has read, understood and taken account of the Well-being Impact Assessment (Appendix 2 to the report) as part of its consideration, and

(b)       approves the release of the previously agreed £5m capital funding to contribute to the building of phase 2 Llys Awelon Extra Care Housing.

To consider a joint report by Councillors Tony Thomas, Lead Member for Housing and Communities and Bobby Feeley, Lead Member for Well-being and Independence (copy enclosed) presenting the draft revised Housing and Homelessness Strategy for Cabinet’s consideration prior to submission to full Council for approval.

Vote taken: 8 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet recommends the draft Housing and Homelessness Strategy to Council for approval.

Councillors Tony Thomas and Bobby Feeley presented the joint report and draft revised Housing and Homelessness Strategy for Cabinet’s consideration prior to submission to full Council for approval.

The Housing Strategy was being reviewed and revised to form a new Housing and Homelessness Strategy for the county and would provide a clear statement of the council’s vision and aims for the next five years.  Ensuring everyone was supported to live in homes that met their needs was a key corporate priority and the revised Strategy would provide a framework for all relevant council functions to successfully address the priority.  It was proposed to retain the 5 key themes within the current Housing Strategy with the addition of a separate theme ‘Preventing and addressing Homelessness’.  The draft Strategy included a new action plan structured around the 6 key themes and set out the actions required to deliver the desired outcomes.

Councillor Feeley welcomed the link made between housing and homelessness in the draft Strategy and the approach taken to future working; she also thanked the officers for their hard work in bringing the document together.  The Leader also supported the approach taken and queried how that work would link with the Local Development Plan (LDP).  Councillor Mark Young responded that the LDP sat alongside the Strategy and they would inform each other.  He also reported upon his attendance at meetings of the Strategic Housing and Homelessness Group and positive discussions in that regard.  In terms of next steps data evidence would be considered by the Strategic Planning Group (SPG) early in the New Year which would help inform the housing allocations moving forward in the LDP.  In terms of the draft Strategy the Strategic Planning and Housing Manager highlighted the significant consultation carried out which had informed that document.  If approved by Council in December, delivery of the Strategy and action plan would be overseen and monitored by the Strategic Housing and Homelessness Group and regular reports would be submitted to scrutiny.

Councillor Meirick Davies felt that the Strategy should reflect the council’s future aspirations such as increasing the current 10% stipulation for affordable housing.  Officers confirmed that the action plan referred to increasing the supply of affordable homes and the current approach and thresholds in LDP policies would be reviewed as part of the emerging LDP work.  The 10% requirement referred to market housing schemes but there was a range of ways which contributed to affordable housing with the majority of affordable housing delivered via registered social landlords and housing associations.  The overall percentage of affordable homes delivered from houses built in 2019/20 was 57%.  The requirement for affordable homes delivered on private sector housing schemes had to be based on viability and be taken into account alongside other criteria and planning gain such as ecology or education contributions.  Councillor Mark Young reiterated the role of the SPG in scrutinising the relevant data in order to agree a deliverable figure for affordable housing in the private sector as part of the new LDP.

RESOLVED that Cabinet recommends the draft Housing and Homelessness Strategy to Council for approval.

[At this point (11.45 am) the meeting adjourned for a ten minute refreshment break]

To consider a report by Councillor Tony Thomas, Lead Member for Housing and Communities (copy enclosed) seeking Cabinet’s support for a proposed new purpose built Passivhaus Archive building in Mold to house the newly formed Denbighshire and Flintshire Joint Archive Service and associated grant funding and match funding requirements.

Vote taken: 7 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet –

(a)       agrees to the Joint Archive Service submitting a bid to the next stage (Round 1) of the NLHF Heritage Horizon Fund;

(b)       notes the potential call on £2,034,521 of Council funds in order to deliver the new archive centre.  This is subject to the bid being successful at the Round 1 stage of the NLHF grant application process and receipt of a form offer of funds, and

(c)        endorses the approach to Ruthin Gaol and the planned expansion of the heritage attraction, as outline in section 4.8 of the report.

[The Leader had to leave part way through this item and the Deputy Leader, Councillor Julian Thompson-Hill took the Chair for the remainder of the meeting.]

Councillor Tony Thomas presented the report seeking Cabinet’s support for a proposed new purpose built Passivhaus Archive building in Mold to house the newly formed Denbighshire and Flintshire Joint Archive Service and associated grant funding and match funding requirements.

The joint archive service had been formed to enable both councils to meet their legislative responsibilities with regard to documents of historical importance and create a more sustainable and improved service.  The joint service currently operated over two sites in Hawarden and Ruthin (Gaol).  An NLHF Heritage Grant Horizons bid had been developed to fund a new purpose built building in Mold and an associated 3-year activity plan.  The site had been selected from a site feasibility study conducted by an independent consultant.  The report made the case for the new build; detailed the financial considerations, and proposals for Ruthin Gaol.

Councillor Thomas highlighted the council’s statutory responsibilities to safeguard its historical items and the current difficulties faced in that regard given capacity issues, the state of the current facilities and the substantial investment required going forward.  The proposals would still allow for an archive presence in Ruthin with remote access provision from all libraries which would strengthen the position and provide ease of access to all residents.  There was also a commitment to improving the heritage offer at Ruthin Gaol (using the space vacated by the archive service) with a view to doubling the current 12000 visitors to the site.  There had been positive indications regarding the bid to the NLHF Heritage Horizon Fund but no guarantee of final success.  If successful a new purpose built facility could be delivered to house the joint archive service which would benefit all communities and a full commitment given to enhancing provision at the Gaol.

Cabinet debated the merits of the recommendations at length.  There had initially been some reluctance and reservations regarding the proposals for the service when they were first put forward but they had largely been addressed and overall Cabinet was supportive of the recommendations, particularly having considered the challenges faced in terms of preservation and storage of historical documents and artefacts together with the detrimental impact on service provision and significant additional cost implications if the recommendations were not pursued.  Whilst there had been some reluctance about losing the facility at Ruthin Gaol and moving outside of the county Cabinet also considered the sharing of services to be the right one in terms of sustainability and modernisation opportunities to ensure legislative duties were met and to preserve the local history and heritage of the area.  It was also noted that the proposal would provide a wider access to information within Denbighshire through the library service together with a part time presence in Ruthin Gaol and greater access for schools which should encourage a wider audience.  Cabinet was also pleased to note the planned enhancement and expansion of Ruthin Gaol as a consequence which would also benefit the county.

The Business Information and Team Manager responded to questions raised by Councillor Mark Young as follows –

·         whilst resources had been concentrated on the bid application it was agreed that a contingency plan was required in the event the bid was unsuccessful and work in that regard would begin shortly

·         the Business Improvement and Modernisation Service would be building a £65k reserve as a one off cost in line with the indicative costs provided in order to progress the proposed plans for expanding the heritage  ...  view the full minutes text for item 8.

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.

Vote taken: 7 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet note the budgets set for 2020/21 and progress against the agreed budget strategy.

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 2020/21 was £208.302m (£198.538m in 2019/20)

·        an overspend of £5.492m was forecast for service and corporate budgets (the overspend did not assume receipt of further ‘income loss’ grants or claims)

·        highlighted current risks and assumptions relating to individual service areas together with the financial impact of coronavirus and Leisure ADM budgets

·        detailed required savings and efficiencies of £4.448m agreed including corporate savings relating to triennial actuarial review of Clwyd Pension Fund (£2m); 1% schools savings (£0.692m); service savings (£1.756m)

·        provided a general update on the Capital Plan, Housing Revenue Account and Housing Capital Plan.

Councillor Thompson-Hill elaborated upon the latest financial position in detail, particularly with regard to the financial impact of Covid-19 including grant funding secured to date and the position on claims for the council.  He also highlighted risks around Council Tax Yield and the Council Tax Reduction Scheme (CTRS).  The Welsh Government (WG) had recently announced a small element of additional funding across Wales for the CTRS.  The Head of Finance added that there was a projected reduction of 1.5% in the Council Tax Yield and the WG had agreed to look into the possibility of funding provision in that regard.  The risks around social care budgets, school transport and waste services were also highlighted.

The following issues were raised during the ensuing debate –

·        Councillor Brian Jones was keen to ensure that all were aware of the work of the council in maximising funding opportunities to reduce the projected overspend and mitigate the impact of Covid-19 on the authority’s finances.  The Lead Member for Finance confirmed WG funding announced earlier in the year had included additional funding for loss of income for the remainder of the financial year.  Most of the Quarter 1 claim had been met and the Quarter 2 claim was currently being evaluated.  Claims would also be made for Quarters 3 and 4 at the appropriate time and the authority would continue to claim from any funding streams available to them in order to maximise income

·        Councillor Mark Young was sympathetic to those facing financial difficulties and questioned the approach taken in the recovery of Council Tax.  Assurances were provided that the council had a balanced view with a sensitive and flexible approach taking into account individual circumstances.  Whilst little recovery action had been taken during the first six months the council was now engaging with residents and working with Citizens Advice Denbighshire to target help where needed but also to ensure recovery of arrears where appropriate.  There was an expectation from Welsh Government to undertake that recovery work

·        in response to questions from Councillor Meirick Davies it was confirmed that the old school sites in Clocaenog and Cyffylliog were owned by the council and future use of the sites were currently being considered in accordance with the council’s disposals policy.  With regard to Ysgol Llanbedr the basic principle of the land exchange had been agreed as part of the original proposal in order to deliver the new school and an update was provided on discussions for the future use of the former school site, again in line with the council’s disposals policy.

RESOLVED that Cabinet note the budgets set for 2020/21 and progress against the agreed budget strategy.

Vote taken: 7 in favour, 0 against, 0 abstentions

RESOLVED that Cabinet’s forward work programme be noted.

The Cabinet forward work programme was presented for consideration and members noted the following amendments –

·         Contract Procedure Rules – moved from December to February

·         Final Budget Proposals 2021/22 – January

·         Welsh Government Covid Homelessness Grant – to be confirmed

RESOLVED that Cabinet’s forward work programme be noted.

The meeting concluded at 13.00 hrs.