Agenda, decisions and draft minutes

None received.

None received.

No Members declared any personal or prejudicial interests in any business identified to be considered at the meeting.

No Members declared any personal or prejudicial interests in any business identified to be considered at the meeting.

No items were raised 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.

No items were raised 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.

To receive the minutes of the Cabinet meeting held on the 19^th March, 2013 [copy enclosed]. 

The Minutes of the Cabinet meeting held on Tuesday, 19^th March, 2013 were submitted.  

RESOLVED:- that the Minutes of the meeting held on Tuesday, 19^th March, 2013 be approved as a correct record and signed by the Leader.

To consider a report by Councillor Julian Thompson-Hill, Lead Member for Finance and Assets (copy to follow) detailing the latest financial position and progress against the agreed budget strategy.

RESOLVED:- that Cabinet notes the progress against the agreed budget strategy.

Councillor J. Thompson Hill presented the report, circulated previously, which detailed the Council’s revenue budget and savings as agreed for 2012/13 as at the end of March 2013, and provided a summary update of the Capital Plan, Housing Revenue Account and Housing Capital Plan.

He explained that the latest revenue budget forecast had been presented as Appendix 1 and indicated an under spend across service and corporate budgets of £994k, £1.1m last month, which represented a variance of 0.86% across the total net budget. Approximately £849k had been committed to fund expenditure early in 2013/14 or had been proposed for use by services next year, with the available under spend being potentially only £111k.  The position for schools forecasts positive net movement on balances of £294k, £306k last month, on delegated budgets and £176k on non-delegated school budgets, £161k last month.  The movement on non-delegated budgets related to the number of CRB checks required during the year being fewer than planned.  The Housing Revenue Account summary had also been included in Appendix 1 for information, but this was not part of the Council’s main revenue budget.

The Council included a net saving target for the year of £3.443m in the 2012/13 budget and 99.3% of the savings had either been achieved or replaced amounting to £3.418m. The remaining £25k related to the printer rationalisation project which had been deferred to next year.  

The narrative supporting services forecasts in the last three finance reports had referred to several proposals to make contributions to reserves or to carry funding forward to 2013/14.  In many cases the timing of expenditure had been the issue.  The final outturn report to Council in June would formally approve transfers to or from reserves or balances, including carry-forwards.  Appendix 2 provided a summary of the items discussed in previous cabinet reports for information. 

Details of notable service variances had been included in the report and were summarised for Members, the key areas and issues included:-

Adult & Business Services - Outturn was currently break-even with any in year over-spend being funded from the Supporting People reserve.

Highways & Environment Services – Under spend had increased by £12k to £205k due a number of small increases in projected income levels.  The Highways and Infrastructure under spend had decreased by £116k to £58k with change details being included in the report.

The following responses were provided in reply to questions from the Leader:-

-               The increase in income levels had not resulted from an increase in charges but had been based on forecasts of income received.

-               As a result of the severe weather conditions experienced the Winter Maintenance budget would be utilised and this would be offset by the general maintenance budget.  Confirmation was provided that, in conjunction with neighbouring Authorities, a bid would be submitted for emergency funding.  Councillor D.I. Smith explained that all North Wales Authorities would be seeking financial support from Welsh Government to repair the damage caused to the road network by the severe weather conditions.  Councillor Smith agreed to convey the concerns expressed by Councillor Feeley regarding the standard of work undertaken by the jetpatcher.  The Chief Executive highlighted the importance of increasing the budget available for highway maintenance works. 

Councillor E.W. Williams referred to areas of the County, particularly rural areas, where the condition of the roads had deteriorated drastically as a result of the severe weather conditions.  He requested that the areas in question be noted and included in the highways forward work programme, and a copy of the programme be circulated to all Members.  Councillor D.I. Smith explained that  ...  view the full minutes text for item 5.

To consider a report by Councillor Hugh Evans (copy enclosed) on Denbighshire’s responses to the Welsh Government Consultations on the new European Funding Programmes for 2014-2020.

RESOLVED:- that Cabinet confirms it support for Denbighshire’s responses to the Welsh Government Consultations on European Structural Funds 2014–2020: West Wales & the Valleys; and the Common Agricultural Policy Reform Rural Development Plan 2014-2020: Next Steps.

Councillor Hugh Evans presented the report, circulated previously, which detailed the Denbighshire County Council responses to the Welsh Government Consultations on the new European Funding Programmes for 2014-2020.

It was explained that following a Workshop held on the 20^th March, 2013, consisting of key Denbighshire Officers and Members including members of the North Wales Economic Ambition Board, Rural Development Plan Partnership and Local Action Group, a draft response had been formulated to the Welsh Government Consultations on the new European Funding Programmes for 2014-2020.  Consideration had been afforded to the Corporate Priorities and other Welsh Government Regional Policies, and Cabinet had been requested to confirm support for these responses on behalf of the County Council.

In January, 2013 Welsh Government had launched parallel public consultations on both the Structural Funds and Rural Development Programmes for 2014-2020.  The consultation documents had contained a proposed programme strategy, investment priorities, cross-cutting themes, explored some of the key implementation and delivery issues and included the evidence base. The proposals for the new Structural Fund programmes had been developed with a focus on growth and jobs, which had been in line with Welsh Government policy, and the Europe 2020 goals of smart, sustainable and inclusive growth.

For the programming period 2014-2020 it was expected that West Wales and the Valleys would qualify as a “less developed region”: the highest level of support available under the next round of Structural Funds programmes.  The actual amount of EU funding that would become available during the next programming period was subject to the outcome of negotiations on the EU budget by the European Council and the European Parliament.  Responses to the consultation questions would play an important part in the preparation of the final text of the Operational Programmes, which WG would submit to the European Commission later in 2013.

Denbighshire had responded to the consultations in order to ensure that in addition to aligning with WG and EU policy the final Operational Programme documents enable them to deliver actions within Denbighshire’s Corporate Priorities.  Denbighshire’s responses would be included in a Regional response drafted on behalf of the North Wales Economic Ambition Board, and would also be submitted to the WLGA to form part of their all Wales response.  The Denbighshire Consultation responses had been attached to the report as annexes.

The report included details of how the decision would contribute to the Corporate Priorities, costs and their effect on other services, a completed Equality Impact Assessment and an outline of any risks and the actions implemented to reduce them.  It was explained that a Key Member and Officer Group had discussed the consultation responses outlined in the report and further consultation exercises would be undertaken as funding opportunities developed.

The Leader stressed the importance of the need to raise the profile of European Structure funds within the corporate context in order to support and progress the Council’s Corporate Plan.  The competition within the regions to secure funding was highlighted and he summarised the proposed themes identified by Welsh Government and the key issues incorporated in the response.

Councillor H.Ll. Jones referred to the problems experienced with regard to the classification of rural and urban areas and explained that Dyserth had now been classified as a rural area.  

In reply to a question from Councillor H.C. Irving regarding the provision of support for small businesses, particularly issues pertaining to match funding, the Corporate Director: Economic and Community Ambition (CD:ECA) referred to the work undertaken by the Task and Finish Group with regard to the development of the Community Ambitions Strategy, which highlighted  ...  view the full minutes text for item 6.

To consider a report by Councillor Hugh Evans (copy enclosed) on the progress of expanding Town Plans into broader Area Plans incorporating smaller and more rural communities across Denbighshire.

RESOLVED:- that Cabinet approves the process for expanding Town Plans into broader Town based Area Plans as set out in this report, including specifically the:-

·                     communities covered by each Plan, set out in Appendix 1

·                     consultation arrangements, set out in Appendix 2

·                     expectation that Area Plans are completed by September 2013

Councillor H.H. Evans presented the report, circulated previously, which sought approval for the process for expanding Town Plans into broader Area Plans incorporating smaller and more rural communities across Denbighshire.

He explained that during 2011/12, Denbighshire had developed and agreed Town Plans for the County’s seven principal towns, excluding Rhyl.  An exercise had been undertaken in Rhyl to develop the Rhyl Going Forward Delivery Plan.  The Town Plans had allowed community needs and priorities to be identified for each major settlement. However, they had not yet addressed the needs and priorities of smaller and more rural communities.  In January, 2013 Cabinet had agreed to expand Town Plans into broader Area Plans and the report detailed how this would be implemented.  The Town Plans for Corwen, Denbigh, Llangollen, Prestatyn, Rhuddlan, Ruthin and St Asaph had been approved by Cabinet between December, 2011 and March, 2012.

In January, 2013 Cabinet approved an initial allocation of funding for projects identified as Year 1 priorities in the Town Plans and agreed to expand the Town Plans into broader Area Plans.  The Town Plans Co-ordination Group had considered the appropriate process for expanding the existing Town Plans into broader Area Plans and had addressed three main questions:-

i)                         What was the appropriate ‘area’ for an Area Plan.

ii)                        How should the Area Plans be developed.

iii)                       What would the Area Plans look like

The Group had considered two options which included Plans covering Member Area Group (MAGs) areas, or areas incorporating the Towns and the communities which had a traditional or natural affinity to them.  As Area Plans were intended to enact the Council’s commitment to community based planning and its ambition to be Closer to the Community, Group Members concluded that the second option – Towns and their Associated Communities – was preferred.  The Group had considered that such Plans were more easily understood by residents and this approach would be in line with best practice in community led planning and economic development of market towns.

Appendix 1 set out the communities to be covered by each Plan and these had been discussed and agreed by the MAGs and were believed to represent the ‘best fit’ natural links between communities and towns.  The Town Plan Co-ordination Group decided that in total there should be 9 Plans, the existing 7 Town Plans, the Rhyl Going Forward Programme for Rhyl and a new Plan for Bodelwyddan, to be developed if the proposed Local Development Plan was approved.

The Town Plan Co-ordination Group had recognised that good local consultation must be at the foundation of the new Area Plans if they were to be truly community based and reflective of local needs and priorities.  To ensure consistency of approach, the Co-ordination Group had agreed a broad framework for consultation and this had been incorporated in Appendix 2.  In keeping with the Town & Community Councils Charter, proposals had been designed to ensure that Community Councils lead consultation and engagement at local level.

The Leader highlighted the importance of the role of the Champions and the Group had recommended that Town Plan Champions, supported by their Support Officers, draw up detailed consultation plans for the smaller and more rural communities to be incorporated into their Area Plan in line with the framework and the MAGs would be required to agree the local consultation arrangements.  A small number of Councillors would have communities within their wards incorporated in an Area Plan outside their MAGs and since MAGs would have an important role in the development of the new Area Plans, the Town Plan Co-ordination Group  ...  view the full minutes text for item 7.

To consider a report by Councillor Barbara Smith (copy enclosed) which presents a third quarter update on the delivery of the Corporate Plan 2012-17.

RESOLVED - that Cabinet receive the report and note Members comments regarding the performance related issues highlighted.

Councillor B.A. Smith presented the report, circulated previously, which provided a third quarter update, as at the end of December, 2012, on the delivery of the Corporate Plan 2012-17.

Regular reporting would be an essential monitoring requirement of the Corporate Plan to ensure that the Council exercises its duty to improve.  Councillor B.A. Smith introduced the report and provided a summary of the Appendix which detailed each outcome in the Corporate Plan which included:-

·                     Developing the local economy

·                    Improving performance in education and the quality of our school buildings

·                     Improving our roads

·                    Vulnerable people are protected and are able to live as independently as possible

·                     Clean and tidy streets

·                     Ensuring access to good quality housing

·                     Modernising the council to deliver efficiencies and improve services for our customers

The Corporate Improvement Team Manager (CITM) responded to questions from Members and referred to the colour coding status definition included on page 57.  Each indicator and performance measure had been given a status describing the current position and the colour provided a description of the status. 

It was explained that this was a five year Corporate Plan and that the status of individual indicators and performance measures were supported by data and based on evidence.  The following areas where further work might be required had been highlighted in the report:-

-               Work to formalise plans for dropped kerbs had not progresses and had been included in the Council’s Strategic Equality Plan and the Corporate Plan.  Councillor D.I. Smith agreed to pursue concerns raised by Councillor J.R. Bartley in respect of un-adopted roads and planning issues relating to the provision of dropped kerbs in the vicinity of developments for disabled persons.

-               The percentage of pupils leaving school without an approved qualification was a "priority for improvement" and required continued efforts to improve to an "acceptable" status.  The CITM confirmed that that there would be pupils leaving school without an approved qualification for reasons beyond the control of the Authority and he invited Members’ attention to paragraph 4.1.7 of the report.  He emphasised that it would be important to provide an assurance that every perceivable action had been taken to address this issue.  The CD:C explained that identification of the problems at an early stage would be essential and Councillor E.W. Williams felt the improvements achieved at Rhyl High School would have a positive impact on the figures produced.  Councillor Williams responded to concerns raised by Councillor P. Penlington explaining that issues regarding qualification levels would be considered at a Workshop to be held on the 21^st May, 2013.

-              Issuing of fixed penalty notices had exceeded expectation, but the issuing of notices for dog fouling had been highlighted as a “priority for improvement” with data indicating that only 2% of all fixed penalty noticed issued related to dog fouling.  In response to concerns raised by Councillor D. Simmons that the Rhyl area had been targeted, the CE explained that resources had focused on areas where anti-social problems had been identified.  He confirmed that he had no concerns regarding fixed penalty notices and that the performance framework had been good.  The North Wales Police had stated that they were pleased with the work undertaken and had expressed their support for the initiative introduced.  There had been a significant reduction in anti-social behaviour and a general improvement in the environment, which emphasised the significance and importance of the project.

-               The percentage of initial core group meetings held within 10 days of the initial child protection conference, which was important as it highlighted the safeguarding of children through timeliness of core group meetings,  ...  view the full minutes text for item 8.

Members agreed that the following amendments to the Forward Work Programme with regard to future scheduled business items:-

-               Adoption of the LDP Steering Group to be rescheduled from May, 2013 to July, 2013.

-               The report on Outsourcing ICT Services to Schools be presented to Cabinet in June, 2013 and not in July, 2013.

-               A report on Regional Passenger Transport be included in the Forward Work Programme for May, 2013.

-                A report on the Response to the Consultation on Town and Area Plans be included in the Forward Work Programme for September, 2013.

RESOLVED – that, subject to the above, Cabinet receive the Forward Work Programme.

Councillor H.H. Evans presented the Cabinet Forward Work Programme, circulated with the papers for the meeting.

Members agreed that the following amendments to the Forward Work Programme with regard to future scheduled business items:-

-               Adoption of the LDP Steering Group to be rescheduled from May, 2013 to July, 2013.

-               The report on Outsourcing ICT Services to Schools be presented to Cabinet in June, 2013 and not in July, 2013.

-               A report on Regional Passenger Transport be included in the Forward Work Programme for May, 2013.

-                A report on the Response to the Consultation on Town and Area Plans be included in the Forward Work Programme for September, 2013.

RESOLVED – that, subject to the above, Cabinet receive the Forward Work Programme.

The meeting concluded at 11.50 a.m.