Agenda, decisions and draft minutes

There were no apologies.

There were no apologies.

Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting.

No declaration of personal or prejudicial interest had been raised.

No declaration of personal or prejudicial interest had been raised.

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.

No urgent matters had been raised.

No urgent matters had been raised.

To receive the minutes of the Cabinet meeting held on 29 April 2014 (copy enclosed).

RESOLVED that the minutes of the meeting held on 29 April 2014 be approved as a correct record and signed by the Leader.

The minutes of the Cabinet meeting held on 29 April 2014 were submitted.

RESOLVED that the minutes of the meeting held on 29 April 2014 be approved as a correct record and signed by the Leader.

To consider a report by Councillor Huw Jones, Lead Member for Leisure, Youth, Tourism and Rural Development (copy enclosed) presenting the proposed new Street Naming and Numbering Policy for approval together with a change in the delegated power for the function.

RESOLVED that Cabinet –

(a)       agree the proposed new Street Naming and Numbering Policy as detailed in Appendix 1 to the report subject to the following amendments -

-       paragraph 4.3, Section C be re-worded to clarify that the Council could not refuse a request to add a property name to an existing numbered property but would issue guidance as to the appropriateness of the property name in order to avoid conflict and causing offence

-       deletion of paragraph 1.9, Section B relating to the use of punctuation

-       inclusion of “Court” and “View” on the list of acceptable suffixes

-       that paragraph 1.6, Section B be amended with the additional words “unless a clear case is made as to the historical or cultural link of the individual to the land or locality”, and

(b)       note that the street naming and numbering function was managed by the Head of Business Improvement and Modernisation.

Councillor Huw Jones submitted a report (previously circulated) presenting the proposed new Street Naming and Numbering Policy for approval.

Members were advised that the existing 1997 policy had been updated and improved to provide greater clarity and a more robust set of procedures for dealing with street naming and numbering.  In view of concerns raised at the Bilingual Forum the policy included provision to rename streets with a single language name to a bilingual one, and all new street names would either be Welsh or bilingual.  A procedure had been drawn up for that purpose which involved wider consultation, and cost implications had been detailed within the report.

Cabinet welcomed the policy in providing clear guidance and procedures and was pleased to note the involvement of town/community councils and local residents within the process.  Officers responded to members’ questions regarding implementation of the policy, including practicalities and cost, and detailed the legalities surrounding the function.  Debate focused on the following –

·        the Head of Business Improvement and Modernisation highlighted a change to the policy in paragraph 4.3, Section C to clarify that the Council could not refuse a request to add a property name to an existing numbered property but would issue guidance on the appropriateness of the name to avoid conflict and offence

·        members were keen for developers to consult with communities and town/community councils on street name choices at an early stage within the process and officers confirmed that guidance in that regard could be issued to developers during the planning application stage or when planning permission was granted.  It was also agreed to circulate the policy to town/community councils to ensure street name suggestions were appropriate and acceptable

·        whilst accepting the reasons behind the proposal to prohibit the naming of streets after specific individuals, Cabinet felt there would be merit in doing so where there was a clear historical or cultural link between the individual and the area concerned

·        it was noted that guidance advised against the use of punctuation in street names but Cabinet felt they should not be advocating that practice and agreed that this reference within the policy be removed

·        in the absence of any justification that “Court” and “View” were unsuitable suffixes, it was agreed that they be included on the list of acceptable suffixes.

Councillor Arwel Roberts explained why he had raised the issue of street naming at the Bilingual Forum and thanked officers and Councillor Huw Jones for their work in producing a policy which supported the Welsh language and bilingualism.

RESOLVED that Cabinet –

(a)       agree the proposed new Street Naming and Numbering Policy as detailed in Appendix 1 to the report subject to the following amendments -

-       paragraph 4.3, Section C be re-worded to clarify that the Council could not refuse a request to add a property name to an existing numbered property but would issue guidance as to the appropriateness of the property name in order to avoid conflict and causing offence

-       deletion of paragraph 1.9, Section B relating to the use of punctuation

-       inclusion of “Court” and “View” on the list of acceptable suffixes

-       that paragraph 1.6, Section B be amended with the additional words “unless a clear case is made as to the historical or cultural link of the individual to the land or locality”, and

(b)       note that the street naming and numbering function was managed by the Head of Business Improvement and Modernisation.

To consider a report by Councillor Huw Jones, Lead Member for Leisure, Youth, Tourism and Rural Development (copy enclosed) outlining the proposal for the development of the Prestatyn Nova Centre and seeking approval of costs associated with developing the project to the detailed design stage.

RESOLVED that Cabinet approves the £108,864 in order to move the scheme to the detailed design stage.

Councillor Huw Jones presented the report outlining the proposal for the £3.66m development of the Prestatyn Nova Centre and sought approval of £108,864 costs to develop the project to the detailed design stage.

Councillor Jones reminded Cabinet of the background leading to the current proposal and drew attention to the feasibility study carried out by the Council’s development partners, Alliance Leisure Services and the mix of facilities being considered for the project.  Strategic Investment Group (SIG) had considered the feasibility study and business case and recommended that Cabinet approve funding to develop the next stage.  Prestatyn Town Council, Coastal Board and Prestatyn Member Area Group were also happy to support progression to the next stage.  It was hoped that formal detailed designs could be submitted in September.

SIG members Councillors Julian Thompson-Hill and Barbara Smith reported upon the thorough analysis of the business case and unanimous support for the scheme.  In order to maximise funding for the scheme it was likely that the cost of developing the detailed designs would be drawn from capital receipts.

Cabinet was pleased to support the plans to invest in the facility and develop the project to the next stage but sought assurances over the site’s resilience to flooding and that there was sufficient staffing resource to support such an ambitious project. Councillor Hugh Irving highlighted the importance of the Nova and the positive impact of the development on both the local economy and community wellbeing.  He asked that the designers consider how best to maximise the seafront views in the development.  Officers reported that measures to improve the facility’s resilience to flooding would be taken into account during the detailed design stage and the architects would be working to ensure that the facility mix made best use of the site to benefit both residents and visitors.  Assurances were also provided that the scheme was deliverable and resources would be made available from teams within the authority and additional officers could also be brought in if necessary.  Alliance Leisure Services would provide construction management and put their own resource on site to deliver the project.

Councillor Jason McLellan hoped for a more ambitious development to boost tourism for the area and asked that concept boards be erected detailing the development plans.  Officers highlighted areas within the business case regarding catchment areas and market segments and confirmed that once the plans had been approved concept boards would be erected.

RESOLVED that Cabinet approves the £108,864 in order to move the scheme to the detailed design stage.

To consider a report by Councillor Julian Thompson-Hill, Lead Member for Finance and Assets (copy enclosed) presenting the final business cases for the merger of Denbighshire and Flintshire Corporate Procurement Units as well as the Three Counties Procurement project for approval.

RESOLVED that –

(a)       Cabinet endorse the final business case for the merger of Flintshire and Denbighshire procurement teams into a single Corporate Procurement Unit hosted by Denbighshire;

(b)       the development and agreement of the Service Level Agreement for the joint Unit be delegated to appropriate officers (Head of Finance and Assets, Head of Legal and Democratic Services and Strategic Procurement Manager) in consultation with the Cabinet Member for Finance and Assets;

(c)        Cabinet endorse the final business case of the Three Counties Procurement Project, and

(d)       that a report be submitted to a relevant Scrutiny Committee or the Corporate Governance Committee on operation of the new arrangements after the first twelve months of implementation.

Councillor Julian Thompson-Hill presented the final businesses case for the merger of Denbighshire and Flintshire Corporate Procurement Units as well as the Three Counties Procurement project for approval.

The need for change in the way procurement and commissioning was carried out had been highlighted in the report together with background to the development of the business cases.  Councillor Thompson-Hill elaborated upon the material considerations and benefits of each project together with implementation of the collaborative arrangements.  Particular reference was made to the introduction of category management principles; the need for buy in by individual service areas, and the tension between obtaining best value and supporting local business.

The following matters were discussed –

·        the procurement process for street lighting was highlighted as an example of best practice and successful category management to be replicated in other procurement areas and assurances were provided that this model would not be affected by the changes

·        the risk of individual services failing to engage in the process was raised and officers confirmed that a culture change was required and explained how the project would be rolled out across the authority over a two year period

·        a key element in the Economic & Community Ambition Strategy focused on developing the local economy and whilst there was a need to balance best value and efficiency with supporting business, measures could be taken to make it easier for local business to compete in the market.

·        local spend and community benefits were an important consideration and the Leader hoped that this element could be expanded through the Economic & Community Ambition Board to provide a clearer understanding and process for engaging with the private sector on procurement issues

·        the complexities of the collaborative arrangements were recognised together with the potential impact of local government re-organisation and it was hoped that the Three Counties Procurement Project could expand to become a regional project across the six North Wales local authorities

·        officers responded to questions regarding cost implications associated with the Denbighshire/Flintshire merger including salary costs and staffing of the joint unit and reported that a £1m bid to the Regional Collaboration Fund to implement the changes had been successful.

Cabinet welcomed the collaborative projects as a means of improving the way procurement was carried out whilst delivering greater value for money with less cost.  Councillor Eryl Williams felt it would be beneficial for the projects to be monitored in approximately twelve months’ time to assess and ensure their effectiveness.

RESOLVED that –

(a)       Cabinet endorse the final business case for the merger of Flintshire and Denbighshire procurement teams into a single Corporate Procurement Unit hosted by Denbighshire;

(b)       the development and agreement of the Service Level Agreement for the joint Unit be delegated to appropriate officers (Head of Finance and Assets, Head of Legal and Democratic Services and Strategic Procurement Manager) in consultation with the Cabinet Member for Finance and Assets;

(c)        Cabinet endorse the final business case of the Three Counties Procurement Project, and

(d)       a report be submitted to a relevant Scrutiny Committee or the Corporate Governance Committee on operation of the new arrangements after the first twelve months of implementation.

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

RESOLVED that Cabinet note the budgets set for 2014/15 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.  He provided a summary of the Council’s financial position, particularly relating to –

·        the council’s net revenue budget –  £188m for 2014/15 (£192m in 2013/14)

·        individual service budgets and savings agreed for 2014/15

·        there being no variances at this early stage but it was currently projected that the Environment and Highways Service would face a number of pressures and risks in 2014/15 which required management action to contain within budget

·        a general update on Corporate budgets; Corporate Plan; Capital Plan and Housing Revenue Account.

Councillor Eryl Williams felt that references to the pressures on the winter maintenance budget were misleading after such a mild winter.  The Chief Executive agreed the comments had been unnecessary and although services were encouraged to highlight budget pressures at an early stage, he questioned whether they should be included within this report.  Councillor Bobby Feeley highlighted problems with the application of the school transport policy in particular areas and it was noted that the issue had been taken up by the Head of Customers & Education Support and would also be considered by the appropriate scrutiny committee.  It was confirmed that the school transport budget would be considered during the Members’ Budget Workshops.

RESOLVED that Cabinet note the budgets set for 2014/15 and progress against the agreed budget strategy.

To receive the enclosed Cabinet Forward Work Programme and note the contents.

RESOLVED that Cabinet’s Forward Work Programme be noted. 

Councillor Hugh Evans presented the Cabinet Forward Work Programme for consideration.  No amendments were reported.

RESOLVED that Cabinet’s Forward Work Programme be noted.

RESOLVED that under Section 100A of the Local Government Act 1972, the Press and Public be excluded from the meeting for the following items of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 14 of Part 4 of Schedule 12A of the Local Government Act 1972.

To consider a confidential report by Councillor Julian Thompson-Hill, Lead Member for Finance and Assets (copy enclosed) seeking approval to use Compulsory Purchase powers for the acquisition of land at 21 – 24 West Parade and Water Street, Rhyl.

RESOLVED that Cabinet approves the use of Compulsory Purchase powers for the acquisition of the freehold interest of the land as identified on the Plan at Appendix A to the report as Plot 5 pursuant to Section 226(1)(b) of the Town and Country Planning Act 1990.

Councillor Julian Thompson-Hill presented the confidential report seeking approval to use Compulsory Purchase powers for the acquisition of land at 21 – 24 West Parade and Water Street, Rhyl.

Cabinet was advised that the report was supplemental to previous reports considered by Cabinet on 24 April 2012 and 19 June 2012 to acquire possession of 25/26 West Parade and ancillary land, Rhyl.  Approval was sought to acquire an additional strip of unregistered ancillary land identified in Appendix A to the report.

RESOLVED that Cabinet approves the use of Compulsory Purchase powers for the acquisition of the freehold interest of the land as identified on the Plan at Appendix A to the report as Plot 5 pursuant to Section 226(1)(b) of the Town and Country Planning Act 1990.

The meeting concluded at 12.20 p.m.