Agenda, decisions and minutes

To receive any Declarations and advise Members accordingly.

The Chief Officer (Governance) advised that a personal interest would be recorded for all Members on item 7: Schedule of Remuneration for 2022/23, and on item 8: Amendments to Clwyd Pension Fund Constitution.

The Chief Officer (Governance) advised that a personal interest would be recorded for all Members on item 7: Schedule of Remuneration for 2022/23, and on item 8: Amendments to Clwyd Pension Fund Constitution.

To receive the communications as circulated.

The Chair referred to her communication which had been circulated prior to the meeting and listed the events she had attended between 27 July - 18 October 2022.

The Chair referred to her communication which had been circulated prior to the meeting and listed the events she had attended between 27 July - 18 October 2022.

This is an opportunity for Members of Council to submit petitions on behalf of people in their ward. Once received, petitions are passed to the appropriate Chief Officer for action and response.

None were received.

None were received.

That the Annual Performance Report 2021-22 be approved.  

The Chief Executive presented the Annual Performance Report for 2021/22.  He provided background information and advised that the Annual Performance Report reviewed progress against the Council’s Priorities as detailed in the Council Plan 2021/22 and supporting measures document (Part 2).

The Chief Executive drew attention to the performance indicator out-turns as detailed in section 1.04 of the report and explained that performance against the Council Plan measures was positive with 73% of the performance indicators meeting or exceeding target for the year, compared to 67% the previous year.  Referring to Regulation, Audit and Inspection activity the Chief Executive reported that the Auditor General had not made any statutory recommendations with which the Council must comply so far.

In moving the recommendation in the report Councillor Ian Roberts said it was important to note that the Council’s achievements within the Improvement Plan 2021/22 were gained as it had emerged from the impact of the Covid pandemic and the  implications of economic turmoil in world markets.  He reiterated that despite the challenges performance within services had been positive with 73% meeting or exceeding targets.  Councillor Roberts spoke of the “good” work which was delivered in local communities in Flintshire and said the Council would continue to strengthen and improve systems overall during the current financial year.  He applauded officers and staff for their work during recent unprecedented and difficult years. 

Councillor Ian Roberts was seconded by Councillor Billy Mullin.

Councillor Andrew Parkhurst raised concern that insufficient weight was given in the Annual Report to those areas which were known to need improvement and cited the Corporate Contact Centre and completion of action following Risk Management Assurance reviews as examples.  The Chief Executive acknowledged that some areas required further development and said he had given a commitment to follow through on progress and would continue to do so.

In response to the comments made by Councillor Parkhurst concerning the Corporate Contact Centre, the Chief Officer (Governance) provided background information and context to explain the reasons for performance.

Councillor Richard Jones expressed concern that 19% of performance measures had missed target by a significant margin and said this was the highest level in the last 5 years.   The Chief Executive explained why some of the measures had not achieved target and commented on the challenges presented by the UK economic situation, and changes to Welsh Government policy (citing delivery of the Quality Partnership as an example), which had impacted on performance measures.  In response to the further comments raised by Councillor Jones concerning the 11 performance measures referred to in the report which had significantly missed target it was agreed that this figure would be cross-checked against the portfolio improvement areas which were identified in the Annual Performance Report.

Councillor Sam Swash raised a point of accuracy on page 14 of the report and said the reference to social value and the target of £2854 was incorrect and should read £2,854,266 as stated on page 27.

RESOLVED:

That the Annual Performance Report 2021-22  ...  view the full minutes text for item 43.

That the Annual Treasury Management Report 2021/22 be approved.

The Corporate Finance Manager presented the Treasury Management Annual Report 2021/22.  He advised that as required by the Council’s Financial Procedure Rules, the Annual Report was reviewed by the Governance and Audit Committee on 27 July 2022 and Cabinet on 26 September 2022.  There had been no significant issues raised.  The Corporate Finance Manager reported on the main points as detailed in 1.05 – 1.09 of the covering report.

            In moving the recommendation in the report Councillor Paul Johnson thanked the Corporate Finance Manager and his team for their work on producing the Annual Report.  This was seconded by Councillor Ted Palmer.

RESOLVED:

That the Annual Treasury Management Report 2021/22 be approved.

That the completed Schedule of Remuneration for 2022/23 be approved for publication.

The Head of Democratic Services presented the report on the Schedule of Remuneration for 2022/23.  He advised that each year, the Council was required to produce a Schedule of Remuneration for elected and co-opted members. The Schedule was appended to the report and following approval would be published and sent to the Independent Remuneration Panel for Wales. 

The Head of Democratic Services drew attention to an amendment to be made to page 73 of the report and said that Councillor Alasdair Ibbotson had since been appointed as Chair of the Climate Change Committee and the appropriate remuneration would be added.

Councillor Bernie Attridge moved the recommendation in the report and this was seconded by Councillor Ian Roberts.

RESOLVED:

That the completed Schedule of Remuneration for 2022/23 be approved for publication.

That the changes outlined in the appendix to the Clwyd Pension Fund Constitution and the Pension Board Protocol be approved.

The Chief Officer (Governance) presented the report to review and update the Delegation Scheme for the Clwyd Pension Fund.  He provided background information and advised that the report outlined the proposed changes to the Constitution and the Pension Board’s Protocol to:

• reflect the proposal that the Head of Clwyd Pension Fund is the senior

officer with responsibility for operational delivery of the Pension Fund, rather

than the Chief Executive; and

• ensure that the Constitution is fully reflective of the status of pension fund

management as a non-executive function.

Other incidental changes were included in the Appendix.

Councillor Ted Palmer moved the recommendation in the report and this was seconded by Councillor Rob Davies.

RESOLVED:

That the changes outlined in the appendix to the Clwyd Pension Fund Constitution and the Pension Board Protocol be approved.

(a)       That the proposed amendments to the Terms of Reference for each of the Overview & Scrutiny Committees be approved: and

(b)       That the reference to Clwyd Pension Fund, under the heading Corporate Resources, be amended to read ‘as an employer/member of the Pension Fund’.

The Head of Democratic Services presented the report to seek approval to the proposed amendments to the Terms of Reference for each of the Overview & Scrutiny Committees.  He provided background information and said the proposed changes to the terms of reference were shown in appendix 2 of the report.

The Head of Democratic Services explained that the new proposed terms of reference were considered by each of the Overview & Scrutiny Committees at their meetings in July 2022, where specific changes were presented.  In response to questions around matters that fell within the remit of one or more Overview and Scrutiny Committee, Members were advised that the decision as to which Overview and Scrutiny Committee would consider it would be resolved by the Constitution & Democratic Services Committee, but that it would be possible for Members of both Committees to take part in consideration of a relevant report. Following consideration of the report each Overview & Scrutiny Committee supported the proposed amendments to its terms of reference.

Councillor Rob Davies moved the recommendation in the report and this was seconded by Councillor Bernie Attridge. 

Councillor Richard Jones referred to page 123 of the report and proposed that the reference to Clwyd Pension Fund, under the heading Corporate Resources, be amended to read ‘as an employer/member of the Pension Fund’ to give clarity around the Council’s role.  The amendment to the recommendation was agreed by Councillors Rob Davies and Bernie Attridge. 

RESOLVED:

a)         That the proposed amendments to the Terms of Reference for each of the Overview & Scrutiny Committees be approved: and

(b)       That the reference to Clwyd Pension Fund, under the heading Corporate Resources, be amended to read ‘as an employer/member of the Pension Fund’.

(a)       That candidates be thanked for their interest; and

(b)       That Councillor Ian Papworth be appointed as the Town and Community Council representative to the Standards Committee until the elections in May 2027.

The Chief Officer (Governance) presented the report.   He provided background information and advised thatall Councils had been asked whether they wished to nominate candidates.  Six were nominated and each prepared a pen portrait which was sent to all Town and Community Councils.  Councils were asked to select their 1^st preference candidate. The candidate with the most 1^st  preference votes would be chosen. In case this produced a tie they were also asked to nominate their 2^nd preference candidate, which could be used to choose between any candidates with an equal number of 1^st preference votes.  Councillor Ian Papworth, Trelawnyd and Gwaenysgor Community Council, had a clear majority of both 1^st and 2^nd preference votes.

Councillor Billy Mullin moved the recommendations in the report and this was seconded by Councillor Helen Brown.

RESOLVED:

(a)       That candidates be thanked for their interest; and

(b)       That Councillor Ian Papworth be appointed as the Town and Community Council representative to the Standards Committee until the elections in May 2027.

To note the answers to any questions submitted in accordance with County Council Standing Order No. 9.4(A):  none were received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

This item is to receive any Public Questions: none were received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

This item is to receive any Notices of Motion: none were received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

The Chief Officer (Governance) advised that none had been received by the deadline.

There were no members of the press in attendance.

There were no members of the press in attendance.

(The meeting started at 2.00 pm and ended at 2.45 pm)