Agenda and minutes

Apologies for absence were received from Councillors J C Bayliss, J E Burtonshaw, A M Day, L James, Y V Jardine, S M Jones, E T Kirchner, H M Morris, C Richards, P B Smith D G Sullivan, G J Tanner, C M R W D Thomas and M Thomas.

The Head of Legal, Democratic Services and Procurement gave advice regarding the potential personal and prejudicial interests that Councillors and / Officers may have on the agenda.

The Head of Democratic Services reminded Councillors and Officers that the “Disclosures of Personal and Prejudicial Interests” sheet should only be completed if the Councillor / Officer actually had an interest to declare. Nil returns were not required.  Councillors and Officers were also informed that any declarable interest must be made orally and in writing on the sheet.

In accordance with the provisions of the Code of Conduct adopted by the City and County of Swansea the following interests were declared:

Councillors:

1)       Councillors P Downing, J A Hale, C E Lloyd and L G Thomas declared a Personal Interest in Minute 67 “Standards Committee Annual Report 2014-2015”;

2)       Councillors A C S Colburn, D W Cole, A M Cook, M H Jones, P Lloyd, C L Philpott, I M Richard, D W W Thomas and T M White declared a Personal Interest in Minute 68 “Swansea Local Development Plan (LDP) Proposed Housing and Strategic Site Allocations”;

3)       Councillors P R Hood-Williams and K E Marsh declared a Personal Interest in Minute 72 “Sustainable Development Report 2014-2015”.

Officers

1)       The Head of Democratic Services, Huw Evans declared an Interest in Minute 68 “Swansea Local Development Plan (LDP) Proposed Housing and Strategic Site Allocations” and withdrew from the meeting prior to its consideration.

To approve and sign as a correct record the minutes of the Ordinary meeting of Council held on 27 August 2015.

RESOLVED that the following Minutes be approved and signed as a correct record:

1)       Ordinary Meeting of Council held on 27 August 2015.

1)       Condolences

a)       Former Councillor Beryl Edwards

The Presiding Member referred with sadness to the recent death of former Councillor Beryl Edwards.  Former Councillor Edwards was a member of the West Glamorgan County Council representing the Townhill Electoral Ward.

All present stood as a mark of respect and sympathy.

1)       City Centre Regeneration Sites - Bidder Submissions

The Leader of the Council stated that 5 bids had been received in relation to the St Davids and Civic Centre sites.  He stated that the submissions would be analysed over the coming weeks and it was hoped that a developer or developers would be appointed before Christmas 2015.

2)       Welcome to Councillors R A Clay and A S Lewis

The Leader of the Council welcomed Councillors R A Clay and A S Lewis to their first Council meetings following their appointments as Chair of the Communities Cabinet Advisory Committee and Next Generation Services Cabinet Member respectively.

3)       Syrian Refugee Crisis

The Leader of the Largest Opposition Political Group asked the Leader of the Council whether the City and County of Swansea had any plans to assist with the Syrian Refugee Crisis.

The Leader of the Council stated that the Deputy Leader of the Council had done much work with regard to enabling the Authority to assist with the Syrian Refugee Crisis.  He assured the Leader of the Largest Opposition Political Group that the Authority would be assisting to address the crisis.

Questions must relate to matters on the open part of the Agenda of the meeting and will be dealt within a 10 minute period.

A number of questions were asked by members of the public.  The relevant Cabinet Member responded.  Those questions not requiring a written response are listed below:

1)       A question was asked in relation to Minute 68 “Swansea Local Development Plan (LDP) Proposed Housing and Strategic Site Allocations”.  The question was specifically relating to Pontarddulais and was therefore ruled out of order by the Chair of Council on the basis that it had been made clear by the Monitoring Officer that it was not appropriate to discuss individual sites;

2)       A question was asked in relation to Minute 68 “Swansea Local Development Plan (LDP) Proposed Housing and Strategic Site Allocations”.  The question was specifically relating to the process to be followed and the questioner urged that the Authority take heed of the professional advice being offered.

Those questions requiring a written response are listed below:

None.

Pamela Morgan and Jane Terrett gave a presentation on the work of ‘Friends of the City of Swansea Botanical Complex’.  They outlined their ambitious project to create a contemporary wildflower garden within Singleton Park.  Further information may be found at www.botanicsswansea.co.uk

Councillor M C Child, Wellbeing and Healthy City a Cabinet Member gave thanks for the presentation.

The Chair of the Standards Committee, Meirion Howells presented the Standards Committee Annual Report 2014-2015 for information.  The report set out the work of the Standards Committee and Community / Town Councils Standards Sub Committee from June 2014 to May 2015.

The Enterprise Development and Regeneration Cabinet Member submitted a report which sought to endorse the housing and strategic sites recommended for inclusion in the Deposit Local Development Plan (LDP) and the next stages of the LDP Process.

RESOLVED that:

1)       The findings of Planning Committee in relation to proposed LDP housing and strategic site allocations be accepted, and that the recommended sites be incorporated within the Deposit LDP to be reported to Councillors for approval in due course;

2)       A revised LDP Delivery Agreement be prepared and agreed with the Welsh Government to confirm the timetable for delivery of the Deposit LDP and subsequent stages leading up to adoption of the Plan;

3)       The Planning Authority seek to address the current housing land supply shortfall through continued negotiations with site promoters for the preparation and submission of appropriate planning applications for residential development, either on sites within settlement boundaries or on recommended Deposit LDP strategic sites.

The Section 151 Officer submitted a report which sought to inform Council of the decision by Cabinet on 20 August 2015.  The decision being to agree a reclassification of Revenue Reserves of the Council following a review by the Section 151 Officer of existing and future risk.

RESOLVED that:

1)       The comments made in the report and the decision of Cabinet on 20 August 2015 to approve the reclassification of Revenue Reserves as detailed in Section 3.12 of this report be noted.

Note: Councillor M H Jones asked for further information relating to the categories of reserves referred to in paragraph 2.1 of the report.

The Section 151 Officer stated that a written response would be provided.

The Section 151 Officer submitted a report which detailed the timescale involved in the completion and audit of the Council’s Statement of Accounts for 2014-2015. He advised that in accordance with the requirements of the Accounts and Audit (Wales) (Amendment) Regulations 2010, the Council had to approve the Statement of Accounts 2014-2015 on or before 30 September 2015.

RESOLVED that the 2014-2015 Statement of Accounts be approved.

The Section 151 Officer submitted an information report which detailed the Council’s Treasury Management activities during 2014-2015 and compared actual performance against the strategy laid down at the start of the year.

The Transformation and Performance Cabinet Member submitted a report which presented a draft of the Sustainable Development Report for discussion.

RESOLVED that:

1)       A final version of the Sustainable Development Report be published online alongside the accounts (timings prevent inclusion as an unassured appendix in the annex of the Annual Statement of Accounts this year);

2)       The Council integrate the sustainable development principle within its corporate planning, finance and performance framework in accordance with the emerging requirements of the Well-being of Future Generation (Wales) Act.

Note: Councillor C A Holley asked why there was a drop in the use of the Park and Ride sites.

The Enterprise, Development and Regeneration Cabinet Member stated that a written response would be provided.

The Transformation and Performance Cabinet Member submitted a report which sought approval of the nominations / amendment to the membership of Committees.

RESOLVED that the membership of the Council Bodies listed below be amended as follows:

1)       Chief Executive’s Appraisal and Remuneration Committee

Remove Councillor M Thomas.

Add Councillor A S Lewis.

2)       Communities Cabinet Advisory Committee

Remove Councillor A S Lewis.

Add Councillor N J Davies.

3)       Corporate Services Cabinet Advisory Committee

Remove Councillors E J King and G Owens.

Add Councillors A J Jones and D J Lewis.

4)       Development Cabinet Advisory Committee

Remove Councillors R V Smith and M Thomas.

Add Councillors C Anderson and C Thomas.

5)       Education and Young People Cabinet Advisory Committee

Remove Councillor A J Jones.

Add Councillor F M Gordon.

6)       Prevention and Social Care Reform Cabinet Advisory Committee

Remove Councillors C Anderson and N J Davies.

Add Councillors J P Curtice and E J King.

The Presiding Member, Monitoring Officer and Head of Democratic Services jointly submitted a report which sought to make amendments in order to simplify, improve and / or add to the Council Constitution in relation to the following area(s):

1)       Part 3 – Scheme of Delegation.

RESOLVED that the changes to the Council Constitution as outlined in Paragraph 4 of the report together with any further consequential changes be adopted.

1)       Part A ‘Supplementary Questions’

Six (6) Part A ‘Supplementary Questions’ were submitted.  The relevant Cabinet Member(s) responded by way of written answers contained in the Council Summons.

The following question(s) required a written response:

a)       Question 2. Councillor C A Holley asked for a timescale as to when the community assets would be transferred.

The Wellbeing and Healthy City Cabinet Member stated that a written response would be provided.

2)       Part B ‘Questions not requiring Supplementary Questions’

No Part B ‘Questions not requiring Supplementary Questions’ were submitted.

The Head of Legal, Democratic Services and Procurement submitted an information report setting out the written responses to questions asked at the last Ordinary Meeting of Council.

We are requesting that a report on our current reserves is brought to next Council.  It is our intention that £5 million be used to replace the cuts in the delegated Education budget 2015/2016.

The Leader of the Largest Opposition Political Group stated that he had withdrawn the motion.