SENIOR Pembrokeshire councillors have been left to “clean up the mess” after they were asked to sign off the purchase of more than £1.1m of electric vehicles, despite the vehicles having already been bought.

Pembrokeshire County Council’s Cabinet, meeting on August 1, was asked to back the retrospective purchase of 21 small vans and 11 large vans, totalling £1,104,751.55, under the Welsh Government Electric Vehicle (EV) Collaborative Procurement Framework.

Two options were presented to Cabinet: to agree and approve the purchase, or not agree to approve the purchase, but instead require the council to negotiate with FleetEV for the return of the vehicles, noting that there is no contractual right to return them, and some of the vehicles have been adapted since being delivered.

A report for members said: “The council entered into the Welsh Government Electric Vehicle Collaborative Framework in July 2023. This is a single supplier framework used to procure EV vehicles collaboratively with other Local Authorities in Wales in order to obtain savings on purchase costs.

“In March 2024, 10 small EV vans were purchased to replace vehicles which had come to the end of their operational life.

“A further batch of 21 small vans and 11 large vans was ordered through the Welsh Government Electric Vehicle Collaborative Framework on 11 June 2024, at a total cost of £1,104,751.55 (pre VAT), and all deliveries have now been made.

“An ICM (Individual Cabinet Member decision report) was issued to the Cabinet Member for Residents’ Services [Cllr Rhys Sinnett], but this was subsequently rescinded on the basis that the report did not contain all relevant information, and should have sought retrospective approval.”

The report for members included a lengthy and comprehensive timescale leading up to the retrospective purchases with a council ‘commitment’ to purchase vehicles, the term subject to debate whether it was an interest in replacement vehicles or an outright commitment to purchase as part of the collaborative scheme.

This chronology ended up with “considerable misunderstanding around how the parties respectively had got to very different views of their positions,” the council initially considering an order of 10 Renault Kangoo electric vans, before a later order for the 32 vans, based on an understanding the procurement framework had been signed up to, with no further approval needed.

However, as this was above the limit for an officer decision, an ICM decision was needed, a report drafted on June 12, the vans shipped on June 17, before the ICM report – which had no specific reference about the purchase order having already been placed or that the vans had already been dispatched/supplied – was signed off by Cllr Sinnett.

After the June 27 sign-off was made, the decision was called-in on July 3, leading to the discovery of the omission, that sign-off rescinded on July 9.

“As a result of the circumstances described above, the Chief Executive [Will Bramble] has commissioned an audit into the governance arrangements associated with the procurement of these vehicles and the level of adherence to the authority’s Financial Procedure Rules and Contract Procedure Rules. This audit will be undertaken by the council’s Internal Audit Service,” the report said.

It added: “The Chief Executive has also initiated a management investigation into the circumstances leading to the presentation of an ICM report without the full information, and its associated recommendation for an ICM decision, which failed to include information relating to the prior purchase and receipt of the vehicles.”

While the pros and cons of electric vehicles replacing fossil fuels ones were debated at the August meeting, the main issue raised was the nature of the purchase and the inaccurate report presented for Cabinet member sign-off.

Deputy Leader Cllr Paul Miller said he was “quite happy” to back the purchase of the vehicles, the alternative option leaving the council “completely shafted” on costs, but said he was “deeply disappointed” about the background detailed.

Member for Planning & Regulatory Services Cllr Jacob Williams said: “It’s very disappointing we’re in this position; the reason we’re here today is to clear up quite a big mess. The [discussion on the] virtue of electric vehicles is a total waste of time; the ability to discuss the virtues was taken away from us by the situation we’re in.

“A mistake was made, an order was placed for vehicles when officers felt it was an ‘expression of interest,’ an attempt was made to get that decision to regularise that.”

He added: “I can’t remember a situation like this in my time as a councillor; we have no option but to approve the purchase of these vehicles retrospectively.”

He said the details only came to light after a ‘call-in’ on that decision was made by council ‘backbenchers’ over the whole virtue or otherwise of the electric vehicle purchases.

“I’m being asked, like other councillors here today, to clean up this mess; I think the vehicles being ordered is the key fact, we have no other option; what’s the alternative? Return them and get a token amount back? If they even want to purchase them.”

Members backed the three recommendations of the report: the retrospective approval of the vehicle purchases, a Chief Executive-commissioned audit into the governance arrangements associated with the procurement of these vehicles and the level of adherence to the authority’s Financial Procedure Rules and Contract Procedure Rules, along with a “management investigation into the circumstances leading to the presentation of an ICM report without the full information and its associated recommendation for an ICM decision, which failed to include information relating to the prior purchase and receipt of the vehicles”.

A MULTI-AGENCY review of the circumstances around the death of a Pembrokeshire toddler Lola James has been published yesterday (Thursday, August 1) with hopes an action plan will “ensure lessons continue to be learnt”.

Two-year-old Lola died in hospital four days after a “sustained and very violent attack” by Kyle Bevan in the early hours of July 17, 2020 at her home in Haverfordwest.

Bevan, 31, of Aberystwyth, was later found guilty of Lola’s murder and jailed for life, with a minimum of 28 years.

Lola’s mother Sinead James, 30, of Neyland, was found guilty of allowing the toddler’s death and sentenced to six years in prison.

During the course of the trial, the jury heard that Bevan and James met through Facebook in February 2020, and started living in the home within weeks.

James had just got out of a domestic violence relationship, and as a previous victim of domestic abuse had access to support, but she “shut her eyes to the very obvious danger which Kyle Bevan posed to her children”, the court heard.

A review was started following Lola’s death, and restarted after the trial concluded.

Today, August 1, the Mid and West Wales Regional Safeguarding Board published the report of the Concise Child Practice Review, CYSUR 1 2021,undertaken in accordance with statutory legislation set out in the Social Services and Wellbeing (Wales) Act 2014 and accompanying guidance Working Together to Safeguard People – Volume 2 – Child Practice Reviews (Welsh Government, 2016).

The report said that Lola suffered a violent attack by Bevan on the evening of July 16 2020 and into the morning.

Ambulance staff raised concerns that the injuries were inconsistent with falling down the stairs, as the mother had claimed on the phone to 999.

Lola was taken to the local hospital and later pronounced brain dead.

Bevan was known to the police since at least March 2019 for domestic incidents related to his own mother, who told the court he had an “anger problem”.

The review said concerns had been raised in January 2020 by a health visitor to Lola’s home, who said the mother was finding her daughter demanding, and at previous visits, she was unwashed, with her feet black with dirt.

While the health visitor submitted a multiagency referral form – to bring in social services – the review said there were a number of “missed opportunities” to arrange additional home visits, which could have allowed Lola’s well-being to be ascertained.

Those visits could also have uncovered that Bevan was living at the address, which James had not revealed to the team, and the condition of the home, which “would (on its own) have raised child protection concerns”.

Pembrokeshire county Council Cabinet Member for Social Care and Safeguarding Cllr Tessa Hodgson said: “Pembrokeshire County Council would first like to convey their sincerest condolences to the family of Lola James and to all those who have been affected by her murder, over four years ago.

“This review process, that we have fully and openly engaged with along with our multi-agency partners with whom we share safeguarding responsibilities, has been an opportunity for the local authority to reflect on its practice and to learn from the observations contained in the independent report.

“We would like to recognise the significant commitment and input of those who have taken part in the review process, and who have been involved with the family over the last four years.

“The local authority takes extremely seriously its duties within the safeguarding arena, and places the protection and support of the most vulnerable in society as its key priority.

“Whilst we would always strive to demonstrate good practice, there is always room for improvement and the opportunities that this review has presented us with, will allow us to improve how we work with vulnerable children and young people in the future.

“Ahead of the publication of the report today [August 1], we had developed an action plan to deal with the issues the review has raised for us, and we have made considerable progress against that plan already.

“In addition, we have established a social care improvement board, which includes amongst its membership locally elected politicians, senior officers and an external independent expert. This board will oversee delivery against the actions within that plan, with progress also being reported into local authority scrutiny committees and cabinet meetings.

“We hope also that the report, will contribute to wider ongoing learning and improvement in relation to a number of key safeguarding issues across all agencies with safeguarding responsibilities in the West Wales region and beyond. It is imperative that we take all opportunities to improve our services, and ensure that children and families receive the best quality of support available.

“Once again, Pembrokeshire County Council would like to extend its deepest sympathies to the family and all of those who knew Lola.”

Pembrokeshire County Council, Hywel Dda University Health Board and Dyfed Powys Police have made the following joint statement to accompany publication of the report.

“All agencies involved in this report wish to convey their sincerest condolences to the child’s family and to all those who have been affected by the murder of a child in such appalling circumstances.

“This review has been an opportunity to reflect and share learning amongst all partner organisations and practitioners on a multi-agency basis, and we acknowledge the commitment and contribution of those who have taken part in the review process.

“All agencies take very seriously the opportunities that this review presents, to consider our practice and improve how we protect vulnerable children. We hope that the report will also contribute to wider ongoing learning and improvement in relation to a number of key safeguarding issues across all agencies with safeguarding responsibilities.”

The Mid and West Wales Regional Safeguarding Board will oversee the delivery of an action plan to ensure lessons continue to be learnt and that services are improved across all agencies.

A PREVIOUSLY refused Pembrokeshire farm barn attraction, which has gained a 2,600-strong petition of support is to be decided by councillors rather than planning officers following impassioned pleas about the value it provides.

Late last year, Stuart Williams of Home Farm, Leweston, near Camrose, was refused retrospective permission by planning officers to retain the Willhome Farm Barn farm park – and ancillary buildings – built in June 2022.

The site – whose facilities were used by council educational providers and parents of children with learning difficulties – is home to rabbits, llamas, donkeys, poultry, owls, goats, ponies and pigs, along with a café building, public conveniences, a children’s play area, and parking.

It was refused due to highway safety concerns and fears it would generate additional foul water flows which are likely to result in an increase in phosphate levels in the Cleddau River.

Since the refusal by planners, a change.org petition, Grant Planning Permission for Willhome Farm Barn in Pembrokeshire, was set up by Hook-based Jessica Austin, which has attracted more than 2,600 signatures to date.

Jessica’s petition said: “This decision not only affects this resilient family but also impacts schools attended with over 6,000 pupils, by adults from local wellbeing centres and families with children who have autism or learning difficulties like mine.

“It’s important to note that there are no apparent issues with existing amenities. Roads or waterways. The refusal of planning permission seems unjustified and is causing unnecessary distress within our community.”

Earlier this year, the applicant submitted a fresh call – supported by local community council Camrose – for permission to be granted, which was again due to be decided by planning officers.

At the request of local county councillor, and former council leader, Cllr Jamie Adams, a special meeting was held to discuss whether a decision could be made by councillors rather than officers.

At the Pembrokeshire County Council planning delegation panel meeting of July 30, it was recommended that the application was not considered by the planning committee, for the reason that the criteria have not been met.

Cllr Adams, speaking at the meeting, said the petition showed the scheme had a wider impact than just the Camrose area: “We had  a petition from Jess Austin, the mother of two children with acute learning needs; she brought her children to this facility and their lives changed; the younger child had never spoken before the interaction with the animals at the barn.

“The petition; that does demonstrate an interest outside the area of Camrose.”

He added: “This particular farm has had an issue with TB in cattle for many years, it was so severe the animal Health department took the whole herd from the farm, which probably led to them considering how they view their future; I feel it needs public consideration.”

He listed the many bookings for the site, including schools, dementia carers, and council social services, adding: “This isn’t a straightforward application for a farm park bolted on to the site of a working farm; it cannot be described as a simple application because of the offer being provided. The planning committee would have the opportunity of a site visit and greater understanding of the application within our community in its broadest sense.”

Committee member Cllr John Cole moved the matter be decided by committee, saying highway issues could probably be overcome.

He was seconded by Cllr Aled Thomas, who said the petition showed there was “a significant amount of people showing their support” for the scheme, adding: “I do think it’s really important we have an open and honest discussion about this; I’m overwhelmingly in support of Cllr Cole’s call for it to be in public discussion.”

Members unanimously agreed to remove delegated powers for approval or refusal, on the grounds it is complex and sensitive and would benefit from a public examination of the merits, meaning the application will be heard at a future planning committee.