Agenda, decisions and minutes

To receive any declaration of interest from any Member or Officer in respect of any item of business.

No declaration of interest was received.

No urgent matters at the time of dispatch of this agenda.

None reported.

To submit for confirmation, the draft minutes of the meeting of the Executive held on 25^th April, 2016.

The minutes of the previous meeting of the Executive held on 25 April, 2016 were presented for confirmation.

It was RESOLVED that the minutes of the previous meeting of the Executive held on 25^th April, 2016 be confirmed as correct.

To submit the report of the Head of Democratic Services.

The report of the Head of Democratic Services incorporating the Executive’s Forward Work Programme for the period June 2016 to January 2017 was presented for the Executive’s approval.

The Head of Democratic Services reported on the changes in the updated Work Programme as follows :-

·           Items 2 and 7 are new to the Executive’s Work Programme and will be discussed at the 20 June, 2016 meeting;

·           A new item on Lowering the Admission Age for Brynsiencyn Primary School will be discussed at the 20 June, 2016 meeting;

·           Items 13 and 17 are new to the Executive’s Work Programme and will be discussed at the 19 September, 2016 meeting;

·           Item 19 are new to the Executive’s Work Programme and will be discussed at the 17 October, 2016 meeting.

It was RESOLVED to confirm the Executive’s updated Forward Work Programme for the period June 2016 to January 2017.

To submit the report of the Head of Corporate Transformation.

The report of the Head of Corporate Transformation incorporating the final scorecard of the financial year 2015/16 was presented for the Executive’s consideration.

The Portfolio Holder for Human Resources, Information Technology and Council Business stated that he was disappointed with the increase in the long term sickness absence figures which were highlighted within the report.  However, he noted that the ‘Back to Work’ interview figures had improved and sickness levels needs to be addressed within the ‘back to work’ interview.  He noted that discussions have taken place within the Senior Leadership Team;  each department will be required to address the issue of sickness absence.  The Portfolio Holder stated that a Members Workshop will be arranged to discussion issues relating to the way forward to improving sickness absence across the authority. 

The Chief Executive reiterated that the SLT have given considerable attention to the long term sickness levels.  He noted that the Human Resources Section have been asked to produce an action plan to be submitted to the next Senior Leadership Team, with regard to the processes and practices with regard to sickness management.

It was RESOLVED to accept the report and to note the mitigations measures as outlined within the report.

To submit the report of the Head of Function (Resources)/Section 151 Officer.

The report of the Head of Function (Resources)/Section 151 Officer setting out the provisional outturn for the financial year 2015/16 was presented to the Executive for consideration.

The Portfolio Holder (Finance) stated that the overall projected financial position for 2015/16 on budgets controlled by services has shown an underspend of £1.8m.  However he noted that after taking into account the additional funding provided during the year, one off items of income and the reduction in capital financing costs, the final outturn highlighted budget pressures Service budgets and in particular on the demand lead services e.g. Children’s Services.  He wished to thank the Senior Leadership Team, the Finance Department for their hard work in respect of the performance of the underspend in the revenue budget for 2015/16.

It was RESOLVED to note the following :-

·           The position set out in respect of financial performance for 2015/16;

·           The outturn reported within the report remains provisional until the completion of the statutory audit.

To submit the report of the Head of Function (Resources)/Section 151 Officer.

The report of the Head of Function (Resources)/Section 151 Officer setting out the financial performance of the Capital budget for the 2015/16 financial year, subject to audit was presented to the Executive for consideration.

The Portfolio Holder for Finance highlighted that the final outturn position showed an underspend of £14.3m, mainly arising from slippage in the 21^st Century Schools programme and on HRA projects.  £7.8m of the slippage will be carried forward to the 2016/17 capital programme.  He referred to the capital receipts of £4m received through the sale of assets.  The income from the sale of smallholdings was £1.2m below the anticipated level although further sales will take place in 2016/17.  These additional sales will ensure that the expenditure incurred on the Smallholdings improvement programme will be fully funded from capital receipts.

It was RESOLVED :-

·           To note the draft outturn position of the Capital Programme 2015/16 that is subject to audit;

·           To approve the carry-forward of £7.791m to 2016/17 for the underspend on the programme due to slippage. 

To submit the report of the Head of Highways, Waste and Property.

The report of the Head of Highways, Waste & Property was incorporating the reviewed Asset Management Policy and Procedures – Policy Review was submitted for the Executive’s approval.

It was RESOLVED to endorse the report and adopt the amended Policy.

To submit the report of the Head of Childrens’ Services.

The report of the Head of Children’s Services was presented seeking the Executive’s approval to establish an ‘Anglesey Hub’ with regard to the above.

The Portfolio Holder (Housing & Social Services) outlined the report to the Committee with regard to Anglesey’s Information, Advice and Assistance Hub.

The Head of Children’s Services stated it is essential when  children and their families and carers require additional support they are able to access information, advice and assistance so that they can make informed decisions on how best to achieve their desired outcomes.  This is a period of major change, with the advent of the Social Services and Wellbeing (Wales) Act 2014 and establishing an Information Advice and Assistance Service is a requirement of that Act.  Establishing the Information Advice and Assistance Service will enable the Local Authority to improve the citizens’ experience of finding out about care, support and ensure a co-ordinated approach to the pathways of support.

It was RESOLVED :-

·           To approve the establishment of an ‘Anglesey Hub’, which will act as a ‘one stop shop’ for any enquiries relating to the provision of Information, Advice and Assistance (Social Services and Wellbeing) for Children and Families on Anglesey;

·           To note that Part 9 of the Social Services and Wellbeing Act states that the Director of Social Services has overall responsibility for the Information, Advice and Assistance Service; that this be delegated on her behalf to the Head of Children Services and that the new service sits under the management of Children’s Services.

To submit the report of the Head of Adults’ Services.

The report of the Head of Adult’s Services was presented seeking the Executive’s approval to establish a Commissioning Board for North Wales.

It was RESOLVED to agree to the establishment of a Commissioning Board for North Wales to replace the former Regional Commissioning, Procurement and Monitoring Hub.

To submit the report of the Head of Children’s Services.

The progress report of the Assistant Chief Executive as Statutory Director of Social Services was presented with regard to the North Wales Regional Safeguarding Boards for Children and Older People for the Executive’s consideration.

It was RESOLVED to note the contents of the progress report prepared by the Business Manager of the Boards and that a report within a year regarding progress on identified priorities.

To submit the joint report of the Head of Children’s Services and the Head of Adults’ Services.

The joint report of the Head of Children’s Services and the Head of Adult’s Services was presented for the Executive’s approval with regard to the establishment of a Regional Partnership Board.

The Portfolio Holder (Housing & Social Services) stated that the Social Services and Well-Being (Wales) Act 2014 requires the establishment of a Regional Partnership Board which are statutory boards within each region in Wales.  The Act also requires local authorities to make arrangements to promote co-operation with their relevant partners and others in relation to adults with needs for care and support, carers and children.  He further stated that the Act also provides for partnership arrangements between local authorities and Local Health Boards for the discharge of their functions.

The Assistant Chief Executive (Governance and Business Process Transformation) stated that there has been extensive regional partnership working between North Wales authorities for a number of years.  The workshop held on 14 March, 2016 with members of the current Partnership Forum and Leadership Groups considered two options to comply with the requirements within Part 9 of the Social Services and Well-Being (Wales) Act 2014.  It was agreed that the preferred option was Option 1as it was not felt that the Regional Partnership Board would be able to manage the mixing of strategic and operational responsibilities and it was felt that this would impede its effectiveness.  The Assistant Chief Executive further stated that a representative from the Betsi Cadwaladr Health Board will also be a member of the Board.

The Chair referred to the Public Services Board and expressed his concern that there might be some duplication of service with the Regional Partnership Board.  He hoped that a review of the services provided by both the Boards will be undertaken.   The Chair asked for a presentation on the performance of the Boards can be afforded to the monthly Elected Members briefing meetings within 3 to 6 months.

It was RESOLVED to approve the establishment of a Regional Partnership Board as outline in Option 1 of the report.

To submit the report of the Head of Housing Services in relation to the above.

•  Analysis of Consultation Responses - Holyhead Area

   To submit the report of the Head of Housing Services in relation to the above.

   (Appendix and correspondence attached)

•  Analysis of Consultation Responses - Centre of the Island

   To submit the report of the Head of Housing Services in relation to the above.

   (Appendix and correspondence attached)

•  Analysis of Consultation Responses - Menai Area

   To submit the report of the Head of Housing Services in relation to the above.

   (Appendix and correspondence attached)

The report of the Head of Housing Services was presented to the Executive for consideration with regard to the consultation on Traveller and Gypsy Sites.

The Portfolio Holder (Housing & Social Services) stated that extensive consultation has been given to the proposals for possible gypsy and travellers sites, with public meetings, ‘drop-in’ sessions and meetings with Town and Community Councils and Officers of the County Council.  The opinion of gypsies and travellers also needed to be heard within the consultation process and an independent facilitator has facilitated this process.  He stated that 3 sites need to be identified on Anglesey – a  temporary stopping place in Holyhead, a temporary stopping place in the Centre of the Island, and a permanent site in the Menai area for the four households who at present are located at an unauthorised encampment in the lay-by on the A5025 near Pentraeth.  This process of identifying Traveller and Gypsy Sites is a statutory duty under the Housing (Wales) Act 2014 which also strengthens the requirement that local authorities identify and make provision for sufficient appropriate sites in their Local Development Plans.  He stated that the gypsy and traveller community have a statutory right to live the way the wish but they also must respect the authority’s rights to ensure that they respect the rules that will be in place on the identified site. He noted that financial assistance by Welsh Government will be afforded to local authorities to establish a permanent traveller sites but no financial assistance will be given to the establishment of temporary stopping places.  

The Portfolio Holder referred to the 3 sites identified in Holyhead and none of the sites are suitable to progress or to be included in the Local Development Plan.  Discussion will now be undertaken with the Port Authority within the next few weeks.  2 sites were identified in the Centre of the Island but none of the sites were suitable and a further consultation process will be needed to locate a suitable temporary stopping place for gypsies and travellers, with a future consultation including privately owned land.  

The Portfolio Holder referred to the permanent site required in the Menai area and stated that the site located at the lay-by on the A5025 near Pentraeth is inadequate due to its position near a busy main road.  The site at present is tolerated until the Council is able to identify a suitable permanent site for the travellers.  Whilst the Council own the land proposed for a permanent site at Penhesgyn near Penmynydd, negotiations with the landowner would need to take place to secure suitable access to the site, with the possible purchase of the land.  It is therefore recommended that the land at Penhesgyn is included in the Joint Local Development Plan.

The Chair referred to the recent special meeting of the Partnership and Regeneration Scrutiny Committee held on 13^th May, 2016 which discussed the Gypsy and Travellers site and considered that valid and meaningful discussions took place at  ...  view the full minutes text for item 13.