Agenda, decisions and minutes

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

Councillor Richard Dew declared a personal but not prejudicial interest with regard to items 10 and 12 on the agenda.

Councillor H. Eifion Jones declared a personal but not prejudicial interest with regard to item 7 on the agenda.

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

None reported.

To submit for confirmation, the minutes of the meetings of the Executive held on the following dates:-

·      26^th May, 2016 (9.00am) (Extraordinary)

·      31^st May, 2016

The minutes of the previous meetings of the Executive held on 26th May, 2016 (extraordinary) and 31 May, 2016 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meetings of the Executive held on 26th May, 2016 (extraordinary) and 31 May, 2016 be confirmed as correct.

To submit a report by the Head of Democratic Services.

The report of the Head of Democratic Services incorporating the Executive’s Forward Work Programme for the period from July, 2016 to February, 2017 was presented for the Executive’s approval.

The Head of Democratic Services reported on the changes to the Forward Work programme as follows:

•           With regard to the 18 July, 2016 meeting, items 2, 5 and 7 are new to the Work Programme. Additionally the Regulation and Economic Development Service has indicated that it wishes to report on EU capital projects to this meeting.

•           With regard to the 19 September, 2016 meeting, Social Services have indicated that they wish to report in relation to tendering for Home Care Services on Anglesey. The Housing Services wish to schedule a report on the outcome of the formal consultation on the Llawr y Dref Business Case to the September meeting and Lifelong Learning Service intends to report to the same meeting on the schools modernisation programme in the Bro Rhosyr and Bro Aberffraw areas.

•           With regard to the 17 October, 2016 meeting, reports by the Lifelong Learning Service in relation to the Transformation of the Library Service and the Transformation of the Youth Service originally scheduled for this meeting will now be re-scheduled to  the 28 November meeting.

•           A report on the customary budgetary items is scheduled to be presented to the 13 February, 2017.

The Chair recommended that item 10 on the Work Programme in relation to the Welsh Language Strategy be presented for pre-decision scrutiny.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from July, 2016 to February, 2017 subject to the additional changes outlined at the meeting.

To submit a report by the Chief Executive.

The report of the Chief Executive with regard to establishing a Public Service Board for Anglesey was presented for the Executive’s consideration.

The Chair reported that the Well-being of Future Generations Act 2015 is about sustainable development which is the process of improving the economic, social, environmental and cultural well-being of Wales. It seeks to do this by putting in place 7 specific well-being goals which public bodies must work towards achieving. The Act also establishes a statutory board known as a Public Services Board in each local authority area in Wales which has four statutory members comprising of the Local Authority, the Local Health Board, the Fire and Rescue Authority for the area and Natural Resources Wales who are collectively responsible for fulfilling the board’s statutory duties. One such duty is to prepare and publish a Local Well-being Assessment and a Local Well-being Plan every 4 years together with an Annual progress report. The current Anglesey and Gwynedd Local Service Board will be discontinued with the advent of the new arrangements.

The Chair said that whilst legally a public service board must be established for the area of Anglesey Local Authority and for Gwynedd Local Authority, the Act does provide for two or more public service boards to be able to collaborate or merge and the considerations involved in deciding to enter into collaboration or merger are outlined in the report. There have been two meetings and the Gwynedd and Anglesey Public Service Boards are happy to proceed on the basis of a collaborating board.

The Chief Executive highlighted the importance of the Local Well-Being Assessment and ensuring that it informs the Authority’s Corporate Plan.

It was resolved to support the establishment of a Public Services Board that would collaborate with the Gwynedd Public Services Board as the Executive’s preferred option.

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

The report of the Head of Function (Resources) incorporating the draft Comprehensive Income and Expenditure Statement for 2015/16 and the draft Balance Sheet as at 31 March, 2016 along with information about reserves and balances  was presented for the Executive’s consideration. The Executive was informed that the figures presented were unaudited and are subject to change.

The Portfolio Member for Finance reported that the information presented covers the position with regard to reserves across all the Council’s services including school balances which in the primary sector, have generally increased and in the secondary sector, have generally decreased. When all movements in the general reserves are taken into account, the closing balance of the general reserve is £8.412m, an increase of £1.218m over the year which is a healthy position to be in. The release of £1m to create an earmarked reserve for the Improvement agenda has been approved by the Executive, thereby leaving a balance of £7.412m. The minimum general reserve balance has been set at £5m. The Portfolio Member for Finance said that the Authority may have to draw on general balances to balance the 2017/18 revenue budget hence the recommendation that no decision be made regarding the use of the net balance of £7.412m on the general fund reserve until later in the year until the budget setting process for 2017/18 has begun and the estimated budget position for 2016/17 becomes clearer.

The Head of Function (Resources) and Section 151 Officer affirmed the Portfolio Member’s comments and said that the Authority is in a good financial position from which to go forwards. Once the indicative settlement for 2017/28 is known, the Authority will be better able to determine whether it needs to draw on general balances to support the 2017/18 budget or whether funds can be released from the balances to further improve and transform services.

It was resolved –

•           To note the draft unaudited main financial statements for 2015/16.

•           To defer consideration of the use of the net balance of £7.412m on the general fund reserve until budget setting for 2017/18. The agreed minimum general reserve is £5m.

•           To note the position on earmarked reserves and to approve the use or increases to individual reserves as noted in Appendix 4 of the written report.

•           To note the school balances position.

•           To note the HRA balances as at 31 March, 2016.

To submit a report by the Head of Learning.

The report of the Head of Learning with regard to a request by the Governing Body of Ysgol Brynsiencyn for the Authority to consider lowering the age of admission at the school so as to admit pupils part-time in September following their third birthday was presented for the Executive’s consideration.

The Portfolio Member for Education reported that Ysgol Brynsiencyn currently admits children full time in the September following their fourth birthday and is one of seven schools with this policy. The other 40 primary schools admit children part time in the September following their third birthday. The Portfolio Member for Education said that such a request is subject to a prescribed process which has to be followed before a final determination can be made.

The Head of Learning confirmed that whilst there were no other such requests pending in relation to    the six remaining schools which retain the policy of admitting children in the September following their fourth birthday, the situation is kept under regular review.

It was resolved that permission be given to commence the consultation process on lowering the age of admission at Ysgol Brynsiencyn so as to admit pupils part-time in the September following their third birthday.

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

A report by the Head of Service (Highways, Waste and Property) regarding improvement works to the highway between A55 J3 and Wylfa Newydd along the A5 and A5025 was presented for the Executive’s consideration. The report outlined the background to the proposals presented along with the works required and their timing; how it is proposed these be carried out and the considerations pertaining thereto.

The Portfolio Member for Highways, Waste and Property Management presented the recommendations to the Executive.

The Head of Service (Highways, Waste and Property) reported that in order to deliver Wylfa Newydd, improvements are required to be made to the highway between A55 J3 and Wylfa Newydd along the A5 and A5025 to the site entrance. Discussions have taken place between the Council (as local highway authority) and Horizon Nuclear Power/Hitachi (HNP) over the past two years in relation to the delivery of such improvements which have resulted in the Council and HNP entering into a Collaboration Agreement in order to facilitate these and other highway improvements for the effective operation of the highways network during the construction and operation of Wylfa Newydd. It is considered that the works are needed in order to enable Wylfa Newydd to be constructed. Wylfa Newydd is supported in national and local policy. The Officer referred to the works required and said that they fall into two categories namely online works which largely entail improvements to the existing carriageway, and offline works which essentially comprise four sections of bypasses and he elaborated thereon.

The Executive noted the information presented including the nature and extent of public consultations held with the communities affected as set out in the report. The Executive noted also that in the interests of sustainable development, cycle tracks should be established where feasible and safe to do so.

It was resolved to authorise the Head of Service (Highways, Waste and Property):

•           To enter into an Agreement with Horizon Nuclear Power/Hitachi (HNP) under section 278 of the Highways Act 1980 and any other powers necessary in such form as the Head of Service (Highways, Waste and Property) requires to ensure HNP indemnifies the Council for all costs and liabilities associated with progressing and promoting Compulsory Purchase Order(s), Side Road Orders and any other Orders (“the Orders”) necessary to carry out construction and improvement works to the highway between A55 J3 and Wylfa Newydd along the A5 and A5025 including associated works and mitigation and in undertaking all work in connection with the Orders, meeting the costs of acquisition of rights and interests in land in order to deliver the works and meeting all compensation liabilities of the Council which will or may arise out of the Orders and acquisition of rights and interests.

•           Following completion of the Agreement above, to undertake all steps necessary in preparation for making and servicing the Orders. Such steps to include undertaking land searches and referencing of all interests and rights which may be required to deliver the construction and  ...  view the full minutes text for item 8.

To consider adopting the following:

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on item 8 below on the grounds that it may involve the disclosure of exempt information as defined in Schedule 12A of the said Act and in the attached Public Interest Test”.

It was resolved under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on item 10 below on the grounds that it involved the disclosure of exempt information as defined in Schedule 12A of the said Act and in the Public Interest Test as presented.

To submit a report by the Head of Learning.

Councillor Richard Dew was not present when this matter was considered and determined.

The report of the Head of Learning which set out the factors driving the need to review the Authority’s Strategic Outline Programme (SOP) was presented for the Executive’s consideration.

The Portfolio Member for Education presented and recommended the report for the Executive’s approval.

The Head of Learning elaborated on the proposals and the reasons for change.

The Executive requested that it be provided with an update report in January/February, 2017 with regard to taking recommendation 3 forwards and similarly, a report and briefing session in the first quarter of next year in relation to recommendation 6.

It was resolved to approve the recommendations as set out in points 1 to 8 of the report in accordance with the time order outlined.

To consider adopting the following:

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on item 8 below on the grounds that it may involve the disclosure of exempt information as defined in Schedule 12A of the said Act and in the attached Public Interest Test”.

It was resolved under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on item 12 below on the grounds that it involved the disclosure of exempt information as defined in Schedule 12A of the said Act and in the Public Interest Test as presented.

To submit a report by the Head of Learning.

Councillor Richard Dew was not present when this matter was considered and determined.

The report of the Head of Learning was presented for the Executive’s consideration. The report set out the reasons which make a revision of the Strategic Outline Programme (SOP) necessary, and referred to the process whereby a request for change with regard to projects within the SOP must be submitted to the Welsh Government.

It was resolved to approve the recommendations as set out in points 1 to 4 of the written report.