Agenda, decisions and minutes

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

Councillor H. Eifion Jones declared a personal but not prejudicial interest in item 15 on the agenda.

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

None reported.

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

•  18th July, 2016

•  25th July, 2016 (Extraordinary)

The minutes of the previous meeting of the Executive held on 18th July, and the extraordinary meeting held on 25th July 2016 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meeting of the Executive held on 18th July, 2016 and the extraordinary meeting held on 25th July, 2016 be confirmed as correct.

To submit for information, the draft minutes of the Voluntary Sector Liaison Committee held on 8^th July, 2016.

The draft minutes of the Voluntary Sector Liaison Committee held on 8th July, 2016 were presented for the Executive’s information.

It was resolved that the draft minutes of the meeting of the Voluntary Sector Liaison Committee held on 8^th July, 2016 be noted for information purposes.

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 October, 2016 to May, 2017 was presented for the Executive’s approval.

The Head of Democratic Services highlighted the changes to the forward Work Programme since the previous reporting period as follows –

•  Items new to the Forward Work Programme:

   •  Item 2 (Council Tax Premiums) and item 5 (North Wales Protocol for the Gypsies and Travellers Community) scheduled to be considered by the Executive at its 17th October, 2016 meeting.

   •  Item 8 (2017/18 Council Tax Base), item 9 (2017/18 Council Tax Reduction Scheme) and item 13 (Housing Anti-Social Behaviour Policy) scheduled to be considered by the Executive at its 28 November, 2016 meeting.

   •  Item 16 (Council Housing Garages) scheduled to be considered by the Executive at its 19th December, 2016 meeting.

   •  Item 19 (Childcare Sufficiency Assessment) scheduled to be considered by the Executive at its 23 January, 2017 meeting.

   •  Item 25 (Discretionary Business Rate Relief Policy for 2017/18) and item 30 (Housing Revenue Account Business Plan and draft Budget 2017/18) scheduled to be considered by the Executive at its 13th February, 2017 meeting.

   •  Item 33 (Discretionary Housing Payments Policy 2017/18) scheduled to be considered by the Executive at its 20th March, 2017 meeting.

•  Additional items not on the Forward Work Programme as presented:

   •  A report by the Scrutiny Outcome Panel in respect of Corporate Safeguarding and a report by the Scrutiny Outcome Panel in respect of the Letting of Local Authority Housing (Voids) are scheduled to be presented to the Executive at its 17th October, 2016 meeting.

•  Slippage on the Forward Work Programme:

   •  Item 4 (Llawr y Dref, Llangefni – Business Case) has been re-scheduled for consideration by the Executive from the 19th September to the 17th October, 2016 meeting.

The Chair said that he would consult with the Chairs of the Scrutiny Committees regarding any new items that might require pre-decision scrutiny.

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

To submit a report by the Assistant Chief Executive - Improving Partnerships, Communities and Services.

The draft Welsh Language Strategy for 2016 to 2021 was presented for the Executive’s consideration ahead of its presentation for approval by the County Council.

The Chair summarised the legislation and policy context and highlighted the fact that the Welsh Language Strategy for 2016 to 2021 is accompanied by an Action Plan for Year 1 the implementation of which will be monitored carefully.The Language Strategic Forum has contributed significantly to  the formulation of the strategy in terms of identifying priorities and the strategy is divided into three priority areas encompassing Children and Young People/The Family; the Workplace, Welsh Language Services and Infrastructure, and the Community. The Chair said that much of the editorial work on the Strategy has now been completed in readiness for its presentation to the County Council.

It was resolved to recommend to the County Council that it approves the Welsh Language Strategy 2016-2021 (draft) and to authorise relevant officers, in collaboration with the Portfolio

Holder to complete any further editorial work that may be required to the strategy ahead of its presentation to the Council.

To submit a report by the Head of Corporate Transformation.

The report of the Head of Corporate Transformation incorporating the Corporate Scorecard for the Quarter 1 2016/17 reporting period was presented for the Executive’s consideration.

The Portfolio Member reported that the first scorecard of the 2016/17 financial year shows the Council’s performance against agreed targets.This year the emphasis will be more on performance as improving performance influences many other areas and particular attention will be given to performance relative to that of other local authorities. To that end there will be renewed scrutiny of national indicators issued by the Welsh Government and further work will be undertaken on areas presenting Amber or Red against their targets for the year. Notwithstanding a partial improvement in sickness absence figures, the management and reduction of sickness absence rates will continue to be monitored as part of the ongoing endeavour to further improve the sickness absence figures to meet the corporate target of 10 days per FTE and to address specific long term sickness cases.

The Corporate Transformation and Programme Manager said that the Corporate Scrutiny Committee in scrutinising the Quarter 1 Scorecard at its meeting on 12th September, 2016 had noted with regard to recommendation 1.3.1 that indicators against which performance has slipped as well as those where the performance needs to be improved should be highlighted; that it was of the opinion that recommendation 1.3.2 (achievable sickness targets for all services are accepted based on historical data), should not be actioned pending the completion and presentation to the Scrutiny Committee of

the Wales Audit Office work relating to sickness; and that in accepting the mitigation measures outlined, the Committee decided that Heads of Service were not required to attend the meeting to give account for performance as it was deemed too soon in the financial year for any discernible patterns to emerge. However, the Committee determined that the Head of Children’s Services would be asked to attend at the end of the second quarter reporting period to scrutinise performance in this area.

Councillor R. Meirion Jones, Chair of the Corporate Scrutiny Committee elaborated on the points raised by the Committee at its meeting on 12 September and he requested that the WAO report on sickness be presented to the Corporate Scrutiny Committee prior to its being reported through the

Executive and that the Corporate Scrutiny Committee’s recommendations from its 12th September meeting be presented to the Executive in full.

The Chair said that the reporting timeline is to be looked at to allow the Scrutiny Committees’ feedback to be presented to the Executive in writing in future. In the meantime, the Executive took full note of the Corporate Scrutiny Committee’s comments following its 12 September meeting.

It was resolved –

•  To note the areas which the Senior Leadership Team is managing to secure improvements into the future as set out in paragraphs 1.3.1 to 1.3.5 of the report.

•  To note the mitigation measures as outlined in the said paragraphs.

To submit a report by the Head of Corporate Transformation.

The report of the Head of Corporate Transformation incorporating the draft Annual Performance Report for 2015/16 was presented for the Executive’s consideration prior to its submission to full Council.

The Corporate Transformation and Programme Manager informed the Executive that the further work that is required on the Performance Report before it is submitted to full Council involves analysing comparative performance data with other authorities; however, that information was only released this month.

It was resolved that the final version of the Annual Performance Report 2015/16 be published by the statutory October deadline and is completed to that end by Officers in consultation with the Portfolio Holder.

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

The report of the Head of Function (Resources) and Section 151 Officer incorporating the Medium Term Financial Plan for 2017/18 to 2019/20 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the Medium Term Financial Plan (MTFP) presents a clear and professional analysis of the likely financial situation in the medium term and sets out a budget strategy over the next three year period along with the assumptions that will be taken forward to the annual budget setting process. As regards the funding gap between the estimated standstill budget (as at Table 6 of the report), and the estimated funding available (as at Table 8 of the report) it is projected that it will be necessary to identify savings in the region of £8.13m over 3 years from service budgets, totalling £104.5m (2016/17 budget) equating to savings of 7.8% over three years (Table 9 of the report). It is anticipated that the situation will become clearer once the local government settlement is announced by Welsh Government in the coming weeks.

The Head of Function (Resources) and Section 151 Officer confirmed the Portfolio Member’s comments and said that it is difficult to map out the financial position over the next three years with any certainty; however, it is hoped that the publication of the local government settlement shortly will clarify the position for the coming financial year as well as providing guidance for the subsequent two years. While the MTFP will be revised in the light of new information received, it shows at this point in time where the Authority anticipates it will be financially in the medium term; the assumptions made and the basis for them.

It was resolved to note the contents of the report and to approve the assumptions made.

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

The report of the Head of Function (Resources) and Section 151 Officer setting out the financial performance of the Council’s services for the first quarter of the 2016/17 financial year along with a summary of the projected position for the year as a whole was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the overall projected financial position for 2016/17 including corporate finance and the Council Tax fund at the end of Quarter 1 is an overspend of £366k which is 0.3% of the Council’s net budget for 2016/17. However, although the report shows overspending in some areas it is considered too soon in the financial year to come to any firm conclusions regarding service spending outcomes and experience indicates that the position can change by the end of the second quarter.

Councillor R. Meirion Jones, Chair of the Corporate Scrutiny Committee said that the Committee in considering the Quarter 1 revenue budget monitoring report at its meeting on 12th September, 2016 raised certain points of clarification with regard to parking income but also concluded that it was premature to be drawing any definite conclusions from the data presented at this point in time.

It was resolved –

•  To note the position set out in respect of financial performance to date.

•  That any surplus income from Planning Major Developments be vired to an earmarked reserve at year end to fund the Authority’s support of major developments in future years.

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

The report of the Head of Function (Resources) and Section 151 Officer setting out the financial performance of the Capital Budget for the first quarter of the 2016/17 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the report provides a fair reflection of the capital budget position at the end of Quarter 1 and additionally, it highlights a change in the capital scheme in relation to waste management for which the Executive’s approval is sought.

Councillor R. Meirion Jones, Chair of the Corporate Scrutiny Committee said that the Committee in considering the Quarter 1 capital budget monitoring report at its meeting on 12 September had noted the risks attached to the capital grant schemes outlined in the report and had also raised the possibility of sourcing a new Telehandler for the Waste Management section by means other than purchasing a new machine e.g. by leasing. The Committee had noted further that it would be prudent for the Authority to be aware of when its various assets are coming to the end of their working life so that it can plan accordingly.

The Head of Highways, Waste and Property confirmed that the telehandler has completed several thousand hours of service and that the costs of maintaining the machine and of hiring another when the telehandler has been out of action have now become excessive. The Chair also confirmed that a schedule of the Council’s assets and when they are likely to require renewing has been requested.

It was resolved –

•  To note the progress of expenditure and receipts against the capital budget.

•  To approve the change in capital project for the waste management scheme, to purchase a new telehandler and Weighbridge.

To submit a report by the Head of Function (Resources)/Section 151 Officer as presented to the Audit and Governance Committee on the 25^th July, 2016.

The report of the Head of Function (Resources) and Section 151 Officer incorporating a review of Treasury Management activities in 2015/16 was presented for the Executive’s consideration ahead of its presentation to the full Council.

The Portfolio Member for Finance reported that the Treasury Management Review report has been scrutinised by the Audit and Governance Committee at its meeting on 25 July, 2016 and was accepted by that Committee without any additional comments.

It was resolved –

•  To note that the outturn figures in the report will remain provisional until the audit of the 2015/16 Statement of Accounts is completed and signed off. Any resulting significant adjustments to the figures included in the report will be reported as appropriate.

•  To note the provisional 2015/16 prudential and treasury indicators in the report.

•  To note the annual treasury management report for 2015/16 and to forward it to full Council without further comment.

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

The report of the Head of Function (Resources) and Section 151 Officer on the progress made to implement the Scrutiny Panel’s recommendations was presented for the Executive’s consideration.

The Head of Function (Resources) and Section 151 Officer updated the Executive as requested on progress to date on implementing the recommendations made by the Scrutiny Outcome Panel which was tasked with reviewing the management of debt within the Authority. The need for the review stemmed from the Corporate Scrutiny Committee’s concern on the level of arrears and the number of invoices raised for services provided when the Council should be requesting payment in advance of providing the service. The Officer confirmed that the Authority’s debt level is reducing and that the process of changing income collection methods in order to offer customers alternative ways of payment has commenced as set out in section 3 of the report. A draft Debt Management policy has been in place for some time but needs to be linked to the Council’s Tackling Poverty Strategy to ensure that the two operate in tandem. Work on formulating the latter has begun and it is planned to have the Tackling Poverty Strategy approved by February, 2017. Thereafter a final review of the corporate debt management policy will be made and will take account of the findings of the benchmarking exercise as per recommendation 3.1 of the Scrutiny Panel. Recommendation 2.1 of the panel has not as yet been progressed pending the receipt of guidance by the Executive as to what approach might be taken with regard to this matter.

The Executive noted that it would wish to see the presentation of a definitive report on the Debt Management Policy by March, 2017.

It was resolved to note the contents of the report.

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

The report of the Head of Adults’ Services setting out a proposed approach for future domiciliary care provision on Anglesey was presented for the Executive’s consideration.

The Portfolio Member for Housing and Social Services reported that the objective of the report is to seek approval for a model of provision that offers consistently good support for service users who are in need of care and support across the Island. To that end the preferred option for future domiciliary care provision on Anglesey is Option 3 – patch based commissioning – which approach will involve going out to tender for three lots; these lots will be divided into geographical patches (North, Central and South of the Island) with one core provider for each patch. There has been ongoing consultation with service users and stakeholders with regard to the project which has contributed to the specification for this service and a Meet the Buyer event with service users is planned prior to commencing the tendering process.

The Head of Adults’ Service elaborated on the benefits of the patch based commissioning approach and the rationale for it. The Officer said that the Executive’s approval is being sought to move to a tendering process for a domiciliary care service based on three patches; to ensure that a new contract is in place by May/June, 2017; to engage with service users and inform them of the changes in the next two months; to raise awareness of the options available with regard to Direct Payments and to use the feedback received to inform the option available as part of the Direct Payment process.

It was resolved –

•  To support the process of tendering for domiciliary care on Anglesey based on three patches with one core provider in each patch (i.e. Option 3 in the report).

•  To ensure that a new contract is in place for the programme by May/June, 2017.

•  To engage with service users informing them of the changes in the next two months.

•  To use the opportunity to raise awareness of the options available to service users with regard to Direct Payments.

•  To use the feedback to inform the option available as part of the Direct Payment process.

To submit a report by the Head of Learning.

The report of the Head of Learning following the publication of statutory notices for (a) a new primary school in Aberffraw and (b) Ysgol Parc y Bont to become a community school and to federalise Ysgol Brynsiencyn was presented for the Executive’s consideration. The report included an objection report as at Appendix A following the receipt of one objection to proposal (a) above.

The Portfolio Member for Education reported on the background to the proposals with regard to reorganising schools in the Bro Rhosyr and Bro Aberffraw areas and the consultation thereon and the subsequent publication of statutory notices with regard to implementing the proposals.

The Head of Learning referred to the process which the Authority had adopted to deal with an objection to a decision by the Executive to issue a statutory notice to close a primary school under the new School Organisation Code effective from 1 October, 2013 and said that this process entails the matter being referred back to the Executive to determine whether the proposals should be approved, rejected or approved with amendments. The Officer outlined the nature of the one objection received to the proposal in (a ) (namely to combine four schools – Ysgol Bodorgan, Ysgol Dwyran, Ysgol Niwbwrch and Ysgol Llangaffo in one new school on a site in Newborough which would be under the Church in Wales’s voluntary control) and the three specific matters raised therein, and she outlined  the Authority’s response to each of those matters.

It was resolved –

•  To approve the original proposals, namely –

•  Propose not to support Ysgol Bodorgan (Bodorgan, Anglesey LL62 5AB), Ysgol Dwyran (Dwyran, Anglesey, LL61 6TE) and Ysgol Llangaffo (Llangaffo, Anglesey, LL60 6LT) that

are at present maintained by the Isle of Anglesey County Council and to set up a new Welsh medium primary school under the Church in Wales’s voluntary control to be held by the Isle of Anglesey County Council on a site in Newborough on land by Morawelon, Newborough, LL61 6TH for 3-11 year old boys and girls.

•  Not to support Ysgol Parc y Bont (Llanddaniel, Anglesey LL60 6HB) that is at present maintained by the Isle of Anglesey County Council as a school under the voluntary control of the Church in Wales and to set up a new Welsh medium community primary school to be maintained by the Isle of Anglesey County Council on the Ysgol Parch y Bont site for 3-11 year old boys and girls. Ysgol Brynsiencyn will be federalised with another school.

•  To authorise Officers to continue with the process of:

•  Building a new primary school in Newborough (conditional on the site being suitable)

•  Adapting Ysgol Parc y Bont and changing its status, and

•  Adapting Ysgol Brynsiencyn and federalising it with another primary school.

To submit a report by the Head of Learning.

The report of the Head of Learning setting out new arrangements for the provision of the Additional Learning Needs and Inclusion Service in Gwynedd and Anglesey was presented for the Executive’s consideration.

The Portfolio Member for Education presented the recommendations for the establishment of new arrangements for the Additional Learning Needs and Inclusion Service in Gwynedd and Ynys Môn and commended them to the Executive.

The Head of Learning clarified the proposed governance model for the new ALN and Inclusion Service as at Appendix 1 of the report and elaborated on how the model would work in terms of scrutiny, accountability and the monitoring of the range of services to be provided across both council areas.

It was resolved:

•  To adopt a Common Additional Learning Needs and Inclusion Strategy for Gwynedd and Anglesey which will address the needs of pupils and young people in an effective and efficient manner to be operational by September, 2017.

•  To join in a formal partnership with Gwynedd Council to implement the strategy and adopt a new governance structure as referred to in the report, which will replace the Gwynedd and Anglesey SEN Joint-Committee (SENJC).

•  To delegate permission to the Head of Learning in consultation with the Head of Council Business and Head of Resources to complete a Formal Agreement with Gwynedd Council for the partnership.

•  To delegate permission to the Head of Learning in consultation with the Head of Council Business and Head of Resources to complete an agreement /memorandum of understanding for the interim period which will state the commitment of both authorities to implement the new procedure and will allow the work that is needed in order to reach that point to be carried out.

To submit a report by the Head of Regulation and Economic Development.

The report of the Head of Regulation and Economic Development incorporating a revised and amended Gambling Policy was presented for the Executive’s consideration.

It was resolved to accept the report and to support the amended Gambling Policy as presented, for adoption by the County Council.

To submit a report by the Head of Regulation and Economic Development.

The report of the Head of Regulation and Economic Development incorporating the North Wales Economic Ambition Board’s (NWEAB) “Growth Vision for the Economy of North Wales” Strategy was presented for the Executive’s consideration and approval.

The Head of Regulation and Economic Development reported that the Authority has over the course of the past 10 to 15 years submitted numerous grant applications to the Welsh Government for both core funding and European funding to develop the economy. As resources diminish, changes have been introduced with the focus shifting to a more regional perspective. The report seeks to twin track the regional process for competing for additional funding from both the Welsh Government and Westminster in order to promote the region’s economy. The Westminster Government has indicated that it will develop an industrial strategy for the UK for the next ten years based on major  infrastructure projects and given that the largest infrastructure project of national significance is in Anglesey in the form of Wylfa Newydd, it is essential that the Authority is linked into the regional efforts to influence developments so as to get the best for Anglesey and its residents and businesses.

It was resolved to approve the North Wales Economic Ambition Board’s (NWEAB) “Growth Vision for the Economy of North Wales” as the basis for commencing negotiations with the UK and the Welsh Government over a Growth Deal Bid for the region.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services incorporating a Welsh Housing Quality Standards Compliance Policy was presented for the Executive’s consideration.

It was resolved to approve the draft Welsh Housing Quality Standards (WHQS) Compliance Policy.