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 received.

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 19^th September, 2016.

The minutes of the previous meeting of the Executive held on 19^th September, 2016 were presented for the Executive’s approval.

It was RESOLVED that the minutes of the previous meeting of the Executive held on 19^th September, 2016 be confirmed as correct.

To submit for information, the minutes of the meeting of the Corporate Parenting Panel held on 5^th September, 2016.

The minutes of the Corporate Parenting Panel held on 5^th September, 2016 were presented for the Executive’s approval.

It was RESOLVED that the minutes of the Corporate Parenting Panel held on 5^th September, 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 November 2016 to June 2017 was presented for the Executive’s approval.

The Head of Democratic Services highlighted the changes to the Forward Work Programme as follows :-

Items new to the Forward Work Programme

·      Item 9 – Adoption of powers by Council and delegation to Officers scheduled to be considered by the Executive at its 28^th November, 2016 meeting;

·      Item 10 – Smallholdings Programme of Improvements – update scheduled to be considered by the Executive at its 28^th November, 2016 meeting;

·      Item 14 – Gypsy and Traveller sites to be considered by the Executive at its 19th December, 2016 meetings;

·      Item 30 – Transformation of the Library Service to be considered by the Executive at its 13^th February, 2017 meeting.

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

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

The report of the Head of Function (Resources)/Section 151 Officer was presented for the Executive’s consideration with regard to the above.

The Chair summarized the main potential future capital expenditure and the impact on the capital financial element of the revenue account.  He noted that the 21^st Century Schools project is a challenging long term programme which will require £120m capital funding.  He referred to small projects within the report which is considered to be fundamental and does not put overbearing pressure on the budget.  It is suggested that an asset renewal programme be put in place for these small projects.

The Head of Function (Resources)/Section 151 Officer stated that he agreed that the 21^st Century Schools project is immense and it will have an impact on the education and schools budget; it will also increase revenue costs of up to £5m.  If the project is funded from Council’s central budget it would have an effect on other services within the Council.

It was RESOLVED :-

·           That a further report be submitted to the January 2017 Executive with regard to potential effect on the Council’s budget in respect of the scale of the 21^st Century Schools projects;

·           That the 2017/2018 capital programme funding is limited to the value of the general capital grant, the level of supported borrowing, the value of the funding for previously agreed projects, which is no longer required, and the value of any unallocated capital receipts which are generated;

·           That the principle is set whereby the items noted in paragraph 6.1 of the report are included in the capital programme each year.  The sum allocated to each heading will be agreed as part of the process for setting the capital budget each year, depending on the level of funding available;

·           That projects which are to be funded from unsupported borrowing will only be undertaken if the reduction in revenue costs or increased income generated is sufficient to meet the additional capital financing costs incurred;

·           That a level of road surfacing work is funded from the capital programme each year.  The sum allocated will be dependent on the funding required to achieve any minimum contract value guarantees, the level of funding available and an assessment of the state of repair of the Authority’s roads;

·           That grant funded projects are added to the 2017/2018 capital programme once the funding is known;

·           That projects that require a level of match funding to enable grant funding to be drawn down are assessed on a case by case basis by the Executive.  The decision whether to commit funding will be dependent on the project, how its fits into the Council’s corporate priorities and the ratio of Council funding to grant funding;

·           That bids for new projects will be assessed in accordance with the scoring matrix that applied in 2016/2017 i.e. priority will be given to projects which assist the Council in achieving its corporate objectives, mitigates corporate risk, achieves future revenue savings and can demonstrate that adequate project  ...  view the full minutes text for item 6.

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

The progress report of the Head of Function (Resources)/Section 151 Officer was presented to the Executive with regard to the implementation of Council Tax Premiums from 1 April, 2017.

The Chair stated that discussions have been undertaken with regard to use funding generated from the premiums on empty and second homes be utilised to assist in the provision of affordable houses on Anglesey.  It has been considered that first time buyers be afforded assistance from the funding of the Council Tax Premiums to purchase their first homes or to renew properties.

It was RESOLVED :-

·           To note the progress in the implementation and anticipated additional income from introducing the Council Tax Premiums from April 2017;

·           That a further report be presented to the Executive in January 2017, outlining proposals as to how the sum allocated could be used to assist in the provision of affordable houses on Anglesey;

·           To approve the use of the Council’s contingency to meet the additional cost of a temporary Clerical Officer post up to 31 March, 2017;

·           To approve the appointment of an additional Enquiry/Revenue Officer on a permanent basis and that the cost be met from the additional income collected under the Council Tax Premium.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services was presented to the Executive regarding the delivery of the resettlement and support programme for Syrian Refugees.  

The Portfolio Holder (Housing & Social Services) reported that the Executive agreed in April 2016 to take part in the Syrian Vulnerable Persons Resettlements Scheme and welcome refugees into Anglesey due to the dire situation in the Syrian city of Aleppo.

The Housing Options Manager gave a brief summary of the success of the first family which has been provided a home by a Private Rented Sector landlord in the Menai Bridge area.  She stated that the children have now settled in a local school and are progressing well.    The provision of a Support Worker has been accompanying the family on days out across the Island, introducing them to the local culture, the Welsh language and are extremely keen to participate in local community activities.    The Officer stated that arrangements are currently been undertaking to welcome a second family to the Island.

It was stated that the Home Office has requested local authorities across the United Kingdom to resettle unaccompanied children under the National Transfer Scheme for Unaccompanied Asylum Seeking Children programme (UASC) and the Vulnerable Children’s Resettlement Programme (VCRP).  It was considered that the Council should not participate with the UASC and VCRP programmes at present for the reasons given within the report.

It was RESOLVED :-

·           To note the progress made to date;

·           To endorse the next steps to be taken to welcome a second Syrian family before Christmas;

·           Not to participate in the Unaccompanied Asylum Seeking Children National Transfer Scheme at present and to review the matter in 12 months’ time.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services was presented to the Executive regarding the remodelling of Llawr y Dref, Llangefni.

The Portfolio Holder (Housing & Social Services) stated that improvement programme has been put in place to improve 1 – 4 and 6 – 29 Llawr y Dref, Llangefni.  The internal floorspace within the flats will be enhanced together with the installation of a lift to block 6 – 29 Llawr y Dref.  Health and Safety issues will also be enhanced with the upgrading of the door entry system to the building and communal areas which will include a CCTV system.  He further stated that the current designation for the scheme will continue for a period of 6 months following the completion of the re-modelling of the scheme.  However, if it is not possible to let the units following the period of 6 months the designation of the scheme will be changed to be for people over the age of 50 or registered disabled. 

Councillor Dylan Rees, a Local Member stated that he was satisfied with the improvement programme for the remodelling of Llawr y Dref, Llangefni.  However, he stated that the residents of Llawr y Dref have commented that the loss of the Warden Service has contributed to people not wanting to be housed within the service as they would feel safer living in the flats; people would be more willing to be housed at Llawr y Dref if a Warden Service was afforded at the flats.   He asked the Housing Services to consider locating a Peripatetic Warden at Llawr y Dref.  The Executive responded that installing a CCTV system will be used to monitor the activity of Llawr y Dref and locating a Warden Service was create a precedent for similar housing in the ownership of the Authority.

It was RESOLVED :-

·           To proceed with the improvement programme to numbers 1 – 4 and

6 – 29 Llawr y Dref, Llangefni which includes maximising the internal floor space within the flats, maintaining the current footprint, installing a lift in block numbers 6 – 29, upgrading the current communal facilities together with carrying out external improvements to the building;

·           To improve safety arrangements to numbers 1 – 4 and 6 – 29 Llawr y Dref, Llangefni by upgrading the door entry system to the building and the communal areas which is to include a CCTV system, together with the upgrading of the fire safety system within the two blocks;

·           To continue with the current designation for the scheme for a period of 6 months following completion of re-modelling of the scheme.  If it is not possible to let the units following this period the designation of the scheme will be changed to be for people aged 50 or over or for people who are registered disabled.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services was presented to the Executive with regard to the North Wales Protocol for the Gypsies and Travellers Community.

The Portfolio Holder (Housing & Social Services) stated that the intention of the Protocol is to establish common principles for addressing unauthorised encampments which reduce social tension where encampments occur, reduce enforcement and clean-up costs and ensure a co-ordinated approach between the services that may need to be involved.

It was RESOLVED to approve the North Wales Joint Protocol for Managing Unauthorised Gypsy Traveller Encampments.

To submit the final report by the Corporate Scrutiny Committee.

The report of the Chair of the Scrutiny Outcome Panel and Scrutiny Manager was presented to the Executive.

The Chair of the Scrutiny Outcome Panel highlighted the main review of the Panel work with regard to Corporate Safeguarding responsibilities of the Council.  He noted that the Corporate Scrutiny Committee at its meeting held on 6^th July, 2015 considered the Council’s response to the Wales Audit Office (WAO) Report on the Authority’s assurance and accountability arrangements in relation to Corporate Safeguarding and recommended that a Scrutiny Outcome Panel be established.  He noted that the Panel was mostly satisfied that the Corporate Safeguarding Board was undertaking the task to ensure that the Authority was undertaking their safeguarding duty as set out in the Council policies. 

The Chair of the Executive thanked the Scrutiny Outcome Panel for their work and stated that most of recommendations contained within the report have been addressed by the Social Services Department.  He considered that an update report be presented to the Executive in the New Year with regard to the recommendations of the Panel.

It was RESOLVED :-

·                To approve the report and the recommendations contained therein;

·                That a progress report be submitted to the Executive in the New Year with regard to recommendations contained within the report.

To submit the final report of the Corporate Scrutiny Committee.

The report of the Chair of the Scrutiny Outcome Panel and Scrutiny Manager was presented to the Executive. 

The Chair of the Scrutiny Outcome Panel presented the main findings of the underperforming indicator for Housing Services within the Corporate Scorecard with regard to Letting of Local Authority Housing (Voids).  The Corporate Scrutiny Committee at its meeting held on 17^th September, 2015 resolved to established a Scrutiny Outcome Panel to examine in detail the underperforming performance indicator for this service.  He noted that the Panel considered that letting of housing by the Housing Service took 54.3 days compared to a target of 25 days.  However he stated that some properties, when they became vacant, needed improvements works.  During 2015-16 a total of 52 kitchens, 34 bathrooms and 91 rewiring upgrades took place. 

The Portfolio Holder (Housing & Social Services) thanked the Panel for their work and noted that the target for letting properties will remain at 25 days. 

It was RESOLVED to approve the report and the recommendations contained therein.