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

Councillor R.A. Dew declared a personal interest and prejudicial interest in Item 9 – Schools’ Modernisation – Llangefni Area – Statutory Consultation and left the meeting during dicussion and voting thereon.  Councillor R.A. Dew declared a personal interest in Item 10 – Schools’ Modernisation – Strategic Outline Programme – Band B.

Councillor Dylan Rees (whilst not a Member of the Executive) declared a personal interest in Item 9 Schools’ Modernisation – Llangefni Area – Statutory Consultation.

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

None.

To submit for confirmation, the draft minutes of the meeting of the Executive held on 12 June 2017.

The minutes of the previous meeting of the Executive held on 12^th June, 2017 were presented for confirmation.

It was resolved that the minutes of the previous meeting of the Executive held on 12^th June, 2017, be approved as a correct record.

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 September 2017 – April 2018 was presented for the Executive’s approval.

The Head of Democratic Services reported on changes to the Forward Work Programme since the previous reporting period as follows :-

·      Items new to the Forward Work Programme

Item 6 – Employee Benefits scheduled to be considered by the Executive at its 18 September, 2017 meeting.

Item 11 – Performance Review of Social Services (CSSIW) scheduled to be considered by the Executive at its 18 September, 2017 meeting.

Item 15 – Major Projects Legacy Framework scheduled to be considered by the Executive at its 18 September, 2017 meeting.

New Item – Engagement on Extra Care Housing in the Seiriol area scheduled to be considered by the Executive at its 18 September, 2017 meeting.

Item 43 – Corporate Scorecard – Quarter 3, 2017/18 scheduled to be considered by the Executive at its 26 March, 2018 meeting.

Item 44 – 2017/18 Revenue and Capital Budget, Monitoring Report – Quarter 3 scheduled to be considered by the Executive at its 26 March, 2018 meeting.

Item 45 – Discretionary Housing Payments Policy 2018/19 scheduled to be considered by the Executive at its 26 March, 2018 meeting.

·           Item rescheduled for consideration

Item 13 – Gypsies and Traveller Sites rescheduled to be considered by the Executive at its 18 September, 2017 meeting.

It was RESOLVED to confirm the Executive’s updated Forward Work Programme for the period from September, 2017 to February, 2018 as presented at the meeting.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from September, 2017 to February, 2018 as presented at the meeting.

To submit a report by the Head of Corporate Transformation.

The report of the Head of Corporate Transformation was presented in relation to Quarter 4 for the financial year 2017/18.

The Portfolio Holder (Corporate) said that the Corporate Scorecard shows that the performance indicators for the Council’s sickness levels have seen a further improvement in Quarter 4 with 9.78 days sick FTE against the target of 10 days sick per FTE.  This is a positive result due to the hard work undertaken by the Council over the last few years under the leadership of the Senior Leadership Team.    He referred to the Social Services Department which showed underperformance in two indicators with Children’s Services and Adult Services against their annual targets for the year.  Details of these are set out in paragraphs 2.1.3 and 2.1.4 of the report along with an explanation in mitigation of the underperformance and proposed improvements measures in place. 

The Chair of the Corporate Scrutiny Committee said that discussions were undertaken at the Corporate Scrutiny Committee at its meeting held on 26 June, 2016 with the Wales Audit Office noting that the Council has significantly improved its corporate arrangements to manage sickness absence.

It was RESOLVED to note the areas which the Senior Leadership Team is managing to secure improvements into the future as per section 1.3 of the report along with mitigation measures outlined.

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

The report of the Head of Function (Resources)/Section 151 was presented in relation to the draft Comprehensive Income and Expenditure Statement for 2016/17 and the Draft Balance Sheet as at 31 March, 2017.

The Portfolio Holder (Finance) highlighted the main considerations of the report and noted that information about reserves and balances are incorporated within the report.

It was RESOLVED :-

·           To note the draft unaudited main financial statements for 2016/17;

·           To note the position on earmarked reserves and to approve the use of, or increases to, individual reserves as noted in Appendix 4 of the report;

·           To approve the new reserves amounting to £482k as shown in table 2 of the report;

·           To approve £250k from the general reserves to fund additional voluntary redundancy costs in 2017/18;

·           To note the schools balances position;

·           To note the HRA balances as at 31 March, 2017.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services was presented to the Executive for approval. 

The Leader as the Portfolio Holder for Housing & Social Services reported that the Empty Homes Strategy is the second strategy for the Housing Services to produce.  The strategy was developed in consultation with key partners.  She wished to thank the Officers who have been involved in the completion of the empty homes strategy of the Council.

The Head of Housing Services said that currently around 800 homes are empty for six months or more.  Over the past four years nearly 400 properties have been returned to use due to the work of the Empty Homes Service.  She referred to the waiting list for social housing and the need for such empty properties to be available to meet the housing needs on the Island.

The Chair of the Corporate Scrutiny Committee said that discussions were undertaken at the Corporate Scrutiny Committee at its meeting held on 26 June, 2016 as regard to the Empty Homes Strategy.  He referred to comments made at the Committee as to the impact of the proposed new nuclear power station on housing needs on the Island. 

It was RESOLVED to adopt the Empty Homes Strategy 2017-2022.

To submit a report by the Assistant Chief Executive (Governance and Business Process Transformation).

The report of the Assistant Chief Executive (Governance and Business Process Transformation) was presented to the Executive for approval.

The Assistant Chief Executive (Governance and Business Process Transformation) reported that 2016/17 was a challenging year in terms of the context in which social services were delivered as well as incorporating the requirements of the Social Services and Wellbeing Act (Wales) 2014 within the Social Services Department.  Following the CSSIW inspection of Children’s Services in November 2016 priorities within the service for improvement has been undertaken to strengthen preventative facilities and improving a range of services available to families.  The focus consequent upon the CSSIW report has been on developing a workforce strategy centred on recruitment and retention of staff.  A Children’s Scrutiny Panel has been established to monitor the service and will report back to the Corporate Scrutiny Committee on a regular basis.   She further reported that Adults’ Services have seen a period of stability which has enabled the service to focus on the future and to consolidate progress in relation to the development and construction of extra care facilities and making more appropriate use of the Garreglwyd Residential Home.  

As regards to the Social Services Department it was noted that emphasis is on workforce development and training and on preparing for the introduction of a new national IT system (WCCIS) which will enable the service to work more effectively.  Improving the engagement with service users especially in terms of preventative service is paramount within the service, and will be strengthened this year.   

The Chair of the Corporate Scrutiny Committee said that discussion were undertaken at the Corporate Scrutiny Committee at its meeting held on 26 June, 2016 as regard to the improvements required within Children’s Services.  He noted that the Committee was satisfied that a Children’s Scrutiny Panel has been established to address in detail the improvements required in response to CSSIW Inspection within the Children’s Services.

The Executive noted the proposals within the report but raised issues as regard to other local authorities having encountered problems with the national IT system (WCCIS).  The Assistant Director (Governance and Business Process Transformation) said that the WCCIS system has now gone live in many local authorities and that problems have occurred during initial rollout of the system.  However, initial problems are being resolved and it is hoped that Ynys Môn and Gwynedd Councils will start using the WCCIS system next month.

It was RESOLVED to accept and to note the draft Annual Report of the Statutory Director of Social Services for 2015/16.

To submit a report by the Head of Learning.

The report of the Head of Learning was presented to the Executive for consideration.

The Portfolio Holder for Education outlined the recommendations of the report to the Committee and explained the differences between the two Options put forward with regard to the Llangefni Area Statutory Consultation.

The Head of Learning said that due to the pressure on the schools within the town of Llangefni it was decided to include this catchment area within Band A of the Schools Modernisation Programme.  Ysgol y Graig and Ysgol Corn Hir have already exceeded pupil numbers.  She referred to the consultation process together with numerous responses within the Llangefni catchment area, school stakeholders at Ysgol Henblas, Ysgol Esceifiog, Ysgol Bodffordd, Ysgol Corn Hir, Ysgol y Graig and Ysgol Talwrn.  She noted that due to a recent planning approval for a large housing development in Llangefni, it was considered necessary to re-consult on options as regard to Ysgol y Graig and Ysgol Talwrn.

Councillor Dylan Rees, as a Local Member expressed his concerns to the options to close Ysgol Talwrn and Ysgol Bodffordd as there are strong views to keep these schools open.  He referred to the recent announcement by Ms. Kirsty Williams AM – Cabinet Secretary for Education with regard to Councils having to consider all viable alternatives to close rural schools.  He further said that the Community of Bodffordd express concerns that if the school was to close the community would lose the community use of the school building together with the loss of the school’s playing field.

The Chair of the Corporate Scrutiny Committee said that discussions were undertaken at the Corporate Scrutiny Committee at its meeting held on 26 June, 2016 as regard to the modernising of schools programme in the Llangefni area.  He noted that strong views have been expressed by the local communities.

The Head of Learning referred to the announcement by the Cabinet Secretary for Education as regard to changes in the restricting of the code for modernising schools and she noted that 18 of the 47 schools on Anglesey would come under the category of ‘small schools’ within the new organisation code the Cabinet Minister proposes.  The proposed changes to the Schools’ Organisation Code does not include many changes that the service does not already undertake as part of the consultation process within its current modernisation of schools programme.  However the amended Code does suggest additional factors that local authority needs to consider before recommending the closure of schools.  The protocol for closing schools must reflect that the authority has considered the sustainability of small schools including the exploration of clustering, federalisation of schools and community use and working in partnership with other bodies i.e. Health Authority. The Llangefni area consultation is undertaken within the current Schools Organisation Code. 

The Chief Executive expressed that the key drivers for the modernisation of schools programme is the raise standards of education for the children of the Island.  He noted that the Authority would  ...  view the full minutes text for item 9.

To submit a report by the Head of Learning.

The report of the Head of Learning was presented for consideration by the Executive.

The Portfolio Holder for Education apologized that a report had been submitted to the Corporate Scrutiny Committee in error and minor amendments to that report was considered by the Scrutiny Committee.  He said that there is a requirement by Welsh Government for all Welsh Local Authorities to update their Band B proposals and submit their revised Strategic Outline Programme (SOP) by 31 July, 2017. 

The Head of Learning said that the Authority’s Strategic Outline Programme (SOP) was presented to the Welsh Government in December 2013.  The strategic paper was divided into 4 Bands namely Band A (2013-2019), Band B (2019-2022), Band C (2022-2025) and Band D (2025-2028); the original SOP (2013) factors such as demographic changes and leadership capacity have changed significantly. Additionally, Welsh Government has said that Band B will be for a period of 5 years and will run from 2019-2024.  She noted that due to the two primary schools in Llangefni being full to capacity, and the requirement to make changes to Ysgol Graig, the funding within Band A will not be sufficient to address all the requirements in the Llangefni area.   Welsh Government has instructed the Authority to include the Llangefni area within the SOP Band B.  The Head of Learning also said that the catchment area of Amlwch, Lligwy and Seiriol have been included within the SOP of Band B. 

The Chair of the Corporate Scrutiny Committee said that discussions were undertaken at the Corporate Scrutiny Committee at its meeting held on 26 June, 2016 and the Committee supported, in principle, that a bid for £18 million be submitted towards the Band B programme.  He further noted that consideration also needed to be taken as to the effect on local schools in the vicinity of the new Wylfa Newydd project.

It was RESOLVED :-

·           To approve the modernisation of primary and secondary schools, and also primary and secondary schools sharing the same campus or 3-16/3-18 through schools;

·           To approve the Local Authority contribution of approximately £18 million towards the Band B programme;

·           To approve the options outlined in the Economic Case of the SOP and to expect further detailed analysis in the subsequent detailed business case;

·           To continue to support the schools modernisation programme’s case for change and the drivers for change.

To consider adoption of the following:-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from meeting during discussion on the following item 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”.

Owing to discussion which might reveal the identities of individual staff, the debate and decision took place with the press and public excluded. However, the Report is published in full with this decision record on the Council’s website.

To submit a report by the Interim Head of Children’s Services.

The report of the Interim Head of Children’s Services was presented to the Executive for approval.

The Assistant Chief Executive (Governance and Business Process Transformation), with responsibility for Social Services, reported that the Children’s Services is still dependent on agency staff and to fund these staff a request is submitted to the Executive to allocate a sum of £181,208 from reserves to enable the service to extend the contracts of the agency staff for a further three months whilst the authority is continuing to recruit new staff.  However, she noted that an additional funding is required due to staff movement to other posts and leaving the authority and therefore a total sum of £221,257 is required.  She noted that at present the recruitment of staff within Children’s Services has been encouraging but noted that recruitment of Managers within the service is paramount to the improvement plan of Children’s Services. 

Following detailed discussion by the Executive it was RESOLVED :-

·           To allocate the sum of £221,257 from reserves to enable the extension of contracts of agency staff for a further three months. (1 Service Manager’s post to be extended until 2018 and 3 Social Workers posts until the end of December 2017);

·           To proceed with the second phase of the restructuring of Children’s Services (additional costs of regrading posts in Teulu Môn), which requires an additional expenditure of £17,000 (which can be funded from staffing budget for Children’s Services);

·           To give the Head of Children’s Services the flexibility to utilize some of the budget unallocated (£93,957) after the restructuring to support the implementation of the Service Improvement Plan over the next few months.