Agenda, decisions and minutes

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

Councillor R. Meirion Jones declared a personal interest in item 12 on the agenda.

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

None to report.

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

•  30th October, 2017

•  6th November, 2017 (Budget)

The minutes of the previous meetings of the Executive held on the following dates were presented for confirmation:

•  30 October, 2017

•  6 November, 2017 (Budget)

It was resolved that the minutes of the previous meetings of the Executive held on 30 October, 2017 and 6 November, 2017 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 December, 2017 to July, 2018 was presented for the Executive’s approval.

The Scrutiny Manager on behalf of 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 8 - Development Path for Council Housing – Design and build packages by developers. To be considered by the Executive at its December, 2017 meeting.

   •  Item 12 - Deprivation of Liberty Safeguards (DOLS).To be considered by the Executive at its  January, 2018 meeting

   •  Item 29 – 30 year Housing Revenue Account Business Plan and capital programme 2018-19. Subject to confirmation to be considered by the Executive at its February, 2018 meeting.

   •  Item 30 – Supporting People Programme Commissioning Plan. Subject to confirmation, to be considered by the Executive at its February, 2018 meeting.

   •  Item 35 – Tackling Poverty Strategy (approval of document following the consultation period). Subject to confirmation, to be considered by the Executive at its March, 2018 meeting.

   •  Item 36 – Housing Maintenance Store. Subject to confirmation, to be considered by the Executive at its March, 2018 meeting.

•  Items deferred to a later date on the Work Programme

   •  Item 7 – Tackling Poverty Strategy (approval of draft strategy for consultation). Re-scheduled for consideration by the Executive its December, 2017 meeting (from November, 2017)

   •  Item 11 - Schools Modernisation Llangefni Area (feedback on second consultation). Re-scheduled for consideration by the Executive at its January, 2018 meeting

   •  Item 13 – Holyhead Affordable Housing Development. Re-scheduled for consideration by the Executive at its January, 2018 meeting.

The Officer reported that additionally there have been further changes since the publication of the report, namely the deferral of item 5 (Treasury Management Strategy, 2018/19) from the Executive’s December, 2017 meeting to its January, 2018 meeting and the deferral of item 9  (STEM North Wales) from the Executive’s December, 2017 meeting to its January, 2018 meeting.

The Chair clarified for the information of parents of pupils in the Talwrn area who had enquired about the report back on school modernisation in the area, that of the two items on the Work Programme involving schools’ modernisation in the Llangefni area the one relevant to the parents is that under item 11, namely the outcome of the second consultation which is scheduled to come before the Executive on 29 January, 2018.

It was resolved to confirm the updated Forward Work Programme for the period from December, 2017 to July, 2018 subject to the additional changes outlined at the meeting.

To submit a report by the Head of Corporate Transformation.

The report of the Head of Corporate Transformation incorporating the Corporate Scorecard for Quarter 2, 2017/18 was presented for the Executive’s consideration.

The Portfolio Member for Corporate Services reported that performance against the agreed indicators in the second quarter of 2017/18 has been generally positive with the majority of indicators performing well against their targets. However, there are three areas which have been highlighted as underperforming details of which are provided in section 2.3.3 along with the proposed mitigation measures aimed at securing improvement in Quarter 3. Section 2.3.7 of the report provides an update on improvements in Children’s Services as they link into the Performance Indicators on the Scorecard. With regard to People Management, the performance in relation to sickness absence rates at the end of Quarter 2 of 4.25 shows a further improvement when compared with the same period in 2016/17. The Senior Leadership Team recommends continuing with the regular service sickness challenge panels with an emphasis on adhering to policy expectations with support to be provided to those specific services who have missed their targets. In relation to Customer Service the underperformance in respect of late responses to complaints is largely attributable to Children’s Services which although they held a discussion with the complainant within timescales in the majority of cases, had failed to send timely written responses. With financial management, the projected overspend has reduced by £0.343m on that reported in the first quarter. Further details are provided in the Quarter 2 Revenue Budget monitoring report.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s 13 November, 2017 meeting which had scrutinised the Quarter 2 performance. The Committee had noted that notwithstanding the improvement, the revenue budget is still projected to overspend by a significant amount at year end the pressure points being the Children and Families Service and the Learning Service. However, the Committee was encouraged by the sickness absence performance figure as well as the reduction in the number of children on the Child Protection Register.  

The Chair said that she welcomed the input of the Finance Scrutiny Panel which has asked the Heads of both the Children and Families Service and the Learning Service to provide an analysis of service expenditure in order to drill down to the reasons for overspending and to formulate a plan of action to address it. Also important in terms of providing ongoing support to carers and ensuring that their needs are being met is improving performance against PI Ll/18b – the percentage of carers who requested an assessment or review that had an assessment or review in their own right during the year which was presenting as Amber at the end of Quarter 2.

The Portfolio Member for Highways, Property and Waste informed the Executive that the Authority’s 75% recycling performance rate in Quarter 1 has been sustained into Quarter 2 making the Authority the highest performing authority in Wales for recycling at this time.

It was resolved –

•  To note  ...  view the full minutes text for item 5.

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 half of the 2017/18 financial year (1 April, 2017 to 30 September, 2017) 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 in February, 2017, the Council set a net budget for 2017/18 with net service expenditure of £126.647m. The budget for 2017/18 included required savings of £2.44m. Based on Quarter 2 figures, the overall projected financial position for 2017/18 including Corporate Finance and the Council Tax fund is an overspend of £1.924m or 1.53% of the Council’s net budget for 2017/18. This is a slight improvement on the position at the end of Quarter 1.Most of the overspend is due to the costs of Corporate Parenting with the Children and Families Service forecast to overspend by £1.89m. The situation is under review and it is hoped that measures being taken within the Children’s Services including a service restructure to allow more focus to be given to early intervention and intensive intervention will help the service manage expenditure. Some other services are overspending including Central Education as a result of the educational costs linked to 5 new out of county placements and transport to school, and Highways and the Transformation Service due largely to IT costs. However, a number of services have recorded underspends and these are detailed in the report. An invest to save programme was undertaken in 2016/17 with an allocation of £983k for individual projects. To date, £217k has been spent or committed from this allocation of funding during 2017/18 and the projects are at various stages of development with some closer to completion than others as outlined in Appendix CH to the report. The allocation includes an item of £87k for Lifelong Learning for the modernisation of business and performance processes. As this project is expected to require only £67k it is proposed that the remaining £20k be diverted to fund the development of an online shop and website for Oriel Ynys Môn which is also an invest to save project which should generate additional income.

The Head of Function (Resources) and Section 151 Officer said that although the situation has improved from that reported at the end of Quarter 1, the projected overall position remains one of a substantial overspend; work will be done with all services in the second half of the financial year to try to bring spending back into line with budgets. Should the current position prevail at year end, then any overspend at that time will be set against the Council’s general balances; these are at present in good shape and should help the Council  fund the overspend. However, the figures as presented do not take account of any added pressures which may arise as a result of adverse winter weather; there is a risk therefore that the overspend  ...  view the full minutes text for item 6.

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 second quarter of the 2017/18 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that in March, 2017 the Council approved a Capital Programme for non-housing services of £27.630m for 2017/18 and a capital programme of £12.873m for the HRA. In addition, in June 2017, the Council approved capital slippage of £4.677m to be brought forward from 2016/17, and there was also slippage carried forward from the 21st Century Schools Programme of £1.758m. Since the budget setting process, there have been additional schemes added onto the programme, most of which are grant funded, which amounted to £1.873m. The Authority has further received Capitalisation Direction for Equal Pay totalling £2.566m which brings the total capital budget for 2017/18 to £51.377m. As shown in Table 4.1 of the report, the forecast underspend on the Capital Programme for 2017/18 is £17.861m with £15.515m of this being potential slippage into the 2018/19 Capital Programme due mainly to underspends on the Holyhead and Llangefni Strategic Infrastructure projects and the new Highway to Wylfa Newydd project.

The Head of Function (Resources) and Section 151 Officer said that most of the slippage will be available in 2018/19 for those projects which are underspent. There is however a small risk linked to the capital grant for the new school in the Rhosyr area of which £1.9m is required to be spent before 31 March, 2018. At present it is anticipated that £2.7m will be spent. However, should there be any delay to the programme as a result of poor weather conditions, then there is a possibility that the £1.9m expenditure target might not be met meaning that the grant would be lost. To the end of Quarter 2, £0.384m has been claimed against the grant and every effort is being made to ensure that expenditure reaches £1.9m before the end of the financial year.

The Executive noted that much of the Capital Programme is made up of capital grant schemes e.g. the Llangefni Link Road project which is mostly externally funded with the Council undertaking the work on behalf of Welsh Government.

It was resolved to note the progress of expenditure and receipts against the capital budget 2017/18 at Quarter 2.

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 position in respect of the financial performance of the Housing Revenue Account (HRA)        for the second quarter of 2017/18 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the HRA budget is made up of revenue funding for repair and maintenance of the Council’s housing stock as well as funding for developing new council housing on the Island. The HRA is ring-fenced and its reserves cannot be transferred to the General Fund. The HRA position at the end of Quarter 2 is generally sound.

The Head of Function (Resources) and Section 151 Officer said that most of the underspend on the HRA is in relation to capital expenditure and will be rolled forward into 2018/19.

It was resolved to note the position set out in respect of the financial performance of the Housing Revenue Account (HRA) for Quarter 2 2017/18.

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 with regard to the calculation of the Council Tax base for 2018/19 was presented for the Executive’s consideration.

The Head of Function (Resources) and Section 151 Officer reported that it is the responsibility of the Executive to approve the calculations for setting the Council Tax base for 2018/19 for its area and for the parts of its area – these amounts must be notified to the precepting and levying bodies i.e. North Wales Police and the town and community councils by 31 December, 2017. The information is also forwarded to the Welsh Government for the purpose of setting the Revenue Support Grant (by 22 November, 2107) and for tax setting purposes (by January, 2018). The total base proposed for 2018/19 for tax base setting purposes is 30,773.31. This compares with 30,974.83 for 2016/17 and is a fall of 0.07%. which could be due to a number of reasons e.g. overestimation of council tax dwellings in 2017/18, increase in the number of single persons claiming discount and/or appeals against council tax banding possibly leading to a reduction the Council Tax base. There has been significant changes in the tax base for tax setting purposes as regards 2018/19 in respect of properties subject to the premium when compared to 2017/18. For properties where a premium applies there has been a reduction in the number of long-term empty properties subject to the premium (550 for 2017/18 down to 449 for 2018/19) while there has been an increase in the number of second homes subject to the premium (1,455 for 2017/18 up to 1,754 for 2018/19).This is an increase of 9.88% in the premium element of the tax base for tax setting purposes but is not sufficient to prevent a very small reduction in the tax for tax setting purposes.

It was resolved –

•  To note the calculation of the Council Tax Base by the Head of Function (Resources) and Section 151 Officer – this will be used by the Welsh Government in the calculation of the Revenue Support Grant for the Isle of Anglesey County Council for the 2018/19 financial year, being 30,663.09. (Part E6 of Appendix A to the report)

•  To approve the calculation by the Head of Function (Resources) and Section 151 Officer for the purpose of setting the Council Tax Base for the whole and parts of the area for the year 2018/19 (Part E5 of Appendix A to the report)

•  That, in accordance with the Local Government Finance Act 1992 and the Local Authorities (Calculation of Council Tax Base) (Wales) Regulations 1995 (SI19956/2561) as amended by SI1999/2935 and the Local Authorities (Calculation of Council Tax Base) and Council Tax (Prescribed Classes of Dwellings) (Wales) (Amendment) Regulations 2004, and the Local Authority (Calculation of Council Tax Base) (Wales) (Amendment) Regulations 2016, the amounts calculated by the Isle of Anglesey County Council as its tax base for the year 2018/19 shall be 30,773.31 and for the  ...  view the full minutes text for item 9.

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

The report of the Head of Function (Resources) and Section 15 Officer with regard to the Council Tax Reduction Scheme for 2018/19.

The Head of Function (Resources) and Section 151 Officer reported that the Council Tax Reduction Scheme which the Executive is asked to endorse is consistent with the schemes approved annually by the Full Council with regard to the Council Tax Reduction which have been in force since the 2014/15 financial year apart from the change recommended that the Council uses its discretion under the relevant legislation so that the Council Tax Reduction Scheme for 2018/19 onwards disregards all payments made under the Wales Infected Blood Support Scheme in accordance with the guidance provided by Welsh Government (Appendix A to the report).

It was resolved to recommend to the Full Council at its meeting on 12 December, 2017 –

•  That its current local Council Tax Reduction Scheme should not be revised or replaced with another scheme, apart from the Full Council using its discretion under Section 13A of Local Government Finance Act 1992 that the Council Tax Reduction Scheme for 2018/19 onwards disregards all payments made under the Wales Infected Blood Support Scheme (WIBSS).

•  That it formally adopts the current Council Tax Reduction Scheme (with the change as recommended above) for the financial year 2018/19.

•  That it authorises the Head of Function (Resources) and Section 151 Officer to make administrative arrangements so that all annual changes for uprating of financial figures or technical revisions in any amending regulation or regulations are reflected in the Council’s Council Tax Reduction Scheme and for each subsequent year as well as taking into account the necessary amendments to the council tax reduction regulations when using the additional disregard of payments made under WIBSS.

To submit a report by the Head of Learning.

The Portfolio Member for Education, Libraries, Youth and Culture proposed and it was agreed, that consideration of this matter be deferred until the Executive’s December, 2017 meeting.

It was resolved to defer consideration of the matter until the Executive’s December, 2017 meeting.

To submit a report by the Head of Learning.

The report of the Head of Learning seeking the Executive’s approval to extend the free childcare offer pilot areas agreed in February, 2017 in line with the criteria as outlined was presented.

The Portfolio Member for Education, Libraries, Youth and Culture reported that the proposed extension of the scheme is to be welcomed on the basis that helping families with affordable, and flexible, high quality childcare supports economic regeneration, reduces the pressure on family income and helps parents got to work thereby reducing the risk of families living in poverty. It also helps the well-being of children by providing them with positive and valuable childhood experiences.

The Executive noted that along with Gwynedd, being an early adopter for the 30 hour childcare scheme is appreciated by Anglesey; it is a valuable provision which will ultimately bring benefits to families across the Island.

It was resolved to approve extending the Childcare offer pilot areas as outlined in Part 1 and Part 2 of the report following Welsh Government confirmation. 

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

The report of the Interim Head of Children’s Services which provided an update on the implementation of the Children’s Services Service Improvement Plan was presented for the Executive’s consideration.

The Chair and Portfolio Member for Social Services reported that the Service re-structure has been implemented leading to smaller practice groups each headed by a Practice Leader thereby facilitating access to managerial advice, support and guidance. The Resilient Families Team is now fully staffed and in place and is currently working with 8 families to prevent family breakdown and to support children living at home. Recruitment is progressing with the Service Manager for Early Intervention and Prevention and the Practice Leaders having commenced in post since late summer/ early autumn. Seven new social workers have also been recruited.

The Assistant Chief Executive (Governance and Business Process Transformation/Statutory Director of Social Services) said that the improvement process is on course; the current focus of activities remains on improving social work practice as the key element in improving services for families and their children as well as overall cost-effectiveness. Whilst the report reflects the position as at October, 2017 the attached Improvement Plan tracks progress up to August, 2017; this will updated accordingly and the updated version will be presented to Scrutiny and to the Executive. A progress report has also been prepared for CSSIW one year on from the original inspection; this will be considered by the Children’s Services Improvement Panel with an update to be provided to Scrutiny and to the Executive in the New Year.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported back from the Committee’s 13 November meeting. He confirmed that whilst the Committee noted that there continue to be vacant posts within the service as highlighted by the Children’s Services Improvement Panel, it was satisfied with the pace and progress of improvement. The Committee had also suggested that a more proactive approach to recruitment going out directly to schools and universities could yield results. Councillor Aled Morris Jones said that he wished to acknowledge the vision and hard work which had brought the service thus far.

It was resolved to confirm that the Executive is satisfied with the steps and pace undertaken by Children’s Services in relation to the progress made in implementing the Service Improvement Plan.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services incorporating the Council Housing [Housing Revenue Account] Asset Management Strategy 2018-23 was presented for the Executive’s consideration.

The Portfolio Member for Housing and Supporting Communities reported that the draft Asset Management Strategy defines the Authority’s approach to managing the Housing Revenue Accounts (HRA) assets. It is the Authority’s first AMS and is focused on the three following themes:

•  Stock investment – maintaining the housing stock to a standard that meets customer and business needs and regulatory requirements especially the Welsh Housing Quality Standards.

•  Active Asset Management – improving the performance of properties which may have poor social, economic or environmental performance.

•  Supporting wider objectives – contributing to corporate priorities as well as complying with regulatory requirements in connection with existing stock together with established new development plans to increase housing options and promote independent living within communities.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported that the Committee at its meeting on 13 November had endorsed the strategy whilst also highlighting the potential impact of the introduction of Universal Credit on council housing tenants. The Committee had further expressed concern about, and had requested a report back on the Housing Service’s plans for supporting families in fuel poverty. Councillor Aled Morris Jones added that parking provision is a perennial issue that affects most estates and needs to be looked at.

It was resolved to approve the draft Housing Revenue Account Asset Management Strategy for 2018-2023.

To submit a joint report by the Assistant Chief Executive – Partnerships, Community and Service Improvement and the Head of Regulation and Economic Development.

The joint report of the Assistant Chief Executive (Partnerships, Community and Service Improvement) and the Head of Regulation and Economic Development seeking the Executives support for the delegation of specific powers to officers to facilitate the Council’s participation in the Development Consent Order processes linked to Horizon Nuclear Power (HNP) Wylfa Newydd New Nuclear Build and the National Grid North Wales Connection Project was presented.

The Assistant Chief Executive (Partnerships, Community and Service Improvement) reported that at present not all functions of the Council under the Planning Act 2008 are delegated and are therefore reserved to Full Council; delegations are therefore required to be put in place to enable the Council to effectively meet the challenging timescales and deadlines in connection with of the Development Consent Order (DCO) examination process for the HNP Wylfa Newydd New Nuclear Build and the National Grid North Wales Connection projects.  The delegations sought as outlined in the report are considered to represent an appropriate balance between seeking Member approval on the key principles and policy decisions required throughout the process and then allowing Officers to approve the final documents to ensure that responses can be submitted in accordance with the timetable. Further delegation from the named postholders to other Officers is also required in order to allow officers to be able to represent the Council effectively in the process, e.g. at oral hearings.

The Executive noted with reference to recommendation 2 in the report that sanctioning a departure from the bilingual policy for documents, representations and submissions as part of the DCO process is not done lightly and will only apply in those circumstances where deadlines and/or time limitations make the provision of bilingual documents by a specifc  date very difficult or impossible. It should be emphasised however that all documentation relating to the DCO process will be made available in the Welsh language.

The Executive noted further that it wished the delegations as proposed (recommendations 1 and 3) to be in consultation with the Deputy Leader and the Portfolio Member for Major Projects and Economic Development respectively.

It was resolved to recommend the following to the Full Council –

That the Council:

•  Delegates to the Assistant Chief Executive (Partnership, Community and Service Improvement) in consultation with the Deputy Leader, the authority to carry out all non-statutory community benefit negotiations and, where (in her opinion) time is of the essence, to make any and all decisions relevant to such negotiations in connection with, or arising from, either or both of the National Grid North Wales Connection Project and the Wylfa Newydd Nuclear Build Project

•  Departs from the bilingual policy for documents, representations and submissions made as part of the Development Consent Order process where it is important or where due to timescales, it is impossible for Officers to comply with the Council’s Welsh Language Policy and where the Chief Executive approves such a departure. To note however that all documentation will be made available in the Welsh language.

•  Delegates to the  ...  view the full minutes text for item 15.

To consider adoption of the following:-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the 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”.

It was resolved that -

Under Section 100(A)(4) of the Local Government  Act 1972 that the press and public be excluded from the meeting during the discussion on the following item on the grounds that it may involve the disclosure of exempt information as defined in Schedule 12A to the said Act and in the Public Interest Test as presented.

To submit a report by the Head of Learning.

The report of the Head of Learning setting out progress to date at Oriel Ynys Môn with regard to the implementation of its three year Business Plan was presented for the Executive’s consideration. The report provided a progress against target summary for the first year of the business plan for each of the six corporate aims.

Councillor Gwilym O. Jones, Chair of the Partnership and Regeneration Scrutiny Committee reported from the Committee’s 14 November meeting when it had considered the progress report on the Oriel Ynys Môn Business Plan. The Committee had scrutinised the performance data presented and had made suggestions for improving visitor numbers and income generation as well as looking at practices in other museums in the region by comparison. Overall, the Scrutiny Committee was satisfied with the progress made.

It was resolved to accept the report on progress to date at Oriel Ynys Môn in relation to the Business Plan and targets.

To consider adoption of the following:-

“Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the 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”.

It was resolved that -

Under Section 100(A)(4) of the Local Government  Act 1972 that the press and public be excluded from the meeting during the discussion on the following item on the grounds that it may involve the disclosure of exempt information as defined in Schedule 12A to the said Act and in the Public Interest Test as presented.

To submit a report by the Head of Learning.

The joint report of the Head of Learning and the Head of Highways, Waste and Property Services setting out the background and considerations in relation to the proposed transfer of the Gaol and Court House, Beaumaris to Beaumaris Town Council was presented for the Executive’s consideration.

It was resolved to proceed in accordance with the recommendation of the report.