Agenda, decisions and minutes

To receive any declarations of interest from Members or Officers in respect of any item of business.

Councillor Richard Dew declared a personal and prejudicial interest in item 9 on the agenda on account of his wife’s employment as a teacher at Ysgol Corn Hir.

Councillors R. Meirion Jones, Alun Mummery and Robin Williams declared a personal and prejudicial interest in item 13 on the agenda because as Local Members they had voiced their objections to the development from the outset and could not therefore be seen to be impartial on the matter.

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

None to report.

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

•  12 November 2018 (Budget)

•  26 November 2018

The minutes of the previous meetings of the Executive held on 12 November and 26 November, 2018 were presented for confirmation.

It was resolved that the minutes of the meetings of the Executive held on 12 November and 26 November 2018 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 January, 2019 to August, 2019 was presented for the Executive’s consideration.

The Head of Democratic Services updated the Executive as follows –

Items new to the Work Programme -

•           Item 13 – Annual Equality Report 2017/18 the decision on which is delegated to the Portfolio Member for Social Services and is scheduled for publication in March, 2019.

•           Item 20 – Corporate Scorecard Quarter 4 2018/19 to be considered by the Executive at its May, 2019 meeting.

•           Item 21 - 2018/19 Revenue and Capital Budget Monitoring Reports Quarter 4 2018/19 to be considered by the Executive at its May, 2019 meeting.

•           Item 22 - Welsh Language Standards Annual Report 2018/19 the decision on which is delegated to the Portfolio Holder with responsibility for the Welsh Language and is scheduled for publication in June, 2019.

Item deferred to a later date –

•           Item 2 - Local Full Fibre Network (LFFN) Project originally scheduled for consideration by the Executive at its December, 2018 meeting is now deferred to the January, 2019 meeting.

The Officer reported that since the publication of the Work Programme, the Learning Service has also requested that two items  - School Transport Policy and the Child Care Sufficiency Assessment Report  - be added to the Programme to be scheduled for consideration by the Executive in the New Year on dates to be confirmed.

It was resolved to confirm the Updated Forward Work Programme for the period January to August, 2019 with the changes outlined at the meeting.

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 a schedule of revised fees and charges for 2019/20 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that due to the current difficult financial situation, the Executive is being asked to approve early implementation of many of the revised fees and charges set out in the schedule appended to the report. Whereas traditionally, changes to fees and charges are implemented from 1 April in the new financial year, it is proposed that where possible implementation be brought forward to 1 February as part of a number of measures which are needed to respond to the financial situation. The fees and charges schedule highlights which changes are effective from 1 February, 2019, those which are effective from 1 April, 2019 (mostly where the increases are prescribed by statute) and those which are effective from September, 2019 (relating to schools). Income budgets for non-statutory fees and charges for 2019/20 have been increased by an average of 3% across each individual service. This has allowed Service Heads to increase individual fees by more or less than 3% but with the expectation that overall, services will be required to meet their budgeted income target.

The Portfolio Member drew attention to the fact that charges for school meals are currently the subject of a consultation which is due to close at the end of this month; consequently these will need to be confirmed at a later date.

In light of the above, the Executive was agreed that charges for school meals should not therefore be part of its determination and that the decision should reflect this exemption.

It was resolved to approve the schedule of fees and charges for 2019/20 as outlined in the booklet appended to the report with the exception of charges for school meals which are the subject of consultation until the end of December, 2018.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services incorporating the Regional Homelessness Strategy and Local Action Plan was presented for the Executive’s consideration.

The Portfolio Member for Housing and Supporting Communities reported that all Local Authorities are required by law to adopt a Homelessness Strategy in 2018 in order to prevent homelessness; to provide suitable accommodation for people who are or may become homeless and to ensure the availability of satisfactory support for people who are or may become homeless. Prior to producing the strategy, local authorities were required to undertake a local review in line with section 51 of the Welsh Government’s Code of Guidance on the Allocation of Accommodation and Homelessness. Local Authorities were required to undertake a review of the Homelessness Service as a basis for producing the Strategy. It was agreed by the North Wales Heads of Service that a Regional Homelessness Strategy should be produced because of the benefits - as noted in the report - which establishing a collective understanding and regional approach towards preventing homelessness would bring.

The Portfolio Member said that he wished to take the opportunity to thank the staff of the Homelessness Service on their work and also the wider Housing Service for its contribution to the formulation of the Regional Homelessness Strategy which is testament to the effective partnership working that has taken place on this strategy.

Councillor G.O. Jones, Chair of the Partnership and Regeneration Scrutiny Committee reported on the Committee’s deliberations on this matter at its meeting held on 13 November, 2018 as part of an extensive consultation exercise which was undertaken whilst conducting a review of the Homelessness Service. Councillor Jones said that in endorsing and recommending the Strategy and Local Action Plan to the Executive and in welcoming the regional collaboration that had produced it , the Committee had raised a number of points of clarification on which it had received assurances by the Officers; those points included the following –

•           The arrangements for monitoring the strategy locally to ensure it continues to meet its objectives.

•           Whether there are any differences in the way the Strategy applies to those councils which have retained responsibility for their housing stock i.e. Isle of Anglesey County Councils as opposed to those in the region which have transferred their stock to registered social landlords.

•           That 50% of respondents to the consultation across the region felt that staff were not always courteous or helpful in dealing with the difficult situations that people face. The Committee did not believe the Strategy addresses this issue; it was suggested that Anglesey could take the lead on the possible training needs of staff in the six North wales local authorities in dealing with sensitive issues linked to homelessness.

•           Whether the Authority is able to respond to requests for support – the Committee had noted that managing expectations is considered a challenge.

•           The need to ensure that individuals with mental health problems are appropriately served by the strategy.

•           That  ...  view the full minutes text for item 6.

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

The report of the Head of Children and Families’ Services outlining the Service’s latest progress against the Service Improvement Plan was presented for the Executive’s consideration.

The Chair and Portfolio Member for Social Services reported that many thanks are due both to the staff of the Children and Families’ Services for bringing the Service to this point wherein only 2 of the 21 action points identified as part of the Service Improvement Plan (SIP) following CIW’s inspection of Anglesey’s Children’s Services in November 2016 are still Amber in status and also to the Elected Members who have been part of and contributed to that process. Of the other 19 action points on the SIP, 13 are Green and 6 are Yellow in status. This improvement has been recognised by Care Inspectorate Wales (CIW) which has recently published the findings of its follow-up review of Children’s Services conducted in October, 2018. The Portfolio Member said that the Service Improvement Plan continues to be monitored and scrutinised by the Children’s Services Improvement Panel which has begun to give consideration to creating a new Plan that seeks to consolidate all the improvements to date whilst also ensuring continuous improvement for the long-term and beyond.

The Assistant Chief Executive(Governance and Business Process Transformation)/Statutory Director of Social Services said that the report summarises those areas which have been the focus of the Service’s latest work leading to improvements; these  are reflected in reduced reliance  on agency staff to cover vacant posts the Service having made several successful Social Worker appointments and also in the performance against key Performance Indicators where the improvement has been sustained from Quarter 1 2018/19 into Quarter 2 as the report  describes at paragraph 3. The Officer said that CIW’s follow-up Inspection report acknowledges that there has been significant improvements made in Children’s Services, that staff morale is high and that there is a passion and commitment at all levels to continue to work to deliver excellent services for children. However, the report also notes that there still remains work to be done; the Service too has been consistent in recognising that although a great amount has been achieved, the work is unfinished as the 2 Amber points testify to – these relate to elements that will be fully completed over the longer term and on which the Service continues to work. These areas along with the findings of CIW’s follow-up report will be considered in the New Year with a view to formulating a new Service Improvement Plan that will encompass the range of current activity as well as new innovative strategies to increase the number of placements for children with complex needs. CIW will be making a presentation to the Corporate Scrutiny Committee in January, 2019 after which the Service will discuss with the Inspectorate the next steps to be taken to make further improvements.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s meeting held on 10 December at which the latest improvements  ...  view the full minutes text for item 7.

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

The report of the Interim Head of Service (Highways, Waste and Property) setting out a procedure for dealing with the Council’s function as an Approving Body for Sustainable Drainage (National Standards) applications under the Flood and Water Management Act 2010 was presented for the Executive’s consideration.

The Portfolio Member for Highways, Waste and Property reported that Schedule 3 of the Flood and Water Management Act (FWMA) 2010 orders that surface water drainage systems for new developments should comply with National Standards for sustainable drainage (SuDS). Schedule 3 of the FWMA 2010 also places a duty on local authorities as SuDS Approving Bodies to approve, adopt and maintain systems that comply with section 17 of the Schedule. The Welsh Government has announced that the requirements of Schedule 3 will come into force in Wales on 7 January, 2019. From this date therefore, sustainable drainage systems will be required for every new development of more than 1 dwelling house or where the construction area is 100 square metres or more. Drainage systems must be designed and built in accordance with statutory SuDS standards published by the Welsh Ministers. However, development applications submitted prior to 7 January, 2019 date will not be required to comply.

The Portfolio Member said that although the formation of the SAB is a new statutory requirement on Local Authorities, there will be no extra funding from the Welsh Government to undertake this function. It is expected that the SAB should be self-supporting in the long-term with the fees attached to Sustainable Drainage applications paying for the running costs. Following a project manager report by Ymgynghoriaeth Gwynedd Consultancy (YGC) funded by Welsh Government to support the establishment of a SAB and to explore options for North Wales, internal discussions were held with the Regulation and Economic Service and YGC and a number of options for fulfilling the Council’s duties as a SuDS Approving Body were considered. For the reasons given in the report it was decided and it is recommended, that those duties should be undertaken internally with the Highways, Waste and Property Service using the arrangements of the Regulation and Economic Service for administration and YGC for resilience. This will require one administrative post to be filled immediately to deal with applications from 7 January, 2019. Otherwise until the income from SAB applications is sufficient to enable new posts to be created and filled, SAB duties will be combined with existing staff duties using YGC where the expertise and/or capacity does not exist at present.

The Interim Head of Highways, Waste and Property explained what a sustainable drainage system entails in ensuring that surface water run-off is made to drain away slowly via collection in ditches and water pools instead of draining away rapidly directly into the drainage system which in periods of heavy rainfall can be overwhelmed leading to flooding elsewhere in the system. From 7 January, 2019 as well as submitting an application under the normal planning process, developers  will also have to submit  ...  view the full minutes text for item 8.

To submit a report by the Head of Learning.

The report of the Head of Learning outlining the objections received following the publication of the statutory notices for a new primary school to replace Ysgol Bodffordd and Ysgol Corn Hir was presented for the Executive’s consideration. The report sought the Executive’s approval for the original proposal.

Having declared a prejudicial interest in this item, Councillor Richard Dew left the meeting whilst the discussion took place and a decision was made.

The Portfolio Member for Education, Libraries, Culture and Youth reported that the report is made in response to the statutory process. The Statutory Notice was issued on 2 October, 2018 with the 28 day period for objections ending on 29 October, 2018. 111 objections were received, 109 of which were presented on a standard proforma as in Appendix 2 to the report.

The Head of Learning said that in accordance with the School Organisation Code 2013 issued by the Welsh Government the Isle of Anglesey County Council as the proposer is required to issue a report describing any objections received. The Objection Report is contained in Appendix 1 which provides details of the nature of the objections presented by stakeholders. These can be broadly grouped under the themes of Transport and Travel, Choice, the conduct of the Consultation Process, and the Community Centre and the School Building’s future. The Authority’s response to the objections is also outlined.

Councillor R.G.Parry, OBE, FRAgS, Portfolio Member for Highways, Waste and Property and a Local Member said that locally there were two main areas of concern which related to the hazardous nature of the road network in the vicinity of the preferred site for the new school and the implications for pupils travelling to the new school from Bodffordd, and also the future of the Community Centre in Bodffordd which forms part of the school and its continued availability for use by the community after the school has closed. The Portfolio Member said that the implementation of traffic measures in the area of the new school has been considered with external specialists having concluded that a roundabout is needed on the B5109 to provide access to the school. The Authority will decide whether to provide transport to the new primary school after a safety assessment of the travel route. As regards the community centre, meetings with Bodffordd Community Council have been held to consider ways of preserving the community hall in line with the Executive’s original decision.

The Portfolio Member for Education, Libraries, Culture and Youth said this matter has been the under consideration for over two years and in that time has been the subject of extensive discussion through a non-statutory and statutory consultation process, the process also having been paused to re-consider the options for this area.  Although on the one hand the proposal means that a school is closing which is always a difficult proposition, on the other hand the area is being provided with a brand new school building which will serve it for many years to come.

The  ...  view the full minutes text for item 9.

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 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 involved the disclosure of exempt information as defined in Schedule 12A of the said Act and in the Public Interest Test presented.

To submit a report by the Head of Learning.

The report of the Head of Learning incorporating the combined Strategic Outline Case and Outline Business Case (SOC/OBC) to expand Ysgol y Graig by building a new Foundation Phase block and closing Ysgol Talwrn was presented for the Executive’s consideration.

The Portfolio Member for Education, Libraries, Culture and Youth said that the SOC/OBC   report is technical in nature and sets out the strategic, economic, commercial, financial and management grounds for expanding Ysgol y Graig by building a new Foundation Phase block and closing Ysgol Talwrn in line with the 21st Century Schools Business case process for capital funding for the project.

The Head of Learning said that the SOC/OBC sets out the case for the modernisation of the schools in the eastern part of Llangefni with the preferred way forward being to build a new Foundation Phase Block at Ysgol y Graig to accept the increasing number of pupils in the catchment area and to take the pupils from Ysgol Talwrn which would then close. The Officer provided a brief summary of the main sections of the report encompassing the anticipated project costs, the specification for the build, the potential site for the new block, the proposed procurement process and intended timescale for delivering the project.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s meeting held on 10 December, 2018 to which the SOC/OBC had been presented. He summarised the Committee’s views on the matter which he noted were not necessarily his own, as follows –

•           Concerns were raised about the preferred location for the extension to the current Ysgol y Graig, reallocation of the car park and the challenges associated with running the school from two separate buildings.

•           Concerns were also expressed about traffic conditions and issues relating to road safety within the vicinity of the site whilst construction work is ongoing.

•           The Committee was clear about the need to continually refine the final costs of the project once a decision has been made about the exact location of the proposed extension and car park.

•           Although recognising that the Strategic and Business case is currently in outline from only, the Committee felt that the information provided was overly sketchy and was vague on a number of points.

•           Having considered all the information presented as well as the clarifications provided by the Officers on the points raised, the Committee resolved to recommend to the Executive that it approves the SOC/OBC and submits the document to Welsh Government.

The Executive in thanking the Corporate Scrutiny Committee for its comments concurred that the new Foundation Phase Block needs to be situated as close as possible to the existing Ysgol y Graig building and that efforts to achieve this outcome should continue.

It was resolved to approve the following –

•           The combined Strategic Outline Case and Outline Business Case (SOC/OBC) to expand Ysgol y Graig by building a new Foundation Phase Block and to close Ysgol Talwrn.

•           The  ...  view the full minutes text for item 11.

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 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 involved the disclosure of exempt information as defined in Schedule 12A of the said Act and in the Public Interest Test presented.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services on the development of the temporary stopping place for Gypsies and Travellers in Star, was presented for the Executive’s consideration. The report provided information regarding the capital budget costs necessary for the project delivery of the site at Star together with indicative recurring revenue costs for the ongoing running of the site.

Having declared a prejudicial interest in this item, Councillors R. Meirion Jones, Alun Mummery and Robin Williams left the meeting whilst the discussion took place and a decision was made.

The Head of Housing Services elaborated on the project development costs and timeframe, the proposed tendering process, the ongoing annual revenue costs for the site and related considerations.

The Executive in noting the information presented, made the following points –

•           That consideration should be given to utilising other procurement frameworks in addition to Sell2Wales.

•           That the project delivery timeframe should be accelerated so that if possible, the project is completed sooner.

•           That if possible, the ongoing revenue costs for the site should be met from the income from the site without recourse to the Council’s Revenue Budget.

It was resolved to approve the following –

•           The acquisition of the land at Star for the site.

•           The capital budget costs associated with the project delivery of the temporary stopping site at Star.

•           Tendering the works for the development of the Star site based on the estimated costs provided and/or from utilising other frameworks.

•           The outlined development timescale for the Star site.