Agenda, decisions and minutes

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

No declaration of interest was received.

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

None to report.

To present the draft minutes of the meeting of the Executive held on 15 July 2019.

The minutes of the previous meeting of the Executive held on 15 July, 2019 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meeting of the Executive held on 15 July, 2019 be confirmed as correct.

To submit the report of 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, 2019 to May, 2020 was presented for consideration and the following new items were noted - 

•           For the 28 October, 2019 meeting

•          Item 4 - Draft National Development Framework (Regulation & Economic Development)

•           Item 7 - Lowering the admission age of Ysgol Llandegfan

•           For the 25 November, 2019 meeting

•           Item 14 – 2020/21 Council Tax Base

•           Item 15 - North Wales Growth Deal

•           For the 17 February, 2020 meeting

•           Items 19 to 32 – 2020/21 Budget and Finance related items

•           Item 34 – Strategic Equality Plan 2020 to 2024

It was resolved to confirm the updated Forward Work Programme for the period from October, 2019 to May, 2020 as presented.

To submit the report of the Head of Profession, HR and Transformation.

The report of the Head of Profession (Human Resources) and Transformation incorporating the draft Annual Performance Report for 2018/19 was presented for the Executive’s consideration.

The Portfolio Member for Corporate Services reported that the Council is required to produce and publish its Annual Performance Report by 31 October each year; the report is a statutory document that analyses performance over the previous financial year against the improvement and priorities in the Annual Delivery Document and Council Plan.  This year’s Annual Performance Report differs slightly in format to those of previous years in that it looks at the Council’s progress in delivering against its Annual Delivery Document for 2018/19 as outlined under the 3 priority objectives set out in paragraph 1.3 of the report.

The Portfolio Member said that he was pleased to be able to report that based on its performance against national indicators, known as Performance Accountability Measures (PAM), the Council’s national standing has once again improved in 2018/19. Whilst there have been some disappointments in 2018/19 with the suspension of the Wylfa Newydd development and the slippage on the Llangefni and Seiriol areas Schools’ Modernisation Programme, there has also been a number of notable successes including the completion of the Llangefni Link Road, regeneration of the Market Hall in Holyhead which now houses the local library, the completion and opening of the new Ysgol Santes Dwynwen in Newborough as well as the completion and lease of 7 new business units in Llangefni with 8 further units in Holyhead gaining planning permission with building to take place in 2019/20. The Housing Service succeeded in bringing 78 empty houses back into use across the Island and a total of 48 new homes were built during the year. In highlighting these and other achievements, the Portfolio Member thanked the Council’s staff without whose dedication and hard work they would not have been possible. Looking forwards, although the Council continues to face challenge and uncertainty in delivering its services, he was nevertheless confident that with the support of its staff and partners it would be able to make further improvements and achieve positive outcomes for the people of Anglesey.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee said that the Scrutiny Committee in considering the Annual Performance Report at its meeting on 11 September was gratified to note the Council’s performance benchmarked against that of other Councils in Wales and the consequent improvement in its national standing, and was grateful to the Leader and Officers who attended the meeting for responding with clarity to the questions raised on the report. The Scrutiny Committee was pleased to recommend the Annual Performance Report to the Executive.

The Executive acknowledged the many successes to which the report is testament which it agreed were due to clear leadership, a committed workforce and an effective performance management, assessment and reporting system.

It was resolved to recommend that the final version of the 2018/19 Performance Report be published by the statutory end of October deadline, and  ...  view the full minutes text for item 5.

To submit the report of the Head of Profession, HR and Transformation.

The report of the Head of Profession (Human Resources) and Transformation incorporating the Corporate Scorecard for Quarter 1 2019/20 was presented for the Executive’s consideration.

The Portfolio Member for Corporate Services reported that the first scorecard of the 2019/20 financial year shows that the majority of the indicators monitored are performing well against targets with very few areas showing red on the scorecard. Where there are underperforming areas, mitigating actions are being implemented to raise the performance into Quarter 2 (section 4 of the report refers).

The Programme, Business Planning and Performance Manager advised that following a workshop in the summer with members of the SLT, the Executive and Shadow Executive some changes to the scorecard have been made in order to provide a more strategic overview of performance; the changes have also led to a closer alignment between the performance monitoring KPIs and the Council’s three strategic objectives as set out in paragraph 2.1 of the report.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported that the Scrutiny Committee at its 11 September meeting had discussed the areas where there had been a decline in aspects of performance in Quarter 1 in relation to housing, planning and children’s services. The Committee in noting the mitigating actions those services were taking to improve performance in the areas in question as clarified by the Officers at the meeting, had accepted the assurances provided regarding the progress being made.

It was resolved to accept the Scorecard monitoring report for Q1 2019/20, to note the areas which the Senior Leadership Team is managing to secure improvements into the future and to accept the mitigation measures as outlined in the report.

To submit the report of the Director of Education, Skills and Young People.

The report of the Director of Education, Skills and Young People on the outcome of the consultation on the federalisation of Ysgol Goronwy Owen and Ysgol Moelfre was presented for the Executive’s consideration.

The Director of Education, Skills and Young People advised that following a request from the governing bodies of the Ysgol Goronwy Owen and Ysgol Moelfre in March, 2019 to conduct a consultation on establishing a federation arrangement between the two schools, meetings were held in April and May at Ysgol Goronwy Owen and Ysgol Moelfre respectively in order to consider the options and the consultation process. Following these meetings, it was concluded that federalisation was the best option for the two schools concerned and in May, 2019 the Executive authorised Officers to proceed to undertake a statutory consultation on the federalisation proposal. The consultation process ran for a period of 6 weeks from 3 June to 15 July, 2019 and produced no objections.  The very positive response received from the parents of both schools were complimentary of the leadership, staff and ethos at the two schools (Summary provided in the report and at Appendix 2).

In response to questions about the potential benefits of federalisation in terms of better financial efficiency and improved quality of education provision, the Schools Effectiveness Officer clarified that Ysgol Goronwy Owen and Ysgol Moelfre already work in a voluntary partnership which is monitored by a partnership group. Whilst the federalisation arrangement will not lead to any major changes, it will mean the continuation of the successful collaboration that currently exists. The two schools will run their own budgets and whilst it is not anticipated that federalisation will generate significant savings, it does bring advantages in the form of co-ordinating the best use of the two schools’ resources and teaching expertise. The greatest change under federalisation will mean the two schools being managed under a single governing body which will mean less pressure on the Headteacher and stability as regards the school’s leadership. The school councils also see advantages to the proposal from the perspective of shared trips and extra-curricular activities, making new friends and positive impact on sports, competitions and games.

It was resolved to authorise the Officers to proceed with the federalisation process between Ysgol Goronwy Owen and Ysgol Moelfre.

To submit the report of the Head of Children and Families’ Services.

The report of the Head of Children and Families’ Services on the progress and improvements made to date within the Service was presented for the Executive’s consideration.

The Chair and Portfolio Member for Social Services reported on developments in the period since the previous quarterly update with specific reference to the following –

•           Areas that have progressed under the new 3-year Service Development Plan (which has replaced the previous Service Improvement Plan).

•           The work and impact of the Resilient Families Team which intervenes with families who present a high level of need to provide intensive intervention and support to support family breakdowns, prevent children from becoming looked after and reunify children with families from care.

•           Voices from Care Cymru Project which seeks to facilitate better engagement with local children in care and young people who have left care by listening to their experiences and improving services on their behalf through the development of a Participation Group for children who are, or have been looked after. The group will help co-produce a strategy for children in care and care leavers on Anglesey along with a Corporate Parenting Charter.

•           Fostering and Foster Care Recruitment. The Fostering Fortnight which is an annual event to raise the profile of foster carers and to aid recruitment was held in June. The recruitment of potential foster carers has been boosted by the new foster care package introduced in April, 2019 and the recruitment campaign has resulted in the potential availability of 24 new foster care beds on Anglesey by October, 2019.

The Head of Children and Families’ Services advised that as the first year of the Service Development Plan comes to a close, the Service will undertake a review of the position in the next six months through the Social Services Improvement Panel.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported that the Committee had been similarly updated at its 11 September meeting and as well as confirming that it was satisfied with the improvements being made within Children and Families’ Services and the pace of progress, the Committee had also reiterated its support for the Leader of the Council in not setting a target for reducing the number of children looked after by the Authority. Additionally, the Committee received its first report by the newly constituted Social Services Improvement Panel (which has replaced the Children’s Services Improvement Panel).

The Executive in considering the report raised the following issues –

•           That the quarterly progress reports presented over time indicate that as the Service continues on its improvement journey, the improvements it has made to date are being consolidated and are leading to positive change.  The Executive queried whether in view of this, the frequency of progress reports should be reduced to a 6 monthly basis and whether they should in future cover Social Services in their entirety in alignment with the new Social Services Improvement Panel. After consulting with the Chair of the Corporate Scrutiny Committee, it was  ...  view the full minutes text for item 8.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services seeking the Executive’s approval to support Croeso Menai’s bid to the Home Office to become community sponsors for a family of refugees in need of resettlement was presented.

The Head of Housing Services reported that the Croeso Menai Group comprises 12 members with expertise in various areas who are working hard to put together an application to the Home Office to become a community sponsor so that another vulnerable family from Syria may be resettled in the Menai area (5 vulnerable families from Syria having already been welcomed by Anglesey). Since the Group has not yet identified a suitable home for the family which could be located on either side of the Menai Straits, the support of both the Isle of Anglesey County Council and Gwynedd Council is required for the application to be presented. 

Croeso Menai are sponsored by Citizens Cymru which is part of Citizens UK; Citizens Cymru will act as guarantor for Croeso Menai should the group fail to deliver in future and in such circumstances, they would take over the role of supporting any families in receipt of support from the community sponsors. The Home Office’s requirements with regard to Community Sponsors are outlined in the report as is the role of the Local Authorities.  The Local Authority may refuse to support a bid if it has concerns about the suitability of the proposed resettlement area or the ability of the community sponsor to provide support for the resettled family. It can also refuse to accept a family if it feels the needs of the family cannot be met within the local area. The Officer confirmed that he was confident that the arrangements to enable Croeso Menai to proceed are in place.

It was resolved to support Croeso Menai’s bid to the Home Office to become Community Sponsors to resettle a family of refugees from Syria should they be placed on Anglesey.

To submit the report of the Director of Place and Community Well-being.

The report of the Director of Place and Community Well-being incorporating the North Anglesey Regeneration Plan was presented for the Executive’s consideration.

The Portfolio Member for Major Projects and Economic Development reported that the North Anglesey Place Plan has been created as a direct result of the responses received from members of the public based on their priorities for regenerating the area. The objectives of the plan are to provide a clear direction of travel and provide a platform to bring about sustainable jobs, investment and opportunities for the North Anglesey area against the backdrop of Hitachi’s suspension of Wylfa Newydd and the closure of Rehau’s Amlwch factory. An initial public and stakeholder consultation process was carried out over the summer 2018 to identify views, issues, ideas and priorities. This process drew over 600 responses reflecting local people’s concern about the future of their area and their desire to see something done to improve it. The draft plan was published in April, 2019 and a public and stakeholder consultation on the plan produced 48 responses which were overwhelmingly supportive of the plan and its contents. Since the Council’s available resources are limited, an external funding application was developed to secure additional external support from the Nuclear Decommissioning Agency’s (NDA) socio-economic fund. Recognising the impact of Hitachi and Rehau’s announcements, the NDA pledged funding support of £450k to help progress the Council’s North Anglesey Regeneration Plan and support the creation of new economic opportunities on the Island. The funding will be used to further develop and advance some of the concepts and ideas in the Plan to the next stage and to draw down funding/grants from other sources. It must be noted however that it is intended that the Plan should form only one small part of an overall homogenous strategy to regenerate and redevelop the North Anglesey area in collaboration with partners and stakeholders.

The Director of Place and Community Well-being advised that in order for the funding to be released (around £165k per annum for 3 years) the Council has to submit a programme annually which the NDA must approve. Given that at the time of writing this report the Regulation and Economic Development Service has been approached by a number of groups and individuals requesting funding for their projects/ideas the Council will have to take a firm and disciplined approach to how the funding is used and must prioritise those projects/activities that will have a long-term impact on the area in terms of attracting employment and investment opportunities.

The Executive welcomed the report and Plan as providing a good foundation for redeveloping the North of the Island with the objective of creating jobs and prosperity for the area at a time when the region has suffered serious economic setbacks. The Executive thanked the communities of the North of the Island for their response to the consultation and the Regeneration Plan and for committing to work with the Council on its delivery.

It was resolved –

•           To endorse  ...  view the full minutes text for item 10.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer setting out the financial performance of the Council’s services at the end of Quarter 1 of the 2019/20 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that based on the financial information available for the first three months of the financial year to the end of June, 2019, the overall projected financial position for the whole of 2019/20 including Corporate Finance and the Council tax fund is an overspend of £1.60m (1.18% of the Council’s net budget for 2019/20) largely due to similar pressures experienced in 2018/19 specifically in relation to School Transport and to Adults’ Services. The “One” Transport system was implemented in 2018/19 and this together with a re-tendering exercise has reduced the overall overspend on school transport by around £230k from what it otherwise would have been. For Adults’ Services, the transition from Children’s Services of a complex high cost placement has contributed to the forecast £599k overspend in Learning Disabilities. The Portfolio Member said that it is difficult to make accurate forecasts this early in the financial year but past experiences have shown that the end of year position tends to be better than the first quarter estimate.

The Director of Function (Resources)/Section 151 Officer advised that although the report shows at Appendix 1 that schools’ expenditure is in line with the delegated schools’ budget it does not indicate what the overall impact will be on schools’ balances. It is anticipated that schools’ balances will continue to reduce, and that by the end of the current financial year they will be significantly lower than the £600k level at which they stood at the end of 2018/19. 

In response to a question about the repercussions of the Saudi Arabia oil attacks for energy prices and the potential impact on the Council’s revenue budget, the Director of Function (Resources)/Section 151 Officer clarified that the Council has several long-term contracts whereby the price is fixed for a number of years so if the price if oil increases in the short-term and then reduces again, the effects on the Council will not be significant. However, if the price of oil remains high when the Council comes to renegotiate its contracts then the Council is likely to feel the effects at that time.

It was resolved –

•           To note the position set out in appendices A and B of the report in respect of the Authority’s financial performance to date and expected outturn for 2019/20.

•           To note the summary of contingency budgets for 2019/20 detailed in Appendix C to the report.

•           To note the position of the invest to save programme in Appendix CH to the report and to approve the use of any remaining balance on the capital/development of the new automated planning and charges system to fund scanning and digitisation of historic files.

•           To note the position of the efficiency savings for 2019/20 set out in Appendix D to  ...  view the full minutes text for item 11.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer setting out the performance of the Capital Budget for the first quarter of the 2019/20 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that actual expenditure to 30 June 2019 was £3.076m against profiled expenditure of £4.623m. The majority of projects are on target to be completed within budget. Highlighting the Beaumaris Flood Alleviation Scheme, the Portfolio Member said that the new contractor on the scheme (appointed to replace the failed contractor, Dawnus) has submitted a revised tender on the new works information. This figure was included in a new bid to Welsh Government to cover all new costs and costs associated with Dawnus going into administration. Although this has been approved, the Council’s match funding commitment has increased by £0.222m. Due to the increased costs of the scheme the Executive is asked to reallocate £200k of match funding from the Red Wharf Bay Flood Defence Scheme to the Beaumaris Flood Alleviation Scheme as the Council is not in a position to move ahead with the Red Wharf Bay scheme within the current financial year. The additional £0.222m will be funded by the service from existing budgets.

It was resolved –

•           To note the progress of expenditure and receipts against the 2019/20 capital budget at Quarter 1.

•           To approve the reallocation of £200k match funding from the Red Wharf Bay Flood Alleviation Scheme to the Beaumaris Flood Alleviation Scheme.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer setting out the financial performance of the Housing Revenue Account (HRA) Budget for Quarter 1 2019/20 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the revenue financial position for the first quarter shows an overspend of £4k. The income forecast is now £75k better than the original budget, and expenditure is forecast to be on budget. Capital expenditure is £342k above the profiled budget and the forecast expenditure is £142k higher than the budget. The forecast deficit therefore (combining both revenue and capital) is £67k higher than the budget due largely to the higher than budgeted capital expenditure.

The Director of Function (Resources)/Section 151 Officer advised that the Authority continues to use HRA balances to fund capital expenditure in the first place but that as those balances are used up the Authority will look to external borrowing. Following changes to Welsh Government rules which allow greater scope for borrowing, the Authority will review its housing schemes to establish how many new council houses it is able to develop by borrowing whilst also ensuring that the amount of borrowing is at a level affordable to the HRA.

It was resolved to note the following –

•           The position set out in respect of the financial performance of the Housing Revenue Account (HRA) for Quarter 1 2019/20.

•           The forecast outturn for 2019/20.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer incorporating the Medium-Term Financial Plan (MTFP) 2020/21 to 2022/23 was presented for the Executive’s consideration. The MTFP sets out the Council’s likely resource requirements for the next three financial years and details how the Council plans to balance the resource requirement with the funding available.

The Portfolio Member for Finance reported that the MTFP has been finalised during a period of uncertainty surrounding the UK economy and the impact on future levels of public expenditure. The uncertainty makes it all the more imperative that Welsh Government should make a timely announcement about its indicative financial settlement for local authorities for next year and beyond especially now that it is clearer about its own position following Central Government’s Spending Review the outcome of which was made known on 4 September, 2019. It is also essential in view of the continuing pressures on local government, that the funding settlement for councils is a fair one. 

The Director of Function (Resources)/Section 151 Officer advised that it had been Central Government’s intention to undertake a 3-year Comprehensive Spending Review during the summer, 2019 but this was postponed in favour of a 1-year Spending Review held on 4 September which included the announcement of £600m additional funding for Welsh Government in 2020/21. However, when Central Government promises additional funding for schools etc. it does not necessarily mean that the extra cash will find its way to schools in Wales since how the money is allocated depends on the Welsh Government’s spending plans and priorities and until those are known, it is difficult to plan ahead with any certainty. The MTFP is therefore based on the information held at the end of the summer, but given that Welsh Government will receive extra funding, the situation may change for the better. Local Government is facing a number of budget pressures with the Council in Anglesey facing its own unique budget pressures (para 5.1 (i) to (x) of the report refers).The Welsh Local Government Association recently published a Paper “Resourcing Local Services in 2020/21” which details the impact of austerity on local government in Wales and sets out the budget pressures that councils across Wales are generally trying to grapple with (paper attached at Appendix 2 to the report). Given the financial context it is inevitable that the Council will again have to find significant savings in 2020/21 unless Welsh Government releases additional funds for local government to help make up the funding gap. The MTFP at Table 6 postulates a best and a worst-case scenario under which the Council would have to identify a total of £6m or £8.4m of savings respectively over the next 3-year period. This process has begun with savings to the value of £1m already identified. In the past the Council has managed to set a balanced budget without having to rely on the use of general balances by finding efficiency savings across service budgets whilst still protecting the budgets for  ...  view the full minutes text for item 14.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 incorporating the Annual Treasury Management Review for 2018/19 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the Annual Review is the third in a series of reports which the Authority has to issue under treasury management reporting requirements – the Annual Treasury Management Strategy approved by Council in advance of the financial year and the mid-year review being the other two .The Annual Review for 2018/19 was scrutinised by the Audit and Governance Committee at its 23 July, 2019 meeting and was accepted by the committee without further comment. The report will be presented to the Full Council once it has been accepted by the Executive.

The Director of Function (Resources)/Section 151 Officer advised that due to the prevailing low interest rates the Treasury Management Strategy has largely remained unchanged from the previous year. However, as a result of low cash balances during the year (the Authority’s approach being to use cash where possible to fund capital expenditure), it was decided to borrow externally and in doing so the Council repaid £5m and took out new long-term borrowing to the value of £25m with the PWLB. Monitoring the Council’s cash flow on a daily basis is part of the strategy and ensures that the Council has sufficient cash available when it needs it.

It was resolved –

•           To note that the outturn figures in the report will remain provisional until the audit of the 2018/19 Statement of the 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 2018/19 prudential and treasury management indicators in the report.

•           To accept the annual treasury management report for 2018/19 and to forward the report to the Full Council without further comment.

To submit the report of the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer incorporating a Risk Management Policy Statement was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that as part of its arrangements for good corporate governance, the Council needs to have a clear statement of its overall policy in relation to managing risks in the achievement of its objectives and the delivery of its services. The Risk Management Policy Statement outlines the responsibilities for identifying, managing and monitoring those risks.

It was resolved to approve the Risk Management Policy Statement as presented.

To consider adopting the following –

“Under Section 100 (A) (4) of the Local Government Act 1972, to exclude the press and public 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 of the said Act and in the attached Public Interest Test.”

It was considered and resolved to exclude the press and public from the meeting for the discussion on the following item on the grounds that it involved the disclosure of exempt information as defined in Schedule 12A to the said Act and in the Public Interest Test as presented.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services seeking the Executive’s approval to move forward to develop a new housing scheme of 26 units on the former Ysgol Llaingoch site in Holyhead was presented.

The Executive was advised that the site is located adjacent to the current Waenfawr Council and that the proposed development would comprise of a mix of housing units. The need for social rent and intermediate rent housing in Holyhead has been established with 84 applicants in need of affordable housing registered on the Tai Teg website. In addition to providing new homes where there is a real need for them the development offers benefits in terms of securing revenue for the schools’ business plan and supporting local businesses and the local economy. The proposal would be based on a design and build agreement with the developer as outlined in the report. Subject to the Executive’s approval and the planning application process, it is envisaged that building work would begin in spring 2020 at the earliest.

The Executive discussed the report and in welcoming the proposal for new housing sought further clarity and assurance regarding the building agreement. The Head of Housing Services referred to the advantages of “design and build packages” which was approved as a process for developing new social housing by the Executive in 2017 and is a method already in use by the Council for other schemes.

It was resolved to approve moving forward to develop a new council housing scheme of 26 units on the Ysgol Llaingoch site, Holyhead.