Agenda, decisions and minutes

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Venue: Virtual Meeting

Contact: Ann Holmes 

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Items
No. Item

The Chair welcomed all the Members and Officers present to this virtual meeting of the Executive. Prior to commencing the business of the meeting, she referred to the Covid-19 situation in Holyhead and extended her thanks and appreciation to the Council’s Officers, the Health Board and Public Health Wales for their hard work over the weekend in co-ordinating the Covid-19 testing arrangements. In updating the Executive she explained that a consignment of tests had reached Holyhead the previous day and are available for children, young people and their families and further on Monday, volunteers will be distributing test kits to households – this will take a few days and people are asked to have patience. Thanks go to the volunteers for giving of their time to carry out this task and to Medrwn Môn and to the Housing Service for leading on the work.  In the interests of safety she asked people not to turn up without having made prior arrangements. Arrangements are also being made with the Ambulance Service to set up a testing centre in Holyhead Leisure Centre which it is hoped will be operational by the end of the week – this is for individuals  showing no symptoms of Covid-19 . The existing test centre in Holyhead is also available for walk/drive in tests without prior appointment. The Leader highlighted that as this is the first instance of community spread on the Island (with no one identifiable transmission point), it requires a different response to that taken previously and she urged everyone in Ynys Cybi to take the test to safeguard both themselves and the wider community of Ynys Cybi.

1.

Declaration of interest

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

Additional documents:

Minutes:

Councillor Richard Dew declared a personal and prejudicial interest in item 7 on the agenda.

2.

Urgent matters certified by the Chief Executive or her appointed officer

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

Additional documents:

Minutes:

None to report.

3.

Minutes pdf icon PDF 240 KB

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

 

  15 February 2021

  1 March 2021 (Budget)

Additional documents:

Minutes:

The minutes of the previous meetings of the Executive held on 15 February, 2021 and 1 March, 2021 were presented for the Executive’s approval.

 

It was resolved that the minutes of the previous meetings of the Executive held on 15 February, 2021 and 1 March, 2021 be approved.

4.

The Executive's Forward Work Programme pdf icon PDF 350 KB

To submit a report by the Head of Democratic Services.

Additional documents:

Minutes:

The report of the Head of Democratic Services incorporating the Executive’s Forward Work Programme for the period from April to November 2021 was presented for consideration and the following changes were noted - 

 

           Item 2 – Service Asset Management Plan 2020 to 2030: Smallholdings Estate – rescheduled from 22 March, 2021 to the 26 April, 2021 meeting.

           Item 3 – Housing Revenue Account (HRA) Business Plan – rescheduled from 22 March, 2021 to the 26 April, 2021 meeting.

           Item 18 – Initial 2022/23 Draft Budget proposals – a new item for the 8 November, 2021 meeting.

           Items 20 to 23 – Performance and Budget Monitoring related items – new items for the 29 November, 2021 meeting.

 

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from April to November, 2021 as presented.

5.

Scorecard Monitoring Report- Quarter 3, 2020/21 pdf icon PDF 719 KB

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

Additional documents:

Minutes:

The report of the Head of Profession (Human Resources) and Transformation incorporating the Corporate Scorecard for Quarter 3 2020/21 was presented for the Executive’s consideration.

 

Councillor Dafydd Rhys Thomas, Portfolio Member for Corporate Business introduced the report for the third quarter of the 2020/21 financial year, a period which coincided with a short two week firebreak in October, 2020 and the introduction of a national lockdown in December, 2020. Overall, 79% of Performance Indicators are presenting as Green or Yellow with headline performance in staff absence management and the digital service shift subheading where all indicators have seen performances that have surpassed previous annual results during the pandemic. The Portfolio Member said that the importance of social media in sharing information and positively influencing behaviours to ensure greater local compliance with the Covid-19 national lockdown rules cannot be underestimated. The Council’s social media channels have seen an increase of 8.5k followers from the end of Quarter 3 2019/20 and mention should be made in this context of the Council’s Communications Team whose clear and consistent messaging have kept the public well informed and up to date throughout the pandemic period. The Council is also mindful of those within the population who are digitally excluded and will continue to provide for their needs by alternative means. For those few areas that have been identified as not performing to target, the report  explains why and offers mitigating measures aimed at improving performance going into Quarter 4 and beyond.

 

Councillor Richard Dew, Portfolio Member for Planning and Public Protection in referring to   the impact of the pandemic on aspects of the Planning Service’s performance highlighted recent feedback from local planning agents which stated that the Anglesey Council Planning Service is the only one in the region that is currently continuing to provide as near to normal a service as possible.

 

The Programme, Business Planning and Performance Manager advised that although some Performance Indicators are showing Red and are underperforming, the underlying trend for those PIs is upwards which is encouraging.

 

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s 8 March, 2021 meeting at which the Quarter 3 Corporate Scorecard was scrutinised. The Committee was grateful for the report and updates provided by Portfolio Members and Officers at the meeting and having considered those and other clarifications, and having asked to be provided with managing homelessness data for its next meeting, the Committee was happy to accept the report noting the areas which the Senior Leadership Teams is managing to secure improvements into the future and the mitigation measures outlined, and to recommend the same to the Executive.

 

The Executive acknowledged the positive report and the continuing good work that it reflects which Members felt was especially gratifying considering the additional demands which dealing with the pandemic has placed on all the Council’s staff over this period.

 

It was resolved to accept the Scorecard monitoring report for Q3 2020/21, to note the areas which the Senior Leadership Team  ...  view the full minutes text for item 5.

6.

David Hughes Charitable Estate and Anglesey Further Education Trust Annual Report and Accounts 2019/20 pdf icon PDF 162 KB

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

Additional documents:

Minutes:

 

The report of the Director of Function (Resources)/Section 151 Officer incorporating the Annual Report and Accounts for the Anglesey Further Education Trust for the year 2019/20 as attached at Appendix A was presented for the Executive’s consideration and approval.

 

Councillor Robin Williams, Portfolio Member for Finance presented the Annual Report and Accounts and said that he was very pleased to be able to report about the progress made over the course of the year to which the report refers in ensuring greater utilisation of the Fund for the charitable purposes for which it was intended which follows a request made by the Executive in April, 2019 that the structure of the Trust be reviewed to this end. As a result, a one off allocation of £55k for each secondary school (from the Anglesey Further Education ⅓ Fund) was approved by the Executive in October, 2019 to fund the cost of Learning Coaches to provide support for senior pupils undertaking GCSE and A level courses which is especially pertinent given what has transpired in terms of the impact of Covid-19 on schools and learning. The Executive also resolved to allocate an additional £8,000 per secondary school (from the  Anglesey Further Education ⅔ Fund) to provide grants to assist financially disadvantaged students to obtain places at colleges and universities and/or help with the purchase of books and equipment required to attend the courses in the first year. However, because of the pandemic, schools were not in a position to invite applications during the 2019/20 summer term and consequently, no grants were awarded. Schools are therefore asked to remind pupils on their return of the availability of the grant and to actively encourage applications. In addition, Coleg Cymraeg Cenedlaethol is also administering a scholarship scheme for students from financially disadvantaged backgrounds to undertake University and College courses through the medium of Welsh.  The Portfolio Member for Finance summarised that although further work needs to be done a solid start has been made in terms of utilising the fund and giving financial assistance to those for whom it was intended.

 

The Director of Function (Resources)/Section 151 Officer referred to what the accounts represent in terms of  the composition of the Anglesey Further Education Trust, the source of its income and the purpose of the three funds which it incorporates. He confirmed that a plan was put in place with the secondary schools to administer the award of the grants to pupils but that this process was disrupted by the pandemic with the hope now being that as restrictions are eased, schools will be able to distribute and use more of the funding in the coming summer term. The Section 151 Officer added that he was able to report that Coleg Cymraeg Cenedlaethol  has confirmed that 4 students will be receiving a grant of £500 in September, 2021 and that this expenditure will be reflected in the 2020/21 accounts. The report outlines the financial performance of the Trust for the year - total funds as at 31  ...  view the full minutes text for item 6.

7.

Independent Sector Care Home Fees for 2021/22 pdf icon PDF 329 KB

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

Additional documents:

Minutes:

The report of the Interim Head of Adults’ Services seeking the Executive’s approval to increase independent sector care home fees for 2021/22 as proposed was presented for consideration.

 

As he had declared a personal and prejudicial interest in this item, Councillor Richard Dew withdrew from the meeting when the matter was discussed.

 

The Chair and Portfolio Member for Social Services presented the report stating that as from 6 April, 2016 the framework for financial assessment has come under the Social Services and Well-being (Wales) Act 2014. The Local Authority is required to review independent sector care home fees annually to coincide with Central Government’s changes to benefits and pension levels and, in setting levels for independent sector care homes, the Authority needs to show that it has fully considered the costs of the provision in determining its standard care fees. As in previous years this is done in collaboration with the other Authorities in North Wales and the Health Board by utilising a Regional Fee Methodology.  The Authority proposes to continue to use this model for 2021/22 which has reflected legislation changes in terms of pensions, national living wage and inflation as well as costs attributed to cover agency staff costs. The North Wales Methodology recommendations are set out in Table 1 of the report and are based on 10% ROI for 2020/21 and 2021/22.

 

The Chair clarified that for the reasons set out in the report, the Authority is proposing that a slightly amended ROI is adopted for 2 categories (Residential Adults and Nursing EMI –Social Care Element) and is therefore recommending that the rates set out in Table 2 are approved for Anglesey. It may be necessary to consider individual submissions from providers regarding the fees proposed. Exceptions to the fee rates will be considered if there is clear evidence to indicate that the fee set is not sufficient in any individual case.

 

The Director of Function (Resources)/Section 151 Officer advised with regard to the implications for the Council’s budget that in setting the 2021/22 budget additional provision for inflation was made on the basis of the number of clients in Anglesey’s independent care/nursing homes historically. Although the increase in fee levels is higher than the provision made for inflation, the number of clients in the homes has since reduced and if that number remains constant, expenditure should remain within budget. The number of clients to whom the fees apply tends to fluctuate each year in any case leading to variances in the budget as the number falls or rises so the fact that the fee increases exceed the provision for inflation is not considered a cause for concern.

 

It was resolved –

 

           To acknowledge the North Wales Fee Methodology as implemented hitherto by the Authorities in North Wales as a basis for setting fees in Ynys Môn during 2021/22.

           To approve the recommendation to increase the fee level as noted in Table 2 of the report.

           In line with other Authorities, to authorise the  ...  view the full minutes text for item 7.

8.

Enabling the Isle of Anglesey County Council to transition into a carbon neutral organisation by 2030 - delivering a new Corporate Climate Change Programme pdf icon PDF 635 KB

To submit a report by the Deputy Chief Executive.

Additional documents:

Minutes:

The report of the Deputy Chief Executive outlining the steps to be taken to deliver a new corporate Climate Change Programme to support the Council’s transition into a carbon neutral organisation by 2030 was presented for the Executive’s consideration.

 

The Portfolio Member for Planning and Public Protection in presenting the report referred to the climate change crisis as relevant both to the Council corporately and to services individually, with the Council having committed to becoming carbon neutral by 2030. Although the immediate focus has been on managing the impact of the Covid-19 pandemic, the climate change emergency is ongoing and will become more pressing going forwards and local expectations that the Council will take resolute action will increase. Although there have already been achievements across the Authority – in Housing, Highways and Property for example - with regard to reducing carbon usage, protecting and adding value to the natural environment and cutting down on travel, the Council’s climate change work requires a long term and far-reaching corporate approach. Whilst resources will be made available the Council’s response needs to be underpinned by definite measurable plans that will make a difference.

 

The Deputy Chief Executive agreed that the profile, significance and expectations on the Council to take positive actions to address the climate change issue will grow over the coming months and years especially once the Covid-19 crisis is over. The Council will need to provide clear leadership both internally and externally for the Island’s communities, businesses and its partners and the reports seeks to set a solid foundation that will enable climate change considerations to become embedded in all aspects of the Council’s work in future years. Section 3.2.1 of the report is key in setting out local authority commitments in terms of establishing a baseline, reporting, monitoring and providing evidence of meaningful progress towards the 2030 target of achieving  carbon neutral status and it is anticipated that Welsh Government will soon be publishing  a roadmap for public sector organisations that will correlate with those commitments.

 

It is important that climate change and environmental wellbeing should form an integral part of the Covid-19 recovery process and that recovery plans should capture and seek to build on the changes in attitude , behaviour and ways of working that have emerged during the pandemic but should also recognise that it is individuals and their decisions that make a real difference so that the approach is both a strategic one and is also a group based approach that includes the Council’s staff, residents of the Island and the local Senedd and Parliament Members who  represent them. Section 7 of the report provides the reasoning for the proposals which recommend that corporate co-ordination, capacity and expertise in this area be strengthened to enable the Council to take addressing the climate change responsibility forwards decisively and effectively with the support of dedicated resources.

 

Councillor Gwilym O. Jones, Chair of the Partnership and Regeneration Scrutiny Committee reported from the Committee’s 11 March, 2021 meeting where the  ...  view the full minutes text for item 8.

9.

Future of the Llangefni Golf Course pdf icon PDF 230 KB

To submit a report by the Interim Head of Regulation and Economic Development.

Additional documents:

Minutes:

The report of the Interim Head of Regulation and Economic Development incorporating the consultation report on the proposed disposal of Llangefni Golf Course was presented for the Executive’s consideration.

 

Councillor Carwyn Jones, Portfolio Member for Major Projects and Economic Development outlined the context to the proposed disposal of the Llangefni Golf course and referred to the consultation held thereon which follows the Executive’s decision in May 2018 to support in principle the intention to dispose of the Golf course land and Ffridd household and reinvest the proceeds to improve Plas Arthur Leisure Centre. An open tender process to manage and operate the driving range facility was undertaken with Golf Môn securing the tenancy agreement with the Council. The driving range which reopened in January 2019 has proved very popular and successful and this will remain open. As it involves a playing field, the public consultation on the future of the golf course had to be carried out under a process prescribed by the Playing Fields (Community Involvement in Disposal Decisions) (Wales) Regulations 2015 and thanks are due to the Officers for all their work in connection with managing the process.

 

The Interim Head of Service (Regulation and Economic Development) advised that following the Executive’s decision in 2018 to endorse in principle the disposal of the Golf course, the Service has been considering options for its future. Participation figures had reduced and the running costs had become unsustainable for the Service. In conducting the consultation the Council has adhered to the requirements of Playing Fields (Community Involvement in Disposal Decision) (Wales) Regulations 2015 and is confident that the process followed is sound and that the options are realistic and achievable. The Officer said that the work has involved a number of officers from other services whose input to making the process as transparent and open as possible he appreciated and was grateful for. Referring to the Plas Arthur Leisure Centre, the Interim Head of Service said that the Service has identified an outline programme of investment which it would like to see implemented for the health and well-being of the local community and that any delay in proceeding is a risk.

 

The Economic Development Manager said that undertaking the public consultation under the Playing Fields Regulations 2015 was a new experience and a challenge. An earlier formal consultation on the proposed disposal of the Llangefni Golf Course went live on 9 March, 2020 and was intended to run until 26 April, 2020 had not the pandemic intervened. To prepare for the public consultation, external solicitors were commissioned to provide advice, guidance and assistance to ensure full compliance with the Regulations and they have raised no issues which provides assurance regarding the robustness of the process. The decision to be made is whether or not to dispose of the Golf Course taking into consideration the range of impact assessments that it has been necessary to carry out under the Regulations which are presented as supporting documents.

 

Councillor Aled Morris Jones, Chair of  ...  view the full minutes text for item 9.

10.

Statement of Licensing Policy 2021 – 2026 pdf icon PDF 751 KB

To submit a report by the Interim Head of Regulation and Economic Development.

Additional documents:

Minutes:

The report of the Interim Head of Regulation and Economic Development incorporating a Statement of Licensing Policy for 2021 to 2026 was presented for the Executive’s consideration.

 

Councillor Richard Dew, Portfolio Member for Planning and Public Protection introduced the report stating that every five years the Licensing Act requires that the Council adopts a Statement of Licensing Policy which sets out how the Council will discharge its functions with regard to the regulation of licensed regulated activity. The draft policy has been produced in accordance with the Licensing Act statutory guidance on form and contents and is a revised and updated version of the Council’s previous policy.

 

The Licensing and Corporate Safety Manager elaborated on the contents of the policy with regard to the principles that are applied in making decisions on applications, hearings, reviews and appeals under the Act in relation to the sale and supply of alcohol, provision of late night refreshment and the provision of regulated entertainment. The Authority is duty bound to carry out its functions under the Act with a view to promoting with equal importance the four licensing objectives of preventing crime and disorder; public safety, prevention of public nuisance and the protection of children from harm. The powers of the Authority under the Act are carried out by the Licensing Committee, by a Licensing sub-committee or by one or more officers acting under delegated authority (Appendix D refers).When applications are advertised, the Responsible Authorities have a right to comment and make representations – Appendix B lists those authorities with whom the Council engages in administrating the policy and legislation. The Policy also covers how temporary event notices and personal licences and club premises certificates are dealt with and refers to the link with Planning and Building Control. Also outlined in the Policy are the arrangements with regard to enforcement.

 

It was resolved to recommend the Statement of Licensing Policy 2021/26 to the Full Council for adoption.

11.

Housing Support Grant Delivery and Commissioning Plans 2021/22 pdf icon PDF 480 KB

To submit a report by the Head of Housing Services.

Additional documents:

Minutes:

The report of the Head of Housing Services incorporating the Housing Support Commissioning and Delivery Plans for 2021/22 was presented for the Executive’s consideration.

 

The HSG is an early intervention grant programme to support activity which prevents people from becoming homeless, stabilise their housing situation or helps potentially homeless people to find and keep accommodation It does not fund the statutory duty on local authorities to prevent homelessness but augments, complements and supports the statutory service to ensure that the overall offer authorities provide helps people into the right homes with the right support to succeed.

 

Councillor Alun Mummery, Portfolio Member for Housing and Supporting Communities introduced the report by thanking the Housing Services Principal Development Officer for his work in developing the plans especially as the notification by Welsh Government of the increased allocation was only received days prior to Christmas. Notwithstanding the increase in the grant funding is very much welcomed, there is some anxiety about its continuation after 2021/22 and beyond given that it will have been committed for the purposes described in the report although it is understood unofficially that it will be maintained at this level as a minimum. Anglesey’s indicative allocation for 2021/22 will be increased from April, 2021 by £856,722.50 which is the first increase in the grant for 5 years with the new indicative award set at £3,571,720.50. In previous years the allocation has been set at £2,714,998 of which £2,643,866 was allocated to the Housing Support element; £64, 923 for Homeless Prevention(non-statutory) and £6,209 for the enforcement of Rent Smart Wales.

 

The Portfolio Member highlighted that over the past 18 months to two years data analysis and discussions with providers and other stakeholders have shown that there has been a shift in both the volume of referrals to the Housing Support Programme and in the number of complex cases which require support and targeted interventions. There were over 1,000 referrals in 2019/20 and 2020/21 is expected to see an equivalent if not higher number of referrals. Cases involving domestic abuse, mental health issues, substance misuse, individuals with a history of offending and young people in the 16 to 24 age range are a cause for concern especially when Covid-19 restrictions are lifted when levels of homelessness, mental health needs and domestic abuse are expected to increase and become more visible. Consequently, a rise in demand for Housing Support Services is anticipated. At present, the Service’s commissioned units of support per week stands at approximately 700 where one unit equates to one individual or family; the numbers awaiting contact or placed on waiting lists varies between 45 and 90 units and it is hoped that the additional funding can go some way to alleviating the demand.

 

The Portfolio Member elaborated on the proposed use of the additional money as set out in detail in section 4 of the report and referred to the challenge of ensuring that maximum benefit is realised quickly particularly as staff will need to be recruited whilst demand  ...  view the full minutes text for item 11.

12.

Social Services Improvement Plan Progress Report pdf icon PDF 352 KB

To submit a report by the Director of Social Services and the Interim

Head of Adults’ Services.

Additional documents:

Minutes:

The report of the Director of Social Services and the Interim Head of Adults’ Services on progress to date in Social Services was presented for the Executive’s consideration.

 

The Chair and Portfolio Member for Social Services reported that the Social Services Improvement Panel has continued to meet regularly over the course of the past six months and continues to receive evidence of developments across both Adults’ Services and Children and Families’ Services. The report provides a synopsis of the projects/initiatives that have been taken forward in the period. It is also encouraging to note that Social Services are currently working within budget with both Adults’ Services and Children and Families’ Services on target to close the financial year in this position.

 

The Director of Social Services said that despite the daily challenges of Covid-19 and the unprecedented demands on staff, Social Services have managed to continue with their statutory duties as well as progressing developmental and innovative projects across both Adults’ Services and Children and Families’ Services. Young Carers ID Cards have been launched in the period to highlight a young person’s status as a carer and a digital format has also been developed in response to young carers’ stated preference for a digital ID. The Cartrefi Clyd scheme continues to expand with the third Small Group Home now progressing and an offer made on a fourth property to the North of the Island. The Service has secured ICF funding to purchase a detached bungalow in order to offer a better day care provision for children with complex needs and a property has been identified and is in the process of being purchased. The Service has also recognised the need to move quickly to a No Wrong Door approach in responding to the emotional well-being and mental health needs of children and young people that will ensure that children, young people and their families receive the help they need when they ask for it and will not be told that they are knocking on the wrong door and should go elsewhere.

 

The Interim Head of Adults’ Services updated the Executive on progress within Adult’s Services and acknowledged that the period has been challenging especially for service users and their families, and for carers and the Service’s partners across the sector. What has emerged however is that everyone has pulled together to find creative solutions to ensure that support has continued to be provided for those who need it and as a result, collaboration has been strengthened. In terms of specific work streams, an independent audit of Adults’ Social Care Services has been commissioned the intention being to provide an overview of what is a complex service area and produce clear and agreed recommendations on specific  areas that require focus in order to improve the outcome for service users. Three Community Resource Teams are now in place and are meeting virtually. Elsewhere in Adults’ Social Services, the pandemic has had a delaying effect with aspects of the work on the Adults’  ...  view the full minutes text for item 12.