Agenda, decisions and minutes

To submit for confirmation, the draft minutes of the meetings of the County Council held on the following date: -

•  23 May 2023 (Ordinary Meeting) - 10:30 am

•  23 May 2023 (Annual Meeting) - 2:00 pm

The minutes of the following meetings of the County Council were confirmed as correct:-

·       23 May, 2023 (Ordinary Meeting) – 10.30 a.m.

·       23 May, 2023 (Annual Meeting) – 2.00 p.m.

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

Councillor Margaret M Roberts declared a personal and prejudicial interest in respect of Item 10 – Appointment of a County Councillor to the Standards Committee and left the meeting during discussion and voting thereon.

The Chair made the following announcements:-

·          Congratulations extended to all the Young Farmers Members of Anglesey who competed at the Royal Welsh Show in Builth Wells.

·          Congratulations was also extended to those who exhibited their stock and produce at the Royal Welsh Show and to Mr Richard Roberts from Emyr Evans Agricultural machinery company for receiving a prize for long service to the company. 

·          Congratulations extended to everyone from the Island who took part in the National Eisteddfod at Pen Llyn in August and especially to Côr Ieuenctid Môn Youth Choir, led by Mrs Mari Pritchard, who won 3 of the Eisteddfod’s Choir competitions.

·          Congratulations extended to those with links to Anglesey who were honoured to the ‘Gorsedd y Beirdd’ (Bards) this year.

·          Congratulations extended to Ms Alison Cairns from Llannerch-y-medd who won the Welsh Learner of the Year at the Eisteddfod.

·          The Chair referred to the successful Anglesey Show held yet again this year. She thanked the organisers of the Agricultural Society and everyone who supported the show. The Chair also thanked everyone who were part of the arrangements of the County Council’s pavilion at the Show.

·          The Chair referred that Anglesey has recently been accepted as an official member of the Worldwide Age Friendly Community Network of the World Health Organisation.  As a new member of the network, the Island is part of a world-wide movement which tries to create communities where everyone can look forward to ageing well in them.  She wished to thank the Welsh Government and the Wales’ Older People’s Commissioner Team for the support during the journey; Anglesey Older People’s Forum; Councillor Gwilym Jones the Council’s Age Friendly Champion and the Council Staff and Partners for their hard work.

·          Congratulations extended to the Anglesey Fostering Team who have won two awards from the British Fostering Network. Two of Authority’s foster carers won the Kinship Carers prize whiles the Fostering Team won the prize for the Social Workers Team.

·          Congratulations extended to Mrs Mary Davies, from Brynsiecyn who has been awarded the MBE for her services as a ‘call-taker’ with British Telecom and the Emergency Services (999).

·          Congratulations extended to the Archives Services staff, under the leadership of Ms Kelly Parry, on their recent success. The team have worked extremely hard for a recent assessment and have ensured that they keep their status as Accredited Archives. 

·          Congratulations extended to all the young people who have been successful in their examinations this year.  The Chair wished to thank the teachers and staff in the schools for supporting the young people on their educational journey.   

      *          *          *          *

Condolences were extended Mrs Sharon Warnes, an Independent Member of the Standards Committee and Governance and Audit Committee, who lost her husband recently.

Condolences were extended to the former Councillor John Griffith who has lost his wife recently.

Condolences were extended to Mr Arwel Owen, the Head of Adults’ Services on the loss of his father recently.

Condolences were also extended to any Member of  ...  view the full minutes text for item 3.

To receive any petition in accordance with Paragraph 4.1.11 of the Constitution.

None received.

To submit a report by the Director of Social Services, as presented to the Executive on 27 June 2023.

The report of the Director of Social Services as submitted to the Executive on 27 June, 2023 was presented for the Council’s acceptance.

The Leader of the Council said that the Childcare Sufficiency Assessment is a statutory requirement which sets out the key objectives which will help support the growth and retention of childcare providers on the Island thereby ensuring a sustainable childcare sector offering foundational development opportunities for children whilst supporting parents/carers to work.   She wished to thank the staff and the Service’s partners involved with childcare provision on Anglesey.

It was unanimously RESOLVED to accept the Childcare Sufficiency Assessment document 2022, the Childcare Sufficiency Action Plan and the accompanying annual progress report as part of the Policy Framework (paragraph 3.2.2.1.1 of the Constitution) and then to Welsh Government.

To submit a report by the Head of Profession (Human Resources) and Transformation.

The report of the Head of Profession (Human Resources) and Transformation was presented for the Council’s acceptance.

The Portfolio Member for Corporate and Customer Experience said that the report is the second self-assessment undertaken by the Council following the adoption of its first in September, 2022 in accordance with the requirements of the Local Government and Elections (Wales) Act 2021.  The report evidences the output of the Council’s corporate planning and performance management framework and is the end of a process that brings together several different aspects.

It was unanimously RESOLVED :-

·      To agree to the adaptions suggested by the Governance & Audit Committee and to authorise Officers to amend the final draft version of the Corporate Self-Assessment 2023;

·      To formally adopt the Corporate Self-Assessment 2023;

·      To agree that it is sent to the following list of recipients within the period of four weeks following this meeting as is required under the Local Government and Elections (Wales) Act 2021:-

·         The Auditor General for Wales;

·         His Majesty’s Chief Inspector of Education and Training in Wales, and

·         The Welsh Ministers

To submit a report by the Director of Function (Council Business)/Monitoring Officer, as presented to the Democratic Services Committee on 28 June, and the Executive on 18 July 2023.

The report of the Director of Function (Council Business)/Monitoring Officer as submitted to the Democratic Services Committee on 28 June, 2023 and the Executive on 18 July, 2023 was presented for the Council’s acceptance.

The Portfolio Member for Corporate and Customer Experience said that some matters which may lead to constitutional changes being approved by the full Council require a detailed discussion of the options, benefits and disadvantages before a decision is made. The current arrangement does not offer an opportunity for such changes to be explored in detail and this level of granularity is not possible at full Council. It is proposed that in these circumstances the Democratic Services Committee undertakes the work on behalf of the Council and that it also formulates responses to consultations involving constitutional matters. Other options include setting up a separate task and finish group for each piece of work or establishing a standing sub-committee of the Council. However, given that the Democratic Services Committee is a statutory requirement and is already established, is a politically balanced committee and the proposal would sit well with its statutory role, it is considered that amending its terms of reference to incorporate the proposal is the most pragmatic and effective solution. Not all constitutional changes will require consideration or debate by the Democratic Services Committee; it will be limited to instances where a discussion or a local choice decision is needed or to agree a response to any consultation on matters affecting the Council’s Constitution. The decision on whether the Committee will review a particular matter will be made by the Monitoring Officer in agreement with the Committee’s Chair. The Democratic Services Committee will only have power to make recommendations to Council on these matters having no legal power itself to make such changes.

It was unanimously RESOLVED that the terms of reference of the Democratic Services Committee be extended to include the proposal as set out in the report, and that subsequent amendments be made to the Council’s Constitution as a result of the change.

To submit a report by the Head of Regulation and Economic Development, as presented to the Executive on 18 July 2023.

The report of the Head of Regulation and Economic Development as submitted to the Executive on 18 July, 2023 was presented for the Council’s acceptance.

The Portfolio Member for Leisure, Tourism and Maritime outlined the background and statutory requirements on local authorities which administer AONBs including the preparation, publication and review every five years of management plans for their areas. The AONB Management Plan is a cross cutting document and aligns fully with the new Council Plan and its six strategic objectives which it will help deliver. The Management Plan also aligns with the Council’s Destination Plan.  It is also integral to the people, communities and businesses within the AONB which as well as being an area of outstanding natural beauty and special qualities is also a dynamic and working landscape.  He noted that there are 5 key themes within the Management Plan for 2023-2028 which are enhancing countryside and coastal character; tackling the nature crisis; the AONB as a place for enjoyment and learning; vibrant communities in a working landscape and managing the AONB in a changing climate.  He further said that the Management Plan has been through the consultation process and to the relevant Scrutiny Committee.

Councillor Robert Ll Jones said that whilst welcoming the Area of Outstanding Natural Beauty Management Plan, it important that local communities needs to be protected within the AONB with housing been built and the felling of trees within AONB areas. 

It was unanimouslyRESOLVED to approve the new Area of Outstanding Beauty Management Plan for 2023 – 2028.

To submit a report by the Director of Function (Council Business)/Monitoring Officer, as presented to the Executive on 18 July 2023.

The report of the Director of Function (Council Business)/Monitoring Officer as submitted to the Executive on 18 July, 2023 was presented for the Council’s acceptance.

The Portfolio Member for Corporate and Customer Experience said that Section 42 of the Local Government and Elections (Wales) Act 2021 places a duty on principal councils to make and publish a Petitions Scheme. This scheme is in addition to, rather than a replacement for, the current arrangements in the Council Procedure Rules which enable elected members to submit petitions at Council meetings. The Scheme as set out in Enclosure 1 to the report meets the new statutory requirements but also includes elements which are a matter of local choice. Those were discussed with the Leadership Team, Heads of Services, and other relevant officers and with the Political Group Leaders.  Valid petitions will be published on the Council’s website but electronic petitions will also be populated on the Council’s website using the Modern.Gov software which supports the committee system. The scheme sets out the process for submitting petitions to the Council and how they will be dealt with and notes the circumstances in which petitions will not be accepted. The scheme will be operated and managed by Democratic Services and with the agreement of the Council, will be reviewed by the Democratic Services Committee after it has been operational for 12 months.

It was unanimously RESOLVED:-

·          To adopt the Draft Petition Scheme;

·          To authorise the Monitoring Officer to amend the Council’s Constitution to incorporate the Scheme;

·          To delegate to the Monitoring Officer the authority to make minor changes to the Scheme to ensure its smooth operation, with any material changes to be authorised only by the full Council;

·          To authorise the Head of Democracy to implement the Scheme as soon as possible and to ensure reasonable steps are taken to promote its availability to the public;

·          To request that the Head of Democracy provide a report to the Democratic Services Committee on the operation of the Scheme as soon as possible after 12 months from the date of its implementation.

To submit a report by the Director of Function (Council Business)/Monitoring Officer.

The report of the Director of Function (Council Business)/Monitoring Officer was presented for the Council’s acceptance.

The Portfolio Member for Corporate and Customer Experience said that a vacant seat has arisen on the Standards Committee following the resignation of one of the County Councillors.  He noted that the process for appointing an elected member of the County Council on the Standards Committee is by a full Council decision.  In accordance with the legislative requirements for the Standards Committee it is not a committee that attracts political balance; no more than one member of the Executive may represent the elected members; the Leader of the Council may not be a member of the Standards Committee.

The Leader of the Council proposed that Councillor Margaret M Roberts be appointed as a County Councillor representative on the Standards Committee.  Councillor Nicola Roberts seconded the proposal. 

Councillor Jeff Evans expressed that he was disappointed that the Standards Committee is not politically balanced as he considered that it would give openness and transparency if the Committee was politically balance. 

It was RESOLVED to appoint Councillor Margaret Murley Roberts as an elected member of the County Council on the Standards Committee.

(Councillors Paul Ellis, Jeff Evans, Douglas Fowlie, Aled M Jones, R Ll Jones, Liz Wood abstained from voting)

To submit a report by the Chair of the Governance and Audit Committee, as presented to the Governance and Audit Committee on 29 June 2023.

The report of the Head of Function (Resources)/Section 151 Officer as submitted to the  Governance and Audit Committee on 29 June, 2023 was presented for the Council’s acceptance.

The Annual Report of the Governance and Audit Committee for 2022/2023 was presented by Mr Dilwyn Evans, Chair of the Governance and Audit Committee.

The Chair of the Governance and Audit Committee said that the Committee is a key component of the Council’s governance framework.  Its function is to provide an independent and high-level resource to support good governance and strong public financial management. He noted that the Annual Report documents refer as to how the Committee has discharged its responsibilities in 2022/2023 for the purpose of reporting to those charged with governance i.e. the County Council.  The Governance and Audit Committee role seeks assurance that internal control systems of the Council are working and risks are effectively managed, rather than the actual scrutiny of activities. 

It was unanimouslyRESOLVED to approve the Annual Report of the Governance and Audit Committee for 2022/2023.

To submit a report by the Chair of the Standards Committee.

The report of the Director of Function (Council Business)/Monitoring Officer as submitted to the to the Standards Committee on 14 June, 2023 was presented for the Council’s acceptance.

The Annual Report of the Standards Committee was presented by Mr John R Jones, Chair of the Standards Committee.

Mr Jones said that this is the second Annual Report of the Standards Committee to the County Council, made under the requirements of the Local Government and Elections (Wales) Act 2021.  He further said that the report outlines the duties introduced by the Act and the work the Standards Committee has undertaken to address the main provisions of the Act.  Mr Jones said that a new duty has been placed on Group Leaders to take reasonable steps to promote and maintain high standards of conduct by members of their groups.  The Standards Committee has a new duty to monitor how Group Leaders are complying with their new responsibility and consider how it is ensuring it satisfies the requirement to provide advice and training to Group Leaders.  Mr Jones further said that the report also outlines the work of the Committee has undertaken in accordance with its responsibilities in 2022/2023 and the Work Programme for 2023/2024 was submitted for the Council’s approval.

It was RESOLVED:-

·        To approve the Annual Report of the Standards Committee;

·        To approve the Standards Committee’s Work Programme for 2023/24, whilst accepting that some additional matters may be included, in accordance with demand.

(Councillors Paul Ellis, Douglas Fowlie, Aled M Jones and Liz Wood abstained from voting)

To submit a report by the Chairs of the Corporate Scrutiny Committee and Partnership and Regeneration Scrutiny Committee.

The report of the Chairs of the Corporate Scrutiny Committee and Partnership and Regeneration Scrutiny Committee was presented for the Council’s acceptance.

Councillor Dylan Rees, Chair of the Partnership and Regeneration Scrutiny Committee and Councillor Robert Ll Jones, Chair of the Corporate Scrutiny Committee (up to May 2023) gave an overview of the work undertaken by the two scrutiny committees between May 2022 and May 2023. 

Councillor Dylan Rees said that the Chairs of both Scrutiny Committee’s led on developing the Forward Work Programmes which is approved at every meeting of the Scrutiny Committees.   He further said that the impact and added value of scrutiny activity is contributing to the Council’s corporate priorities through support and challenge.  Reference was made to the need to appoint a Scrutiny Champion.  The role of the Scrutiny Champion is an important role in promoting the overview and scrutiny function both within the Council and also with external partners of the Authority and its appointment should alternate between the two scrutiny committee chairs. 

It was unanimously RESOLVED :-

·      To approve the Overview and Scrutiny Annual Report 2022/2023;

·      To note the continued progress made in implementing the Scrutiny journey and the impact this is having on practice;

·      To appoint the Chair of the Partnership and Regeneration Scrutiny Committee as the Scrutiny Champion for the period May 2023 to May 2024.