Agenda and minutes

The Chair welcomed all those present to this meeting of the County Council and as this was his final meeting as Chair, he thanked both Officers and Members for their support during his period of office.

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

·         27^th February, 2014

·         27^th March, 2014 (Extraordinary)

The minutes of the previous meetings of the County Council held on 27 February, 2014 and 27 March, 2014 were submitted and confirmed as a true record of the proceedings.

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

Councillor Jim Evans declared an interest in respect of item 5 on the agenda. He remained at the meeting for the presentation but withdrew during the subsequent question and answer session.

The Chair announced that a new political group had been formed under the name, Revolutionist Group comprising Councillor Jeff Evans as Group Leader and Councillor Peter Rogers.

The RT.Hon Carwyn Jones, AM and First Minister of Wales visited Communities First on Anglesey last week when he saw the Vocational Academy and also the LIFT scheme which supports unemployed households to obtain training and/or jobs. The First Minister congratulated the Council on its lead role in the Anti-Poverty Agenda and the staff for their excellent work. Anglesey’s Communities First has had the greatest success across Wales in terms of securing employment and/or training for people currently unemployed.

On Sunday, April 27 a ceremony was held at Neuadd Farm in Llanbadrig to unveil a memorial plaque for the farmer who become known as the father of the Welsh Army Corps, Brigadier General Sir Owen Thomas. More than 90 years after his death, Sir Owen Thomas is still recognised as an inspirational figure and for his ability as an excellent leader. It was a privilege to be present at the ceremony to acknowledge and pay tribute to the outstanding achievements of Sir Owen Thomas including his service to his community, to Anglesey and to his country.

The Chair thanked Councillor Aled Morris Jones and Mrs Pat West, Principal Museums Officer for arranging this special event.

Congratulations were extended to Rhosybol Young Farmers’ Club for its recent success at the Wales Young Farmers Entertainment Competition at Venue Cymru, Llandudno in achieving third place overall.

Congratulations were also extended to Councillor Carwyn Jones for achieving first prize for acting for his portrayal of Mrs Brown from “Mrs Brown’s Boys”, and to Elin Haf Morris Jones for her first prize for acting for her portrayal of Vera from “Gwlad yr Astra Gwyn.”

The Chair extended his and Members’ condolences to the family of Mr Richard Jones, former Head Teacher of Ysgol Kingsland, Holyhead. The late Mr Jones was originally from Caergeiliog but had spent his later years in Beaumaris. Condolences were also extended to any Members of the Council or staff who had suffered bereavement. Members and Officers stood as a mark of sympathy and respect.

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

None received.

To receive a presentation by Non Tudur Williams, Senior Stakeholder Manager - In accordance with the decision of the County Council on 27^th February, 2014, senior representatives from the Post Office have been invited to address the Council as regards their plans for franchising the Crown Post Offices at Holyhead and Llangefni.

Members will be afforded a question and answer time.

The Chair welcomed Non Tudur Williams, Senior Stakeholder Manager, and Mr John Jones, Area Manager Crown Post Office Service to the meeting who as representatives of the Post Office had be invited to address the County Council in accordance with the Council’s resolution at its meeting of 27 February, 2014.

Non Tudur Williams addressed the Members on the Post Office’s strategy and vision for the future of the whole Post Office network including the Crown Post Offices in order both to meet the challenge of fulfilling customer needs and wishes in different ways and to ensure a financially viable, sustainable and contemporary provision. She outlined the current provision in Anglesey and the means by which that is delivered and explained the latest position with regard to the plans for franchising the Crown Post Offices in Holyhead and Llangefni..

At the end of the address, Members were afforded the opportunity to question the Post Office’s representatives with particular regard to their concerns regarding the plans for the Llangefni and Holyhead Crown Post Offices and their implications and possible impact in terms of employment, the accessibility of services and the ongoing efforts to regenerate both Llangefni and Holyhead town centres. Representatives of the Post Office emphasised the Post Office’s commitment to serving the community by being at the heart of the community and stated that the Crown’s transformation programme and the wider network transformation programme are about investment, new branches, new formats and longer and more flexible opening hours.

The Chair thanked the Post Office’s representatives for their time in attending this meeting of the County Council and for responding to Members’ questions and concerns.

(a)  To submit a report by the Deputy Chief Executive as presented to the Executive on 22nd April, 2014.

(b)  To submit the observations of the Executive thereon.

    RESOLVED to accept the Annual Delivery Document for 2014/15 and to recommend its adoption by the County Council at its meeting to be held on 8^th May, 2014.

The report of the Deputy Chief Executive incorporating the Annual Delivery Document (Improvement Plan) for 2014/15 as presented to the meeting of the Executive on 22 April, 2014 was submitted for the Council’s consideration.

The Portfolio Holder for Performance, Transformation, Corporate Plan and Human Resources said that the Delivery Document explains how the Council will deliver on its promises for the forthcoming year and that the Executive at its 22 April meeting had resolved to accept the Annual Delivery Document for 2014/15 and to recommend its adoption by the County Council at its meeting to be held on 8^th May, 2014.

Councillor Peter Rogers referred to the objectives for transforming the Authority’s Leisure Services and in particular identifying a new service delivery model for Llangefni Golf course and he emphasised the need for decisions regarding developing and/or decommissioning assets to be taken with a full understanding and appreciation of their implications and what their implementation will entail. He made specific reference to the CCTV provision.  Councillor Aled Morris Jones, Portfolio Holder for Economic Development, Tourism and Leisure confirmed that a commitment had been made previously at the Scrutiny Committee and that all the Council’s assets including the Llangefni Golf Club will be examined.

It was resolved to adopt the Annual Delivery Document (Improvement Plan) for 2014/5.

To submit a report by the Interim Head of Democratic Services. - LATE REPORT

The report of the Interim Head of Democratic Services regarding political balance arrangements within the Council was presented for consideration.

It was reported that the Council needs to review the political balance arrangements on its committees following notice that one Member has ceased to be a member of the Independent Group, the subsequent formation of a new Revolutionist Group consisting of 2 Members and notice that 1 non-affiliated Member has joined the Independent Group. A revised matrix  which set out the entitlement of seats to each group and seats to non-affiliated Members in accordance with local convention as confirmed by the Council at its 5th December 2013 meeting was tabled at the meeting.

Councillor Aled Morris Jones pointed out that his designation as an unaffiliated Member is erroneus as he is a member of a national political group – the Welsh Liberal Democrats, and he requested that that be reflected in the matrix.

The Head of Function (Council Business) explained that the use of the terminology “unaffiliated” is drawn from the Local Government and Housing Act 1989 and refers to the fact that Members for the purpose of political balance, are unaffiliated unless they are members of a group on the Council regardless of whether they are affiliated to a political party outside the Council. She suggested that the correction be minuted and an explanatory footnote added to the political balance matrix for future use. It was agreed that a footnote would be included in the standard matrix for future years explaining that unaffiliated means those not part of political groups represented on the Council.

Councillor Dylan Rees referred to the minutes of the Council’s meeting in December 2013 which reflected the fact that he had questioned the Leader on whether it was good practice to have both Labour Members on the Executive given that they were the only two Labour Councillors out of the Council’s total of thirty. The Leader had stated that he would provide a written response to the question and although that was not forthcoming, Councillor Rees confirmed he had discussed the matter with the Leader who had said that he wanted to ensure stability for a time before considering any changes as regards political balance. Councillor Rees asked since that was five months ago does the Leader now intend to take action regarding the lack of political balance on the Executive?

The Leader of the Council said that after having given the matter serious consideration he reaffirmed his belief in the importance of stability. He explained that the Independent and Labour groups had entered into a partnership and that as part of the partnership it was decided that the two Labour Members would serve on the Executive, and in that capacity they have made a valuable contribution. The Leader confirmed that he did not intend to make any changes at present.

It was resolved –

•  To confirm the political balance arrangements and the number of seats allocated to each of the Groups under the  ...  view the full minutes text for item 7.

To submit a report by the Interim Head of Democratic Services.

The report of the Interim Head of Democratic Services on the scheme for Member remuneration was presented for consideration. The report set out the Independent Remuneration Panel’s (IRP) determinations for 2013/14 with regard to basic and senior salaries, civic salaries, payments to co-opted members and other payments and allowances along with details of restrictions where applicable as prescribed in its annual report of February, 2014.

It was resolved –

•  To confirm the allocation of senior salaries to office holders for 2014/15 as per paragraph 2.12 of the report.

•  To confirm that Level C allowances as determined by the IRP should be payable to the offices of civic head and deputy civic head, taking account of anticipated workloads and responsibilities as per paragraph 2.6 of the report.

•  That with regard to payments to co-opted Members, no annual cap is introduced for preparatory work (paragraph 3.5 of the report)

•  To note other details on payments and allowances for 2014/15 as prescribed by the IRP as outlined in the report.

To consider the Anglesey County Council Leader’s Annual Report in accordance with paragraph 4.1.16 of the Constitution. – TO BE TABLED AT THE MEETING

Councillor Ieuan Williams, Leader of the Council presented a verbal outline of the main events of the previous twelve months in which he focused on developments which testified to the Council’s continuing improvement, progress and maturity.

Some Members of the Council expressed disappointment that the Leader’s Annual report had not been available to them in written form in advance of the meeting which the agenda for the meeting indicated would be the case. The Head of Function (Council Business) confirmed that under the terms of the Constitution, the Leader of the Council is required to provide an Annual Report in a form to be agreed with the Chairperson of the Council. It was subsequently suggested that for future years a written version be circulated to Members after its presentation by the Leader. It was also suggested that the contents of the Annual Report should be more balanced and include coverage of any aims and objectives that remain unachieved at the year’s end.

It was resolved to receive the Leader’s Annual Report and to note its contents.

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

The report of the Chair of the Audit Committee on the work of the Committee during the 2013/14 municipal year was presented. In the absence of the Chair and Vice-Chair of the Audit Committee, the report was presented by Councillor Jim Evans as a member of the Audit Committee.

Councillor Dylan Rees referred to a critical internal report on the Council’s procurement arrangements and to a suggestion made by the WLGA in an article on buying goods and services with specific reference to leadership that local authorities produce an annual procurement report and identify a lead Cabinet Member and Lead Officer responsible for ensuring that procurement is as efficient as possible, and ensure that frontline councillors have a clearly identified role in reviewing and scrutinising procurement. He asked whether Councillor Jim Evans agreed that this would be good practice for the Isle of Anglesey County Council. Councillor Dylan Rees said that he was happy for Councillor Evans to refer the question to the Leader.

The Leader said he concurred with the suggestions made and he said that an extraordinary meeting of the Audit Committee had been convened at the end of the previous month which considered in detail the issue of procurement at the Council, and that recommendations for improving the procurement function had emerged from that meeting.

The inclusion as part of the Annual Report of information regarding Members attendance at Audit Committee meetings during the year was noted by Members as helpful and it was suggested that it be replicated in the other annual reports.

It was resolved to receive the Annual Report of the Chair of the Audit Committee and to note its contents.

To submit a report by Mr Michael Wilson, Chair of the Standards Committee.

The report of the Chair of the Standards Committee, Mr Michael Wilson regarding the Committee’s programme of activities during 2013-14 along with its proposed programme for 2014-15 was presented.

It was resolved -

•  To note the programme delivered by the Standards Committee between April, 2013 and May 2014.

•  To endorse the Standards Committee’s programme for 2014/15 as outlined in Appendix B to the report.

To submit a report by the Chair of the Corporate Scrutiny Committee.

The Scrutiny Annual report detailing the work undertaken by the Council’s two scrutiny committees from 23 May, 2013 to 8 May, 2014 was presented.

Councillor R,Meirion Jones as the current Scrutiny Champion emphasised the role of scrutiny as critical friend and he asked for it to be noted with regard to the reduction of the scrutiny committees from 5 to 2 that the County Council had indicated that it would review this arrangement at the year’s end.

It was resolved -

•  To note and approve the Scrutiny Committees’ Annual report.

•  To appoint Councillor Peter Rogers as Scrutiny Champion from May, 2014 to May, 2015.

To submit a report by the Chair of the Democratic Services Committee.

The report of the Chair of the Democratic Services Committee on the work of the Committee during 2013/14 was presented.

It was resolved to accept the report and to note the matters discussed as part of the Committee’s Work programme for 2013/14.

To submit a report by the Interim Head of Democratic Services.

The report of the Interim Head of Democratic Services incorporating a proposed Training Plan for Members for the forthcoming year was presented.

It was resolved to adopt and undertake the Training Plan for Members for 2014/15 as set out in Appendix 1 to the report.

To submit the following question on notice by Councillor Jeff Evans to Councillor R Dew, Portfolio Holder for Property:-

·                     “How many businesses / organisations are currently receiving £500 payments in lieu of provision of toilet facilities. Where are they situated and what is the total cost of provision?”

The following question submitted on notice by Councillor Jeff Evans was put to Councillor Richard Dew, Portfolio Member for Highways, Property and Waste Management:

“How many businesses/organisations are currently receiving £500 payments in lieu of provision of toilet facilities. Where are they situated and what is the total cost of the provision?”

The Portfolio Member for Highways, Property and Waste Management said in reply that in the last financial year, 2013/14, 31 business premises received a £500 grant amounting to £15,500.These were located all over the Island with a third situated in Holyhead. In 2013/14 the financial support for the grant was received directly from Welsh Government by the service. This year the grant will not be paid directly but will be received by the Council within the Revenue Support Grant. The Department expects to receive at least £15,000 from the RSG to continue with the grant scheme in this year and the approved list of premises is being drawn up and will hopefully be completed by next week with similar figures again i.e. approximately 30 plus premises. As further information, to be included in the scheme each business needs to be open at reasonable times, provide disabled access and display an A4 size poster advertising the fact that toilet facilities are available for public use.

As a supplementary question, Councillor Jeff Evans asked whether the Portfolio Holder for Highways Property, and Waste Management would seek assurance from the Waste Management section that the toilet grant scheme is put in place immediately since he had been given to understand that no businesses had subscribed to the scheme currently and that no funding had been made available, and that the funding be earmarked to the Waste Management section.

The Portfolio Member for Highways, Property and Waste Management said that the majority of the   businesses that were in the scheme last year have carried on voluntarily pending the outcome of this year’s agreement. Work is being done at the moment now the grant is in place and hopefully these will be approved by next week. 

To submit the following Notice of Motion by Councillor R Meirion Jones in accordance with Rules 4.1.13.1 and  4.1.17.1 of the Constitution. This Notice is also signed by Councillors Bob Parry, OBE, Dylan Rees, Nicola Roberts, Carwyn Jones, Llinos Medi Huws, John W Griffith, T Lloyd Hughes, A W Mummery, Ann Griffith and Vaughan Hughes.

·  To reconsider the times of meetings of the County Council, Executive Committee, Scrutiny Committees, Semi-judicial Committees and all other council Committees and Sub-committees and to address the requirements with regard to equality and diversity.

·To refer the matter to the next meeting of the Democratic Services   Committee.     

To give consideration to the above.

The following notice of motion by Councillor R.Meirion Jones was submitted in accordance with Council Procedure Rules 4.1.13.1 and 4.1.17.1 and was signed by Councillors R.G.Parry, OBE, Dylan Rees, Nicola Roberts, Carwyn Jones, Llinos Medi Huws, John Griffith, Trefor Lloyd Hughes, Alun Mummery, Ann Griffith and Vaughan Hughes:

·      “To reconsider the times of meetings of the County Council, Executive, Scrutiny Committees, Semi-judicial committees and all other council committees and sub-committees and to address the requirements with regard to equality and diversity.”

·      To refer the matter to the next meeting of the Democratic Services Committee

Councillor R Meirion Jones spoke to the motion.

It was resolved to refer the matter to the next meeting of the Democratic Services Committee.

To consider adoption of the following:-

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

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.

To submit a report by the Monitoring Officer on the contents of the application.

The report of the Monitoring Officer on the contents of the application was presented.

It was resolved for the purpose of Section 85 of the Local Government Act 1972 to accept the ill health of the councillor as the reason for his failure to attend meetings and to approve his absence from all Council or Committee meetings for an additional 6 month period from the 11th June, 2014 until the 11th December, 2014.