Agenda and minutes

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

•  8th May, 2014 (10.30 am)

•  8th May, 2014 (Annual Meeting) (2.00 pm)

•  29th July, 2014 (Extraordinary)

The minutes of the previous meetings of the Isle of Anglesey County Council held on the following dates were submitted and confirmed as correct:

•  8th May, 2014 (10:30 a.m.)

•  8th May, 2014 (Annual Meeting) (2:00 p.m.)

•  29th July, 2014 (Extraordinary)

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

No declaration of interest was made.

The Chair made the following announcements:

•  Representatives of the Information Commissioner’s Office will be visiting the Council Offices during the week commencing 13 October.

•  A public consultation exercise is being conducted by Horizon until the 8th December, 2014 on its plans for the Wylfa Newydd project.

•  Congratulations are due to all those who were successful in competitions at the Royal Welsh Show (July), the National Eisteddfod (August) and the Anglesey Show (August). Specific mention is made of Councillor Llinos M. Huws whose family was successful in the category for best milking cows in show at the Anglesey Show.

•  Congratulations are due to all those secondary school pupils who were successful in their Summer examinations and to those of the Council’s staff who succeeded in their professional examinations.

•  Congratulations to Iolo Hughes, Llanfechell, a pupil at Ysgol Syr Thomas Jones, Amlwch who is the under 20s Britain and Northern Ireland champion mountain runner, and to all members of the successful Welsh Commonwealth Games Team who set a record for medals won by a Welsh team at the Glasgow Games during the summer.

•  Congratulations to Councillor Jim Evans and Mrs Evans on celebrating their Golden Wedding Anniversary.

•  Congratulations to Councillor Richard Owain Jones who has hitherto raised £12k in aid of local good causes by cycling from Amlwch to Cardiff.

•  That 2014 marks the centenary of the commencement of the First World War.

Councillor Aled Morris Jones in his capacity as the Armed Forces Champion paid tribute to those who had fought and had made sacrifices during the conflict with specific mention to individuals from the Isle of Anglesey and from Wales who had distinguished themselves during the period of the Great War. He also referred to the contribution made by a number of community councils towards the Memorial at Ypres in Belgium to those from Wales who fell during the First World War.

•  The Chair announced that a special service is to be held in Holyhead on 15th October to commemorate the link between the town and the Netherlands.

None received.

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

None received.

•  To report that that the Executive upon consideration of the above at their meeting on 8th September, 2014 had resolved as follows :-

“to delegate authority to the Deputy Chief Executive, in consultation with the Portfolio Holder for Corporate Performance, to complete and publish the full plan for submission to the full Council in October.”

•  To submit the report by the Deputy Chief Executive.

6.1  It was reported that the Executive upon consideration of the above at its meeting held on 8th September, 2014 had resolved as follows:

To delegate to the Deputy Chief Executive, in consultation with the Portfolio Holder for Corporate Performance, to complete and publish the full plan for submission to the full Council in October.

6.2  The report of the Deputy Chief Executive incorporating the Isle of Anglesey County Council’s Performance Report for 2013-14 was presented for consideration.

The Chief Executive gave a visual presentation in which he highlighted the principal conclusions from the analysis of the Council’s performance during 2013/14 against a suite of national indicators and against the promises made in the first year of the Council’s four year Corporate Plan 2013-17. He referred to the three main service areas which formed the focus of improvement during the period in relation to Education, Children and Adults’ Services and summarised how those had performed.  Overall, the Authority’s standing at 10 out of the 22 authorities in Wales at the end of 2013/14 represents an improvement on its position during the previous two years and indicates both that the performance of the Isle of Anglesey County Council is on an upwards trajectory and that it is able to satisfy one of the Welsh Government’s prime objectives for local authorities in Wales in being able to demonstrate continuous improvement. The challenge is to maintain the momentum and to accelerate the pace of improvement.

The Portfolio Holder for Corporate Performance drew attention to the extent of the work behind the report. Members of the Council spoke to the report and whilst acknowledging the improvements made across a range of service areas, they also recognised that further work is required to continue to address areas identified as underperforming in order to maintain the improvement trend.

It was resolved to accept and approve the Annual Performance Report for 2013/14 for publication by the 31 October statutory deadline.

•  To report that the Executive upon consideration of the above meeting on 8th September, 2014 had resolved as follows :-

“To accept the report.”

•  To submit the report by the Head of Function (Resources) and Section 151 Officer.

7.1  It was reported that the Executive upon consideration of the above meeting at its meeting on 8th September, 2014 had resolved “to accept the report.”

7.2  The report of the Head of Function (Resources) and Interim Section 151 Officer incorporating the Annual Treasury Management Review for 2013/14 was presented.

It was resolved to endorse the recommendation of the Executive and to accept the Annual Treasury Management Review for 2013/14.

•  To report that the Executive upon consideration of the above at their meeting on 8th September, 2014 had resolved as follows :-

·           torecommend to the full Council that the Council approves the changes to the Constitution as outlined in the report.

•  To submit the report by the Head of Function (Council Business)/Monitoring Officer.

8.1  To report that the Executive upon consideration of the above at its meeting held on 8th September, 2014 had resolved as follows:

To recommend to the full Council that the Council approves the changes to the Constitution as outlined in the report.

8.2  The report of the Head of Function (Council Business) / Monitoring Officer with regard to the above was presented.

Councillor Meirion Jones proposed an amendment, which was agreed, to the wording of Council Procedure Rule 4.1.2.7 (i) to read “receive and confirm the list of appointments to outside bodies who do not have to be Members of the Executive in accordance with section 5.8.4.2.” The Head of Function (Council Business) confirmed that she was happy with the amendment and supported it. Councillor Meirion Jones also suggested that navigating  the Council’s Constitution on-line would be made easier by providing a link to individual sections.

It was resolved to endorse the recommendation of the Executive with the agreed amendment to Procedure Rule 4.1.2.7. (i)

•  To report that the Executive upon consideration of the above at their meeting on 19th May, 2014 had resolved as follows :-

To recommend to the County Council :-

     •   That the proposed amendments to part 4.2.12 of the Constitution

as detailed in the appendix to the report be approved, and

     •  The Monitoring Officer be authorised to update the Constitution

accordingly.”

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

9.1  It was reported that the Executive upon consideration of the above at its meeting held on 19th May, 2014 had resolved as follows:

To recommend to the County Council –

•  That the proposed amendments to Part 4.2.12 of the Constitution as detailed in the appendix to the report be approved, and

•  The Monitor Officer be authorised to update the Constitution accordingly.

9.2  The report of the Interim Head of Democratic Services with regard to the above was presented.

It was resolved to endorse the recommendations of the Executive in this respect.

•  To report that the Executive upon consideration of the above at their  meeting on 14th July, 2014 had resolved as follows :-

To recommend to the County Council that:

•   It approves the changes to the Council’s Constitution as detailed in

Appendix 1 to the report.

•   A Democratic Services Sub-Committee be established for the

purpose of hearing appeals under the Regulations.

•   When a Member is taking family absence under the Regulations,

and  is paid a senior salary, this senior salary shall be discontinued

during any period of family absence which exceeds two weeks.

Pursuant to the Regulations, Members are still eligible to retain their

basic allowance. A substitute may be appointed to cover for the

Member on family absence provided that the period of absence is for

longer than two weeks and the substitute shall be entitled to receive a

senior salary  where appropriate.

 •   The Chief Executive shall have delegated authority from the

 Council  to cancel or end a period of family absence which is not

 covered by the Regulations.

•  To submit the report by the Head of Function (Council Business)/ Monitoring Officer.

10.1  To report that the Executive upon consideration of the above at its meeting held on 14th July, 2014 had resolved as follows:

To recommend to the County Council that:

•  It approves the changes to the Council’s Constitution as detailed in Appendix 1 to the report.

•  A Democratic Services Sub-Committee be established for the purpose of hearing appeals under the Regulations.

•  When a Member is taking family absence under the Regulations, and is paid a senior salary, this senior salary shall be discontinued during any period of family absence which exceeds two weeks. Pursuant to the Regulations, Members are still eligible to retain their basic allowance. A substitute may be appointed to cover for the Member on family absence provided that the period of absence is for longer than two weeks and that the substitute shall be entitled to receive a senior salary where appropriate.

•  The Chief Executive shall have delegated authority from the Council to cancel or end a period of family absence which is not covered by the Regulations.

10.2  The report of the Head of Function (Council Business) with regard to the above was presented.

It was resolved to endorse the recommendations of the Executive in this respect.

•  To report that the Executive upon consideration of the above at their

meeting on 14th July, 2014 had resolved as follows :-

To recommend to the County Council that:-

 •  It notes the report and the discretion provided in Section 4 of

The Local Government (Wales) Measure 2011.

   •  It rejects the use of remote attendance at this stage.

•  To submit the report by the Head of Function (Council Business)/Monitoring Officer.

11.1  To report that the Executive upon consideration of the above at its meeting held on 14th July, 2014 had resolved as follows:

To recommend to the County Council that:

•  That it notes the report and the discretion provided in Section 4 of the Local Government (Wales) Measure 2011.

•  It rejects the use of remote attendance at this stage.

11.2  The report of the Head of Function (Council Business) / Monitoring Officer with regard to the above was presented.

Councillor Ann Griffith referred to the need to encourage more people including individuals of working age, to become involved in the democratic process in order to promote and ensure a healthy and diverse democracy. The introduction of remote attendance facilities would assist in that endeavour. She said that she deemed it important that the Council supports this initiative in principle in order to better enable individuals whatever their circumstances, to participate in local democracy.

The Leader of the Council said that whilst he too supported remote attendance in principle, the report refers to the technical and resource implications of introducing this facility at this point in time. It is an issue that can be revisited as the requirements and the ability to meet them are clarified.

It was resolved to endorse the recommendations of the Executive in this respect.

•  To report that the Executive upon consideration of the above at their meeting on 8th September, 2014 had resolved as follows :-

“to recommend to the full Council that the Council approves the changes to the Council’s Constitution as outlined within the report.”

•  To submit the report by the Head of Function (Council Business)/Monitoring Officer.

12.1  To report that the Executive upon consideration of the above at its meeting held on 8th September, 2014, had resolved as follows:

“To recommend to the full Council that the Council approves the changes to the Constitution as outlined within the report.”

12.2  The report of the Head of Function (Council Business) / Monitoring Officer with regard to the above was presented.

It was resolved to endorse the recommendation of the Executive in this respect.

•  To report that the Executive upon consideration of the above at their meeting on 8th September, 2014 had resolved as follows :-

 To recommend to the full Council:-

•  To note the contents of the new Local Authority (Standing Orders)

(Amendment)(Wales) Regulations 2014 (“the 2014 Regulations”);

•  Toinstruct the Monitoring Officer to amend the Constitution to

reflect the changes required to bring the Constitution in line with the

2014 Regulations as detailed in this Report.  The 2014 Regulations

make changes to the existing Local Authorities (Standing

Orders)(Wales) Regulations 2006 (“the 2006 Regulations”) as a

result of changes introduced by the Local Government (Wales)

Measure 2011.

•  To submit the report by the Head of Function (Council Business)/Monitoring Officer.

13.1  To report that the Executive upon consideration of the above at its meeting held on 8th September, 2014, had resolved as follows:

To recommend to the full Council:-

•  That it notes the contents of the new Local Authority (Standing Orders) (Amendment) (Wales) Regulations 2014 (“the 2014 Regulations”)

•  That it instructs the Monitoring Officer to amend the Constitution to reflect the changes required to bring the Constitution in line with 2014 Regulations as detailed in this report. The 2014 Regulations make changes to the existing Local Authorities (Standing Orders) (Wales) Regulations 2006 (“the 2006 Regulations”) as a result of changes introduced by the Local Government (Wales) Measure 2011.

13.2  The report of the Head of Function (Council Business) / Monitoring Officer with regard to the above was presented.

It was resolved to endorse the recommendations of the Executive in this respect.

•  To report that the Democratic Services Committee upon consideration of the above at their meeting held on 18th June, 2014 had resolved as follows :-

“RESOLVED to recommend to Council that the Interim Head of Democratic Services prepare proposals from 2015 onwards including options to hold meetings on specific days of the week, and that a representative from each Group assist in this process.”

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

14.1    It was reported that the Democratic Services Committee upon consideration of the above at its meeting held on 18th June, 2014 had resolved as follows:

“To recommend to the Council that the Interim Head of Democratic Services prepare proposals from 2015 onwards including options to hold meetings on specific days of the week, and that a representative for each Group assist in this process.”

14.2    The report of the Interim Head of Democratic Services with regard to the above was presented.

It was resolved to endorse the recommendation of the Democratic Services Committee in this respect.