Agenda, decisions and minutes

To receive any declarations of interest from any 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 reported.

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

•  1st March, 2016 (Budget)

•  14th March, 2016

The minutes of the previous meetings of the Executive held on 1 March, 2016 and 14 March, 2016 were presented for confirmation.

It was resolved that the minutes of the previous meetings of the Executive held on 1 March, 2016 and 14 March, 2016, be confirmed as correct.

To submit for information, the draft minutes of the meeting of the Corporate Parenting Panel held on 7^th March, 2016.

The draft minutes of the meeting of the Corporate Parenting Panel held on 7th March, 2016 were presented for the Executive’s information.

It was resolved that the draft minutes of the meeting of the Corporate Parenting Panel held on 7th March, 2016 be noted.

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 May to December, 2016 was presented for the Executive’s approval.

The Head of Democratic Services reported on the changes in the updated Work Programme as follows:

•           Items 14, 22 and 24 are new to the Executive’s Work Programme

•           Items 1 and 2 are to be formally presented to the Executive on a date to be confirmed.

•           Item 6 has been re-scheduled for consideration by the Executive at its May, 2016 meeting

•           Item 13 has been re-scheduled for consideration by the Executive at its July, 2016 meeting

•           Items 20 and 21 have been deferred from the September, 2016 to the October, 2016 meeting of the Executive.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from May to December, 2016 as presented.

To submit the report of the Head of Democratic Services.

The report of the head of Democratic Services incorporating a new draft Welsh Language Policy (Appendix1 to the report) was presented for the Executive’s approval prior to its presentation for adoption by the County Council.

The Policy and Strategy Manager reported on the legislative background and why the Language Policy is being updated. The Welsh Language (Wales) Measure 2011 sets Standards of conduct relating to the Welsh language and these became effective on 30 March, 2016. The Officer said that the Council already complies with a significant number of the 160 standards through its current Welsh Language Scheme and that the scheme also goes further than the Welsh Language Standards in many areas. It is considered that the Council’s current position in respect of the language should not be weakened by being restricted to complying with the Standards alone, and a draft language policy has therefore been developed which combines the Standards and the current Welsh Language Scheme.

The Chair informed the Executive that correspondence received on Friday, 22 April made  proposals in respect of the policy; these will be considered and if found necessary, the Policy and Strategy Manager will be asked in consultation with himself as Portfolio Member for the Welsh Language to make revisions to the policy which will then be submitted to the Council.

It was resolved:

•           To approve the Language Policy and to authorise the relevant officers in consultation with the Portfolio Holder to complete any further editorial work on the draft policy before it is submitted to full Council.

•           To recommend to the County Council that the Council’s Welsh Language Policy be adopted as a matter of local choice and that the Council’s Policy Framework be amended to reflect this as follows:

•           Delete “Welsh Language Scheme” from the list of those plans required by law to be adopted by the Council (part 3.2.2.1.1 of the Constitution).

•           Include the “Welsh Language Policy” under the list of those other plans and strategies which the Council decided should be adopted by the full Council as a matter of local choice (part 3.2.2.1.3) of the Constitution).

To submit the final report of the Scrutiny Outcome Panel on debt management.

The final report of the Scrutiny Outcome Panel of the Corporate Scrutiny Committee which was tasked with examining in greater detail, debt write-offs and the management of debt within the Authority was presented for the Executive’s consideration.

Councillor R. Meirion Jones, Chair of the Corporate Scrutiny Panel and Chair also of the Scrutiny Outcome Panel reported on the work of the Panel along with its findings and conclusions and the recommendations emanating therefrom. He said that the Corporate Scrutiny Committee had endorsed the report at its meeting held on 11 April, 2016 and that it would review the progress made within six months. The Interim Scrutiny Manager highlighted the recommendations in relation to the draft Policy document on debt management.

The Portfolio Member for Finance said that the situation with regard to managing debt is improving and that work to ensure further improvement is ongoing.  He referred specifically to recommendation 1.3 (Head of Resources to ensure there is a strategy in place to improve income collection levels by introducing changes to current collection methods) and suggested it would be appropriate to request the Head of Resources to report back to the Executive in September, 2016 on progress thereon; likewise with regard to recommendation 2.2 (Develop an anti-poverty strategy to form an integral part of the Authority’s debt management arrangements), the Head of Resources be asked to provide a progress report within the same timescale which would coincide with the Scrutiny Committee’s intended six month review.

The Head of Resources reported on the work underway to update the Authority’s income collection systems. The Officer said that a composite report covering progress on work in the short term to promote the take-up of advance payments as well as work for the longer term on connecting the payment system to the CRM system and on developing a strategy for delivering the changes as well as linking the debt management policy to other policies and work streams within the Authority will be brought to the Executive in September.

It was resolved:

•           To approve the Final Report together with its 3 main conclusions and 8 individual recommendations.

•           That the Head of Function (Resources) report back to the Executive in September, 2016 on progress specifically with regard to responding to recommendations 1.3 and 2.2 of the Final Report.

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

The report of the Head of Council Business seeking the Executive’s endorsement for the Council to adopt powers contained within the Anti-Social Behaviour, Crime and Policing Act 2014 and for their delegation to appropriate officers as listed was presented for the Executive’s consideration.

The Executive Business Manager, Councillor Alwyn Rowlands reported that the adoption and delegation of the powers set out in the report will enable the Council to operate a fuller range of powers to deal with anti-social behaviour and associated problems.

It was resolved to recommend to full Council:

•           That it adopts powers contained in the Anti-Social Behaviour, Crime and Policing Act 2014 in respect of civil injunctions, community protection notices and orders, closure notices and orders, absolute ground for possession of dwelling houses, public spaces protection orders and premises closure orders.

•           That it agrees to amend the scheme of delegation to officers in the Constitution to delegate the exercise of powers as adopted amongst the relevant Heads of Service as detailed in the report.

•           That it authorises the Council’s Head of Function (Council Business)/Monitoring Officer to make the necessary changes to the scheme of delegation to officers in the Constitution to reflect the adoption and delegations of the powers contained within the Act as provided for by the report.

To submit the report of the Assistant Chief Executive - Partnerships, Community and Service Improvement.

The report of the Assistant Chief Executive (Partnerships, Community and Service Improvement) setting out the arrangements for the Isle of Anglesey County Council’s participation in the Syrian Vulnerable Persons Relocation Scheme (SVPRS) was presented for the Executive’s consideration.

The Portfolio Member for Housing and Social Services presented the report and commended the scheme to the Executive. The Assistant Chief Executive (Partnerships, Community and Service Improvement) and the Head of Housing Services elaborated on what participation in the scheme would mean for Anglesey and how the scheme would work including the funding available.

The Executive endorsed the Authority’s proposed participation in the SVRPS and those sentiments were echoed by Councillor Llinos Medi Huws who confirmed the Opposition Group’s full support for the scheme.

It was resolved:

•           To authorise officers to respond to the UK Government’s Home Office that the Isle of Anglesey County Council would be willing to take part in the Syrian Vulnerable Persons Relocation Scheme (SVPRS) and provide suitable accommodation and support initially for up to 30 individuals or 10 families over the next 3 years. Year 1 will be accommodating up to a maximum of 10 individuals. Preference would be given to families with children of primary school age. The number and profile of families will be subject to the availability of suitable accommodation and capacity within relevant support services such as education, social care and health.

•           To delegate strategic decision making regarding entering into agreements with the Home Office to facilitate the Isle of Anglesey County Council’s participation in the SVRPS to the Assistant Chief Executive, in consultation with the Chief Executive.

•           To delegate operational lead to the Head of Housing Services.

•           To agree that the refugees be housed in private rented accommodation, depending on availability and suitability in the Menai area – more specifically Menai Bridge and Llanfairpwll areas.

•           To work with the Home Office, Welsh Local Government Association, Welsh Government, neighbouring local authorities, North Wales Police, Department of Works and Pension, Betsi Cadwaladr University Health Board, the third sector including advice agencies, voluntary, charitable and religious organisations through Medrwn Môn and Coleg Llandrillo Menai to ensure a co-ordinated and effective regional approach, and joint-commissioning of support where necessary.

•           That there be a report back to the Executive in 6 months on progress regarding the delivery of the resettlement and support programme.

To submit the report of the Head of Transformation.

The report of the Head of Transformation incorporating the draft Annual Delivery Document (Improvement Plan) for 2016/17 was presented for the Executive’s endorsement ahead of its presentation to the full Council.

The Executive’s Business Manager, Councillor Alwyn Rowlands reported that the Delivery Document has been submitted to the Corporate Scrutiny Committee and the Committee’s observations thereon have been noted. The document remains in draft format and is subject to further refinement prior to its submission to the Council.

The Portfolio Member for Finance emphasised the importance of the Authority’s being able to ensure it can fully fund the Delivery Document.

It was resolved:

•           To authorise Officers through the Portfolio Holder to undertake the task of completing the final draft and to recommend the 2016/17 Annual Delivery Document’s adoption by the full Council at its meeting to be held on 12th May, 2016.

•           To confirm the deliverability of the Annual Delivery Document as a plan which identifies the work of the Council aligned to the priorities of the Corporate Plan scheduled for delivery during 2016/17.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services incorporating a proposed new Common Housing Allocation Policy (CHAP) was submitted for the Executive’s approval.

It was resolved:

•           To note the outcome of the public consultation completed in March, 2016 and the anticipated agreement of the Council’s Registered Social Landlord partners to the proposed Common Housing Allocation Scheme (CHAS)

•           To approve the proposed Common Housing Allocation Policy (CHAP) subject to adoption by the Council’s registered Social Landlord (RSL) partners.

•           To delegate authority to the Head of Housing Services to approve procedural guidance for staff governing housing allocation, and to approve implementation of the CHAS in the second quarter of 2016/17.

•           To note the use made by the Housing Options Team of the intentional homelessness sanction since 1 July, 2015 when administering applications for help on grounds of homelessness under Part 2, Chapter 2 of the Housing (Wales) Act 2014, and the policy reasons for continuing to have regard to whether homeless applicants became homeless intentionally.

•           To approve the continuing use by the Council of the intentional homelessness sanction when administering homeless applications.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services setting out the business case for remodelling units 1-4 and 6-29 Llawr y Dref, Llangefni was presented for the Executive’s consideration.

The Portfolio Member for Housing and Social Services reported on the background to the Llawr y Dref development and the current proposal. The Business Case for remodelling the scheme puts forward two options both of which propose re-designating the scheme to a general needs rented scheme because of the need for one bedroom units resulting from the Social Sector Size Criteria (commonly referred to as the bedroom tax) through the Welfare Reform agenda.

The Housing Services Business Manager referred to the waiting list for smaller housing units in Llangefni and to the situation at present at Llawr y Dref wherein 20 units are empty and are proving difficult to let. He said that Option 1 was the preferred option for the reasons given in the report. The Officer also confirmed that he would be consulting on the matter with Llangefni Town Council at a meeting on 9 May, 2016.

Councillor Dylan Rees speaking as a Local Member said that whilst he agreed there were too many voids in the Llawr y Dref complex he was concerned that the Business Case for its re-designation into a general housing scheme makes no reference to the risks of anti-social behaviour in this location. Councillor Dylan Rees also highlighted the lack of prior consultation on the options with the Town Council, the existing residents of Llawr y Dref and the Police Service, and he conveyed to the Executive issues which the Police had raised. He asked that a decision on the matter be deferred until such consultation had taken place, or else that a working group be established to include representatives of the Police and Local Members to draw up an action plan to seek to lessen the risks.

The Executive noted the Local Member’s concerns but was minded to proceed because of the need to expedite the matter. The Executive sought assurances regarding consultation and the mitigation of risk; the Officers gave assurances with regard to managing the risks and elaborated on how this would be done. The Portfolio Member for Housing and Social Services emphasised that the Authority will be working in co-operation with the Police and that Local Members will be kept fully informed of what is being done.

Given that it is not foreseen the units will be let before November/December, 2016 the Chair requested that Officers endeavour to ensure in the meantime that there is consultation and co-operation with all interested parties in order to make the scheme successful.

It was resolved:

•           To agree to a change of designation of units 1- 4 and 6 - 29 at Llawr y Dref, Llangefni from a sheltered housing scheme aged 60+ to a general needs housing scheme as per Option 1 of the report.

•           That minor works be carried out to remodel the internal space of the units  ...  view the full minutes text for item 12.