Agenda, decisions and minutes

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

Councillor H.E. Jones stated that he has previously declared that he is a Governor of both Brynsiencyn and Llanddaniel Primary School but having sought the advice of the Monitoring Officer he was able to take part and vote as his interest was not prejudicial on account that he has no family at either school.

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

None received.

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

•  30th November, 2015

•  14th December, 2015

The minutes of the previous meetings of the Executive held on 30 November and 14 December, 2015 were presented for confirmation.

It was resolved that the minutes of the previous meetings of the Executive held on the following dates be approved:-

•  30th November, 2015

•  14th December, 2015

To submit for adoption, the draft minutes of the Corporate Parenting Panel held on 7^th December, 2015.

The draft minutes of the Corporate Parenting Panel held on 7^th December, 2015 were presented for adoption by the Executive.

The Chair referred to the increased pressures on the Children’s Services and considered that the matter needs to be addressed.   The Chief Executive stated that a report will be submitted to the Executive in due course in respect of this matter.  

It was RESOLVED to adopt the draft minutes of the meeting of the Corporate Parenting Panel held on 7^th December, 2015.

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 February to September, 2016 was presented for the Executive’s approval.

The Head of Democratic Services updated the Committee on the contents of the Work Programme as follows :-

Items new to the Work Programme

Item 2 – Scrutiny Outcome Panel : 2015/16 Efficiency Savings scheduled for 8 February, 2016.

Item 11 – Treasury Management Strategy 2016/17 scheduled for 7 March, 2016.

Item 12 – Financial Reserves scheduled for 7 March, 2016.

Item 14 – Charges for non-residential services scheduled for 7 March, 2016.

Item 15 – Standard Charge for Council Care Homes 2016/17 scheduled for 7 March, 2016.

Item 16 – Independent Sector Residential and Nursing Home Fees 2016/17 scheduled for 7 March, 2016.

Item 17 – Charges for independent home care services 2016/17 scheduled for 7 March, 2016.

Item 20 – Welsh Language Policy scheduled for 14 March, 2016.

Item 21 – Strategic Equality Plan 2016-2020 scheduled for 14 March, 2016.

Item 22 – Annual Equality Report 2014/15 scheduled for 14 March, 2016.

Item 24 – Partnerships Policy scheduled for 14 March, 2016.

Item 30 – Final Report of the Scrutiny Outcome Panel : Debt Management scheduled for 25 April, 2016.

Item 31 – Anti Social Behaviour scheduled for 25 April, 2016.

Item 32 – Annual Delivery Document (Improvement Plan) 2016/17 scheduled for 25 April, 2016.

Item 36 – Corporate Scorecard – Quarter 4, 2015/16 scheduled for May 2016.

Item 37 – 2015/16 Revenue and Capital Budget Monitoring Report – Quarter 4 scheduled for May 2016.

Item 38 – The Council’s Corporate Asset Management Plan (Land and Buildings) Action Plan schedule for May 2016.

Item 40 – Revenue/Capital – 215/16 Final Accounts scheduled for June 2016.

Item 43 – Annual Performance Report – 2015/16 scheduled for September 2016.

Item 44 – Corporate Scorecard – Quarter 1, 2016/17 schedule for September 2016.

Item 45 – 2016/17 Revenue and Capital Budget Monitoring Report – Quarter 1 scheduled for September 2016.

Slippage on the Work Programme

Rescheduled to 8 February, 2016 - Item 6 – Llawr y Dref, Llangefni – Business Case.

Rescheduled to 14 March, 2016 – Item 28 – Housing Revenue Account 30 year Business Plan 2016 -2046 and HRA Housing Capital Programme 2016 to 2017.

Rescheduled to 25 April, 2016 – Item 33 – Common Allocations Policy.

Rescheduled to 25 April, 2016 – Item 34 – Transformation of the Culture Service.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from February, 2016 to September, 2016 subject to the changes outlined at the meeting.

To submit the report of the Head of Function (Resources)/Section 151 Officer.

The report of the Head of Function (Resources)/Section 151 was presented in respect of the above.

The Portfolio Holder (Finance) stated that this is an update report which has arisen from the Executive decision held on 20 April, 2015 to approve the Procurement Strategy and Policy and to update the Executive on how successful the Strategy had been in engaging local businesses in the procurement process.  He hoped that all services within the Council will use the Procurement Service on a regular basis during their everyday work to enable a more effective system possible for the Authority.

The Chair welcomed the report but asked that work needs to be done to speed up the process of assuring that local business are able to tender for work from the Authority.

It was RESOLVED to note the contents of the report and to note the progress made to date in developing and implementing a procurement strategy and policy.

To submit the report of the Head of Economic and Community Regeneration.

The report of the Head of Economic and Community Regeneration was presented in respect of the above.

The Chair stated that following the removal of the previous Skate Park by the County Council on land at Plas Arthur Leisure Centre, a commitment was made to the Llangefni Social Enterprise that its reinstatement would be supported by the County Council whatever capacity and resources would allow. 

The Portfolio Holder (Finance) said that he fully supported the recommendations within the report and supported the work done by the Llangefni Social Enterprise to progress the skate park.  He stated that he wished to see that any agreement as noted within the report, should include any public liability insurance with regard to the skate park and that Llangefni Town Council support the Social Enterprise Group.

Councillor Dylan Rees as one of the local members and Chair of the Project Group, wished to thank the Officers for the work which has entailed regarding this project and supported the recommendations within the report.    He noted that it is hoped that Urban Sports Park can be supported in Llangefni and that it will be a destination site for the whole Island.  

Councillor Nicola Roberts as one of the local members also wished to thank the Officers for their support and advice with regard to this project.  She further stated that she would like to see the facility being called the Urban Sports Park.  The Llangefni Social Enterprise has worked hard to have this project in place for Llangefni and it is hoped that the Llangefni Town Council will support such a venture as it will be valuable asset for the community.

It was RESOLVED :-

·           To forgo the requirement of open marketing and the need to obtain a market rent as per the Council’s Asset Management Policy and Procedures and to offer the Llangefni Skate Park Group a 25 year lease at a nominal rent;

·           That the lease will require the tenant to hold a valid Public Liability Insurance and will indemnify the Council against any claims throughout the period of the lease;

·           The lease will require Llangefni Town Council to act as guarantor in the event of a default or failure by the Llangefni Skate Park Group;

·           The tenant will be liable to clear the site at the end of term, removing any equipment and making good any damage.

To submit the report of the Head of Highways, Waste and Property.

The report of the Head of Highways, Waste and Property was presented with

regard to the above.

The Portfolio Holder (Highways, Property and Waste Management) reported that changes to the black bin waste collection must be addressed to avoid heavy fines, reach the Welsh Government recycling target and improve the environment. By 2019/20 Anglesey’s Welsh Government recycling target is 64% of its municipal waste and 70% by 2024/25. Changing the current collection systems would encourage households on Anglesey to recycle more as well as reduce the cost of dealing with residual waste. Households will still receive a weekly collection of dry recycling (red and blue boxes) and food waste (brown bin) and a fortnightly collection of green garden waste (green bin together with an extra 55 litre box for the weekly collection of mixed plastics. He further stated that over 75% of the waste produce in the home is recyclable and a high level of recyclable materials are thrown into the black bin.

The Partnership and Regeneration Scrutiny Committee considered the matter at their meeting held on 12 November, 2015 when all members of the Council were invited. The Scrutiny Committee favoured a three weekly collection and thereafter a public consultation process was undertaken which also favoured a three weekly collection rather than a four weekly collection of residual waste, with the collection of food waste, green waste and recyclate staying the same, but increased capacity would be provided for collecting recyclate. Whilst the financial savings from implementing three weekly collection (Option 2a) are minimal it is hoped that it will achieve around 68% recycling targets which may avoid having a four weekly collection in the future.

A capital sum of £509k will be required to purchase additional recycling bins to collect all types of plastics; purchase a new baler for collected plastics at the Gwalchmai Recycling Site and also to fund additional work for consultants to encourage the public to increase recycling. It is hoped that external funding can be provided from external sources (Holyhead VVP and WRAP) to purchase around 12,000 trolley boxes which can be distributed during 2016 in the Holyhead area and elsewhere. Additional funding from WRAP will be requested for 2017/18.

Members of the Executive supported the recommendations within the report as the Welsh Government recycling target must be achieved to avoid immense fines. It was stressed that the education of people with regards to recycling and the possible fines imposed for disposing of residual waste needs to be at the forefront to meet the WG recycling targets.

It was RESOLVED :-

· To implement a three weekly residual waste collection from October 2016 onwards to achieve recycling targets, avoid heavy fines and to improve the environment;

· To provide £509k capital funding to purchase new recycling boxes, a new plastic baling machine and to fund consultancy work to encourage

greaterrecycling;

· That a staged introduction of stackable trolley boxes is introduced as

fundingbecomes available;

· That four weekly collections of residual waste in the  ...  view the full minutes text for item 8.

To submit the report of the Head of Housing Services.

It was RESOLVED to defer consideration of the report to allow consultation on the issue of identifying and developing suitable sites for gypsies and travellers.

To consider adopting the following:

 “Under Section 100(A)(4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on item 8 below 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 RESOLVED to adopt the following :-

 “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”.

To submit the report of the Head of Learning.

The report of the Head of Learning was presented with the Combined Strategic Outline Case and Outline Business Case for the new primary school and refurbishment of Ysgol Brynsiencyn and Ysgol Parc y Bont in the Bro Rhosyr and Bro Aberffraw areas.

It was RESOLVED :-

·           To approve the combined Strategic Outline Case (SOC) and Outline Business Case (OBC) for the new Primary School in the Bro Rhosyr and Bro Aberffraw area;

·           To approve the submission of the combined SOC/OBC to Welsh Government;

·           To approve the sale of Ysgol Bodorgan and the School House, Ysgol Dwyran, Ysgol Niwbwrch and Ysgol Llangaffo once vacant, and for those capital receipts to be ring fenced for the construction of the new primary school, subject to no problems arising with selling the sites.