Agenda, decisions and minutes

Prior to commencing with the business of the meeting, the Chair announced that item 13 on the agenda had been withdrawn as the matter had been dealt with under delegated powers.

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

Councillor Aled Morris Jones  declared a prejudicial interest with regard to item 6 on the agenda and took no part in the discussion thereon.

Mr Marc Jones, Head of Resources and Section 151 Officer also declared an interest with regard to item 6 on the agenda.

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

None to report.

To submit for confirmation, the draft minutes of the meeting of the Executive held on 25^th January, 2016.

The minutes of the previous meeting of the Executive held on 25 January, 2016 were presented for confirmation.

It was resolved that the minutes of the previous meeting of the Executive held on 25 January, 2016 be confirmed as correct.

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 March to October, 2016 was presented for the Executive’s approval.

The Head of Democratic Services reported that item 9 on the Work Programme which was scheduled for consideration at the Executive’s 7th  March meeting has been deferred to the 14th March meeting at the request of the Housing Services.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from March to October, 2016 subject to the additional change outlined at the meeting.

To submit the report of the Scrutiny Outcome Panel on the 2015/16 efficiency savings.

The final report of the Scrutiny Outcome Panel of the Corporate Scrutiny Committee which was tasked with monitoring the savings proposed by the service directorates into the current year by monitoring on a quarterly basis, the 2015/16 budget, 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 that the work of the Scrutiny Outcome Panel was a continuation of the work it had initially undertaken with regard to the 2014/15 efficiency savings. The Panel met on a number of occasions as indicated in Appendix 1 to the report and was provided with input by several key officers from across the service directorates. The contents of the report have been accepted by the Senior Leadership Team.

The Interim Scrutiny Manager elaborated on the Panel’s five main conclusions along with the seven individual recommendations which it had made.

It was resolved to approve the Final Report with its five main conclusions and 7 individual recommendations.

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

The report of the Head of Resources and Section 151 Officer seeking approval for the adoption of the current Discretionary Business Rates Relief Policy – Charities and Non-Profit Naming Organisations for 2016/17 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the report confirms that the current relief policy has been a success, in that virtually no applications have been made that are not covered by the policy leading to a significant reduction in applications being considered individually. The only change proposed is the addition of £7k to the £50k budget to cover the cost of the proposed scheme in 2016/17.

It was resolved –

•           To adopt the current Discretionary Business Rates Relief Policy – Charities and Non-Profit Making Organisations as detailed in Appendix A for the financial year 2016/17 only, and to instruct the Head of Function (Resources) and Section 151 Officer to ensure that administrative procedures before 31 March, 2016 advise relevant charities and non-profit making organisations that the policy will apply for 2016/17 only and will cease on 31 March, 2017.

•           That the current budget of £50k be increased by £7k to £57k to meet the costs of the proposed scheme during 2016/17.

•           That during 2016/17 the Head of Function (Resources) and Section 151 Officer undertakes a public consultation on the policy, based on the issues raised by the November, 2015 review and also investigates whether alternative business rates relief can be provided at less cost to the Authority, for charities and non-profit making organisations.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services incorporating the Anglesey and Gwynedd Gypsy and Travellers Accommodation Needs Assessment, 2016 was presented for the Executive’s consideration.

The Portfolio Member for Housing and Social Services reported that the Council has a statutory requirement under the Housing Wales Act, 2014 to undertake a Gypsy and Traveller Accommodation Assessment and to provide sites for where the assessment identifies an unmet need. The assessment was conducted jointly with Gwynedd and is fully compliant with statutory guidance issued by the Welsh Government.

The Housing Strategy and Development Manager outlined the study methodology and said that the evidence used included one to one interviews with Gypsies and Travellers as well as secondary data involving census and education records and records of unauthorised encampments occurring in the study area. A Steering Group comprising of Gwynedd and Anglesey Council Members, Planning Policy and Housing Officers and membership of the Gypsy and Traveller community has met regularly to oversee the study.

The Assistant Chief Executive (Governance & Business Process Transformation) said that gathering evidence from the Gypsy and Travellers community is difficult due to the fact that the numbers in this community who live on Anglesey or who travel through the Island are small, their stays are often short and they tend to be dispersed across the Island, and this is reflected by the evidence in the assessment. In order to form as complete a picture as possible of the Gypsy and Traveller community and their needs, emphasis was placed on the secondary data.

Councillor Derlwyn Hughes, Chair of the Partnerships and Regeneration Scrutiny Committee reported that the Committee considered the Needs Assessment at its meeting held on 2 February, 2016 and that it recommended the assessment be approved subject to noting the Committee’s concerns regarding the level of consultation with the Gypsy and Travellers community, town and community councils and local residents.

The Executive sought assurance regarding the consultation and engagement process and the evidence which it had produced.

The Assistant Chief Executive (Governance & Business Process Transformation) confirmed that the evidence is as robust as possible for a community as small as this and as varied and at times difficult to reach. She was satisfied that the work had been conducted as thoroughly and as objectively as possible. The purpose of the study was to identify the accommodation needs of individuals within the Gypsy and Traveller community – wider consultation i.e. with local residents, businesses and town and community councils will occur later once consultation commences on possible sites.

The Executive noted that the assessment addresses the changing situation by recommending that the Steering Group continues to meet twice a year to ensure ongoing monitoring will be maintained and that the Welsh Government requires that every council undertakes a formal assessment every 5 years.

It was resolved –

•           To approve the Anglesey and Gwynedd Gypsy and Travellers Accommodation Needs Assessment 2016 with particular attention to the recommendations made for Anglesey.

•           That the Gypsy and Traveller Accommodation Needs  ...  view the full minutes text for item 7.

To submit the report of the Head of Housing Services.

The report of the Head of Housing Services seeking approval for rent increase and service charges for 2016/17 was presented for the Executive’s consideration.

The Housing Services Business Manager elaborated on the proposals and the basis on which they were made. The Officer referred to garage rents and said that in order to fully recover the cost of maintaining and improving the standard of the Authority’s garages, a full assessment is required which is envisaged will take place during 2016/17. The Council is therefore proposing not to increase garage rent due to the condition of the garages and the level of voids until the work is completed.

The Executive welcomed the intended assessment of garages and noted that it would wish to see it completed ahead of the presentation of this report next year.

It was resolved –

•           To approve the rent increase in line with the Welsh Government target rent based on collection over 51 weeks.

•           To approve increasing all rents below target of between £0.08 - £2.57 by 1.4% plus an amount up to the maximum of £2.00 per week to bring to target rent.

•           To approve increasing all rents below target rent of between £2.77 - £3.41 by 1.4% plus £2.00 per week.

•           That the rent for the 142 properties that are above target rent should remain at their current levels.

•           To approve the proposal of not applying any increase to the garage rents.

•           That the service charges costs as noted within Section 3.3 of the report be applied to all tenants who receive the relevant services.

To submit the report of the Head of Learning.

The report of the Head of Learning setting out the Library Service Consultation findings was presented for the Executive’s consideration.

The Portfolio Member for Education reported that the national and local agendas and financial challenges make it necessary for the Authority to review the way in which Library Services are provided. The Executive at its meeting held on 20 July, 2015 granted permission for the Library Service to undertake a consultation exercise on future models of delivery and the consultation findings are now presented.

The Head of Learning reported on the extent and reach of the consultation exercise and the main messages therefrom.

Councillor R. Meirion Jones, Chair of the Corporate Scrutiny Committee reported that the Committee at its meeting held on 1st February,2016 considered the consultation findings and took the view that savings  at the upper range of 60% were excessive; that it supports the Service in its endeavour to continue to investigate possible solutions; that it notes that a further period of consultation is to be undertaken on the final proposed costed models prior to presenting final recommendations to Scrutiny and the Executive, and that it commends the consultation methodology as a model that could be considered for adoption corporately.

The Portfolio Member for Planning said that it is important that the message is disseminated that what is being considered is not the closure of libraries but rather alternative models for the delivery of library services with a view to the provision of an improved service. It is important also that consultation with community based groups commences without delay.

It was resolved –

•           To note the response of the citizens of Anglesey to the proposals and ideas put forward during the consultation on the Library and information Service Review: The Way Forward – October/ November, 2015.

•           In light of the need to find savings of between 20-60%, to give permission for the service to continue to explore and cost the potential future models in the context of these consultation findings, as outlined in the library service review. Particular attention needs to be paid to the effects of any changes on vulnerable groups and communities.

•           In light of the above, that consideration be given to offering more services from the current library buildings.

•           In light of the above also, that consideration be given to the possibility of offering an authority-led community managed library service model in 6 or 8 of the part-time libraries. Such services should meet the 18 Core Entitlements outlined in the 2014 Fifth Welsh Public Library Standards Framework.

•           To give permission to open discussions on Community Managed libraries with Town and Community Councils and other community based groups, within the context of the Council’s statutory duties and the Welsh Public Library Standards.

•           That a volunteer contribution model for added value activities be investigated within the context of the Council’s statutory duties and the Welsh Public Library Standards.

•           To give permission to move to phase 2 of the consultation process  ...  view the full minutes text for item 9.

To submit the report of the Head of Learning.

The report of the Head of Learning setting out the Youth Service Consultation findings was presented for the Executive’s consideration.

The Portfolio Member for Education reported that the national and local agendas and financial challenges make it necessary for the Authority to review the way in which Youth Services are provided. The Executive at its meeting held on 20 July, 2015 granted permission for the Youth Service to undertake a consultation exercise on future models of delivery and the consultation findings are now presented. The consultation survey as at Appendix 1 to the report resulted in 930 young people’s questionnaires being completed in addition to input from Lleisiau Lleol – Llais Ni project interaction with schools and other groups.

Councillor Derlwyn Hughes, Chair of the Partnerships and Regeneration Scrutiny Committee reported that the Committee at its meeting held on 2 February, 2016 considered the consultation findings and whilst it acknowledged the thoroughness of the consultation exercise it had concerns that the Youth Service is being eroded and consequently, it was of the unanimous view that the savings to be found within the service should be pegged at 20% in order to mitigate the effects on vulnerable groups.

The Executive noted the Scrutiny opinion, and having considered the matter, was supportive of the report as presented taking the view that for the purpose of further consultation, all possibilities need to be explored and potential models costed on the basis of a range of savings options prior to the formulation and submission of final recommendations in early autumn.

It was resolved –

•           To note the response of the young people and citizens of Anglesey to the proposal and ideas put forward during the consultation on the Youth Service Review: Our Youth, Our Future.

•           To give permission for the service to continue to explore and cost the potential future models in the context of the consultation findings, as outlined in the youth service review consultation findings document. This will include costings for a service based on 20%, 30%, 40% and 50% savings as outlined in the Corporate Plan 2013-17. Particular attention to be paid to the effects of any changes on vulnerable groups.

•           To give permission to move to phase 2 of the process and to conduct a further period of consultation on the final proposed costed models in June and July of 2016 with a view to presenting final recommendations to the Scrutiny Committee and the Executive in early Autumn 2016, to implement a revised youth service model in 2017- 2018. Based on the consultation findings the options to be considered will include the six options listed in the report.

•           That the Executive supports the Youth Service and  Transformation  Board to review staff structures, terms and conditions to reflect changed responsibilities within the proposed new service.

To submit the report of the Head of Planning and Public Protection.

The report of the Head of Planning and Public Protection incorporating an amended Licensing Policy was presented for the Executive’s consideration.

The Portfolio Member for Planning reported that the Authority is required under the terms of the Licensing Act 2003 to review its Licensing Policy every five years. The introduction of the Deregulation Bill together with changes in other sections of existing legislation has necessitated an early review. The review was also conducted as part of a collaborative exercise with the other North Wales Authorities.

It was resolved to endorse the report and the amended Licensing Policy for presentation to the County Council on 10 March, 2016.

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”.

To submit the report of the Head of Learning.

Item withdrawn.