Agenda, decisions and minutes

To receive any declaration of interest from a 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 to report.

To submit for confirmation, the draft minutes of the meeting of the Executive held on 21 June 2021.

The minutes of the previous meeting of the Executive held on 21 June, 2021 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meeting of the Executive held on 21 June, 2021 be approved.

To submit for adoption, the draft minutes of the Corporate Parenting Panel held on 8 June 2021.

The draft minutes of the meeting of the Corporate Parenting Panel held on 8 June, 2021 were presented for adoption by the Executive.

It was resolved that the draft minutes of the meeting of the Corporate Parenting Panel held on 8 June, 2021 be adopted.

To submit a report by the Head of Democratic Services.

The report of the Head of Democratic Services incorporating the Executive’s Forward Work Programme for the period from September, 2021 to April 2022 was presented for consideration with the only change reported being the inclusion of Item 9 – Community Benefit Contributions Strategy as a new item scheduled for consideration at the Executive’s 27 September, 2021 meeting. 

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from September, 2021 to April, 2022 as presented.

To submit a report by the Director of Function (Resources)/Section 151 Officer.

The report of the Director of Function (Resources)/Section 151 Officer incorporating the draft main financial statements for the 2020/21 financial year along with details of the level of general balances and earmarked reserves held by the Council and recommendations regarding their use was presented for the Executive’s consideration.

Councillor Robin Williams, Portfolio Member for Finance reported that the report includes the draft Comprehensive Income and Expenditure Statement for 2020/21 and the draft Balance Sheet as at 31 March, 2021. More detailed information about the Council’s general balances and earmarked reserves is provides and the report details the proposed use of reserves and balances in 2021/22 and subsequent years. Also set out is the level of general balances and earmarked reserves which, in the professional opinion of the Council’s Section 151 Officer is the level required to cover any financial risks faced by the Council, to meet any existing funding commitments made and takes into account any specific restrictions in the use of the funding e.g. restrictions imposed by grant conditions. The level of risk faced by the Council can change and the level of general balances and earmarked reserves will be kept under review over the coming months. The figures as presented are unaudited and may change as a result of the audit process.

The Director of Function (Resources) and Section 151 Officers advised that the draft Comprehensive Income and Expenditure Statement (CIES) shows the cost of providing the Council’s services in accordance with statutory accounting requirements and includes costs which are not charged against Council Tax which explains the figure of £24.231m. These costs which include depreciation and pension adjustments are then reversed out before determining the final position in respect of general balances, earmarked reserves, the HRA account balance and school balances. As a result, the CIES is not directly comparable to the budget outturn reports that were presented to the Executive in June, 2021.

The Council’s General Fund Balance as at 31 March, 2021 stood at £11.593m which is equivalent to 7.86%of the net revenue budget for 2021/22. The Executive has set the minimum level of the General Fund Balance as 5% of the net revenue budget which would equate to £7.37m which mean the General Fund Balance exceeds the minimum value by £4.223m. Normally, the Section 15 Officer would recommend that their level be maintained for the coming year; however in light of the uncertainty with regard to the impact of the pandemic on the demand for Council services in 2021/22; the  continuation or otherwise of Welsh Government financial assistance and the effect of ongoing restrictions and social distancing requirements on the Council’s ability to generate income for certain services, it is considered prudent to increase the minimum level of the general fund balance during 2021/22 and possibly 2022/23 until the impacts of the pandemic are clearer. It is the professional opinion of the Section 151 Officer that a minimum value of £9m (6.1% of the net revenue budget for 2021/22) is sufficient to mitigate these  ...  view the full minutes text for item 6.

To submit a report by the Director of Social Services.

The Annual Director’s report on the Effectiveness of Social Services in 2020/21 was presented for the Executive’s consideration.

Councillor Llinos Medi, Chair and Portfolio Member for Social Services reported that there is statutory requirement for the Director of Social Services to report annually to the Council on the delivery and performance of Social Services for that year. The report provides an overview of activity during the year as well as setting out the focus for improvement for the forthcoming year. Although the report is that of the Director’s it is also a document which the Council collectively should take ownership of as a reflection of the hard work and achievement during the year.

The Director of Social Services referred to the unprecedented challenges faced by Social Services in 2020/21 as a result of the Covid pandemic and to the efforts of Social Services staff supported by internal colleagues within the Council and partner organisations outside to ensure that the people of Anglesey remained safe during this period. Similarly, the Authority’s foster carers have worked extremely hard to ensure that the children in their care were kept safe and thanks are due to them for their valued commitment. During the Covid 19 pandemic period, Social Services continued to meet its statutory duties and to work closely with Welsh Government and Care Inspectorate Wales (CIW), the Health Board and other partner organisations and was the subject of an assurance inspection of Adults’ and Children and Families’ Services by CIW from which the feedback was positive. CIW also visited the Service’s two small group homes during the year and these visits also resulted in encouraging feedback. Anglesey Social Services continue to play their part in key regional and national discussions ensuring that the citizens of Anglesey have a voice in decisions that affect them. The pandemic brought about a change in working practices as contact and interactions moved online and meetings were conducted remotely; however, Anglesey’s Social Services are always looking at opportunities for doing things differently in order to better respond to people’s changing needs.

In highlighting key points in Adults’ and Children and Families’ Services, the Director of Social Services referred to the shift to digital channels citing the setting up of virtual village halls as an example; the purchase of a town centre property in Llangefni to provide Mencap Môn with a hub for  people with a learning disability as one of many instances of partnership working which has been especially important in 2020/21 in responding to the pandemic; working with schools and the Learning Service to identify vulnerable children and arrange appropriate provision, and  successfully approving 9 mainstream fostering households and 14 connected persons (family and friends) households in the year. These represent a few of the many activities that took place across the range of Social Services during 2020/21. Despite the Covid 19 pandemic and the ever increasing financial challenges faced, Social Services have continued to make progress in the year whilst also fulfilling their statutory  ...  view the full minutes text for item 7.

To submit a report by the Head of Regulation and Economic Development.

The report of the Chief Executive requesting the Executive’s endorsement for changes to be made to the Constitution was provided for consideration.

Councillor Carwyn Jones, Portfolio Member for Major Projects reported that the changes proposed which the Executive is asked to endorse are in relation to providing delegated powers to the Head of Regulation and Economic Development in relation to statutory functions of the Council in connection with any development that constitutes a Development of National Significance and developments which require Special Development Orders. In addition, the Executive is asked to approve delegating powers to the Deputy Chief Executive with regard to the negotiation and approval of non-statutory community benefits for a development that constituted a Development of National Significance.

The Head of Regulation and Economic Development advised that the changes to the Constitution are necessary to reflect the current statutory approval framework in Wales which now includes Developments of National Significance and Special Development Orders. The changes will enable the Council to respond effectively and robustly to the associated engagement processes which are usually subject to strict timescales and deadlines. The changes will also support existing communication processes within the Council ensuring that the SLT and Elected Members are kept informed of relevant issues and progress with regard to such developments.

In response to a question, the Director of Function (Council Business) and Monitoring Officer confirmed that the report does reflect the Monitoring Officer’s input on this matter.

It was resolved –

·         To recommend that Full Council delegate to the Head of Regulation and Economic Development the carrying out of all statutory functions of the Council in connection with any development that constitutes a Development of National Significance (DNS) as defined under the Planning (Wales) Act 2015 which amends the Town and Country Planning Act 1990 (“the Act”) and the Developments of National Significance (Wales) Regulations 2016 (as amended) and subsequent Regulations as both Local Authority, Local Planning Authority and Local Highway Authority.

·         To recommend that Full Council delegate to the Head of Regulation and Economic Development the carrying out of all statutory functions of the Council in connection with any development that constitutes a Special Development Order (e.g. Border Control) under section 59 (3) of the Town and Country Planning Act 1990.

·         That the Executive delegates to the Deputy Chief Executive the authority to carry out all non-statutory community benefit negotiations and to make all decisions relevant to such negotiations in connection with, or arising from a development that constitutes a Development of National Significance  in consultation with the Chief Executive and the Leader of the Council.

·         To recommend that section 3.5.3 of the Constitution be updated to reflect the above delegations.

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 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 was resolved Under Section 100 (A) (4) of the Local Government Act 1972, to exclude the press and public from the meeting during the discussion on the following item on the grounds that it involved the disclosure of exempt information as defined in Schedule 12A of the said Act and in the Public Interest Test as presented.

To submit a report by the Head of Profession, HR and Transformation.

The report of the Head of Profession (HR) and Transformation outlining a proposed project to transform the Council’s digital channels was presented for the Executive’s consideration.

Councillor Dafydd Rhys Thomas, Portfolio Member for Corporate Business reported that the project is part of the Council’s continuing endeavours to improve the services it provides to the citizens of Anglesey including through digital technology. The Covid19 pandemic has shown the value of digital technology in maintaining the delivery of services and in keeping lines of communication open; to continue with the positive work that has been done requires investment in the Council’s systems hence the proposal.

The Head of Profession (HR) and Transformation agreed that the project is essential if the Council is to make progress on its digital improvement journey and in order to provide staff and customers alike with a better experience in their digital interactions with the Council.

The Director of Function (Resources) and Section 151 Officer explained the funding implications were the project to be approved in terms of the initial capital outlay and ongoing revenue commitments and how these would be met.

Councillor Robin Williams, Portfolio Member for Finance commented that systems investment is necessary if the Council is to fulfil its commitment to continue improving customer service.

Having considered the information presented via the report and verbally at the meeting, the Executive supported the proposal.

It was resolved to accept the report and to proceed accordingly.