Agenda, decisions and minutes

Prior to commencing the business of the meeting, the Chair thanked all the Council’s staff for their efforts in what had been a very challenging week as a result of the developing situation in relation to the Covid-19 pandemic and she also expressed appreciation for the support offered by volunteers. She explained that after this meeting of the Executive, and following Government guidance about minimising social contact, the way in which the Council makes decisions will be changing with authority to take decisions to be delegated to the Leader; she emphasised however that those decisions will be focused on responding to the current crisis and on ensuring the continuity of the Council’s business during this time. Taking this opportunity, she urged everyone to heed Government advice, to keep safe and to look after each other during this difficult period.

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 meetings of the Executive held on the following dates:-

•  17 February 2020

•  2 March 2020 (Budget)

The minutes of the previous meetings of the Executive held on 17 February and 2 March, 2020 were presented for confirmation.

It was resolved that the minutes of the previous meetings of the Executive held on the following dates be approved as correct –

•           17 February, 2020

•           2  March, 2020

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 April to November, 2020 was presented for consideration 

The Head of Democratic Services advised that the following were new items on the Forward Work Programme in accordance with the information published -

•           Item 1 – Regulation of Investigatory Powers Act 2000 (RIPA) Policy (Corporate Portfolio Holder decision to be issued in April, 2020)

•           Item 3 – Housing Revenue Account Business Plan (for the 27 April, 2020 Executive meeting)

•           Item 11 – Introducing Galw Gofal – Care Connect charges for Council Housing Tenants (for the 15 June, 2020 Executive meeting)

•           Item 18 – Progress Report from the Social Services Improvement Panel (for the 28 September, 2020 Executive meeting)

•           Item 20 – 2020/21 Budget: finalisation of initial draft budget proposals for consultation (for the 9 November, 2020 Executive meeting)

•           Items 22-25 – Performance and Financial Monitoring reports (for the 30 November, 2020 Executive meeting)

•           Item 26 – Statement of Licensing Policy (for the 30 November, 2020 Executive meeting)

It was resolved to confirm the Executive’s updated Forward Work Programme for the period from April to November, 2020 as presented.

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

The report of the Head of Profession (HR) and Transformation incorporating the Corporate Scorecard for Quarter 3 2019/20 was presented for the Executive’s consideration.

The Chair reported that the Quarter 3 Corporate Scorecard portrays a positive picture of performance with most indicators ragged Green and only a few areas requiring attention at the end of the third quarter.

The Head of Profession (HR) and Transformation confirmed that the report overall is encouraging but is also clear about those specific areas that are not performing to target and the measures to be taken to improve their performance into Quarter 4. The points raised by Scrutiny with regard to underperforming areas have been noted and will be addressed going forwards.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s 9 March meeting where the Quarter 3 Corporate Scorecard was scrutinised and discussed. The Committee had acknowledged the improvements being made across many of the Council’s services whilst noting also that aspects of performance in Housing, Planning, Leisure and Adults’ Services were off-target. The Committee had further noted the areas which the Senior Leadership Team is managing to secure improvements into the future and it supported the mitigation measures introduced to improve performance in those areas which it recommended to the Executive. Councillor Aled Morris Jones said that he recognised that the Corporate Scorecard had now been overtaken by events and that actions to address and respond to the Covid-19 situation will necessarily take priority over the coming weeks.

The Chair thanked Scrutiny for the feedback and said that the Corporate Scorecard shows that the Council is in a strong position in terms of service performance thereby providing a solid foundation from which to respond to the current difficult situation.

It was resolved to note the areas which the Senior Leadership Team are managing to secure improvements into the future and to accept the mitigation measures as outlined in the report.

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

The report of the Interim Head of Regulation and Economic Development incorporating a draft Developing Leisure Provision for Future Generations Plan was presented for the Executive’s consideration.

The Chair reported that the Plan has been consulted upon at a number of levels including with Sports Wales and Betsi Cadwaladr University Health Board and in Elected Member briefing sessions. The Plan is positive in its outlook and seeks to retain the four current leisure centres whilst delivering a rolling programme of improvements over time to enable the centres to meet the future fitness, health and well-being needs of the Island’s population. The draft version of the Plan was considered by the Partnership and Regeneration Scrutiny Committee at its meeting on 11 March which supported the Plan and recommended that its contents  be approved by the Executive - in particular the maintenance and improvement proposals outlined therein.

The Interim Head of Regulation and Economic Development advised that the new Leisure Plan represents an affordable and realistic solution to maintaining the existing centres over the short to medium term until the current financial situation improves.

The Executive welcomed the Plan recognising that it is important that the Council continues to provide leisure provision into the future and that it is also important that the public should know that it is the Council’s strategy to retain all four centres and to invest in those facilities.

It was resolved to formally adopt the draft Developing Leisure Provision for Future Generations Plan.

To submit a report by the Director of Function (Council Business)/Monitoring Officer.

The report of the Director of Function (Council Business)/Monitoring Officer incorporating a draft Public Speaking Protocol for Scrutiny was presented for the Executive’s consideration.

The Chair reported that the Protocol provides a fair and organised way for members of the public to put their views across at meetings of the Scrutiny Committees.

The Solicitor for Corporate Governance advised that although public speaking at the Scrutiny Committees is possible at present, there is no definite procedure for doing so; the draft Protocol provides an opportunity to put in place clear and formal guidance to inform both the public and Scrutiny Members of the arrangements for public speaking at the Scrutiny Committees and to ensure therefore that expectations of the process are managed. The main provisions of the Protocol are as follows –

•           Officers will undertake the administrative work under the Protocol in consultation with the relevant Scrutiny Chair.

•           Members of the public can request to speak at a Scrutiny Committee meeting if they have submitted a written request to the Scrutiny Officer at least 3 working days prior to the Committee meeting. The written request must be made using the relevant form from the Council’s website and electronic submissions are encouraged. Any supporting written material should also be submitted 3 working days in advance of the Scrutiny Committee meeting.

•           Members of the public are encouraged to review the Scrutiny Committees’ Forward Work Programmes to obtain information about the matters due to be considered.

The Officer in a correction to the feedback from the Scrutiny Committees at Appendix 2 to the report clarified that the Partnership and Regeneration Scrutiny Committee had recommended that the Protocol be adopted on condition that there is an expectation in the Protocol that the Scrutiny Chairs receive advice from the Scrutiny Officer and the Monitoring Officer before permitting late requests. She advised that should the Protocol be approved by Full Council then the intention is that it be publicised via the Council’s website and social media and for the Scrutiny Chairs to highlight the Protocol with the Town and Community Councils Forum. In addition, each Scrutiny Committee’s Forward Work Programme as well as all public consultation documents will contain a reference to the Public Speaking at Scrutiny Protocol in order to ensure that members of the public are fully aware of the public speaking provision. The Protocol will be reviewed after a year to assess whether its use has been effective.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s 9 March, 2020 meeting which had considered the Public Speaking at Scrutiny Protocol and said that it had always been his practice as Chair of the Corporate Scrutiny Committee to allow public speaking at meetings of the Committee without imposing any time constraints on public speakers. In confirming that the Corporate Scrutiny Committee had voted by a majority to accept the Protocol and to recommend it to the Executive, Councillor Aled Morris Jones requested that when circumstances allow and  ...  view the full minutes text for item 7.

To submit a joint report by the Director of Social Services and the Head of Children and Families Services.

The report of the Director of Social Services outlining the progress of improvements to date within Social Services was presented for the Executive’s consideration.

The Head of Children and Families’ Services reported that there are four elements to the update as follows –

•           Care Inspectorate Wales (CIW) Local Authority Performance Review – the Council received its Annual CIW Local Authority Performance Review Letter during late October, 2019; the letter provided feedback on inspection and performance evaluation activity completed during the year as well as on progress the local authority has made in implementing recommendations from inspections and/or child and adult practice reviews and it also outlined the Inspectorate’s forward work programme. The report sets out the key messages from the review letter across both Adults and Children’s Services under the four principles of the Social Services and Wellbeing (Wales) Act 2014 – Wellbeing; People - Voices and Choice; Prevention, and Partnerships along with the Service’s response to the issues raised.

•           Care Inspectorate Wales feedback on 2 days monitoring in IoACC Children’s Services Letter dated 25 October, 2019 which included evaluating case files and interviewing  Operational Team Managers and Independent Reviewing Officers – the feedback letter states that CIW’s findings indicate a service on a positive journey of improvement underpinned by leaders and managers who are taking responsibility for driving improvements. The letter further highlights good pieces of work as well as areas requiring improvement which are detailed in the report.

•           Collaboration with Voices from Care Wales (an all Wales voluntary agency which works with looked after children on promoting their rights and improving services provided for them) – the report provides an update on the progress made with Voices from Care Wales in establishing a monthly participation group for looked after children and young people aged 14 to 22 to support Ynys Môn in developing a Looked After Children and Care Leavers’ Strategy.

•           Quality Assurance – the report provides an update on the work of the Safeguarding and Improvement Unit including the implementation of the Quality Improvement Framework.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported that the Committee in considering the progress report at its meeting on 9 March, 2020 had confirmed that it was satisfied with the pace of progress and improvements to date in Social Services and had acknowledged the work being done.

The Executive in considering the information presented noted that it makes reference to the Improvement Cycle being strengthened and it sought clarification of how this is evidenced and whether the Service is satisfied with the progress being made in this respect. The Head of Children and Families’ Services said that the Service has consolidated the informal quality assurance arrangements that were in place three years ago into a formal framework which sets out the approach to improvement and to evidencing that in practice. The improvement cycle has been further strengthened by learning from complaints, by increased involvement of social care workers as well as managers in quality  ...  view the full minutes text for item 8.

To consider adoption of 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 and in the attached Public Interest Test”.

It 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 Housing Services.

The report of the Head of Housing Services with regard to the proposed compulsory purchase of the former Beaumaris Sport and Social Club, Steeple Lane, Beaumaris was presented for the Executive’s consideration.

The Executive was advised that the Council’s purpose in seeking to acquire the former Sports and Social Club building is to re-develop the site to provide affordable housing to meet unmet demand in Beaumaris. The building has been redundant as a social club for many years and is in a state of disrepair. The proposed re-development provides an alternative use for the site, which will have a marked positive impact on the site and locality, preserving and enhancing the character of the Conservation Area and following local and national policy. The report details the issues for consideration in relation to the proposed course of action and sets out the justification for compulsory purchase order.

It was resolved –

•           To authorise the compulsory purchase of the former Sport and Social Club, Steeple Lane, Beaumaris as identified in the plan under Appendix 1 to the report under Section 17 of the Housing Act 1985 (Acquisition of Land for housing purposes) for the purpose of providing an affordable housing scheme.

•           To delegate authority to the Head of Housing Services to take all steps necessary to secure a confirmed compulsory purchase order and title vested in the Council.

•           To delegate to the Head of Housing Services in consultation with the Legal Services Manager authority to settle all compensation payable in consequence of the order.

•           To authorise the development of affordable housing on the site upon acquisition subject to the appropriate planning consents and project viability.