Agenda, decisions and minutes

To receive any declaration 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 to report. 

To submit for confirmation, the draft minutes of the meeting of the Executive held on 2 March 2023.

The minutes of the previous meeting of the Executive held on 2 March 2023 were presented for confirmation.

It was resolved that the draft minutes of the previous meeting of the Executive held on 2 March 2023 be confirmed as correct.

To submit a report by the Head of Democracy.

The report of the Head of Democracy incorporating the Executive’s Forward Work Programme for the period from April to November 2023 was presented for confirmation.

The Head of Democracy updated the Executive with regard to changes to the Forward Work Programme and the following were noted –

• Item 5 (Potential Compulsory Purchase on Eco Pellets land in Llangefni) and Item 6 (The Council’s Corporate Property and Asset Management Strategy) as new items scheduled for the 25 April 2023 meeting.
• Items 26 to 29 (Q2 Performance and Budget Monitoring) as new items scheduled for the November 2023 meeting.
• Items 3 and 4 (Area of Outstanding Natural Beauty Management Plan and Destination Management Plan respectively) to be presented to the 25 April meeting as draft plans for consultation and to be re-presented under items 16 and 17 to the July 2023 meeting as final drafts.
• Portfolio details to be amended to reflect recent changes to the Executive ahead of the monthly update on the Council’s website.

It was resolved to confirm the Executive’s updated Forward Work Programme for the period April to November 2023 with the changes outlined at the meeting.

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

The report of the Head of Profession (Human Resources) and Transformation incorporating the Corporate Scorecard setting out the position of the Council against its operational objectives at the end of Quarter 3 2022/23 was presented for the Executive’s consideration.

The Chair presented the report as a highly positive reflection of the Council’s performance at the end of Quarter 3 making it the best performing third quarter against the performance management section targets since the creation of the scorecard report. She referred to the performance indicators aligned to the Council’s current three well-being objectives and highlighted some standout performances with regard to Housing, Adults’ Services, Homelessness services and waste management. Notwithstanding the examples of very good performance along with the areas of improvement, the report also identifies areas where targets have been missed and these will be the subject of continued focus so as to improve the performance. However overall, the report demonstrates the commendable commitment and achievement of staff across the Council in maintaining performance levels in at times difficult circumstances and the Executive extends its appreciation and thanks to them for their efforts.

The Head of Profession (HR) and Transformation echoed the sentiments of the Chair saying that the Quarter 3 scorecard report was very encouraging and places the Council in a good position to set the contents and targets for the 2023/24 corporate scorecard the arrangements for which will be made known shortly to ensure everyone has an opportunity to contribute.

Councillor R. Llewelyn Jones, Chair of the Corporate Scrutiny Committee provided feedback from the Committee’s 14 March 2023 meeting where the Quarter 3 Corporate Scorecard report was scrutinised and challenged. While acknowledging the instances of positive performance and progress and asking about the arrangements to recognise those successes, the Committee also noted below target performance in some areas and sought assurance regarding the monitoring of these areas. The Committee had also discussed the performance against the attendance at work indicator including how it compared with previous years’ performance and further, had sought clarification of the arrangements for aligning the corporate scorecard with the objectives of the new Council Plan for 2023- 2028. Having been reassured on these matters the Committee had resolved to note the areas of improvement along with mitigation measures outlined and to recommend the same to the Executive.

Members of the Executive welcomed the Q3 scorecard as testimony to the continuation of positive progress across the Council’s services saying that there was a lot to be proud of within the report. Notwithstanding, members also noted a declining trend over time for some performance management indicators and asked Officers to monitor those indicators closely in the coming months. The Head of Profession (HR) and Transformation and the Programme, Business Planning and Performance Manager were thanked for their work and support as were the Council’s staff whose contribution to the improvement process was recognised with appreciation.

It was resolved to accept the Scorecard monitoring report for Q3 2022/23 and to note the areas of improvement together  ...  view the full minutes text for item 5.

To submit a report by the Director of Social Services.

The report of the Director of Social Services which provided an overview of the latest progress and development within the Social Services was presented for the Executive’s consideration.

Councillor Alun Roberts, Portfolio Member for Adults’ Services and Community Safety provided context to the Social Services progress report which has been presented to Scrutiny and the Executive quarterly and then lately on a twice-yearly basis following a critical Care Inspectorate Wales (CIW) report in 2016. A recent performance and evaluation inspection of Social Services by CIW produced a positive report in December 2022 which identified a number of strengths across both Adults and Children and Families’ services as well as areas for further improvement which will be the focus of attention for an internal working group. Although the report is a reflection of the positive journey on which the Social Services in Anglesey have been since 2016 there remain a number of challenges especially in relation to capacity and staffing which is affecting the sector as a whole. The Portfolio Member highlighted that the Social Services Department continues to work closely with Coleg Menai to attract younger people into the service and with the help of HR is trying out innovative recruitment ideas and marketing. As regards highpoints, the Holyhead 50+ Open Day, the third such event proved popular with participants with plans to make the series one that repeats annually.

Councillor Gary Pritchard, Portfolio Member for Children, Youth and Housing Services summarised the main developments in Children and Families’ Services with particular reference to Cartref Clyd Rhosybol the fourth such facility to be registered. The Youth Services team is being reviewed with a focus on engaging with stakeholders especially the young people who access the service as well as those who do not. A looked After Children and Care Leavers Strategy has been developed and will be presented to the Corporate Parenting Panel in March 2023.

The Director of Social Services commented that while the progress report documents specific initiatives and successes, they are in addition to the day-to-day delivery of social services to many people on the Island. World Social Work Day falls on the 21 March, 2023 and is a reminder of the importance of valuing social work and social workers. The Social Services Department is proud of its achievements in recent years but recognises that there are still challenges that must be faced with regard to funding, staffing and demand.

The Head of Adults’ Services confirmed that Adults’ Services had been under significant pressure over the winter months but thanks to the workforce, had responded flexibly and creatively to levels of demand. An internal working group will be addressing the CIW report in terms of making further improvements recognising that the Service cannot stand still and must continue to explore ways of modernising service delivery for the future.

Councillor R. Llewelyn Jones, Chair of the Corporate Scrutiny Committee reported that the Committee at its 14 March meeting had considered the progress report and had acknowledged the positive  ...  view the full minutes text for item 6.

To submit a report by the Director of Education, Skills and Young People.

The report of the Director of Education, Skills and Young People seeking the Executive’s approval to delay the statutory notice implementation date for Ysgol y Graig and Ysgol Talwrn was presented for consideration.

Councillor Ieuan Williams, Portfolio Member for Education and the Welsh Language explained the background to the publication of the statutory notice to discontinue Ysgol Talwrn and to increase the capacity of Ysgol Y Graig to accommodate pupils from Ysgol Talwrn with the implementation date for the proposal being 1 September 2023. He referred to the numerous factors – listed in the report which have paused the start date including a longer than expected land purchase and planning consent process, restrictions during the pre-election period and the undertaking of archaeological works on site. The Executive had agreed that the original implementation date of the statutory notice was 1 September 2023 but due to the reasons outlined it is being asked to extend the period for 12 months to 1 September, 2024. Accordingly, as the proposer of the intention in the statutory notice there is a need for the Isle of Anglesey County Council’s Executive to defer the implementation date.

It was resolved –

·      To approve the delay of the implementation date of the proposal namely “to increase the capacity of Ysgol Y Graig to take pupils from Ysgol Talwrn, close Ysgol Talwrn and review the catchment areas of Ysgol Y Graig and Ysgol Talwrn” to 1 September 2024.

·      Subject to the above, Officers will notify the “relevant parties” of the decision to defer the implementation date of the proposal for Ysgol Y Graig.

To submit a report by the Director of Education, Skills and Young People.

The report of the Director of Education, Skills and Young People incorporating the draft Learning Communities and Developing the Welsh Language Strategy was presented for the Executive’s consideration.

Councillor Ieuan Williams, Portfolio Member for Education and the Welsh Language presented the report by referring to the Council’s ambition for the Island’s children and young people that whatever their background and circumstances, they achieve their full potential, and that all learners are supported to develop towards the four purposes of the curriculum. Since the original strategy was published in 2013, a great deal of work has been undertaken to modernise the school stock on Anglesey with three projects having been completed thus far and two further projects currently underway. By the time the latter two will have been completed the Council will have opened five 21^st century buildings in four areas including the Council’s first net zero building, updated and expanded a further two schools and closed 11 small schools. Additionally, approximately 25% of primary learners on Anglesey will be receiving their education in 21^st century buildings by that time. The projects undertaken to date have had a positive impact on surplus places in the primary sector and have led to revenue savings and removed current and projected maintenance costs. The Council’s progress in modernising its school organisation has been recognised by Estyn in its report in June 2022.

The Portfolio Member for Education and the Welsh Language spoke about the funding commitments that go with modernising school organisation saying that although Welsh Government has contributed 50% towards the cost of Band A projects and 65% towards Band B projects, the Council has had to meet the remaining costs. While building new schools is therefore expensive especially at present as a result of global events, it is important that the Council takes advantage of the opportunity to attract external funds to improve the condition of its education buildings estate. Good progress has been made in the primary sector, but work needs to be done to address the decline in the condition of secondary school buildings as a result the strategy anticipates he need to remodel secondary provision over the coming years whilst also implementing other difficult decisions.

The Portfolio Member outlined the objectives underpinning the strategy as listed in the report and stressed that the Council is keen to consult on the strategy ahead of its adoption so as to be able to consider the views of stakeholders and partners before making further decisions about how to move forward with the programme.

The Director of Education, Skills and Young People explained the proposed consultation process and timetable confirming that subject to the Executive’s approval, the intention was to  commence consultation on 31 March, 2023 for a period of seven weeks until 18 May following which a consultation report would be prepared before the draft strategy is then presented to the Corporate Scrutiny Committee in June and to the Executive for approval in July, 2023 to be ready for implementation  ...  view the full minutes text for item 8.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services incorporating the Housing Revenue Account Business Plan 2023-53 was presented for the Executive’s consideration and approval.

Councillor Gary Pritchard, Portfolio Member for Children, Youth and Housing Services presented the report and HRA Business Plan as a statutory document saying that the Business Plan reflects the Council’s vision of ensuring that everyone has the right to call somewhere home. The HRA finances all of the Council’s operations in its role as registered social landlord and is ring-fenced for that purpose; it provides a financially viable plan for the Council’s housing stock. An important element of the HRA is the commitment to expanding the Council’s housing stock to meet differing housing needs across the Island. As the Portfolio Holder Councillor Gary Pritchard said that he was proud that Anglesey in among the few authorities to have retained their housing stock and is actively enlarging its stock by building new housing and converting empty properties into homes.

The Head of Housing Services advised that the HRA Business Plan had been prepared in conjunction with the Finance Service and will be submitted to Welsh Government by the end of the month in order to secure the Council’s annual Major Repairs Allowance of £2.688m for 2023/24. The Business Plan demonstrates how the Council brings its stock to Welsh Housing Quality Standards (WHQS); how it intends to work towards the new WHQS, and the investment needed to finance its new council house development programme. By the end of the period covered by the Business Plan, the Council’s housing stock will have increased by 25% to over 5,000 properties which will help meet the increasing local housing need with over 900 people currently on the social housing waiting list including 85 households in temporary accommodation on the Island.

The Council is fully committed to fulfilling the new WHQS shortly to be agreed by Welsh Government and to that end carried out a stock condition survey of all its housing stock during 2022/23 to establish a baseline in preparation for meeting the new standards. A capital programme of £9.7m for 2023/24 has been included in the Business Plan for improvement works; a provision of £6.963m has been included within the revenue budget for responsive repairs and in addition, £8.749m has been budgeted for in 2023/24 for the development programme of new Council housing and acquisition of former council housing on the Island. The Council will also continue with its energy and decarbonisation works with £1m having been earmarked to target a further 250 Solar PV system installations on the Council’s properties. The Business Plan is accompanied by a sensitivity analysis which demonstrates its robustness and further, the plan has been stress tested to take account of the risks and to ensure it remains viable over the 30-year period.

The Director of Function (Resources)/Section 151 Officer advised that the Business Plan is based on a complex financial model and having examined the Plan to verify the figures it has become apparent  ...  view the full minutes text for item 9.

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 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 Paragraph 12, Schedule 12A of the said Act and in the Public Interest Test presented.

To submit a report by the Head of Housing Services.

The report of the Head of Housing Services seeking the Executive’s approval for a Disabled Facilities Grant (DFG) application in a specific case was presented for consideration.

The Head of Housing Services advised that the DFG is a mandatory council grant that helps meet the cost of adapting a disabled person’s home so that they can continue to live there as independently as possible. The works required would be identified in a Social Service Adaptation Care Plan, prepared by an Occupational Therapist and each DFG is considered on its individual merits.

The Head of Housing Services outlined the circumstances and complex needs of the client whose application was the subject of the report confirming that those needs have been identified and outlined in the Complex Adaptations report. He explained the works required to enable the client and family to remain in their current home and confirmed that other options had been considered but were found to be unfeasible. The tendered costs of the required adaptations is £122,868 which requires a discretionary grant approval for the £86,868 above the mandatory maximum grant of £36,000 and which is also above the £80,000 which the Head of Housing Services in consultation with the Portfolio Member for Housing has authority to approve hence the request for the Executive’s approval.

It was resolved to approve a Disabled Facilities Grant (DFG) application for the required adaptation works for the total cost of £122,868 which requires a discretionary grant approval for the £86,868 above the mandatory maximum grant of £36,000.