The Chair extended a warm welcome to all those present at this virtual meeting of the Executive.

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

No declaration of interest was made.

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 26 October 2020.

The minutes of the previous meeting of the Executive held on 26 October, 2020 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meeting of the Executive held on 26 October, 2020 be confirmed as correct.

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 December, 2020 to July, 2021 was presented for consideration and the following changes were noted - 

•           Item 4 - Sports North Wales Business Case – a new item for the 14 December, 2020 meeting

•           Item 9 – Anglesey Further Education Trust Annual Report and Accounts 2019/20 – rescheduled to the 25 January , 2021 meeting

•           Item 10 – Llangefni Golf Course – subject to confirmation, rescheduled to the 25 January 2021 meeting.

•           Item 27 – Introducing Galw Gofal – Care Connect charges for Council Housing Tenants rescheduled to the 22 March, 2021 meeting

•           Extraordinary meeting of the Executive confirmed for 17 December, 2020 to consider Schools’ Modernisation in the Llangefni Area.

In addition, the arrangements for convening meetings of the Executive to deal with the 2021/22 Budget setting process over the course of January to March, 2021 will be confirmed at the next meeting.

It was resolved to confirm the updated Forward Work Programme for the period from December, 2020 to July, 2021 as presented.

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 for Quarter 2 2020/21 was presented for the Executive’s consideration.

The Portfolio Member for Council Business introduced the report and provided an overview of performance during the quarter. Despite the challenging circumstances created by the Coronavirus pandemic which saw the Council adapt the way it works to respond to the crisis including implementing new services whilst also maintaining key frontline services, conducting normal business where possible, and ensuring health and safety, the majority (88%) of the performance indicators monitored continue to perform well against targets (Green or Yellow RAG). This is an encouraging outcome in the context of a year that has been far from normal.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee provided feedback from the Committee’s discussions on the Quarter 2 Corporate Scorecard at its meeting on 17 November, 2020. Having acknowledged and expressed appreciation for the efforts and commitment of the Council’s workforce during the period the Committee had focused on pockets of underperformance in Housing, Planning and Children and Families Services and had sought assurance that the specific issues raised were being addressed. The Committee was satisfied with the mitigation measures presented and as clarified by the Portfolio members and Officers at the meeting and was happy therefore to recommend the Quarter 2 Scorecard report to the Executive.

The Programme, Business Planning and Performance Manager confirmed the many positive aspects of work which the Quarter 2 Scorecard reflects and highlighted the Council’s digital strategy as  an area which has been essential during the pandemic due to the closure of the Council’s offices and the cautious re-opening of some services after lockdown. All indicators under the digital service shift subheading have seen performances that have surpassed previous annual results. Further, there have been no corporate complaints with regard to customer service issues and the number of complaints at the end of Quarter 2 (17) was half that recorded for the same period of 2019/20 (35). This is especially positive at a time when many services provided to Anglesey’s residents were delivered differently to the norm and demonstrates also that providing good customer service remains a priority during these difficult times.

Agreeing that the report is encouraging given the context, the Executive added its thanks to all the Council’s staff for their hard work in maintaining performance levels in general. Referring to Indicator 35 (the average number of calendar days to let lettable units  of accommodation (excluding DTLs) and related Indicator 36 (Landlord Services: the percentage of rent lost due to properties being empty) the Vice-Chair although recognising that there are extenuating circumstances which might account for the below  target performance in these areas with Housing Service staff having been involved with the crisis response, said that he would like to see positive movement on these indicators in the new year and would welcome a more detailed analysis on how the timescales could be reduced given the local need for  ...  view the full minutes text for item 5.

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

The report of the Head of Profession (HR) and Transformation incorporating the Annual Delivery Document for the 18 month period from October, 2020 to March, 2022 was presented for the Executive’s consideration. The Annual Delivery Document focuses on the work which the Authority will undertake to accomplish aspirations set in the County Council Plan 2017-22.

The Portfolio Member for Council Business introduced the report highlighting that the Document covers an 18 month period rather than the customary 12 months. Although drafting the document in a time of change and uncertainty has been challenging the aim has been to develop a programme of work that is ambitious, realistic and achievable. Giving his personal perspective, the Portfolio Member cited promoting the economy of the Island through the North Wales Economic Ambition Board, increasing housing supply, modernising schools and developing a climate change action plan as key areas. The Delivery Document also includes four themed recovery programmes which will provide a steer out of the pandemic for economic recovery, destination recovery, social and community recovery and organisational recovery; the detailed programmes will be made available in the New Year.

Councillor Aled Morris Jones, Chair of the Corporate Scrutiny Committee reported from the Committee’s 17 November, 2020 meeting at which the Delivery Document 2020-22 was scrutinised. The Committee had noted the Document’s extended timeframe and in acknowledging the challenging financial context, had discussed and sought assurance regarding the achievability of the aspirations which it contained. The Committee had also sought to understand the relationship between the Delivery Document and the four recovery programmes in terms of implementation and timescales. Having heard the additional information provided by Portfolio Members and Officers at the meeting, the Committee resolved to recommend the Delivery Document to the Executive.

It was resolved to authorise Officers through the Portfolio Member for Council Business to undertake the task of completing the final draft of the Annual Delivery Document for 2020/22 and to recommend its adoption by the Full Council at its meeting in 8 December, 2020.

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

The report of the Director of Function (Resources)/Section 151 Officer setting out the financial performance of the Council’s services at the end of Quarter 2 of the 2020/21 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that based on information to date, the overall projected financial position for 2020/21 including Corporate Finance and the Council Tax fund, is an underspend of £1.156m which is 0.81% of the Council’s net budget for 2020/21. Whilst welcoming the performance on which the prognosis is based the Portfolio Member cautioned that the situation can change significantly by year end especially when the ongoing effects of the Coronavirus pandemic are factored in with particular regard to the uncertainty around the return to normality of the Council’s services. The Welsh Government has provided councils in Wales with £232m to date to meet additional costs associated with dealing with the pandemic and to cover the loss of income incurred through the closure of services.

Councillor Dafydd Roberts, Chair of the Finance Scrutiny Panel reported that the Panel in considering the report felt that it provided a clear and self-explanatory statement of the Quarter 2 position and the Panel noted and welcomed the positive performance. The Panel was however concerned about the uncertainty going forwards including the lack of clarity  about next and future years’ funding.

The Director of Function (Resources)/Section 151 Officer guided the Executive through the significant service variances at Quarter 2 noting that the service budgets are expected to underspend by £1,595k due to reduced demand for Children’s Services and the impact which the closure of schools during the period April to July, 2020 has had on central education budgets. Welsh Government grant funding for loss of income has been included in the Quarter 2 calculations and this has contributed to the improved position especially with regard to the Leisure Service. The number of claims on the Council Tax Reduction Scheme was expected to rise significantly as a result of the economic fallout from Covid-19 and although the summer saw a spike in the number of claimants on the scheme the situation has since stabilised and claims have reduced. Whilst the extension of the Furlough scheme is thought to have helped ease the worst of the pressure on the scheme, the number of claims is 2.7% higher than it was at the end of March, 2020 and the cost of meeting the increased claims will fall to the Council. Council Tax income is down approximately 2% compared with the same period last year; the enforcement process has since resumed but the full effect of non-payment will not be seen until the debt collection process has been completed and an assessment of bad debt made. 

With regard to Covid-19 related expenditure from April to September, 2020 funded by Welsh Government, the Council has to date claimed £3.28m for additional costs arising from the pandemic of which £3.228m has been paid by Welsh Government. The balance of £52k shown as outstanding  ...  view the full minutes text for item 7.

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

The report of the Director of Function (Resources)/Section 151 Officer setting out the performance of the Capital Budget for the second quarter of the 2020/21 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that actual expenditure to 30 September, 2020 was £10.521m against profiled expenditure of £13.688m due to a large extent to the impact that  Covid-19 and related restrictions are having on the progress and completion of some schemes. However, the majority of projects are on target to be completed within budget. Referring to the recent retendering process for the Waste contract which was awarded to Biffa, the Portfolio Member for Finance clarified that as part of the contract negotiations, it was agreed that the Council would fund the capital cost of the new vehicles which amounts to £4.449m.This will be funded by Unsupported Borrowing for which the Executive’s approval is sought, and will generate an annual revenue charge of between £550k and £650k (depending on the length of the loan)  which will have to be factored into the 2021/22 budget. The advantages of taking this approach are twofold, namely in the event of contract failure the vehicles would remain in Council ownership and would be used to maintain the waste collection service and secondly, the Council is able to finance the purchase of vehicles at a lower interest rate than the contractor meaning that the borrowing costs will not be passed on to the ratepayer.

Councillor Dafydd Roberts, Chair of the Finance Scrutiny Panel reported that the Panel in considering the Quarter 2 capital position, had raised a query on whether the delay in progressing the 21st Century Schools Programme would lead to a loss of grant funding; the Panel had been satisfied by assurances that that would not be the case.

The Director of Function (Resources)/Section 151 Officer confirmed that most of the underspend on the capital programme is linked to the Schools’ Modernisation Programme which has been paused pending a final decision on the configuration of schools in the Llangefni area, and the Housing Revenue Account where housing related activities have been affected by the pandemic. In the case of the latter the underspend on capital expenditure will carry over into next year and in the case of the former, Welsh government has confirmed that  unused Anglesey funding for the Band A  programme where one scheme remains outstanding will be allowed to carry over into the Band B programme. As well as the delays caused by the pandemic, poor weather conditions over the winter can also hamper progress on capital projects.

It was resolved –

•           To note the progress of expenditure and receipts against the capital budget 2020/21 at Quarter 2.

•           To approve £4.449m of Unsupported Borrowing in relation to the conditions of the Waste Contract awarded to Biffa as per paragraph 3.3.1 of the report.

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

The report of the Director of Function (Resources)/Section 151 Officer setting out the financial performance of the Housing Revenue Account (HRA) Budget for Quarter 2 2020/21 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the revenue financial position for the second quarter shows an underspend of £324k. The income forecast is £100k below the original budget, and expenditure is forecast to be £112k below the original budget. Capital expenditure is £1,250k below the profiled budget and the forecast expenditure is £6,244k below the budget. The forecast deficit therefore (combining both revenue and capital) is £6,256k less than the budget (reducing the planned deficit to £823k) largely the result of lower than budgeted capital expenditure. The HRA is ring-fenced and its reserves cannot be transferred to the General Fund.

It was resolved to note the following –

•           The position set out in respect of the financial performance of the Housing Revenue Account (HRA) for Quarter 2 2020/21.

•           The forecast outturn for 2020/21.

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

The report of the Director of Function (Resources)/Section 151 Officer in relation to the calculation of the tax base for 2020/21 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the calculations have been made in accordance with the Welsh Government Guidelines for Council Tax Dwellings (CT1 v.1.0) 2021/22 based on the number of properties in various bands on the valuation list on 31 October, 2020 and summarised by the Authority under Section 22b (7) of the Local Government Finance Act 1992. The calculations take into account discounts, exemptions, and premiums as well as changes to the valuation list likely during 2021/22. The total base proposed for 2021/22 for the purpose of tax setting is 31,548.20.This compares with 31,532.53 for 2020/21 and is an increase of 0.05%.

The Director of Function (Resources)/Section 151 Officer advised that there are two elements to the calculations, namely the Council Tax Base for calculating the Revenue Support Grant which includes all standard Council Tax properties but excludes adjustments for premiums and discounts granted by some authorities in respect of Classes A, B and C. This figure is calculated to be 30,880.22 which is a reduction of 0.15% on the previous year’s figure of 30,927.17 and this information has been forwarded to the Welsh Government. Secondly, the total band D equivalent discount that is used for tax setting purposes had been adjusted by a provision for non-collection, which continues to be 1.5%, and also includes allowance for Ministry of Defence properties. The figure as mentioned above is calculated to be 31,548.20 and although it has remained fairly static from 2020/21 it is subject to volatility during the year as properties are transferred out of domestic Council Tax into business rates and also as properties are purchased as second homes and become subject to the premium. The number of properties within the standard Council Tax regime has decreased due to a rise both in the number of second homes and in the number of empty properties with the pandemic having had an impact this year on people’s ability to let, renovate or sell properties that are empty. A report on the Council Tax premium for second homes will be presented to the Executive in December, 2020.

It was resolved –

•           To note the calculation of the Council Tax Base by the Director of Function (Resources) and Section 151 Officer – this will be used by the Welsh Government in the calculation of the Revenue Support Grant for the Isle of Anglesey County Council for the 2021/22 financial year, being 30,880.22 (Part E6 of Appendix A to the report).

•           To approve the calculation by the Director of Function (Resources) and Section 151 Officer for the purpose of setting the Council Tax Base for the whole and parts of the area for the year 2021/22 (Part E5 of Appendix A to the report)

•           That, in accordance with the Local Government Finance Act 1992 and the Local Authorities (Calculation of Council Tax  ...  view the full minutes text for item 10.

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

The report of the Chief Executive incorporating the key documents required to reach Final Deal Agreement for the North Wales Growth Deal with the UK Government and Welsh Government was presented for the Executive’s consideration.

The Leader introduced the report and said that this step in the North Wales Growth Deal Bid represents the culmination of a long process to which the Isle of Anglesey County Council has contributed fully along the way.

The Chief Executive agreed that this represents a significant milestone in the Growth Deal Bid process bringing to fruition a great deal of work over a long period of time and demonstrating also the value of a strong partnership based on willing collaboration and understanding between partners across sectors. She said that thanks are due to Officers who have served on the range of boards developing the Growth Bid which has brought it to the point of this historic occasion; it is hoped that this programme of much needed economic investment in the North Wales region will quickly produce results at a time when the Covid-19 pandemic has severely impacted the economy.

The Deputy Chief Executive said that in recognising that employment and the economy are not confined to local authority areas with people and businesses moving across boundaries, the Welsh Government’s economic development interventions are being delivered increasingly through regional structures. Working collaboratively as a region makes is easier to secure additional funding at a level that would not be possible for the six local authorities if they were operating separately and individually. The Deputy Chief Executive referred to the economic benefits and investments the Growth Deal is expected to bring to both the Island and the mainland in what is the largest and most significant economic development programme the region has seen since the austerity period began. The programme will focus on supporting growth in high value sectors in terms of employment and the labour market. The projections are for the creation of between 3,000 and 4,000 additional jobs generating over £2b of additional GVA which in turn is expected to draw in private sector investment to the value of £1b. Whilst there are currently on the Island a number of highly visible projects in the form of Morlais, Holyhead Port and the Menai Science Park there is a range of other projects in connection with housing and property, ITC, sustainable transport and green energy on which the Island can capitalise to draw down additional funding. It is important that the Authority remains a strong, productive and influential voice within this regional model of working and it is hoped that the New Year will see a shift from the planning and preparatory stage to a phase wherein the funding will begin to be realised and spent.

The Director of Function (Resources)/Section 151 clarified the financial implications of the Growth Deal to which there are two elements, namely the revenue costs of running the programme which it has been agreed will be shared between the  ...  view the full minutes text for item 11.

To submit a report by the Interim Head of Adults’ Services.

Due to the Leader having another commitment, Councillor Ieuan Williams, the Vice-Chair took the Chair for this and the subsequent item.

The report of the Interim Head of Adults’ Services which sought the Executive’s approval to enter into a pooled fund pilot with the Betsi Cadwaladr University Health Board for the supported living budget for adults with learning disabilities resident in Anglesey was presented.

The Interim Head of Adults’ Services outlined the background by stating that the Council is a key partner in both the North Wales Learning Disability Strategy and the North Wales Together – Seamless Service for people with learning disabilities. Approving the proposed pilot will enable the Council to make a significant contribution to the successful achievement of key performance measures for the North Wales Together Learning Disability Transformation Programme the foundation of which is the Learning Disability Strategy. Pooled funds are a mechanism to enable greater integration of health and social care support and are viewed as being particularly effective for population groups with complex needs. The current mechanism for securing joint health and social care funding for adults with learning disabilities involves two processes which are not well aligned. The rationale for piloting a pooled fund is to test and evaluate whether integrating these processes leads to better quality services and outcomes for individuals whilst also improving the efficiency and effectiveness of service delivery.

With regard to the operational implications of the proposed pilot, the Officer advised that the pooled fund would be underpinned by a statutory Section 33 agreement outlining joint responsibilities, management structures, performance and quality assurance measures, financial and project governance structures. The first stage of the pilot will pool the existing financial commitments of both agencies for supported living for adults with learning disabilities resident in Anglesey – currently 36 cases. The current total spend for both BCUHB and the Council is £3,166,201.87 split as £1,346,723.81 to Health and £1, 819478.06 to the Authority. The North Wales Together Transformation Programme will allocate a financial contribution to the pooled fund once the pilot is operational to support the initial stages of delivery. Although the financial implications for the Council and BCUHB will not increase as a result of the pilot, there may be a requirements to contribute to annual supported living uplifts and uplifts in health care support needs for individuals as would be the case regardless of the pilot. The pooled fund will be held and managed by the Isle of Anglesey County Council on behalf of the partners and the Service Manager for Learning Disability and Mental Health will become the pooled fund manager responsible for the effective utilisation of the agreed pooled fund in line with the Section 33 agreement.

Once signed the agreement will remain in place for one calendar year at which stage it will be subject to a strategic and financial review by a Partnership Management Board which is to be established for the pilot.

Councillor G.O. Jones, Chair of the Partnership and Regeneration Scrutiny Committee  ...  view the full minutes text for item 12.

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

The report of the Director of Function (Council Business)/Monitoring Officer with regard to amending the Constitutional process in relation to the setting of the Council’s budget was presented for the Executive’s consideration.

The Portfolio Member for Council Business reported that it is proposed that the Council be asked to agree to amend the Constitution so that there is flexibility built into the constitutional timetable with regard to the budget setting process. The request is made following confirmation that the provisional and final Local Government settlement for 2021/22 will again be announced late as it was in 2020/21. Then, Council agreed to suspend paragraph 4.3.2.2.8 of the Constitution to allow the Corporate Scrutiny Committee to consider the Executive’s initial budget proposals less than two weeks before the annual budget was adopted by the Council on 10 March, 2020. The delayed announcement of the settlement means that the budget setting process will again need to be revised for setting the 2021/22 budget as it will not be practically possible to follow the timetable included in the Council’s Constitution. Amending the Constitution so that there is flexibility built into the constitutional timetable means that this flexibility is then available should the Council have to adapt the budget setting process for reasons outside its control as in 2020/21, as will be required for 2021/22, and should a similar situation arise in future years.

It was resolved to recommend that Full Council agree that –

•           The Council’s Constitution be amended as noted in the table in paragraph 9 of the report, and

•           The Monitoring Officer be given delegated authority to make any consequential amendments to the Constitution to reflect the amendments approved in the bullet point above.