Agenda, decisions and minutes

The Chair welcomed Mr Rhys Hughes, who has been appointed as Interim Director of Function (Council Business)/Monitoring Officer to the meeting.

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

No declaration of interest was received at the meeting.

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 October 2021.

The minutes of the previous meeting of the Executive held on 25 October, 2021 were presented for the Executive’s approval.

It was resolved that the minutes of the previous meeting of the Executive held on 25 October, 2021 be confirmed as correct.

To submit a report by the Head of Democratic Services.

The report of the Head of Democratic Services incorporating the updated Executive’s Forward Work Programme for the period from December 2021 to July 2022 was presented for the Executive’s consideration and the following changes were highlighted –

·      New items on the Forward Work Programme

·        Item 4 - Schools’ Digital Strategy for the Executive’s 13 December, 2021 meeting.

·        Item 9 – HRA Housing Rents and Housing Service Charges 2022/23 for the Executive’s 14 February, 2022 meeting.

·        Items 14 to 16– 2022/2023 Budget Items (dates to be confirmed, subject to Welsh Government timescale).

·        Item 17 – Treasury Management Strategy Statement 2022/2023 for the Executive’s March, 2022 meeting.

·        Items 18 to 24 – Fees and Charges items for the Executive’s March 2022 meeting.

·        Item 23 – Capital Strategy and Capital Programme for the Executive’s March, 2022 meeting.

·        Item 24 – Capital Budget 2022/2023 for the Executive’s March, 2022 meeting.

Rescheduled items

·        Item 12 – Road Maintenance and Highways Asset Management Policy rescheduled from December, 2021 to the Executive’s 14 February, 2022 meeting.

New Item to be included in the Executive’s Forward Work Programme

·        Establishing the North Wales Region’s Corporate Joint Committee (CJC) for the Executive’s 13 December, 2021 meeting.

It was resolved to approve the updated work programme for the period from December, 2021 to July, 2022 as presented noting that the Forward Work Programme is updated monthly and submitted as a standing monthly item to the Executive.

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, 2021/2022 was presented for the Executive’s consideration.

Councillor Dafydd R Thomas, Portfolio Member for Corporate Business said that the majority (70%) of the Corporate Health Performance indicators monitored are performing well against targets (Green or Yellow RAG).  Although performance with regard to attendance at work at 4.09 days lost to absence per FTE is Amber at the end of Quarter 2, as a more challenging target has been set for the year and the performance would have been ragged Green had the target not been changed. He expressed that he was pleased with the performance as it has been a challenging period due to the pandemic.  He also referred that the long term sickness figures has reduced over the last 3 years.  The Portfolio Member further referred that Indicator 32 – Percentage of waste reused, recycled or composted is RED with a performance of 60.88% against a target of 70% for the quarter.  The pandemic continues to impact on the reused, recycled and composted materials across Wales and these are issues that are being overseen by a Steering Group established during Quarter 1, which includes representatives from WRAP Cymru, the WLGA and an elected member from the Corporate Scrutiny Committee.  The Group is in the process of analysing the available data and developing options on how best to reach the 70% target by 2025.  The Council’s immediate priority is to reach the current statutory recycling target of 64% for 2021/2022. 

The Programme, Business Planning and Performance Manager reported that the Quarter 2 report has shown that Authority’s two out of the three well-being performance indicators has been reached,  however the mitigation measures put in place by the Senior Leadership Team will need time to take effect.

The Vice-Chair of the Corporate Scrutiny Committee in the absence of the Chair said that at the Corporate Scrutiny Committee discussed the Corporate Scorecard – Quarter 2 and expressed concerns as regards to the decline in performance for the percentage of waste reused, recycled or composted – specifically the reduction in the green waste tonnage collected compared to the same period in 2020/21.  The Committee also expressed concern regarding the responsiveness of the Council’s telephone system and implications for customer satisfaction whilst communicating with the Council.  The Committee also made reference to increasing demand and pressure in Children’s Services going into the winter period coupled with the ongoing risk posed by the pandemic.  However, having considered the Quarter 2, 2021/2022 scorecard report and the updates provided by the Officers, the Corporate Scrutiny Committee resolved to accept the report, to note the areas which the Senior Leadership Team is managing to secure improvements into the future and to recommend the mitigation measures as outlined to the Executive. 

The Leader wished to thank the staff of the Council for their continued work during the challenging period of the pandemic as the performance indicators are performing well within  ...  view the full minutes text for item 5.

To submit a report by the Chief Executive.

The report of the Head of Democratic Services incorporating the Welsh Language Promotion Strategy 2021-2026 was presented for the Executive’s consideration.

The Portfolio Member – Welsh Language said that the Authority is required to prepare a Welsh language promotion strategy.  The purpose of such a strategy is to outline how the Council intends to promote the language and facilitate the wide use on Anglesey.  He further said that it is important to note that the Welsh Language Promotion Strategy 2021-2026 is a draft promotion strategy and it is challenging to prepare such a document due to the lack of current data on the state of the Welsh language on Anglesey. He further noted that the Welsh Language Promotion Strategy 2021-2026 (draft) builds on the foundations of the first strategy and adopts a consistent target and priority areas i.e. Children, young people and the family; the workplace, Welsh language services and the infrastructure; the Community.  The Portfolio Holder – Welsh Language further said that an action plan for the first year is incorporated into the Strategy and the Fforwm Iaith Ynys Môn will be responsible for monitoring the progress of the action plan.  A summary on the strategy’s implementation will also be included in the annual Welsh language standards report.  He noted that the Welsh Language Promotion Strategy has been before the Partnership and Regeneration Scrutiny Committee recently and a consultation process has been undertaken on the Strategy which resulted in a total of up 30 responses.

The Scrutiny Manager, in the absence of the Chair of the Partnership and Regeneration Scrutiny Committee said that the Partnership and Regeneration Scrutiny Committee held on 9 November, 2021 and raised questions as to whether there are any particular risks or concerns regarding the state of the Welsh language on Anglesey.  Comments referred to the that it was a challenge to scrutinise the Strategy and to provide comments as to whether it will be successful or otherwise due to the lack of current data being available.  Questions were raised as to whether the Strategy could incorporate the use/encourage the use of the Welsh language in the private sector.  Concerns were expressed that the percentage of Welsh speakers on the Island has fallen and continues to be at a level since the 1950’s and the effect it could have on the community and the future of the Welsh language. She noted that the Partnership and Regeneration Scrutiny Committee supported the recommendations within the report. 

It was resolved –

·        To approve the publication of the Welsh Language Strategy 2016-21 draft Assessment Report on the corporate website.

·        To recommend to the Full Council the approval of the Welsh Language Promotion Strategy 2021-21 (draft) and that the relevant officers be authorised to undertake any further revision of the draft strategy prior to publication on the Council’s website by no later than 31 December, 2022.

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 2021/22 financial year was presented for the Executive’s consideration.

The Portfolio Member for Finance said that it should be noted that predicting the final year-end position at the end of Quarter 2 is difficult and the position can change considerably whilst moving through the remainder of the financial year. The overall projected financial position for 2021/22, including Corporate Finance and the council Tax fund, is a projected underspend of £1.529m which is 1.04% of the Council’s net budget for 2021/22.  However, rising costs, including a potential for a pay award above the 1.75% which is allowed for in the forecast, and the potential for increased demand for services during the second half of the year, may reduce the final revenue position at the end of the financial year.   The Portfolio Member for Finance further said that he wished to give assurance that the Authority will not impose that the schools will have to fund the teachers’ pay increases from their budgets as has been seen in other local authorities.  He outlined to the Executive the financial risks over the 2^nd part of the financial year as noted in Paragraph 10 of the attachment to the report.

The Director of Function (Resources)/Section 151 Officer reported that there as uncertainties in the financial position at second quarter this year due to the pandemic, inflation and pay increases together children and adults’ services and homelessness.  He referred to Table 9 within the report – Welsh Government Covid-19 Grant Funding - £2.7m has been claimed up to October 2021 and over £2m has been received by WG.  An additional £700k has also been claimed and a decision is awaited as regards to this amount from WG.

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.

It was resolved –

·        To note the position set out in Appendices A and B to the report in respect of the Authority’s financial performance to date and expected outturn for 2021/22.The position is dependent on continued support from Welsh Government to fund the loss of income and the additional costs which the Council face during the remainder of the financial year as a result of the Coronavirus.

·        To note the summary of Contingency budgets for 2021/22 detailed in Appendix C to the report.

·        To note the position of the invest to save programmes in Appendix CH to the report.

·        To note the monitoring of agency and consultancy costs for 2021/22 in Appendices D and DD to 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 Capital Budget Monitoring – Quarter 2, 2021/22 report was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that a capital budget for 2021/22 was set at £56.947m as is shown in Table 2.1 of the report.  The profiled budget spent to the end of the second quarter for general fund is 95%.  However, 25% of the annual budget has been spend to date totalling to £12.7m.  The reasons for this is that a number of the capital schemes are weighted towards the latter part of the financial year as was noted within the report.

The Director of Function (Resources)/Section 151 Officer reported that it is difficult to predict the capital budget monitoring for Q2 as schemes are dependent on grant funding for different projects. He referred to the HRA budget and noted that increase in building materials costs and the shortage of contractors can delay some projects.  He further said that it is hoped that the Capital Budget for 2022 will be approved earlier in the year so as to allow staff to carry out tendering procedures for projects.

Councillor Dafydd Roberts, Chair of the Finance Scrutiny Panel reported that the Panel in considering the report also expressed concerns to the shortage and costs of building materials and contractors to carry works. 

It was resolved to note the progress of expenditure and receipts against the capital budget 2021/22 at Quarter 2.

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 2021/2022 was presented for the Executive’s consideration.

The Portfolio Member for Finance reported that the HRA is ring-fenced and its reserves cannot be transferred to the General Fund.

The Director of Function (Resources)/Section 151 Officer reported that the pandemic has delayed the ability to procure former Council houses and delays in the new build programme caused by delays and shortages of materials.  The HRA surplus/deficit at the end of Quarter 2 shows an overspend of £363k compared to the profiled budget.  The Capital expenditure is £1,518k below the profiled budget. 

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 2021/22.

·        The forecast outturn for 2021/22.

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 2021/22 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 (CT1v.1.0) 2022/23 based on the number of properties in various bands on the valuation list on 31 October, 2021 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 2022/23. The total base proposed for 2022/23 for the purpose of tax setting is 31,079.93. This compares with 30,880.22 for 2021/22 and is an increase of 0.65%.

The Director of Function (Resources)/Section 151 Officer advised that the calculations in Appendix A of the report are based on discounts of nil being confirmed for Classes A, B and C; the premium of 100% on long term empty homes and a premium of 50% on second homes for 2022/23 as per decision by the Executive on 25 October, 2021 to increase the second home premium. 

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 2022/23 financial year, being 31,079.93 (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 2022/23 (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 Base) (Wales) Regulations 1995 (SI19956/2561) as amended by SI1999/2935 and the Local Authorities (Calculation of Council Tax Base) and Council Tax (Prescribed Classes of Dwellings) (Wales) (Amendment) Regulations 2004, and the Local Authorities (Calculation of Council Tax Base) (Wales) (Amendment) Regulations 2016, the amounts calculated by the Isle of Anglesey County Council as its tax base for the year 2022/23 shall be 32,042.00 and for the parts of the area listed in table 3 of the report, shall be as set out therein. 

To submit a report by the Deputy Chief Executive.

The report of the Deputy Chief Executive in relation to the Transitional Plan for the County Council was presented for the Executive’s consideration.

The Portfolio Member for Council Business said that the Transitional Plan provides the operational parameters for Officers to deliver key strategic objectives through defined actions during the Island’s immediate post-pandemic recovery period.  The Plan evolves from the 2020-22 Annual Delivery Plan.

The Deputy Chief Executive reported that the Transitional Plan provides assurance and direction in the immediate post pandemic recovery period through revising and refining objectives for delivery during the 12 month period prior to gaining adoption of the new Council Plan under the new administration post May 2022.  The strategic objectives of the plan is:-

·      Re-energising the local economy and embedding positive economic change;

·      Enabling the visitor and hospitality sector to capitalise on the Island’s increased popularity whilst protecting our assets and communities;

·      Maintaining and modernising critical community services such as Care and Education across the Island.

The above objectives will be informed by the need to transition into carbon neutral Local Authority 2030 and respond effectively to the climate change emergency, new local government legislation and the Future Generations and Wellbeing Act.

The Vice-Chair of the Corporate Scrutiny Committee in the absence of the Chair said that at the Corporate Scrutiny Committee discussed the Transitional Plan and noted concerns as to the need to enable the visitor and hospitality sector to capitalise on the Island’s increased popularity whilst protecting its assets in communities, the need to manage tourism to the advantage of the Island and its economy and to strengthen the Council’s tourism sector.  The Committee also raised the need to maintain and modernise critical community services such as care and education across the Island and also the risk to the provision of residential home care should Welsh Government decide to take the same approach as that in England where care home workers have by law to be fully vaccinated.  The Committee also enquired as to whether the Transitional Plan replaces the Corporate Plan and whether its 12 month timespan therefore commits and/or ties the new Council to the objectives contained within the plan.  The Corporate Scrutiny Committee recommended that the Executive adopts the Transitional Plan.

Councillor Carwyn Jones said that it is important to work collaboratively and in partnership at all levels to maximise outcomes and respond to changing needs, demands and opportunities. In delivering the objectives within the Plan the Island need to re-energise the local economy and embedding positive economic change.  He highlighted the projects as noted in Paragraph 6 of the report to the Executive.  He further said that energising the local economy to ensure increased resilience and possible growth in the future is paramount and there will be a need to deliver a green recovery that priorities sustainable economic growth, addresses climate change and respects the natural environment. 

It was resolved to recommend to the County Council that it adopts the Transitional Plan which will provide the operational parameters for  ...  view the full minutes text for item 11.

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

The report of the Director of Education, Skills and Young People incorporating the Welsh in Education Strategic Plan was presented for the Executive’s consideration.

The Portfolio Member for Education, Libraries, Culture and Youth said that Section 84 of the School Standards and Organisation (Wales) Act 2013 requires a local authority to prepare a Welsh in Education Strategic Plan (WESP).  The purpose of these regulations is to improve opportunities for local authorities to plan Welsh medium education provision in order to support the current and future expectation for growth in Welsh-medium education. Improving the planning of Welsh-medium education will also support the long term national ambition for 1 Million Welsh speakers by 2050.

The Director of Education, Skills and Young People reported that the report is the vision for Welsh-medium and bilingual education for the next ten years.  The plan makes the learner central and considers the journey and experience of all learners through the journey of their education.  The Anglesey WESP complements and supports the Welsh Government’s strategy of a million Welsh speakers by 2050, by working strategically with schools, partners and WESP structures to ensure that there are opportunities at all stages of an individual’s education to learn and use the Welsh language.   

The Scrutiny Manger in the absence of the Chair of the Partnership and Regeneration Scrutiny Committee said that the Partnership and Regeneration Scrutiny Committee held on 9 November, 2021 raised as to whether the WEP can be adapted as it is a 10 year Plan.  Reference was made to the  challenges within the Secondary sector to attract teachers to be able to teach subjects through the Welsh language and concerns expressed that the percentage of subject taught through the medium of Welsh was 34.8%.  Questions were also raised as to what are the main challenges in the future in terms of the position of the Welsh language within education on a local level.  She noted that the Partnership and Scrutiny Committee recommended the approval of the Welsh in Education Strategic Plan 2022-2032.

It was resolved to approve the following –

·        The Welsh in Education Strategic Plan 2022-2032.

·        The definition of the role of Catchment Language Co-ordinators.

·        Authorisation of the relevant Officers in consultation with the Portfolio Member, to complete any further reviews of the draft strategy.

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

The report of the Head of Regulation and Economic Development incorporating the Statement of Gambling Policy 2022-2025 was presented for the Executive’s adoption.

The Portfolio Member for Planning and Public Protection said that every three years the Gambling Act 2005, requires that the Council adopts a Statement of Gambling Policy.  This Policy sets out how the Council will discharge its functions with regard to the regulation of gambling premises.

It was resolved to recommend the adoption of the Statement of Gambling Policy 2022-25 to the Full Council.

To submit a report by the Deputy Chief Executive.

The report of the Deputy Chief Executive on the Community Benefit Contribution Strategy was presented to the Executive for consideration.

The Portfolio Holder for Major Projects and Economic Development said that since the adoption of the Council’s original Community Benefits Contribution (CBC) Strategy in March 2014, there have been some significant project, policy and legislative changes concerning major projects, particularly with energy projects and the drive towards achieving net zero.  As a result, the Council felt it was timely to update the CBC’s Strategy to ensure that it remains fit for purpose and reflects the latest policy and legislative position on the need for major developments to provide positive social, environmental, cultural and economic benefits to local communities.  With several major developments proposed on the Island over the next decade, there is an opportunity for the Island to continue to grow and prosper whilst contributing to national objectives including the progress to a low carbon economy and achieving net zero by 2050.  With a number of solar farm developments, tidal proposals, onshore and offshore wind and hydrogen developments. 

The Deputy Chief Executive reported that it is important that the County Council continues to negotiate and secure voluntary community benefits for Anglesey and to communicate with developers the expectations for voluntary community benefits for hosting major developments.  He further said that aligning the CBC’s Strategy with latest policy, legislation and guidance (including the Wellbeing of Future and Generations Act, Future Wales and the drive towards net zero 2050) is important for the island in the future. 

It was resolved to support and formally adopt the revised Community Benefit Contributions Strategy.