Agenda, decisions and minutes

As noted above.

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

None 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 24 September 2024.

The minutes of the previous meeting of the Executive held on 24 September, 2024 were presented for confirmation.

It was RESOLVED that the minutes of the previous meeting of the Executive held on 24 September, 2024 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 November 2024 to June 2025 was presented for confirmation.

The Head of Democracy updated the Executive on the items that were new to the Forward Work Programme.

The Chair said that an amendment needs to be made that the Portfolio Member is now Councillor Robin Williams under the Local Housing Marketing Assessment item in November 2024 list of items.

It was RESOLVED to confirm the Executive’s updated Forward Work Programme for the period November 2024 to June 2025 with the changes outlined at the meeting.

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 Treasury Management Annual Review 2023/2024 was presented for the Executive’s consideration.

Councillor Robin Williams, Deputy Leader and Portfolio Member for Finance and Housing presented the report and said that the Council is required by regulations issued under the Local Government Act 2003 to produce an annual treasury management review of activities and the actual prudential and treasury indicators for 2023/2024. This report meets the requirements of both the CIPFA Code of Practice on Treasury Management (the Code) and the CIPFA Prudential Code for Capital Finance in Local Authorities (the Prudential Code).  In accordance with the Scheme of Delegation, the report was scrutinised by the Governance and Audit Committee at its meeting held on 19 September, 2024.  The report will be presented to the full Council once it has been accepted by this Committee. 

The report provides details of the outturn position for treasury activities and to investments and borrowing.

The Director of Function (Resources)/Section 151 Officer reported that the audit of the accounts for 2023/204 is still ongoing, but it is not expected that there will be any matters that will affect the Annual Treasury Management Review.  He noted that the financial strategy has continued over several years to limit the amount borrowed by using the Council’s own cash balances to fund capital expenditure.  This has avoided additional borrowing costs when interest rates are high.  Any surplus cash is invested in the banking sector and lending to other local authorities (which is normal practice between local authorities).  The Council’s cash balances have fallen during the year due to reserves being used to balance revenue budgets, both by the Council and by schools and through using cash balances to fund capital expenditure rather than external borrowing. It is anticipated that there will be a need to borrow at the end of the financial year as it is hoped that interest rates will fall reducing borrowing costs.  

It was RESOLVED:-

• To note that the outturn figures in the report will remain provisional until the audit of the 2023/2024 Statement of Accounts is completed and signed off; any resulting significant adjustments to the figures included in the report will be reported as appropriate;
• To note the provisional 2023/2024 prudential and treasury indicators in the report;
• To forward the Annual Treasury Management Review Report for 2023/2024 to the full Council with any comments.

To submit a report by the Head of Highways, Waste and Property.

The report of the Head of Highways, Waste and Property incorporating the Draft Flood Risk Strategic Plan was presented for the Executive’s consideration.

The Portfolio Member for Highways, Waste and Property said that the Flood Risk Management Plan provides a summary of the Local Flood Risk Management Strategy.  He noted that both documents set out the Council’s ambitions for managing flood risk in Anglesey for a six-year period which will be reviewed annually.  The development of the Flood Risk Strategic has been funded through existing revenue budgets and annual flood risk management grants from Welsh Government.  There are good examples of work undertaken to alleviate flooding in Beaumaris, Valley, Dwyran and Pentraeth areas. 

The Head of Highways, Waste and Property reported that there is a statutory responsibility on the Authority to deal with flooding and flood risks.  Due to the impact of climate change it will result in additional rainfall and storms.  Work is undertaken with partner organisations and local communities to increasing the awareness of flood risks, however, achieving the objections within the Plan will be dependent on financial resources together with grant funding from Welsh Government.  He further said that additional engagement and raising awareness of flood risks is paramount, but it is dependent on staff resources to reach those aims.

The Chair referred that coastal erosion is also a factor, and he noted that partnership working in paramount in achieving the alleviation of flooding.  He referred to the work undertaken by the Flood Wardens within the local communities, but the work undertaken is dependent on grant funding from Welsh Government.  The Chair wished to thank the staff for their work. 

The Deputy Leader referred to the flooding issue within his ward in Menai Bridge and Llanfairpwll in 2017. However, there is still no solution identified to alleviate the potential risk of the incident occurring again.   The Head of Highways, Waste and Property responded that there were two incidents in 2017 in the Penlon area of Menai Bridge and in Llanfairpwll.  He said that when a property is flooded, a Part 19 report is prepared under the Flooding Act which focuses on the impact on the residents.  Discussion, thereafter, is undertaken with Welsh Government for grant funding to prepare a business plan which is a lengthy process.  He further said that there will be challenges to alleviate the flooding issues in these areas as there are several properties within narrow streets together business properties which will result in problems with moving the drainage issues into the watercourse.  Significant work already been undertaken and on-going in the area but there are challenges as regards to the alleviation plans to ensure that occurrence of flooding will not happened again.  There are also issues with installing large drainage pipes through people’s gardens and near boundary walls which can be of concern to residents of the area.  Prioritising and scheduling the plans is challenging with high costs of the works that will need to be undertaken.  Welsh Government affords 85% of the  ...  view the full minutes text for item 7.

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

To submit a report by the Director of Social Services.

The report of the Director of Social Services incorporating the Connecting Care Programme Progress Update – Procurement and Finance was presented for the Executive’s consideration.

The Head of Adults’ Services reported that the Connecting Care Programme emerged from the need to replace the Welsh Community Care Information System (WCCIS), following a strategic review that concluded that the system was no longer fit for purpose.  The Connecting Care Programme recognises the need to support organisations to implement and maintain client information systems in support of operational and strategic requirements whilst maintaining a commitment to achieving a national care record for the people of Wales.  There are currently 19 partners (16 Local Authorities and 3 Health Boards) working across the Connecting Care Programme.  This Council has been working with North Wales Authorities to procure a new system to maximise economies of scale and access the support and funding from Welsh Government for a new national system.  Welsh Government have committed to financial support to deliver the new system but have not indicated as to how much funding they will make available and how it will be allocated.  The current cost of Anglesey’s WCCIS contract was outlined within the report.  National funding confirmation is required to support the systems implementation and ongoing cost commitments.   There is an expectation that national funding for the Connected Care system will be available from Welsh Government, however, there is still a delay if they will fund or part fund the scheme. As confirmation is still awaited prior to the tender evaluation and award and given that Anglesey has no choice but to replace the WCCIS system, the report highlights the need to secure the budget to allow officers to progress the scheme.

The Portfolio Member for Adults’ Services expressed frustration that there is a delay in the response by Welsh Government to this important Connecting Care Programme scheme. 

It was RESOLVED:-

• To endorses the favoured approach, as described in this Report, and in accordance with paragraph 3.5.1.6 authorises the Director of Social Services (or his nominee) to fully participate in the contract award and formalisation of the contract.

• Should Welsh Government fail to provide the expected funding, or if the funding is insufficient, then the Executive’s proposed Budget to Council for 2025/2026 shall include:-

• a one-off sum of between £276,000 and £313,000 for the contract implementation charge;

• an annually recurring revenue sum of between £108,000 and £153,000 (for licenses and hosting charges);

• a one-off sum of £58,000 to fund a Grade 5 post to support the implementation, training, and current system support from April 2025 for a period of one year.

·           Subject to the approval of the Chair of the Council, in view of the compressed timetable described in this Report, the Executive excludes this decision from call-in by Scrutiny as the time required to complete the call-in process would be prejudicial to the best interests of the Council and the public.

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

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

The report of the Head of Regulation and Economic Development incorporating the Anglesey Freeport – Progress on the Full Business Case (FBC) preparation was presented to the Executive’s consideration.

The Leader of the Council and Portfolio Member for Economic Development said that the Full Business Case is being developed in line with the final guidance for Welsh Freeports.  The Council and its consultants are working in collaboration with Stena and their advisors to deliver the Full Business Case by the end of October.

The Chief Economic Development Officer said that it is anticipated that there will be a delay of up to 2 to 3 weeks in the completion of the Full Business Case.

It was RESOLVED to delegate authority to the Chief Executive, in consultation with the Leader and Portfolio Holder for Economic Development, the Directors of Council Business/Monitoring Officer and Resources/Section 151, to sign-off and submit the draft Full Business Case (FBC) to Government for approval by UK and Welsh Governments.