Agenda 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.

To present the minutes of the previous meetings of the Corporate Scrutiny Committee held on the following dates –

·      10 April 2025

·      20 May 2025

·      21 May 2025 (extraordinary)

The minutes of the previous meetings of the Corporate Scrutiny Committee held on the dates noted below were presented and were confirmed as correct:-

·      10 April 2025

·      20 May 2025

·      21 May 2025 (extraordinary)

To present the report of the Head of Profession (HR) and Transformation.

The report of the Head of Profession (HR) and Transformation incorporating the Corporate Scorecard for Quarter 4 2024/25 was presented for the Committee’s consideration. The scorecard report portrays the 2024/25 end of year position against the strategic objectives outlined in the Council Plan.

Councillor Carwyn Jones, Portfolio Member for Corporate Business and Customer Experience presented the final corporate scorecard report for 2024/25 highlighting that  82.5% of the indicators with targets monitored during the quarter met or exceeded expectations, achieving Green or Yellow  RAG status and reflecting a strong performance  across the Council. Councillor Carwyn Jones referred to the main underperforming areas which were consistent with those from Quarter 3 including the number of children undertaking swimming lessons throughout the year (Môn Actif), the delivery of disabled facilities grants, re-letting of lettable housing units, uptake of annual mooring contracts, domestic waste recycling rates and the timeliness of  FOI responses although the latter had improved in the fourth quarter. These areas are actively monitored by the Leadership Team with mitigating actions in place or planned. Councillor Carwyn Jones also highlighted a number of positive outcomes as noted in section 2.3 of the report. Those were in relation to support for businesses developing the Welsh Language via the ARFOR programme, an increase of 50,000 in visits to Môn Actif Leisure Centres where visitors undertook exercise, a reduction in the number of Year 11 pupils leaving school  not in employment, education or training (NEET), high tenant satisfaction with responsive repairs, a strong performance in timely planning application decisions and the condition of roads across categories A,B and C.

In discussing the Q4 scorecard report, the committee raised the following matters  –

·      The committee noted that the number of children participating in swimming lessons has declined each quarter throughout 2024/25. Members requested information on the actions being taken to encourage greater uptake of the programme and to meet the  target. A related question was raised concerning the shortage of Welsh speaking instructors in Holyhead Leisure Centre, as well as how many staff members who have received Welsh language training use it in their daily work.

Councillor Neville Evans, Portfolio Member for Leisure, Tourism and Maritime confirmed that the service regularly reviews data on usage and is actively seeking to understand the reasons behind the decline in demand. He emphasised that the indicator does not capture all swimming activity as it refers specifically to private swimming lessons and does not include those delivered through primary schools. A range of factors may be influencing the trend, including cost of living pressures and the availability of alternative activities at the leisure centres. The service is currently focusing on enhancing instructor training to improve the quality of lessons and promoting the availability of places on the  programme. However, he acknowledged that the target may ultimately need to be reviewed to ensure it remains realistic and accurately reflects performance.

With regard to the Welsh Language, the Head of Regulation and Economic Development noted said that he did not have  ...  view the full minutes text for item 3.

To present the report of the Head of Profession (HR) and Transformation.

The report of the Head of Profession (HR) and Transformation incorporating the draft Annual Delivery Document for 2025/26 was presented for the committee’s consideration.

Councillor Carwyn Jones, Portfolio Member for Corporate Business and Customer Experience presented the document outlining the Council’s planned work for 2025/26 detailing the actions that will drive progress toward achieving the strategic objectives in the Council Plan 2023-2028. These high level actions are designed to ensure the Council fulfils its commitments under each of the Council Plan’s strategic objectives by 2028. The actions are intended to be measurable with clearly defined targets and milestones wherever possible to enable effective monitoring throughout the year. Progress will be reviewed quarterly by the Improvement and Modernisation Programme Board and outcomes from this process will feed into the Annual Performance and Wellbeing Report.

During the discussion on the Delivery Document, the committee raised several questions regarding the Council’s progress on various proposed actions and aspirations. In response the Chief Executive clarified that the purpose of presenting the document to today’s meeting was to determine whether the committee is satisfied with the Council’s intentions as outlined in the draft document, prior to its submission to the Executive for approval – not to assess progress to date. He advised that the focus is on whether the stated outcomes are sufficiently clear and robust or whether the committee believes additional elements should be included. Once approved and published, the document will serve as a basis for more detailed examination and scrutiny.

Nevertheless the committee was provided with updates on several initiatives including the replacement of the WCCIS system with the Connecting Care database, the new Extra Care Development at Tyddyn Mostyn, Menai Bridge, flood control measures, and preparations to support the Eisteddfod Ynys Môn 2026 – particularly in relation to  non-Welsh-speaking competitors.

Councillor Ieuan Williams while welcoming the document’s ambition, expressed concern that it lacked clarity on how the proposed actions would be delivered. He questioned whether a comprehensive performance monitoring framework was in place to ensure accountability, suggesting that the quarterly programme board meetings may not be sufficient to oversee the breadth of actions outlined. He sought assurance that each action was SMART - specific, measurable, actionable, realistic  and timebound – and that they had been subject to a sanity check. He also highlighted several areas where he felt the document needed to be more explicit regarding implementation and monitoring.

The Chief Executive clarified that the purpose of the Delivery Document is to break down the five-year Council Plan into accessible, annual segments. The document outlines  the Council’s yearly priorities for the public, staff and stakeholders in support of the longer term objectives of the Council Plan. He expressed confidence in the robustness of the Council’s performance management structures and capabilities, a view supported by regulators and demonstrated through the quarterly scorecard monitoring arrangements. This system is designed to drive progress towards achieving the Council Plan’s goals, with operational  details managed  at officer level ensuring accountability and upward reporting. He hoped that  ...  view the full minutes text for item 4.

To present the report of the Head of Highways, Waste and Property.

The report of the Head of Highways, Waste and Property which set out the lessons learnt following the roof failure at Canolfan Addysg y Bont was presented for the committee’s consideration.

The report was presented by the Leader, Councillor Gary Pritchard as a record of the lessons learnt following the deficiencies identified in the processes around the construction of the roof at Canolfan Addysg y Bost including building design, contract setting and management. The lessons outlined in the action plan at Appendix A have either been implemented, are in progress or will be implemented on all future construction projects.

The committee welcomed the report, commending its openness and the commitment to learning and improvement. A suggestion was made to prepare  a one page, easy to read summary for the public and to provide members with further information regarding measures to strengthen document retention processes. Members also queried whether the Council would consider commissioning green roofs on future new school buildings.

Councillor Gary Pritchard explained that the Welsh Government grant for Canolfan Addysg y Bont had in part been awarded due to the innovative nature of the design. The report sets out clear expectations for the future design, construction and management of complex new systems within projects including roofing. The Head of Highways Waste and Property advised that since Canolfan Addysg y Bont was built in 2013, the Property Service has delivered five other new schools none of which feature either cold roofs or green roof finishes.

The Chief Executive emphasised the value of self-evaluation particularly in identifying lessons and driving improvements. He also extended his thanks to everyone who had responded promptly when the roof issues emerged,  including the school, the secondary school and leisure centre, the Learning, Property and Finance Services as well as the Health and Safety section and Council members who had all worked together  to resolve the matter and minimise disruption. He regarded the response as exemplary both in terms of the technical aspects of the building and in terms of the support extended to the school’s staff and pupils.

The Chair concluded by thanking the Council for its handling of the issue and its commitment to learning from the experience.

It was resolved to note the lessons learnt and the steps take to implement them as included in the Action plan in Appendix A to the report.

To present the report of the Scrutiny Manager.

The report of the Scrutiny Manager incorporating the Committee’s Forward Work Programme to April, 2026 was presented for consideration.

It was resolved –

·      To agree the current version of the Forward Work Programme for 2025/26.

·      To note progress thus far in implementing the Forward Work Programme.