Agenda, decisions and minutes

Purpose: To receive any Declarations and advise Members accordingly.

On agenda item numbers 8 and 9, School Modernisation – School Standards and Reorganisation Act 2013 – Ysgol Llanfynydd and School Modernisation – School Standards and Reorganisation Act 2013 – Ysgol Maes Edwin, the Chief Officer (Governance) explained that any Members who were a School Governor had a personal interest.  The interest was not prejudicial as the item was not relating to a particular school.  Councillors Brown, Butler, Christine Jones, Kevin Jones and Shotton declared personal interests.

Purpose: To confirm as a correct record the minutes of the last meeting.

The minutes of the meeting held on 22^nd March 2016 had been circulated with the agenda.

RESOLVED:

That the minutes be approved as a correct record.

The Chair advised that agenda item numbers 8 and 9 would be considered first.

That Ysgol Llanfynydd be closed as of 31/08/16 with pupils transferring to other schools in accordance with parental preference.

The Chief Officer (Education and Youth) introduced the report on School Modernisation – School Standards and Reorganisation Act 2013 – Ysgol Llanfynydd.

            Following consideration of the committee and consultation report at Cabinet on 19^th January 2016, a Statutory Proposal was issued for Ysgol Llanfynydd on 29^th January 2016 which ran until 26^th February 2016.

            The areas of concern during the objection period were explained as:

·         Concerns on the accuracy of data and evidence in the consultation document (including cost of repair work) and concerns that the Council hadn’t followed process

·         Impact on the community/future use of the site should the school close

·         Opinion that federation was a viable option, concern that the Council was not actively encouraging federation

·         Opinion that closing schools should not be about money

·         Traffic and transport

·         Admission and transition arrangements

·         Potential housing developments not taken into consideration

·         Impact on children

·         Parental preference was being taken away

·         Opinion that there was not sufficient places in other schools in the area

The Council had demonstrated in its consultation documents that there was sufficient capacity within the local school network to accommodate pupils from Ysgol Llanfynydd should it close.  That view was upheld by Estyn in its response.  However, additional places if required could be established at Ysgol Parc Y Llan, Treuddyn for all current pupils of Ysgol Llanfynydd.  This would be at either no cost or minimal cost.

Based on the transport eligibility determined by the Authority, 17 pupils who lived in Flintshire and currently attended Ysgol Llanfynydd would be entitled to free home to school transport based on the assumption that those pupils transferred to their nearest school, Ysgol Parc Y Llan.

At the time of writing and presenting the report, the Governing Body of Ysgol Llanfynydd had not been able to identify a willing partnering school or schools with which to pursue a federation.  If Cabinet implemented the proposal for school organisational change at Ysgol Llanfynydd, the school would close on 31^st August 2016.  The Chief Officer explained that in making their decision, Cabinet Members should have an open mind and consider consistency factors such as resourcing of education.  The Council needed to ensure that there were sufficient number of school places, of the right type, in the right locations.  He added that on spend per pupil at schools, pupils at Ysgol Llanfynydd received £1,569 above the average spend on children at other schools.  The proposal would result in fairer and equitable funding to all pupils in the County.

The Council would take all practicable steps to ease the transition for all pupils, particularly for vulnerable learners such as those with Additional Learning Needs (ALNs) and would work alongside pupils, their parents, and the relevant schools to make appropriate transition arrangements.

Councillor Bithell reiterated that all concerns raised during the objection period had been carefully considered, explaining that the School Organisational Code had been followed at each stage of the process.  He concurred with the comments from the Chief Officer on the  ...  view the full minutes text for item 173.

That Ysgol Maes Edwin be closed as of 31/08/16 with pupils transferring to other schools in accordance with parental preference.

The Chief Officer (Education and Youth) introduced the report on School Modernisation – School Standards and Reorganisation Act 2013 – Ysgol Maes Edwin, Flint Mountain.

            Following consideration of the committee and consultation report at Cabinet on 19^th January 2016, a Statutory Proposal was issued for Ysgol Maes Edwin on 29^th January 2016 which ran until 26^th February 2016.

            The areas of concern during the objection period were explained as:

·         Concerns about the children’s welfare, pupils had already transferred from other schools, bullying, unable to obtain a place in schools of their preference, loss of friendship, did not want a large school, support, large class sizes

·         Concern that parental preference was being taken away

·         Concerns about the consultation process, data, new housing development, process unsettling to school community

·         Impact on the community/future use of site should the school close

·         Concerns that money already invested in the school

·         Concern the Council did not allow enough time for the Governors to consider federation

·         Transport

At the time of writing and presenting the report, the Governing Body of Ysgol Maes Edwn had not been able to identify a willing partnering school or schools with which to pursue a federation.  If Cabinet implemented the proposal for school organisational change at Ysgol Maes Edwin, the school would close on 31^st August 2016.  The Chief Officer explained that in making their decision, Cabinet Members should have an open mind and consider consistency factors such as resourcing of education.  The Council needed to ensure that there were sufficient number of school places, of the right type, in the right locations.  This proposal would reduce the number of surplus places in the area.  Estyn commented that ‘The local authority has given a clear rationale for the proposed expected benefits when compared with the status quo in relation to finance, surplus places and the continuity and progression in pupils’ learning’.

The Council would take all practicable steps to ease the transition for all pupils, particularly for vulnerable learners such as those with Additional Learning Needs (ALNs) and would work alongside pupils, their parents, and the relevant schools to make appropriate transition arrangements.

On housing developments, the Chief Officer explained that the Council had fully considered school capacity and potential housing development yield in its consultation documents.

The proposal would result in a fairer and more equal distribution of funding to all pupils in the County.  Any transport costs, which would be minimal, would be funded through the savings generated by the reorganisation. 

Councillor Bithell concurred with the comments of the Chief Officer and added that the reason for the proposal of closure was as the trigger for the number of surplus places at the school had been hit.  There was currently only 10 pupils from the local area attending the school, with 83.6% being from outside the area.  He added that all concerns raised throughout the process had been responded to in full.

There were no large scale housing developments identified in the Council’s Unitary Development  ...  view the full minutes text for item 174.

As detailed in the recommendations.

Councillor Shotton introduced the report on the Improvement Plan for 2016/17 which had been refreshed and updated to reflect the key priorities of the Council for the next year.  The structure of the plan was retained with the eight priorities and the sub priorities.  Five of the eight priorities continued with a refresh of longer term projects or ambitions, whereas the remaining three had been reviewed to reflect local circumstances and priorities.

There was also a new section within each sub priority which referenced national issues that had the potential to impact upon achievement of the priorities.  Those issues would be referenced in the Medium Term Financial Strategy for 2016-2020.

The Chief Executive explained that the first Improvement Plan and the ‘How we Measure’ documents would be considered at each of the relevant Overview and Scrutiny Committees prior to final consideration by Cabinet on 14 June and endorsement by County Council later that day.  In recent years the Plan had been effective in setting priorities and achieving outcomes which had been validated by the Wales Audit Office (WAO) with an extract of their Corporate Assessment report provided in the Cabinet report.

There was an additional section in the Plan which was on national policy issues which could impact the Council’s ability to deliver and achieve.

Councillor Attridge queried the inclusion of Gyspy / Traveller Community on page 3 under the Priority for Housing and was advised that should be removed from the Improvement Plan.

RESOLVED:

(a)       That the substantial content of the Improvement Plan and ‘How we Measure’ document be approved; and

(b)       That any changes in the documents be agreed with Portfolio leads and Members prior to consideration by Overview and Scrutiny Committees

As detailed in the recommendations.

Councillor Shotton introduced the report on the next version of the Medium Term Financial Strategy (MTFS) which would be set for the period 2016/17-2018/19.  Republication of the strategy for the period would both meet the agreed three-year planning cycle and forward plan the Council financial strategy to 2019.

            The Chief Executive explained that the Council had adopted a three part strategy of addressing the financial ‘gap’ each year which was: service reform; corporate financial stewardship and working with Welsh Government (WG).  He recommended that the three part strategy be continued.

            Flintshire was a low funded Council and had made the case that it was particularly exposed to the impacts of the significant annualised reductions in public sector funding to meet current and new cost burdens.  The risks to Council performance posed by the financial position would be set out clearly before new Government Ministers once the new Government was appointed following the National Assembly for Wales elections on 5 May 2016.

            The original forecast for the 2017/18 financial year set a likely ‘gap’ between the total spending requirement, and anticipated income, of £13.7M.  That forecast had been revised based on more recent budget developments.  A first iteration of the revised budget forecast for 2017/18 was detailed in Table 1 in the report which was explained in detail by the Corporate Finance Manager with the projected gap revised to £12.20M.

            Councillor Kevin Jones commented that the Single Environment Grant should be included in the document which the Chief Executive responded to say this would be covered in the third part of the strategy, Working with WG.

            Councillor Shotton explained that progress against the approved budget 2016/17 would be monitored and reported through the monthly budget monitoring reports to Cabinet and Corporate Resources Overview and Scrutiny Committee.  The initial forecast as shown in Table 1 would be the subject of ongoing professional review, consultation with Group Leaders and Overview and Scrutiny Committees, consultation with external advisors and representative bodies such as the Welsh Local Government Association (WLGA). 

The business plan proposals would be reported to Overview and Scrutiny Committees for consultation in May and June which was earlier than in previous years.  He commented on the need to continue lobbying WG and seek early discussions with Ministers following the election in May.

RESOLVED:

(a)       That the framework for the revision of the Medium Term Financial Strategy 2016/17-2018/19 be adopted; and

(b)       That the developing portfolio business plans and corporate financial stewardship plans for early consideration with the Overview and Scrutiny Committees be endorsed.

As detailed in the recommendations with the following additional recommendation:

(c)        That the report be submitted to County Council on 14 June.

The Chief Executive introduced the report on the Independent Commission of Local Government Finance in Wales.  The Welsh Local Government Association (WLGA) had appointed the commission to examine the sustainability of the local government finance system in Wales, recommending improvements for the future.

            As part of the process the Commission called for evidence and Flintshire made a written submission following a debate at County Council on 20 October 2015.

            The recommendations made by the Commission were outlined in full in the report.

            Councillor Shotton welcomed the report with most of the Commission’s recommendations being consistent with the lobbying and demands for localism that Flintshire had been at the forefront in requesting.  He suggested that the report be submitted to County Council following the National Assembly for Wales elections on 5 May which was agreed. 

RESOLVED:

(a)       That the report and recommendations of the Independent Commission be welcomed; and

(b)       That the Welsh Local Government Association be supported in advocating that the new Welsh Government adopt the recommendations of the Commission as a priority post-election.

As detailed in the recommendation.

Councillor Kevin Jones introduced the report on the proposed review of the Waste Collection and Household Recycling Centre Services. 

            Welsh Government (WG) had set each Council in Wales challenging recycling targets and failure to achieve those targets would result in significant financial penalties being served.  To achieve the more challenging targets, more waste needed to be recycled. 

            The majority of residents in Flintshire had embraced the current recycling service since it was launched in 2012 with most residents recycling the bulk, if not all of their recyclable waste.  There remained however a sizeable minority of residents who did not participate fully with the system and in some cases, did not recycle any of their waste.  That was unfair on the residents who did support the service and there needed to be a way of ensuring that everybody contributed to the efforts to achieve the targets and avoid the fines that would result if those targets were not met.

            In future, all non-recyclable waste must be contained within the Council supplied black wheeled bin and any material presented in addition to this would be classed as side waste.  From 1^st June 2017 no side waste would be collected.  The normal bin would be emptied and the side waste placed back in the container and a sticker placed on the bin to inform the resident of the new arrangements.  From 1^st September 2017 any side waste material presented for collection would be subject to enforcement action and a fixed penalty notice would be issued to the resident in the first instance.

            The current arrangement would remain in place prior to June 2017 which was that if any excess side waste was presented it would be noted by the crews and staff from the service would call on the resident to investigate the level of waste being produced by the property. 

Following a question from Councillor Attridge, the Chief Officer (Streetscene and Transportation) explained that during the 12 month period prior to implementation staff would work with the public to educate them on the recycling requirements and a period of intense public consultation would take place.

            In addition, WG was undertaking a review of the Council’s Household Recycling Centre (HRC) provision.  Early indications from the study showed that the Council had more HRC sites than necessary, and that the facilities offered at each site did not match the minimum requirements for the high quality sites which achieved the high levels of recycling elsewhere in Wales.  The WG study would make a final recommendation on the most effective solution in terms of numbers and locations for the future of HRC site provision and would make a recommendation on the optimum configuration and location of sites.

The revised Waste Collection and Household Recycling Centre Policy would be presented to Cabinet in May 2016, which would allow feedback from the current consultation process to be considered and included in the revised policy.

RESOLVED:

That the ongoing consultation be supported and Welsh Government (WG)  ...  view the full minutes text for item 178.

As detailed in the recommendations.

The Corporate Finance Manager introduced the Revenue Budget Monitoring 2015/16 (Month 10) report which provided details on the latest revenue budget monitoring position for 2015/16 for the Council Fund and the Housing Revenue Account and reported that no specific issues had been raised when considered at the recent Corporate Resources Overview and Scrutiny Committee meeting.  The position was based on actual income and expenditure as at Month 10 and projected to the year-end.  The projected year-end position, as estimated at Month 10 was as follows:

                        Council Fund

·         Net in year expenditure forecast to be £1.110m lower than budget

·         Projected contingency reserve balance at 31 March 2016 of £4.746m

Housing Revenue Account

·         Net in year expenditure forecast to be £0.092m lower than budget

·         Projected closing balance as at 31 March 2016 of £1.329m

The report provided details on the programme of efficiencies, inflation, unearmakred reserves and earmarked reserves.

The report also outlined details on a number of risk areas as follows:

·         Municipal Mutual Insurance (MMI)

·         Recycling

·         Out of County Placements

RESOLVED:

(a)       That the overall report and the projected Council Fund contingency sum as at 31^st March 2016 be noted; and

(b)       That the projected final level of balances on the Housing Revenue Account be noted.

Report of the Chief Executive enclosed.

Purpose: To provide details of actions taken under delegated powers.

An information item on the actions taken under delegated powers was submitted.  The actions were as set out below:-

Organisational Change

• Community Asset Transfer of Connah’s Quay Swimming Pool, Connah’s Quay

The transfer of Connah’s Quay Swimming Pool including the land showin in the plan, to Cambrian Aquatics.

·         Community Asset Transfer of Argoed Community Centre Including Library

The transfer of Argoed Community Centre and Library including the land shown on the plan, to Café Isa.

·         The Disposal of Land for Development of a use as a Medical Resource Centre

The disposal of an area of the former Leas housing site in Flint Town Centre to Betsi Cadwaladr University Health Board (BCUHB) for the development of a Medical Resource Centre.

·         The Disposal of Land for Development of a use as an Extra Care Facility

The disposal of an of the former Leas housing site in Flint Town Centre to Pennaf Housing Group for the development of an Extra Care facility.

Streetscene and Transportation

• Street Works Fees and Charges

The fees and charges levied for various licences and applications issued within Street Works have been reviewed and the proposed charges for 2016/17 are set out in the table in the delegated powers form.

RESOLVED:

That the actions taken under delegated powers be noted.

There were two members of the press and 16 members of the public in attendance.