Agenda, decisions and minutes

To celebrate the Social Services Accolades where NEWCIS won the award for its ‘Bridging the Gap’ project, which allows unpaid carers to access reliable and flexible respite solutions.  It allows carers to take a break to suit their needs and can support an urgent need for respite.

Also to celebrate the highly commended Finalist, Flintshire County Council Social Services, for its project providing daytime activities for more than 250 people with learning disabilities.  The project helps people learn new skills, develop independent, and make social connections and friendships.  It also works with a supported living programme to help the people it supports, their parents and carers to access respite services.

The Chair invited the following to the meeting:

Representing Flintshire County Council

Neil Ayling, Chief Officer (Social Services); Susie Lunt, Senior Manager – Adults Services and Dawn Holt, Social Services Commissioning Manager.

Representing NEWCIS

Claire Sullivan, Elaine Jones, Claire Challinor and Lesley Parry.

            She explained that this item was to celebrate the Social Services Accolades where NEWCIS won the award for its ‘Bridging the Gap’ project, which allowed unpaid carers to access reliable and flexible respite solutions.  It allowed carers to take a break to suit their needs and could support an urgent need for respite.

Claire Sullivan thanked the Chair for the invitation to the meeting and said she was delighted that NEWCIS won the accolade.  The project started in 2012 and was funded by Flintshire County Council.  She never envisaged how flexible and adaptable the scheme would become, with thousands of unpaid carers receiving respite when they needed it.  When the judges visited NEWCIS they spoke to 15 carers who spoke passionately about the service offered.  She thanked the team for their continued hard work. 

The Chief Officer (Social Services) said NEWCIS was the best carer service in Wales and commented on the excellent partnership they had with the Council. 

Councillor Christine Jones, Cabinet Member for Social Services, expressed her thanks for NEWCIS for the support they provided to the carers and congratulated them for winning the award. 

Representing HFT

Jordan Smith and Andrew Horner, along with service users Jessica Butler, Tamara Hijazi, Kevin Roberts and Ryan Williams.

The Chair welcomed HFT to celebrate the highly commended Finalist, Flintshire County Council Social Services, for its project providing daytime activities for more than 250 people with learning disabilities. The project helped people learn new skills, develop independence, and make social connections and friendships. It also worked with a supported living programme to help the people it supported, their parents and carers to access respite services.

The Chief Officer (Social Services) said the Council had worked in partnership with HFT for three years and leading services had been developed, such as Hwb Cyfle.  He commented on the work opportunities and the Project Search which saw six young people achieving paid work.  He congratulated the team.

Councillor Christine Jones also congratulated HFT for the support and care they gave to the service and the work opportunities they provided.

Jordan Smith thanked the Chair for the invitation to the meeting.  He paid testament to the Council for their investment in Hwb Cyfle and also commented on the outcomes from Project Search which saw service users obtaining paid employment.  

Paul Cunningham congratulated NEWCIS and HFT.

To confirm as a correct record the minutes of the meeting held on 20^th October 2020.

That the minutes be approved as a correct record.

The minutes of the meeting held on 20^th October 2020 were submitted.

RESOLVED:

That the minutes be approved as a correct record.

To receive any Declarations and advise Members accordingly.

Councillors: Axworthy, Banks, Bibby, Brown, Butler, Collett, Cunningham, Jean Davies, Davies-Cooke, Dunbar, Dunbobbin, Ellis, Gay, David Healey, Gladys Healey, Christine Jones, Richard Jones, Tudor Jones, Richard Lloyd, Mackie, McGuill, Mullin, Palmer, Peers, Michelle Perfect, Phillips, Rush, Paul Shotton, Smith, White and Wisinger all declared personal interests in agenda item number 8 – Capital Programme 2021/22 – 2023/24 as they were school governors.

Councillors: Axworthy, Banks, Bibby, Brown, Butler, Collett, Cunningham, Jean Davies, Davies-Cooke, Dunbar, Dunbobbin, Ellis, Gay, David Healey, Gladys Healey, Christine Jones, Richard Jones, Tudor Jones, Richard Lloyd, Mackie, McGuill, Mullin, Palmer, Peers, Michelle Perfect, Phillips, Rush, Paul Shotton, Smith, White and Wisinger all declared personal interests in agenda item number 8 – Capital Programme 2021/22 – 2023/24 as they were school governors.

To receive the communications as circulated.

The Chair commented on how much lives had changed since March.  Today was a very important landmark day as it saw the first vaccination against Covid-19 being administered to a 90 year old lady in Coventry.

The Chair commented on how much lives had changed since March.  Today was a very important landmark day as it saw the first vaccination against Covid-19 being administered to a 90 year old lady in Coventry.

This is an opportunity for Members of Council to submit petitions on behalf of people in their ward. Once received, petitions are passed to the appropriate Chief Officer for action and response.

None were submitted.

None were submitted.

(a)       That the Capital Strategy be approved; and

(b)       That the following be approved:

·         The Prudential Indicators for 2021/22 – 2023/24 as detailed within Tables 1, and 4-7 inclusive of the Capital Strategy; and

·         Delegated authority be granted for the Corporate Finance Manager to effect movements between the separately agreed limits within the authorised limit for external debt and the operational boundary for external debt (Table 6 of the Capital Strategy)

The Corporate Finance Manager introduced the report which sought approval of the Council’s Capital Strategy.  It explained the requirement for the Strategy, its key aims and the contents of each of its sections.

Under the Prudential Code for Capital Finance in Local Authorities (the Prudential Code), authorities were required to set a range of Prudential Indicators (PI’s).  The Capital Strategy included details of the Council’s Prudential Indicators for 2021/22 – 2023/24.

The key aims of the Strategy were to explain the ways in which the Capital Programme was developed and funded, the potential impact it had on the Council’s Medium Term Financial Strategy (MTFS) and the way in which it related to the Council’s Treasury Management Strategy.  The Strategy was an overarching document and referred to other documents such as the Capital Programme, the Treasury Management Strategy and the Minimum Revenue Provision Policy.  The Strategy was split into a number of sections which were outlined in the report.

The report had been submitted to Corporate Resources Overview and Scrutiny Committee and Cabinet and no issues had been raised.

The recommendations in the report were moved by Councillor Banks and seconded by Councillor Roberts.

Councillor Roberts thanked all officers involved for ensuring the programmes remained financed and liquidity remained good.

On page 27, Councillor Peers asked if an affordability criteria was built in to the funding as Table 2 showed a 500% increase in specific grants/contributions/loans.  The Corporate Finance Manager said there was a significant increase in 2023/24 due to the 21^st Century Schools programme.  Future plans had been built into those calculations and also built into the Medium Term Financial Strategy.

Councillor Richard Jones asked if there was any risk to the Council on the level of debt as outlined in table 5 of the appendix.  The Corporate Finance Manager explained that the level of debt was closely monitored throughout the year to ensure that the debt was below the capital requirement.   The Council was legally obliged to set an authorised limit for external debt each year and to keep it under review. 

RESOLVED:

(a)       That the Capital Strategy be approved; and

(b)       That the following be approved:

·         The Prudential Indicators for 2021/22 – 2023/24 as detailed within Tables 1, and 4-7 inclusive of the Capital Strategy; and

·         Delegated authority be granted for the Corporate Finance Manager to effect movements between the separately agreed limits within the authorised limit for external debt and the operational boundary for external debt (Table 6 of the Capital Strategy).

(a)       That the allocations and schemes in Table 3 for the Statutory/Regulatory and Retained Assets sections of the Council Fund Capital Programme 2021/22 – 2023/24 be approved;

(b)       That the schemes included in Table 4 for Investment section of the Council Fund Capital Programme 2021/22 – 2023/24 be approved;

(c)        That it be noted that the shortfall in funding of schemes in 2021/22 in Table 5 at this point in the approval process allows flexibility.  Options including a combination of future capital receipts, alternative grants (if available), prudential borrowing or the re-phasing of schemes will be considered during 2021/22, and included in future Capital Programme reports; and

(d)       That the schemes included in Table 6 be approved for the specifically funded section of the Council Fund Capital Programme which will be funded in part through borrowing.

The Chief Officer (Housing and Assets) introduced the report which presented the proposed Capital Programme for the period 2021/22 – 2023/24 for approval, supported by a PowerPoint presentation.

The Council’s Capital Programme covered investment in assets for the long term to enable the delivery of high quality and value for money public services.  Assets included buildings (such as schools and care homes), infrastructure (such as highways, IT networks and waste transfer stations) and assets not owned by the Council (such as works to improve and adapt private sector homes).  The proposed capital investments outlined within the report were closely aligned to portfolio service business plans and the Council Plan.

The Council had limited capital resources from Welsh Government (WG) to support Council priorities, needs and liabilities.  However, it had the powers to fund Capital schemes by borrowing – this was temporary and ultimately, the cost and repayment of any borrowing was charged to the Council’s revenue budget.  Schemes funded by borrowing were carefully considered due to the long-term impacts on the Council’s revenue budget.

The Council Fund Capital Programme was divided into three sections:

1.    Statutory / Regulatory – allocations to cover regulatory and statutory works.

2.    Retained Assets – allocations to fund infrastructure works necessary to ensure service and business continuity.

3.    Investment – allocations to fund works.

The Chief Officer provided details of each of the tables within the report, which were part of the presentation, and supported by explanations in the report on each table.

Details were provided on potential future schemes, which were also detailed in the report.

The recommendations in the report were moved by Councillor Roberts and seconded by Councillor Thomas.

Councillor Roberts expressed his thanks to the Chief Officer and his team for the work that had gone into developing the Capital Programme.  He said the programme showed the depth of involvement in schools, care homes, infrastructure and IT networks.  He commented on the homeless hub, Hwb Cyfle, Ysgol Glan Yr Afon, Castell Alun, the plans for the Saltney and Broughton and Mynydd Isa areas for schools.  He also commented on Marleyfield, the joint archive facility and the redevelopment of Theatr Clwyd.

Councillor Thomas concurred with the comments of Councillor Roberts and thanked officers for drawing capital funding through the various avenues available to them.  She explained that the Council was waiting to hear the outcome on the bids submitted for schemes under the Economic Stimulus funding.

Councillor Dunbar also concurred with the comments and expressed his thanks for the funding for play areas.  He took the opportunity to thank officers for the work undertaken on the bridges at Wepre Park.  He asked what the longer term plan was for Deeside Leisure Centre.  The Chief Executive explained that initially clarification from Betsi Cadwaladr University Health Board as to how long they needed the building as the temporary field hospital.  It was thought the hospital could be decommissioned in quarter three in 2021.  Following the closure of the hospital the Leisure Centre  ...  view the full minutes text for item 37.

(a)       That the seats on Committees be allocated in accordance with political balance as shown in Appendix A; and

(b)       That any changes to nominees for Committee places be notified to the Head of Democratic Services as soon as possible.

The Chief Officer (Governance) introduced the report and explained there was a need to review the Council’s political balance calculations following the remaining three members of the Flintshire Independent Group joining the Independent Alliance Group.  There was one non-aligned member of the Council.

The Council’s political groups and the number of Members on each was as follows:

Committee seats were allocated to political groups (so far as was practicable) in the same proportion as those groups had to the total membership of the County Council.  Details of what must be recognised for the allocation of seats on Committees were outlined in the report.

The political balance calculation was appended to the report.  It was one possible lawful allocation of seats and other possible lawful allocations may exist.

Seats formally held by the Flintshire Independent Group could be transferred in totality with no other political groups being affected.  He thanked Councillor Peers for agreeing to this report being considered at this meeting instead of the meeting in November.

The recommendations in the report were moved by Councillor Roberts and seconded by Councillor Peers.

RESOLVED:

(a)       That the seats on Committees be allocated in accordance with political balance as shown in Appendix A; and

(b)       That any changes to nominees for Committee places be notified to the Head of Democratic Services as soon as possible.

That the Audit Committee’s Annual Report for 2019/20 be approved.

The Chief Officer (Governance) introduced the Audit Committee’s Annual Report for 2019/20 which provided the Council with the necessary information to meet the CIPFA’s best practice ‘Audit Committees – a Practical Guidance for Local Authorities 2018’, and the requirement for the Audit Committee to be held to account by the Council for the work they undertook.

The Audit Committee’s Annual Report was designed to provide assurance to the Council in holding the Committee to account.  In particular:

1.    Supporting the Council’s accountability to the public and stakeholders

-       Each Audit Committee meeting was held in the public domain with all Committee papers available on the Council’s website

2.    Supporting accountability within the Council

-       Through the review of the reports received by Audit Committee, the Committee holds to account those responsible for the implementation of recommendations and action plans.  In addition to that, the Committee oversaw the process for evaluating and improving governance, risk, financial management and control

3.    Holding the Audit Committee to account

-       The Committee had fulfilled its agreed Terms of Reference and adopted the recommended best practice;

-       Members of the Audit Committee had assessed their own development needs and taken the opportunity to attend briefing and training sessions;

-       The Committee had assessed its own effectiveness, developed an action plan and monitored progress; and

-       The Committee demonstrated they had a positive impact on the improvement of governance, risk, financial management and control within the Council.

A report would be submitted to County Council in January outlining proposed changes to Audit Committees in Wales.

The recommendation in the report was moved by Councillor Chris Dolphin and seconded by Councillor Paul Johnson.

Councillor Chris Dolphin gave an overview of the Annual Report, and confirmed there were no areas of concern to report to Council.  Councillor Paul Johnson thanked Councillor Dolphin for the chairmanship of the Committee and his thorough nature. 

Councillor Roberts also expressed his thanks to the Chair of the Audit Committee, the Members and also the co-opted members for their valuable contributions. 

RESOLVED:

That the Audit Committee’s Annual Report for 2019/20 be approved.

That the Overview and Scrutiny Annual Report for 2019/20 be received.

The Head of Democratic Services presented the report and explained that the Overview and Scrutiny Annual Report was drafted on an annual basis by the officer team, in consultation with the relevant Committee Chairs.  The draft was then submitted to Constitution and Democratic Services Committee for Members comments before being submitted to Council for formal approval.

The Annual Report provides the Council with assurance that the Overview and Scrutiny function was fulfilling its constitutional role.

Following a recommendation at Constitution and Democratic Services Committee, it was agreed that the redundant wording relating to the forward work programme could be removed. 

An amendment was required as Councillor Paul Johnson was listed as vice-chair of Corporate Resources Overview and Scrutiny Committee instead of Councillor Cunningham.  In addition, a further amendment was required as Councillor Dave Hughes was listed as a Member of the Education & Youth Overview & Scrutiny Committee which was incorrect.  The amendments would be made prior to the final version of the report being published on the Council’s website.

The recommendation in the report was moved by Councillor Phillips and seconded by Councillor Michelle Perfect.

Councillor Phillips thanked the Overview and Scrutiny Facilitators for their support over the past year.  He also paid tribute to Councillor Mackie who had chaired the now disbanded Organisational Change Overview and Scrutiny Committee for three years.  Councillors Roberts and McGuill concurred with the comments of Councillor Phillips.

RESOLVED:

That the Overview and Scrutiny Annual Report for 2019/20 be received.

This item is to receive any Public Questions: none were received by the deadline.

None were received.

None were received.

To note the answers to any questions submitted in accordance with County Council Standing Order No. 9.4(A): none were received by the deadline.

None were received.

None were received.

This item is to receive any Notices of Motion: none were received by the deadline.

None were received.

None were received.

There was one member of the press in attendance.