Agenda, decisions and minutes

SOCITM Better Connected Awards

The Council's Web Development and Customer Services teams in recognition of the Council's recent success in the SOCITM Better Connected Awards achieving Best Welsh Unitary Authority website and best Rubbish and Recycling Report a Missed Collection web service.

Youth Work Excellence Awards 2016

Flintshire Youth Forum for their success in being shortlisted in the 'Young Person Led Youth Work Project' category of the Youth Work Excellence Awards 2016.

City & Guilds Winter Service Operations

Streetscene Operatives in recognition of their City & Guilds Winter Service Operations success.

Society of IT Management (SOCITM) Better Connected Awards

                        The Chief Executive welcomed employees from the Council’s Web Development and Customer Services teams (Mandy Humphreys, Rebecca Jones, Jason Snead, Matthew Small and Jake Selvester) and congratulated them on achieving Best Welsh Unitary Authority website and Best Rubbish and Recycling Report a Missed Collection web service in the SOCTIM Better Connected Awards.

The Chief Executive explained that Better Connected is an independent assessment of over 400 council websites which is run on an annual basis by  (SOCITM),   its main purpose being to identify best practice and help councils in improving the quality of the online experience for people who visit council websites for obtaining information and receiving services.  Flintshire’s website had been awarded four stars, one of only 44 websites to achieve this standard and the only Welsh website to achieve it.  Both the star rating and the awards recognise the significant work undertaken by the IT Service and the Customer Services team who work closely in the design and functionality of the website.

The Chair expressed his thanks and appreciation for the hard work of the Team and the ongoing training provided by the County.

Councillor Aaron Shotton said it was a significant achievement for the Council and expressed his congratulations and thanks to the Team for their continued work to develop high quality digital service solutions for Flintshire’s residents. 

Youth Work Excellence Awards 2016

                        The Chief Executive welcomed Alison Thomas and Emma Murphy (Flintshire County Council employees) and Lauren Kelsall and Ant Jones (Flintshire Youth Forum).  He congratulated them on their success in being shortlisted for the Outstanding Youth Work Project at the National Youth Work Excellence Awards 2016 in recognition of their contribution to delivery of participation in Flintshire.  The Flintshire Youth Forum strive to reach out to ensure that all Young People in Flintshire have a voice and are heard and listened to by individuals and organisations who make decisions about their lives.

                        Councillor Chris Bithell also expressed his thanks and appreciation for the contribution made by the Flintshire Youth Forum.  He advised that the Forum had a Theatre Forum group which worked in partnership with Theatre Clwyd to give young people an opportunity to voice opinions and to share views through a creative medium and in a less formal setting.  Councillor Bithell said that the work of the Flintshire Youth Forum had been recognised for its innovative and passionate approach to ensuring a representative voice for all Young people in Flintshire.

City & Guilds Winter Service Operations

            The Chief Executive welcomed Thomas Cartwright and David Humphreys (Flintshire County Council Streetscene operatives) and congratulated them on the completion of their City & Guilds Winter Service Operations course. 

Councillor Bernie Attridge expressed his congratulations and said that the Winter Maintenance Service was recognised as one of the most important functions that the Highway Authority provided.  It was fundamental to provided safe and reliable access to transportation networks during the Winter period each year and was crucial to emergency services, businesses, social  ...  view the full minutes text for item 16.

Purpose:       To confirm as a correct record the minutes of the meetings held on 16 February 2016, 1 March 2016, 10 May 2016 (AGM) and 10 May 2016 (special).

That subject to the above amendment the minutes be approved and signed by the Chair.

(i)         The minutes of the meeting held on 16 February 2016 had been circulated with the agenda

            Accuracy      

Councillor Richard Jones referred to his comments on page 13, paragraph 3, of the minutes and said that he had said that there were four of six parts not four and six parts of the lobbying case which had not been achieved.  He asked that the minutes be amended to reflect this.   

(ii)        The minutes of the meeting held on 1 March 2016 had been circulated with the agenda

            Matters arising

                        Councillor Clive Carver referred to item 98 of the minutes and raised a query regarding the declaration of interest made by Councillor Bernie Attridge.  The Chief Officer (Governance) said he would check that the appropriate form had been completed.

                        Councillor Clive Carver raised a further query concerning the response to the  public question which had been raised by Mr. John Yorke at the meeting.  He said he had received an email from Mr. Yorke who was seeking clarification of the response which differed from the response given by the Planning Inspector.  The Chief Officer (Governance) said he would circulate a copy of the response provided by Councillor Bernie Attridge to all Members for clarity.   Councillor Attridge outlined the reasons for his declaration of interest.

(iii)       The minutes of the Annual General Meeting held on 10 May 2016 had been circulated with the agenda

(iv)       The minutes of the special meeting held on 10 May 2016 had been circulated with the agenda

RESOLVED:

That subject to the above amendment the minutes be approved and signed by the Chair.

Purpose:       To receive any Declarations and advise Members accordingly.

The Chief Officer (Governance) referred to the notice of motion on abolition of free Theatr Cymru tickets and advised members of the Theatr Board that they should declare a personal interest. 

Councillors Chris Bithell, Derek Butler, Ron Davies, Robin Guest, Alison Halford, Ron Hampson, Dave Mackie Nigel Steele-Mortimer, and Tim Newhouse declared a personal interest in the following item:

                        Item 11- Notice of Motion – Abolition of free Theatr Cymru tickets.

                        Councillor Bernie Attridge sought advice concerning the need to make a declaration of interest on item 14 – Policy amendments – minimum revenue provision and prudential indicators.   Following advice from the Chief Officer (Governance) Councillor Attridge explained that he did not wish to speak on the item and would leave the room for the debate. 

Councillor Brian Lloyd was appointed as Vice-chair at the Annual meeting in his absence. He has already signed the declaration of office, but at this meeting will be formally invested with the Vice-chair's chain of office.

The Vice-Chair who had made his declaration of acceptance of office with the Chief Executive at an earlier date now made his declaration in front of the Council. 

Purpose:       To receive the communications as circulated.

The Chairman referred to his communications which had been circulated to all Members before the meeting and drew attention to some of the events including the Eisteddfod yr Urdd 2016.  The Chairman expressed his thanks to the Vice-Chair who had attended some of the events on his behalf.

            Councillor Ian Roberts expressed his appreciation to all staff in the Council who had made a valuable contribution to the success of the Eisteddfod.   He said the event had been a credit to Flintshire and the Council.

Councillor Owen Thomas drew attention to the hard work and financial support which had been provided by local communities for the Eisteddfod. 

Purpose:       To receive any Petitions.

Councillor Richard Jones submitted a petition from residents about keeping the Buckley Recycling Centre HRC site open.

A petition was submitted by Councillor Veronica Gay on behalf of the residents

of the Brook Farm estate in Saltney regarding a request to relocate the play area from its current site on the estate to Sandy Lane Community Centre, Saltney.

Purpose:       To receive any Public Questions.

Mr. John Farley was invited to read out his question:

“I have seen at first hand the impact when a child is refused admission to the same school as his classmates and his football team, indeed his entire social circle of friends.

                     This can leave a child upset and dejected and can have a detrimental impact leading to behavioural changes.  It can also lead to teasing about not being accepted.  Any parent would be distressed to see the effect this has on any child.

If a child is isolated away from his friends by being sent to a high school where he doesn’t know anybody then any parent would be extremely concerned for his health and welfare and the substantial impact this will have on his academic performance. 

The Welsh Government is a strong advocate for complying with the United Nations  Convention on the Rights of the Child (UNCRC) in particular Article 3 A duty to consider “the Best interest of the Child”.   I therefore want to ask the following question:

Does the Flintshire County Council School Admission policy and in particular the admission appeal panel consider the health and social wellbeing of the child, when deciding whether or not to uphold an appeal? and If not why?”

As the Cabinet Member for Education, Councillor Chris Bithell provided a response which clarified the County’s School Admissions Policy.

When asked if he wished to ask a supplementary question, Mr. Farley asked if the Council had policy and processes in place to make sure this issue did not happen in the future.  In his response Councillor Bithell explained that the Admissions Panel was completely independent and reached decisions based on the facts provided by the Authority and parents.  

Purpose:       To note the answers to any questions submitted in accordance with County Council Standing Order No. 9.4(A).

The Chief Officer (Governance) confirmed that none had been received.

Purpose:       The Minute Books, Editions 1 and 2 have been circulated to Members.  Members are now entitled to ask questions on these minutes, subject to certain limitations, and answers will be provided at the meeting.  Members are requested to bring to the meeting their copy of the Minute Books.  Any questions must have been received by the Democracy and Governance Manager prior to the close of business on 8 June 2016.

The Chief Officer (Governance) confirmed that none had been received.

(a)       That the Notice of Motion on Takeaway litter be supported; and

(b)       That the Notice of Motion on Abolition of free Theatr Cymru tickets

be supported.

The following Notices of Motion were received from Councillor David Roney.

(i)         Takeaway litter

This Council calls upon the Welsh Assembly and Westminster Governments to introduce legislation requiring Hot Food Takeaways serving food to people in a motor vehicle to clearly mark all takeaway cartons with the registration number of that vehicle.   This will enable the identification of the source of litter and assist in prosecution, saving the residents of Flintshire the cost of litter collection and also preserving the beauty of our countryside.

Councillor Bernie Attridge stated that littering on the highways in the immediate vicinity of drive-in takeaway and fast food outlets was a problem in Flintshire and almost every other County. He said that the resultant litter blighted local communities and cost thousands of pounds to collect.  He stated that the proposal would be a deterrent and would enable the Council’s enforcement team to build a case against the perpetrators through use of CCTV footage taken at the takeaway facility and evidence of vehicle registration number.   Councillor Attridge explained that the idea had been discussed previously and with use of modern surveillance techniques would be relatively easy to introduce in Flintshire although it would require national legislation to ensure operators of such drive-in facilities complied.  Councillor Attridge said that he would write to Ministers in both the Government and Welsh Government to seek their support for the proposal.  The Motion was seconded by Councillor Attridge.

Councillor Mike Peers said that although he supported the proposal in principle he felt that there was a need for further work to be done around how the scheme would work in practice and he cited a number of examples where the system could fail or be open to fraudulent activity. 

Speaking in support of the Motion Councillor Roney referred to the damaging effect of litter on the environment and wildlife and the negative impact on tourism and the economy.  He referred to the cost of both clearing and cleaning up litter in Wales which was born by ratepayers and said fast food wrappers were a common course of the problem.  He said the Motion called upon both the Government and Welsh Governments to introduce a scheme to force drive-through fast food outlets to record the date and registration number of customer vehicles and to print the registration number onto the relevant containers.

Councillor Robin Guest also supported the proposal in principle but expressed concerns around its effectiveness.   Referring to bye-laws on litter control areas he suggested that the Environment Overview and Scrutiny Committee might wish to consider recommending a report to Council on the matter which would be of benefit to some areas in Flintshire.

Councillor Chris Bithell asked what powers the Council could enforce/ adopt to force local fast food outlets to clear up the area in the immediate vicinity of their premises.   He asked if this could be looked into by the appropriate Cabinet Member and the Chief Officer (Governance). 

Councillor Nigel Steele-Mortimer suggested that the  ...  view the full minutes text for item 25.

(a)       That the report and recommendations of the Independent Commission be received: and

(b)       That a special Group Leaders meeting be convened as early as possible to formulate a detailed response to the Commission’s report, the WG and the WLGA

The Chief Executive introduced a report on the Independent Commission on Local Government Finance in Wales.  He provided background information and reported that the Commission had concluded its work and had made its report public in March 2016.  The Commission had made a number of fundamental recommendations and  Members were invited to make a response to the Commission’s report. The Chief Executive advised that  by making a constructive evidenced response to the Commission, WG and WLGA together  the Council could make its positon and ideas known for the benefit of the local government ‘family’.

                        The Chief Executive gave a joint presentation with the Corporate Finance Manager on the Independent Commission on Local Government Finance in Wales.  The main points of the presentation were:

·                     Commission’s recommendations

·                     national financial position

·                     responding to the Commission

·                     Council financial profile

·                     Council strategy

·                     the Funding Formula

·                     the Funding Formula dilemma

·                     standard levels of service

·                     remedial work needed on the Formula

·                     making the Flintshire case

·                     setting out our funding plan

                        Councillor Aaron Shotton welcomed the Commission’s report and the recommendations which acknowledged the concerns raised by Flintshire regarding the discrepancies in the funding formula and mounting pressure on public services.  He also said that some of the solutions that had been proposed,  citing the retention of business rates as an example, had been acknowledged by the Commission.  He commented on the need to engage the support of Assembly Members and MPs to support the arguments to be put forward to the WG for change and reform of the funding formula and proposed that a special Group Leaders meeting be convened as early as possible to formulate a detailed response to the Commission’s report, the WG and the WLGA and the next steps forward.

                        Councillor Chris Bithell welcomed the Commission’s report and commented that many of the  recommendations would improve Flintshire’s position, however, he expressed the view that the whole system of local government finance was in need of a radical review and that the current system was no longer ‘fit for purpose’.  He continued that although there could be ‘winners’ and ‘losers’ in any review of the distribution of funding local authorities had to have sufficient funding to be able to cover the ‘basic’ costs, citing teacher’s pay, social and residential care as examples. which were the same throughout Wales.

                        Councillor Mike Peers reiterated the need for a quick and fair review of the funding formula.  He  expressed the view that Flintshire was getting a ‘poor deal’ and that its position should be ‘average’ at the least which would provide an additional £17m per year.  He spoke for and against some of the proposals put forward by the Commission and said the priority was a quick and fair review of the funding formula.

                        Councillor Gareth Roberts also welcomed the report and the potential for change.  He spoke in support and against some of the Commission’s recommendations and welcomed the less hypothecation of grants  and commented on S106 agreements.

  Councillor Richard Jones supported the need for a  ...  view the full minutes text for item 26.

Presentation on Local Government Finance Commission

That the Improvement Plan 2016-17 be approved.

The Chief Executive introduced a report on the Improvement Plan 2016-17 and advised that the Plan had been updated in June 2016 to reflect the key priorities of the Council for the next year.   He provided background information and said that the Plan was agreed by Cabinet earlier in the day and that the final draft had been the result of consideration by Overview and Scrutiny Committees within their terms of reference. 

                        The Chief Executive invited the Corporate Business and Communications Executive Officer to give a presentation on the Improvement Plan 2012-2017.  The main points of the presentation which highlighted the benefits of the Improvement Plan were as follows:

·         the Improvement Plan

·         how the plan is put together

·         choosing the in-year priorities

·         new content – national issues

·         Member consultation

·         benefits of planning

·         this year’s 2016/17 Improvement Plan

·         using the Plans

·         positive feedback

·         next steps 

                        The Chief Officer (Community & Enterprise) presented the Housing priority.  She advised that Housing remained a key strategic priority for the Authority and referred  to the need to continue to improve the quality of the existing housing stock; not only through improving the Council’s stock to WHQS standard but also to support improvement in the private sector stock either by grants or loans.  In addition there was a need to increase the number of homes provided throughout the County and specifically affordable housing.  Referring to risks the Chief Officer commented on the need to manage homelessness and to stimulate the growth of affordable housing.  

                        The Chief Officer (Community & Enterprise) also presented the priority for Economy and Enterprise and referred to work taking place across North Wales and the North West of England with the Northern Powerhouse to continue to grow the economy.  She outlined the strategic objectives which continued to be the priorities for next year

Councillor Aaron Shotton referred to the importance of the improvement Plan as a ‘blueprint’ for the Authority’s  ambition and for what it wished to achieve for Flintshire’s residents. He  spoke of Flintshire’s priorities and referred to the need to expand and grow the quality of apprenticeships, developing a successful economy, and building the infrastructure for development, and housing and affordable accommodation.  Councillor Shotton moved the report and expressed his thanks to Officers for their hard work in producing the Plan.   

Councillor Bernie Attridge referred to the Environment priority and reported on the sustainable development and environmental management sub priority.  He also referred to the priority Modern and Efficient Council and reported on the community asset transfers programme and rationalisation of the Council’s assets.

Councillor Chris Bithell commented on the need for more government funding if the Council hoped to achieve the ambitions set out in the Plan.

Councillor Mike Peers welcomed the new format of the Plan and drew attention to a small number of amendments which needed to be made.  He referred to the risks to be managed in each of the priorities and asked what the impact  would be if the risks were not managed and said it would  ...  view the full minutes text for item 27.

Presentation slides Improvement Plan 2016/17

(a)       That the changes to the policy on Minimum Revenue Provision as detailed in paragraphs 1.16 and 1.17 of the report be approved; and

(b)       That the changes to the Prudential Indicators 2016/17 to 2018/19 as detailed in paragraphs 1.19 to 1.28 be approved.

Councillor Bernie Attridge withdrew from the meeting at this point.

                        The Chief Officer (Community & Enterprise) introduced a report on the Minimum Revenue Provision and Prudential Indicators – Policy amendments.  She provided background information and referred to the decision taken by Cabinet at its meeting on 17 May 2016 to agree in principle to  loan funding to NEW Homes to build 62 affordable homes on the site of The Walks, Flint.  She advised that appended to the report was the Cabinet report of 17 May 2016 which explained the considerations involved in building the affordable homes and the agreement to the loan from the Council to NEW Homes.  She explained that financially the scheme would bring in a new revenue stream for the Council but that it was a low risk activity as the loan would be repaid by NEW Homes with interest and should the company default the Council would own its assets.

                        The Chief Officer explained that the changes made to the capital programme also required some small changes to be made to other policies which were required to be approved by Council.  She invited the Corporate Finance Manager to present the changes required to each policy as detailed in the report. 

The Corporate Finance Manager  advised that loans from the Council to NEW Homes for house building purposes, in accounting terms, were classed as capital expenditure and therefore needed to be included within the Council’s capital programme.  Cabinet at a meeting on 17 May 2016, had approved the loan to NEW Homes and the associated changes to the Council’s 2016/17 and future year’s capital programme.  The Corporate Finance Manager explained that there are 2 phases to the funding of any new housing development, the first being the construction phase during which the properties are built and the second being the operational phase when the properties are built, and in this case let out for the purposes as set out in the report.  He reported on the structure of the lending, the capital programme, minimum revenue provision and prudential indicators as detailed in the report.

The Chief Officer commented that this was an opportunity for the Council to continue to achieve its housing growth needs and to meet the need for affordable housing within the County.

Councillor Aaron Shotton in moving the recommendation in the report said the initiative was integral to the Improvement Plan priorities and was a good example to other Authorities in Wales of innovative financing of housing development.

Councillor Mike Peers raised questions around the loan arrangements.  He also commented on the duration of the second loan and asked if there would be an opportunity to redeem this earlier as rents increased.  He referred to the financial guarantee that the Council could have provided if NEW Homes had sought to obtain funding from another source and asked what the cost may have been to the Council to provide the guarantee.  Officers responded in detail to the queries raised and referred to the process and structure  ...  view the full minutes text for item 28.

The Council is advised that the Clwyd Pension Fund Committee have nominated Councillor Haydn Bateman as Vice-Chair for the 2016/17 municipal year.  This is subject to Council approval, and so it is recommended that the nomination of Councillor Haydn Bateman as Vice-Chair of the Clwyd Pension Fund Committee for 2016/17 is confirmed.

That Councillor Haydn Bateman be appointed as Vice-Chair of the Clwyd Pension Fund for the municipal year 2016/17

The Chief Executive explained that in accordance with the constitution the Council appoints the Chair and Vice-Chair of the Clwyd Pension Fund Committee at its Annual General Meeting.  The Chair had been appointed at the Council’s Annual General Meeting held on 10 May 2016 but not the Vice-Chair. The Clwyd Pension Fund Committee had nominated Councillor Haydn Bateman as Vice-Chair for the 2016/17 municipal year but the nomination was subject to Council approval. 

RESOLVED:

That Councillor Haydn Bateman be appointed as Vice-Chair of the Clwyd Pension Fund for the municipal year 2016/17

There were no members of the press or public present.