Agenda, decisions and minutes

To receive any Declarations and advise Members accordingly.

Councillors Jones, Mullin, Thomas and Shotton declared a personal interest in agenda item number 14 – Outcome of Public Consultation on Public Transport and School Transport Anomalies.

To confirm as a correct record the minutes of the meeting held on 19^th June 2018.

The minutes of the meeting held on 19^th June 2018 had been circulated with the agenda.  Subject to the wording ‘and fund’ being included in minute number 189 on Home To School Transport – Policy Review, and a typographical error in minute number 193, they were approved as a correct record. 

RESOLVED:

That the minutes be approved as a correct record.

To recognise the contribution made to the Council by Ian Bancroft, Chief Officer (Strategic Programmes), who leaves the Authority in August to join Wrexham County Borough Council.

The Chief Executive led the kind remarks on Ian Bancroft’s time with the Council which had seen many successful schemes under Ian’s leadership.  These included the retention of libraries and leisure services following the first staff mutual and the improvements at Theatr Clwyd.  He commented on the strong relationships with colleagues at Wrexham County Borough Council which was where Ian was to be Chief Executive, which would be further built on.  He thanked Ian for all of his work whilst at Flintshire County Council and wished him well in his new role.

            All Cabinet members paid their own tributes to Ian, commenting on his positive attitude, calming influence, negotiating skills and his unique skill of bringing groups of people together.  Ian Bancroft thanked everybody for their kind words which he said reflected on the strong leadership at Flintshire.  He looked forward to working with Flintshire for the benefit of North East Wales residents.

As detailed in the recommendations.

Councillor Mullin introduced the Strategic Equality Plan Annual Report 2016/18 and the Welsh Language Monitoring Report 2017/18 report which provided an overview of progress to complying with the Equality Act and Welsh Language Standards and identified areas for improvement.

                        The Chief Executive provided a verbal update on comments made at the recent Corporate Resources Overview and Scrutiny Committee on the promotion of bilingualism and safeguarding of young people.

                        The Policy Development Officer – Equalities provided details of the outstanding areas of achievement which were detailed in full in the report.

                        Councillor Bithell supported the ‘next step’ on regular communications on compliance with and celebration of the Welsh Language Standards to be cascaded to the workforce.      

            RESOLVED:

(a)       That Cabinet be assured that progress has been made during the year to meet the statutory duties;

(b)       That the areas for improvement be noted and a mid-year report on progress be received;

(c)        That the publication of the reports on the Council’s website be approved; and

(d)       That the Strategic Equality Plan Annual Report and Welsh Language Annual Report be included on the Forward Work Programme of Corporate Resources Overview and Scrutiny Committee.

As detailed in the recommendations.

Councillor Attridge introduced the Update on the Management of the Homeless Legislation within the Housing (Wales) Act 2014 report which provided an update on how the Council had met the requirements of the new homeless legislation and some of the projected challenges that faced the Council.

            The report contained details of the number of triage applications for customers requesting housing assistance which saw an increase of 3.9% in 2017/18 compared to the previous year. 

Full details were provided on homelessness, supporting people, development of a Regional Homeless Strategy, the social housing register, private rented sector, interim accommodation, rough sleepers, single households, vulnerable and complex needs, preventing rough sleeping and increasing availability of private rented sector properties.

On supporting people, the Chief Officer (Housing and Assets) added that the Council had funded that service through the Supporting People Programme Grant and should that funding be modified, reduced or removed it would place a budget pressure on the Council.  In addition, a pilot was underway to target those individuals who required interventions with rent arrears at the earliest opportunity. 

RESOLVED:

            (a)       That the update on the management of the new legislation within the

Housing (Wales) Act 2014 be supported;           

(b)       That the emerging themes within the Regional Homeless Strategy be supported, and the challenges that the Council has faced finding suitable housing options for households, and the plans to mitigate further risks, be noted; and

(c)        That the proposals to alleviate homelessness in the county be approved.

As detailed in the recommendation.

Councillor Butler introduced the Tourism Promotion and Destination Management report which detailed the approaches taken in Flintshire and regionally to support the visitor economy through promotional activity and managing and improving the customer experience. 

            The report provided details of the work of both the Access and Natural Environment and Tourism services as both played a significant and co-ordinated role with opportunities for greater collaborative working in the future following a recent restructure.

            Although the visitor economy in Flintshire was a relatively small component of the Flintshire economy, it remained an important contributor.  The sector employed approximately 3,273 people and generated an estimated £252m each year from 3.7 million overnight stays and 2.7 million day visits. 

            Councillor Thomas welcomed the report, commenting on all of the attractions in Flintshire and the importance of promoting them wherever possible.

RESOLVED:

That the emerging approaches to visitor promotion and destination management be noted.

As detailed in the recommendation.

Councillor Bithell introduced the Food Service Plan 2018/19 for Flintshire County Council report which provided an overview of the Food Service.  It set out the aims and objectives for the forthcoming year and how they were to be achieved. 

The Plan also contained a review of performance of the service against the Food Service Plan 2017/18.  Councillor Bithell paid tribute to the team for the achievements during 2017/18.

The Chief Officer (Planning, Environment and Economy) commented on the importance of the service which continually strived for improvements.

            RESOLVED:

That the Food Service Plan for 2018/19 be approved.

As detailed in the recommendations.

The Finance Manager introduced the Revenue Budget Monitoring 2017/18 (Outturn) report which provided the outturn revenue budget monitoring position (subject to audit) for 2017/18 for the Council Fund and the Housing Revenue Account.

            The final year end position was:

            Council Fund

·         The net in-year outturn position was an operating surplus of £0.685m;

·         The overall outturn included a positive impact of £1.422m due to the change in accounting policy for Minimum Revenue Provision (MRP) as agreed by County Council on 1^st March 2018.  This had the effect of increasing the operating surplus with net spend being £2.107m lower than budget; and

·         A contingency reserve balance as at 31^st March 2018 of £7.928m although that reduced to £5.523 when taking account of agreed contributions for the 2018/19 budget.

            Housing Revenue Account

·         Net in year expenditure was £0.004m higher than budget; and

·         A closing un-earmarked balance as at 31^st March 2018 of £1.116m.

The report contained details of the requests for carry forward of funding.

The Chief Executive explained that the report had been submitted to Audit Committee and Corporate Resources Overview and Scrutiny Committee.  Audit Committee had also received the draft Statement of Accounts.  Corporate Resources Overview and Scrutiny Committee accepted the report, noting the impact the MRP had on the budget position.  Comments had also been made on the impacts on late notifications on grants and the Committee requested that a letter be sent to Welsh Government (WG) to outline the risks; that letter was being drafted.

RESOLVED:

(a)       That the overall report and the Council fund contingency sum as at 31^st March 2018 be noted;

(b)       That the final level of balances on the Housing Revenue Account as at 31^st March 2018 be noted; and

            (c)        That the carry forward requests be approved.

As detailed in the recommendations.

The Finance Manager presented the Capital Programme 2017/18 (Outturn) report which summarised the changes made to the Capital Programme during the last quarter of 2017/18.

            The total Capital Programme at outturn was £59.143m, a net decrease of £0.279m compared to month 9 (£59.422m).  The change was made up of the following:

·         Increases in the programme of £2.836m (Council Fund £2.159m, Housing Revenue Account £0.677m);

·         Offset by Carry Forward to 2018/19 of £1.289m approved by Cabinet at month 9; and

·         Offset by Carry Forward to 2018/19 of £1.826m of late Welsh Government (WG) grant funded expenditure.

Actual outturn was £57.380m which indicated an apparent underspend of £1.763m.  However, that entire amount was the subject for carry forward into 2018/19.

The outturn position on funding was an overspend of £0.068m against confirmed resources.  This was because the Council received late WG grant funding which was used, in part, to replace funding from revenue which created an underspend against revenue budget in 2017/18.  The Council would fund an equivalent amount of capital expenditure in 2018/19 from capital receipts.

RESOLVED:

(a)       That the overall report be approved; and

(b)       That the carry forward adjustments set out in the report be approved.

As detailed in the recommendations.

The Finance Manager introduced the Revenue Budget Monitoring 2018/19 (Interim) report which was the first monitoring report of 2018/19.  The report provided information on the progress of achieving planned efficiencies against the targets set and reported, by exception, on significant variances which could impact on the financial position in 2018/19.

            The initial net impact of the emerging risks and variances, as detailed in the report, was that expenditure was projected to be £1.619m lower than budget.  The figure included a one-off VAT rebate for £1.940m and an in-year underspend for Minimum Revenue Provision (MRP) for £1.400m.  Taking those into account the projected outturn was £1.721m greater than the budget. 

            Month 4 would be reported to Cabinet on 25^th September 2018 and would include further details.  This report highlighted the high level risks affecting financial projections that would need to be closely monitored throughout the year.

            The Chief Executive commented on Out of County Placements which was identified as a high risk of financial volatility and of the regional work that was being undertaken on that.  He also commented on the successful collective lobbying that had taken place by the local government community on the loss of grant funding of the Minority Ethnic Achievement Grant (MEAG) which had resulted in an announcement from Welsh Government (WG) of £1.2m nationally to mitigate the impact of the withdrawal in 2018/19.

RESOLVED:

(a)       That the report be noted; and

(b)       That a contribution from the Contingency Reserve of £0.058m to offset the funding reduction for the Minority Ethnic Achievement Grant (MEAG) be approved.

As detailed in the recommendation.

The Finance Manager introduced the Prudential Indicators – Actual 2017/18 report which provided details of the Council’s actual Prudential Indicators for 2017/18 compared with the estimates set for Prudence and Affordability.

            The Chief Executive thanked Paul Vaughan who had been a sound advisor to the Council whilst providing interim cover.

RESOLVED:

That the report be noted and approved.

As detailed in the recommendations.

Councillor Jones introduced the Care Leavers Discount Scheme report which identified areas of good practice within the Children’s commissioner for Wales’ report ‘Hidden Ambitions’.  The report looked at the support available to young people leaving care, in relation to housing, education and training opportunities and personal and emotional support.

            The report sought approval of a new financial policy for care leavers, and agreement to provide a discount of up to 100% from the payment of Council Tax to care leavers, aged between 18 and 25, who resided in Flintshire.

            Looked after children and care leavers were amongst the most vulnerable groups in society.  Outcomes could sometimes be poor and the Council had a responsibility to provide care leavers with the best future prospectus available as care leaver’s transition from local authority care into independent living.  Currently there were 75 Flintshire care leavers, 31 aged 16-18 and 44 aged 19-25.

            The introduction of a Council Tax Discretionary Scheme for care leavers would take effect from 1^st April 2018, or the date on which a care leaver’s liability to pay Council Tax first arose where that date was later than 1^st April 2018.

            The scheme would be administered in line with the policy framework appended to the report, which set out the guiding qualifying criteria for discounts of up to 100%.  The high level principles of the proposed scheme were outlined in the report.

            The cost of providing the scheme in 2019/20 would be built into future budget projections.  The total costs for both initiatives was anticipated to be £27k.

RESOLVED:

(a)       That the introduction of a Council Tax Discretionary Discount Scheme for eligible care leavers, to take effect from 1^st April 2018, be approved.  The aim is to provide discounts of up to 100% to care leavers who reside in Flintshire, up to the age of 25.   This Scheme includes all eligible care leavers living in Flintshire irrespective of care providing authority; and

(b)       That the new Financial Policy for care leavers and the production of user friendly information for care leavers to ensure they are clear about the financial support they are entitled to from the Council be supported.

As detailed in recommendations 1-3.  Recommendations 4 and 5 to be amended to read:

(4)       For the forthcoming academic year the Council applies its current transport policies in full and addresses the historic anomalies as set out in the report;

(5)       That the cost for concessionary bus passes for 2018/19 be £300 (option 2), as per the Environment Overview and Scrutiny Committee recommendation, with a review of the cost for subsequent years to be undertaken.

And an additional recommendation of:

(6)       That officers bring a further report on how to address the issue of sibling entitlement, as per the Environment Overview and Scrutiny Committee recommendation.

Councillor Thomas introduced the Outcome of Public Consultation on Public Transport and School Transport Anomalies report which provided details of existing subsidised bus routes and the outcome of the bus network review consultation exercise that had been undertaken to consider those services and deliver an affordable and sustainable public transport service in the future.  The report also provided details of the proposed way forward for dealing with historical non-statutory school transport arrangements and anomalies following a report which had been submitted to an all Member workshop in November 2017.  A report had also been submitted to a special Environment Overview and Scrutiny Committee on 12^th July.

            On the bus network review, Councillor Thomas explained that there had been a number of changes to the commercial bus network by bus operators which had impacted on communities and left potential gaps in service provision; this was not within the control of the Council.  However the Council had a statutory duty to keep the bus network under review and intervene if appropriate.

In order to deliver a more sustainable solution a fundamental review had been required.  During the consultation process four options were outlined to the public, elected Members and town and community councils.  They were:

·         Option1 – stop subsidising bus services completely;

·         Option 2 – do nothing and continue to support the existing subsidised routes in place as they were currently;

·         Option 3 – Support subsidised routes on the core bus network and implement alternative, sustainable local travel arrangements in communities not on the core network; and

·         Option 4 – Support subsidised routes on the core bus network and introduce a demand responsive service for communities not on the core network.

Elected Members and town and community councils predominantly supported option 3, with individual responses supporting option 2.  Option 3 was also the preferred option expressed by the Environment Overview and Scrutiny Committee.  Under that option, local travel arrangements on the non-core network were intended to be provided by smaller minibus vehicles. Those arrangements would operate in a similar way to conventional bus services with a scheduled timetable and fixed route.  However, the scheduled minibus services may not operate to the same frequency or level of service as provided by conventional bus services.  Proposed routes had been identified for the local travel arrangements and were appended to the report.

The school transport route optimisation and re-procurement exercise was completed in September 2017.  The exercise delivered maximum benefit by ensuring the most efficient use of vehicles and delivery of the most cost effective routes and vehicle capacity for the required number of eligible passengers.  As a consequence, a number of historical non-statutory transport arrangements were identified that were over and above the current Home to School Transport Policy and presented opportunities for alternative service delivery and potential efficiency savings.  The identified anomalies were detailed in an appendix to the report along with proposals on how each issue could be dealt with in turn.

Details of the concessionary fares were outlined in the  ...  view the full minutes text for item 217.

As detailed in the recommendations.

Councillor Thomas introduced the Environmental Enforcement report which sought approval to provide Kingdom with notice that the existing arrangements would end and a further report be brought back on the options available for the future provision of enforcement activities within the Council.

            A publicity campaign against Kingdom had grown significantly and an update report had been requested and submitted at a recent Environment Overview and Scrutiny Committee where it was recommended that the contracted arrangement with Kingdom should end and that all enforcement activity should in future be carried out by a direct delivery service model.

            Despite the fact that the vast majority of Fixed Penalty Notices (FPNs) issued by Kingdom on behalf of the Council had been paid and uncontested, there had been a number of high profile cases where the circumstances behind the issuing of tickets had been contentious.  Those small number of cases were undermining the reputation of the company and the Authority.   

The Highways Network Manager explained that a report would be submitted to Cabinet in September.  The Chief Executive said a shared service with other local authorities who were in a similar position could be explored.  It was important to maintain a zero tolerance approach and whichever service undertook the role they should be allowed to carry out their job.  Councillor Attridge supported this and said that since a zero tolerance approach had been adopted the improvement in town centres had been noticeable. 

Councillor Shotton said that work with neighbouring authorities needed to take place as soon as possible to explore a shared service to meet the concerns of the public and the comments made at the Environment Overview and Scrutiny Committee, which was supported.

RESOLVED:

(a)       That the Environment Overview and Scrutiny Committees recommendation that the current arrangement with Kingdom for the provision of low level environment enforcement, that it should end once an alternative delivery option can be established, be supported; and

(b)       That a further scoping report be submitted to Cabinet in September 2018 detailing the proposed delivery model for the service, once all of the available options have been assessed and a sustainable business model produced.  The report should also confirm the timelines for delivering the new operating model and a date for ending the current arrangement.

As detailed in the recommendation.

Councillor Attridge introduced the Housing Asset Management – Procurement for Voids and Repairs Support Service report which sought approval to procure a framework of contractors to support the internal repairs team to deliver the void (empty property) and repair service.

            The ‘Voids’ team utilised contractors for works to empty properties that was unable to be resourced or delivered via the Direct Work Force.  The Repairs and Maintenance team also utilised the contractors when works were either too large or complex to manage.

            The current schedule of rates was due to expire so a new contract needed to be prepared and tendered.

RESOLVED:

That the Housing Asset Management Team be approved to procure a framework of contractors, to support the Internal Repairs on Void and Repairs work, to Council owned properties.

As detailed in the recommendation.

Councillor Bithell introduced the Crumps Yard and Flint Landfill Solar Farms report which sought approval for the installation of ground mounted solar PV at both sites. 

The strategic case had provided evidence that the solar developments aligned with key Council, regional and national carbon reduction/economic growth policies and strategies and facilitate and contribute to the achievement of key goals and targets.  The financial modelling had shown that the projects were viable.

The outline business cases were attached as confidential appendices to the report.

RESOLVED:

(a)       That both Crumps Yard and Flint Landfill Solar Farm Outline Business Cases (OBC) be approved and authority be delegated to the Chief Officer (Planning, Environment and Economy) to lead the delivery of the projects;

(b)       That the Chief Officer (Planning, Environment and Economy) be authorised to establish a dedicated Project Board to monitor delivery of both projects;

(c)        That the Chief Officer (Planning, Environment and Economy) be authorised to submit the requisite planning applications relevant to the delivery of each project and to procure a contractor; and

(d)       That authority be delegated to the Chief Officer (Planning, Environment and Economy) in consultation with the Council’s Section 151 and Monitoring Officers, to engage external legal/technical/planning support, as required and that budget is allocated for this purpose.

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:-

Strategic Programmes

• County Hall Demolition, Relocation and Master Planning

The report recommends the sign off for the procurement of H Jenkinson and Company Limited to undertake the design of the décor of the interior office surroundings and layout and design of the workspace and work stations at Unity House.  Their bid was within the published budget for the scheme of £0.280m.  Cabinet previously agreed in March the business case for the move to Unity House.

Streetscene and Transportation

• The Flintshire County Council (Off Street Parking Places – Buckley) (Revocation) Order 201-

To advise Members of objections received following the advertisement of the Flintshire County Council (Off Street Parking Places – Buckley) (Revocation) Order 201.

• The Flintshire County Council (Off Street Parking Places – Connah’s Quay) (Revocation) Order 201-

To advise Members of an objection received following the advertisement of the Flintshire County Council (Off Street Parking Places – Connah’s Quay) (Revocation) Order 201.

• The Flintshire County Council (Off Street Parking Places – Holywell) (Revocation) Order 201-

To advise Members of objections received following the advertisement of the Flintshire County Council (Off Street Parking Places – Holywell) (Revocation) Order 201.

• The Flintshire County Council (Off Street Parking Places – Mold) (Revocation) Order 201-

To advise Members of an objection received following the advertisement of the Flintshire County Council (Off Street Parking Places – Mold) (Revocation) Order 201.

• The Flintshire County Council (Off Street Parking Places – Queensferry) (Revocation) Order 201-

To advise Members of an objection received following the advertisement of the Flintshire County Council (Off Street Parking Places – Queensferry) (Revocation) Order 201.

• The Flintshire County Council (Off Street Parking Places – Shotton) (Revocation) Order 201-

To advise Members of an objection received following the advertisement of the Flintshire County Council (Off Street Parking Places – Shotton) (Revocation) Order 201.

• The Flintshire County Council Fourth Avenue and Second Avenue, Deeside Industrial Park.  Proposed Prohibition of Waiting At Any Time

To advise Members of an objection received following the advertisement of the proposed No Waiting At Any Time restrictions on Second and Fourth Avenue, Deeside Industrial Park.

• The Flintshire County Council (Cefyn y Ddol, Maes Llwyfen and Maes Pinwybb, Ewloe) (Prohibition and Restriction of Waiting and Loading and Parking Places) (Civil Enforcement and Consolidation) (Amendment No. 11) Order 201-

To advise Members of an objection received following the advertisement of the proposed Prohibition and Restriction of Waiting and Loading and Parking Places Amendment No. 11 Order, which removes No Waiting At Any Time restrictions on Cefn y Ddol, Maes Llwyfen and Maes Pinwybb, Ewloe.

Housing and Assets

• Wood Farm, Sandy Lane, Kinnerton CH4 9BS – Deed of Variation

A Deed of Variation is to be made on the current Restrictive Covenant order to allow for an additional agriculturally tied dwelling at the property.

• Public Auction of Lot A, Bridge Farm, Green Lane, Sealand CH5 2LH

Sale of vacant agricultural holding in a  ...  view the full minutes text for item 221.

LOCAL GOVERNMENT (ACCESS TO INFORMATION) ACT 1985 – TO CONSIDER THE EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED:

That the press and public be excluded for the remainder of the meeting for the following items by virtue of exempt information under paragraph 16 of Part 4 of Schedule 12A of the Local Government Act 1972 (as amended).

As detailed in the recommendations.

Councillor Attridge introduced the Collection of Water Rates as Part of Council Rents report which detailed the assurances received from Counsel on the legal position for the Council on the receipt of commission to reflect the administration associated with the collection of water rates.

RESOLVED:

(a)       That the current service of billing and collection of water rates on behalf of the water suppliers continue;

(b)       That the legal advice from Counsel be noted, which confirms there are limited prospects of successful claims being made against the Council, despite the High Court ruling in the  Southwark case; and

(c)        That the 1.5% ‘early-bird’ payment discount from 2019/20 by virtue of the advice from Counsel be accepted.

There was 1 member of the press and no members of the public in attendance.