Agenda, decisions and minutes

To receive any declarations and advise Members accordingly.

            None.

To confirm as a correct record the minutes of the meeting held on 19^th November 2019.

The minutes of the meeting held on 19^th November 2019 were submitted and approved as a correct record. 

RESOLVED:

That the minutes be approved as a correct record.

To report on the outcome of the Provisional Local Government Settlement announced on 16^th December and the implications for Flintshire County Council.

To receive the report.

Councillor Roberts, on behalf of himself as Leader of the Council, the Chief Executive, the Cabinet Member for Finance and the Corporate Finance Manager, read out the following statement:

“Flintshire County Council welcomes the Provisional Local Government Settlement for 2020/21 announced yesterday. Whilst Flintshire continues to face financial risks, and we must continue with our strong financial stewardship of the Authority, this Settlement is an important first step towards ending a decade of punitive budget settlements for local government.

Flintshire welcomes the renewed central-local government relationship in Wales – one based on mutual trust and respect. The voice of local government – and the communities we represent - is once again being heard. The case for improved funding for schools, social care and other essential local public services has been won.

Under this Settlement Flintshire will receive an additional £10.406M of Aggregate External Finance (AEF) in 2020/21. This is an uplift of 3.7% on the previous year’s Settlement. Having allowed for the significant additional costs of teachers’ pay and teachers’ pensions employer contributions - which total £3.76M – we will have £6.54M of new funds to help towards balancing our budget for 2020/21. We will also see uplifts in some of the specific grants we receive for key services such as social care and education.

The budget gap to be bridged for 2020/21 – as reported at our Council meeting last week – stood at around £15.630M. We had already achieved £8.164M of efficiencies and new income to contribute to the gap at the first stage of budget planning work. Once we take into account the new funds of £6.54M, and complete our second stage work on the final efficiency options, we are confident that we will be in a position to set a legal and balanced budget. As part of this balancing act we aim to set some funds aside to protect us against some of the ongoing cost pressures which could otherwise upset our budget in-year.

This is a significant achievement given the position of risk the Council has been in for so long. We have stood our ground on protecting local services and local jobs, and have been one of the most vocal councils in pressing the case for an end to austerity.

We have been particularly concerned at the financial sustainability of our local schools. Whilst we have avoided making the cuts to delegated schools budgets that some other councils have been forced to make, we have been very aware that if schools were to have to share the costs of increases in teachers’ pay and employer pensions contributions then some might soon reach breaking-point. We are relieved to be able to confirm that schools will be shielded from these cost pressures, and will have small uplifts in their budgets for utilities and other costs. We now wish to plan ahead so that schools might see some growth in their budgets in future years. We are very mindful that the amount we spend per pupil in  ...  view the full minutes text for item 107.

As detailed in the recommendations.

Councillor Roberts introduced the Council’s Response to the Challenge of Climate Change and the Achievement of Carbon Neutrality by 2030 report and said the Council had a longstanding commitment to protecting the environment. Action plans had been in place for some years to reduce the Council’s ‘carbon footprint’ as part of that commitment.

            As part of the international campaign to do more, and in support of the Welsh Government (WG) challenge for the public sector to be carbon neutral by 2030, the Council was reviewing its plan with some urgency, with the following planned for 2020:

·         Develop the third and fourth solar parks;

·         Look into building a new waste transfer station in Buckley powered by renewable energy to further increase recycling rates and divert more material away from landfill;

·         Continue to ensure the Council’s fleet of vehicles was ‘green’;

·         Continue the installation of a network of charging points for electric vehicles across the County;

·         Continue to invest in energy efficiency measure across all of the Council’s buildings;

·         Calculate the Council’s complete carbon footprint to enable prioritisation of short, medium and long term actions to reduce it further;

·         Working with WG and Transport for Wales, the Council will develop multi model transport solutions of railway, bus and cycle ways, along with Park and Ride facilities; and

·         Implement a 15 year Urban and Woodland tree strategy to increase tree cover across the County by 4% by 2033.

Flintshire was in a good position to achieve carbon neutrality by 2030 and he asked for the support of the public to help in achieving the outlined aims.

The Chief Officer (Planning, Environment and Economy) commented on the importance of the 12 areas, which were outlined in the report, which would help to shape the Council’s response to WG’s challenge, and the Council was making progress in the bulk of those areas.

All Members welcomed the report, commenting on the importance of working with public sector organisations and the need for monitoring the levels of carbon reduction.  They thanked all officers involved in the work undertaken so far.

RESOLVED:

(a)       That the establishment of a Response to Climate Change Strategy Board be supported;

(b)       That the recruitment of a Programme Manager to coordinate the Council’s response to Climate Change be supported;

(c)        That the progress undertaken so far to reduce the Council’s carbon footprint be supported; and

(d)       That a public statement of commitment and intent on the Council’s position, activities to date and intended actions, e.g. carbon reduction, plastics reduction, renewable energy, greening be issued.

As detailed in the recommendations.

            Councillor Thomas introduced the Outcome of the Waste Strategy Review Consultation Process report which provided feedback from a consultation exercise and made recommendations on the future recycling and waste service provision in the County.

            The current recycling performance of 69.16% was to be celebrated but without operational and policy change, it was likely that performance would now stabilise and any future improvements in performance would become difficult to achieve. 

Whilst the current waste strategy did not come to an end until 2025, the target set within that was 70% and had already almost been achieved.  It was important that the Council planned for the future, considering what more could be done to increase recycling rates still further. 

            The consultation received 8,770 responses which predominantly took the format of tick box responses to set questions, however 3,036 individual comments were also received.  A summary of the responses to each of the fixed questions was appended to the report.  Additional comments had been collated into the following categories:

• Feedback on the current service provision;
• Confusion regarding what could/could not be recycled;
• Suggestions for a single bin for all recycling;
• Concern of increased fly-tipping with less frequent collections;
• Larger families would struggle with less frequent collections; and
• Paying more Council Tax for less services.

Following the consultation, the recommendations were:

1.    Not to progress with less frequent black bin collection at this time – to be reviewed in 12 months;

2.    Increased enforcement to those not recycling their waste;

3.    Improved education and information;

4.    Absorbent Hygiene Product (AHP) – Nappy Collections;

5.    A full review of waste rounds to be undertaken; and

6.    Cardboard and paper to be collected separately at the kerbside.

Councillor Roberts thanked the public for their help in reaching the current recycling rates; Flintshire was the 3^rd best in Wales, and Wales was 3^rd best in the world.

The Chief Officer (Streetscene and Transportation) said the report had been submitted to Environment Overview and Scrutiny Committee where they reviewed the consultation responses in detail, and recommended the proposals outlined above to Cabinet.  They also requested that in the New Year a document be prepared for publishing on the Council’s website to address each of the individual comments made during the consultation.

RESOLVED:

(a)       That the responses to the public consultation exercise on the Council’s Waste Strategy be noted; and

(b)       That the recommendations on the future of the recycling and waste collection service be approved.

As detailed in the recommendation.

                         Councillor Thomas introduced the Initial Roll-Out of Electric Vehicle Charging Points in Flintshire report which sought approval to fund eight Electric Charging Points (ECPs) priority sites which had been identified as a result of a recent feasibility study.

                        Following the award of successful grant funding in 2018, the study was undertaken to identify:

• The most suitable locations for ECP installations;
• The associated costs and options for on-going delivery at each location; and
• The management and demand for ECPs in rural areas.

As a result of the assessment process, the 8 sites detailed in the report were identified as immediate priorities.  The type of charging point at each location would take into consideration the individual nature of the likely usage.

The Council would bid for funding via the ‘Office for Low Emission Vehicles’ (OLEV) which allowed local authorities to receive funding towards the costs of installing on-street residential charge points for plug-in electric vehicles. The grant scheme would cover up to 75% of capital cost of procuring and installing the charge-point with the remaining 25% being funded via individual councils.

            RESOLVED:

            That a bid for Welsh Government capital funding to install Electric Charging Points at 8 priority locations, which have been identified as a result of the County-wide feasibility study, be approved.

As detailed in the recommendations.

Councillor Thomas introduced the Proposals for Infrastructure Improvements at Standard Yard Waste Transfer Station (WTS) report which outlined the proposals for funding the development of the WTS, and sought approval to progress with the project.

            An opportunity had arisen for the site to be extended to enable the WTS to operate under cover on one single site and to increase the size of the site, which would enable future growth and capacity, as well as improve efficiency and environmental compliance on site.  In turn, the new facility would enable the Council to deliver an increase in recycling rates, reduce material contamination and increase the quality of the recyclable materials, thereby maximising potential income for recyclable materials for the Council.

RESOLVED:

(a)       That the proposals for developing the Standard Yard Waste Transfer Station be noted; and

(b)       That the proposed funding bids and investment required for the improvements to Standard Yard Waste Transfer Station be approved.

As detailed in the recommendation.

Councillor Thomas introduced the Review of Environmental Enforcement Policy report, which provided a policy that had been reviewed to reflect the various changes, both to legislation and portfolio operating arrangements, since the policy was approved in 2013.

            The main focus areas of the policy included:

·         Littering;

·         Waste management – including side waste enforcement and the appropriate use of the waste collection containers and returning bins after collections had been made;

·         Commercial waste disposal;

·         Fly tipping;

·         Graffiti;

·         Fly posting;

·         Dog control orders;

·         Stray dogs;

·         Sites detrimental to the local amenity of an area;

·         Statutory public health notices;

·         Drinking control areas

·         Abandoned vehicles

·         Abandoned supermarket trolleys

·         Obstruction on the public highway and right of way network;

·         Mud or other obstruction on the public highway; and

·         On-street and off-street parking offences.

            RESOLVED:

That the revisions to the Council’s Environmental Enforcement Policy be approved.

As detailed in the recommendation.

Councillor Thomas introduced the Review of Streetlighting Policy report which highlighted the need for a further review in response to a number of significant developments in the service, particularly in terms of energy saving options and the consequential improvements in the efficiency of the electrical equipment used on the network.

The Chief Officer (Streetscene and Transportation) explained that the main changes related to evening inspections; scheduled inspections; and electrical testing, full details of which were in the report.

RESOLVED:

            That the revised Streetlighting Policy be approved.

As detailed in the recommendation.

                        Councillor Roberts introduced the Estyn Post Inspection Action Plan report which recommended the draft action plan for approval.

                        The recommendations had been collated and would sit as part of the Council Plan and the Education and Youth Business Plan.  Progress on those recommendations would be monitoring monthly and would be reported regularly to Cabinet and Education and Youth Overview and Scrutiny Committee.

RESOLVED:

            That the draft post inspection action plan be received as final.

As detailed in the recommendation.

                        Councillor Hughes introduced the Homeless Update on Regional Homeless Strategy and Local Action Plan report which explained that the Homelessness Strategy objectives were to prevent homelessness and ensure suitable accommodation, and that satisfactory support was available for those who were homeless. 

                        The North Wales region had agreed to the common themes of People, Homes and Services.  Each Council had developed its own local action plan based on the themes within the regional strategy but which reflected local priorities.  The local plan in Flintshire had identified priority actions to tackle and prevent homelessness in the County and was broken down into three main themes:

1. People – youth homelessness, rough sleepers, complex needs and prison leavers;
2. Homes – housing first, improved access to accommodation supply and temporary accommodation; and
3. Services – prevention/intervention, welfare reform and health.

There was a full review of temporary accommodation used by the Housing Solutions Team for homeless being undertaken with findings to be concluded by the end of December 2019.

A key document, which was appended to the report, was the Severe Weather Emergency Protocol (SWEP) Provision in Flintshire. It explained that in order to minimise the risk to rough sleepers, where possible, accommodation would be provided during times of adverse weather or other exceptional and extreme circumstances.  SEWP had been used over recent days and would be used again that evening, with the Chief Officer (Housing and Assets) and his officers operating the provision.  The accommodation being used by the authority was temporary but there were plans to make it a permanent facility.  Members thanked the Chief Officer and his team for all of their work on this.

The Chief Executive commented on the previous permanent shelter which had been removed by a landlord, which had resulted in intervention from the Council, who had responded to the situation quickly and were looking to regularise the situation.  He also thanked the Chief Officer and his team for their help with the intervention and the ongoing provision.

Members commented on the fact that if help was refused, the homeless could not be forced to engage with the services being offered to them.

RESOLVED:

            That the updates provided against the Local Action Plan for Homelessness be supported.

As detailed in the recommendation.

            Councillor Hughes introduced the North East Wales (NEW) Homes Business Plan 2019/2048 report which set out key elements of the company's proposed Development Strategy to increase the number of Affordable Rent Properties delivered over the next three years, by 207 units.  This would increase the total number of properties managed by NEW Homes to 309.

                        There was an obligation on NEW Homes to seek Cabinet approval on any Business Plan that provides the strategic objectives of the company.

                        Details were provided on the good overall progress of the Strategic Housing and Regeneration Programme (SHARP), with Members welcoming the mix of tenure.

RESOLVED:

            That the progress made through the delivery of the North East Wales (NEW) Homes Business Plan 2019/2048 be noted.

As detailed in the recommendations.

                        The Corporate Finance Manager introduced the Revenue Budget Monitoring 2019/20 (Month 7) report which provided the latest detailed revenue budget monitoring position for 2019/20 for the Council Fund and the Housing Revenue Account for the financial year and presented the position, based on actual income and expenditure, as at Month 7.  The report projected how the budget would stand at the close of the financial year if all things remained unchanged.

                        The projected year end position, without new actions to reduce cost pressures and/or improve the financial return on efficiency planning and cost control was:

            Council Fund

• An operating deficit of £2.193m which was a favourable movement of £0.505m from the deficit figure of £2.698m reported at Month 6; and
• A projected contingency reserve balance as at 31^st March 2020 of £2.676m.

Housing Revenue Account

• Net in-year revenue expenditure forecast to be £0.022m higher than budget which was a negative movement of £0.012m from the deficit figure of £0.010m reported at Month 6; and
• A projected closing balance as at 31^st March 2020 of £1.301m.

As previously reported, and to assist with mitigating the overall projected overspend, the following measure were introduced from Month 6:

1.    All non-essential spend be reviewed and challenged with a view to ceasing/delaying where able; and

2.    Further portfolio management team challenge of recruitment to vacancies i.e. ceasing/delaying.

At Month 6, this had resulted in identifying a one-off delay in spend of -£0.530 which helped to reduce the overall financial overspend position.  Further reduction in the overall financial position at Month 7 had been achieved through commitment challenge and delaying recruitment.  Engagement with budget holders and finance teams had been positive so far, and work would continue into Month 8 and beyond with the same rigour and challenge in an attempt to further improve the overall position.

The Corporate Finance Manager also provided details on the projected position by portfolio; tracking of in-year risks and emerging issues; achievement of planned in-year efficiencies; other in-year issues; MTFS impact and risks; reserves and balances and earmarked reserves.

The report had been considered at Corporate Resources Overview and Scrutiny Committee the previous week and no specific issues had been raised.

The Chief Officer (Governance) said that an update would be provided the following month of the possible contributions to the budget following a review of the single person discount in relation to Council Tax.

RESOLVED:

(a)       That the overall report and the projected Council Fund contingency sum as at 31^st March 2020 be noted; and

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

As detailed in the recommendations.

                        Councillor Jones introduced the Council Tax Discount Scheme for Foster Carers report which set out the Council’s approach for awarding Discretionary Council Tax Discounts for Local Foster Carers.

The introduction of the scheme formed part of the Council Plan for 2019/2023 and a strategy to enhance fostering service models by improving local placements for children whose families were unable to look after them.

                        One of the key objectives was to ensure there was a sufficient and resilient provision of in-house Foster Carers to provide care for local children and offering a Council Tax Discretionary Discount scheme, from April 2020, would form a key part of a wider package of support for in-house Foster Carers.

The Chief Officer (Social Services) explained that the initial cost of offering 50% discount to Local Authority Foster Carers would equate to £92k per annum, but that could be recouped if only three children were placed with in-house carers for a 12 month period rather than external fostering agencies.

Councillor Bithell, as Chair of the Children’s Services Forum, emphasised the importance of the work undertaken by Foster Carers and he welcomed the initiative.

RESOLVED:

(a)       That the introduction of the Council Tax Discretionary Discount scheme for Local Authority Foster Carers, to take effect from April 2020, be approved; and

(b)       That the Policy Framework, as contained in the appendix to the report, which sets out the Council’s approach to the award of discretionary Council Tax discounts for Local Authority Foster Carers, be approved.

As detailed in the recommendation.

                        Councillor Banks introduced the Treasury Management Mid-Year Review 2019/20 report which presented the information for approval and recommendation to Council. 

The report had been considered by Audit Committee on 18^th November where it was supported.

RESOLVED:

            That the Treasury Management Mid-Year Report 2019/20 be approved and recommended to Council.

As detailed in the recommendation.

                        Councillor Thomas introduced the Short Stay Car Parking in Buckley report which sought consideration of the half hour free parking in Brunswick Road Car Park being increased to one hour, to allow shoppers more time to make use of town centre facilities and support local businesses, with the Town Council subsidising the cost of the additional free period.

RESOLVED:

            That increasing the free short stay parking time limit from half an hour to an hour in Brunswick Road Car Park, Buckley, with financial support from Buckley Town Council for the lost revenue, be approved.

As detailed in the recommendations.

                        Councillor Roberts introduced the School Modernisation – School Standards and Organisation Act 2018 – Lixwm School Re-designation report which sought approval for Lixwm School to become a Voluntary Aided school.

                        Since the Cabinet decision not to proceed with the amalgamation of Brynford CP School and Lixwm CP School in June 2018, the Governing Body of Lixwm CP School and education officers from the Anglican Diocese of the Church in Wales had been in proactive discussions to strengthen the existing relationship between the school and the Anglican Church, with a long term ambition to pursue a federation with a local school of the same designation.  However, a statutory process had to be followed and consultation needed to be conducted under the School Standards and Organisation (Wales) Act.

                        The Chief Officer (Education and Youth) explained that the formal consultation period ran from 26^th September 2019 and closed on 11^th November 2019 and copies of the consultation responses was appended to the report, with 35 respondents (97%) in favour of the proposal, and 1 (3%) opposed to the proposal.  The Diocese of St Asaph, the local Member and the Chairs of Governors of both Lixwm CP and Caerwys VA Schools had all responded positively to the proposals, with their responses also being appended to the report.

                        Councillor Roberts and the Chief Officer thanked the Governors and the Headteacher for working with the Council and wished them every success.

RESOLVED:

(a)       That the responses received during the statutory consultation period, and the evidence and analysis provided by officers contained within the consultation report, be considered; and

(b)       That the next stage of the statutory proposals to re-designate Lixwm County Primary Schools to a Voluntary Aided Schools be approved.

As detailed in the recommendation.

                        Councillor Jones introduced the Progress Report on Flintshire Micro-Care Pilot report and explained that, following a feasibility study, the Council had established a pilot Micro-care enterprise project to innovatively tackle the problem of the supply of care.  The Council had been successful in bidding for funding from both Cadwyn Clwyd and the Welsh Government (WG) to support the implementation of the project.

                        Micro-care enterprises were defined as small companies with 5 employees, many of which were sole traders, providing care-related services to the citizens of Flintshire.  The pilot would run until June 2021 and together with Social Firms Wales, Wales Co-operative and other stakeholders would support the development of new Micro-care enterprises in Flintshire. 

The Chief Officer (Social Services) said this was one of the first pilots of its type in Wales and positive risk-taking and innovation were essential to enable the pilot to succeed. 

The growth of Micro-care could divert crisis in the care sector as a preventative measure, whilst delivering care which was efficient, effective and person centred.  The project would provide opportunities to build resilience in communities through developing local, bespoke solutions to peoples care needs.

RESOLVED:

That the progress made to date be noted.

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:-

Housing and Assets

• Transfer of 4 No. Properties at Mayfield Park, Saltney CH4 8FA

Edwards Homes covenant to transfer the properties for £1.00 each to the Council or to a company wholly owned by the Council, any such company having agreed with the Council to use the Affordable Dwellings as Affordable Housing.

• Council Rent – Application to Write Off Tenancy Arrears

Financial Procedure Rules (section 5.2) stipulates that individual bad debt and irrecoverable debts in excess of £5,000 are considered for write off in conjunction with the relevant Cabinet Member.

The decision to write off is in respect of one tenant who is subject to a Debt Relief Order (DRO).  Rent arrears of £6,034.74 are included in the DRO which are now irrecoverable as a result of the award of the DRO.

• Council Housing Rent – Write Off Tenancy Arrears

Financial Procedural Rules (section 5.2) stipulates that individual bad debt and irrecoverable debts in excess of £5,000 are considered for write off in conjunction with the relevant Cabinet Member.

The decision to write off is in respect of three former tenancies arrears who were evicted for non-payment.  The combined rent arrears subject to write off are of £22,873.35.

• Council Housing Rent – Write Off Tenancy Arrears

Financial Procedure Rules (section 5.2) stipulates that individual bad debt and irrecoverable debts in excess of £5,000 are considered for write off in conjunction with the relevant Cabinet Member.

The decision to write off is in respect of one tenancy arrear of £8,173.60 for non-payment.  The tenancy is managed as a shared ownership property.

• Council Rent – Application to Write Off Tenancy Arrears

Financial Procedure Rules (section 5.2) stipulates that individual bad and irrecoverable debts in excess of £5,000 are considered for write off in conjunction with the relevant Cabinet Member.

The decision to write off is in respect of one tenant who is subject to a Debt Relief Order (DRO).  Rent arrears of £5,543.71 are included in the DRO which are now irrecoverable as a result of the award of the DRO.

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(s) 14 and 15 of Part 4 of Schedule 12A of the Local Government Act 1972 (as amended).

As detailed in the recommendations.

The Chief Executive introduced the Theatr Clwyd Trust Model Transition Stage Update report which provided details on progress to date. 

A final decision on making a transfer would need to be made by mid-2020 to allow sufficient time for transitional planning.

RESOLVED:

(a)       That Cabinet be assured of progress to secure transition to an independent trust model for Theatr Clwyd, in the form of a company limited by guarantee with charitable status, for 1^st April 2021; and

(b)       That a final decision on a transfer will be made in 2020 – based on a full and final due diligence report.

As detailed in the recommendations.

                        Councillor Bithell introduced the Final Business Case for Flint Landfill and Crumps Yard Solar PV Schemes report which set out the strategic alignment of the project as well as detailing the financial and non-financial benefits of the scheme.

                        It also provided an update on the outcome of the procurement of a construction contractor and the proposed strategy for selling and utilising the generated electricity.

RESOLVED:

(a)       That the Final Business Case for the solar PV schemes at Flint Landfill and Crumps Yard be approved;

(b)       That the appointment of a construction contractor be approved; and

(c)        That the use of unspent capital from the Brookhill and Standard solar PV Project be approved for use on the Flint Landfill and Crumps Yard Project.

RESOLVED:

That the appendix be noted.

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