Agenda, decisions and minutes

To receive any declarations and advise Members accordingly.

None received.

To confirm as a correct record the minutes of the meeting held on 19 January, 2021

The minutes of the meeting held on 19^th January 2021 were submitted and confirmed as a correct. 

RESOLVED:

That the minutes of the meeting be approved as a correct record.

As detailed in the recommendations.

The Chief Executive introduced the report and explained that the full reports on the previous stages of the budget setting process for 2021/22 were appended to the report.

            In January Cabinet had set an upper minimum budget additional requirement for 2021/22 of £16.750m and a lower minimum budget requirement of £13.873m.  The upper figure included provision for national pay awards at 2% across the board, and the lower figure made no provision for pay.  The lower figure was being used for the purposes of balancing the budget as there was no provision within the UK Government budget statement for any public sector annual pay awards with the exception of pay awards for employees with salaries of under £24k per annum.  As a consequence of that, Welsh Government (WG) had received no uplift in funding to support any annual pay awards for local government employees and teachers.

            Cabinet in January also considered the issues which remained to be closed as part of the budget-setting process.  This report recommended solutions to all of those issues and set out recommendations for the Council to be able to reach a legal and balanced budget.

            The formal response of the Council to the WG consultation on the Provisional Local Government Settlement 2021/22 was appended to the report.  The response fully took into account the views expressed by Cabinet as a collective and those of the body of elected Members.

            The report also set out the Council Tax resolution for setting taxation levels for 2021/22.  A formal resolution was proposed for Council later that day as notification of the precepts of the Police and Crime Commissioner and all Town and Community Councils within Flintshire had been received. Council had set a clear direction to keep the increase of Council Tax to below 5%.  The budget proposals included an overall increase of 3.95% to meet the budget requirement, which comprised 3.45% for Council budgets and 0.5% as regional contributions to the North Wales Fire and Rescue Authority, North Wales Economic Ambition Board and the Coroners Service. This equated to a weekly increase of £1.32.

            The report included tables, and commentary, on the following:

·         Table 1: Revised Minimum Additional Budget Requirement 2021/22;

·         Table 2: Proposed Budget Solutions 2021/22;

·         Table 3: Proposed Budget 2021/22; and

·         Table 4: Medium Term Forecast 2022/23 – 2023/24

Corporate Resources Overview and Scrutiny Committee had received the report on 11^th February 2021 where it was unanimously supported.

A presentation was delivered by the Chief Executive and the Corporate Finance Manager which supported the report.  A key slide showed a summary of proposed solutions which showed the revised budget requirement and how this could be brought down to £0.000m based on the following:

·         Provisional Settlement Uplift;

·         Corporate Efficiencies;

·         Social Care Workforce Grant;

·         Council Tax; and

·         Reduction to Contribution to Reserves.

Flintshire’s Band D charge was proposed at 3.95%, which was a difference of -0.20% on the Wales average, and -1.04 of English Council average.

The Corporate Finance Manager provided details of the open risks  ...  view the full minutes text for item 91.

As detailed in the recommendations.

Councillor Hughes introduced the report which sought approval of the Housing Revenue Account (HRA) 30 year Financial Business Plan and the HRA Budget for 2021/22.

The Housing Revenue Account was required to produce a 30 year Business Plan which set the strategic context for the 2021/22 budget for housing and included:

• Ensuring affordability for our tenants was at the core of our considerations;
• Our service costs were efficient and value for money;
• That the treasury management strategy continued to meet the HRA new and ongoing borrowing requirements;
• A balanced budget was set with a minimum of 4% surplus revenue over expenditure;
• Maximise revenue efficiencies to minimise borrowing;
• Continue to deliver new build Council Housing;
• Maintain the drive to ensure homes were energy efficient; and
• Provide adequate capital to maintain Welsh Housing Quality Standards (WHQS) levels.

Welsh Governments (WG) Rent Policy had been set for 5 years commencing 2020/21 and provided for an annual uplift of CPI+1%.  It was therefore proposed to apply an overall uplift of 0.68% to all tenants and in addition apply a transitional uplift of £2 to tenants who paid at least £3 under target rent.

Garage rents were proposed to increase by £0.20 a week taking garage rent per week to £10.03 and garage plot rent would increase £0.03 per week taking plot rent to £1.63 per week.

On service charges, it was proposed to delay the final increase and freeze service charges in the next financial year.  The aim of that course of action was to protect tenants who may be experiencing financial difficultly as a result of the pandemic as well as undertaking further work to ensure those services currently subject to service charges were of a high standard and represented value for money.

The capital programme for the next financial year would see the Strategic Housing and Regeneration Programme (SHARP) deliver a total of 71 new homes into the HRA and continue the work to deliver the WHQS which in the main would focus on external work to roofs, windows, doors and environmental works, and to improve parking for tenants.  The new build and refurbishment programmes would therefore see investment of nearly £35M in the existing and new homes.

The Housing Service continued to perform well in what had been a very challenging year and Councillor Hughes thanked the workforce for their continuing hard work and the tenants for their ongoing support.

            The Chief Officer (Housing and Assets) explained that the report had been submitted to the Tenants Federation on 8^th February where it had received full support.

RESOLVED:

(a)       That the Housing Revenue Account (HRA) budget for 2021/22 as set out in the appendices to be report be approved;

(b)       That the rent increase of up to 0.69% (plus up to £2) be approved;

(c)        That a garage rent increase of £0.20 per week and a garage plot increase of £0.03 per week be approved;

(d)       That the freezing for one year an increase in Service Charge recovery be approved;  ...  view the full minutes text for item 92.

As detailed in the recommendations.

Councillor Hughes introduced the report which provided an update on the progress of the Strategic Housing and Regeneration Programme (SHARP) housebuilding programme for Social, Affordable Rent and Shared Equity properties.

            The report also set out changes in housing need, and the rationale for reviewing and revising the tenure types for future property development.  The report also covered the complementary delivery routes being actively pursued alongside North East Wales (NEW) Homes including the acquisition of Section 106 properties, Design and Build Packages and the availability of the Housing Construction North and Mid-Wales Framework Agreement.

Flintshire was one of the first local authorities in Wales to start building social and affordable housing through its Strategic Housing and Regeneration Programme (SHARP) with the aim of delivering up to 500 new Council Social Rented and Affordable Rented properties over a five year period, along with a number of broader economic and regeneration strategic priorities.

The Council was in the process of delivering 447 new homes into Flintshire, in addition it hasd also delivered a further 148 new homes outside of the SHARP, which was a significant achievement and had created additional capacity within the housing market.

The build programmes were driven through housing need and currently on the SARTH register there were approximately 1,900 households with areas of highest demand being in Mold, Mynydd Isa, Buckley, Connahs Quay, Flint, Queensferry and Shotton. 

Tia Teg managed the Affordable Housing Register on behalf of the Council and there were currently 120 applicants registered for purchase and 216 registered for rent.  The specialist housing register had a total of 54 households currently on the register with 47 needing adapted properties and seven requiring properties with four bedrooms or more.

In relation to the Welsh Government (WG) Land Release Fund, the Council had been successful in its application for funding totalling £213,000 relating to two sites in Connah’s Quay which were currently stalled sites.  Desk top studies and Ground investigation work were currently in progress to establish if those sites would be viable.

The Housing Programme Team had been developing a regional housebuilding framework and sought to deliver future new housing through the regional Welsh construction companies.  The tender process had been completed and the Council was engaging with companies and discussing the future pipeline of projects.

There was an annual budget of £121,000 for investigation and feasibility studies in the SHARP and the report sought to utilise this to assist in bringing forward schemes using the new construction framework.

The Chief Officer (Housing and Assets) commented on the achievement of the delivery of the number of units to date.

            Members welcomed the report and commented on the result of the housing ballot undertaken in 2012 being the right outcome, which this report was proof of.

RESOLVED:

(a)       That the progress with the Strategic Housing and Regeneration Programme be noted;

(b)       That the use of delivery routes for new social and affordable rent homes including the Housing Construction North and Mid-Wales Framework Agreement be approved; and

(c)  ...  view the full minutes text for item 93.

As detailed in the recommendations.

Councillor Mullin introduced the report which presented the annual Strategic Equality Plan (SEP) Annual Report 2019/20, which was appended to the report.

            The Council published its equality objectives and four year SEP in April 2016, to meet the requirements of the Public Sector Equality Duties (PSED) as set out in the Equality Act 2010.  The aim of the equality objectives was to address the most significant issues and areas of inequality that faced people from the protected groups (people sharing one or more protected characteristic age, disability, gender realignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation).

            The Strategic Policy Advisor explained that the Equality Act 2010 specific duties Wales required an annual report on progress on meeting the PSED, and to achieving the objectives set out in the SEP, be published by 31^st March each year.  The report highlighted the Council’s progress on implementing the SEP and meeting the equality objectives during 2019/20.

In response to a question from Councillor Jones, the Strategic Policy Advisor said that details from the lesbian, gay, bisexual and transgender (LGBT) community and the armed forces would be fed into the Armed Forces Covenant. 

Councillor Bithell commented on hate crime and stressed the importance of national government leading on the management of it, particularly on social media.

            RESOLVED:

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

meet the statutory duties; and

            (b)       That the progress made against the Strategic Equality Plan 2019/20, prior to

publication of the annual report on the Council website, be endorsed.

As detailed in the recommendations.

Councillor Butler introduced the report and explained that Shotton was one of the largest towns in Flintshire with good local facilities and excellent transport links to the local and regional bus, rail, active travel and highway networks.  There were also many areas within the town that had significant potential for development opportunities.

            Over the past few years, the Council and local Members had received a growing number of concerns and complaints about antisocial behaviour and other environmental issues which, if left unchecked, would blight the area and undermine local efforts to keep the town clean and tidy and ensure that it remained a place where people wanted to live, visit and work.

            In order to deal with those issues and maximise the positives and potential opportunities for the town, the development of a Multi-Agency Steering Group had been established to develop and oversee the delivery of a Shotton Master Plan.  The plan would bring the right people together with the aim of regenerating and delivering the required improvements to the town centre and surrounding area to help ensure the town could fulfil its true potential.

            Councillor Roberts welcomed the report and expressed his support for the master plan for Shotton, which was a key community at the heart of Deeside with many transport advantages.  There was a need to ensure work progressed in town centres and in communities.  He referred to the considerable work that had been undertaken to regenerate Holywell town centre, the work that was underway in Buckley to regenerate that town and work ongoing on the Flint master plan.  He said work needed to be aspirational whilst being realistic.  The local Members were fully supportive of the master plan.

            There was a multi-agency approach to the master plan and it would be beneficial to have schemes ready to commence for when funding became available.

            Members welcomed the report, in particular the multi-agency work that would take place to ensure the best outcome for the town.

RESOLVED:

(a)       That the development of a Master Plan for the Shotton area be approved;

(b)       That a further report seeking approval of the Master Plan be submitted to Cabinet for approval in July 2021.

As detailed in the recommendation.

Councillor Mullin introduced the report and explained that the Annual Audit Summary was in place of the Annual Improvement Report (AIR) and the Annual Audit Letter.  The report summarised the audit and regulatory work undertaken at the Council by Audit Wales since the last report was published in July 2019.

Overall the Auditor General for Wales had reached a positive conclusion: “The Auditor General certified that the Council has met its legal duties for improvement planning and reporting and believes that it is likely to meet the requirements of the Local Government (Wales) Measure 2009 during 2020/21”.

The Chief Executive added that no formal recommendations had been made during the year.

There were a number of new proposals for improvement and proposals of development arising from the reviews undertaken by Audit Wales.  The Auditor General gave an unqualified true and fair opinion on the Council’s financial statements on 14^th September 2020, in line with the statutory deadline.

The report had been submitted to Corporate Resources Overview and Scrutiny Committee and Audit Committee and no specific comments were made.

Councillor Bithell queried why there was no comment in the report on Out of County placements as this was not a sustainable financial position.  If it was referenced in the report of the Auditor General it could help to raise the issues being faced with Welsh Government (WG).  The Chief Executive explained that the report focussed on technical financial strategy.  Audit Wales was aware of the pressures with Out of County placements and he would make enquires as to what was on their forward work plan for their future consideration. 

RESOLVED:

That Cabinet be assured by the Auditor General for Wales’ Annual Audit Summary Report for 2019/20.

As detailed in the recommendations.

Councillor Banks introduced the report which provided the latest detailed revenue budget monitoring position for the Council Fund and Housing Revenue Account for the financial year, and presented the position based on actual income and expenditure, as at Month 9.  The report projected how the budget would stand at the close of the financial year if all things remained largely unchanged.  It also took into account the latest positon on Welsh Government (WG) Emergency Grant Funding announcements.

            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 surplus of £0.372m (excluding the impact of the pay award which would be met by reserves), which was a favourable movement of £0.102m from the surplus figure of £0.270m reported at Month 8.

·         A projected contingency reserve balance as at 31^st March 2021 of £1.787m.

Housing Revenue Account

·         Net in-year revenue expenditure forecast to be £1.641m lower than budget.

·         A projected closing balance as at 31^st March 2021 of £3.814m.

The Corporate Finance Manager provided details on the projected position, the projected position by portfolio, significant movements from Month 8, open risks, new emerging risks, achievements of planned in-year efficiencies, carry forward requests and reserves and balances.

The level of Council Fund Contingency Reserve brought forward into 2020/21 was £2.370m as detailed in the 2019/20 outturn report.  This was the amount available for general purposed following the set-aside of £3m for Emergency Funding.  Taking this into account, and the current projected underspend at this stage, and previously agreed allocations, the balance on the Contingency Reserve at 31^st March 2021 was projected to be £1.787m as detailed in Appendix 4 to the report.  This assumed that the projected underspend of £0.372m increased the overall Reserve. 

The £3m emergency ring-fenced fund would have an amount of £2.377m remaining after allowing for currently known ineligible items.  However, there were a number of holding items and Income Loss claims still being considered by the Grants Panel.  Therefore, it was estimated that the final amount remaining would be in the range of £1.5m to £2m.

RESOLVED:

(a)       That the overall report and the projected Council Fund contingency sum as at 31^st March 2021 be noted;

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

(c)        That the carry forward requests be approved.

As detailed in the recommendations.

Councillor Banks introduced the report which summarised the changes made to the Capital Programme 2020/21 since it was set in January 2020 to the end of Month 9, along with expenditure to date and projected outturn.

            The Capital Programme had seen a net increase in budget of £0.506m during the period which comprised of:

·         Net budget increase in the programme of £0.423m (Council Fund £0.821m, Housing Revenue Account £0.398m)

·         Net Carry Forward to 2021/22, approved at Month 6 of £0.083m

RESOLVED:

(a)       That the report be approved;

(b)       That the carry forward adjustments be approved; and

(c)        That the funding of schemes from the current ‘headroom’ be approved.

As detailed in the recommendation.

Councillor Banks introduced the report for recommendation of approval by Council.  The report had been considered at Audit Committee on 27^th January 2021.

            The Treasury Management Strategy was appended to the report and provided a summary of the key points were outlined in the report.

            The report was supplemented by training provided to all Members of the Council on Treasury Management on 9^th December 2020.

RESOLVED:

That the Treasury Management Strategy 2021/22 be recommended to Council for approval.

As detailed in the recommendations.

Councillor Banks introduced the report and explained that local authorities were required to set a Minimum Revenue Provision (MRP) policy each financial year.

            Welsh Government (WG) had provided guidance which made recommendations to local authorities on the interpretation of the terms and authorities were required to prepare an annual statement of their policy on making minimum provision. 

            No changes were required to the Policy for 2021/22.  The Policy would be presented to County Council for approval.

RESOLVED:

(a)       That the following be recommended to County Council for Council Fund (CF) outstanding debt that:

·         Option 3 (Asset Life Method) be used for the calculation of the MRP in financial year 2021/22 for the balance of outstanding capital expenditure funded from supported borrowing fixed as at 31^st March 2017.  The calculation will be the ‘annuity’ method over 49 years.

·         Option 3 (Asset Life Method) be used for the calculation of the MRP in 2021/22 for all capital expenditure funded from supported borrowing from 1^st April 2016 onwards.  The calculation will be the ‘annuity’ method over an appropriate number of years, dependent on the period of time that the capital expenditure is likely to generate benefits.

·         Option 3 (Asset Life Method) be used for the calculation of the MRP in 2021/22 for all capital expenditure funded from unsupported (prudential) borrowing or credit arrangements.  The calculation will be the ‘annuity’ method over an appropriate number of years, dependent on the period of time that the capital expenditure is likely to generate benefits.

(b)       That the following be approved and recommended to County Council for Housing Revenue Account (HRA) outstanding debt:

·         Option 2 (Capital Financing Requirement Method) be used for the calculation of the HRA’s MRP in 2021/22 for all capital expenditure funded from debt.

(c)        That it be approved and recommended to County Council that MRP on loans from the Council to North East Wales (NEW) Homes to build affordable homes through the Strategic Housing and Regeneration Programme (SHARP) (which qualify as capital expenditure in accounting terms) be as follows:

·         No MRP is made during the construction period (of short duration) as the asset has not been brought into use and no benefit is being derived from its use.

·         Once the assets are brought into use, capital repayments will be made by NEW Homes.  The Council’s MRP will be equal to the repayments made by NEW Homes.  The repayments made by NEW Homes will be classed, in accounting terms, as capital receipts, which can only be used to fund capital expenditure or repay debt.  The capital repayment/capital receipt will be set aside to repay debt, and is the Council’s MRP policy for repaying the loan.

As detailed in the recommendations.

Councillor Mullin introduced the report on the new Concerns and Complaints Policy for the Council, based on a model complaints handling procedure for public service providers in Wales.

            The report also included a new Managing Customer Contact Policy which provided guidance to employees on how to manage unacceptable behaviour from customers.

The Customer Contact Service Manager explained that the Concerns and Complaints Policy had been in place since it was issued by Welsh Government in 2011 and since that time the Ombudsman had noted that a diverse range of complaints practices had emerged across Wales.  The Ombudsman’s new guidance aimed to bring practices back into broad alignment, providing basic standards, a common language and a set of principles to underpin how complaints were handled throughout public services.

The proposed Concerns and Complaints Policy complied with the statement of principles and had been modified to the extent that it was relevant to the culture and behaviour Flintshire wanted to promote i.e. an emphasis on treating people fairly and with respect, and listening to our conscience and acting with integrity.

The main changes were:

·         Complainants would be asked to tell the Council about their concern within six months – because it was best to look into concerns whilst the issues were fresh;

·         A greater emphasis on learning from complaints to improve processes and procedures – Chief Officers would receive quarterly performance reports;

·         Where there was a need for change (based on trend analysis) the relevant senior manager would be asked to develop an action plan setting out what would be done, who would do it and when; and

·         Sharing of anonymised complaint information.

 A report on complaints would be submitted to Cabinet and Audit Committee half yearly and annually to Corporate Resources Overview and Scrutiny Committee. 

The Managing Customer Contact Policy provided clear guidance to employees on how to manage the very small number of cases where the actions or behaviour of a customer challenged the ability to deliver an effective service to all.  The new Policy applied to all customers who had requested a service or made a complaint, or any other person acting on their behalf.  The policy sought to protect employees from aggressive, abusive or offensive behaviour and unreasonable demands and persistence.

            In response to a question from Councillor Banks, the Customer Contact Service Manager explained that social media was a difficult area to control.  Advice had been issued to a small number of people where their behaviour was deemed unacceptable and more work would be undertaken to establish what other measure could be introduced to further support and protect employees.

RESOLVED:

(a)       That the Concerns and Complaints Policy for implementation on 1^st April 2021 be approved;

(b)       That the Managing Customer Contact Policy for implementation on 1^st April 2021 be approved; and

(c)        That the performance reporting timetable be supported.

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

• Community Asset Transfer – Leadmills, King Street, Mold

The transfer of the Leadmills, King Street, Mold and surrounding land within the demise of the asset.

• Community Asset Transfer – Mold Rugby Club, Chester Road, Mold

The transfer of Mold Rugby Club, Chester Road, Mold.

• Sunraye Supported Housing Project Local Solutions

Contract extension to Sunraye Supported Housing Project, delivered by Local Solutions.

• Plas Belin Family Supported Housing Local Solutions

Contract extension to Plas Bellin Family Supported Housing through Local Solutions.

• Greenbank Villas Supported Housing Clwyd Alyn

Contract Extension to Greenbank Villas Supported Housing, Clwyd Alyn.

• Clwyd Alyn Women’s Aid Refuge

To extend the current service provision with Clwyd Alyn Women’s Aid.

• Shelter Cymru Floating Support

Contract extension for services provided by Shelter Cymru for Floating Support.

• Llys Emlyn Williams Supported Housing Clwyd Alyn

Contract extension for Llys Emlyn Williams Supported Housing, delivered by Clwyd Alyn.

• ErwGroes Family Centre Supported Housing Clwyd Alyn

Contract extension for Erw Groes Family Centre Supported Housing, delivered by Clwyd Alyn.

• Aster Hope Domestic Abuse Floating Support

Aster Hope Domestic Abuse Floating Support contract extension.

• Declaring Land Surplus to Requirements to Facilitate an Extension to the Building used by the Scout Group, Tuscan Way, Connah’s Quay

To declare surplus to requirements a small area of land within an area of open space to enable the Scouts to construct an extension to the existing Scout building.

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

As detailed in the recommendation.

Councillor Hughes introduced the report and the North East Wales (NEW) Homes Business Plan 2020/2049.

            The Business Plan 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 to units.

RESOLVED:

That the NEW Homes Business Plan 2020/2049 be approved.

There was one member of the press in attendance.