Agenda, decisions and minutes

Prior to the commencement of the meeting, the Leader and Cabinet Member for Finance advised that agenda item number 19, Secondary School Review, would be considered as the first item following declarations of interest and consideration of the minutes.

The Head of Legal Services advised that on agenda item number 19, Secondary School Review, personal interests would be recorded for those Members who were school governors.  However, if they were school governors of any of the schools detailed in the report, their interest would be personal and prejudicial.  Based on that advice, it was agreed that each of the options in the report would be debated and considered separately following the general overall presentation of the report.  This would allow those Members with a personal and prejudicial interest to leave the room during that part of the debate.

Personal interests for agenda number 19 were recorded for Councillors H. Brown K. Jones and B. Mullin.

Personal and prejudicial interests for agenda number 19 were recorded for Councillors J. B. Attridge, C. M. Jones and A. P. Shotton.

Councillor H. Brown declared a personal and prejudicial interest in agenda item number 15, Workforce Information Quarter 3 – October – December 2012.

To confirm as a correct record the minutes of the meeting held on 19 February 2013.

The minutes of the meeting held on 19 February 2013 had been circulated with the agenda.

RESOLVED:

That the minutes be approved as a correct record.

As detailed in the report.

The Cabinet Member for Education presented the responses to consultations in each of the three designated areas of Holywell, Connah’s Quay/Queensferry and Buckley/Mynydd Isa/Mold.

The consultation process began in November 2012, and remained open until the end of term on 21 December 2012.

The preferred options that were the subject of consultations were:

1 – Holywell High School, Ysgol Perth y Terfyn and Ysgol y Fron

Preferred Option – Build a new High School for pupils aged 11-16, together with a new primary school to replace Ysgol Perth y Terfyn and Ysgol y Fron.

2 – Queensferry, Shotton & Connah’s Quay

Preferred Option – Develop 3-16 facility at John Summers High School with a Post-16 hub at Connah’s Quay High School

3 – Buckley, Mynydd Isa & Mold

Preferred Option – To retain 11-16 provision at Elfed High School.  Rationalise to 600 places, to include Additional Learning Needs and other education, leisure and cultural uses

In all of the consultation exercises, the overall number of responses had to be taken in context with the overall number of potential consultees.  All responses to the consultations had been considered.  It was acknowledged that there was some opinion against some of the options put forward, however, it was noted that a significant number of respondents were positive about the proposals.

In considering those objections to the re-organisation of post-16 provision, it was necessary to balance them against the need for the authority to respond to National Policies in relation to the transformation of sixth-form provision, making a reduction in surplus places and the need for modern comprehensive centres of education which could offer a wide curriculum.

Under the proposals to transfer the nursery provision from the Croft Nursery to neighbouring Primary schools, provision would be increased for children and families in the community.  The issues raised about ‘segregation’ of young children in a 3-16 age range had been acknowledged and the practical arrangements at existing schools demonstrated the effectiveness of the segregation of learner age groups.

The Director of Lifelong Learning added that in 2009 and 2011, Estyn had reminded the Council of the importance of taking key decisions on school modernisation and they recognised Flintshire’s progress on this. 

On post-16 education, discussions had taken place on the available data including the views of students.  That data showed that Flintshire had some of largest and most resilient sixth forms in the country but it also showed Flintshire had some of the smallest sixth forms in the country where outcomes could be better with an increasing number of students opting out of the smaller sixth form provisions.

The Chief Executive added that County Council had selected the options before Members and that they needed to determine two things: 1 – were they workable and deliverable and 2 – were the risks raised manageable.

The Leader and Cabinet Member for Finance said the lengthy consultation process had spanned the life of two councils and a great deal of concern had been expressed at the initial proposals which  ...  view the full minutes text for item 196.

As detailed in the recommendation.

The Cabinet Member for Corporate Management introduced the mid year overview of the progress of the Strategic Partnerships and their priorities and key milestones for the year ahead.

The Flintshire Local Service Board (LSB), under it Terms of Reference, had five principal roles.  The Chief Executive drew Members attention to the LSB’s revised priorities and emphasised their importance. 

The Leader and Cabinet Member for Finance welcomed the report and commented on the excellent work taking place with the LSB, in particular, their work complementing that of the Council.  

In response to a comment by the Leader and Cabinet Member for Finance, the Chief Executive explained that young people placements were being encouraged with key partners and it was agreed that a report would be submitted to a future meeting of Cabinet on apprenticeships.

RESOLVED:

That the mid year review of the Strategic Partnerships be noted and the key priorities and the work programme to achieve them be supported.

As detailed in the recommendation.

The Cabinet Member for Corporate Management introduced the report which provided an update on progress with the implementation of the Corporate Information and Communications Technology (ICT) Strategy.

The Head of ICT and Customer Services added that the Strategy contributed to the achievement of several of the Council’s improvement priorities, particularly Improvement Priority 1 “Modern and Efficient Organisation” and Improvement Priority 4 “Customer Service”.

Recent particular focus had been on the technologies that underpinned the Streetscene contact centre.  Calls were now taken by the contact centre and fully integrated with the Customer Relationship Management system and back office systems.

Another major project which was in progress, to provide customers with information on waste collection, was the planned Flintshire “App”.  This would be linked with new technologies to assist in managing missed collections and was due to be implemented later in the year.

Collaboration had continued with other North Wales Councils and other public sector bodies in identifying opportunities for common ICT systems, shared procurement and support.  One in particular, School Improvement Serivce: Regional MIS – Single Schools Management Information System (Capita ONE), had been showcased at a recent Welsh Government Public Sector ICT Conference as an excellent example of good practice and an approach that could be adopted by other regions.

RESOLVED:

That the progress made on the implementation of the Council’s ICT Strategy be noted.

As detailed in the recommendations.

The Deputy Leader and Cabinet Member for Environment presented the report which sought approval of adoption of the Flintshire Greenspace Strategy. 

The benefits of a Greenspace Strategy would be to contribute to improving the quality and accessibility of Greenspaces to the immediate and direct benefit of the local community.

The provision of well managed, accessible Greenspace would be a positive contribution to a number of priorities within “Creating an Active  Flintshire 2011-2014”, as the local response to the National Plan to increase levels of physical activity.

The Director of Environment explained that, if the recommendations were approved, a review of service delivery across the Council in the management of Greenspaces would be undertaken and the conclusions of that review would be submitted to a future Cabinet meeting.

RESOLVED:

(a)       That the Greenspace Strategy contained in Appendix 1 be approved and referred to the Environment Overview and Scrutiny Committee for comment;

(b)       That delegated authority be granted to the Director of  Environment, following consultation with the Cabinet Members for Environment and for Regeneration, Enterprise & Leisure to make appropriate changes following Scrutiny’s comments and to review the document periodically and amend accordingly; and

(c)        That a review of service delivery across the Council in the management of Greenspaces be undertaken and its conclusions brought to Cabinet for further consideration.

As detailed in the recommendations.  The following additional recommendation was agreed at the meeting:

4.02.04                      To grant delegated authority to the Director of Environment,

following consultation with the Deputy Leader and Cabinet Member for Environment, to formalise with Council managed car parks should be included for enforement action across the County and a list included in the business case to be submitted to Wesh Government for Civil Parking Enforcement.

* This matter has already been called in and is therefore not subject to call-in.

The Deputy Leader and Cabinet Member for Environment presented the report which provided an update following the County Council meeting on 1 March 2013.

At County Council on 1 March 2013, Members invited Cabinet to review its proposed Policy as follows:

1.      No introduction of charges for car parks which were currently free or to implement any increase in current car parking charges later

2.      The withdrawal of car parking charges in Holywell from 1 October 2013

3.      A review of the car parking charging and management system in Mold in partnership with Mold Town Council to be completed and implemented by 1 October 2013.

4.      The introduction of Civil Parking Enforcement (CPE) from 1 October 2013, with the transfer of employees currently employed in car park management and control to the new service, in accordance with the Council’s established HR procedures.

Furthermore, Members resolved that a budget income provision of £104,000 should only be included in the Council Fund budget, which was equivalent to the combined charging income for Holywell and Mold for 1 April to 30 September 2013 only.  Any assumption for any income for Mold beyond that date would be presuming the outcome of the local review to be held with Mold Town Council.

Given the Council resolution, Appendix 4 of the 19 February 2013 report was no longer valid and would be amended following the review of charging in Mold.  A further report on the Council’s Off-Street Parking Policy would be submitted to a future meeting of Cabinet for a decision.

An additional recommendation was tabled at the meeting, which was agreed should be included in the recommendations:

“To grant delegated authority to the Director of Environment, following consultation with the Deputy Leader and Cabinet Member for Environment, to formalise which Council managed car parks should be included for enforcement action across the County and a list included in the business case to be submitted to Welsh Government for Civil Parking Enforcement.”

RESOLVED:

(a)       That the following recommendations from the 19 February 2013 report (Appendix 1) be approved:

·         Approve the list of Contravention Codes and Policies on Residents Permits and Disabled Parking Bays shown in Appendix 1 (Appendices A, B and C)

·         Approve the use of Wales Penalty Processing Partnerships (WPPP) to process all Parking Contraventions Notices (PCN’s)

·         To grant delegated authority to the Director of Environment, following consultation with the Cabinet Member for Environment, to finalise all detailed aspects of the process, including the matters listed in paragraph 2.09

·         Approve the Cabinet Member for Environment, or their nominated substitute, as the Council’s representative on the Adjudication Joint Committee outlined in paragraph 2.07

(b)       That the Summary Business Case shown in Appendix 2 for submission to the WG, as a formal request for CPE powers to be conferred upon Flintshire County Council be approved;

(c)        That the Terms of Reference for the review of Mold’s car parking and parking management regime set out in paragraph 3.04 of the report dated 19  ...  view the full minutes text for item 200.

As detailed in the recommendation.

The Deputy Leader and Cabinet Member for Environment introduced the report which sought approval of a Policy for Skid Resistance on the Adopted Highways Network.

RESOLVED:

That the Policy on Skid Resistance on the Adopted Highway Network be approved.

As detailed in the recommendation.

The Leader and Cabinet Member for Finance introduced the report which sought approval for a new governance structure for regeneration in the communities of Deeside.

Deeside was one of the Council’s key regeneration areas with a major concentration of deprivation and poor housing in the county.  The proposed Deeside Partnership Structure would bring together various working groups to provide a joined-up, strategic approach towards regenerating Deeside.

RESOLVED:

That the implementation of the proposed governance arrangements be approved.

As detailed in the recommendations.  The following additional recommendation was agreed at the meeting: That a report be submitted to Cabinet on the following areas which showed a RED status:

• CHR/002 – Sickness Absence
• PLA/004b – Minor applications determined within 8 weeks
• PLA/005 – Enforcement cases resolved within 12 weeks

The Cabinet Member for Corporate Management introduced the Quarter 3 service performance reports, which had been produced at Divisional level, for the period October to December 2012.

The Chief Executive added that the Wales Audit Office (WAO) had been complimentary of performance against the Performance Indicators and drew Members attention to the indicators which showed a red RAG status and explained that work was underway to improve performance.

It was agreed that reports would be submitted to a future meeting of Cabinet on the CHR/002 – Sickness Absence, PLA/004b – Minor applications determined within 8 weeks and PLA/005 – Enforcement cases resolved within 12 weeks, all of which had a red RAG status.

The Cabinet Member for Housing reported on areas of good progress which were: the total amount of rent collected during the financial year from current and former tenants; the average number of calendar days taken to complete non-urgent repairs; and the total amount of rent lost due to lettable units of permanent accommodation being empty.

The Leader and Cabinet Member for Finance queried the predictive green status of CL07 – Relationship with the Local Health Board and Public Primary Health and following discussion it was agreed that the predictive status should be red.

RESOLVED:

(a)       That it be noted that enough action had been taken to manage performance; and

(b)       That the following within the performance reports be noted:

·         The level of confidence that the outcomes of the Council’s Improvement Priorities will be achieved and the progress being made towards them;

·         The update of the Strategic Assessment of Risks and Challenges (SARC) contained within the performance reports;

·         The progress being made against the Improvement Target Actions Plans contained within the performance reports;

·         The progress made against the service plans; and

·         The assessment of any regulatory reports in relation to the work

The following additional recommendation was agreed at the meeting: That a report be submitted to Cabinet on the following areas which showed a RED status:

• CHR/002 – Sickness Absence
• PLA/004b – Minor applications determined within 8 weeks
• PLA/005 – Enforcement cases resolved within 12 weeks

That the Leader of the Council be the Lead Membr and Portfolio Holder for Anti-Poverty and that the lead officer be the Head of Finance.

The Leader and Cabinet Member for Finance introduced the report for consideration of a lead officer and lead Member and portfolio holder for Anti-Poverty.

Following a discussion, it was agreed that the Leader and Cabinet Member for Finance be appointed as the lead member and portfolio holder for Anti-Poverty and the lead officer be the Head of Finance.

RESOLVED:

(a)       That the report be noted;

(b)       That the Leader and Cabinet Member for Finance be appointed as the Anti-Poverty lead Member and portfolio holder; and

(c)        That Head of Finance be appointed as the Anti-Poverty lead officer.

As detailed in the recommendations.

The Leader and Cabinet Member for Finance introduced the most up to date revenue budget monitoring information (Month 9) for the Council Fund and the Housing Revenue Account in 2012/13.

The Corporate Finance Manager explained that the projected in-year underspend at Month 9 on the Council Fund was £0.856m.

The significant in-year projected variances to date were detailed in the appendices to the report, including reasons for the variances and the actions required to address each variance.  The significant changes for the Council Fund from Month 8 were detailed in Appendix 1.

Appendix 7 detailed the movements to date on unearmarked reserves and the level of contingency sum available.  As a result of the movements the current projected level of the contingency reserve at the end of March 2013 was £0.445m.

On the Housing Revenue Account there was an overall projected underspend of £0.471m and a projected closing balance at Month 9 of £1.326m.

There were two requests for the carry forward of underspends, details of which were in the report.

RESOLVED:

(a)       That the report be noted;

(b)       That the Council Fund contingency sum as at 31 March 2013 be noted;

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

(d)       That the requests for carry forward of underspends to 2013/14 be approved.

As detailed in the recommendations.

The Leader and Cabinet Member for Finance introduced the latest capital programme information for 2012/13.

The Corporate Finance Manager explained that the table in the report set out how the programme had changed during 2012/13.  The previously reported programme total of £40.964m had decreased to £38.032m by way of the inclusion of net increased Council Fund schemes of £0.261m and increased HRA programme schemes of £0.947m.  This was offset by a total Early Identified Rollover adjustment of £3.657m and identified Council Fund savings of £0.483m.

Detailed cumulative information on each programme area was provided in Appendix A to the report and a summary of those programme changes recorded during the reporting period was provided in Appendix B.

Recorded capital expenditure across the whole programme was £19.704m at Quarter 3, which represented 51.81% of the revised budget total of £38.032m.  

RESOLVED:

(a)       That the rollover adjustments be approved; and

(b)       That the report be noted and approved.

As detailed in the recommendation.

The Leader and Cabinet Member for Finance introduced the report which requested authorisation to write off a single business debt amounting to £25,301.50.

RESOLVED:

That the write off of the debt amounting to £25,301.50 and relating to business rate charges for the period between 1 April to 30 September 2011 be approved.

As detailed in the recommendation.

The Cabinet Member for Corporate Management introduced an update for the third quarter 2012/13, which provided details of:

·         Establishment

·         Headcount

·         Agency

·         Early Retirements (First and third quarter only)

·         Turnover

·         Diversity

·         Absence

The Head of Human Resources and Organisational Development reported on absence which had increased slightly compared to the same period of last year however the late return of paperwork did usually lead to that figure reducing.  She added that further to minute number 203, a report would be submitted to a future meeting of Cabinet on absence.

RESOLVED:

That the Workforce Information Report for the third quarter of 2012/13 be noted.

NB: Councillor Brown left the room during consideration of this item.

As detailed in the recommendation.

The Cabinet Member for Housing presented the report which sought approval to remove the Disabled Facilities Grant (DFG) regime for Council tenants from 1 April 2013, excluding those that had moved from owner occupation in the previous 12 months.

The Director of Community Services added that the staff time freed up through the implementation of the proposal would allow for more focus on the owner occupied and private tenant applications in addition to the energy efficiency and empty homes projects detailed in the report.

RESOLVED:

That the proposal to remove the DFG regime for Council tenants from 1  April 2013, excluding those that had moved from owner occupation in the 12 months prior to the date of their referral by an Occupational Therapist, be approved.

As detailed in the recommendations.

The Cabinet Member for Social Services introduced the report on the local authority’s response to the Welsh Government (WG) requirement that they set up an integrated Family Support Service (IFSS).

In response to a question, the Director of Community Services explained that it was not yet known as to how the available funding would be disseminated across North Wales.

The Leader and Cabinet Member for Finance welcomed the report and added that the Welsh Government should be mindful that funding such as this should continue to be provided.

RESOLVED:

(a)       That the proposals for the new team as set out in the report, including that of Flintshire as the host authority, be considered;

(b)       That, as part of the process, support be given to the development of information protocols, to include cross county confidentiality, data protection, referral criteria and allocation from each authority be drawn up and agreed and an extension to the existing Section 58(1) agreement which Wrexham had in place be negotiated with the relevant agencies involved; and

(c)        That the setting up of an Integrated Family Support Services, a process starting in April 2013, be supported.

As detailed in the recommendations.

The Deputy Leader and Cabinet Member for Environment introduced the report which sought approval of a Street Lighting Policy. 

He explained that some Town and Community Council’s (T&CC’s) owned and maintained their own footway lighting columns with approximately half of the T&CC’s contracting the Council to carry out the necessary repairs and maintenance on their behalf.  The remaining Councils used private contractors or organisations to carry out their repairs and maintenance.

The Director of Environment explained that, where the Council maintains the lights for a Town & Community Council, it would capture its complete inventory electronically enabling the Council’s Contact Centre to receive and pass on fault requests to the Street Lighting Team.  This could also be done for Town & Community Councils not contracted with the Council for maintenance.  In this event, the Council’s Contact Centre would be able to pass on fault requests to the appropriate Town & Community Councils, which would simplify the process for residents.

RESOLVED:

(a)       That the Council’s Street Lighting Policy be approved;

(b)       That the Council’s specification for Street Lighting and Illuminated Signs, as set out in the paper in the Members’ Library, be approved;

(c)        That approval be given to offer Town and Community Councils the opportunity to procure energy on a rechargeable basis through the Council based on the information in paragraph 3.04 of the report; and

(d)       That the adoption of all un-adopted street lights situated on adopted highways be approved.

As detailed in the recommendation.

The Cabinet Member for Education provided details of the outcome of the recent Estyn Monitoring visit on Local Authority Education Services for Children and Young People.  The monitoring visit took place from 4-8 February 2013 and the full letter recording the outcomes was attached as Appendix 1.

In the letter, Estyn’s Assistant Director had commented that the Council’s Administration had prioritised the need for change and improvement.  He wrote that elected Members and senior officers were “committed to taking difficult decisions to improve provision and make effective use of resources” and that Members “understood well the priorities for improvement in the Council and supported officers in addressing the recommendations from the previous inspection.”

The monitoring visit also found that the Council “had improved its arrangements to support and challenge schools.”  Estyn also commended the Council for its progress on developing a revised funding formula for schools, reducing school exclusions, improving school attendance and developing work with young people with additional learning needs who were at risk of needing “Out of County” school placements.

Estyn concluded that the local authority had made good progress towards addressing the recommendations in the inspection report since publication and therefore concluded that the authority should be removed from Estyn monitoring

RESOLVED:

That the Estyn monitoring visit letter be received and the conclusions about the local authority’s progress against the recommendations be considered.

As detailed in the recommendations taking into account the agreed amendments:

-          The Member/Officer Tenant Working title has changed to: Customer Involvement Strategy Group

-          “To reconstitute the ICT Panel as shown in appendix 2” to be deleted

The Cabinet Member for Corporate Management introduced the report for the consideration of recommendations from Constitution Committee and County Council to conclude the review of internal Member fora.

The Head of Legal and Democratic Services explained that the second bullet point in recommendation 4.03 should be removed which was agreed.

RESOLVED:

(a)       That the following fora should continue:-

·         The Joint Consultative Committee

·         The School Performance Monitoring Group

·         The Member/Officer Tenant Working

·         The Voluntary Sector Grants Panel

·         The Inclusion Service Steering Group

·         The Welsh in Education Strategic Forum

·         The Foster Care Panel

·         The Children’s Forum

·         The Adoption Panel

·         The Health & Safety Board

(b)       That the following should discontinue:-

·         The Waste Strategy Review Board

·         The Procurement Board

(c)        That the following be reconstituted:-

·         To combine the Teachers’ Consulttive Committee and the Flintshire County Council Teachers’ Consultative Committee to cover all education staff, not just teachers

(d)       That on balance the ICT Panel should be disbanded.

As detailed in the recommendation.

The Deputy Leader and Cabinet Member for Environment introduced the report which sought approval of the tenth annual report of the Flintshire Local Access Forum, prepared in accordance with Regulation 16 of the Countryside Access (Local Access Forum) (Wales) Regulations 2001.

RESOLVED:

That the tenth annual report of the Flintshire Local Access Forum, for 2011/12, be noted and approved and be submitted to the Countryside Council for Wales for their records.

There were 2 members of the press and 18 members of the public in attendance.