Agenda, decisions and minutes

Purpose: To receive any Declarations and advise Members accordingly.

Personal interest declared by Councillor Ron Hampson on Agenda Item 4.

Councillor Ron Hampson declared a personal interest in Agenda Item 4 ‘Alternative Delivery Models’ as his son attended Glanrafon Day Centre.

Purpose: To confirm as a correct record the minutes of the meeting held on 11 January 2016 (copy enclosed).

That subject to the amendment, the minutes be approved as a correct record and signed by the Chairman.

The minutes of the meeting held on 11 January 2016 were submitted.

Councillor Dave Mackie asked that the minutes be amended to reflect his comments that any local groups setting up a community library should be able to access books through the library management system.  The charge of £5 per head to be added to the library management system was not an additional cost as this was already being covered.

In recalling the debate on this item, the Chief Executive said that actions to follow up on comments and suggestions on the system and its limitations were being addressed separately.

RESOLVED:

That subject to the amendment, the minutes be approved as a correct record and signed by the Chairman.

That the press and public be excluded from the meeting as the following item was considered to be exempt by virtue of paragraphs 14 and 15 of Part 4 of Schedule 12A of the Local Government Act 1972 (as amended).

RESOLVED:

That the press and public be excluded from the meeting as the following item was considered to be exempt by virtue of paragraphs 14 and 15 of Part 4 of Schedule 12A of the Local Government Act 1972 (as amended).

(a)       That the Alternative Delivery Model Business Plans be noted; and

(b)       That the views and comments on the Business Plans be forwarded to Cabinet.

Councillor Aaron Shotton introduced a report to seek views on the final draft business cases of Alternative Delivery Model (ADM) proposals for Leisure & Library Services, Facility Management Services, and Day Care & Work Opportunity Services, prior to consideration by Cabinet.  Feasibility studies and progress on the early stages of business planning had been shared with the Committee in September 2015.  Councillor Shotton said there was a need to pursue ADMs as a different approach to sustain services and jobs, due to the significant financial challenges, and that lessons could be learnt from the experience of English authorities.  The report gave the opportunity for the Committee to understand and scrutinise emerging proposals which had been subject to challenge by the respective Cabinet Members.  The views of the Committee would be reported to Cabinet in March 2016 when seeking approval of the business plans.

The Chief Executive said that feedback from national partners, including the Welsh Government, confirmed that the Council’s programme on ADMs was amongst the strongest in Wales.  He explained that employees, Trade Union colleagues and stakeholders had been involved in the process, and that the enthusiasm to identify a sustainable model was positive.  The target for ADMs to achieve minimum savings of 30% over time would require open-minded consideration of proposals.

The Chief Officer (Organisational Change) referred to the significant progress made to date and highlighted the nine key lines of enquiry to assist Members in assessing the robustness of the draft business plans.

Facilities Management

The Facilities Operations Manager gave a presentation on the portfolio of Facilities Management, covering the business plan for the independent company with TECKAL exemptions to maintain service provision in the public sector whilst supporting expansion into the private sector.  On the key risks, he pointed out the importance of employee acceptance on cultural change.

Councillor Clive Carver referred to the financial assumptions in the business plan and asked whether schools were VAT registered, pointing out the implications and delays in reclaiming VAT.  The Chief Officer stated that specialist advice had been taken on VAT which was a complex area and that further advice would be sought on the query.

The Chief Executive said that this did not undermine the financial business proposal.  He gave a commitment that any significant queries on the business plans, which required a full response, would be referenced in the Cabinet report to provide assurance on addressing risks.

It was clarified by Councillor Kevin Jones that although children’s school meals were VAT free, service elements could be subject to VAT.  Councillor Bernie Attridge advised that a detailed report on the VAT arrangements would be shared with the Committee.

Councillor Dave Mackie welcomed the level of information in the report and asked if it was possible for fuller access to be given to any detailed spreadsheets appended to the reports.  The Facilities Operations Manager agreed to discuss separately with Councillor Mackie a number of questions which he had prepared.  On comparisons between the projected efficiencies and figures in the financial plan,  ...  view the full minutes text for item 47.

(a)       That the Forward Work Programme be updated accordingly; and

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-Chair, be authorised to vary the Forward Work Programme between meetings.

The Member Engagement Manager introduced the current Forward Work Programme.  He suggested that the next meeting on 14 March be moved to the morning of 29 March to allow for a review of Community Asset Transfer experience to date, along with the Quarter 3 Improvement Plan report.  It was agreed that the meeting would be held at an external venue to be confirmed.

The Chief Executive suggested that an item on the new business plan for Clwyd Theatr Cymru (as a variant of Alternative Delivery Model) be considered for a meeting between April - June 2016.

RESOLVED:

(a)       That the Forward Work Programme be updated accordingly; and

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-Chair, be authorised to vary the Forward Work Programme between meetings.

There were no members of the press or public in attendance.