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Agenda, decisions and minutes

Executive Board
Tuesday, 10th July, 2018 10.00 am

With effect from 1 April 2016 Agenda and Minutes will be available in both Welsh and English. Reports are working documents and produced in English only in accordance with Welsh Language Standard 41 of this Council’s Final Compliance Notice from the Welsh Language Commissioner.

Venue: Council Chamber, Guildhall

Contact: Jane Johnson  Committee Manager

Webcast: View the webcast

Items
No. Item

19.

Questions pdf icon PDF 11 KB

 

(a)          Public Questions/Statements

 

(b)          Members’ Questions

Additional documents:

Minutes:

Public Question

 

In accordance with Standing Order 10 of the Council’s Constitution, a member of the public submitted a question relating to the Wrexham Local Development Plan.

 

The Head of Environment and Planning responded to the question accordingly.

20.

Apologies for Absence

Additional documents:

Minutes:

An apology for absence was submitted on behalf of Councillor Phil Wynn.

21.

Declarations of personal interests, if any

Members are reminded of their responsibility, under Paragraph 11 of the Members’ Code of Conduct, to declare the existence and nature of any personal interest in respect of any of the business to be transacted at this meeting

Additional documents:

Minutes:

Members were reminded of their responsibility, under Paragraph 11 of the Members’ Code of Conduct, to declare any interests in relation to any of the business to be transacted at this Meeting.  The following declarations were made:

 

Agenda Item 7 – Proposal to Consult Permanently Increasing the Capacity at Ysgol Bro Alun from 210 to 315

 

Councillor Gwenfair Jones – Personal and Prejudicial – School Governor.  The Councillor remained in the meeting and claimed an exemption under Paragraph 12(2) of the Members’ Code of Conduct taking part in the discussion thereon.

 

Agenda Item 10 – Capital Programme 2017/18 – 2021/22

 

Councillors David A Bithell, Brian Cameron and Gwenfair Jones – Personal and Prejudicial – School Governor.  The Councillors remained in the meeting and claimed an exemption under Paragraph 12(2) of the Members’ Code of Conduct taking part in the discussion, and in the case of Executive Board Members, voting thereon.

Councillor Dana Davies – Personal – School Governor.  The Councillor remained in the meeting taking part in the discussion thereon.

 

Agenda Item 16 – WCBC Financing of Schools Scheme: Licensed Deficit Update

 

Councillor Joan Lowe – Personal and Prejudicial – School Governor.  The Councillor remained in the meeting and claimed an exemption under Paragraph 12(2) of the Members’ Code of Conduct taking part in the discussion and voting thereon.

 

 

22.

Confirmation of Minutes pdf icon PDF 129 KB

To sign as a correct record the Minutes of the Meeting held on 12 June 2018

Additional documents:

Decision:

RESOLVED – That the Minutes of the Meeting held on 12 June 2018 be signed as a correct record.

Minutes:

RESOLVED – That the Minutes of the Meeting held on 12 June 2018 be signed as a correct record.

23.

Notice of Motion - Kingdom Security

Additional documents:

Minutes:

The Head of Corporate and Customer Services provided legal advice in terms of the Notice of Motion and a discussion ensued regarding excluding the press and public during consideration of this item.

 

RESOLVED – That having considered the legal advice provided, Agenda Item 5 – Notice of Motion – Kingdom Security be considered at Agenda 17, during the exclusion of the press and public.

24.

Variation in Order of Agenda

Additional documents:

Minutes:

RESOLVED – That Agenda Item 8 – Social Services Annual Director’s Report 2017/18 be brought forward for consideration at this time.

25.

Social Services Annual Director's Report 2017/18 pdf icon PDF 78 KB

To consider the report of the Lead Member for People – Health and Adult Social Care and Lead Member for People – Children’s Services

Additional documents:

Decision:

RESOLVED - That the Director’s Report for 2017/18 and the improvement priorities for 2018/19 be approved for publication in July 2018.

 

Reason for decision

 

The Annual ‘Director’s Report’ is intended to provide a clear picture of the performance of Social Services in Wrexham.  Its publication will ensure requirements placed upon the Statutory Director of Social Services are fulfilled under the Social Services and Wellbeing (Wales) Act regulations.  It will also enable Regulators to use the report to assist in determining the inspection programme for Social Services in Wrexham.

 

Minutes:

The Lead Member for People – Health and Adult Social Care and the Lead Member for People – Children’s Services submitted a report (HASC/04/18) to provide Members with a draft version of the Social Services Director’s Report for 2017/18, including the improvement priorities for 2018/19 for their consideration.

 

The Lead Member presented the report and drew Members’ attention to the main points contained within it.  During discussions, the following points were raised:

 

·         Acknowledgement of the excellent service provided by community agents.

·         Recognition of the challenges and pressures faced by the Department and the importance of the need to modernise and change the service to meet future demand.

·         Clarity requested regarding the Council’s preventative role in relation to adult social care.

·         Clarification sought in relation to engagement with the 3rd sector.  It was noted that Officers had met with AVOW and other 3rd sector organisations, and a workshop on this issue was due to take place later in the month.

 

RESOLVED - That the Director’s Report for 2017/18 and the improvement priorities for 2018/19 be approved for publication in July 2018.

 

Reason for decision

 

The Annual ‘Director’s Report’ is intended to provide a clear picture of the performance of Social Services in Wrexham.  Its publication will ensure requirements placed upon the Statutory Director of Social Services are fulfilled under the Social Services and Wellbeing (Wales) Act regulations.  It will also enable Regulators to use the report to assist in determining the inspection programme for Social Services in Wrexham.

 

26.

Presiding Chair

Additional documents:

Minutes:

The Leader vacated the Chair, and the Vice Chair, Councillor Hugh Jones, presided over the next items on the Agenda to enable the Leader to present Agenda Items 6 to 12 in his capacity as Lead Member for Organisation – Finance, Performance, Health and Safety and Governance.

 

(Councillor Hugh Jones in the Chair)

27.

Proposal to consult on the setting up of a 210 place Welsh Medium Primary School - Objection Report pdf icon PDF 114 KB

To consider the report of the Lead Member for People - Education

Additional documents:

Decision:

RESOLVED -

 

(i)        That the objections received during the Statutory Notice period, detailed within the Objection Report at Appendix 1 to report HEd/16/18, be noted.

 

(ii)       That Officers be approved to proceed with the proposal as published. 

 

            A school will be established on a temporary site at the former Hafod y Wern Infant School to accommodate 105 pupils (15 pupils per year group), then to move the school to a permanent site to accommodate 210 pupils (30 pupils per year group).  The first year of entry would be September 2019 for Nursery (15 places) and Reception (15 places) classes only.

 

            The annual admission number will remain at 15 places per year group whilst located at the temporary site and increased to 30 places when the school is relocated to its permanent site.

 

Reasons for decisions

 

(i)         There is continued demand for Welsh medium primary school places within Wrexham.  Whilst we are meeting current demand, further growth is projected to exceed available spaces.

 

(ii)        The Welsh in Education Strategic Plan identifies the growth in Welsh medium and the Welsh Government’s aims for one million Welsh speakers by 2050.

 

(iii)      An opportunity has arisen where we can meet this additional demand using current school estate stock at Hafod y Wern from September 2019, rather than waiting on the refurbishment of Borras Infants School using 21st Century School funding, which is anticipated to be ready for occupancy in September 2021.

Minutes:

The Lead Member for People – Education submitted a report (HEd/16/18) to provide Members with the outcomes of the recent statutory notice period relating to the creation of a new Welsh medium primary school to accommodate 210 pupils, and to seek approval to proceed with the proposal.

 

In the absence of the Lead Member for People – Education, the Lead Member for Organisation – Finance, Performance, Health and Safety and Governance presented the report.

 

Members collectively welcomed the report and the investment in additional welsh medium school places.  A debate ensued and the following points were highlighted:

 

·         Concerns expressed by a number of Members in relation to traffic and parking issues, however, it was acknowledged that these would be dealt with as part of the planning process.

·         Confirmation that the permanent site of the current Borras Park Infant school would be the measure when calculating the nearest school criteria.  This would then ensure that those individuals from Caia Park were not disadvantaged and Ysgol Bodhyfryd would remain their nearest school.

·         Welcome news that the proposals helped to address the current demand within the County Borough for welsh medium school places.

·         Suggestion that this may provide the opportunity to improve the existing site and alleviate some of the current problems.

 

RESOLVED -

 

(i)        That the objections received during the Statutory Notice period, detailed within the Objection Report at Appendix 1 to report HEd/16/18, be noted.

 

(ii)       That Officers be approved to proceed with the proposal as published. 

 

            A school will be established on a temporary site at the former Hafod y Wern Infant School to accommodate 105 pupils (15 pupils per year group), then to move the school to a permanent site to accommodate 210 pupils (30 pupils per year group).  The first year of entry would be September 2019 for Nursery (15 places) and Reception (15 places) classes only.

 

            The annual admission number will remain at 15 places per year group whilst located at the temporary site and increased to 30 places when the school is relocated to its permanent site.

 

Reasons for decisions

 

(i)         There is continued demand for Welsh medium primary school places within Wrexham.  Whilst we are meeting current demand, further growth is projected to exceed available spaces.

 

(ii)        The Welsh in Education Strategic Plan identifies the growth in Welsh medium and the Welsh Government’s aims for one million Welsh speakers by 2050.

 

(iii)      An opportunity has arisen where we can meet this additional demand using current school estate stock at Hafod y Wern from September 2019, rather than waiting on the refurbishment of Borras Infants School using 21st Century School funding, which is anticipated to be ready for occupancy in September 2021.

28.

Proposal to consult permanently increasing the capacity at Ysgol Bro Alun from 210 to 315 pdf icon PDF 54 KB

To consider the report of the Lead Member for People - Education

Additional documents:

Decision:

RESOLVED -

 

(i)        That Officers be given approval to consult with all relevant parties regarding a permanent increase in capacity at Ysgol Bro Alun. 

 

            Increase Bro Alun to accommodate 315 pupils plus 45 Nursery, this accommodates and increase of 105 pupils (plus 15 nursery). 

 

            The increase in capacity is subject to a successful bid to Welsh Government to support the capital extension of the building and facilities on site.

           

(ii)     That Members receive a further report by March 2019 detailing the response to the consultation and seeking approval for a preferred way forward.

 

Reasons for decisions

 

(i)           There is continued demand for Welsh medium places within Wrexham. Whilst we are meeting current demand within the County further growth is projected.

 

(ii)          For the second year the Education Department as the Admitting Authority was unable to meet the local demand within the Gwersyllt area, refusing pupils for whom there nearest school was Ysgol Bro Alun.

 

(iii)       The Welsh in Education Strategic Plan identifies the growth in Welsh medium and the Welsh Government’s aims for 1 million Welsh speakers by 2050.

 

(iv)      An opportunity has arisen where we can meet the additional Band C of 21st Century schools which does not begin as a programme until April 2026.

Minutes:

(Members declarations of interest in relation to this item are set out in Minute 21 above)

 

The Lead Member for People – Education submitted a report (HEd/17/18) seeking approval to begin a period of consultation relating to a permanent increase in capacity at Ysgol Bro Alun from a single form 210 with 30 pupil nursery to a 1.5 form 315 school with 45 pupil nursery.

 

RESOLVED -

 

(i)        That Officers be given approval to consult with all relevant parties regarding a permanent increase in capacity at Ysgol Bro Alun. 

 

            Increase Bro Alun to accommodate 315 pupils plus 45 Nursery, this accommodates and increase of 105 pupils (plus 15 nursery). 

 

            The increase in capacity is subject to a successful bid to Welsh Government to support the capital extension of the building and facilities on site.

           

(ii)     That Members receive a further report by March 2019 detailing the response to the consultation and seeking approval for a preferred way forward.

 

Reasons for decisions

 

(i)           There is continued demand for Welsh medium places within Wrexham. Whilst we are meeting current demand within the County further growth is projected.

 

(ii)          For the second year the Education Department as the Admitting Authority was unable to meet the local demand within the Gwersyllt area, refusing pupils for whom there nearest school was Ysgol Bro Alun.

 

(iii)       The Welsh in Education Strategic Plan identifies the growth in Welsh medium and the Welsh Government’s aims for 1 million Welsh speakers by 2050.

 

(iv)      An opportunity has arisen where we can meet the additional Band C of 21st Century schools which does not begin as a programme until April 2026.

29.

Governance Agreement and the North Wales Growth Bid pdf icon PDF 618 KB

To consider the report of the Lead Member for Organisation – Finance, Performance, Health & Safety and Governance

Additional documents:

Decision:

RESOLVED -

 

(i)         That the adoption of the first stage Governance Agreement be   approved, subject to Council approval of the scrutiny           arrangements.

 

(ii)        That the final draft Growth Bid will be submitted to Executive      Board and Council for review and consent in September/October    2018, prior to the stage of reaching Heads of Terms with the UK and Welsh Governments.

 

(iii)       That the Executive Director (Place and Economy), in consultation         with the Head of Corporate and Customer Services and the

            Leader, be given delegated authority to substantially finalise the           terms of the Governance Agreement in accordance with the draft         (attached as Appendix 1 to report LR/04/18).

 

(iv)      To recommend to Council that the executive arrangements         approved by Executive Board contained in the Governance     Agreement be noted; that the scrutiny arrangements in the             Governance Agreement are approved and that the Constitution be       amended accordingly.

 

Reason for decisions

 

To enable the Council to continue to support the development of the Growth Bid for North Wales and to be an active partner in the governance and delivery.

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (LR/04/18) to agree the first stage of the governance arrangements and the principles for the North Wales Growth Bid.

 

Members collectively welcomed the report and made reference to the principal programme themes, which if delivered, would be a huge improvement for the area.

 

RESOLVED -

 

(i)         That the adoption of the first stage Governance Agreement be   approved, subject to Council approval of the scrutiny           arrangements.

 

(ii)        That the final draft Growth Bid will be submitted to Executive      Board and Council for review and consent in September/October    2018, prior to the stage of reaching Heads of Terms with the UK and Welsh Governments.

 

(iii)       That the Executive Director (Place and Economy), in consultation         with the Head of Corporate and Customer Services and the

Leader, be given delegated authority to finalise the terms of the Governance Agreement substantially in accordance with the draft (attached as Appendix 1 to report LR/04/18).

 

(iv)      To recommend to Council that the executive arrangements         approved by Executive Board contained in the Governance     Agreement be noted; that the scrutiny arrangements in the             Governance Agreement are approved and that the Constitution be       amended accordingly.

 

Reason for decisions

 

To enable the Council to continue to support the development of the Growth Bid for North Wales and to be an active partner in the governance and delivery.

30.

Capital Programme 2017/18 - 2021/22 pdf icon PDF 95 KB

To consider the report of the Lead Member for Organisation – Finance, Performance, Health & Safety and Governance

Additional documents:

Decision:

RESOLVED –

 

(i)         That the allocation of £100k to Disabled Facilities Grants in         2018/19, as outlined in paragraph 2.4 of report HF/65/18, be    approved.

 

(ii)        That the capital outturn be noted.

 

(iii)       That the rolling programme for 2018/19 to 2021/22, as detailed in           appendices 2 and 3 of report HF/65/18 be approved.

 

(iv)      That the capital programme be next reviewed and reported to the         Executive Board in October 2018.

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in February in    compliance with Financial Regulation 3.13 that requires that the Head of Finance monitors and reports to Members on the Capital           Programme.

 

(ii)        Local Authorities are required under the Local Government Act             2003 to comply with the CIPFA Prudential Code for Capital             Finance.

Minutes:

(Members declarations of interest in relation to this item are set out in Minute 21 above)

 

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HF/65/18) advising Members of the 2017/18 Capital Programme outturn and to review the 2018/19 – 2021/22 Capital Programme.

 

RESOLVED –

 

(i)         That the allocation of £100k to Disabled Facilities Grants in         2018/19, as outlined in paragraph 2.4 of report HF/65/18, be    approved.

 

(ii)        That the capital outturn be noted.

 

(iii)       That the rolling programme for 2018/19 to 2021/22, as detailed in           appendices 2 and 3 of report HF/65/18 be approved.

 

(iv)      That the capital programme be next reviewed and reported to the         Executive Board in October 2018.

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in February in    compliance with Financial Regulation 3.13 that requires that the Head of Finance monitors and reports to Members on the Capital           Programme.

 

(ii)        Local Authorities are required under the Local Government Act             2003 to comply with the CIPFA Prudential Code for Capital             Finance.

31.

Treasury Management Outturn and Actual Prudential Indicators 2017/18 pdf icon PDF 35 KB

To consider the report of the Lead Member for Organisation – Finance, Performance, Health & Safety and Governance

Additional documents:

Decision:

RESOLVED - That Members approve the Treasury Management Outturn report and actual Prudential Indicators for 2017/18.

 

Reason for decision

 

To comply with the CIPFA Prudential Code and Code of Practice on Treasury Management.

 

Minutes:

(Members declarations of interest in relation to this item are set out in Minute 3 above)

 

 

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HF/63/18) to present the Treasury Management Outturn report and actual Prudential Indicators report for the financial year ended 31 March 2018.

 

RESOLVED - That Members approve the Treasury Management Outturn report and actual Prudential Indicators for 2017/18.

 

Reason for decision

 

To comply with the CIPFA Prudential Code and Code of Practice on Treasury Management.

 

32.

Quarter Four Summary Corporate Performance Report pdf icon PDF 381 KB

To consider the report of the Lead Member for Organisation – Finance, Performance, Health & Safety and Governance

Additional documents:

Decision:

RESOLVED – That the contents of the report be noted.

 

Reason for decision

 

To enable the Council to monitor performance against the Council Plan.

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (CLF/05/18) to provide Members with a summary update on progress against the Council Plan as at year end 2017/18.

 

The Lead Member presented the report and a debate ensued.  The following points were highlighted:

 

·         Clarification sought in relation to the drop in performance target for people requiring no further package of care following reablement.  The importance of ensuring a robust action plan was in place was highlighted.

·         Concern expressed in relation to the decline of safeguarding assessments completed for children within the statutory timescales.  It was noted that staff turnover had an impact on the number of assessments being undertaken, but Officers did not believe it was appropriate to complete any assessment until a Social Worker had seen the child, which therefore impacted on the figures.

·         Confirmation that whilst there may be a delay in a Social Worker carrying out an assessment on a child, they were being seen by other professionals in the meantime, such as teachers, health visitors etc.

·         Request for an information report to be circulated to all Members on safeguarding assessments for children.

 

RESOLVED – That the contents of the report be noted.

 

Reason for decision

 

To enable the Council to monitor performance against the Council Plan.

 

(Councillor Mark Pritchard in the Chair)

33.

Updated Local Planning Guidance Note 16: Parking pdf icon PDF 50 KB

To consider the report of the Lead Member for Organisation – Planning and Corporate Services

Additional documents:

Decision:

RESOLVED – That the updated LPGN 16 – Parking, attached at Appendix 1 to report HEP/59/18, be adopted as supplementary Planning guidance.

 

Reason for decision

 

To provide guidance in respect of the parking standards that apply to HMO developments to applicants and agents as well as to provide supplementary planning guidance that forms a material planning consideration for officers and the Planning Committee when planning applications are determined.

Minutes:

The Lead Member for Organisation – Planning and Corporate Services submitted a report (HEP/59/18) seeking approval for a revised and updated Local Planning Guidance Note (LPGN) 16 – Parking.

 

RESOLVED – That the updated LPGN 16 – Parking, attached at Appendix 1 to report HEP/59/18, be adopted as supplementary Planning guidance.

 

Reason for decision

 

To provide guidance in respect of the parking standards that apply to HMO developments to applicants and agents as well as to provide supplementary planning guidance that forms a material planning consideration for officers and the Planning Committee when planning applications are determined.

34.

Exclusion of Press and Public

In considering whether to exclude the press and public from the next part of the meeting Members are asked to consider the following factors when determining the public interest test.

 

Agenda Item 16 - Not for publication by virtue of Paragraphs 14 and 15 of Part 4 of Schedule 12A to the Local Government Act 1972 (as amended).

The Proper Officer has determined in considering this report that paragraphs 14 and 15 should apply.  Her view on the public interest test was that while she was mindful of the need to ensure the transparency and accountability of public authorities for decisions taken by them in relation to the spending of public money, the right of a third party to the privacy of their financial/ business affairs outweighed the need for that information to be made public. She was satisfied that in this case disclosure of the information would prejudice the discussion in relation to labour relations to the disadvantage of the authority and inhabitants of its area.  This information is not affected by any other statutory provision which requires the information to be publicly registered. On that basis she felt that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

It is, therefore, recommended that the press and public be excluded from the Meeting during consideration of the following item as it is likely that, if they were present, there would be disclosure to them of exempt information as defined in Paragraphs 14 and 15 of Part 4 of Schedule 12A to the Local Government Act 1972 (as amended).

 

Additional documents:

Minutes:

RESOLVED – That the press and public be excluded from the Meeting during consideration of the following items of business as it is likely that, if they were present, there would be disclosure to them of exempt information as defined in Paragraphs 14 and 15 of Schedule 12A to the Local Government Act 1972 (as amended).

35.

WCBC Financing of Schools Scheme: Licensed Deficit Update

To consider the report of the Lead Member for People - Education

Decision:

RESOLVED –

 

(i)         That the second year of the Licensed Deficit be approved but that the School must work to reduce the level of the proposed deficit during the year.  This will include working with the Council to review its operations.

 

(ii)        That a further report on progress be presented to Executive Board in March 2019 or earlier.

 

Reason for decision

 

To comply with the Authority’s Section 48 Financing of Schools Scheme regulations.

 

Minutes:

(Members declarations of interest in relation to this item are set out in Minute 21 above)

 

The Lead Member for People – Education submitted a report (HEd/15/18) asking Members to consider an update of the position regarding the licensed deficit recovery plan for a school and to consider a licensed deficit application of £597,054 for the school for the 2018 – 19 financial year.

 

RESOLVED –

 

(i)         That the second year of the Licensed Deficit be approved but that the School must work to reduce the level of the proposed deficit during the year.  This will include working with the Council to review its operations.

 

(ii)        That a further report on progress be presented to Executive Board in March 2019 or earlier.

 

Reason for decision

 

To comply with the Authority’s Section 48 Financing of Schools Scheme regulations.

 

36.

Notice of Motion - Kingdom Security

To consider the Notice of Motion below submitted in accordance with Standing Order 43(2) signed by Councillors Marc Jones and Carrie Harper:

 

“This council through its Executive Board resolves to seek to suspend its contract with Kingdom Security with immediate effect”

Additional documents:

Decision:

RESOLVED – That the Motion be not adopted.

Minutes:

Councillor Marc Jones made representations on a Notice of Motion submitted for consideration in accordance with Standing Order 43(2) regarding Kingdom Security. This was supported by Councillor Carrie Harper.

 

RESOLVED – That the Motion be not adopted.