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Agenda, decisions and minutes

Executive Board
Tuesday, 9th October, 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: Helen Coomber  Committee Manager

Webcast: View the webcast

Items
No. Item

49.

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 8 – Review of Day and Employment Services Disability Services – Councillor Rob Walsh - Personal – Vice Chair of Friends of Alyn Waters Country Park.  The Councillor remained in the meeting taking part in the discussion thereon.

 

Agenda Item 10 – Capital Programme 2018/19 – 2022/23 – Councillors Brian Cameron, Dana Davies, Adrienne Jeorrett, Hugh Jones, Rob Walsh and Phil Wynn – Personal - School Governors.  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.

50.

Confirmation of Minutes pdf icon PDF 81 KB

To sign as a correct record the Minutes of the Meeting held on 11 September 2018

Additional documents:

Decision:

RESOLVED – That the Minutes of the Meeting held on 11 September 2018 be signed as a correct record.

Minutes:

RESOLVED – That the Minutes of the Meeting held on 11 September 2018 be signed as a correct record.

51.

Special Section 22 Public Services Ombudsman Report pdf icon PDF 88 KB

To consider the report of the Lead Member for People – Communities, Partnerships, Public Protection and Community Safety

Additional documents:

Decision:

RESOLVED - That the work which is taking place to address the actions raised by the Ombudsman be approved.

 

Reason for decision

 

To share the planned actions required following the Public Services Ombudsman’s recommendations which is required to be reported to the Executive Board.

Minutes:

The Lead Member for People – Communities, Partnerships, Public Protection and Community Safety submitted a report (HF/87/18) to inform Members of the recent Section 22 report published by the Public Services Ombudsman for Wales, and to provide an update of the action taken to address the recommendations of the report.

 

The Lead Member presented the report and outlined the progress made in relation to the action plan.

 

RESOLVED - That the work which is taking place to address the actions raised by the Ombudsman be approved.

 

Reason for decision

 

To share the planned actions required following the Public Services Ombudsman’s recommendations which is required to be reported to the Executive Board.

52.

CCTV Policy update and Codes of Practice for Public Space Closed Circuit Television (CCTV), Body Worn Video Cameras (BWVC) and Re-deployable CCTV (RCCTV) Deployment Guidelines pdf icon PDF 71 KB

To consider the report of the Lead Member for People – Communities, Partnerships, Public Protection and Community Safety

Additional documents:

Decision:

RESOLVED -

 

(i)         That the revised CCTV Policy Statement as set out at Appendix 1 to report HHE/36/18 be approved.

 

(ii)        That the new Code of Practice for Public Space Surveillance guidance document as set out at Appendix 2 to report HHE/36/18, Code of Practice for Body Worn Video Cameras set out in Appendix 3 and the Re-deployable CCTV (RCCTV) Deployment Guidelines set out in Appendix 4 be approved.

 

Reason for decisions

 

To provide guidance to Council Officers when using CCTV, both fixed and re-deployable and Body Worn Cameras to ensure compliance with all relevant legislation.

Minutes:

The Lead Member for People – Communities, Partnerships, Public Protection and Community Safety submitted a report (HHE/36/18) asking Members to approve the revised Council’s CCTV Policy and to adopt the Code of Practice for Public Space Surveillance Closed Circuit Television Cameras (CCTV), Body Worn Video Cameras (BWVC) and Re-deployable (RCCTV) Deployment Guidelines.

 

RESOLVED -

 

(i)         That the revised CCTV Policy Statement as set out at Appendix 1 to report HHE/36/18 be approved.

 

(ii)        That the new Code of Practice for Public Space Surveillance guidance document as set out at Appendix 2 to report HHE/36/18, Code of Practice for Body Worn Video Cameras set out in Appendix 3 and the Re-deployable CCTV (RCCTV) Deployment Guidelines set out in Appendix 4 be approved.

 

Reason for decisions

 

To provide guidance to Council Officers when using CCTV, both fixed and re-deployable and Body Worn Cameras to ensure compliance with all relevant legislation.

53.

Appointment of Members to Outside Bodies pdf icon PDF 77 KB

To consider the report of the Lead Member for People – Communities, Partnerships, Public Protection and Community Safety

Additional documents:

Decision:

RESOLVED -

 

(i)         That Councillor Gwenfair Jones be appointed to represent the Council on Betsi Cadwaladr Community Health Council for the period up to the date of the next local government elections.

 

(ii)        That the Local Member for Gresford be appointed to represent the Council on the Gresford United Charity, up to the date of the next local government elections.

 

(iii)       That this matter be dealt with as an urgent item of business in accordance with Standing Order 43(1) of the Council’s Standing Orders.

 

Reason for decisions

 

To ensure that the Council is appropriately represented on the outside bodies identified in the report and to enable the Member to attend meetings with immediate effect.

 

 

Minutes:

The Lead Member for People - Communities, Partnerships, Public Protection and Community Safety submitted a report (HCCS/53/18) asking Members to consider the appointment of Members to represent the Council on the outside bodies identified in this report.

 

RESOLVED -

 

(i)         That Councillor Gwenfair Jones be appointed to represent the Council on Betsi Cadwaladr Community Health Council for the period up to the date of the next local government elections.

 

(ii)        That the Local Member for Gresford be appointed to represent the Council on the Gresford United Charity, up to the date of the next local government elections.

 

(iii)       That this matter be dealt with as an urgent item of business in accordance with Standing Order 43(1) of the Council’s Standing Orders.

 

Reason for decisions

 

To ensure that the Council is appropriately represented on the outside bodies identified in the report and to enable the Member to attend meetings with immediate effect.

 

 

54.

Review of Day and Employment Services Disability Services pdf icon PDF 118 KB

To consider the report of the Lead Member for People – Health and Adult Social Care

Additional documents:

Decision:

RESOLVED –

 

(i)         That the day and work opportunities services be reshaped to deliver more flexible, person centred services that are fit for purpose, offer quality, are sustainable and make more effective use of available resources which includes ceasing the business projects provided by Le Café, Coverall and Portable Appliance testing (PAT)

 

(ii)        That an alternative organisation be procured to continue to provide the café service at Alyn Waters Country Park. The contract specification would include a requirement for the contracted Provider to continue to offer work opportunities for people with disabilities.

 

(iii)       That Scrutiny be invited to consider a report in 6 months on the progress made in providing opportunities to service users.

 

Reasons for decisions

 

It is necessary for day and work opportunities to continue to reshape and modernise in order to:

 

Meet the current and future needs of service users.

Meet the requirements of the Social Services Well-being (Wales) Act 2014.

Develop sustainable opportunities for individuals.

Further improve the delivery of the service in the most cost effective way

Minutes:

(Members declarations of interest in relation to this item as set out in Minute 49 above)

 

The Lead Member for People – Health and Adult Social Care submitted a report (HASC/09/18) to update Members following consultation on phase one and two of a three phase approach on the reshaping of day and work opportunities.

 

The Lead Member presented the report and a discussion ensued.  The following points were raised:

 

·         Positive comments in relation to the range of opportunities which encouraged volunteering and demonstrated the valuable contribution to people’s lives.

·         Importance of recognising that the proposals were to reshape the day and work opportunities whilst making the most effective use of available resources.

·         Clarification sought regarding the tender process. Officers advised that an information report would be circulated upon conclusion of the process, detailing the outcome of the exercise and the preferred provider.

·         Suggestion that consideration could be given to a social enterprise providing work opportunities.

·         Request that Scrutiny be invited to consider a report in six months time on the progress made in providing opportunities to service users.

·         Confirmation that consultation with the users of the service was part of the tender process.

 

During the discussions, concern was expressed and clarification sought regarding the scrutiny protocol as it was felt that the comments of the Scrutiny Committee had not been included in today’s report.  Officers confirmed that the Scrutiny recommendations had been incorporated within the body of the report, and there would be an opportunity for Scrutiny to consider proposals for Phase 3 of the review prior to consultation.

 

RESOLVED –

 

(i)         That the day and work opportunities services be reshaped to deliver more flexible, person centred services that are fit for purpose, offer quality, are sustainable and make more effective use of available resources which includes ceasing the business projects provided by Le Café, Coverall and Portable Appliance testing (PAT)

 

(ii)        That an alternative organisation be procured to continue to provide the café service at Alyn Waters Country Park. The contract specification would include a requirement for the contracted Provider to continue to offer work opportunities for people with disabilities.

 

(iii)       That Scrutiny be invited to consider a report in 6 months on the progress made in providing opportunities to service users.

 

Reasons for decisions

 

It is necessary for day and work opportunities to continue to reshape and modernise in order to:

 

Meet the current and future needs of service users.

Meet the requirements of the Social Services Well-being (Wales) Act 2014.

Develop sustainable opportunities for individuals.

Further improve the delivery of the service in the most cost effective way

55.

'A Place to call Home?' The Older People's Commissioner for Wales' Care Home Review pdf icon PDF 155 KB

To consider the report of the Lead Member for People – Health and Adult Social Care

Additional documents:

Decision:

RESOLVED - That the work being undertaken within the Adult Social Care Department, to deliver on and achieve compliance with the Requirements for Action set out within the Older People’s Commissioner for Wales’ Care Home Review be supported.

 

Reasons for decision

 

To ensure that all external commissioned residential care homes services meet quality standards and requirements.

 

To ensure WCBC is compliant with the requirements of ‘A Place to Call Home?’

 

Minutes:

The Lead Member for People – Health and Adult Social Care submitted a report (HASC/05/18) to highlight the actions being taken to ensure full compliance with the recommendations of the Older People’s Commissioner for Wales’ Care Home Review ‘A Place to Call Home?’.

 

The Lead Member presented the report and highlighted the main points contained within it.  A discussion ensued, and the following comments were raised:

 

·         Update on the progression of a programme for undertaking rota visits to private care homes - a suggestion was made that consideration be given to introducing Member rota visits into Private sector care homes and it was agreed that Officers would look into this.

·         Officers provided an update on the links between community agents and care homes and highlighted the valuable connection between them.  It was noted that community agents provide useful information about what is available in the community for care home residents to access and what is available within care homes for people in the community to engage with. 

 

RESOLVED - That the work being undertaken within the Adult Social Care Department, to deliver on and achieve compliance with the Requirements for Action set out within the Older People’s Commissioner for Wales’ Care Home Review be supported.

 

Reasons for decision

 

To ensure that all external commissioned residential care homes services meet quality standards and requirements.

 

To ensure WCBC is compliant with the requirements of ‘A Place to Call Home?’

56.

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 10 to 14 in his capacity as Lead Member for Organisation – Finance, Performance, Health and Safety and Governance.

 

(Councillor Hugh Jones in the Chair)

57.

Capital Programme 2018/19 - 2022/23 pdf icon PDF 82 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 Welsh Government General Capital Funding in 2022/23 recommended by the Corporate Land and Buildings Strategy Group shown in paragraph 4.19 be approved.

 

(ii)        That the allocation of the Heritage and Community Well Being Annual Capital Provision shown in paragraph 4.21 be approved.

 

(iii)       That the rolling programme for 2018/19 to 2022/23 as detailed in appendices 2 and 3 to report HF/108/18 be approved.

 

(iv)      That the capital programme be next reviewed and reported to the Executive Board in February 2019.

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in July 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 as set out in Minute 49 above)

 

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HF/108/18) to review the 2018/19 – 2022/23 Capital Programme.

 

RESOLVED -

 

(i)         That the allocation of Welsh Government General Capital Funding in 2022/23 recommended by the Corporate Land and Buildings Strategy Group shown in paragraph 4.19 be approved.

 

(ii)        That the allocation of the Heritage and Community Well Being Annual Capital Provision shown in paragraph 4.21 be approved.

 

(iii)       That the rolling programme for 2018/19 to 2022/23 as detailed in appendices 2 and 3 to report HF/108/18 be approved.

 

(iv)      That the capital programme be next reviewed and reported to the Executive Board in February 2019.

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in July 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.

58.

Focussed on our Performance 2017-18 pdf icon PDF 135 KB

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

Additional documents:

Decision:

RESOLVED - That the ‘Focused on our Performance 2017/18’ report as outlined in Appendix 1 to report CLF/07/18 be approved for publication.

 

Reason for decision

 

To enable the Council to comply with its statutory reporting requirements  and to provide a public assessment of progress made against the Council Plan.

Minutes:

The Leader of the Council submitted a report (CLF/07/18) to provide Members with an assessment of performance against the Council Plan 2017/18 for approval.

 

The Lead Member presented the report and guided Members through the main points contained within it.  A debate followed, and the points below were highlighted:

 

·         Acknowledgement and appreciation of the hard work undertaken by Officers who continue to deliver high quality services.

·         Confirmation that statutory targets for recycling were being achieved.

·         Confirmation that a report on tackling poverty was due to be presented to Scrutiny in November.  It was also noted that this issue was a priority for the Public Service Board.

·         Recognition of the huge improvements made in educational attainment at primary school level.

RESOLVED - That the ‘Focused on our Performance 2017/18’ report as outlined in Appendix 1 to report CLF/07/18 be approved for publication.

 

Reason for decision

 

To enable the Council to comply with its statutory reporting requirements  and to provide a public assessment of progress made against the Council Plan.

59.

Counter Fraud Strategy 2018-21 and Counter Fraud Policy and Procedures pdf icon PDF 688 KB

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

Additional documents:

Decision:

RESOLVED - That the Counter Fraud Strategy 2018-21 and the Counter Fraud Policy and Procedures be approved.

 

Reasons for decisions

 

To enable the Council to continue to have in place effective Counter Fraud

Arrangements.

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HF/95/18) to obtain approval of the Counter Fraud Strategy 2018/21 and the Counter Fraud Policy and Procedures.

 

RESOLVED - That the Counter Fraud Strategy 2018-21 and the Counter Fraud Policy and Procedures be approved.

 

Reasons for decisions

 

To enable the Council to continue to have in place effective Counter Fraud

Arrangements.

60.

In-house Enforcement Services (Bailiffs) 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 Officers be given approval to proceed with the creation of an in-house enforcement team, the reason for this is that a local in-house service can provide this service to cases in the area in a cost effective manner.

 

(ii)        That a review of the in-house service be undertaken following 12 months of operating the service.

 

Reason for decisions

 

Creation of an In-house Enforcement Team will allow the Authority to have a greater degree of control over debt outstanding to the Council. The Team should be self-financing as the income collected from statutory fees will cover the cost of the service.

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HF/92/18) asking Members to consider the possibility of setting up an in-house Enforcement Services team to deal primarily with Council Tax, Non Domestic Rating, and have the scope to deal with wider Council debts as necessary.

 

RESOLVED -

 

(i)         That Officers be given approval to proceed with the creation of an in-house enforcement team, the reason for this is that a local in-house service can provide this service to cases in the area in a cost effective manner.

 

(ii)        That a review of the in-house service be undertaken following 12 months of operating the service.

 

Reason for decisions

 

Creation of an In-house Enforcement Team will allow the Authority to have a greater degree of control over debt outstanding to the Council. The Team should be self-financing as the income collected from statutory fees will cover the cost of the service.

61.

Appointment of Members to Statutory and Non Statutory Groups pdf icon PDF 77 KB

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

Additional documents:

Decision:

RESOLVED -

 

(i)         That Group Leaders and Non-aligned Members notify the Head of Corporate and Customer Services of nominations to any outstanding vacant seats within 7 days of the date of this meeting.

 

Reasons for decisions

 

To agree the appointment of Members to the vacant seats on the Statutory and Non-Statutory Groups established by the Executive Board as outlined in paragraph 2.1. 

 

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (HCCS/55/18) asking Members to consider the appointment of Members to the vacant seats on Statutory and Non-Statutory Groups which fall to be reconstituted by the Executive Board.

 

RESOLVED -

 

(i)         That Group Leaders and Non-aligned Members notify the Head of Corporate and Customer Services of nominations to any outstanding vacant seats within 7 days of the date of this meeting.

 

Reasons for decisions

 

To agree the appointment of Members to the vacant seats on the Statutory and Non-Statutory Groups established by the Executive Board as outlined in paragraph 2.1.