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Agenda, decisions and minutes

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

Media

Items
No. Item

24.

Apologies for Absence

Additional documents:

Minutes:

An apology for absence was submitted on behalf of Councillor David Kelly.

25.

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 Member 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 6 – Capital Programme 2018/19 – 2022/23

Councillors Brian Cameron, Dana Davies, Frank Hemmings, R Alun Jenkins, and Graham Rogers – 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 thereon.

Councillor Dana Davies – Personal - Parent of children attending a School mentioned in the report.  The Councillor remained in the meeting taking part in the discussion thereon.

Councillors Dana Davies and Joan Lowe – Personal - Member of a Community Council who are in receipt of a childcare offer grant.  The Councillors remained in the meeting taking part in the discussion, and in the case of the Executive Board Member, the voting thereon.

 

Agenda Item 11 – Local Authority Trading Company.

Councillor Andrew Atkinson – Personal – Owner of a cleaning business.  The Councillor remained in the meeting taking part in the discussion and voting thereon.

Councillors David A Bithell and Joan Lowe – 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 voting thereon.

Councillor Hugh Jones – Personal - Director of Local Authority Trading Company.  The Councillor remained in the meeting taking part in the discussion and voting thereon.

 

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 5 to 11 in his capacity as Lead Member for Organisation – Finance, Performance, Health and Safety and Governance.

 

(Councillor Hugh Jones in the Chair)

27.

Revenue Budget 2020/22 pdf icon PDF 150 KB

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

Additional documents:

Decision:

RESOLVED -

 

(i)         That the budget approach for 2020/22 be supported.

 

(ii)        That the service changes and associated charges categorised as Type 1 and amounting to £1,396k for 2020/21 and £575k for 2021/22 as outlined in Appendix 1 to report

COFI/55/19 be approved, so that officers can start work on implementing.

 

(iii)       To approve further research/consultation and engagement where appropriate on the service proposals categorised as Type 2 and amounting to £913k for 2020/21 and £140k for 2021/22.

 

(iv)      To undertake further work across all Departments/Services of the Council to identify further cuts for consideration in the Autumn/Winter.

 

Reason for decisions

 

To enable the Council to make progress in developing its revenue budget for the 2020/21 and 2021/22 financial years.

 

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance) submitted a report (COFI/55/19) asking Members to approve the Phase 1 2020/22 budget proposals.

 

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

 

·         Importance of public engagement was highlighted and the need to ensure adherence to the proper consultation process.

·         Clarification was provided in relation to the budget process which had been agreed earlier in the year.

·         Concern that the budget process had changed which allowed for some proposals to be implemented immediately.  Officers reassured Members that the proposals categorised as Type 1 were being recommended for approval to allow Officers to begin work on implementation.

·         Concern expressed in relation to proposals to introduce a charge for green bins, and how staff would be able to identify which bins which had been paid for.  Assurances were provided in that regard.

 

RESOLVED -

 

(i)         That the budget approach for 2020/22 be supported.

 

(ii)        That the service changes and associated charges categorised as Type 1 and amounting to £1,396k for 2020/21 and £575k for 2021/22 as outlined in Appendix 1 to report COFI/55/19 be approved, so that officers can start work on implementing.

 

(iii)       To approve further research/consultation and engagement where appropriate on the service proposals categorised as Type 2 and amounting to £913k for 2020/21 and £140k for 2021/22.

 

(iv)      To undertake further work across all Departments/Services of the Council to identify further cuts for consideration in the Autumn/Winter.

 

Reason for decisions

 

To enable the Council to make progress in developing its revenue budget for the 2020/21 and 2021/22 financial years.

28.

Variation in Order of Agenda

Additional documents:

Minutes:

RESOLVED – That Agenda items 5 to 8 be brought forward and taken at this time.

29.

Welsh Church Act Fund Grant Award Administration Transfer pdf icon PDF 37 KB

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

Additional documents:

Decision:

 

RESOLVED – That the transfer of the administration of the awarding of the Welsh Church Act Fund grants in the Wrexham area to the Community Foundation in Wales be approved, with the request that the maximum grant for award be increased to £1,000.

 

Reason for decision

 

Allow the Welsh Church Act Fund management and grant issuing procedures to benefit from centralisation, whilst retaining local input into the grant awarding process through representation on the panel making the awards.

 

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (COFI/45/19) to seek approval of the transfer of the administration of the awarding of the Welsh Church Act Fund grants in the Wrexham area to the Community Foundation in Wales.

 

RESOLVED – That the transfer of the administration of the awarding of the Welsh Church Act Fund grants in the Wrexham area to the Community Foundation in Wales be approved, with the request that the maximum grant for award be increased to £1,000.

 

Reason for decision

 

Allow the Welsh Church Act Fund management and grant issuing procedures to benefit from centralisation, whilst retaining local input into the grant awarding process through representation on the panel making the awards.

 

30.

Capital Programme 2018/19 - 2022/23 pdf icon PDF 209 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 £650k to Crematorium Refurbishment Scheme in 2020/21 as outlined is paragraph 2.4 of report

COFI/46/19 be approved.

 

(ii)        That the capital outturn for 2018/19 be noted.

 

(iii)       That the rolling programme for 2019/20 to 2022/23 as detailed in appendices 2 and 3 be approved.

 

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

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in February in compliance with Financial Regulation 3.13 that requires that the Chief Officer Finance & ICT 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 respect of this item are set out in Minute 25 above)

 

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (COFI/46/19) to advise Members of the 2018/19 Capital Programme outturn and to review the 2019/20 – 2022/23 Capital Programme.

 

RESOLVED -

 

(i)         That the allocation of £650k to Crematorium Refurbishment Scheme in 2020/21 as outlined is paragraph 2.4 of report

COFI/46/19 be approved.

 

(ii)        That the capital outturn for 2018/19 be noted.

 

(iii)       That the rolling programme for 2019/20 to 2022/23 as detailed in appendices 2 and 3 be approved.

 

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

 

Reasons for decisions

 

(i)         This report follows an earlier monitoring report in February in compliance with Financial Regulation 3.13 that requires that the Chief Officer Finance & ICT 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 2018/19 pdf icon PDF 144 KB

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

Additional documents:

Decision:

RESOLVED – That the Treasury Management Outturn report and actual Prudential Indicators for 2018/19 be noted.

 

Reason for decision

 

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

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance submitted a report (COFI/44/19) to present the Treasury Management Outturn report and actual Prudential Indicators report for the financial year ended 31 March 2019.

 

RESOLVED – That the Treasury Management Outturn report and actual Prudential Indicators for 2018/19 be noted.

 

Reason for decision

 

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

32.

Pooled Budget Agreement for Care Home Accommodation for Older People pdf icon PDF 59 KB

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

Additional documents:

Decision:

RESOLVED -

 

(i)         That the contents of the report be noted.

 

(ii)        That the progress made regionally in meeting the Part 9 requirements of the 2014 Act which includes a legal requirement to establish a regional pooled fund for care home accommodation for older people be noted.

 

(iii)       That the establishment of a non-risk sharing pooled fund for care home accommodation be established for older people as set out in this report with Denbighshire County Council acting as Host Authority and for the arrangements to be effective from the financial year 2019/20.

 

(iv)      That the Council enter into a legal agreement between Betsi Cadwaladr University Health Board and the six local authorities across North Wales, regulating the establishment, operation and governance arrangements in respect of the pooled fund for a period of 3 years.

 

Reason for decisions

 

The development of a non-risk sharing pool to include financial transactions is proposed in order to meet legislative requirements.

Minutes:

The Lead Member for Organisation – Finance, Performance, Health and Safety and Governance and the Lead Member for People – Health and Adult Social Care submitted a report (COFI/61/19) to provide an update regarding steps taken regionally to ensure compliance with the legal requirement to establish and maintain pooled funds for care home accommodation functions for older people; to secure approval to establish a single, non-risk sharing regional pooled fund for care home accommodation functions for older people to be hosted by Denbighshire County Council for three years; and to secure authorisation to the ratification of and signature on behalf of the Council to a legal agreement prepared for a term of three years to reflect the agreed arrangements for establishment, administration and  governance of the pooled fund.

 

RESOLVED -

 

(i)         That the contents of the report be noted.

 

(ii)        That the progress made regionally in meeting the Part 9 requirements of the 2014 Act which includes a legal requirement to establish a regional pooled fund for care home accommodation for older people be noted.

 

(iii)       That the establishment of a non-risk sharing pooled fund for care home accommodation be established for older people as set out in this report with Denbighshire County Council acting as Host Authority and for the arrangements to be effective from the financial year 2019/20.

 

(iv)      That the Council enter into a legal agreement between Betsi Cadwaladr University Health Board and the six local authorities across North Wales, regulating the establishment, operation and governance arrangements in respect of the pooled fund for a period of 3 years.

 

Reason for decisions

 

The development of a non-risk sharing pool to include financial transactions is proposed in order to meet legislative requirements.

33.

The Welsh Government's Code of Practice Ethical Employment in Supply Chains pdf icon PDF 183 KB

To consider the report of the Lead Member for People – Youth Services and Anti-poverty

Additional documents:

Decision:

RESOLVED –

 

(i)         That the Council’s Modern Slavery statement as outlined in Appendix 1 to report

            COFI/49/19 be approved.

 

(ii)        That the progress made in implementing the commitments of the Code of Practice, Ethical Employment in Supply Chains as detailed Appendix 2 be noted.

 

(iii)       To note that Councillor Andrew Atkinson is the Anti-Slavery and Ethical Employment Champion.

 

Reasons for decisions

 

(i)        Production of the Council’s Modern Slavery Statement and sign up to the Code of Practice clearly demonstrates commitment to improving social, economic, environmental and cultural well-being of the people of Wales, ensuring workers in public sector supply chains in Wales are employed in a fair and ethical way.

 

(ii)       The Modern Slavery Statement demonstrates the steps taken/planned to ensure that slavery and human trafficking are not taking place in the Council or its supply chains.

 

Minutes:

The Lead Member for People – Youth Services and Anti-Poverty submitted a report (COFI/49/19) to provide information on the Council’s adoption and implementation of the Welsh Government’s Code of Practice, Ethical Employment in Supply Chains,  to seek approval for the Council’s Modern Slavery Statement prior to it being published on the Council’s website and to provide an update on progress made to date on the implementation of the commitments contained within the Code of Practice.

 

RESOLVED –

 

(i)         That the Council’s Modern Slavery statement as outlined in Appendix 1 to report COFI/49/19 be approved.

 

(ii)        That the progress made in implementing the commitments of the Code of Practice, Ethical Employment in Supply Chains as detailed Appendix 2 be noted.

 

(iii)       To note that Councillor Andrew Atkinson is the Anti-Slavery and Ethical Employment Champion.

 

Reasons for decisions

 

(i)        Production of the Council’s Modern Slavery Statement and sign up to the Code of Practice clearly demonstrates commitment to improving social, economic, environmental and cultural well-being of the people of Wales, ensuring workers in public sector supply chains in Wales are employed in a fair and ethical way.

 

(ii)       The Modern Slavery Statement demonstrates the steps taken/planned to ensure that slavery and human trafficking are not taking place in the Council or its supply chains.

 

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.

 

Item 11 -  Not for publication by virtue of Paragraph 12 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 & 15 should apply.  Her view on the public interest test was that while she is mindful of the need to ensure that transparency and accountability of public authorities for decisions taken by them in relation to the spending of public money the right of the Council to the privacy of its financial/business affairs outweighed the need for that information to be made public and 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. 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 & 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 Part 4 of Schedule 12A to the Local Government Act 1972 (as amended).

 

35.

Local Authority Trading Company

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

Decision:

RESOLVED –

 

(i)         That Option C as detailed in report COFI/57/19 be approved.

 

(ii)        That the change be implemented from 1 January 2020.

 

(iii)       That the Trading Company (WCSL) be made dormant.

 

Reasons for decisions

 

(i)         The options proposed and detailed in this report were presented to the Shareholder Committee for discussion and review, subsequently a proposal was supported that Option C should be the recommendation taken forward.

 

(ii)        Utilising Option C would allow WCBC full control and would allow for all service delivery to be conducted in accordance with all requirements of Council operations and financial planning.

 

(iii)       Option C would allow staff to be TUPE’d across to the Council and

(with high level of support from Wrexham County Borough Council Legal and HR services) would ensure a smooth and seamless transfer.

 

(iv)      The company becoming dormant will provide a vehicle through which the Council could trade other activities in the future.

 

(v)       Difficulties arising from pension costs and corporation tax, have

been fundamental in directors of WCSL supporting the proposed steps of company ceasing to trade and that the cleaning service to the Council being brought back “in-house”.

 

(vi)      The Council and the Company are in agreement that this is the appropriate recommendation in relation to the future of the company.

Minutes:

(Members declarations of interest in respect of this item are set out in Minute 25 above)

 

The Chair of the Shareholder Committee submitted a report (COFI/57/19) to note information relating to the Local Authority Trading Company.

 

RESOLVED –

 

(i)         That Option C as detailed in report COFI/57/19 be approved.

 

(ii)        That the change be implemented from 1 January 2020.

 

(iii)       That the Trading Company (WCSL) be made dormant.

 

Reasons for decisions

 

(i)         The options proposed and detailed in this report were presented to the Shareholder Committee for discussion and review, subsequently a proposal was supported that Option C should be the recommendation taken forward.

 

(ii)        Utilising Option C would allow WCBC full control and would allow for all service delivery to be conducted in accordance with all requirements of Council operations and financial planning.

 

(iii)       Option C would allow staff to be TUPE’d across to the Council and

(with high level of support from Wrexham County Borough Council Legal and HR services) would ensure a smooth and seamless transfer.

 

(iv)      The company becoming dormant will provide a vehicle through which the Council could trade other activities in the future.

 

(v)       Difficulties arising from pension costs and corporation tax, have

been fundamental in directors of WCSL supporting the proposed steps of company ceasing to trade and that the cleaning service to the Council being brought back “in-house”.

 

(vi)      The Council and the Company are in agreement that this is the appropriate recommendation in relation to the future of the company.