MINUTES OF A MEETING OF THE EXECUTIVE BOARD HELD IN COUNCIL CHAMBER, GUILDHALL ON TUESDAY, 12 JULY 2016 MEMBERS

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1 MINUTES OF A MEETING OF THE EXECUTIVE BOARD HELD IN COUNCIL CHAMBER, GUILDHALL ON TUESDAY, 12 JULY 2016 MEMBERS Councillor Mark Pritchard, Chair Councillor I Roberts, Vice-Chair Councillor David A Bithell R J Dutton OBE Hugh Jones David Kelly Councillor Mrs J M Lowe Ronnie Prince Neil Rogers Michael Williams *Absent Also Present Councillors Andrew Bailey, Brian Cameron, Mrs Dana Davies, Mike Edwards, D J Griffiths, R Alun Jenkins, J A Kelly KSG, Bernie McCann, Carole O'Toole MBE, Robert Walsh and Andy Williams 1 DECLARATIONS OF PERSONAL INTERESTS, IF ANY The following Members gave notice of their intention to declare a personal interest in respect of the undermentioned items: Agenda Item 7 Councillors Andrew Bailey, David A Bithell, Brian Cameron, Dana Davies, Hugh Jones, David Kelly, J A Kelly, KSG, Mrs J M Lowe, Neil Rogers, Robert Walsh, Andy Williams and Michael Williams. Agenda Item 10 Councillors Hugh Jones and Neil Rogers. Agenda Item 18 Councillors Andrew Bailey, David A Bithell, Brian Cameron, Dana Davies, David Kelly, Mrs J M Lowe, Neil Rogers, Robert Walsh and Michael Williams. 2 CONFIRMATION OF MINUTES RESOLVED That the Minutes of the Executive Board held on 21 June 2016 be received and confirmed as a correct record. 3 VARIATION IN ORDER OF AGENDA RESOLVED That Agenda Item 15 Additional Licensing of Houses in Multiple Occupation (HMO s) be brought forward for consideration at this time. 4 ADDITIONAL LICENSING OF HOUSES IN MULTIPLE OCCUPATION (HMO'S) The Lead Member for Place Planning and Public Protection and the Lead Member for Place Housing submitted a joint report (HEP/30/16) seeking approval to redesignate the HMO additional licensing scheme which will expire on 31

2 October The Lead Member presented the report and a discussion ensued. The following points were raised: Acknowledgement that the private rented sector played an important role in providing housing for those not pursuing home ownership. Recognition that whilst there were some very good HMO properties in the County Borough, there were also some that were not so good, and these properties had a negative impact on residents living nearby. Request for regular updates about the HMO/private rented sector. Clarification sought in relation to staff resources Officers advised that changes had been made to internal systems and resources which should result in efficiencies and improvements and that the possibility of using some grant funding was under consideration. RESOLVED That the re-designation of additional licensing for all HMO's within the County Borough (except those subject to mandatory licensing and those listed in Schedule 14 of the Act), be approved for a further five years, from 1 November 2016 to 31 October That Members receive an update report in 12 months. To improve housing conditions and management standards in HMO s within the County Borough. 5 SOCIAL SERVICES ANNUAL DIRECTOR'S REPORT 2015/16 The Lead Member for People Health and Adult Social Care and the Lead Member for People Children s Services and Education, submitted a joint report (CLF/15/16) to provide Members with the 2015/16 Social Services Director s Report for consideration and approval. The Lead Members introduced the report and highlighted the relevant points that applied to their areas of responsibility. A debate ensued, and the following issues were raised: Clarification sought regarding the increase in the number of contacts the Adult Social Care Department had received for Adult Protection. The Lead Member advised that staff dealing with older people had been receiving additional training in order to alert them to any potential issues, and it was therefore anticipated that there would be a reduction in the number of contacts made to the Department. Reference was made to some technical difficulties which had been experienced during the development of the electronic recording system for child protection.

3 However, Members were advised that the system was now working well and enabled Officers to effectively deal with all the enquiries coming into the Department. Update by the Lead Member on the partnership and discussion forum with care home owners around the work being undertaken to shape the market and meet the demands of the service user. That the annual Director s Report for 2015/16, as detailed within Appendix A of report CLF/15/16 be approved. That the publication and circulation of the Director s Report for 2015/16 be approved. The annual Director s Report is intended to provide a recognisable picture of the performance of Social Services in Wrexham. Its publication will ensure requirements placed upon the Statutory Director of Social Services are fulfilled. It will also inform the annual performance and inspection programme of the regulator (Care and Social Services Inspectorate Wales: CSSIW). 6 CORPORATE SAFEGUARDING POLICY The Lead Member for People Children s Services and Education submitted a report (HCSC/02/16) to respond to the findings and recommendation of a Wales Audit Office (WAO) report published in June 2015, and to seek approval of the Corporate Safeguarding Policy and associated Action Plan. The Lead Member highlighted the main points contained within the report and responded to questions accordingly. During discussions, the following points were raised: Acknowledgement that this Policy would impact on all Council services, service providers that are commissioned by the Council and School governing bodies. Importance of monitoring compliance with the new governance arrangements, and a request to include completion dates on the action plan. The Lead Member confirmed that a Task and Finish Group had been set up recently to monitor discrepancies in DBS (Disclosure and Barring Service) checks, and this work would be reported to the Safeguarding, Communities and Well-being Scrutiny Committee. That the Corporate Safeguarding Policy to strengthen Corporate Safeguarding governance be approved.

4 That the Corporate Safeguarding Action Plan, to support the implementation of the new governance arrangements, be approved, subject to dates for completion. Reasons for decisions To ensure there is a corporate-wide policy on safeguarding covering all council services and also service providers that are commissioned by the council. To ensure compliance with the recommendations set out in the Welsh Audit Office Report, Review of Corporate Safeguarding Arrangements in Welsh Councils, published in June SCHOOL ORGANISATION STRATEGY (DRAFT) The Lead Member for People Children s Services and Education submitted a report (HEd/18/16) to seek approval for an extensive consultation with the public and key stakeholders in relation to the Council s Draft School Organisation Strategy The Lead Member presented the report and a discussion followed. During consideration of the report, the following points were noted: Suggestion that there needed to be further consultation on Resourced Provision, which was where for some pupils, their special educational needs were best met in a smaller class within a mainstream school. Concern that if children were directed towards a certain type of special educational provision that did not best suit their needs, this would have a negative impact. Importance of ensuring that any plan for the future should include the consideration of cluster schools. The need to consider why some parents choose to send their children to an out of county secondary school. That the Draft School Organisation Strategy be approved for public consultation. Reasons for decision To receive feedback from the public and key stakeholders in relation to the Draft School Organisation Strategy and supporting documents. To inform Band B of the 21 st Century Schools Programme which is due to commence in (Pursuant to the Council s Code of Conduct for Members, Councillors Andrew Bailey, David A Bithell, Brian Cameron, Dana Davies, Hugh Jones, David Kelly, J A

5 Kelly, KSG, Mrs J M Lowe, Neil Rogers, Robert Walsh, Andy Williams and Michael Williams all declared a personal interest in respect of this matter by virtue of being School Governors but claimed the exemption as contained in paragraph 12(2)(a) of the Member Code of Conduct and remained in the room for consideration of this item taking part in the discussion and voting (in the case of Executive Board Members) thereon). 8 FUTURE MANAGEMENT OF THE COUNCIL S LIBRARIES AND HERITAGE AND ARCHIVES SERVICES The Lead Member for People Communities and Partnerships submitted a report (HHE/24/16) to update Members of the outcome of a review into the proposed Wrexham Culture Trust; and to consider whether to proceed with the development of a Wrexham Culture Trust for the future delivery of the Library, Museum and Archives Service. The Lead Member presented the report and in doing so, responded to Members questions accordingly. He advised that the full detail of the potential risks in developing a Trust to manage the library service were not apparent during the early stages of the project. The Lead Member added to his comments by paying tribute to the staff who had gone through a period of uncertainty. (iii) That the Executive Board decision of 14 July 2015 to develop an NPDO/Trust to manage Library Services, should not be implemented. That the proposal for the Council to retain the management of Heritage & Archives Services, Libraries and Community Resource Centres, as inhouse services be supported. That the Head of Housing and Economy, in consultation with the Lead Member for People Communities and Partnerships, be authorised to progress with development of a trust for the purposes of managing the newly established Peoples Market/Oriel Wrexham. To safeguard the ongoing provision, future viability and sustainability of Library Services, Heritage and Archives and the Arts Service and ensure that services are delivered in the most cost-effective way and within an efficient management structure; and that appropriate and effective arrangements are in place to manage the Peoples Market/Oriel Wrecsam upon completion. 9 FUNDING OF TWO REGIONAL POSTS TO DEVELOP WORK SURROUNDING CHILDREN AFFECTED BY THE IMPRISONMENT OF A FAMILY MEMBER The Lead Member for People Communities and Partnerships submitted a report (LR/12/16) to inform Members about the issues faced by the children and families

6 affected by the imprisonment of a family member, and to seek approval for a contribution to fund two regional posts to develop a strategic and practical response for North Wales to these children and families. During consideration of the report, the Lead Member responded to questions raised by Members: Positive views were expressed in relation to the creation of the two posts which it was felt would provide a greater opportunity to those children affected by family member imprisonment. Acknowledgement that HMP Parc Prison in Bridgend was recognised as being a model of best practice. Clarification sought in relation to National Lottery funding and the Invisible Walls Wales project the Lead Member advised that HMP Berwyn would be contributing to the costs, but he would bring a further report which would contain additional financial information once the programme had been rolled out. Concern that it could be difficult to identify the children affected as not all parents/family members would be imprisoned at HMP Berwyn. The Lead Member advised that work done to identify those children would be done in partnership with Barnados. It was recognised however that there would be a limited number who would not engage. (iii) That the evidence of need for this group of vulnerable children and families that are affected by the imprisonment of a family member be noted. That the proposed approach to developing a strategic and practical response for North Wales be supported. agree to a contribution of funding of 9,423 per annum for a maximum period of five years towards a regional programme management team and launch/engagement costs which is funded at a regional partnership level. To reduce re-offending, inter-generational offending and improve the wellbeing outcomes of the children and families affected by the imprisonment of a family member. 10 MEMBERSHIP AND REPRESENTATION ON THE WREXHAM LEADER LOCAL ACTION GROUP AND CADWYN CLWYD BOARD The Lead Member for People Communities and Partnerships submitted a report (HHE/25/16) asking Members to agree additional Council representation on the Wrexham LEADER Local Action Group to oversee the delivery of the European funded rural programme funding (LEADER) in Wrexham.

7 That the contents of this report be noted. That the Lead Members for Place - Economic Development and Regeneration and People - Communities and Partnerships be appointed to become the two voting Members of the Wrexham LEADER Local Action Group on behalf of the Council, in respect of their lead areas of work and existing involvement in the LAG and Cadwyn Clwyd. To ensure the Council is appropriately represented on the LEADER Local Action Group for Wrexham, to ensure the Council is a key stakeholder in influencing how funds from the European Agriculture Fund for Rural Development and Welsh Government may be best allocated to benefit rural Wrexham. (Pursuant to the Council s Code of Conduct for Members, Councillors Hugh Jones and Neil Rogers both declared a personal interest in this matter by virtue of being representatives on the LEADER Local Action Group appointed by this Council. They remained in the room for consideration of this item taking part in the discussion and voting thereon). 11 APPOINTMENT OF MEMBER TO OUTSIDE BODY - BETSI CADWALADR COMMUNITY HEALTH COUNCIL The Lead Member for People Communities and Partnerships submitted a report (HCCS/64/16) to consider the appointment of a Member to represent the Council on Betsi Cadwaladr Community Health Council. That the Lead Member for People Communities and Partnerships be given delegated powers to forward the name of a Council representative on the Betsi Cadwaladr Community Health Council, for the period up to the date of the next Local Government Elections. 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. To ensure the Council is appropriately represented on Betsi Cadwaladr Community Health Council and enable the Member to attend meetings with immediate effect. 12 WCBC FLOOD RISK MANAGEMENT PLAN

8 The Lead Member for Place Environment and Transport submitted a report (HEP/31/16) to seek approval for the Flood Risk Management Plan The Lead Member presented the report and in doing so, pointed out the possibility of a further reduction in grant support from the Welsh Government. It was acknowledged by Members that the delivery of actions and measures contained within the Plan would be dependent upon the availability of funding. RESOLVED That the Flood Risk Management Plan be approved. That the Head of Environment and Planning, in consultation with the Lead Member for Place Environment and Transport, be authorised to undertake a review of the Flood Risk Management Plan after a period of three years (mid-life for the plan) ensuring it remains suitable to mitigate future flood related risks. To enable the delivery of the WCBC Flood Risk Management Plan. 13 WREXHAM'S TRAVEL STRATEGY - 'WREXHAM CONNECTED' The Lead Member for Place Environment and Transport submitted a report (HEP/28/16) seeking approval of Wrexham Connected as a basis for our approach to providing a long term sustainable travel strategy for the County Borough. That Wrexham Connected be approved as our travel strategy and approach to transport planning. That the Head of Environment and Planning, in consultation with the Lead Member for Place Environment and Transport, be authorised to work with all our regional partners to instigate and develop further studies and projects that will support the national, regional and local aspirations in relation to transport, facilitating inward investment and supporting economic development goals. To ensure that the Council has a long term, sustainable approach to transport planning which meets the requirements of the various related pieces of legislation (eg Active Travel Wales Act 2013, Well-Being of Future Generations Act 2015) and supports the Council s aspirations as defined in the Council Plan for:- Economy creating a vibrant, diverse and inclusive economy People raising aspirations, creating confidence and promoting opportunity Place investing in attractive, safe and inclusive communities

9 14 MANAGEMENT OF WREXHAM COUNTY BOROUGH COUNCIL SPORTS PITCHES AND ASSOCIATED FACILITIES The Lead Member for Place Environment and Transport submitted a report (HEP/24/16) to consider options for the management of Wrexham County Borough Council sports pitches and sports changing rooms. In presenting the report, the Lead Member advised Members that some football teams had struggled financially, and as a result, the Council had worked with partners and taken advice from neighbouring authorities on how the fees could be structured in a different way. During discussions, the following points were noted: Recognition that some changing rooms were no longer fit for purpose. It was suggested that the facilities be reviewed sometime in the future. Members highlighted the importance of encouraging people from a young age to participate in sport. Importance of ensuring that the local community were not deprived from being able to use their local facility. RESOLVED That the proposed pilot project, providing a revised pricing mechanism for sports facilities, as detailed as Appendix 1 of report HEP/24/16, be approved. Reasons for decision To provide a more flexible and cost effective method of sports clubs managing the cost of the hire of sports pitches and changing rooms, whilst future options for the management of the sports pitches and changing room facilities are being considered. Continue to encourage adult and young people to participate in outdoor sports. 15 ORGANISATION DEVELOPMENT AND WORKFORCE STRATEGY - EXTENSION TO MARCH 2017 The Lead Member for Organisation Corporate Services and Health and Safety submitted a report (HCCS/65/16) to seek approval for the extension of the Organisation Development and Workforce Strategy to RESOLVED That the minor changes and extension of the Organisation Development and Workforce Strategy to 2017 be approved. Reason for decision To ensure the Organisation Development & Workforce strategy fully aligns to the Council plan, and reflects the decisions taken in relation to future service

10 delivery models. 16 PRESIDING CHAIR The Chair vacated the Chair and the Vice-Chair, Councillor I Roberts, presided over the next items on the Agenda, to enable the Chair to present Agenda Items 17 to 19 in his capacity as Lead Member for Organisation Finance, Performance and Governance. (Councillor I Roberts in the Chair) 17 TREASURY MANAGEMENT OUTTURN AND ACTUAL PRUDENTIAL INDICATORS 2015/16 The Lead Member for Organisation Finance, Performance and Governance submitted a report (HF/55/16) to present the Treasury Management Outturn report and actual Prudential Indicators report for the financial year ended 31 March That the Treasury Management Outturn report and actual Prudential Indicators for 2015/16 be approved. Reason for decision To comply with the CIPFA Prudential Code and Code of Practice on Treasury Management. 18 NON HOUSING REVENUE ACCOUNT (HRA) CAPITAL PROGRAMME 2015/ /20 The Lead Member for Organisation Finance, Performance and Governance submitted a report (HF/54/16) to advise Members of the 2015/16 non HRA Capital Programme outturn and to review the 2016/ /20 Capital Programme. (iii) (iv) That 2m of the Capital Reserve be allocated to fund highways works, 150k towards cashless solution in schools and 100k for the purchase and installation of new car park machines. To allocate 20k for replacing gateway road signage to include reference to the canal world heritage site. That the allocation of 300k to Disabled Facilities Grants in 2017/18 as outlined in paragraph 2.5 of report HF/54/16 be approved. That the capital outturn for 2015/16 be noted. That the rolling programme for 2016/17 to 2019/20, as detailed in appendices 2 and 3 to report HF/54/16 be approved.

11 (v) That the capital programme be reviewed and reported to the Executive Board in October Reasons for decisions This report follows an earlier monitoring report in February in compliance with Financial Regulation 3.12 that requires that the Head of Finance monitors and reports to Members on the Capital Programme. Local Authorities are required under the Local Government Act 2003 to comply with the CIPFA Prudential Code for Capital Finance. The indicators presented in Appendix 4 fulfil the requirements of the Code. (Pursuant to the Council s Code of Conduct for Members, Councillors Andrew Bailey, Brian Cameron, Mrs J M Lowe, Neil Rogers, Robert Walsh and Michael Williams all declared a personal interest in respect of this matter by virtue of being School Governors, and in the case of Councillor Rogers as a Member of the VVP Board also, but claimed the exemption as contained in paragraph 12(2)(a) of the Member Code of Conduct and remained in the room for consideration of this item taking part in the discussion and voting (in the case of Executive Board Members) thereon. Councillor Dana Davies declared a personal interest in respect of this matter by virtue of being a parent of a child attending a Welsh Medium Secondary School and remained in the room for consideration of this time taking part in the discussion. In addition, Councillors David A Bithell and David Kelly both declared a personal and prejudicial interest in this matter (by virtue of their appointments to Rhos Community Council and Minera Community Council respectively), but claimed the exemption as contained in paragraph 12(2)(a) of the Member Code of Conduct and remained in the room for consideration of this item taking part in the discussion and voting thereon). 19 FORWARD WORK PROGRAMME The Lead Member for Organisation Finance, Performance and Governance submitted a report (HCCS/71/16) to approve the current list of items included in the Forward Work Programme for the period August 2016 to November That the Forward Work Programme be approved. Reason for decision To approve the current list of items included in the Forward Work Programme. (Councillor Mark Pritchard in the Chair) 20 URGENT ITEM OF BUSINESS - NORTH WALES FIRE AND RESCUE AUTHORITY

12 The Chair was of the opinion that this item of business should be dealt with as a matter of urgency in accordance with Regulation 5 (4) (b) of the Local Authorities (Executive Arrangements) (Decisions, Documents and Meetings) (Wales) Regulations The Lead Member for People Communities and Partnerships submitted a report (HCCS/72/16) asking Members to consider the Council s representation on the North Wales Fire and Rescue Authority and the North Wales Fire Authority Executive Panel. RESOLVED (iii) That it be noted that Councillor Paul Pemberton will replace Councillor T Alan Edwards on the North Wales Fire and Rescue Authority. That Councillor Paul Pemberton will replace Councillor T Alan Edwards on the Fire Authority s Executive Panel. That this matter be dealt with as an urgent item of business in accordance with Standard Order 43(1) of the Council s Standing Orders. To ensure the Council is appropriately represented on the North Wales Fire and Rescue Authority (NWFRA) and North Wales Fire Authority Executive Panel and enable the Member to attend meetings with immediate effect. 21 EXCLUSION OF PRESS AND PUBLIC RESOLVED That the press and public be excluded from the Meeting during consideration of the following item 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). 22 BUDGET PROPOSALS That the 2017/18 savings, as identified in Appendix 1 to report HF/56/16, be approved in principle for consultation. Reason for decision To enable the Council to formulate its revenue budget for 2017/18.

13 Councillor Mark Pritchard Chair