02/09/2003 Minutes : Executive Board

MINUTES OF A MEETING OF THE EXECUTIVE BOARD

HELD AT THE GUILDHALL,WREXHAM

ON TUESDAY, 2 SEPTEMBER 2003

MEMBERS

Councillor Mrs. S. Wilkinson, Chair

Councillor R. Alun Jenkins, Vice-Chair

Councillor		A.C. Bailey	Councillor			Lloyd Kenyon
	"	Ron Davies		"		M.C. King
	"	R.J. Dutton, OBE		"	*	Neil Rogers
	"	Ted George		"		Malcolm Williams

* Absent

Also Present – Councillors M.G. Morris, Mrs J.M.B. Roberts and Christopher M. Stubbs.

128

MEMBERS’ QUESTIONS

Resource Recovery Centre – HLC – Members sought clarification as to the current status of HLC’s planning application and also confirmation as to the position with the identified site. Also flagged up were concerns about the recently reported fire at the Neath Port Talbot recycling plant.

Members requested that a report be prepared for the next Meeting of the Executive Board on 16 September providing a general update for Members on the current position of the HLC’s planning application; the site; the Council’s financial position and also specifically to address the issues raised by the incident in Neath Port Talbot detailing what actually happened, the implications for local residents and the relationship with the processes at the proposed plant for Wrexham.

Polish Delegation – Members queried the purpose and authority for this visit to Poland. The Chair informed the Board that the purpose of the visit was to further extend twinning links with another town in Poland and that the Authority was under delegated powers. Members requested they be kept informed of any such future visits. The Chair said she was happy to report back to the Board following the visit.

Caia Park – A question was asked regarding the costs of policing the Caia Park incident. The Director of Education and Leisure Services reported that he was not aware of any moves by the Police Authority to levy the burden on this Authority.

Hazardous Routes to Schools – It was queried whether the relevant Scrutiny Committee had a role to play in this function. It was confirmed that it was the function of the School Transport (Hazardous Routes Appeals) Panel to consider appeals against decisions made by the Chief Strategic Services Officer, in consultation with the Chief Transportation and Engineering Officer, relating to the hazardous nature of the route.

129

APOLOGIES FOR ABSENCE

Apologies for absence were submitted on behalf of Councillor Neil Rogers.

130

MINUTES

Corrections

That Councillor Ted George’s name be deleted from the list of Members also present.

Minute 126 – Local Planning Guidance Note: Designing Out Crime – The Chief Planning Officer reported that Appendix 2 attached to report CPLO/57/03, as submitted to the last meeting was an earlier draft of the Guidance Note agreed by the Planning Committee and that the correct version was Appendix 2 attached to report CPLO/54/03 as submitted to the Planning Committee on 28 July 2003.

RESOLVED – That the Guidance Note submitted at Appendix 2 to report CPLO/54/03 (Planning Committee 28 July 2003) be approved as Supplementary Planning Guidance.

RESOLVED – That, subject to the foregoing, the Minutes of the Meeting of the Executive Board held on 12 August, be received and confirmed as a correct record.

131

EARLY YEARS DEVELOPMENT PLAN

The Chief Education Officer submitted a report (CEO/13/03), submitting for approval the Early Years Development Plan - 1 September 2003 to 31 March 2005, following the review of the existing plan which was within the Council’s policy framework.

Also tabled for Members at the Meeting were estimated/projected costings for phase two of the pilot project.

RESOLVED – That the Wrexham Early Years Development Plan for the period 1 September 2003 to 31 March 2005 be recommended for approval to Council, prior to its submission to the Welsh Assembly Government.

Reasons for Decision

To approve the Early Years Development Plan in accordance with the Council’s Policy Framework and Constitution.

132

ADDITIONAL REVENUE FUNDING FOR SCHOOLS (SPECIAL GRANT REPORT NO 12) – KEY STAGE 2/KEY STAGE 3 GRANT – 2003/2004

The Chief Strategic Services Officer submitted a report (CSt.SO/22/03) informing Members of the distribution of the additional grant to schools.

Members welcomed the report but stressed the need for earlier notification from the Welsh Assembly Government of the funding available. Also highlighted was the funding identified by the Welsh Assembly Government to address the bureaucratic burden on teachers which didn’t fully cover the anticipated costs to schools.

RESOLVED – That the report be noted.

133

SCHOOL STRESS SURVEY

The Chief Strategic Services Officer submitted a report (CSt.SO/23/03) informing Members of progress made following the responses to the stress survey for school based employees.

Members welcomed the report and in discussing the report referred to:

the need to monitor the situation.

the possibility of training for Governors in dealing with stress related issues.

the need for national representations regarding the bureaucratic burden placed on teachers.

the involvement of the relevant Lead/Special Interest Members in taking the plan forward.

RESOLVED – That the report be noted.

134

GLYN CEIRIOG YOUTH CENTRE

The Chief Strategic Services Officer submitted a report (CSt.SO/24/03) reviewing the progress of the Ceiriog Valley Sports and Recreation Centre Trust in raising funds to provide a new community owned and managed centre on the site previously occupied by the Glyn Ceiriog Youth Centre.

The local member highlighted problems that the Trust Solicitor was experiencing in obtaining proof of title which was required prior to the Community Fund application being submitted.

RESOLVED –

(i) That the fundraising timetable be extended until 31 December 2003, to allow outstanding applications to be considered.

(ii) That a further report be submitted to the Executive Board following the deadline date to review progress and to reach a decision as to whether this option could realistically be pursued.

Reason for Decision

(i) To enable the trust to resolve any legal issues and submit an application to the Community Fund.

(ii) To review the Council’s position.

135

WREXHAM LIBRARY AND INFORMATION SERVICE – ANNUAL REPORT ON THE 3-YEAR PLAN

The Chief Leisure, Libraries and Culture Officer submitted a report (COLLC/21/03), informing Members of the Welsh Assembly Government’s requirement for library authorities to submit an Annual Report showing progress against the 3-Year Plan and towards meeting the Public Library Standards for Wales.

Members congratulated officers on the delivery of this service and noted the budget implications from 2005/06 for the ongoing replacement of public-access computer equipment.

RESOLVED – That the Welsh Public Library Standards Annual Report 2002/2003 be approved.

Reason for Decision - To comply with the Welsh Assembly Government requirement to submit an Annual Report.

136

MOSS VALLEY

The Chief Lesiure, Libraries and Culture Officer submitted a report (COLLC/23/03) informing Members of the community consultation exercise and subsequent recommendations from the Environment and Regeneration Scrutiny Committee with regard to Moss Valley Park and also seeking approval for adoption of the Moss Valley Master Plan as the framework for the Park’s future development.

Members welcomed this development opportunity and suggested seeking external funding from Urban II and also disability groups. The need to further explore locally the correct name and spelling of the Argie Fishing Lake was suggested.

RESOLVED – That the following recommendations of the Environment and Regeneration Scrutiny Committee be approved.

(i) That the Community Consultation and Master Plan for Moss Valley (in conjunction with the Moss Valley Management Plan) be accepted, as the basis for future development of the Park.

(ii) That a phased approach to the development of Moss Valley be adopted, thus providing opportunities to approach the various funding bodies on a project by project basis, and encouraging the involvement of local community and other stakeholders whenever possible.

(iii) That consideration be given to the incorporation of the Valley within the framework of the County Borough’s Country Park network, to establish clear lines of responsibility for its future development and day-to-day management and maintenance.

(iv) That consideration be given through the normal budget development process, to the establishment of a revenue budget specifically for Moss Valley, to enable the provision of a warden/ranger to develop and manage the Valley, together with a core budget for maintenance and delivery of a programme of community activities.

(v) That the Moss Valley Steering Group be maintained so as to help steer the management of Moss Valley.

(vi) That a Moss Valley Fishing Club be established to manage the Argie Fishing Lake, with their own set of rules for all members and responsibility to bailiff the Argie Lake.

(vii) That the unique potential for disabled access within Moss Valley be fully realised through partnership working with disability groups.

(viii) That the Master Plan be amended, as appropriate, to give greater attention to linkages into the southerly access to the Valley.

(ix) That the appropriate name for the "Argie" be researched and used in future documentation/publicity.

Reason for Decision – To adopt the Moss Valley Master Pan as the framework for the Park’s future development.

137

YOUTH AND COMMUNITY SERVICE ESTYN INSPECTION

The Chief Education Officer submitted a report (DELS/23/03) providing information on the recent Estyn Inspection of Wrexham Youth and Community Service and also seeking approval for the consequent action plan.

Members congratulated Officers, in particular Jim Humphreys, on the quality of the service provided in Wrexham.

The potential to share council buildings was suggested as a way forward for some areas to provide youth facilities without the need to build specific centres.

RESOLVED –

(i) That the Estyn Report and main recommendations be accepted and the Action Plan points as set out in paragraph 7 of report DELS/23/03 be approved.

(ii) That the Children and Young People Scrutiny Committee monitor the Action Plan.

Reason for Decision –

(i) To secure adoption of the recommendations and Action Plan following the recent Estyn Inspection; and

(ii) To ensure appropriate monitoring of delivery of the Action Plan.

138

RIPA INSPECTION/POLICY UPDATE

The Director of Finance and Information Services submitted a report (DFIS/36/03) enabling Members to note the outcome of the inspection by the Office of Surveillance Commissioners (OSC) under the Regulation of Investigatory Powers Act 2000 (RIPA) and the need to revise the Council’s Policy on Covert Surveillance and adopt revised procedures in accordance with the OSC recommendations.

RESOLVED – That the Policy on the Use of Covert Surveillance (September 2003), as detailed in Appendix A to report DFIS/36/03, be approved and that the other recommended actions be implemented.

Reason for Decision - To ensure the Council’s policy conforms with RIPA, the Codes of Practice, and the advice of the OSC.

139

REVIEW OF EXISTING PRIVATE SEWERS AND DRAINS – DEFRA CONSULTATION DOCUMENT

The Chief Transportation and Engineering Officer submitted a report (CTEO/35/03) seeking approval for the proposed response to the DEFRA consultation document, concerning the status and management of private sewers and drains.

Members requested an update report on the flash flooding of public sewers, and whether the capacity problems and the clean up operations were being properly addressed by Welsh Water and their contractors.

RESOLVED – That the Chief Transportation and Engineering Officer be authorised to respond to the consultation document as detailed in Appendix 2 to report CTEO/35/03.

Reason for Decision – To provide a response to the Consultation Document.

140

WREXHAM HOMEWORK CLUBS

The Chief Social Services Officer submitted a report (CSSO/47/03) submitting for approval the recommendations of the Children and Young People Scrutiny Committee in relation to Wrexham Homework Clubs.

Members in considering the report made particular reference to:

the need for continued support to the Homework Clubs because of the invaluable service they provided.

the need to identify exactly what the Homework Clubs provided and how it benefited the children.

the need to measure children’s access to the Homework Clubs and also whether the service was reaching the children most in need and those children the Authority want it to reach.

more information on numbers and mix of children attending.

schools role in supporting children doing homework and the Education Department joint funding the Homework Clubs.

RESOLVED –

(i) That the Homework Clubs continue to be funded for a further 3 months at their current level from the Social Services budget.

(ii) That discussions be held between representatives of the Homework Clubs and Officers of the Social Services and Education Departments to develop a Service Level Agreement which would enable Members better to assess the effectiveness of the Clubs and ensure changes are effective by the end of the year.

(iii) That Members visit one or more of the Clubs prior to a decision being taken on future funding.

Reason for Decision – To enable Members better to assess the continued funding of Homework Clubs.

141

CONSULTATION ON DRAFT CIVIL CONTINGENCIES BILL

The Chief Corporate Development Officer submitted a report (CCDO/13/03), detailing the key features contained within the draft Civil Contingencies Bill and seeking agreement to the Authority’s response to the Cabinet Office consultation document.

RESOLVED – That the response to the Cabinet Office consultation document as detailed in report CCDO/13/03 be approved.

Reason for Decision – The Civil Contingencies Bill would support the modernisation process already underway within the Authority in terms of its emergency management arrangements.

142

WREXHAM BI-MONTHLY PERFORMANCE INDICATORS

The Chief Corporate Development Officer submitted a report (CCDO/14/03) providing the agreed bi-monthly performance monitoring information.

The Chief Corporate Development Officer reported two changes to the report since it had been published. First under Social Services the respite care figure to be included was 1010 and second under Community Services the number of missed collections had been revised to 16.2.

Members expressed concern at the increase in rent arrears and the incidents involving employees being physically/verbally abused by members of the public.

RESOLVED – That the report be noted.

143

SICKNESS ABSENCE PERFORMANCE – EDUCATION AND LEISURE SERVICES DIRECTORATE

The Chief Personnel Officer submitted a report (CPO/33/03) providing information about sickness absence within the Education and Leisure Services Directorate for the 12 month period ended 31 May 2003.

RESOLVED – That the report be noted.

144

EXCLUSION OF PRESS AND PUBLIC

RESOLVED - That the press and public be excluded from the Meeting during consideration of the following item as it was likely that if they were present there would be disclosure to them of exempt information as defined in Paragraph 8 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended).

145

QUEENSWAY ATHLETICS STADIUM

The Director of Education and Leisure Services and Director of Finance and Information Services submitted a joint report (DELS/22/03) to enable Members to consider funding essential replacement work at the Queensway Stadium.

Members suggested that there should be a mechanism to incorporate resources into the forward capital programme for planned replacement and refurbishment.

RESOLVED -

(i) That the scheme to replace the athletics track be included in the capital programme.

(ii) That the lottery grant be accepted.

(iii) That the balance be provided by delaying the start of the County Borough Museum refurbishment.

(iv) That the Financial Scrutiny Committee consider how the current system of resourcing replacement and refurbishments can be improved and that the outcome of these deliberations be reported to the Executive Board.

Reason for Decision – To ensure work is carried out to retain continuing use of this athletics facility.

Councillor Mrs S. Wilkinson

Chair