Agenda and draft minutes

Apologies were received from Councillor Anton Sampson.

The following Councillors declared personal interests:

Business item 4, Minutes of the previous meeting:  Councillors Brian Blakeley and Meirick Lloyd Davies, both Council representatives on the North Wales Fire and Rescue Authority.

Business item 5, Gypsy and Traveller Site Provision in the Replacement Local Development Plan (LDP):  Councillors Tina Jones and Merfyn Parry.

There were no urgent matters.

The Chair advised that in response to a request from officers, and the agreement of all concerned, he had permitted business items 6 and 7 to be re-arranged on the Committee’s order of business.  Therefore the Denbighshire and Flintshire Joint Archive Project would be dealt with as business item number 6, with the Proposed New Waste and Recycling Service Design becoming agenda business item number 7.

To receive the minutes of the Communities Scrutiny Committee held on 5 September 2019 (copy enclosed).

10.00am – 10.10am

The minutes of the Communities Scrutiny Committee meeting held on 5 September 2019 were submitted.

Councillor Merfyn Parry thanked officers for the report on Llantysilio Mountain Fire.

The Scrutiny Coordinator (SC) advised that the Fire and Rescue Authority had requested to attend a scrutiny meeting before 2020 to discuss its public consultation on the development of an Environment and Sustainability Strategy. She advised that they would be attending the next Partnerships Scrutiny Committee meeting, however members of the Communities Scrutiny Committee were welcome to attend.

Resolved that the minutes of the Communities Scrutiny meeting held on 5^th September 2019 be received and approved as a correct record.

To consider a report by the Planning and Public Protection Manager (copy enclosed) which seeks the Committee’s observations on the process for progressing Gypsy and Traveller site provision through the replacement LDP

 10.10am – 11.10am

The Lead Member for Planning, Public Protection and Safer Communities introduced the report and appendices (previously circulated) which updated the Committee on the process followed with a view to ensuring the Council discharged its statutory duties with respect of the provision of Gypsy and Traveller sites within the county.  This report focussed specifically on sites discussed at Asset Management Group (AMG) and Strategic Planning Group (SPG) meetings for recommendation to Cabinet for inclusion in the replacement Local Development Plan (LDP) process as potential Gypsy and Traveller sites.

During their introduction the Lead Member and officers gave the Committee an overview of the statutory duties placed on the Council for it to provide sites for Gypsies and Travellers.  In view of the fact that a need had been identified within the county in the Gypsy and Traveller Accommodation Assessment formally approved by the Council and Welsh Government in 2017. In addition, they outlined the process followed to select potential sites for both residential and transit purposes, the number of pitches required for both a residential and a transit site and reminded members that Cabinet had resolved, in March 2019, that the preferred location for the six pitch residential site would be Green Gates (East) near St. Asaph.  In agreeing this site as its preferred location for the residential site Cabinet had also agreed that the allocation of potential sites for the five pitch transit site should be undertaken as part of the replacement LDP process, and that Green Gates (East) should not be considered for the purpose of a transit site, hence the reason for the presentation of this report to the Committee.

Attached to the report was a copy of a report presented to Cabinet Briefing on 9 September 2019 outlining the proposed process to be followed with a view to progressing potential Gypsy and Traveller transit sites for inclusion in the replacement LDP, along with a copy of a report identifying potential Gypsy and Traveller transit sites presented to AMG on 30 September 2019.  The latter report included details of the relevant pieces of legislation which placed a statutory duty on the Council to assess the need for such provision, and if identified, to provide sites.  Also included as appendices to that report were:

·         details of the initial site review criteria

·         information pertaining to the site analysis and resulting recommendations, along with details of the further consideration given to those sites shortlisted and a response from Valuation and Estates regarding the potential loss of agricultural land  and potential issues relating to serving notices to quit to tenants

Officers confirmed that all sites previously considered, as part of the original Gypsy and Travellers site provision exercise were considered again.  As no landowner had come forward with an offer of land for the provision of Gypsy and Traveller sites, either as part of the initial call for land process for Gypsy and Traveller site provision or as part of a similar exercise under the replacement LDP process, the Council had put forward a number of sites within its ownership for this purpose, as it needed to demonstrate to the Welsh Government (WG) that it was striving to meet its statutory obligations.  Hence the reason for the inclusion of agricultural land and designated public open spaces as potential sites for inclusion in the replacement LDP for this purpose, as the LDP process provided an opportunity for the Council to amend current land designations. 

The Committee was advised that AMG at its meeting on 30 September had supported the inclusion of the four sites submitted to it for consideration:

·         Rhuallt – land off  ...  view the full minutes text for item 5.

To consider a report by the Project Manager (copy enclosed) which seeks the Committee’s observations on proposals to establish a single shared archive service for Denbighshire and Flintshire and the proposed new service delivery model

12.20pm – 1.05pm

The Lead Member for Housing and Communities introduced the report and appendices (previously circulated) which provided information regarding the joint archive project for Denbighshire and Flintshire, with a particular focus on the proposed new service delivery model.

During his introduction the Lead Member stressed that the provision of a joint Archive Service with Flintshire County Council and the development of a ‘hub and spoke’ service, subject to a successful bid to the National Lottery Heritage Fund (NLHF), would benefit the residents of Denbighshire through the provision of a full-time Archive Service instead of the three day service that currently operated in the county.  This would be the case despite the fact that the ‘hub’ would be located in Mold because the ‘spoke’ part of the service would mean that all Denbighshire’s libraries would have access to the Service’s digital records and therefore residents would only need to attend their local library to undertake any research work, currently they were required to book an appointment to visit the County Archive in the Old Gaol in Ruthin. If, under the new model, they still wanted to access the original documentation this could still be done by attending the ‘hub’ at Mold.

Due to their age and fragility archive documents had to be kept under strict environmental conditions in order to preserve and safeguard them, otherwise the Service would be at risk of losing its recognised archive accreditation status.  Denbighshire and Flintshire councils were keen to develop a joint Archive Service as Flintshire had already exceeded its storage capacity whilst Denbighshire would by 2021 be in a similar situation.  In addition, the Environmental Management System in the Old Gaol in Ruthin was nearing the end of its life and it was anticipated that the cost of replacing it would be substantial, hence why it was felt that the opportunity to deliver a joint service, potentially in a state of the art purpose built building should be pursued.  Whilst the present Archive Service occupied 70% of the Old Gaol building it attracted circa 800 visitors per annum, a number of whom were repeat visits, compared to Countryside and Heritage Services visitor numbers of approximately 11,000 per year to its 30% share of the building.    

The Lead Member emphasised that the Council already had a commitment to use the Old Gaol for delivering its Archive Service until 2025, if the proposed ‘hub’ and ‘spoke’ service delivery model came to fruition as it would take some considerable time to deliver the project in its entirety.  In the meantime it would actively pursue potential methods for increasing the range of heritage services that could be provided there once the Archive Service had vacated its space, in conjunction with other Council heritage sites i.e. Nantclwyd y Dre and external organisations such as the National Trust.

Members were advised by the Lead Member that Ruthin Town Council had registered its disappointment that it had not been consulted about the proposal so far, but if the project did come to fruition the Service would not vacate the Old Gaol until 2025, therefore it was felt to be slightly premature to consult the Town Council at this point in time.  The priority would be to secure the £11.5m NLHF Heritage Horizons grant first.  Any bid for such a substantial amount of funding would need to be for a very special, bespoke project.  Hence the reason why Denbighshire wanted to work with Flintshire County Council to build a custom-built building next to Theatr Clwyd in Mold.  The process to apply for the grant funding had commenced as both authorities had  ...  view the full minutes text for item 6.

To consider a report by the Waste and Recycling Manager (copy enclosed) which seeks the Committee’s views on the proposed new services, including the service design, indicative costings and funding, and a proposed communication strategy with residents

11.10am – 12.10pm

The Lead Member for Waste, Transport and the Environment introduced the Waste and Recycling Manager’s report and appendices (previously circulated) the purpose of which was to update members on the latest funding position for the project along with information on the delivery timescales and associated projects.  During his introduction the Lead Member advised that although Appendix II to the report highlighted a project delivery timescale up to 2022, that this referred to Financial Year 2021/22 and that, based on current progress, he had every confidence that the new service would be up and running by September 2021.

At the Chair and Vice-Chair’s request the Waste and Recycling Manager provided a PowerPoint version of Appendix III to the report which illustrated the proposed new Central Depot Layout, which would be located in Denbigh.  She gave the Committee an overview of the layout and functions of all the separate areas that would make up this six acre site and the environmental, fire and other regulatory restrictions that required to be complied with during its design and development.

Responding to members’ questions the Lead Member, Head of Highways, Facilities and Environmental Services and the Waste and Recycling Manager:

• advised that no decision had yet been taken on the design of the Trollibocs containers that would be purchased and rolled-out, as a number of new manufacturers had recently entered the market.

• confirmed that the present Household Waste Recycling Centres (HWRCs) did not form part of this particular project, and that any discussions surrounding their future would be part of a separate process.  The contract for operating the HWRCs was due for renewal in March 2021 therefore a re-tendering exercise would commence in the near future.  As part of the re-tendering process income generation opportunities, including those for charitable organisations, from the sale of good quality household ‘waste’ could be explored.

• advised that despite the fact that the proposed central depot site being an area of six acres it would not be large enough to accommodate the relocation of the current Denbigh HWRC to the same site as there were proposals to include an area to treat highways waste on the central depot site in due course, subject to the approval of a separate business case.

• advised that environmental regulations meant that the only waste material that could be unloaded in the open air was glass, all other waste would have to be unloaded under cover in purpose built buildings.

• confirmed that the entire depot area would require to be compliant with strict noise, odour, contamination and fire regulations, with some waste treatment practices, particularly those involved with Phase 2 of the project – highways waste treatment requiring permits from Natural Resources Wales (NRW) prior to commencement.

• advised that under the new household waste collection system food waste would continue to be collected at the same time as other waste and then would be transferred from the Denbigh depot to the Food Waste Recycling Centre at Rhuallt.

• advised that whilst up to 90 vehicles could be accommodated on the staff parking area at the proposed depot, this number did take into account car sharing which already took place.  The Council was aware of its duty to reduce carbon emissions hence a number of vehicle charging points would be located in the car parking area for electric vehicles.  In addition staff start times at the depot would be staggered between 6am and 6.45am, with refuse vehicles leaving the depot from 6.30am onwards.  The potential for providing transport to staff to and from work had been explored and could be  ...  view the full minutes text for item 7.

To consider a report by the Scrutiny Coordinator (copy enclosed) seeking a review of the committee’s forward work programme and updating members on relevant issues.

1.05pm – 1.20pm

The Scrutiny Co-ordinator (SC) presented the committee’s forward work programme report and appendices (previously circulated) the purpose of which was to seek the Committee to review its forthcoming programme of work.

The SC reminded members of the scrutiny proposal form, she advised that any proposals should be sent to her so they could be considered by the Scrutiny Chairs and Vice-Chairs Group for inclusion on the forward work programme.

At the Scrutiny Chairs and Vice Chairs meeting in September it had been agreed to rearrange the forward work programme to accommodate the items on Gypsy and Traveller site provision and the Denbighshire and Flintshire Joint Archive Project at the current meeting.

RESOLVED: that members agree the committee’s forward work programme.

To receive any updates from Committee representatives on various Council Boards and Groups

1.20pm – 1.30pm

There was no feedback.

Meeting concluded at 2.25pm