16/03/2016 - Written Assembly Questions and Answers

Published 10/03/2016   |   Last Updated 22/03/2016

Written Assembly Questions tabled on 9 March 2016 for answer on 16 March 2016

R - Signifies the Member has declared an interest.
W - Signifies that the question was tabled in Welsh.

(Self-identifying Question no. shown in brackets)

Written Questions must be tabled at least five working days before they are to be answered. In practice, Ministers aim to answer within seven/eight days but are not bound to do so. Answers are published in the language in which they are provided, with a translation into English of responses provided in Welsh.

To ask the First Minister

Suzy Davies (South Wales West): How many staff hours were spent preparing the Welsh Government's proposals for a Government and Laws in Wales Draft Bill, and what projects were officials removed from to conduct this work? (WAQ69991)

Answer received on 15 March 2016

The First Minister (Carwyn Jones): It is not possible to provide an estimate of time spent on discrete work on the Bill. As I explained in my oral Statement to the Assembly on 8 March, our thinking about the Bill was developed in the context of analysing and preparing responses to the Secretary of State's Bill, and the two processes went hand in hand.

No official was removed from work on other projects to conduct work on the Bill. The developmental work was managed by officials in the Constitutional Affairs branch, lawyers and legislative counsel as part of their normal responsibilities.

 

Suzy Davies (South Wales West): On what date did the Welsh Government decide to prepare its own proposals for a Government and Laws in Wales Draft Bill, and on what date did work begin? (WAQ69992)

Answer received on 15 March 2016

Carwyn Jones: I confirmed this on 10 December, following completion of the Welsh Government's input into the pre-legislative scrutiny process on the draft Wales Bill  and a conversation with officials on lack of progress in discussions with UK Government officials on obtaining amendments to that Bill. Work on our alternative Bill began immediately.

 

Suzy Davies (South Wales West): What was the cost of preparing the Welsh Government's proposals for a Government and Laws in Wales Draft Bill? (WAQ69993)

Answer received on 15 March 2016

Carwyn Jones: It is not possible to provide a calculation of the costs, as the work involved was not separated from our wider consideration of the Secretary of State's Bill and other devolution developments.

 

Suzy Davies (South Wales West): Will the First Minister provide a detailed breakdown of children learning the Welsh language between the ages of 3 and 11 between 2011-12, 2012-13, 2013-14 and 2014-15? (WAQ70002)

Answer received on 18 March 2016

Carwyn Jones:

Welsh is a statutory subject in the national curriculum for Wales for all learners up to the end of key stage 4 (age of 16). Learners will either follow Welsh as a first language or Welsh as a second language.

Data on pupils learning Welsh first or second language is only collected for pupils in years 1 or above (generally pupils aged 5 or over). This data is provided in the attached table.

http://www.assembly.wales/written%20questions%20documents/information%20further%20to%20written%20assembly%20question%2070002/160316%2070002.xlsx

 

Suzy Davies (South Wales West): Will the First Minister provide a statement on Welsh language support for adults? (WAQ70003)

Answer received on 15 March 2016

Carwyn Jones:  The Welsh Government provides support for adults to learn Welsh through the Welsh for Adults programme.

In May 2015, the Minister for Education and Skills announced that the University of Wales Trinity Saint David has been chosen to host the national entity responsible for developing the Welsh for Adults programme strategically on a national level. Establishing the entity was one of the main recommendations of the Welsh for Adults Review Group, which published its report in 2013. The national entity (y Ganolfan Dysgu Cymraeg Genedlaethol) will be responsible for the provision from 1 August 2016.

The Review Group's vision was to increase the number of learners, and in particular, the number of learners who reach a level of fluency that enables them to use the language in day-to-day life. Due to the financial settlement, it will be difficult to increase the total number of learners on courses. Therefore, the focus of the targets for the next three years will be to increase the number of learners on the intermediate and higher level courses.

 

Suzy Davies (South Wales West):

Will the First Minister provide a statement on adults taking Welsh-language courses since 2011? (WAQ70004)

Answer received on 15 March 2016

Carwyn Jones: 

The table below outlines the number of adults taking Welsh for Adults courses in the 2011/12, 2012/13 and 2013/14 academic years. Final data for 2014/15 is not currently available.

YearNumber of learners*Number of learning activities*
2011/1218,05031,190
2012/1317,89530,545
2013/1416,54527,835

Source: LLWR[1]and HESA[2]

*Numbers rounded to the nearest 5

[1] LLWR – Lifelong Learning Wales Record.

[2] HESA – Higher Education Statistics Agency (session population)

 

To ask the Minister for Communities and Tackling Poverty

Mark Isherwood (North Wales): Will the Minister make a statement on the rise of vacant social housing units in Wales during the period 2014-15? (WAQ70011)

Answer received on 15 March 2016

The Minister for Communities and Tackling Poverty (Lesley Griffiths): The latest statistics show there were 4,538 vacant social housing properties at 31 March 2015.  Vacancy levels, however, remain low with vacant properties accounting for just 2 per cent of all social housing stock at 31 March 2015.

Social Landlords have a range of actions to deal with vacant properties, which include promoting their availability to people in need of social housing and, in some cases, option appraisals for potential redevelopment. 

 

Mark Isherwood (North Wales): Will the Minister outline the Welsh Government's plans on affordable housing in the future? (WAQ70012)

Answer received on 15 March 2016

Lesley Griffiths: Any future plans and associated targets for affordable housing are for the new Government to determine in collaboration with the housing sector.  

Since April 2011 we have delivered 9,108 additional affordable homes, which represents, 91 per cent of the Welsh Government's 10,000 target on affordable housing provision. This demonstrates we are on course to meet the target within this term of Government.

 

Mark Isherwood (North Wales): Will the Minister outline the Welsh Government's progress on the Welsh Housing Quality Standard since 31st March 2015? (WAQ70013)

Answer received on 15 March 2016

Lesley Griffiths: Latest figures released on 8 October 2015 show, at the end of March 2015, 72% of all social housing (159,317 homes) met WHQS, a 4 percentage points rise on the previous year. All Landlords are on track to meet the Standard by 2020.

 

Mark Isherwood (North Wales): Will the Minister provide a breakdown of loans to housing associations through the land for housing loan, since its launch in July 2015? (WAQ70014)

Answer received on 18 March 2016

Lesley Griffiths: Following a competitive bidding process the following Registered Social Landlords have been offered loan funding to purchase land to support housing supply.  The following amount of loans are expected to be paid by 31 March 2016, which consists of £19 million investment for 2015/16 and recycled funding of £253,600 from 2014/15: 

Cadwyn£280,000
Cardiff Community£2,500,000
Cartrefi Cymunedol Gwynedd£850,000
Charter£1,140,000
Coastal£3,450,000
Grwp Cynefin£340,000
Hafod Housing Association£1,275,000
Hafod £1,375,600
Melin£400,000
Merthyr Tydfil HA£600,000
Newydd£1,550,000
Rhondda£940,000
Tai Ceredigion£203,000
United Welsh£800,000
Wales & West£3,550,000
 £19,253,600

 

Janet Finch-Saunders (Aberconwy): Will the Minister confirm, to stock numbers, how changes to the maximum discount available in relation to the right to buy and right to acquire has impacted on social housing stock in Wales? (WAQ70017)

Answer received on 15 March 2016

Lesley Griffiths: The results of information collected on statutory social housing sales covering the period since the reduction of the maximum discount for the Right to Buy and Right to Acquire will not be available until 13 July 2016.

 

Janet Finch-Saunders (Aberconwy): Will the Minister outline how the Welsh Government scrutinises the spending of Communities First funding? (WAQ70024)

Answer to follow.

To ask the Minister for Education and Skills

Aled Roberts (North Wales): Following the Minister's response to WAQ69962 on the Cardiff campus of the West London Vocational Training College, can the Minister confirm that if he receives an update from the Quality Assurance Agency for Higher Education next month that he will publish that information prior to dissolution? (WAQ70009)

Answer received on 18 March 2016

The Minister for Education and Skills (Huw Lewis):

The Quality Assurance Agency will not be in a position to publish its Concerns report on the West London Vocational Training College until after the pre-election period has commenced. If the QAA is able to publish its report next month, it will be for the next Welsh Government to respond formally to its findings.

 

Aled Roberts (North Wales): Following the Minister's response to WAQ69962 on the Cardiff campus of the West London Vocational Training College, will the Minister be publishing the new criteria in place in respect of new applications for the designation of courses capable of attracting student support from the Welsh Government? (WAQ70010)

Answer received on 18 March 2016

Huw Lewis:

From 21 January 2016, any new applications for course designation will have to satisfy criteria which include the institution having charitable status. Implementation arrangements for other new criteria are being developed and  these will be published in due course.

 

Mark Isherwood (North Wales): Will the Minister provide a detailed breakdown of school sites in Wales which have been left vacant since the start of the 21st Century Schools Programme? (WAQ70015)

Answer to follow.

To ask the Minister for the Economy, Science and Transport

Andrew RT Davies (South Wales Central): How will the 68.9% real terms cut to the AME impact the motorway and trunk road network operations allocation in the final budget 2016/17? (WAQ69995)

Answer received on 18 March 2016

The Minister for the Economy, Science and Transport (Edwina Hart): The cut referred to will have no impact on the motorway and trunk road network as it is purely an accounting adjustment.  The AME provision represents the projected difference in value between a scheme cost and its first net book valuation when it goes 'live' and becomes part of the network. This is subject to annual review and confirmation of the requirements.

 

Andrew RT Davies (South Wales Central): In the final budget 2016/17, why has the Minister reduced the infrastructure capital budget by 98.3 per cent and what initiatives or projects will this impact? (WAQ69996)

Answer received on 18 March 2016

Edwina Hart: Whilst it would appear that the infrastructure capital budget has been cut by 98.3% this is misleading as the figures reflect that we expect income from other sources  during next year.

 

Andrew RT Davies (South Wales Central): What is the Minister's justification for reducing capital funding for road and rail investment by 37.1 per cent in the final budget 2016/17? (WAQ69997)

Answer received on 18 March 2016

Edwina Hart: Whilst it would appear that the infrastructure capital budget has been cut by 98.3% this is misleading as the figures reflect that we expect income from other sources  during next year.

 

Suzy Davies (South Wales West): How will the 6.5 per cent resource cut to museums, archives and libraries in the final budget 2016/17 be distributed? (WAQ69998)

Answer received on 15 March 2016

The Deputy Minister for Culture, Sport and Tourism (Ken Skates):

There has been an overall 5.27% reduction in near cash revenue budgets for museums, archives and libraries, as identified in the table below.

2015-162016-17
£'000£'000
National Library9,7219,261
National Museums21,88621,003
Museums, Archives and Libraries Division2,1931,754
33,80032,018-5.27%

 

Suzy Davies (South Wales West): Will the Minister provide a detailed breakdown of tourism provision under the 2015-16 and 2016-17 budgets? (WAQ69999)

Answer received on 18 March 2016

Ken Skates: The figures are as follows:

2015/162016/17
Revenue£m£m
Marketing (Includes Business Marketing, and Sector & Business Marketing)9.268.03
Development2.582.23
EU Projects1.500.00
13.3410.26
2015/162016/17
£m£m
Capital
Tourism Investment Support Scheme1.402.00
Specific Projects2.120.00
Welsh Economic Growth Fund0.190.00
3.712.00
For 2016-17 there are commitments for specific capital projects amounting to £2.8m.

 

Suzy Davies (South Wales West): Will the Minister provide a detailed breakdown of Welsh Government funding for Visit Wales in the years 2013-14, 2014-15 and 2015-16? (WAQ70000)

Answer received on 15 March 2016

Ken Skates: The figures are as follows:

2013/142014/152015/16
Revenue£m£m£m
Tourism Marketing7.677.856.86
Business Marketing0.001.201.00
Sector & Business Marketing0.000.001.40
Development3.593.122.58
    
Total Spend11.2612.1711.84
2013/142014/152015/16
Capital£m£m£m
Tourism Investment Support Scheme1.851.751.40
Specific Projects0.004.802.12
Welsh Economic Growth Fund0.400.610.19
Flood Fund0.681.480.00
Total Spend2.938.643.71
Budgets for Business Marketing and Sectors and Business Marketing were transferred into Tourism in 2014/15 and 2015/16 respectively.

 

Suzy Davies (South Wales West): Will the Minister provide a statement on Welsh Government support for Cadw? (WAQ70001)

Answer received on 15 March 2015

Ken Skates:  Cadw is the Welsh Government's Historic Environment Service and was allocated a budget of £14.215m for 2015/16, with income forecast of £5.3m at the start of the year. From 2009-15 it was also successful in securing EU funding of £8.5m for the Heritage Tourism Project with an additional £10.5m from Welsh Government and other delivery partners as Targeted Match Funding for the programme.

 

William Graham (South Wales East): Which Welsh Government initiatives will be impacted by the 45.0 per cent resource real terms cut to sectors and business in the final budget for 2016-17? (WAQ70005)

Answer received on 18 March 2016

Edwina Hart: The Sectors and Business budget is supported by income from other sources and this together with the prioritisation of projects in line with in year requirements means that there will be minimum impact in this area.

 

William Graham (South Wales East): What infrastructure projects will be effected by the 36.1 per cent resource real terms cut to the infrastructure allocations in the final budget for 2016/17? (WAQ70006)

Answer received on 18 March 2016

Edwina Hart: The Sectors and Business budget is supported by income from other sources and this together with the prioritisation of projects in line with in year requirements means that there will be minimum impact in this area.

 

William Graham (South Wales East): Will the 36.1 per cent resource real terms cut in the 2016/17 final budget result in any infrastructure projects being reprioritised? (WAQ70007)

Answer received on 18 March 2016

Edwina Hart: Infrastructure projects in 2016/17 will be delivered as planned and reprioritised in the event that there are changes to those delivery plans.

 

Mohammad Asghar (South Wales East): Which initiatives will be impacted by the 93.7 per cent capital cut to the delivery of effective sports & physical activity programmes in the final budget for 2016/17? (WAQ60008)

Answer received on 15 March 2016

Ken Skates:  No initiative will be impacted.  The capital budget for 2015-16 included a one-off £5m injection for the Sports Facilities Capital Loan Scheme pilot, the outcome of which will be announced shortly.  There is no change to the baseline capital budget.

To ask the Minister for Health and Social Services

Andrew RT Davies (South Wales Central): How many hospital wards in Wales have been closed due to norovirus or any other infectious condition that has resulted in temporary ward closures during this fourth assembly, providing a breakdown per year and hospital? (WAQ69994)

Answer received on 22 March 2016

The Minister for Health and Social Services (Mark Drakeford):

This information is not held by the Welsh Government.

Public Health Wales conducted a prevalence survey of ward closures due to institutional and community gastroenteritis (including norovirus) last year.  The report is available at:

http://www.wales.nhs.uk/sites3/docopen.cfm?orgid=457&id=261724

This year, a pilot study of incidence of hospital and community outbreaks will run throughout the winter.

 

Janet Finch-Saunders (Aberconwy): What analysis has the Minister made of the changes made to services for those living with arthritis and musculoskeletal illnesses in Wales, over the course of the fourth Assembly? (WAQ70019)

Janet Finch-Saunders (Aberconwy): What actions has the Minister taken over the term of this Assembly to bring in measures to make a positive difference to those living with arthritis and musculoskeletal illness in Wales? (WAQ70021)

Janet Finch-Saunders (Aberconwy): How is the Minister working with Health Boards to ensure appropriate 'signposting' to relevant patient and service user groups, with particular reference to those suffering with long-term illnesses, such as arthritis and musculoskeletal illnesses? (WAQ70022)

Janet Finch-Saunders (Aberconwy): How is the Minister working with health boards and stakeholders to ensure that the voices of patients with arthritis and musculoskeletal illnesses are heard with regards to service provision, service reviews, and patient group consultations? (WAQ70023)

Answer received on 22 March 2016

Mark Drakeford:  The existing directive for the service development and commissioning for arthritis and chronic musculoskeletal conditions has been reviewed by health professionals and stakeholders.  The majority of responses agreed the content is still appropriate.  Work is underway, which will continue into the next financial year to ensure the directive is aligned with the principles of prudent healthcare.

Health boards are responsible for determining the appropriate services for their population.  I am keen that professionals and the public work as equal partners to ensure services meet the needs of people. 

There are many examples of service developments that have made a positive difference to those living with arthritis and musculoskeletal conditions. Several health boards have introduced a clinical musculoskeletal assessment and treatment service, which provides access to multi-disciplinary teams.  Holistic approaches like this ensure people receive expert care and treatment, appropriately preventing unnecessary referral to orthopaedics or rheumatology.

Other examples include walk-in centres for rapid access to physiotherapy, such as those provided by Cwm Taf and Abertawe Bro Morgannwg university health boards. Being able to self-refer in this way allows people to attend without an appointment and receive face-to-face assessment, advice and treatment from a physiotherapist.

The Welsh Government's primary care plan sets out how we will reform services to improve the quality of care at or as close to home as possible. The introduction of independent prescribing for physiotherapists is a good example of how we are achieving this.

Advanced physiotherapy practitioners working in primary care are now seeing and treating people with musculoskeletal problems who would previously have been seen by a GP.

Physiotherapy advanced practitioners are able to prescribe and deliver injection therapy, which frees up GP appointments and supports services to be delivered closer to home.

The Welsh Government's Healthy Working Wales programme helps people with musculoskeletal conditions remain in work or return to work quickly if they are on long-term sickness absence. The In-Work Support services, a new European Structural Fund programme, is helping more than 4,000 people with health problems in Wales, which are often musculoskeletal, to stay in work by providing rapid access to early, work-focussed interventions such as physiotherapy and occupational therapy.

The Welsh Government encourages and supports people to adopt healthy lifestyle choices.  Regular physical activity can reduce the risk of musculoskeletal conditions; we are increasing levels of physical activity through a number of programmes and campaigns including the National Exercise Referral Scheme, Lets Walks Cymru and Change4Life.

In terms of signposting, the Securing Health and Wellbeing for Future Generations action plan, sets out how people in Wales can and are already making different choices about how they access information and advice about health services.

It places an emphasis on the importance of shared decisions about care and treatment being made between practitioners and patients.  Equipping and empowering people with knowledge and information to self-manage their condition are key elements of prudent healthcare and an important part of co-production.  The plan is available at: http://www.prudenthealthcare.org.uk/securing-health-and-wellbeing-for-future-generations/

Health boards have arrangements in place to engage and consult with their local communities about local health services. For example, Siarad Iechyd/Talking Health was developed by Hywel Dda University Health Board to give local people an opportunity to have their say about how health services are planned, developed and delivered. People receive regular newsletters and updates about services and are able to take part in discussions about health matters through events, readers' panels, interest groups, surveys and volunteering.

 

To ask the Minister for Public Services

Janet Finch-Saunders (Aberconwy): What is the Minister's justification for the 5.1 per cent resource real terms cut to the care and social services inspectorate allocation in the final budget for 2016-17? (WAQ70018)

Answer received on 15 March 2016

The Minister for Public Services (Leighton Andrews): The Care and Social Services Inspectorate is not my direct responsibility but is funded through the Local Government MEG to ensure an appropriate segregation between policy and funding responsibilities.  The Inspectorate undertakes important work but is subject to a proportion of the cuts imposed on Welsh Government by the UK Government's austerity measures. In acknowledgement of the crucial role of the Inspectorate and in discussion with relevant Ministerial colleagues, the reduction has been kept to a reasonable level, capable of being met with efficient management.

 

Janet Finch-Saunders (Aberconwy): What is the Minister's justification for the 91.0 per cent resource cut to the improving services, collaboration and democracy allocation in the final budget for 2016-17? (WAQ70016)

Answer received on 15 March 2016

Leighton Andrews:

In line with our efforts to reduce the proportion of funding provided as hypothecated grants, the Outcome Agreement Grant has been transferred into Local Government Settlement.  This transfer is reflected in the change to the improving services, collaboration and democracy allocation in the Final Budget for 2016-17.

 

Janet Finch-Saunders (Aberconwy): Which initiatives will be affected by the 8.4 per cent resource real terms cut to the safer communities' allocation in the final budget for 2016-17? (WAQ70020)

Answer received on 18 March 2016

Leighton Andrews: The Safer Communties allocation is subject to a proportion of the cuts imposed on Welsh Government by the UK Government's austerity measures. Across the budgets within the overall allocation difficult decisions have had to be taken and some budgets have had to be reduced. However, we have protected a number of budgets and in some cases, such as Violence Against Women and Domestic Abuse, we have increased the budgets for 2016/17.

 

Janet Finch-Saunders (Aberconwy): Will the Minister provide further information on the potential influence of community area committees in local authority decisions – for example, will they also be limited to certain council committees or have the same input as cabinet or council officers? (WAQ70025)

Answer received on 15 March 2016

Leighton Andrews:

The Draft Bill provides that Community Area Committees will be required to submit a statement of priorities and objectives to the council, setting out what the community area committee considers should be the county council's priorities and objectives in exercising its functions in relation to the area of the committee; the statement may also contain recommendations as to steps the committee considers the council should take in respect of those priorities and objectives.

The council would be expected to have regard to the statement in the same way it would be expected to take account of any other reports or recommendations from its own committees.

 

Janet Finch-Saunders (Aberconwy): Will the Minister provide further information about the criteria needed to be met by lay people who wish to sit on a community area committee under the Draft Local Government (Wales) Bill? (WAQ70026)

Answer received on 15 March 2016

Leighton Andrews:

The Draft Bill provides that a county council must invite at least one body, other than a community council, that exercises functions of a public nature and at least one voluntary body carrying on activities which benefit the area to nominate a person for appointment to the committee.  A county council may also invite any other body with a connection to the area to nominate a person for appointment as a member of the committee.

It is for each county council to determine its policy for appointing community council members and community nominee members. The county council will be required to prepare and publish a statement setting out how it proposes to exercise these functions.

 

Janet Finch-Saunders (Aberconwy): Will the Minister provide further information about the make-up and voting rights of proposed Community Area Committees under the Draft Local Government (Wales) Bill? (WAQ70027)

Answer received on 15 March 2016

Leighton Andrews:

The Draft Bill provides that every member of a community area committee may vote on any question to be decided by the committee.

The community area committee will comprise every member of the county council elected for an electoral ward all or part of which is in the area of the committee.  The county council will also be required to invite the following to nominate a person for appointment as a member of the community area committee:

  • each community council for a community all or part of which is in the area of the committee;
  • at least one body, other than a community council, that exercises functions of a public nature in relation to the whole or part of the area of the committee; and
  • at least one voluntary body carrying on activities which benefit the whole or part of the area of the committee.

    It is for each county council to determine its policy for appointing community council members and community nominee members, including the numbers of community council members and community nominee members the council wishes to appoint to each of its area committees.

 

Janet Finch-Saunders (Aberconwy): How is the Welsh Government working with relevant organisations to encourage voter registration amongst young people, with particular reference to Aberconwy? (WAQ70028)

Answer received on 15 March 2016

Leighton Andrews:

Voter registration is not a devolved function but we have funded NUS Wales to run a project in conjunction with the Democracy Club to produce a website in time for the May elections which will enable students and others to find the polling station they are registered at.  The project's success is dependent on each Electoral Registration Officer supplying the relevant data.  To date, Conwy's ERO has not yet done so.

 

Janet Finch-Saunders (Aberconwy): How is the Minister working with local authorities to ensure maximum voter registration ahead of the forthcoming Assembly election? (WAQ70029)

Answer received on 15 March 2016

Leighton Andrews:  Voter registration is not a devolved function but I have provided funding to every Electoral Registration Officer in every local authority towards the costs of sending out a Household Notification Letter which shows who is registered to vote at that particular address.  It prompts those who have not registered yet to do so and gives residents an opportunity to check their details on the register are accurate.

 

Janet Finch-Saunders (Aberconwy): Will the Minister advise as to what he considers to be the maximum length of time after a town or community council meeting has been held that the minutes of such should be published on the council's website? (WAQ70030)

Answer received on 15 March 2016

Leighton Andrews: The publication of community and town council meeting minutes is governed by legislation. Schedule 12 to the Local Government Act 1972 provides that minutes of a meeting should be approved at the next meeting by the chair or the person presiding at the meeting. The Local Government (Democracy) (Wales) Act 2013 requires that community and town councils publish the minutes of meetings on their websites. That would take place after they had been approved.

 

Janet Finch-Saunders (Aberconwy): Will the Minister outline how the timely publication of council meeting minutes and agendas on town and community council websites may be ensured? (WAQ70031)

Answer received on 15 March 2016

Leighton Andrews: The publication of community and town council meeting minutes and agendas is governed by legislation. Schedule 12 to the Local Government Act 1972 provides that the agenda for the meeting should be sent to every councillor at least three clear days before a meeting. The Local Government (Democracy) (Wales) Act 2013 has amended the 1972 Act to require that agendas need to be published electronically. There is also a requirement in the 2013 Act to publish the minutes of the previous meeting electronically and, as far as is reasonably practicable, any documents relating to the business to be transacted at the meeting.