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CORPORATE PERFORMANCE AND RESOURCES SCRUTINY COMMITTEE

 

Minutes of a meeting held on 25th January, 2018.

 

Present:  Councillor G.D.D. Carroll (Chairman); Councillor V.P. Driscoll (Vice-Chairman); Councillors R. Crowley, O. Griffiths, S.J. Griffiths, Dr. I.J. Johnson, P.G. King, N. Moore, L.O. Rowlands and E. Williams.

 

 

642     MINUTES –

 

RECOMMENDED – T H A T the minutes of the meeting held on 14th December, 2017 be approved as a correct record.

 

 

643     DECLARATIONS OF INTEREST –

 

No declarations were received.

 

 

644     CORPORATE SAFEGUARDING MID TERM REPORT – APRIL – SEPTEMBER (2017/18) (REF) –

 

The Cabinet, at its meeting held on 18th December, 2017, had considered the above report and subsequently referred the same to the Scrutiny Committee for consideration.

 

In referring to the report, the Head of Human Resources contained his comments to the appendix attached to the report to those matters that fell within the Scrutiny Committee’s remit and were detailed in Section C.  In highlighting the main issues for the Committee’s attention, he referred to compliance with the policy for the period subject of the report for all appointments was 97% compared to 94% for the same reporting period in the previous year. 

 

In regard to compliance with the policy for schools, appointments were 95% compared to 93% for the same reporting period in the previous year.  He further indicated that whilst it was encouraging to note that for the month of September 2017 (which represented the highest recruitment activity in the school academic year) compliance was 98% which was an improvement in comparison to September 2016 compliance which was 96%.  However, for the individual months, compliance rates reduced to 75% in May 2017 and reduced to 60% in July 2017.  This could be attributed to non-compliance by particular schools and the low number of posts recruited to during those months. 

 

He then referred to corporate services’ compliance which was 100% and this represented an improvement when compared to the same reporting period in the previous year, which was 98%. 

 

His attention then turned to risk assessments for schools and corporate services which were audited and monitored by Human Resources to ensure that these were returned in a timely manner.  He indicated that over the six month reporting period six new starters commenced employment without all the required checks being in place or a signed risk assessment as required by the Council’s policy.  In comparison to the same six month period in the previous year, nine appointments commenced employment without the documentation or risk assessment in place prior to the individual’s start date.  Out of the six non-compliant Safer Recruitment Appointments, four outstanding risk assessment forms were signed on the first day of the individual’s employment. 

 

In summing up he indicated that overall and in comparative terms, the report represented a general improvement in terms of compliance.

 

A Member, in referring to the report, enquired of the Head of Human Resources if all the information contained in the report including all high risk matters, confidential in nature or not, Members were being made aware of such.  In addition, separately, he also enquired whether it was possible for additional information to be provided on MARAC and the specific role of the Council’s Domestic and Sexual Violence Co-ordinator.  In response, the Head of Human Resources reiterated the point that this was a composite report and the Social Services and Learning and Skills element and related issues had been considered by the appropriate Scrutiny Committees and his comments were in the main related to Safer Recruitment.  In referring to the Councillor’s question in regard to any specific concerns in relation to safeguarding as a whole which needed to be brought to the attention of Members, he indicated that there were no issues from a Safer Recruitment perspective.  He did agree to refer the question to the relevant officer in order to ensure a broader response to the question and that the Scrutiny Committee would be circulated with the answer.

 

A number of Members referred to the compliance figure for all appointments of 97% and whether 100% compliance was achievable.  In regard to the six cases where new starters commenced employment without all the required checks being in place or a signed risk assessment as required by the policy, it was the view of some Members that this was an overly negative assessment given that four of the six cases had in fact resulted in a risk assessment being completed on the first day the individuals commenced employment with the Council and therefore, it was only two cases that did not meet compliance.  In response, the Head of Human Resources indicated that the necessary checks under the policy were required which gave little wriggle room for the Council.  The alternative would be amend the policy requiring risk assessments which would limit an individual commencing employment with the Council resulting  in problems for schools.  Turning to the Member’s comments regarding the six cases, he reminded the Committee that the policy required the necessary checks or risk assessment to be completed and in place prior to the individual commencing employment with the Council.

 

There being no further questions, it was

 

RECOMMENDED –

 

(1)       T H A T the work that had been undertaken to improve corporate arrangements for safeguarding and protecting children and adults be noted.

 

(2)       T H A T the Head of Human Resources be requested to send an e-mail to Members clarifying the position relating to any specific concerns in regard to safeguarding as a whole and separately providing further information or MARAC and the role of the Domestic and Sexual Violence Co-ordinator.

 

Reasons for recommendations

 

(1)       In acknowledgement of recent developments in corporate arrangements for safeguarding.

 

(2)       To update the Committee on related information that could not be provided at the meeting.

 

 

645     RESHAPING SERVICES PROGRAMME – UPDATE ON IMPLEMENTATION (REF) (MIN NO. 303 ALSO REFERS) –

 

The above matter had been considered by the Cabinet at its meeting held on 18th December, 2017 and subsequently referred to the Scrutiny Committee for consideration with particular emphasis on the administration and implementation of the programme.

 

The previous update report had been considered by the Scrutiny Committee at its meeting held in September 2017. 

 

The Head of Policy and Development updated the Scrutiny Committee briefly by outlining the three key objectives of the Strategy and also referring to the three inter-related work streams of the Reshaping Services Programme.

 

The update report in itself detailed the progress made since the last report to Cabinet and the Scrutiny Committee.  Members were re-apprised of the programme methodology for monitoring activity against each project assigning a RAG status.

 

The progress that had been made by each of the projects to date was as follows:

 

The progress that had been made by each of the projects to date was as follows:

 

Service Specific Work Stream Projects –

  • Additional Learning Needs (ALN) and Inclusion (Amber)
  • Catering (Amber)
  • Library Services (Green)
  • Transportation (Red)
  • Visible Services (Red)
  • Planning (Green – Completed)
  • Regulatory Services (Green – Completed)
  • ICT (Red)
  • Property Projects – Corporate Office Building Rationalisation and Cleaning and Security (Amber)
  • Social Services Budget and Collaborative Working Programmes (Red)
  • Learning and Skills: Strategy and Resources (Amber)
  • Housing Services – Landlord Responsibilities (Green – Completed)
  • Building Services – Cleaning and Security Services (Red)
  • Corporate Services (Amber). 

Future Projects (Tranche 3) – 

  • Income Generation and Commercial Opportunities (Amber)
  • Digital Vale (Amber)
  • Procurement (Third Party Spend) (Amber)
  • Establishment Review (Amber) 

Corporate Work Stream Projects –  

  • Town and Community Councils (TCCs) and the Voluntary Sector (Amber)
  • Demand Management (Amber)
  • Effectiveness of Spend (Economic Development; Grants – Amber). 

Programme Activity –

  • Programme Management (Green)
  • Organisational Development (Green)
  • Communication and Engagement (Green). 

A summary of the savings targets that were currently in place for the Reshaping Services Programme were detailed below.  This summary showed the savings for the current and future years.

 

Project

2017/18

2018/19

2019/20

Total

 

£000’s

£000's

£000's

£000's

Additional   Learning Needs

165

166

0

331

Transport   Programme

318

0

0

318

Visible   Services & Transport

525

1,487

63

2,075

ICT

400

150

0

550

Property   Projects

110

303

0

413

Social Services   Budget

Programme

320

320

0

640

Strategy &   Resources

257

50

0

307

Building   Cleaning & Security

50

100

0

150

Corporate   Services

800

600

0

1,400

Effectiveness   of Spend – Grants

350

0

0

350

Income   Generation and Commercial Opportunities

50

550

500

1,100

Digital Vale

0

250

500

750

Procurement   (Third Party Spend)

 

1,000

1,000

2,000

Establishment   Review

0

250

0

250

Total

3,345

5,226

2,063

10,634

 

A Member, in referring to the report and to the number of projects allocated a Red status, enquired of the Head of Performance and Development if he considered any of the projects contained within the strategy had proven more complicated than initially anticipated and referred to Social Services as an example.  In response, the Head of Performance and Development referred to the Committee’s previous deliberations made at the time when the last report was considered and again referred to the complexities associated with remodelling the Council’s existing services.  He also referred to the Council’s Waste Management transport project where costs of the service had unexpectedly increased, but stressed that work was in hand to progress the project so that the desired outcomes were delivered in accordance with the programme objectives.  In response, the Member suggested to the Head of Performance and Development that the Council should have been in a position to anticipate potential additional costs. 

 

Another Member, in referring to his attendance at the previous week’s Environment and Regeneration Scrutiny Committee, indicated that the justification for the increased costs in Transport and Waste Management appeared to be linked to greater vehicle movements than initially anticipated due to increased service demands.  Therefore, the Member felt that it was plausible that the increased costs were related to fuel.  At this juncture the Chairman requested that the Head of Performance and Development provide the Committee with clarification in relation to this matter following the meeting.

 

A Member referred to elements of the report which related to Community Asset Transfers (CATs) and to the impasse that existed between the Council and Town and Community Councils regarding which services would be suitable for transferring.  In response, the Head of Performance and Development referred to a draft policy report which would be submitted to the Cabinet shortly on the matter.  Another Member echoed the Member’s comments and indicated that it was imperative that Town and Community Councils knew what areas were potential CATs in advance of Town and Community Councils setting their respective precepts. 

 

A Member, in referring to the table of savings set out in paragraph 134 of the Cabinet report, enquired of the likelihood of delivery of the scale of savings within the timelines indicated.  The Head of Finance responded by indicating that work was currently ongoing to reassess which savings could be achieved within the stated timelines or whether certain projects required reprofiling. 

 

The Chairman referred to third party expenditure and specifically to paragraph 91 of the Cabinet report and enquired if there was an opportunity to make further savings through the Council’s procurement activities.  In response, the Head of Finance indicated that considerable work had been undertaken by the Council in ensuring that all managers and team leaders understood the Council’s procurement process in its entirety.  Work was also being undertaken with managers to ensure that the Council was receiving the services contracted to be provided.  She acknowledged that in terms of contract management the Council needed to be more proactive in its arrangements and indeed to invoke penalty clauses when specific projects overran.

 

In response to the Chairman’s question regarding income generation, the Head of Finance indicated that considerable work was ongoing relating to the Council’s Reshaping Services programme which encompassed income generation initiatives.

 

Having given consideration to the above, it was

 

RECOMMENDED –

 

(1)       T H A T the progress made on delivering the Reshaping Services Programme be noted.

 

(2)       T H A T the Head of Finance be requested to send an e-mail to Members of the Committee clarifying the position with regard to explanation for increased transport costs in Waste Management.

 

Reasons for recommendations

 

(1)       In acknowledgement of the Committee’s responsibility to monitor progress of the Council’s Reshaping Services Programme.

 

(2)       To update the Committee regarding increased expenditure.

 

 

646      REVENUE MONITORING FOR THE PERIOD 1ST APRIL TO 30TH NOVEMBER 2017 (MD) –

 

The report sought to apprise the Committee on the position of the Council’s revenue budget for the above period and the anticipated achievement of approved saving targets for the year. 

 

The Head of Finance indicated that certain services were anticipating adverse variances at the year end and would therefore require the use of reserves to balance budgets.  Details were provided within the report which were outlined as below.

 

Learning and Skills

 

The forecast was showing an overspend of £258,000 after an anticipated use of Learning and Skills reserves of £603,000.  The Committee was made aware that the Directorate was already taking a number of steps to mitigate the complex needs overspend, including freezing non-essential expenditure and holding budgeted posts vacant.  As it was already planned that a substantial amount of Learning and Skills reserves would be utilised in the year, it had been proposed that the remaining shortfall of £258,000 would be funded from the Council Fund. 

 

Schools – The delegated budget relating to schools was expected to balance as any under / over spend would be carried forward by schools.

 

Strategy, Culture, Community Learning and Resources – It was projected that the service would outturn on budget after drawing down £319,000 from reserves. 

 

Strategy and Regulation – It was anticipated that this service would underspend by £30,000 due to a freeze on expenditure and non-replacement of one post which had been held vacant in order to partially mitigate the overspend on complex needs.

 

Achievement for All – This service was currently predicted to outturn with an adverse variance of £650,000 which would be partially met by transfers from reserves of £284,000 resulting in an adverse variance at the year end of £366,000.

 

School Improvement – It was anticipated that this service would underspend by £78,000 due to a freeze on expenditure and non-replacement of a senior post which had been held vacant in order to partially mitigate the overspend on complex needs.

 

The Committee also noted that a provision had been made within the budget to make unsupported borrowing debt repayments in relation to the Schools Investment Strategy of £598,000 per annum and any favourable variance on debt repayments would be directed into the Schools Investment Strategy.

 

Social Services

 

The forecast for Social Services at year end had now changed to a potential overspend of circa £1.4m due to pressure on the Community Care budget.

 

Children and Young People Services – Pressure on the Children’s Placements budget had resulted in an overall projected overspend at the year end of £200,000. 

 

Adult Services – Continued pressure relating to the Community Care Packages budget was currently projecting an overspend by the year end of circa £1.2m. 

 

Taking account of the above it was now proposed that up to £1.2m would be used in the current financial year from the Social Services Legislative Changes fund and £200,000 from the Social Services Pressures reserve to cover the £1.4m shortfall.

 

Environment and Housing

 

The service was currently projecting to outturn within target at the year end, subject to a contribution of £725,000 from reserves. 

 

Highways and Engineering – There was currently a favourable variance of £145,000 against the profiled budget.

 

Waste Management – There was currently an adverse variance of £206,000 to the profiled budget due to overspends on staffing and transportation costs.

 

Leisure – There was currently a small adverse variance to the profiled budget due to the commencement of the Grounds Maintenance season.

 

Transportation – There was currently a favourable variance of £65,000 against the profiled budget due to lower than anticipated staff costs and a small underspend within the supported buses budget. 

 

Visible Services Reshaping Services Savings Target – During 2017/18 there was a savings target of £525,000 allocated to Visible Services from the current Reshaping Services programme and linked to the introduction of a new target operating model for the service which was initially expected to be operational from late September 2017 but was not anticipated that the restructuring would full effect from April 2018.  It was therefore anticipated that there would be shortfall in the savings of £525,000 for 2017/18 and it was proposed that this would be met from the Visible Services reserve.

 

Regulatory Services – It was currently reported that it was anticipated that the Shared regulatory Services would outturn on target.

 

Council Fund Housing – It was anticipated that this budget would outturn on target.

 

Public Sector Housing (HRA) – The HRA was expected to outturn on target and any underspends in year would be offset by additional contributions to Capital Expenditure thus reducing the reliance on Unsupported Borrowing.

 

Managing Director and Resources

 

It was currently projected this service would outturn within target at year end.

 

Resources – It was anticipated that this service would outturn within budget, however, it was anticipated that ICT would overspend by £200,000. 

 

Regeneration – There was currently a small adverse variance against profiled budget as income due to be generated from commercial opportunities at Country Parks and car parking at Cosmeston had not been implemented.

 

Development Management – There was currently a favourable variance against the profiled budget due mainly to higher than anticipated building regulation and planning fees. 

 

Private Housing – A balanced budget was forecast at the year end.

 

General Policy – It was predicted that there would be a favourable variance of £1.83m relating to capital charges and a £1.6m positive variance relating to Council Tax given the continued effectiveness of collection.  These funds had now been set aside in the reserves.  £2m had been set aside in the Council Fund, with the intention that its use would be considered by the Budget Working Group when it was taken into account all factors in formulating a balanced revenue and capital budget for the final proposals which would be subject to Council consideration in February 2018.  As reported earlier in the report, it was the intention to fund the £258,000 of the Learning and Skills projected overspend from part of the monies set aside in the Council Fund.

 

As part of the Final Revenue Budget Proposals for 2017/18, a savings target of £4.017m had been set for the Authority.  Set out at Appendix 1 was a statement detailing each savings targets with an update of progress and it was currently projected that there would be a shortfall of £1.009m in the achievement of this year’s target.

 

The current Medium Term Financial Plan assumed a reduction in Welsh Government funding of 3% for the years 2018/19, 2019/20 and 2020/21.  This resulted in the requirement to find savings of £20.941m over this period, with £9.326m currently being identified.  There were therefore further savings to be identified of £11.615m over the three year period.  The latest Plan factored in a managed level of cost pressures, a notional increase in Council Tax of 2.6% each year, price inflation of 0.5% and annual pay awards of 1.6% each year from 2018/19.

 

In summing up, the Head of Finance indicated that given the Council’s position, there had been a moratorium on non-essential spending implemented which would last until the end of the current financial year.  In addition, in referring to the Council’s savings target, this had been only 75% met therefore leaving the stated shortfall as indicated above.  This was due, in part, to some projects being partly implemented in the current financial year with the full savings not being realised until the next financial year.  She also indicated that in regard to reserves, it was unlikely that services going forward in the future would be able to continue to draw dawn from current reserves.

 

A Member queried the spend in Education Transport and whether the overspend situation was a one off and therefore appropriate to draw down reserves.  He also queried the position regarding schools’ rates revaluations.  In response, the Head of Transport indicated that the overspend in relation to Education Transport related to increased demand for special needs transport to schools where pupils needed 1:1 supervision in taxis.  In regard to school rates revaluations, she had indicated that some schools within the county had increased, however, the position was currently being reviewed with the view to appealing certain revaluations. 

 

In responding to the Head of Finance’s comments, the Member suggested that this was a significant amount to be over budget and another Member enquired of the statutory position insofar as the ability of family members to be paid to transport children to school.  In responding to those comments, the Head of Finance indicated that Adult Learning funding had seen a tapering of grant funding over recent years with the Council funding the gap in grant support through its revenue budget.  In regard to the statutory position in relation to Education Transport, she would investigate the feasibility of paying family members to transport special needs children to school. 

 

Having regard to the above and related issues, it was

 

RECOMMENDED –

 

(1)       T H A T the position in regard to the Council’s revenue budget for the period 1st April to 30th November, 2017 be noted.

 

(2)       T H A T the Head of Finance be requested to provide further clarification in regard to the overspend in relation to Education Transport and in particular to special needs pupils’ transport to schools.

 

Reasons for recommendations

 

(1)       In acknowledgement of the Scrutiny Committee’s responsibility for monitoring the revenue budget.

 

(2)       To provide an update to Members in regard to Education Transport overspend.

 

           

647     CAPITAL MONITORING REPORT FOR THE PERIOD 1ST APRIL 2017 TO 30TH NOVEMBER 2017 (MD) –

 

The Head of Finance provided the Scrutiny Committee with an update on the 2017/18 Capital Programme for the above period. 

 

Appendix 1 detailed the financial progress on the Capital Programme for the above period. 

 

The following matters were noted:

 

Learning and Skills

 

Jenner Park School Multi Use Games Area – A delegated authority had been approved to include a new scheme of £20,000 into the Capital Programme to be funded from Section 106 monies.

 

Oakfield / Ysgol Gwaun Y Nant Community Garden Project – A delegated authority had been approved to include a new scheme of £39,000 into the Capital Programme to be funded from Section 106 monies.  £3,000 was allocated to 2017/18 and £36,000 allocated to 2018/19.  This scheme would create an outdoor educational area for environmental learning.

 

Peterston Super Ely Primary WC Refurbishment – A delegated authority had been approved to vire £9,000 from this scheme to Fairfield Primary Nursery Adaptions scheme. 

 

St. Cyres Comprehensive Grounds Maintenance Store – It had been requested that a new scheme be included in the Capital Programme for a steel grounds maintenance shed at St. Cyres Comprehensive School in order to store grounds maintenance equipment.  The total budget for these works was £36,000 to be funded from the Schools Rationalisation reserve.

 

Llancarfan Primary School Decking – It had been requested to include a new scheme into the 2017/18 Capital Programme for decking at Llancarfan Primary School.  The total budget for these works was £13,000 to be funded from the School's revenue budget.

 

Victoria Primary – External Refurbishment Works – This scheme was complete and was £7,000 underspent.  There were several schemes relating to previous years with small spend.  It had been requested to vire:- 

  • £1,000 to Albert Primary School listed buildings fabric repairs
  • £1,000 to Fairfield Primary School replacement flat roof
  • £1,000 to Ysgol Sant Curig – re-roofing and replace defective timbers
  • £1,000 to Llanfair Demountable
  • £2,000 to Romilly Demountable
  • £1,000 to Demolition Ysgol Maes Dyfan. 

Bryn Hafren Kitchen Canopy – It had been requested to include a new scheme into the 2017/18 Capital Programme for a canopy in Bryn Hafren kitchen.  The total budget for these works was £13,000 to be funded from the Catering revenue budget.

 

Ysgol Bro Morgannwg Kitchen Canopy – It had been requested to include a new scheme into the 2017/18 Capital Programme for a canopy in Ysgol Bro Morgannwg kitchen.  The total budget for these works was £10,000 to be funded from the Catering revenue budget.

 

St. Illtyds School Kitchen Refurbishment – It had been requested to include a new scheme into the 2017/18 Capital Programme for a refurbishment to St. Illtyd's kitchen.  The total budget for these works was £31,000 to be funded from the Catering revenue budget.

 

Cadoxton Primary School Kitchen Refurbishment – It had been requested to include a new scheme into the 2017/18 Capital Programme for a refurbishment to Cadoxton Primary School kitchen.  The total budget for these works was £31,000 to be funded from the Catering revenue budget.

 

Environment and Housing

 

Ogmore by Sea Sustainable Transport Improvements – It had been requested to carry forward £30,000 into the 2018/19 Capital Programme.

 

Dimming of Street Lighting/Fitting of LED lanterns – It had been requested that £550,000 be carried forward into the 2018/19 Capital Programme.

 

Dinas Powys to Cardiff Corridor Bus Priority Measures – It had been requested to vire £5,000 from this scheme to the WelTag Stage Two Transport Network Appraisal for Dinas Powys scheme to enable survey and modelling work in the Dinas Powys area.

 

Harbour Road Overflow Car Park – This budget was no longer required and it had been requested to remove the £10,000 from the Capital Programme.

 

Local Transport Fund, Road Safety and Safe Routes in Communities Capital Grants – The Managing Director’s Emergency Powers had been used to increase the Capital Programme by £714,000 to be funded from Welsh Government grant.  The funding was allocated to the following schemes: 

  • Road Safety Grant: South Road Sully £252,000
  • Road Safety Grant: Pen-Y-Turnpike Road / Mill Road £92,000
  • Safer Routes In Communities: Dinas Powys to Penarth Via Cosmeston £250,000
  • Dinas Powys Transport Network Study £20,000
  • Cardiff / Vale of Glamorgan Coastal Sustainable Transport Corridors £100,000. 

Leisure Capital Bids – £300,000 of this budget related to works on Cowbridge Leisure Centre Roof.  Tenders for the roof had been received but were significantly above the available budget, the scheme was being redesigned and would be re-tendered.  It had been requested to carry forward £275,000 into the 2018/19 Capital Programme.

 

Penarth Pier – It had been requested to increase this budget by £30,000 to be funded from Penarth Pier plaque scheme reserve for works to the boardwalk along the pier.

 

Managing Director and Resources

 

Improve access into Cogan Primary School – A delegated authority had been approved to include a new scheme of £30,000 into the Capital Programme to be funded from Section 106 monies. 

 

Court Ward Park Improvements – A delegated authority had been approved to include a new scheme of £55,000 into the Capital Programme to be funded from Section 106 monies.  £5,000 was allocated in 2017/18 and £50,000 allocated in 2018/19.

 

Ffordd Y Mileniwm Footway / Cycleway – This scheme was complete and £2,000 underspent however the 'Improve Pedestrian movements along Dock View Road' scheme was estimated to be £2,000 above budget, due to the need to complete further utility services along the footway.  It had been requested to vire £2,000 to the 'Improve Pedestrian movements along Dock View Road' scheme.

 

Maendy Pedestrian Sustainable Transport Improvement – The Welsh Government had recently offered further funding (18th December, 2017) to deliver schemes that grant was applied for at the beginning of the financial year but were originally unsuccessful.  The funding was required to be spent by 31st March, 2018.  In order for the Council to accept this funding to deliver the schemes, the Section 106 funded schemes would be delayed until the new financial year (2018/19).  The time limit for delivering the Section 106 schemes was over a five year period from the date that the money was received and therefore less urgent in terms of spending the funding.  Therefore, it had been requested to carry forward £79,000 into 2018/19 Capital Programme.

 

St. Athan Sustainable Transport Improvements – The Welsh Government had recently offered further funding (18th December, 2017) to deliver schemes that grant was applied for at the beginning of the financial year but were originally unsuccessful.  The funding was required to be spent by 31st March, 2018.  In order for the Council to accept this funding to deliver the schemes, the Section 106 funded schemes would be delayed until the new financial year (2018/19). The time limit for delivering the Section 106 schemes was over a five year period from the date that the money was received and therefore less urgent in terms of spending the funding.  Therefore, it had been requested to carry forward £147,000 into 2018/19 Capital Programme.

 

Ferm Goch Sustainable Transport Improvements – Officers had discussed options with the Community Council and had given the Community Council time to consider the options.  A response was due in February 2018 to enable schemes to be prepared in the new financial year.  It had been requested to carry forward £70,000 into the 2018/19 Capital Programme.

 

Colwinston Play Area – It had been requested that a new scheme be included in the Capital Programme with a budget of £48,000, to be split £5,000 in 2017/18 and £43,000 in 2018/19 to be funded from Section 106 monies.  This work will enhance the play area at Colwinston.

 

RECOMMENDED –

 

(1)       T H A T the progress made on the 2017/18 Capital Programme be noted.

 

(2)       T H A T the use of Delegated Authority be noted to: 

  • Jenner Park School Multi Use Games Area – Include a new scheme with a budget of £20,000 to be funded from Section 106 monies.
  • Oakfield / Ysgol Gwaun Y Nant Community Garden Project – Include a new scheme with a budget of £39,000 to be funded from Section 106 monies.  £3,000 allocated to 2017/18 and £36,000 allocated to 2018/19.
  • Peterston Super Ely Primary WC Refurbishment –Vire £9,000 from this scheme to Fairfield Primary Nursery Adaptions scheme.
  • Improve access into Cogan Primary School – Include a new scheme with a budget of £30,000 to be funded from Section 106 monies.
  • Court Ward Park Improvements – Include a new scheme with a budget of £55,000 to be funded from Section 106 monies.  £5,000 allocated to 2017/18 and £50,000 allocated to 2018/19. 

(3)       T H A T the following changes to the 2017/18 Capital Programme be noted: 

  • St. Cyres Comprehensive Grounds Maintenance Store – Include a new scheme into the Capital Programme, £36,000 to be funded from the Schools Rationalisation reserve.
  • Llancarfan Primary School Decking – Include a new scheme into the Capital Programme, £13,000 to be funded from the School's revenue budget.
  • Victoria Primary – External Refurbishment Works – Vire £7,000 from this scheme to:

-               £1,000 to Albert Primary School listed buildings fabric repairs

-               £1,000 to Fairfield Primary School replacement flat roof

-               £1,000 to Ysgol Sant Curig – re-roofing and replace defective timbers

-               £1,000 to Llanfair Demountable

-               £2,000 to Romilly Demountable

-               £1,000 to Demolition Ysgol Maes Dyfan.

  • Bryn Hafren Kitchen Canopy – Include a new scheme into the Capital Programme, £13,000 to be funded from the Catering revenue budget.
  • Ysgol Bro Morgannwg Kitchen Canopy – Include a new scheme into the Capital Programme, £10,000 to be funded from the Catering revenue budget.
  • St. Illtyds School Kitchen Refurbishment – Include a new scheme into the Capital Programme, £31,000 to be funded from the Catering revenue budget.
  • Cadoxton Primary School Kitchen Refurbishment – Include a new scheme into the Capital Programme, £31,000 to be funded from the Catering revenue budget.
  • Dinas Powys to Cardiff Corridor Bus Priority Measures – Vire £5,000 from this scheme to the WelTag Stage Two Transport Network Appraisal.
  • Harbour Road Overflow Car Park – Remove this £10,000 budget from the Capital Programme.
  • Penarth Pier – Increase this budget by £30,000 to be funded from Penarth Pier plaque scheme reserve.
  • Ffordd Y Mileniwm Footway / Cycleway – Request to vire £2,000 to the 'Improve Pedestrian movements along Dock View Road' scheme. 

(4)       T H A T the following changes to the 2017/18 and future years Capital Programme be noted: 

  • Ogmore by Sea Sustainable Transport Improvements – The carry forward of £30,000 into the 2018/19 Capital Programme.
  • Dimming of Street Lighting / Fitting of LED lanterns – The carry forward of £550,000 into the 2018/19 Capital Programme.
  • Leisure Capital Bids – The carry forward of £275,000 into the 2018/19 Capital Programme.
  • Maendy Pedestrian Sustainable Transport Improvement – The carry forward of £79,000 into 2018/19 Capital Programme.
  • St. Athan Sustainable Transport Improvements – The carry forward of £147,000 into 2018/19 Capital Programme.
  • Ferm Goch Sustainable Transport Improvements – The carry forward of £70,000 into the 2018/19 Capital Programme.
  • Colwinston Play Area – Included a new scheme in the Capital Programme with a budget of £48,000, to be split £5,000 in 2017/18 and £43,000 in 2018/19 to be funded from Section 106 monies.  

(4)       T H A T the use of the Managing Director’s Emergency Powers be noted to: 

  • Approve the inclusion of £714,000 Welsh Government Grant into the 2017/18 Capital Programme for:-

-           Road Safety Grant: South Road Sully £252,000

-           Road Safety Grant: Pen-Y-Turnpike Road / Mill Road £92,000

-           Safer Routes in Communities: Dinas Powys to Penarth via Cosmeston £250,000

-           Dinas Powys Transport Network Study £20,000

-           Cardiff / Vale of Glamorgan Coastal Sustainable Transport Corridors £100,000.

 

Reasons for recommendations

 

(1)       To monitor progress on the Capital Programme.

 

(2)       To advise Committee of the use of Delegated Authority.

 

(3)       To allow schemes to proceed in the current financial year.

 

(4)       To allow schemes to proceed in the current and future financial years.

 

(5)       To advise Committee of the use of Emergency Power.

 

 

648     QUARTER 2 (2017-18) PERFORMANCE REPORT: CORPORATE HEALTH (MINUTE NO. 307 REFERS) (MD) –

 

In keeping with the previous report to the Scrutiny Committee at its meeting in September 2017 which also set out changes to the Council’s Performance Management Framework, this report encompassed performance results for Quarter 2 period, 1st April to 30th September, 2017 for the Corporate Plan Well-being Outcomes and Corporate Health priorities. 

 

In terms of meeting the Outcomes and Priorities, the Head of Performance and Development reported that an overall Green RAG status had been attributed to Corporate Health, to reflect the good progress made in integrating the Council’s business planning practices and in promoting a ‘one Council’ approach, to maximising limited resources to deliver the Council’s Well-being Outcomes.  These developments had contributed to the achievements reported at Quarter 2 and in the long term to achieving improved outcomes for Vale of Glamorgan citizens.

 

Details of the progress during this quarter towards achieving the Council’s Corporate Health Priorities was set out in Appendix A.

 

Two out of the four Corporate Plan Well-being Outcomes were attributed an overall RAG status of Green with the remaining outcomes, ‘An Inclusive and Safe Vale’ and ‘An Environmentally Responsible and Prosperous Vale’ reporting Amber status. 

 

An overview of overall progress against the Corporate Plan Well-being Objectives and how this contributed to the national Well-being Goals was provided in the Corporate Plan Summary Report at Appendix B to the report.

 

A Member referred to Corporate Health Action CP7 “Review of the current arrangements to support effective scrutiny and facilitate more robust challenges and improved accountability” and enquired of progress in respect of that matter.  In responding, the Operational Manager for Democratic Services indicated that there were two actions relating to this matter and it was likely that in respect of joint scrutiny arrangements of the Shared Regulatory Service (SRS) would remain Red.  He indicated that the Director of Environment and Housing would be submitting a report in the near future to the Shared Regulatory Service Joint Board outlining that existing arrangements in regard to oversight of the SRS were sufficiently robust. 

 

Another Member, in referring to the style and format of reporting by exception, considered this was very helpful including the use of the Well-being of Future Generation Act Outcomes, however, he indicated that there were examples within the report i.e. Site Morse, Twitter likes and Facebook likes required further commentary and also suggested that additional commentary was required regarding those actions which were identified as Red.   In responding to those points, the Head of Performance and Development indicated that the Scrutiny Committee would have an opportunity in the near future to delete those performance indicators that they considered not to be useful and then referred to those actions linking to Facebook / Twitter which he considered to be not that useful as a performance indicator.  The same Member also drew the Committee’s attention to matters relating to service plan risks and in particular to the risk relating to the Council’s inability to deliver a replacement contact centre technology platform which was currently showing as Red and enquired of the Head of Performance and Development what the actual risks to the Council were in the event of a replacement platform not being identified.  In response, the Head of Performance and Development indicated that the current contract was up for renewal later in the year and in the event of the platform not being renewed, this would have implications for the Council’s C1V service.

 

There being no further questions, it was

 

RECOMMENDED – T H A T the Quarter 2 performance results and progress towards achieving key outcomes in line with the Council’s Corporate Plan Well-being Outcomes and Corporate Health be noted.

 

Reason for recommendation

 

In acknowledgement of the Scrutiny Committee’s responsibility to ensure the Council clearly demonstrates the progress being made towards achieving its Corporate Plan Well-being Outcomes aimed at making a positive difference to the lives of the Vale of Glamorgan citizens and to ensure continuous improvement was made in line with the relevant statutory provisions.

 

 

649     3RD QUARTER SCRUTINY DECISION TRACKING OF RECOMMENDATIONS AND UPDATED WORK PROGRAMME SCHEDULE 2017/18 (MD) –

 

The report provided Members with an update on progress in relation to the Scrutiny Committee’s recommendations attached at Appendices A and B to the report.  The Committee was also requested to consider the updated Work Programme schedule at Appendix C for approval in order that it could be uploaded to the Council’s website.

 

In regard to Appendices A and B, the Scrutiny Committee was being requested to review progress against each recommendation to assess whether action was required, to ensure that the required action was undertaken and to confirm what recommendations were to be agreed as completed. 

 

It was subsequently

 

RECOMMENDED –

 

(1)       T H A T the recommendations highlighted below as completed be approved:

 

tracking

19 October 2017   

Min. No. 411 – Medium   Term Financial Plan 2017/18 To 2020/21 (REF) – Recommended that Cabinet   be advised of the Committee’s concern regarding the implications for services   as a result of the Plan allowing for only 0.5% price inflation given that the   Consumer Price Index (CPI) had increased to circa 2.9% in year to date.

Cabinet, on 6th   November, 2017, resolved that the contents of the report, and the concerns of   the Scrutiny Committee (Corporate Performance and Resources), be noted. The   level of inflation will be one of the issues to be considered when the final   budget proposals are presented to Cabinet and Full Council in February 2018.

(Min. No. C124 refers)

Completed

Min. No. 412 – Revenue   Monitoring for the Period 1st April to 31st August   2017 (MD) – Recommended

(1)   That the Cabinet’s attention be drawn to   the Committee’s concern regarding the proposal to draw down £1m from the   Social Services Legislative Change reserve to fund the overspend in the   Community Care budget, including the historical and ongoing overspend in the   service area.

(2)   That the Head of Finance provide further   clarification in regard to those matters raised by the Committee in relation   to Cosmeston Country Park car park and country parks and Windsor Road Renewal   Area, Penarth.

(1)   Cabinet, on 6th   November, 2017, resolved

[1]   That the   contents of the report, and the concerns of the Scrutiny Committee (Corporate   Performance and Resources), be noted.

[2]   That the   Scrutiny Committee’s (Corporate Performance and Resources) concerns in   relation to the Social Services overspend and use of reserve be noted and   will be considered further as part of the final budget proposals.

[3]   That, in so far   as recommendation 2 of the Scrutiny Committee (Corporate Performance and   Resources) is concerned, Cabinet notes that the clarification sought by the   Scrutiny Committee (Corporate Performance and Resources) has since been   provided by the Head of Finance.

[4]   That the report is not updated as   recommended, given that the report is correct, and clarification of this be   issued to all Members of the Scrutiny Committee (Corporate Performance and   Resources) by the Head of Finance.

(Min. No. C125 refers)

Completed

(2)   The Members of the Committee were e‑mailed   information requested at the meeting on 19th October, 2017.

Completed

16 November 2017

Min. No. 464 – Income   Generation And Commercial Opportunities Strategy 2017-2020 – Call-In – Recommended

(1)   That the Managing Director make an   appropriate inclusion in the Reshaping Services programme update regarding   the delivery of the Strategy. 

(2)   That the Cabinet be requested to refer the Strategy document to all Members of the Council for information purposes.

Cabinet, on 4th   December, 2017, noted the Committee’s recommendations and resolved

[2]   That the next   Reshaping Services report include additional information regarding the means   by which the Income Generation and Commercial Opportunities Strategy will be   implemented.

[3]   That the Income Generation and Commercial   Opportunities Strategy 2017-2020 document be sent to all Members of the   Council for information.

(Min. No. C158 refers)

Completed

Min. No. 467 – 2nd   Quarter Scrutiny Decision Tracking of Recommendations and Updated Work   Programme Schedule 2017/18 (MD) – Recommended

(2)   That the Scrutiny Committee’s work   programme set out at Appendix B be amended and uploaded to the Council’s   website.

Work programme uploaded to the Council’s website.

Completed

14 December 2017

Min. No. 561 – Sickness   Absence Report – April 2017 to September 2017 (REF) – Recommended

(2)   That a breakdown of referrals to Care   First where an employee sought support / counselling related to a work or   domestic issue be e-mailed to the Committee by the Head of Human Resources.

The Head of Human Resources   sent an e-mail to Members of the Committee with the information requested at   the meeting on 14th December, 2017.

Completed

 

(2)       T H A T the Forward Work Programme attached at Appendix C be endorsed and approved for uploading to the Council’s website.

 

Reasons for recommendations

 

(1)       Having considered the progress to date.

 

(2)       To confirm the Work Programme Schedule up to April 2018.