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ENVIRONMENT AND REGENERATION SCRUTINY COMMITTEE

 

Minutes of a meeting held on 19th July, 2016.

 

Present:  Councillor Mrs. A. Moore (Chairman); Councillor Mrs. P. Drake (Vice-Chairman); Councillors A.G. Bennett, G.A. Cox, Mrs. M. Kelly Owen, A.G. Powell, G. Roberts, and M.R. Wilson.

 

Also present: Councillors L. Burnett, G. John and Dr. I.J. Johnson. 

 

 

187     APOLOGIES FOR ABSENCE –

 

This was received from Councillor S.T. Wiliam.

 

 

188     MINUTES –  

 

RECOMMENDED – T H A T the minutes of the meeting held on 14th June, 2016 be approved as a correct record.

 

 

189     DECLARATIONS OF INTEREST –  

 

No declarations were received.

 

 

190     CLOSURE OF ACCOUNTS 2015/16 (DEH) –

 

In presenting the report, the Accountant advised that the Council, on 4th March, 2015, had agreed the Authority’s revenue budget requirement for 2015/16 and Appendix 1 to the report amended the revised budgets to take account of a number of adjustments as outlined below: 

  • IAS 19 Retirement Benefits – The purpose of this Standard was to ensure that the operating costs of providing retirement benefits to employees were recognised in the accounting period in which they were earned by the employees.  Figures provided by the actuary differed from that estimated and the movements needed to be incorporated into the accounts.
  • Asset Rents – This charge could vary each year due to an increase / decrease in the valuation of assets.  The movements needed to be incorporated into the accounts.
  • Recharges – These related to movements in charges between internal Council services.
  • Carbon Reduction Commitment Scheme – The scheme required the Authority to report on carbon dioxide emissions associated with the use of electricity and gas within its buildings.  Payment was then made to the Environment Agency to cover the charge in respect of those emissions.

The following table compared the amended budget and the actual expenditure for the Authority.

 

Service

 

Year – 2015/16

Amended

Revenue

Budget

£’000

Total

Provisional

Actual

£’000

Variance

+Favourable

() Adverse

£’000

Environment and Housing

 

 

 

Visible Services

17,505

17,503

+2

Transport Services

5,191

5,190

+1

Building Services

25

17

+8

Regeneration

2,610

2,617

(7)

Development Management

1,116

1,082

+34

TOTAL

26,447

26,409

+38

 

The main reasons for the variances were noted as follows:

 

For Visible Services there was a favourable variance of £206k which had been offset by a transfer to the Visible Services reserve of £204k.  For Waste Management and Cleansing there was an adverse variance on employee costs of £84k mainly due to a delay in the roll out of savings relating to the double shifting of green waste and an adverse variance due to not auctioning a budgeted transfer from reserves for £35k.  However, overall there was a favourable variance of £293k which had arisen from a number of areas; a favourable variance on the Premises budget, Transport costs, Supplies and Services which was mainly due to the reduction in disposal costs due to the early commencement of Prosiect Gwyrdd, and an income budget variance of £163k mainly due to the increase in tasks undertaken for other departments and an increase in income received for commercial collections. 

 

Committee was advised that the adverse variance of £92k attributed to Highways and Engineers was a favourable variance of £90k on the staffing budget due to the level of vacant posts.  There was also a favourable variance on income into the department of £1.121m due to additional works being undertaken, however this created additional spend on supplies and services and technical salary costs for which there was an adverse variance of £653k and £61k respectively.  This reduced the requirement to draw down planned funding from reserves for potholes by £300k, winter maintenance by £139k and for part night lighting by £150k.

 

A contribution to capital costs was required for resurfacing works of £518k, Street Light LED replacement of £100k and Traffic Management of £100k, however, this was matched by an equal contribution from reserves of £718k.

 

For Civil Protection, a favourable variance of £7k was reported due to additional income being received for the section and for Support Services an adverse variance of £2k was noted as there had been a small overspend on supplies and services.  For both Transportation and Building Services favourable variances of £1k and £8k respectively were reported, whereas an adverse variance of £7k was reported for Regeneration and a favourable variance of £34k for Development Management.

 

Attached at Appendix 2 to the report was a breakdown of the 2015/16 Capital Programme by scheme.  The major variances being reported as follows:

 

Visible Services Highway Improvements Resurfacing - There was slippage of £222k which was committed to carry out the Council's three year resurfacing plan in order to ensure that the condition of the Council's highway asset could be adequately maintained.  Due to contract programming with external contractors and weather issues, the full budget was unable to be spent in the previous  financial year and it had therefore been requested that these monies be carried forward into 2016/17 to continue the essential highway improvement works identified.

 

Culverhouse Cross to St. Athan – Slippage of £355k had been requested as the scheme was carried out in several phases. There were traffic management issues that had to be resolved to ensure the smooth running of traffic across the route during each phase. 

 

Ewenny Road Bridge – Slippage of £952k had also been requested for the full amount of £952k as this funding was committed as a payment to Network Rail for works at Ewenny Bridge.  The final account had not yet been agreed with Network Rail as there were a few minor construction issues outstanding.

 

Coldbrook Flood Risk Management – Work had commenced on site however there had been delays due to ongoing site issues and unforeseen events resulting in slippage of £930k.  Work was being undertaken with the contractor to reprofile the programme.

 

Vehicles Renewal Fund –  As part of the Reshaping Services Programme, one of the identified savings it was noted would come from a review of the Council's fleet.  A review of waste collections was being carried out by WRAP on behalf of Welsh Government and procurement of vehicles had been delayed pending the outcome of this review.  As a result the variance had been requested to be carried forward in order to progress the procurement of the appropriate vehicles as required.

 

Penarth Heights Highways and Sustainable Transport Projects  - The service areas were currently undertaking feasibility studies and exploring options for implementation around the new development at Penarth Heights, including a scheme at the Plassey Street / Windsor Road roundabout.  It had therefore been requested that £167k be carried forward to 2016/17.

 

Causeway Improvement Scheme – The scheme was made up of a four stage programme, each requiring completion before the next stage could commence.  This had therefore resulted in a slight delay, but Members were informed that the works , were now complete.  A carry forward of £238k had been requested to fund the completion of the works.

 

With regard to the amounts set aside in reserve for resurfacing and the Big Fill initiative, a Member queried whether the resurfacing work undertaking represented value for money.  The Cabinet Member for Visible, Leisure and Regulatory Services assured the Committee that the Highways department would ensure that the resurfacing undertaken by contractors was to the required standard.  The Head of Visible Services and Transport also advised the Committee of the Highways Resurfacing Plan report due to be presented to Cabinet on 25th July.  

 

In referring to charges for filming, a Member queried why the Council had different charges for different locations, advising that the Council needed to maximise its income wherever possible.  The Cabinet Member for Regeneration and Education, with permission to speak, stated that she was aware that officers had been reviewing the process in order to encourage visitors to the area and negotiating with producers in achieving the best possible advantage.  Officers have been allowed a degree of flexibility in trying to maximise income.  It was subsequently suggested that a report on such fees and charges be brought to a future meeting of the Committee for consideration.

 

In relation to the proposed transfer to reserves for a waste transfer station, a Member queried whether rail would be considered as a means of transporting waste.  The Head of Visible Services and Transport stated that a transport plan would form part of a planning assessment for the site.

 

With reference to the Building Services department, a Member queried whether the surplus made by building maintenance took into account the amount returned to the Housing Revenue Account (HRA).  The Finance Manager for Visible and Building Services confirmed that the surplus was shown before the transfer of funds back to the HRA.

 

It being accepted that due to the early commencement of Prosiect Gwyrdd the Council had received a considerable surplus which would not be forthcoming for future years, it was noted that work under the reshaping services programme had commenced in order to identify savings.  Following a query in relation to the savings in household waste being lower than anticipated, it was accepted that alternative options for achieving the savings were required to be explored.    

 

Having considered the report, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the report and the financial measures taken and proposed be noted.

 

(2)       T H A T a report in respect of fees and charges relating to filming be presented to a future meeting of the Committee.

 

Reasons for recommendations

 

(1)       In recognition of the financial measures taken and proposed.

 

(2)       To consider ways of maximising income.

 

 

191     REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL TO 31ST MAY 2016 (DEH) –

 

Although it was early in the financial year, it was currently projected that services under the remit of the Scrutiny Committee would outturn within target at the year end.  A graph and table setting out the variance between profiled budget and actual expenditure to date was attached at Appendix 1 to the report and the Accountant referred to the following service areas.

 

The Highways and Engineering service was currently projecting a £96k favourable variance, the main reason being the vacant posts currently within the department, although it was projected that the budget would outturn on target at year end. The adverse variance of £76k for Waste Management was due to slight overspends on staffing transportation.  Plans were in place to shortly implement round changes within waste collection, which would reduce the resources required and therefore reduce the overspend.  For Transportation there was currently a favourable variance of £8k as a result of staffing costs within the division being lower than budgeted for.  There was currently a favourable variance for Regeneration of £24k against the profiled budget for May, which it was reported was  due in the main to staff vacancy savings being made whilst reappointments were being pursued.  For Development Management, Cabinet had approved on 6th June 2016, a £62k budget transfer for the Drawing Office in Development Management to Resources. 

 

Appendix 2 to the report detailed financial progress on the Capital Programme as at 31st May, 2016.  For all schemes where it was evident that the full year’s budget would not be spent during the year, the relevant officers were required to provide an explanation for the shortfall which was to be taken to the earliest available Cabinet. 

 

Reference was made to the following schemes: 

  • Boverton Flooding – An emergency power had been approved on 17th June, 2016 to apply for and accept a Welsh Government grant of £1.79m for this scheme and to amend the Capital Programme once the grant was accepted.  The Council now needed to increase its matchfunding budget, which was already included in the Capital Programme, by £166k.  It had therefore been requested that this amount be vired from the Additional Highways / Environmental Improvement scheme which was not currently fully committed.  The grant would be included in the Capital Programme once it was formally accepted. A detailed update on this scheme was also to be considered by the Committee later in the agenda.
  • Dimming of Street Lighting / Fitting of LED Lanterns – Cabinet, on 6th June 2016, approved the inclusion of £1.2m in the 2016/17 Capital Programme, funded from the Visible Services reserve.  This amendment also required approval by Council, which would be requested at the next meeting.
  • Llandough Sustainable Transport – It had been requested that additional Section 106 funding of £52k was included in the Capital Programme for this scheme.  It was also considered appropriate that the name of this scheme be amended to "Penlan Cycle/Footway".
  • Broad Street Crossing – The costs of the scheme were anticipated to be £10k more than currently budgeted, due to the need to modify the surface finishes to comply with residents’ requirements.  It had therefore been requested that the budget be increased by £10k funded from Section 106 monies.
  • Tackling Poverty – Late additional grant funding was received from Welsh Government which was used to fund schemes at George Street and Cowbridge Street.  These schemes were to be funded from Council sources and therefore budget was now available to be used for other purposes.  It had been requested that £99k be vired to the Barry Regeneration scheme to be utilised for Main Street area improvement works.

A Member queried the number of vacant posts in the Highways and Engineering department, with the suggestion that the Council considers a trainee programme to encourage “home grown” staff and develop appropriate skills. The Head of Service, in response, stated that the service did indeed have a shortage of engineers and the department was currently considering its options.  Members were keen to encourage trainee apprenticeship schemes and to explore ways of addressing this with joint approaches being considered with other / neighbouring Local Authorities.  Although aware that once trainees were fully trained they may decide to apply for jobs, seek promotion opportunities elsewhere, Members considered that trainee apprenticeship opportunities were one of the best options to encourage people into the service. It was also recognised that a number of current staff in the Council had been employed in various departments via such initiatives and had continued to be employed with the Council for some time. There being no further discussion on the report, and following advice from the Chairman of the Corporate Performance and Resources Scrutiny Committee that a report on Youth Employment was to shortly be considered by his Committee, it was subsequently    

 

RECOMMENDED –

 

(1)       T H A T the position with regard to the 2016/17 revenue and capital monitoring be noted.

 

(2)       T H A T the views of the Committee be conveyed to the Corporate Performance and Resources Scrutiny Committee in time for when they are due to consider the Youth Employment report as referred to above.

 

Reasons for recommendations

 

(1)       In view of the contents contained therein and in recognition of the current position.

 

(2)       In view of discussions at the meeting relating to vacant posts.

 

 

192     FLOOD ALLEVIATION SCHEMES (DEH) –

 

As part of its work programme, the Committee had requested that updates be provided on three critical flood alleviation schemes within the Vale. The Principal Engineer (Flood and Coastal Risk Management) commenced by informed the Committee of the three schemes: Coldbrook Catchment Flood Alleviation Scheme, Llanmaes and Boverton as outlined within the report.

 

For the Coldbrook Catchment ,Committee was informed that the final scheme’s detailed design had been completed in May 2014.  An objection to elements of the proposed scheme was received on 27th July, 2014 following publication of an EIA notice, pursuant to the Environmental Impact Assessment (Land Drainage Improvement Works) Regulations 1999 and subsequent amendments, delaying development of the scheme.  A Ministerial determination, allowing the scheme to proceed to construction, was received on 14th May, 2015 deeming that there would be no significant environmental detriment resulting from the proposals.

 

Grant funding approval for the construction phase of the scheme was subsequently obtained from Welsh Government on 20th July, 2015.

 

The construction contract was awarded to Dyer and Butler in October 2015 following the renegotiation of scheme costs due to the delays commencing construction.

 

Construction commenced on site in January 2016.  Ward Members and affected residents were advised in December that works would shortly be commencing.  The main site compound was established at Little Hill, the public open space adjacent to Brock Street, early in January 2016.

 

Contract management and site supervision was being undertaken by Peter Brett Associates on behalf of the Council.  There were two full-time site staff and a part-time project manager managing the construction contract.

 

The Contractor was issuing regular newsletters updating the general public (as attached at Appendix A to the report), a most up to date newsletter was also tabled at the meeting for Members’ information.  All residents directly affected had been  contacted in person by the Contractor and Site Supervision team, with support from the Council project team as required.  Since April the newsletters were to be  circulated to Ward Members directly to ensure they were kept informed of forthcoming works.  The Contractor had appointed a Community Liaison Officer for scheme, and was registered with the Considerate Contractors scheme.  The scheme was inspected in March 2016 and scored very good and excellent in all areas.  A further inspection would be undertaken later in the year.  The scheme website (www.coldbrookflood.co.uk) would continue to be updated as the scheme progressed.  Usage of the scheme specific social media accounts established during the design and development phase was very low.  Both the Twitter and Facebook accounts had now been closed and future updates would be issued via the corporate social media accounts.

 

Progress to date was identified in paragraph 21 of the report as outlined below: 

  • Solva Close – Installation of improved highway drainage connecting into culverted watercourse completed;
  • Solent Road – Works underway to construct bypass culvert with associated temporary access and traffic management;
  • Merthyr Dyfan Road – Vegetation clearance completed, works on new highway drainage system underway;
  • Dyfan Rd Public Open Space – Works under way to construct new culverts and divert DCWW sewers crossing the site;
  • Robins Lane – Preparatory works underway;
  • Meadow Vale / Brookfield Avenue – Trial holes undertaken and construction of manhole commenced;
  • Catchment wide – Watercourse / bank clearance, intrusion / obstruction clearance and vegetation clearance.

The Contractor was currently behind schedule by approximately seven weeks but was considering appropriate mitigation measures and completion of the 40 week programme was still programmed for November 2016.  Regular progress and risk reduction meetings were being held with the Contractor to manage these delays appropriately.

 

Following concerns being raised over the impact of the main site compound at Brock Street public open space, the Contractor was instructed to relocate the compound to Court Road depot.  The main relocation was undertaken over the weekend of 2nd / 3rd April, 2016, with the public open space subsequently reinstated over the following weeks under the supervision of Parks and Grounds Maintenance.

 

Llanmaes Flood Alleviation Scheme

 

An initial scheme design was completed in 2012, comprising of a new culvert to intercept and convey flood flows through the village. Following a review of the hydraulic modelling and scheme design, in conjunction with Natural Resources Wales (NRW), a redesign of the scheme to incorporate additional flood storage was deemed necessary to improve the standard of service delivered and ensure no detriment elsewhere in the catchment. Additional modelling was undertaken to enable a re-appraisal of scheme options.  The Option Appraisal Report was finalised in November 2014 forming the basis for an application to Welsh Government for an increase in grant funding. The preferred scheme option incorporated works to convey flows through village and storage downstream to mitigate any impact on flows downstream.  The estimated total scheme cost was increased to £3,946,000, including a 55% optimism bias. Approval was received from Welsh Government in October 2015 for an increase in grant funding for the design and development phase, from £71,000 to £216,216.

 

Initial discussions with NRW regarding scheme options and potential collaboration regarding upgrading of existing flood storage structures on Llanmaes Brook commenced in January 2015, with initial inspections of the existing structures undertaken in September 2015.  The potential impact on flood risk to Boverton and other communities downstream had been identified as a key consideration in scheme development, with betterment to be considered if achievable in the scheme design. The scheme would be built alongside and complement the scheme in nearby Boverton reducing risk to the wider catchment. 

 

The latest catchment flow models were obtained from NRW in February 2016.  The scheme designers were liaising with NRW to develop appropriate baseline and design models as a basis for obtaining all necessary consents and approvals from NRW for the scheme to proceed.

 

A feasibility assessment and negotiations were ongoing to reduce scheme construction and future maintenance costs by upgrading the existing storage structures managed by NRW on the Llanmaes Brook to accommodate increased volume of water.  If this was not feasible then the scheme would revert to construction of a new storage area.

 

The route of the proposed Northern Access Road to St. Athan had the potential to impact on any proposed changes to the existing flood storage area, which was sited on Welsh Government owned land.  The Llanmaes FRMS project team was currently liaising with all interested parties on this matter.  If necessary the scheme would revert to construction of a new storage area to avoid delays to project delivery.

 

Once the design was suitably developed negotiations would commence with landowners, and the local community would be updated on the final proposals.

 

The detailed design, site investigations, surveys and ecological assessments were ongoing and all necessary consents / licences would be obtained during summer 2016.  Procurement was planned for Autumn 2016 and construction programmed to commence early in 2017.  The construction works were estimated to take six months, subject to confirmation of the storage area proposals and was subject to formal WG grant approval.

 

Boverton Flood Alleviation Scheme

 

Following the latest significant flooding incident in December 2012 the Council and NRW have been working in collaboration to develop a suitable scheme and secure funding.  An initial public meeting to keep the local community apprised took place on 19th July 2013, with further meetings on 6th February 2014, 11th April 2014 and 17th June 2016.  NRW commenced a catchment wide flood risk modelling exercise in summer 2013 the outputs of which included a Strategic Options Appraisal Report (July 2014) and Culvert and River Channel Proposals Report (July 2014).  The Council commissioned ground investigations and other surveys in 2013 and 2014, which revealed poorer ground conditions than anticipated.  Initial revisions to an earlier design, developed jointly by the Council and Environment Agency Wales in 2006, were undertaken in-house, before commissioning consultants to further develop the scheme and prepare Design and Build tender documents.

 

On 14th January, 2016 (former) Natural Resources Minister Carl Sargeant announced that grant funding had been allocated for the next financial year in the Welsh Government's Draft Budget 2016-17 to complete an important flood defence scheme at Boverton in the Vale of Glamorgan.  An application had currently been submitted to the Welsh Government for £1.79m.  Procurement of a Design and Build contract was currently ongoing, pending Welsh Government funding approval, with an anticipated construction start date of September 2016 and a six month construction programme.

 

A Flood Risk Activity Permit for the permanent works was obtained from NRW in May 2016 with liaison ongoing to manage the environmental impact of the scheme during construction.

 

Members welcomed the report and were pleased to note that the schemes were likely to be completed before the next financial year.  In noting ongoing issues, a number of queries were also raised at the meeting as below: 

  • Why had the traffic lights been removed from the Coldbrook site?  A number of motorists had jumped the lights and as a result uncontrolled traffic incidents had occurred.
  • How long would the Solent Road traffic management and temporary access etc. be in operation?  An updated programme was currently being produced by the Contractor, but it was anticipated that the works in Solent Road would be completed within three months.  As the works on the overflow continue round onto Langlands Road and the junction with Coldbrook Road East the need for the temporary accesses would be reviewed as part of the overall traffic management proposals, due to the close proximity of different sites centred around Coldbrook Road East and Solent Road, the Contractor was not able to open up more sections of the site without having an unacceptable impact on traffic flows and access / egress for residents in the area. 
  • What was the likely date for the completion of the Coldbrook site, having been advised that the November 2016 deadline was not able to be met as the Contractor was approximately seven weeks behind schedule?  The Officer advised that a realistic estimate would be March 2017 but the actual timescales would be confirmed by the Contractor in a forthcoming revision to the scheme programme. 
  • Could Members of the Committee undertake a site visit of the schemes?  The Officer responded by advising that it would be appropriate for site visits to be undertaken when significant works that were visible to the eye were underway.

Following a query as to the proposed work at Llanmaes and the route proposed for the Northern Access road to St. Athan which had the potential to impact on any proposed changes to the existing flood storage area, the Principal Engineer advised that he was open to opportunities to consider shared benefits for both schemes and to link them together.

 

In recognising that other smaller flood alleviation schemes were also taking place and programmed in and around the Vale, Members requested that the next update report include progress updates on the details of such smaller schemes.

 

A Member also considered that a report on activity with gulleys be also provided, with the Head of Service reassuring Committee that at the various hotspots gulleys were emptied on a regular basis.

 

Members, in expressing their thanks to the Officer for the update report and the discussions at Committee, subsequently

 

RECOMMENDED –

 

(1)       T H A T the contents of the report be noted.

 

(2)       T H A T a further update report on the schemes be presented to the Committee in November 2016 and that the report also include details of smaller flood alleviation schemes in and around the Vale of Glamorgan.

 

Reasons for recommendations

 

(1)       To keep Members apprised of the current progress delivering the three schemes.

 

(2)       In order to monitor progress.

 

 

193     ANNUAL REPORT – SECTION 106 LEGAL AGREEMENTS 2015-2016 (REF) –

 

Cabinet had on 11th July 2016 referred the report to the Scrutiny Committee for consideration of the performance during 2015-16 and in recognition of the fact that  Section 106 Legal Agreements was an ongoing work programme area for the Committee.

 

In the 12 months between 1st April, 2015 and 31st March, 2016, a total of 21 planning permissions had been granted, which had been subject to Section 106 agreements.  A list was attached at Appendix A to the report. In presenting the report the Principal Planner outlined that the value of the financial contributions in these legal agreements totalled £8,029,190 and they related to a range of developments including major residential developments at: 

  • Dochdwy Road, Llandough – 18 residential units;
  • Land to the north of the Railway Line (West), Rhoose – 350 residential units;
  • Ysgol Maes Dyfan, Barry – 81 residential units;
  • Land to the rear of St. David's Primary School, Colwinston – 64 residential units;
  • Land off St. Brides Road, Wick – 124 residential units;
  • Ardwyn, Dinas Powys – 19 residential units; and
  • Brynethin Care Home, Dinas Powys – 18 residential units.

The planning obligation requirements secured in the year had also included “in- kind” obligations such as the provision of on-site affordable housing, on-site public open space and public art.  The financial contributions secured through these legal agreements would be used to provide or enhance facilities off site, such as sustainable transport services and infrastructure, highway improvements, public open space, community facilities, public art and educational facilities.

 

When such contributions were received consultation was undertaken with all relevant service areas, relevant Cabinet Members and Local Ward Members, to establish how the contributions could be best spent, in accordance with an established and agreed Section 106 protocol.

 

At 31st March, 2016, the Council had £5,612,480.27 within the Section 106 account. The majority of the contributions had been committed to schemes within the Vale of Glamorgan, as agreed by Members and Service Areas, or were pending further consultation.  In addition £212,681.71 was held for ongoing maintenance costs.

 

A summary of income and spend on each Section 106 agreement between April 2015 and March 2016 was attached at Appendix B to the report, along with an update on progress since April 2016.

 

Paragraph 12 of the report provided a summary list of approximately £1.1m which had been spent on Section 106 schemes during 2015/16 covering education, sustainable transport, public open space, public art and training and development. 

 

In addition, the Council used Section 106 contributions to provide direct support to third parties to assist with purchases and implement projects. For example, the Community Facilities contribution from the Former Garden Centre, Llangan, had assisted with the repairs to the roof at Llangan Village Hall (otherwise known as “Heol Llidiard Community Hall”) in order to ensure the Hall was operational.

 

However, on 6th April, 2015 the Community Infrastructure Levy (CIL) came into effect which restricted the way in which Local Planning Authorities could use Section 106 agreements to pool financial contributions to deliver an infrastructure project.  The restriction prevents pooling of contributions from five or more obligations entered into since 6th April, 2010. 

 

On 21st February, 2011 Cabinet resolved to commence work on preparing a CIL for the Vale of Glamorgan, which had been done in tandem with the preparation of the Local Development Plan (LDP).  The Council now intends to take immediate steps to finalise the evidence necessary to establish a draft charging schedule for CIL for the Vale of Glamorgan with a view to adopting it in 2017. 

 

During the discussion a number of Members took the opportunity to congratulate the Principal Planner and Section 106 Officer who was also present at the meeting for the work undertaken by the Department in receiving the amount of contributions that it had.

 

Comments were however made with regard to the delay in the Council having an agreed CIL, with the officer advising that although other Local Authorities may have had a CIL in place for some time, the regulations for CIL changed on an annual basis.  The Vale Council also did not have an adopted LDP as yet and CIL was easier if a Local Authority had an adopted LDP.  The Local Authorities who had taken CIL forward, he stated, may also not have had as robust a Section 106 procedure.   

 

In referring to the successful work undertaken with developers to provide 40 % affordable housing, a number of Members of the Committee commended the work being undertaken, acknowledging that this had indeed been a wise decision.

 

Following a suggestion from a Penarth Member as to the possibility of Section 106 funding from developments in the area for the Esplanade, the Section 106 Officer advised that the Council had to demonstrate need.  The view had also been taken that the substantial development at Penarth Heights had a wider impact on the community than just the Penarth Heights surrounding area.  Therefore as it was being rolled out further, there was the possibility that the department could consider enhancements to the Esplanade.

 

In referring to a query with regard to sustainable transport, the Cabinet Member for Regeneration and Education, with permission to speak, advised that the Greenlinks service, no longer a European funding scheme, operated across the whole of the Vale.

 

A Member, in seeking clarity on the process for consultation regarding Section 106 contributions for schemes, requested that further consideration be given to early consultation in the process with Local Members.   The Section 106 Officer also advised that she would be happy to receive any suggestions from Members, via email preferably, for schemes at any time which she would keep on file for consideration at the appropriate time.  However, it was important to note that some monies were received some time after the developments had been agreed and on occasions schemes may have to be varied depending on the need at the time. 

 

In considering Appendix B to the report, Members raised a few queries as outlined below:

 

Page 1 – Penarth Haven speed humps – has the contribution expired?   The money was originally from a Section 38 agreement and now needed to be spent.

 

Page 1 – Cogan Hall Farm – Highway works – The officers were confident the monies would be spent in the next financial year.

 

Page 12 – Washington Buildings , public open space – The money had been put aside in respect of the death of a serviceman and discussions were ongoing with a local organisation as to its use.

 

Page 13 – Land off Dinas Road – proposed to be spent in the next financial year.

 

In conclusion, a Member also raised the possibility of the use of Section 106 funds for a service bus on a Sunday from Penarth to Llandough Hospital, with the suggestion that the Greenlinks service may be able to assist and that a further report to the Committee on gaps in service provision be presented.  Following the discussion on the report it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the progress made on Section 106 matters between April 2015 and March 2016 be noted.

 

(2)       T H A T the Committee continues to receive a detailed report in relation to Section 106 matters on an annual basis.

 

(3)       T H A T the Committee receives a report on gaps in service provision around the Vale with regard to public transport to also include consideration of the provision of a service to LLandough Hospital, as suggested above.

 

(4)       T H A T the officers be thanked for a comprehensive report and congratulated on the work undertaken to date in bringing in significant Section 106 contributions for the Vale.

 

Reasons for recommendations

 

(1)       In recognition of the progress made on Section 106 matters between April 2015 and March 2016.

 

(2)       To update Members and monitor progress on an annual basis.

 

(3)       In order that further opportunities can be explored. 

 

(4)       In recognition of the work undertaken to date.

 

 

194     1ST QUARTER SCRUTINY DECISION TRACKING OF RECOMMENDATIONS AND WORK PROGRAMME SCHEDULE 2016/17 (MD) –

 

The Democratic and Scrutiny Services Officer in presenting the report advised of the progress in relation to the Scrutiny Committee recommendations from the Scrutiny Committee (Economy and Environment) and the current Committee following the new performance management framework changes of Committee titles from 1st May, 2016.

 

Members were requested to consider the progress against each recommendation to assess whether further action may be required to ensure that the required action was undertaken and to confirm which recommendations were to be agreed as completed. 

 

Also attached at Appendix C was the work programme schedule for the Committee for 2016/17.  It was noted that the work programme had been aligned to the Cabinet Forward Work Programme and under the Scrutiny and Cabinet Rules and Responsibilities Protocol, point 76 stated that the Cabinet Work Programme was to be taken into account when Scrutiny Committees were drawing up their own work programmes. 

 

In referring to Task and Finish Work, Members were also advised that the Council was in the process of agreeing a suite of measures to monitor progress against the new Corporate Plan wellbeing outcomes which were shortly to be considered by Cabinet.  This work was also being informed by the Member Working Group and Task and Finish discussions would commence thereafter.  In considering Appendix C to the report, it was noted that some items referred to as Cabinet Work Programme items may have slipped or were due to be presented to Cabinet shortly and would therefore be reported to Committee when available .

 

Having considered the report, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the following recommendations be deemed as completed:

 

08 March 2016 [previous   Scrutiny Committee (Economy and Environment)]

Min. No. 917 – Traffic   Management Task and Finish Group of the Scrutiny Committee – Update on   Actions Undertaken (DEH) – Recommended

(1)   That the update on the Traffic Management   Task and Finish Group Implementation Plan as detailed at Appendix A to the   report be accepted and referred to Cabinet for consideration and / or   approval. 

 

 

 

 

Cabinet,   on 11th April, 2016, resolved

[1]   That the Traffic Management Task and   Finish Group Implementation Plan as detailed in Appendix A attached to the   report be approved.

[2]   That a further update report on the   delivery of the Traffic Management Task and Finish Group Implementation Plan,   as part of the Local Transport Plan, be presented to Cabinet in February,   2017 following its review by the Scrutiny Committee (Economy and   Environment).

(Min.   No. C3131 refers)

Completed

12 April 2016 [previous   Scrutiny Committee (Economy and Environment)]

Min. No. 980 – Tourism and   Commercial Opportunities at Countryside Service Sites (MD) – Recommended

(2)   That the Scrutiny Committee be updated on   progress in relation to the tourism and commercial opportunities at   Countryside Service Sites, as appropriate.

 

 

 

Added   to work programme schedule.

Completed

Min. No. 981 – Barry   Island Beach Huts (REF) – Recommended

(2)   That following the review of the policy at   the end of the 2016/17 summer season a report be brought back to the   Committee, as soon as possible thereafter.

(3)   That the above recommendations be referred   to Cabinet in order that the Barry Island Beach Huts Rental Policy can be   considered for approval.

[(1)   That the operational proposals outlined in   the report and the draft beach hut rental policy at Appendix B be endorsed   with officers being afforded flexibility within the letting arrangements.].

 

 

(2)   Added to work programme schedule.

Completed

 

 

(3)   Cabinet, on 25th April, 2016,   noted the comments of the Committee and resolved

[2]   That the beach hut rental policy attached   at Appendix B to the report to Cabinet 11 April, 2016 be approved.

[3]   That beach hut key holding and daily   booking administration be undertaken for the 2016/2017 period in partnership   with “Bay 5” restaurant, the Promenade, Barry Island.

[4]   That delegated authority be granted to the   Director of Environment and Housing Services, in consultation with the   Cabinet Member for Visible and Leisure Services, to make minor amendments to   the beach hut rental policy, should these be required in operation.

[5]   That delegated authority be granted to the   Head of Regeneration and Planning to let vacant beach huts, at no charge, to   persons, organisations or businesses for the purposes of regeneration and   tourism activity, as appropriate.

[6]   That a further report on the beach hut   rental policy be presented to Cabinet on conclusion of the summer season.

(Min.   No. C3149 refers)

Completed

Min. No. 982 – Quarter 3   Visible Service Performance Report 2015-16 (DEH) – Recommended

(1)   That the reports outlined above be   presented to the Scrutiny Committee in due course.

[Update report on   monitoring of vehicle usage and operational requirements in order to   implement changes that had been outlined in the EDGE review; Review of the   implementation of a Tree Management Strategy;    Street Parking Update report]

(2)   That regular updates on Emergency Planning   be presented to all Councillors via e-mail.

 

 

 

(1)   Added to work programme schedule. 

Completed

 

 

 

 

 

 

 

(2)   Head of Service to ensure compliance.

Completed

17 May 2016

Min. No. 40 – Service   Plans 2016-20 - Regeneration and Planning and Visible Services And Transport   (MD) –   Recommended 

(2)   That Cabinet be recommended to include air   quality monitoring in the appropriate service plan.

 

 

 

 

 

 

 

(3)   That the Visible Services and Transport   Service Plan be amended to reflect that the public meeting referred to above   was due to take place in June 2016. 

 

 

 

 

(2)   Cabinet, on 23rd May 2016,   resolved that the recommendations of the Scrutiny Committee Environment and   Regeneration be noted and considered alongside the Service Plans 2016-20   report later on the Agenda.

(Min.   No. C3184 refers)

Cabinet   resolved that the Service Plans for 2016-20 be agreed.

(Min.   No. C3186 refers)

Completed

(3)   Head of Service to make necessary   amendment.

Completed

Min. No. 41 – Street   Lighting Energy Reduction Strategy Update and Next Steps (REF) – Recommended that Cabinet   be advised that Option 3 was the Committee’s preferred option as it would be   a more comprehensive strategy for the Council to follow.

 

Cabinet,   on 6th June, 2016, resolved

(1)   That the comments of the Scrutiny   Committee Environment and Regeneration be noted.

(2)   That the use of £1.2m from the Visible   Services reserve to fund the replacement of all remaining conventional   residential street lighting with LED units be agreed, and that this be   included in the 2016/2017 Capital Programme.

(3)   That the progression of “Option 3”   detailed within the report be agreed and that, where possible, all old and   new LED light installations be dimmed from midnight until dawn the following   day.

(4)   That delegated authority be granted to the   Director of Environment and Housing Services, in consultation with the   Cabinet Member for Building Services, Highways and Transportation, to amend   the current street lighting maintenance arrangements to include consideration   of all forms of delivery, including outsourcing the service if this is   established to be the most cost effective arrangement.

(Min.   No. C3198 refers)

Completed

Min. No. 43 – Passenger   Fares - School Transport Services (REF) – Recommended

(2)   That notwithstanding the above, Cabinet be   requested to approve that a review of such charges is undertaken on an annual   basis as part of the fees and charges for Visible Services and Transport.

  

Cabinet,   on 6th June, 2016, resolved

[1]   That the proposals to standardise fares on   school fare paying services and to increase the cost of purchasing a spare   seat on a contracted school service as detailed within the report as detailed   below be agreed with effect from 1 September, 2016:

 

Charges   - £1.00 single fare

                 £2.00 return journey

                 £300.00 for an annual   ticket.

 

[2]   That a review of such charges be   undertaken on an annual basis as part of the fees and charges for Visible   Services and Transport.

(Min.   No. C3199 refers)

Completed

14 June 2016

Min. No. 100 – Vale of   Glamorgan Gypsy and Traveller Accommodation Assessment May 2016 – Recommended

(1)   That the Resolutions of Cabinet be   endorsed.

(2)   That officers be thanked for the work that   had been done to date, for their thoroughness in the report presented and for   the answers to the robust scrutiny at the meeting which had instilled great   confidence in the Committee in relation to the work of the Directorate.

 

  

(1&2)   Cabinet, on 20th June 2016,   resolved that the recommendations be noted and considered alongside the   reference from Homes and Safe Communities Scrutiny Committee next on the   agenda.

Cabinet   resolved

[1]   That the original resolutions of Cabinet   made on 6 June, 2016 (Minute number C3206 refers) be endorsed.

[2]   That it be noted the Managing Director   will use his Emergency Powers to ensure the Vale of Glamorgan’s Gypsy &   Traveller Accommodation Assessment, May 2016 is submitted to Welsh Government   and the Independent Planning Inspector before the end of June deadline, as   part of the LDP examination in public requirements.

(Min.   No. C3217 refers)

Completed

 

(2)       T H A T the Forward Work Programme be amended to include reports as requested during the meeting and be approved and uploaded to the Council’s website.

 

Reasons for recommendations

 

(1)       In view of the Committee’s role in effective monitoring and tracking of its recommendations.

 

(2)       In order that the Work Programme schedule can be agreed and uploaded to the Council’s website for information.

 

 

 

 

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