Minutes of a meeting held on 4th January, 2012.


Present:  Councillor G.C. Kemp (Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors Mrs. J.E. Charles, G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W. James, R.L. Traherne and Mrs. D.M. Turner.



C1561            APOLOGIES FOR ABSENCE -


These were received from Councillor P. Church.



C1562            MINUTES -


RESOLVED - T H A T the minutes of the meeting held on 13th December, 2011 be approved as a correct record.





The following Members declared an interest in Agenda Item No. 14, Vale of Glamorgan Local Development Plan: Deposit Plan, and vacated the room during the consideration thereof: Councillors G.A. Cox and R.L. Traherne.





The following minutes of a meeting held on 16th November, 2011 were submitted:


Present:  Mr. F. Coleman (Chairman); Mr. G.D. Cubbin, Mr. J.J. Herbert, Mrs. H. March, Mr. H.S. McMillan, Mr. N. Moss, Mr. R. Pittard, Mr. R. Simpson, Mrs. L. Stuart, Mr. R. Traherne and Mrs. V. Warlow.


Mr. J. Wyatt, Mr. B. Guy, Mr. G.W. Teague and Mrs. S. Thomas (Vale of Glamorgan Council); Mrs. T. Cottnam (Coastal Access Officer).




(a)   Apologies for Absence -


These were received from Councillor A.M. Ernest, Mrs. V.M. Hartrey, Mr. M. Parry and Ms. A. Phillips.



(b)   Minutes -


AGREED - T H A T the minutes of the meeting held on 27th July 2011 be accepted as a correct record.


The following updates were provided to members:



(i)   Vale of Glamorgan Local Development Plan (LDP)


Members were informed that a report on this matter was likely to be considered by the Vale of Glamorgan Council in January 2012. 



(ii)  Current Position Relating to the Proposed Single Environment Body and the Future of CCW


The Welsh Government was still looking at functions / costs.  Consultation would follow only once this exercise had been completed.  The Chairman had communicated with J. Rosenfeld, Chair of the Welsh LAF Chairs group.


Mr. Pittard indicated that he understood a business case was to be considered by the Steering Group on 22nd November 2011, with a ministerial decision anticipated in early December. 

He understood that consultation was likely to take place from January to March 2012 and a new body envisaged by April 2013. 



(iii)  Walking and Cycling Action Plan for Wales


It was noted that a report would be submitted to the next meeting, as opposed to this meeting as original intended. 



(iv)   Stone Stiles in Llantwit Major


Mrs. March indicated that problems still existed.  Mr. Teague stated that safety measures would continue to be rolled out. 



(c)   Presentation by Vinny Mott, SUSTRANS -


Members received a presentation from Vinny Mott, Senior Project Manager, SUSTRANS.  Her presentation included giving a general background and an indication of how SUSTRANS worked.  Specific projects alluded to included:


·                walking / cycling network

·                street redesign

·                volunteer projects

·                outdoor artwork (representing the largest collection in the United Kingdom)

·                school cycling

·                National Cycle Network - associated health benefits and zero-carbon activity

·                personalised travel information.


In terms of the Vale of Glamorgan, various projects had been initiated over the years, including


·                Safe Routes to Stations (2002)

·                National Cycle Network Route 88 feasibility study (2008)

·                Pont y Werin (Connect2 Steering Group)

Ø          cycle links

Ø          Arcott Street- contra-flow cycle lane

Ø          National Cycle Network - existing / proposed routes (rural sections).


After a series of questions and answers, on behalf of the Forum, the Chairman thanked Ms. Mott for her interesting and informative presentation.



(d)   Rural Footpaths Grants -


Members were addressed by Mr. M. Cottray, Rural Regeneration Officer, in respect of the Rural Footpaths Grant Scheme.  The scheme aimed to enhance or provide additional basic services for the Vale of Glamorgan rural economy and population.  It also sought to address social exclusion by improving access to a range of services and to develop better links between communities and remote areas.  He indicated that funding for the scheme was available until 31st December 2013.


The grant scheme could provide new or improved footpath links:


·                between communities

·                between communities and the coast / coastal path

·                between communities and service centres

·                to encourage community use of footpaths in lieu of other less sustainable transport methods.


Mr. Cottray outlined the decision-making process which took place in respect of funding.  He also provided an outline of the Creative Rural Communities Scheme.  He explained to whom assistance was potentially available, the level of assistance available and how applications needed to be submitted.


The Chairman, on behalf of the Forum, thanked Mr. Cottray for attending and providing members with a summary.



(e)   PROW Condition Survey -


Mr. Teague updated members on the ongoing work in respect of the above.  The two databases involved had now been “joined up” and officers were continuing to work through the data set. 


AGREED - T H A T a further report be submitted to the next meeting.



(f)   Coastal Access Improvement Programme (CAIP) Update-


Mrs. Cottnam updated members on the following specific projects:


·                Programme

Ø          Research assessing economic impact of path underway.  The research had been commissioned by CCW and was looking at locations around Wales, including a number in the Vale of Glamorgan.  Mrs. Cottnam felt that this would add value to the work already underway utilising people counters. 

·                GilestonBeach

Ø          Project to improve furniture on links connecting Summer House Point to Gileston

Ø          Kissing gates required, to be installed by Heritage Coast Wardens.

·                Cwm Colhuw

Ø          Dedication of paths as Public Right of Way sought from landowner.  Practical works required to improve path behind surf lifesavers club

Ø          No response from landowner.  Considering options to create by order.

Ø          Practical works funding to be diverted into compensation payments for dedication agreements.

·                Cwm Nash - Dunraven Improvements

Ø          Various stile, gate and stonework improvements along the Heritage Coast

Ø          Materials ordered for new gates near Dunraven Park

Ø          Stone work completed near Nash Point.

·                Signage

Ø          WalesCoastPath branding and waymarkers required across route

Ø          Mapping exercise identifying signage locations complete

Ø          Waymark and branding in stock

Ø          Waymark posts to be ordered based on mapping exercise.

·                Cwm Mawr

Ø          Scheme to improve access down valley sides at Cwm Mawr including steps where necessary

Ø          Conservation authorities acquired (SSSI etc.)

Ø          Access negotiations complete

Ø          Progressing with costs

Ø          Work dependent upon dedication agreement being signed.  Dedication agreed in principle, lawyers discussing particular clauses.

·                AtlanticCollege

Ø          Project to roll back path away from cliff edge

Ø          Useful discussions with Atlantic College had continued, with approval now obtained from the Principal and the Trustees

Ø          Work would include provision of a path, fencing (as one off compensation arrangement) and provision of signage.

·                St. Mary’s Well Bay

Ø          Provision of paths around caravan site

Ø          Welsh Government legal officers awaiting advice from clients

Ø          CCW contacted to request assistance be provided internally through the Welsh Government to move this issue on.



·                Agreement had been reached with the Penarth Tourism Association for the route preferred by the Local Access Forum as the most appropriate / aesthetic within the Coast Path.



An official Wales Coast Path launch would take place on 5th May 2012.  One event would be held in the Roald Dahl Plass (the former Oval Basin) in Cardiff, one in Aberystwyth and one at Flint Castle.  Officers were endeavouring to maintain momentum and six potential locations in the Vale had been identified for events intended for 25th May.  Mrs. Cottnam also referred to the fact that a group of several hundred walkers from Holland would be walking the Coastal Path on 25th August 2012.  She also alluded to the fact that the Wales Coast Path website was intended to be fully in place by February 2012 and that she would update members at the next meeting.  She was pleased to inform members that the Wales Coast and Coast Path had been nominated as the No. 1 place to visit in Wales in 2012 in the latest edition of the Lonely Planet Guide.


Mrs. Warlow indicated that, subject to funding being obtained, it was intended to again hold a Vale of Glamorgan Walking Festival, to take place on 12th May 2012. 



(g)   Public Rights of Way (PROW) Orders Update and Definitive Map Modification Order Tracking -


The regular update report in respect of the above was submitted, referring to a composite map displayed which would be updated and made available at each LAF meeting. 



(h)   Rights of Way Improvement Plan (ROWIP) Funding Programme Update -


Members received an update on the three projects covered within the ROWIP funding programme for 2011/12. 


(i)   Employment of an officer to complete quality assurance of the Definitive Map to facilitate its republication and to provide analysis of condition survey results.


The final stages of quality assurance of the Definitive Map were underway.  A number of cross-border issues had been identified that were likely to require rectification by Order.  As a result of the work so far, the Public Rights of Way Network had been published on the Vale of Glamorgan website via My Maps and could be found at:


The layer shown was a direct copy of the electronic mapping maintained by the Rights of Way team and would be updated weekly.  It included a disclaimer indicating that it was not the Definitive Map itself and that work to correct certain minor anomalies was still continuing.  CAMS data had been provided in full.  Training to enable analysis of the data and use of software as a resource for managing the network was being undertaken throughout November. 



(ii)   Match funding of Rural Development Plan Community and Cycle Ways Links Project


ROWIP money had been allocated to match the first scheme to be agreed in association with delivering a Rural Development Plan project for the improvement of links between communities.



(iii)   Biodiversity


The biodiversity element of the grant would be met through the procurement of otter halts and owl boxes, to be installed near public rights of way. 


During the ensuing general discussion on this item, Mr. Pittard referred to the targeted element of Glas Tir (scheduled for 2013).  His understanding was that, should LAFs suggest rights of way improvements they considered appropriate, the Welsh Government would consider including in the process.  The Chairman referred to a meeting held with Tir Gofal officers to discuss whether any existing permissive footpaths / bridleways should be included as criteria for the new Glas Tir scheme.  He understood that each Local Authority would soon be provided with maps to facilitate an update of the issues.  In essence, he felt this to be largely a rerun of the earlier exercise undertaken. 


AGREED - T H A T a further report on this matter be submitted to a future meeting.



(i)    Synopsis of Notes of the LAF Conference, 7th June 2011 -


With regard to item 8 regarding ROWIP funding, the Chairman indicated that this item had arisen due to the fact that certain LAFs did not seem to enjoy good relationships with their respective local authorities.  This was not the case within the Vale of Glamorgan. 


In terms of funding, Mr. Pittard indicated that, having been at the National Local Access Forum meeting, he was hopeful (based on the Minister’s statement) that funding would continue on the same basis as for the current year.



(j)    LAF Chairs’ Meeting, 13th October 2011 -


The Chairman referred to the following:


(i)    Glas Tir


He indicated that some 973 expressions of interest had been submitted in respect of Level II Glas Tir, with 500 applicants having qualified and some 300 in reserve.  Mr. Traherne was aware that take up had been reasonable in upland areas.  However, he considered that it would be interesting to see the position once the level of interest in areas such as the Vale of Glamorgan had been ascertained. 


AGREED - T H A T a further report be submitted to a future meeting.



(ii)    Highways Bill


The Chairman referred to the current drafting by the Welsh Government of a new Highways Bill.  This would include placing a duty on local authorities to designate traffic free routes.  If the Bill evolved as anticipated, consultation would take place in the Spring of 2012. 



(iii)    Countryside Code


The Chairman alluded to the issuing by CCW of a revised Countryside Code.  It would be different in format in that it would comprise a series of Codes for specific activities, covered by one overarching Code. 



(k)     Annual Report -


The Secretary reminded members that hard copies had been circulated to them in advance of the meeting in order that any comments could be submitted and considered. 


AGREED - T H A T the Annual Report 2010/11 be endorsed.



(l)     Reappointment of the Local Access Forum-


Prior to outlining the reappointment process, the Secretary took the opportunity of thanking members for their contribution to the work of the Forum during its current three year tenure.  In particular, he expressed his appreciation to Mrs. H. March, Ms. A Phillips and Mrs. V. Warlow, all of whom had indicated that they would not be reapplying to remain a member of the Forum.  Mrs. March had served on the Forum since its original inception nine years ago.  Both Ms. Phillips and Mrs. Warlow had been members for six years.  At this point, Mrs. Stuart indicated that she would also not be reapplying for membership.  The retiring members each indicated that they had enjoyed, and learned from, their time on the Forum. 


The Chairman added his own sentiments, reiterating those of the Secretary. 


With regard to the reappointment process, the following had taken place,


·                all existing members had been notified of the process for reapplying

·                notices had been displayed at the Civic Offices and Dock Office

·                notices had been forwarded for display at Cosmeston Lakes and Country Park, Dyffryn House, the Glamorgan Heritage Coast Centre, Vale of Glamorgan Leisure Centres, libraries and to all Town and Community Councils

·                notices had been published in the Western Mail and Gems

·                a notice had been published on the Council’s website and internal StaffNet

·                letters had been forwarded to “interested parties”.



(m)    Feedback from Forum Members -


(i)     Mrs. Warlow updated members on the position with regard to the funding / future existence of Valeways.  She pointed out that the Vale of Glamorgan Council had, traditionally, been the main funder of Valeways.  However, a number of funding streams, including that from the Council and CCW, were coming to an end.  As a result, one employee had been given notice of redundancy and cutbacks had already taken place in terms of the Project Manager’s hours.  Trustees were working on a new business plan. However, she pointed out that the existing five day week volunteer workforce would no longer be available.  She thanked members of the Forum for their support and ongoing interest and hoped that Valeways would, in some form, continue. 


Mr. Guy pointed out that the core funding provided from the Council had come, not from the Rights of Way budget, but from the Finance Department (i.e. as charity funding).  He felt it important to inform the Forum that no application had been received for that type of funding from Valeways for 2012.  Whilst reiterating his comments from a previous meeting that he could not support funding from a Rights of Way perspective, an application could still have been submitted for core funding under the element described above.  He also reminded members that, whilst funding had been provided by the Council to Valeways for 2011/12, the organisation had been unable to deliver the intended services through to the end of the financial year. 



(ii)    Ogmore River


Mr. Cubbin referred to an issue he had raised at an earlier meeting regarding illegal vehicular access.  He indicated that the problem had not been alleviated by Dunraven Estates, albeit he was aware that action had been taken at a location further along the river.  He also mentioned the fact that a “clean-up” had taken place during September of the sea bed and along the river bank, which had considerably improved matters. 



(iii)   Wales Environment Link


Mr. Pittard, having attended a recent meeting of the above, informed members that the whole of the Glamorgan Heritage Coast had been designated as “good” under the Water Directive. 



(iv)   Mr. Teague indicated that Mr. Russ Church, a long serving member of the Council’s Rights of Way team, would be retiring in December. 


AGREED - T H A T the Forum’s appreciation of Mr. Church’s contribution be conveyed to him.






RESOLVED - T H A T the minutes be noted.


Reason for decision


To have regard to the views expressed.





Cabinet were advised of the outcomes of upgrading the Oracle E-Business Suite.


Following a quotation and assessment process, Mokum were identified as the supplier to provide the upgrade support on the project.  Their best and final offer of £135,624 was inclusive of the complete upgrade of the E-Business Suite and the database, knowledge transfer, training, 50 days towards the rebuild of any customisations necessary and post go live support. 


The project was managed in line with the Council’s project management methodology.  The Council successfully went live on 20th October as planned and has upgraded the full suite of modules currently used, i.e.:


·                    customer relationship management

·                    human resources and payroll

·                    general ledger

·                    procurement and accounts payable

·                    accounts receivable and advanced collections.


During the project there were two areas where additional support was required from Mokum, i.e.


·                    more work than anticipated to ensure that no functionality was lost as a result of the upgrade

·                    consultant advice on how to reapply certain customised functionality in the upgraded version that no longer worked as it had previously.


This was a matter for Executive decision.


RESOLVED - T H A T the final cost and outcomes of the project be noted and approved.


Reason for decision


Where the original contract sum was exceeded by 10%, approval of the Cabinet was required in line with Financial Regulation 21.5.





Approval was sought on the award of further funding to Vale of Glamorgan Artists (VOGA). 


Funding for VOGA was previously considered by Cabinet and, as in previous years, £750 was approved towards their ongoing activities at Art Central, Dyffryn Gardens, and Travellers in Mind at Barry railway station.


The organisation had now submitted an additional application to that above in respect of its intended exhibition at next year’s “National Eisteddfod” at Llandow.


Applications for funding submitted by the organisation to the Arts Council for Wales and also to the Eisteddfod Committee had to date proved unsuccessful.


VOGA’s exhibition at the Eisteddfod, to be based around the poem “Y Lliaws Sy’n Llosgi” (The Multitude That is Burning) by the famous Welsh poet Menna Elfyn, will showcase the work of 17 highly regarded professional artists based in the Council’s area. 


The exhibition proposed by VOGA would be in the main Eisteddfod marquee and the project also aimed to provide young people with opportunity to exhibit alongside the professional artists at the Eisteddfod.


VOGA estimated the costs for the stand and associated items to be £4,500, of which they were able to contribute £2,000 and were requesting a grant for the balance of £2,500.


This was a matter for Executive decision.


RESOLVED - T H A T grant funding to the Vale of Glamorgan Artists in the sum of £2,500 in respect of their exhibition at this year’s National Eisteddfod at Llandow and engagement in this respect with Llantwit Major Comprehensive School be approved.


Reason for decision


To contribute towards the organisation’s exhibition at the Eisteddfod.





Cabinet were informed of the Forward Work Programme for the Cabinet / Council for the period January to April 2012 and were advised of those reports still to be received from the previous Forward Work Programme covering September to December 2011.


This was a matter for Executive decision.




(1)       T H A T the Forward Work Programme for the period January to April 2012 be noted.


(2)       T H A T the reasons supplied by officers for the non-submission of the items from the previous Programme (September to December 2011) be noted.


Reason for decisions


(1&2)  To comply with the requirements of the Local Government Act 2000, subordinate legislation and the Council’s Constitution.





Cabinet considered the appointment of a Council Member to sit on the Vale of Glamorgan Local Access Forum.


This was a matter for Executive decision.


RESOLVED - T H A T the Cabinet Member for Tourism and Leisure be appointed as the Council’s representative on the Vale of Glamorgan Local Access Forum.


Reason for decision


To comply with the provisions of Regulation 6(1) of the Countryside Access (Local Access Forums) (Wales) Regulations 2001.





Approval was sought for a Scheme to Clawback Surplus School Balances. 


The School Funding (Wales) Regulations 2010, implemented in September 2010, empowered authorities to direct or clawback surplus balances in full or in part. 


The Council’s Fair Funding Scheme for Financing Schools had, following consultation with the Schools Budget Forum, been updated to include provision of the new funding regulations. 


Schedule 4, Paragraph 20 of the Funding Regulations states that:


·                    The Authority may direct the governing body as to how to spend a surplus in the school balance for a funding period, if:-

-                      In the case of a primary school the surplus is £50,000 or more;

-                      In the case of a secondary or a special school the surplus is £100,000 or more;

·                    The Authority may, if the governing body do not comply with such a direction, require the governing body to pay all or part of that surplus to the Authority to be applied as part of the Council’s schools’ budget for the funding period in question.


The Scheme to Clawback Surplus School Balances was attached at Appendix A to the report.  The clawback option would only be used if schools failed to use their surplus balance, or failed to adhere to any directions from the authority to spend. 


The Scheme set out the challenges the authority would make and the requirement for schools to submit details of their plans with documentary evidence.


The Scheme also outlined how any funding clawed back could be used, and the timescales involved.


This was a matter for Executive decision.




(1)       T H A T the Scheme to Clawback Surplus School Balances be approved, and implemented with effect from 1st April 2012.


(2)       T H A T the document be issued to the Headteachers and the Chairs of Governors, the latter by post to their home addresses, with a request that the document be placed on the agenda of their next Governing Body.


Reason for decisions


(1&2)  To ensure the Council has an approved Scheme.





Approval was sought to commence consultation on the draft Strategic Equality Plan, attached at Appendix A to the report, and the equality objectives contained within it. 


The Equality Act 2010 included a new public sector equality duty (“the general duty”) which came into force on 5th April.  The general duty required the Council to have due regard to the need to eliminate unlawful discrimination, advance equality of opportunity and foster good relations. 


In addition to this, the Council must comply with the specific duties in Wales, designed to help performance of the general duty and to aid transparency.


The specific duties in Wales covered a range of requirements, including the requirement to draw up and publish a strategic equality plan by 2nd April 2012 and include in it equality objectives (including pay objectives).


A Strategic Equality Plan was the device used to detail information that demonstrated that the Council was meeting the general duty.  It must include information on a number of prescribed issues, such as its arrangements to identify and collect relevant equality and employment information, arrangements for assessing the likely impact on protected groups of any policies and practices, and how the Authority would promote knowledge and understanding of the general and specific duties amongst employees. 


A key element of the Strategic Equality Plan was the equality objectives.  The Council was required to publish objectives for each of the protected characteristics or to publish reasons why not.  It must also set out the steps it intended to take to meet each objectives and how it intended to monitor progress.  At meetings with the Equality and Human Rights Commission and the Welsh Local Government Association, the advice had been to have a smaller number of equality objectives and achieve them, rather than one for every characteristic and not make any significant progress in achieving real improvements.


There was also a requirement to publish an equality objective to address any gender pay gap identified or else publish reasons why it has not done so.  It must have due regard to the need to have objectives to address the causes of any pay differences that seem reasonably likely to be related to any of the protected characteristics.


This was a matter for Executive decision.




(1)       T H A T the draft Strategic Equality Plan and equality objectives be approved for consultation.


(2)       T H A T a further report detailing the costs of Plan preparation and implementation be reported back to Cabinet following the consultation.


Reason for decisions


(1&2)  The Council needs to have in place a Plan to meet its statutory responsibilities.





Approval was sought to pay Commercial Undertakings who accepted household waste for recycling. 


Tesco was the first major retailer within the Vale of Glamorgan to manage former Council bring sties on its own land.  Tesco used their “Clubcard” rewards scheme to promote the use of their new sites, which had been installed at their three major stores (Penarth, Barry and Culverhouse Cross).  Currently the weight of material recycled by these Tesco stores was “lost” to the Vale of Glamorgan, and this was having a detrimental impact on the Council’s recycling performance.  Similarly, a household waste “Save and Sort Rewards” scheme, introduced by Site Serv in Llandow had also resulted in a loss of household recycling.  In this case, mostly from Schools in the area.


In addition to these particular companies, it was likely that other similar initiatives could be introduced, either by major retailers or private waste management businesses.  This was mostly due to the current high value for recyclable material.  Unless action was taken to “capture” the weights of the materials these companies were recycling, it was likely to be more and more difficult to achieve the Council’s targets in the future. Incidents had even been reported recently of recycling being “stolen” from the kerbside overnight, and Officers believed that this was due to the rewards currently being offered by various private companies for recyclable material. 


Cabinet, on 20th January 2010, had




(1)       That the introduction of a fixed payment of £10 per tonne to registered charities that provide full auditable records of any household waste collected within the Vale of Glamorgan that it subsequently recycled be supported.


(2)       That a report be submitted to Cabinet on the operation of the scheme after 12 months.


In respect of resolution (2) above, no further report had yet been taken to Cabinet on the success or otherwise of the scheme.  The reason for this was that none of the charities involved had been able to satisfy the Council’s audit requirement.  No payments had therefore been made to date, though officers were still hopeful that suitable processes would be able to be introduced in the near future that would satisfy the Council’s audit conditions.


In principle, any household waste that failed to be collected by the collection Authority under Section 45 of the Environmental Protection Act 1990 could be subject to these payments.  However, payments would only be made where the household waste was recycled or where it could be reused.


Officers had recently obtained indicative projections of the recycling figures (by weight) from Ty Hafan, Site Serv and Tesco, for 2011/12.



Weight in Tonnes

Ty Hafan


Site Serv




Total (Tonnes)



Assuming these figures were correct, they represented 10.25% of the total amount of dry recycling collected in 2010/11 and would increase the Council’s overall dry recycling performance by approximately 1.5% for this current financial year.


As with the previously agreed Charity donations, the following controls would need to be in place to ensure there was no error or potential for impropriety within the payment process:


·                    Full written details of the tonnage claimed including copies of weighbridge tickets must be provided

·                    The waste must not have been previously presented to the same or another authority for payment

·                    The waste must originate from the non chargeable household waste stream

·                    The waste must originate from the Vale of Glamorgan

·                    The waste must be removed from the Authority’s collection system before, rather than after, collection by the Council

·                    Waste on which payments were claimed must be recycled and evidence of this would be required.


This was a matter for Executive decision.







(1)       T H A T the payment of up to £10 per tonne to Commercial Undertakings who are able to provide full auditable records of any household waste they recycle be supported.


(2)       T H A T Officers be permitted to enter into formal Agreements with relevant Commercial Undertakings in this regard.


Reasons for decisions


(1)       To obtain authority to make relevant payments in pursuance of the Council’s National Recycling and Landfill Diversion Targets.


(2)       To ensure that the Council’s interests are appropriately protected and that, in particular, all evidence of recycling is capable of withstanding a robust audit process.





Cabinet were provided with an update on the work being undertaken to reduce carbon emissions.


The Carbon Management Strategy and Implementation Plan, approved by Cabinet in April 2008, included a target to reduce carbon dioxide emissions by 20% by 2016. 


A Carbon Management Group, chaired by the Director of Environmental and Economic Regeneration, met every two months to oversee the delivery of the Plan. 


The action plan which supported the strategy had recently been reviewed by the Carbon Management Group, and progress had been noted.  A revised Plan had been drafted (Appendix B to the report) with actions amended and new actions added to help achieve the 20% reduction target by 2016.  Appendix C to the report provided details of the financial spend and carbon dioxide savings associated with the Salix fund which was currently the main delivery method for the Carbon Management Plan.  There was a considerable amount of activity across the Council to reduce energy use and carbon emissions and there had been a reduction of 2.4% in building related carbon emissions for 2010/11 compared to 2009/10. 


The Carbon Reduction Commitment (CRC) was a mandatory scheme for large public and private sector organisations in the UK, and commenced in 2010.  The scheme was part of a package of measures within the Climate Change Act, which aimed to save over 4 million tonnes of carbon dioxide by 2020. As a participant, the Council was required to accurately measure carbon emissions and provide an annual footprint report.  The footprint report was for just under 20,000 tonnes of carbon dioxide created, whilst the annual report which contained the figure on which a carbon tax would be applied in 2012 was for just under 18,000 tonnes of carbon dioxide.  The first tax for CRC was expected to cost the Council about £160,000 which compared with other local authorities who were expecting costs of £220,000.


Under CRC, estimated readings incurred a 10% uplift, so it was vital that actual readings were provided to suppliers regularly.  Over the past year, the Council had been organising the installation of Automatic Meter Reading facilities.  This made it easier to compile the CRC reports and provided information that building managers could use to identify energy waste. 


Salix was an independent company funded by the Carbon Trust to work with the public sector to reduce carbon emissions through investment in energy efficiency.  The Council had been provided with £225,000 funding by Salix as part of a match funded ring fenced rolling fund to assist in the implementation of the Carbon Management Plan.  The funding had been provided in tranches with the final tranche of £45,000 being received in 2011. 


39 projects to reduce carbon emissions had been implemented or were being explored utilising Salix funding.  Projects were evaluated on a carbon reduction per pound spend criteria and the initial focus had been on insulation projects as they generally passed the evaluation criteria.


The Council was making good progress in spending the Salix funding and compared well with the other five authorities in the South Wales region with Salix funds.  To date the Vale of Glamorgan Council spend was £358,000 with a further £226,000 of projects agreed and awaiting installation and a further £95,000 worth of projects considered viable and awaiting agreement from budget holders. 


To date 53 energy efficiency improvement installations had been installed.  These included 30 insulation installations, building lighting improvements, street lighting improvements, voltage optimization, pool cover installation and power switch timers.  Major projects being taken forward included lighting upgrades to Penarth Leisure Centre and the installation of dimmable ballasts to certain street lamps.  It was predicted that the lighting upgrade at the Leisure Centre would save approximately £13,000 per annum and save about 35 tonnes of carbon dioxide emissions. 


Between 1st January 2010 and 31st March 2011, various street lighting initiatives had been resulted in an annul carbon dioxide reduction of approximately 79 tonnes.  In the 2011/12 financial year, approximately 49 tonnes of carbon dioxide had been saved to date and it was expected that there would be savings of £8,000.  LED and lower wattage white lighting units were now being used on street lighting maintenance replacement works and were specified for new Section 38/278 developments.  A minimum of 40 existing street lighting units would be replaced with an LED type before the end of the current financial year.  A rolling programme to fit dimmable electronic ballasts to existing street lighting was underway and this would reduce annual energy costs and carbon dioxide emissions by 25% per unit. 


All Belisha Beacons and School Crossing Patrol Flasher Units had been converted to a lower wattage LED type and solar-powered bollards were used in the replacement of conventional electrically-supplied types.  Non-illuminated bollards were also used where legally authorised to do so.  All traffic signal wait lamps had also been replaced with lower wattage LED lamps. 


Pool covers had been installed at Barry and Penarth Leisure Centres and these projects had the benefit of a higher public profile and, if used daily, would achieve significant savings. 


Some of the monies earned from the Salix fund had been used to commission an audit of the IT server rooms in the Civic Offices.  The results of this audit had been used to draft plans to amalgamate these rooms which could potentially halve the energy consumption associated with them. 


General energy audits of the Civic Offices and Barry Town Hall and Library had been undertaken and reports of the findings had been drafted and were being discussed with officers before being finalised.  The reports and recommendations would help identify ways to improve energy performance.


This was a matter for Executive decision.




(1)       T H A T progress with a number of projects in the Carbon Management Action Plan be noted.


(2)       T H A T the revised Carbon Management Action Plan be approved.


(3)       T H A T the work undertaken with the Local Service Board partners and the Carbon Trust to improve energy performance be noted.


Reasons for decisions


(1)       To ensure that Members are aware of progress with carbon management across the Council.


(2)       In order that the Carbon Management Group is able to proceed in delivering schemes to reduce carbon emissions.


(3)       To ensure that Members are aware of partnership work being undertaken to reduce energy use and costs.






Cabinet was updated on progress in relation to the organisation of the above event, which would be held in Llandow in August 2012.


Since last reported, specific progress had been made on the following issues:


·                    Proclamation Ceremony - this was held in June in Barry, and was considered to be a successful event.  It was at this event that the official announcement was made that the 2012 Eisteddfod was to be held in the Vale of Glamorgan and the Ceremony involved a procession along Holton Road from King Square and  a  Ceremony and events at Gladstone Gardens.

·                    The Council had a presence at the 2011 Wrexham Eisteddfod.  A Council display area was set up, the main purpose being to give information in advance of next year’s event in the Vale of Glamorgan.  The Stand was well received and a large number of people visited, with information being given on local attractions, accommodation, etc. 

·                    The Council had also agreed to sponsor and procure the Eisteddfod Crown.


A revised Action Plan had now been agreed for next year’s Eisteddfod, and a copy was attached at Appendix A to the report.  Also attached at Appendix B to the report was a plan showing the location of the Maes.


The main responsibilities for the Council reflected in the Action Plan were as follows:


·                    The development of a Transport Strategy, including signage (including amended Welcome to the Vale Signs), car parking arrangements, access to the site, linkages to the railway station, public transport arrangements.

·                    Regulatory and License Issues - this was being dealt with via the Council’s Events Panel and dealt with all the regulatory issues that were relevant to the holding of an Eisteddfod, including health and safety, food standards, environmental health, licensing, etc.  A Major Incident Plan would also be developed as part of this process.

·                    Economic benefits - A “Meet the Buyer” event was held on 29th November 2011 which gave local suppliers the opportunity to learn more about the Eisteddfod and the business and sponsorship opportunities that would be occurring.  In August the Eisteddfod was also used as a theme for the Business Breakfast at the Vale of Glamorgan Show when again local businesses and relevant organisations had the opportunity to meet and listen to the Eisteddfod Chief Executive.

·                    The Council’s Pavilion - each year, the host authority was offered the opportunity to establish its own Pavilion and to set up exhibitions and content which reflected the local authority area.  Discussions were taking place with the Eisteddfod organisers to identify a site on the Maes and the Working Group was developing ideas in relation to content for the Pavilion.  It was important not to attempt to accommodate too much information / exhibition material within this Pavilion but to mainly concentrate on the aspects of the Vale of Glamorgan which were most likely to continue to attract visitors for the future.  It may also promote the work of the Council.  The Council would also be responsible for onsite sports events and these were being co-ordinated through the Council’s Sports Development Team.  The Council Pavilion would give the opportunity for the Council to host events, and these would be arranged via the Mayor’s and Leader’s offices. 

·                    Town and Community Council Involvement - Town and Community Councils throughout the Vale had been informed that the Eisteddfod presented opportunities throughout the Vale for events and activities relating to the Eisteddfod itself.  The Eisteddfod organisers had already briefed several Town and Community Councils and they had been urged to consider how they would best reflect the opportunity in August in their own communities. It was particularly relevant for Llantwit Major and Cowbridge to consider how they might organise events and decorate their towns to reflect the number of visitors in the area.


This was a matter for Executive decision.


RESOLVED - T H A T the revised Eisteddfod 2012 Action Plan be noted.


Reason for decision


To inform Members of the issues involved.





Cabinet were requested to consider and approve the Deposit Plan as a basis for a statutory six week public consultation exercise commencing in February 2012.


Since the Draft Preferred Strategy was endorsed by the Cabinet  in February 2010, there had been a number of new issues which officers had taken into account when drafting the Deposit Plan. 


Firstly, in October 2010, the UK Government decided not to progress with the Defence Training College proposal at St. Athan.  Notwithstanding this decision, the UK Government maintained that St. Athan remained a key location for military and associated training activity.  In addition, in September 2011, St. Athan was designated as an Enterprise Zone, with a particular emphasis on the aerospace sector.  The Deposit Plan embraced this new designation with St. Athan continuing to be identified as a Strategic Opportunity Area (Strategic Policy 2 refers).


Secondly, the regional role of the Airport in respect of it being an important transport hub together with it being an opportunity for inward business investment had been more fully recognised in the Strategy itself, and also through Strategic Policy 5.  In addition, recent discussion with the Welsh Government had confirmed that land adjacent to the Airport was likely to be designated as part of the St. Athan Enterprise Zone.


Thirdly, there had been extensive developments in national and regional policies, as well as progressive initiatives on topics such as climate change, design, sustainable development and affordable housing. There had also been additional statistics published in respect of the demographics for the Vale of Glamorgan, including new data on births, deaths and migration.  The Deposit Plan had taken on board this new information, with additional objectives and refinement of the Strategic Policies to ensure compliance with the latest planning guidance and to reflect the Council’s own aspirations for managing development during the Plan period.  In particular, Cabinet noted the change to the Housing Requirement Figure (Strategic Policy 3 refers).  The Draft Preferred Strategy (December 2007) identified the need for 7,500 dwellings over the Plan period which equated to the Regional Housing Requirement Figure.  However, this figure had now increased to 9,950 in the Deposit Plan and was derived from the latest 2008 Welsh Government Local Authority projections and the Mid Year Estimates for 2009/10. 


The structure of the Deposit Plan largely reflected the guidance contained within the Welsh Government’s LDP Manual, and was as follows:


·                    Introduction

·                    National, Regional and Local Policy Context

·                    The Spatial Profile of the Vale of Glamorgan

·                    Vision and Objectives

·                    LDP Strategy

·                    Managing Development in the Vale of Glamorgan

·                    Managing Growth in the Vale of Glamorgan

·                    Delivery and Implementation

·                    Measuring Success

·                    Appendices

·                    Proposals Map

·                    Constraints Map.


A copy of the Deposit Plan had been placed in the Members’ Room and was also available on the Vale of Glamorgan Council’s website.


The production of a Local Development Plan was a matter for Full Council.




(1)       T H A T the Deposit Plan, the Sustainability Appraisal Report and the Habitats Regulation Assessment be approved for public consultation purposes.


(2)       T H A T a six week public consultation on the Deposit Plan, the Sustainability Appraisal Report and the Habitats Regulation Assessment takes place during February and March 2012 and that any representations received after the close of the consultation period are not accepted and not regarded as duly made.


(3)       T H A T the Cabinet Member for Planning and Transportation, in consultation with the Director of Economic and Environmental Regeneration, be authorised to agree the arrangements for the public consultation exercise.


(4)       T H A T the Cabinet Member for Planning and Transportation be authorised, in consultation with the Director for Economic and Environmental Regeneration, to agree the final format of any necessary minor typographical changes and associated amendments to the Deposit Plan proposals and constraints maps.


(5)       T H A T, following the close of the consultation on the Deposit Plan, the Sustainability Appraisal report and the Habitats Regulation Assessment, the Director of Economic and Environmental Regeneration be authorised to undertake a six week public consultation in respect of the Alternative Sites promoted for development through the Deposit period.


(6)       T H A T a further report be presented to Cabinet later in 2012 on the representations received to the Deposit Plan, the Sustainability Appraisal Report, the Habitats Regulation Assessment and the alternative sites promoted through the Deposit period.


(7)       T H A T the Planning Committee and the Scrutiny Committee (Economy and Environment) be consulted on the Deposit Plan.


Reasons for decisions


(1&2)  To ensure that the LDP is prepared in accordance with the LDP Delivery Agreement (June 2011) and to satisfy the requirements of the LDP Regulations.


(3&4)  To facilitate the preparation of the Vale of Glamorgan LDP.


(5)       To ensure that the LDP is prepared in accordance with the LDP Delivery Agreement (June 2011) and to satisfy the requirements of the LDP Regulations.


(6)       To ensure that Cabinet are kept informed of progress on this matter.


(7)       To ensure Members of the Planning Committee and Scrutiny Committee (Economy and Environment) are properly consulted.





Cabinet was requested to consider and approve the Council’s response to a consultation by the Welsh Government (WG) on the introduction of a new strategic monitoring framework for the Planning System.


In 2009, the then Welsh Assembly Government (WAG), published the sustainable Development Scheme One Wales: One Planet which set out its vision of a sustainable Wales.  It identified the planning system as one of the four key elements that underpinned the delivery of sustainable development in Wales.  In this document the WAG advised that it would:


“initiate, in consultation with local government, a strategic monitoring framework to measure key sustainable development outcomes delivered by the planning system”.


The WG had now commissioned research to help decide how this strategic monitoring framework could be implemented.  The research had been completed and the WG was now consulting on a strategic monitoring framework to measure the contribution the planning system made to their vision of a sustainable Wales.


The WG was seeking the views of Local Planning Authorities on:


·                    their approach to measuring the contribution of the planning system to the vision of a sustainable Wales

·                    each of the proposed indicators

·                    the phasing and reporting levels of the new framework

·                    the consolidation of existing measures

·                    the impacts on Local Planning Authorities

·                    the reporting arrangements for the framework.


Appendix A to the report set out a proposed substantive response from the Council. 


The response advised that in general terms, the extremely onerous additional recording, surveying and statistical analysis proposed in the consultation was ill advised given the likely staffing and financial implications, at this time of competing priorities and financial restraint.


Moreover, it was recommended that the vast majority of the information being sought could be obtained from slight amendments to existing returns, rather than seeking whole scale new tranches of statistics to be provided as part of a completely new statistical return.


In some cases, the information was not and could not be recorded by the Council and in other cases, it appeared that WG was expecting the Council to assume the responsibility for reporting information that was previously undertaken by other agencies.


Overall, the consultation response advised that the proposals appeared an unfair and unnecessary burden on Local Councils and would generate significantly higher work load at a time when Local Planning Authorities were faced with competing priorities and meeting existing targets with reduced budgets.


This was a matter for Executive decision.




(1)       T H A T the content of the report be noted, and the response attached at Appendix A to the report be approved, and that the response be forwarded to the Welsh Government in response to the consultation exercise.


(2)       T H A T a copy of the report be forwarded to the Planning Committee for information purposes.


Reasons for decisions


(1)       To enable the Council to respond to the consultation exercise.


(2)       To keep Planning Committee informed of the response to the consultation.





RESOLVED - T H A T under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 4 of Schedule 12A (as amended) of the Act, the relevant paragraphs of the Schedule being referred to in brackets after the minute heading.





Cabinet were requested to accept the most economically advantageous tender, and received advice on related financial issues. 


This was a matter for Executive decision.







(1)       T H A T the most economically advantageous tender, as submitted by Handicare Accessibility Limited, be accepted.


(2)       T H A T it be noted that, subject to funding being made available in future years, the final cost of the works over the life of the framework agreement was expected to exceed the initial contract sum.


(3)       T H A T an exemption from the requirements of Contract Standing Order 2.3 be approved, thus negating the requirement for separate reports to Cabinet should the contract sum be exceeded in future years.


Reasons for decisions


(1)       To permit execution of a formal contract.


(2)       To advise Cabinet that, subject to suitable funding, the final cost over the three / four year duration of contract was anticipated to exceed the tender sum.


(3)       To avoid further use of Member and officer resources at a later date in connection with an eventuality that is designed to occur (subject to available funding).