Minutes of a meeting held on 25th June, 2012.


Present:  Councillor N. Moore (Chairman); Councillor S.C. Egan (Vice-Chairman); Councillors Ms. B.E. Brooks, L. Burnett, R.F. Curtis, C.P.J. Elmore, and G. John.


Also present: Councillors C.P. Franks and K. Hatton.



C1742                        MINUTES -


RESOLVED - T H A T the minutes of the meeting held on 11th June, 2012 be approved as a correct record.



C1743                        DECLARATIONS OF INTEREST -


Councillor S.C. Egan declared an interest in Agenda Item No. 9 - Summary of School Inspection Reports for the Spring Term 2012 - Governor of High Street Primary School.



C1744                        VALE OF GLAMORGAN LOCAL ACCESS FORUM -


The following minutes of a meeting held on 16th May, 2012 were submitted:


Present: Mr. F. Coleman (Chairman); Mr. M. Dunn (Deputy Chairman); Mr. S. Lait, Ms. C. Lucas, Ms. E. Nash, Mr. M. Parry, Mr. G. Thomas and Mr. R. Traherne.


Ms. T. Cottnam, Mr. G. Teague and Mrs. S. Thomas (VoGC).


Prior to the meeting several of the above had undertaken a walk to Cwm Mawr together with Belinda Ashong, a Heritage Coast Ranger. The Chairman thanked Gwyn Teague and Sandra Thomas for leading the walk and staff at the Heritage Coast Centre for their assistance in facilitating the meeting being held at the Centre.


(a)       Apologies for Absence -


These were received from Mrs. V.M. Hartrey Mr. J.J Herbert, Mr. H.S. McMillan, Mr. R. Pittard and Mr. C. Short; Mr. B. Guy and Mr. J. Wyatt (Secretary).


The Chairman notified Members at this juncture that Anthony Ernest would no longer attend meetings as the Council’s nominated representative.  The Council’s Cabinet would be requested, in due course, to nominate a new representative. 


AGREED – THAT the Chairman write to Mr. Ernest thanking him for his support and wishing him well for the future.


(b)       Presentation from Chris Heaps, CCW on Open Access -


Chris Heaps referred to the duty imposed upon CCW to review the maps of open access every 10 years.  He referred to the fact that most of the access land within the Vale related to registered common land and that CCW needed to know if there were any changes required to the current maps, such as the deletion or inclusion of areas.  Discussion was ongoing with a variety of interested parties, including LAFs.  He drew attention in the course of his presentation to the limited resources CCW now had available to undertake such a review compared with when the process had first been undertaken. 


The proposed timetable indicated that CCW would issue all Wales draft maps of open access on 16th July, 2012, the date from which the consultation period would commence.  The consultation would conclude on 23rd November, 2012.  CCW would issue all Wales provisional maps on 7th August, 2013 following which there would be an appeals process.  CCW anticipated that an all Wales conclusive map would be issued in September, 2014.


He concluded his presentation by reminding Members of the appropriate website, namely, following which the Chairman thanked him for the information provided.


(c)        Minutes of the meetings held on 22nd February, 2012-


AGREED – T H A T the minutes of both meetings held on 22nd February, 2012 be accepted as a correct record subject to the numbering of minute no. (l) on page 7 relating to the Countryside Code being amended.


The following updates were provided to members:


(i) Valeways: Gwyn Teague indicated that the request for grant aid from Valeways of £20k. had been approved by the Council’s Cabinet ( a reduced figure from that previously approved) and that there would be a consequent reduction in the level of maintenance work undertaken.  Cabinet had also asked the appropriate Director to carry out a full review of the services offered by Valeways to the Council.


Reference was made to the change in the political leadership of the Council since the local government elections earlier in the month.  Members accepted that the Council’s priorities might also change and that a further update would be given at the next meeting should that, indeed, occur.


(ii) Appointment of additional Member to represent Disabled People: whilst the Access Group Co-ordinator from Diverse Cymru had reaffirmed his interest in attending the LAF in early May, no further contact had been made.  The Chairman asked that his intentions be clarified.


(iii) Vale of Glamorgan Local Development Plan, Sustaining a Living Wales and Natural Resources Wales (single body): the responses to the consultation processes in respect of each of the above as collated and submitted by both the Chairman and the Deputy Chairman on behalf of the LAF were appended to the minutes.  Also attached was a response sent by the National Representative of LAFs in Wales to the single body consultation.


(d)       Briefing Note for New Members -


Gwyn Teague had updated the briefing note from that previously circulated for Members’ information to reflect the current position.


(e)       Communication (Web Content) –


The report briefly outlined the position in relation to what was currently available, and where, and the opportunities for the enhancing the information provided.  A matter Members deemed of paramount importance was the amalgamation of the information into one site, the view being expressed by several that the site was difficult to navigate.  Another suggestion made related to an on-line form being published to assist in the reporting of, for example, the need for footpath repairs (as was currently the case for potholes).  Members were requested to forward any suggestions for improvement to Gwyn Teague.


(f)         Maintenance Priorities -


Gwyn Teague presented the report which indicated the background relating to the Council’s 554.34 kilometres of Public Rights of Way (PROWs).  Maintenance issues had been divided into 6 categories and breakdowns showing issues in relation to those categories were contained within the report.  Members were requested to identify those issues the LAF considered required to be addressed as a priority.  The following discussion included apparent anomalies in respect of certain geographical areas, the rationale for commissioning independent surveyors and the criteria for grant funding which meant that grant monies could not be expended on work the Council was required to undertake, Members were asked to consider the survey findings further prior to the next meeting.  At that meeting, Gwyn would submit suggestions as to a list of priorities based on the likely budget available and the evidence collected on the ground. 


(g)       Definitive Map Modification and Public Path Orders – Update –


The report covered both live and closed cases in respect of the above.  Members agreed that, in future, closed cases should be removed from the report.  It was anticipated that the Definitive Map would be published during 2012 with the outstanding issues relating largely to cross border links and a redrafting of some of the statements.  Gwyn Teague confirmed that, for the most part, the map had been quality assured and that only minor matters remained to be finalised.



(h)       ROWIP and CAIP – Update –


Gwyn Teague took Members through the ROWIP element of the report illustrating the way in which the grant funding of £39k. would be mainly expended.  The bulk of the funding would be used to match fund various projects under the Rural Development Plan, further details in respect of certain of which were given at the meeting.


Trisha Cottnam amplified the details given in the report relating to the CAIP.  She indicated, for example, that the alternative route referred to at St. Mary’s Well Bay was already well walked and displayed samples of both urban and rural signage together with pavier signs relating to the Coastal Path, requesting Members with any suggestions as to the desired location of the same to contact Gwyn.  She continued by referring to the opening of the Coastal Path on 5th May and to the ongoing promotional events, drawing specific attention to the website ( where one could find information such as downloadable maps.  Any feedback relating solely to the Coastal Path Website should be directed to Anna Mullarkey at  At this juncture Gwyn showed Members the interim leaflet produced within his team which illustrated the route of the path within the Vale together with useful information such as the nearest parking and refreshment facilities.  Trisha also made available a leaflet produced by the Penarth Tourism and Visitor Association which showed the route of the path from Cardiff Bay through Penarth.  In response to a question relating to the development of circular routes, Gwyn Teague indicated that, where feasible, that could be considered with the next tranche of CAIP funding.


(i)         Highways and Transport (Wales) Bill –


Since the papers for the meeting were despatched, the Welsh Government had produced a white paper entitled Consultation on Active Travel (Wales) Bill which replaced what had been known as the Highways and Transport Bill.  Hard copies of the consultation document were tabled and it was noted that the consultation period would end on 14th August.  Members were notified that officers within the Transport Division of the Council would be submitting a report to Cabinet for consideration and asked if they would prefer to feed any comments back to the Welsh Government through the Council or independently as the LAF.  Gwyn Teague indicated that the key proposals within the white paper related to the opening up of and enhancing the network of routes to non-motorised users (simply, pedestrians, cyclists and equestrians).  The desirability of increasing the routes available for horse riding was fully accepted but it was recognised that there was a need to take a practical approach as to what might or might not be achievable and to ensure a balance of interests.  Gwyn understood that consultation events were being run and undertook to make the Chairman aware of the same where possible.  Members subsequently agreed that the most appropriate way to make representations to the Welsh Government was for the LAF to respond on its own behalf.  Gwyn would circulate comments to all Members based on his understanding of the consultation document to assist in the formulation of individual responses which he would collate.  The Chairman would then consider the optimum way to proceed in order for a composite response to be made to the Welsh Government by the due deadline.


(j)         Use of Volunteers –


To be considered at a future meeting


(k)        Stepping Forward – the Stakeholder Working Group on Unrecorded Public Rights of Way : Report to Natural England –


Gwyn Teague drew attention to the above consultation which recommended a package of legal and procedural changes in England.


(l)         Glastir Woodland Management Consultation –


To be considered at a future meeting.



- - - - - - - - - -


RESOLVED - T H A T the minutes of the meeting be noted.


Reason for decision


Having regard to the views expressed.





RESOLVED - T H A T the exercise of the Chief Executive's Emergency Powers as indicated below be noted:


(a) Authority to transfer capital funding from community centre doors, windows and fascias for a new floor for the main hall of Lower Penarth Community Centre.


(Scrutiny - Economy and Environment)


(b) Authority to allocate £15,667 towards the shortfall in funding for the Forest Lodge project (Porthkerry Park) and £27,000 towards the Nell’s point Study, Barry Island.


(Scrutiny - Economy and Environment)



(c)        Authority to include an additional £129,521 capital funding from the Welsh Government Substance Misuse Action Fund to cover the shortfall in the Safer Vale Partnership’s current capital allocation in respect of Cadoxton House, Barry.


(Scrutiny - Housing and Public Protection)


(d) Authority to act in the case of an employee relations issue within the Directorate of Legal, Public Protection and Housing Services.


(Scrutiny - Corporate Resources)


(e) Authority to replace Councillor Miss S.J.C. Williams on the Scrutiny Committee (Lifelong Learning) with Councillor Mrs. M. Kelly Owen until the Council’s Annual Meeting in May 2012.


(Scrutiny - Corporate Resources)


(f) Authority to appoint the specialist conservation contractor, Ken Biggs Contractors Limited, to enable restoration of the principal rooms of the east section of Dyffryn House.


(Scrutiny - Economy and Environment)


(g) Authority to replace Councillor S.C. Egan on the Scrutiny Committees (Social Care and Health) and (Housing and Public Protection) with Councillors Mrs. A.J. Moore and N. Moore respectively until his return from ill health.


(Scrutiny - Corporate Resources)


(h) Authority to accept additional grant of £227,637.33 to extend the works being carried out on Port Road, Barry to provide walking/cycling infrastructure and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(i) Authority to replace Councillor S.C. Egan on the Appeals Committee with Councillor N. Moore until his return from ill health.


(Scrutiny - Corporate Resources)


(j) Authority to act in relation to applications for secondment within the Directorate of Learning and development.


(Scrutiny- Corporate Resources)



(k) Authority to replace Councillor S.C. Egan on the Social Services Appeals Committee with Councillor N. Moore until his return from ill health.


(Scrutiny - Corporate Resources)


(l) Authority to sign off BBIS Access Agreement to enter into a contract with Northgate for the production of Disabled Blue Car Parking Badges.


(Scrutiny - Corporate Resources)


(m) Authority to accept additional grant funding of £12,000 from the Sewta RTCG Road Safety Grant and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(n) Authority to accept additional grant funding of £35,000 to extend the works currently being carried out on Port Road, Barry to provide walking/cycling infrastructure to Colcot School and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(o) Authority to accept additional grant funding of £83,000 for the Barry Docks Park and Ride scheme from the Sewta RTCG fund and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(p) Authority to accept additional grant funding of £20,000 from the Sewta RTCG fund to study Five Mile Lane safety improvements and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(q) Authority to appoint the Council’s Construction Section to undertake the advanced works in respect of the Gileston to Old Mill highway improvement scheme, to appoint Capita Symonds to undertake the tasks identified in the note attached to the pro-forma requesting authority, and to amend the Capital Programme to include the £100,000 allocation.


(Scrutiny - Economy and Environment)


(r)        Authority to increase the current capital budget in respect of the partial roof replacement at the Civic Offices to £340,000, to slip £270,000 into the 2012/13 Capital Programme and to accept the tender from Dawnus Construction limited in the sum of £258,246.79.


(Scrutiny - Corporate Resources)


(s) Authority to approve the funding by the Council of the costs of the equal pay settlement in schools.


(Scrutiny - Corporate Resources)


(t) Authority to authorise a redundancy payment for a Learning Support Assistant on a temporary contract.


(Scrutiny - Corporate Resources)


(u) Authority to allocate £5,000 from the Environmental and Economic Regeneration revenue reserve towards funding survey works to be undertaken by a RICS registered firm on the United Reformed Methodist Church, Windsor Road, Barry.


(Scrutiny - Economy and Environment)


(v) Authority to distribute funding to facilitate the delivery of the various projects within the Vale Sport and Physical Activity Plan as indicated on the pro-forma seeking authority for the use of emergency powers.


(Scrutiny - Economy and Environment)


(w) Authority to accept additional grant funding of £29,000 to upgrade bus stops to DDA standards on the A48 corridor and £20,000 to upgrade the cycle route from the Sewta RTCG grant fund and to include the same in the Capital Programme.


(Scrutiny - Economy and Environment)


(x) Authority to award the contract to provide a day care service in St. Athan for older people with dementia to Hafod Community Care.


(Scrutiny - Social Care and Health)


(y) Authority to accept £1.411m. from the Welsh Government National Transport Plan fund for the Five Mile Lane Highway Safety Improvements scheme.


(Scrutiny - Economy and Environment)


Reason for decision


To apprise Cabinet.




C1746                        CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2012 TO 31ST MAY, 2012 (L) (SCRUTINY - ALL) -


Appendix 1 detailed financial progress on the Capital Programme as at 31st May, 2012.  It was noted that Appendix 1 did not include requests for underspent committed expenditure to be slipped from 2011/12 into the financial year 2012/13.  A request for this slippage would be included in the Closing Down report presented to a future meeting of the Cabinet.


Councillor John, the relevant Cabinet Member, indicated that a further report apprising Cabinet on progress in delivering the refurbishment of St. Paul's Church, Penarth would be presented in the near future.  He also updated the Cabinet on progress in relation to the following:


·                    Wick Pavilion disabled access

·                    Pencoedtre Park improvements and

·                    Park buildings and play equipment.


This matter was for Executive decision.


RESOLVED - T H A T the latest position in respect of the 2012/13 Capital Programme be noted.


Reason for decision


In acknowledgement of the latest progress to date on the Capital Programme.



C1747                        REVENUE MONITORING FOR THE PERIOD 1ST APRIL, 2012 TO 31ST MAY, 2012 (L) (SCRUTINY - ALL) -


The projected outturn for the 2012/13 Revenue Budget was for a balanced budget. 


In regard to the Housing Revenue Account this was forecasting a balanced budget.


As for Social Services, it still remained early in the financial year and was currently forecasting a balanced budget.  In addition to increased demand for services, the Directorate was working towards achieving its savings target for 2012/13.  The financial information in respect of budgetary pressures on Children and Young People Services, and Adult Services was set out in the report.


This matter was for Executive decision.


RESOLVED - T H A T the position with regard to the Council's 2012/13 Revenue Budget be noted.


Reason for decision


In acknowledgement of progress made to date in regard to the projected outturn for 2012/13.





The report set out at Appendix A the results of a recent tendering exercise in respect of 30 school bus contracts that were due for renewal and to commence from September 2012.  Since the circulation of the report an updated Appendix had been tabled for further consideration.  This reflected changes as a consequence of information provided by the successful tenderers which indicated that due to the number of contracts they had successfully tendered for, they were unable to deliver certain services owing to capacity issues.  In such instances, the contract had been awarded to the next lowest tenderer.


It was noted that 34 operators had submitted tender returns but not all operators tendered for all contracts.  An analysis of the tender submissions had been undertaken applying a weighting in line with the criteria reflecting an emphasis on price (70%) and then quality (30%) (vehicle age and whether the vehicles would be equipped with CCTV systems). 


It was proposed that service P123 Park Crescent to Barry Island Primary School be discontinued due to dwindling passenger numbers based on information supplied by the operator. 


This matter was for Executive decision.




(1)       T H A T the award of contracts for the School Bus Services as set out in the Appendix to the report be approved.


(2)       T H A T the proposed withdrawal of the discretionary service P123 Park Crescent to Barry Island Primary School be approved.


(3)       T H A T in the event of any of the preferred operators for each listed contract decline to accept the contract as offered, the operator offering the next advantageous tender be awarded the contract.


Reasons for decisions


(1)       To ensure ongoing school bus provision from September 2012 which the Council had a statutory obligation to provide.


(2)       To withdraw this fare paying discretionary school bus service due to the lack of passengers.


(3)       To allow the contracts to be awarded to commence September 2012.





The Cabinet was apprised on the results of school inspections for the Spring Term 2012 under the Estyn School Inspection Common Inspection Framework (CIF) which was introduced across all schools in Wales in September 2010.


CIF introduced some significant changes namely:


  • only three Key Questions instead of seven;
  • two new overarching judgements;
  • more specific reference to the need to promote learner wellbeing in parallel with standards;
  • more specific reference for practitioners and school leaders to work with others to secure best practice and school improvement.


The following schools inspected during the Spring Term 2012 were set out below including details of the overall judgements achieved by the same.



Overall Judgement 

Current Performance

Prospects for Improvement

High St Primary School



St David's Church in Wales Primary School (placed in Estyn Follow-up category)



Cogan Primary School



Llangan Primary School




For those schools requiring local authority monitoring, there was an expectation that the local authority works closely with the school to help devise and deliver its improvement plan to improve the school within a specified timeframe which for schools placed in the category of local authority monitoring, was usually one year.  After which time there was an expectation for the local authority to provide evidence to inform Estyn judgements about whether or not they felt that the school had made satisfactory progress against the improvement plan recommendations.  Interim progress report devised by the local authority would be required by Estyn.


St. David's Church in Wales Primary School had been placed in an Estyn follow-up category.  However, a substantive Headteacher was now in place, the post inspection action plan produced and supportive work to address the recommendations had commenced.  Cabinet also noted that a half termly progress report would also be provided to the Cabinet and the Scrutiny Committee (Lifelong Learning). 


This matter was for Executive decision.


RESOLVED - T H A T the contents of the report be noted and that the report be referred to the Scrutiny Committee (Lifelong Learning) in order that it may consider the nature of any follow-up activity required.


Reason for decision


To develop a shared understanding about the outcomes of schools inspections, according to the new arrangements.