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                                                                        Agenda Item No.

 

CABINET

 

Minutes of a meeting held on 1 October 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: Councillor Val Hartrey, Councillor Chris Franks, Councillor Nic Hodges, Councillor Keith Hatton

 

C1830                        MINUTES –

 

RESOLVED – T H A T the minutes of the meeting held on 17th September 2012 be approved as a correct record.

 

 

C1831                        DECLARATIONS OF INTEREST –

 

The following declarations were received and members left the room during consideration of the items shown below.

 

Councillor L.Burnett

Agenda Item 12 -  Christmas Grants 2012 - Elected Member of Penarth Town Council.

Councillr G.John

Agenda Item 12 -  Christmas Grants 2012 - Elected Member of Llantwit Major Town Council ( Councillor G. John remained in the meeting having been granted a dispensation by the standards committee to speak but not vote on matters in relating to Llantwit Major Town Council)

 

Agenda Item15 – Event Deed of Grants 2012 -2015 (Part 3)  - - Elected Member of Llantwit Major Town Council

Councillor S.Egan

Agenda Item 12 -  Christmas Grants 2012 Elected Member of Barry Town Council.

Councillor R Curtis

Agenda Item 12 -  Christmas Grants 2012 - Elected Member of Barry Town Council.

Councillor B Brooks

Agenda Item 12 -  Christmas Grants 2012 - Elected Member of Barry Town Council.

 

 

C1832            STAFF SURVEY 2012 ACTION PLAN (REF) –

 

The Scrutiny Committee Corporate Resources on the 11 of September 2012 considered a report from the Managing Director on the staff survey 2012 Action Plan.  The plan was appended to the report

 

The key issues that arose from the survey were;

 

·                    insufficient access in certain areas of the Council to sufficient information to enable staff to carry out their roles effectively

·                    the need to ensure consistency across the organisation regarding staff opinion on the learning and development opportunities available to them

·                    the need to ensure consistency across the organisation regarding staff experiences of the PDR/TDR process

·                    the view of a large minority who felt they were not adequately consulted about changes in the organisation

·                    the view of a significant minority that they did not feel they received recognition for doing good work.

 

Particular reference was made to the consistently poor response in relation to ‘’staff consulted about changes to work’’. 

 

The Operational Manager (Corporate Policy and Communications) had informed the Scrutiny Committee Members that training courses were being arranged for managers in relation to managing change successfully, commenting further that the holding of team meetings was the obvious way to engage in positive dialogue with staff.

 

The Operational Manager stated that she would submit a progress report on the Survey to the Committee towards the end of the year.

 

Scrutiny recommended the following to Cabinet;

 

(1)       T H A T the Action Plan as appended to the report to address the issues revealed by the recent employee survey be endorsed and the Plan referred to Cabinet for consideration.

 

(2)       T H A T the actions contained within the Plan be incorporated into and monitored in line with existing departmental Service Plans.

 

(3)       T H A T the Operational Manager (Corporate Policy and Communications) submit a progress report prior to the end of 2012.

Cabinet, having considered the recommendations of the Scrutiny Committee (Corporate Resources)

RESOLVED –

(1)       T H A T the Action Plan appended to the report was noted.

 

(2)       Agreed that the actions contained within the Plan were monitored in line with existing departmental Service Plans.

 

(3)               T H A T the Operational Manager (Corporate Policy and Communications) was to submit a further progress report prior to the end of 2012.

 

(4)               That Cabinet would visit and hold business Cabinet meetings at the Councils centres, the Docks offices, Provincial House and Haydock House as well as the Civic Offices on a rotational basis to provide staff with the opportunity to have dialogue with Cabinet members, and that a consultation protocol for engaging with staff that would be reviewed.

 

(5)               Regular meetings with Union representatives would also continue as planned

 

Reasons for Decisions

 

(1&2)  To ensure that appropriate action is taken in response to the views of Council staff.

 

(3)       To inform Members

(4)       To encourage open dialogue with staff and create a Council Protocol for engaging with staff

(5).      To confirm commitment to engage with the unions as previously agreed

 

C1833            CORPORATE ASSET MANAGEMENT PLAN 2012 / 13 (REF) –

 

The Scrutiny Committee (Corporate Resources) on the 11 of September 2012 considered a report from the Managing Director on the Corporate Asset Management Plan (CAMP) 2012 - 2013 

 

The CAMP was prepared to satisfy objectives within the Improvement Plan.  When the last CAMP was produced, the Council was audited by the Wales Audit Office (WAO) and since had reorganised its Directorate structure. This presented an opportunity to reflect on the recommendations of the WAO report and  produce an action plan that would ensure all improvement objectives were met. 

In addressing the committee the Operational Manager – Property addressed the following issues;

·               Access.  -  A budget was allocated to address access issues annually and buildings were being prioritised for improvement. In respect of the Council Chamber, a design proposal was currently being prepared that would  be shared with the Managing Director and the Leader and a new microphone system would be introduced. 

·               Property Condition Surveys. - The Operational Manager explained that condition surveys dated back to pre 2000 and that a rolling programme of condition surveys was now in place.  Whereas previously condition surveys had been undertaken by external consultants, they would now be carried out in-house.

·               Reference was made to the Council’s housing stock. The Operational Manager confirmed that the Housing Business Plan approved by the Council in late 2011 meant that the Welsh Quality Housing Standard would be achieved and that the £80m. investment programme would ensure the delivery of the same.  This was a separate project from the CAMP.

Other issues raised at the scrutiny meeting included the parent and child toilets within the Civic Offices; the Operational Manager confirmed that she would ascertain the position and notify all Members of the Committee

Reference was also made to the work at Cadoxton House.  Members considered that Cadoxton House was an excellent example of good joint delivery of asset management and agreed to undertake a site visit.

 

Scrutiny recommended the following to Cabinet;

 

 

(1)       T H A T the adoption of the new Corporate Asset Management Plan 2012 – 2013 and the appendices contained therein be supported.

 

(2)       T H A T Cabinet be requested to consider the comments of this Committee as indicated above and, if deemed appropriate, amend the Corporate Asset Management Plan accordingly.

 

(3)       T H A T the Corporate Asset Management Plan be referred to Cabinet for consideration.

 

(4)       T H A T the Committee undertake a site visit to Cadoxton House prior to the end of 2012.

 

 

In response to a query the Operational Manager for property, informed Cabinet that, a rolling programme of property condition survey’s had been completed starting in Education and that a survey of all other council properties would be checked on a rolling programme. This was to be carried out in house rather than through external consultants.

Cabinet, having considered the recommendations of the Scrutiny Committee (Corporate Resources)

RESOLVED –

(1)       The adoption of the new Corporate Asset Management Plan 2012 – 2013 and the appendices contained therein be supported.

 

(2)               The plan referred to the Managing Contractor. It was confirmed that Parkwood Leisure have been appointed to manage the Council’s Leisure Centres.

 

(3)               THAT the census figures from 2001 is updated with current published information from the 2011 census.

 

(4)               The visit to Cadoxton House by the committee was noted.

Reasons for Decisions

(1)       To satisfy the following objectives:

 

·                    Objective 7 of the Improvement Objectives 2012/13 to maximise use of our property resources and to assist with satisfying Objective 3 to increase energy efficiency by promoting sustainable practices in our business in order to reduce the Council’s carbon footprint.

·                    Objective H of the previous Corporate Asset Management Plan 2010 to review the Plan on an annual basis.

 

(2 &3) To ensure that the most recent information is contained within the report

 

(4).      To acknowledge the visit of the Committee.

 

C1834            SUMMARY OF BRYN HAFREN Comprehensive School inspection Report: Summer Term 2012  (REF) –

The Scrutiny Committee (Lifelong Learning) on the 10 of September 2012 considered a report from the Managing Director on the Summary Of Bryn Hafren Comprehensive School inspection Report: Summer Term 2012.

 

The report included two appendices that were attached, appendix 1 the new Estyn School Inspection Common Inspection Chamber and appendix 2 a summary of the inspection findings.

 

Bryn Hafren Comprehensive School was inspected during the Summer Term of 2012 and awarded the following grades:

 

·                    Overall performance – adequate

·                    Capacity to improve – good.

 

Whilst the overall judgement contained within the summary illustrated a number of good features within the School’s work, current performance was judged as adequate overall because:

 

·                    Performance at Key Stage 3 was below that of some of the schools over the last five years.

·                    Pupils did not make enough progress in the minority of lessons where teaching did not engage or challenge them fully.

·                    Strategies to develop pupils’ literary skills across the curriculum was not co-ordinated well enough.

·                    The quality of marking varied too much between and within subjects.

 

 The recommendations contained within the inspection report highlighted the need to raise standards, particularly in areas where there was relative under-performance, including English and mathematics at Key Stage 3.

At the meeting the Head of Service - School Improvement explained that 48% of schools in Wales were in “follow-up” under the new inspection framework and commented that it would not take long for the School to be able to evidence satisfactory improvement in line with the All-Wales average 

 

The Head of Service also confirmed that the Committee would be informed of progress on the Post Inspection Action Plan as and when available.

 

Scrutiny recommended the following to Cabinet;

 

RECOMMENDED – T H A T the report be endorsed and referred to Cabinet for consideration on 1st October, 2012.

 

Cabinet, having considered the recommendation from the Scrutiny Committee (Lifelong Learning)

RESOLVED –

THAT above report be noted.and confirmed that the action plan was in place as planned

Reason for Decision

To develop a shared understanding about the outcomes of school inspections and the work of schools in the Authority.

 

C1835            Central South Consortium Joint Education Service(JES) UPDATE (REF) –

The Scrutiny Committee (Lifelong Learning) at its meeting held on 10 September, 2012 considered the above matter.

Members were apprised of current developments in relation to the implementation of the Joint Education Service (JES) for Central South Consortium. 

The Head of Achievement explained that the three Advisory Services of the Vale of Glamorgan, Cardiff and theEducation and School Improvement Service  (ESIS) had effectively been combined to form the new JES and set out how a team of System Leaders would deliver the statutory school improvement functions to approximately 426 schools in the Consortium.

The five members of the Senior System Leader (SSL) team had been established with one SSL being allocated to each Authority who would act as the Authority-facing Link Officer.  That Officer worked closely with the Lead Officer for School Improvement.  As well as delivering the Universal Service of Challenge, Monitor and Intervention (CMI), System Leaders would also deliver a range of case work services. 

Such services would consist of support for, for example, headteacher performance management and senior leader appointments (headteachers and deputy headteachers).  Further details in respect of the roles of SSLs, SLs and others were contained within the report.

Scrutiny recommended the following to Cabinet;

 

RECOMMENDED – T H A T the report be endorsed and referred to Cabinet for consideration on 1st October 2012.

Cabinet having considered the recommendation from the Scrutiny Committee (Lifelong Learning)

RESOLVED –

THAT the report was endorsed

Reason for Decision

The Report provided Members with an opportunity to scrutinise plans and confirm arrangements.

 

C1836            Youth Service Provision Task And Finish Group Progress Report(REF) –

The Scrutiny Committee (Lifelong Learning) on the 10 of September 2012 considered a report from the Managing Director on the Youth Service Provision Task and Finish Group Progress Report. Appended to the report was the action plan that outlined progress made to date against each of the 21 recommendations of the task and finish group. A second appendix  provided further information on the progress made in collaboration with Bridgend County Borough Council

The Task and Finish Group had been tasked with undertaking a comprehensive review of the Vale of Glamorgan Youth Service between October 2011 and April 2012.

Cabinet on 30th May 2012, approved the recommendations of the Task and Finish Group subject to a further progress report being submitted to Cabinet.

 

At the meeting the Principal Youth Service Officer updated Members of progress made against the Youth Service Plan, these were as follows;

 

·               Reference (3) - The expansion of the use of the V-Pod was being undertaken in partnership with Bridgend County Borough Council and most communities within the Vale had been visited.

·               Reference (5)         - Consultation was undertaken with young people at the end of September to enhance the involvement of the Youth Forum in the decision-making process with a view to annual elections being held to elect a Youth Mayor. A report would be made to Scrutiny and Cabinet in due course.

·               Reference (8) -  It was anticipated that a presentation evening recognising Youth Service achievements would be held in March 2013

·               Reference (11 & 12) - A consultation paper had been produced regarding a possible partnership for a joint Youth Service.  The service has already taken views and opinions from bodies such as the Welsh Local Government Association, Welsh Government and Estyn.  Recommendations were expected by the end of September as to which model was suitable following which a further report on this matter would be submitted to the Scruitiny Committee and then to Cabinet.

 

The progress report referred to the development of new moderated social networking sites that were being developed in partnership with Bridgend County Borough Council. 

 

 

Scrutiny recommended the following to Cabinet;

 

(1)       T H A T  the report be endorsed and referred to Cabinet for consideration on 1st October, 2012.

 

(2)       T H A T the consultation document referred to above be forwarded to all Members of the Committee.

Cabinet having considered the recomendation from the Scrutiny Committee (Lifelong Learning)

RESOLVED –

(1 )      THAT the above report be endorsed and the Cabinet member confirmed the action being taken during Local Democracy Week in October.          

Reason for Decision

(1)       Members were made aware of progress being made

 

C1837                        Barry To Dinas Powys Cycleway(REF) -

At the request of Cllr C.J.Williams the Scrutiny Committee Economy and Environment considered the above report at its meeting on the 4 September 2012.

The report highlighted that in 2010 the Council had been successful in securing £30k. from the South East Wales Transport Alliance (SEWTA) to undertake investigative and initial design and costing works of two cycle routes in the south eastern Vale, namely Railway Walk, Penarth and a proposed cycle route between Barry and Dinas Powys.

The routes identified had been investigated by officers from the Council’s then Visible Services Division and two reports identifying preferred routes, issues and outline costings had been prepared.  A copy of the Barry to Dinas Powys report was placed in the Members’ Room for information.  In summary, the report:

 

·                    Identified the preferred off road cycle route between the Biglis / McDonalds roundabout on the eastern side of Barry and the western edge of Dinas Powys at the Southra Park estate

·                    Identified Issues and options associated with the development of the route e.g. land ownership, flooding and the need to span a number of watercourses; and

·                    Provided a cost estimate range of £614,000 to £783,000 (dependent upon preferred route and options) for the completion of the works. 

At the Scrutiny meeting the Director advised that resources for the development of the route network were severely limited and completion would be gradual with design implementation works carried out as and when resources were available.  He also pointed out that there was land ownership issues and funding issues with the next stages in progressing any scheme to be to gain acceptance from SEWTA.

Scrutiny recommended the following to Cabinet;

 

RECOMMENDED – T H A T Cabinet be requested to make the necessary resources available to progress a bid to SEWTA in order that the Barry to Dinas Powys Cycleway project could be included in the Regional Transport Plan five year programme.

Cabinet, having considered the recommendation from the Scrutiny Committee (Economy and Environment)

 

 

RESOLVED –

That the above report was noted and that the scheme would be encompassed within other sustainable transport schemes submitted by the Council for consideration by SEWTA.

Reason for Decision

In order that the Barry to Dinas Powys Cycleway project could be considered alongside other schemes by SEWTA for future funding.

 

C1838            ANNUAL REPORT – SECTION 106 LEGAL AGREEMENTS 2011 – 2012 (REF) –

The Scrutiny Committee (Economy and the Environment) on the 4th  September had considered the above report that had been referred from Cabinet on the 6th July 2012.

At the Scrutiny meeting the section 106 officer advised that in the 12 months between April 2011 and March 2012 a total of 18 planning permissions had been issued which had been subject to Section 106 Legal Agreements.  A list was attached at Appendix A to the report.  Section B provided detailed of the Council’s Section 106 account which currently held £1,524,498.90.

Members were informed that financial contributions secured through the Legal Agreements were to be used to provide or enhance the facilities off sites such as sustainable transport facilities, public open space, community facilities and more. 

When contributions were received consultation was then undertaken with the relevant service areas, the Cabinet Member for Regeneration, Innovation, Planning and Transportation, relevant Cabinet Members and local Ward Members to agree how the contributions could be best spent in accordance with an established Section 106 protocol.

On receipt of the financial obligations the relevant service area would be notified with options for spend considered before consultation was undertaken in accordance with the Council’s protocol. 

 

Scrutiny recommended the following to Cabinet;

 

RECOMMENDED – T H A T Cabinet be requested to ensure that the Directors come forward with proposals as soon as possible in order to reduce the exceptionally large Section 106 Agreements’ outstanding balance waiting for appropriate schemes.

Cabinet, having considered the recommendations from the Scrutiny Committee (Economy and Environment)

 

RESOLVED –

That a further report is presented at a future Cabinet Business meeting outlining a protocol on how the Council can release Section 106 monies. Once completed the report would be forwarded to the Scrutiny Committee (Environment and Economic Regeneration) before coming back to Cabinet

Reason for Decision

In order that schemes approved can be established from the monies received under the Section 106 Agreements.

 

C1839            Outcome Agreement 2010-2013 - Proposed Revisions for 2012/13 (L) (Scrutiny – Corporate Resources)

 

Cabinet received the outcome agreement proposed revisions report for 2012 / 2013.

The agreement was negotiated in 2010 on the premise that the Council and Welsh Government shared common objectives and the agreement would assist in achieving these objectives. 

The report provided details of proposals to amend actions and performance measures, along with comments as to why the proposals had been made.  The council was in its third year of a three year agreement therefore, it was timely to propose some amendments to targets and actions.

An incentive grant of  £1.2 million was paid to the Council by WG annually, upon production of the evidence of progress against each activity / measure.

 

The incentive grant was to be paid on a sliding scale based on the extent to which actions and measures had been achieved and the Council must be able to evidence collaboration in order to secure 100% of the grant.

The agreement set out in appendix A to the report set out the actions and performance targets for three years. A report on the actions and measures for 2010-11 achieved 100% of the incentive grant (£1.2 million).

At its meeting on 17 September 2012, Cabinet received a report on achievement of the agreement for 2011/12. Confirmation from the Welsh Government on the payment for 2011/12 was awaited.

This was a matter for Executive decision.

RESOLVED –

(1)                           That the proposed changes to the Agreement were agreed.

 

(2)                           That the report be forwarded to the Minister for Local Government for negotiation on the proposed changes.

Reasons for Decisions

(1)                                 In order to take into account changes in the ability of the council to achieve the targets.

 

(2)                                 In order for the proposals to be adopted.

 

C1840            Christmas Grants 2012 (L) ( Scrutiny – Corporate resources)

 

The views of Cabinet were sought on the award of Christmas grants for 2012.

In previous years Town / Community Councils had been requested to submit suitable "Christmas feature" projects for CASH funding, and pensioner and similar organisations had been invited to apply for financial assistance towards provision of a Christmas lunch for their members. (Cabinet minute 1458 05.10.11 refers).

In respect of Christmas CASH, the sum made available to Town / Community Council last year was £450. The total cost of this grant was £11,700 per annum.

In respect of pensioner and similar organisations Christmas lunches, the sum made available last year was £4 per capita. The total cost of this grant was approximately £9,000 per annum.

It was proposed that both the grants outlined above were maintained at the same level as last year.

It was noted that the responsibility for approving the allocation of CASH grants had been delegated to the Director of Resources in consultation with the relevant Cabinet Member.

This was a matter for Executive decision.

 

This item was taken in stages due to the declarations of interests that were declared, resolution 2 was taken first

RESOLVED –

(1).      THAT the per capita sum be made available to pensioner and similar organisations for Christmas Lunches 2012 be maintained at £4.

 

(2)               THAT the sum to be made available to Llantwit Major Town Council for Christmas CASH funding 2012 be maintained at £450. Councillor G. John remained in the meeting having been granted a dispensation by the standards committee to speak but not vote on matters in relating to Llantwit Major Town Council.

 

Councillor L Burnett declared her interest in this item as an elected member of Penarth Town Council and left the room

 

(3)               THAT the sum to be made available to Penarth Town Council for Christmas CASH funding 2012 be maintained at £450.

 

Councillor Bronwen Brooks, Councillor Stuart Egan, Councillor Rob Curtis and Councillor Stuart Egan Declared an intrest in this item as elected member’s of Barry Town Council and left the room

 

(4)               THAT the sum to be made available to Barry Town Council for Christmas CASH funding 2012 be maintained at £450.

 

Reasons for Decisions

(1,2,3,4)                To award grants in accordance with the approved scheme.

 

C1841            Proposals for St Cyres Comprehensive, Dinas Powys site and adjacent grazing land site (cs) (scrutiny – corporate resources) -

 

Approval was sought to declare the former St Cyres Comprehensive, Dinas Powys site and adjacent grazing land site surplus and to undertake consultation to evaluate potential future uses of the site.

St Cyres Comprehensive School had occupied two separate sites, in Penarth and Dinas Powys for a number of years, the Dinas Powys site accommodating younger children before they transferred to the Penarth site.

There were three buildings on site including the former caretaker's house measuring a total of approximately 2,500m2 on a site of 7.51 hectares. The buildings provided a range of facilities required for secondary education.

In July 2011, due to a declining number of pupils on roll. St Cyres Comprehensive School confirmed that from September 2012 the Dinas Powys site would no longer be required. Parents were informed that from September 2012 all children would be accommodated on the Penarth site of the school.

In March 2012 the St Cyres Comprehensive School Governing Body published a statutory notice to change category from Foundation status to Community status The Welsh Government approved the change of status that took effect from the 24 July 2012. The change of status had transferred both school sites into the ownership of the Local Authority from this date.

The adjacent grazing land site (measuring 4.9 hectares) was also under the remit of the Learning and Skills Directorate. The site had been occupied by the Dinas Powys Pony Club under a Grazing Tenancy that expired on 31 December 2000 and had not been renewed.

The report outlined that the school buildings had been boarded up at a cost of of approximately £22,000 to prevent unauthorised access and that the electricity and gas services had been disconnected. The buildings had been secured but there was still a risk from break-ins, vandalism and anti-social behaviour

To date, the school building and caretaker's house had suffered three break-ins and regular inspections were being carried out to ensure that future break-ins were attended as quickly as possible.

The site was no longer required by the Learning and Skills Directorate to meet the educational needs of the area and a decision was required to determine the future use of the site. Following contact with the Corporate Asset Management Group no service had a current interest in utilising any part of the site or its buildings, although several external bodies had expressed an interest in the site and buildings.

The external envelope of the building was currently in an acceptable condition however if left vacant the building condition would deteriorate, resulting in damage to the building structure.

The recommendation was therefore to enter into a Vale wide consultation process for six weeks to allow all groups and residents the opportunity to put forward proposals for future uses of the site and buildings. All proposals would be considered and the outcome reported to Corporate Resources Scrutiny Committee to provide recommendations to Cabinet on the preferred way forward for the site.

In addition the Welsh Government had confirmed that as the St Cyres Comprehensive Dinas Powys site was no longer required for educational purposes the site was not classified as school playing fields.

This was a matter for Executive decision.

RESOLVED –

1.         That the former school site and adjacent grazing land site be declared surplus to requirements.

 

2.         That the consultation regarding future uses for the site is undertaken, and the outcome of the consultation be reported to Corporate Resources Scrutiny Committee to provide recommendations to Cabinet.

 

3.         That the report be forwarded to Corporate Resources Scrutiny Committee.

 

Reasons for Decisions

(1&2). To allow future uses for the vacant school site to be considered.

 

3.         To allow Corporate Resources Scrutiny Committee to consider the proposal contained in this report regarding the consultation process.

 

C1842            Annual Report of the Director of Social Services 2011/2012 - Challenge Version (As & cs) (scrutiny – social care and health) -

 

Cabinet received the challenge version of the Director of Social Services Annual Report 2011/2012

The report was to inform members at an early stage in order to enable them to contribute to the challenge process and agree in principle the future priorities for this service.

As part of his statutory duties, the Director of Social Services was required by the Welsh Government to produce an annual report on the effectiveness of social care services in the Vale of Glamorgan. This provided an opportunity for the Director to provide people in the Vale with a rounded picture of social services - based on evidence such as what users and carers say, key performance indicators, and measurements of progress against the overall goals of the Council.

Included in the Director’s report this year, was an assessment of how well social services had performed in different service areas and priority objectives for improvement in 2012/13. This information was provided by each Head of Service.

The reports were written for a wide range of people, including service users and carers but also Elected Members, the Council's own staff, and the range of partners and providers who helped deliver services.  It was used by the Care and Social Services Inspectorate for Wales, (CSSIW) to guide their inspection programme in the Vale of Glamorgan. 

A challenge version of the Director's report was attached at Appendix 1 and of the three reports by the Heads of Service at Appendix 2.  Circulating challenge versions was intended to allow key stakeholders an opportunity to comment and make observations before the report is finalised, ensuring that it accurately reflects the position of social services.  To support this 'check and challenge' process, the Social Services Improvement Agency (SSIA) has produced a document 'Tips for Challengers', which is attached at Appendix 3.

As part of the challenge process, the report was presented to the Social Care and Health Scrutiny Committee on the 3rd of September 2012.  This was regarded as a key milestone in finalising the report because of the role which the Committee had in providing consistent oversight and monitoring of social services. 

The report would be finalised in October, presented to Cabinet and circulated widely.  The priority objectives contained in the reports will be delivered within the context of the Social Services Budget Programme, as agreed by Cabinet on 30th July, 2012.

This was a matter for Executive decision.

RESOLVED –

(1).      THAT the Director's Annual Report for 2011/2012 - Challenge Version be noted.

 

(2)               THAT where it considered appropriate, members would contribute to proposals for changes to the Annual Report as part of the challenge process.

Reasons for Decisions

(1&2).    To provide Members with an opportunity to contribute to the challenge process for the Director's Annual Report 2011/2012.

 

 

C1843            Event Deed for Grants 2012 - 2015 (Part 3) (LPCSD) (Scrutiny – Corporate resources) -

 

A previous report "Event Deed of Grants 2012 - 2015" was presented to Cabinet on 11th June 2012 and further to discussion the following  recommendation was made:

"That a further report detailing all relevant financial information on those organisations detailed in the report, including a review of funding streams available to the same, be presented to Cabinet".  Ref: Minute number C1738.

 

The purpose of this report was to provide information on the potential use of the Devolved Event Grant Fund for the current Year.

 

The report highlighted that the Devolved Events Grants Budget had previously supported a number of events from 2009 – 2012, these were outlined in the report along with the Councils financial contribution to each event.

 

 

This was a matter for Executive decision.

RESOLVED –

(1).         THAT the event grants for the period 2012 - 13 as set out below was agreed.

 

·               Cowbridge Food Festival - amount £2,000

·               BarryIslandFirework Fiesta  - amount £3,000

·               Penarth Firework Fiesta  - amount £1,500

·               Llantwit Major Firework Event  - amount £1,500

·               Cowbridge Reindeer Parade -  amount £3,000

·               St Athan Christmas Lights Event  - amount £2,000

·               Llantwit Major Christmas Lights Event  - amount £2,000

·               High Street Christmas Events amount  - £2,000

 

 

(2)                      THAT a further report  on the Events Deed of Grant’s is brought to a future Cabinet meeting that should set out in full all aspects of the event including detail on the following;

 

 

o             The full cost of the event

o             Confirmation of all sponsorship or funders to the event including Town and Community Councils

o             The actual cost of the services in kind to such events.

o             The Purpose of event.

o             How the Council is recognised for sponsoring the Event.

o             Exit strategies for funding.

 

(3)       That the Council would be expect to be recognised by the event organisers as sponsoring the event.

Reason for Decision

(1)                      To award the suggested events grants for the period 2012 - 13 only.

 

(2&3).     To ensure that the Council is receiving best value for money and    recognition for contributions to events.

 

Before the cabinet excluded the public for the following Part II items the Leader made it clear that all the Part II items had been the subject of previous Part 1 reports one being the previous item.

C1844            Future Procurement of Organic Waste Treatment Post 2015 in Partnership with the City of Cardiff Council (EVS) (Scrutiny - Economy and Environment)

 

Cabinet received the above report outlining the current position of the ongoing discussions between officers of this Council and Cardiff Council, in respect to the viability of a joint project for the future treatment of organic waste for the period 2016-2030.

The treatment of the Council's organic (kitchen food and green garden) waste had for the last 2 years been via contract with Cowbridge Compost Ltd, of Llwynhelig, Cowbridge. The company was the preferred bidder in the re-procurement  process for the treatment of these wastes from 2012 to 2015, with a possible extension to 2016. 

The treatment method used by Cowbridge Composting Ltd. is 'In Vessel ' composting (IVC), which whilst presently acceptable to Welsh Government (WG), did not comply with their preferred strategy of Anaerobic Digestion (AD). 

In addition The Environment Agency determined that the Council was currently not even able to give away the compost produced by our current arrangements due to the failure of the material to meet the stringent quality standards for compost.  The provider was working to improve this standard but there was no guarantee that this would be successful.

The method posed a risk to the Council should WG decide to support only waste treated via AD. This could mean that AD treated compost became the only accepted method for meeting Local Authority statutory recycling targets. 

A further concern was that even if IVC was acceptable, failure to reach 'end of waste quality protocols' (PAS100 accreditation) might result in IVC compost being unacceptable to WG. 

Of the 22 Local Authorities in Wales, 18 were already part of 7 focused AD procurement hubs, the other 4; that included the Vale of Glamorgan, Ynys Mon, Monmouthshire and Wrexham had separate alternative measures in place, such as IVC, to treat their organic wastes. 

The Council’s specialist waste management officers had been in discussion with their counterparts from Cardiff Council on this matter for some time. Officers advised Cardiff of an interest to work with them on this project subject to it being in the interests of residents and any decision on a formal partnership being ultimately taken by the Council’s Executive.

In addition Cardiff Council had already progressed the procurement via the initial expression of interest stage and had obtained completed pre-qualification questionnaires (PQQ) for an organic treatment facility. 

Cardiff Council was looking to formalise a possible partnership with the Vale of Glamorgan.  They required confirmation of this Council's willingness to progress in this manner urgently in order for them to commence the detailed solution procurement stage that had been scheduled for 3rd October 2012.

The report sought to advise Members of concerns with the current treatment technology, and vulnerability with regards to future grant funding and the fact that most other Council were involved in regional 'HUB' arrangements based on WG's preferred future technology.

Given WG's stated preference for AD technology, their plans that only wastes that meet 'end use quality protocols' would be allowed to be included within the statutory recycling targets, (whilst not explicit within WG guidance), posed a risk to this Council in that its current form of treatment (IVC) would be unacceptable. 

Although WG’s stance on organic waste treatment was for AD, this did not currently restrict Welsh Local Authorities contracting with alternative technologies such as IVC. 

The only current proviso was that the treatment chosen must meet a Council's local requirements.  It should however be noted that the WG grant aid for 'gate fee' was only available to Local Authorities pursuing AD technology for the treatment of their organic waste.

In order to fully report the Financial implications it would be necessary for the Council’s waste officers to prepare a business case for joining the procurement. 

This was actioned using Cardiff Council's existing Financial Advisors, Grant Thornton, who provided our officers with the support they needed to fully analyse the business case for it to be proposed for consideration by Cabinet.  The cost of preparing this business case was circa £5k and was met from within existing Waste Management and Cleansing Revenue budgets.

Central to the development of the business case was the assumption that WG would provide financial support of 15% of the Net Present Value of the total gate fee cash-flows on completion of a business case review by Cardiff Council, with updated tonnage and cost projections for the overall Partnership Project

Given that it was a condition of WG's Sustainable Waste Management Grant (SWMG) the Council must comply with all applicable laws or regulations or official directives, whether derived from domestic, EU or international law, there was the possibility that future quality standard protocols for compost (PAS 100 and 110) may result in WG excluding non compliant IVC facilities such as our current contractor from SWMG expenditure.

This was a matter for Executive decision.

RESOLVED –

(1)                      That the potential arrangements to work in partnership with Cardiff Council on the project, to secure a sustainable, long term organic waste treatment solution was noted.

 

(2)                      That a further more detailed report on this matter that included the Outline Business Case (OBC), for this partnership project be submitted to Cabinet.

Reasons for Decisions

(1)                      To openly review the potential merits of a partnership with another local authority for the future treatment of its organic waste.

 

(2)                      To have full access to the relevant financial data from both authorities to allow proper consideration of the business case and to agree, or otherwise the partnership arrangement, whilst also permitting use of the necessary disclosure controls to protect sensitive data from another authority.

 

Before the Cabinet excluded the public from the following Part II items the Leader made it clear that all the part II items had been the subject of previous Part 1 reports one, being the previous item

 

C1845                        EXCLUSION OF PRESS AND PUBLIC -

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 item of business on the grounds that it involves 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.

 

C1846   Future Procurement of Organic Waste Treatment Post 2015 in Partnership with the City of Cardiff Council (EVS) (EXEMPT INFORMATION – PARAGRAPH 14)(SCRUTINY- Economy and Environment.)

 

Approval was sought for Cabinet to agree an initial 'business case' for working in partnership with Cardiff Council to procure and fund organic treatment capacity between 2016 to 2030, in accordance with the Welsh Government's (WG) preferred organic treatment method of Anaerobic Digestion (AD).

Consideration was given to the Final Draft ‘Outline Business Case’  as appended to the report and to the estimated cost of the joint procurement exercise with Cardiff Council.

Cabinet had already considered the Council's existing 'In Vessel' (IVC) organic (kitchen food and green garden waste) treatment arrangements and the possible risks associated with continuing to use the method of treatment in the future.  Cabinet had also been advised of the officer discussions with Cardiff Council in respect to a possible joint procurement of longer term Anaerobic Digestion (AD) treatment.

·               Whilst Cabinet was being asked within this report to approve the Outline Business Case as advised above, it was also necessary for Cabinet to delegate authority to commit to the partnership and sign up to a formal Inter Authority Agreement (IAA). 

 

This was a matter for Executive decision, however the standard budget setting process is a matter for Council

 

RESOLVED –

(1)                      THAT the Final Draft 'Outline Business Case' (OBC) described in this report and attached at Appendix 1, for an Organic Waste Treatment Solution, initially predicated by Cardiff Council, upon a technology neutral assumption to be submitted to WG and be approved.

 

(2)                      THAT the level of financial support required to meet the affordability envelope as detailed in the OBC for the (organic waste treatment) procurement be noted and proposals for the provision of the same through the standard budget setting processes agreed.

 

(3)                      THAT the urgency procedure under Article 13.09 of the Council Constitution to enable agreement of the affordability envelope defined in Appendix 1 and paragraph 11, committing funding for an appropriate solution up to the maximum limit quantified, the actual budget requirement to be confirmed in the Final Business Case, though the maximum additional increase in the base budget in 2016/17 would be circa £250k.

 

(4)                      THAT delegated authority be granted to the Managing Director in consultation with the Director of Visible Services and Housing, the Leader and the Cabinet Member for Environment and Visible Services, to agree the Inter-Authority Agreement (IAA) proposed between Cardiff and the Vale.

 

Reasons for Decisions

(1)                     To enable the Vale of Glamorgan Council to initially enter into a formal joint procurement arrangement for the treatment of biodegradable wastes for the period 2015 to 2030.

 

(2)                     To ensure that future budgets are amended to reflect any increased financial demands of the new arrangements.

 

(3)                     To enable the joint procurement process to proceed during October 2012 with an agreed affordability envelope.

 

(4)                     To permit prompt agreement of the Inter-Authority Agreement between this Council and Cardiff Council on this project.

 

C1847            Penarth Learning Community Stage 2 Tender Acceptance (CS) (EXEMPT INFORMATION – PARAGRAPH 14)(Scrutiny – CORPORATE RESOURCES)

 

Approval was sought  to accept  the contract value for the delivery of Penarth Learning Community

Cabinet at its meeting of 20 July 2011 (Minute No. C1399) was informed of the Welsh Government's continued support of the Penarth Learning Community project.

At further meetings;

·               Cabinet on the 19th  October 2011 (Minute No. C1470) was updated on the 21st Century Schools Programme and the position with Penarth Learning Community

·               On the 29th  February 2012 (Minute No. C1638) Cabinet was advised of the outcome of the Statutory Notice to establish the new Special Educational Needs (SEN) school at Penarth Learning Community.

·               Cabinet at its meeting of 18th  April 2012 (Minute No. C1717) approved the selection of Leadbitter Group as the preferred contractor for the delivery of Penarth Learning Community.

·               Cabinet at its meeting of 18 April 2012 (Minute No. C1717) approved the selection of Leadbitter Group as the preferred contractor for the delivery of Penarth Learning Community.

The Council was required to comply with the Official Journal or the European Union in appointing a contractor to deliver Penarth Learning Community.

This was carried out by utilising the SWESCAP (South East Wales Schools Capital Programme) Framework that was tendered in March 2011. The framework was a collaboration of 10 South East Wales authorities that was managed by Rhondda Cynon Taf on behalf of the other authorities

On 14th September 2012 Leadbitter Group submitted a fixed tender price for delivering the Penarth Learning Community project. This tender price was for the provision of the whole of the works, including all matters which were at the contractor's risk.

This was a matter for Executive decision.

RESOLVED –

THAT the preferred contractor Leadbitter Group be awarded the contract to deliver Penarth Learning Community at the agreed contract value.

Reason for Decision

To approve the contract value for the delivery of the Penarth Learning Community.

 

C1848            Progress Report for Oakfield Primary School (EXEMPT INFORMATION – PARAGRAPH 12 and 13)(REF) –

 

The Scrutiny Committee Lifelong Learning had on the 10th  of September 2012, considered a progress report for Oakfield Primary School from the Managing Director. When Members had been notified of the good progress that was being made at the School in relation to the Post Inspection Action Plan (PIAP)

 

Whilst matters contained within the report remained to be addressed, the Head of Achievement gave a verbal update at that committee of the statistics that showed improved performance.  The Head of Strategic Planning and Performance also updated Members in relation to pupil numbers at the School that had been referred to at the previous meeting (Minute No. 71). 

 

Scrutiny recommended the following to Cabinet;

 

RECOMMENDED –

 

(1)       T H A T the progress to date be recognised.

 

(2)       T H A T a letter recognising the hard work which had been undertaken be sent to the Chairman of the Governing Body.

 

(3)       T H A T the report be forwarded to Cabinet for consideration.

Cabinet, having considered the recommendations of the Scrutiny Committee (Lifelong Learning)

RESOLVED –

(1)       T H A T the progress to date be noted.

 

(2)       T H A T Cabinet write a letter recognising the hard work which had been undertaken during the last 18 Months be sent to the Chairman of the Governing Body and the Head Teacher of the School.

Reasons for Decision(s)

(1&2). That Members are kept fully informed on the progress to date and the efforts of the Governing Body recognised.

 

 

C1849            MATTERS WHICH THE CHAIRMAN HAD DECIDED WERE URGENT

 

 

 

 

 

 

 

 

 

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