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Agenda Item No.

 

CABINET

 

Minutes of a meeting held on 8 April, 2013.

 

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

 

Apologies: Councillor R. Curtis.

 

Also present: Councillor(s) K. Hatton, V.Hartrey.

 

C1278                        MINUTES –

 

RESOLVED – T H A T the minutes of the meeting held on 18 March, 2013 be approved as a correct record.

 

C1279                        DECLARATIONS OF INTEREST –

 

The following declaration was received:

 

Director of Visible Services and Housing

Agenda Item 6 – Colcot Sports Centre – Reference from Scrutiny Committee (Economy and Environment) - 12 March 2013

 

Reason for declaration -

 

His partner runs the Cylch Bethesda playgroup which was currently based at the Colcot Sports Centre

 

 

 

C1280                        AUDITOR GENERAL FOR WALES: IMPROVEMENT ASSESSMENT AUDIT LETTER (REF) -

 

The Audit Committee on 25 February, 2013 considered the above report.

 

Committee were advised of the results of the audit and assessment work by the Auditor General for Wales (AGW) in relation to whether the Council had discharged its duties and met the requirements of the Local Government (Wales) Measure 2009 (“the Measure”).

 

The AGW had a duty under the Measure to undertake and report upon his audit and assessment work in relation to whether the Vale of Glamorgan Council (the Council) had discharged its duties and met the requirements of the Measure.

 

Specifically, this included the AGW’s views on:

 

·                     whether the Council had discharged its statutory duties in respect of improvement reporting

·                     the Council’s arrangements to undertake effective self evaluation

·                     further proposals for improvement and / or recommendations.

 

The AGW’s letter was attached at Appendix A to the report.  Matters of note included:

 

·                     The Council had discharged its improvement reporting duties under the Measure.  There was scope for the Council to act more in accordance with Welsh Government guidance by:

-               Explaining more fully on how the Council had evaluated its performance e.g. peer reviews ,scrutiny assessment or benchmarking

-               Performance indicators were the prime measure of achievement used in the Plan, however other methods used and developed by the Council should be utilised in the future to present a fuller picture of service quality and of users’ experiences.

-               The Council should include assessment of performance against other comparable bodies.

-               Reporting on collaboration should also include details of whether a collaborative activity had achieved its intended outcome and whether collaboration supported the achievement of improvement objectives.

·                     The Council was improving its performance reporting arrangements by developing outcome-focused measures but the information available for 2011/12 meant the Plan could not provide a complete picture of performance and there was scope to make the Plan more readily accessible.

·                     No proposals for improvement were being made in the letter however the AGW would continue to monitor and report on the progress made by the Council in implementing the proposals set out in previous reports and letters.

 

RECOMMENDED – T H A T the results of the Improvement Assessment and Audit be noted and that the contents of the Auditor General’s letter be referred to Cabinet for noting and action, where necessary.

 

Reason for recommendation

 

To keep the Audit Committee apprised and to provide for scrutiny and review of the Auditor General’s letter.”

 

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Cabinet having considered the recommendation of the Audit Committee

 

RESOLVED – T H A T the results of the Improvement Assessment and Audit, together with the contents of the Auditor Generals letter be noted and that the necessary action will be taken.

 

Reason for decision

 

To acknowledge the contents of the Auditor General’s letter.

 

 

C1281            LEISURE CENTRE PARTNERSHIP PROJECT (REF) –

 

The Scrutiny Committee (Economy and Environment) on 12 March, 2013 considered the above report of the Director of Development Services.

 

The report provided the Committee with an update on the progress of the Leisure Management Partnership Contract with Parkwood Community Leisure.  The Chairman advised that prior to the meeting, on 22nd February 2013, Members of the Committee together with the Cabinet Member and Chairman of Corporate Resources had undertaken site visits to Barry, Cowbridge, Llantwit Major and Penarth Leisure Centres in order to witness the work that had been undertaken and the ongoing work at the premises.  As a result of the visit the Operational Manager advised that a request had been made for the Committee to receive details of recent energy saving initiatives that had been introduced into the Centres and this information was attached at Appendix A to the report.

 

The report  further outlined that the tender submitted by Parkwood Community Leisure fully complied with the requirements detailed in the Invitation to Tender documentation and as a result several major initiatives had been introduced during the first seven months of the partnership. These included a major investment of £1,000,000 in Barry and Penarth Leisure Centres, funded by the Council, which was available to all potential partners on the proviso that the overall contract price would benefit in excess of £1,000,000 during the ten initial years of the partnership.  Parkwood Community Leisure had used this money to create new fitness suites in both Barry and Penarth, the creation of a new exercise studio in Penarth and significant work on the development of a café in the foyer of Barry Leisure Centre (due to open in April 2013).

 

In addition, Parkwood Community Leisure had also provided new gym equipment and created a new catering service in Penarth.  The catering area was not included in the contract submission but had been provided as an additional facility.

 

Work had also been completed on a new fitness suite for Llantwit Major Leisure Centre which had been funded by the Council, again on a payback principle, which had been detailed in the completed contract documentation.

 

The £2,000,000 allocated by the Council to address issues associated with the condition surveys commissioned as part of the contract process had been partly spent on items such as roof repairs and electrical works.  Discussions were currently ongoing between Parkwood Community Leisure and Council officers on how the remainder of this allocation would be spent. 

 

Other significant initiatives introduced by Parkwood Community Leisure since the commencement of the partnership agreement included a new fitness class timetable at all sites, with more classes now being offered than previously, the introduction of (Sway) dance classes for children and young people, significant investment from Parkwood on new spin bikes, a refreshed learn to swim programme and new branding initiatives such as Café Vita and "Expressions" health and fitness.

 

The Operational Manager advised that as a result of the above usage of the  Centres was increasing at significant rates and more staff were employed by Parkwood Community Leisure, in the Vale of Glamorgan, than the Council employed at the point of transfer. Complaints had also been low, with possibly the greatest difficulty being experienced with pitch bookings, which were a late variation to the contract.

 

The Chairman and Committee Members took the opportunity to thank the Operational Manager and Democratic Scrutiny Officer for the arrangements made for the site visits which they had found extremely helpful and useful and which had given an excellent insight into the partnership with Parkwood.

 

In addition the Operational Manager advised that it was important to note that the Barry and Penarth Leisure Centres were the two busiest Centres that Parkwood operated.  The Chairman stated that the report was positive and that Parkwood had made great strides with the refurbishments that were being undertaken.   However, whilst undertaking the site visits Members had become aware of recharging issues within the Council but, as the matter was not within this Scrutiny Committee’s remit, the Chairman suggested that he discuss the matter with the Chairman of Corporate Resources.

 

Following consideration of the report, it was

 

RECOMMENDED –

 

(1)       T H A T the Chairman, with the approval of the Scrutiny Committee, be requested to discuss the issue of Council recharges with the Chairman of the Corporate Resources Scrutiny Committee.

 

(2)       T H A T the report be referred to Cabinet for information in view of the good progress that was being made at the Centres.

 

Reasons for recommendations

 

(1)       In order for the Council to consider a way forward to progress any recharge issues.

 

(2)          The Committee considered that the report provided a good update on the partnership with Parkwood and that the Cabinet should be informed accordingly of the progress to date.”

           

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

 

RESOLVED –  T H A T the contents of the report be noted.

 

Reason for decision

 

To note the progress update on the partnership with Parkwood Leisure.

 

 

C1282            COLCOT SPORTS CENTRE OPTIONS APPRAISAL (REF) -

 

The Scrutiny Committee (Economy and Environment) on 12 March, 2013 considered the above report of the Director of Visible Services and Housing.

 

Prior to consideration of this item the Director of Visible Services and Housing left the room and took no part in any discussions that took place.

 

The report was presented to the Committee for consideration and following a recent site visit at the premises on 22nd February  2013 by members of the Committee, the Chairman of Corporate Resources and the Cabinet Member for Leisure, Parks, Culture and Sport Development.

 

The Chairman informed the Committee that he had agreed to a request by Mr. T. Williams of the Vale of Glamorgan Football league to speak on the matter and subsequently invited Mr. Williams to make his representations.

 

In commencing with his representations, in the first instance, Mr Williams with the permission of the Committee, read out a letter that he had been handed by a local resident, Mr. J. Hardman, who had been involved in the Colcot Centre for some time.  The letter referred to a meeting with the local Assembly Member who had stated that the Centre was a good centre and should receive assistance.  However, the letter advised that investments to date at the Centre had in the main been to “patch and mend” the facility.  There were currently 96 football teams using the facility and both the Referee Society and a local Boxing Club met there on a regular basis.  From both Mr. Williams and Mr. Hardman’s point of view the Sports Centre was a local necessity and an excellent facility for the community and had many advantages for all in particular for health reasons.  The facilities were well used but required refurbishment.  The fabric of the building in particular the lack of toilet and changing room facilities which were inadequate and in disparate need of an upgrade.  In his address Mr. Williams drew Members’ attention to the 300 houses proposed at White Farm and the future implications for facilities for young people and also raised the following concerns in relation to the report :-

 

1.            Why is the Council agreeing to a 12 month lease with the playgroup when the premises “is a sports centre and Alexandra Gardens seems to be coming on line.”?

2.            The report stated that a building condition survey had indicated a need for repairs in the region of £450k.  This could be much better utilised by building an extension and to date little evidence of any spend could be seen as the building was in much need of refurbishment.

3.            In referring to the need to develop 3G pitches Mr. Williams advised that these could cost approximately £300,000 per pitch and he could not imagine the Vale affording such a facility. Drainage issues on the fields also needed to be addressed. 

 

The Chairman thanked Mr. Williams for his contribution and for providing the Committee with the details of Mr. Hardman’s letter, advising that the Committee would take note of the representations when considering the report.

 

As the Director of Visible Services and Housing had declared an interest in the item, the Operational Manager for Parks and Grounds Maintenance presented the report to the Scrutiny Committee noting that any recommendations were for Cabinet approval and or decision. 

 

The report referred to the fact that the Colcot Sports Centre had once been a thriving vibrant facility but that due to changes in public use, reductions in funding and the recent transfer of a number of buildings and other assets to Parkwood, it was now used primarily as a changing pavilion for local football teams.  The sports hall was occupied by Cylch Bethesda Playgroup during the week and Wendy Summerell’s School of Dance in the evenings and weekends under a short term licence. 

 

The Operational Manager informed Members that prior to May 2012 it had become clear that a number of the centre’s users and an element of the local community had become concerned about the centre’s future and a local “Save Colcot Sports Centre Campaign” had been launched.  In order to reassure the Community and users of the Council’s commitment to the facility and to obtain some broad ideas for the centre’s long term future, an Options Appraisal Study had been arranged during 2012.  Funding for the appraisal had been made available from the Barry Regeneration Partnership Project Fund and had involved stakeholders with Butlins Consulting having undertaken the work.  A copy of the final report was attached at Appendix D to the report. 

 

Paragraphs 8-15 of the report provided a précis of the details contained within the Executive Summary with Members being informed that the report looked at the context of the facility and indicated a number of issues with regard to its future use.  The appraisal advised that whilst the overall strategic position was excellent and the facility worked well, the centre itself was not in the best location, was too far from schools, was not adjacent to the grass pitches it served and not in the heart of any particular community.  It was also evident that any future investment decisions should be considered in the context of a changing environment and priorities and should be part of a much wider vision addressing the needs of the area in order to secure optimum value for money and the greatest long term amenity. 

 

The Operational Manager also advised that although the options appraisal had made a number of suggestions, these were aspirational as funding was not available.  He referred to one of the recommendations contained within the report being that a feasibility study be set up involving key stakeholders to develop the most suitable proposals for the medium and long term users of the facility.  Local Members at Committee considered that it was essential to engage with the community in a proactive way to consider their views on what was required and that football usage should also be part of the study.  A Local Member also stated that, in his view, one of the problems in the past had been that the Council had not maintained the properties as they should have been and hence the state of disrepair that the sports centre now found itself in. The facility had in previous years offered a number of recreational activities e.g. tennis, volley ball, football amongst others and was a focus for the community.  The fact that a 40 year old boiler remained in the facility was proof enough to the local Member that the maintenance issues had not been addressed.  He further stated that the Assembly Member had worked hard in supporting the local group and their initiatives, having met with them in March 2011 regarding the facility.  The Local Member also stated that in his opinion there had been no need for an options appraisal as the local community were fully aware of what they needed, although he could conclude that the appraisal had come up with some suggestions.  There were a number of willing volunteers in the area who wished to see the sports centre improved and he felt that consideration should be given to encouraging the volunteers together with identifying other ways of attracting funding. 

 

In response to a query on whether the drainage issues at the sports centre were a unique problem, Members were informed that the Buttrills playing field had always had issues with drainage and in light of the recent inclement weather, these had been exacerbated.  The Operational Manager referred to the department commissioning a study on the future viability of all of the Council’s football pitches in relation to drainage with recommendations to be considered in due course for improvement.

 

In response to a further query as to whether the building lent itself to modernising, the Operational Manager advised that the report indicated that the building was sound. 

 

In conclusion Members considered it important that consultation was undertaken with the local community and that the Council should be clear as to what it required from the feasibility study.  The Chairman was of the view that the terms of reference of the feasibility study should be agreed by the Cabinet and that the Committee should receive a progress report in 12 months on the issue.

 

The Committee, having fully considered the representations made at the meeting, the views of Members and the contents of the report subsequently,

 

RECOMMENDED –

 

(1)       T H A T Cabinet be requested to submit a bid to the Barry Regeneration Partnership Project Development Fund for £20k. in 2013/14 for a feasibility study to identify a range of possible future uses for the centre in consultation with the local community and that Cabinet agree the Terms of Reference of the study.

 

 (2)      T H A T Cabinet be requested to consider that on conclusion of the feasibility study (1) above, a steering group be set up involving key stakeholders to develop the most suitable proposals for the medium and long term users of the facility.

 

(3)       T H A T Cabinet be requested to consider authorising the Director of Visible Services and Housing to undertake basic improvement works to the centre building during 2013/14 to increase standards for existing users and to protect the building from weather damage (as outlined in paragraph 23 of the report).

 

(4)       T H A T Cabinet be requested to consider that the Head of Legal Services and the Director of Development Services negotiate 12 month extension leases with Cylch Bethesda Playgroup and Wendy Summerell’s School of Dance.

 

(5)       T H A T Cabinet be requested to consider that the Head of Legal Services be authorised to execute the new leases on behalf of the Council and register the same.

 

(6)       T H A T a progress report on the Colcot Sports Centre be presented to the Scrutiny Committee in 12 months from the date of this meeting.

 

Reasons for recommendations

 

(1)       To improvement current facilities for the users and to protect the building from further weather damage and to agree a Terms of Reference for the study.

 

(2)       To develop appropriate options for future use in the medium and long term.

 

(3)       To provide the necessary funding to undertake a feasibility study into the possible future uses for the facility, taking into account the community’s aspirations.

 

(4)       To support the work of the Cylch Bethesda Playgroup and Wendy Summerell’s School of Dance.

 

(5)       To secure the completion of the new leases.

 

(6)       To provide the Scrutiny Committee with a progress update.

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

 

RESOLVED –

 

(1)       T H A T  recommendations 1 and 2 of the Scrutiny Committees report be deferred for a site visit to enable the Cabinet to see the buildings first hand and to receive a full officer briefing on the further options for the centre and the associated amenities in the surrounding area.

 

(2)          T H A T the Operational Manager of Parks and Grounds Maintainence be authorised to undertake basic improvement works to the centre building during 2013/14 to increase standards for existing users and to protect the building from weather damage (as outlined in paragraph 23 of the report).

 

(3)          T H A T the Operational Manager of Legal Services and the Director of Development Services negotiate 12 month extension leases with Cylch Bethesda Playgroup and Wendy Summerell’s School of Dance.

 

(4)          T H A T the Operational Manager of Legal Services be authorised to execute the new leases on behalf of the Council and register the same.

 

Reasons for decisions

 

(1)       To enable Cabinet to make an informed decision.

 

(2)       To provide the necessary funding to undertake a feasibility study into the possible future uses for the facility, taking into account the community’s aspirations.

 

(3)       To support the work of the Cylch Bethesda Playgroup and Wendy Summerell’s School of Dance.

 

(4)       To secure the completion of the new leases.

 

 

C1283            FLOODING WORKS CARRIED OUT SINCE JULY 2007 (REQUEST FOR CONSIDERATION OF MATTER) (REF) -

 

The Scrutiny Committee (Economy and Environment) on 12 March, 2013 considered the above report of the Director of Visible Services and Housing.

 

Councillor Dr. I.J. Johnson and Councillor C.J. Williams had requested that the matter be considered by the Scrutiny Committee for the following reasons:

 

·                     “The Vale of Glamorgan suffered from heavy rainfall on two occasions during November and December 2012, leading to localised flooding and road closures.

·                     Heavy rainfalls have become more frequent in recent years, with the flooding of 20th July 2007 being the most significant.

·                     However, more than five and half years later, many residents of areas flooded at that time still feel vulnerable at times of heavy rain, having suffered terrible losses that day.

·                     The recent report sent to Councillors regarding the rainfall of 24th / 25th  November was very helpful in updating us all based on that particular occasion.

·                     A fuller report concisely updating Councillors on flooding prevention actions which have taken place since 20th July 2007 to the present day would be very helpful in reassuring residents across the Vale that the Council is working in their best interests.

·                     This could include works which have taken place, plans which have been proposed but not yet enacted, funding proposals made and grants received for works, as residents with whom I have spoken appear to have difficulty comprehending the ‘behind-the-scenes’ delays which have prevented some works from taking place that would protect their properties from flooding.”

 

The Chairman advised that he had also received a request to speak from Mr. Steve Blakeman.  He had acceded to the request and then proceeded to advise those present of the format which the representations would take. 

 

Councillor Dr. Johnson, the first speaker, presented the Request for Consideration advising that he represented the Buttrills Ward, with the main emphasis for his request being to confirm what was actually taking place, what initiatives were being put forward, what lessons could be learned and advised that the issues and actions that had been a problem in 2007 remained the same issues today. 

 

Councillor Williams confirmed his agreement with the views expressed by Councillor Dr. Johnson and took the opportunity to seek clarification and update on the local issues within his Ward. 

 

Mr. Blakeman commenced his representations by advising the Committee that he had been a flood victim in 2007 in the Lundy Park area.  He had been part of and fully committed to a 4½ year campaign to try to resolve flooding issues and had been fully involved in discussions with the Council as well as the Minister and the Environment Agency.  He had provided information to the Flood Inquiry Wales, Cardiff University and had also spoken on the matter on the radio and TV.  He praised the Flood Risk Management Group for the work but took issue with the delays that had been involved.  He stated that he fully understood from the Environment Agency that there were legalities that needed to be addressed, but unfortunately these details had not been conveyed to local residents who had found it difficult to understand why the delays were taking place.  In his view the issue of 177 further houses at White Farm would exacerbate the problem and the situation therefore needed to be looked at as a matter of urgency.

 

The Director in presenting to Committee referred to the number of highway and other drainage schemes that had been implemented over recent years, some of which were contained within the report. He stated that the Council had specific records of the schemes but acknowledged that there may well have been other routine drainage maintenance works undertaken that would not necessarily have been recorded in detail.  Some of the works that had been undertaken were reported as:

 

·                     Sully Road – verge drainage

·                     Main Road, Ogmore-by-Sea – additional drainage installation

·                     Robbins Lane – additional drainage installation

·                     The Herberts – raised road level.

 

In providing background to the report, the Director stated that the Flood and Water Management Act 2010 (FAWMA) had been introduced with the aim of improving the way councils managed water resources.  It created clearer roles and responsibilities and instilled a more risk based approach. In conjunction with the FAWMA the Flood Risk Regulations (FRR) placed other certain responsibilities on councils.  Primarily, the identification of any areas classified as being of significant flood risk and following this exercise, it had been reported to Welsh Government that no areas categorised as significant flood risk existed within the Vale of Glamorgan. 

 

A detailed report on the FAWMA and the FRR had been presented to Cabinet on 8 June, 2011 which explained in some detail the requirements and the findings in relation to these pieces of legislation.  (Minute No. C1336 refers).  Copies of both the report and the Minute could be found at Appendix A to the report.  A detailed report had been approved by Cabinet on 14 January, 2013 in respect of the requirements to produce a Local Flood Risk Management Strategy and was currently subject to consultation (Minute C1976 refers). This report had also been presented to Scrutiny Economy and Environment Committee on 12 February, 2013 Minute 853 refers and Corporate Resources Committee on 8th February 2013 (Minute 828 refers).

 

As part of the requirements of the FAWMA the Highways and Engineering Department were also collating a data base of flooding incidents that had occurred recently.  The data base would allow events to be risk assessed and categorised in priority order should funding be identified to undertake works in the future. An extract from the assessment process was included in Appendix B for information. A substantial amount of other flood and water management work was also being undertaken by the Highways and Engineering teams which included:

 

·                     Drainage Coast General Enquiries / Advice

·                     Pre Planning Application Advice

·                     Planning Observations (Drainage)

·                     Building regulations Observations (Drainage)

·                     Consenting (Ordinary Watercourse) and enforcement

·                     Record and Register of Assets

·                     Designation of third Party features and appeals

·                     Sustainable Urban Drainage Systems (SuDS) Implementation and Policy

·                     Operational Maintenance

·                     Preliminary Investigations

·                     Detailed Investigation of Local Significant Flooding

·                     Reporting of any Significant Flooding

·                     Feasibility Study

·                     Local Flood Risk Management Strategy

·                     Flood Risk Regulations - Preliminary Flood Risk Assessments

·                     FRR - Flood Hazard and Risk Maps

·                     FRR - Flood Risk Management Plans

·                     Keeping of records and accounts

·                     Meeting with other Flood Risk Management Authorities

·                     FRM Training

·                     Coastal Inspections

·                     Coastal Preliminary Investigation

 

In referring to the Coldbrook Flood Management project the scheme had received funding from both Welsh Government, the Welsh European Funding Office with match funding by the Vale of Glamorgan.  There had been some unfortunate delays predominately due to design legislation changes and approval from the Environment Agency in relation to the main river elements.  A meeting of the Coldbrook Catchment Flood Risk Management Group had been held on 22 January 2013, where residents and local members had received a presentation from the consultants managing the scheme.  In addition confirmation had been received from Welsh Government (WG) on 28th February, 2013 confirming that WG had made provision for the scheme in their 2013 / 2014 budget.  Works on the scheme are due to start in the new financial year.  Officers were also looking to install certain 'personal' flood risk measures to certain properties at higher risk in the Lundy Park area of Barry.  A further more detailed report on this project would be presented to the Committee in due course.

 

A further Scheme had also been proposed at Llanmaes which included flood alleviation works incorporating surface water pipes and alterations.  This Scheme would be grant funded by Welsh Government to 85% of the cost with the Council providing match funding at 15%.  Detailed design had commenced for the project and it was anticipated that the works would commence during the 2013 / 2014 financial period.

 

A number of other highway drainage and flood alleviation Schemes were also proposed, although full funding had not yet been fully identified for these projects.  These included:

 

·                     Boverton Flood Alleviations - to address the recent flooding of a number of properties in the vicinity of the main river Hoddnant / Boverton Brook.

·                     Lavernock Road / Fort Road - New Drainage Pipes Inspection Chambers and Highway Drainage

·                     Llancadle - Highway Drainage and Land Drainage Improvements.

·                     Hayes Road - Highway Drainage Pipes Installation

·                     Cross Common Road Bridge - Officers were currently reviewing the Bridge propping arrangements to establish if greater flows beneath the structure could be obtained from an alternative prop design.

 

During his presentation the Director took the opportunity to thank Mr. Blakeman for his help in assisting the Authority in obtaining funding for the Coldbrook Catchment scheme.

 

The Cabinet Member for Environment and Visible Services, with permission to speak, advised that he too himself had been a flood victim in July 2007.  He confirmed that the Flood Strategy was currently out for consultation and urged those present to respond on the document in order that the Council could ensure that it had a correct management strategy for forthcoming years.  In his opinion it was a matter for the whole Council in particular it had implications for the planning department and future planning applications.

 

In referring to the propping works at Cross Common Bridge, the local Member advised that in his opinion changes to the propping design would increase water flow under the bridge, thereby reducing flood risk upstream. The Director advised that consultants had been engaged to review the propping arrangements and that a report on this would be made available to local Members and residents by the end of March 2013.  He informed Members of his concerns that the cost of changing the props was likely to be disproportionate to the flooding reduction benefit that may be obtained and that removing the bridge in its entirety was the only real cost effective option to reduce flood risk in the area.  This also addressed the issue of the sub-standard bridge structure and traffic safety problems with the Cross Common Road Bridge / Cardiff Road junction. 

 

Members agreed that it was important to ensure that all flooding issues were reported immediately to the relevant department in order that an initial assessment and visit could be arranged to view the flooding as it happened.

 

With regard to the delays referred to by Mr. Blakeman, the Chairman queried with the Director whether he was optimistic that there would be no further delays. The Director in response stated that although there had been some disruption caused by changes to the river modelling requirements and problems with legal agreements between the Environment Agency and the Council, he had personally taken over control of the issue and would be dealing with the matter himself.  The Council would also be considering providing extra prevention measures for 67 properties in the Red Park and Lundy areas although the funding would not be available until April.

 

Councillor Dr. Johnson in his summation said that he was pleased to note the quality of work that had been undertaken and welcomed the additional money that would be available. However, he considered that the information and any lessons learned were relevant for residents and that the Council should ensure that the appropriate information was available on the website to inform people.  In response the Director stated once all the relevant work was completed, he would ensure that the information was widely available.  Councillor Williams also took the opportunity to thank the Cabinet Member for all the work that had been undertaken to date, but referred to the need for the Council to maintain its assets or future bills could be larger than initially thought.  

 

The Chairman, in conclusion, stated that the report had not only outlined all the issues for the Council, but in addition it had highlighted the works that had been undertaken to date.  He also concurred with the view that members of the public should be fully informed of the issues and of the work undertaken.  The Chairman thanked Councillors Dr. Johnson and Williams for bringing the matter to the attention of the Committee and Mr. Blakeman for his representations.

 

It was subsequently

 

 RECOMMENDED –

 

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

 

(2)       T H A T the report be referred to Cabinet for information and that Cabinet be requested to consider that the details of the flood and drainage schemes (as detailed in the report) are placed on the Council’s website for public information.

 

(3)       T H A T a progress report on current and future drainage issues throughout the Vale is brought to the Scrutiny Committee in 12 months following the date of the meeting.

 

Reasons for recommendations

 

(1)       In noting the contents of the report.

 

(2)       To inform Cabinet of the contents of the report and to seek approval for the details of flood and drainage schemes to be placed on the website.

 

(3)       In order for the Scrutiny Committee to monitor progress.”

 

 

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

 

RESOLVED –

 

(1)         T H A T the contents of the report be noted and that the Director of Visible Services and Housing ensure that the details of the flood and drainage schemes as detailed in the report are placed on the Council’s website for public information.

 

(2)          T H A T the Director of Visible Services and Housing provides a progress report to Cabinet on current and future drainage issues throughout the Vale within 12 months time.

 

Reasons for decisions

 

(1)       To place the details of flood and drainage schemes on the Council’s website.

 

(2)       In order for the Cabinet to Monitor progress.

 

 

C1284            REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2012 TO 31ST DECEMBER 2012 (REF) –

 

The Scrutiny Committee (Economy and Environment) on 28 February, 2013 considered the above joint report of the Director of Development Services and the Director of Visible Services and Housing.

 

The Revenue Budget and projected outturn for 2012/13 was shown at Appendix 1 to the report with the accountant referring to specific service areas as detailed below.

 

·                     Highways Maintenance and Engineering Design and Procurement – the favourable variance of £44k. was reported as mainly due to increased levels of income being achieved by the Highways Section.

·                     Waste Management – the £3k. favourable variance was as a result of a current underspend which was due to a continuing decrease in the level of waste taken to landfill which saved on costly disposal.

·                     Grounds Maintenance – the overspend of £40k. was reported as mainly due to an overspend on new machinery as new legislation had come into force for Hand Arm Vibration. 

·                     Support Services, the reported favourable variance of £128k was to be held for any cost pressures within Visible Services that may arise throughout the financial year.

·                     Building Services it was noted that the service area was anticipated to breakeven at year end.

·                     Economic Development – the current £37k. adverse variance was primarily attributable to the Employment and Training Services as a result of the Government Work Programme receipts having not reached the profiled income targets to date.  The service area was however currently under review to enable a return to within budget in 2013/14.

·                     Leisure Services – there was currently a £167k. adverse variance to the revised profiled budget which was primarily due to overspending in the leisure centres, however part of the variance would be offset by savings from within Planning and Transportation.

·                     Planning and Transportation – the favourable variance of £231k. was reported as predominantly due to income from planning fees for major schemes which were in advance of the profiled estimate.

 

In reporting on capital expenditure Appendix 2 to the report detailed the financial progress as at 31st December 2012.  The report highlighted that for all schemes where it was evident that the full year’s budget would not be spent during the year, relevant officers had been required to provide an explanation for the shortfall which would be taken to the earliest available Cabinet.  In addressing the contents of the report the accountant referred to the following schemes:

 

·                     Coldbrook Flooding – the scheme had been delayed due to redesign and problems with obtaining consent from the Environment Agency to undertake works on the Main River.  The Director of Visible Services and Housing had been asked to prepare a separate report on the issue in order to inform Members of the progress to date and the way forward for the project. 

·                     Gilestone to Old Mill – the Welsh Government had recently offered the Authority the sum of £250k. in order to progress studies into the proposed highway improvement works between Gilestone and Old Mill.  In order to ensure that the monies could be fully spent by the end of March 2013 the Managing Director’s Emergency Powers to approve the automatic inclusion of the offer had been utilised.

·                     Coastal Access Improvement Programme – as a result of the mid year request for additional funding to extend the current year’s programme, a grant had been accepted of £11,550 from the Countryside Commission for Wales (CCW).  With regard to match funding, the Council was obliged to commit an additional £1,250 to the scheme which had been agreed would be funded from a revenue contribution from within the existing Development Services budget. 

·                     Gibbonsdown Children’s Centre – a sum of £10k had been earmarked for works on kitchens / toilets at the centre from the Community Centre’s asset renewal budget.  The report requested that the £10k. budget be therefore transferred to the Gibbonsdown Children’s Centre in order to reflect the full costs of the scheme.

·                     Dyffryn Gardens Phase 1 – some final payments had had to be made to complete the Heritage Lottery Fund grant funded scheme during the current financial year, as a result there was a commitment of £16k. which included the final element of retention held on the glasshouse contract which had been completed in 2011/12 which could be covered from a projected underspend within the Alexandra Gardens Community Centre rebuild budget. 

·                     Leisure Centre Refurbishment – it was noted that the majority of the improvement works had been completed and the maintenance works were currently being investigated.  However the report highlighted that an additional sum of £147k. had been accepted from Salix Finance in order to replace the central heating plant at Penarth Leisure Centre.  The loan was repayable from revenue over a six year period and in order to reflect the additional Salix funding, Committee was requested to recommend that the budget be increased in this regard.

 

The Accountant also referred to a variance between actual spend to date and profiled spend with regard to the Five Mile Lane safety improvements.  It was noted that expenditure on the scheme continued to be behind profile due to amendments in the agreed design for the proposed works to improve safety conditions at Sycamore Cross.  The projected outturn costs for the scheme were projected to be £1.123m. and Welsh Government had been advised of the underspend with it therefore being necessary to request Cabinet to approve a reduction in the budget of £288k. 

 

In considering references to Leisure Centre refurbishments, the Cabinet Member, with permission to speak, informed Members that the Llantwit Major refurbishment work was likely to be completed within six weeks and works at  Barry Leisure Centre it was envisaged would be finalised within the next few weeks.

 

During discussions the Chairman took the opportunity to ask both Directors to provide the Committee with updates in relation to the savings planned within their service areas for the forthcoming year.  The Director of Development Services referred to the recent report submitted to the Corporate Resources Scrutiny Committee and Cabinet which had identified a list of potential savings for his Directorate.  Under the Leisure and Economic Development budget, he advised that the partnership with Parkwood was currently producing savings greater than those that had firstly been envisaged.  With regard to Dyffryn Gardens he stated that the National Trust income generation forecast was to save a further £70k. in the next financial year which was above the original estimate.  For the Directorate as a whole he would be looking at the rationalisation of staffing costs and within teams, considering the skills required and the possibility of collaboration with other councils. 

 

With regard to the delivery of specific projects e.g. transport, consideration would be given to the supported bus services and school transport, with particular attention being focused on community transport services and the possibility of extending the Green Links service further across the Vale.  He  stated that all these areas would be looked at when considering service reconfiguration and in particular with regard to the road safety function as it was not a statutory service further work on collaboration would be undertaken.  In response some Members suggested that the Green Links service would also benefit from increased publicity.  Members also noted that  the Leisure service and Economic Development savings mentioned earlier in the debate could go some way to assisting the overall service.

 

The Director of Visible Services and Housing then provided Members with an update on his savings proposals and began by referring to the total savings of £675k to be found.  £100k of which would be achieved by stopping home to work transport across the Vale.  Others would include the use of real time tracking devices for vehicles which would mean savings on mileage, fuel and fleet.  All these issues were currently being discussed with the Trade Unions.  A restructuring exercise had also taken place, as the Operational Manager for Support Staff had recently retired and a decision made not to replace the position and to restructure the service. The Director referred to all the above as internal savings. 

 

With regard to external savings it was the intention to include car parking charges in town centres with the intention to employ consultants to consider all factors including the effect on the economy, on-street parking and the overall impact.  Members considered it was imperative to ensure that enforcement was in place before this initiative was fully considered.  In response to a query from a Member on the use of consultants and whether the matter could be undertaken in-house or that a procedure be established similarly to one adopted by Newport Council the Director advised that the reasons for appointing consultants would be for the science behind the charging arrangements.  The Director was fully aware that the whole issue was a balancing act and that it was imperative that the details were reported back to the Scrutiny Committee for consideration. It was noted that the savings proposed would be in the region of £340k with the director stating that he did not believe this could be recuperated from civil parking enforcement.  Again, in response to a query from a Member, the Director advised that all town centres within the Vale would be considered in the consultants study.  The Chairman took the opportunity to thank both Directors for their attendance and for providing the Committee with a verbal update on proposed savings.

 

Following discussions and it being noted the recommendations contained in the report required Cabinet approval only, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the position with regard to the 2012/13 revenue and capital monitoring be noted.

 

(2)       T H A T the following be endorsed and referred to Cabinet for approval:

 

(i)         to increase the 2012/13 budget for the Coastal Access Improvement to £92.8k (funded from a Countryside Commission for Wales grant of £11.5k and a revenue contribution of £1.25k from existing Development Services budgets)

 

(ii)        to include a budget of £16k in the 2012/13 Dyffryn Gardens Phase 1 Capital Programme (funded from a transfer from the Alexandra Gardens Community Centre re-build capital budget)

 

(iii)       to increase the existing Leisure Centre Refurbishment budget to £3.290m (additional £147k funded from a repayable Salix loan),

 

(iv)         to reduce the Five Mile Lane capital budget to £1.123m

 

(v)          to increase the Gibbonsdown Children’s Centre budget by £10k (funded from a transfer from the Community Centre Asset Renewal capital budget).

 

Reasons for recommendations

(1)       In noting the current position.

(2)      To refer to Cabinet for approval.

 

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

 

RESOLVED – T H A T the following changes to the Capital programme be approved:

 

(1)          to increase the 2012/13 budget for the Coastal Access Improvement to £92.8k (funded from a Countryside Commission for Wales grant of £11.5k and a revenue contribution of £1.25k from existing Development Services budgets)

 

(2)          to include a budget of £16k in the 2012/13 Dyffryn Gardens Phase 1 Capital Programme (funded from a transfer from the Alexandra Gardens Community Centre re-build capital budget)

 

(3)          to increase the existing Leisure Centre Refurbishment budget to £3.290m (additional £147k funded from a repayable Salix loan)

 

(4)          to reduce the Five Mile Lane capital budget to £1.123m

 

(5)          to increase the Gibbonsdown Children’s Centre budget by £10k (funded from a transfer from the Community Centre Asset Renewal capital budget).

 

Reasons for decisions

 

(1-5)                To approve changes to the Capital programme.

 

 

C1285            REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2012 TO 31ST JANUARY, 2013 AND UPDATE ON THE SOCIAL SERVICES BUDGET PROGRAMME (REF) –

 

The Scrutiny Committee (Social Care and Health) on 11 March, 2013 considered the above report of the Director of Social Services

 

Committee received a report which:

 

·                     brought to its attention the position in respect of revenue and capital expenditure for the period 1st April, 2012 to 31st January, 2013 regarding those revenue and capital budgets within the Committee's remit

·                     provided an update on the progress made in delivering the Social Services Budget Programme.

 

The current forecast for Social Services at year end was an underspend of £956,000.  This was partly as a result of the savings identified for the year and anticipated to be achieved being £403,000 in excess of the actual savings required for the year, set as part of the Social Services Budget Programme.  There were also other areas of the service where previous overspends had reduced and where underspends had developed as detailed below.

 

Children and Young Peoples Services - the predicted outturn for this service area was an overspend of £19,000 which was an improvement of £104,000.  There had been a reduction of £44,000 in the overspend on the Children's Placements budget which now stood at £200,000 over, and the cost of an expensive post adoption package had been reduced by £60,000 from the value previously predicted earlier in the year following a review.  There were still continuing pressures on this service, particularly in respect of accommodation costs for homeless young people.

 

Adult Services - the predicted outturn for this service was an underspend of £975,000 which was an improvement of £449,000.  An over recovery of £212,000 from the income received under the Deferred Payments Scheme was predicted for the year.  This scheme allowed for the Council to pay for the cost of residential care and take a legal charge on a client's home, allowing income to be received at a later date.  It was also predicted that the income received as a contribution towards the cost of non-residential care would be over recovered by around £237,000.  There was continuing pressure on the Community Care Packages budget, which was extremely volatile, and the 2012/13 fee set in respect of personal care costs for residents placed by the Council in residential and nursing homes provided by the independent sector had not yet been agreed.

 

Business Management and Innovation - the year end projected outturn was an underspend of £189,000.  However, as this would be recharged to other areas of Social Services and had been included in the projected figures shown for the services above, it was being shown as a break-even position under this heading.  The reason for the underspend was mainly due to staff vacancies being held under the Protection and Policy heading pending a review of service provision.  The budget shown was a net budget after recharges had been deducted.

 

It was noted that the underspends from savings made in advance were short term gains as the total savings target for the whole of the Budget Programme over the four year period, had not yet been finalised.  The over recovery of deferred income was a one off which did not follow a pattern and so it was difficult to predict.

 

Appendix 2 to the report detailed financial progress from the Capital Programme as at 31st January, 2013. 

 

With regard to the Social Services Budget Programme Update, the Directorate was currently required to find savings totalling £8.5m by the end of 2015/16.  Progress in identifying these savings had been made and the following table showed the current position.  Sufficient savings had been identified to meet the targets for 2012/13 and 2013/14 but there still remained £3.9m to be identified for 2014/15 and 2015/16.  In addition, Directors had been requested to formulate additional options for savings for future years.

 

The Social Services Directorate was committed to achieving a balanced budget.  A Corporate Programme Board and Project Teams overseeing the Plan would continue to develop it further and ensure delivery and progress.  Progress updates would be reported on a monthly basis as part of the overall financial monitoring report for the Directorate.

 

In considering the Budget Reduction Programme, in particular Appendix 4, item C6 “Reduction in Contract Spend” whereby it had been proposed that funding to third sector organisations be reduced by £60,000, it was felt that Committee should have a detailed report outlining the likely outcome of the reduction in spend.

 

RECOMMENDED -

 

(1)       T H A T the position with regard to the 2012/13 Revenue and Capital Monitoring be noted.

 

(2)       T H A T the progress made on the Social Services Budget Programme be endorsed and referred to Cabinet for information.

 

(3)       T H A T the May meeting of the Committee receive a detailed report outlining the likely outcome of the reduction in Contract Spend outlined in point C6 of Appendix 4 to the report.

 

Reasons for recommendations

 

(1)       That Scrutiny Members are aware of the position with regard to the 2012/13 Revenue and Capital Monitoring.

 

(2)       That Scrutiny and Cabinet Members are aware of the progress made to date on the Social Services Budget Programme.

 

(3)       To inform Committee.”

 

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Cabinet having considered the recommendation of the Scrutiny Committee (Social Care and Health)

 

RESOLVED – T H A T the progress made on the Social Services Budget Programme be noted.

 

Reason for decision

 

To note the progress made.

 

 

C1286            REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2012 TO 31ST JANUARY 2013 (REF) -

 

The Scrutiny Committee (Economy and Environment) on 12 March, 2013 considered the above joint report of the Director of Development Services and the Director of Visible Services and Housing.

 

The report outlined the position in respect of revenue and capital expenditure for the period 1st April 2012 to 31st January 2013 together with proposals for changes to the Capital Programme.  The Head of Accountancy and Resources Management in presenting the report advised on the following:

 

Highways Maintenance & Engineering Design & Procurement - There was currently a £24k adverse variance to the revised profiled budget due to an overspend on potholes as a result of the recent cold weather and snow. The budget would be monitored closely to ensure any overspend was limited. However, it was projected that the Highways section could have an adverse variance of £75k at year end due to the increase in potholing costs.

 

Waste Management – The current £95k favourable variance to the revised profiled budget was reported as mainly due to a continuing decrease in the level of waste taken to landfill, which had resulted in savings on costly disposal. The Waste Management section had also received levels of income higher than anticipated. 

 

Grounds Maintenance – The £37k adverse variance to the revised profiled budget was attributed to an overspend on new machinery as new legislation had come in to force for Hand Arm Vibration. The revised budget for 2012/13 took account of the efficiency savings required.  It was anticipated that this current adverse variance would be at a similar level at the end of the financial year.

 

Support – A favourable variance of £143k to the revised profiled budget would be held for any cost pressures within Visible Services that might arise throughout the financial year, such as those described above. The report noted that the budget was projected to outturn with a favourable variance of £125k to offset the overspend within Highways Maintenance & Engineering Design & Procurement and Grounds Maintenance. For Building Services the service was currently anticipated to breakeven at year end.

 

Economic Development – The current £26k adverse variance to the revised profiled budget was reported as primarily attributable to the Employment and Training Services, as a result of the Government Work Programme receipts having not reached the profiled income targets to date.   This service was under review to enable a return to within budget in 2013/14.  Members were informed that it was anticipated that the outturn at year end would be an adverse variance of £36k.

 

Leisure - There was currently a £168k adverse variance to the revised profiled budget, primarily due to overspending in the leisure centres as had been previously reported.  It was anticipated that the outturn at year end would be an adverse variance of £168k.  Part of this variance would be offset by savings from within Planning and Transportation.

 

Planning and Transportation – The current £199k favourable variance to the revised profiled budget was predominately due to income from planning fees for major schemes now being in advance of the profiled estimate.  It was anticipated that the year end outturn would be a favourable variance of £59k, which would be used to fund overspends elsewhere in the division.

 

In noting that there had not been a considerable change in the revenue budget since the last meeting, the Committee then considered Appendix 2 which detailed the financial progress on the Capital Programme as at 31st January 2013.  The report referred to schemes where it was evident that the full year’s budget would not be spent during the year and that relevant officers had been required to provide an explanation for the shortfall as contained in the report. 

 

S106 Penarth Heights Highways Works – The work required at Windsor Road and Terra Nova Way needed a full consideration of options and subsequently a detailed design.  Whilst initial feasibility had been undertaken, changes to the sequencing of the traffic controlled junction at Barons Court were set to take place in February/March 2013.  These trials would assist in informing the options for the Windsor Road/Terra Nova Way junction.  Members were advised that it was important that these trials took place first, prior to money being spent on initial design work that may prove fruitless.  The report therefore requested that Cabinet and Council be asked to approve slippage of £61k into 2013/14. In line with other s106 agreements the scheme would be included within the Development Services Directorate in 2013/14.

 

Coldbrook Flood Management Scheme – As previously reported, the flood management scheme had been delayed due to re-design and problems with obtaining consent from the Environment Agency to undertake works on the Main River, which had still not been granted.  As a result there would therefore be further delays in this complicated scheme as a re-tendering exercise would need to be carried out. As the issues with the part Welsh Government (WG), part Welsh European Funding Office (WEFO) grant funded scheme were so varied, the Director of Visible Services and Housing advised that he would provide a separate report on the issue to the next available Scrutiny Committee to inform Members of the progress to date and the way forward for the project. Cabinet would be requested to approve the reduction of the existing budget to £150k in order to reflect what could now realistically be achieved on the scheme in the current financial year.

 

Vehicle Replacement Programme – The procurement of vehicles had been behind profile for much of the year and as such it was acknowledged that a full spend on the budget would not be achieved. Although more vehicles had been ordered and were expected to be received by the end of March there would be an under spend on the budget as several Building and Highways vehicles were currently out to tender and would not be received by the year end.

 

Pencoedtre Park Improvements –  Works on this part funded Welsh Government grant and part funded s106 scheme had been completed below budget with the request that Cabinet be asked to approve the reduction in the budget to £272k to reflect the projected outturn. The completed scheme involved the establishment of a new 'Splashpad' water activity facility and refurbished play area with new lighting installations and a new toilet/changing room facility on site.  The under spend had resulted from savings achieved in procurement of the equipment for the facility.

 

Barry Comprehensive School Cycleway – The scheme funded by a 100% WG grant had been used to extend the current cycleway provision through the Butts area of Barry. All planned approved works had been completed below the £308k budget, due to cost savings, and WG had been advised accordingly.

 

National Cycle Network Route 88 (NCN88) and Measures to Assist Cyclists near Llanmaes – The South East Wales Transportation Alliance (SEWTA) had recently approved additional grant funding of £48.5k for the existing NCN88 scheme to extend the off road cycle route around the Rhoose airport roundabout to Penmark. In addition they had allocated £93k towards 'Measures to Assist Cyclists near Llanmaes' which would be used to upgrade the Llanmaes/Llantwit road junction to incorporate a toucan crossing. Works were commencing on site in early March and it was anticipated that the allocation would be fully spent by the end of March.

 

In response to a query with regard to Welsh Government funding for the  Coldbrook Flood Management scheme the Director advised that he was confident that WG would make this provision and that the Council should receive the money fairly soon.  A further report would be brought to the Committee.

 

Having fully considered the report, the Scrutiny Committee :

 

RECOMMENDED –

 

(1)       T H A T the position with regard to the 2012/13 revenue and capital monitoring be noted.

 

(2)       T H A T Cabinet and Council be requested to approve the proposed amendment to reduce the S106 Penarth Heights Highways Works capital budget to £1k. (carry forward £61k. to 2013/14).

 

(3)       T H A T Cabinet and Council be requested to reduce the Coldbrook Flood Management Scheme capital budget to £150k. (carry forward £692k. WG/WEFO/Council funding to 2013/14 to be spent only once WG/WEFO approval was received).

 

(4)       T H A T Cabinet and Council be requested to reduce the Vehicle Replacement Programme capital budget to £1.982m. (carry forward £394k. into 2013/14).

 

(5)       T H A T Cabinet be requested to reduce the Pencoedtre Park Improvements capital budget to £272k.

 

(6)       T H A T Cabinet be requested to reduce the Barry Comprehensive School Cycleway capital budget to £258k.

 

Reasons for recommendations

 

(1)       To inform Scrutiny Members.

 

(2-6)    The Scrutiny Committee supports the referrals to Cabinet and / or Council as appropriate, in view of the contents of the report.”

 

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

 

RESOLVED – T H A T the contents of the report be noted as the recommendations had been dealt with in another reference.

 

Reason for decision

 

To note the report.

 

 

C1287            CAPITAL MONITORING: 1ST APRIL, 2012 – 31ST JANUARY, 2013 (REF) –

 

The Scrutiny Committee (Corporate Resources) on 19 March, 2013 considered the above report of the Managing Director.

 

Details as to the financial progress on the Capital Programme up to 31st January, 2013 were appended to the report.  The Head of Financial Services referred to paragraphs 5 to 15 of the report which contained explanations from the relevant officers on those schemes where it was evident that the full year’s budget would not be spent during the year.

 

In response to a query in relation to the Llancarfan demountables, the Head of Financial Services confirmed that the funding would likely be slipped into the next financial year and the scheme reassessed.  When a question was raised as to the current position in relation to the Penarth Heights highways works and specifically the changes to the sequencing of the traffic controlled junction at Barons Court which had been programmed for February / March 2013, a local Member responded that no progress had been made.  The Head of Financial Services undertook to ascertain the current position and e-mail that information to all Members of the Committee.

 

RECOMMENDED –

 

(1)       T H A T it be noted that the Scrutiny Committees had been requested to forward the following matters to Cabinet for consideration:

 

·                     Penarth Learning Community – increase the budget by £80k. (funded from a revenue contribution from schools)

·                     S106 Penarth Heights Highways works – reduce the budget to £1k. (carry £61k. forward to 2013/14)

·                     Coldbrook Flood Management Scheme – reduce the budget to £150k. (carry forward £692k. WG / WEFO / Council funding to 2013/14 to be spent only once WG / WEFO approval is received) (also to be referred to Council for approval)

·                     Vehicle Replacement Programme – reduce the budget to £1.982m. (carry forward £394k. into 2013/14)

·                     Barry Comprehensive School Cycleway – reduce the budget to £258k.

·                     Pencoedtre Park Improvements – reduce the budget to £272k.

 

(2)       T H A T the following matter be referred to Cabinet for consideration:

 

·                     Data Centre – reduce the budget to nil (carry forward £450k. into 2013/14).

 

Reason for recommendations

 

(1&2)  To update the Capital Programme for 2012/13 and 2013/14.”

         

 

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Cabinet having considered the recommendation of the Scrutiny Committee (Corporate Resources)

 

RESOLVED – T H A T the following matters be approved.

 

 

·                     Penarth Learning Community – increase the budget by £80k. (funded from a revenue contribution from schools)

·                     S106 Penarth Heights Highways works – reduce the budget to £1k. (carry £61k. forward to 2013/14)

·                     Coldbrook Flood Management Scheme – reduce the budget to £150k. (carry forward £692k. WG / WEFO / Council funding to 2013/14 to be spent only once WG / WEFO approval is received) (also to be referred to Council for approval)

·                     Vehicle Replacement Programme – reduce the budget to £1.982m. (carry forward £394k. into 2013/14)

·                     Barry Comprehensive School Cycleway – reduce the budget to £258k.

·                     Pencoedtre Park Improvements – reduce the budget to £272k.

·                     Data Centre – reduce the budget to nil (carry forward £450k. into 2013/14).

 

 

Reason for decision

 

To update the Capital Programme for 2012/13 and 2013/14.

 

 

C1288            FUTURE OF THE FORMER ST. CYRES SITE IN DINAS POWYS – CONSULTATION REPORT (REF) -

 

The Scrutiny Committee (Corporate Resources) on 19 March, 2013 considered the above report of the Managing Director.

 

Further to the decision of Cabinet in October 2012, that the land be declared surplus to requirements and that consultation regarding future uses for the site be undertaken with the outcome of the consultation being reported to this Committee in order that recommendations there from could be forwarded to Cabinet, consideration was given to the results and conclusions of the consultation process as appended to the report.  477 Vale residents had responded with residents generally being in favour of a mixed development on the site.  Members accepted that the concerns of residents in relation to the local infrastructure, specifically the road network, would need to be taken into account in any future plans for the development of the site.  The Corporate Consultation Officer referred members to paragraphs 12 to 16 which outlined the findings from the consultation process which had shown the most popular suggestions to be

 

·                     improved sporting/leisure facilities

·                     housing

·                     educational facilities

·                     green space/allotments

·                     a new medical centre.

 

Members also noted that another popular suggestion related to the proposal from Dinas Powys Baptist Church to occupy part of the site to accommodate both church services and community related facilities.  Mr. Brian West was in attendance and, when invited by the Chairman, indicated that he would like to address the Committee on behalf of the Baptist Church.  He referred to the fact that the Church had utilised the site previously and was keen to return.  He drew attention to the current economic climate and to the wish to reach out to the community to give support in various ways in such difficult times through, for example, the provision of workshops for adults to improve their skills and facilities for children.  He stated that the Church would be quite prepared to work in collaboration with any other bodies in shared accommodation if required.

 

A local Member then spoke, beginning by congratulating those involved in organising the consultation process for the open and inclusive way in which that process had been conducted.  He indicated that he, his fellow local members and the Community Council were keen to see certain facilities developed for the residents of Dinas Powys and that the availability of this site presented that opportunity, also making reference to the need for a permanent home for the Baptist Church.  He spoke of the popularity of the Football Club within Dinas Powys and the need for the Club to improve its facilities in order to progress through the league, the shortage of hockey facilities throughout the Vale, the desire for the provision of allotments and the pressing need for a new Health Centre.  He referred in particular to the desirability that provision be made for a new health centre on the site given the possibility that the funding he understood to be currently available could be withdrawn if no progress was made in developing the same within 12 months given developers had failed for many years to identify a suitable site.  Later in the meeting, he indicated that the Community Council had discussed the possible provision of sport/leisure facilities on the site with certain sporting organisations and that there was potential for grant assistance to be accessed through those organisations.  He also drew attention to the recognition given in the consultation to the provision of additional housing and emphasised the need for infrastructure improvements to be effected first.

 

Discussion then ensued on the comments made above, including the need for an assessment to be made of the viability of the various proposals in order that a “wishlist” for the development of the site could be drawn up and consideration given to the methodology for the implementation of the same.  Members recognised that such work should be undertaken at the earliest opportunity and accepted the points made during the consultation process and the course of the Committee’s deliberations.

 

RECOMMENDED –

 

(1)       T H A T, following consideration of the results of the consultation, the findings as appended to the report be noted prior to their being further considered by Cabinet on 8th April, 2013.

 

(2)       T H A T Cabinet be requested to take on board the points raised above during their further consideration as to the way forward.

 

(3)       T H A T Cabinet be requested to instruct officers to approach key parties identified in the conclusions of the consultation process as appended to the report to gain a greater understanding of the viability of their plans for the site.

 

(4)       T H A T Cabinet be requested to approve a further piece of work to assess the viability of accommodating the favoured options identified in the conclusions of the consultation report as appended to the report in a mixed development on the former St. Cyres site in Dinas Powys.

 

Reasons for recommendations

 

(1)       To ensure that the Committee and Cabinet are aware of the views of local residents and their desired outcomes.

 

(2&3)  To ensure that the needs of local residents are catered for in the development of the site.

 

(4)       To ensure that the views of local stakeholders obtained during the consultation are used to inform any plan for the development of the site.”

 

 

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Cabinet having considered the recommendation of the Scrutiny Committee (Corporate Resources)

 

RESOLVED – T H A T the responses to the consultation be noted and that a Cabinet Working Group be established consisting of the Leader, the Cabinet Member for Children’s Services, Cabinet Member for Regeneration Innovation, Planning and Transportation and appropriate officers to urgently consider the various options available for the former St Cyres site in Dinas Powys and to negotiate with any future partners. A further update on this matter would be reported back to Cabinet as soon as is practicable.

 

Reason for decision

 

To inform Cabinet of the options.

 

 

C1289           CARDIFF BAY ADVISORY COMMITTEE -

           

The following minutes of the Cardiff Bay Advisory Committee meeting held on the 13 March, 2013 were presented.

 

Present:

 

Councillor L. Burnett (Chairman)

Vale of Glamorgan Council

Mrs. C. Dimond (Vice-Chairman)

Cardiff Flood Action Committee

Councillor G. Roberts

Penarth Town Council

Mr. I. Aitken

Cardiff Bay Yacht Club

Mr. A. Parker

 

Mr. S. Jones

Quay Marinas Ltd.

 

Also present:

 

Mr. S. Howell

Cardiff Harbour Authority

Mr. P. Andrews

Penarth Tourism and Visitor Association

Mr. C. Hope

Vale of Glamorgan Council

 

 

(a)       Apologies for Absence –

 

These were received from Councillor A. Govier (Cardiff Council), Councillor H. Thomas (Cardiff Council), Mr. M. Chidlow (Harbour Master Associated British Ports), Ms. S. Newbold (British Marine Federation) and Mr. J. Harrison (Environment Agency Wales).

 

 

(b)       Minutes –

 

AGREED - T H A T the minutes of the meeting held on 16th January, 2013 be accepted as a correct record.

 

 

(c)        Matters Arising –

 

There were no matters arising.

 

 

(d)       Navigational Safety Issues – Cardiff Harbour Authority - Mr S. Howell –

 

A repair and refurbishment programme was underway for all navigation aids in the Bay and rivers in readiness for the increase in boat use at Easter.  There had been no navigation issues since the last meeting.

 

Stakeholder consultation meetings had been arranged with the local clubs to raise awareness of the Harbour Authority and also reinforce navigational safety issues.  These would take place at:

 

 

            Cardiff Yacht Club – Friday, 15th March

            Cardiff Bay Yacht Club – Tuesday, 19th March

            Penarth Yacht Club – Thursday, 11th April.

 

 

(e)       Timetable of Meetings –

 

The report suggested dates for future meetings of the Committee as detailed below:

 

DATE

VENUE

 

Wednesday, 18th September, 2013 at 5.15 p.m.

 

Cardiff Bay Harbour Authority Offices

 

Wednesday, 20th November, 2013 at 5.15 p.m.

 

Ditto

 

Wednesday, 15th January, 2014 at 5.15 p.m.

 

Ditto

 

Wednesday, 12th March, 2014 at 5.15 p.m.

 

Ditto

 

Wednesday, 4th June, 2014 at 5.15 p.m. (Annual Meeting)

 

Ditto

 

AGREED – T H A T the Timetable of Meetings as detailed above be approved.

 

 

(f)        Progress Update - Cardiff Harbour Authority - Mr. Simon Howell –

 

There had been no oxygen level issues since the last meeting.  The autumn rainfall continued through the winter period and with the saturated ground increased runoff rates into the rivers.  Over 450 cumecs was recorded on two occasions with the Bay level rising to 5.8 metres AOD twice. This caused flooding of the frontage of Roald Dahl Plasse, although this was designed to flood.

 

The area was cordoned off, and following the drop in tide level and the Bay reducing back down to normal levels, the area was cleaned and brought back into use.  Debris also brought down during high flows was removed from the booms and the Bay area, although this can sometimes take a number of days to achieve.  Flood levels of around 5.8 metres AOD causes flooding up to the area around the bridge over the oval basin entrance.

 

The barrage bridge repairs had commenced and the first bridge should be completed before the Easter Bank Holiday.  The second and third bridge repairs were intended to then follow on after the holiday was over.

 

Bearing repairs had been completed to sluices 1 and 3.  The bearings to sluice 2 had now been removed and these were being repaired and it was expected that all five sluices will be operational by Easter.

 

Winter maintenance of the fish pass had been completed and this was back in operation ready for the salmon migration season.

 

The erosion repairs to the barrage maintenance track were nearing completion and the repairs to the operational Wharf were complete.  New timber handrailing had been provided to the fencing around Roald Dahl Plasse and the area had been resurfaced.  The events area near the environmental building had also been surfaced using a recycled rubber material.  This would make this area more event friendly and reduce the need for temporary surfacing to be brought in for major events such as the home nations rowing championships and the extreme sailing event.

 

Cardiff had been selected as a host port for the 2017/18 edition of the Volvo Round the World Yacht Race.  This would be the largest water based event held in the city and would have major economic benefits to the city and surrounding areas when it is held.

 

(g)       Any Other Business –

 

            (i)         LED Lighting

 

Councillor G. Roberts referred to the LED lighting which was to be installed alongside the environment building on the barrage inner harbour walkway and asked if the lighting had been installed.

 

Mr. Howell advised that the lighting had not been installed yet as a more permanent solution was being considered.

 

When installed, it was proposed that the new system would be trialled along part of the route.

 

(ii)        Groundwater Monitoring

 

Mrs. Dimond asked if she could be supplied with the latest Groundwater Monitoring figures.

 

Mrs. Dimond also referred to the Annual Report of the Groundwater Complaints Administrator, and asked if this could be made available to the Committee.

 

            (iii)       Tourism Pamphlet

 

Mr. Andrews circulated copies of a pamphlet produced by Penarth Tourism and Visitor Association, with support from the Vale of Glamorgan Council Tourism Department in an attempt to attract visitors to Cardiff Bay to then visit Penarth.

 

A poster had also been produced.

 

(h)       Date of Next Meeting –

 

AGREED – T H A T the next meeting be held on Wednesday, 5th June, 2013 at 5.15 p.m. in the Cardiff Harbour Authority Offices.

 

----------------------------------------------

 

 

In presenting the report, the Cabinet Member for Regeneration, Innovation, Planning and Transportation highlighted the following items.

 

Firstly that the Volvo Around The World Yacht Race would be an important event for the Vale as well as Cardiff as many of the race would be taking place off Lavernock Point and the Penarth coastal areas. Secondly, the Cabinet Member was pleased that the South East Wales Transport Alliance  (SEWTA) was funding a feasibility study for a cross barrage bus to cope with the increased amount of traffic, and also gave her support to the proposed lighting scheme that would be installed along the barrage.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1)                  T H A T the minutes of the meeting be noted.

 

(2)                  T H A T Council officers make proactive contact with Cardiff Harbour Authority, Cardiff Council, Welsh Government and other stakeholders to ensure that the Vale of Glamorgan has full involvement with the prestigious Volvo Around The World Yacht Race.

 

Reasons for decisions

 

(1)                  To be aware of the views of the Advisory Committee.

 

(2)                  To highlight this prestigious event and ensure the Vale’s involvement.

 

 

C1290            SERVICE PLANNING 2013/2017 (MD) (SCRUTINY COMMITTEES – SOCIAL CARE AND HEALTH, HOUSING AND PUBLIC PROTECTION, CORPORATE RESOURCES)

 

Approval was sought to agree the following service plans; Social Services, Housing and Building Services, Corporate and Customer Services and Resources

Full copies of the plans were available to view online via the Councils website and the remaining service plans would follow this report and be presented to Cabinet at a later date.

Service planning arrangements had been reviewed to reflect the new senior management restructure and there were fewer plans (eight in total) for 2013-14, each providing a strategic overview of each directorate. The new plans addressed a number of key questions aimed at enabling services to improve how they measured and provided evidence of their contribution to the priority outcomes identified within the Councils Corporate Plan.

The Council had agreed with the Wales Audit Office to use the revised plans as supporting evidence in meeting its obligations for self assessment under the Local Government (Wales) Measure 2009.

Following a review by officers, the performance measures for 2013/14 onwards would be presented to all scrutiny committees for discussion and agreement during July 2013.

This was a matter for Executive decision.

 

RESOLVED – T H A T the following service plans for 2013-17 be agreed and continually reviewed by Cabinet

·   Social Services,

·   Housing and Building Services,

·   Corporate and Customer Services

·   Resources

 

Reason for decision

 

To confirm the service plans as the primary document against which performance for the relevant area would be measured and to meet self-assessment requirements under the Local Government (Wales) Measure 2009.

 

C1291           EXTRENAL FUNDING: FAMILIES FIRST (L) (SCRUTINY COMMITTEE -  ALL) -

 

Members were informed of the Welsh Government grants allocated to support the delivery of the Families First Plan in the Vale of Glamorgan. 

On 29 February 2012 (Min 1630), Cabinet endorsed that the Council act as lead body for the Families First grant on behalf of the Children & Young People's Partnership and the proposed utilisation of the grant on 29 February, 2012 (Min 1630).

The report detailed the provision of a network of targeted support at tier 2 for children, young people and families within a framework of support provision, in order to improve the life chances of children and young people from disadvantaged families. Nine distinct projects existed under the current Families First Plan. One would cease based on Welsh Government guidance, a further two projects were being incorporated into current existing projects and all would remain centrally coordinated.

 

The focus of the funding was to build on the newly established Families First Plan. Children, young people and/or families would be referred through a central formal referral system to a team that would work with all those within the family requiring support mirroring the team around the child approach.

It was proposed that the funding continue to be utilised to deliver the following projects:

·                Raising awareness of welfare rights - to be externally commissioned;

·                Family support programme - internally commissioned and delivered via Flying Start;

·                Disability Focus - internally and externally commissioned;

·                Partnership for Young Parents (to be expanded) - internally commissioned (Social Services);

·                Putting Families First - Internally commissioned (Education);

·                Young people support programme - internally commissioned (Education);

·                Young carers - externally commissioned.

The following two new projects to be funded from April 2013:

·                C-Card scheme (to be incorporated as part of an existing project). Internally commissioned (Education). Awaiting Welsh Government approval.       

·                Family mentoring and volunteering (to be incorporated as part of an existing project). Internally and externally commissioned (Education).

A Families First Plan and spreadsheet for the Vale of Glamorgan covering the period 1st April 2012 - 31st March 2017 had been approved by Welsh Government on the basis the Council would receive a grant of £1,483,024 for 2012/13 and £1,534,990 each year covering the financial years 2013/14 until 2016/17.

This was a matter for Executive decision

 

RESOLVED –

(1)                T H A T the Council continue to act as lead body for the Families First grant available to the Children and Young People's Partnership.

(2)                T H A T  the utilisation of the Families First grant be supported.

(3)                T H A T the Head of Legal Services be authorised to negotiate and execute appropriate contractual arrangements with delivery partners to ensure the provision of the Families First Plan.

(4)                T H A T the employment of appropriate personnel takes place in accordance with the Council's approved recruitment and selection policy to ensure the delivery of the Families First Plan. 

Reasons for decisions

 

(1)               To acknowledge the continuing financial and legal responsibilities undertaken by the Council as grant recipient body on behalf of the Children and Young People's Partnership  

(2)               To acknowledge and support how the grant received was being used to deliver Families First in the Vale of Glamorgan.

(3)               To authorise the appropriate contractual arrangements with delivery partners in furtherance of the Families First Plan.

(4)               To note the recruitment procedures necessary to achieve delivery of the Families First Plan.     

 

C1292            THE DECISION BY 'CROSSROADS IN THE VALE' TO TRANSFER THEIR DAY CARE SERVICE (AS) (SCRUTINY COMMITTEE – SOCIAL CARE AND HEALTH) –

 

Members were informed about the decision made by 'Crossroads in the Vale' to move its day care services from the Bryneithin site to Barry Island.

‘Crossroads in the Vale' currently supported older people with dementia-related illnesses in the Vale of Glamorgan through the provision of day care at the Bryneithin site. The service was run independently by this organisation; and it assisted both private and social services funded service users. 

'Crossroads in the Vale' had now found an alternative site at Breaksea Drive, Barry Island.  The facilities at the centre in Barry Island were more suitable for the current clients and for meeting the needs of the service in the longer-term. 

Staff from Crossroads and the Council were working together constructively to manage very sensitively the process of transferring the service.  A communication strategy had been developed and each service user and significant adult (i.e. the carer or relative, where the individual lacks the mental capacity to understand the change) had been informed about the decision to move.  When the transfer process was complete, relevant care coordinators would undertake individual reviews for social care users funded through the social services budget (as and when required) to ensure that services continue to meet their requirements.  

This was a matter for Executive decision

 

RESOLVED –

(1)                T H A T the decision made by 'Crossroads in the Vale’ to move its day care service be noted.

(2)               T H A T the Director of Social Services be authorised to provide 'Crossroads in the Vale' with financial assistance up to the sum of £11,000 p.a. for three years.

(3)                 T H A T the report be referred to the Social Care and Health Scrutiny Committee for information.

Reasons for decisions

 

(1)       To note the plans that are in place to maintain appropriate day service provision for those users whose assessed needs are currently met by 'Crossroads in the Vale'.

(2)       To assist 'Crossroads in the Vale' with the costs of transferring its day service to a more appropriate setting, ensuring service continuity for service users currently funded by social services. 

(3)       To inform the Scrutiny Committee (Social Care and Health).

 

C1293            THE CLOSURE OF BRYNEITHIN RESIDENTIAL CARE HOME(AS) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) –

 

Members were informed of the closure of Bryneithin Residential Care Home and approval was sought to agree the arrangements being put in place to consider the future use of the site.

On 5 November, 2012 Cabinet resolved that “the Council's current position on Bryneithin is that it continues to operate as a registered care home.  This commitment would continue for as long as necessary.  Consideration to further options for the future use of the site would be given as and when appropriate’’.

Bryneithin had not admitted any new residents since the decision to close was made by Cabinet in December 2009.  Since this time, the staffing resource at the home had been constantly reviewed and tailored to meet the care needs of reducing numbers of residents.

The last resident of Bryneithin had left the Home and it was now closed.  This matter could now be made public, without jeopardising the rights of any service user to privacy and confidentiality.  The site continues to provide temporary catering facilities for two other residential care homes, while essential refurbishment was carried out to their kitchens. 

It was essential that the Bryneithin site was kept secure throughout any period of transition.  Extensive security arrangements were already in place and these would be reviewed when the remaining services were withdrawn from the site.

A corporate project group was being set up to consider future use of the site, led by the Head of Adult Services and with assistance from the Council's Major Projects Unit.  From the outset, the project group would consider options for the site that would assist the Council in meeting the social care needs of older people.  It should be noted that this exercise would be conducted in the context of there being no funds available from the Council's capital programme.  The project group would seek to engage with relevant stakeholders, including the Cardiff and Vale University Health Board.  

This was a matter for Executive decision

 

RESOLVED –

(1)                T H A T the closure of the Bryneithin Residential Care Home be noted.

(2)                T H A T the arrangements to generate possible options for the Bryneithin site to assist in meeting older people's need for care and support, once it has been vacated be approved.

(3)                T H A T the Director of Social Services produce regular reports for Cabinet outlining the progress made with this work.

(4)                T H A T Cabinet receive an options appraisal in due course to enable informed decisions about the Bryneithin site.

(5)                T H A T  the Director of Social Services be authorised to make arrangements for securing the Bryneithin site, including the demolition of the buildings if necessary, in consultation with the Leader, the Cabinet Member for Adult Services and the Managing Director.

(6)                T H A T the report be forwarded to the Social Care and Health Scrutiny Committee for information.

(7)                T H A T a Cabinet working group be established, led by the Cabinet Member for Adult Services to oversee and be involved in all future options for the Bryneithin site and any consultation with the relevant stakeholders

Reasons for decisions

 

(1)                  To acknowledge the decision to close the Bryneithin Residential Care Home site.

(2-4)              To approve  the arrangements being put in place to consider future use of the Bryneithin Residential Care Home site.

(5)                 To secure the site cost effectively.

(6)                 To inform the Scrutiny Committee (Social Care and Health).

(7)                 To be fully involved in the decision making process.

 

C1294            JENNER PARK - THE INTERSENSORY CLUB, ADAPTIVE CYCLE INITIATIVE (LPCSD) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to permit the Intersensory Club to run an Adaptive Cycle Club at Jenner Park, including the placement of a storage container for the adaptive cycles.

The Intersensory Club (Registered Charity No. 1121799) had acquired funding to purchase adaptive bicycles that could be used by disabled people so they could experience cycling.  The Intersensory Club already had 12 adaptive bikes that were ready for use. The nearest similar centre for residents in the Vale of Glamorgan was Pedal Power in Cardiff.  A centre in Barry would improve cycling access for Vale residents.

In order to ensure maximum usage of the bikes, the Club would forge links with schools, day centres, individuals, and disability organisations who could all benefit from this provision. There would be a system for pre-booking access to the bikes. It was anticipated that the club would provide cycle opportunities 2 days a week in a pilot project. 

The sessions would run from 12pm – 4pm each day.  The club would aim to run from March – September with a rest period during the winter months as the weather may not be suitable. 

This club would be run by volunteers. Links would be made with various organisations including the Communities First Cycling Project at Iolo Park and the Vale Volunteering Bureau, to source suitable volunteers. 

It was proposed that the bikes would be stored at Jenner Park in a secure storage container, which would be accessed by the volunteers running the club. In order to ensure ease of access for the participants using the bikes, the most appropriate place to store the container was in Jenner Park.  The successful running of this cycle club would therefore depend on there being a storage container within the stadium.

This project was supported by the Disability Sport Wales Development Officer and the Senior Health Promotion Specialist, Cardiff and Vale Public Health Team. 

In presenting the report, the Cabinet Member for Leisure, Parks, Culture and Sports Development commented that in light of the below recommendations it was important to note that there would be no disruption to current users of the facility and that license would be flexible to cater for the ad hoc use by others such as schools. He was pleased that this project provided residents from the Vale with a safe location to enjoy cycling.

This was a matter for Executive decision

 

RESOLVED –

(1)                  T H A T the Intersensory Club be granted a licence at a peppercorn rent to run an Adaptive Cycle Club at Jenner Park and the Club be permitted to site a storage container on terms and conditions to be agreed by the Managing Director in consultation with the Head of Legal Services, the Director of Visible Services & Housing and the Cabinet Member for Leisure, Parks, Culture and Sports Development. The times and dates of use to be agreed with the Operational Manager for Parks and Open Spaces.

(2)                  T H A T the Intersensory Club fund all relevant planning permissions, building control applications and all other costs associated with the club and siting of the storage container.

(3)                  T H A T  subject to the appropriate planning permission being granted the storage container is sited to the satisfaction of the Director of Visible Services & Housing and at no cost to this Council.

(4)                  T H A T the Head of Legal Services be authorised to prepare and execute the licence with the Intersensory Club on behalf of the Council and any other documents that may be required in connection with the project.

Reasons for decisions

 

(1)                To improve partnership working with the voluntary sector and to ensure that the club is supported in developing the adaptive cycle club in compliance with the Local Government Act 1972 and on dates and times that do no impact on existing users of Jenner Park.

(2)                To ensure compliance with all relevant legislation at no cost to the Council.

(3)                To ensure that the storage container is of an appropriate standard and is correctly sited at no cost to the authority.

(4)                To secure appropriate completion of the licence.

 

C1295            SEVERN ESTUARY PARTNERSHIP 2013/14 MEMBERSHIP (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought for the 2013/14 contribution to the Severn Estuary Partnership.

 

Established in 1995, the Severn Estuary Partnership (SEP) was an independent, estuary-wide organisation led by local authorities and statutory agencies that sought to work with all those involved in the management of the Severn Estuary.

 

As a coastal authority with an inherent interest in the future management of the Severn Estuary, the Vale of Glamorgan Council had been a member of the SEP since its inception and had contributed financially to its operation by way of annual membership fees.

 

With heightened interest in the role of the Severn Estuary and the marine environment, it was considered that continued membership of the SEP remained important as its independent status and wide ranging membership played a vital role in ensuring a coordinated approach to proposals which affected the future of the Estuary.

 

Funding for the SEP and the other estuary groups was via an annual membership fee and the Council had now been requested to confirm its membership of the SEP for 2013/14 at £2,963.00.

The annual contribution for the SEP could be met from within current departmental budget. 

 

This was a matter for Executive decision

 

RESOLVED –

 

(1)          T H A T a contribution of £2,963.00 towards the 2013/14 membership of the Severn Estuary Partnership be approved.

 

(2)          T H A T the Director of Development Services in consultation with the Cabinet Member for Regeneration, Innovation, Planning and Transportation, be authorised to agree future membership subscriptions of the Severn Estuary Partnership.

 

Reasons for decisions

 

(1)       To ensure the continued involvement of the Council as a key estuary partner in the Severn Estuary Partnership for 2013/14.                        

 

(2)       To enable future membership contributions to be agreed under delegated powers.

 

 

C1296            PENARTH HEIGHTS (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to permit Crest Nicholson to create reinforced earth embankments (subject to planning and an appropriate legal agreement(s)) on the Council's land adjoining the northern boundary of the site as shown indicatively between Points A and B in Appendices A and B as attached to the report.

The Penarth Heights development commenced on site in June 2010.  This followed the residential development being granted planning approval (2007/00295/FUL) .The scheme had involved the demolition of the existing flats (the Royal Close and Highview Road/Chichester Road Estates) and the construction of 377 new residential units (comprising a mix of detached and semi detached houses, terraced houses and flats) and associated highway infrastructure and open space.  Of the 377 new homes 75 would be affordable.

Over the past two and a half years Crest Nicholson had physically constructed 79 new residential units, and a further 16 were currently under construction.  Of these ten of the completed residential units were affordable and had been purchased by United Welsh Housing Association.  Of the new private residential units 71 had at the time of writing this report achieved legal completion and a further four had exchanged contracts. 

Crest Nicholson were now focused on facilitating the construction of the next phase of the scheme.  As part of the next phase Crest Nicholson proposed a revised earthworks strategy that would retain a greater volume of earthworks material on the next phase of the site (subject to planning permission) thereby reducing the environmental and community impact of the next construction phase achieved by more than halving the number of heavy goods vehicle (HGV) movements that would travel through Penarth.

The existing planning approval (2007/00295/FUL) for Penarth Heights would result in an estimated 37,504 cubic metres of surplus earthworks material requiring off site disposal from the remaining undeveloped area of the site, i.e. the next phase.  Crest Nicholson's planning consultants state this original planning approval "…would have generated approximately 4,700 HGV trips (to and from the site)…" i.e. 9,400 lorry movements in total. 

By contrast the developer's revised earthworks strategy, which was set out in a recently submitted new planning application (2012/01140/FUL) if approved would lower the amount of earthworks material requiring removal from the site to about 19,340 cubic metres, a reduction of about 18,160 cubic metres (i.e. 37,504 cubic metres less 19,340 cubic metres).  This would mean the number of HGV movements would be reduced from approximately 4,700 (to and from the site) to approximately 1,976 HGV movements (to and from the site).  In total approximately 2,724 HGV movements (to and from the site) i.e. a total reduction of 5,448 lorry movements would be negated by such an approach.  This represents more than a 50% reduction of lorry movements through Penarth.

To achieve the reduction of earthworks material requiring off site disposal the developer's new planning application (2012/01140/FUL) proposed ground remodelling along the northern site boundary to create a c30 degree slope reinforced earth embankment(s), to support the northern edge of the proposed new adopted highway (identified as Woodlands Road on Appendices A and B).  Subject to planning permission being granted it was intended for the Council as landowner to enter into an appropriate legal agreement(s) permitting Crest Nicholson to create the said reinforced earth embankments, as these would be located between points A and B on the Council's land adjoining the northern boundary of the site as shown indicatively in Appendices A and B to the report. 

Crest Nicholson would be responsible for funding the works.  The reinforced earth embankments were proposed to form part of the adopted highway and as such the maintenance of these structures would be dealt with by the Council.  Therefore Crest Nicholson would be required to provide an appropriate Bond and Commuted Sum for the maintenance of the structures.

At the meeting the Leader highlighted the need to ensure that only inert materials would be used in the creation of the reinforced earth embankments and that any applications made to the Council made reference to this and that this was also reflected in terms of any permissions issued.

This was a matter for Executive decision

 

RESOLVED –

(1)                T H A T progress of the Penarth Heights development be noted.

(2)                T H A T  Crest Nicholson be authorised to create reinforced earth embankments (subject to planning and an appropriate legal agreement) between Points A and B on the Council's land adjoining the northern boundary of the site as shown indicatively in Appendices A and B as attached to the report.

(3)                T H A T the Head of Legal Services be authorised to agree, complete and execute the appropriate legal documentation required to permit Crest Nicholson to create reinforced earth embankments (subject to planning and an appropriate legal agreement) between Points A and B on the Council's land adjoining the northern boundary of the site as shown indicatively in Appendices A and B as attached to the report.

Reasons for decisions

 

(1)                  To note progress of the Penarth Heights development.

(2)                  To permit Crest Nicholson to create reinforced earth embankments (subject to planning and an appropriate legal agreement(s)) on the Council's adjoining land.

(3)                  To authorise the Head of Legal Services to agree, complete and execute the appropriate legal documentation.

 

C1297           WELSH GOVERNMENT CONCULTATION ON AGRICULTURAL POLICY REFORM 2014 - 2020. A VALE OF GLAMORGAN COUNCIL RESPONSE (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

 

Members were informed of a Welsh Government consultation on Common Agricultural Policy (CAP) reform 2014-2020, and approval was sought to agree a response to the consultation.

The Rural Development Plan for Wales 2007-13 in the Vale of Glamorgan was currently delivered by Creative Rural Communities, the Council's Rural Regeneration Initiative which was established in 2003. The 2007-2013 programme totaled over £7.7 million to date, directly benefiting the 10 rural wards of the Vale, with indirect benefits to the urban areas of the county.

Creative Rural Communities had been successfully operating since 2003 and had delivered high quality community led projects with European & Welsh Government grants, using numerous external sources for match funding.  The Council was the lead body for the Partnership, employing 14 staff and carrying out all management and financial roles.

There had been delays in the agreement of the next EU budget which had a knock on effect to the CAP reform process and future programme timescales. Additional Welsh Government funding was recently awarded to extend the second RDP Business Plan for a year until December 2014. The Council currently match funded this £3.95m phase (2011-2013) of projects with £200,000 of capital funding.

The timescales for the next Rural Development Plan had yet to be confirmed, but this consultation would inform future delivery models along with the thematic and geographical targeting of any future resources. 

The Vale of Glamorgan Rural Partnership, which was facilitated by the Council was also likely to submit its’ own response to the consultation document. Key multi sector partners would also be encouraged to submit responses to this consultation.

The Deputy Minister for Agriculture, Food, Fisheries and European Programmes had established a Rural Advisory Group to assist in the development of the new RDP programmes. The WLGA is not represented on this group.

A proposed response to the consultation document was attached at Appendix 3 to the report. In essence it aimed to:

·                put a case forward for the ongoing inclusion of the rural Vale in the next RDP (2014-20)

·                argue the case for the retention of the delivery and administration of RDP at a local level in the Vale.  This would maintain momentum, community involvement and prevent a loss of knowledge that has been built up over the past 10 years.

·                emphasise the benefits of Local Government involvement in the RDP.

·                comment on thematic priorities for the next programme.

 

In presenting the report, the Cabinet Member for Regeneration, Innovation, Planning and Transportation thanked the Principal Rural Regeneration Officer for his work in putting together the Council’s response to the Welsh Government consultation document.

The Cabinet Member also tabled Ward Member comments from Councillor Rhodri Treharne and commented that the below recommendations should address his concerns.

The Cabinet Member for Leisure Parks Culture and Sports Development also expressed his support for this item.

 This was a matter for Executive decision

 

RESOLVED –

(1)                T H A T the suggested response at Appendix 3 to the consultation as attached to the report on the reform of the Common Agricultural Policy 2014-2020 and its submission to Welsh Government be approved.

(2)                T H A T the Council engage with a range of partner organisations to gain support for the Council's position.

(3)                T H A T a copy of the report be forwarded to the Economy and Environment Scrutiny Committee for information purposes.

Reasons for decisions

 

(1)                  To enable the Council to respond to the consultation by 23 April, 2013.

(2)                  To enable other partner organisations to be informed and potentially support the Council's stance in respect of the consultation.

(3)                  In order for the Economy and Environment Scrutiny Committee to be informed of the consultation response.

 

C1298            SCHOOL ADMISSION ARRANGEMENTS 2014/2015 (CS) (SCRUTINY COMMITTEE - LIFELONG LEARNING) –

 

Cabinet were advised of the conclusion of the Council’s statutory consultation exercise on school admission arrangements for Community Schools in accordance with the Education (Determination of Admission arrangements) (Wales) Regulations 2006.

 

A local authority had a statutory duty to consult on school admission arrangements annually. The School Admission Arrangements must be determined by 15 April 2013 for implementation in 2014/15.

 

The School Admissions Policy was issued for consultation on 11 January, 2013 to Headteachers and chairs of governors of all schools in the relevant area (including other admission authorities), neighbouring Local Authorities and Diocesan Directors of Education. Responses were required by 1 March, 2013.

 

Consultation was also undertaken with parents of children, excluding year 6 children, in attendance at Vale schools on 17 January 2013. Responses were required by 1 March 2013. The consultation was also published on the Vale of Glamorgan Council website.

 

The local authority was required to publish a composite document each year for the subsequent school year admission round detailing school admission arrangements for all maintained schools in its area. This information was contained within the Council’s information booklet “Educating Children in the Vale of Glamorgan - A Parental Guide to School Admission in the Vale”.

The local authority received 785 written responses to the consultation exercise of which 22 respondents were in favour of the change and the remainder were either opposed or had serious concerns. The local authority also received two petitions with 1015 signatures objecting to the proposals.

 

The main themes emanating from the consultation exercise were summarised in Appendix B to the report.

 

The current oversubscription criteria for secondary schools together with the proposed criteria consulted on and revised criteria post consultation were attached to the report at Appendix C.

 

The admission arrangements detailed in the attached School Admissions Policy 2014/2015 at Appendix A to the report would be operational for the 2014/15 academic year.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1)          T H A T the Schools Admissions Policy for 2014/2015, retaining feeder schools as a high priority within the policy, attached at Appendix A to the report be approved.

 

(2)          T H A T the report be referred to Lifelong Learning Scrutiny Committee for information.

 

(3)          T H A T the Managing Director use emergency powers to submit the Schools Admissions Policy for 2014/2015 in order to meet the 15 April, 2013 deadline if necessary.

 

Reasons for decisions

 

(1)          The Council is required to review school admission arrangements annually and to determine the arrangements for 2014/15 following appropriate consultation by 15 April 2013.

 

(2)          To inform the Lifelong Learning Scrutiny Committee of the proposed changes to the admission arrangement.

 

(3)          In order to meet the deadline

 

 

C1299            SCHOOL AND COMMUNITY BASED COUNSELLING SERVICE FOR YOUNG PEOPLE (CS) (SCRUTINY COMMITTEE - LIFELONG LEARNING) –

 

Approval was sought to enter into a contract for the delivery of a School and Community Based Counselling Service in line with the School Standards and Organisation (Wales) Act 2013.

 

Following the Clywch report in 2004, issued by the Children's Commissioner a key recommendation was the establishment of a counselling service for young people.

 

Following a broad consultation, the Welsh Assembly Government launched its National Strategy for School-Based Counselling Service for Wales in April 2008. The benefits to young people of such a service were well documented.

During 2008 the Vale of Glamorgan was successful in its proposed model to deliver a counselling service. Following confirmation of the grant a full tendering exercise was undertaken, resulting in Barnardos Cymru Ltd being the preferred service deliverer.

 

Funding allocated in 2008/09 was £42K, which had risen to £192K in 2012/13. The increase each year was in order to grow the service slowly and ensure all secondary and special schools received a service.

 

In March 2013 the School Standards and Organisational (Wales) Act set in place a legal requirement for all local authorities to secure 'reasonable provision' for an 'independent counselling service' in respect of health, emotional and social needs.

 

Cabinet were informed that an open procurement process had been undertaken in line with the Council's Standing Orders and Financial Regulations to identify a suitable provider of a School and Community Based Counselling service (see Part 2 Appendix), save that the tendering exercise was not reported to Cabinet beforehand for approval.

 

Welsh Government had allocated funding, which was part of the Revenue Support Grant. The Learning and Skills Department sought to utilise this funding to procure a service from May 2013 for £185,000 per year for 3 years (until May 2016).

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)          T H A T the positive impact of the School and Community Based Counselling Service on young people since its inception be noted and that updates are provided annually to Cabinet.

 

(2)          T H A T the procurement of the service be agreed and that the Head of Legal Services be authorised to execute a contract with the successful bidder.

 

Reasons for decisions

 

(1)          To ensure Members are kept informed of the counselling service and its impact on young people.

 

(2)          To ensure contract standing orders and financial regulations are followed and that officers enter appropriate arrangements to procure and deliver a service.

 

C1300            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.

 

C1301            SCHOOL AND COMMUNITY BASED COUNSELLING SERVICE FOR YOUNG PEOPLE – APPENDIX 1 (CS) (SCRUTINY COMMITTEE - LIFELONE LEARNING) –

 

Not for Publication by Virtue of Paragraph 14 of Part 4 of Schedule 12A to the Local Government Act 1972 (as amended) by the Local Government (Access to Information) (Variation) (Wales) Order 2007

 

RESOLVED - T H A T Action for Children be accepted as the preferred bidder.

 

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