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                                                                        Agenda Item No.

 

CABINET

 

Minutes of a meeting held on 1 July, 2013.

 

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

 

C1380                        MINUTES –

 

RESOLVED – T H A T the minutes of the meeting held on 17 June, 2013 be approved as a correct record.

 

C1381            DECLARATIONS OF INTEREST –

 

No declarations were received.

 

C1382            JOINT CONSULTATIVE FORUM

 

The minutes from the above committee held on the 20 May, 2013 were submitted

 

Present:  Councillor G.H. Roberts (Chairman); Councillors K. Hatton, Mrs. M. Kelly Owen, A.G. Powell and Mrs. A.J. Preston.

 

Representatives of the Trades Unions

 

Mr. G. Beaudette (NUT); Mr. D. Dimmick (NASUWT); Mr. P. Carter, Mr. N. Hart, Mr. R. Hughes, Mr. G. Moseley, Mr. G. Pappas and Ms. G. Southby (Unison); Mr. N. Patterson (Unite)and Mr. N. Stokes (GMB).

 

 

(a)       Apologies for Absence -

 

These were received from Councillors F.T. Johnson and E. Williams.

 

 

(b)       Minutes and Matters Arising – 

 

AGREED – T H A T the minutes of the meeting held on 18th February 2013 be accepted as an accurate record, it being noted that there were no matters arising.

 

 

(c)        Directorate Consultative Groups

 

The minutes of the following Directorate Consultative Groups were received:

 

-               Learning and Skills: 25th February, 2013

-               Learning and Skills: 15th April, 2013

-               Social Services: 28th January, 2013

-               Social Services: 19th February, 2013

-               Social Services: 19th March, 2013.

 

The following matters contained therein were raised:

 

·                Minutes of the meeting of the Learning and Skills Directorate Consultative Group held on 25th February, 2013 – paragraph 11 – facilities policy.  Mr. Dimmick referred to the fact that this long standing issue remained unresolved and that a resolution needed to found expeditiously in order that he could properly fulfil his role.  The Principal Personnel Officer indicated that this was being progressed

 

·                Minutes of the meeting of the Learning and Skills Directorate Consultative Group held on 15th April, 2013 – paragraph 2 – first aid allowance.  Mr. Dimmick indicated that he was not aware of any staff being paid and questioned the accuracy of the minute.  He agreed to raise the issue at the next meeting of the Directorate Consultative Group.            

 

      Paragraph 6 – facilities time.  Mr. Dimmick drew attention to the minute again querying its accuracy.  He stated that to be allowed just one day a week to undertake his trade union duties was unworkable, that it had been a suggestion and had not been agreed and reiterated that it required urgent resolution.  Having been assured that the matter was in hand, Mr. Dimmick indicated that he would raise the issue at the next Directorate Consultative Group meeting.

 

Mr. Carter then raised the matter of facilities time in respect of UNISON and the other non-teaching trade unions, commenting that this was another longstanding issue which required expeditious resolution.  Both Mr. Patterson and Mr. Stokes agreed drawing attention, inter alia, to the need for parity between the unions. The Head of Human Resources fully accepted that the issue of facilities time needed to be addressed.  Mr. Stokes also pointed out that he, Mr. Carter and Mr. Patterson all came from the Directorate of Visible Services and Housing, commenting on the financial burden placed on that Directorate as a consequence.  Mr. Patterson concurred and proposed that the financial impact on that Directorate be taken into account during future discussions on facilities time.  The Chairman reminded the trade union representatives that their co-operation was essential in developing the Partnership Agreement and that the two matters went hand in hand.  Mr. Carter then referred to an issue within a school where a trade union representative had not been released to undertake trade union duties.  Given that the several bodies involved in school staffing arrangements, the Chairman proposed that the Head of Human Resources be asked to give advice to the school in an effort to move forward.  It was subsequently agreed that progress on this matter be reported at the next meeting and in the context of the wider partnership work.

 

·                Minutes of the meetings Social Services Directorate Consultative Group - Mr. Carter referred to the ongoing issue of agency staff and queried the way in which the figure for agency staff was now calculated given that he understood that this task had previously undertaken by a former Operational Manager.  The Operational Manager (Human Resources) indicated that departmental representatives collected the information which was then passed to Human Resources.  

 

It was noted that the meeting of the Corporate Services Consultative Group, originally scheduled for 8th April 2013, had been rearranged for July and that the Group would be chaired by Huw Isaac. 

 

(d)       Public Sector Equality Duty: Employment Information, Pay Differences and Staff Training

 

The Head of Performance and Development took Members through the report which outlined the steps to be taken in order to comply with the Public Sector Equality Duty.  He explained that the Council was required to compile and publish the necessary information in relation to the protected characteristics.  Employees would be requested to supply the information but could, should they prefer, choose not to disclose the information.  He drew attention also to the fact that certain of the information being requested was recognised as sensitive in terms of data protection and that safeguards would in place to ensure that personal data was not released either deliberately or inadvertently.  In response to a question from Ms. Southby, he confirmed that whilst the data obtained would be retained the questionnaires would be destroyed.  In conclusion, the Chairman stressed the importance of the exercise in order to make real progress in respect of equalities and asked the trade union representatives to reassure staff that any information given would be well protected and properly processed.

 

 

(e)       Human Resources Strategy 2013 – 2017

 

The Head of Human Resources drew attention to the above document as appended to the report which provided a strategic framework for the delivery of the actions set out in the Workforce Plan 2013/17 as set out on page 2.  He referred to the development of a robust reporting mechanism to help measure performance and to the actions set out on page 15 to support the delivery of the Strategy, adding that the Change Forum would be just one of the mechanisms used.  He comments that increasing the emphasis on employment engagement was one of the key themes.  He also confirmed that the trade unions had been fully consulted on the contents of both the Workforce Plan and the H.R. Strategy.

 

(f)        Updates on Job Evaluation Appeals Process

 

The Head of Human Resources opened by remarking that he anticipated this to be almost the last time a report on this matter would be brought to the Forum.  He updated the report by stating that 94% of all appeals had been completed.  He referred to the support mechanisms in place for those employees adversely affected and to the fact that the support package had been extended to September.  He indicated that 3 persons had currently been redeployed with another 2 on trial periods.  In conclusion he thanked managers, the trade unions and the job analysts for their efforts; Mr. Carter reciprocated by thanking the Head of Human Resources for the assistance he had shown those employees adversely affected by extending the period of support.

 

(g)       Feedback on Policy Development

 

The report set out the current position on H.R. policy development as at 5th April, 2013.  Mr. Dimmick indicated that the list did not refer to a Teachers Association Facility Agreement.  Following a brief discussion, it was agreed that this should not be included in feedback reports.

 

(h)       Proposed Timetable of Meetings 2013/14 – 

 

The following timetable of meetings was agreed, with meetings commencing at 10am:

 

14th October, 2013

17th February, 2014.

 

Further consideration would be give to the date of the meeting in July, 2013.

Subsequently agreed by the Joint Secretaries as 8th July.

 

 

(i)         Home to Work Transportation, Parks Department (TU) -

 

Mr. Pappas, who was one of the parties affected by the cessation of the annualised hours agreement, introduced the item.  He referred to the removal of the previous arrangement in relation to home to work transportation for Parks employees as being an example of Parks being singled out and asked that it be reinstated until such time as a corporate policy could be introduced.

 

The Head of Visible Services and Housing stated that he been party to negotiating the annualised hours agreement in 1998 and that it had been given as a concession to staff who were required to work 46 hours a week at single time.  The agreement had ended on 10th March, 2013 and no business case could be made for its retention.  The Head of Service confirmed that he had been looking at the introduction of a corporate policy and had recently met with trade union representatives on that very matter.  He indicated that issues remained to be resolved and that the trade unions were awaiting further information from him.  He was hopeful, however, that a corporate policy would be in place by the within twelve months.

 

Ten vehicles had been used under the agreement for home to work transport. Mr. Pappas stated that ten vehicles were unnecessary and requested that consideration be given to allowing those employees affected to car-share and utilise just three.  Mr. Patterson confirmed that all that was being requested was that the status quo remain until the corporate policy was agreed and that the withdrawal of home to work transportation in this case was discriminatory.  Mr. Carter also stated that he considered the withdrawal of home to work transportation unfairly penalising the employees involved at a time when morale within that section was already low and requested home to work transportation be retained (albeit with three vehicles) until the corporate policy was introduced.  A proposal was made that, on the assumption that negotiations in relation the corporate policy would be dealt with efficiently and an early resolution found, home to work transportation be retained until the corporate policy was in place.

 

Mr. Pappas referred to the use of such vehicles in cases such as inclement weather whereby staff would be expected to be in work clearing paths through snow in the early hours of the morning and asked for flexibility in such circumstances.  The Head of Service confirmed that the cessation of home to work transportation affected those employees who were party to the annualised hours agreement, that there was a business case for employees taking vehicles home on the occasions referred to above and that that would be included in the corporate policy.  He also confirmed that he had met with Parks staff recently and was currently trying to address those matters adversely affecting morale.

 

Following further discussion on the points raised above, the Chairman reminded all present that the Forum was a consultative body, the minutes of which were reported to Cabinet.  Members were sympathetic to the concerns expressed and noted the perceived unfairness between particular groups of staff.  The Chairman continued by stating that not only was further detail relating to the content of the corporate policy needed in order to allow full consideration of available options (if any) but that the Council’s financial situation and the avoidance of job losses had to borne in mind.  A Member of the Forum reiterated the particular need given the current financial situation for good relationships to be fostered between the Council, its staff and the trade unions.  When asked how much would be saved by the cessation of home to work transportation, the Head of Service indicated that the overall saving would be in the region of £100k.

 

The Chairman concluded the discussion by stating that the minutes of this discussion would record the sympathy expressed by Members for the concerns expressed and the proposition put forward by the trade unions that the number of vehicles requested to be retained for use as home to work transportation be reduced from ten to three.  The Chairman also referred to the work recently undertaken in respect of job evaluation, commenting that the scheme covered all types of remuneration awarded to staff and that home to work transportation was a benefit in kind which impacted on the scheme – an aim of which was to ensure everyone was treated in a consistent manner.  He assured all present that Cabinet would be asked to consider the concerns.

 

At this juncture, following a request, the Chairman adjourned the meeting for a comfort break.

 

 

(j)         Consultation at St. Cyres School and Llantwit Major School (TU)

 

Mr. Dimmick updated Members by stating that the redundancy situations referred to in the report no longer existed, that staff had resigned at St. Cyres and that the Head Teacher at Llantwit Major had explained his rationale for short-circuiting the Avoidance of Redundancy policy.  Mr. Dimmick said that the NASUWT was concerned that the policy had not been followed in either school and that, whilst having some sympathy with the idea of taking alternative measures to avoid compulsory redundancy, there were dangers in dealing with such matters in an informal manner.  Mr. Dimmick referred to the fact that he could not be sure what advice was given to staff and what arrangements were being put in place.  He indicated also that jobs were being lost that affected NASUWT members that he knew nothing about.  He stated that there was a policy in place, that the policy was being flouted and that he did not think that Head Teachers should pick and choose to flout policy.   Mr. Dimmick then drew attention to a written potential informal arrangement in respect of redundancies which had been drawn up in Denbighshire and offered to circulate copies to all present for consideration.

 

The Principal Personnel Officer clarified the position in respect of the situation at both St. Cyres and Llantwit Major Schools.  In respect of the latter she indicated that she understood that agreement had been reached in respect of the informal arrangements.  Mr. Dimmick responded that he could not support anything he had not seen and that NASUWT supported changes to the current scheme.  In conclusion, he reiterated that NASUWT required that the policy be adhered to.  The Chairman acknowledged the concerns expressed and suggested that the work currently underway on developing alternative arrangements to avoid compulsory redundancy be continued.  Mr. Carter also mentioned that the Principal Personnel Officer had agreed to keep the other trade unions informed given the potential knock on affect of such redundancies on school based staff.          

 

 

(k)        Consultation Libraries (TU)

 

Ms. Southby introduced the matter by referring to a meeting involving the Head of Strategic Planning and Performance, Chief Librarian and senior managers in libraries in the Spring which had centred on budgetary pressures and ways to save money.  She indicated that the senior managers had been told not to pass the information onto staff.  She further indicated that, when asked at that meeting about trade union involvement in the process, the Head of Strategic Planning and Performance had replied that they had not as yet.  The Chief Librarian had then, rather than notify staff en masse, held meetings in individual libraries over a period of two weeks and that, as a consequence, rumours as to the future spread.  She continued by saying that information had subsequently filtered down from above that there would no closures or staff cuts – although that would be a possibility in the next financial year – and expressed her concerns at the way the matter had been handled.  Mr. Carter also referred to the disappointing manner in which the above had been dealt with.  The Principal Personnel Officer confirmed at this juncture that there were no proposals for staff cuts or library closures at present, reminding Members that all Departments had been asked to identify ways of making efficiency savings and that there would be a review of the library service in September, 2013.  Ms. Southby reiterated that when senior managers had met with the Head of Service and the Chief Librarian the likelihood of staff cuts and closures had been very real to those managers and that the damage had been done.  Mr. Carter indicated that Ms. Southby, as a senior manager having been told not to discuss the subject matter of that meeting, had been put in an invidious position as a trade union representative. 

 

The Head of Human Resources indicated that the need for Directorates to make efficiency savings had been discussed at the Change Forum when the library service had been mentioned.  He indicated that the need to discuss issues of sensitivity with management team representatives was often appropriate, as was the need for the information to be handled with discretion.  He confirmed that he himself had discussed exploratory options for efficiency services with his senior corporate management team and had relied in such officers to adopt appropriate discretion.

 

He also indicated that it was not appropriate to discuss the actions of officers who were unable to attend the Forum. 

 

Following further consideration of the points raised, the Chairman summarised the discussion by stating that savings had to be made, that discussions were held with senior managers, that staff in individual libraries had been paid separate visits over several weeks and that their concerns had been heighten as a consequence.  Mr. Carter then said that it would have been helpful for the trade unions to have been aware of the situation in order to react to future queries from their members. 

 

 

(l)         Consultation Learning and Skills Directorate (TU) -

 

Mr. Stokes referred to the proposed restructure in the Education Welfare Officer (EWO) Section of the Directorate and explained his concerns in relation to the lack of consultation.  Draft proposals had been forwarded to himself, Mr. Carter and Mr. Patterson as the secretaries of their respective unions but there had been no face-to-face consultation. The trade unions had agreed a new structure in 2010 but now the latest structure featured a person who had been seconded out of the Council some time ago, Mr. Stokes being of the view that the person concerned might have been promoted. Mr. Stokes asked what had been meaningful about that consultation.

 

The Head of Human Resources drew attention to the fact that the issue had been discussed at the last meeting and that the Head of Service had tried to undertake meaningful consultation.  The restructuring had been implemented with no resulting redundancies.  Mr. Stokes made the point that the number of EWOs had been reduced which had placed increased pressure on those remaining in post and questioned how the person referred to above had obtained a post within the section.  The Chairman explained that when employees were seconded there was a duty to take them back when that secondment ended.  Mr. Moseley drew attention to the issue being that of perception amongst staff.

 

Recognising the depth of feeling surrounding this issue, the Chairman suggested that further discussions should be held with the Head of Human Resources to clarify the current situation and learn lessons as to how to deal with such matters in the future.  Mr. Carter replied that although consultation within the Directorate of Learning and Skills had been discussed at the last meeting of the Forum, no meeting had yet been held with the Head of Human Resources in relation to the development of a protocol and that the trade unions would be vigorously pursuing the resolution of the same.  Mr. Carter concluded by stating that the trade unions wanted meaningful consultation to take place with managers throughout the Council.

 

 

(m)      Consultation on Proposals for Schools’ Reorganisation (TU) -

 

Mr. Beaudette introduced the above item by referring to the work of a Scrutiny Panel into surplus numbers in schools, to the secret report of its findings and to the fact that the Scrutiny Committee (Lifelong Learning) approved the proposals put forward by that Panel and referred the same to Cabinet for consideration.  Cabinet had subsequently rejected the proposals.  Mr. Beaudette stated that schools had been visited by the Head of Service and Head Teachers and Chairs of Governors in at least two of the schools where closure had been proposed notified that H.R. would also be visiting them to discuss redundancies.  At that time Head Teachers had also been reminded of their responsibilities under the Code of Conduct and that a breach of that Code could result in suspension.  Information in relation to the proposals had been published in the press and, although told verbally about the proposals, Mr. Beaudette said that he and his colleagues still were unaware as to what those proposals were.  Mr. Beaudette asked why Head Teachers and Chairs of Governors had been told when the proposals had not been approved.  He asked what consultation had taken place, describing the process adopted as being a recipe for conflict.

 

The Chairman replied that the Scrutiny Committee had no decision making powers and that the proposals had been forwarded to Cabinet for consideration.  The information contained in the report had been considered exempt, that is not public information, for a purpose.  He stated that the confidentiality had been irresponsibly breached and that had been the cause of the subsequent confusion and concern.  He indicated that the report might well have contained some good work which could now be lost.  The Operational Manager (Human Resources) drew attention to the Cabinet Member having given trade union representatives a verbal report on this matter.

 

When Mr. Beaudette suggested that the input of the trade unions as regards the issue of school numbers could have been useful, the Chairman endorsed the sentiments expressed at the end of the written report as contained in the agenda, namely that Unions and Associations would wish to work together with the Local Authority for the betterment of the service.  Another Member of the Forum indicated that what had happened, had happened and referred to the need for The Council and trade unions to move forward together from here on in.  In response to a query as to whether an investigation had been launched to identify the source of the leak, the Chairman indicated that the question would be asked and the Forum notified.

 

Given that consideration of the trade unions items had now concluded, Mr. Carter drew attention to the fact that the majority of those items related to their concerns in respect of the consultation process.  The Chairman accepted that there were improvements which could be made but stated that he was of the view that consultation within this Council was undertaken rather effectively.

 

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RESOLVED - T H A T the minutes of the Joint Consultative Forum held on 20 May 2013 be noted.

 Reason for decision

 To be aware of the views of the Joint Consultative Forum.

 

C1383           SICKNESS ABSENCE REPORT – FINANCIAL YEAR APRIL 2012 – MARCH 2013 (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) -

 

Members were updated with the sickness absence information for the financial year April 2012 - March 2013.

The Corporate Management of Attendance policy had been operational since October 2008 and had until the last financial year contributed to a sustained reduction in the level of absence across the Council.

 

The report set out the absence figures for the financial year 2012/2013 for employees corporately employed staff and also those employed directly by schools. The sickness absence figures for the period April 2012 to March 2013 included both corporate and schools figures and were as follows:-

 

 

            Absence   2012/2013.

Average days / shifts lost per FTE (Total)

             
  8.7 (days per employee) 

Percentage of lost time by FTE (Total)

 
3.3 (% of available work days)   

 

A more detailed analysis of the figures by Directorate and Service areas was attached at Appendix 'A' to the report.

This was a matter for Executive decision.

 

RESOLVED –

 

(1)          T H A T the report and the sickness absence outturn provided in Appendix 'A' attached to the report be accepted.

 

(2)          T H A T the importance of the Management of Attendance Policy, achievement of targets and adherence to the Council's policy provisions be reinforced to all managers to respond to the previous years rise in the level of sickness absence.

 

(3)          T H A T the report be referred to Scrutiny Committee (Corporate Resources) for consideration.

 

(4)          T H A T the Head of Human Resources carry out a review of the Management of Attendance Policy as soon as practicable and report back to a future cabinet meeting.

 

Reasons for decisions

 

(1)               To keep in line with corporate objectives.

 

(2)               To maintain challenging and realistic targets to improve the Council's current attendance rates within the workforce.

 

(3)               To seek the support of the Scrutiny Committee to maintain a continued focus on the management of absence throughout all services of the Council.  

 

(4)               To ensure a review of the Management of Attendance Policy

 

   

C1384            COUNCIL TAX HELP FOR OVER 70’S (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) -

Approval was sought for a scheme to provide support to council tax payers aged over 70 and not in receipt of Council Tax Reduction for the Vale of Glamorgan.

The Revenue Budget, that was approved by Council on 6th March 2013 included a budget of £350,000 to cover the costs of the Council Tax discount scheme for the over 70s (the scheme.

 

Since 2009 the Council had received funding from the Welsh Government to operate a local discount scheme for pensioners which provided a discount to Council Tax payers on partial Council Tax Benefit.    In 2012/13 a discount of up to £120 was provided.  The Welsh Government was proposing a similar scheme for 2013/14 to run on an all Wales basis to apply to pensioners in receipt of Council Tax Reduction, which had replaced Council Tax Benefit. 

An exercise had been carried out to match data from the electoral register and the Council Tax system to identify persons / households eligible for the scheme.  It was estimated that 8,000 households would be eligible to benefit from the scheme. However, the final number of eligible households would be dependant on the number of applications received.  On the basis of this data it had been established that a fixed discount of £40 was affordable within the budget available.

 

The report proposed that the eligibility criteria for the scheme were as follows: -

 

·           Eligible persons must be liable to pay Council Tax in respect of a chargeable dwelling which is their sole or main residence on 30th June 2013;

 

·           Eligible persons must be aged 70 years or over on 30th June 2013;

 

·           Eligible persons must not be in receipt of Council Tax Reduction on the 30th June 2013;

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T the scheme to remit Council Tax in the sum of £40 per household due to eligible Council Tax payers aged over 70 on the basis of applications received be approved.

 

(2)           T H A T the qualifying criteria set out in paragraphs 10 and 11 of the report for entitlement to Council Tax remittal be approved.

 

(3)           T H A T the Council Tax Discount Help for Over 70’s Scheme be reviewed after it had been in operation for a 12 month period.

 

Reasons for decisions

 

(1)               To assist those aged over 70 with their Council Tax payments.

 

(2)               To set eligibility criteria.

 

(3)               To ensure a review of the Scheme.

 

C1385           DESIGNATION OF AN AIR QUALITY MANAGEMENT AREA, WINDSOR ROAD, PENARTH (L) (SCRUTINY COMMITTEE – HOUSING AND PUBLIC PROTECTION AND ECONOMY AND ENVIRONMENT) –

Approval was sought to designate an Air Quality Management Area (AQMA) for an identified area of Windsor Road, Penarth.

 

Data collected over a number of years, suggested that along Windsor Road and Cogan Junction emissions of nitrogen dioxide (NO2) are at, or close to, the annual average concentration objective of 40ug/m3 that triggered a Detailed Assessment.

 

The Detailed Assessment identified that the annual average nitrogen dioxide objective was likely to be exceeded at a small number residential properties on Windsor Road, and recommended that an AQMA be declared.  Due to accepted technical uncertainties the AQMA included nitrogen dioxide exposures from 36ugms in the area assessed.

Based on the evidence, on 19th November 2012 Cabinet recommended the Council consults with residents, the public, stakeholders and statutory consultees on the designation of an Air Quality Management Area for an area of Windsor Road, Penarth (Minute C1908 refers).

 

Consultation on the proposed Air Quality Management Area took place between 17th January and 8th March 2013.  Residents living in and near the proposed area were provided with written information and invited to two local drop-in sessions to speak directly to Public Protection officers.

 

Known stakeholders were contacted and invited to comment as detailed in Appendix B attached to the report. The consultation was promoted through the Council's website, local press and member briefings.  Appendix C to the report detailed the consultation steps taken.

 

Consultation comments had been collected and outlined in Appendix D,.as attached to the report.

Following the broad support from the pubic consultation, it was recommended that an Air Quality Management Area was designated for the identified area of Windsor Road, Penarth attached at Appendix A to the report and would come into effect on 1st June 2013.

 

At the meeting the Cabinet Member for Regeneration, Innovation, Planning and Transportation commented that since the adjustments to the phasing of the traffic lights at Barons Court there had been reduced traffic queues in the mornings and that it would be interesting to see the impact that this would have on air pollution levels in that area.

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T an Air Quality Management Area be formally designated by Order under the provisions of Section 83(1) of the Environmental Act 1995 for an identified area of Windsor Road, Penarth shown in Appendix A attached to the report.

 

(2)           T H A T an Action Plan be developed to manage the Air Quality Management Area within 12 months of the designation.

 

(3)           T H A T a further assessment of air quality be undertaken following the designation.

 

(4)           T H A T a further update report be submitted to cabinet in six months time on the levels of pollution at Windsor Road Penarth since the changes at the Barons Court traffic lights had been introduced

 

Reasons for decisions

 

(1)               To protect the health of residents within the identified area of Windsor Road, Penarth, where the annual average concentrations of nitrogen dioxide was likely to exceed statutory limits.

 

(2)               There was a statutory requirement upon designation of an Air Quality Management Area to develop and implement an Action Plan to manage and reduce nitrogen dioxide concentrations within the identified area.

 

(3)               To undertake a further assessment of air quality in the indentified area to inform and monitor the Action Plan

 

(4)               To monitor the air quality levels at Windors Road Penarth.

 

C1386            THE FORMER BRYEITHIN RESIDENTIAL CARE HOME SITE (AS) (SCRUTINY COMMITTEE – SOCIAL CARE AND HEALTH) –

Members were informed on the options  for delivering older people's accommodation with care which were being appraised by the Cabinet Working Group looking at potential uses of the vacant Bryneithin site.

The report sought approval to undertake consultation with key stakeholders and the local community regarding the options, and to commission specialist consultants/contractors to implement ground/site investigations and topographical surveys.

 

The site of the former Bryneithin Residential Care Home was located on the west fringe of Dinas Powys, alongside Dinas Powys Tennis Club and St Andrews Major Primary School.  The site extended 2.75 acres; and was in the freehold ownership of the Vale of Glamorgan Council.  The site map was set out in Appendix A, that was attached to the report. 

At the Cabinet meeting of 8th April 2013 Cabinet resolved "That the arrangements to generate possible options for the Bryneithin site to assist in meeting older people's need for care and support, once it had been vacated be approved" [Cabinet Minute C1293 (2)] and "That 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" [Cabinet Minute C1293 (7)].

 

A Cabinet Working Group had been established comprising the Leader, Deputy Leader and Cabinet Member for Adult Services and senior Council officers supported by a Major Projects Manager from the Project Management Unit coordinating a multi-disciplinary team of officers. 

The Cabinet Working Group had met, considered the site and identified a number of potential options  for the future use of the Bryneithin site, all of which would satisfy Cabinet Minute C1293 refers (2) by potentially meeting older people's need for care and support.  These are listed below, in no particular order. 

 

·           Private Residential Development For Older People;

·           Registered Social Landlord Residential Development For Older People;

·           Private Extra Care Facility;

·           Registered Social Landlord Extra Care Facility.

 

As part of the appraisal exercise, it was intended to consult key stakeholders and the local community on the above options and to invite any other ideas for development options for the site that would assist in meeting older people's need for care and support.  Following this exercise and along with other due diligence by the Cabinet Working Group, a final list of options would be reported for consideration at a future meeting of Cabinet.  Initial discussions with the Cardiff and Vale University Health Board had already been held and further discussions would take place as an when required.

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T progress made with the ongoing review of options for delivering older people's accommodation with care, which were being appraised by the Bryneithin Cabinet Working Group looking at potential uses of the Bryneithin site be noted.

 

(2)           T H A T the Cabinet Working Group on Bryneithin be authorised to consult with key stakeholders and the local community regarding the options for the future use of Bryneithin the site and to receive other proposals that would assist in meeting older people's need for care and support.

 

(3)           T H A T the Director of Resources be authorised to commission specialist consultants / contractors to undertake ground / site investigations and topographical surveys at the Bryneithin site.

 

Reasons for decisions

 

(1)               To ensure Cabinet was updated regarding the activities of the Cabinet Working Group and the progress made with identifying and appraising options for the future use of the site; 

 

(2)               To enable key stakeholders an opportunity to engage in the process;

 

(3)               To enable specialist ground/site investigations and topographical surveys.

 

C1387            MARKETING AND DISPOSAL OF YSGOL MAES DYFAN, BARRY (CS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) –

Approval was sought to formally declare Ysgol Maes Dyfan as a surplus site in view of the pending relocation of the staff and pupils to the Penarth Learning Community.

 

Members were aware that the Penarth Learning Community, when completed, would accommodate a new secondary school adjoining a new Special Education Needs (SEN) School.  The new SEN School would replace the existing provision at Ashgrove School, Ysgol Erw'r Delyn and Ysgol Maes Dyfan of Barry.

 

This would result in Ysgol Maes Dyfan becoming vacant and surplus to requirements during October 2014.  It was therefore proposed to regenerate the vacated site by marketing and disposing of the land for residential development (subject to planning).  If approved for planning and successfully disposed of, the project would provide much needed new homes and also an important capital receipt for the School Investment Programme. 

 

The marketing and disposal of the site would be facilitated in accordance with the Council’s corporate project management guidelines.  A Project Manager from the Project Management Unit would work with the Estates, Legal and Property divisions and other officers as required to deliver the project in consultation with Leader and Managing Director.

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T  the Ysgol Maes Dyfan site be declared as a surplus site.

 

(2)           T H A T the marketing and disposal of the Ysgol Maes Dyfan site as outlined in Appendix A attached to the report be approved for a residential development (subject to planning) in consultation with the Leader, Cabinet Member for Children Services and the Managing Director.

 

(3)           T H A T property agents / consultants be appointed to assist with the marketing and disposal of the Ysgol Maes Dyfan site.

 

(4)           T H A T the Head of Legal Services be authorised to prepare, complete and execute the appropriate legal documentation required to dispose of the Ysgol Maes Dyfan site.

 

(5)           T H A T the demolition of the superstructure of the buildings on the Ysgol Maes Dyfan site be authorised subject to statutory requirements and following the staff and pupils vacating the site.

 

(6)           T H A T specialist contractors / consultants be appointed to implement geotechnical / ground condition and topographic surveys of the Ysgol Maes Dyfan site.

 

Reasons for decisions

 

(1)               To declare Ysgol Maes Dyfan as surplus property and land in view of the pending relocation of the staff and pupils to Penarth Learning Community.

 

(2)               To enable the marketing and disposal of Ysgol Maes Dyfan for a residential development.

 

(3)               To facilitate the appointment of property agents/consultants for the marketing and disposal exercise.

 

(4)               To authorise the Head of Legal Services to prepare, complete and execute the appropriate legal documentation required to dispose of the site.

 

(5)               To enable the demolition of the superstructure of the buildings on the site.

 

(6)               To enable the completion of site surveys.

 

C1388            THE RURAL EVENTS NETWORK (LPCSD) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

Members were informed of the Rural Events Network and the proposed changes to the Network

In 2009 the Council's Events Officer in partnership with Creative Rural Communities, created the Rural Events Network (REN).  The Network was open to groups and individuals interested in the development and delivery of quality events held within the rural Vale of Glamorgan.  The informal Events Network was free to join and aimed to call together all rural event organisers to:

 

·           Network, work together and share information and best practice

·           To take advantage of a free stock of event equipment

 

Members of the REN could currently loan out a range of event equipment for free for up to a period of 7 days.  The use of this equipment could save event organisers money.  The Events Officer would co-ordinate the pick up and return the equipment from the Docks Office.  A list of equipment available for hire was provided in Appendix A and the network also had a website www.ruraleventsnetwork.com.

 

The network had been funded by the European Agricultural Fund via the Welsh Government, with small contributions from the Council's Corporate Events Budget. As from December 2013, the funding support from the Welsh Government would end.  The Network had used the Welsh Government funding to purchase and replace the event equipment and to hire venues for meetings. Currently members of the Rural Network were not charged a fee to join or to loan the equipment.

 

In order to make the Network sustainable and self sufficient in the future and ensure the stock of events equipment was maintained, the introduction of an Annual Member's fee was proposed, with the suggested fee amount of £50 per organisation.

 

The report also recommended that a bond to the amount of £500 would apply to the hire of the Spiderdome and the loan of 10 or more gazebos and this would be paid by cheque, which would be retained pending safe return of the items.  It was hoped this bond would give members more of a feeling of responsibility towards the equipment and reduce damage.

 

This was a matter for Executive decision.

 

RESOLVED – T H A T  the suggested changes and fees to the Rural Events Network be approved

 

Reason for decision

 

To approve the suggested changes to the Network

 

C1389           PROPOSED REVIEW AND CONSULTATION ON SUPPLEMENTARY PLANNING GUIDANCE – AFFORDABLE HOUSING (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

Approval was sought for the revised Supplementary Planning Guidance attached at Appendix 1 to the report to be subject to a public consultation exercise.

 

Supplementary Planning Guidance (SPG) was produced by the Council to give guidance to the public, applicants and developers on specific planning related topics. The aim of the guidance was to provide further clarification on how to satisfy the Council’s requirements of certain development plan policies or site specific matters. SPGs were one of the material considerations which the Council took into account when determining planning applications. The Welsh Government (WG) advised that SPG may be taken into account as a material consideration where it had been prepared in consultation with the general public and interested parties and it had been the subject of a Council resolution.

Planning Policy Wales (paragraph 9.14) placed a requirement on Local Planning Authorities to have a clear understanding of the extent of affordable housing need through the undertaking of a Local Housing Market Assessment (LHMA).

 

Accordingly, in 2010 the Council commissioned Three Dragons to undertake an Affordable Housing Viability Assessment (AHVA 2010) to examine the economically viable levels of affordable housing that could be sought through the planning system within the Vale of Glamorgan.

 

The AHVA identified a marked viability divide between the Rural South and Coast and Barry (West and East); and on the other hand the sub markets of Penarth, Rural and East Vale where site viability provided greater opportunities for the delivery of affordable housing.

 

In view of the findings of the AVHA the revised SPG proposed the adoption of a standard site threshold across the Vale of Glamorgan, in combination with a two tier contribution requirement to reflect the levels of viability found within the housing submarket areas. Additionally, the revised SPG attached at (Appendix 1) to the report proposed a flexible approach to meeting affordable housing need by allowing an element of off site affordable housing contributions where appropriate to meet affordable housing within areas where the need was greater.

 

In the housing sub market areas of Barry (East and West)  and Rural South and Coast, the Council required development proposals of 5 or more units (or 0.15 hectares) to provide as a minimum 30% on site affordable housing.

 

In the Housing sub market areas of the East Vale, Penarth and Rural Vale, the Council required development proposals of 5 or more units (or 0.15 hectare) to provide as a minimum 35% affordable housing.

 

In the East Vale and Rural Vale Housing Sub Markets an element of off site contribution towards the delivery of affordable housing may be acceptable, where it was demonstrated that appropriate alternative sites were available to deliver affordable housing in a timely manner elsewhere.

 

It was considered that this approach would allow the Council to secure affordable housing more strategically than previously, provide for a clear and consistent policy framework across the authority, whilst setting contributions within the thresholds identified in the AVHA in recognition of the current economic climate.

 

The SPG proposed that the implementation of the affordable housing requirements would be determined against the relevant sub housing market area postcodes taken from the AHVA within which the development was proposed.  To assist proposers of new development, the SPG included a map that identified the 6 submarket areas and a table containing the relevant postcodes for each submarket. This would also complement the approach currently being developed by the Council in preparing its Community Infrastructure Levy (CIL).

 

In accordance with the Council's procedures for the preparation of SPG's, a 4 week consultation would be undertaken on the proposed changes.  This would involve directly inviting relevant interested parties such as Registered Social Landlords (RSL), the Home Builders Federation and agents to comment on the revised SPG.  Following consultation, a summary of the comments and any subsequent proposed changes to the draft SPG, including a recommendation to adopt the SPG would be reported to Cabinet.

 

This was a matter for Executive decision.

 

RESOLVED –

 

That subject to consultation with Planning Committee and Scrutiny Committee (Economy and Environment)

 

(1)           T H A T the Revised Affordable Housing Supplementary Planning Guidance (SPG) attached at Appendix 1 to the report be approved for public consultation purposes.

 

(2)           T H A T a further report be presented to Cabinet in due course setting out the findings of the public consultation exercise.

 

Reasons for decisions

 

(1)               To carry out public consultation on the Revised SPG in accordance with the Council's adopted protocol for the production of SPG so as to afford the SPG additional weight as a material consideration in determining planning applications and appeals.

 

(2)               To advise members of the responses to the public consultation.

 

 

C1390            SCHOOL TRANSPORT: RESULTS OF TENDERING EXERCISE AND AWARD OF CONTRACTS (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

Members were informed of the results of a recent tendering exercise in respect of 38 school bus contracts as these were due for renewal to commence September 2013.

 

The school bus tendering exercise was undertaken to ensure continued operation of 38 school bus routes.

Twenty nine operators submitted tender returns but not all operators tendered for all contracts.  Analysis of the tender submissions were weighted in line with the criteria reflecting an emphasis on price (70%) and then quality (30%) (Quality - 60% vehicle age and 40% on whether the vehicles would be equipped with CCTV systems.). All vehicles were request to be fitted with seatbelts. 

 

Summarised details of the tender results were attached at appendix A to the report with the recommendations for the award of contracts.  Contract lengths varied between one and three years dependent on circumstances specific to each contract. 

 

At the meeting the Cabinet Member for Regeneration, Innovation, Planning and Transportation confirmed that the contact officer for the report should read Operational Manager for Planning and Transportation Policy.

 

This was a matter for Executive decision.

 

RESOLVED –

 

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

 

(2)           T H A T if any of the preferred operators for each listed contract decline to accept the contract as offered, delegated authority be given to the Director of Development Services in consultation with the Cabinet Member for Regeneration, Innovation, Planning and Transportation, Leader and Managing Director, to award the contract to the operator offering the next most advantageous tender.

 

Reasons for decisions

 

(1)               To ensure ongoing school bus provision from September 2013 which the Council has a statutory / discretionary obligation to provide.

 

(2)               To allow the contracts to be awarded to commence September 2013.

 

C1391           WELSH GOVERNMENT REGENERATION FRAMEWORK – VIBRANT AND VIABLE PLACES (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

 

Members were advised of the publication of Welsh Government Guidance for applicants to access Welsh Government targeted regeneration investment.  The Guidance was attached at Appendix 1 to the report and was titled "Vibrant and Viable Places Regeneration Framework". 

 

The Welsh Government's New Regeneration Framework, "Vibrant and Viable Places" was launched at the Senedd on 11th March 2013.  The new framework was the result of a review of approaches to regeneration in Wales and the consultation from October to January 2013.  The framework sought intensive targeted regeneration investment in a small number of key places which would be used to support local growth in town centres, coastal communities and Communities First clusters. 

 

In terms of progressing the Stage 1 bid, the publication of the guidance was reported to the Council's Corporate Management Team on 22nd May 2013.  Subsequently, a cross Service Working Group was established and met on the 29th May.  The notes of that meeting were attached as Appendix 2 to the report.  In addition, a Barry Regeneration Area Partnership Board Workshop was held on the 6th June 2013 and the notes of that meeting are attached as Appendix 3 to the report.  This workshop followed a discussion that had been held at the previous Board meeting on the 16th May 2013, the very day that the guidance had been released by the Welsh Government.

 

A further Board meeting was scheduled to take place on 18th June, and this would allow discussion to be progressed.  A further officer meeting was scheduled for 19th June.  At the time of writing, it was also planned to report the matter to the Corporate Management Team on the 26th June and the Local Service Board meeting on the 27th June.

 

The report noted that as a consequence of the content of the guidance issued by Welsh Government, Barry appeared well positioned in terms of the new programme.  This had been explored further in the various engagement sessions held with officers and the Board and would be fed into the Council's bid.  In terms of key themes, Appendices 2 and 3 provide an insight into the areas that were likely to figure in the Council's bid.  In particular, there needed to be an emphasis on the home, housing quality and the community.  In this regard, the links with Welsh Housing Quality Standard and Housing Renewal work would be fundamental when submitting a bid.  In the same way the Council has recently completed work on the framework for the future of the Town Centres of the Vale of Glamorgan.  The role of Holton Road and High Street and Broad Street had been explored in that framework and it was likely that Town Centre interventions would also figure in the bid.  Finally, the current regeneration involvement in the town focuses on the role of Barry Island and any future bid would need to consider how this work is taken forward alongside the investment already made in the Pumphouse on the Waterfront.

 

Due to the very tight timescale for submitting the bid, it would not be possible to report the content of the bid to Cabinet in advance of the 12th July, deadline. 

This was a matter for Executive decision.

 

RESOLVED –

 

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

 

(2)           T H A T delegated authority be given to the Director of Development Services in consultation with the Managing Director, the Cabinet Member for Regeneration, Innovation, Planning and Transportation and the Leader to submit a Stage 1 bid to Welsh Government.

 

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

 

Reasons for decisions

 

(1)               To note the report.

 

(2)               To enable the Council to submit a bid under Stage 1 of the programme by 12th July 2013.

 

(3)               To keep Scrutiny Committee (Economy and Environment) informed of progress on this matter.

 

C1392            HYDRAULIC PUMPHOUSE INNOVATION QUARTER (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Approval was sought to complete a review of the alternative options for the future of the Hydraulic Pumphouse and report back to a future Cabinet.

 

The Hydraulic Pumphouse was a grade II Listed property in the freehold ownership of the Vale of Glamorgan Council.  Situated within the Innovation Quarter the property was well located in the heart of Barry Waterfront alongside the new Premier Inn and Brewers Fayre restaurant and adjoining the proposed retail area of the forthcoming Quays development.  

 

The Council and Welsh Government as joint venture partners for the Innovation Quarter were working together to ensure every effort was made to secure an end use for the Hydraulic Pumphouse. 

Having completed minimal works to the external fabric of the property, the Joint Venture Partners agreed to test the market to investigate whether an investor could be attracted to purchase the property and bring it back into beneficial use.   This was approved at the Cabinet meeting of 2nd November 2011 ( Cabinet Minute C1495 refers) at which time authority was granted to market and dispose of the Hydraulic Pumphouse site in consultation with the Director of Finance, ICT and Property and the Cabinet Member for Economic Development and Regeneration, subject to the consent of the Welsh Government. 

 

Savills had now completed marketing the property in accordance with Cabinet Minute C1495.   The deadline for detailed bids was 12 Noon on Monday 15th April 2013 by when bidders were required to submit a Financial Bid (with proof of funding); Outline Business Plan; Draft Design and Access Statement; Summary of Regeneration Benefits; and Community and Social Benefits Statement and Action Plan.

 

Three submissions were received but none of them represented compliant bids and after careful consideration of their proposals were rejected by the joint Council/Welsh Government Board.

In view of the marketing exercise not securing at this point in time an end use for the Hydraulic Pumphouse the Project Board approved (subject to Cabinet) a review appraising the alternative options for the property, which would be reported to the Project Board and Cabinet in due course.

 

In addition a new opportunity had arisen for the Council to submit a grant application to the Welsh Government under its new regeneration framework called Vibrant and Viable Places, which if the Council was to be successful could lever into Barry significant funds over a three year period from 2014/15.  The Director of Development Services was presently considering whether the Hydraulic Pumphouse might be a suitable project (along with others) for submission by the Council as part of a programme of potential regeneration projects for Barry.

 

At the meeting the Cabinet Member for Adult Services explained that in relation to point 19 of the report he was consulted as a ward member, however, as he was also a cabinet member he did not need to respond as any comments could be raised by him at the cabinet meeting.

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T  the outcome of the marketing of the Hydraulic Pumphouse be noted

 

(2)           T H A T the Council's Project Team in consultation with the Project Board be authorised to facilitate a review of the alternative options for the future of the Hydraulic Pumphouse and report back to a future Cabinet meeting.

 

Reasons for decisions

 

(1)               To note the outcome of the marketing of the Hydraulic Pumphouse;

 

(2)               To authorise the Project Team facilitating in consultation with the Project Board a review of the alternative options for the future of the Hydraulic Pumphouse;

 

C1393            DISCRETIONARY HOUSING PAYMENTS (BMCS)  SCRUTINY COMMITTEE – HOUSING AND PUBLIC PROTECTION) –

 

Approval was sought for a revised policy for the administration of discretionary housing payments in the light of Welfare Reform.

 

Discretionary Housing Payments (DHPs) were available to provide help for housing costs in addition to that provided through Housing Benefit or the housing element of Universal Credit.  DHPs operated under the Discretionary Financial Assistance Regulations and guidance from the Department for Work and Pensions (DWP).  The Council was responsible for the administration and payment of DHPs and administered the scheme in line with a policy framework agreed by Cabinet.  Each application for DHP was considered on its own merit.  The policy was introduced in 2001 and was updated in 2008, with the introduction of the Local Housing Allowance.

 

The policy needed to be revised to take account of the recent changes to Housing Benefit, the introduction of the Universal Credit and the abolition of Council Tax Benefit. The revised policy was attached at Appendix A to the report outlining the main changes from the 2008 policy as follows -

 

·           revise eligibility criteria to include the housing element of the Universal Credit

·           remove reference to Council Tax and Council Tax Benefit;

·           emphasise the use of DHPs as a tool to help prevent homelessness and for liaison between the Benefits and the homelessness service;

·           in the light of the increased volumes of DHP claim, initial assessment would be undertaken by a Benefits Assistant , with reviews and reconsiderations undertaken by the Appeals Officer;

·           quarterly monitoring would be undertake by the Head of Financial Services

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)              T H A T the Policy for the Administration of Discretionary Housing Payments attached at Appendix A to the report be approved.

 

(2)              T H A T update reports on the effectiveness of the Discretionary Housing Payments Scheme be reported to Cabinet initially on a quarterly basis for the first year of the scheme.

 

Reason for decision

 

(1)              To agree the updated the policy.

 

(2)              To keep members updated on the scheme

 

C1394            FUNDING ARRANGEMENTS – HIGHWAY ASSETS 2013 / 2014 AND 2014 / 2015 (EVS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to continue the work programmes for the second and third years of the Local Government Borrowing Initiative (LGBI) for highway assets.

 

The LGBI was first introduced by Welsh Government for the provision of grant funding in order to free up Council resources to allow prudential borrowing to address highway asset improvement during the 2012 / 2013 financial period.  The details of this and the supporting Business Justification Case (BJC) were presented to Cabinet on 18th April 2012 (Minute No. C 1699 refers).

 

The report detailed the work programme for the 2013 / 2014 and 2014 / 2015 periods which had been agreed by the Regional Transport Consortia (RTC) and subsequently signed off by the Council's Section 151 officer.

This was the second year of the 3 year initiative of the LGBI; the purpose of which was to allow local authorities to free up resources in order to borrow funding totalling £170 million across Wales.  This allowed the Vale of Glamorgan to borrow £6.7 million over the 3 year period 2012 / 2013 to 2014 / 2015 equating to £2.23 million for each of the financial years of the initiative.  The 2012 / 2013 programme as part of the LGBI was successfully delivered by the Highways and Engineering division of Visible Services.

 

In order to progress with the LGBI for the financial period 2013 / 2014 and 2014 / 2015 a condition of the funding required that the planned works programme over the two year period was included within the BJC.  A full copy of the LGBI submission including the BJC and the 2 year programme were included in Appendix 'A' attached to the report.

The programmes specifically detailed the lists of roads that were planned to receive either resurfacing, micro asphalt proprietary surface treatment or that at surface dressing (SD).  The programme also included a planned footway renewal programme of £150k per annum to be delivered over the same period.

 

At the meeting the Cabinet Member for the Environment and Visible Services commented in relation to the sustainability and climate change implications paragraph of the report, the annual replacement of sodium (yellow) street lights with new LED type lanterns would save energy and reduce carbon dioxide emissions.

 

This was a matter for Executive decision.

 

RESOLVED –  

 

(1)           T H A T the Local Government Borrowing Initiative (LGBI) work programme for the 2013 / 2014 and 2014 / 2015 periods as detailed at Appendix 'A' attached to the report be approved

 

(2)           T H A T  delegated authority be granted to the Director of Visible Services and Housing, in consultation with the Cabinet Member for the Environment and Visible Services, to vary the works programme if necessary, as a consequence of any changes in the structural condition assessments through routine highway maintenance inspections.

 

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

 

(4)                   T H A T the Director of Visible Services and Housing makes representations through the Welsh Local Government Association Finance Sub Committee to raise concerns with future funding arrangements in light of the LGBI funding ceasing in 2015.

 

Reasons for decisions

 

(1)               To formally approve the highway asset work programmes for 2013 / 2014 and 2014 / 2015 identified within the Business Justification Case (BJC).

 

(2)               To permit the necessary flexibility for minor changes to be made if much higher priority highway works become necessary in areas outside of the current programme.

 

(3)               To ensure that the Scrutiny Committee (Economy and Environment) was suitably informed.

 

(4)               To make representation to the Welsh Local Government Association

 

C1395            MATTERS WHICH THE CHAIRMAN HAD DECIDED WERE URGENT

 

RESOLVED - T H A T the following matters, which the Chairman had decided were urgent for the reason given beneath the minute headings be considered.

 

C1396                        BARRY REGENERATION AREA PROJECT DEVELOPMENT FUND 2013-14 (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

 

Matter For Which The Chairman Has Decided Is Urgent By Reason To Meet The Deadline For Submission Of The Stage 1 Bid For Welsh Government Funding.

 

Members were asked to approve budget proposals and to approve delegated authority to enable the budget to be managed efficiently.

 

The Council had a capital allocation for 2013-14 of £300,000 (Council 6th March 2013, Minute 942 (Cabinet 25th February 2013, C1231)), which was used for preparatory work such as feasibility, site investigation and concept design work; project management in keeping with good practice for major projects; and, project match funding to lever in capital funding from the Welsh Government Barry Regeneration Area programme and from other external funding streams.

 

The report requested that approval was given to use the capital sum of £300,000 to fund the following budget proposals in 2013-14:

 

·           Project Management Unit: £75,000 was required to fund a dedicated resource to project manage a number of major regeneration projects including, Innovation Quarter (including the Pumphouse); Barry Rail Centre/Barry Tourist Railway; Nell's Point marketing; Barry Island enhancements funded by the final year of the Barry Regeneration Area programme; and the emerging masterplan for Barry Island Setting the Scene.

 

·           Economic Development Unit: £29,000 was required to fund a dedicated resource to improve policy and implementation capacity and assist in the development of the emerging bid for capital funding available through the Vibrant and Viable Places regeneration programme.

 

·           Landscape Design Service: £35,000 was required to fund a dedicated design and project management resource to develop and deliver the public realm, public open space and public art elements of both major regeneration projects e.g. Barry Town Centre, Innovation Quarter, Barry Island and community based projects in Castleland Renewal Area and the Communities First Cluster area.

 

·           Bid Preparation Costs: Vibrant and Viable Places guidance stated that applications must demonstrate well-evidenced needs and opportunities.  The guidance also stated that a results based accountability approach should be used to link baseline data with project level indicators and link those indicators with broader outcomes.  Research was therefore needed as a matter of urgency to obtain an up-to-date understanding of socio-economic conditions and trends in Barry to inform the emerging bid.  It was proposed that the work was undertaken by consultants Wavehill (research evaluation surveys) Ltd and a budget of £5,000 was required.

 

·           Routes into Enterprise: work in partnership with social entrepreneurship organisation UnLtd to support aspiring entrepreneurs in Barry to create positive social impact.  A budget of £5,000 was required.

 

·           Nell's Point Marketing: Cabinet 18th March 2013 resolved (C1267 refers) that delegated authority be given to the Director of Development Services to market the Nell's Point site with the aid of a marketing brief the content of which is to be agreed in consultation with the Leader, the Cabinet Member for Regeneration, Innovation, Planning and Transportation and the Managing Director and that Cabinet be apprised of the interest received regarding the site in due course.  A budget of £20,000 was required for consultancy support.

 

·           Gibbonsdown Option Appraisal and Feasibility: £30,000 was required for consultancy support to undertake consultation with the local community and stakeholders to identify options and develop outline proposals for future environmental improvements.  This information would inform the emerging Vibrant and Viable Places bid. 

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)           T H A T the budget proposals as set out in paragraph 5 of the report be approved.

 

(2)           T H A T  the Director of Resources, in consultation with the Leader, Cabinet Member for Regeneration, Innovation, Planning and Transportation and Director of Development Services be given delegated authority to make additions, deletions or transfers to or from Barry Regeneration Area Project Development Fund 2013-14 as appropriate.

 

(3)           T H A T  the Director of Resources, in consultation with the Leader, Cabinet Member for Regeneration, Innovation, Planning and Transportation and Director of Development Services be given delegated authority to approve the use of the unallocated budget as set out in paragraph 6 of the report as appropriate.

 

(4)           T H A T the Director of Resources in conjunction with the Head of Legal Services be authorised to negotiate terms and conditions for the appointment of external advisors where required.

 

(5)           T H A T the Head of Legal Services in conjunction with the Director of Resources be authorised to prepare, complete and execute the required legal documentation to enable external advisors to be appointed where required.

 

Reasons for decisions

 

(1,4&5)   To enable project preparation work to proceed in 2013-14 and feed into the emerging Council bid for Welsh Government funding available through the Vibrant and Viable Places regeneration programme.

 

(2&3) To enable the budget to be managed efficiently.

 

C1397             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.

 

C1398           PROVISION OF COMMISSIONED RESIDENTIAL CARE SERVICES FOR CHILDREN AND YOUNG PEOPLE WHO ARE LOOKED AFTER BY THE COUNCIL

 

Not For Publication By Virtue Of Paragraph(s) 14 Of Part 4 Of Schedule 12A Of The Local Government Act 1972 As Amended By The Local Government (Access To Information) Order 2006

 

Approval was sought to undertake a tender process relating to the provision of residential care services for children and young people who were Looked After by the Council, and to award the contract to successful provider(s).

Children and Young People Services had confirmed the continued need to provide suitable residential care placements within the county and they had identified a number of young people  in and  out of county residential placements whose assessed needs were such that there was an opportunity for them to return to in-county accommodation.  At present, there was insufficient residential accommodation within the Vale of Glamorgan to meet these service requirements  It was proposed, therefore, that the existing level of residential provision commissioned by the Council and provided within the Vale is expanded.

 

Based on current and predicted service demands, the contract to be awarded will be split into 2 groups:

 

·           one four-bedded unit for children and young people aged 10-18 years, for medium to long term placements; and

·           up to two three-bedded units for children and young people aged 10-14 years, for short term placements of up to six months duration.  One bed in each of the 3-bedded unit/s would be used as a respite facility, if no short-term placement has been made. 

 

This approach would enable the Council and providers to benefit from economies of scale and flexibility.  It was intended that one three-bedded unit was established initially and an evaluation exercise would be undertaken before commissioning the second.  Providers would be given the option of tendering for either one or both groups.  Groups had been designed to take account of the specific needs of children and young people.

 

The tender process will be advertised and then organisations would complete a Pre Qualification Questionnaire (PQQ).  Following evaluation, successful providers would be invited forward to the Invitation to Tender (ITT) stage.  Providers would be asked to submit their costs for providing the service for each of the groups in which they were interested.  Should a provider be interested in both groups, there was the potential for savings as a result of economies of scale.  On this basis, providers would be asked to provide costings both at a standard single group level and, should a provider be successful with being awarded both groups, a multi-group cost rate if applicable.

 

This was a matter for Executive decision.

 

RESOLVED –  T H A T the Director of Social Services in consultation with the Director of Resources, Cabinet Member for Children's Services and the Leader, be authorised to commence tendering procedures for the services outlined in the report; and to award the contract(s) for this service following completion of the tender process.

 

Reason for decision

 

To provide, in a cost effective way, residential services that meet the assessed needs of children and young people who are Looked After; and fulfil the responsibilities set out in the Children Act 1989 and the Children Act 2004, and the commitments made in the Children and Young People Services Commissioning Strategy 2013-18.

 

C1399            EXTENDING THE CONTRACT WITH NYAS TO PROVIDE INDEPENDENT ADVOCACY SERVICES TO CHILDREN AND YOUNG PEOPLE RECEIVEING SUPPORT FROM CHILDREN AND YOUNG PEOPLE SERVICES.

 

Not For Publication By Virtue Of Paragraph(s) 14 Of Part 4 Of Schedule 12A Of The Local Government Act 1972 As Amended By The Local Government (Access To Information) Order 2006

 

Approval was sought to extend the existing contractual arrangement with NYAS for the provision of independent advocacy services to children and young people until 30th September 2014, in line with Financial Regulations and Contract Standing Orders.

 

This was a matter for Executive decision.

 

RESOLVED – 

 

(1)           T H A T the existing contractual arrangement with NYAS be extended to 30th September 2014.

 

(2)           T H A T the Director of Social Services in consultation with the Director of Resources, be authorised to negotiate terms and conditions within the Council’s contracting procedures.

 

(3)           T H A T the Head of Legal Services be authorised to prepare, complete and execute the required legal documentation.

 

Reasons for decisions

 

(1,2&3)     To ensure continuing provision of independent advocacy to children and young people known to Social Services within the Vale of Glamorgan.

 

 

 

 

 

  

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