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                                                                        Agenda Item No.

 

CABINET

 

Minutes of a meeting held on 9 September, 2013.

 

Present:  Councillor S.C. Egan (Chairman); Councillors: L. Burnett, R.F. Curtis, C.P.J. Elmore and G. John.

 

Apologies: Councillors: N. Moore, B.E. Brooks.

 

C2000                        MINUTES –

 

RESOLVED – T H A T the minutes of the meeting held on 29 July, 2013 be approved as a correct record.

 

C2001                        DECLARATIONS OF INTEREST –

 

No declarations were received.

 

C2002                        VALE OF GLAMORGAN LOCAL ACCESS FORUM -

 

The following minutes of the Vale Access Forum meeting held on 24 July, 2013 were submitted.

 

Present: Mr. F. Coleman (Chairman); Mr. M. Dunn, Mr. R. Pittard, Mr. R. Simpson, Mr. G. Thomas and Councillor E. Williams.

 

Also present:  Mrs. K. Bowen, Mr. G. Teague  and Mrs. S. Thomas (VOGC).

 

 

(a)       Announcement-

 

Prior to the meeting a number of Members undertook a walk with Mr. R. Pritchard, Park Ranger, who advised of recent developments at the Park.  Members then took the opportunity at the meeting to thank Mr. Pritchard for this opportunity and also his Manager, Mr. S. Latham, for the use of the Country Park Lodge for the meeting.

 

(b)       Apologies for Absence – 

 

These were received from Councillor Mrs. V.M. Hartrey, Ms. C. Lucas, Ms. E. Nash, Mr. H.S. McMillan and Mr. R Traherne.

 

(c)        Minutes

 

AGREED – T H A T the minutes of the meeting held on 10th April, 2013 be accepted as a correct record. 

 

It was noted that with regard to minute (c) Promoting Walking in the Rural Vale Mr. Dunn advised that the Steering Group had met recently and were shortly to consider the promotion of walking routes, particularly ones in the Western Vale.  He confirmed that the walking festival had been extremely successful. 

 

In response to a query regarding the Green Links Sunday bus service it was noted that the take up had been disappointing with it being subsequently suggested that Travel Line Cymru be approached to promote the route. 

 

Minute (j) Glastir Maps – that further information in relation to the farms that had applied for entry level be presented to the LAF. 

 

Minute (k) Review of Local Access Fora – The Secretary had been advised that an evaluation of ROWIP funding programmes would be carried out during the year. With regard to the request for copies of the original LAF guidance documents, these were tabled at the meeting for Members’ information.

(d)       Natural Resource Wales Local Access Forum Work Programme

 

The work programme for 2013/14 was tabled at the meeting. In noting the reference in the document to the Wales legislative programme Members were advised that consideration was currently also being given as to whether to include issues in the Active Travel Bill. 

                                                                                                                                                                                                                                                                                                                                                                                                                                          

(e)       Tranquil, Greener, Cleaner Spaces Project – Verbal update

 

The Chairman advised that there was a national definition for tranquil spaces and he was aware that some areas had been defined as such within the Vale of Glamorgan.  Gwyn Teague referred to projects undertaken by Communities First and the Parks Department in Caldy Close, Barry.  Members requested that further information in relation to any other projects in the Vale be reported when available.

 

(f)       Spring Public Rights of Way Survey Results and Surveyor Guidance – 

 

In considering the report the results showed that the main issue from the Spring Survey was that the pass rate was 63% which was similar to the previous year.  In analysing the information it was apparent that over the years a gradual increase could be identified.  The officer also referred to a positive meeting that had been held with surveyors and the success of the work in relation to the performance indicators which had been completed by LAF Members. 

 

Reference was made to the materials used for the maintenance regime, with officers advising that the processes were regularly assessed to ascertain if they were fit for purpose. 

 

Members subsequently recorded their thanks to the officers and to Mr. McMillan for the successful surveyors meeting that had taken place.  It was also agreed that the report was a good overview, particularly in view of the fact that random samples had been looked at. 

 

(g)       Modification and Legal Orders Update

 

The report provided the Forum with progress in respect of tracking information of modification order applications together with details of live cases where applications had been received.

 

In referring to reference number 8 - Pontypridd Road – Nant Talwg Woods, a public inquiry had been held on 25th / 26th June and the department was awaiting the Inspector’s decision.  With regard to reference 9 - 63, Romilly Park Road, it was noted that objections were to be referred to the Planning Inspectorate shortly with it being anticipated that it would ultimately be dealt with via a public inquiry.

 

Reference 10 - Backway House, Peterston-Super-Ely, Gwyn Teague confirmed that the investigation was underway and the application would be submitted to a sub-committee for determination in due course.

 

In order to assist Members further it was suggested that in the future the report also include information detailing where the requests had been received from e.g. Community Councils or from private individuals.  Gwyn Teague agreed to add the details to future lists.

 

Following considerable discussion on individual applications the Forum subsequently noted the report.

 

(h)       Maintenance Priorities and Update

 

The LAF had previously received reports which had outlined existing strategies for prioritising Public Rights of Way work and at a meeting on 12th December 2012 had received feedback on the process via a number of workshops.  At that meeting LAF Members had broadly agreed the model for prioritisation that had been proposed according to criteria categorising the issues.  Workshop feedback had also appeared to support these views by considering the priority of issues to be dependent on public safety, promotion of routes, operationally imperative issues and the degree of blockage.  In addition, the workshop feedback had also identified connectivity and community routes and cost benefit as prioritisation factors.  Gwyn Teague advised that whilst connectivity and cost benefit requests had been acknowledged, a suitable mechanism was required in order to define which routes should be considered a priority.  He was of the view that limiting the differentiation to promoted routes set a clear standard, with it being proposed that outside of this, importance based on connectivity and community use be left to officer judgement.  As such, the following model was proposed:

 

 

 

 

 

Priority

Level

Issue

 

 

1

Immediate hazard to public safety

 

 

2

Operationally imperative issues (legal deadlines, emergency network protection)

 

 

3

Potential hazard to public safety

Inaccessible promoted route (e.g. obstructed)

 

 

4

Inaccessible non promoted route (e.g. obstructed)

Inconvenient promoted route (e.g. disrepair)

 

 

5

Inconvenient non promoted route (e.g. disrepair)

Minor detriment to use of promoted route (desirable, signage)

 

 

6

Minor detriment to use of non promoted route (desirable, signage)

 

 

 

 

 

In considering the report and the appendices in relation to the maintenance of Public Rights of Way, the overall view of the Forum was that good progress was being made and it was subsequently

 

AGREED – T H A T with the inclusion of communities and heritage features the proposed model as above be adopted.

 

(i)       Rights of Way Improvement (ROWIP) Update – 

 

Gwyn Teague advised that funding for ROWIP during 2013/14 had been accepted at a rate of £30,391 with the conditions of funding for schemes to be set against the following criteria :

 

·                that authorities deliver at least one improvement in 2013/14 aimed at better meeting the needs of the disabled, Communities First, ethnic minority or other groups

·                that authorities aim each to deliver at least one network improvement that will also assist public understanding of, or conservation of, local biodiversity

·                that each coastal local authority undertakes at least one improvement in the coastal zone which creates a circular community link to the Wales Coast Path.

 

The projects that were currently being undertaken had been agreed as follows:

 

·                preparation of a new Definitive Map and analysis and reporting of CAMS data

·                creation and improvement PROW links between communities and within Coastal Zone to the Wales Coast Path, including ecological surveys and biodiversity interpretation where necessary

·                improvement of coastal links and negotiation towards coastal loop at Gileston

·                review and support of annual clearance arrangements

·                establish a focus group including Communities First and Health Agenda representatives to develop and deliver improvements for Low Use groups.

 

Attached as an appendix to the report was an action plan that had been taken from the original ROWIP document which listed actions and progress to date.  The Chairman stated that the main purpose of the appendix was to identify progress that had been made in each and he suggested that further consideration of the document be undertaken by the Forum following completion of the review by the consultants.  For ease of use Members also requested that each action be underlined in order to be easier on the eye.

 

(j)       Wales Coast Path Update

 

National Resources Wales (NRW) had introduced a new four stage process for administering the Coastal Access Improvement Programme (CAIP) as follows:

 

Stage 1 – Submission of detailed project forms (DPF)

Stage 2 – Applying for grant and issue of offer letters

Stage 3 – Project set up and authorisation to proceed

Stage 4 – Implementation and recovery of costs from NRW.

 

The following list detailed the approved project list via DPF submission:

 

 

 

 

 

 

 

Ref No

Type of Work

(Select from drop down list below)

Grant rate for this project % (select from drop down list below)

Description of works / Location

 

 

VG101

Path works

100

Ogmore – Realignment study

 

 

VG102

Path works

70

Atlantic College – surface improvements

 

 

VG103

Path works

70

Llantwit Beach – legal diversion onto walked route

 

 

VG104

Path works

70

Cwm Colhuw – surface improvements

 

 

VG105

Path works

70

Gilestone – Diversion Order and ground works

 

 

VG106

Path works

70

Rhoose Point – surface improvements

 

 

VG107

Path works

70

Little Island and Nell’s’ Point / Barry Island – legal creation

 

 

VG108

Path works

70

Sully – move stone stiles to safer location

 

 

VG109

Path works

70

Captain’s Wife – Creation Order, minor groundworks

 

 

VG110

Path works

70

Bay Caravan park – legal diversion onto walked line

 

 

 

 

 

 

 

Gwyn Teague advised that as a result of the changes to the process a quarter of the year had been lost which would mean completing all project work by the end of the year would be difficult. 

 

Members, in noting Mr. Teague’s comments, confirmed approval of the list provided.

 

(k)       Announcements

 

The Chairman informed Members of the annual awards presented by the Royal Town Planning Institute and, in particular, referred to the Jubilee Cup for meritorious planning achievement for the year which had been won in respect of the Wales Coast Path.  All Members agreed that this was an excellent achievement for the whole programme. 

 

The Chairman also stated that he had recently forwarded a letter on behalf of the Forum wishing Ms. Lorraine Pugh all the best in her retirement and thanking her for her contribution to the Forum over the years.  All Members confirmed approval and also requested that Ms. Pugh be mentioned in the Forum’s annual report which would be circulated to all Members for their consideration prior to the October meeting.

 

 

 

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RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To have regard to the views expressed.

 

 

C2003            JOINT CONSULTATIVE FORUM -

 

The following minutes of the Joint Consultative Forum meeting held on 8 July, 2013 were submitted.

 

Present:  Councillor G.H. Roberts (Chairman); Councillors K. Hatton, F.T. Johnson, Mrs. A.J. Preston and E. Williams.

 

Representatives of the Trades Unions

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

 

(a)       Apologies for Absence -

 

These were received from Councillors Mrs. M. Kelly Owen and A.G. Powell and Mr. G. Beaudette (NUT) and Ms. K. Matthews.

 

(b)       Minutes – 

 

AGREED – T H A T the minutes of the meeting held on 20th May 2013 be accepted as an accurate record.

 

(c)        Declarations of Interest

 

The following declaration of interest was received:

 

·                Councillor G.H. Roberts – Agenda Item No. 7 – Discussion on St. Cyres School’s transfer from Foundation to Communities status.  Councillor Roberts was a Governor of the school and was involved in that process.  Councillor Roberts vacated the room whilst this item was under consideration.

 

(d)       Matters Arising

 

(i)         Facilities Agreement Update

 

Mr. Carter wished to speak on this item and was advised that this matter was to be dealt with under Agenda Item. No. 8 later in the meeting.

 

Mr. Carter said that consultations were still not happening in relation to a particular school issue and that the school said that training should be carried out in non-school time.

 

Mr. Carter stated that the Trades Unions did not want to refer it to ACAS and wanted to deal with the issue here.  Despite two meetings with the Headteacher, this issue had not been resolved. 

 

(ii)        Consultation at St. Cyres School and Llantwit Major School

 

In referring to Minute reference (j), Mr. Dimmick, in referring to the informal section within the redundancy policy, stated that he was very uncomfortable about it. 

 

In particular, Mr. Dimmick was concerned with the wording regarding the policy which refers to schools being able to follow a particular route not only for budgetary reasons, but also for curriculum reasons.  Mr. Dimmick stated that his members would always be opposed to this.

 

To avoid compulsory redundancies was acceptable, but the way this scheme was being operated was not satisfactory.  Mr. Dimmick spoke of examples of staff in Barry Comprehensive School who had been asked to put their names forward for early retirement and had been given their financial figures on a post-it note.  They were then asked to accept the offer there and then.  Figures provided later were different to those originally quoted. 

 

The Chief Learning and Skills Officer advised the Forum that an apology had been given for the errors that had occurred in the process.

 

The Operational Manager (Human Resources) further advised the Forum that there had been an agreed process to deal with this matter, which included an informal stage.  It was always the intention of the Council to involve the Trades Unions to look at any opportunities to avoid redundancies. 

 

(iii)       Consultation: Learning and Skills Directorate

 

Mr. Carter referred to a meeting that had taken place between the Trade Unions as to the reasons why consultations had not taken place was that the Head of Service was concerned that the Council may lose funding because of time restraints and service demands including responding to the Estyn Inspection.  This was confirmed by Mr. N. Stokes (GMB Secretary) who also attended the meeting with Mr. Carter.  Mr. Carter stated that this was not what he called meaningful consultation and in his view was a poor reason for non-consultation. 

 

The Head of Human Resources stated that any failure to consult on change would be regrettable.  That was the reason for the existence of the Change Forum. 

 

Mr. Carter stated that a particular matter had been raised at the Change Forum and that he had been told that this was not the correct forum for such discussions. 

 

The Head of Human Resources, in response, stated that the Council was a large organisation and there was much change taking place at the moment.  The process for consultation had been improved.

 

 

(iv)       Consultation on Proposals for Schools’ Reorganisation

 

In referring to this item, the Chairman stated that he had spoken to the Leader of the Council on this and the feeling was that no benefit would result from the undertaking of a formal investigation.

 

(e)       Directorate Consultative Groups

 

The minutes of the following Directorate Consultative Groups were received:

 

-               Social Services: 29th April, 2013

-               Social Services: 18th June, 2013.

 

The minutes of the following Directorate Consultative Groups were circulated at the meeting:

 

-               Visible Services and Housing Trade Union Liaison Group: 5th June, 2013

-               Corporate Services: 26th June, 2013.

 

Mr. Carter referred to paragraph 4 of the minutes of the meeting held on 26th June, 2013 which referred to a gas leak in C1V and advised the Forum that the leak had been reported at 7.00 a.m. but nothing had been done about it until lunch time, despite members of staff complaining of nausea and headaches.  Mr. Carter stated that he was confused by the information in the minutes.  Mr. Carter understood that the incident forms were given to UNISON with a request that the names of employees be redacted as they wished to remain anonymous.  In addition, he questioned whether an investigation had been completed given the fact that the incident forms had not been submitted until 2nd July.  The Corporate Health and Safety Officer confirmed that she was undertaking an investigation.

 

The Forum was advised that the Health and Safety Officer was holding interviews into the matter and was unable to comment on them at the present time. 

 

(f)        Dates of Directorate Consultative Groups

 

AGREED – T H A T the dates of Directorate Consultative Groups as indicated below be noted:

 

·                Visible Services and Housing: 5th June, 2013

·                Learning and Skills: 24th June, 2013

·                Corporate Services: 26th June, 2013

·                Development Services: 11th September, 2013.

 

(g)       Corporate Health and Safety Committee

 

AGREED – T H A T the minutes of the Corporate Health and Safety Committee held on 17th June, 2013 be noted.

 

Mr. Carter stated that he was disappointed that the meeting had been held when not all parties could attend. 

 

In response, the Forum was advised that the dates of these meetings had been agreed some six months in advance and no request had been received for a postponement. 

 

Mr. Patterson referred to Minute No. 2 which referred to it having been decided that, based on the criteria (and no history of incidents) that there was no requirement to locate a defibrillator at the Alps and advised that he had raised this issue some nine or ten months ago. 

 

The Health and Safety Officer advised that a decision had been taken that defibrillators be used in places were large numbers of persons can gather, for example Leisure Centres. 

 

(h)       JCF Constitution Update

 

The Head of Human Resources advised of discussions that had taken place regarding the influence of Trades Union representatives in the making of decisions at the Joint Consultative Forum, i.e. voting rights. 

 

The Joint Consultative Forum Constitution had been revisited with the result that a report had been presented to CMT last week. 

 

A previous review of the Constitution had resulted in changes in the way decisions were taken in that any points of dissention between the Management and Trades Unions sides were to be recorded in the minutes. 

 

Since that time, there had been no requirement for the Trades Unions representatives having to vacate the room whilst the Members of the Forum took votes. 

 

The purpose of the Joint Consultative Forum was to discuss issues at the highest level and with this in mind, further changes to the Constitution were in the process of being proposed.

 

In essence, it would be proposed that no recommendation of the Forum would be carried unless it had been approved by a majority of each of the groups (i.e. the Trade Union side and Elected Members).  This issue was to be referred to the Terms and Conditions Group with a view to bringing the matter before the next meeting of the Joint Consultative Forum. 

 

Mr. Carter, having seen the draft report, thanked the Head of Human Resources for the proposals.  Mr. Carter asked if the role of the Vice Chair of the Forum could be reviewed as part of the review. 

 

(i)         Final Update on Job Evaluation Appeals Process

 

The Vice-Chairman of the Forum, Ms. G. Southby, took the Chair after the Chairman had declared an interest and had vacated the room.  Mr. Carter indicated that he was confused why the Vice-Chairman had been asked to take the Chair.  This had not been the case when the Chair was unable to attend a previous JCF.  In that instance, the meeting had to be cancelled and re-arranged.

 

The Forum was advised that all targets in relation to the Job Evaluation appeals process had been successfully met.

 

All appeals for employees who were adversely affected were fully completed by the beginning of February 2013 and the last of the appeals from those neutrally or positively affected was completed on 26th June, 2013. 

 

The meeting of the targets was a result of the hard work of the Job Evaluation team and the commitment of managers and Trade Union representatives who had sat on Moderation and Appeals Panels.

 

The overall results of the appeals process showed that some 19% of appellants had seen an increase in their grade and 1% of appellants had seen a decrease in their grade.  These figures demonstrated the objectiveness of the appeals process as initially agreed as part of the Single Status Collective Agreement. 

 

Since the implementation of the new pay structure in March 2012, the number of those adversely affected had fallen by 224 from 685 to 461.  The reasons for the reduction were as set out below:

 

 

Number

Successful Appeal

52

Restructuring

7

Market Forces application

2

TUPE transfer

28

Turnover (internal / external)

132

Redeployment

3

 

Although the appeals process had now been exhausted, Members were aware that work would continue to provide appropriate support to those employees who remained adversely affected.  This included training, advice and support, with the aim of helping employees to move out of adversity.

 

34 employees had so far received training and support, with 63 activities being undertaken or agreed to date.  6 redeployment trial periods had so far been undertaken and 3 permanent redeployment achieved to date.  In addition to the above, the Council’s Joint Single Status / Job Evaluation Forum continued to meet to review the position of those occupational groups who remained adversely affected with a view to recommending appropriate support and interventions.

 

The Council’s Corporate Management Team had agreed the extension of the adversely affected support scheme to the end of September 2013 in order to capitalise on the momentum and success that had been achieved.

 

Mr. Carter reminded the Forum that there was still an outstanding issue regarding St. Cyres School and that he was still awaiting a response from the Operational Manager (Human Resources). 

 

The Forum was advised that a meeting was to take place between the Operational Manager (Human Resources) and the Headteacher of the school during the forthcoming week.  It was officers’ understanding that TUPE did not apply in this case because there was no change in the employer in that this remained the Governing Body under both Grant Maintained and Community School status and that the terms and conditions of employment had remained the same pre and post change of the school status.  The Trade Unions had requested sight of the legal advice that was given to the Council on this issue but had been invited to obtain their own legal advice.  The Trade Union opinion was that as the information could not be shared and there were still concerns about TUPE that the Union may need to seek independent advice. 

 

Mr. Carter further stated that he hoped the Moderation Group could continue.

 

The Chairman, on his return to the Chair, took the opportunity to state that he recognised the efforts of all involved in the Job Evaluation process and thanked all those involved.

 

(j)         Facilities Agreement Update

 

The Operational Manager (Human Resources) provided an update on discussions with the Trades Unions.

 

An Accord had been drafted to be agreed between the Council and the Trades Unions about the duties of the Joint Secretaries.  Exploratory discussions were being held.

 

Mr. Carter stated that his concern was that the Accord contained nothing specific about these representatives’ duties, and neither did it refer to the preparation time required for meetings. 

 

It was the role of Trade Union representatives to represent their members.  The involvement of the Trades Unions would save the Council money in the long term.

 

Mr. Dimmick echoed Mr. Carter’s comments about savings to the Council and spoke of independent research that had been undertaken which indicated that a benefit to employers of £3 could be achieved for every £1 of facility time. 

 

A copy of the research findings was circulated at the meeting.

 

AGREED – T H A T the information provided to the Forum be noted.

 

(k)        Feedback on Policy Development

 

Mr. Dimmick advised that on 10th June 2013, he had tabled at a Policy Meeting the Joint Policy supplied by NASUWT.  He stated that this pay policy had been virtually ignored. 

 

Mr. Dimmick was disappointed that the policy was not included on the feedback of Human Resources Policies which had been prioritised and which were being formally reviewed on a rolling basis every four years or in the light of any development in employment legislation or good practice.

 

The Operational Manager (Human Resources) stated that a meeting had been arranged at Regional Level together with representatives of the Trades Unions.  The meeting had been arranged at the request of the Consortium.

 

The Chairman recognised that the draft policy existed.

 

AGREED – T H A T the feedback on policy development be noted.

 

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RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To have regard to the views expressed.

 

 

C2004            REGULATORY REPORTS – IMPROVEMENT TRACKING (REF) –

 

The Audit Committee on 8 July, 2013 considered the above report of the Managing Director.

 

The Council was subject to a number of regulators, who passed judgements on its work and made various recommendations / proposals for improvements to services.  These were generally, but not always, submitted to the Audit Committee and also often considered by Scrutiny Committees and the Cabinet.  Service Plans also contained actions arising from regulatory reports. 

 

Previously, there had been no one document which would allow the overseeing and tracking of implementations of regulators’ recommendations / proposals.  With this in mind, a document had been prepared for consideration by the Committee.  It was intended that the Committee would receive six-monthly update reports in the proposed format.  The intention would be that the Committee would be asked to agree that actions identified as completed would be removed from the tracking report. 

 

The Chairman asked whether the proposed format could include an additional column indicating which recommendations / proposals had been submitted to the relevant Scrutiny Committee for consideration.  The Operational Manager (Corporate Policy and Communications) indicated that this could be accommodated, but pointed out that the only actions which would have gone to Scrutiny Committees would be those contained in Service Plans. 

 

Members considered the proposed format of the report and concluded that it would not be practical to simply receive an overall report comprising such comprehensive detail.  It was considered that the recommendations / proposals should, instead, be submitted to the relevant Scrutiny Committees for consideration and determination as to whether they had been completed. 

 

Mr. S. Barry (Wales Audit Office) commented on the rationale for embracing the information in one report.  He pointed out that the WAO had, indeed, been critical of other councils who did not have adequate monitoring of regulators’ recommendations / proposals. 

 

In light of the above, the Committee did not agree recommendation (2) of the report relating to the Committee itself removing actions deemed to have been completed. 

RECOMMENDED –

 

(1)       T H A T the work achieved to address the recommendations / proposals made by regulator be noted.

 

(2)       T H A T the relevant Scrutiny Committees and / or Cabinet consider the recommendations / proposals and determine whether they have been completed and, therefore, should be removed from the tracking report.

 

Reason for recommendations

 

(1&2)  In order to achieve continuous improvement of Council services.

 

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Cabinet having considered the recommendations of the Audit Committee

 

RESOLVED –  

 

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

 

(2)       T H A T the Managing Director liaise with the Chair of Audit Committee and external regulators to discuss a more appropriate way of allowing Audit Committee to satisfy itself that previous regulators’ recommendations have been carried out.

 

Reasons for decisions

 

(1)       To note contents of the report.

 

(2)       In order to achieve continuous improvement of Council Services.

 

 

C2005            BUILDING SERVICES: MOBILE WORKING REVIEW (REF) –

 

The Audit Committee on 8 July, 2013 considered the above report of the Managing Director.

 

On 15th March 2013, potentially serious operational issues within Building Services had been brought to the attention of the Head of Accountancy and Resource Management.  Consequently, those matters were passed to Internal Audit for further investigation by the Managing Director.  The Committee noted that issues had also been raised by the recently appointed Head of Housing and Building Services.  The Director of Visible Services and Housing confirmed that, prior to this occurring, no concerns had previously been raised with him regarding the issues detailed in the report.

 

The audit review comprised an examination of specific allegations and a review of controls surrounding the allocation, collation, monitoring and charging of Building Services jobs, specifically relating to Mobile Working Responsive Repairs.  As far as the allegations raised were concerned, these were the subject of ongoing investigation and would be dealt with in future audit reports. 

 

In September 2009, Building Services had adopted a mobile working system comprising two phases.  Firstly, a mobile solution providing real time messaging and job transfer to staff (e-ConSol) and, secondly, job scheduling (Opti-Time).  A Business Improvement Initiative (BII) Report in 2011 indicated that significant benefits had been achieved, with improvements in customer satisfaction and internal control.  However, a second independent BII report produced in February 2013 contrasted significantly with the earlier report.  A number of serious concerns in relation to mobile working planning and operations were identified.  Specific observations of particular concern to Internal Audit were:

 

-               too many operatives

-               operatives working at half the capacity of industry standards

-               travel time not being efficient (operatives were visiting the Depot without the need to or were not where they were supposed to be)

-               the need for the entire repairs team to be evaluated and significant changes made to address the existing lack of delivery.

 

In addition to the above, Internal Audit had concluded that the existing staff structure could not be regarded as fit for purpose.  Lines of management were unclear and there appeared to be little accountability at any level from management to operatives.  The lack of supervision and management and the failure to challenge operatives on production levels and other practices had allowed the effectiveness of mobile working to deteriorate significantly. 

 

The Director of Visible Services and Housing and the Head of Housing and Building Services were in attendance at the Committee and both stressed their commitment to resolving the issues as a matter of priority.  They were looking to ensure maximum Member involvement and awareness of the proposed change process which would be instigated and they circulated for Members’ information a proposed governance structure for a Building Services Change Plan.  This would be submitted to Cabinet for approval.  The Director stressed that the system itself was well-proven and remained capable of facilitating significant savings.  The Head of Housing and Building Services indicated that, soon after joining the Authority, she had become aware of the issues.  These included structure-related concerns and an apparent lack of understanding of the roles and responsibilities within the middle management structure.  She had already begun meeting with staff at various levels prior to the instigation of the formal Change Plan.  Both officers acknowledged the significance of the report and the need for cultural change within the service. 

 

During the ensuing discussion, several Members expressed concern regarding the fact that the issues had not been identified earlier.  However, Members also acknowledged the commitment of the Director and Head of Service and also expressed their confidence in those officers to implement the changes necessary to address the situation. 

 

The Managing Director was also in attendance at the meeting and stressed that she was taking the matter very seriously.  She reiterated the need to address matters relating to roles and responsibilities.  It would also be important to have the full support of the Trade Unions, who had, indeed, already been briefed and given a commitment to assisting in the process.

 

Members discussed the best means of dealing with any publicity regarding this matter.  Consideration was given as to whether it would be more beneficial to adopt a proactive approach and issue some kind of press release.  However, following discussion of the matter, it was agreed that the Managing Director would personally consider the best means of dealing with this particular aspect. 

 

The Chairman also asked that the Committee receive at a future meeting a copy of the original business case for the mobile working system and this was agreed.

 

RECOMMENDED –

 

(1)       T H A T the report, including the recommendations detailed at paragraphs 17 to 22, be endorsed and referred to Cabinet for approval.

 

(2)       T H A T further reports on progress in implementing the actions necessary to address the issues raised in the audit review be submitted to the Audit Committee by the Director of Visible Services and Housing.

 

Reason for recommendations

 

(1&2)  To keep the Audit Committee informed and to report on the findings of the Mobile Working Internal Audit Review within Building Services and to ensure that appropriate action is taken to address the issues raised.

 

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Cabinet having considered the recommendations of the Audit Committee

 

RESOLVED – T H A T the report, including the recommendations detailed at paragraphs 17 to 22, be approved.

 

Reason for decision

 

To approve recommendations detailed in the report.

 

 

C2006             JOINT EDUCATION SERVICE (REF) –

 

The Audit Committee on 8 July, 2013 considered the above report of the Managing Director.

 

In September 2012, a new Joint Education Service (JES) was established, to provide school support and traded services to the Vale of Glamorgan, Cardiff, Merthyr Tydfil, Rhondda Cynon Taff and Bridgend Councils.  This development was driven by the need to reduce costs and to respond to the drive of the Welsh Government towards regional service provision.  Previously, the Vale of Glamorgan and Cardiff councils each had their own service, whilst the other three Councils shared a service, but within a less formal and more limited structure.

 

As well as providing a more financially sustainable, regional offering, the JES was also designed to address a number of acknowledged weaknesses within the previous arrangements.

 

A review undertaken by the Wales Audit Office (WAO) sought to answer the question:

 

·                Has the Council got arrangements in place to manage the changes in delivery of school improvement services and can it be confident that the JES provides a service that represents value for money for the Vale of Glamorgan.

 

In examining this, the WAO also considered the following three sub-questions:

 

·                Does the Council have effective plans to manage the change in schools improvement service delivery?

·                Are the changes to the schools improvement service being implemented effectively?

·                Are monitoring and reporting arrangements in place to track implementation progress and manage any issues arising?

 

The Wales Audit Office's review of the governance arrangements of the Joint Education Service was attached at Appendix A to the report.

 

Overall, the WAO had concluded that at this early stage of implementation, the arrangements in place to manage the changes in school improvement services were still in the process of development, and the Council could not currently be confident that the JES was representing value for money for the Council.

 

The report concluded that:

 

·                The Council’s plan for managing the change in delivery of the schools improvement Service needed to be strengthened.

·                There was, currently, no formal, systematic means of testing whether or not the changes brought about by the introduction of the JES were working effectively.

·                Monitoring and reporting arrangements were in the process of being established but had yet to be fully implemented.

·                At a strategic level, work was needed to create a robust governance framework, particularly in respect of effective risk and performance management arrangements.

 

The report made a number of proposals for improvement.

 

During the discussion the Head of Democratic Services updated the Committee on progress towards the establishment of a Joint Scrutiny Committee in respect of the Central South Joint Education Consortium.  Proposed Terms of Reference drawn up were to be submitted to the Council’s Scrutiny Committee (Lifelong Learning) in July.  He also referred to the work which had been carried out with colleagues in the other constituent authorities regarding the submission of a bid for Welsh Government Scrutiny Development Fund assistance to employ a designated support officer for the Joint Scrutiny Committee.

 

RECOMMENDED –

 

(1)       T H A T the contents of the report and, in particular, the proposals for improvement, be endorsed and referred to Cabinet for approval.

 

(2)       T H A T a copy of the report be referred to the Scrutiny Committee (Lifelong Learning), who be asked to consider the likely intended outcomes for the Joint Education Service. 

 

Reason for recommendations

 

(1&2)  To provide for review of the Wales Audit Office governance review of the Joint Education Service.

 

 

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

 

 

  Cabinet having considered the recommendations of the Audit Committee

 

RESOLVED – T H A T the contents of the report and the proposals for improvement be approved.

 

Reason for decision

 

To provide for review of the Wales Audit Office governance review of the Joint Education Service.

 

 

C2007            REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2013 TO 31ST MAY 2013 (REF) –

 

The Scrutiny Committee (Social Care and Health) on 15 July, 2013 considered the above report of the Director of Social Services.

 

Committee received a report which:

 

-               brought to the attention of Committee the position in respect of revenue and capital expenditure for the period 1st April 2013 to 31st May 2013 regarding those revenue and capital budgets which formed this Committee’s remit

-               updated Committee on the progress made in delivering the Social Services Budget Programme.

 

The current forecast was for a balanced budget.  In addition to increased demand for services, there was pressure on the Directorate to achieve its savings targets for 2013/14 onwards. 

 

Children and Young People’s Services – the major ongoing issue concerning this service was the continued pressure to manage the Children’s Placements budget.  Whilst the number of Looked After Children had been decreasing, the children had increasingly complex needs and this could result in high cost placements being required. 

 

Cabinet, on 17th June 2013, had approved the proposal to set up a jointly funded budget for Residential Placements for Looked After Children.  The costs incurred were currently funded by Education and Social Services, with contributions from Cardiff and Vale University Health Board where Continuing Health Care was required.  The process for determining the allocation of costs to each funder could be difficult and time consuming, so it was felt that a joint budget would be a more efficient and effective means of financial management.  The budget for 2013/14 had been set at £3,150,000 with a £2,830,000 (90%) contribution from Social Services and a £320,000 contribution from Education (10%).  The joint budget would be held by Social Services and therefore a virement of £320,000 from Education to Social Services had been actioned.  This was shown in Appendix 1 to the report.  University Health Board contributions, via Continuing Health Care arrangements, would continue unchanged.  There would be great pressure on this budget as the year progressed but the current projected year end position for the joint budget was a break even position.

 

Adult Service – the major issue concerning this service was the continuing pressure on Community Care Packages, which was an extremely volatile budget.  At present, the projected year end position was an overspend of £995,000 which included the savings target for the year of £685,000.  Work was ongoing to ensure that the savings were implemented and the shortfall addressed.  There was a projected increase in income received under the Deferred Payment Scheme which could partially offset this position.  It was considered that the eventual year end position would be a balanced budget.

 

Appendix 2 to the report detailed financial progress on the Capital Programme as at 31st May 2013.

 

With regard to the Social Services Budget Programme Update, the Directorate was currently required to find savings totalling £6,000,000 by the end of 2016/17.  Savings totalling £6,189,000 had currently been identified.  The surplus would be used to mitigate any additional savings to be found in future years.

 

The Social Services Directorate was committed to achieving a balanced budget.  The Corporate programme Board and Project Teams overseeing the plan would continue to develop it further and ensure delivery and progress. 

 

In response to a question regarding Project Reference A3 as contained in Appendix 4 to the report, Committee were advised that there was an increasing number of people suffering from frailty and / or dementia.

 

In referring to Project Reference A6 as detailed in Appendix 4, entitled Residential Services, Committee were advised that a report would be presented to Cabinet in September. 

 

In referring to Appendix 1 to the report, the Chairman expressed the view that expenditure on Community Care Packages should be identified separately, to be listed under the heading Adult Services.

 

RECOMMENDED –

 

(1)       T H A T the position with regard to the 2013/14 Revenue and Capital Monitoring be noted.

 

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

 

(3)       T H A T future reports of this nature include information, as a separate line, on expenditure on Community Care Packages in view of the cost pressures in this area.

 

 

Reasons for recommendations

 

(1)       That Members are aware of the position with regard to the 2013/14 revenue and capital monitoring relevant to the Scrutiny Committee.

 

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

 

(3)       To identify expenditure on Community Care Packages.

 

 

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

 

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

 

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

 

Reason for decision

 

To note the contents of the report.

 

 

C2008            BARRY ISLAND: INSTALLATION OF BLUE PLAQUE COMMEMORATING THE FORMER BUTLIN’S HOLIDAY CAMPSITE (REF) -

 

The Scrutiny Committee (Economy and Environment) on 16 July, 2013 considered the above report of the Director of Development Services.

 

A Request for Consideration of matter had been received from Councillor R.J. Bertin who had been approached by former Red Coats and Employees who wishes to install, at their cost, a blue plaque on the site of the former Butlin’s Holiday Camp commemorating its existence.  Councillor Bertin had also requested that both Mr. Steve Slocombe from Welsh Government and Mr. Steuart Kingsley-Iness former employee at Butlin’s, be invited to speak at the Scrutiny Committee on the matter.

 

The Chairman informed the Committee that Mr. Slocombe had been invited but had advised that he was unable to attend the meeting. However, he had submitted written representations which advised that he was totally supportive of the blue plaque idea although he was aware that it was a Vale site.  He asked  in view of the ongoing works and the redevelopment proposals at Barry Island, that the Council consider a temporary solution to be available and allow for a permanent siting at a later date.  He made such a request in view of the fact that there were many elderly members of the Butlin’s Red Coats and it would be important for something to be agreed so that as many as possible were able to attend an unveiling.  He further stated that it was fitting to commemorate Butlin’s as it was what defined Barry Island in the 60s and 70s.  Although Welsh Government in conjunction with  the Vale Council was seeking to establish a new identity for Barry Island, the legacy of the camp should not be forgotten and the valuable efforts of the Red Coats in helping to make the Island the renowned tourist destination that it was should be noted.

 

Mr. Kingsley-Iness, a former employee and Red Coat, had also been granted permission to speak by the Chairman and advised that a number of his colleagues had worked at the site and would like to repay the town for their memories.  The idea of a plaque had been suggested as it would also remind people of the heritage, he requested that the Council consider the proposal and provide a logistical position for the plaque’s erection. At the meeting Mr. Kingsley-Iness circulated to Members a copy of the suggested design for a plaque for approval.  He specifically mentioned that the cost of the plaque and its design would be borne by the past employees  themselves.

 

The Operational Manager for Leisure and Tourism, in presenting his report to the Committee, advised that there were significant regeneration proposals that were currently being detailed for Barry Island which would be funded by the Barry Regeneration Fund and that it would seem entirely appropriate to consider a request to commemorate the site of the former Butlin’s Holiday Camp and those who worked at the site as part of the ongoing regeneration proposals.  This had indeed been a remark that had been made by the Cabinet Member for Regeneration, Innovation, Planning and Transportation at the Council meeting on 13th May 2013 following a question from Councillor Bertin.  In essence, the report proposed that it would be premature to install a plaque at this time given that the regeneration programme for 2013/14 would consider proposals for a range of interventions at Barry Island including a consideration of public realm enhancements and applications for public art and interpretation.  The report also highlighted that given that Barry Island Holiday Camp figured heavily in recent local history, it would therefore be appropriate for the request to commemorate the camp to be considered alongside a consideration of wider public art, interpretation and public realm enhancements.

 

Members, in considering the request, were concerned about placing a plaque on a temporary aspect at a time when a considerable amount of building work would be ongoing as they would wish to make sure that it was sited in the most appropriate place. 

 

Following a request by a Member who suggested that if may be more appropriate to present the plaque to the Mayor of the Vale of Glamorgan for safekeeping until an appropriate place could be sited. Mr. Kingsley-Iness stated that he agreed that this was an excellent suggestion and as the employees held a reunion in Barry each year usually in June and he wondered if such a presentation could coincide with the reunion which would be a fitting tribute to the employees and would be entirely appropriate.  The Committee being unanimously supportive of the suggestion were thanked by Councillor Bertin and Mr. Kingsley-Iness for the opportunity afforded to them to present their case.

 

It was subsequently

 

RECOMMENDED –

 

(1)       T H A T the request to install a blue plaque at Barry Island be agreed in principle and referred to Cabinet.  It being noted that the cost would be borne by the previous employees of the Butlin’s Holiday Camp as referred to above.

 

(2)       T H A T following the regeneration work planned for Barry Island an appropriate location be found for the installation of the plaque.

 

(3)       T H A T prior to an appropriate place being found for the installation of a blue plaque, the plaque be presented to the Mayor of the Vale of Glamorgan for safekeeping.

 

Reasons for recommendations

 

(1&2)  To ensure that appropriate provision is given to the request to site a blue plaque on Barry Island and for Cabinet approval.

 

(3)       In recognition of the former Red Coats and employees of the former Butlin’s Holiday Camp."

 

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

 

 

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

 

RESOLVED –

 

(1)        T H A T the request to install a blue plaque at Barry Island be agreed.

 

(2)          T H A T following the regeneration work planned for Barry Island, an appropriate location be found for the installation of the plaque.

 

(3)          T H A T prior to an appropriate place being found for the installation of a blue plaque, the plaque be presented to the Mayor of the Vale of Glamorgan for safekeeping.

 

Reasons for decisions

 

(1&2)  To ensure that appropriate provision be given to the request to site a blue plaque on Barry Island.

 

(3)       In recognition of the former Red Coats and employees of the former Butlin’s Holiday Camp.

 

 

C2009       USE  OF THE MANAGING DIRECTORS  EMERGENCY POWERS (L) (SCRUTINY COMMITTEES -  AS INDICATED BELOW) –

 

1.            Members were informed of the exercising of Emergency Powers by the Managing Director since the last report.

RESOLVED - T H A T the exercise of the Managing Directors Emergency Powers as indicated below be noted:

 

(a)       Authority was sought to add the grant sum of £632,079 to the Council's Capital Programme to allow the procurement relating to the delivery of works at Nell's Point and for the detailed design of other elements of the Barry Island Realm works.

 

(Scrutiny - Economy and Environment)

 

(b)       Authority was sought for the sealing of a number of Supporting People contracts.  Welsh Government introduced a single Supporting People funding stream to pay direct to Local Authorities.  The Council is required to make monthly payments to support providers who previously received their grant funding directly from Welsh Government.

 

(Scrutiny - Housing and Public Protection)

 

(c)        Authority to include the grant from Welsh Government of £690,000 in the 2013/14 Capital Programme to install or upgrade wireless networks in schools across Wales.  The grant has to be spent by December 2013.

 

(Scrutiny - Corporate Resources)

 

(d)       Authority was sought for the following in order that the bus service could continue as the current bus service was due to finish on or around 8th June, 2013 with no time available to obtain Cabinet approval.

 

(i)           Towards supported bus service 320 option 2 (journeys via St. Georges Super Ely) to NAT at a cost of £207 per day until and including 1st April 2017.

(ii)          Towards supported bus service 145/X5 to NAT on a deminimus basis under the transport legislation on conjunction with the new commercial service GO3 at a cost of £369 per day, seven days per week until and including 1st April 2017.

(iii)         To not renew supported bus service 322 based on the need to stay within budget and that this service carries fewer passengers than bus service 320.

(Scrutiny - Economy and Environment)

 

(e)       Authority to receive the grant from the Regional Transport Consortia SEWTA which had been offered by the Welsh Government for 2013/14 to deliver transport and road safety schemes via SEWTA for the following:

 

  • £184.5k. for Railway Walk walking and cycling scheme
  • £50k. for NCN88 which will pay for design of the Port Road, Wenvoe cycle route
  • £10k. for Barry to Dinas Powys cycle route (to consider land issues)
  • £77k. for road safety revenue education, training and publicity initiatives to include (mostly paying for road safety staff to deliver):
  • Early Years £5k.
  • Kerbcraft and Child Pedestrian Training £28k.
  • Cycle Training £28k.
  • School / Business Road Safety Projects £12k.
  • Bikesafe £1.5k.
  • Older People Drives and Pedestrians £1.5k.
  • Campaigns / Events £1k.
  • £240k. to deliver the following road safety capital schemes:

(i)           A48 Cowbridge Bypass - £100k.

Variable speed limit.  Significant issues with drainage and carriageway crossfall / super elevation leading to surface water retention that freezes at the bridge section expansion joints, turning into large sheets of ice.  Interim mitigation measure is to provide LED speed limit signs linked and activated by rain and temperature sensors.  During inclement weather the speed limit will be dropped to an appropriate level, depending upon the conditions of the road.

(ii)          A4050 / Morfa Lane Roundabout, Wenvoe - £65k.

Roundabout improvements.  Realignment to improve operation, reduce potential for collisions on approach to the roundabout and on the gyratory.  Improvements will also provide safe pedestrian crossing facilities to public transport links.

(iii)         Barry Road, Barry - £15k.

Provide lighting at Zebra crossing. 

(iv)         Cardiff Road, Dinas Powys - £60k.

Footway widening.  Very narrow section of footway approximately 100m long that runs adjacent to the principal road between a school and train station.  Insufficient width to allow two people to pass side by side safely.  Scheme will remove central hatching on carriageway to enable the footway to be widened.

(Scrutiny - Economy and Environment)

 

(f)        Authority was sought to receive additional grant funding to the value of a maximum of £26.5k., £13.5k. for Llanmaes and £13k. for Penmark, to enable completion of works on the route to be taken by the National Cycle Network and measures to assist cyclists near Llanmaes / Llantwit Major on 27th March 2013 to be spent by 31st March 2013.  The sum to be accepted from the SEWTA RTCG grant fund and was included in the 2012/13 Capital Programme retrospectively.

 

(Scrutiny - Economy and Environment)

 

(g)       Approval was sought to transfer £20k. from the Evenlode Primary Project to the Fairfield Primary Scheme and increase the budget to £110k. to meet funding requirements.  This would include an allowance currently in place for asbestos removal works which had been identified following a survey of the boiler room.

 

(Scrutiny - Lifelong Learning)

 

(h)       Approval of slippage was sought of unspent committed capital budgets from 2012/13 into 2013/14.  Although the approval would normally be given by Full Council, the next available Council meeting was 25th September 2013, and it was important that early approval was received in order that progress could proceed on the schemes. 

 

(Scrutiny - Corporate Resources)

 

(i)         Authority was sought for the following transfers within the Capital Programme:

 

  • £20k. from the renewal of boilers at High Street and Gwenfo Primary Schools (£10k. from each school) to the Barry Comprehensive Fire Alarm Scheme to increase the budget to £30k. to allow all the required work to be completed in a single phase during the summer holidays, a year ahead of the original plan
  • £10k. from the renewal of boilers at High Street and Gwenfo Primary Schools (£5k. from each school) to the rebuilding of boundary walls at Cogan Primary School to increase the budget to £45k.
  • £25.5k. from the fire precaution works budget to the Barry Comprehensive reroofing scheme to increase the budget to £115.5k. and allow all the required works to be completed during the summer holidays

it being noted that the above virements would reduce the budget for the renewal of boilers at High Street and Gwenfo Primary Schools to £65k. and £45k. respectively and the fire precaution works budget to £46.5k.

(Scrutiny - Lifelong Learning)

 

(j)         Authority to enable demolition on the Bryneithin site to commence as soon as possible.  Cabinet had, on 8th April 2013, (Min. No. C1293) resolved that delegated authority be granted to the Director of Social Services in consultation with the Leader, the Cabinet Member for Adult Services and the Managing Director, to make arrangements for securing the Bryneithin site, including the possibility of demolition.  Tenders had been received for the work including fees and other associated items estimated at £145k.  In order for the work to proceed emergency powers sought to include the figure in the Capital Programme, it being noted that funding for the scheme would be made available from the Building Fund.

 

(Scrutiny - Social Care and Health)

 

(k)      Authority to implement the pay award for NJC staff applicable from 1st April 2013.

 

(Scrutiny - Corporate Resources)

 

(l)       Authority to implement the pay award for Craft employees applicable from 1st April 2013.

 

(Scrutiny - Corporate Resources)

 

Reason for decision

 

To apprise Cabinet of the exercise of emergency powers by the Managing Director.

 

C2010            REVISED CHARTER WITH TOWN AND COMMUNITY COUNCILS (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) –

 

Approval was sought to adopt a revised charter between the Vale of Glamorgan Council and town and community councils.

 

          The Community Liaison Committee agreed a charter between the Vale of Glamorgan Council and town and community councils in November 2007. It was subsequently agreed by the Vale of Glamorgan Council's Cabinet in February 2008. An action plan was agreed in February 2009. Twenty-two town and community councils were signatories to the first charter.

At its meeting of 31 July 2012, the Community Liaison Committee was advised that a new charter and action plan should be developed following the local elections. In addition, since it was first agreed, there had been various changes in legislation and in economic circumstances. This was the first review of the charter.

A report proposing how the review could be achieved was considered by Community Liaison Committee on 23 October 2012,

The revised charter attached at Appendix A to the report outlined the aims on which the unitary council and town and community councils would work together for the benefit of local communities, whilst also recognising their respective responsibilities as autonomous democratically elected statutory bodies. The Charter was agreed by Community Liaison Committee on 9 July 2013.

 

At the meeting the Chairman thanked all those involved for their hard work in moving the charter forward.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)          T H A T the revised charter be adopted by the Vale of Glamorgan Council.

 

(2)          T H A T a further report be submitted to Cabinet identifying those town and community councils that have agreed to become signatories and proposing an action plan for implementing the charter.

 

Reasons for decisions

 

(1)          So that the charter revision can be progressed.

 

(2)          In order to implement the principles of the charter.

 

C2011                AGENCY STAFF CONTRACT FOR THE VALE OF GLAMORGAN COUNCIL (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) –

 

2.            Approval was sought for the introduction of a new agency staff contract on a Master Vendor Basis with the employment agency Randstad for the engagement of temporary agency staff within the Council.

 

3.            The Council previously had a contract in place with Acorn as the preferred Council supplier of agency staff for all non-professional and non schools employed roles. Whilst that contract had expired, Acorn however, had continued in the interim to honour the rates within the contract. They were not the exclusive agency used in the Council and there were various suppliers currently being used across Directorates.

4.            Agency contracts were a service which fell within Part B of the Public Contracts Regulations 2006 and thus were not subject to the full scope of the EU regulations. Although the  regulations themselves did not directly require prior advertising of Part B services or any form of competitive tendering to be carried out, they were still caught by general obligations such as transparency, equal treatment and non discrimination and these required a degree of advertising sufficient to enable the market to be opened up to competition.

5.             

6.            A recent contract had been awarded by Cardiff City Council on behalf of the Welsh Purchasing Consortium (WPC) of which the Council was a member. This contract had been split into ˜lots’ based upon geographical areas and Education and Non Education spend.

7.             

8.            The use of this arrangement was open to Schools for support staff only. There was a separate contract under the framework, with New Directions, which was specifically available for Schools teaching and supply staff which had not been assessed as part of this exercise. It was a Schools decision as to whether they wish to use the contract.

9.             

10.         The results of the WPC Framework evaluation, which are specific to the region of the Vale of Glamorgan, were as follows.

11.          

Vendor Neutral (All Wales excluding Education )

Comensura Ltd

This Supplier would be engaged to manage agency contracts and effectively deliver a ˜brokerage’ service. The Company was not permitted to provide staff from their own resource pool. They had to enter into contracts with a selected group of tier agencies on a neutral basis.

Master Vendor (Regional provider excluding Education)

Randstad

This Supplier would source the supply of all agency personnel. The supplier could provide staff directly themselves or from a pool of tier agencies which the vendor manages.

 

12.         Both Randstad and Commensura were invited by the Council to take part in a mini competition based upon a specification provided by the Council. The specification was compiled from the original specification put out for the WPC tender and adding the specific local requirements of the Council.

13.          

14.         Response to a Commercial Questionnaire took the form of a schedule of banded rates for types of agency staff. Against each banded rate the supplier had to advise of the margin (top up) rate which would be applied to the pay rate the Council would state was to be paid to the person. These rates were applied to the schedule of agency staff who were recorded as having been engaged in the Council at the time of the tender.

15.          

16.         As a result of this evaluation, Randstad were identified as the Preferred Supplier. The prices they quoted under for the contract were cheaper than their competitor and whilst the technical evaluation scores were close, the solution offered by Randstad was noted to be much simpler and straightforward for Managers to use.

17.          

18.         The management information provided by the supplier would enable the Council to have a complete picture, through the main supplier, of all the agency staff engaged throughout the Council. This was not possible at the moment due to the large number of individual suppliers engaged across the Council. The information provided would also enable the Council to successfully comply with the Agency Worker Directive requirements and would have data available to support the numerous Freedom of Information requests received. The Council would be able to be advised by Randstad of the start date of all temporary workers supplied by their agency, and would  be able to administer the pay rates accordingly after the 12 week pay parity periods, irrespective of where that person was working within the Council.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the appointment of Randstad as the supplier for the engagement of temporary agency staff across the Council until January 2015 with the potential to extend for a further 12 months be approved.

 

Reason for decision

 

To allow a streamlined and managed approach to the appointment of temporary agency staff.

 

 

C2012                 CABINET FORWARD WORK PROGRAMME SEPTEMBER TO DECEMBER 2013 (L) (SCRUTINY COMMITTEE – All SCRUTINY COMMITTEES)

 

Approval was sought to agree the Work Programme of the Cabinet / Council for the period September to December 2013.

 

In accordance with the provisions of the Local Government Act 2000 and the Council’s Constitution, the Cabinet Forward Work Programme attached at Appendix A to the report set out matters which the Executive and Full Council were likely to consider during September to December 2013.

 

This was a matter for Executive decision.

 

RESOLVED – T H A T the Cabinet Forward Work Programme for the period September to December 2013 be agreed.

 

Reason for decision

 

To comply with the requirements of the Local Government Act 2000, subordinate legislation and the Council's Constitution.

 

C2013                        A VISION FOR A NEW NATIONAL YOUTH WORK STRATEGY FOR WALES 2013-18 (CS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) –

 

Members were advised on the consultation being undertaken by Welsh Government on ˜ A Vision for New National Youth Work Strategy for Wales 2013-2018 and to agree a response.

 

The Minister for Education and Skills had committed in the Welsh Government Programme for Government Progress Report 2012 to update the National Youth Service Strategy and the consultation document supported the delivery of this commitment.

 

The Vale of Glamorgan Council had developed a NEET Strategy and Youth Support Service Strategy which had similar themes in their Action Plans to those which were evident in the consultation document.  The Council was developing systems to implement an Engagement and Progression framework from September 2013 aimed at supporting young people into sustained engagement, training and employment.

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)          T H A T the consultation response prepared by officers be submitted to the Welsh Government and referred to Scrutiny Committee (Lifelong Learning) for information.

(2)          T H A T the Welsh Government's vision for youth support service resources and the implementation of National Youth Engagement and Progression (NEP) Framework be noted.

Reasons for decisions

 

(1)          To ensure that members were aware of the current government proposals and that the views of the Vale of Glamorgan helped shape national policy.

(2)          To ensure members were aware that the NEP Framework placed new responsibilities on local authorities in respect of reducing NEETS, but is not expected to be supported by additional funding.

 

C2014            RESPONSE TO THE WELSH GOVERNMENT'S PROPOSALS FOR THE FUTURE DELIVERY OF EDUCATION SERVICES IN WALES (CS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) –

 

Members were provided with an overview of the key themes contained in Robert Hill's report 'The future delivery of education services in Wales' and to agree the Council's response to the Welsh Government's consultation on the report.

Cabinet received a report at their meeting on 3 December 2012 providing information about the planned review of the delivery of education services including the text of the ministerial 2012 announcement.  At that time the detailed scope of the review was not confirmed but it was evident that it had the potential to alter radically the Council's responsibilities for education and impact on the governance of schools, the Council's role as an employer and landlord, the services provided by the Council and budget and financial management. The report also included the WLGA's response to the statement.

At the meeting on 4 February, Cabinet received further information about the review including the appointment of Robert Hill and the aims, principles, process and outcome objectives and outputs of the review.

The Robert Hills report sought to improve classroom teaching and learning by a system-wide set of changes including changes to classroom practice, school leadership and organisation, and changes to the arrangements for providing school improvement services. 

The chapter relating to the organisation of school improvement functions included references to the current wider review of the delivery of public services a definitive set of proposals about the organisation of the local authority's role in relation to education services would be linked to the wider review.

The Executive summary of the report was attached as Appendix A, and the draft response to the consultation was attached as Appendix B to the report.

 

This was a matter for Executive decision.

 

RESOLVED –  

 

(1)          T H A T the executive summary of Robert Hill's report be noted.

 

(2)          T H A T the draft response to the Welsh Government’s Consultation be agreed and that the urgency procedure be used in order to meet the deadline for submission of 13 September, 2013, subject to the approval from the Chairman of the Scrutiny Committee (Lifelong Learning).

 

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

 

Reasons for decisions

 

(1)          To note the contents of the Robert Hill’s report.

 

(2)          To agree the Councils response to the Welsh Government and ensure the submission by the Welsh Government deadline.

 

(3)          To inform the Scrutiny Committee (Lifelong Learning) of the Councils response.

 

C2015            ADDITIONAL LEARNING AND SKILLS BUILDING ASSET RENEWEL SSCHEMES, 2013/14 (CS) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) –

 

Approval was sought for additional schemes to be included in the 2013/14 capital programme.

A prioritised list of schemes had been drawn up by officers from the Learning and Skills Directorate in consultation with the Property Section by adopting the following criteria and processes:

  • Extracting from completed Property Condition Surveys works that had been identified as high priority status.
  • Utilising an existing backlog list of prioritised schemes which had been reviewed and updated throughout the year.
  • Feedback from regular meetings between officers from both Property and Building Services sections who had first-hand knowledge of many of the properties.
  • The proposed additional programme was outlined  in Appendix A attached to the report.

Should any significant developments occur resulting in the omission of a scheme, the inclusion of an additional scheme or a virement, the Director of Resources, in consultation with the Leader, had the authority to implement such changes to the programme.

 

This was a matter for Executive decision.

 

RESOLVED – T H A T the proposed schemes as listed in Appendix A to the report be agreed and included within the 2013/14 capital programme, and forwarded to Council for approval.

 

Reason for decision

 

To prevent the possibility of school closures, due to the failure of elements of the buildings that were currently known to be in poor condition.

 

C2016            COWBRIDGE BOWLING CLUB - REPLACEMENT OF PLAYING SURFACE (LPCSD) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

 

Members were advised of the condition of the bowling green surface at Cowbridge Bowling Club and approval was sought to agree a proposal for the replacement of this surface.

 

The Club had been complaining for some time about the condition of the playing surface which was now close to the end of its useful life.

 

As a consequence of complaints received by the Club in respect to poor green speed, surface runs and level problems, an independent report was commissioned by the Institute of Groundsmanship to establish the condition of the playing surface.  A copy of the report was attached at Appendix A.

The report advised that even with good maintenance the green surface had no more than 2 - 3 years life remaining (2015 / 2016).

 

The Club had however keen to progress an earlier green replacement and, knowing the significant demands on the Council's budget, offered a sum of £12k towards the green replacement cost which was estimated at between £50k and £60k in order to progress and guarantee its earlier replacement.  In providing this money the Club had however requested that the new surface be installed in time for the 2014 / 2015 playing season that commenced in April 2014.  Confirmation of the offer was detailed within a letter and e-mail exchange between the Director of Visible Services and Housing and the Club Chairperson, a copy was attached at Appendix B to the report.

There had been some delays in the Club agreeing the terms of a new lease for the Bowling Club due in part to the inclusion of additional chargeable elements.  The Club had however indicated that they were now happy to enter into the new lease agreement as proposed and this matter was progressing. 

 

This was a matter for Executive decision.

 

RESOLVED –

(1)          T H A T the playing surface at the Cowbridge Bowling Club be replaced subject to a financial contribution of £12k being received from the Cowbridge Bowling Club in part payment for the works.

(2)          T H A T the Head of Legal Services be authorised to draft the necessary legal agreement for acceptance of the funds by the Council in contribution.

Reasons for decisions

 

(1)          To ensure the replacement of the green during 2014 subject to a suitable financial contribution being received.

(2)          To ensure that the Council's interests were protected in respect to the financial transaction.

 

C2017            RHOOSE POINT PUBLIC OPEN SPACE - CONSULTATION EXERCISE FOR THE PROPOSED INTRODUCTION OF BYELAWS (LPCSD) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to undertake a consultation exercise in connection with the introduction of new byelaws for Rhoose Point Public Open Space and to progress a report to Council in respect of the making and adoption of new 'Pleasure Ground, Public Walks and Open Spaces Byelaws' for the area.

The Council acquired the open space at Rhoose point in 2011. Over the years there had been a number of instances of, for example; swimming, consumption of alcohol, camping and fishing together with a range of anti-social behaviours connected with these activities, such as excessive noise and wilful damage.  This had caused concern with local residents and other responsible users of the area and had resulted in a number of complaints.

Police and Council officers had attended the site on many occasions in order to try and deal with the problems but without byelaws being in place enforcement action was not always possible. 

The introduction and adoption of new byelaws would allow the Police and designated Council officers to deal with those people who persist with certain prohibited activities. The area of land in respect of which the new byelaws would be introduced were identified on Appendix 'A'. attached to the report.

 

This was a matter for Executive decision.

 

RESOLVED –

 

(1)          T H A T the commencement of a consultation exercise in connection with the introduction of new byelaws for Rhoose Point Public Open Space be agreed.

(2)          T H A T a report be submitted to Council in order to progress the procedure to introduce, make and adopt new byelaws for Rhoose Point Public Open Space, the procedure for which includes seeking confirmation of the Welsh Government for the new byelaws.

Reasons for decisions

 

(1)          To progress the consultation procedure to introduce new byelaws for Rhoose Point Public Open Space.

(2)          To progress the formal procedure to introduce new byelaws for Rhoose Point Public Open Space.

 

C2018          WELSH GOVERNMENT CONSULTATION: DRAFT TECHNICAL ADVICE NOTE (TAN) 23 ECONOMIC DEVELOPMENT (RIPT) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) –

 

Members were advised of the Welsh Government’s recent consultation on ˜Technical Advice Note (TAN) 23  Economic Development’ and to seek approval of the report as the Council’s formal response to the consultation.

Planning Policy Wales (PPW) set the context for sustainable land use planning policy within which Local Authorities' statutory Local Development Plans (LDPs) were prepared and development control decisions on individual planning applications and appeals were made. PPW was supplemented by a suite of topic based Technical Advice Notes (TANs) and procedural guidance was contained within circulars and policy clarification letters.

The draft TAN sought to provide detailed advice to expand on the economic development policies set out in Chapter 7 of PPW, and once finalised would support PPW Chapter 7 and provide policy implementation advice for local planning authorities.

The main proposals which were being consulted on were outlined in the report and the proposed response to the consultation was attached at Appendix A to the report.

 

 This was a matter for Executive decision.

 

RESOLVED –

 

(1)          T H A T the Council’s formal response to the Welsh Government consultation on ˜Technical Advice Note (TAN) 23 Economic Development’ be approved.

(2)          T H A T the report be referred to Planning Committee and Scrutiny Committee (Economy and Environment) for information.

Reasons for decisions

 

(1)          To approve the Councils response to the Welsh Government consultation on ˜Technical Advice Note (TAN) 23 Economic Development’.

(2)          To advise Planning Committee and the Scrutiny Committee (Economy and Environment) of the recent public consultation.

 

C2019            EMPLOYEE PAY POLICY 2014/15 (L) (SCRUTINY COMMITTEE – Corporate resources) –

 

All Chief Officers left the meeting when this item was being considered.

 

Approval was sought to endorse the Council's Pay Policy for 2014/15 as required by the Localism Act 2011.

The Council had a statutory requirement under the Localism Act 2011 to prepare a pay policy statement for each financial year. The first statement was approved by Council in March 2012.

 

The Policy had been produced on the basis of statutory guidance and with advice from the Welsh Local Government Association.

The Policy attached at appendix A to the report would continue to be reviewed and updated on an annual basis in accordance with the requirements of the Act.

At the meeting the Deputy Leader outlined the following amendments to the Pay Policy Appendix. These were as follows:-

 

6.14:   Deletion of the last eleven words of the paragraph and the Operational Manager – Audit (a joint post with Bridgend Council)

 

 6.16:     Change to the table from:-

 

 

Contested Election

Uncontested Election

 

 

 

Community/Town Elections

£185 per ward

£45 per ward

 

 

 

Vale of Glamorgan Elections

£465 per ward

£110 per ward

 

 

 

Combined Elections

£650 per ward

£155 per ward

 

            To:

 

 

Contested Election

Uncontested Election

Fees for Election

£185 per ward

£45 per ward

 

 

 

 

Single Election

Combined Election *

Postal Votes issued

£62.40 per 100

£62.40 per 75

Postal Votes received

£62.40 per 100

£62.40 per 75

           

 * Vale of Glamorgan election together with community/town election

 

10.2      Change of figures from 1.11 to 1.10 at the second line and 1.8 to 1.7 in the fourth line

 

This was a matter for Executive decision.

 

RESOLVED – T H A T subject to the amendments above, the Pay Policy as attached at "Appendix A" to the report be referred to Council at its meeting on the 25th September 2013 for approval, and that the existing Appendix be replaced by a revised Appendix taking the above amendments into account.

 

Reason for decision

 

To respond to the legal requirement under the Localism Act and to provide openness and accountability in how the Council rewards its staff.

 

 

C2020                         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.

 

C2021            AGENCY STAFF CONTRACT FOR THE VALE OF GLAMORGAN COUNCIL (L) (EXEMPT INFORMATION- PARAGRAPH 14) (SCRUTINY COMMITTEE – CORPORATE RESOURCES)

 

Approval was sought for the introduction of a new agency staff contract on a Master Vendor Basis with the employment agency Randstad for the engagement of temporary agency staff within the Council.

 

This was a matter for Executive decision.

 

RESOLVED – T H A T the process of evaluation of the Agency Staff Contract which had been undertaken to support the appointment of Randstad as the supplier for the engagement of temporary agency staff across the Council be noted

 

Reason for decision

 

To allow a streamlined and managed approach to the appointment of temporary agency staff and to achieve efficiencies in the prices paid for agency staff and time spent sourcing and administering those arrangements.

 

 

 

 

 

 

 

 

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