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Agenda Item No.

 

CABINET

 

Minutes of a meeting held on 11 May, 2015.

 

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

 

Apologies: Councillor C.P.J. Elmore. 

 

At the start of the meeting the Leader welcomed Rob Thomas, the new Managing Director of the Vale of Glamorgan Council.

 

C2763  MINUTES –

 

RESOLVED – T H A T the minutes of the meeting held on 27 April, 2015 be approved as a correct record.

 

C2764  DECLARATIONS OF INTEREST –

 

No declarations of interest were received.

 

C2765  VERBAL UPDATE ON CURRENT ISSUES - GLAMORGAN HERITAGE COAST ADVISORY GROUP (REF) -

 

The minutes of the Glamorgan Heritage Coast Advisory Group held on 17 April, 2015, were submitted.

 

(c) Verbal Update on Current Issues - Mr. Bob Guy, Operational Manager - Countryside and Economic Projects -

 

The Group was provided with an update on the restructure of the Countryside Service and copies of the new establishment for the Service were circulated at the meeting. There had been a long consultation and re-design process involved with the restructure of the Service and Mr. Guy confirmed that the new structure was now in place. The new structure brought together all the Countryside and Environment Teams, including the Country Parks, Commons, Heritage Coast Project, Landscape Architecture, Ecology and Public Rights of Way with the aim of providing a more integrated service.

 

The new structure included a Countryside Service Team Leader role, held by Steve Pickering, who was present at the meeting and introduced to the Group. One of the objectives of this role was to facilitate the integration of the service. The Rangers and Assistant Rangers would now work as a single unified service with just one Site Ranger specifically allocated to each of the main countryside sites, which would enable flexibility across the service in order that other staff could be allocated across the different sites as required. A new post of Commercial Opportunities Officer had been created; one of its main responsibilities would be to enhance the commercial activities across the countryside sites.

 

The Group was informed that Natural Resources Wales had been provided with more funding for coastal access programmes; therefore the Vale of Glamorgan’s Coastal Access Programme would be getting a significant investment. The Group was provided with a summary of the approved and unapproved investment work coastal access projects. The cost of the approved projects totalled £17,500 in 2015/16 and £19,500 in 2016/17. There would also be additional funds to maintain the Wales Coast Path. Mr. Guy advised the Group that if there were any queries in relation to these projects they should contact either himself or the Public Rights of Way Officer.

 

The Group was informed that a request had been received that a representative be sought from the Vale of Glamorgan Tourism Association to the Glamorgan Heritage Coast Advisory Group. Mr. Guy expressed the view that the request highlighted a gap on the Group from the Tourism sector and such representation would fit well with current priorities.

 

Following consideration of the request, the Group

 

AGREED - T H A T a request be put to Cabinet to recommend to Council that a representative be sought from the Vale of Glamorgan Tourism Association for the Glamorgan Heritage Coast Advisory Group.

 

Reason for recommendation

 

To enable a representative from the Vale of Glamorgan Tourism Association to be appointed to the Group.

 

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As a representative of the Glamorgan Heritage Coast Advisory Group, the Cabinet Member for Regeneration commented that the discussion on this matter was interesting, and they felt that having a representative from the Tourism Sector would fit well with the Advisory Group.

 

Cabinet, having considered the recommendation of the Glamorgan Heritage Coast Advisory Group

 

RESOLVED – T H A T the recommendation of the Glamorgan Heritage Coast Advisory Group be accepted, and a representative be sought from the Vale of Glamorgan Tourism Association and the appointment recommended to the next available Council.

 

Reason for decision

 

To ensure that a tourism representative is appointed to the Glamorgan Heritage Coast Advisory Group.

 

C2766  CABINET FORWARD WORK PROGRAMME - MAY TO JULY 2015 (L) (SCRUTINY COMMITTEES – ALL) -

 

Members were apprised of the Forward Work Programme of the Cabinet / Council for the period May to July 2015, as attached at Appendix A to the report.

 

In accordance with the provisions of the Local Government Act 2000 and the Council’s Constitution, the Cabinet Forward Work Programme set out matters which the Executive and Full Council were likely to consider during May to July 2015.

 

During the meeting, the Leader made the addendum that the section ‘Pre Cabinet Scrutiny (Meeting Date)’ for the ‘Disabled Facilities Grants Performance Report for end of year 2014/15’ should read as “To be referred to Housing and Public Protection, Social Care and Health, and Corporate Resources post Cabinet”.

 

This was a matter for Executive decision

 

RESOLVED – T H A T the Cabinet Forward Work Programme, as amended, for the period May to July 2015 as attached at Appendix A to the report, be agreed.

 

Reason for decision

 

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

 

C2767  ELECTRONIC PROCUREMENT (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) - 

 

Cabinet was updated on the progress being made to develop electronic procurement practices within the Council, and approval was sought to enter into a Memorandum of Understanding with Value Wales for the introduction of the e-Bravo electronic procurement system.

 

In 2014, the Welsh Government commissioned KPMG to undertake reviews ("Fitness Checks") of the procurement functions within public sector organisations in Wales. The fitness checks identified areas of good practice in addition to providing a series of recommendations for development. One opportunity for development for the Vale of Glamorgan Council was in the further use of electronic procurement processes and practices.

 

Value Wales was the division of the Welsh Government responsible for shaping procurement policy, monitoring procurement practice, supporting and advising procurement professionals and developing the procurement profession while ensuring compliance with EU regulations. Value Wales aimed to assist the Welsh public sector to realise improved value for money through ‘smarter procurement’ by increased savings through collaboration and improved process efficiency especially through the use of technology that sought to protect the economy by encouraging smaller local suppliers via training and support packages. One of the ways in which Value Wales sought to achieve this was via the rollout to public sector bodies of the e-Bravo electronic procurement system.

 

The e-Bravo electronic procurement system was a suite of electronic tools that allowed an integrated approach to Electronic Procurement. The system comprised of four main modules: E-Tendering, E-Contract Management, E-Auctions, Vendor Management.

 

The Authority proposed to work towards the implementation of the above modules where appropriate in order to improve current procurement practice, to build upon the existing supply base and achieve better value purchasing contracts. Value Wales had agreed to assist the Council with the implementation of the e-Bravo electronic procurement system at no cost to the Authority. The requirements of both organisations were set out in the draft Memorandum of Understanding attached at Appendix A to the report.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the contents of the report in relation to progress of electronic procurement be noted.

 

(2) T H A T the proposal to implement the e-Bravo electronic procurement system as described in the report be approved.

 

(3) T H A T delegated authority be granted to the Head of Finance, in consultation with the Leader and Managing Director, to enter into a Memorandum of Understanding with Value Wales regarding the provision and implementation of the e-Bravo electronic procurement system.

 

Reasons for decisions

 

(1) To note the contents of the report.

 

(2&3) To enable the Council to make use of the E-Bravo electronic procurement system and to access the support that is provided by Value Wales.

 

C2768  DEVELOPING A NATIONAL APPROACH TO ADVOCACY (CSS) (SCRUTINY COMMITTEE – SOCIAL CARE AND HEALTH) -

 

Cabinet was apprised of work being undertaken to develop a national approach to the provision of independent advocacy to some groups of children and young people and of the immediate implications for the contractual arrangements currently in place in the Vale of Glamorgan. Approval was sought to extend the existing contractual arrangement with the National Youth Advocacy Service (NYAS) for the provision of independent advocacy services to children and young people, in line with Financial Control Regulations and Contract Standing Orders.

 

NYAS was a provider of independent and rights-based advocacy, support and legal services to children and young people which helped to give them a voice when decisions were being made that had a significant impact on their lives.

 

Following a procurement process, the Council entered into a contract with NYAS in June 2011 to provide an advocacy service, initially for a one-year period to:

  • any child or young person in the child protection system;
  • any looked after child or young person;
  • any child or young person at the point of leaving care.

The service replaced the ad hoc and 'spot purchasing' arrangements that had existed previously in the Vale of Glamorgan. To ensure continuity of service delivery, the arrangements made in June 2011 were maintained while the feasibility of a partnership arrangement with five other South Wales Local Authorities was explored in detail.

 

Evaluation of the business case in relation to the possibility of a regional project concluded that there would be significant cost implications to the Vale of Glamorgan Council if it became a partner in such an enterprise. A decision was made at that time to withdraw from the regional project board. The Council went on to re-commission an independent advocacy service in June 2012 specifically for the Vale of Glamorgan and the successful provider was NYAS. The contract had been extended since this time and it was due to expire on 30 June, 2015.

 

In October 2014, Ministers reviewed a range of evidence and concluded that there was a need to bring a refreshed focus and impetus to securing children’s rights and entitlements ahead of the implementation of the Social Services and Well-Being (Wales) Act 2014 and the extended entitlements on advocacy for all ages. Key stakeholders were invited to form a Strategic leadership Group (SLG) for Advocacy. The work of this group was underpinned by a Task and Finish Group that had been established by the Association of Directors of Social Services (ADSS) Cymru.

 

It was anticipated that the work would be concluded in October 2015 by which time a plan should be in place covering all the elements needed by Local Authorities to commission an independent advocacy service. There was a need to engage Education and Health in this work and the Strategic Leadership Group and the Task and Finish Group were considering how best this could be achieved.

 

ADSS Cymru's involvement in the work was central to ensuring that Local Authorities were able to influence the development of a national approach to advocacy. It was important for the Vale of Glamorgan to maintain its existing advocacy arrangements during the change period so that statutory responsibilities could be fulfilled until such time as the Council had full information about future requirements and the arrangements for how these would be delivered. Should the national arrangements be in place prior to the end of the requested extension period, the appropriate notice would be served on the current contract.

 

At the meeting the Director of Social Services commented that there had been, and continued to be, many fundamental changes to the commissioning of Advocacy and that in this context it was currently unwise to go through procurement of a new service. By continuing the existing contractual agreement with NYAS, it would ensure that children continued to have appropriate access to an Advocacy service.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the work being undertaken to develop a national approach to advocacy and the immediate implications for our current contractual arrangements be noted.

 

(2) T H A T the existing contractual arrangement with NYAS be extended to 31 March, 2017 recognising the need for taking into account the implications of any national approach that may emerge when drawing up a service specification for any future tendering exercise.

 

(3) T H A T the Managing Director, the Director of Social Services and the Head of Legal Services be authorised to negotiate and agree terms and conditions with the service provider within the Council’s contracting procedures. That the Head of Legal Services be authorised to prepare, complete and execute the required legal documentation.

 

Reasons for decisions

 

(1 - 3) To ensure continuing provision of an independent advocacy service to children and young people known to Social Services within the Vale of Glamorgan whilst the development of a national approach to advocacy is taken forward.

 

C2769  VALE OF GLAMORGAN SUPPLEMENTARY PLANNING GUIDANCE PARKING STANDARDS - REPORT OF PUBLIC CONSULTATION (R) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) - 

 

Cabinet was advised of the recent public consultation on the Revised Vale of Glamorgan Parking Standards and approval was sought to adopt the revised parking standards for development control purposes.

 

On 29 July, 2013 Cabinet gave approval to undertake consultation on the County Surveyors’ Society (CSS) Wales 2008 Parking Guidelines (Minute No. C1439 refers). The CSS developed new parking standards on behalf of and endorsed by the 22 Welsh Unitary Authorities and the four regional transport consortia. The CSS Wales: Wales Parking Standards 2008 sought to ensure a transparent and consistent approach to the provision of parking, submission of travel plans and sustainability considerations.

 

A fundamental departure from previous practice was the document’s requirement for Local Authorities to introduce a system of zones for parking purposes into their Local Development Plans (LDPs). The document laid out six such zones each with differing designated levels of parking requirement for development control purposes. While the CSS parking standards provided guidance on the six zones, it was the responsibility of individual Local Authorities to decide which of these zones were applicable and where the zone boundaries should be drawn within their administrative area. A four week public consultation exercise was undertaken between 19 January, 2015 and 16 February, 2015 on the Draft Supplementary Planning Guidance (SPG) in accordance with the Council’s adopted Supplementary Planning Guidance - Procedures for the production and reporting of briefs and SPGs. The CSS Wales 2008 Parking Guidelines and the supporting information was posted on the Council’s web page. The consultation related to the application of parking zones across the Vale of Glamorgan.

 

At the end of the consultation period two responses had been received, one from Barry Town Council and one from Penarth Town Council. The full comments received from the respondents along with the Council’s proposed responses were attached at Appendix 2 to the report. The Revised Vale of Glamorgan Parking Standards were attached at Appendix 1 to the report.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the responses received to the public consultation exercise on the Revised Vale of Glamorgan Parking Standards and the proposed amendments, attached at Appendix 2 to the report, be noted.

 

(2) T H A T the Revised Vale of Glamorgan Parking Standards for Development Control purposes attached at Appendix 1 to the report be endorsed.

 

Reasons for decisions

 

(1) To note the result of the public consultation exercise.

 

(2) To formally adopt the Revised Vale of Glamorgan Parking Standards so that they may be used for Development Control purposes.

 

C2770  DISABLED FACILITIES GRANTS PERFORMANCE REPORT FOR END OF YEAR 2014-15 (HBMCS) (SCRUTINY COMMITTEES – SOCIAL CARE AND HEALTH, HOUSING AND PUBLIC PROTECTION, CORPORATE RESOURCES) -

 

Cabinet was apprised of the Council's performance delivering Disabled Facilities Grants during the financial year 2014-15.

 

The Council had a statutory duty to consider and approve applications for Disabled Facilities Grants (DFG) where there was an identified need and the property could be reasonably adapted. Disabled Facilities Grants funded the adaptation of privately owned homes to allow residents to live as independently as possible in their own home for as long as possible.

 

The time to deliver Disabled Facilities Grants was a national performance indicator. The Council had previously acknowledged its performance in delivering Disabled Facilities Grants had to be improved. A significant improvement was achieved in 2013/14 (284 days) and a further significant improvement had been achieved during 2014/15 which had seen the time taken to deliver DFG's reduced to 199. A detailed breakdown of the DFG service performance at the end of the 2014/15 year was included in the DFG Performance Review attached at Appendix 1 to the report.

 

The improvement was in part due to the introduction of a framework contract during the Autumn 2014. In addition to introducing the framework contract for builders, during 2014-15 the DFG service undertook a consultation event with clients, which took place on 3 March, 2015. Through this event it was noted that the service was valued by customers, and adaptations installed had made a difference to their day-to-day life. During quarter 4, the Business Improvement Team concluded work with the DFG service using the Business Improvement Toolkit to identify improvements in the service. The actions that were agreed and the ideas to be introduced where workable were included in Appendix 2 as attached to the report.

 

After presenting this item, the Cabinet Member for Housing, Building Maintenance and Community Safety commented that she was pleased significant improvements had been made, and she looked forward to further decreases in the delivery time of DFG’s. The Leader agreed that the improvement was very good news and that the department had received good feedback, with clients especially valuing the face-to-face service.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the report on performance for delivering Disabled Facilities Grant during 2014-15 be noted.

 

(2) T H A T the progress made on process changes to improve the delivery of Disabled Facilities Grants be noted.

 

(3) T H A T the report be forwarded to Scrutiny Committees (Housing and Public Protection, Health and Social Care and Corporate Resources) for information.

 

Reasons for decisions

 

(1) To note the Council's performance delivering Disabled Facilities Grants during 2014-15.

 

(2) To note the progress made to improve the Council's delivery of Disabled Facilities Grants.

 

(3) In order for Scrutiny Committees (Housing and Public Protection, Health and Social Care and Corporate Resources) to review the performance of the service.

 

C2771  FORMER HOUSING OFFICE, ABERAERON CLOSE, GIBBONSDOWN, BARRY (HBMCS) (SCRUTINY COMMITTEE – HOUSING AND PUBLIC PROTECTION) -

 

Approval was sought to lease the former housing office at Aberaeron Close, Gibbonsdown to a voluntary sector organisation for the benefit of the local community.

 

The housing office, at Aberaeron Close had been empty for a number of years since its former occupant, Communities First, moved to a larger premises. The building was structurally sound and well placed to deliver community based projects focused predominantly on tackling poverty. Officers had developed a scheme that not only brought the building back into use but created a community focused resource.

 

In July 2014 the Council was successful in obtaining funding from Welsh Government under its Tackling Poverty fund. The project contributed to two aspects of that scheme: fuel poverty reduction and working with the third sector to help facilitate co-located services. The Gibbonsdown Ward scored highly in terms of the Wales Index of Multiple Deprivation.

 

A community consultation event was held on 30 October, 2014 which identified the following as the priority areas for the community:

  • Services for young people
  • Training and employment workshops,
  • Access to the Council’s housing repairs service,
  • Access to computers with free Wi-Fi.

Officers worked closely with Gibbonsdown Tenants and the Residents' Association in planning and managing the day.

 

Following analysis of the results of the consultation day and discussions with Gibbonsdown Tenants and the Residents' Association and the Penarth Youth Project it was agreed that the building should become a community hub hosting projects and a ‘peripatetic Energy Advice Officer’ in a modern venue which included state of the art IT facilities with free Wi-Fi, a re-modelled kitchen facility and; office space and meeting room space for one on one meetings and group activities.

 

Since the consultation process the Penarth Youth Project had changed its name to ‘All Youth Matters’ to reflect its role as a group serving no specific location. As a leaseholder 'All Youth Matters' would manage the building.

 

It was deemed prudent that the Council agreed a three year lease in the first instance with a one year break clause to protect both parties entering into the agreement. If the hub was successful the lease arrangement could then be reviewed and extended, subject to agreement of terms and a further Cabinet report at that time.

 

Physical works on site were now complete and subject to the negotiations proposed, it was anticipated that the project would open in May. As the building had no name it was intended to involve the local schools in a naming competition.

 

At the meeting the Leader commented that this was a perfect use of funding, providing excellent facilities in the centre of a deprived area that all communities could use. The Cabinet Member for Regeneration added that this project demonstrated a holistic approach to regeneration, and was there for anyone to help tackle poverty.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the former housing office be leased to "All Youth Matters", (formerly the Penarth Youth Project) for the use of the community, focusing on digital inclusion, financial inclusion and employment projects.

 

(2) T H A T the Head of Finance be authorised to negotiate terms and conditions for the disposal by lease at a peppercorn rent of the former housing office at Aberaeron Close, Barry in consultation with the Director of Visible Services and Housing and Head of Legal Services.

 

(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) To ensure that the building was used for the benefit of the community as an integral part of the Council’s regeneration plans as set out in the Tackling Poverty grant obtained from the Welsh Government.

 

(2) To ensure that the Council's Statutory and Fiduciary obligations were met in the terms and conditions it granted for any lease or disposal.

 

(3) To legally formalise the disposal of the office.

 

C2772  THE OUTCOME OF THE SANCTUARY PROJECT PILOT IN THE VALE OF GLAMORGAN (HBMCS) (SCRUTINY COMMITTEE – HOUSING AND PUBLIC PROTECTION) -

 

Cabinet was advised of the outcome of the Sanctuary Project pilot in the Vale of Glamorgan and permission was sought for the Project to continue through the allocation of additional funding.

 

Violence against women, domestic abuse (including physical, sexual, psychological, emotional or financial abuse) was a significant problem in Wales. The Daffodil system, developed by the Institute of Public Care (IPC) for the Welsh Government based on research and population projection, estimated that in the Vale of Glamorgan the number of people aged eighteen and over at risk of domestic abuse equated to:

 

Year Men Women Total
2014 2,160 3,740 5,900
2015 2,209 3,812 6,021
2016 2,243 3,875 6,118
2017 2,283 3,942 6,225


From 2009 to 2011, an analysis of the homelessness presentations due to domestic abuse in the Vale of Glamorgan showed that there was a year on year increase. Many of the victims at that time had indicated that if they were able to feel safer, they would prefer to remain in their own home and to avoid the disruption caused to their lives by moving. Some of the victims that had moved from their homes had also experienced limited protection, as they were found again after a period of time by the perpetrator and the cycle of fear and abuse had begun again.

 

In December 2011 Cabinet gave permission for Housing Services to allocate £15,000 to fund a pilot target hardening scheme in the Vale of Glamorgan named the Sanctuary Scheme (Cabinet Minute C1554 refers). The Scheme was set up to give victims of domestic abuse the option to remain in their own home by enhancing the security. The Scheme became operational in December 2012 when the Safe Partnership Limited, which also contributed £5,000 match funding, was commissioned by the Council's Safer Vale Team to carry out the security work required.

 

It was estimated that over the pilot period, the Sanctuary Scheme had in addition to providing stability to families at a difficult time of their lives realised significant savings for the Council. By comparing estimated costs to the amount spent on the Sanctuary Scheme, a total estimated saving of £102,275 was realised for the period.

 

If however, a refuge space had been available for each family, the cost of bed and breakfast accommodation would have been avoided. The weekly support costs in the refuge funded by Supporting People were £346.80 per client. The average stay in 2010/11 was twenty-seven weeks; therefore the expenditure for this period would have been £543,089 in addition to the rental costs. Although it was unlikely that there would have been capacity in the refuge, a much higher saving of £549,336 would have been realised.

 

Before the meeting, the Housing Solutions & Supporting People Team Leader confirmed that an incorrect figure from background sources on this issue had been included, and that the last sentence of Paragraph 2 should read: “Domestic Abuse is the most prevalent form of violence and estimates show that domestic abuse affects 11% of women and 5% of men and sexual violence affects 3.2% of women and 0.7% of men each year in Wales (Robinson et al. 2012).”

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the outcome of the Sanctuary Project pilot be noted.

 

(2) T H A T authority be given to the Head of Housing, in consultation with the Cabinet Member for Housing, Building Maintenance and Community Safety, to allocate an additional £25,000 to allow the Sanctuary Project to continue.

 

Reasons for decisions

 

(1) To note the outcome of the Sanctuary Project Pilot.

 

(2) To give stability to a service that was providing additional protection to victims of domestic abuse and their families who wished to remain in their own home.

 

C2773  MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT

 

RESOLVED - T H A T the following matter, which the Chairman had decided was urgent for the reason given beneath the minute heading be considered.

 

At the meeting, the Leader brought forward the following urgent item to allow Agenda Item 12 and 14 to be considered together.

 

C2774  JENNER PARK STADIUM - 3G PITCH PROJECTS AND FUTURE MANAGEMENT ARRANGEMENTS (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Urgent by reason of the need to reduce disruption to the playing of higher Welsh league football at Jenner Park.

 

Approval was sought to progress the construction of 3rd Generation (3G) synthetic pitches at Jenner Park and the Colcot Sports Centre, Barry, and to agree arrangements for the future management of these facilities.

 

Cabinet considered reports concerning the possible introduction of a 3G playing surface, future management arrangements and car parking provisions at Jenner Park, at its meetings of 16 June, 2014 and 13 April, 2015. (Minutes C2357 and C2735 refer). The latest report detailed the current position with the outstanding work and proposed a way forward for the pitch and Stadium. The report also proposed a suitable location for the construction of 4 No. 3G 5 'A side' pitches which would be used to both increase all weather football provision and offset future operational costs at Jenner Park. There was a reasonably short window to progress construction of a full sized 3G pitch at Jenner Park to limit the impact of works on the playing of football by both Rhoose AFC and Barry Town United, hence the request for use of the urgent decision procedure and the waiving of standing orders and financial regulations for the appointment of a 3G design and management consultant.

 

Improving the facilities at the Colcot Sports Centre in Barry, Barry's operation centre for local football, whilst not a consideration of either the scope of the Jenner Park feasibility study or the previous report to Cabinet, was desirable. As a certain level of 3G 5 'A side' provision was necessary to help fund the operational costs of a 11 A side' (full size) pitch, and investigations since the previous Cabinet had shown a greater risk in installing such pitches at Jenner Park, the Colcot Sports Centre was proposed as the most appropriate alternative location.

 

A meeting involving senior officers of the Council and Parkwood Leisure officials took place on 22 April, 2015. As a consequence of this meeting Parkwood Leisure had now formally registered its interest in negotiating a variation to the current leisure contract to include Jenner Park Stadium, with 3G playing facilities. A copy of the letter received from Parkwood Leisure indicating their interest, was attached at Appendix A to the report.

 

In addition to the conclusion of discussions with Parkwood Leisure, the 13 April, 2015 Cabinet report advised of a number of other outstanding tasks. These tasks and their implications were considered in more detail, including:

  • A Drainage Survey, the outcome of which was expected in May 2015.
  • A Lighting Survey.
  • A Review of Possible Grant Funding.
  • An Estimate of Construction Costs.
  • An estimate of the income projections for a 3G surface.

The proposal before Cabinet was to construct the main 3G pitch at Jenner Park as soon as possible and to aim for construction of 4 No. 5 'A side' pitches as part of the same procurement and construction contract later in the calendar year. At the same time detailed negotiations with Parkwood Leisure would take place to operate all facilities from 1 October, 2015. These negotiations would require Parkwood to consult with all current licence holders so as to best consider their requirements within the contract variation. None of the current licence holders had any rights to continue using the Stadium any longer than their annual licences, or to use the Stadium on terms that may not be agreeable to the Council. It was hoped that the needs of all current licence holders would be able to be accommodated, but this would be a matter for Parkwood Leisure and then for Cabinet when they agree the full terms of the contract variation in a later report.

 

The main impact of the installation of a 3G surface at Jenner Park would be on certain field events for Barry and Vale Harriers and other athletics users. The report detailed how only two of the current athletics events would be affected by a 3G installation and both these events could still take place in some form to aid training for the events in their full form.

 

After presenting this item, the Cabinet Member for Visible and Leisure Services concluded by commenting that this was a wonderful opportunity for people across the Vale and that these stadia could provide a huge benefit and sporting legacy for years to come.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T subject to the satisfactory outcome of a land drainage study, the construction of a 3G synthetic pitch at Jenner Park Stadium be agreed.

 

(2) T H A T subject to planning permission, the satisfactory outcome of a local drainage study and consideration of any objections received to the notice seeking disposal of any land deemed to be public open space (if appropriate), the construction of 4 No. 5 'A side' pitches at Colcot Sports Centre, Barry be agreed.

 

(3) T H A T authority be granted to submit a planning application for the creation of 4 No. 5 'A side' pitches at Colcot Sports Centre.

 

(4) T H A T standing orders and financial regulations be waived to permit the appointment of Geo Turf Consultants for the design, procurement and contract management for the construction of 1 No. full size 3G pitch at Jenner Park and 4 No. 5 'A side' pitches at Colcot Sports Centre.

 

(5) T H A T delegated authority be granted to the Director of Visible Services and Housing, in consultation with the Leader and the Cabinet Member for Visible and Leisure Services, to negotiate a variation to the current leisure contract with Parkwood Leisure, to include the operation and management of all facilities at Jenner Park, and the new 5 'A side' facilities at Colcot Sports Centre.

 

(6) T H A T a further report be provided to Cabinet on conclusion of negotiations with Parkwood Leisure to enable agreement of the details of the Leisure Contract variation to include Jenner Park and the new facilities at Colcot Sports Centre

 

(7) T H A T authority be granted to advertise all relevant land for disposal.

 

(8) T H A T the select tender list of suitably qualified and experienced 3G installation contractors, attached at Appendix G to the report, be agreed.

 

(9) T H A T a further report be provided to Cabinet later this year detailing plans to improve the changing rooms and clubhouse buildings at Jenner Park.

 

(10) T H A T an additional sum of £100k is made available from Visible Services reserves towards the completion of the 3G projects.

 

(11) T H A T the Director of Visible Services and Housing be authorised to apply and accept a grant from the Football Association of Wales Trust to assist in the installation costs of a 3G pitch at Jenner Park.

 

(12) T H A T in respect of recommendations 1, 4, 8 and 11 above, use of article 13.09 of the Council's Constitution (urgent decision procedure) be authorised to enable construction of the 3G pitch at Jenner Park to commence as soon as possible. 

 

Reasons for decisions

 

(1) To provide the necessary authority to change the current grass pitch surface at Jenner Park to a 3G surface.

 

(2) To provide the necessary authority to construct 4 No. 5 'A side' pitches at the Colcot Sports Centre, subject to a satisfactory study, planning permission being obtained and the outcome of any notification. 

 

(3) To permit a planning application to be submitted.

 

(4) To enable the prompt appointment of the most appropriate consultant to progress the construction of high quality cost effective 3G facilities at both Jenner Park and the Colcot Sports Centre.

 

(5) To allow detailed negotiations to progress with Parkwood Leisure in a prompt manner.

 

(6) To permit a variation to the current Leisure contract with Parkwood Leisure to be agreed on conclusion of the officer negotiations.

 

(7) To comply with the relevant legislation appertaining to public land.

 

(8) To agree a specific list of suitable 3G construction contractors.

 

(9) To permit Cabinet to take decisions on improvements to the Jenner Park changing rooms and clubhouse building should funding become available.

 

(10) To provide for an element of additional funding, should this be required, to avoid any undue delays in the construction of the 3G facilities.

   

(11) To seek additional external funding for this project.

 

(12) To assist in enabling the prompt construction of the Jenner Park 3G surface.    

 

C2775  HIGHWAY MAINTENANCE CONTRACTS (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to agree the award of a number of highway maintenance contracts and to endorse the spend in 2014 / 2015 on highway repairs due to increased costs incurred on the emergency contract arrangements introduced for this particular service.

 

The Council's Highway Maintenance Service used various contractors to undertake work on its behalf. The contracts for Highway Emergency and Permanent repairs and Highway Weed Control had expired and as a result tenders had been received in order to renew these contracts for the financial year 2015 / 2016.

 

In November 2014 the incumbent contractor for the Emergency and Permanent Repairs Contract, LGA Limited, went into administration and this necessitated the Highway Maintenance Service to urgently seek another contractor. The work was awarded to Centregreat Ltd on the basis that they used the same rates and prices as tendered for the previous LGA contract.

 

Tenders for the Highway Emergency and Permanent Repairs Contract 2015 / 2016 were invited from 4 contractors. The analysis of the tenders was based on a quality / price model with a 30/70 split respectively. Centregreat Ltd was identified as the most economically advantageous tender for the Highway Emergency and Permanent repairs Contract.

Tenders for the Highway Weed Control Contract were invited from 4 contractors and the analysis was also based on the quality / price model with a 30/70 split respectively. Complete Weed Control (South Wales) Ltd was identified as the most competitive tenderer for Highway Weed Control.

 

The Contracts referred to above were initially being awarded for the period of one year however the tender was issued with the option to extend for a further two years. Details of the tender analysis were shown in the Part II report later on this agenda.

 

This was a matter for Executive decision

 

RESOLVED – T H A T the contents of the report be noted and be considered in connection with the Part II report later in the agenda.

 

Reason for decision

 

To allow the Part I and Part II report to be considered together.

 

C2776  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.

 

C2777  HIGHWAY MAINTENANCE CONTRACTS (VLS) (EXEMPT INFORMATION – PARAGRAPHS 13, 14 & 12A) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

 

Approval was sought to agree the award of a number of highway maintenance contracts and to endorse the spend in 2014 / 2015 on highway repairs due to increased costs incurred on the emergency contract arrangements introduced for this particular service.

 

This was a matter for Executive decision

 

RESOLVED –

 

(1) T H A T the contract for Highway Emergency and Permanent repairs be awarded to Centregreat Ltd until March 2016 with the option of a 2 year extension after this date.

 

(2) T H A T the contract for Highway Weed Control be awarded to Complete Weed Control (South Wales) until March 2016 with the option of a 2 year extension after this date.

 

(3) T H A T the value of work to the sum of £550,000 awarded to Centregreat in 2014 / 2015 as part of an emergency contract for Highway Emergency and Permanent repairs be endorsed.

 

Reasons for decisions

 

(1 - 3) To ensure compliance with the Council's Contract Standing Orders and Financial Regulations.

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