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CABINET

Minutes of a meeting held on 19 October, 2015.

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

C2933        MINUTES –

RESOLVED – T H A T the minutes of the meeting held on 5 October, 2015 be approved as a correct record.

C2934     DECLARATIONS OF INTEREST –

No declarations were received.

C2935        WALES AUDIT OFFICE REPORT: IS THE DISABLED FACILITIES GRANT SERVICE PROVIDING AN EFFECTIVE RESPONSE TO USER NEEDS (REF) -

The Audit Committee on 21 September, 2015 considered the above report of the Managing Director.

Committee received a report on the results of the review of Disabled Facilities Grants (DFGs) undertaken by the Wales Audit Office (WAO) during 2014/15.  

The review focused on whether the Council’s DFG service was providing an effective response to user needs.  

The WAO concluded that “the Council has met its original objective of improving the speed of delivery of DFGs but evaluation focuses on a narrow range of information and service planning is not sufficiently strategic because:

  • The focus on time targets for key stages in the process has improved delivery times and there appears scope for further refinement of processes;
  • Performance evaluation has been based upon a narrow range of indicators and there is scope to utilise other service related data to provide a better picture of performance.
  • The Council lacks a strategic plan for the service and data review suggests a probable future reduction in the number of disabled facilities grants at a time when the Council forecast increasing demand.”

The report made four proposals for improvement:

  • P1: Implement a process review that assesses arrangements from the service user perspective and has regard to the implementation of change by other Councils
  • P2: Establish a broader range of measures that enable the effectiveness of the DFG service to be evaluated in terms of meeting user needs and the efficiency of resources being deployed as well as monitoring the speed of delivery
  • P3: Adopt “plain English” principles to assess revisions necessary to current guidance documents and future publications / advice for service users
  • P4: Introduce measures that can be used to establish a corporate understanding of the way in which the service and others contribute to supporting independent living.

Discussions ensued on the contents of the report, including the following:

-    It was agreed that one of the objectives of DFGs was to permit people to live in their own homes for longer.  
-    Did the applicants feel that the DFG works had improved their lives?
-    Providing large, complicated documents to potential applicants for DFGs was not appropriate.  Simple overviews of the process would be more effective.
-    Improvements to the way DFG applications are dealt with had been impressive and the Council was now in the second quartile of Welsh Authorities.  
-    The budget for DFGs had recently been increased although there was potential for more certainty in budget setting and there was a concern that budget increases were potentially not sufficient to meet increasing demand.
-    There was a need to investigate how the DFG performance figures could be linked to other of the Council’s Performance figures.
-    In terms of assessing the effectiveness of an objective, i.e. to permit people to live in their own homes for longer, it would be necessary for baseline figures to be compiled.
-    Now that the Council was achieving an acceptable delivery time, it may be appropriate to consider the efficiency of the relevant staff.
It was appreciated that the Council was efficient when measuring the component parts of the DFG process.
-    The Chairman drew Committee’s attention to the final bullet point of Paragraph 11 of the report “service re-engineering – final stage process review undertaken January to March 2015”.  The Managing Director confirmed that the process had been undertaken.  
-    Committee was advised that other Councils reported performance figures regarding DFGs by exception.  It was suggested that this may be appropriate for the Vale.
-    A Member enquired as to what the Council attributed its improved performance to and was informed that it had not been as a result of increasing the budget – this had decreased over the years although the budget for actual DFGs had increased lately.  

Reasons for the improved performance had included:

 

-    The means test was now carried out earlier in the process.
-    Some of the assessments took place simultaneously.
-    There had been a move away from sending Building Works to tender to the use of a schedule of rates.
-    The increased level of scrutiny.
-    A Member enquired as to why DFG performance was reported to so many of the Council’s Committees, and was advised that this was considered appropriate in previous years as there had been a focus on securing improvements.

Following discussions, it was

RESOLVED – T H A T the contents of the report and comments of the Audit Committee be referred to the Scrutiny Committee (Housing and Public Protection) and Cabinet for their consideration.

Reason for decision

To keep the Audit Committee informed and to ensure Members are fully aware of the findings and conclusions of the review.

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At the meeting the Leader commented that the time for the delivery of the Disabled Facilities Grants had improved markedly during the last year. However he did point out that the Wales Audit Office in their report made reference that the Council was not allocating enough money to Disabled Facilities Grants. He requested that quarterly reports be presented back to Cabinet to pick up on the suggestions contained within the report and in particular, P3 of the report as follows: Adopt “plain English” principles to assess revisions necessary to current guidance documents and future publications / advice for service users.

The Managing Director commented that he attended the Audit Committee meeting and explained that useful discussion had taken place. He said that the Council had been critisised by the Wales Audit Office of chasing targets, however he commented that the Council had made sustained improvements and was eighth overall in delivering Disabled Facilities Grants in Wales which showed a significant improvement compared to that of previously being placed in the lowest quartile.

In summary the Managing Director agreed with the Leader and commented that as the Disabled Facilities Grants delivery had now improved, the Council could now focus on these recent Wales Audit Office suggestions.

Cabinet, having considered the recommendation from the Audit Committee

RESOLVED – T H A T the contents of the Audit Committee report be noted and that a further report be brought back to Cabinet to report on progress made in relation to the suggested performance changes highlighted in point P3 of the report.

Reason for decision

 

To note the contents of the report and to report back to Cabinet on progress made in relation to suggestions highlighted within the report.

C2936        QUARTER 1 PERFORMANCE REPORT 2015/16 (L) (SCRUTINY COMMITTEE – ALL) -

Cabinet was presented with Directorate performance results for quarter 1, 1 April - 30 June, 2015-16.

Service Plans for 2015/16 were designed to focus on the achievement of key objectives within each directorate which in turn contributed towards the achievement of identified outcomes in the Corporate Plan 2013-17, the Outcome Agreement 2013-2016 and the Improvement Plan Part 1 2015/16.

Quarterly performance reports had been revised to reflect Service Plans and were designed to ensure the Council reported performance in the context of progress against its objectives. A new framework had been developed to record performance information against objectives.

Overall, the Council was on course to achieve its priorities for 2015/16 as outlined in the Corporate Plan for 2013-17. Of 102 Corporate Plan related actions, 5% (5) were completed, 74% (76) were on track, 14% (14) had slipped, and 7% (7) were not due to start this quarter.

Appropriate remedial action had been identified by services in order to ensure underperformance was addressed. A detailed report of the Council's overall performance by directorate for quarter 1 of 2015/16 was provided in Appendix 1 which was made available to view on the Council's website and made available in the Members room.

The main findings of the report by Directorate were outlined as follows;

Resources - Overall the department was well on track to achieve the objectives contributing to its service outcomes, with 87% of actions either completed or on track. Of 45 actions within the Service Plan, 2 were complete, 37 were on track, 2 had slipped, and 4 were not due to have started this quarter. The Directorate’s progress against Corporate Plan actions was also on course, with 80% of actions on track for completion. There were no actions relating to either the Improvement Objectives or the Outcome Agreement.

Visible Services - Visible Services was on track to achieve the objectives contributing to its service outcomes, with 73% of all service plan actions either complete or on track. Of the 26 actions within the Service Plan, 2 were complete, 17 were on track, 4 had slipped, and 3 were not due to have started this quarter.

Social Services - The Social Services directorate was well on track to achieve the objectives contributing to its service outcomes, with 75% of actions currently either completed or on track. Of 22 Corporate Plan actions, 5% (1) had been completed, 68% (15) were on track, 22% (5) had slipped and 5% (1) was not due this quarter. There were 19 actions relating to the Improvement Objectives, of which 1 was complete, 13 were on track, 4 had slipped and 1 was not due to have started this quarter.

Housing and Building Services - Housing and Building Services was on track to achieve the objectives contributing to its service outcomes, 72% of all service plan actions were either completed or on track to be completed. Of the 20 Corporate Plan actions, 5% (1) had been completed, 75% (15) were on track, 10% (2) had slipped and 10% (2) were not due this quarter.

Development Services - The service was well on track to achieve the objectives contributing to its service outcomes, with 93% of actions currently either completed or on track. Of 23 Corporate Plan actions in the service plan, (100%) 23 were either completed or on track for completion. There was 1 action relating to the Improvement Objectives and this was on track for completion.

Learning and Skills - Overall, Learning and Skills was considerably on track to achieve the objectives contributing to its service outcomes, with 90% of actions currently either completed or on track. Of the 13 Corporate Plan actions within the service plan, 8 were either completed or on track, and 3 had slipped. There were 2 actions relating to Improvement Objectives, both of which were on track for completion. There were 3 Outcome Agreement actions for the service and all were on track to be completed.

At the meeting the Managing Director commented that throughout the report the headings related to previous Directorates as they were linked to the current service plans and that it would be confusing to change these at the moment. However they would be changed in line with the revised management structure when new service plans were produced.

He further commented that evaluating the first quarter performance was important in that it allowed the Council to take remedial action quickly to overcome those areas where there was slippage.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the service performance results and remedial actions contained within the report taken to address service underperformance be noted.

(2)    T H A T the progress to date in achieving key outcomes as outlined in the Corporate Plan 2013-17, the Outcome Agreement 2013-2016 and the Improvement Plan Part 1, 2015/16 be noted.

Reasons for decisions

(1)    To ensure the Council was effectively assessing its performance in line with the requirement to secure continuous improvement outlined in the Local Government Measure (Wales) 2009.

(2)    To consider the quarter 1 performance results as of 30 June, 2015 in order to identify service areas for improvement.

C2937        COUNCIL’S RESPONSE TO WELSH GOVERNMENT’S DRAFT DIRECTIONS TO THE LOCAL DEMOCRACY BOUNDARY COMMISSION FOR WALES (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) -

Endorsement was sought for the draft Council response to Welsh Government's Draft Directions to the Local Democracy and Boundary Commission for Wales in respect of electoral arrangements for the proposed new local authorities in Wales.

The "Draft Directions to the Local Democracy and Boundary Commission for Wales" consultation document was attached at Appendix A to the report. The Draft Directions related to electoral arrangements for the proposed new local authorities announced by the Minister for Public Services in June 2015.

The document addressed the issue of the numbers of Councillors considered appropriate for the new authorities and associated topics such as ward representation. Responses to the consultation were required by 9 November, 2015. The Council's draft response was attached at Appendix B to the report.

At the meeting the Cabinet Member for Adult Services commented that the Welsh Government document referred to electors in the Wards area, however the Wards area would be bigger than those electors who had been identified as it did not cover those who were not registered to vote, or minors.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED – T H A T the draft response attached at Appendix B to the report be endorsed and submitted to Welsh Government by the 9 November, 2015 deadline.

Reason for decision

To make known to Welsh Government the Council's views on the Draft Directions.

C2938        GRANT OF LEASE OF 33 LALESTON CLOSE, GIBBONSDOWN (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) -

Approval was sought to grant a lease of the ground floor unit known as 33 Laleston Close to The Intersensory Club (Registered charity no. 1121799).

33 Laleston Close was previously occupied under Lease by The Salvation Army, but following expiry of their Lease on 2 April, 2015 the unit had remained vacant.

The Council's Corporate Asset Management Group and Local Service Board Asset Management Group were made aware of the availability of the vacant unit in line with the Council's Disposal Protocol and as a result of this notification an expression of interest was made via the Glamorgan Voluntary Services by The Intersensory Club.

The Intersensory Club was a charitable organisation and voluntary group that specialised in providing interactive and sensory equipment and facilities to severely mentally disabled people in the Vale of Glamorgan. The Club proposed to use the unit for a specially designed sensory room which would be the only facility of its kind in the Vale of Glamorgan outside of the Schools portfolio that would provide services to the area with the greatest need in Barry.

The Council's Corporate Asset Management Group and its external partners on the Local Service Board Asset Management Group had been consulted to ascertain if there was a use for the property within the Council or within the Local Service Board (LSB) and the interest from The Intersensory Club had resulted from that process.

It was therefore recommended that a short term lease of the unit be granted to the Club for its proposed use. It was understood that the lease would run for 5 years.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the Head of Finance be authorised to negotiate and agree terms for granting a short term lease of 33 Laleston Close to The Intersensory Club.

(2)    T H A T the Head of Legal Services be authorised to prepare, complete and execute the required legal documentation in order to formalise the grant of lease to The Intersensory Club.

Reasons for decisions

(1)    To ensure the Council achieved the optimum use of its property assets. To dispose by alternative methods would be prejudicial to surrounding Council-owned land.

(2)    To legally formalise the lease.

 

C2939        PROPOSAL TO AMALGAMATE CADOXTON NURSERY AND CADOXTON PRIMARY SCHOOLS AND EXTEND THE AGE RANGE OF CADOXTON PRIMARY SCHOOL FROM 4 TO 11 TO 3 TO 11 YEARS (CSS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) -    

At the meeting the Cabinet Member for Children’s Services and Schools, tabled a statement from the Chair of Governors at Cadoxton Nursery School, and in light of the tabled information wished to defer the report for further discussions to take place around points 8 and 9 of the proposal.

In response to concerns raised by the Chair of Governors under the heading “Officers consulted”, the Cabinet Member further commented that it was part of the Council’s statutory consultation for Councillor Johnson to be consulted on the report as a Ward Member. Councillor Johnson played no part in the writing of the report.

C2940        VALE OF GLAMORGAN COUNCIL STANDING ADVISORY COUNCIL FOR RELIGIOUS EDUCATION (SACRE) CONSTITUTION (CSS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) -

Approval was sought to adopt the Vale of Glamorgan Council Standing Advisory Council for Religious Education (SACRE) Constitution and standing orders.

The Vale of Glamorgan Council's membership on the Vale of Glamorgan Council SACRE were appointed following each local election and served until the next local election.

The main function of a SACRE was to:

  • advise the Local Authority (LA) on worship and the religious education to be given in accordance with the agreed syllabus including methods of teaching, advice on materials and the provision of training for teachers;
  • consider whether to recommend to the LA that its current agreed syllabus should be reviewed by convening an Agreed Syllabus Conference;
  • consider whether the requirement that religious worship in a county school should be ‘broadly Christian in nature’ should be varied (determinations); and
  • report to the LA and the Department for Education and Skills (DfES) on its activities on an annual basis.

Officers supporting the Vale of Glamorgan Council SACRE were unable to identify whether a current and up to date SACRE Constitution existed.

The Vale of Glamorgan Council SACRE group agreed to draft and consider a new Constitution with advice from the Central South Consortium RE Consultant. The Vale of Glamorgan Council SACRE group chaired by Cllr E. Williams agreed the new Constitution at its meeting on Tuesday 9 June, 2015 and recommended that it be presented to Cabinet for adoption.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the Vale of Glamorgan Council Standing Advisory Council for Religious Education (SACRE) Constitution and Standing Orders, attached at Appendix A to the report, be adopted.

(2)    T H A T the existing Vale of Glamorgan Council representatives on the Vale of Glamorgan Council SACRE be confirmed.

Reasons for decisions

(1)    To adopt the Vale of Glamorgan Council SACRE Constitution and Standing Orders, attached at Appendix A to the report.

(2)    To confirm the Vale of Glamorgan Council representatives on the Vale of Glamorgan Council SACRE as resolved by Council.

C2941        SCHOOL AND COMMUNITY BASED COUNSELLING SERVICE FOR YOUNG PEOPLE (CSS) (SCRUTINY COMMITTEE – LIFELONG LEARNING) -

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

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

A multi-agency Management Board oversaw development in the Vale of Glamorgan, including members of the Education Service, head teachers and members of the Local Health Board.

An open procurement process took place in 2013 complying with the new requirements in line with the Council's Standing Orders and Financial Regulations to identify a suitable provider of a School and Community Based Counselling service. On 1 June, 2013 the Council entered into a 3 year Contract with the successful bidder 'Action for Children'.

 

Robust monitoring and evaluation systems were in place to comply with Welsh Government requirements, and a Management Board oversaw the service. Feedback from school staff and pupils had been very positive and this was reflected in a report to the Scrutiny Committee (Lifelong Learning) on 20 July, 2015.

Over 380 young people had accessed the service in the last year with over 2700 sessions being attended. The main issues for referral (presenting issues) were often highlighted as family, anger and stress issues. Predominant issues highlighted during counselling included family, pupil self-worth and anger.

'YP-Core', was a psychological tool used to measure stress levels of young people, and showed a constant 5/6 point reduction in pre and post counselling intervention. YP Core was used as a tool to assess psychological wellbeing. Outcome data continued to show significant positive progress for the young people undertaking counselling. The YP Core tool showed a consistent 5 to 6 point reduction in pre and post counselling intervention on a scale of 0 (healthy) to 40 (severe). The annual report demonstrated areas covered within the YP Core scale. The reduction in outcome scores pre and post counselling from previous years was partially down to counsellors working with the young people to complete the outcome tool (previously this was self-scored) and it was felt that by having a better understanding of the questions, young people were scoring themselves more appropriately.

The Council had an option to extend the current contract with Action for Children for an additional two years, but had decided that it would be timely to revisit, revise and incorporate new safeguards, i.e. liquated damages prior to initiating an open procurement process to start in January 2016 and undertaken in line with the Council's Standing Orders and Financial Regulations allowing the Council to identify a suitable provider of a School and Community Based Counselling.

It was intended that refreshed documentation for procurement would be completed between October to December and an Official Journal of the European Union (OJEU) advert would be posted and an advert would be posted on the 'Sell to Wales' procurement site. The closing dates for applications and evaluation of applications would be completed by the end of February 2016 with interviews conducted and contract awarded by the end of March 2016.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the positive impact of the School and Community Based Counselling  Service on young people since its inception be noted, and that an annual report be provided to Scrutiny Committee (Lifelong Learning).

(2)    T H A T delegated authority be granted to the Director of Learning and Skills, in consultation with the Cabinet Member for Children's Services and Schools, to prepare and issue tender documents in order to procure a new contract for the provision of counselling services.

(3)    T H A T delegated authority be granted to the Director of Learning and Skills, in consultation with the Cabinet Member of Children's Services and Schools, to accept a tender for a counselling service and authorise the Head of Legal Services, in consultation with the Director of Learning and Skills, to execute a contract with the successful bidder.

Reasons for decisions

(1)    To ensure Members of the Scrutiny Committee (Lifelong Learning) were kept informed of the counselling service and its impact on young people.

(2-3)    To ensure that contract standing orders and financial regulations were followed and that officers entered appropriate arrangements to procure and deliver a service.
    

C2942        PROPOSALS RELATING TO STRATEGIC PLANNING PANEL REGULATIONS: COMPOSITION AND FINANCIAL MATTERS (R) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Cabinet was advised of the Welsh Government’s consultation regarding the gender composition and financial matters relating to future Strategic Planning Panels. Following the analysis of the consultation, the Welsh Government would consider bringing forward regulations with a view to bringing them into force in spring 2016.

The Planning (Wales) Act 2015 amended Part 6 of the Planning and Compulsory Purchase Act 2004 and introduced Strategic Development Plans which were to be produced by a Strategic Planning Panel. The plan making Panel would have corporate body status and would be formed of both local planning authority (LPA) members and nominated members from social, economic and environmental groups. Only the LPA members would have voting rights.

A Strategic Development Plan was a development plan for a strategic planning area, such as South East Wales, and would include issues which cut across a number of LPAs such as housing, employment, transport, infrastructure, minerals and waste. It was considered that addressing these issues in the Strategic Development Plan would ensure that they were planned in an integrated and consistent way.

The Strategic Planning Panel was a plan making body and would make decisions on the governance arrangements of the Panel, such as nominating members, agreeing standards, finance, appointment of technical staff etc. The Panel would also be required to make decisions on the production of the Strategic Development Plan including whether a Strategic Development Plan was ready for independent examination. The report noted that the Panel did not require agreement from the constituent LPAs.

The consultation document was issued on 10 August, 2015 and responses were required by 2 November, 2015.

The report considered the composition of Strategic Planning Panels under The Equalities Act 2010, as Welsh Government sought to increase equality and diversity on public bodies. The consultation paper proposed that the Strategic Planning Panel should be made up of a minimum percentage of 40% female and 40% male LPA members. The report supported this approach, but was of the view that consideration should also be given to other equal opportunity matters such as race, religion, age, disability and sexual orientation.

The report also considered Financial Matters related to the Planning (Wales) Act 2015 as the proposed Strategic Development Panels would involve considerable qualifying expenditure which would have to be funded by constituent authorities which could not be estimated, but which could be considerable.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the report and the completed consultation response form attached at Appendix 1 to the report, be endorsed as the Council’s formal response to the Welsh Government consultation on ‘Proposals relating to Strategic Planning Panel Regulations: Composition and Financial matters’.

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

Reasons for decisions

(1)    To endorse the response submitted to the Welsh Government consultation on ‘Proposals relating to Strategic Planning Panel Regulations: Composition and Financial matters’.

(2)    To advise Planning Committee of the public consultation.

C2943        JENNER PARK STADIUM: INTERIM MANAGEMENT ARRANGEMENTS, FEES AND CLUBHOUSE USE (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Approval was sought for interim management arrangements for Jenner Park Stadium following the completion of the new 3G pitch, to set interim prices whilst discussions continued on the long-term management arrangements, and to agree temporary accommodation arrangements for Barry Town Utd.

Cabinet approved the construction of a new 3G pitch at Jenner Park Stadium and 3G 5-a-side pitches at the Colcot Sports Centre on 11 May, 2015 (Minute C2774 referred). Approval was also given to seek a contract variation with Parkwood Community Leisure to operate these facilities. The discussions with Parkwood were ongoing but interim management arrangements would be needed as the construction of the pitch would be completed before it was possible to conclude these negotiations.

The report detailed a proposal for a temporary licence to be issued to Barry Town Utd to use the clubhouse lounge area, on an interim basis, similar to that agreed by Cabinet on 16 June, 2014 (Minute C2357 referred). Whilst the final use arrangements for this part of the clubhouse and the bar and skittle room areas were still under consideration, the report considered it prudent to accede to a request from Barry Town Utd to use a section of the building to support their higher league football status at this time, rather than to leave the building empty.

The report proposed that the Council's Visible Services and Transport Division assumed interim management responsibilities to enable the facility to open immediately after construction of the new 3G pitch (anticipated during early November 2015).

The Director of Environment and Housing Services had commenced consultation with existing users of the facility and relevant Council Officers to establish an initial programme of activities. Any vacant hire periods would be available for local clubs and organisations, with priority given to block bookings rather than one-off bookings; although one-off bookings would be permitted where the programme allowed. All block bookings would be taken on the understanding that they were for an initial period only, which would be for a minimum of six months and were likely to be subject to change once a management agreement was in place.

All new hirers would also be advised that priority would always be given for Barry Town United first team fixtures. Any requests for commercial hire of the facilities would be discussed with the Cabinet Member for Visible and Leisure Services prior to being accepted.

A suggested list of maximum fees and charges (inclusive of VAT) for the new facility was attached at Appendix A to the report. Maximum prices allowed the Council to reduce prices in order to sell unpopular or vacant slots at a reduced cost in order to maximise both income and usage. The report detailed the cost determination for existing and new users.

As part of their tier two Welsh League Licence, Barry Town Utd was required to host visiting teams both before and after games. This could take place 'off site' but such arrangements were not necessarily appropriate for higher league football games. The Club had therefore requested use of the clubhouse lounge on match days. The building was not in the best state of repair though it was safe and functional. The report considered that a reasonable charge per month for a licence to have exclusive use of this space would be £250. Any decorative work required to the internal space would have to be funded by Barry Town Utd, with Council officers ensuring that all the necessary building safety certificates were in place.

It was proposed that the terms of conditions of the building licence were delegated to the Director responsible for this service area, in consultation with the Cabinet Member for Visible and Leisure Services. A plan showing the proposed area of the clubhouse for the licence was attached at Appendix B to the report. Funding was available to undertake refurbishment work to the Clubhouse building but until the future long term management arrangements were determined it would not be appropriate to progress any such work.

In presenting this report the Cabinet Member for Visible and Leisure Services commented that the new 3G pitch was on target to be finished this week. He further commented that it was important the Council provided the opportunity for all members of the community to use this new first class facility and he highlighted the new hire rates contained in Appendix A as attached to the report.

He felt that this new development was very important and would start a new era in the history of Jenner Park and he looked forward to the new facility being used throughout each and every day.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the Council's Visible Services and Transport Division manage the new facilities at Jenner Park on an interim basis whilst consideration is being given to other possible long term management arrangements.

(2)    T H A T the fees and charges proposed for the use of Jenner Park attached at Appendix A to the report be approved as interim charges.

(3)    T H A T a temporary licence to Barry Town United for the use of the lounge area at the Jenner Park Clubhouse for a period of up to 6 months at an all-inclusive cost of £250 per month, be agreed.

(4)    T H A T delegated authority be granted to the Director of Environment and Housing Services and the Head of Legal Services in consultation with the Cabinet Member for Visible and Leisure Services to agree the terms and conditions of the licence.

(5)    T H A T any commercial bookings for the new facility be approved by the Head of Visible Services and Transport in consultation with the Cabinet Member for Visible and Leisure Services.

(6)    T H A T the charges suggested for floodlighting as outlined in Appendix A as attached to the report be approved with delegated authority granted to the Director of Environment and Housing Services in consultation with the Head of Finance and the Cabinet Member for Visible and Leisure Services to reduce these charges should new configurations of lighting become available.

(7)    T H A T a further report be provided to Cabinet on proposals for the long-term management of the Jenner Park Stadium.

Reasons for decisions

(1)    To enable Jenner Park Stadium to be immediately operational following the completion of the new 3G pitch.

(2)    To provide time for existing users to adapt to the new charges and to enable community use of the stadium to commence as soon as possible.

(3)    To assist Barry Town Utd in complying with the accommodation requirements for the Tier 2 licence of the Welsh League to which they were recently promoted.

(4)    To ensure a timely agreement of the licence details.

(5)    To ensure that accessibility to the new facility remained a priority.

(6)    To ensure that floodlighting was charged at cost and that flexibility was given should new, more efficient, lighting arrangements become available.

(7)    To allow detailed negotiations regarding future management arrangements to continue to an appropriate conclusion.

C2944        Y RHODFA, BARRY WATERFRONT – PROPOSED PROHIBITION OF ACCESS (GATING ORDER) – OBJECTION REPORT (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Members were advised of an objection received to the proposed Traffic Regulation Order and the associated installation of a barrier, to restrict vehicle access to the most western end of Y Rhodfa (overnight) between the hours of 7pm to 7am.

Local residents of the Waterfront area, particularly those residing in Jackson Quay, continually voiced concern to their local Member and had reported a number of incidents direct to the Police relating to antisocial behaviour and inappropriate use of the street. The Police had confirmed that antisocial behaviour was taking place. As a result the Police had requested that the Council assist, by providing a physical barrier, preventing access. Subsequently the Gating Order and barrier scheme was proposed.

On 8 September, 2014 the then Director of Visible Services and Housing in consultation with the Cabinet Member for Environment and Visible gave approval to give notice of proposal to introduce a Gating Order, to restrict vehicle access to the most western end of Y Rhodfa (overnight) between the hours of 7pm to 7am. Accordingly, public notice of the proposal was given on 25 June, 2015 with objections being invited in writing by 17 July, 2015.

One letter of objection was received from a Barry resident, extracts of which were outlined in the report, together with Traffic Management’s response

At the meeting the Cabinet Member for Adult Services commented that he had received complaints of anti-social behavior from his Ward constituents in regards to this area and that he welcomed the proposal.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the objection be rejected for the reasons contained in the report, and the Traffic Order be progressed as proposed.

(2)    T H A T the objector be advised of the decision.

Reasons for decisions

(1)    To enable the Order to be made.
 

(2)    To confirm the Council's position.

C2945        JENKIN STREET, BARRY – PROPOSED DISABLED PERSON’S PARKING PLACE – OBJECTION REPORT (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Members were advised of an objection received to the proposed installation of a disabled person's parking place in Jenner Road, Barry.

The resident of 16 Jenkin Street, Barry applied on 13 August, 2014 for a disabled person’s parking place outside his home. The applicant met the criteria as detailed in Council Policy for disabled person’s parking places.

Under delegated power the then Director of Visible Services and Housing, in consultation with the Cabinet Member for the Environment and Visible Services, gave approval to undertake statutory consultations and to give public notice of the Council's intention to install a disabled person’s parking place outside 16 Jenkin Street, Barry. This approval was given on 17 April, 2015 following statutory consultation commencing and the proposal was formally advertised, via a press notice and the erection of site notices in the local vicinity.

A letter of objection was received to the proposal from a resident of Jenkin Street, Barry and the main points raised by the objector and the traffic management responses, were detailed in the report.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the objection be rejected for the reasons contained in the report, and the disabled person’s parking place be installed.

(2)    T H A T the objector be advised of this decision.

Reasons for decisions

(1)    To allow the Traffic Regulation Order to be made and implemented.  

(2)    To confirm the Council's position.

C2946        NEWLANDS STREET, BARRY – PROPOSED REMOVAL OF DISABLED PERSON’S PARKING PLACE – OBJECTION REPORT (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -    

Members were advised of an objection received to the proposed removal of a disabled person's parking place in Newlands Street, Barry.

On 13 September, 2010 a Traffic Regulation Order was created to install a disabled person’s parking place outside 40 Newlands Street, Barry. A resident of Newlands Street contacted the Vale of Glamorgan Council on 23 March, 2015 advising that the disabled person’s parking place was no longer being utilised and made a request for the bay to be removed.

An initial consultation exercise was undertaken on 26 March, 2015 in which letters were sent to the occupiers of properties within close proximity of the existing disabled parking place, asking residents if the bay was still required. No responses were received from residents during this initial consultation. Consequently, under delegated powers the then Director of Visible Services and Housing, in consultation with the Cabinet Member for the Environment and Visible Services, gave approval to undertake statutory consultations and to give public notice of the Council's intention to remove the disabled bay.

At this stage of the process a letter of objection was received to the proposal, which was detailed in the report.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the objection be supported for the reasons contained in the report, and the disabled person’s parking place is not to be removed.

(2)    T H A T the original complainant and objector be advised of this decision.

Reasons for decisions

(1)    To allow the Traffic Regulation Order to remain.
 

(2)    To confirm the Council's position.

C2947        JENNER ROAD, BARRY – PROPOSED DISABLED PERSON’S PARKING PLACE – OBJECTION REPORT (VLS) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMENT) -

Members were advised of an objection received to the proposed installation of a disabled person's parking place in Jenner Road, Barry.

The resident of 67 Jenner Road, Barry applied on 20 October, 2014 for a disabled persons parking place outside their home. The applicant met the criteria and was added to the waiting list for disabled person’s parking places.

There was already an existing disabled person’s parking place situated on the adopted highway outside 63 Jenner Road, which the applicant was utilising. However, due to her deteriorating health the applicant found the distance to walk from this bay to her property excessive, causing her severe breathlessness. The applicant therefore requested the existing bay to be relocated directly outside her property. Due to the health condition of the applicant a request was made to Social Services for this particular application to be expedited. A needs assessment was undertaken which found that the applicant met the criteria for the application to be expedited.

Two letters of objection were received, and the main points raised by the objector and the traffic management responses, were detailed in the report.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the objections be rejected for the reasons contained in the report, and the disabled person’s parking place be installed.

(2)    T H A T the objector be advised of this decision.

Reasons for decisions

(1)    To allow the Traffic Regulation Order to be made and implemented.
 

(2)    To confirm the Council's position.

C2948        GRANT OF EASEMENT – LAND AT SOUTH VIEW, RHOOSE (HBMCS) (SCRUTINY COMMITTEE – HOUSING AND PUBLIC PROTECTION) -

Approval was sought to grant a right of way over land at South View, Rhoose in order to access land to the rear of 45 Fontygary Road, Rhoose.

Planning permission had been granted for the construction of a detached dwelling-house on land to the rear of 45 Fontygary Road, Rhoose. In order for the plot to be developed, access was required over land at South View which was owned and controlled by the Council's Housing Department. The owner of the building plot had approached the Council to seek to formalise a grant of easement over the land prior to sale of the building plot.

The right of way would not impact on any future use of other Housing land in the locality; in particular there were no development opportunities available to the Council in respect of the land which this easement would encumber. The Deed of Grant would require the landowner to lay and maintain the right of way and there would therefore be no cost to the Council. Parking would be prohibited on the area subject to the easement.

This was a matter for Executive decision.

Cabinet, having considered the report and all the issues and implications contained therein

RESOLVED –

(1)    T H A T the Head of Finance be authorised to negotiate and agree terms and conditions for an easement allowing vehicular and pedestrian access over land at South View, Rhoose to benefit the building plot to the rear of 45 Fontygary Road, Rhoose.

(2)    T H A T the Head of Legal Services be authorised to prepare and execute the Deed of Grant in respect of the easement.

Reasons for decisions

(1)    To regularise access requirements over Council owned land at South View Rhoose.

(2)    To legally formalise the grant of easement.

C2949        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.

C2950        LOCAL AUTHORITY GOVERNORS ADVISORY PANEL –

Matter which the chairman had decided was urgent by reason of the need to ensure that appointments were made to Governing Bodies for the school term September 2015

The minutes of the Local Authority Governors Advisory Panel held on the 30 September, 2015 and the reconvened meeting of the Local Authority Governors Advisory Panel held on 8 October, 2015, were submitted.

Minutes of a meeting held on 30th September, 2015.

Present: Councillor C.P.J. Elmore (Chairman); Councillors P.J. Clarke and C.P. Franks.

 

Also present: Councillors L. Burnett, Mrs. P. Drake and J. Drysdale and Mrs. M. Gibbs (Vale Governors Association).

(a)    Apologies for Absence

These were received from Councillors T.H. Jarvie, F.T. Johnson and Mrs. M.R. Wilkinson.

(b)    Declarations of Interest

The following declarations were received:

 Councillor C.P.J. Elmore  Governor of Barry Comprehensive School  (Councillor L. Burnett being present for this item in place of Councillor C.P.J. Elmore.)
 Mrs. M. Gibbs  Governor of Llantwit Major Comprehensive Schools.


(Note: Both Members left the meeting during consideration of the applications in respect of their related schools.)

(c)    Report to Cabinet on 7th September, 2015 re Appointment of Three Local Authority Governors to Cogan Nursery School Governing Body Outside the Normal Process

The report had sought Cabinet approval to appoint three Local Authority Governors to Cogan Nursery School Governing Body outside of the normal appointment process.  Paragraph 14 of the report advised that following the decision of Cabinet, in respect of the report it was the intention to inform the Local Authority Governor Appointments Panel of the decision made by Cabinet.  The Chairman had therefore requested that a copy of the report be placed on the agenda for the Panel’s information, it being noted that Cabinet had approved the appointment of the three Local Authority Governors, namely Norman Craggs, Jackie Griffiths and Amanda Tilley.

Following consideration of the report, it was subsequently

RECOMMENDED – T H A T the report be noted.

Reason for recommendation

The Panel recognised that the School had been in a complex situation and the Governing Body required the appointment of three Local Authority Governors prior to the conclusion of the Local Authority Governor recruitment process, which was not due to conclude until mid-October.

(d)    Guidance Regarding Appointment Process

The Senior Governor Support Officer outlined the procedure and advised of the requirement for applicants to attach a completed skills register to their application.  The new procedure, which had been approved by Cabinet at its meeting on 8th September 2014, had also included inviting schools to complete and submit a Register of Need outlining the type of skills required for their Governing Body.  A full list of current Local Authority Governor vacancies was attached at Appendix 1 to the report.  Members were further advised that an advert had been distributed to all Elected Members, all Vale schools and members of the Vale Governors Association Management Committee in accordance with the Council’s policy.  Members were further advised that all existing Local Authority Governors whose terms of office were due to cease had been contacted to establish whether they wished to be re-nominated or not.

All applications that had been received prior to the closing date of midday on Thursday 17th September, 2015 were attached for consideration.

(e)    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 ground 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.

(f)    Applications for Appointment of Current Local Authority Governor Vacancies (Exempt Information – Paragraph 12)

Prior to consider of the applications Members were informed of late applications that had been received which were duly accepted.

Having fully considered the criteria for the appointment of Local Authority Governors, the applications and the information tabled at the meeting, it was

RECOMMENDED to Cabinet – T H A T the following appointments be made for the schools as set out below:

 School  No. of
Vacancies
 Appointments
Barry Comprehensive Schools – it being noted that the Director of Learning and Skills had utilised her statutory powers to appoint two additional LA Governors to the school, the number of vacancies had increased to three.  3 D.J. Davies
M. James– additional Governor
S. Davies – additional Governor
 Bute Cottage Nursery  2  R. Disley
M. Prosser
 
Cadoxton Primary
 1  F. Johnson
 Colcot Primary – Number of vacancies being one  1  M. Holmes
 Evenlode Primary  2  M. Prosser
A. Williams-Brunt
 Gwenfo C/W Primary  1  S. Williams
 High Street Primary  2  B. Blake-Smith
M.H. Kerb
 
Jenner Park
 2  B. Brooks
M. Petherick
 Llandough Primary  2  M. Bin-Sufyan
C.F. Williams
 Llanfair Primary  2  S. Trigg
A. Ford
 Llantwit Major Comprehensive  1  J.F. Clarke
 Oakfield Primary  3  M. Bin-Sufyan
M. Kerby
A.D. Griffiths
 St. Athan Primary  1  J. Thomas
 
St. Brides Major C/W Primary
 1  H.L. Dando
 St. Helen’s R/C Infant  1  B. Brooks
 St. Illtyd  2  J.M. Norman*
 St. Richard Gwyn R/C High  1  S. Bechares
 Stanwell  2  A. Williams-Brunt
other vacancy deferred

 

Reasons for decisions

(1)    Due to incomplete applications some incumbent Governors were not appointed to their respective schools.

(2)    To allow Cabinet to consider and agree appointments to the above school Governing Bodies.


At this point in the meeting, the Local Authority Governors Advisory Panel became inquorate with the Chairman advising that the meeting would be adjourned with a date to be confirmed within the next week.

RECONVENED MEETING APPOINTMENT OF LOCAL AUTHORITY GOVERNORS ADVISORY PANEL

Minutes of a meeting held on 8th October, 2015.

Present:
Councillor C.P.J. Elmore (Chairman); Councillors P.J. Clarke, C.P. Franks, N. Moore (substitute for Councillor F.T. Johnson) and Mrs. M.R. Wilkinson.

(a)    Apologies for Absence

These were received from Councillors T.H. Jarvie and F.T. Johnson.

(b)    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 ground 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.

(c)    Applications for Appointment of Current Local Authority Governor Vacancies (Exempt Information – Paragraph 12)

The remaining vacancies at the schools that had not been appointed at the meeting on 30th September, together with late applications, were considered.  It was also agreed that for the school vacancies for which no applications had been received, the Panel would consider applicants who had stated on their forms that they would accept being appointed to two schools or would take up an appointment at a school that was not their preferred choice.

Following which it was subsequently

RECOMMENDED to Cabinet – T H A T in addition to the above recommendations, the following appointments be made for the schools as set out below:

 School  No. of
Vacancies
 Appointments
 Gladstone Primary  1  A. Malkin
 Palmerston Primary and Romilly Primary  1  Officers to approach H.L. Dando to see if she would be willing to accept an appointment at either school and Cabinet be informed accordingly
 Pendoylan C/W Primary  1  M.G. Hughes
 St. Illtyd Primary  2  J. Owen
(and J.M. Norman as recommended above*)
 St. Nicholas C/W Primary  2  A. Malkin
S. Davies
 Sully Primary  1  Vacancy deferred
 Victoria Primary  1  M. Petherick
 Ysgol Dewi Sant  1  K. Harding
 Ysgol Iolo Morganwg  1  T.H. Jarvie
 Ysgol Y Ddraig  4  J.E. Durrant
R. Lloyd James
D. Thomas
A. Woods

 

Reason for recommendation

Some of the applications had been incomplete and with regard to applicants who were also parents at schools, the Panel’s view was that there was the Parent Governor avenue that could be explored.

 

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

At the meeting the Cabinet Member for Children’s Services and Schools commented that Helen Dando had now confirmed to Governor Support that she would accept Romilly School as well as St. Brides Major. The Palmerston vacancy would therefore be deferred until the next Local Authority Governors Advisory Panel meeting.

Cabinet, having considered the recommendations of the Local Authority Governors Advisory Panel report

RESOLVED –

(1)    T H A T following the Local Authority Governors Advisory Panel meeting held on 30 September, 2015 the following appointments be made for the schools as set out below:

 

 School  No. of
Vacancies
 Appointments
Barry Comprehensive Schools – it being noted that the Director of Learning and Skills had utilised her statutory powers to appoint two additional LA Governors to the school, the number of vacancies had increased to three.  3 D.J. Davies
M. James– additional Governor
S. Davies – additional Governor
Bute Cottage Nursery  2  R. Disley
M. Prosser
Cadoxton Primary  1  F. Johnson
Colcot Primary – Number of vacancies being one  1  M. Holmes
Evenlode Primary  2  M. Prosser
A. Williams-Brunt
Gwenfo C/W Primary  1  S. Williams
High Street Primary  2  B. Blake-Smith
M.H. Kerb
Jenner Park  2  B. Brooks
M. Petherick
Llandough Primary  2  M. Bin-Sufyan
C.F. Williams
Llanfair Primary  2  S. Trigg
A. Ford
Llantwit Major Comprehensive  1  J.F. Clarke
Oakfield Primary  3  M. Bin-Sufyan
M. Kerby
A.D. Griffiths
St. Athan Primary  1  J. Thomas
St. Brides Major C/W Primary  1  H.L. Dando
St. Helen’s R/C Infant  1  B. Brooks
St. Illtyd  2  J.M. Norman*
St. Richard Gwyn R/C High  1  S. Bechares
Stanwell  2  A. Williams-Brunt
other vacancy deferred

 

(2)    T H A T following the reconvened Local Authority Governors Advisory Panel meeting held on  8 October, 2015 the following appointments be made for the schools as set out below:

 School  No. of
Vacancies
 Appointments
Gladstone Primary  1  A. Malkin
Palmerston Primary and Romilly Primary  1  Officers to approach H.L. Dando to see if she would be willing to accept an appointment at either school and Cabinet be informed accordingly
Pendoylan C/W Primary  1  M.G. Hughes
St. Illtyd Primary  2  J. Owen
(and J.M. Norman as recommended above*)
St. Nicholas C/W Primary  2  A. Malkin
S. Davies
Sully Primary  1  Vacancy deferred
Victoria Primary  1  M. Petherick
Ysgol Dewi Sant  1  K. Harding
Ysgol Iolo Morganwg  1  T.H. Jarvie
Ysgol Y Ddraig  4  J.E. Durrant
R. Lloyd James
D. Thomas
A. Woods

 

Reasons for decisions

(1&2)    To make appointments to the above school Governing Bodies.

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