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SCRUTINY COMMITTEE (ECONOMY AND ENVIRONMENT)

 

Minutes of a meeting held on 14th July, 2015.

 

Present:  Councillor Mrs. A.J. Moore (Chairman); Councillor P.G. King (Vice-Chairman); Councillors A.G. Bennett, G.A. Cox, Mrs. P. Drake and S.T. Wiliam.

 

Also present: Councillors L. Burnett and N. Moore.

 

 

236     APOLOGIES FOR ABSENCE –

 

These were received from Councillors J. Drysdale, Mrs. M. Kelly Owen and A.G. Powell.

 

 

237     MINUTES – 

 

RECOMMENDED – T H A T the minutes of the meeting held on 16th June, 2015 be approved as a correct record.

 

 

238     DECLARATIONS OF INTEREST – 

 

No declarations were received.

 

 

239     CLOSURE OF ACCOUNTS 2014/15 (DVSH) –

 

The report provided the Scrutiny Committee with the details of the financial position for the Directorates of Visible Services and Housing and Development Services for the 2014/15 financial year.  The Principal Accountant advised that the Council had agreed the Authority’s budget at its meeting on 5th March 2014.  Appendix 1 to the report amended the revised budget to take account of the following adjustments:

 

  • IAS 19 Retirement Benefits
  • Asset Rents
  • Recharges
  • Carbon Reduction Commitment Scheme.

 

Members were referred to paragraph 5 of the report, as set out in the table below, which compared the amended budget and the actual expenditure for the Authority:

 

Service

 

Year - 2014/15

Amended   Revenue Budget

Total   Provisional Actual

Variance   +Favourable  () Adverse

 

       £’000

          £’000

             £’000

 

 

 

 

Visible Services   and Housing

 

 

 

Environment   and Visible Services

18,355

18,351

+4

Parks   and Ground Maintenance

3,702

3,696

+6

Building   Services

30

29

+1

 

 

 

 

Development   Services

 

 

 

Planning   and Transportation

5,225

5,213

+12

Leisure

3,589

3,591

(2)

Economic   Development

864

878

(14)

 

 

 

 

TOTAL

31,765

31,758

+7

 

The main reasons for the variances were highlighted as for Environment and Visible Services, the favourable variance of £599k had been offset by a transfer to the Visible Services reserve of £285k.  Of this sum, £80k would be set aside for resurfacing and highways improvements, £75k for the study being undertaken on car parks and any associated works required, £10k for minor repairs to the Eastern Shelter toilet block at Barry Island, £30k for an additional MOT bay within the Alps Garage, £40k for alterations to changing rooms at Maslin Park and £50k to purchase a vehicle wash at the Alps Depot.  In addition, £310k had also been set aside to contribute to the required works at Jenner Park, as detailed in a Cabinet report approved on 11th May 2015 (Min No. C2774).

 

For Waste Management and Cleansing there was an adverse variance on the premises budgets of £73k, mainly due to additional works being undertaken.  Improvements had been made at the waste treatment site at Pant-y-Lladron to allow the treatment of street sweepings which would reduce future waste disposal costs. Work had also been undertaken to install a water meter at Penarth Pier and also the Section had made a contribution towards additional works at the Alps depot. However, overall for the service a favourable variance was shown due to vacant posts within the service, the continued drive to reduce vehicle numbers and costs. The early commencement of the contract with Viridor and income received from other departments.

 

The Highways and Engineers section were reporting an adverse variance on the premises budget of £405k, mainly due to overspending on repairing potholes and the street lighting energy budget which had been reported throughout the year.  There was an adverse variance of £24k on transport budgets, mainly due to the higher costs of the newer gritting fleet and there was also an adverse variance of £359k due to revenue contributions to a number of capital schemes.  However, the favourable variances of £80k on staffing costs due to vacant posts held pending any future restructure, £460k on energy costs which again had been reported during the year, £229k from fees received for undertaking additional capital schemes and £217k due to additional income into the Highways and Engineers Department resulted in the service having a favourable overall variance of £198k.

 

With regard to Civil Protection Unit a favourable variance of  £7k was reported due to additional income being received by the section and for support the favourable variance of £22k was in the main due to an underspend on staffing costs due to vacancies throughout the year.

 

Grounds Maintenance an adverse variances of £55k on premises budgets mainly due to clearance works undertaken at Cemetery Approach and a £63k adverse variance on the supplies and services budgets mainly due to additional costs in undertaking work for other Council departments were offset by favourable variances of £3k on transport, £21k on energy budgets and £100k on income from undertaking additional works mentioned above for other Council departments. For Building Services the trading unit had a turnover of £8.4m and made a surplus of £11k.  This was assisted by the ongoing work Building Services was undertaking on the Welsh Housing Quality Standard.  The Building Cleaning and Security trading unit had a turnover of £3.3m and made a deficit of £7k.  In addition the Courier Service made a surplus of £21k.  The Building Services Twin Hat function had an underspend of £65k.  There was an adverse variance of £19k on employee costs mainly due to redundancy costs from the recent restructure within Building Maintenance.  This was offset by favourable variances on transport budgets of £12k due to the ongoing reduction in vehicle costs, £18k on general supplies and services throughout the department and £54k additional income from work completed for other departments.

 

All of the above were offset by a reduction in the recharge for maintenance repairs/Welsh Housing Quality Standards works from Building Services to the Housing Revenue Account of £29k and a transfer to the Building Services reserve of £60k to fund a temporary post for business development.

 

Planning and Transportation was reporting a favourable variance of £12k,  

Leisure services an adverse variance of £2k and Economic development an adverse variance of 14k as there was an adverse variance of £42k on the repairs budget at the Vale Enterprise Centre (VEC) Workshops in Barry, as a result of essential health and safety works being carried out on the roof.  There was also an adverse variance of £10k on the Economic Development Unit, due mostly to the production costs of the regeneration promotional video, entitled ‘This is Barry’.  A water leak at Barry Steam Rail Depot cost £9k and the Business Support Centre costs were £5k over budget due to high repair costs at the site and the Employment Training Service was £7k over budget due to a loss of income. There was a favourable variance of £31k on repair budgets at the Community Enterprise Centre and the Major Project Managers exceeded their income target by £22k as a higher than anticipated level of their work was rechargeable.  There were also various other small variances amounting to a net £6k underspend.

 

With regard to the Capital Programme, Appendix 2 to the report detailed the outcome by scheme with paragraphs 19 to 30 providing further detail on each scheme.  Appendix 3 detailed a schedule of the Committees reserves as at 31st March 2015 and Appendix 4 confirmed the final status of savings at the end of 2014/15.

 

As a result of the capital underspend in 2014/15 an allocation of £3.985m had been approved via Managing Director’s Emergency Powers as slippage into 2015/16 which would fund the completion of schemes referred to in Appendix 5 to the report.

 

In considering the report, a Member suggested that the report should also include details of the Council’s original budget for Members to compare the current figures. The Principal accountant agreed to report back to senior officers the Committee’s views.  In order to assist Members at the meeting the Cabinet Member for Corporate Resources (with permission to speak) apprised Members of the figures as contained within the final report to Cabinet in February 2014 which were reported as follows:

 

Visible Services and Housing       £17,912

                                                £  3,528

 

Development Services                £  5,306

                                                £  3,515

                                                £     832

 

In response to a query regarding energy recharges in relation to Leisure Centres, the Principal Accountant advised that within the Leisure Centre Contract Parkwood had not wanted to take the risk in relation to energy costs and as a result the Council make the full benefit of any reductions in energy costs.  However, Parkwood do share with the Vale (i.e. 50:50 split) in any decreases in relation to any reductions in use.  Members subsequently requested that, as the recharges were attributable to the Council’s original investment, information in this regard be covered in future reports. 

 

In considering the waste management service, Members took the opportunity to congratulate the Director and his staff on the successful work undertaken, with particular reference to the contract with Viridor for the disposal of residual waste which it was agreed had been supported by the current and previous administration.

 

Having fully considered the report, it was subsequently

 

RECOMMENDED – T H A T the report be noted.

 

Reason for recommendation

 

In recognition of the financial measures taken and proposed.

 

 

240     REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL TO 31ST MAY 2015 (DVSH) –

 

The revenue budget and projected outturn for 2015/16 was presented to Committee, with it being reported that the services were currently projected to outturn within target at the year end.

 

A graph and table setting out the variances between the profiled budget and actual expenditure to date was also attached at Appendix 1 to the report with the Principal Accountant referring in detail to the following service areas.

 

Highways Maintenance and Engineering – There was currently an £11k adverse variance against the profiled budget.  This was due to the delayed implementation of car parking charges and street lighting part night switch off.  A car parking study was currently being undertaken and would be reported to Cabinet in the near future.  The roll out of part night lighting was due to commence in July 2015. For Waste Management favourable variance of £9k to the profiled budget was predicted, the main reason for which being as a result of the early implementation of the Prosiect Gwyrdd contract which was providing considerable savings for the waste disposal budget. 

 

Grounds Maintenance – There was currently a £14k adverse variance against the profiled budget, mainly due to a slight overspend to date on vehicle budgets. Meetings were ongoing to ascertain if there were further vehicles that were under-utilised with a view to meeting the savings targets set. 

 

Economic Development – There was currently a favourable variance of £10k to the profiled budget.  The major variance related to lower than budgeted rates bills for the Vale Enterprise Centre and Business Support Centre as occupancy levels were currently high in each.  Should the tenants vacate during the year the Council, as Landlord, would once again become liable for the payments.  At this early stage in the year, it was anticipated that this service would outturn on target.

 

Leisure – There was currently a favourable variance of £34k to profiled budget. There were reduced employee costs due to staff vacancies (awaiting recruitment) in the Leisure and Tourism and Countryside Divisions.  In addition, filming fees at Cosmeston Medieval Village were currently greater than the budgeted figure. 

 

Planning and Transportation – There was currently a favourable variance of £21k to profiled budget.  This was due mostly to a higher than budgeted level of planning fee income. 

 

With regard to the Capital Programme, Appendix 2 provided details on the financial progress to date, however it was recognised that it was early on in the financial year.

 

Following consideration of the report and acknowledging that it was early in the financial year, it was subsequently

 

RECOMMENDED – T H A T the current position with regard to the 2015/16 revenue and capital monitoring for the period 1st April to 31st May 2015 be noted.

 

Reason for recommendation

 

In view of the position being early in the financial year and in order to apprise Members.

 

 

241     ADOPTION OF POLICY AND SITE CRITERIA FOR SCHOOL CROSSING PATROL SERVICE (REF) –

 

The report had been presented to Cabinet on 29th June, 2015 with the request for approval of adoption of the Road Safety GB Guidelines for delivery of the School Crossing Patrol Services.  Cabinet had agreed that the adoption of the Road Safety GB Guidelines and Site Assessment Criteria be agreed with effect from 1st September, 2015 had noted and approved the responses to the consultation process and had referred the report to the Scrutiny Committee (Economy and Environment) for consideration. 

 

The Operational Manager for Development Services, in presenting the report, advised that School Crossing Patrols had been formally in existence for over 60 years.  There were 43 established permanent sites within the Vale of Glamorgan.  Whilst a number of sites were vacant, there were two mobile officers who covered the highest priority sites that were vacant at any one time.  Some of the 43 sites were historical sites which had also been vacant for a number of years.  School Crossing Patrols had the power to stop traffic, provided they were wearing the approved uniform and exhibited the prescribed sign.  If a driver failed to stop, he or she could face a fine of up to £1,000, 3 penalty points and possible disqualification under the Road Traffic Act 1984.

 

The need to ensure the safety of children, especially on their journeys to and from school, was paramount to the Council’s aims of reducing road traffic casualties whilst encouraging active travel to school and promoting healthier lifestyles.  The School Crossing Patrol Service played a vital role in delivering these aims.

 

Road Safety GB (formerly the Local Authority Road Safety Officers Association) was a national road safety organisation that represented local government road safety teams across the UK.  The Road Safety GB School Crossing Patrol Service Guidelines (2012) were nationally regarded as best practice, although were not statutory for use by Local Authorities.  The formal adoption of the National School Crossing Patrol Guidelines would allow the Council to fairly and consistently review all existing sites as well as respond to requests for new School Crossing Patrol sites.  This would allow the Council to consider the future of sites when circumstances change (for example school closure, road or traffic changes or new road safety infrastructure provided or when a School Crossing Patrol officer vacated his or her position). Before deciding whether to implement the School Crossing Patrol Policy including Site Assessment Criteria as outlined in the National Guidelines (attached at Appendix 1 to the report), Cabinet had previously approved that a consultation exercise be conducted with interested persons on their contents.  Headteachers had been consulted on this policy as well as parents, Governors and Town and Community Councils.

 

The report detailed the four consultation responses received and recommended that the Road Safety GB Guidelines be adopted in full with effect from 1st September, 2015.

 

Cabinet had resolved

 

(1)       That the responses to the consultation process be noted and approved.

 

(2)       That the adoption of the Road Safety GB Guidelines and its site assessment criteria be agreed with effect from 1st September, 2015.

 

(3)       That the report be referred to Scrutiny Committee (Economy and Environment) for consideration.

 

The Operational Manager advised that the consultation responses had been considered but no proposals or changes had been put forward following the consultation.  It was also important to note that there were no current proposals to remove any active School Crossing Patrol Services. 

 

Following a query from a Member as to the scenario of a local school wishing to provide their own School Crossing Patrol person and whether assistance would be available from the Local Authority, the Operational Manager advised that the Council would support recognised training plus provide the equipment to be used. 

 

In response to a further query as to how prepared the Vale was to deal with any prosecutions, the Operational Manager stated that this would depend on the circumstances involved, however if the School Crossing Patrol person was an employee of the Council then the Council would take the matter up with the Police and would work in close liaison with the Police liaison officer.

 

In referring to potential violent situations a Member asked whether any training in such incidents was offered with the response that although there had only been a handful of incidents that could be placed in such a category and that it had not been an issue for the Council if the position did however, change, the management would look into reconsidering the issue. 

 

Following consideration of the report, it was subsequently

 

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

 

Reason for recommendation

 

In recognition of the contents of the report and to enable the Council to adopt the Road Safety GB Guidelines for Delivery of the School Crossing Patrol Services to enable a fair and consistent approach to reacting to the demand for School Crossing Patrols at any locations within the Vale of Glamorgan area.

 

 

242     ADOPTION OF THE VALE OF GLAMORGAN LOCAL TRANSPORT PLAN 2015 (REF) –

 

The Operational Manager for Development Services, in presenting the report, advised that Welsh Government (WG) provided a template to assist local transport authorities to submit and produce their Local Transport Plans (LTPs) in a consistent format, and the Council's LTP was subsequently submitted by the deadline of 31st January, 2015.  In producing the LTP, the Council undertook consultation and the responses to the consultation were considered in advance of submission to the WG.  It was clarified by WG that LTPs were to be assessed to ensure that they:

 

•          Included identification of issues, opportunities and intervention;

•          Provided an updated programme of schemes for the period 2015–2020, and which were within the remit of the local transport authority;

•          Provided medium and longer term aspirations to 2030, which were within the remit of the local transport authority;

•          Demonstrated the necessary statutory checks had been undertaken, if required;

•          Demonstrated that consultation had been undertaken with the relevant City Region board, where applicable;

•          Included a monitoring and evaluation plan;

•          Were submitted in the format required, and by the deadline.

 

The Council had received comments from 17 organisations or individuals in response to the consultation exercise.   Appendix 2 to the report contained details of the main issues raised through the consultation process as well as the Officers’ responses to the matters raised.

 

The consultation responses received had been carefully considered and typographical errors had been corrected where appropriate, as well as changes being made where necessary and appropriate, prior to submission for approval to WG.  This was in line with the Council approval of 17th December, 2014.  The reasons for any changes and the reasons for not making additional changes were outlined in the Council's responses at Appendix 2. 

 

The Council had received a response from the Cardiff City Region Board on 8th April, 2015 a copy of which was attached at Appendix 4 to the report.

 

On 25th May, 2015 the Council had also received a response from Edwina Hart, The Minister for Economy, Science and Transport approving the Vale of Glamorgan Draft Local Transport Plan 2015, and this was attached at Appendix 1 to the report.  A copy of the final proposed Plan was attached at Appendix 3.

 

The Operational Manager for Development Services advised that the report had been considered by Cabinet on 22nd June, referred to the Scrutiny Committee for information and  would be considered by Full Council for final adoption in July 2015 which had been a tight timescale imposed by Welsh Government. 

 

In response to a query concerning rural transport, Members were informed that this was self-financing and that community transport was something the Council had been developing over the years and which had recently been extended to urban areas.  The Operational Manager was hopeful that the Greenlinks project would continue over the next two to three years and be adapted as appropriate. The Cabinet Member for Regeneration, with permission to speak, advised that the integration of community transport alongside commercial buses had been working well and that further negotiations with commercial providers to extend services would continue. 

 

Following a suggestion that the responsible officer for Greenlinks be invited to a future meeting of the Committee, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the Democratic and Scrutiny Services officer liaise with the responsible officer for the Greenlinks service and that a suitable date for their attendance at a future meeting of the Committee be scheduled within the Committee work programme timetable.

 

(2)       T H A T the Scrutiny Committee receives progress reports on the adoption of the Vale of Glamorgan Local Transport Plan on an annual basis.

 

Reason for recommendations

 

(1)       To provide the Committee with an overview of the service.

 

2)         To apprise Committee.

 

 

243     DEVELOPMENT SERVICES END OF YEAR PERFORMANCE REPORT 2014-15 (DDS) –

 

The Committee received the end of year performance results for the period 1st April to 31st March, 2015 which were detailed at Appendix 1 to the report.  The report highlighted that overall the Directorate had completed 86% of Service Plan actions at end of year, with a further 6% on track for a later completion date.  There were a total of 76 actions in the 2014/15 service plan; 65 had been completed, 5 were on track, and 6 had slipped.  The actions that were on track were due for completion in 2016/17.  The actions that were on track were due for completion in 2016/17.  All 6 outstanding actions (slipped) would be carried to the 2015/16 Service Plan.

 

Development Services had completed 83% of actions against the Corporate Plan that were included in the 2014/15 Service Plan and a further 7% of actions were on track for a later completion date.  Of the 40 actions within the Plan, 33 were completed, 3 were on track and 4 had slipped.

 

93% of our Improvement Objective actions had been completed and of the 15 actions within the Service Plan, 14 had been completed. 19 Improvement Objective measures; of these 14 (74%) had met or exceeded target, 4 (21%) had missed target by more than 10%, and performance status was not applicable for 1 (5%) indicator.  The four indicators that had missed target by more than 10% related to DS/M021, DS/M022c, DS/M022d and DS/M022f.  .

 

There were currently no Outcome Agreement actions in place for the service.  Of the 11 Outcome Agreement measures, all 11 (100%) had met or exceeded target at end of year.

 

The Operational Manager advised that in terms of multiple service achievements, the Vale of Glamorgan Council was the first Authority to complete a Welsh Government “Tackling Poverty” funded project with the conclusion of the café and community space at the Hub before Christmas. 

 

In May 2014 the Council was shortlisted for a number of awards by the Chartered Institute of Logistics and Transport and the Council was highly commended in categories of “Excellence in Improving Customer Experiences” and “Professional of the Year”.  The Council was runner-up in the “Travel Demand Management” category for the Greenlinks community transport operation and was runner-up in both the “Partnership” category and “Excellence in Passenger Transport” for the work with New Adventure Travel in delivering Bus Service 303 / 304.  The Council was the overall winner in the “Travel Demand” category for the work with New Adventure Travel in delivering the subsidised 303 / 304 bus service.

 

In April 2014 construction projects relating to the new housing scheme at Golwg y Coed and various domestic schemes were winners at the South Wales Local Authority Building Control “Built in Quality Awards”.  Both submissions had been judged against all wales entries in June and a Vale of Glamorgan contractor had been judged the winner for various schemes undertaken in partnership with the Council’s Building Control Group, demonstrating excellence in housing construction within the Vale of Glamorgan. 

 

Approximately £1.2m was secured through planning obligations and the Community Infrastructure Levy and the Council had committed / spent approximately £1m to deliver infrastructure benefits to communities within the Vale this year.  A further £14.78m from signed S106 agreements was due to the Council, and this excluded ongoing major applications that have yet to sign S106 agreements. 

 

The Eastern promenade regeneration scheme on Barry Island was opened for public access during November 2014.  It had delivered significant improvement to the public realm, helping to attract more visitors and businesses to the island.

 

In further consideration of the report, reference was made to the number of vacant shops in town centres with a local Member specifically referring to Cowbridge.  In response, the Cabinet Member for Regeneration advised that this was an issue that the Council had been alerted to during discussions in relation to the Cowbridge cattle market as some shop owners had queried whether they could have business premises on that site.  It was noted that comments had also been received that since Waitrose had been established in the town a number of rents had been raised which had be one of the main reasons why shop owners had requested business opportunities be considered in the cattle market.  The Operational Manager advised that the Council undertook on an annual basis a study reporting on what shops were vacant in the Vale, but that it was very much an issue that the Council had recognised and would be looking to work with Town Centres to create more opportunities.  With the ongoing planning application developments that had been approved and were proposed in and around the Vale, it was suggested that footfall may increase as a result, which should have an effect on supporting businesses’ in the area.  It was subsequently

 

RESOLVED –

 

(1)       T H A T the end of year performance results and the remedial action taken to address service underperformance be noted.

 

(2)       T H A T progress to date in achieving key outcomes as outlined in the Corporate Plan 2013-17, the Outcome Agreement with Welsh Government 2013-16 and the Improvement Plan part 1 2014-15 be noted.

 

Reasons for recommendations

 

(1)       To ensure the Council is 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 Development Services end of year performance results as at 31st March 2015 in order to highlight areas for service improvement.

 

 

244     VISIBLE SERVICES END OF YEAR PERFORMANCE REPORT 2014-15 (DVSH) –

 

The Director of Visible Services and Housing, in presenting the report, advised that overall Visible Services had completed 60% of Service Plan actions at end of year. Details were available under each objective.  There were a total of 40 actions in the Plan;  24 were completed and 16 had slipped.  All 16 outstanding actions would be carried forward to the 2015/16 Service Plan.

 

The Service had completed 54% of its actions against the Corporate Plan that were included in the 2014/15 Service Plan and of the 13 actions within the Service Plan, 7 were completed and 6 had slipped.

 

There were currently no actions relating to the Improvement Objectives.

 

There were 17 actions relating to the Outcome Agreement and all 17 (100%) had been completed.  There were 6 measures relating to the Outcome Agreement.  Of these, 2 (33%) had met or exceeded target, 2 (33%) were within 10% of target, 1 (17%) had missed target by more than 10%, and performance status was not applicable for 1 (17%) indicator.  The one indicator that had missed target by more than 10% was WMT/010i.  Of the 34 performance indicators in the Plan, performance status was not applicable for 7 (21%) measures.  15 (44%) measures had met or exceeded target at end of year, 8 (23%) were within 10% of target and 4 (12%) had missed target by more than 10%.  The four indicators that missed target by more than 10% related to WMT/010i, THS/009, THS/011b and STS/007.  The reasons for underperformance and any proposed remedial action was provided under the relevant objective.

 

The report also referred to a number of notable achievements as detailed below:

  • Vehicle tracking had been introduced to 98% of the Council’s fleet
  • Completion of the independent review of all the Council’s transport operations had identified possible savings of £1.59m over three years and the work to achieve these savings had commenced.
  • The street lighting LED replacement programme had not only made savings, it had reduced the Council’s carbon footprint.  It was anticipated that the street lighting strategy would also save in excess of £300,000 per annum and over 1,000 tonnes of CO2.
  • A comprehensive Pool Car Scheme had been introduced across the Council on 1st April 2015 as part of a transport savings programme and this would result in significant savings for the Council and contribute towards reducing the carbon footprint of the Council’s fleet.
  • The Viridor plant was approximately 18 months ahead of schedule resulting in savings of £1.6m from the pre Prosiect Gwyrdd stage. 
  • All recycling bring sites had been removed reducing recycling contamination and localised fly-tipping in those areas. 
  • Five parks in the Vale had also won the coveted Green Flag award, namely Central Park, Romilly Park, Victoria Park, Belle Vue Park, Alexandra park and Windsor Gardens. 

The report also contained details of further notable achievements which were commended by Members.

 

In referring to flood risk management (VS/A069 – deliver the Coldbrook Catchment flood risk management scheme), the Council was awaiting Welsh Government determination of an Equality Impact Assessment prior to confirmation of grant funding approval for the scheme.  Anticipated delivery of the scheme was by the end of the 2015/16 financial year.  The Director advised that the Council had been challenged by residents from the Dyffryn area in respect of an EIA which had taken over 12 months, however this had been resolved in favour of the Council and the department was expecting notification from Welsh Government for the grant later in the month.

 

Following a query in relation to the scheme at Llanmaes, Members were informed that Natural Resources Wales had queried the design for the scheme and as a result WAG funding approval was required for the redesign of the third option.  It was anticipated that the redesign would be completed in six to nine months. 

 

With regard to the Boverton scheme, no date had yet been identified but the Director hoped that once the Llanmaes scheme was on track, consideration would be given to the scheme for Boverton.  This was, however, a matter for Natural Resources Wales and their capital programme.

 

With regard to queries raised concerning fly tipping, it was noted that no incidents of fly tipping had been reported at the former bring sites sited on Council land, although there had been some issues at Morrisons in Barry, the Director advised that the land was actually the responsibility of the Morrisons Company and not the Council.  A further report would be presented to the Committee in due course in respect of waste charges. With regard to the recycling performance this was above the target for the previous target year figure. 

 

In referring to reference numbers VS/M010a and VS/M010b, the total cost of successful third party claims against the Council, the Director advised that a future report would be presented which would provide more detail for Members’ information.  The current costs could relate in part to the schedule for inspections of the highway which would also be detailed in any report.  In recognising that a deeper analysis of the information was required, Members accepted that a further report be presented in the future. 

 

In referring to enforcement and waste collection, reference was made to the issue where people were currently placing their rubbish bags in the town centres as that service provided more opportunities for waste to be picked. The Director advised that discussions were currently underway as to the introduction of enforcement and fines with a view to fines being imposed on the perpetrator/s who seek to dispose of their rubbish in this way.

 

Following a request that the Council should publicise its household waste and recycling centres on a more regular basis, the Director advised that although the information was available on the website, it was the intention to undertake further publicity. 

 

In referring to car parking enforcement, the Director advised that a report had been prepared and was scheduled for consideration by Cabinet on 27th July.

 

Having fully considered the report, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T notwithstanding the reports as requested above, the performance to date and remedial actions being taken to address service underperformance be noted.

 

(2)       T H A T the staff in waste recycling be commended for their performance to date.

 

Reasons for recommendations

 

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

 

(2)       To recognise the work being undertaken.

 

 

245     1ST QUARTER SCRUTINY DECISION TRACKING OF RECOMMENDATIONS AND WORK PROGRAMME SCHEDULE 2015/16 (MD) –

 

The purpose of the report was to advise Members of progress in relation to the Scrutiny Committee recommendations and to confirm the updated / amended work programme schedule for the Scrutiny Committee 2014/15.  Appendix A to the report detailed the progress to date for the Municipal Year 2014/15, Appendix B detailed the progress in relation to the 1st Quarter April to June 2015 and Appendix C outlined the work programme schedule for the work of the Committee for the forthcoming months. 

 

In referring to the work programme schedule a Member queried the likely date when the Civil Parking Enforcement update report would be presented to the Committee.  The Director advised that a number of the issues that had been identified previously by Members had been included in the car parking report which, as referred to earlier in the meeting, was scheduled to be presented to Cabinet on 27th July 2015. However, should this report be agreed to be referred to the Scrutiny Committee for the 1st September by Cabinet, the Director would then provide an addendum report detailing the extra issues in relation to Civil Parking Enforcement for Committee’s consideration. 

 

In view of the contents of the report, it was subsequently

 

RECOMMENDED –

 

(1)       T H A T the progress to date in relation to the Committee’s recommendations be accepted and that completed items be deleted from the schedule as outlined below:

 

24   March 2015

Min. No. 1059 – Section 106 Legal Agreements – Protocol   for Consultation on Implementation of Spend (REF) – Recommended

(2)   That the letter dated 5th   August, 2011 be recirculated to all Town and Community Councils reminding   them to engage early on in the process and prior to the application being   determined.

 

 

 

 

Recirculated.

Completed

Min. No. 1064 – Vale of Glamorgan Destination Action Plan   (2014-2017): Feedback from Consultation Exercise and Final Destination Action   Plan (As Amended) (REF) – Recommended

(1)   That the report be noted and the Youth   Cabinet be congratulated on their comments and advised that the Scrutiny   Committee appreciated their involvement in the process.

 

 

 

 

 

Relevant   officer advised accordingly to pass views on.

Completed

14   April 2015

Min. No. 1092 – Traffic Management Task and Finish   Group of the Scrutiny Committee – Update on Actions Undertaken (DDS and DHVS)   –   Recommended

(1)   That the report and update on the   Implementation Plan of the Task and Finish Group as detailed at Appendix A to   the report be accepted and referred to Cabinet for approval.

 

 

 

Cabinet,   on 1st June 2015, approved the Task and Finish Group report and   resolved that further updates on the delivery of the Traffic Management   Implementation Plan be presented to both the Scrutiny Committee (Economy and   Environment) and Cabinet in April 2016.

(Min. No. C2781   refers)

Completed

Min. No. 1096 – Scrutiny Decision Tracking of   Recommendations and Work Programme Schedule 2015/16 (DR) – Recommended

(3)   That a joint report be presented to the   Scrutiny Committee in relation to LED lighting as soon as possible, to   include the possibility of considering innovative ways to fund the   replacement of existing lights with LED lights.

 

 

 

Added   to work programme schedule.

Completed

19   May 2015

Min. No. 41 – Scrutiny Decision Tracking of   Recommendations and Work Programme Schedule 2015/16 (MD) – Recommended

(2)   That the work programme be amended to   include the changes as discussed as above at the meeting, that the Vehicle   Telemetry demonstration be deleted from the scheduled list and that the   updated work programme be uploaded to the Council’s website.

 

 

 

Work programme   schedule amended and uploaded to the Council’s website.

Completed

16   June 2015

Min. No. – The Vale of Glamorgan Local Development   Plan: Deposit Draft Plan 2011- 2026 - Report of Consultation and Submission   for Independent Examination (REF) – Recommended that the resolutions of   Cabinet be accepted but with a request from the Committee that the word   “upper” in referring to the affordable housing target in paragraph 53 be   removed from the Cabinet report, in order to better reflect the fact that affordable   housing was an expected requirement of all new housing developments, unless   viability issues could be clearly established.

 

 

 

At   the Cabinet meeting on 22nd June 2015, the Cabinet Member for   Regeneration welcomed the reference from the Scrutiny Committee and commented   that the Committee’s recommendation to amend paragraph 53 of the Local   Development Plan report had already been considered and amended for clarity   so that it accurately reflected the background documentation. 

Cabinet,   on 22nd June 2015, noted the contents of the report.

(Min. No. C2805   refers)

Completed

Min. No. – Target Setting 2015/16 (DDS) – Recommended

(1)   That the information as requested,   outlined above, be provided to Members as soon as possible.

[Following queries from two Members   regarding Disabled Facilities Grants and boat dismantling on leisure land in   Barry, two Members it was suggested and agreed that the relevant officers be   requested to contact the Members direct to discuss in detail.]

 

 

Information   e-mailed to Members on 18th June 2015.

Completed

 

(2)       T H A T the work programme schedule attached at Appendix C to the report be approved and uploaded to the Council’s website.

 

Reasons for recommendations

 

(1)       To maintain effective tracking of the Committee’s recommendations.

 

(2)       For information.

 

 

246     SCRUTINY COMMITTEES’ DRAFT ANNUAL REPORT – MAY 2014 TO APRIL 2015 (MD) –

 

The Scrutiny Committee was requested to consider and approve the Scrutiny Committees’ draft 2014/15 Annual Report for the Municipal Year 2014/15 for all the five Scrutiny Committees of the Council.  The Annual Report attached at Appendix 1 included details of the work of five of the Council’s Scrutiny Committees. 

 

The Democratic and Scrutiny Services Officer advised that the report provided an overview of some of the highlights for 2014/15 which included relevant topics from each of the Scrutiny Committees.  For Scrutiny Committee (Economy and Environment) these included the work of the Traffic Management Task and Finish Group, Barry Island Beach Huts, Waste Management and Recycling, the Leisure Management Contract as well as detailing the work of all Committees in relation to performance monitoring and the Council’s Reshaping Services Strategy which was considered by all Scrutiny Committees in September 2014.  Following discussion of the report, the Democratic Services Officer advised that at a recent agenda conference the Chairman had requested that additional items be included in relation to a number of Requests for Consideration that had been considered within the year which had been incorporated into the report.

 

Since publication of the document for Committee’s information the document had also been amended to include items as requested by the Vice Chairman of the Scrutiny Committee (Housing and Public Protection) which had subsequently been incorporated into the report.

 

Members were further advised that following approval by all Scrutiny Committees,  the report would then be submitted to Full Council at its meeting in September 2015 and would include any comments made by any of the five Scrutiny Committees at their meetings in July. 

 

Having considered the report, it was subsequently

 

RECOMMENDED – T H A T the Scrutiny Committees’ draft Annual Report May 2014 to April 2015, subject to any further minor amendments being agreed with the Chairman, be approved and submitted to Full Council in September 2015.

 

Reason for recommendation

 

In view of the contents contained therein.

 

 

 

 

 

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