CABINET

 

 

MINUTES of a meeting held on 14th March, 2007.

 

Present: Councillor Ms. M.E. Alexander (Chairman); Councillor N. Moore (Vice-Chairman); Councillors R.F. Curtis, S.C. Egan, C.P. Franks, N.J. Gibbs, G. John, Mrs. M. Randall, Mrs. M.R. Wilkinson and C.J. Williams.

 

Also Present: Mrs. V.M. Hartrey.

 

 

C2927                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 28th February, 2007 be approved as a correct record.

 

 

C2928                        DECLARATIONS OF INTEREST -

 

With respect to Agenda Item No. 12(b) ‘Visible Services’ Proposed Fees and Charges 2007/08, Councillor G. John advised that the Standards Committee had granted him dispensation to speak but not vote on matters concerning Sport Ground maintenance and Leisure Service fees.

 

 

C2929                        VALE OF GLAMORGAN LOCAL ACCESS FORUM - 21ST FEBRUARY, 2007 -

 

RESOLVED - T H A T the following report be endorsed:

 

Present:  Mr. M.R. Harvey (Chairman); Mr. J.V. Custance, Mrs. V.M. Hartrey, Mr. J.J. Herbert, Mrs. H. March, Mr. H.S. McMillan, Mr. N. Moss, Mr. R. Pittard, Mr. R. Simpson, Mr. R. Traherne, Mrs. V. Warlow and Mr. D. Williams.

 

 

Mr. J. Wyatt (Secretary), Mr. F. Coleman, Mr. S. Latham and Mrs. S. Thomas (VOGC).

 

 

(a)            Apologies for absence -

 

These were received from Mr. D.J. Field, Mr. C. Jones-Jenkins and the Countryside Council for Wales.

 

 

(b)            Minutes -

 

AGREED - T H A T the minutes of the meeting held on 6th September and 19th October, 2006 be approved as a correct record subject to it being noted that the minutes had contained no reference to the methodology (or lack of) by which the Ordnance Survey was notified of changes to the Definitive Map.

 

 

(c)        Draft ROWIP Consultation -

 

Whilst consultation had been ongoing since early January, only 4 responses had been received to date. Those responses included

 

  • the ROWIP was too wordy and did not focus on specifics
  • more effort should be put into promoting the Vale for cyclists and keeping cycle lanes free from other traffic
  • need to prioritise maintenance and differentiate between natural nuisance (such as mud) and man-made obstacles
  • need to look at access issues for the less able-bodied – concentrating on the infrastructure rather than the terrain
  • need to seek alternative sources of funding in order to bring many of the proposals within the ROWIP to fruition.

 

Members were reminded of the deadline for the receipt of comments on 10th April. Mr. Traherne would be one submitting further comment in respect of gap – gate – stile style of access, having concerns that the proposals contained in the ROWIP should be practical and able to be implemented given the circumstances in the Vale. In response to a suggestion from Mr. Pittard, a copy of the draft ROWIP would be forwarded to the Visit Wales department of the WAG.

 

AGREED – THAT the results of the ROWIP consultation be presented to the LAF at its meeting in May, at which time the comments of CCW and any other contributors would be summarised for the consideration of Members.

 

 

(d)       Active Lifestyles Grant -

 

Members were informed of the following three successful bids for grant from the Welsh Assembly Government’s Active Lifestyles Capital Grant, administered by the Sports Council for Wales, which aimed to encourage healthy activity, embrace local opportunities for daily physical activity and make better use of indoor or outdoor facilities.  The three successful projects were:

 

·        to provide footpath access along a missing section of Heritage Coast path near Wick, by fencing off adjacent fields to enable access and to prevent trespass (grant awarded - £10k.)

·        to provide an all-weather activity trail at Cosmeston Lakes Country Park, to include re-grading, drainage and resurfacing of the path around the north east perimeter of the park, linking into the recently completed housing estate, giving access to c. 1,000 homes (grant awarded £25k.)

·        to improve the Castlefields Public Right of Way between Llanblethian and Cowbridge to enable access by all including wheelchair users and to open up opportunities for circular walks (grant awarded - £35k.).

 

Members were also informed of the other seven successful schemes submitted for grant which included Community Centre refurbishment and school/youth facilities, and the cycle training scheme to extend to safe accompanied riders by members of the Exercise Referral Scheme based at Leisure Centres. 

 

AGREED – THAT the award of grant aid to undertake the above schemes be warmly welcomed.

 

 

(e)       LAF Members’ Survey for Performance Indicators for Paths -

 

The ongoing analysis undertaken by Mr. Jones-Jenkins on the survey results indicated that, to date, only 44% of the paths surveyed had been deemed satisfactory. Members of the LAF who had participated in the survey were thanked for their efforts. Whilst it was noted that consideration would be given when arranging similar surveys to the practicalities of assigning footpaths to Members outside their local area, attention was drawn to the fact that Members unfamiliar with the area could bring a different perspective. Mr. Jones-Jenkins would also be asked to look into the feasibility of including a question in future surveys relating to the suitability of the footpath in meeting the “Access for All” criteria.

Mr. Coleman drew attention to the fact that, wherever feasible, the Council was committed to removing obstructions from footpaths – the proactive approach of the Council in this respect being confirmed by Mr. Traherne. Difficulties were, however, encountered in ascertaining landownership.

 

AGREED – THAT the position be noted and the actions referred to above implemented.

 

 

(f)            Coastal Access Improvement Programme -

 

The Welsh Assembly Government and the Countryside Council for Wales had now confirmed the Coastal Access Improvement Programme, as initially discussed at the last meeting of the Forum in September 2006.  The first phase of the programme would run for three years from April 2007 to March 2010, to be extended potentially to six years following a review. 

 

Two guidance notes were appended to the report.  In brief, each coastal local authority had to prepare by the end of April 2007 an Outline Coastal Access Plan (CAP) to accompany a grant bid for 2007/08 which would include intentions for practical work as well as preparatory work for the Full CAP to be produced by October.  The first draft of an Outline CAP was appended to the report;  the draft followed the guidelines in the WAG/CCW note and, inter alia, outlined the areas of work which could form the basis of the first year’s bid for grant (a mixture of practical, investigative and management/negotiation work).  It was noted that all coastal Community Councils had been consulted together with a number of major land owners in the preparation of the Outline.  Particular attention was drawn to an important element of the emerging Vale CAP, namely the establishment of a local partnership together with consultation with a wide range of interest groups.  The guidance suggested that a local partnership could be based on, or a sub-committee of, the LAF.  The report made reference to the formation of a Vale of Glamorgan Coastal Access Partnership from a core of LAF members together with a representative from selected organisations to provide the strategic advisory group and sounding board for coastal access issues.  The suggested organisations were the Country Landowners and Business Association; the NFU and FUW; the Environment Agency; the Vale Marketing Group; and the Cardiff and Vale Coalition of Disabled People.  It would also be necessary to establish a wider network of interested organisations to be involved with the evolving Coastal Access Plan, and individual landowners and occupiers, Community Councils and user groups would also need to be consulted on relevant proposals.  That issue would be progressed by officers in due course.

 

The following issues were identified in a workshop session as being of prime importance:

 

  • accessibility – both in terms of access by means of public transport and by car, the latter necessitating car parking facilities
  • availability of information and  provision of adequate signage
  • safety
  • footpath status
  • improvements for all, ensuring the standards and quality were right.

 

As regards priorities, it was clear that the top priorities were to obtain better information as to the current levels of access in order to draw up a plan for action, and to identify and harness all potential sources of funding. Clearly, transportation and car parking, the completion of the coastal path, the quality of the path, and the aim of achieving “Access for All” were all issues which also required to be addressed.

 

Subsequent discussion included the definition of the “coast”, it being considered that coastal access referred to landward access to the cliffs and foreshore but not the cliff face or foreshore itself. As regards the cliff face, whilst the NAF had expressed concerns at a potential conflict between climbers and nesting birds, Mr. Custance confirmed that he was unaware of any such conflict in the Vale. The question was also asked as to how the needs of horse riders and cyclists would be catered for within the Vale, given topographical and landownership issues. It was generally accepted that there was unlikely to be much opportunity in the Vale to assist horse riders for the reasons outlined above, and that a practical and realistic approach should therefore be adopted in that respect – particularly when there were excellent horse-riding facilities with good access close by at Merthyr Mawr and Pyle. 

 

The WAG had allocated £1.6m. across Wales to deliver its commitment to increase public access to the coast, and had yet to finalise the guidance to be followed when applying for grant aid. It was accepted, however, that there was a need to identify and prepare potential schemes for submission to the WAG once invitations to apply for grant were issued. In conclusion, Members’ attention was drawn to the first draft of the Outline CAP as appended to the report.

 

AGREED – THAT the position as indicated above be noted, and that Members submit their comments on the draft Outline CAP to Mr. Coleman within two weeks from the date of the meeting.

 

 

(g)            National Access Forum for Wales - 13th March, 2007 -

 

Notification had been received of a meeting of the above to be held in Swansea at 10.30 a.m. on 13th March, 2007.  Whilst the meeting was open to the general public and therefore any interested party could attend, it was

 

AGREED - T H A T the Vice-Chairman be appointed to attend on behalf of the VOG LAF.

 

 

(h)            Forward Work Programme -

 

8th May, 2007 -             Meeting to be held in the new Visitor Centre at Dyffryn Gardens; opportunity to view the facilities at Dyffryn; feedback on the responses to the draft ROWIP.

.

September, 2007 -            Final version of ROWIP; final draft version of Coastal Access Improvement Programme.

 

 

(i)         Date of Future Meetings 2007/08 -

 

AGREED - T H A T the next meeting be held at 6.00 p.m. on Tuesday, 8th May, 2007 (with consideration being given to a walk being arranged for earlier in the day), and that meetings be scheduled thereafter at dates to be arranged in September, 2007 and January and May, 2008.

 

_______________

 

 

C2930                        COASTAL ACCESS IMPROVEMENT PROGRAMME (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet were:

 

-            advised of this new initiative;

-           asked to approve a bid for grant from the Countryside Council for Wales (CCW).

 

In June last year, the First Minister, Rhodri Morgan, announced the Welsh Assembly Government (WAG) intention to develop a new coastal access improvement programme.  This stemmed from a commitment in the strategic agenda “Wales: A Better Country”.

 

The key priorities of the programme were to improve access to Wales’ dramatic coast for local communities and visitors, through:

 

a.      Physical improvements to existing paths and routes at the coast, together with the development of new and improved links and circular routes, maximising the benefits to local people and visitors.

 

b.   Improving and extending opportunities to access the coastal environment for young families, disabled people and other people with mobility problems.

 

c.   Improving and extending access opportunities for cyclists and horse riders to enjoy the Welsh coast.

 

d.   Improving and extending areas with public rights of access for recreation (such as CROW access land and publicly owned land at the coast).

 

e.      Delivery of a good quality all Wales coastal path, connecting up existing coastal trails.

 

f.   Provision of information and activities to promote and increase the use of coastal access by local people and visitors.

 

To this end, WAG had hosted a series of all Wales stakeholder meetings and asked the CCW to produce a project plan and formal guidance to deliver the programme.  It was always envisaged that local authorities would take the lead in implementing improvements, and would develop local partnerships to do so.

 

The final guidance documents were issued in December at a meeting hosted by WAG / CCW.  They envisaged four main components:

 

§                local coastal access programmes set out by local authorities;

§                local partnership of stakeholders based on the existing Local Access Forum;

§                wide consultations with all interested bodies, public and landowners;

§                grant funding based on annual work programmes.

 

The programme required an outline Coastal Access Improvement Programme (CAIP) to be prepared by April 2007 to be accompanied by a bid for grant for 2007/08.  A full CAIP needed to be in place by October 2007 to enable grant bids for future years.  Initially the programme would run for three years from 2007-2010, probably to be extended by a further 2 - 3 years following a review.  CCW would administer the programme and offer grant aid on behalf of WAG.

 

The CAIP had to be prepared by the local authorities, though organisations and individuals could put forward proposals for possible inclusions.  In order to develop a programme for the Vale of Glamorgan, all coastal Town and Community Councils had been consulted, together with a number of major landowners, as well as a working group of Council officers.  The responses had all been positive, some with suggestions for improvement.

 

The Local Access Forum had been consulted on 21st February on an outline Coastal Access Programme and following that consultation, it was intended to further develop the programme, to embrace both practical and investigative work envisaged to improve coastal access for all.

 

The outline CAIP would describe the variety of the Vale of Glamorgan coastline, from the urban promenades of Barry and Penarth in the east to the spectacular Heritage Coast in the west.  Some 92% of the 53 km of coast (stretching from the Cardiff Bay / Ely Estuary in the east to the Ogmore River in the west) is accessible on land, much of the this (60% by public right of way).  The inaccessible 8% consisted of cliff top at Penarth Head, Barry Docks and a length of the Glamorgan Heritage Coast near Wick.  Overall, the Vale’s coastline provided good opportunities for a variety of land and sea based activities, and was a great attraction for both residents and visitors.

 

It was therefore felt important that maximum advantage be taken of the opportunities to improve public access to the coast enabled by this programme.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Coastal Access Improvement Programme be welcomed and that the principle of bidding for grant aid to the Countryside Council for Wales be endorsed.

 

(2)       T H A T a progress report be made to Cabinet in due course.

 

Reasons for decisions

 

(1)       To enable bids for grant aid to improve public access to the coast.

 

(2)       To keep the Cabinet informed.

 

 

C2931                        CONSULTATION ON DRAFT CIRCULAR (LAND USE) PLANNING FOR GYPSY AND TRAVELLER CARAVAN SITES IN WALES (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet were advised of the Council’s formal response to the Welsh Assembly Government (WAG) in respect of the recent consultation on the Draft Circular (Land Use) Planning for Gypsy and Traveller Caravan Sites in Wales. 

 

The draft circular provided general guidance to LPAs on the planning aspects of finding sites for gypsies and travellers.  In many instances, the draft circular merely reiterated the obligations placed on the LPA by existing legislation.  However, the draft circular also set the context for and gave guidance to LPAs on how planning for gypsy and traveller needs should be incorporated and involved in the LDP process.  As with all recent WAG consultations, questions on specific elements of the draft circular were posed in a questionnaire.  The Council’s final responses to these questions was attached at Appendix A to the report.

 

Increasingly, changing circumstances had meant that the traditional itinerant lifestyle of gypsies and travellers had changed.  Many gypsies and travellers wished to find and buy their own sites to develop and manage.  An increase in the number of approved private sites may also release pitches on local authority sites for gypsies and travellers most in need of public provision.  However, there would remain a requirement for public site provision above the current levels as such sites were needed for gypsies and travellers who were unable to buy and develop their own sites, or for those who prefer to rent, and to provide transit sites and emergency stopping places where gypsies and travellers may legally stop in the course of travelling.

 

Some gypsies and travellers had an active itinerant lifestyle including groups of long distance travellers, and were generally self employed people, although the traditional patterns of work were however changing, and the community had generally become more settled.  For example, a reduction of seasonal agriculture and related work had led to more travellers working in trades that required less mobility.

 

There was therefore, a need to provide sites, including transit sites, in locations that met the current working patterns of the current gypsies and traveller community.  In view of the changes in their work patterns, these may not be the same areas they had located in or frequented in the past.  This needed to be balanced with the responsibility of gypsies and travellers to respect the planning system.

 

A more settled existence could prove beneficial to some gypsies and travellers in terms of access to health and education services, and employment and could contribute to greater integration and social inclusion with local communities.  Nevertheless, the ability to travel remained an important part of the gypsy and traveller culture.  Some communities of gypsies and travellers lived in extended family groups and often travelled as such.  This was a key feature of their traditional way of life that had an impact on planning for their accommodation.

 

The draft circular considered that Local Housing Market Assessments provide the key source of information that would enable local authorities to assess the level of additional gypsy and traveller accommodation provision that was required when preparing their Local Development Plans (LDPs).  Local authorities, when preparing the Local Housing Market Assessments (LHMA), must consult with key stakeholders and local communities involving both their planning and housing functions.  Local authorities would also need to have regard to their statutory duties including those in respect of homelessness and Part VI of the Housing Act 1996 and to their obligations under the Race Relations Amendment Act 2000.

 

In advance of the completion of the LHMA, other means of assessment would be required and the draft circular outlined sources of information that could be utilised including an assessment of incidents of unauthorised encampments; the numbers and outcomes of planning applications and appeals; levels of occupancy; plot turnover and waiting lists for public authorised sites; the status of existing private sites, as well as the twice yearly Caravan Count being undertaken on behalf of the WAG.

 

Where a LHMA identified an unmet need for gypsy and traveller accommodation in an area, the draft circular indicated that LPAs should allocate sufficient sites in their LDPs to ensure that this need could be met.  LPAs would need to demonstrate that sites were suitable and that there was a reasonable likelihood that specific sites allocated within the LDP would be made available for that purpose.  The draft circular provided guidance on site suitability and sustainability issues that should be considered when seeking to allocate a specific site and it stated that wherever possible, LPAs should identify sites suitable for mixed residential and business uses as some gypsies and travellers run their businesses from the site on which their caravans are stationed.  The draft circular stated that in identifying any site(s) the LPA should work with the gypsy and traveller community.

 

Where a LPA was unable to meet or assess future needs identified through specific site locations, the LDP should contain a reasoned explanation as to why that was not possible.  It must explain why the use of criteria based policies was necessary to ensure adequate provision and state the detailed measures that it would take to ensure that adequate provision was made during the plan period.

 

Criteria based policies would be required in the LDP whether or not there was any current need identified in the area for unallocated sites, in order to meet future or unexpected demands.  Criteria based policies must be fair, reasonable, realistic and effective in delivery sites.  Policies that ruled out or placed undue constraints on the development of gypsy and traveller sites should not be included in LDPs.  The draft circular contained guidance on good practice criteria to assist LPAs.

 

Gypsies and travellers in rural areas often faced difficulties in securing an adequate supply of affordable land for their needs.  Therefore, the draft circular advised that where there was a lack of land to meet the local gypsy and traveller needs (as demonstrated by an up to date accommodation assessment), LPAs in rural areas should consider using a “rural exception site policy” in their LDPs.  These should operate in the same way as rural exception site policies for housing as set out in paragraph 9.2.21 of the MIPPS 01/2006 on Housing i.e. policies should make it clear that the release of small sites intended to meet ‘local need’ are exceptional in the overall context of the overriding policies of the Plan, and therefore required full justification.  In the case of affordable housing, such sites should meet the needs of local people in perpetuity.

 

This matter was for Executive decision.

 

RESOLVED -

 

(1)       T H A T, subject to consultation with the Planning Committee, the report be endorsed as the Council’s formal response to the Welsh Assembly Government’s consultation on the draft Circular “Planning for Gypsy and Traveller Caravan Sites in Wales (2007)” and that a copy of the report be forwarded to the Welsh Assembly Government by 30th March, 2007.

 

(2)       T H A T a further report be presented to Cabinet if necessary, once the draft circular has been formally adopted by the Welsh Assembly Government.

 

Reasons for decisions

 

(1)       To enable a formal response to be made to the Welsh Assembly Government on the draft Circular “Planning for Gypsy and Traveller Caravan Sites” by the consultation deadline.

 

(2)       To maintain information to Cabinet.

 

 

C2932                        LOCAL AVERAGE INTEREST RATE (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet received a report which recommended the rate of interest to be charged on Council mortgages.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Authority declare an interest rate of 6.89% on all new loans from 12th February, 2007 and that the rate of interest on all existing variable housing loans including the sale of Council dwellings be increased from 6.28% to 6.89% with effect from 12th March, 2007.

 

Reason for decision

 

Interest rate recalculated in accordance with statutory requirements.

 

 

C2933                        GREEN TRAVEL INITIATIVES - STAFF INTEREST FREE TRAVEL LOANS AND ALLOWANCES FOR CYCLES, MOTORCYCLES (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet were asked to consider the introduction of staff travel loans and revised arrangements for cycle and motorcycle allowances.


 

 

Staff Travel Loans

 

Annual season tickets are available from transport operators at a considerable discount over the daily or weekly fares.

 

Normally when an employer provides or contributes to the cost of season tickets or other travel facilities for employees to travel to and from work, there would be tax and National Insurance contributions (NICs) to pay.  However, in respect of interest free or low interest season ticket loans, employees would not have to pay tax or NICs if -

 

§                they repaid the cost of the loan in full, and

§                the total amount of all outstanding loans is less than £5,000.

 

Where an employer bulk buys season tickets at a discount, employees would not have to pay tax or NICs if -

 

§                they repaid the full discounted cost of the loan in full, and

§                the employer’s administration costs in purchasing the tickets is minimal.

 

It was proposed that an interest free staff travel loan scheme be introduced from 1st September, 2007.  To minimise administration costs the scheme would be kept as simple as possible.  The main features would be as follows -

 

§                the scheme would allow staff loans for provision of annual season tickets for bus and rail users;

§                the scheme would apply to permanent members of staff or staff with fixed term contracts of two years or more;

§                the maximum loan would be £1,000 or the actual cost of the ticket whichever was the less.  The maximum amount would be reviewed in line with Inland Revenue tax rules and transport operator charges;

§                the loans would be repayable by salary over a maximum of twelve months in line with the duration of the season ticket;

§                staff leaving the employment of the Council would be required to repay any outstanding loan;

§                the scheme would be administered using existing resources by departments - who would deal with the initial applications and approval; Transact - who would maintain records and organise payments and salary deductions and EER - who would liaise with operators.

 

Based on information from other Councils, take-ups of loans for travel passes had been between 0.02% and 1.8% of staff.

 

Motorcycle Allowances

 

There were no nationally set allowances for motorcycle for local government staff.

 

There were rates for Elected Members as follows:

 

Solo motorcycle cubic capacity

Allowance per Mile

 

Not exceeding 150cc

 

8.78p

From 151cc to 500cc

12.70p

Exceeding 500cc

17.00p

 

The current motorcycle allowance payable by the Vale of Glamorgan was set at 13p per mile in November 2003 on the basis of the mid range allowance for Elected Members.

 

HM Revenue and Customs (HMRC) allows for a maximum approved mileage allowance payment (AMAP) of up to 25p per mile for motorcycles.  Any rate above this would be subject to tax and National Insurance (NICSs).

 

Where a rate below the AMAP is paid, the user could claim tax relief for the difference.  This is called mileage allowance relief (MAR).  To claim this, employees must keep a record of business mileage and any mileage allowances paid.

 

Consideration needed to be given to increasing the motorcycle allowance to a more realistic level of 25p per mile to encourage use of motorcycles rather than cars.  Allowances could be paid using the existing travel allowances systems and could be verified using existing practices.

 

Cycle Allowances

 

There were no nationally set allowances for cycle allowances for local government staff.  There was no existing policy on the payment of cycle allowances in the Vale of Glamorgan Council.

 

HMRC allowed for a maximum AMAP of up to 20p per mile for cycles.  Again, where no mileage allowance was paid or the rate paid was less than the AMAP, the user could claim tax relief for the difference.  An allowance of 20p per mile in line with the maximum AMAP could be introduced as a means of encouraging cycling.

 

In order to verify the distance of journeys travelled by cycle, since cycles are not normally fitted with an odometer, it would be a requirement that in order to claim staff must provide the full address (including post codes) for all locations visited.

 

Some restrictions needed to be in place to avoid time wasting or abuse of the system since travelling times for long journeys could be excessive.  It was considered that a 2 - mile maximum distance would be a reasonable restriction.

 

Assistance for Purchase of Cycles

 

There were various schemes where cycles could be provided by salary sacrifice.  Further investigations could be made into the schemes available as part of the overall considerations of salary sacrifice.  There would be no direct cost to the Council for salary sacrifice as money would be paid over direct from staff salaries.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T an interest free staff travel loan scheme be introduced from 1st September 2007.

 

(2)       T H A T the Directorate of Environmental and Economic Regeneration arrange for further investigations into the terms under which annual season tickets could be supplied by transport operators in the Vale of Glamorgan.

 

(3)       T H A T the final details of the loan scheme be developed and agreed by the Travel Plan Working Group.

 

(4)       T H A T the motorcycle allowance be increased to 25p per mile with effect from 1st April, 2007.

 

(5)       T H A T a cycle allowance of 20p per mile be introduced from 1st April, 2007 for journeys not exceeding 3 miles in each direction.

 

(6)       T H A T the introduction of a salary sacrifice scheme to enable staff to purchase cycles be agreed in principle and that the final details of the scheme be developed and recommended to Cabinet by the Travel Plan Working Group for final consideration.

 

(7)       T H A T the schemes be monitored and reviewed as part of the Travel Plan and a further report submitted to Cabinet within twelve months.

 

Reasons for decisions

 

(1)       To provide an incentive for staff to use public transport.

 

(2)       To obtain best terms from operators.

 

(3)       To develop a workable scheme.

 

(4)       To encourage use of motorcycles.

 

(5)       To encourage use of cycles.

 

(6)       To encourage use of cycles.

 

(7)       To monitor impact.

 


 

 

C2934                        COMMUNITY ACTION SELF HELP (C.A.S.H.) SCHEME 2006/2007 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Following consideration of the report which detailed the applications received this year together with the grants recommended thereon, it was

 

RESOLVED - T H A T the above applications be determined as indicated below:

 

Site / Location

Applicants’ scheme description

Grant Recommended

£

 

Barry Town Council

Merthyr Dyfan Cemetery Chapel

 

To fund the provision of remembrance books and display cases etc.

 

3,000

 

Wenvoe Community Council

Wenvoe Village Hall

 

Renovation / replacement of fire doors

 

1,212

 

 

C2935                        POSSIBLE SCHOOL AMALGAMATION - ROMILLY INFANT AND NURSERY SCHOOL AND JUNIOR SCHOOL (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Approval was sought to commence informal consultation in respect of the possible amalgamation of Romilly Infant and Junior Schools.  Romilly Infant School included a nursery unit.

 

As at September 2006, the Infant School had 205 pupils on roll (excluding nursery children) and the Junior School had 343.

 

Both the Headteacher and Deputy Headteacher at the Infant (including nursery) School were due to retire by 2010.  Therefore, there was an ideal opportunity to consider amalgamation of the two schools to make a single primary school.

 

Such an amalgamation would provide clear educational benefits and would be consistent with the Welsh Assembly Government’s drive towards efficiency and rationalisation.

 

A single Primary School would be able to operate more efficiently than the separate Infant and Junior Schools.  Rationalisation of the Headteacher and Deputy Headteacher posts would result in revenue savings of around £120,000 per annum.  Other than the retirement of these two postholders in the Infant School, it was not envisaged that there would be a redundancy situation.

 

In order to achieve the amalgamation, some minor works would be necessary for remodelling of the new Primary School to include remodelled staff room facilities and administration facilities.  The total cost of works was estimated at £100,000 and would be funded from the School Capital Programme.

 

Both the current Infant and Junior School were a three-form entry school.  This would remain the case for a proposed amalgamation to a single Primary School.  The two Schools were already located on the same site and the new Primary School would be the same size as the existing Infant and Nursery and Junior Schools.  Currently every pupil who attended Romilly Infant School naturally transferred to the Junior School at key stage 2.  The existing nursery unit attached to the Infant School would be unaffected by this proposal.

 

Pupil projections for both Schools were to remain relatively static over the next five years.  An amalgamation would therefore reflect the current pattern of pupils attending the Infant School and progressing to Year 6 at the Junior School.  A clear advantage would be the removal of the need for transition between the two Schools and would build upon the strengths of the two Schools to create a single successful community Primary School.

 

The proposal to create a single Primary School required informal consultation and subsequent publication of statutory proposals.  An outline timescale would be as indicated below:

 

§                March 2007 - informal consultation with school and governing body;

§                April 2007 - public meeting held with relevant parties.  Invitation issued for written comments to be submitted within four weeks;

§                May 2007 - consideration of responses to public meeting and report to Cabinet;

§                June 2007 - publication of statutory notice and proposals for a period of two months.

 

If no objections were received to the statutory notice, the Local Education Authority would determine the proposals.  If objections were received, the proposal would be submitted to the Welsh Assembly Government for determination.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T approval be granted to commence informal consultation prior to the publication of statutory notices.

 

(2)       T H A T the outcome of the consultation progress be reported back to Cabinet prior to publication of statutory notice.

 

Reasons for decisions

 

(1)       To enable open discussion about the possible amalgamation.

 

(2)       That Cabinet is aware of the outcome of the consultation before statutory notices are published.

 

 

C2936                        CORPORATE SMOKE-FREE WORKPLACE POLICY (DLD) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet approval was sought to formally adopt the Corporate Smoke-Free Workplace Policy.

 

With the Welsh Assembly Government’s National Smoke-Free Legislation coming into force on 2nd April, 2007, the Vale of Glamorgan Council was seeking to ensure that it was a Smoke-Free Workplace provider in line with this date.

 

Attached to the report was a draft Smoke-Free Workplace Policy which had been formulated with all of the Vale of Glamorgan Council’s workplaces in mind, and had taken best practice and guidance from other Welsh Local Authorities, government information, trade union information and had considered legislation already in place in other parts of the UK and Eire.

 

All parts of the United Kingdom had either already introduced Smoke-Free Workplaces or were planning on introducing legislation in the near future.

 

The Welsh Assembly Government had agreed legislation for Wales, which came into force on 2nd April, 2007.  Also, under the Assembly’s Corporate Health Standard Awards Scheme, public bodies were expected to be seen as exemplars in promoting and improving employee health and wellbeing.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Corporate Smoke-Free Workplace Policy be adopted.

 

(2)       T H A T, until 29th April, 2007, staff be permitted to have one smoke break in the morning and one in the afternoon provided  staff ‘clock out’ for the duration of each smoke break.

 

Reasons for decisions

 

(1)       In order to assist the Vale of Glamorgan Council in meeting its duties under the Health and Safety of Work etc. Act 1974, and the legislation relating to Smoke-Free Workplaces in Wales.

 

(2)       To permit a ‘transitional’ period.

 

 

C2937                        MATTERS WHICH THE CHAIRMAN HAD DECIDED WERE URGENT -

 

RESOLVED - T H A T the following matters which the Chairman had decided were urgent for the reasons stated, be considered.

 

 

C2938                        DIRECT SERVICES “DSO” - SERVICE DELIVERY STUDY (DEER ) (SCRUTINY - CORPORATE RESOURCES) -

 

Urgent by reason of the need to enable the contract to be let at the earliest opportunity to provide sufficient lead in time for the Study to commence and complete the draft Business Case before the Summer Cabinet recess

 

Cabinet were updated on progress made on commissioning the above Study and were informed of the consultancy recommended to undertake the Study.

 

The aim of the Study was to identify the change necessary to enable the DSOs within Building and Visible Services to deliver services as effectively and efficiently as possible within their allocated budget.  Efficiencies identified should take account of the “Making the Connections” agenda and should enable the Council’s Housing Strategy of retention, be successfully delivered.

 

The Study would be undertaken in two phases:

 

Phase One - Business Case for change initially focusing on options for future service delivery of Building Services with a need to consider the connectivity and inter dependency of the different DSO functions in the way that they operate.  It was anticipated that the Study would proceed if necessary, to the other DSO functions identified in Visible Services, following selection of the preferred option for Building Services.

 

Phase Two - A Project Implementation Plan would be produced subject to the satisfactory completion of Phase One and a review of the issues arising.  The Project Plan would set out a comprehensive rationale and methodology for undertaking the recommended option.

 

Procurement of the Study had been in accordance with the Council’s Financial Regulations.  An Evaluation Panel had been established for the commissioning of the Study including the Director of Environmental and Economic Regeneration, the Director of Finance, ICT and Property, the Head of Building Services, Operational Manager Finance and Systems and the Project Officer.

 

A two stage selection process had been used with the first stage consisting of a Pre Qualification Questionnaire.  As part of the second stage, a collaborative approach was used with informal interviews of the four shortlisted consultants to enable the draft commissioning document to be refined prior to formal tendering.

 

The formal tender bids had been assessed by the Council’s Evaluation Panel on the basis of a written submission and interview, using a scoring mechanism, which assessed both quality and price.

 

The lowest bidder was Deloitte with a tender submission of £57,495.  However, the preferred bidder selected was KPMG who scored best in terms of overall score, with a total bid of £60,830 (excluding VAT).

 

If this tender was accepted, a pre-contract inception meeting would be held with KPMG to ensure that their approach to the Study matched the aspirations of the Council and the requirements of the commissioning brief.  Representatives of the Council’s Evaluation Panel and Cabinet Members for Finance, ICT and Property and Visible and Building Services would be invited.

 

The preferred bid from KPMG specified a delivery programme of ten weeks for Phase One and three weeks for Phase Two.  A period for review of the draft Business Case would be required prior to the decision to progress with Phase Two of the Study.

 

It was proposed that the Study be undertaken during 2007 with completion of the draft Business Case for change prior to the Summer Cabinet recess and if both Phases were required, the Study should be completed by October 2007.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the appointment of KPMG to undertaken the DSO Service Delivery Study be agreed, subject to a successful pre-contract meeting and agreement of contractual matters by the Director of Legal and Regulatory Services.

 

(2)       T H A T a further report be submitted to Cabinet following completion of the draft Business Case for change.

 

Reasons for decisions

 

(1)       To enable the Study to proceed.

 

(2)       To further inform Cabinet.

 

 

C2939                        PROPOSED EXPANSION OF COMMUNITIES FIRST PROGRAMME (DLD) (SCRUTINY - ALL) -

 

Urgent by reason of the need to meet Welsh Assembly Government’s requirements regarding consultation and following a meeting with its Communities First Team held on Friday, 9th March, 2007

 

Approval was sought from Cabinet to submit the proposal to the Welsh Assembly Government (WAG) that Court 3 may be included in the Communities First Programme.

 

In 2002, the Welsh Assembly Government launched the Communities First (CF) initiative, which was designed to make positive, lasting impact on the most deprived communities in Wales and promote neighbourhood renewal.

 

The CF Programme operated in two sub-ward areas in Barry (Thompson Street in Castleland and an area of Gibbonsdown).  The council took on the role of leading and managing the initiative from April 2005.

 

WAG had identified a further number of deprived areas in Wales (via the 2005 Welsh Index of Multiple Deprivation) which were not currently in the CF Programme.  The WIMD divided Wales in 1,896 areas, called Lower Super Output Areas (LSOAs).  The most deprived are defined as the top 10% of LSOAs.  Using this method, a further 46 LSOAs had been identified across Wales as deprived, but were not currently covered by the CF Programme.

 

One new area in the Vale of Glamorgan, Court 3, was identified in this way.  This was a large area covering approximately one-third of Court Ward, or about 1,500 people.  This was much larger than the existing CF areas, making it considerably more viable.

 

Cabinet, in October 2006, approved a report that the Director of Learning and Development explore the feasibility of creating a new Communities First area in Court 3, beginning with stakeholder consultation, and that a further report be submitted to Cabinet on the process of stakeholder consultation.

 

Since that time, officers of the Council had met with Elected Members and consulted with key stakeholders, namely local community organisations already working in the area and existing CF Partnerships.  Support for the inclusion of the area in the CF Programme had been strong and all stakeholders had agreed to sign up to the proposal.  The Director of Learning and Development highlighted the consultation response from the existing Communities First Partnership relating to the boundary of the proposed Court 3 area, the resource implication and consultation arrangements.  He also confirmed that the existing Partnerships supported the proposal.

 

There had also been a series of public meetings to seek the views of residents of Court 3, and whilst the turnout had been disappointing, there was considerable support from the residents for the proposal to introduce the Communities First Programme.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Director of Learning and Development be authorised to submit the proposal to WAG to include Court 3 area in the Communities First Programme.

 

Reason for decision

 

In order to submit the proposal before the deadline of 30th March, 2007.

 


 

 

C2940                        VISIBLE SERVICES: PROPOSED FEES AND CHARGES 2007/08 (DEER) (REF) -

 

Urgent by reason of the need to determine the majority of the charges prior to 1st April, 2007

 

Scrutiny Committee (Economy and Environment) had, on 13th March, 2007, given consideration to the proposals for service charges for the following functions managed by Visible Services:

 

Waste Management and Cleansing

Parks and Grounds Maintenance

Highway Maintenance

Engineering Design and Procurement.

 

Due to reductions in the Visible Services Revenue Budget for 2007-10, over and above efficiency savings, it had been considered necessary to increase fees to a level sufficient to assist in maintaining services where possible.  In brief, it was proposed

 

§                that the majority of waste charges be increased by 20%, it being noted that the bulk of those costs would fall on the private sector (which had a choice whether or not to use the Council’s service);

§                that the charges for the docking of the Waverley / Balmoral be increased since a large number of those operations fell outside of normal working hours (which necessitated an additional cost to the Council);

§                that charges for senior football be increased by £4 per match for changing facilities and by £3 per match without, it being noted that in order to encourage football and rugby at a mini pitch level, it had been proposed that the charges be discontinued;

§                that it be noted that the remaining increases in charges falling under the remit of Parks and Grounds Maintenance reflected the necessity to generate a greater level of revenue income within the service area;

§                that charges for coastal car parks be increased to £3.50;

§                that it be noted that, whilst the charges proposed within the remit of Engineering Design and Procurement were generally above the rate of inflation, they were largely incurred by private property developers and would assist in supplementing the budget for 2007/08.

 

Scrutiny Committee had recommended

 

“(1)      T H A T the charging and fee proposals for Visible Services as appended to the report be endorsed, subject to the charges relating to Café Style Licences in that whilst the licence fee should be as proposed, namely £350 over three years, an additional charge be levied based on the square metreage of the area used for the purposes.

 

(2)       T H A T all charges come into effect from 1st April, 2007 with the exception of charges for football and rugby which would be implemented from the start of the next season.

 

(3)       T H A T this Committee receive a report in six months to ascertain whether additional funds had been generated as a result of the increased charges, together with details of other providers of similar services in order to assess the position and address any implications arising therefrom.

 

(4)       T H A T recommendations (1) and (2) above be referred to Cabinet for approval.

 

Reasons for recommendations

 

(1)       To demonstrate the Committee’s approval of the charge increases.

 

(2)       To accord with the necessary timetable.

 

(3)       To review the situation.

 

(4)       To gain Executive approval.”

 

Cabinet noted that the charges for senior football had not been increased since 2004.

 

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

 

RESOLVED - T H A T the recommendations of Scrutiny Committee (Economy and Environment) be adopted subject to

 

(i)      receipt of a further report to Cabinet on the feasibility of the Council erecting and dismantling banners on bridges (and making a charge for this service).

 

(ii)   deferment of the docking charge for the Balmoral / Waverley outside of normal working hours pending receipt of a further report.

 

 

C2941                        COASTAL ACCESS IMPROVEMENT PROGRAMME (DEER) (REF) -

 

Urgent by reason of the need for Cabinet to be aware of the views of the Scrutiny Committee when considering its position on Agenda Item No. 5

 

Scrutiny Committee (Economy and Environment) had, on 13th March, 2007, given consideration to the WAG initiative to develop a new Coastal Access Improvement Programme (CAIP).  The programme required that an outline CAIP be prepared by April 2007 to be accompanied by a bid for grant for 2007/08.  A full CAIP would have to be in place by October 2007 to enable grant bids for future years.  Initially the programme would run for three years from 2007 to 2010 with a probable extension for a further two to three years following a review.  The Countryside Council for Wales (CCW) would administer the programme and offer grant aid on behalf of WAG.  Whilst the CAIP had to be prepared by local authorities, organisations and individuals could put forward proposals for possible inclusion.  In order to develop a programme for the Vale of Glamorgan, all coastal Town and Community Councils had been consulted, together with a number of major landowners as well as a working group of Council officers.  The Local Access Forum had also already been consulted.

 

The WAG initiative was widely welcomed and discussion ensued on various matters including the specifics of the grant, the needs of cyclists, horse riders and the mobility-impaired, and on the development of a Coastal Strategy which would link into the initiative.

 

Scrutiny Committee had recommended

 

“(1)      T H A T the Coastal Access Improvement Programme be welcomed and the principle of bidding for grant aid to the Countryside Council for Wales endorsed.

 

(2)       T H A T Cabinet be requested to approve recommendation (1) above.

 

(3)       T H A T a progress report be made to this Committee on the grant application and also on the development of the Coastal Strategy in due course.

 

(4)       T H A T the report be referred to the Glamorgan Heritage Coast Advisory Group.

 

Reasons for decisions

 

(1)&(2)      To enable bids for grant aid to improve public access to the coast.

 

(3)             To assess progress.

 

(4)             For consultation progress.”

 

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

 

Noted that this matter had been dealt with earlier in the meeting.

 

 

2942               EXCLUSION OF PRESS AND PUBLIC -

 

RESOLVED - T H A T under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 4 of Schedule 12A (as amended) of the Act, the relevant paragraphs of the Schedule being referred to in brackets after the minute heading.

 

 

C2943                        SALARY - SACRIFICE CHILDCARE SUPPORT FOR EMPLOYEES (DLD) (EXEMPT INFORMATION - PARAGRAPH 21) (SCRUTINY - CORPORATE RESOURCES) -

 

Members’ approval was sought for the implementation of a salary-sacrifice childcare support scheme that would be available to all employees.

 

Scrutiny Committee (Corporate Resources) on 4th April, 2006, had requested information with regard to the Council’s current childcare scheme and the viability of introducing a salary-sacrifice based childcare scheme.

 

In 1993, the Council had implemented a Childcare Voucher Scheme that made contributions towards part of an employee’s childcare costs through purchasing childcare vouchers for the employee.  That scheme had now closed.

 

In recent years, more accessible salary-sacrifice schemes had become available which took advantage of tax and National Insurance relief.  These schemes were not means tested and must be made available to all employees, as opposed to the Council’s former childcare provision which was restricted to only a small pool of employees.  Careful consideration would need to be taken by any applicant as to whether or not they actually benefited from participation, as some may find that participation would affect their pension and NI contributions.

 

Under the salary-sacrifice schemes, employees would be able to spend £55 per week on childcare provision which would not be subject to tax or NI contributions.  Additionally, the employer would be able to save on their own NI costs on that amount.  The employer would save 9.3% NI (for superannuated employees) against the employee’s expenditure.

 

Scrutiny Committee (Corporate Resources) at its meeting held in July 2006, had recommended that the Council implement a salary-sacrifice support scheme, subject to consultation with the recognised trade unions and Cabinet approval.  Corporate Management Team also voiced its support for the implementation of a salary-sacrifice childcare support scheme in the same month.

 

In investigating the viability of implementing a salary-sacrifice scheme, Human Resources and Equalities Officers, together with relevant Officers from Finance and Legal, met with five separate providers to discuss the advantages and disadvantages of introducing the scheme.

 

Upon consideration of the Scrutiny Committee’s recommendations, Cabinet had resolved to give the issue further consideration pending the receipt of a further report that detailed the potential cost of implementing the Scrutiny Committee’s proposals.

 

The Council’s Equalities Section together with the Corporate Procurement Unit issued invitations to tender to four established, national, childcare support scheme providers in January 2007 in order to provisionally establish detailed costs for Cabinet.  All four suppliers returned bids.

 

Representatives from the Corporate Equalities Section and Finance / Transact had evaluated the bids in the context of both quality and value for money, and in accordance with the Council’s own Standing Orders, Financial Regulations and Procurement Regulations.

 

It was the view of the Panel that the submission from Accor Services represented the best option, both in terms of quality and price.

 

Human Resources and Equalities would co-ordinate the publicity, Staffnet and literature information and monitor the contract of the scheme.  Transact would administer the salary deductions and payments.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the implementation of a salary-sacrifice childcare voucher scheme be accepted and that the Council accepts the contractual bid made by Accor Services UK, to be initiated from 1st April or as soon as practicable thereafter.

 

(2)       T H A T the scheme be reviewed after a period of one year.

 

Reasons for decisions

 

(1)       To assist employees in balancing their work and family lives.

 

(2)       To determine the realised benefits of the scheme.

 

 

C2944                        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 stated, be considered.

 

 

C2945                        HIGHWAY MAINTENANCE CONTRACTS (DEER) (EXEMPT INFORMATION - PARAGRAPH 20) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Urgent by reason of the need to make a decision prior to the next Cabinet meeting

 

Cabinet received a report on the contractual issues relating to a number of highway maintenance contracts.

 

Tenders were invited on an annual basis for a series of works contracts.  Some of these were annual contracts, a number of which could be extended each year by up to three to five years in duration.  These contracts formed an essential part of the operation of the Highway Maintenance Group’s management strategy.  Cabinet received a report which sought to regularise amendments to contracts that had already been introduced, to obtain approval for a number of contract extensions / variations and to agree a delegation of authority in order to accept the contracts highlighted within the report that were scheduled to be re-tendered this year.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the following actions that had been undertaken by officers be approved:

 

(a)            Permanent Reinstatement Highway Works

 

            (i)   The extension of the existing contract with LGA Ltd. from 1st April, 2005 to May 2005 using RPI.

 

            (ii)   Approval for the use of RPI for the extension of the contract with LGA Ltd. from 2005/06 to 2006/07.

 

(b)   Emergency Highway Reinstatement

 

            (i)   The extension of the contract with LGA Ltd. for the period from 1st April, 2005 to May 2005.

 

            (ii)   The extension of the contract with LGA Ltd. for 2006/07 using RPI plus 1% for petroleum based products increase.

 

(c)        Supply of 2/3 Man Gangs

 

            (i)   The acceptance of the tenders with the contractors and anticipated outturns for 2006/07 as follows:

 

               KJ Walby    £300,000

               DJ Roberts    £100,000

               Howells                    £0

               S& S Supplies               £0

 

(2)       T H A T the following be agreed:

 

(a)   Permanent Reinstatement Highway Works

 

            (i)   The extension of the contract with LGA Ltd. from 1st April, 2007 to 30th June, 2007 with no increase in rates.


 

 

(b)   Emergency Highway Reinstatement

 

            (i)   The extension of the contract with LGA Ltd. from 1st April, 2007 to 30th June, 2007 with no increase in rates.

 

(c)        Supply of 2/3 Man Gangs

 

            (i)   The extension of the contracts for 2007/08 (12 months) using the same rates with an estimated outturn as follows:

 

               KJ Walby    £300,000

               DJ Roberts    £100,000

 

(d)   Highway Weed Control

 

            (i)   Approval to carry over the finance for the first weed treatment into the following financial year if the weather conditions are too cold for treatment in March.

 

            (ii)   The extension of the contract at the same rates to 2007/08 for the contract with Complete Weed Control.

 

(3)       T H A T delegated authority to accept the lowest suitable tender be given to the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Visible Services for emergency and permanent highway reinstatement works.

 

Reasons for decisions

 

(1)       (a - c)              To regularise the situation.

 

(2)       (a - d)              To maximise the utilisation of finance and other resources and to ensure efficiency savings.

 

(3)       To ensure a more timely contract acceptance process.