CABINET

 

 

MINUTES of a meeting held on 23rd May, 2007.

 

Present: Councillor (Chairman); Councillor N. Moore (Vice-Chairman) (in the Chair); Councillors R.F. Curtis, S.C. Egan, N.J. Gibbs, Mrs. V.M. Hartrey, G. John, Mrs. M. Randall and C.J. Williams.

 

Councillor Moore welcomed Councillor Hartrey to her first meeting of Cabinet and hoped that she would enjoy the experience.

 

Councillor Moore also welcomed the many members of the public who attended in relation to the Schools Investment Strategy that was being debated at the meeting.

 

 

C3018                        APOLOGIES FOR ABSENCE -

 

These were received from Councillors Ms. M.E. Alexander and Mrs. M.R. Wilkinson.

 

 

C3019                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 9th May, 2007 be approved as a correct record.

 

 

C3020                        DECLARATIONS OF INTEREST -

 

There were no declarations received.

 

 

C3021                        ONEVALE PROGRAMME (REF) –

 

Cabinet, at its meeting on 28th March, 2007, previously considered this matter and subsequently referred the item to the Scrutiny Committee (Corporate Resources) for consultation.  The Scrutiny Committee (Corporate Resources) as its meeting held on 24th April, 2007 gave consideration to this issue and associated matters.

 

Of particular concern to the Scrutiny Committee was the lack of information regarding the future location of the OneVale Contact Centre and matters relating to progress with BPR and associated costs as a result of its introduction.  The Scrutiny Committee also at that time suggested that in order to track progress in respect of cost savings associated with the BPR, future reports to Cabinet and the Scrutiny Committee (Corporate Resources) contain disaggregated costs / saving data against individual service areas.

 

The Scrutiny Committee (Corporate Resources) subsequently recommended the following to Cabinet:

 

(1)       T H A T …

 

(2)       T H A T Cabinet be requested to refer the Wales Audit Office Audit report on the OneVale Programme once received to this Scrutiny Committee.

 

The Cabinet having considered the above request

 

RESOLVED – T H A T that the recommendations of the Scrutiny Committee (Corporate Resources) of 24th April, 2007 be endorsed.

 

 

C3022                        2007/08 OPERATIONAL PLAN AND STRATEGY DOCUMENT (DFICTP) -

 

The Audit Committee at its meeting held on 14th May, 2007 gave consideration to the above Operational Plan and Strategy Document.  The Plan had been based on six main areas of audit coverage across each Directorate, encompassing “Corporate Governance, Performance Management, Risk Management, Anti-Fraud & Corruption, Assurance and Value for Money”.  The Plan outlined the assignments to be carried out, their respective priorities, an estimate of resources needed and differentiated between assurance and other work.  With regard to the Audit Strategy document which set out how the internal audit service would be delivered and developed in accordance with the Audit Committee’s Terms of Reference and how it linked to the Council’s objectives and priorities.  The Strategy document would be subject to review and update annually in consultation with stakeholders namely the Corporate Management Team, External Auditors and senior management.

 

The Audit Committee had also been apprised of the proposal by the Auditor General (Wales) that the Wales Audit Office be replaced as the Council’s Auditor by a private firm of auditors albeit the Wales Audit Office would still be responsible for auditing certain functions of the Council.  The members of the Audit Committee had expressed disquiet at the proposal in view of the good working relationships that had been developed between the Council and the Wales Audit Office.

 

The Audit Committee, having regard to the above related matters, subsequently recommended –

 

(1)       T H A T …

 

(2)       T H A T Cabinet be requested to keep the Audit Committee informed of the rationale and developments with regard to the appointment of the Council’s external auditors.

 

 

 

Reason for decisions

 

(1)       To …

 

(2)       To keep the Audit Committee informed of the situation.

 

The Chief Executive indicated that he would be meeting in the near future the Auditor General to discuss their proposals and to ascertain the rationale behind these.  He further indicated that the Corporate Management Team were concerned with the proposals as put forward in particular, there were a number of issues that would be impacted upon as a consequence of any changes being implemented e.g. the OneVale programme and the Council’s response to the joint review with Social Services.  The views of the Chief Executive were supported by the Cabinet and having considered the above and related matters

 

RESOLVED – T H A T the above recommendations of the Audit Committee be accepted.

 

 

C3023                        GLAMORGAN HERITAGE COAST ADVISORY GROUP –

 

RESOLVED –

 

(1)       T H A T the following report be endorsed.

 

(2)       T H A T the Director of Environmental and Economic Regeneration be reminded that the terms of reference of the Advisory Group require the Group to meet at least twice a year.

 

(3)       T H A T the Director of Environmental and Economic Regeneration be requested to in the future where practicable, not to convene meetings of the Advisory Group on the same day as Cabinet or informal Cabinet, which were generally a Wednesday.

 

MINUTES of a meeting held on 2nd May, 2007.

 

Present: Councillors E. Hacker, Mrs. V.M. Hartrey and Mrs. A.J. Preston (Vale of Glamorgan Council), Mr P. Dunn (Glamorgan Heritage Coast), Mr. J. Golunski (Cooke and Arkwright), Councillor Mrs. M. Wilkins (Bridgend County Borough Council), Mr. S. Moon (Bridgend County Borough Council, Mrs. H. March, Mr. R. McLaggan, Mr. J. Morgan (Friends of the Glamorgan Heritage Coast) and Mr. S. Hammond (CCW).

 

 

(a)            Appointment of Chairman –

 

AGREED – T H A T Councillor Mrs. A.J. Preston be appointed Chairman for the current municipal year.

 

 

(b)            Apologies for Absence -

 

These were received from Councillors Ms. L. Burnett, J. Clifford, N.J. Gibbs, Mrs. M. Kelly Owen, M.R. Harvey and W.C. Vaughan (Vale of Glamorgan Council), Mr. H. Lewis (Friends of the Glamorgan Heritage Coast), and Councillor M. Davies (One Voice Wales).

 

 

(c)            Minutes of the Meeting Held on 25th April, 2006 -

 

AGREED - T H A T the minutes of the meeting held on 25th April, 2006 be accepted.

 

 

(d)       Report of the Principal Ranger – Review 2006/07 -

 

The report of the Principal Ranger, Mr. P. Dunn, was accompanied by a PowerPoint slide presentation, which provided members with an overview of the issues the team had faced over the previous year.   It also highlighted some of the achievements of the Heritage Coast staff and volunteers throughout the year.

 

Staffing

 

The Ranger team was currently “up to full strength“ and extra opening hours for the Centre had been achieved for a three month trial period during the summer months.  This had proved successful and Mr Dunn took the opportunity to thank all the staff and volunteers for their hard work and dedication throughout the year.

 

Raising Quality: Conserving Natural Resources

 

The management at Cwm Mawr and Cwm Marcross over recent years had produced excellent results with an increase in the growth of tuberous thistle, clustered bellflower, and other limestone grassland plants.  Surveys of the tuberous thistle along the coast had shown strong populations from Dunraven to Nash Point and the grazing at Cwm Nash had significantly improved the grassland and produced good numbers of orchids and tuberous thistle amongst others.  As a result of the winter management of the Alun Valley, an increase had been noted in the numbers of High Brown Fritillary butterflies.  Violet and bracken litter surveys had also highlighted a significant improvement in habitat quality.  The Tir Gofal scheme had picked up two awards in the previous year with Peter and Ros Davies winning the Vale Biodiversity Award and the All Wales Agri-Environment Farm of the year Award from the Countryside Council for Wales.  Outreach work had been carried out at Graig Penllyne, Readers Way pond and the Alun Valley in partnership with conversation bodies.  Significant work had also been undertaken in partnership with the Butterfly Conservation and the Vale of Glamorgan Biodiversity Partnership to open up a much larger area and grazing and further management in partnership with CCW was undertaken on Old Castle Down and Ogmore Down SSI to improve botanical interest.  The Heritage Coast Rangers had also been involved in helping to create wildlife areas at St Brides, Wick, Eagleswell and St Illtyds Schools, with St Brides winning a Vale of Glamorgan Biodiversity Award.

 

Enabling Others

 

The Advisory Group was informed that over 90 classes from local schools had visited the Heritage Coast Centre and that the Heritage Coast Ranger team had also provided 43 talks and guided walks to other interested groups.  This had been an increase of 18 over the previous year and reflected the quality of the service offered.  The Centre had arranged 12 work experience placements including a three month placement from the British Council IASTE programme and had hosted 17 working groups, and a small group of individual volunteers who gave 119 days of volunteer effort.  The extra opening hours at the Heritage Coast Information Centre had enabled the team to achieve more during the busy summer period.  The mobility scooter that had been donated by the Friends of Glamorgan Heritage Coast had received regular use throughout the year and the Centre continued to act as a meeting venue for a variety of fora and exhibitions throughout the year which resulted in developing partnerships, increasing visitor awareness and continued good relations.

 

Improving Accessibility

 

There had been considerable sediment movement due to the winter storms, which had resulted in problems for beach access.  The storms had also removed a section of the slipway at Dunraven and severely damaged the sea wall at St Donats.  Cliff falls at Stout Point and Nash Point had resulted in parts of the coastal path at Nash Point being removed.

 

Further improvements under the Rural Recovery Grant work had been completed e.g. new handrail and steps at Col Huw and improvements to the centre, which included new information boards and bunk, room improvements.  Mr Dunn also thanked the Friends of Glamorgan Heritage Coast for their continued support throughout the year and Mr. Frank Coleman, Operational Manager with the Vale, who had given his support with enthusiasm and dedication over the years.  The staff wished him well in his retirement.

 

AGREED – T H A T the appreciation of the Group be recorded in respect of the Ranger teams’ hard work and dedication on the Heritage Coast.

 

 

(e)            Current Issues (Report of the Director of Economic and Environmental Regeneration) –

 

The report outlined the relevant issues that affected the Glamorgan Heritage Coast.

 

Countryside Council for Wales Partnership Programme

 

The Council bid to the CCW on an annual basis for an annual grant which embraced a range of countryside issues including environmental improvements, biodiversity, landscape, recreation and access.  During each year a programme and outputs were agreed which accorded with CCW’s targets and with the aims and aspirations of the Council.  In the development of the programme, officers worked with a variety of partners e.g. the Local Biodiversity Action Plan Steering Group and the Valeways Charity.  CCW had however revised its Partnership Programme for the current year and had introduced a new bidding document.  This had slowed down the process and at the time of writing the report no final bid had been made to CCW due to the fact that an induction into the new process to be given by CCW staff had not yet been undertaken, although an informal indication of a grant had been presented to the Vale based on an earlier indicative bid. Particularly pleasing was the continuing generous support of CCW for the work of the Heritage Coast team.

 

Heritage Coast Team

 

The Ranger team’s staffing complement was now complete and during the latter year an extension had been made to the hours of the Project Assistant which had enabled the Heritage Coast Centre to be open more often during the summer.  A new post of Seasonal Assistant Ranger was also proposed with funding from CCW and Dunraven Estate.  The Dunraven Estate allowed the Centre to retain the income from the winter car parking charges which provided the match funding for the grant from CCW.

 

Coastal Access

 

The Welsh Assembly Government had recently introduced a new initiative, the Coast Access Improvement Programme, which was an all Wales initiative aimed to improve physical access for all to and along the coast.  For the first year 2007/08 an Outline Coastal Access Improvement Programme and bid had been required by WAG by the end of April 2007.  Written consultations had taken place with all Coastal Community Councils and some major landowners and an early draft of the outline programme had been considered by the Local Access Forum, the Scrutiny Committee (Economy and Environment) and the Cabinet of the Vale of Glamorgan Council.  The Scrutiny Committee had, on 13th March, recommended the Glamorgan Heritage Coast Advisory Group also receive a copy of the report which was tabled to members of the Group at this meeting.  A more detailed programme would be required by WAG by October 2007 and, as part of the process, it was proposed that a CAIP Advisory Group also be established to consist of a core membership drawn from the statutory Local Access Forum plus nominees to represent landowners and farmers, the tourist industry and other relevant organisations.  The report further outlined the issues that were in the CAIP which were of particular significance to the Glamorgan Heritage Coast Advisory Group and included the following:

 

(i)        the need to recognise that many parts of the Glamorgan Heritage Coast line were not appropriate for horse riders or cyclists because of the very nature of the topography;

(ii)            practical coastal access improvements need to be carefully conceived in the area, to retain the essential attractiveness and unspoilt nature of the landscape;

(iii)      as shown during the development of the Rights of Way Improvement Plan, the Vale of Glamorgan had a good network of footpaths though it was lacking in bridleways and cycle paths.  One major way to improve access for all would be to look after this network better.  It being noted that this was a resource question as there were 550 kms of Public Rights of Way in the Vale – and only some £65,000 a year to maintain and improve it.  Ongoing maintenance was not eligible for grant aid, so it would be critical that all practical improvements were sustainable and had an eye to minimising future maintenance wherever possible;

(iv)       under the CAIP, grant aid was only available for secure Rights of Way.  This meant either routes which were on the Definitive Map, were access land, or were owned by a public body.  Members were aware that many parts of the coastal path were permissive routes, i.e. they existed with the goodwill of the landowner.  Some 18% of the coastal routes in the Vale were classified in this way.  Much of this permissive network within the Heritage Coast was the result of landowner goodwill and thanks to the excellent relationship with the Heritage Coast team.  In order to try to regularise this situation, it was the intention that the Ranger team would discuss with landowners and occupiers, the possibility of adopting a rolling programme to set back the coast path following loss through erosion.  This system, it was reported,  had been adopted in Ceredigion, and could be subject to grant aid under the CAIP programme.

 

Dunraven Bay Access Road

 

Negotiations in relation to the access road had been protracted and as such realignment of the access road would not commence until winter 2007, although the cliff erosion was being carefully and strictly monitored.

 

Active Lifestyle Grant

 

Grant aid had been provided by the Sports Council for Wales for fencing to be erected to enable access across a hitherto restricted section of the coast.  This had also been achieved as the direct result of positive partnership working between the farmer, landowner and the Heritage Coast Rangers.

 

Wales Coastal Tourism Strategy

 

The Welsh Assembly Government had circulated a draft document for comment, namely the “Welsh Coastal Tourism Strategy”.  Comments were required by the end of April 2007 and a report on the draft strategy had been considered by the Scrutiny Committee (Economy and Environment) on 16th April, 2007.  The document identified that there were a number of areas around the Welsh Coast that attracted a significant number of visitors which could be considered a “Coastal Recreation Area”.  Two pilot areas were to be identified for investigation as potential models, one reflecting visitor pressure from a range of beach/water sports users and another where the main issue would be visitor pressure and environmental capacity.  It was considered a good idea to suggest the Heritage Coast as a potential pilot area to be investigated in respect of visitor pressure and environmental capacity and, if selected, such a study could significantly assist with trying to find solutions for the current peak time problem associated with the number of visitors and it could possibly identify innovative management methods to try to deal with other issues like antisocial activities.

 

AGREED –

 

(1)       T H A T the Glamorgan Heritage Coast team be congratulated on their considerable progress and achievements over the last year.

 

(2)       T H A T the Glamorgan Heritage Coast be put forward as one of the pilot areas for investigation under the category visitor pressure and environmental capacity as proposed in the Wales Coastal Tourism Strategy.

 

(3)       T H A T Mr Frank Coleman be thanked for his hard work and dedication not only to the Advisory Group and Heritage Coast Centre but as an officer of the Vale of Glamorgan Council and that the Advisory Group record their appreciation and best wishes on his retirement.

 

 

(f)            Matters Raised by Bridgend County Borough Council -

 

Mr. S. Moon confirmed that a complete refurbishment of the Kenfig Nature Reserve had taken place and that the handover of the new building was scheduled for 11th May, 2007.  He advised that good working relationships existed between the Glamorgan Heritage Coast team and himself at Bridgend County Borough Council.

 

 

(g)            Matters Raised by Countryside Council for Wales -

 

The representative from CCW recorded his thanks to Mr. Paul Dunn and the Ranger team for their hard work and involvement, particularly in supporting the work of community and voluntary bodies.

 

 

(h)            Matters Raised by Friends of Glamorgan Heritage Coast -

 

Mrs. March representing Friends of Glamorgan Heritage Coast reported that it had been a difficult year in order to raise charitable funds due to the fact that a number of events had been cancelled as a result of the pending Dunraven Road Access Works.  The fact that the access road had been the subject of protracted negotiations was disappointing but the Friends looked forward to the new facility that would be offered.  The AGM for the Friends of Glamorgan Heritage Coast was due to take place on 6th May, 2007 and on 2nd October, 2007 they would be arranging a fair in order to raise funds.  Mrs. March completed her report by extending her thanks to Mr. Frank Coleman and wishing him well in his retirement.”

 

 

C3024                        APPROVAL TO SUBMIT EXTERNAL FUNDING APPLICATION (CX) (SCRUTINY – CORPORATE RESOURCES) –

 

Approval was sought to submit an external funding application to maximise the amount of external resources to deliver agreed corporate objectives.

 

The Corporate Management Team had recently agreed new procedures to improve the way in which the Council accesses and co-ordinates its bids for external funding.  The new procedures had been agreed following a number of studies and reviews, within the Council and externally which had recommended a more strategic and co-ordinated approach to external funding.

 

The Corporate Management Team had established an External Funding Steering Group, comprising of the External Funding Officer and representatives from all Directorates and financial services to oversee the development of new procedures and mechanisms to accessing external funding.  The Group as part of its deliberations had overseen the drafting of an “External Funding Framework” which objectives were to cover the practicalities of maximising external funding opportunities to meet corporate objectives.  The framework highlighted the criteria that potential applicants must address and obligations on those applying for external funding to minimise risk to the Council.  Associated with this was an external funding proforma which also had been developed to enable the External Funding Steering Group to consider project ideas at an early stage to prevent resources being wasted on developing a project that did not contribute to the delivery of the priorities of the Council.  The Steering Group would recommend to the Corporate Management Team the relative priority of potential bids to support the delivery of Council key actions or strategic priorities in light of competing Council resources.

 

As a consequence of the above and following the decision of Corporate Management Team, approval was now sought from the Cabinet to submit the undermentioned bid for external funding:

 

·                    Vale of Glamorgan Partnership Grant towards Countryside and Environment schemes: total revenue grant award was circa £73,000  Total match funding of £73,000 in-kind from staff and volunteer time.

 

This matter was for Executive decision.

 

RESOLVED – T H A T the submission of an application to the Countryside Council for Wales as detailed in the report be approved.

 

 

 

Reason for decision

 

To maximise resources available to the Council to support the delivery of the Council’s corporate objectives.

 

 

C3025                        REGULATORY PLAN 2006/07 (CX) (SCRUTINY – CORPORATE RESOURCES) –

 

The above Plan was produced annually by the Wales Audit Office and was the product of careful negotiation between the Council’s Relationship Manager and the other regulators of various services.  It was noted that the current Plan covered the whole of 2007.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T the Regulatory Plan for 2006/07 be endorsed.

 

(2)       T H A T the Regulatory Plan for 2006/07 be referred to the Audit Committee for consideration.

 

Reason for decisions

 

(1)       In order to progress the regulatory work programme.

 

(2)       So that proper scrutiny of the Regulatory Plan takes place.

 

 

C3026                        VISIBLE SERVICES ASSET RENEWAL – 2007/08 –

 

Approval was sought to allocate the 2007/08 Visible Services Asset Renewal Budget.  The report apprised Cabinet with details of the proposed allocation of £800,000 budget between the various operational areas within Visible Services.

 

It was proposed that the above budget be allocated as follows:

 

·                    Parks and Grounds Maintenance - £256,000.

·                    Highway Maintenance - £247,000.

·                    Engineering Design and Procurement - £200,000.

·                    Waste Management and Cleansing - £97,000.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T £40,000 from the Budget be used to fund improvements to buildings and other infrastructure within coastal areas.

 

(2)       T H A T £150,000 of the Budget be allocated towards the completion of repairs and the restoration project at Victoria Park in Barry.

 

(3)       T H A T £90,000 of the Budget be utilised to undertake repairs to the Knap Lake Drainage System and to fund the draining and cleaning of the Knap Lake.

 

(4)       T H A T £16,000 of the Budget be utilised for undertaking improvement works at formal parks to progress Green Flag Park Accreditations.

 

(5)       T H A T £247,000 of the Budget be allocated as follows:

 

·         Pant-y-Llandron Gully reed filtration project £50,000

·         Rain activated sign, Cowbridge by-pass £60,000

·         Street lighting £49,000

·         Highway surfacing £49,000

·         Drainage £39,000

 

(6)       T H A T £90,000 of the Budget be allocated to a number of higher priority Traffic Management Schemes.

 

(7)       T H A T £90,000 of the Budget be allocated for various high priority highway structures schemes.

 

(8)       T H A T £20,000 of the Budget be utilised for Coastal Protection and Pedestrian Access schemes including refurbishment of Penarth Revetment beneath The Kymin and pedestrian access to Cwm Colhuw.

 

(9)       T H A T £15,000 of the Budget be utilised to undertake repairs to the Knap slipway.

 

(10)     T H A T £42,000 of the Budget be used to refurbish high usage / poor condition public conveniences.

 

Reasons for decisions

 

(1)       To improve the quality of coastal infrastructure.

 

(2)       To work towards completion of the Victoria Park restoration project.

 

(3)       To allow the Knap Lake to be drained and cleaned during 2007/08.

 

(4)       To work towards accreditation to the Green Flag standard for formal parks.

 

(5)       To assist in reducing the backlog of Highway Maintenance schemes.

 

(6)       To assist in reducing the backlog of Traffic Management schemes.

 

(7)       To assist in reducing the backlog of Highway Structures schemes.

 

(8)       To address outstanding coastal matters.

 

(9)       To ensure the slipway was safe for possible re-use in the future.

 

(10)     To assist in reducing the backlog of the repairs to public conveniences and to increase customer satisfaction.

 

 

C3027                        GRANTS TO COMMUNITY / VOLUNTARY ORGANISATIONS – VALE OF GLAMORGAN CITIZENS ADVICE BUREAU (DFICTP) (SCRUTINY – CORPORATE RESOURCES) –

 

Approval was sought to award further funding to the above organisation for the period 2007/08 to 2009/10.

 

The CAB provided vital information services on a range of issues with the current three year funding agreement providing £200,000 per annum ending at 31st March, 2007. 

 

The Bureau was now anxious to secure ongoing funding from the Council via a further Service Level Agreement for a period of three years from 1st April, 2007.  Having considered the financial position of the CAB, services provided and comparisons with the level of support provided by neighbouring local authorities, it had been concluded that future funding in the sum of £150,000 per annum was appropriate.  However, in order to provide the CAB with the opportunity to reconfigure their services, it was proposed that this should be phased over a period of three years.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T the funding to the Vale of Glamorgan Citizens Advice Bureau in the sum of £180,000 for 2007/08, £160,000 for 2008/09 and £150,000 for 2009/10 be approved.

 

(2)       T H A T a further Service Level Agreement be entered into with the CAB for three years from 1st April, 2007.

 

(3)       T H A T during the term of the SLA the Council and the Bureau as soon as practicable undertake an ongoing review of the SLA with a view to ensuring that the Council’s objectives and priorities were being met.

 

Reasons for decisions

 

(1&2)  To demonstrate the Council’s commitment to the provision of the CAB service in the Vale of Glamorgan.

 

(3)       To provide monitoring arrangements with regard to the SLA between the Council and the Bureau to ensure that it was fit for purpose.

 

 

C3028                        SCHOOL INVESTMENT STRATEGY (DLD) (SCRUTINY – LIFELONG LEARNING) –

 

Councillor Gibbs in presenting the update on the above Strategy and seeking approval to prioritise Cowbridge Comprehensive School as the first priority with the said Strategy, indicated that in the short period of time the Cabinet had been in administration considerable time and effort had been made by Cabinet Members and officers to progress the Strategy, including ancillary matters relating to Trust land, compulsory purchase orders and identifying appropriate levels of capital funding to support the Strategy.  He reminded the Cabinet that from his perspective education was the main priority for the Council and by identifying Cowbridge as the first priority within this Strategy clearly indicated the Council’s intent.  Other Members of the Cabinet echoed the sentiments of Councillor Gibbs and in particular Councillor Curtis reminded the Cabinet that the Strategy would take time to implement with the next stage being the appointment of the Design Team. 

 

MACE’s report on the order of delivering the three secondary schools was set out in the appendix to the report.

 

Having regard to the findings as contained in the above report, MACE had recommended that Cowbridge School be ranked first in terms of order of priority, followed by St. Cyres and Llantwit Major.

 

MACE’s methodology incorporated assessments of the condition of school buildings, requirement for repairs and maintenance, sufficiency of accommodation and operational issues.  MACE also undertook a risk assessment in respect of delivering each of the three secondary schools.  For all three schools there was a risk that deficiencies of current accommodation could impair operational ability of part of the school sites.  This risk at the first school to be built would clearly be remedied when the school was re-developed.  However, for the other two schools, investment in repairs and maintenance would be required to ensure that the schools could be effectively managed prior to their phased inclusion in the re-building programme.

 

In addition to the above matters, a further risk to delivery of the Strategy as a whole was the ability to generate capital receipts.  As reported previously to Cabinet in March 2007 reports on potential capital receipts would be presented on an individual basis.  Specific issues were associated with the Lower Site an Cowbridge.  It was noted that Counsel’s opinion had been received by the Council’s Trust Committee.  The Council’s Legal Department were assessing the implications of the opinion from the Council’s perspective.  This assessment would be included in a separate report to Cabinet.

 

As reported to Cabinet on 28th March, 2007, funds had already been identified which were sufficient to proceed with any one of the three schools.  These funds included the Welsh Assembly Government School Building Improvement Grant, the School Investment Strategy reserve, supported borrowing allocated to Education via the Council’s capital programme and unsupported borrowing funded from the education revenue budget.  It was noted that affordability was dependent upon costs being maintained at the median quartile range.  Certainty about costs would not be achieved until further detailed design was completed.   In the meantime, there was clearly a risk that costs rise above median quartile through factors such as inflation and the Welsh Assembly Government’s recent policy that all public buildings (including schools) must be built to Building Research Establishment Environmental Assessment Method (BREEAM) excellence standards.  Cash limitations on the project would determine the proportion of new build to refurbishment of existing buildings that was achievable.

 

The OJEU process for appointment of the Design Team was currently being progressed.  A further report seeking approval to the appointment of the Design Team would be made to Cabinet in September 2007.  In order to facilitate the appointment process, the Council would need to confirm by the end of June 2007 at the latest, that Cowbridge was the priority school, followed by St. Cyres and Llantwit Major.  This information would be needed by the Design Teams that were tendering for the work in order to price their bids.  Once the Design Team was appointed in September 2007 then the Council would need to confirm the time-period for phasing of the three schools.  Clearly this would be dependent upon the availability of funding as yet to be identified including capital receipts.

 

Councillor Moore also reminded the Cabinet that this Council Strategy for Schools not only included the three Comprehensives but that consideration must also be given for the other schools within the Vale of Glamorgan Council Area.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T the priority order of the three secondary schools as recommended by MACE i.e. Cowbridge first followed by St. Cyres and Llantwit Major be endorsed.

 

(2)       T H A T a further report be submitted to Cabinet in September 2007 seeking approval to the appointment of the Design Team.

 

(3)       T H A T following further reports on the identification of additional funding, including capital receipts, the Council confirm the time period for phasing of the three schools as soon as possible after the appointment of the Design Team.

 

Reasons for decisions

 

(1)       To ensure that relevant information was available to Design Teams that were tendering via the OJEU process.

 

(2)       So that the Design Team can be appointed.

 

(3)       To enable the Design Team to progress the design for one, two or three schools.

 

 

C3029                        DISABILITY DISCRIMINATION ACT – ACCESSIBILITY OF COUNCIL CORPORATE BUILDINGS (DLD) (SCRUTINY – CORPORATE RESOURCES) –

 

In order to improve access to its buildings in line with the Disability Legislation the Council was required to agree and implement a comprehensive work programme, within the allocated budget to carry out work on buildings to make them accessible to disabled people.  Given the volume of work required as identified by the Access Audits which exceeded the budget allocated, a work programme had been developed prioritising the urgency of the work required.  Details of the prioritised work programme for the financial year 2007/08 was set out in Appendix A to the report.  This work programme would cover a range of adaptations that had been identified as necessary to ensure the health and safety of disabled people using corporate buildings.

 

It was proposed that in the event of urgent building adaptation work being required due to unforeseen circumstances e.g. health and safety issues, it was proposed that the Director of Learning and Development in consultation with the Cabinet Member for Human Resources be granted delegated authority to amend the work programme in such circumstances.  It was also proposed that the Director of Learning Development in consultation with the Cabinet Member for Human Resources be also given delegated authority to vary the amount specified for the works packages within the programme as necessary in line with quotations received as part of the Design, Tender and Procurement process.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T the Disability Discrimination Act programme of work as detailed in Appendix A to the report be approved.

 

(2)       T H A T delegated authority be granted to the Director of Learning and Development in consultation with the Cabinet Member for Human Resources, to make any necessary changes to the work programme and to vary the amount included for the works packages should the need arise.

 

(3)       T H A T the Director of Learning and Development submit quarterly progress reports to the Cabinet in relation to the progress and expenditure in relation to the programme and to detail what is being done in each area.

 

Reasons for decisions

 

(1)       To enable design and procurement to proceed.

 

(2)       To efficiently manage the procurement of the works programme and cater for unforeseen events.

 

(3)       To put in place monitoring arrangements in respect of the Corporate Buildings Access Programme of Works Strategy.

 

 

C3030                        PUBLIC SECTOR HOUSING STOCK CONDITION SURVEY (DLPPHS) (SCRUTINY - COMMUNITY WELLBEING AND SAFETY) –

 

Approval was sought on proposals to commission a new Public Sector Housing Stock Condition Survey following advice from the Welsh Assembly Government.

 

A previous report to Cabinet (Minute No. C2870 refers) outlined a proposal to undertake a rolling programme of surveys commencing in 2007/08 with a 20% survey of the Housing Stock and a 20% survey in 2008/09.  It was also proposed that if stock retention was still viable then after 2008/09 a new contract be procured to complete 20% surveys for the following three years.

 

During discussions with the Welsh Assembly Government regarding the Council’s Major Repairs Allowance funding, they had advised that the Council should undertake a new Housing Condition Survey at the earliest opportunity.  In addition, after each 20% survey second surveys would still need to be undertaken to develop specifications to make up future work programmes.  However, following discussions with appropriate officers and having referred to the Welsh Assembly Government’s Guidance on House Condition Surveys it had been agreed that a 10% sample would provide robust data to enable an Investment Strategy to be completed with 95% statistical confidence.  This survey would also provide sufficient data to plan future work programmes for which secondary surveys would still need to be part of the cost of the works.

 

The proposed new survey would consist of a “one-off” weighted 10% sample of the Council’s Housing Stock.  The survey would determine the condition of existing and future liabilities of the following:

 

·                    the Council’s Housing Stock;

·                    the property assets related to the Housing Stock;

·                    the Council’s leasehold interests and liabilities relating to the Housing Stock.

 

The estimated cost of the survey was expected to be less than £100,000 and would be procured in accordance with the Council’s Financial Regulations.  It was further estimated that, based on neighbouring authority survey costs, this survey would cost in the region of £70,000 to £90,000.  It was also proposed that surveys would start on site in July 2007 and a final report produced in September 2007.

 

As part of the survey a new asset data base would be developed so that the Council could update the software on a regular basis and would therefore be able to provide real data, which would be used to populate and enhance the data base.

 

The initial part of the survey would be to undertake a desktop property profile study.  This study would provide a broad profile of the Council’s Housing Stock, which would be used to define the type of properties to weight the survey sample to ensure the old and most varied properties were adequately represented in the main survey.

 

This matter was for Executive decision.

 

RESOLVED –

 

(1)       T H A T a “one-off” 10% sample Public Sector Housing Stock Condition Survey be commissioned.

 

(2)       T H A T a further report be made on the outcome of the Public Sector Housing Stock Condition Survey.

 

(3)       T H A T a further report be made to Cabinet on the viability of the Council’s chosen Stock Retention Strategy using the results of the new survey to update the Council’s Housing Revenue Account Business Plan.

 

Reasons for decisions

 

(1)       To enable the Council to undertake a new Public Sector Housing Stock Condition Survey.

 

(2)       To ensure all Elected Members were informed of the outcome of the Public Sector Housing Stock Condition Survey.

 

(3)       To assess the viability of Council’s chosen Stock Retention Strategy.

 

 

C3031                        ADOPTION OF AMENDED REGULATION OF INVESTIGATORY POWERS ACT 2000 (RIPA) POLICY (DLPPHS) (SCRUTINY – CORPORATE RESOURCES) –

 

Approval was sought to amend the Council’s existing policy with regard to the above matter.

 

In December 2002, Cabinet approved the Council’s RIPA policy and since its adoption there had been changes to the Law and Practice in this area, necessitating amendments to the policy.

 

The amended policy was attached at Appendix 1 to the report and were mainly minor in nature, however the following were worthy of note:

 

·                    the categories for which surveillance have been reduced from 6 to 1, namely for the purpose of preventing or detecting crime or preventing disorder.  Paragraph 28.2 had been amended in this respect;

·                    the officer granting a RIPA authorisation must believe that investigation was proportionate and further guidance was provided on this in paragraph 33.8 by specific incorporation of paragraph 2.5 of the Code of Practice and further factors to assist the officer in making that decision;

·                    the categories of officers who may authorise RIPA applications had been amended and included assistant chief officer, assistant head of service and service manager or equivalent.  Officers above these ranks could also authorise such.  Paragraph 33.1 had been amended in this respect.

 

It was noted that the RIPA policy supported the Council’s anti-fraud objective as set out in the Corporate Plan.

 

This matter was for Executive decision.

 

RESOLVED – T H A T the contents of the report be noted and the policy document annexed as Appendix 1 to the report be approved and adopted as the Council’s RIPA Policy.

 

Reason for decision

 

To comply with the law.

 

 

C3032                        REVENUE MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO 30TH APRIL, 2007 (CMT) (SCRUTINY – ALL) –

 

The projected outturn for the 2007/08 Revenue Budget was showing a forecast for a balanced budget on the General Fund and a surplus of £215,000 on the Housing Revenue Account.

 

With regard to Learning and Development the service was projecting to outturn on budget however, actions needed to be undertaken during the financial year in respect of Lifelong Learning and Catering function to achieve their target.

 

In respect of Social Services, the service continued to face cost pressures.  In order to achieve a balanced budget it was imperative that appropriate measures were undertaken to reduce expenditure.

 

In relation to Housing, the service was projected to outturn on budget in respect of Private Sector Housing / Community Safety.  There was an anticipated surplus of £215,000 on the Housing Revenue Account which was mainly attributed to a reduction in the estimated capital charges identified from the review of the Housing Revenue Business Plan.

 

This matter was for Executive decision.

 

RESOLVED – T H A T the position with regard to the Authority’s 2007/08 Revenue Budget be noted.

 

Reason for decision

 

To apprise Members of the projected revenue outturn for 2007/08.

 

 

C3033                        CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO 30TH APRIL, 2007 (CMT) (SCRUTINY – ALL) –

 

Cabinet were advised of the progress on the 2007/08 Capital Programme for the above period and where necessary to request changes to the programme.

 

Details were presented on the progress on the 2007/08 Capital Programme and attention was drawn to the following matters:

 

Learning and Development – Schools IT Equipment – an allocation of £100,000 for the purchase of IT equipment for schools had been included in Appendix 1 to the report.  The Director of Finance, ICT and Property had delegated authority to purchase and finance school IT equipment via an internal leasing mechanism.  The cost of the equipment would initially be funded from the Computer Fund and the schools would enter into a three year internal lease, which would reimburse the Fund.

 

Legal, Public Protection and Housing Services – Regarding the Major Repairs Allowance – Cabinet at its meeting on 21st December, 2006, approved the allocation of the 2006/07 Major Repairs Allowance as well as part of the carry forward from the previous year towards this year’s capital budget of £4,016,000.

 

Environmental and Economic Regeneration – Transport Grant – The Welsh Assembly Government had approved a Transport Grant allocation for 2007/08 of £971,000.  This grant had been included in Appendix 1 to the report.

 

Funding from developers at the Knap by way of Section 106 Agreement had meant that refurbishment of the Knap Shelters could be undertaken.  Details of the agreement were referred to Cabinet on 9th May, 2007 and the recommended changes had been made to Appendix 1 of the report.

 

With regard to Local Road Safety Capital Grant in the sum of £226,000 awarded by WAG, had now been allocated and included in Appendix 1 to the report. 

 

This matter was for Executive decision.

 

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

 

Reason for decision

 

To allow schemes to be undertaken in this financial year.

 

 

 

C3034                        DRAFT WELSH LANGUAGE SCHEME 2007/2010 (CX) (SCRUTINY – CORPORATE RESOURCES) –

 

The Council’s first Welsh Language Scheme was adopted in 1998.   The first rating of the Council’s Welsh Language services produced by the Welsh Language Board in 1998 showed that the Vale was fair in service delivery and fair in service management.  In 2004, ratings increased to good for both areas.

 

Cabinet considered a draft for consultation of the proposed Welsh Language Scheme on 7th June, 2006 and agreed that it should be submitted to the Welsh Language Board (WLB) for approval.  A further report to Cabinet in October 2006 set out revisions following that consultation exercise

 

The draft Scheme was submitted to the WLB for their views on 23rd June, 2006.  A subsequent meeting between the Chief Executive and representatives from the WLB was held on 24th August in order to come to a mutual understanding of the areas that were in need of revision.  Revisions to the Scheme were made and it was resubmitted to the WLB in November 2006.  Further revisions were made and discussions held, but the Scheme had yet to receive approval.

 

A revised version of the draft Welsh Language Scheme for 2006/09 was attached to the report.  It contained the majority of amendments as required by the Board.  The proposed completed Action Plan had also been amended in line with the WLB requirements and was attached at Appendix 2 to the report.  There were two remaining issues preventing the Scheme obtaining approval from the WLB viz:

 

·                    format of the Scheme – the current draft follows the Council’s format for strategic document and has been praised in the consultation as being easy to read and understand.  The WLB required a format that was  formulaic and less accessible.  This is counter to the “Making the Connections Agenda” which aims to put customers at the centre of services;

·                    data / monitoring – the WLB required the Council to collect and report on performance measures which did not meet national or local government requirements for quality data.  There would be considerable staff time involved in collecting and reporting the data required which would be of limited value.

 

In addition to the above matters, most other councils had followed the prescribed format and had adopted some or all of the PI’s required by the WLB.  In the event of the changes to the Scheme not being made, it was possible for the Council to operate using a Scheme that was not approved.  The Welsh Language Board could refer the Council to the Secretary of State for Wales to try to resolve the matter.

 

Given that matters contained in the report which were either contrary or not wholly in accordance with the budget and policy framework the matter would need to be referred to Council for approval.

 

RESOLVED –

 

(1)       T H A T the revised draft Welsh Language Scheme and the work programme set out in the Action Plan be approved and the Welsh Language Board be advised accordingly.

 

(2)       T H A T in the event of the Scheme as submitted not being accepted by the WLB the Chief Executive be requested to invite the WLB to meet with the Cabinet with a view to resolving any outstanding issues of concern to both the Council and the WLB.

 

Reasons for decisions

 

(1)       In order to progress the Scheme, to identify whether the Council would seek approval from the WLB prior to adopting the Scheme and to begin work on the Action Plan.

 

(2)       In order to progress the implementation of the Council’s revised draft Welsh Language Scheme.

 

 

C3035                        MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT –

 

RESOLVED – T H A T the following matter which the Chairman had decided was urgent by reason of the need to accept grant aid, be considered.

 

 

C3036                        COASTAL ACCESS IMPROVEMENT PROGRAMME (CAIP) (DEER) (SCRUTINY – ECONOMY AND ENVIRONMENT) –

 

An outline CAIP was prepared in line with the Countryside Council for Wales (CCW) Guidelines and accompanied by a bid grant for 2007/08.  Draft Schemes totalling £177,000 was submitted and a provisional grant offer was made by CCW of £146,800 on 17th May, 2007.

 

In order to take maximum advantage of the opportunities afforded by the programme of improvements of access to the coast in 2007/08 it was now necessary to commence work on Schemes as soon as possible.

 

All proposals within the programme would be subject to normal statutory procedures and planning permissions.

 

This matter was for Executive decision.

 

RESOLVES – T H A T the grant offer from CCW for the Coast Access Improvement Programme be accepted.

 

Reason for decision

 

To enable work to start as soon as possible.

 

 

C3037                        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 items of business on the grounds that they involve 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.

 

 

C3038                        “CONTACT ONEVALE” (CONTACT CENTRE) LOCATION AND OFFICE ACCOMMODATION CHANGES (CX) (SCRUTINY – CORPORATE RESOURCES) (EXEMPT INFORMATION – PARAGRAPH 16) –

 

Cabinet on 8th June, 2005 agreed to locate both “Contact OneVale” and the One Stop Shop on the ground floor of the Civic Offices.  The decision was later taken not to proceed with this proposal on the basis of cost.  Having regard to this, other suitable alternative locations were then considered for “Contact OneVale” although short term, the contact centre had been located at the BFC Building at the Waterfront Barry.  This was for a temporary period only to July 2007 but given the recent refusal of planning permission to locate the contact centre at the Leisure Centre this arrangement had been extended to allow the “Contact OneVale” to remain at the BSC Building for a further temporary period.  It was noted that the BSC Building did not allow for any future expansion of the contact centre which would result in a severe restriction of the proposed integration of services into “Contact OneVale” and the launch of a single number. 

 

To accommodate “Contact OneVale” at the Barry Leisure Centre, a design brief had been drawn up to refurbish the first floor accommodation above the Council’s Records Management Unit.  The original design included the provision of a new entrance, staircase enclosure and lift to enable the centre to operate independently of the Leisure Centre and to deal with associated DDA issues.  The initial costings received as a result of the associated tendering exercise had resulted in a review in order to reduce costs.  This review had subsequently resulted in the removal of the separate access proposals from the project given that it had since been established that with some minor modifications and the proposed introduction of a controlled staff access regime.  Consequently, the overall project costs had been significantly reduced.

 

As part of the expansion of “Contact OneVale”, the Adult Services Contact and Information Centre (CIC) and the Vale Community Alarm Services (VCAS) would be integrated into the contact centre by December 2007.  This provided the contact centre with the possible additional flexibility of 24/7 working.

 

The Business Case for OneVale agreed by Cabinet in October 2005 endorsed the principle of a single number approach for the Council.  A single number project plan had been developed with the intention to move to the single number, including a number for Welsh speakers and one for hearing impaired, by the end of November 2007.   The introduction of a single number would be dependent upon an appropriate location being sought to house the required number of customer service representatives.  Should a location not be found and refurbished to contact centre requirements, the implementation of the single number proposal would be delayed.

 

The Cabinet were also informed of initial discussions that had commenced with the Local Health Board to consider what services could be jointly provided by the Council’s contact centre.  The LHB had indicated an interest in using the contact centre as a contact point for their services including out of hours arrangements.  This was being explored by officers including the provision of joint services with LHB.

 

Related to the above the Council had recently received a communiqué from Bridgend Council relating to the possibility of whether a shared service approach was viable for customer contact and customer relationship management.  This was being jointly investigated by both Councils.

 

The report also set out a number of reasons for selecting the Barry Leisure Centre as the preferred site for locating “Contact OneVale” viz:

 

·                    facilitates the relocation of Housing and Community Safety from 2‑8 Holton Road, Barry, into the Civic Offices;

·                    the relocation of Housing would provide for a One Stop Shop at the Civic Offices for all customer queries (once relocated into the Civic Offices);

·                    it was envisaged that approximately 40-50 customer service representatives would be employed within the contact centre;

·                    the Barry Leisure Centre was a Council owned building and apart from initial refurbishment costs, there was no additional expenditure apart from revenue running costs;

·                    if the contact centre remained small scale, the Council would not realise the efficiency savings or economies of scale;

·                    locating the contact centre at the Barry Leisure Centre site was ideal as it would allow for future expansion of the service;

·                    in the event of alternative locations not being found this would result in additional costs to the Council;

·                    this was the most sustainable option in terms of location, cost and employment opportunities, etc.

 

During the debate Councillor Moore reminded members that he had agreed at a previous Scrutiny Committee (Corporate Resources) meeting that he would ensure all Members of Council would have a copy of the draft report before it was submitted to Cabinet so that any comments they had could be reported to Cabinet before they made their decision on the issue.  Councillor Moore confirmed that he had offered, at Scrutiny Committee (Corporate Resources), to send a copy of the report to Cabinet out for consultation, so that if there were any comments etc. they could be sent to Cabinet and if necessary negate any call-in, but also accepting that any call-in was available under the Constitution.  

 

Councillor Moore reported that he had received three response, one from Councillor James who had commented that from his perspective members also felt that a planning application for the old bowling green / library area being applied for prior to any policy decision being taken to change the agreed location at the Civic Offices to the Library required full consultation by Scrutiny Committee (Corporate Resources).

 

The other two responses were from Councillor Bertin and Councillor Dobbinson in relation to the planning application and whether or not Members needed a briefing.  This was considered not to be necessary as the planning application should be considered on its own merit.

 

Bearing in mind that no comments had been received by any other Cabinet member and that this matter was for Executive decision, it was

 

RESOLVED –

 

(1)       T H A T the relocation of Housing and Community Safety to the Civic Offices be approved and that the Director of Finance, ICT and Property be authorised to instruct the Director of Legal, Public Protection and Housing Services to serve all appropriate notices and complete all necessary documentation in order to terminate the tenancy of 2-8 Holton Road at the appropriate time.

 

(2)       T H A T the establishment of “Contact OneVale” in the former library location at Barry Leisure Centre (subject to necessary planning approval) be approved.

 

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

 

Reasons for decisions

 

(1)       To realise revenue savings of at least £150,000 per annum in addition to consolidating all face to face enquiries at the Civic Offices.

 

(2)       A suitable location for “Contact OneVale” that meets current and future needs including moving towards a single number for the Council by the end of the year.

 

(3)       To allow  the Scrutiny Committee (Corporate Resources) to receive appropriate information.

 

 

C3039                        JENNER PARK PRIMARY USERS 2007/08 SEASON (DEER) (SCRUTINY – ECONOMY AND ENVIRONMENT) (EXEMPT INFORMATION – PARAGRAPHS 12, 13, 14 AND 16) –

 

Cabinet, at its meeting in June 2006, determined the process for selecting Primary Users at Jenner Park (Cabinet Minute No. 2527 (7) refers).  This process had been repeated this year for the selection of Primary Users for the 2007/08 season.  Five bids had been received from the following organisations:

 

·                    Barry Town Football Club

·                    Grange Quins

·                    Barry Football Club

·                    Cardiff City Ladies

·                    Cadoxton F.C.

 

It was noted as in previous years that Jenner Park could accommodate two primary users playing predominantly Saturday fixtures for the forthcoming season.

 

This matter was for Executive decision.

 

Having regard to the above and related issues it was

 

RESOLVED –

 

(1)       T H A T Barry Town AFC Limited and Barry Football Club bids to become Primary Users at Jenner Park for season 2007/08 be accepted (subject to such terms and conditions as deemed appropriate).

 

(2)       T H A T Cardiff City Ladies AFC also be permitted to play at Jenner Park during the season 2007/08 as a third Primary User, provided that the majority of their fixtures were restricted to Sundays (such terms and conditions as deemed appropriate).

 

(3)       T H A T the Director of Legal, Public Protection and Housing Services in consultation with the Directors of Environmental and Economic Regeneration and Finance, ICT and Property in consultation with the Leader and Cabinet Member for Tourism and Leisure, be authorised to produce, complete and enter into necessary agreements upon such terms and conditions as they deem appropriate, arising from the above recommendations.

 

(4)       T H A T the Director of Environmental and Economic Regeneration in consultation with the Leader and Cabinet Member for Tourism and Leisure be granted Delegated Powers to accept other bookings during the 2007/08 season at Jenner Park upon such terms and conditions as the said Director deems appropriate.

 

(5)       T H A T the process for selecting Primary Users for Jenner Park be repeated for the season 2008/09 with bids being reported to Cabinet for consideration.

 

Reasons for decisions

 

(1-5)    To make best use of the Council’s assets and safeguard the Council’s position.