CABINET

 

 

MINUTES of a meeting held on 25th July, 2007.

 

Present: 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 Mrs. M.R. Wilkinson.

 

 

C3144                        APOLOGIES FOR ABSENCE -

 

These were received from Councillors Ms. M.E. Alexander and C.J. Williams

 

 

C3145                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 18th July, 2007 be approved as a correct record subject to the word “Evenload” in Minute No. C3125 being replaced with the word “Evenlode”.

 

 

C3146                        DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

C3147                        REVIEW OF THE COUNCIL'S PEST CONTROL SERVICE (REF. MINUTE NO. 156) -

 

Scrutiny Committee (Corporate Resources) on 26th June, 2007 received a report which advised that the Council had specific statutory responsibilities in respect of controlling pests.  Under the Prevention of Damage by Pests Act 1949 local authorities had a duty to take such steps as may be necessary to secure so far as practicable that its district is kept free from rats and mice.  This Act conferred powers on local authorities to require action by owners and occupiers by serving legal notices.  When there was a default of such a notice, the local authority may themselves take action and recover reasonably incurred expenses. 

 

The provision of pest control treatments without the prior service of a notice was a discretionary service provided by this Council.  In respect of pests of public health significance viz. rats, mice, bed bugs and cockroaches, treatments were provided and entirely subsidised by the Council.  Similar services existed in the private sector but a fee was charged for receiving such a service, which ranged from £25 to £45 per visit. 

 

Given that all Directorates had been examining ways of making efficiency savings due to budget pressures facing the Council and the need to make efficiency savings under the “Making the Connections” agenda and other pressures within the Department which were not funded included, post only funded to the mid point of the grade, increases in salaries of difficult to fill posts and the lack of out of hours service which was preventing the signing off by the Director of Public Health at the Local Health Board of the Council’s Major Food Poisoning Outbreak Control Plans, had forced the Department to consider either limiting resources for non-statutory services or increasing income in order to maintain current service levels.  As a consequence, the service had reviewed and increased all licence fees and increased charges for discretionary services.  The only service not considered to date was the Council’s Pest Control service. 

 

The Local Government Act 2003 included a general power for local authorities to charge for discretionary services and provided an opportunity for increasing Regulatory Services to offset the budgetary pressures facing the service.  Charges made under the Act were limited to cost of recovery.

 

Historically and for practical reasons this Council in common with many other local authorities had provided private residents with free treatment for pests of public health significance without having first served a legal notice on the owner / occupier since the cost of providing free treatments on request had been weighed against the cost of serving notices and recovering expenses for carrying out work in default.  It was noted that the Council currently had no mechanism for carrying out works in default and it was further noted that where other authorities had attempted to recover costs in default of works undertaken these were often unsuccessful.

 

With increasing pressures on local authority budgets more local authorities were beginning to charge for these services and it was noted that the City Council Cardiff Council had this year introduced charges for rat treatments at £18 (one off charge) and increased their charge in respect of mice to £44.50. 

 

The Council currently employed three pest control officers who were engaged in providing free treatment for pests of public health significance to residents on demand.  Charges were made for treating other non public health pests in accordance with the Council’s current schedule of fees and charges which were set out in the report.  It was noted that the demand for the Council’s pest control service currently exceeded the capacity of the service to provide it in a timely manner with customers regularly waiting in excess of three weeks for their first treatment.

 

In addition to the above charges in relation to the City and County of Cardiff, a survey of other local authorities in England and Wales had also been undertaken to determine the extent to which charges were made for pest control treatments and these were set out in the report.

 

Consideration was given to three options in relation to the future provision of this service viz:

 

(A)              the Council cease to provide a Pest Control Treatment service and refer customers to the private sector

 

(B)              the Council continue to provide a Pest Control Treatment service either in-house or by contracting the service to the private sector but make a charge for all or some pests of public health significance as well as other pests.  A variation on this option and favoured option was to treat pests of public health significance inside domestic properties free of charge but make a charge where they were outside.

 

(C)             The Council continue to provide free Pest Control Treatment for pests of public health significance and charge for other pests in line with current practices.

 

The financial implications for the Council assuming either of the above options were detailed in the report.  However it was noted that the direct cost to the Council for providing a Pest Control Treatment service was £107,500. 

 

Having regard to the above and related issues it was

 

RECOMMENDED - T H A T this Scrutiny Committee supports the principle of charging for pest control services as set out in Option B above and that the matter be referred to Cabinet for consideration subject to the views of the Scrutiny Committees (Community Wellbeing and Safety) and (Economy and Environment) being first obtained on the matter.

 

The matter was considered at the meeting of the Scrutiny Committee (Community Wellbeing and Safety) on 16th July, 2006 who

 

RECOMMENDED - T H A T Cabinet be advised that it was the view of the Committee that the free provision of Council’s pest control service for pests of public health significance to private residents should continue.

 

The matter was also considered at the meeting of the Scrutiny Committee (Economy and Environment) on 17th July, 2006 who

 

RECOMMENDED -

 

(1)       T H A T Option C be supported and that the Council continue to provide free Pest Control Treatment for pests of public health significance and charge for other pests in line with current practices.

 

(2)       T H A T Cabinet be requested to ensure that an adequate allocation to provide the service required was contained in future budgets in the interests of public health and to avoid possible additional costs in the future which could fall on the Council as a consequence of increased infestations.

 

Cabinet, having considered the report and recommendations of the Scrutiny Committees, felt that in view of the messages emanating from the Committees there was a need for a further report which considered ways of operating the service more effectively and efficiently, the report to also consider action that could be taken to control the reasons for infestation.

 

RESOLVED - T H A T a more detailed report on this matter be submitted to Cabinet in due course.

 

 

C3148                        WAVERLEY AND BALMORAL - DOCKING CHARGES, PENARTH PIER, 2007/08 (REF.) -

 

Scrutiny Committee (Economy and Environment) were advised on 17th July, 2007 that Cabinet had deferred consideration of the request to levy a new charge for docking the Balmoral and Waverley at Penarth Pier during evenings and night-time sailings for a further report providing the rationale for the request (Minute No. C2940).  By way of background, it was explained that irrespective of the time, day or night, dockings during 2006 had been charged at £12.83, increased annually by inflation.  It was further explained that whilst the majority of dockings took place during the normal workings hours of staff on the Pier (8.30am - 5.00pm), there were a number which did not and the cost of providing staff “out of hours” was calculated to be £62.82.  Whilst the operators of the Balmoral and Waverley had been approached to accept the revised charges for evening / night-time dockings, no response had been received.

 

Given that the current charges for “out of hours” docking resulted in a loss to the Council of approximately £50 per docking, Scrutiny Committee had

 

RECOMMENDED - T H A T Cabinet be requested to agree a new charge of £62.82 for all “out of normal hours” docking in 2007/08 and future years, and that the charge be implemented immediately on cessation of the call-in process.

 

Cabinet, having considered the recommendation of Scrutiny Committee (Economy and Environment) felt that consideration of the report should be deferred and that a further comprehensive report be brought before a future meeting of the Cabinet, to include an explanation of how the current fee of £12.83 had been calculated.,

 

RESOLVED - T H A T a more detailed report on this matter be submitted to a future Cabinet.

 

 

C3148(a)                        PROSIECT GWYRDD - A REGIONAL PARTNERSHIP FOR THE PROCUREMENT OF A RESIDUAL WASTE TREATMENT SOLUTION (REF. ) -

 

Scrutiny Committee (Economy and Environment) were, on 17th July, 2007, provided with details of the work being carried out to procure a residual waste treatment solution for this Council and its partnering local authorities within a collaborative partnership.  By way of background, it was reported that, in January 2006, Cabinet had authorised the Director of Environmental and Economic Regeneration to enter into formal discussions with potential local authority and private sector partners in respect of the future waste procurement options (Minute No. C2261).  Since that time, officers from the partnering authorities of Cardiff, Newport and Monmouthshire had jointly been exploring pre-procurement works, namely project scope, procurement partnering structure, market appetite, key assumptions, initial high level affordability modelling, site availability and project timescale.  A joint report of the Partnership Technical Officers on proposals for the procurement of a sustainable residual waste treatment solution was appended to the report.

 

It had become clear that there was a keen market appetite from the waste industry to enter into a procurement process with the Partnership and a range of technical solutions had been identified.  It was noted that the procurement of residual treatment would only be for household and commercial waste that could not be recycled and / or composted, and it was clear that all authorities in the Partnership were committed to maximising the amount of waste to be recycled and composted within their areas.  It was noted that the procurement of joint treatment when fully developed would contribute to all authorities meeting their Landfill Diversion targets but, more importantly, without such treatment the authorities would risk significant fines for failing their targets.  The joint report as referred to above contained five recommendations, certain of which would need to be tailored to reflect the needs of this Council.

 

Details were also contained in the report of the potential resource implications.  At present these were high level indications based upon the results of a preliminary affordability modelling exercise and would need to be developed further as part of the Outline Business Case.  Discussion ensued on the projected figures and Members were updated on recent news that WAG would provide £400k. to be spent on procurement.  Attention was also drawn to the fact that whilst no additional resources were presently available within the base budget for Visible Services, subject to agreement, the Visible Services reserve could provide the source of funding to meet the Council’s share of any one-off costs associated with procurement and development of the Outline Business Case.  It was recognised too that the timetable for implementation was extremely tight and although 2013 remained the deadline at the current moment.  Discussion also briefly ensued on the need to investigate the technological options available and it was noted that, should Cabinet agree to a fifth Authority joining the Partnership, a report incorporating the ideas and experience of that Authority would be presented to a subsequent meeting.  Overall, it was noted that the level of co-operation within the Partnership to date had been very impressive and positive. 

 

Scrutiny Committee had

 

RECOMMENDED -

 

(1)       T H A T, consistent with the principles of its adopted Municipal Waste Strategy, the Council should:

 

            (i)   formally join Prosiect Gwyrdd;

 

            (ii)   authorise officers to work collaboratively with officers from the other Authorities forming Prosiect Gwyrdd to carry out the pre-procurement work details (preparation of Outline Business case, project scope and governance model);

 

            (iii)   endorse the structure of Prosiect Gwyrdd, including the setting up of a non decision making Steering Group to oversee the pre-procurement work;

 

            (iv)   agree that a further report be submitted to Cabinet on the outcome of the pre-procurement work and seeking a decision as to the commencement of the procurement process; and

 

            (v)   agree to Caerphilly County Borough Council joining Prosiect Gwyrdd.

 

(2)       T H A T the Cabinet Members for Visible Services and for Finance, ICT and Property be nominated as members of the non decision making Steering Group for Prosiect Gwyrdd for the purpose of overseeing the pre-procurement preparatory work.

 

(3)       T H A T Newport County Borough Council act as lead authority to make any funding applications and that Cardiff Council be authorised to enter into contracts for the appointment of external consultants to advise on Prosiect Gwyrdd (within approved funding levels and subject to agreeing the apportionment of costs between the authorities).

 

(4)       T H A T the Director of Environmental and Economic Regeneration be authorised to conclude the Memorandum of Understanding on behalf of the Authority, addressing the matters referred to in the body of Appendix 1 to the report.

 

(5)       T H A T the 2007/08 indicative procurement costs as detailed in Table 3.0 of the aforementioned Appendix 1 be noted and that Cardiff Council, subject to funding being available, look to appoint advisors from their financial frameworks to assist in the production of the Outline Business Case, the indicative procurement costs being funded equally by the Authorities net of any funding received from the Welsh Assembly Government.

 

(6)       T H A T the above recommendations be referred to Cabinet for Executive decision.

 

(Note: Councillor R.F. Curtis spoke on the above matter with the consent of the Committee.)

 

Cabinet, having considered the recommendations,

 

RESOLVED - T H A T the recommendations of Scrutiny Committee (Economy and Environment) be endorsed.

 

 

 

C3149                        USE OF THE CHIEF EXECUTIVE’S EMERGENCY POWERS (CX) (SCRUTINY - AS INDICATED BELOW)  -

 

RESOLVED - T H A T the exercise of the Chief Executive’s emergency powers as indicated below be noted:

 

(a)            Authority to extend the current Learning and Disabilities Supported Living Contracts.

 

                  (Scrutiny - Community Wellbeing and Safety).

 

(b)               Authority to submit the Housing Revenue Account Business Plan 2007/08 by the due deadline.

 

(Scrutiny – Community Wellbeing and Safety).

 

(c)            Authority to submit application for Major Repairs Allowance 2007/08 to WAG.

 

            (Scrutiny - Community Wellbeing and Safety).

 

(d)            Authority to  implement increase to allowances under Joint Education Services Circular No. 149.

 

            (Scrutiny – Corporate Resources).

 

(e)            Authority to implement new allowances / mileage rates under the National Joint Council For Local Government Services Circular 1/07.

 

            (Scrutiny - Corporate Resources).

 

(f)            Authority to replace Councillor C.P. Franks A.M. as the Plaid Cymru representative on the Senior Management Appointment Panel by Councillor C.J. Williams.

 

            (Scrutiny - Corporate Resources).

 

(g)            Authority to implement the contents of the Joint Education Services Circular No. 150 in respect of the J.N.C. for Youth and Community Workers.

 

            (Scrutiny - Corporate Resources).

 

Reason for decision

 

To inform Cabinet.

 

 

C3150                        GENDER EQUALITY SCHEME (CX) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet approval was sought for the draft Gender Equality Scheme and the Action Plan attached to the report. 

 

It was reported that the Equality Act 2006 had brought about a new duty to promote gender equality from April 2007.  The gender equality duty required public authorities to put steps in place to:

 

·                    promote gender equality

·                    eliminate sex discrimination

·                    publish a gender equality scheme.

 

The draft Gender Equality Scheme and Action Plan (attached at Appendices 1 and 2 to the report) had been developed based on feedback from employee questionnaires and focus groups (employment issues) and in consultation with the Corporate Equality Working Group.  The draft Scheme had been subject to consultation and relevant feedback had been incorporated into the Scheme. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Gender Equality Scheme and Action Plan be approved, subject to the following amendments:

-      Page 5: reference to Mr. Bryan Jeffreys to be amended to read Mr. J.M. Evans

-      Page 5: reference to “and Equalities” to be added to Cabinet Member’s portfolio

-      first paragraph of Page 8 to read “47 Councillors (15 female, 32 male)

-     the second sentence of the paragraph on Page 21 to be deleted

-     the first word “Any” of the third sentence on Page 21 to be replaced by the word “The”.

 

(2)       T H A T the Gender Equality Scheme be reviewed on an annual basis.

 

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

 

Reasons for decisions

 

(1)       To promote gender equality in compliance with the Equality Act 2006.

 

(2)       To review the Scheme annually.

 

(3)       To inform Scrutiny Committee.

 

 

C3151                        APPROVAL TO SUBMIT EXTERNAL FUNDING APPLICATIONS (CX) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet approval was sought for the submission of external funding applications to maximise the amount of external resources to deliver agreed Corporate objectives.

 

Approval was sought from Cabinet for the submission of the following bids for external funding.

 

Wider Horizons - Big Lottery application

 

The proposal had been developed by three separate partnerships, Vale Learning Network, Health Alliance and Young Peoples Partnerships.  The project aimed to increase mentoring and support for young people aged 16-25 identified as Not in Education, Employment and Training, Carers and adults economically inactive. 

 

Over three years the project would seek to support 420 beneficiaries, build confidence, self esteem and help them progress into education, employment, training, volunteering or other activities such as leisure.  In addition, the project would also aim to develop approximately 30 mentors from the beneficiary group to help develop long-term sustainability.

 

Nearly £1,000,000 was being sought from the Big Lottery for the period February / March 2008 until March 2011.  No match funding was required.

 

Regional Library Development Officer - South East Wales

 

The application related to the recruitment of a Regional Library Development Officer on behalf of the South East Wales regional library partnership.  It was proposed that the Council host one of the two regional development officers. 

 

The main purpose of the draft scheme was to secure and promote access to all Welsh library resources through the development of sustainable partnerships between Welsh public libraries and libraries in other sectors such as further and higher education, school libraries and specialist libraries. 

 

£55,000 was being sought from WAG for the period covering August 2007 until March 2008.  No match funding was required.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)               T H A T the retrospective submission of applications to the Big Lottery and Welsh Assembly Government be approved.

 

(2)       T H A T should the grant application for the Big Lottery be successful, the capital programme be amended to reflect approved amounts.

 

Reasons for decisions

 

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

 

(2)       To update the capital programme to reflect the increase in capital funding due to the approval of external funding.

 

 

C3152                        STRATEGIC REVIEW OF THE ONEVALE PROGRAMME - WALES AUDIT OFFICE (CX) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet was informed of the outcome of the recent Wales Audit Office review into the OneVale programme. 

 

As part of the Wales Audit Office Regulatory Plan for 2005/06 there was a requirement to audit the OneVale programme i.e.

 

“We will review the OneVale project that the Council is implementing.  In particular we will provide assurance over the project management and general governance arrangements that have been incorporated into the project.”

 

This was expanded in November to include the following:

 

“Are effective arrangements in place to deliver service improvements and efficiency gains / financial savings in the short and long term?”

 

The Wales Audit Office’s completed final report was attached to the report for Members’ information.

 

The main conclusions of the report were as follows:

 

·                    the Council’s arrangements for OneVale have been effective in the short term with procurements achieving significant efficiency savings.  The impact of recent changes to OneVale projects need to be fully assessed against the original business case.

·                    The OneVale programme and project management arrangements include many examples of good practice with a few areas for improvement.

·                    The contact centre has been opened with significant changes to working practices within services and no disruption to the public.  The full benefit of the contact centre will be achieved when access hours are extended and the single number for all the Council’s services is implemented.

·                    The initial back office system re-engineering has been successful.  Now that Oracle have commenced on site, it is important that detailed plans are produced as a priority with preplanning work to be completed by the end of May 2007.

·                    Although the Council has achieved the target level of savings to date, the Council recognises that there is a need for greater clarity in the reporting of savings.

 

Five recommendations had been received and these had been accepted by the Council:

 

(1)       The project manager to report more detailed project costs and savings against the business case, for the full duration of OneVale, to Members on a quarterly basis.

 

(2)            Project managers to produce project plans with efficiency savings and costs, for each of the currently agreed OneVale projects. 

 

(3)       The project board to clarify change control responsibility.

 

(4)            Project manager to ensure financial records fully and robustly record the costs of OneVale and project the position against the business case.

 

(5)       The project manager to ensure that lessons are learned and changes are effective with all post implementation reviews reported to the programme boards.

 

The OneVale programme co-ordinator had been progressing these recommendations, all of which had now commenced.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the contents of the Wales Audit Office report into the OneVale programme be noted and the recommendations contained therein be endorsed.

 

(2)       T H A T all staff involved be thanked for their efforts.

 

Reasons for decisions

 

(1)       To note the contents of the Wales Audit Office report.

 

(2)               To place on record Cabinet’s appreciation of the staff.

 

 

C3153                        HOME TO SCHOOL TRANSPORT POLICY AND MONITORING UPDATE 2007 (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

.

Cabinet were advised of the intended changes to the Home to School Transport Policy, and approval was sought for their formal adoption into the main body of the policy. 

 

It was reported that the policy for the provision of Home to School Transport currently failed to identify that transport would only be provided to the next nearest school when the nearest was at capacity and admission had been refused.  Whilst this did appear obvious, it was nevertheless proposed that a short statement to this effect be incorporated into the policy.  It was also proposed that the policy be amended to clarify the position with regard to siblings attending the same school, which may not be the nearest available school.  In such instances the existing arrangements, which did not provide free home to school transport were maintained and clarified.

 

Whilst the current policy banned smoking on school transport, it failed to mention the new legislation in respect of the “Smoke Free Premises etc. (Wales) Regulations 2007”, which could strengthen the existing policy, as offenders would also be reported to the Council’s Environmental Health Officer who could then take further action in line with legislation if required.  This would be applicable to anyone onboard a vehicle being used for school transport.  It was therefore proposed that all current policy statements identified in the report be updated to reflect the new legislation and additional actions that would be taken when persons smoking on school transport services were identified.

 

The Council was trialling photograph passes at certain locations in 2007/08 and pupils may be requested to provide portrait photographs.  However, where possible, the photograph would be obtained from the school.  It was therefore proposed that a short statement advising of intentions be included to formally identify why officers may be requesting photographs.

 

Following the severe weather conditions in February 2007 when snow affected local transport, problems arose when one school refused to allow children to leave when the school transport was provided early due to worsening conditions.  In this instance, the operator had advised the Council Transport Unit that transport could only be guaranteed if provided early.  It was therefore proposed that the current policy be amended to advise that in such conditions the decision on whether or not and when transport can be provided will ultimately lie with the operator.

 

The policy did not clearly identify that parents / guardians were responsible for the payment of replacement bus passes that were lost under any circumstances, which had led to a small number of disputes.  It was therefore proposed that there be an addition to the current policy to clarify this point and remove the possibility for dispute.

 

Another area requiring clarification related to the position with regards to the provision of either free school transport for pupils who reside outside the Vale of Glamorgan or the sale of spare capacity seats to such pupils.  The Council’s position was that they did not permit either of these options, however, it may on occasions be possible to enter into a cross boundary agreement with another neighbouring authority to assist with any legal obligation that they may have, providing there was no additional financial implications for this Authority.  It was therefore proposed that a statement along these lines be adopted.

 

A need for clarification in the policy had been identified following a recent complaint when a primary school child was not met from the bus in the afternoon by her parent or a guardian.  In line with drivers / escort training the operator telephoned the Council’s Transportation Unit and were advised by officers that the child should remain on the bus, whilst other arrangements could be made for the safe collection of the primary school child.  This was following the operator having checked at the child’s address and obtained no response.  In this instance the child’s school met and took responsibility for the child at the end of the service journey and returned her to her father.  If this had not been possible the child would have been taken to the nearest police station for continued safe keeping.  Following this incident, it had been noted that the policy itself did not clearly identify this procedure, which was instead rehearsed in the Drivers / Escort Training Section of the document.  It was therefore proposed that the policy document be amended to accurately reflect the course of action to be taken, in line with the “Drivers / Escorts Training Manual”.

 

A final need for an addition to the policy had been identified because a few schools took it upon themselves to try and rearrange their school transport schedules on certain days to accommodate their sports days, which were being held elsewhere.  This had the potential to cause confusion and additional financial cost to the Council’s School / Public Transport budgets.  Therefore, it was proposed that an additional statement be included to advise schools that any changes to the schedule should be undertaken through the Council’s Transportation Unit and any additional financial costs that the operator may require must be paid for by the school directly.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Policy for the Provision of Home to School Transport be amended to include the various references as laid out above.

 

(2)       T H A T copies of the document be issued to all schools for information.

 

(3)       T H A T the Policy be referred to Scrutiny Committees (Economy and Environment) and (Lifelong Learning) for information.

 

Reasons for decisions

 

(1)       To ensure a safe, fair and consistent approach in providing school transport in the Vale of Glamorgan.

 

(2)       To ensure that the policy is effectively communicated to schools.

 

(3)       For the information of the Scrutiny Committees.

 

 

C3154                        BARRY SPORTS CENTRE (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Permission was sought to erect a barrier around the full size sports pitch at Barry Sports Centre. 

 

The full size pitch at Barry Sports Centre was changed from a football to a rugby pitch a number of seasons ago to support the work of the Council’s Rugby Development Officer.

 

A proposal had now been received from the Vale of Glamorgan Football League to revert this pitch back to football and erect a barrier around the pitch.  Funding for the barrier would be provided by the League via sponsorship which was already in place.

 

The Council Sports, Arts and Play Development Manager had offered to work with the Vale of Glamorgan League to complete a Sports Match Application which, if successful, would double the value of sponsorship if secured enabling more money to be used to promote local football.

 

The additional cost of pitch maintenance and the moving of posts, markings, etc. would be found from existing budgets.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Vale of Glamorgan rugby pitch at Barry Sports Centre be returned to a football pitch and that a football pitch at Buttrills Recreation Ground be converted to a rugby pitch.

 

(2)       T H A T the Director of Environmental and Economic Regeneration, in consultation with the Director of Legal, Public Protection and Housing Services agree suitable terms and conditions for the Vale of Glamorgan League to erect a crowd barrier around the football pitch at the Barry Sports Centre.

 

(3)       T H A T The Council’s Sports, Arts and Play Development Manager assist the Vale of Glamorgan League to submit a Sports Match Application.

 

Reasons for decisions

 

(1, 2 and 3)            To promote the playing opportunities of team sports within the Vale of Glamorgan.

 

 

C3155                        HOLTON ROAD - COMMERCIAL RENEWAL AREA GRANTS (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

-                      advised of the current position of Commercial Renewal Area grants in Holton Road, Barry

-                      sought Cabinet approval for the designation of a “Commercial Renewal Area” and the provision of grants within the proposed area

-                      sought authority for the Leader in consultation with the Director of Environmental and Economic Regeneration to use delegated authority to approval Vale of Glamorgan Council Commercial Renewal Area Grants.

 

Part 1 Section 2 of the Local Government Act 2000 provided local authorities with the power to “take any steps that they consider are likely to achieve the promotion or improvement of the economic wellbeing of their area”, provided they are aligned within the Community Strategy.

 

As part of the Council’s overall commitment to the regeneration of Holton Road, it was proposed to utilise this power and designate a Commercial Renewal Area.  The ongoing Town Centre Living Study would provide recommendations for addressing the remaining eastern end of Holton Road.  An outline of the proposed eligible area was appended to the report.

 

The total £50,000 Capital Programme Funding already allocated and proposed commitment from the WAG would allow the Council to offer targeted grant assistance for high standard building improvements to the commercial building stock within the proposed area.  It was proposed the grants programme would offer two types of grants, namely:

 

·                    Town Improvement Grants - these would be funded and determined by the WAG and administered on their behalf by the Council.  Funding would be offered on a discretionary basis for large-scale high quality building improvements.

·                    Commercial Renewal Area Grants - these would be funded and administered by the Vale of Glamorgan Council and would offer assistance on a discretionary basis for small-scale high quality works such as the removal of unsightly solid roller shutters and provision of new signage.

 

Eligible properties must be within the defined area and proposed works must make a significant enhancement to the external fabric of the building in accordance with the Councils’ SPG Barry Development Guidelines and Shop Front Design Guidance leaflet.

 

As part of the application process applicants would be required to meet and submit standard information requirements prior to the approval of any grant assistance.  Generally, this would include:

 

·                    detailed drawings and schedule of works prepared by a suitably qualified person

·                    three itemised tenders

·                    Statutory Consents  e.g. Planning and Building Regulations

·                    proof of land ownership / lease details

·                    proof of match funding / satisfactory credit check.

 

The monitoring of successful grant applications would be subject to standard terms and condition, enforced over a five year grant condition period and registered as a charge against the property.  These would include:

 

·                    use of the property would remain the same

·                    maintained in a good state of repair

·                    comprehensive insurance cover.

 

It was proposed to formally launch both grant programmes in the Autumn of 2007. 

 

In order to achieve a responsive grant approval procedure that maximised grant opportunities and met private sector demands, it was proposed that delegated authority be granted to the Leader in consultation with the Director of Environmental and Economic Regeneration in order to approve the Commercial Renewal Area grants.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the designation and provision of grants within the proposed Commercial Renewal Area be approved.

 

(2)       T H A T the Leader, in consultation with the Director of Environmental and Economic Regeneration be granted delegated authority to approve the Vale of Glamorgan Council Commercial Renewal Area grants.

 

(3)       T H A T the Director consider the possibility of the Civic Offices being included within the Commercial Renewal Area and advise Cabinet accordingly.

 

Reasons for decisions

 

(1)       To enable the Council to offer grants incentives.

 

(2)       In order to achieve a responsive grant approval procedure.

 

(3)       To enhance the locality.

 

 

C3156                        BARRY TOWN HALL - EXHIBITION AREA (DEER) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet received a report which reviewed the future uses for the current Exhibition area within the Town Hall and sought to agree a way forward for the use and management of the space.

 

Exhibitions held so far had been arranged by the Council’s Arts Development Officer and an officer employed to be present in the Exhibition area.  Costs had been met from within the Directorate but it was clear that if such an arrangement was to continue, there would need to be an additional resource allocated for such a use.  In order to agree a permanent way forward it was considered that the Council now needed to consider two options.

 

Option 1 would allow the retention of a large Exhibition area which would attract a range of exhibitions.

 

Option 2 involved sharing an Exhibition area use with a coffee shop.

 

It was appreciated that a dedicated, large Exhibition area in the Town Hall had been an attractive new feature of the development.  However, the opportunity did exist to share this space with a commercial coffee shop that would further add to public access into the building.  Such a mix of uses had been successful elsewhere.  Furthermore, as Library staff were already on site, it seemed sensible to give the responsibility of this area to that service. 

 

It was reported that additional information had been provided to the Council by the Arts Council for Wales on this matter.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the option to introduce a Coffee Shop / bar facility within the Exhibition area be agreed in principle.

 

(2)       T H A T a marketing exercise be carried out to gauge the quality of potential providers of a Coffee Shop / bar facility.

 

(3)       T H A T an examination be made of the Library service taking responsibility for the remaining Exhibition area.

 

(4)       T H A T the capital and revenue costs of operating the Exhibition / Coffee Shop / bar area be identified in full and reported back to Cabinet.

 

(5)               T H A T the further report to Cabinet include consideration of the additional information that had arisen since the original report had been proposed.

 

Reasons for decisions

 

(1)       To agree a way forward.

 

(2)       To test market interest.

 

(3)       To clarify management arrangements.

 

(4)       To establish funding implications.

 

(5)       To consider the additional information.

 

C3157                        RHWS PRIMARY SCHOOL: NEW CLASSROOM BLOCK (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Delegated authority was sought to accept the lowest complaint tender for the proposed classroom block.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T delegated authority be granted to the Director of Learning and Development in consultation with the Director of Finance, ICT and Property, the Deputy Leader and the appropriate Cabinet Member, to accept a recommended compliant tender as an exception to Contract Standing Orders.

 

 

C3158                        GRANTS TO COMMUNITY / VOLUNTARY ORGANISATIONS AND PROFESSIONAL ARTS ORGANISATIONS 2007/08 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Approval was sought on the award of grants from the 2007/08 corporate revenue budget.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the grants be awarded as set out at Appendix A to the report.

 

Reason for decision

 

Having regard to the budget available and sums previously awarded.

 

 

C3159                        EFFICIENCY SAVINGS THROUGHOUT THE COUNCIL 2007/2008 ONWARDS (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet received a report which provided a summary of the proposals put forward by each Directorate to meet their respective efficiency savings targets set as part of the 2007/08 Budget, together with indicative areas for efficiency savings for 2008/09 and 2009/10.

 

As part of the 2007/08 Revenue Support Grant Settlement, WAG imposed upon all local authorities a maximum efficiency target for schools of 0.3%.  Given that the Council had to find £3.45m. of efficiencies overall, to balance this budget, this effectively gave an efficiency target for all other Council services of 3%.  A breakdown of the 2007/08 efficiency savings target approved by Council for each Directorate was attached to the report at Appendix A.

 

This indicated that the efficiency savings identified were £1.31m. in excess of the 2007/08 target.  However, this total also included proposals to reduce Social Service expenditure by £2m. for the year as part of the three year Change Plan. 

 

As the total efficiency savings target required by the Council for 2007/08 was £3.45m., all efficiency savings must be cash releasing.  They must also be recurring and, as well as achieving the target for 2007/08, Directors had been asked to consider plans, at a high level, to achieve minimum savings in 2008/09 and 2009/10  that equated to at least 2% of their net revenue budget for 2007/08.

 

The target over the next three years was an ambitious and challenging one and would require all services not only to seriously consider the opportunities that existed for reducing costs and maximising income generation but also to fundamentally review the ways in which certain services were delivered in relation to the expected outcomes.

 

In order to achieve the efficiency targets that had been set within the Council, any proposals that generated additional income, including increasing existing fees and charges, would be acceptable provided that there was a corresponding increase in the quality of service provision and no detrimental effect on service outcomes.

 

As provision targets were being set for 2008/09 and 2009/10, there needed to be a radical rethink about how services were provided.  Implications and consequences of any changes to services would have to be considered now to allow for sufficient lead in times for the proposals to be implemented and to ensure that savings would be effective from the required dates.

 

In order to assist Directorates in identifying and achieving their efficiencies savings targets, an Efficiencies Team was being created within the Audit Section, which would work closely with Directorates.  It had been widely recognised that better procurement was likely to provide the greatest potential for “painless” savings, so improvement within this Team would be a dedicated procurement function offering advice, guidance and training.  The Team would also assist in identifying, recording, collating and monitoring efficiency savings.  In order to ensure that all efficiency savings were correctly identified and quantified, all proposals should be passed through the Efficiencies Team before being reported to Cabinet.

 

The information collected would be shared with the Improvement and Development Team to ensure that consideration was given to any effects the efficiencies measures may have on the current service provision and the Service Plans.   Consideration would also need to be given to any potential risks that may occur as a result of the proposed efficiencies.  Therefore, a risk assessment template would be circulated to all Chief Officers to assist in evaluating any perceived risk.

 

All Directorates had completed forms indicating how they planned to achieve their 2007/08 efficiency targets.  These had been scrutinised and discussed with the relevant Officers and Accountants.  The effects of the proposals on the current service provision and the effects of the Service Plans’ targets and objectives had also been identified and considered.

 

Chief Officers had been advised that their proposals had been recorded and would be subject to on-going audit and review throughout the year.  As well as monitoring these proposals, any ideas or areas that were identified as best practice would be shared between all service areas of the Council.  Chief Officers had also been advised that any specific permission required to implement a proposal (e.g. Cabinet approval of a change in policy) would need to be obtained by them.  Any departure from the original efficiency proposals would also need to be notified to the Efficiencies Team for evaluation.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the proposals for efficiency savings for 2007/08 be noted and that a further report be submitted on progress against target at the half-year stage together with proposals for efficiency savings for 2008/09 and 2009/10.

 

Reason for decision

 

To keep Cabinet informed of progress in achieving agreed efficiency targets.

 

 

C3160                        MEDIUM TERM FINANCIAL PLAN 2007/08 TO 2010/11 AND BUDGET STRATEGY 2008/09 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) - (REF.) -

 

Cabinet was asked to approve the draft Medium Term Financial Plan 2007/08 to 2010/11 and Budget Strategy 2008/09 (including the proposed Budget Process and Timetable).

 

The draft Medium Term Financial Plan was attached to the report covering, for revenue, the period 2007/08 to 2010/11 and, for capital 2007/08 to 2011/12. 

 

It was reported that in preparing the Medium Term Financial Plan, some assumptions had been made as to the level of resources that the Council would receive from the Welsh Assembly Government.  At present, local authorities in Wales received no firm indicators as to levels of funding in the medium term (although the Assembly had indicated that it would introduce three year revenue and capital settlements with effect from 2008/09). 

 

Predictions of future expenditure however could be made with more certainty  e.g. the effects of changes in legislation, demographic trends and cessation of grant, committed and predicted growth, pay awards and price increases, together with the costs of achieving the aspirations set out in the Corporate Plan. 

 

The Budget Strategy for 2008/09 was detailed at Section 9.2 of the Plan and outlined that:

 

·                    in order to establish a baseline, Services should prepare initial revenue budgets for next year based on the cost of providing the current level of service and approved policy decisions.  This meant the cost of price increases and pay awards should be included.

·                    Increases to budgets approved during the course of a financial year could restrict the freedom the Council had to allocate its resources to priorities during the following budget cycle when it was aware of all the competing demands.  Consequently:

-          supplementary estimates would only increase the base budget if Council had given specific approval to this effect.  Increases met by virement within a year would not be treated as committed growth

-          Directors should find the cost of increments and staff changes from their base budget unless the relevant specific approval had been given for additional funding

-          the effect of replacing grant from outside bodies that had discontinued would not be treated as committed growth.  In addition, before any project or initiative that was to be met either wholly or partly by way of grant may proceed, the exit strategy must be approved

-          certain items of unavoidable committed growth would continue and these include the effect of interest changes and the financing cost of the Capital Programme, increases in taxes, increases in levies and precepts charged by outside bodies and changes to housing benefits net expenditure.

 

The eventual level of Revenue Support Grant settlement that made up the bulk of the Council’s funding would undoubtedly be influenced by the Welsh Assembly Government’s expectations for local government to achieve 1% annual recurring efficiency savings, as set out in their “Making the Connections” document.  For this Council, this equated to a target of £1.776m. for each of the years from 2005/06 to 2009/10.  Of the 2007/08 target, schools were expected to achieve efficiency savings of only 0.3% effectively increasing the level of savings to be found elsewhere.

 

The combination of the reduction in RSG as part of the WAG efficiency target together with increasing cost pressures facing the Council meant that Services would be expected to identify and achieve current efficiency savings equivalent to at least 2% of their budget.  There would also be the expectation of a continued reduction in Social Services expenditure of £2m. in 2008/09 as part of their target to bring expenditure down to base budget by 2009/10.

 

Consequently, it was envisaged that the bulk of the costs of the service development would need to be met from within the respective services but that any efficiency savings identified by Service towards or in excess of their set target may be recycled to meet their cost pressures.

 

Although the Assembly had yet to announce its intentions in respect of the 2008/09 settlement, it was also necessary to determine the methodology and timetable for the 2008/09 Budget Process.  As such:

 

·                    individual services would continue to draw up Service Plans that set out the aims and objectives for the service and any possible future developments. The plans should set out the required revenue and capital resources for the next 3 and 5 years respectively.  In allocating resources, account must be taken of service developments and the competing demands between different services.  The Corporate Plan would assist in determining the allocation of resources between services

·                    formal bids must be made for any additional capital funding.  It would be the responsibility of each Director to co-ordinate capital bids for their services and to ensure that, in view of the limited resources that would be available only highest priority bids be submitted

·                    some of the consultation work carried out for the Community Strategy / Corporate Plan would assist in informing the budget decision-making process.  Services may conduct their own consultation arrangements when deciding on their own capital bids and priorities or use the data from previous exercises.  Scrutiny Committees may wish to refer to these consultations when considering the budget or conduct consultations of their own

·                    the proposed timetable for the 2008/09 Budget was for Cabinet to make its initial revenue and capital budget proposals in November.  The capital bids considered and prioritised would include those recommended to the Management Team by the Corporate Asset Management Group.  Revenue cost pressures would also be submitted by services in priority order.  Each Scrutiny Committee would be consulted and would receive the relevant initial proposals of the Cabinet in November / December

·                    Scrutiny Committees would be asked to make comments on the proposals and in particular to consider the prioritisation of the bids and revenue cost pressures.  Corporate Resources Scrutiny Committee would act as the lead Scrutiny Committee in this respect

·                    the budget would then be considered by the Cabinet Budget Working Group which would submit its recommendations to Cabinet in January / February.  Cabinet would formulate its final proposals and submit them to a meeting of full Council to be held in February having first taken any response from the lead Scrutiny Committee into account.  It may be necessary for Scrutiny Committees, Cabinet and Council to hold special meetings in order to ensure that the budget may be approved within the statutory deadline

·                    membership of the Cabinet Budget Working Group would consist of the Leader, Deputy Leader, Chief Executive and Director of Finance, ICT and Property.

 

Scrutiny Committee (Corporate Resources), on 24th July, 2007, considered the Medium Term Financial Plan 2007/08 to 2010/11 and Budget Strategy 2008/09, and recommended -

 

(1)       That the draft Medium Term Financial Plan and Budget strategy for 2008/09 be noted.

 

(2)       That the following recommendations of the Committee of 26th June, 2007 be reiterated:

 

·        That the Corporate Management Team and the Cabinet be requested to include the financial risks associated with the Waste Agenda and the implications for the Council in the Council’s Medium Term Financial Plan.

·        That the Director of Environmental and Economic Regeneration be requested to submit a further report to the Committee in respect of the cost implications and cost benefits for the Council associated with shared service proposals relating to waste management matters.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)               T H A T the recommendations of Scrutiny Committee (Corporate Resources) be noted.

 

(2)               T H A T the contents of the draft Medium Term Financial Plan for 2007/08 to 2010/11 be approved.

 

(3)               T H A T the Budget Strategy for 2008/09, including the requirement for Directors to prepare initial revenue budgets for 2008/09 in accordance with a timetable agreed by the Director of Finance, ICT and Property be approved and that preparation was to be on the following basis:

 

-          capital charges, central accommodation costs and central support costs to be estimated centrally

-          services to prepare baseline budgets on current service levels as set out in the report

-          budgets to be broken down subjectively and objectively in as much detail as deemed appropriate by the Director of Finance, ICT and Property

-          budget reports to include revised estimates for 2007/08

-          full account to be taken of the revenue costs, other than debt charges, of new capital schemes coming into use

-          efficiency savings made directly by services (including any savings over and above individual service targets) to be available for recycling within the service in order to improve service delivery and meet existing cost pressures

-          directors to submit detailed capital bids for schemes for inclusion in the capital programme as well as details of any revenue costs pressures in the format required by the Director of Finance, ICT and Property.

 

(4)               T H A T the following timetable be approved for the 2008/09 Budget Process:

 

 

Timetable for 2008/09 Budget Process

To be Completed by No Later Than

Cabinet consider the initial budget proposals

21st November, 2007

Lead Scrutiny Committee responds to consultation and makes comments on budget proposals

14th December, 2007

Cabinet make its final proposals on the budget

6th February, 2008

Meeting of Council to consider budget

13th February, 2008

Council Tax Resolution taken to Council

5th March, 2008

 

Reasons for decisions

 

(1)       To consider the views of Scrutiny Committee (Corporate Resources).

 

(2-3)    To facilitate the integration of medium term financial planning into the corporate planning process and enable the 2008/09 budget process to be commenced.

 

 

C3161                        DETERMINATION OF THE TEACHER ASSOCIATION FACILITIES AGREEMENT (DLD) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet were asked to determine a policy for Teacher Associations Facilities, including Local and National appointments

 

The Teacher Associations had made successive requests over a period of years for the Council to determine a comprehensive policy to clearly identify the arrangements to support the duties of Teacher Association representatives at National and Local level.

 

Cabinet at its meeting on 22nd November, 2006 had requested that a further report be made on the wider recommendations of a Joint Consultation Forum which extended “in principle” support to the adoption of a policy.

 

The Teacher Associations were anxious for the Council to publish a policy on the facilities for Teacher Association representatives and in particular, provide financial support to reflect the responsibilities of teaching staff within the employ of the Vale of Glamorgan Schools undertaking National or Regional responsibilities to be afforded additional monies outside the existing provision.

 

The Teacher Associations representatives remained of the firm opinion that the funding for National and Regional representatives were covered within the Burgundy Book and that any resultant funding be recovered from the Council and not borne by the Schools.

 

Advice from the Employers Organisation had formally re-affirmed that there was no obligation in terms of providing paid time-off or financial support for Teacher Association representatives to attend National / Regional activities.  The Employers Side advice had advised that the existing financial arrangements to provide a dedicated fund were adequate and such practice enabled each Association to meet the obligations of each Branch.  However, the School or the Council could exercise discretion to enhance the financial provisions at their individual discretion.

 

Cabinet Members had been provided with a copy of the initial draft policy as compiled by Human Resources and Equalities, the draft of TC; NASUWT, on behalf of the Teacher Associations, along with a composite of the two.

 

Attached at Appendix A to the report was a further draft policy which embraced some elements of the Teacher Association comments with the significant exception of identification of any additional financial support and removal of internal transfer of benefits between Associations within the existing provisions.  Attached at Appendix B to the report was a copy of a policy as supplied by TC of the NASUWT.  Attached at Appendix C to the report was a copy of the locally agreed matrix highlighting the breakdown of the allocated budget to cover Regional and National duties.

 

At present three local representatives had advised of their National / Regional responsibilities as follows:

 

                        BL -                        Headteacher, St. Cyres Comprehensive School

                        DG -                        Headteacher, Peterson Primary School

                        TC -                        Teacher, Bryn Hafren Comprehensive School

 

The Teacher Associations had primarily indicated that in addition to the existing funding arrangements that the following additional financial support be considered and provided by the Authority in summary as follows:

 

                        Office                                                                                     Additional Provision

                        All Wales Office                                      10 days

                        All Wales President                               15 days

                        UK National Office                                      50 days

                        UK National President                        Full time.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T given the difficult budget facing the Council, the applications of BL, DG and TC be refused.

 

(2)       T H A T the Director of Learning and Development contact the Association of Directors of Education, along with the WLGA to explore opportunities for “top slicing” to fund Teaching Association National Office across all local authorities and / or central funding from the Welsh Assembly Government.

 

(3)       T H A T the Teacher Associations’ representatives seek direct funding from their respective sponsoring Teacher Association in respect of Regional and National roles.

 

(4)       T H A T the Teacher Associations review the allocation of the existing Teacher Association block budget to better reflect membership and collective

needs of the group.

 

(5)       T H A T the financial provision for each Teacher Association be paid following receipt by the Council of local duties undertaken by the trade unions up to a maximum as contained within the financial matrix (Appendix C to the report refers).

 

(6)       T H A T any under spend be considered for either transfer between the Associations and / or carried forward to the next financial year, and a designated reserve fund be established.  The decision to transfer or release expenditure remain the responsibility of the Director of Learning and Development in consultation with the Cabinet Member for Human Resources and Equalities.

 

Reasons for decisions

 

(1)       There are no contractual or statutory requirements to advance financial support, other than for local duties.

 

(2)       Given that the strategic benefits are of collective benefit to the service, it follows that associated costs of national activities should be borne along similar and more equitable lines whereby the arrangements would be shared across all benefactors.

 

(3)       These arrangements reflect the arrangements within the majority of trade units and comply with ACAS guidelines.

 

(4, 5 &6)            The re-allocation of resources may enable an element of the costs of National Office to be recovered from the existing provision and improve accounting arrangements.          

 

 

C3162                        ESTYN INSPECTION REPORT ON THE QUALITY OF ADULT AND COMMUNITY BASED LEARNING (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet were informed of the Estyn Inspection Report on the Quality of Adult Community-Based Learning in the Vale of Glamorgan.

 

Estyn followed the Common Inspection Framework that was also used in schools.  The Framework used 7 key questions.  Key questions 1 and 2 were based on standards of learning and teaching.  Key questions 3 to 7 were based on the support for learners, the quality of education and training, the effectiveness of leadership and management, and the use of resources.

 

The following learning areas were inspected:

 

·                    adult learning

·                    community development

·                    basic skills

·                    English for Speakers of Other Languages (ESOL) and

·                    Welsh for adult.

 

Estyn inspected 112 of the 436 adult community based learning classes that were available during their visit, and attended 23 meetings with learners, tutors, managers, officers and elected Members.  As a result of the inspection visits and meetings, Grades 2 or 3 were awarded for all Key Question and each learning area.  Grade 2 represented good features with no important shortcomings and Grade 3 represented good features outweighing shortcomings. 

 

The report identified that the majority of learners made good progress and achieved their learning goals, and many teachers prepared their courses well and planned well to meet the learning needs of the class.

 

The report also stated that there was a wide range of adult and community based learning opportunities throughout the Vale of Glamorgan which addressed the needs of local communities, promoted health and wellbeing, and provided opportunities for new careers and community regeneration.

 

The report went on to say that senior managers within the Vale Learning Network provided good strategic direction and that there were strong, effective working relationships between staff at all levels, particularly in the development quality assurance systems.

 

The report concluded that the Vale Learning Network provided good value for money.  It had fostered a strong commitment to partnership working between a wide variety of agencies and organisations. 

 

In order to demonstrate improvement, Estyn had recommended the following joint actions:

 

·                    carry out through VLN a detailed review of Welsh for Adults and ESOL courses

·                    ensure that tutors use a wide range of tutoring methods

·                    improve the way in which tutors record and use information about learners’ achievements

·                    introduce systems to review the take up of learning support

·                    improve the way that Barry College and the Vale Council work together to agree the data related to the franchised provisions.

 

An action plan in response to the recommendations that resulted from the inspection would need to be agreed by September 2007 and implemented by all partner organisations.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)               T H A T the contents of the report be noted.

 

(2)       T H A T the Director of Learning and Development submit a progress report to Cabinet in November 2007 on the preparation of the action plan in response to the Estyn area inspection.

 

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

 

Reasons for decisions

 

(1)               That the role of the Council’s Lifelong Learning Service in the successful Estyn area inspection of Adult and community learning be noted.

 

(2)       To keep Cabinet informed of progress.

 

(3)       To inform Scrutiny Committee (Lifelong Learning).

 

 

C3163                        REVENUE MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO 30TH JUNE, 2007 (CMT) (SCRUTINY - ALL) -

 

Cabinet were advised of the progress with revenue expenditure for the period 1st April, 2007 to 30th June, 2007. 

 

The projected outturn for the 2007/08 Revenue Budget was shown in comparison with Revenue Budget at Appendix 1 to the report.  The current forecast was for a deficit of £1,630,000 on the General Fund and a surplus of £215,000 on the Housing Revenue Account.  The deficit on the General Fund would be eliminated if Social Services achieved their target in reducing their overspend. 

 

Learning and Development - the service was projected to outturn on budget.  However actions needed to be taken during the financial year in respect of the Lifelong Learning and Catering function to achieve their target.

 

Social Services - the budget for each division of service reflected the allocation of the Temporary Uplift of £3,641,000 approved by Council and the savings of £2,000,000 needed to achieve a balanced budget.  Projecting the outturn figures for 2006/07 and using information on current commitments the budget was projected to outturn with a deficit of £1,630,000, a reduction of £100,000 from the previously reported deficit.  In order to achieve a balanced budget it was imperative that the actions proposed in the schedule of savings, which was being compiled and would be reported to Cabinet at a future meeting, were implemented and adhered to.  Monitoring of the budget would be regularly reported so that the success of the proposals could be assessed, reflected in the outturn figures, any problems or cost pressures identified and remedial action taken.

 

Children’s Services - the probable outturn was currently showing a deficit of £379,000 a reduction of £100,000 from last month’s figures.  The Children’s Placement commitments had reduced by a further £60,000 due to movements in placements and £40,000 saving was predicted due to a current under spend on the fostering budget.  The Children’s Placement budget, staffing budget and Court associated expenses budgets were the main areas that must be rigorously controlled and monitored. 

 

Community Care and Health - the service was projected to outturn with a deficit of £1,251,000 at year end.  The main pressures that needed to be controlled and monitored in order to bring expenditure within budget were:

Community Care Packages, Supported Housing Contract and staffing budgets.  The projected outturn did reflect an anticipated accumulation of the increased income generation that was achieved on 2006/07.  A cautious estimate had been included as income generation was dependant on both internal and external factors.

 

This was a matter 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

 

That the Members are aware of the projected revenue outturn for 2007/08.

 

 

C3164                        CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO 30TH JUNE, 2007 (CMT) (SCRUTINY - ALL) -

 

Cabinet were advised of the progress on the 2007/08 Capital Programme for the period 1st April, 2007 to 30th June, 2007 and where necessary, considered requests for changes to the Programme.

 

Appendix 1 to the report detailed financial progress on the Capital Programme as at 30th June, 2007.  Budgets brought forward from 2006/07 into 2007/08 were reported to Cabinet and Council on 20th and 27th June, 2007 respectively and were now included in the figures attached at Appendix 1 to the report.

 

Director of Learning and Development -

 

Cabinet on 25th April, 2007 had noted that schemes under the grant-funded Schools Building Improvement Programme included an update to the Colcot Road junction at Ysgol Bro Morgannwg.  The Welsh Assembly Government had since deemed this scheme ineligible as the works were beyond the site of the school grounds.  As such, two smaller schemes have been submitted to WAG in lieu of the Colcot Road scheme.  One was Barry Island Primary School toilet refurbishment at a budget of £65,000 and the other was Colcot School Primary window replacement phase 2 at a budget of £75,000.  Both of these bids had been approved by WAG and it was requested that Cabinet agree these changes to the 2007/08 Capital Programme.

 

Cabinet had been updated on the progress of the Council’s Pupil’s Referral Unit on 20th June, 2007.  At that time it had been requested that Cabinet approve a revenue contribution to capital of £39,000 to fund the building of a classroom extension at the Amelia Farm Trust.  It was therefore requested that the 2007/08 Capital Programme be increased by £39,000. 

 

A capital grant offer of £115,160 had been made by WAG for the 14 - 19 Learning Pathways Grant.  The approved schemes were the establishment of a site at Barry College suitable to deliver a Motor Vehicle Engineering course (£64,000), a Media Studies and Performing Arts facility at Ysgol Gyfan Bro Morgannwg (£30,000) and a pilot internet based e-learning portal (£21,000).  It was therefore requested that the Capital Programme be increased by £115,160.

 

Director of Environmental and Economic Regeneration -

 

Cabinet, on 20th June, 2007, had recommended that no further work be progressed on the Penarth Headland Link Scheme.  This recommendation had been called in and would be considered by Corporate Resources Scrutiny Committee on 24th July, 2007.  Before WAG funding was suspended, it was agreed that expenditure paid in April 2007 on work up until the end of March 2007 could still be claimed.  As such, the Council’s costs in the current financial year had been funded from WAG.  No further claims could be made.  It was requested that the Capital Programme for 2007/08 be increased by the amount of £192,000 which had been funded by WAG grant.

 

Director of Legal, Public Protection and Housing Services -

 

On 25th April, 2007, Cabinet had been advised of the proposed Interim Housing Investment Programme to finance the programme of investment required to meet the Welsh Housing Quality Standard by 2012.  Cabinet had approved the release of further funding from the under spend on previous years’ Major Repairs Allowance.  Approval was granted to increase this year’s Capital Programme to £5.66m and a further £5.12m in 2008/09.  This had not been reflected in Appendix 1 to the report.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the following changes to the 2007/08 Capital Programme be approved:

 

-          Pupil’s Referral Unit at the Amelia Farm Trust - increase of £39,000 to be funded from revenue

-          14 - 19 Learning Pathways - increase of £115,160 to reflect the WAG grant funding

-          Penarth Headland Link - increase of £192,000 funded from final WAG grant

-          The amendment to the SBIG 2007/08 approved schemes.

 

Reasons for decisions

 

(1)       To allow schemes to be undertaken in this financial year.

 

 

C3165                        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.

 

 

C3166                        LEISURE CENTRE BARS AND CATERING (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Urgent by reason of the need to proceed with this matter.

 

Approval was sought to cease the Leisure Centres Bars and Catering operation.

 

Cabinet on 20th June, 2007 had resolved:

 

(1)       That the Director of Environmental and Economic Regeneration together with the Director of Learning and Development and the Director of Legal, Public Protection and Housing Services commence formal consultations with the recognised Trade Unions regarding the proposed cessation of trading in order to reduce the budget deficit in Leisure Centres Bars and Catering.

 

(2)       That the Director of Environmental and Economic Regeneration submit a further report on the potential use of spaces vacated in the relevant Leisure Centres.

 

Consultation with the Trade Unions and the staff had commenced on 21st June, 2007.  The following observations had been received from the Trade Unions:

 

(a)       Staff who wished to, be included on the redeployment list with the usual benefits with immediate effect.

 

(b)            Consideration of vending or other options kept in-house subject to TUPE, operated by current staff.

 

(c)        Early release of staff within notice period and the appropriate redundancy or retirement package if they can secure employment externally.

 

(d)       Staff to be made aware of any development / retraining opportunities.

 

(e)            Further consideration be given to the effect as a whole on the communities and Leisure Centre users.

 

The following responses were recommended in response to these observations:

 

(a)            Agreed.

 

(b)       To be considered as part of the process, but the Director of Environmental and Economic Regeneration be given discretion to progress matters to secure the best option for the Council in any catering matters to secure the best option for the Council in any catering service provided at the Leisure Centres in the future.  TUPE would be applied if a private catering / vending operator was appointed and a justifiable transfer could be considered appropriate.

 

(c)            Agreed in principle, but only once redundancy notices have been issued, redeployment opportunities have been conducted and staff do not access employment with the Council or any other external employer contained within the Redundancy Modification Order.

 

(d)            Agreed, session to be arranged with the Council’s Corporate Training Department.

 

(e)            Various comments have been received from the public regarding maintaining a catering service in the Centres.  Understandably customers who have used the service for the number of years do not wish to see the service close.

 

The rationale contained within the Cabinet Report on 20th June, 2007, to cease the Leisure Centre Bars and Catering operations had not been significantly challenged.

 

Consideration of a vending service and limited service at Leisure Centre sites will now need to be actioned, taking into account point (b) above.  The Council’s Procurement Team had offered to assist with this.

 

Plans were currently being drawn up for the space that would be vacated in the Leisure Centres.  A report on these areas would be presented as soon as possible.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T having regard to the formal consultation carried out, the closure of the Leisure Centre Bars and Catering operation be agreed.

 

(2)       T H A T the Director of Environmental and Economic Regeneration in consultation with the Directors of Learning and Development, Finance, ICT and Property and Legal, Public Protection and Housing Services be authorised to negotiate with Leisure Centre Bars and Catering staff as appropriate to ensure all options are fully considered before redundancies occur.

 

(3)       T H A T the Director of Environmental and Economic Regeneration be authorised to consider other catering options as appropriate.

 

(4)       T H A T all Leisure Centre Bars and Catering staff, who wish to, be placed on the redeployment list.

 

(5)       T H A T the early release of staff, within the notice period, be approved if they can secure employment externally without loss of redundancy or early retirement payments (subject to the requirement and conditions of the Redundancy Modification Order).

 

(6)       T H A T a training awareness session be organised for all staff in Bars and Catering under threat of redundancy.

 

Reasons for decisions

 

(1)       Due to the deficit recorded by the existing servic