CABINET

 

MINUTES of a meeting held on 7th November, 2007.

 

Present:  Councillor Ms. M.E. Alexander (Chairman); Councillor N. Moore (Vice-Chairman); Councillors R.F. Curtis, S.C. Egan, N.J. Gibbs,

Mrs. V.M. Hartrey, G. John, Mrs. M. Randall, Mrs. M.R. Wilkinson and C.J. Williams.

 

 

C3258                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 24th October, 2007 be approved as a correct record.

 

 

C3259                        DECLARATIONS OF INTEREST -

 

Councillor C.J. Williams declared an interest in Agenda Item No. 8 “Council Tax - Unoccupied Dwellings” in that he rented a property in the Vale of Glamorgan.  Councillor Williams vacated the room whilst this matter was considered.

 

 

C3260                        VALE OF GLAMORGAN LOCAL ACCESS FORUM -

 

The following minutes of the meeting held on 19th September, 2007 were submitted:

 

Present:Mr. M.R. Harvey (Chairman); Mr. D.J. Field (Deputy Chairman);

Mrs. V.M. Hartrey, Mrs. H. March, Mr. H.S. McMillan, Mr. N. Moss, Mr. R. Simpson, Mr. R. Traherne and Mrs. V. Warlow.

 

Mr. J. Wyatt (Secretary); Mr. C. Fray, Mr. C. Jones-Jenkins and Mrs. S. Thomas (VOGC).

 

Also present: Councillor G. John.

 

 

Action

 

(a)   Apologies for absence -

 

These were received from Mr J.V. Custance, Mr. J.J. Herbert, Mrs. M. Morgan and Mr. R. Pittard.

 

 

 

(b)   Mr. David Williams -

 

Mr. Wyatt announced the recent resignation from the LAF of Mr. Williams.

 

AGREED - T H A T the best wishes of the LAF be forwarded to Mr. Williams.

 

 

 

 

 

 

Letter sent by Secretary

 

(c)   Minutes -

 

AGREED - T H A T the minutes of the meeting held on 8th May, 2007 be approved as a correct record subject to the following amendment to Minute No. (l) “Publications”, “References to Climbs in the Bridgend Area” being amended to read “References to Rock Climbing Venues in the Vale of Glamorgan”.

 

 

 

(d)   Chairman’s announcement -

 

The Chairman, being now unable to attend the meeting of LAF Chairs in Builth Wells the following day, invited any Member present to attend in his stead.  He asked that any interested person notify the Secretary at the end of the meeting.

 

 

 

 

 

JW

 

(e)   Presentation from Mr. C. Heaps, Countryside Access Officer, CCW on the Welsh National Access Register (WNAR) -

 

Mr. Heaps opened his presentation by stating that the WNAR was in essence CCW’s website and had been a direct result of the CROW Act whereby an obligation had been placed upon CCW to publicise areas of access and areas where access was not permitted. 

 

Phase 2 in the development of the site had now commenced and that related to forming partnerships with local authorities and others and obtaining information.  Details were then given on how to use the map guide, a new interactive tutorial being contained within the site which was user friendly - the site itself having improved accessibility standards as a whole and a page reader.  The maps contained very detailed information identifying, for example, promoted sites and Wildlife Trust areas amongst others.  The search facility now had postcode and sites / reserves options and examples were displayed of the features available to the user to assist them in navigating the site.  Mr. Heaps stated that agreements had been reached with most local authorities and that the Vale of Glamorgan Council had signed up.  The agreement meant that the Council shared information with CCW and that CCW publicised it.    New walks and sites were being continually added and it was hoped that accommodation would be added in the near future.  Additionally, it was anticipated that details of the Natural Facilities Project (a joint CCW / Sports Council initiative) which identified areas where activities such as kayaking or mountaineering would be made available.  Mr. Heaps

 

 

 

 

 

 

 

 

 

 

 

Information subsequently received from CCW indicated that between 1st April and 27th September, the countryside access maps section of CCW’s website had received 4,406 hits.  The low number could be attributed to technical

 

confirmed that CCW was in discussion with SUSTRANS and the Ramblers Association in relation to the provision of additional information in the future. Tir Gofal access agreements were already included on the site.   Walks within the Vale were available by means of a link on the CCW site to ValeWaves. 

 

Mr. Heaps concluded his presentation by referring to the fact that further information could be obtained from Jill Meyer and that she would respond in due course to the question as to how many hits the website had had to date. 

 

AGREED - T H A T Mr. Heaps be thanked for his presentation.

 

problems with the content.  Attention was also drawn to the fact that the website was still in progress and CCW is not actively promoting it at the moment.

 

(f)   Wales Coastal Access Improvement Programme: Consultation on the Route Criteria and Quality Standards for the Development of the Wales Coastal Path -

 

The Countryside Council for Wales had invited comments on the document “Route Criteria and Quality Standards for the Development of the Wales Coastal Path” by the deadline of 16th November, 2007.  CCW had invited responses to the following questions in relation to the document which was appended to the report:

 

Q1       Do you agree that the proposed Route Criteria (RC1 - RC4) should be adopted for the Wales Coastal Path?

 

Q2       Do you think that there should be any additional criteria?  If so, what should they be?

 

Q3       Do you agree with the Alternative and Key Link Route information?

 

Q4       Do you agree that the proposed standards (QS1 - QS8) should be adopted for the Wales Coastal Path?

 

Q5       Do you think any additional standards should be added to this list?  If so, what should they be?

 

An internal consultation exercise conducted within the Council had shown that the main issues of concern related to RC2, and to a lesser extent, RC3  - “the public should have a permanent right of access on foot” and “the route should be physically available at all times” respectively. 

 

Given the particular situation along the Heritage Coast where erosion was a major issue, much of the coastal route had been made available through negotiations with local landowners and access was, therefore, permissive.  Accordingly, whilst a permanent path was to be desired, the emphasis on permanence in the consultation paper was seen as overly prescriptive.  To ensure a permanent coastal path along the Heritage Coast would necessitate a substantial amount of land being set aside to avoid frequent negotiations with landowners to move the path further inland, given the pace and scale of erosion in the area.  Concerns were expressed that not only would the matter of compensation to those landowners for the loss of their land have to be addressed, but the current goodwill of those landowners in making land available would be lost.  The threat of legislation, therefore, was seen as being counterproductive in an area where current arrangements to ensure coastal access worked well.  Whilst reference was made to the desirability of having consistent criteria relating to coastal access for the whole of Wales, the general view was that the particular circumstances of the Heritage Coast needed to be recognised. 

 

Discussion then ensued on the questions set out above specifically posed by CCW. 

 

Q1       Whilst the principle of there being a continuous walking route around the coast of Wales, physically available at all times, and as close to the sea as practicable and desirable was accepted, particular issues arose as indicated above in relation to the question of “permanence”.

 

Q2       The question of permissive paths needed to be addressed. 

 

Q3       No adverse comments.

 

Q4       One point raised touched upon the need for and practicalities of ensuring that all sections of the path were delivered to the highest quality standards (when, for example, certain sections would only be lightly trafficked).  The second issue focussed on an omission in QS3 “Furniture”.  Given the inherent risk of walking along a coastal path, it was considered that reference should be included in QS3 to some form of barriers or guardrails being installed in high risk areas.  It was considered that to a large extent the criteria proposed under QS3 related more to furniture on country than coastal routes. 

 

Q5       As indicated in the response to Q4 above.

 

During the course of subsequent discussion reference was also made to vague phrases within the document such as “substantially in place” and “where appropriate” and how those should be interpreted.  It was accepted that the reference to temporary diversions referred to legal temporary diversions which had time elements built into them.  Clarification was also requested as to the potential liability that would fall on officers and on the Council in the event of vandalism and damage along the coastal path resulting from, for example, the removal of signs and reduced access.  Discussion then turned to coastal access in the Sully / Barry area, following which it was confirmed that further reports would be made to subsequent meetings of both the Coastal Access Advisory Group and the main Local Access Forum as the programme progressed. 

 

A response would be sent to CCW closer to the deadline of 16th November but, in the meantime, all Members of the Forum would be sent a copy of the above minute and asked if they wished further matters to be raised in the response to CCW.  Mr. Pittard, having been unable to attend the meeting in person, had asked that his view that the introduction of legislation where what was desired by way of improvements could not be achieved through consensus would bring Wales more into line with England be recorded.

 

AGREED - T H A T the actions as indicated above be implemented.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minute sent to all Members on 24th  September, 2007

 

(g)   Update on Coastal Access Improvement Programme (CAIP) -

 

Members had been informed at the previous meeting that an optimistic total bid had been made for funding under the CAIP of £177k.  An offer of grant of £146.8k. had now been received.  That offer had been made on the basis of a few CCW amendments to the submitted programme of potential schemes, and a copy of the final approved list of schemes, as summarised below, was set out in the report:

 

 

 

 

PRACTICAL

 

 

 

 

 

 

Scheme

Total

Priority

 

 

 

 

Lavernock coast path

£40,000

1

 

 

 

 

FP5 Sully

£30,000

1

 

 

 

 

Knap path

£8,000

1

 

 

 

 

West Barry & FP37

£15,000

1

 

 

 

 

Castle Ditches

£20,000

1

 

 

 

 

East Aberthaw to Porthkerry

£5,800

1

 

 

 

 

 

 

 

 

 

 

 

 

INVESTIGATION

 

 

 

 

 

 

 

Scheme

Total

Priority

 

 

 

 

Consultancy commission for research

£10,000

1

 

 

 

 

Cycle routes

£5,000

2

 

 

 

 

Swanbridge

£2,500

1

 

 

 

 

Friars Point

£2,000

2

 

 

 

 

Aberthaw steps

£2,500

2

 

 

 

 

Cwm Bach ladder

£1,500

1

 

 

 

 

Project Management

£2,000

1

 

 

 

 

 

 

NEGOTIATION

 

 

 

 

 

 

Scheme

Total

Priority

 

 

 

Heritage Coast

£2,000

1

 

 

 

St Mary’s Well Bay

£500

1

 

 

 

 

 

 

 

 

A further update was given on certain of the projects listed above, including the fact that the consultancy Resources for Change had been commissioned to undertake research.  A three year timetable had now been agreed and Irene Evison would submit a draft strategy to the next meeting of the LAF for discussion.  In response to a question relating to the access road to Dunraven Bay, the response was given that whilst funding for the project was contained within the estimates for the current financial year, there were still issues to be resolved.  Discussion then briefly touched on which body would take the lead role in publicising the CAIP and, in particular, those schemes which would likely result in “quick wins”, with Mr. Heaps agreeing to check the position with the Coastal  Access Officer at CCW. 

 

In conclusion, the LAF was reminded of the Coastal Access Advisory Group, established at the last meeting.  The Group currently comprised five representatives from the LAF and any other Member wishing to join was asked to contact the Secretary as soon as possible.  A meeting would be held shortly to ascertain progress. 

 

AGREED - T H A T the progress to date in relation to the CAIP be noted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

JW / CF / CJJ

(h)   ROWIP - Final Draft -

 

The ROWIP had been circulated prior to the meeting under separate cover, and would be reported to the Council’s Cabinet within two weeks.  It was reported that since the last meeting of the ROWIP a further two responses to the draft had been received from the Environment Agency Wales and Cadw, bringing the total number of responses to 23.  The draft had been adjusted in response to those comments, most notably an additional paragraph and action point had been added due to CCW drawing attention to the Strategic Environmental Assessment legislation (although the decision had been made not to undertake a full assessment of the ROWIP). 

 

Members of the LAF then considered the ROWIP.  Mr. Custance, having been unable to attend the meeting in person, had submitted the following comments by telephone:

 

He felt that all references to “promotion” within the draft ROWIP should be in terms of a U.K.-wide perspective, considering the document to be somewhat parochial in this respect at present.  He also commented on the fact that the various sporting activities listed on Page 11 did not mention rock climbing or walking.  Mr. Custance also felt that there might be other sporting activities worthy of listing.  Having considered both of the above points, however, Members of the LAF considered that there was no need to amend the document in those respects.

 

Other matters raised which were accepted included the reference to RAF St. Athan being amended to read MOD, the inclusion of nPower Aberthaw and the rectification of various typographical errors.  Discussion also ensued on the question of targets and the need to recognise somewhere in the document that, whilst the inclusion of specific targets might be desirable, the achievement of those targets would be largely dependent upon the necessary funding being made available.  The Statement of Actions was recognised as ambitious and the view expressed that, given the uncertain funding situation, the inclusion of fixed targets could be seen as unhelpful.  Reference was also made to the format of the document itself which, whilst clearly laid out, had been produced in a smaller font size than the Council’s corporate style.  Attention was drawn, however, to the fact that the ROWIP would be made available on the Council’s website where any issues relating to its legibility could be easily addressed by viewers.

 

In conclusion, the officers involved in the production of the ROWIP were congratulated on their work - the contribution of CCW  also being acknowledged.

 

AGREED - T H A T the content of the draft ROWIP, subject to the amendments referred to above, be endorsed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ROWIP endorsed by Cabinet on 3rd October 2007 for submission to WAG

 

Copy of final version of ROWIP sent to CCW and WAG on 16th October 2007

(i)   Section 63, CROW Act 2000 -

 

Mr. Field expressed concern at delays experienced in relation to the Council’s meeting its obligations to secure the removal of alleged obstructions from public rights of way and questioned whether the Council would be ale to respond within the specified timescale given the number of notices he anticipated being submitted.

 

Mr. Jones-Jenkins then circulated a paper detailing the fourteen Notices served on the Council to date together with the subsequent action taken.  A particular difficulty in dealing with such Notices was, and would continue to be, identifying the landowner concerned since not all land was registered.  The delay in processing the initial Notices was fully accepted but, since that time, lessons had been learned and it was anticipated that future Notices would be dealt with more expeditiously as a consequence.

 

AGREED - T H A T the factors contributing to the initial delays be accepted, together with the expectation that future Notices would be dealt with more expeditiously.

 

 

(j)   Operational Manager Post -

 

Mr. Fray confirmed that interviews were underway for the Operational Manager post vacated by Frank Coleman at the end of May 2007.  The duties of the post had been expanded to include Economic Development and Regeneration together with Countryside and the Environment. 

 

AGREED - T H A T the position be noted.

 

 

 

 

Mr. Bob Guy appointed

(k)   Forward Work Programme -

 

Mrs. March thanked officers for the recent improvements effected to access along and on to Llantwit Major beach.  The Chairman confirmed that Visible Services would address matters pertaining to service improvements to the car park in that location.

 

In response to Mr. McMillan’s request that some sort of decision tracking of matters considered by the Forum be undertaken, it was agreed that the minutes be annotated instead thereby avoiding unnecessary paperwork.

 

AGREED - T H A T the above process be adopted.

 

 

 

 

 

 

 

 

Process adopted

 

_____________

 

 

RESOLVED  - T H A T the minutes be noted.

 

Reason for decision

 

To receive the views of the Local Access Forum.

 

 

C3261                        PROGRESS REPORT ON THE SOCIAL SERVICES CHANGE PLAN 2007-10 (IDSS) (REF) -

 

Scrutiny Committee (Community Wellbeing and Safety), on 22nd October, 2007, received a report which informed Members of the Scrutiny Committee about the Social Service Department’s progress with the Change Plan.  The Change Plan was a long term plan and actions were scheduled for completion from June 2007 - December 2009.  The Change Plan was being monitored on a weekly basis by the Change Team and the Change Co-ordination Group which included key partners and the Wales Audit Office had met to monitor its progress.  Progress on the Plan would also be made public and placed on the Council’s website.  Progress on each action in the Plan was identified on the  appendix to the report.  The progress being made was highlighted by the use of “smiley faces” and Members were advised that there were only a small number of unhappy faces in the progress column.  The Operational Manager for Corporate Policy and Communications explained that new governance arrangements within the Social Services Department were in place and the management of the service had improved.

 

It was further pointed out that there was consistency across the Directorate itself and that managers were working together and accepting of the challenges.  Members were advised that the main causes of concern for the Adult Services Section were in relation to the Learning Disability service and the interim care home fee arrangements.  During discussion of this report a question and answer session ensued, including the following:

 

SQ7 - Review all existing care packages beginning with outstanding reviews.

Due to the difficulties that had been experienced with continuing care packages, Members recommended that under the remit of invest to save, Cabinet be recommended to ensure that extra staff are considered in order to ensure that care packages meet the eligibility criteria and the service is appropriate to meet client needs.

 

Scrutiny Committee had

 

RECOMMENDED -

 

(1)       …..

 

(2)       …..

 

(3)       T H A T in respect of SQ7 - “Review all existing care packages beginning with outstanding reviews” Cabinet be recommended to ensure as a matter of urgency that additional staff be appointed or reallocated to ensure that the care packages meet the eligibility criteria and that the service is appropriate to meet client needs.

 

Cabinet, whilst recognising the spirit of the reference, noted that the work to ensure that the care packages met the eligibility criteria was in place.

 

Cabinet, having considered the recommendations of Scrutiny Committee (Community Wellbeing and Safety)

 

RESOLVED - T H A T the recommendation of Scrutiny Committee (Community Wellbeing and Safety) be noted but it be confirmed that work was already being undertaken to consider all the actions that were necessary to review existing packages of care and that this would form part of the Social Services Change Plan.

 

 

C3262                        HOUSING SUB-COMMITTEE: 20TH SEPTEMBER, 2007 (REF) -

 

Scrutiny Committee (Community Wellbeing and Safety) on 22nd October, 2007 received the following report of the Housing Sub-Committee held on 20th September, 2007:

 

(g)            Energy Efficiency in Housing (Presentation by David Powell, Energy Manager) -

 

David Powell gave an overview of the steps that could be taken to improve energy efficiency in homes.  These included:

 

·                    loft insulation

·                    cavity wall insulation

·                    draft elimination

·                    effective space heating

·                    temperature controlled radiators

·                    low thermostat setting for hot water

·                    condensing central heating boiler.

 

Various grants were available to help people introduce energy efficiency measures into their homes.  Some grants however, could only be accessed for homes where some efficiency measures already existed.

 

Education formed a major part of any energy efficiency initiative.  “Switching off” electrical items created significant energy savings compared to leaving items in a “standby” mode.

 

The legislative background included:

 

·                    building regulations

·                    Home Energy Conservation Act

·                    Warm Homes and Energy Conservation Act 2000

-          target to eliminate fuel poverty in vulnerable homes by 2010 and in social housing by 2012; and

-          in all interested groups by March 2018.

 

The Welsh Housing Quality Standard sought to introduce safe and secure, adequately heated, fuel efficient and well insulated homes by 2012.  This came from the National Housing Strategy for Wales 2001.  Energy performance certificates would need to be provided as part of Home Information Packs to be prepared every time a home was sold. 

 

There had been a reduction in carbon emissions of 23,000 tonnes per year in the housing stock in the Vale of Glamorgan.  This had been achieved through:

 

·                    HEES (Home Energy Efficiency Schemes)

·                    Health Through Warmth (accessing HEES)

·                    Utility Schemes

-          SOP (Standards of Performance)

-          EEC (Energy Efficiency Commitment)

-          CERT (Carbon Emission Reduction Targets).

 

The number of people undertaking various measures between April 2005 to March 2006 included:

 

·                    cavity wall insulation - 1,520

·                    loft insulation - 584

·                    double glazing - 2,132

·                    low energy light bulbs - 5420

·                    home energy reports - 14,559

·                    new condensing boilers - 255.

 

A number of other measures installed to date through Health Through Warmth included

 

·                    cavity wall insulation

·                    loft insulation

·                    draft-proofing

·                    gas central heating

·                    central heating repair

·                    electric central heating

·                    oil heating system

·                    gas supply

·                    security measures

·                    hot water jackets

·                    smoke alarms.

 

An issue for the future was that climate change was not going to go away.  Time was of the essence and measures would have to be a combination of renewable and insulation.  Housing accounted for 25% of all carbon emissions so it was essential that there was an overall reduction in this sector.

 

Members made reference to the Penarth Heights housing development as possibly the most major housing initiative that the Council was going to be involved with in the foreseeable future.  Concerns were raised that initial indications were that certain eco standards would not be met by the developer.  Other Councils had achieved a zero carbon impact on their new developments and it was thought that this should be the aim for this Council in this particular development. 

 

RECOMMENDED -

 

(1)       T H A T the Scrutiny Committee (Community Wellbeing and Safety) be requested to recommend to the Cabinet that an ‘Excellent’ (zero carbon) Eco Homes Standard be required for the Penarth Heights Development and any other new housing developments.

 

(2)       …..

 

Having considered the above report, Scrutiny Committee (Community Wellbeing and Safety) had

 

RECOMMENDED -

 

(1)       …..

 

(2)       …..

 

(3)       T H A T the Housing Sub-Committee recommendation that an “Excellent (zero carbon) Eco Home Standard” be required for the Penarth Heights Development and any other new housing developments, be referred to Cabinet.

 

Cabinet noted that the contract for the Penarth Heights development had been awarded, and the recommendation of Scrutiny Committee (Community Wellbeing and Safety) could not therefore be acted upon, although it was also reported that the current developers were already working toward that standard. 

 

However, Cabinet expressed a wish to support the principle of having an aspiration to meet the “Excellent” (zero carbon) Eco Homes Standard, but recognised that the additional costs of such a standard needed to be borne in mind.

 

Accordingly, Cabinet having considered the recommendation of Scrutiny Committee,

 

RESOLVED - T H A T a further report be brought before Cabinet identifying ways in which developers could be encouraged to design developments to a minimum of a “Good” Eco Homes Standard.

 

C3263                        PRECEPT PAYMENT DATES 2008-09 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Approval was sought for the precept payment dates for 2008-09.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T payments due to the South Wales Police Authority be paid in twelve equal instalments on the last working day of each month.

 

(2)       T H A T payments due to the Town and Community Councils be paid in three equal instalments on the last working days of April, August and December 2008.

 

Reasons for decisions

 

The Council is required to determine its precept payment dates each year and involve the relevant authorities.  The dates determined optimise the Council’s cash flow in line with the regulations.

 

 

C3264                        COUNCIL TAX - UNOCCUPIED DWELLINGS (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Approval was sought for the policy to be adopted for Council Tax on unoccupied dwellings for 2008-09.

 

A billing authority may decide to give a discount of 50%, 25% or no discount at all, so that the tax payer has to pay 50%, 75% or 100% of the normal charge.

 

The Welsh Regulations prescribe three dwellings for which Welsh Local Authorities would have discretion to consider the discounts allowable.  The Council’s policy was as follows:

 

·                    Unoccupied furnished dwellings -

The regulations prescribe two classes of unoccupied and furnished dwellings for which Welsh Local Authorities would have discretion to consider the discounts allowable -

(a)            Class A relating to dwellings with a restriction on occupancy by law which prohibits their use for a period of at least 28 consecutive days in any 12 month period.

(b)            Class B related to dwellings which had no such restrictions on occupancy.


 

 

·                    Unoccupied unfurnished dwellings -

The regulations prescribe a third class and allow authorities to reduce or discontinue the 50% discount on dwellings which are unoccupied and substantially unfurnished and have been for more than six months.

(c)               Class C related to long term unoccupied and substantially unfurnished dwellings. 

 

·                    Current policy -

Allow 50% discount on unoccupied, furnished dwellings (Classes A, B and C).

 

This was a matter for Executive decision.

 

RESOLVED - T H A T 50% discount be allowed in 2008/09 in respect of class A, B and C dwellings.

 

Reason for decision

 

The Council is required to determine its policy on discount on unoccupied dwellings each year.

 

 

C3265                        TENANCY AGREEMENTS AT BARRY COMMUNITY ENTERPRISE CENTRE (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet’s approval was sought for a review of the existing tenancy agreements at the Barry Community Enterprise Centre, Skomer Road, Barry. 

 

The Centre had operated since 1994, providing support and accommodation to enable community enterprises to become established.  Tenancy agreements had been negotiated with the occupier of each accommodation unit, initially for a one year period, followed by a period of three years.  The Council’s Legal, Public Protection and Housing Services, in consultation with the Director of Finance, ICT and Property was always involved in the review and renewal of each of the tenancy agreements by providing necessary and appropriate support, advice and guidance.

 

Many of the agreements were reaching the end of their three year period and Cabinet approval was therefore required for the Director of Legal, Public Protection and Housing Services and the Director of Finance, ICT and Property to become further involved and to progress to a negotiated outcome.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Director of Legal, Public Protection and Housing Services in consultation with the Directors of Learning and Development and Finance, ICT and Property be authorised to draft, complete and execute the necessary tenancy agreements at the Barry Community Enterprise Centre.

 

(2)       T H A T the Director of Learning and Development in consultation with the Leader and Cabinet Member for Education and Lifelong Learning be granted delegated powers to agree future tenancy agreements for Barry Community Enterprise Centre upon such terms and conditions as the said Director deems appropriate.

 

Reasons for decisions

 

(1&2)  To make best use of the Council’s assets and to safeguard the Council’s position.

 

 

C3266                        BUSINESS PROCESS RE-ENGINEERING OF BUILDING MAINTENANCE SERVICES (DEER & DLD) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet endorsement was sought to undertake and implement the business process re-engineering of the Building Maintenance Service in line with the recommendation contained in the previous report submitted to Cabinet on 20th June, 2007 (Cabinet Minute No. C3076 refers).  The report also identified and considered other options for delivering a building maintenance service.

 

The options for the delivery of the Building Maintenance Service included in-house and service externalisation such as:

 

·                    remodelled existing service in line with the Business Plan

·                    existing direct services managed within client functions

·                    implementation of a Partnering Arrangement

·                    implementation of a Framework Arrangement

·                    traditional tendered contract arrangements.

 

It was proposed that whilst re-engineering of the existing service delivery was being implemented, further exploration of the other service options should be simultaneously progressed.  The contingency was required should the aspirations of the building maintenance Business Plan become unviable.  These options were currently being assessed as part of the KPMG study who were considering the performance of the in-house maintenance service, the impact of any changes to this area in respect of the Council’s other front-line services and the viability of alternative service options in respect of a building maintenance service.

 

The proposed Business Process Re-engineering would result in a radical change in the way building maintenance services were supported, planned, organised and delivered.  A detailed scoping proposal was appended to the report at Appendix 1.  The document provided a detailed brief upon the proposed service delivery model and the change requirements that would need to be addressed. The functions included in this process were:

 

·                    job report and scheduling

·                    job progression

·                    job completion

·                    performance measurement

·                    mobile office technology.

 

The Building Maintenance Business Plan identified a reduction in the current establishment levels in respect of Managerial, Supervisory and Administration Support Staff.  A revised structure based on the business process re-engineering proposals had been developed that matched resources to the financial and service improvement targets within this Plan.  The structure proposal sought to ensure that front-line resources were effectively managed and supported by utilising management and support ratios based on industry standards and best practice.  Whilst further consultation would be required with staff and Trade Unions the principles of the new structure included:

 

·                    number of service sections reduced from four to two based on new functional units for responsive repairs and planned / capital works

·                    a flatter structure had been developed where the hierarchical tiers had been reduced from three to two

·                    the number of Managerial, Supervisory and Administrative posts reduced from 31 to 20, a reduction of 35%

·                    the duties and responsibilities for all posts within the new structure would be updated and revised with a new Job Description and Person Specification

·                    the new structure was based on delegated responsibility and localised management and control of the reactive repairs function.

 

A schematic diagram of the structure proposals was attached as Appendix 2 to the report.

 

The re-engineered Business Plan depended on new roles and responsibilities being undertaken by the “Craft” employees.  To date such craft employees had been outside the NJC commitment to review pay and grades through the GLPC Job Evaluation programme.  This had left the Council (along with other authorities) at risk of equal pay challenge from other employees who use non-evaluated craft jobs as a “comparator”.   However, the increased roles and responsibilities in the business models meant that the new job descriptions could be evaluated within the same GLPC programme of factors being progressed across all other Council single status employee groups.

 

The craft workforce within Building Services had indicated their agreement, in principle, to revised job descriptions and for these new roles to be job evaluated in line with the GLPC Scheme, in order for new grades to be determined.

 

Staff affected by the organisation change would be dealt with in accordance with Minute C304 “Avoiding Redundancy”.  The main elements therein being statutory consultation, matching arrangements, notice periods running concurrently with redeployment, salary protection and redundancy pay where necessary.

 

The implementation of a mobile solution for the reactive maintenance service would be required and this would require efficient planning and project management.  A specific element in this process would be the requirement for Objects Database Connectivity (ODBC).  A connection would be required from the on-site mobile units to ConSol Server at the back office.  This connection would be critical and would impact on the existing firewall systems and have network implications.  It was essential that the appropriate IT resources were identified for this specific element of the overall project.  Any delays in this area would have an overall impact in the implementation deadlines identified.

 

An important element in the proposed system would be the measurement of performance against the financial and service targets of the Business Plan.  Whilst the existing performance framework would meet much of this requirement, for example, repair service performance indicators, it would be necessary to develop and implement new performance measurement systems for accurately assessing whether increased productivity levels had been met.  To meet this aim, productivity reports were currently being developed using existing systems.  It was also intended that an enhanced productivity reporting tool would be developed as part of the system upgrade required for mobile working. 

 

In order to ensure that the new technology was consistent with the Council’s overall IT strategy, it had been suggested that the mobile working proposals be included as one of the pilot schemes being considered by the Council’s Mobile Working Group.  This would provide additional support for this project and ensure that Corporate IT strategies were adequately considered.

 

There were a number of sustainability benefits that could be achieved as part of a re-engineered reactive repairs systems.  Transport related benefits included a decrease in overall engine emissions.  This would be achieved partly by a reduction in fleet vehicles utilised for the service and more efficient work scheduling systems that would minimise the journeys required.  The intended repair appointment system would also reduce the amount of abortive calls experienced thus reducing the need for a second visit.  The management of materials and effective job specification of the evaluation systems should result in a reduction of overall waste disposal and increases in recycled material.  The design of the mobile work system incorporated the electronic transfer of data and therefore it would be paperless.  This would have a major environmental impact in terms of waste and reduce the paper requirement.  In addition, all historical records could be electronic rather than hard copy.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposals for the Business Process Re-engineering of Building Maintenance Services be endorsed.

 

(2)       T H A T the structure proposals identified be implemented on 1st April 2008, following consultation with Trade Unions.

 

(3)       T H A T the proposals for the introduction of mobile technology within the reactive repairs service be agreed.

 

(4)       T H A T alternative service delivery options be progressed should the Building Maintenance Business Plan become unviable.

 

(5)       T H A T the scope of the existing Project Board for the implementation of the Business Plan be broadened to include:

 

-          approval of the final structure arrangements for Building Maintenance Services

-          act as the Project Board for the implementation of mobile working.

 

(6)       T H A T Cabinet receive regular reports on the progress of the Business Process Re-engineering.

 

Reasons for decisions

 

(1)       To make Cabinet aware of the changes arising from a business re-engineering process for Building Maintenance Services.

 

(2)       To enable the structure proposals for Building Maintenance to be progressed and implemented.

 

(3)       To enable the implementation of mobile office technology to support the service and financial efficiencies required.

 

(4)       To ensure that the Building Maintenance is a value for money service.

 

(5)       To provide delegated powers to control and manage the progression of the Building Maintenance Business Plan and Business Process Re-engineering.

 

(6)       To keep Cabinet fully appraised on progress.