CABINET
MINUTES of a meeting held on 21st
November, 2007.
Present: Councillor Ms. M.E.
Alexander (Chairman); Councillor N. Moore (Vice-Chairman);
Councillors R.F. Curtis, N.J. Gibbs, Mrs. V.M. Hartrey,
G. John, Mrs. M. Randall, Mrs. M.R.
Wilkinson and C.J. Williams.
C3267
APOLOGY FOR ABSENCE -
This was received from Councillor S.C.
Egan.
C3268
MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 7th November, 2007 be approved as a correct
record.
C3269
DECLARATIONS OF INTEREST -
Councillor C.J. Williams declared an interest
in Agenda Item No. 5 - OneVale Programme - in that a member of his
family worked in the Contact Centre - and vacated the room for the
consideration thereof.
C3270
USE OF THE CHIEF EXECUTIVE’S EMERGENCY POWERS (CX) (SCRUTINY - AS
INDICATED BELOW) -
RESOLVED - T H A T the exercise of emergency
powers as indicated below be accepted:
(a)
Authority to implement an increase to allowances under Joint
Education Services Circular No. 151 for Structured Professional
Assessments.
(Scrutiny - Corporate Resources.)
(b)
Authority to comply with the insurance requirements and put in
alternative arrangements for schools due to flooding.
(Scrutiny - Corporate Resources.)
(c)
Authority to implement the LGE Teachers’ Pay Award for
2006-2007.
(Scrutiny - Corporate Resources.)
(d)
Authority to pay the travel costs incurred in providing emergency
cover in the absence of the Headteacher at Cadoxton Nursery
School.
(Scrutiny - Lifelong Learning.)
(e)
Authority to implement the pay award in accordance with the J.N.C.
circular dated 28th September, 2007 for Chief Executives
of Local Authorities Pay and Terms and Conditions 2007/08.
(Scrutiny - Corporate Resources.)
(f)
Authority to approve an upgrade to the Vale Community Alarm Service
(VCAS) - BT 21CN by October, 2007.
(Scrutiny - Community Wellbeing and Safety.)
(g)
Authority to facilitate payment of a grant of £10,000 to Cowbridge
Food Festival Limited by 27th October, 2007.
(Scrutiny - Economy and Environment.)
(h)
Authority to implement the Major Repairs Allowance (MRA), Housing
Capital Works Programme 2007/08.
(Scrutiny - Community Wellbeing and Safety.)
Reason for decision
To inform Cabinet.
C3271
ONEVALE PROGRAMME - IMPLEMENTATION CONTRACT (CX) (SCRUTINY -
CORPORATE RESOURCES) -
The implementation contract for 2007/08 had
been awarded to Oracle Corporation UK Ltd. The following
Oracle modules were being implemented during 2007/08:
·
Oracle Financials
·
Oracle i-Procurement
·
Oracle Advanced
Collections.
In addition to those modules, the Council had
commenced implementing Oracle i-Recruitment and HR Self Service
although implementation had been temporarily delayed for reasons
set out in the report. The main focus at this stage was to
deliver the financial system by 1st April, 2008
including Advanced Collections. It was noted that
i-Procurement would be delivered on a phased approach basis from
April 2008. The additional implementation costs to date were
attributable to configuration changes required to the Financials,
i‑Procurement and Advanced Collections modules and equated to
£60k. Authorisation to the Change Controls had been obtained
under the Chief Executive’s Emergency Powers since some changes had
been required to commence during October 2007. It was also
noted that, in addition, the OneVale programme had experienced
problems in appointing staff to key positions in ICT which had led
to an under-resource resulting in a capacity strain on the OneVale
programme. In view of the foregoing and to deliver the
modules in readiness for the 1st April deadline, further
implementation costs of up to £120k. would be required.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the use of the Chief Executive’s Emergency Powers in respect of
configuration changes required to the Financials, i-Procurement and
Advanced Collections modules be noted.
(2) T H A
T the variation to the contract of £120k. for the OneVale programme
for 2007/08 (as part of the OneVale Business Case) be approved.
Reasons for decisions
(1) To
update Cabinet on the implementation of these modules and the
associated change controls to date.
(2) To
ensure the Oracle financials system is implemented by
1st April, 2008 deadline.
C3272
APPROVAL TO SUBMIT EXTERNAL FUNDING APPLICATION (CX) (SCRUTINY -
CORPORATE RESOURCES) -
In accordance with the approved procedures for
the way in which the Council accessed and co-ordinated its bids for
external funding, the Corporate Management Team had submitted the
first business plan required to enable access to WAG / European
funding to deliver the Vale of Glamorgan “Rural Local Funding
Development Strategy” (LDS). It was explained that the LDS
was an integrated strategy for the regeneration of the rural Vale
covering the period 2007-2013 and it had already been approved by
the WAG. The draft business plan covering funds for the first
three years (2008-2010) was appended to the report. The core
themes of LDS contained within the report together with the
specific projects being worked on (and appended to the report) had
been developed following extensive consultations in the rural Vale.
It was noted that each of the projects was at a different stage of
development but that all would be ready for submission to the WAG
by the end of November. It was further noted that each
project would be reported to Cabinet prior to implementation and
authority sought to proceed. It was noted that the delivery
of the LDS required four additional officers but that all staffing
matters would be reported to Cabinet for authorisation to
proceed.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the submission of the business plan to the Welsh Assembly
Government by the closing date of 30th November, 2007 be
approved.
(2) T H A
T the final details of specific projects, as appended to the
report, be reported to a future meeting of Cabinet for approval
together with the staffing implications of their
implementation.
Reasons for decisions
(1)
To maximise the resources available to the Council to support the
delivery of the Council’s corporate objectives.
(2) To
agree final specific projects after negotiations with the WAG are
concluded, amend the Capital Programme as necessary, and authorise
employment of essential staff.
C3273
VALE OF GLAMORGAN LOCAL SERVICE BOARD (CX) (SCRUTINY - ALL)
-
As reported to Cabinet in March 2007,
Local Service Boards (LSBs) would be established in all local
authority areas in Wales to develop the work of Community Strategy
Partnerships (which they would replace) to improve delivery of
shared objectives. The inaugural meeting of the Vale Local
Service Board had been held on 1st October, 2007 when a
draft report on the structure of the LSB, including Terms of
Reference and Membership, had been considered. That report,
was revised to reflect comments made at the meeting and
subsequently, was appended to the report.
This was a matter for Executive decision.
RESOLVED - T H A T the consultation paper
“Establishing a Vale of Glamorgan Local Service Board” as appended
to the report be endorsed.
Reason for decision
To ensure that the LSB has the full support of
the Council.
C3274
“LOCAL VISION: PREPARING COMMUNITY STRATEGIES” - WELSH ASSEMBLY
GOVERNMENT DRAFT GUIDANCE (CX) (SCRUTINY - CORPORATE RESOURCES)
-
Members were apprised of WAG’s draft guidance
on preparing Community Strategies and gave consideration to the
Council’s response as appended to the report.
This was a matter for Executive decision.
RESOLVED - T H A T the Council’s response to
the Welsh Assembly Government draft guidance on preparing Community
Strategies be endorsed.
Reason for decision
To inform WAG of the Council’s view.
C3275
INITIAL REVENUE BUDGET PROPOSALS 2008/09 (DFICTP) (SCRUTINY -
CORPORATE RESOURCES) -
Cabinet’s approval for the amended original
budget for 2007/08 and the initial revenue budget proposals for
2008/09 was sought in order that they might be submitted to the
Scrutiny Committees for consultation.
The Council’s budget was largely determined by
the Revenue Support Grant (RSG) settlement set by the Welsh
Assembly Government (WAG).
Cabinet was informed, by means of a
supplementary report, of the contents of the provisional Revenue
Support Grant (RSG) Settlement which had now been received.
For 2008/09, the Council’s provisional Standard Spending Assessment
(SSA) had been notified as £188,160,000. It was explained
that the 2008/09 increase included adjustments to account for
transfers of specific grant into / out of the settlement as
follows:
|
|
|
£’000
|
|
Transfers Out
|
|
|
|
Integrated Pollution Prevention Control
|
1
|
|
|
Better Schools Match Funding
|
25
|
|
|
|
|
|
Transfers In
|
|
|
|
Early Years
|
707
|
|
|
LEA Partnership Agreements
|
5
|
|
|
Cymorth
|
203
|
|
|
Civil Contingencies
|
103
|
|
|
Trading Standards
|
11
|
|
|
|
|
The Council had provisionally been advised
that, for 2008/09, it would receive RSG of £110,924,000 and
Non-Domestic Rates (NDR) of £30,973,000. Together, those sums
constituted the Council’s Aggregate External Finance (AEF) and
represented an increase of 3.6% over that received for 2007/08,
although it was noted that despite the percentage increase being
the highest in Wales, the settlement was extremely tight since the
threshold had been very low. The Council was still the third
lowest funded in Wales. That sum was net of an assumed 1%
efficiency saving and included additional resources of £89,000 in
respect of increased charges that would fall on the Council as a
result of a change in the fees on court cases in family
courts. WAG had advised that there would be other adjustments
which would be incorporated into the final settlement. WAG
had further announced that the Council would provisionally continue
to receive a Deprivation Grant of £167,000 and a Performance
Incentive Grant of £1,239,000 (both being unhypothecated
grants). Attention was also drawn to the fact that the WAG
was currently consulting with Local Authorities in respect of a new
Local Authority Business Growth Incentive grant scheme to be
introduced from 1st April 2008. Based on the
provisional RSG settlement and assuming no increase in Council Tax
income, the total resource available for 2008/09 was
£185.224m. After adjusting for transfers of specific grant
into the settlement, that would be £0.676m. less than the
requirements set out in the initial 2008/09 base budget and did not
take into account any of the £12.607m. of cost pressures.
Appendix 1 to the report set out the necessary
transfers to the original estimate for 2007/08 which were required
to be made as follows:
·
Asset Rents - the main reason for movement was due to revisions to
the Accounting Code of Practice which required deferred government
grant income to be released to revenue services which offset the
asset rental already charged.
·
Recharges etc. - movement in charges between internal Council
services.
·
Budget Transfers - adjustments to reflect transfers of functions
and responsibilities between services, details of which were
contained within the report.
It was accepted that the additional pressures
arising from the increased price of care home fees could not be
predicted at the beginning of the year and that it was unrealistic
at this time to expect Social Services to cover those costs within
their existing budget. It was therefore proposed that an
additional allocation of £1.11m. be given to Social Services in
2007/08 to cover those costs and those of the arbitration for
2007/08 only. It was noted that Social Services would need to
identify savings to cover the additional costs in future years and,
in view of the current financial position and the need to take
early measures to bring down spending, additional savings targets
for 2007/08 were proposed as follows:
|
Environmental and Economic Regeneration
|
£650,000
|
|
Legal, Public Protection and Housing
Services
|
£200,000
|
|
Finance, ICT and Property
|
£200,000
|
|
Chief Executive
|
£60,000
|
The total target savings above totalled
£1.11m. and equated to approximately 2% of the individual
budgets. Social Services had not been given an additional
savings target and were instead required to bring a revised Budget
Action Plan to Cabinet setting out proposals to bring expenditure
down to the revised target. Similarly, Learning and
Development had not been given an additional savings target.
The Budget Action Plan setting out how expenditure within Lifelong
Learning and Catering would be brought within budget would be
submitted to Cabinet.
The amended original budget was compared with
the projected outturn for 2007/08, and reasons for the variances
provided within the report and outlined below:
Learning and Development -
(a)
Education and Schools - expenditure on placements in independent
schools included in the Access and Inclusion budget was forecast to
be £130k. less than estimated. In addition, within the
Strategic Planning and Performance budget, there was a projected
saving of £137k. on home to school transport.
(b)
Lifelong Learning - the service continued to predict a potential
adverse variance of £147k.
(c)
Catering - an adverse variance of £120k. was predicted for the
service.
Social Services -
(a)
Children’s Services - the probable outturn was currently showing a
favourable variance of £52k., a reduction of £277k. on the
projection for September.
(b)
Community Care and Health - the service was projected to outturn
with a deficit of £1.688m. at year end.
Policy - The underspending of £1.468m. was
mainly attributable to the additional external interest earned.
There was an estimated Council Tax surplus for
2007/08 of £700k. which would be transferred to the General
Fund.
The currently projected overall deficit of
£168k. would need to be funded from reserves in addition to the
£4.050m. required to balance the 2007/08 budget. General
Reserves as at 1st April, 2007 amounted to £5.7m. and,
consequently, as a prudent minimum level for the General Reserve
was £4m., it was accepted that some specific reserves would need to
be “un-earmarked”.
The budget strategy for 2008/09 outlined
that:
·
services should prepare initial revenue budgets for next year based
on the cost of providing the current level of service and approved
policy decisions (including the cost of price increases and pay
awards)
·
since increases to budgets approved during the course of a
financial year could restrict the freedom of the Council to
allocate its resources to priorities during the following budget
cycle:
-
supplementary estimates would only increase the base budget if
Council had given specific approval to that effect
-
increases met by virement within the 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 to be met either wholly
or partly by grant might proceed, the exit strategy must be
approved
-
certain items of unavoidable committed growth would continue and
those included the effect of interest changes and the financing
costs of the Capital Programme, increases in taxes, increases in
levies and precepts charged by outside bodies and changes to
housing benefits net expenditure
-
services would be expected to identify and achieve recurrent
efficiency savings equivalent to at least 2% of their budget and
Schools should plan for efficiency savings of at least 0.3%.
·
The costs of service development would need to be met from
within the respective services from savings identified; in
addition works might need to be prioritised within a service to
meet any higher priority demands.
A summary of the overall base budget for
2008/09 was appended to the report. Inflation amounted to
£3.463m. of which £1.522m. related to pay awards and £1.941m. for
general price increases. It was noted that the aforementioned
figures excluded inflation for Schools.
Committee Growth totalled £5.759m. as
follows:
·
Environmental and Economic Regeneration:
Visible Services - £364k. for Landfill Tax
annual increase.
·
General Policy:
£4.050m. use of balances during the 2007/08
budget process; reduction in interest receivable of £200k. as a
direct result of use of balances and £300k. increased cost of
funding the Capital Programme.
·
Chief Executive:
£845k. full year effect of the Contact Centre
and implementation of single number.
A list of the 2008/09 cost pressures as
identified by Services was appended to the report. That list
included costs relating to Social Services which were a
continuation of the level of overspending in 2007/08.
Altogether, those cost pressures totalled £12.607m. although
excluded from that total was the potential cost of any redundancies
which might be incurred in order to maintain the budget within the
resources available.
Following consultation with the various
Scrutiny Committees, meetings of the Cabinet Budget Working Group
would be held with the relevant Cabinet Members and officers to
consider the budget proposals in order that Cabinet might make its
final budget proposals no later than 6th February,
2008. The Cabinet’s final budget proposals would be
considered by Council at a meeting to be held by 13th
February, 2008.
The proposals for making the budget did not
need to be referred to Council. However, the setting of the
final 2008/09 budget would require approval of Council.
RECOMMENDED -
(1) T H A
T the amended original budget for 2007/08 as set out in the table
at paragraph 9 of the report, and outlined above, be approved.
(2) T H A
T Social Services bring a revised Budget Action Plan for 2007/08 to
2009/10 to a future meeting of Cabinet.
(3) T H A
T the Directorate of Learning and Development bring a Budget Action
Plan for Lifelong Learning and Catering to a future meeting of
Cabinet.
(4) T H A
T the initial Revenue Budget proposals for 2008/09 be approved for
consultation with the Scrutiny Committees.
Reasons for decisions
(1) To
facilitate monitoring of the budget.
(2&3) To update Cabinet in respect
of the Budget Action Plans.
(4) To
inform Cabinet of the comments of the Scrutiny Committees before
making a final proposal on the budget.
C3276
INITIAL CAPITAL PROGRAMME PROPOSALS 2008/09 (DFICTP) (SCRUTINY -
ALL) -
Approval was sought for the revised Capital
Programme for 2007/08 and the initial capital proposals for 2008/09
prior to their submission to the various Scrutiny Committees for
consultation. Progress on the Capital Programme as at
31st October, 2007 was appended to the
report.
Details were presented of changes to the
Capital Programme and Cabinet approval requested for the same
together with their referral to Council for approval where
appropriate. Those changes related to the following
schemes:
·
Victoria Park Restoration
·
Barry Regeneration Partnership (BRP)
·
Rhoose and Llantwit Major Vale of Glamorgan Line
·
Barry Central Station
·
Vale Community Alarm System (VCAS)
·
Woodlands Day Centre
·
Flying Start Grant
·
Civic Offices Car Park Improvement Works.
Cabinet had been given the authority to
withdraw a budget from the Capital Programme if the scheme were not
contractually committed within 18 months of being included in the
Capital Programme. Attention was drawn to the fact that the
following schemes remained contractually uncommitted 18 months
after approval, but that the services had requested that the
schemes remain in the Capital Programme and slipped from 2007/08
into 2008/09:
·
EMI Beds - £500k. to be slipped into 2008/09
·
Adult Respite Care - £500k. to be slipped whilst the Service
considered the most appropriate way forward.
As regard the 2008/09 Capital Programme, the
Welsh Assembly Government had announced the provisional 2008/09
General Capital Funding with the provisional allocation being
£8.198m. The final settlement was expected to be announced
during January 2008. Attention was also drawn to the fact
that Cabinet would be advised as soon as an announcement had been
made in respect of the Major Repairs Allowance (MRA).
Appendix B to the report outlined the indicative 2008/09 Capital
Programme which included allocations already approved by Council
and the slippage requests referred to earlier in the report.
The table below detailed the General Funding and internal resources
required to fund the proposed schemes:
|
Analysis of Net Funding Required for
the Indicative 2008/09 Capital Programme
|
£,000
|
£,000
|
|
General Fund Resources from Welsh
Assembly Government
|
|
|
|
Supported Borrowing
|
6,161
|
|
|
General Capital Grant
|
2,037
|
|
|
Council Resources
|
|
8,198
|
|
Capital Receipts
|
3,666
|
|
|
Reserves / Leasing
|
1,942
|
|
|
|
|
5,608
|
|
Net Capital Resources
|
|
13,806
|
Indicative asset renewal budgets had been
included in Appendix B as follows:
·
Education
£800k.
·
Social Services
£150k.
·
Visible Services
£800k.
·
Leisure Services
£150k.
·
Miscellaneous Buildings
£200k.
It was noted that the above constituted an
un-earmarked general provision. In addition, Directors had
made some specific bids which had been classed as asset
renewal. Due to the inclusion of the indicative asset renewal
budgets, those specific bids had been shown as a separate heading
in Appendix C which listed the unsuccessful bids.
In addition to the capital bids shown in
Appendix B, those capital bids received which had been unsuccessful
and therefore not put forward for inclusion in the 2008/09
programme were listed in Appendix C. Due to the shortage of
capital funding, the only addition to the indicative Capital
Programme for 2008/09 was that of the Relocation of Road to
Dunraven Bay, whereby further costs were required on an already
committed scheme. Council, having previously approved
the School Investment Strategy, had also approved that the School
Development Budget be increased by £1m. from 2008/09 onwards,
having also approved that the £9m. one-off School Building
Improvement Grant and £1.4m. of existing useable capital receipts
be utilised for the School Investment Strategy. Those budgets
were also included in Appendix B. Approval had also been
given for capital receipts generated by schools to be ringfenced
for the Investment Strategy up to £6.5m. and that unsupported
borrowing of up to £7.3m. could be undertaken. Also included
in the scheme shown in Appendix B were works that were a
requirement of previous planning applications. It was noted
that as capital funds were very restricted and to ensure that all
capital commitments were included in the programme, that it was
proposed that bids for schemes should include all costs, including
those that were a condition of planning consents to avoid the
Council committing to future expenditure that it would be unable to
fund. Attention was also drawn to the fact that bids had been
received for schemes which were 100% grant funded even though grant
approval had not yet been received. Whilst those schemes had
no cost to the Council, it was proposed that they were not included
in the programme at the current stage as it was not certain whether
approval would be received. Details of those schemes were
listed in the report and it was noted that, should grant funding be
approved, Cabinet had delegated authority to include the schemes in
Capital Programme.
The following unsuccessful bids which related
to the required matchfunding for various grant applications in the
sum of £2.008m. over three years were included in Appendix C:
|
Proposed Scheme
|
Council
Funding
|
Grant
Funding
|
Total
|
|
|
£’000
|
£’000
|
£’000
|
|
Enveloping the Hydraulic Pumphouse
|
925
|
925
|
1,850
|
|
Rural Local Development Plan
|
118
|
* 3,712
|
3,830
|
|
Holton Road Public Realm Improvements
|
20
|
80
|
100
|
|
Holton Road Commercial Renewal Area Grants
|
125
|
* 625
|
750
|
|
Barry Town Hall Artwork
|
20
|
80
|
100
|
|
Innovation Quarter Marketing and
Infrastructure
|
100
|
100
|
200
|
|
Penarth Pier Pavilion Restoration
|
700
|
1,200
|
1,900
|
|
Total
|
2,008
|
6,722
|
8,730
|
(* Also includes external contributions)
It was noted that should any of the above bids
prove successful and the Council wished to proceed with the scheme,
the Council would have to identify additional resources.
Cabinet was informed that the next stage for
the estimates would be consideration by the Scrutiny Committees,
with the Scrutiny Committee (Corporate Resources) being the lead
committee. The responses of the Scrutiny Committees were
required no later than 14th December, 2007 following
which the final proposals would be presented to Cabinet no later
than 6th February, 2008 and considered at a meeting of
the Council to be held by 13th February, 2008.
The proposals for the making of the budget did
not need to be referred to Council. However, the setting of
the final 2008/09 budget would require approval of
Council.
RESOLVED -
(1) T H A
T the initial budget proposals for the 2008/09 Capital Programme be
approved for consultation with Scrutiny Committees.
(2) T H A
T Council be requested to approve the following:
·
Barry Central Station - increase the 2007/08 capital programme to
£730,000 (increase of £195,000), funded initially from capital
receipts.
·
Civic Offices Car Park Improvement Works - reduce the 2007/08
Capital Programme by £22,000.
(3) T H A
T the following changes to the 2007/08 Capital Programme be
approved:
·
Victoria Park restoration - increase the current year budget by
£65,000 to reflect grant funding. In addition a further
allocation of £150,000 be transferred into this scheme from the
Visible Services Asset Renewal budget 2007/08. Hence, the
revised scheme value is £245,000.
·
Barry Regeneration Partnership - increase the current year budget
to £327,000 (increase of £5,000), funded by an additional WAG
grant.
·
Rhoose and Llantwit Major Vale of Glamorgan Line - increase the
2007/08 Capital Programme to £18,000 funded from the Visible
Services Maintenance Fund.
·
VCAS system - increase the 2007/08 Capital Programme by £203,000
funded from the Computer Fund.
·
Woodlands Day Centre - increase the 2007/08 Capital Programme by
£200,000 funded from the Miscellaneous Buildings Fund.
·
Flying Start Grant - increase the 2007/08 Capital Programme by
£34,000 funded by a WAG grant.
Reasons for decisions
(1) To
allow full consultation on the future Capital Programmes.
(2) To
amend the 2007/08 Capital Programme and allow the use of
capital receipts.
(3) To
amend the 2007/08 Capital Programme.
C3277
LOCAL AVERAGE INTEREST RATE (DFICTP) (SCRUTINY - CORPORATE
RESOURCES) -
Cabinet received a report which recommended
the rate of interest to be charged on Council mortgages.
This was a matter for Executive decision.
RESOLVED - T H A T the Council declare an
unchanged rate of interest on all new loans and existing variable
housing loans, including the sale of Council dwellings, of 6.89%
with effect from 1st November, 2007.
Reason for decision
Interest rate recalculated in accordance with
statutory requirements.
C3278
INITIAL HOUSING REVENUE ACCOUNT BUDGET PROPOSALS 2008/09 AND
REVISED BUDGET 2007/08 (DLPPHS AND DFICTP) (SCRUTINY - COMMUNITY
WELLBEING AND SAFETY AND CORPORATE RESOURCES) -
Approval was sought for the revised estimates
2007/08 and the initial budget proposals for 2008/09 prior to their
submission to the relevant Scrutiny Committees.
Cabinet was notified that, when comparing the
original budget with the proposed revised estimate, a net decrease
of £447k. was indicated. It was pointed out that the budget
had been adjusted to reflect more accurately the capital financing
charges (£250k.), a decrease in security measures at High View
would save £53k., and the amount payable to the WAG in respect of
Housing Subsidy was likely to reduce by £117k., with general
efficiency savings accounting for the balance of the
reductions.
The Budget Strategy for 2008/09 outlined that
services should prepare revenue budgets for the next year based on
the cost of providing the current level of service and approved
policy decisions, including the cost of price increases and pay
awards. Attention was drawn to the fact that, due to the
nature of Housing Revenue Account (HRA) in that it was ringfenced
and that any growth had to be funded from the balance, no Cost
Pressures had been formally identified. The proposed 2008/09
budget was set out at Appendix A to the report under the following
headings:
(a) HRA
(General)
(b)
General Management
(c)
Special Services
(d)
Housing Repairs Fund Contribution
(e)
Central Support & Operational Building Charges
(f)
Capital Financing.
The charges for rent and other services
provided by the Housing Division were reviewed annually and would
be subject to a future report once further information had been
received from WAG. It was noted that a consultant was
currently undertaking a Rent Review which was due to be finalised
in December 2007 and that, for the purpose of the initial budget
proposal, annual rent levels would continue to be linked to
pre-2005/06 Council Tax bands. In summary, the change in
budget was itemised as follows:
|
2007/2008 Original
Budget
|
Inflation / Pay
Award
|
Committed Growth /
Savings
|
Estimated Rent
Increase
|
2008/2009 Proposed
Budget
|
|
£’000
|
£’000
|
£’000
|
£’000
|
£’000
|
|
(421)
|
102
|
346
|
(540)
|
(513)
|
It was explained that committed growth of
£346k. was due to increases, such as an increase in the subsidy
repayable to WAG, a reduction in rent income due to the right to
buy sales reducing the stock level and an increase in the cost of
security at the hostel together with general budget
adjustments. Also, it was pointed out, reductions in costs
such as the estimated capital financing recharge, a reduction in
central recharges, and a reduction in the security provision at
High View off set that.
The next stage was for the estimates to be
submitted to the relevant Scrutiny Committees for consideration,
with responses from those Committees made by 14th
December, 2007 so that Cabinet could make its final recommendations
on the budget proposals by 6th February, 2008.
Those proposals would then be considered at a meeting of the
Council to be held by 13th February, 2008.
Attention as also drawn to the fact that the Housing Business Plan
would be submitted to Cabinet for consideration on 28th
November, 2007.
It was noted that whilst the initial proposals
did not require to be referred to Council, the setting of the final
2008/09 budget would require the approval of the Council.
RESOLVED -
(1) T H A
T the revised estimate 2007/08 be approved.
(2) T H A
T the initial budget proposal for 2008/09 be approved for
consultation with the relevant Scrutiny Committees.
(3) T H A
T the increase suggested for rent and other services be subject to
a future report as soon as the necessary information became
available from the Welsh Assembly Government.
Reasons for decisions
(1) To
facilitate monitoring of the revised budget.
(2) To
inform Cabinet of the comments of the Scrutiny Committees before
making a final proposal on the budget.
(3) To
meet the statutory deadline to notify tenants of the new charges as
required by Statute.
C3279
CATERING BUDGET AND REVIEW (DLD) (SCRUTINY - LIFELONG LEARNING)
-
The Catering Service had transferred to the
Education Department effective 1st April , 2007 and, for
the financial year 2007/08, there was currently a projected budget
deficit of £120k. Efforts were in hand to identify
efficiencies to address the projected overspend and, to date,
efficiencies of £30k. had been identified.
It was noted that the review of Catering
Service would focus on the whole service which comprised school
meals, social services welfare meals and corporate catering.
The scope of the review was summarised as follows:
·
Clarity of current financial arrangements for the Catering Service
taking on board:
a)
implications of Welsh Assembly Government requirements in terms of
nutritional standards
b)
current costs of service provision
c)
statutory requirements e.g. in relation to free school meals.
·
Implications of the School Catering Service on schools:
a)
Primary schools - costs of administration, meal preparation and
servicing, roles and responsibilities
b)
Secondary schools - trading arrangements, financial management
information.
·
Current levels of marketing and awareness raising of the school
meals.
·
Implications of initiatives such as healthy eating and school
breakfast clubs.
·
Identifying practices and approaches of school catering services in
other authorities.
·
The structure of the Catering Service as a whole.
It was intended that the review would identify
a number of options which would enable the Council to develop a
strategy to provide school meals which were both cost effective and
to ensure that the welfare of pupils in terms of nutrition was
being safe-guarded.
This was a matter for Executive decision.
RESOLVED - T H A T the review into all aspects
of the Service be approved and an update provided to Cabinet by the
first quarter of 2008.
Reason for decision
To enable Cabinet to consider options for the
Catering Service.
C3280
CHARGES FOR NON-RESIDENTIAL SERVICES (IDSS) (SCRUTINY - COMMUNITY
WELLBEING AND SAFETY) -
Approval was sought for proposed changes to
the charges levied for non-residential community care services
provided directly by the Council.
Community care services were currently
provided through a range of providers and a review of the charges
levied had highlighted that the users of Council provided services
were receiving those services at a subsidised rate. It was
noted that during the current financial year, clients in receipt of
home care were being charged £7.85 whilst the average cost of the
service in the independent sector was £11.20 per hour. It was
proposed, therefore, that the charge for the internal home care
system be increased to £11.20 per hour with effect from
1st January, 2008.
Clients attending Council day centres were
also receiving this service at a subsidised rate and it was
proposed that those charges be also increased in line with the
average charges made for services provided by the independent
sector. For Council run services, that would result in the
following charges which it was proposed would take effect from
January 2008:
|
Service
|
Client Group
|
Current
Charge
|
Proposed
Charge
|
|
Rondel House
|
Older People
|
£14.42
|
£15
|
|
Gardenhurst
|
Older People
|
£26.29
|
£30
|
|
Woodlands
|
Learning Disability
|
£26.29
|
£30
|
|
Hen Goleg
|
Physical Disability
|
£26.29
|
£30
|
It was pointed out, that in order to stay
within the budget allocation in the current financial year, Social
Services had to identify £2m. of efficiencies and improvements in
the level of income to be generated was one action that had been
agreed. It was anticipated that the revised charges together
with the more rigorous approach to the recovery of debt outstanding
would realise the £75k. identified within the budget action plan to
address the Social Services budgetary issues.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the proposals regarding the revised charges for Council provided
services be approved.
(2) T H A
T delegated authority be given to the Director of Social Services
in consultation with the Cabinet Member for Social and Care
Services to review and, if appropriate, to increase charges on an
annual basis.
Reasons for decisions
(1&2) To contribute to addressing
the serious budget situation within Social Services.
C3281
SOCIAL SERVICES BUDGET POSITION AS AT 31ST OCTOBER,
2007 (CMT) (SCRUTINY - COMMUNITY WELLBEING AND SAFETY AND CORPORATE
RESOURCES) -
The figures in Appendix 1 to the report showed
the 2007/08 budget projected outturn as at October 2007 and
September 2007 and the current variance for each Division of
Service together with the figures for 2006/07 for comparison.
Appendix 2 detailed those cost centres forecast to outturn with a
variance compared to the original budget, explanations for those
variations being shown in Appendix 3. The current projected
deficit of £2.746m. had been arrived at by extrapolating the
outturn figures for 2006/07 and using information on current spend
and known commitments. Further details relating to both
Children’s Services and Community Care and Health, the former
showing a favourable variance of £51.7k. with the latter a deficit
of £2.798k. at year end, were contained within the report.
Attention was drawn to the fact that any deficit at the year end
would have to be financed from General Balances and that if Social
Services spending continued at the current level, the total amount
to be found from un-earmarking reserves would be at least
£5m. Attention was also drawn to the fact that, Cabinet
having now approved an uplift of £1.11m. for Social Services as
part of the Revenue Budget proposals, the projected deficit was
currently £1.6m.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the position with regard to the Social Services 2007/08 Revenue
Budget be noted.
(2) T H A
T the Interim Director of Social Services prepare a revised plan to
bring Social Services expenditure back on target.
(3) T H A
T the actions of the Deputy Leader and Cabinet Member in order to
address the budgetary situation and as evidenced in the Appendices
to the report be endorsed and the decision to hold fortnightly
meetings of the Budget Working Group endorsed.
(4) T H A
T further regular reports be made to Cabinet to assess the progress
made in bringing expenditure within budget.
Reasons for decisions
(1) That
Members are aware of the projected revenue outturn for 2007/08.
(2) To
ensure Social Services expenditure outturns on target.
(3) To
acknowledge the work undertaken to date and ongoing measures.
(4) To
monitor the situation.
C3282
COMPLAINT OF MALADMINISTRATION AGAINST THE COUNCIL (MO) (SCRUTINY -
COMMUNITY WELLBEING AND SAFETY) -
Details were presented of one complaint of
maladministration which had been submitted to the Local
Commissioner (Ombudsman) which, following consideration, he had
declined to investigate.
This was a matter for Executive decision.
RESOLVED - T H A T the report be noted.
Reason for decision
To inform the Cabinet and Council.
C3283
EXCLUSION OF PRESS AND PUBLIC -
RESOLVED - T H A T under Section 100A(4) of
the Local Government Act 1972, the press and public be excluded
from the meeting for the following items of business on the grounds
that they involve the likely disclosure of exempt information as
defined in Part 4 of Schedule 12A (as amended) of the Act, the
relevant paragraphs of the Schedule being referred to in brackets
after the minute heading.
C3284
AWARD OF CONTRACT FOR BUS SERVICES 145 AND 146: LLANTWIT MAJOR TO
BRIDGEND (DEER) (EXEMPT INFORMATION PARAGRAPHS 14 AND 16) (SCRUTINY
- ECONOMY AND ENVIRONMENT) -
Six tenders had been returned in respect of
the contract for the above bus services operating Mondays to
Saturdays. It was noted that three operators had also
submitted a supplementary submission - an option open to all -
which offered a different and enhanced level of service.
Having regard to the submissions received and
to the criteria used in determining the award of contract, EST Bus
Limited had been identified as the preferred option.
This was a matter for Executive decision.
RESOLVED - T H A T the contract for Bus
Services 145 / 146 be awarded to EST Bus Limited at a rate of
£315.21 per day based on the operator’s submission as detailed in
the report with effect from Monday, 3rd December,
2007.
Reason for decision
To ensure continued service provision after
the expiration of the current contract on Saturday, 1st
December, 2007.
C3285
SEWTA - REAPPOINTMENT OF GIRAFFE COMMUNICATIONS (DEER) (EXEMPT
INFORMATION - PARAGRAPH 14) (SCRUTINY - ECONOMY AND ENVIRONMENT)
-
Approval was sought to waive the appropriate
Council Standing Orders in order to reappoint a private company to
undertake the public relations role for the South East Wales
Transport Alliance (SEWTA). SEWTA, a consortium of ten local
authorities in South East Wales had been established as a formally
constituted joint committee and, when appointing consultants or
commissioning additional works, the Standing Orders of the local
authorities involved had been used where the officer from that
authority headed the relevant working group. As the
Operational Manager Planning and Transportation Policy chaired the
SEWTA Communications and Public Affairs Working Group, this Council
had been responsible for the appointment of Giraffe Public
Relations back in 2005. Giraffe’s current contract expired on
31st December, 2007. The SEWTA Management Team had
negotiated an extension to the additional contract for an
additional three months to 31st March, 2008. An
exemption from the Council’s Contract Standing Orders was therefore
required to permit such an extension. It was noted that there
were no direct financial implications to the Council as a result
since all the costs associated with the reappointment of Giraffe
would be met directly from SEWTA resources.
This was a matter for Executive decision.
RESOLVED - T H A T the waiving of the
Council’s Contract Standing Orders to enable SEWTA to reappoint
Giraffe Public Relations for January, February and March 2008 at a
cost of £8,035.35 to SEWTA plus disbursements be approved.
Reason for decision
To enable the retention of Giraffe Public
Relations on behalf of the South East Wales Transport Alliance
until March 2008 pending a decision by SEWTA on its budget for
2008/09.
C3286
MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT -
RESOLVED - T H A T the following matter, which
the Chairman had decided was urgent by reason of the need to keep
the Llantwit Major Leisure Centre facility open, be considered.
C3287
LLANTWIT MAJOR LEISURE CENTRE BAR (DEER) (SCRUTINY - ECONOMY AND
ENVIRONMENT) (EXEMPT INFORMATION - PARAGRAPH 14) -
Approval was sought to issue a short-term
Licence to enable a private operator (NH) to run the bar facility
at Llantwit Major Leisure Centre. Whilst Cabinet had approved
the closure of the bar and catering functions within the Council’s
Leisure Centres (Minute No. C3166), no firm proposals had been
developed in relation to the future use of the bar area at the
Llantwit Major Leisure Centre at the present moment due to the
proposed development by Metrix at St. Athan. Having regard to
the potential benefits of such an arrangement in terms of utilising
the space and providing a service together with receipt of the
proposed rental fee which would cover the cost of opening the areas
from the Leisure Centre’s perspective, it was
RESOLVED -
(1) T H A
T NH be granted a Licence for a trial period of six months to
operate the bar at Llantwit Major Leisure Centre at a rental of
£200 per calendar month.
(2) T H A
T the terms and conditions of the Licence be agreed to the
satisfaction of the Directors of Environmental and Economic
Regeneration, Finance, ICT and Property and Legal, Public
Protection and Housing Services.
(3) T H A
T a further report be submitted to Cabinet on the implications of
the trial period as soon as reasonable in order to make a further
decision as to whether to seek tenders formally for the continued
operation of the area as a privately run bar.
(4) T H A
T, should the above application be approved, the existing bar staff
at Llantwit Major Leisure Centre be afforded the option to transfer
their employment to the incoming caterer or to proceed with their
prospective voluntary redundancy / retirement.
Reasons for decisions
(1) To
continue with the service at Llantwit Major Leisure Centre.
(2) To
ensure that the Council’s interests are adequately protected.
(3) To
allow an informed decision to be made at a later date.
(4) To
ensure that all staff within Leisure Catering Services are afforded
quality choice and treatment regardless of their employment
location.