CABINET
MINUTES of a meeting held on 5th
March, 2008.
Present: Councillor Mrs. M.E. Alexander
(Chairman); Councillors R.F. Curtis, S.C. Egan, N.J. Gibbs, Mrs.
V.M. Hartrey, G. John, Mrs. M.R. Wilkinson and C.J. Williams.
C3417
APOLOGIES FOR ABSENCE –
These were received from Councillors N. Moore
and Mrs. M. Randall.
C3418
MINUTES –
RESOLVED – T H A T the minutes of the meeting
held on 20thFebruary, 2008 be approved as a correct record.
C3419
DECLARATIONS OF INTEREST –
The following Members declared interests as
shown below and vacated the room during consideration thereof:
|
Councillor R.F. Curtis
|
Agenda Item No. 14 – Stepson is a pupil at
Ysgol Gyfun Bro Morgannwg.
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Councillor G. John
|
Agenda Item No. 7 – Secretary, Llantwit Major
Junior Football Club.
Agenda Item Nos. 7 & 9 – Vice President,
Llantwit Major Cricket Club.
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Councillor C.J. Williams
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Agenda Item No. 14 – Son attends Ysgol Gyfun
Bro Morgannwg.
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C3420
CABINET SUB-COMMITTEE (RIGHTS OF WAY) –
The following minutes of a meeting held on
13th February, 2008 were submitted:
Present: Councillor G. John
(Chairman); and Councillor R.F. Curtis.
(a)
Apologies for absence –
These were received from Councillors Mrs.
M. Randall and C.J. Williams.
(b)
Minutes–
The minutes of the meeting held on
28th November, 2007 were approved as a correct
record.
(c) Application for
Public Path Diversion Order - Numbers 21 and 23 Ystradowen
-
Members of the sub-committee were informed
of the application for the diversion of Public Footpaths Nos. 21
and 23 Ystradowen, and approval was sought for the making of the
relevant Diversion Order.
The Wildlife and Countryside Act 1981
placed a duty on every surveying authority to ensure that the
Definitive Map and Statements for the Public Network was kept under
continuous review. Many irregularities had been identified
with the direction of the existing paths on the Definitive
Map. In many cases, backdated diversions, extinguishments or
creation orders were required for the paths before the Definitive
Map Modification Orders could be used to show the amended routes on
the revised Definitive Map.
The application related to a section of
the path shown on the Definitive Map as commencing on the county
road and then running through the garage and garden of White Lodge,
Ystradowen. The Definitive Statement detailed the path as
commencing on the county road and running directly up the drive of
Ty Maen Farm.
The route of the proposed diversion was
shown on the map attached to the report. The length of the
path to be stopped up was shown as a solid black line and the
length of the new path to be created was shown as dashed black
lines.
Historical maps dated 1875 and 1877 had
shown White Lodge to be in existence but with no path running
through its grounds. The path from the county road to Ty Maen
Farm was in existence, which then continued onto Ty’n y Tranch
Farm. Later maps dated 1899, 1900 and 1919 had shown the path
commencing on the county road and preceding northwest wards up the
track to Ty Maen Farm and continuing northwards.
The path was annotated along a different
alignment on the former Glamorgan County Council National Parks and
Access to the Countryside Act 1949 Survey of Rights of Way.
The route of the Public Footpath No. 21 Ystradowen runs initially
through the gardens of White Lodge to the western boundary, passing
within close proximity of the dwelling house. The path then
continued up the drive of Ty Maen Farm to the junction with
Footpath No. 23 Ystradowen to the northwest of the farm
buildings.
The Definitive Map 1954 showed the path on
a similar alignment to the Survey of Rights of Way.
The original Definitive Statement (1954)
for Footpath No.21 Ystradowen stated that the farm “commences on
the county road at the entrance to the Ty Maen Farm and proceeds
northwest across the farmyard”. However, the Definitive Map
takes the path as traversing the garden of White
Lodge.
Under the review of the anomaly the
original intention was to the divert the route of Footpath No. 21
Ystradowen along the road in front of White Lodge and then up the
drive of Ty Maen to follow the remainder of the path following the
historical path. However, following a site visit with the
Public Rights of Way Officer, the landowner had requested that
Footpath No. 21 enter the adjacent agricultural land 55 metres west
of the entrance to Ty Maen Farm and then proceed northwards to join
footpath No. 23 Ystradowen. This would make it necessary to
divert Footpath No. 23 in order to join the diverted Footpath No.
21.
The application was being made under
Section 119 of the Highways Act 1980. Orders made under the
Highways Act 1980 essentially related to the physical changes to
the Rights of Way Network on the ground.
The Definitive Map was currently being
updated and it was felt to be unwise to allow the path to remain on
the map in its present alignment, with the current discrepancy
remaining between the Definitive Map and Statement.
RESOLVED –
(1) T
H A T the Director of Legal, Public Protection and Housing Services
be authorised to make an Order under Section 119 of the Highways
Act 1980 diverting Public Footpaths Nos. 21 and 23 Ystradowen as
shown on the map attached to the report.
(2) T
H A T provided no objections are received, the Director of Legal,
Public Protection and Housing Services be authorised to confirm the
Order on confirmation by the Public Rights of Way Officer that the
required works had been satisfactorily completed.
(3) T
H A T the landowner be required to reimburse the Council £500 or
50% of the cost of making the Order.
Reasons for decisions
(1)
The Order is requested for the convenience of the users and to
correct anomalies of the Definitive Map of Public Rights of
Way.
(2)
There are works to be carried out jointly between the landowner and
Valeways on the new route of the paths.
(3)
The landowner has agreed to undertake ground works using his heavy
plant in order to aid the Council and to keep Council costs
down.
----------
RESOLVED – T H A T the minutes of the meeting
be noted.
C3421
THE WATERFRONT, BARRY (REF) –
Scrutiny Committee (Economy and Environment)
on 12th February, 2008 received a report outlining
progress on proposals for the regeneration of the Waterfront,
submitted as requested by the Committee back in February 2007 when
it had received a presentation from representatives from the WAG
and Associated British Ports (ABP). ABP had entered into an
agreement in September 2007 to sell all the remaining undeveloped
areas of land excluding the Mole to a Consortium comprising Barratt
Homes, Taylor Wimpey and Persimmon Homes. Under the terms of
the agreement, that Consortium was responsible for pursuing any
planning permission that would be necessary to implement further
development in accordance with a phasing scheme and Masterplan to
be approved by ABP and WAG. Discussions had already taken
place between officers and representatives of the Consortium on the
content of any future planning application, the drawing up of a
Development Brief and overall Masterplan for the site being
required prior to any planning application being
submitted.
The Committee received Mr. Richard Keogh from
Persimmon Homes, Mr. Byron Lewis from ABP and Mr. Paul Williams
from WAG. Mr. Keogh, having become involved in the project
since November 2007, spoke on behalf of the Consortium. He
commenced by drawing attention to the fact that the market place
had changed significantly since the site was first acquired with a
drop in profits in the last 6 months of between 10 – 15%. He
stressed the need to work together to manage expectation and
balance the outcome, and to ensure that the project was profitable
to all. Representatives of the Consortium had already met
with the Cabinet when it had been made clear that the provision of
a link road between the Waterfront and Barry Island was considered
crucial as was a mixed development with high design quality.
The construction of the road was seen as fundamental to the project
although Mr. Keogh made the point that the line of the road should
not affect the cohesion of the site. It was hoped that the
road would be installed fairly early into the project although the
need to maximise income potential had to be recognised and the
scheme, therefore, assessed accordingly. The need to work
together to ensure that links were developed not only between the
Waterfront and Barry Island but between the Waterfront and the town
centre was fully recognised. The need to compliment
development in each of those (and other areas of the town) was
equally recognised. Mr. Keogh confirmed that the aim was to
deliver in the region of 2,000 dwellings on the Waterfront
comprising 1,300 houses and 700 apartments. It was hoped that
planning permission would be achieved within 6 – 12 months with
phasing of the development being in the region of 200 properties
per annum. Mr. Keogh saw this as the opportunity to deliver
housing with gardens and streets creating a more traditional living
environment than that achieved in the earlier phase of the
Waterfront development, ensuring the long term sustainability of
the area. Mr. Keogh explained that a critical mass of
residential development was essential in order to attract
businesses to the area and thereby ensure the mixed development
that was wanted. His view, however, that the siting of a
reasonably sized supermarket on the Waterfront would act as an
anchor in attracting not only passing trade but “spin-offs” such as
cafes / hairdressers, and located within a “commercial core” where
businesses would feed off each other was not widely welcomed,
Members preferring instead that a supermarket be sited within the
Town Centre itself. The potential interest reported of an hotel
chain in locating to the Waterfront was better received but, once
again, views were expressed that an hotel might be better suited to
a suitable location on Barry Island. Mr. Keogh referred to the fact
that the Consortium would take account of any interest expressed in
the sites on offer at the Waterfront, having regard to the costs of
£60 – 70m. which would need to be expended prior to the sale of the
first property and the need to maximise the profitability of the
project; whilst having sympathy with the wishes of the Council for
a mixed development incorporating a café culture, he drew attention
to current market forces but confirmed that the development would
be designed with flexibility in mind to allow for changing markets
and requirements. As indicated above, Members considered the need
for complementary development to take place on Barry Island and the
Waterfront harmonising with the Town Centre and other shopping
areas of the town to be paramount and for good links to be
constructed between each.
The Consortium was keen to encourage a Marina
into the area and was working closely with the other partners to
that end. Paramount to the development was good design
quality which would have a long term effect on not only attracting
people to the area but in ensuring those people wanted to
remain/return. Mr. Keogh reiterated the aim of creating a
“community”; green spaces, cycle routes and a “street” environment
formed part of the aim and it was noted that a landscape architect
and sustainability expert had now been engaged; good public
transport links were already close at hand and it was to be hoped
that additional bus routes could be introduced to serve the new
development. He confirmed the intention for the properties to be
reasonably priced given the need to populate the development and
thereby foster that sense of community at the earliest opportunity.
In response to a question regarding potential annoyance from
children and youths (both those from the new development and
beyond), Mr. Keogh indicated that the scheme was being designed to
minimise the potential for anti-social behaviour and maximise pride
in the community.
In summary, the planning processes, including
the widespread consultation and the general negotiations which were
required to be undertaken were summarised. A Masterplan and
Development Brief were required to be drawn up, assessments
pertaining to issues including
sustainability/environmental/transport/housing/education/leisure/public
art would need to be undertaken and discussed prior to any
development taking place. The necessity of not only consulting but
informing local Members and the wider community together with this
Committee was stressed. To that end, it was
Scrutiny Committee (Economy and Environment)
had
RECOMMENDED -
(1) THAT
Mr. Keogh be thanked for his presentation, and that quarterly
reports on progress be made to this Committee.
Reason for recommendations
(1) To
monitor progress.
(2) To
make the Executive aware of the views of Scrutiny.
Cabinet, having considered the recommendations
of the Scrutiny Committee (Economy and Environment)
RESOLVED – T H A T the views of the Scrutiny
Committee be noted.
C3422
TOWN CENTRE TASK AND FINISH GROUP (REF) –
Councillor Ms. L. Burnett, as Chairman of the
Town Centre Task and Finish Group, presented the report to the
Scrutiny Committee (Economy and Environment) on 12th
February, 2008. The focus of the ad hoc review had been ”to
assist the development of an holistic approach to the regeneration
of Holton Road by examining:
(i) the identity to
be created for the area
(ii)
the barriers to attracting and retaining vibrant businesses in the
area of Holton Road under consideration
(iii) the
accessibility of Holton Road given the need to minimise retail
leakage and maximise investment and consequently footfall
(iv)
potential solutions / remedial measures, the purpose being to
identify the roles and responsibilities of the Council, to evaluate
how efficiently and effectively the Council responded to its roles
and responsibilities and to have regard to local views whilst
adopting a realistic approach to what could or could not be
achieved”.
In addition to the three meetings held in
2006/07, a site visit of the area had been undertaken. Local
retailers had attended one of those meetings and a considerable
amount of statistical and related retail information had been
considered. The Group had agreed that the most significant
elements to the regeneration of any town centre should be:
·
the establishment of a Marketing and Events Programme (encouraging
new investment by communicating action and challenging perceptions
of investors and local residents)
·
consideration as to attracting and retaining vibrant
businesses.
The following 15 recommendations has been
drawn up and progress against each of those recommendations was
appended to the report before the Committee:
(i) that the number
of retail outlets vacant in the Barry Town Centre be considered
with different marketing techniques being employed – progress
included discussions with private sector landlords; possible
advertisement on the Barry Towntalk website; and publicity through
the “town centre re-launch”
(ii)
that the Scrutiny Committee (Economy and Environment) recommend to
Cabinet the lobbying of Central Government in respect of business
rates and the possibility of introducing a sliding scale for new
businesses – the removal of the discretion previously given to
local authorities to assist businesses being seen as a retrograde
step
(iii) that
Cabinet consider how it could assist local businesses within the
area, in particular relating to advertising and the development of
an Events Programme for the Town Hall, Library and the Town Hall
Square
(iv) that
consideration be given to trimming the trading area of Holton Road
– to be addressed through the Town Centre Living Study
(v)
that the use of grants to assist business start-up and retention in
the area be explored – business start-up grants to be reviewed once
the 2008/09 budgets had been agreed; Commercial Renewal Area grant
assistance available in the designated area for eligible works up
to a maximum of 50%
(vi) that
car parking charges remain free until further regeneration of the
area takes place – the Car Park Working Group had agreed in 2005/06
that this should be considered when the trading environment had
stabilised
(vii) that
accommodation above retail outlets be recommended for conversion to
residential use – to be considered by the Town Centre Living
Study
(viii) that future
literature on the town be encouraged to include details of all the
new facilities available within the town – to be addressed late in
2008
(ix) that
the outcome of the Town Centre Living Study be presented to the
Scrutiny Committee when available – anticipated later in 2008
(x)
that the Town Centre Manager continues to encourage retailers into
the area by advising of the strengths of the area and outlining the
proposed future developments – an ongoing process
(xi) that
a supermarket be encouraged to the area – discussions held with
Tesco Express and a private developer with some progress being
made, it being noted also that both traders, leaders and shoppers
together with Pride in Barry fully supported the introduction of a
supermarket in a recent press article
(xii) that a
report outlining options for the establishment of a coffee
shop / tea room within Holton Road be presented to Scrutiny
Committee (Economy and Environment) – it being noted that the above
suggestion was not related to a later Cabinet proposal in respect
of the Town Hall exhibition area
(xiii) that Barry Town
Centre be linked to any promotions that the Vale of Glamorgan as a
Council undertakes throughout the Vale – a specific link of news
items and shopping information for all 4 town centres was made
through the Towntalk websites
(xiv) that promotional
material for Barry move towards a re-branding of the Town Centre
along the lines of “Stylish but inclusive” – proposals being
developed to be presented to the private sector in terms of working
in partnership to re-brand and re-launch the town centre
(xv) that the
Scrutiny Committee maintains a watching brief on the future
regeneration of the town.
Attention was drawn to the fact that a number
of the actions necessary to make progress, particularly (iii), (v)
and (xiv) above, would require resources not currently available
and that, with regard to (x), the post of Town Centre Manager was
currently vacant although the previous postholder was still
actively involved with town centre management.
Following consideration of the above and the
more detailed information contained within the report itself,
including the desirability of extending the remit of the Group to
cover other town centres within the Vale,
Scrutiny Committee (Economy and Environment)
had
RECOMMENDED - T H A T the above
recommendations be endorsed and the report referred to Cabinet for
consideration, in particular recommendations (ii) and (iii) as
requested by the Task and Finish Group.
RESOLVED – T H A T the recommendations of the
Scrutiny Committee be endorsed.
C3423
LEISURE CHARGES 2008/09 AND LEISURE MEMBERSHIP SCHEME (REF)
–
On 26th February, 2008 the
attention of the Scrutiny Committee (Economy and Environment) was
drawn to the statistic showing that the total number of leisure
charges equated to over 11,000 prices. An increase generally in
line with inflation of 2.7% was proposed for the majority of
leisure charges, rounded up or down to the nearest 5p for each
collection. The suggested fees were appended to the report
and it was noted that the variations were mainly due to the effect
of the new swimming facility at the International Sports Village on
the leisure centre trading position. Attention was drawn to
the fact that by increasing all prices by approximately 2.7%, there
would be a variable non-member entrance fee depending the chosen
activity. Given the technology available to the leisure
centre, this would save a very significant amount of working hours
in entering the new prices. It was pointed out that,
initially, when marketing the new Freestyle Membership Scheme, the
fixed price had been considered essential to demonstrate the saving
available by joining the Scheme but that now the scheme was firmly
established, changes could be made.
Where possible, all main charges including
membership fees were benchmarked against other local authority
price structures and the private sector leisure providers, and it
was noted with pleasure that this Council was placed in the top
quartile as regards visitor numbers to its leisure facilities per
1,000 head of population. Where price issues arose throughout the
year particularly in relation to sport, arts and play development
sessions, food and beverage charges, saleables and some additional
leisure charges within leisure centres, as in previous years,
officer delegation in consultation with the Cabinet Member for
Tourism and Leisure was requested to set relevant charges for those
services or to increase charges during the course of the year
should circumstances dictate. Reference was made to the fact
that during the course of 2007/08, Direct Debits had been
introduced for swimming lessons and the introduction of further
Direct Debit payments for other services would be considered in the
future. Again, as in previous years, it was proposed that all
suggested prices be a maximum with officers having the ability to
reduce prices if appropriate for promotions in consultation with
the Cabinet Member for Tourism and Leisure - and as employed in the
current year to make deductions to some prices to compete with the
International Sports Village. In order to reduce costs,
consideration was also given to the proposal to close two of the
main four Leisure Centres completely on Bank Holidays given the
significant increase in the cost of operating the service and
drop-off in usage. It was noted that two Lifestyle Fitness
studios would continue to be opened on Bank Holidays (except
Christmas Day and Boxing Day) and other facilities would also be
opened depending on demand.
Following consideration of the above and
related matters, including the rationale for differentials in
prices for similar activities and the reasons behind encouraging
staff usage of facilities,
Scrutiny Committee (Economy and Environment)
had
RECOMMENDED - T H A T Cabinet be requested to
approve
·
the leisure charges as detailed in Appendix A to the report for
implementation in April 2008;
·
the authorisation of the Director of Environmental and Economic
Regeneration in consultation with the Cabinet Member for Tourism
and Leisure to set charges or increase prices for sports, arts and
play development courses, saleables, some additional leisure centre
activities and food and beverage charges as appropriate during the
course of the financial year;
·
agreeing that all leisure charges set be the maximum costs with
officers having the ability to reduce prices if appropriate for
promotions in consultation with the Cabinet Member for Leisure and
Tourism;
·
endorsement of a reduced opening of Leisure Centres on Bank
Holidays.
Reasons for recommendations
To increase prices in line with inflation to
take account of specific market conditions; to enable charges for
these services to reflect the particular market conditions; to
allow price to be used as a marketing tool; to reduce costs.”
Cabinet, having considered the recommendation
of the Scrutiny Committee (Economy and Environment)
RESOLVED – T H A T the recommendations of
Scrutiny Committee be endorsed.
C3424
2008/09 CHARGES TO DYFFRYN GARDENS AND ARBORETUM, COSMESTON
MEDIEVAL VILLAGE, COSMESTON LAKES COUNTRY PARK AND PORTHKERRY
COUNTRY PARK (REF) –
On 26th February, 2008, Scrutiny
Committee (Economy and Environment) gave consideration to the
following proposals in respect of the above:
·
to maintain the current charges in respect of Dyffryn Gardens for
2008/09 (and not implement the increases proposed by this Committee
in January, 2007 – Min. No. 705 – and as shown in the appendix to
the report) since, due to a delay in the restoration of the area
around the Walled Garden, the Walled Garden would not be part of
the visitor experience until 2009/10;
·
to maintain the current charges in respect of Cosmeston Medieval
Village except for educational charges which had remained static
for many years, the proposals in respect of Vale schools and
schools outside the area being detailed at Appendix B to the
report;
·
an increase in the charge of activity packs for the nature trail
and orienteering at Cosmeston Lakes Country Park to cover
production costs as detailed at Appendix B to the report;
·
to maintain the current charges for the use of the “pitch and putt”
and car park charges at Porthkerry Country Park.
It was considered that visitor numbers at the
above sites could be increased by encouraging Council staff to use
the facilities and, as part of a campaign to that end,
consideration was given to giving Council staff a 20% discount in
respect of entry fees and events at Dyffryn Gardens and Cosmeston
Medieval Village (subject to exclusions) and in respect of the use
of the golf course at Porthkerry. It was proposed that the
above concession be implemented on a trial basis for twelve months
with an interim six month review to assess effectiveness after
which the overall benefits would need to be reviewed.
Following consideration of the above and
related matters,
Scrutiny Committee (Economy and Environment)
had
RECOMMENDED - T H A T Cabinet be requested to
approve:
·
the charges as detailed in Appendices A, B and C for implementation
in March 2008 for the Dyffryn main season (noting that Dyffryn
charges would remain at 2007 levels) and in April 2008 for the
other two sites;
·
the authorisation of the Director of Environmental and Economic
Regeneration in consultation with the Cabinet Member for Tourism
and Leisure to set prices for saleables, some additional site
activities and food and beverage charges as appropriate during the
course of the financial year;
·
agreeing that the charges set be the maximum with managers having
the ability to reduce prices if appropriate for promotions;
·
offering Council staff a 20% reduction on entry fees and use of
facilities as indicated in the report for a trial period of up to
one year.
Reasons for recommendations
To take account of specific market conditions;
to enable charges for those services to reflect particular market
conditions; to allow price to be used as a marketing tool and to
accommodate special events; to encourage outdoor activities and to
increase overall income for the facilities.”
Cabinet, having considered the recommendations
of Scrutiny Committee (Economy and Environment),
RESOLVED – T H A T, with the exception of the
recommendation relating to the proposed 20% reduction on entry fees
and use of facilities by Council staff, the recommendations of
Scrutiny Committee be agreed.
C3425
VISIBLE SERVICES – PROPOSED FEES AND CHARGES FOR 2008/09 (REF)
–
Scrutiny Committee (Economy and Environment)
on 26th February, 2008 received a report which proposed
increases in services charges for functions managed by Visible
Services for 2008/09 and advised Members of the effects of the
increased charges previously agreed for the 2007/08 period as
requested by this Committee back in March 2007 (Min No. 936).
Charges for 2007/08 had generally been increased to the maximum
thought reasonable at the time. It was reported that some criticism
had been received as a consequence, particularly in relation to
youth cricket, and that it was proposed to address that criticism
through changes in the charges for 2008/09.
Appended to the report were the income levels
for a number of major services where charges had been increased
over the rate of inflation for 2007/08. The drop in car park income
was attributed to the summer weather rather the increased charges
and it was accepted that, given that there were few providers of
similar services in the public sector other than for car parking
and commercial waste, it was unlikely that competition from such
markets had had much of an affect on the income generated.
For 2008/09 it was generally proposed that
charges be increased by 2.7% with few exceptions and that waste
charges be increased by 30% due to increases in landfill tax from
1st April, 2008 and increased landfill tax. It was noted
that the 30% increase would not, in fact, cover the whole of the
increased costs to be incurred but that it was considered
reasonable. The proposed charges for each of the following services
were appended to the report:
- Parks and Grounds Maintenance – the salient points being that
was generally proposed to increase charges by 2.7%, with 2 new
charges being introduced; to reduce the charge for youth cricket by
50%; to note that the fees for Porthkerry Cemetery had been put
forward by Barry Town Council as operators of the facility
- Highway Maintenance – no increase in coastal car parking
charges or filming on the highway; increase of 2.7% for Café Style
Licences to trade on the highway
- Engineering Design and Procurement – increase of 2.7% on all
charges except “skip on highway permit”.
- Waste Management and Cleansing.
As referred to above, it was proposed to
increase the majority of waste charges by 30% with the bulk of
those costs falling on the private sector who would have a choice
as to whether to use the Council’s service or that of an
alternative provider. In addition, a new charge of £10 per
commercial customer would be introduced for the provision of “Duty
of Care” documentation. A report on potential reductions in
commercial recycling charges would be submitted to this Committee
in the new municipal year. To assist in encouraging the green waste
collection in order to achieve the required target, it was proposed
that the cost of reusable bags and the biodegradable sacks remain
unchanged (although the preferred method for the recycling of green
waste was by home composting). As part of the Waste Awareness
Campaign to reduce the use of plastic bags, a new reusable jute bag
would be produced for sale at £1.50.
Attention was also drawn to charges for
docking for the Waverley and Balmoral and to the fact that Cabinet
had deferred consideration of any increase back in 2007/08 in order
for the matter to be reconsidered with all fees and charges for
2008/09 (Min. No. C3147). It was now proposed that the current
charges be increased by 2.7% for 2008/09. The suggested
increase in slipway permits and replacement keys was considered to
reflect the current costs of the service.
During the course of subsequent discussion,
reference was made to such matters as consideration being given at
a future date to introducing a variable rate for café style
licences/licences to trade on the highway, a similarly variable
rate for filming, and ways to encourage use of outdoor facilities
and to continue to make available the same given the increasing
number of requests to fence off areas of Council owned land.
Following further consideration and related matters,
Scrutiny Committee (Economy and Environment)
had
RECOMMENDED –
(1) THAT
the charging and fee proposals as set out above be endorsed and
referred to Cabinet for approval.
(2) THAT
Cabinet be requested to consider devising a marketing policy to
attract film and television companies into the Vale, having regard
to the sensitivities of the varied areas/communities within that
area, and also to establishing a charging policy appropriate to the
differing companies attracted in.
Reasons for recommendations –
(1) To
demonstrate Committee’s approval of the proposals and to obtain an
Executive decision.
(2) To
establish a policy and equitable charging regime.
Cabinet, having considered the recommendations
of Scrutiny Committee (Economy and Environment)
RESOLVED – T H A T the recommendations of the
Scrutiny Committee be endorsed.
C3426
TIMETABLE OF MEETINGS: MAY 2008 – MAY 2009 (CX) (SCRUTINY –
CORPORATE RESOURCES) –
Cabinet considered a draft timetable of
meetings for the period May 2008 – May 2009.
Cabinet noted that it was proposed that the
four week cycle for Scrutiny Committees be reduced to three
weeks. This had been discussed/agreed by the Scrutiny
Chairmen/Vice Chairmen Group and reflected the fact that an
increasing number of meetings additional to those originally
scheduled had been required. The scheduling of additional
meetings by means of a shorter cycle would minimise, if not
eliminate, the need for yet further meetings and would also improve
the Committee’s management of their individual workloads.
Every effort would be made to minimise “unproductive” time in terms
of officer attendance for items other than their own.
This was a matter for Executive decision.
RESOLVED – T H A T the timetable of meetings
for May 2008 – May 2009 as set out in Appendix A to the report be
approved, subject to any future changes in arrangements for
meetings deemed appropriate by the Mayor of the Council or the
relevant Committee Chairman.
Reason for decision
To approve/publish a calendar of meetings for
the forthcoming municipal year.
C3427
YOUTH OFFENDING SERVICE RESTRUCTURING (CX) (SCRUTINY – COMMUNITY
WELLBEING AND SAFETY) –
The Youth Offending Service was the subject of
an inspection co-ordinated by HM Inspectorate of Probation in
October 2007. Early indications from the feedback indicated
that the inspection had been poor, with significant criticism of
the management of the Service, particularly the Management
Board.
On receipt of the feedback from the
inspectors, the Chief Executive brought the service from the Social
Services Directorate to his own Department. The Chief
Executive began chairing the YOS Management Board in order to
provide improved leadership and direction.
The inspection report recommended that the
Chief Executive and the Management Board take a more pro-active
strategic role in the direction of the YOS.
Consequently, since November 2007, the service
had undergone a preliminary restructuring to bring immediate
operational improvement. The team now reported directly to
the Operational Manager – Corporate Policy and Communications and
the Deputy Manager and two Assistant Team Manager role had been
developed.
In addition to the inspection report, the
Council had noted that there was an increasing number of young
offenders being referred from the courts. Each young person
must be seen by staff for a minimum of two hours per week (rising
to three hours per week when new national minimum standards are
introduced later in the year). In addition, high risk
individuals (25% of the current caseload) should be seen for more
hours per week.
Because there were only four case managers to
manage the referrals, the Assistant Team Manager – Casework was
also now carrying a large caseload. This had impacted
negatively on his ability to supervise staff effectively and
undertake regular case reviews and planning meetings, which was a
criticism of the inspection. For this to improve, the
Assistant Team Manager – Caseload must reduce his caseload and in
order to achieve this the team was in need of an extra case
worker.
Further, the current YOS Manager had been
absent for several months and during that period existing staff
without any undue pressure or the need for external support had
handled the work of the YOS Manager, reporting to the Operational
Manager – Corporate Policy and Communications.
Although changes had taken place to date, it
was now recognised that further changes were necessary to not only
take on board the inspection report but also other issues such as
the increased casework workload. From consideration of the
current position and structure it was considered that further
organisational change was required. It was considered that at
present, there was an over investment in management posts. It
was felt that the investment in this area could be better used to
provide extra case management capacity in the Youth Offending
Service. This would ensure that it also made an appropriate
contribution to the management of overspends in the Social Services
budget. It was therefore proposed, subject to consultation,
that the post of YOS Team Manager be deleted from the structure and
the post of YOS Officer be created.
It was anticipated that these arrangements
would assist in allowing the YOS to improve in line with the
recommendations made in the draft inspection report and further,
would equip the team with greater capacity for managing the number
of young offenders being referred from the Courts.
This was a matter for Executive decision.
RESOLVED – T H A T the restructuring proposals
outlined in the report be effected subject to consultation.
Reason for decision
To meet the challenges and recommendations
arising from the inspection of the Youth Offending Service.
C3248
BARRY STEAM RAILWAY PROJECT: THE VALE OF GLAMORGAN RAILWAY COMPANY
(DEER) (SCRUTINY – CORPORATE RESOURCES) –
Cabinet received a report which provided
details of the strategic direction for the Barry Steam Railway
Project, and which set out recommendations on how steam railway
events might be provided and how the building, land and
infrastructure elements could be further developed.
It was reported that for a number of years,
the Vale of Glamorgan Railway Company had been operating with an
outstanding bank loan on favourable terms but there had been the
need to review the loan by the lending Bank.
The Vale of Glamorgan Railway Company had
submitted a bid, supported by a Business Plan document, which
sought approval of a continued Revenue Grant of £65,000 per
annum. The Business Case had been mainly produced by the
former General Manager prior to her ceasing employment with the
Vale of Glamorgan Railway Company, but a number of other Members
including the Chairman and their Finance Officer had contributed
additional information to the submitted version.
The tables submitted with the Business Case
did not appear to correlate directly with increasing cost estimates
referred to elsewhere in the report. In fact, for asset
management, there was some very basic accounting for depreciation
but no programmes of repairs or costs reflected in the
tables. The tables did not appear to consider the value of
stock over the periods so it was difficult to appraise the
contribution in financial terms. However, the shop did appear
to be making a contribution to turnover even though access to the
shop was severely restricted through limited opening
hours.
The utilisation of the Barry Ten Agreements
was referred to but there was no financial appraisal of how the
utilisation of such Agreements would off set overheads or hire
charges. It was recalled that there were Agreements in place
for four Groups who were restoring an engine each with a legal
agreement to return the completed engine, or alternative, to Barry
for a specified number of steamings over a ten year period.
The Business Plan argued that the role of the
General Manager was critical to the operation of the Vale of
Glamorgan Railway Company but the submitted tables did not support
this in purely financial terms as the three year projections still
showed a small increase over the period. In addition, the
letter from the Company supporting the bid, queried a fallback
position of £35k. which would involve operations continuing without
a General Manager that would support the view that the General
Manager role was no longer critical to the continued operations as
the Vale of Glamorgan Railway Company saw them.
From a Departmental position, there was no
specific allocation in the 2008/09 budget for continued support to
the Vale of Glamorgan Railway Company. The approval for grant
given in 2005 was on the basis of improved turnover and visitor
numbers. Although the Business Plan claimed a 7-10% increase
in numbers over the past 12 months, the actual figure for the last
year was still below what was achieved in 2002 and the trend
overall had not improved.
The Vale of Glamorgan Railway Company had
argued that this was as a result of the falling numbers visiting
the Barry Island area generally but even if true this statement did
not form the basis of a case for the Council continuing to provide
revenue support any further.
To date the Vale of Glamorgan Railway Company
had operated on the basis of a Licence to utilise tracks and
buildings in the ownership of the Council. The expectation
was that the railway company would maintain and repair these assets
as they had effectively been given access on the basis of a
peppercorn rent. However, this had not happened and the
Service Area had consistently had to utilise its Buildings
Maintenance budget for repairs at the Barry Island Station
building. With Council services efficiency savings now
required and with WAG reviewing their Joint Venture and Short Form
Acquisition arrangements this could not continue and formal lease
arrangements would have to be considered.
The Vale of Glamorgan Railway Company Business
Plan/Chairman’s letter did not indicate a position at which point
addition funding from the Council, even if offered, would either
reduce or cease. On this basis the current funding gap was
likely to exist indefinitely and the Vale of Glamorgan Railway
Company would continue to request revenue support.
It was felt that the project appeared to have
reached a “watershed” position and needed an option for an
alternative provider to be considered if such a provider could be
found who would not be reliant upon revenue support.
It was proposed that the part of the Steam
Railway Project currently undertaken by the Vale of Glamorgan
Railway Company in respect of the operation of the Steam Railway
and the provision of events be remarketed on the basis of the
proposed Service Level Plan as detailed in Appendix B to the report
and that the Vale of Glamorgan Railway Company be requested to
submit a bid in accordance with such requirements should they wish
to continue their operations and events.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the Director of Environmental and Economic Regeneration, in
consultation with the Director of Finance, ICT and Property and the
Director of Legal, Public Protection and Housing Services, market
the opportunity to run the Heritage Railway at Barry on the basis
of the terms contained in the Draft Service Plan attached to the
report.
(2) T H A
T officers prepare a further report to the Cabinet indicating the
results of this exercise.
(3) T H A
T officers meet with the Vale of Glamorgan Railway Company to
explain the proposals and to request a current report on their
financial and trading position and that officers indicate that the
Council are willing to allow the Company to continue its events
through the 2008 summer season whilst the marketing operation is
undertaken.
Reasons for decisions
(1) To
ensure that the marketing of this opportunity complies with the
relevant Regulations and other Legislation.
(2) To
enable Cabinet to make a decision in respect of an alternative
operator or to review the financial needs of the current operator
should no alternative provider be found.
(3) In
order that an operational transfer date could be agreed should the
Railway Company either not bid to carry on its activities or not be
the successful bidder whilst ensuring some continuity of service
provision is possible.
C3429
QUARELLA STREET MULTI USE GAMES AREA, BARRY (DEER)
(SCRUTINY – ECONOMY AND ENVIRONMENT) –
Cabinet approval was sought to dismantle the
existing multi use games area (MUGA) at Quarella Street in Barry
and to re-site it at Dobbins Road in Barry.
The Council had installed, in conjunction with
the Cadoxton Millennium Playground Association (‘the Association’),
an enclosed illuminated MUGA on its land to the rear of Quarella
Street, Barry. The facility was current locked and had never
been opened to the public.
Construction of the facility had been
completed at the end of 2006. Due to problems reportedly
experienced by some local residents during construction and
disagreements between a number of residents and the Association,
officers took a decision to review the use of the facility prior to
reapplying for planning permission. It was also decided by
officers, in consultation with local Members, that the facility
would remain closed until such time as a suitable consensus could
be reached between the majority of residents, who would be most
likely to be detrimentally affected by the facility, and the
Association.
In order to fully understand the views of
residents, the Chief Executive’s Department had been commissioned
to undertake a door to door survey to establish the level of
support or otherwise for the facility.
The sample for this initial survey involved 34
properties, which were the properties originally involved in the
consultation process for a successful planning application.
The highest number of residents (9) indicated their wish for all
fencing and equipment to be removed and for the area to be returned
to a tarmac area and open space. It was clear that those who
generally lived closest to the facility were the most concerned
about its future operation. The outcome of the survey was
communicated to all who took part at a public meeting, where the
local Members for the area were in attendance. This took
place on 24th January, 2007.
Officers continued to work with local
residents and representatives of the Association to achieve a
workable solution for the facility although it was clear that the
relationships between the various parties had been damaged to the
point that no general consensus as to the appropriate future of the
operation of the facility could ever be achieved.
The most significant lobby in respect the
facility remaining closed and even being removed altogether was
from the residents whose properties border the facility. As a
consequence a further public meeting was arranged where only those
residents were invited. This meeting took place on
11th July, 2007, again local Members being in
attendance.
Of the attendees at this meeting a vote was
passed of 11 for and 1 against removing the facility. There
were three abstentions.
It was important to balance the overall needs
of the community against the concerns of a relatively small number
of nearby residents. There was clearly a need for a play
facility within this area of Cadoxton and the Quarella Street MUGA
could meet this need. Planning permission had been correctly
sought for a facility very similar in design to the one that had
been constructed. Therefore, residents had been given the
opportunity to object whilst the project was at the planning stage,
though no objections were received.
It was felt that there were two options: to
either seek planning permission for the facility as constructed and
open it or to remove the facility and possibly re-site it in a more
appropriate area (that is an area not in such close proximity to
residential properties).
The report detailed the relative arguments in
respect of these options as follows:
·
to seek planning permission and open the facility – advantages
·
to seek planning permission and open the facility –
disadvantages
·
to remove the facility and re-site at Dobbins Road, Barry –
advantages
·
to remove the facility and re-site at Dobbins Road, Barry –
disadvantages.
There was a difficult relationship between a
number of the residents and the Association of the Quarella Street
facility. Officers, having been in discussions with local
Members and the various individuals involved, believed that there
was little common ground that would allow the facility to open at
Quarella Street. The only possibility would be to open the
facility with a full-time play supervisor and even in this
situation a large number of the residents who lived nearest to the
facility would object.
The consultation exercises and public meetings
had proved that whilst a facility was needed in the area, the
current location, being land locked between four blocks of terraced
houses, was not suitable for such a facility.
The Victoria Park Project should be fully
completed by the end of 2007/08 and this would provide a MUGA
similar to that in Quarella Street. This would provide an
additional play opportunity that was not available at the time the
Quarella Street scheme was constructed.
An excellent opportunity existed to transfer
the usable equipment to an alternative site within the same
Ward. There was likely to be no opposition from the residents
at this location and the main funders of the original scheme, Dow
Corning and Cabot, had indicated that they would be happy with this
arrangement.
The Association for the Quarella Street
facility had indicated that they would mount a legal challenge
against the Council if a decision was taken to move the facility.
In light of the letters received from the main funders, it
was the view of the Council’s Legal Officers that any such
challenge could be resisted.
Taking all relevant points within the
arguments into account, it was the view of officers that the
Quarella Street facility should now be removed and equipment
transferred to Dobbins Road. The control of the land at
Quarella Street should be returned to the Council and if necessary,
any agreements with the Association for use of this land should be
terminated.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the Director of Environmental and Economic Regeneration be
authorised to remove the facility at Quarella Street and transfer
all usable equipment to Dobbins Road, Barry.
(2) T H A
T the contract to transfer the equipment be awarded to South Wales
Sportsground Contractors of Magor.
(3) T H A
T the Director of Legal, Public Protection and Housing Services be
authorised to take all appropriate action to secure possession of
its land at Quarella Street including, if necessary, the
termination of any agreements between the Council and the
Association in respect of the MUGA.
Reasons for decisions
(1) To
provide a solution to this longstanding matter and enable the
construction of a usable MUGA in an appropriate residential
location.
(2) As the
original contractor for the scheme they would be best placed to
undertake the transfer work correctly and efficiently.
(3) To
return land at Quarella Street into the full control of the
Council.
C3430
SECONDARY SCHOOL SPORT PROGRAMME: 5x60 OFFICER FUNDING (DEER)
(SCRUTINY – ECONOMY AND ENVIRONMENT) –
Cabinet received a report which sought
approval to accept additional funding from the Welsh Assembly
Government to further develop the 5x60 secondary school sport
programme to cover the eight comprehensive schools in the Vale.
The 5x60 scheme was funded through the Welsh
Assembly Government and managed by the Sports Council for
Wales. The aim of the scheme was to increase sport and
physical activity participation rates amongst secondary age young
people through the creation of additional extra-curricular
opportunities. The Government recommends that all young
people participate in a minimum of 60 minutes of physical activity
five times a week to assist towards a healthy lifestyle.
The 5x60 scheme commenced in the Vale of
Glamorgan in January 2007 with funding being secured until August
2008 to appoint a part-time officer based at the Ysgol Gyfun Bro
Morgannwg. In September 2007 additional funding was secured
to appoint another part-time officer and one full-time officer
until August 2008 to cover the remaining three Barry Comprehensive
Schools.
The Sports Council for Wales had confirmed
Welsh Assembly Government funding to extend the existing posts
until 31st March, 2009. Additional funding had
also been secured to appoint the equivalent of two full-time
officers until 31st March, 2009 to cover the remaining
four secondary schools.
In accordance with the Council’s Grant Funding
procedure the following information was provided:
·
The grant would assist the Council in delivering its health and
wellbeing and lifelong learning objectives.
·
The total value of the grant would be in the region of £20,000 per
annum.
·
No direct match funding was required. The Council would
however be expected to deliver office accommodation and
administrative support.
·
The grant is totally revenue expenditure.
·
The grant was initially confirmed until 31st March, 2009
at which point it would most likely continue, albeit in a different
grant arrangement which would be reported to Cabinet in the
future. No exit strategy was required this time although
Council could be liable for redundancy costs should funding stop,
although all 5x60 Officers were employed on fixed term
contracts.
·
There were no onerous or unusual grant conditions.
·
Claw back could be involved if an officer were to leave and the
grant had already been paid. However, claw back would only
apply to the period of time the officer was employed. Claw
back could also be invoked if certain targets were not
achieved. The service remained confident that targets could
be achieved.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the Director of Environmental and Economic Regeneration in
consultation with the Directors of Finance, ICT and Property, and
Legal, Public Protection and Housing Services be authorised to
accept the grant offered for the continuation of the 5x60
programme.
(2) T H A
T the Director of Environmental and Economic Regeneration be
authorised to recruit the equivalent of two full-time 5x60 Officers
until 31st March, 2009 to cover the remaining four Vale
comprehensive schools of Llantwit Major, Cowbridge, Stanwell and
St. Cyres and to extend the employment of the current officers.
Reasons for decisions
(1) To
continue and further develop the 5x60 Scheme in the Vale of
Glamorgan.
(2) To
enable more young people to benefit from the 5x60 programme.
C3431
FUTURE FORMAT AND CONSTITUTION OF CONSERVATION AREA ADVISORY GROUP
(DEER) (SCRUTINY – ECONOMY AND ENVIRONMENT) –
Cabinet were asked to give consideration to
the future role and management of the Council’s Conservation Area
Advisory Group.
A report had been submitted to Cabinet on
20th June, 2007, considering conservation area
management in the Vale of Glamorgan. The report advised
Members concerning the submission of a report by consultants (the
Conservation Studio) which considered, amongst other matters, the
Council’s internal structures, processes and attitude to managing
Conservation Area legislation.
An outcome of the report included a review of
the role and management of the Conservation Area Advisory Group, an
objective included in the Planning Division’s Service Plan for
2007/08.
The Consultants report was also subsequently
considered by the Planning Committee on 19th July, 2007
and an extended meeting of the Conservation Area Advisory Group on
26th July, 2007. At the latter meeting,
recommendation (2) advised that:
·
a further report be submitted to a future extended meeting of the
Group to presents option relating to the future Constitution, form
and agenda of the Group.
A further report which described the current
constitution of the Group and which discussed options for its
future role and management had been prepared as a basis for
discussion, and was attached to the report at Appendix 1.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the contents of the report be noted, and be referred to Planning
Committee and the Conservation Area Advisory Group (extended
meeting) for further discussion.
(2) T H A
T subject to consideration by Planning Committee the principal of
the reconfiguration of the Conservation Area Advisory Group to a
Conservation and Design Forum, as outlined in the Discussion Paper
be accepted.
(3) T H A
T on the basis of further consultation as referred to in (1) above,
a further report be submitted to Cabinet with proposals for the
re-organisation of the Conservation Area Advisory Group.
Reasons for decisions
(1) In
order to determine the views of both Committees as to the future
format of the Group.
(2) In
order to provide a way forward and to focus the discussions as to
the future of the Conservation Area Advisory Group.
(3) In
order to provide Cabinet with a recommended final format and
constitution of the Group which took account of the consultations
undertaken.
C3432
CHILDREN AND YOUNG PEOPLE’S PLAN (DLD) (SCRUTINY – LIFELONG
LEARNING) –
Cabinet were updated on the progress in
developing the Children and Young People’s Plan.
The Assembly Government had produced specific
guidance for the production of the plan which was required to
address seven core aims. These reflected a commitment that
all children and young people:
·
have a flying start in life
·
have a comprehensive range of education and learning
opportunities
·
enjoy the best possible health and are free from abuse,
victimisation and exploitation
·
have access to play, leisure, sporting and cultural activities
·
are listened to, are treated with respect and have their race and
cultural identity recognised
·
have a safe home and a community which supports physical and
emotional wellbeing
·
are not disadvantaged by poverty.
As part of the process of developing a draft
plan for consultation, working groups had been established to
address each of the core aims. These working groups included
a range of partnership and other representatives with specialist
knowledge and experience in the relevant area.
The plan would become one of the major
strategic documents of the local authority and was intended to
provide a high level and strategic framework within which multi
agency arrangements could be co-ordinated and improved, leading to
better outcomes for children and young people.
The guidance set out a range of requirements
for engagement and consultation with key partners. Within the
Vale of Glamorgan, the timetable for development was as
follows:
January –
February
Core aims sub-groups to review current needs analysis and
priorities within each of the core aims, to develop proposals.
February 29th
Partnership Consultation Conference. Review of priorities,
potential areas for duplication and overlap and proposed plan
priorities.
March
Draft plan refined for consultation.
April –
June
Formal consultation period.
June –
September
Formal plan submitted to partners for endorsement
September
2008
Plan published.
The plan would reflect needs assessment across
the range of service provision for children and young people,
informed by a number of recent initiative developments and current
plans. These included the Community Strategy, Health, Social
Care and Wellbeing Strategy, the National Service Framework Self
Assessment Audit, Better Outcomes for Children in Need, Communities
that Care Survey, the annual survey of childcare provision, the
Single Education Plan, Flying Start and inspection reports of the
local Youth Offending Service, youth service provision and the
Children and Adolescent Mental Health Service.
Throughout the development of the plan and at
key milestone dates, progress would be reported to Cabinet.
The plan had also been identified as a key priority for the
Scrutiny Committee (Lifelong Learning) action plan. Council
would be asked to approve the plan on 30th June, 2008
following consultation.
This was a matter for Executive decision.
RESOLVED – T H A T the scope and requirements
of the Children and Young People’s Plan be noted and that the
report be referred to the Scrutiny Committee (Lifelong Learning)
and Scrutiny Committee (Community Wellbeing and Safety) for
consideration.
Reason for decision
To ensure Members are aware of the statutory
requirements and timescales.
C3433
CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO
31ST JANUARY, 2008 (CMT) (SCRUTINY – ALL) –
Cabinet were advised of the progress on the
2007/08 Capital Programme for the period 1st April, 2007
to 31st January, 2008, and where necessary, were
requested to approve changes to the programme.
Appendix 1 to the report detailed financial
progress on the Capital Programme as at 31st January,
2008.
Director of Education
The Welsh Assembly Government had recently
awarded the Council a School Target Hardening Grant for use at two
schools in Barry. The sum of £15,000 had been awarded for
fencing works at Colcot Primary School and a further £14,642 for
CCTV and lighting at Barry Comprehensive School. A condition
of the grant was that the money be fully spent by the end of this
financial year and as such it was requested that the 2007/08
Capital Programme be increased by £29,642.
Cylch Meithrin y Bont Faen – Cabinet on
19th December, 2007 had approved the award of a £75,000
grant from the Council towards the installation of the Cylch
Meithrin Nursery Unit. The overall budget for the work was
£95,000 of which the nursery would directly contribute £20,000 with
the balance of £75,000 to be funded from education reserves.
It was requested that the Capital Programme be increased by
£95,000.
Director of Legal, Public Protection and
Housing Services
Youth facility at Barry Fire Station – a
further grant had been awarded from the Welsh Assembly Government’s
Safer Communities Fund 2007/08. The sum of £25,000 had been
granted for the refurbishment of a youth facility at Barry Fire
Station, and this was to be spent by the end of March 2008.
Included within this award was the sum of £2,300 which had been
allocated for revenue decoration works, and as such it was
requested that the 2007/08 Capital Programme be increased by the
sum of £22,700.
It was anticipated that the following schemes
would not be completed on target.
Director of Environmental and Economic
Regeneration
S106 Morrison/Thompson Street Footbridge – The
agreed programme of works for this scheme now anticipated a start
in May 2008 and although some legal fees and licence costs were to
be borne during this financial year. It was proposed to slip
the amount of £496,000 into the 2008/09 Capital Programme in order
to fund the main works.
Dyffryn House Feasibility – the current budget
related to the production of a feasibility study and business plan
for the future viability of Dyffryn House. Though the
feasibility study had been completed, the Business Plan had been
delayed and further costs would now not be incurred before April
2008. As such it was requested that the remaining budget of
£32,000 be slipped into the 2008/09 Capital Programme.
Highway Maintenance – from this £500,000
2007/08 budget the sum of £96,000 had been approved for road
improvement works at Leckwith Hill. As nesting bats had been
identified on site the works could not now be undertaken until
their nesting season was over in early spring. As such, it
was requested that though some initial works to the sum of £16,000
could be undertaken before the end of March without disturbing the
bats, the balance of the budget, the sum £80,000 be slipped into
the 2008/09 budget.
Alley gates Phase 9 – additional funding of
£12,000 from the Home Office’s Safer Communities Fund had been
allocated to erect alley gates at lanes at the Bassett area of
Barry. It was requested that the Capital Programme be
increased by £12,000.
Director of Social Services
Barry Hostel – additional unforeseen costs of
replastering walls before decoration and costs of the telephony and
IT requirements for the hostel were currently unfunded. Asset
renewal budgets for Social Services were underspend by some £52,000
and it was requested that the project underspend be vired to the
Barry Hostel Scheme during 2007/08 in order to fund the additional
costs. This had not been reflected in Appendix 1 to the
report.
Policy
Disabled Access Improvements – delays in the
proposed appointment of consultants Parsons Brinkerhoff had meant
that it was unlikely that much of the current year budget would be
able to be spent this year. However, as works were still
required from this budget it was requested that the potential
unspent sum of £480,000 be slipped into 2008/09.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the following changes to the 2007/08 Capital Programme be
approved:
(i) School Target
Hardening Grant – increase the 2007/08 Capital Programme by
£29,642, funded from WAG grant.
(ii)
Youth Facility at Barry Fire Station – increase the 2007/08 Capital
Programme by £22,700, funded by WAG grant.
(iii)
Barry Hostel – vire funding of £52,000 from the Social Services
Asset Renewal budget into the Barry Hostel Scheme.
(iv) Alley
gates phase 9 – increase the 2007/08 Capital Programme by £12,000,
funded by a Home Office grant.
(v)
Cylch Meithrin y Bont Faen – increase the 2007/08 Capital Programme
by £95,000, funded by a £75,000 advance from the Council and a
£20,000 contribution from the nursery.
(2) T H A
T Council be requested to approve the following changes:
(i) S106
Morrisons/Thompson Street – reduce the current budget to £20,000
(carry forward £496,000 to 2008/09).
(ii)
Disabled Access Improvements – reduce the budget to £10,000 (carry
forward £408,000 into 2008/09).
(iii)
Dyffryn House Feasibility – reduce the current budget to £8,000
(carry forward £32,000 into 2008/09).
(iv)
Highway Maintenance – reduce the current budget to £420,000 (carry
forward £80,000 into 2008/09).
Reasons for decisions
(1) To
allow schemes to be undertaken in this financial year.
(2) To
allow schemes to be undertaken/completed in future financial
years.
C3434
REVENUE MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO
31ST JANUARY, 2008 (CMT) (SCRUTINY – ALL) –
The projected outturn for the 2007/08 Revenue
Budget in comparison with the amended Revenue Budget was appended
to the report. The current forecast was for an underspending
on the General Fund of £1.767m. and a balanced budget on the
Housing Revenue Account.
Education and Schools – reference was made to
the previously reported projected underspends on the Central
Education Budget which would be used to fund overspends elsewhere
in the Directorate. In addition, the savings would be used to
support the residential special schools provision, where the
combined deficit balance was projected to total £378k. at
31st March, 2008 as a result of the financial
implications of Care Standards legislation. Although there
were a number of pressures on the service, the expenditure on
placements in independent schools included in the Access Inclusion
budget was forecast to be £130,000 less than was estimated.
This was due to a number of pupils returning to placements within
the Authority. At present there was also potential additional
income of £350,000 as a result of more out of county pupils.
However, given the volatile nature of this budget the income was
not considered secure at this time. In addition, within this
Strategic Planning and Performance Budget, as a result of the
combination of a recent re-tendering exercise on certain home to
school transport routes and contract inflation for all other routes
being lower than expected, there was a projected saving of £137,000
on home to school transport. The education based budget
currently included £450,000 to support the School Investment
Strategy. In 2007/08 the budget would be used to fund the
costs of the external design team. Any further savings that
were realised by the end of the financial year would also be
available to further support the School Investment Strategy.
Lifelong Learning – an adverse variance of
£122,000 was predicted for this service due to delays in starting
the new learning programmes to the economically inactive and low
enrolments over the summer period, premises costs at the Heritage
Skills Centre and the cost of the Vale Learning Network.
Actions would be implemented in an effort to reduce this figure and
consequently reduce the support needed from the Education Strategy
and Performance Budget.
Catering – an adverse variance of £30,000 was
predicted for this service, a reduction of £60,000 from that
previously reported. This was due to more active
promotion/marketing of school meals to improve uptake, an increase
in meal prices from September 2007, re-alignment of school kitchen
staff with output of meals and a review of administrative
arrangements between Education and the Catering Service.
As regards Social Services, the figures in
Appendix 1 showed the budget for each Division of Service and
reflected the allocation of the original Temporary Uplift of
£3,641,000 approved by the Council, the savings of £2,000,000
originally needed to achieve a balanced budget and the additional
Temporary Uplift of £1,110,000 to meet the cost of increased Care
Home fees and arbitration. The budget was currently projected
to outturn with a deficit of £572,000 a reduction of £717,000 from
last month’s reported figure. The Director of Social Services
presented a revised action plan to Cabinet and Scrutiny Committee
identifying further savings that could be achieved in the current
year. The identified savings had now been reflected in the
current projections. However, many of the Budget Savings were
“one off” and there were still underlying departmental overspends
on care packages. This needed to be addressed during
2008/09.
Children’s Services – the probable outturn was
currently showing a surplus of £521,000 compared to £190,000
reported last month. This was as a result of “one off”
savings identified in the revised action plan being reflected in
the figure. The main reasons for the underspend were a
reduction in the cost of Children placements, £66,000, savings on
fostering costs £185,000, vacant posts £353,000 and release of
contingency items £85,000 off-set by additional costs associated
with adoption allowances and court expenses.
Community Care and Health – the service was
projected to outturn with a deficit of £1,100,000 at year end, a
decrease of £386,000 on last month’s reported figure. The
projected outturn reflected the savings identified in the revised
action plan. The projection also reflected the continued
pressures on Community Care packages. It included the
increase in Care Home fees already agreed and an estimate of new
commitments that may be made before the year end. This was an
extremely volatile budget and would be adjusted as information
became available.
Policy – the underspending of £2,339,000 was
as reported previously.
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 Members are aware of the projected
revenue outturn for 2007/08.
C3435
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 specified be
considered.
C3436
GRASS CUTTING CONTRACT 2008/09 (DEER) (SCRUTINY – ECONOMY AND
ENVIRONMENT) -
Urgent by reason of the need to make a
decision prior to the next meeting of the Committee
Authority was sought to waive Standing Orders
to accept a quotation for grass cutting in the rural communities
and gateway routes for 2008/09.
In 2006 the Rural Communities and Gateways
Grass Cutting Contract was exposed to competitive tendering.
The successful tenderer was Countywide Grounds Maintenance.
The contract was for one year with the option of renewal for a
second year. This renewal was granted in 2007 but due to
reduced budgets the frequency of the rural communities contract was
reduced to eight cuts from nine.
The Parks and Grounds Maintenance Section were
currently unable to undertake the grass cutting work for the areas
specified as they did not have the necessary staff and
machinery.
Countrywide Grounds Maintenance the contractor
for 2006 and 2007 seasons were fully aware of the areas to be cut
and of the cutting standards required. It would not be
appropriate to engage an alternative contractor at this moment, nor
was there sufficient time to make the necessary
arrangements.
Due to uncertainties concerning the available
budget for 2008/09 officers were unable to consider the grass
cutting arrangements for 2008 until recently. It was now
apparent that a similar level of funding was available for 2008/09
as was available for 2007/08.
Countrywide Grounds Maintenance had advised
that they would be prepared to undertake grass cutting of the rural
communities and gateway routes at the same price as 2007/08
(£174,038.19). For this price they had also advised of their
plans to offer an additional three operatives for a two week period
for no charge. They had also confirmed that they would not
charge for additional areas at the transport interchange in
Llantwit Major.
In view of the short notice for the
arrangement of this contract and the savings made by fixing the
price to that of 2007/08, it was proposed that Standing Orders be
waived to offer the contract to Countrywide Grounds Maintenance for
2008/09.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the Director of Environmental and Economic Regeneration in
consultation with the Director of Finance, ICT and Property be
authorised to enter into a contract with Countrywide Grounds
Maintenance for grass cutting in the rural communities and gateway
routes for 2008/09.
(2) T H A
T a further report be produced for Cabinet during 2008 which would
advise of the most appropriate grass cutting arrangements for
2009/10 and beyond.
Reasons for decisions
(1) To
permit the engagement of a contractor to ensure the most optimum
arrangements for grass cutting for the 2008/09 period.
(2) To
allow Members to take a decision on the most appropriate grass
cutting arrangements in the medium to long term.
C3437
LAND AT CEMETERY ROAD, BARRY (DLPPHS) (SCRUTINY –
CORPORATE RESOURCES)
Urgent by reason of the need to inform
Cabinet of the Latest Position with Regard to the Cemetery Road
Land
Cabinet were advised as to the current
position concerning the disposal of the land at Cemetery Road to
Newydd Housing Association (1974) Limited (“Newydd”).
The meeting of the Cabinet held on
19th July, 2006 had resolved that the “disposal proceed
....... and the land sold on terms and conditions to be negotiated
as agreed by the Director of Finance, ICT and Property in
consultation with the Director of Legal, Public Protection and
Housing Services and the Leader”, and that “the Director of Legal,
Public Protection and Housing Services be authorised to prepare,
complete and execute the necessary legal documentation to effect
the sale”.
Contracts had been accordingly exchanged with
Newydd subject to conditions, including the grant of an appropriate
planning permission being obtained.
The matter had been reported to the Council’s
Planning Committee on 13th December, 2007 at which a
decision had been made to grant planning consent. Following
the Planning Committee decision a further report together with
further representations would be made to the Planning Committee for
consideration shortly.
Cabinet were advised that any planning issues
concerning the land were separate to the land disposal and would be
dealt with through an appropriate report to Planning Committee.
Since Cabinet had made its decision to dispose
of the land at Cemetery Road, research had been carried out to
establish the status of the land in question. Further
enquiries were being made in this regard although it was not yet
clear as to what effect, if any, this may have on the
disposal.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the position be noted.
(2) T H A
T a further report be made and the situation reviewed once all the
relevant information and advice had been obtained.
Reasons for decisions
(1) To
establish the status of the land and where appropriate should
Cabinet be minded to do so, regularise the position.
(2) As in
(1).
C3438
EXCLUSION OF PRESS AND PUBLIC –
RESOLVED - T H A T under Section 100A(4) of
the Local Government Act 1972, the press and public be excluded
from the meeting for the following item of business on the grounds
that it involves the likely disclosure of exempt information as
defined in Part 4 of Schedule 12A (as amended) of the Act, the
relevant paragraphs of the Schedule being referred to in brackets
after the minute heading.
C3439
ITEM WHICH THE CHAIRMAN HAD DECIDED WAS URGENT –
RESOLVED – T H A T the following matter which
the Chairman had decided was urgent for the reason shown beneath
the minute heading be considered.
C3440
CHILDREN’S AMUSEMENTS – BARRY ISLAND PROMENADE, 2008 (DEER)
(SCRUTINY – ECONOMY AND ENVIRONMENT) (EXEMPT INFORMATION –
PARAGRAPH 14) –
Urgent by reason of the need to make a
decision prior to the next Committee
Cabinet’s authority was sought to waive
Standing Orders to accept an offer from North Valley Leisure to
operate a selection of children’s amusements on the Promenade at
Barry Island during 2008.
Having considered the report, it was
RESOLVED –
(1) T H A
T the offer from North Valley Leisure for the provision of
children’s amusements to operate on the Square area of the
Promenade at Barry Island for 2008, in the sum of £9,000 be
accepted.
(2) T H A
T the Director of Legal, Public Protection and Housing Services be
given authority to draft, execute and complete the necessary legal
documentation to issue the short term licence.
Reasons for decisions
(1) To
ensure the provision of suitable children’s amusements within the
Barry Island area for the entire 2008 season.
(2) To
ensure that the necessary licence is in place to protect the
Council’s interests in this matter.