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CABINET

 

 

Minutes of a meeting held on 1^st October, 2008.

 

Present:  Councillor G.C. Kemp (Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors Mrs. J.E. Charles, P. Church, G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W. James, R.L. Traherne and Mrs. D.M. Turner.

 

 

C159              MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 17^th September, 2008 be approved as a correct record subject to Resolution (1) Minute No. C143 being amended for clarification purposes to read:

 

“That the minutes be accepted and the Management of Attendance Policy be adopted to include the recommendations of the Joint Consultative Forum, as detailed above”.

 

 

C160              DECLARATIONS OF INTEREST -

 

Councillors Mrs. J.E. Charles declared an interest in Agenda Item No. 14 in that she lived in Glamorgan Street, Barry and therefore withdrew from the room during discussion of the item.

 

Councillor R.H. Traherne declared a personal / prejudicial interest in Agenda Item No. 17 in that he owned properties in the area and withdrew from the room during discussion of the item.

 

 

C161              CABINET SUB-COMMITTEE (PUBLIC RIGHTS OF WAY) -

 

The following minutes of the meeting held on 3^rd September, 2008 were submitted:

           

“Present:  Councillor H.J.W. James (Chairman) and Councillor P. Church.

 

 

(a)       Apologies for absence:

 

These were received from Councillors A.M. Ernest and A.D. Hampton.

 

 

(b)       Minutes -

 

The minutes of the meeting held on 23^rd July, 2008 were approved as an accurate record.

 

 

(c)        Declarations of Interest -

 

No declarations were received.

 

 

(d)       Application for Public Path Diversion Order - No. 25 Pendoylan (DEER) -

 

The Sub-Committee were advised of an application for the diversion of part of Public Footpath No. 25 Pendoylan, and were asked to approve the making of the relevant Diversion Order. 

 

Planning Permission had been granted under planning reference 2007/01566/FUL for the conversion of redundant farm buildings at Pengelli Farm to a single dwelling on 22^nd February 2008, subject to conditions.  It was intended that part of the former farmyard would become the drive for both Pengelli Farmhouse and the new barn conversion.

 

The Definitive Path runs northwards from the highway through Sutton Rise and the farmyard beyond and continues northwards to the junction with Public Footpath Nos. 6 and 28 Pendoylan.

 

An application had been received from Mr. and Mrs. Thomas of Pengelli Farm to divert Public Footpath No. 25 Pendoylan.

 

The application sought to divert part of Public Footpath No. 25 Pendoylan from Sutton Rise along the highway to the farmyard access, then follow the western boundary of Pengelli Farm northwards for approximately 63 metres, where it would enter a field to the rear.  Having crossed the field the diverted path would then rejoin the definitive path in the field beyond.

 

The Council was currently undertaking the necessary works to update the Definitive Map, which would incorporate all modifications that had been made by Order since the last map was published in 1954. 

 

The Definitive Map (1954) showed the path running in a south-north direction from the road and was at variance with the Definitive Statement, which stated that the path “Commences on the Peterston-Welsh St. Donats road at Pengelli Farm and proceeds northwards through the farmyard and across fields to join footpath six 200 yards north of the Vicarage”.

 

The Council had commenced procedures in order to proceed with a Definitive Map Evidential Modification Order to move the path so that its alignment matched the Definitive Statement.  However an application had been received to divert the path to the west of the farm buildings so the Evidential Modification Order had been abandoned.  The route to be diverted was therefore the route shown on the 1954 Definitive Map.

 

The land that the definitive path and proposed diversion were on was in the ownership of the applicant.

 

The route of the proposed diversion was shown on the map attached to the report.  The path to be stopped up was that shown on the Definitive Map and was shown as a solid black line and the length of new path to be created was shown as dashed black lines.

 

It was proposed to divert the section of Public Footpath No. 25 Pendoylan that was shown on the Definitive Map as commencing on the country road and then running northwards through the dwelling and garden known as Sutton Rise, Pendoylan and the former farmyard to the fields beyond in a south-north direction.

 

On 10^th October 1950 a survey was undertaken as part of the Glamorgan County Council National Parts and Access to the Countryside Act 1949 Survey of Rights of Way.  The survey noted that the path went “through farm gates to parcel 551 - through farm gate to farm yard and road”.  It also stated that the path was in use without objection or obstruction for the previous 50 years.  Field parcel No. 551 was the field immediately to the east of the stone barn / milking parlour and to the north of the later dwelling known as Sutton Rise.  The survey had been made in preparation for the Definitive Map.

 

Planning permission was granted under CR10760 and CR11040 for the erection of a farm cottage in the garden immediately to the east of Pengelli Farmhouse, now known as Sutton Rise.  Planning permission was also granted under 80/00814/FUL for a bedroom extension and under 87/01093/FUL for a dining room extension to Sutton Rise.  There was no mention made by either of the applicants, Community Council or planning officers about the existence of alignment of the path in any of the planning applications and it was not shown on any of the location plans.  No application had been made to divert the path at any time previously.

 

In preparation for a review of the Definitive Map (which was not subsequently completed), a survey of the path was undertaken by the Public Rights of Way section on 27^th March 1981.  The report detailed the path as commencing on the country road on the west side of Pengelli Farm at the farmyard entrance and leaving the farmyard on the eastern side of the farmyard in order to continue northwards through the adjacent fields and on to join the Public Footpath No. 6 Pendoylan.  When the path was walked on 27^th March 1981, Mr. Thomas of Pengelli Farm advised the surveyors that he believed that the route of the path was to the west of the farm buildings.  However he had no evidence to substantiate the claim at that time and no supporting evidence has been found.  It appeared that no further research was undertaken.

 

A concrete wall between Sutton Rise and Pengelli Farm currently blocked the path at this time, shown on the Definitive Map.

 

The field directly north of the farm buildings consists of made up land and the part of the proposed diversion which would go over this made up ground would allow walkers to avoid the original lower waterlogged route immediately to the east of the yard and farm buildings.

 

The diversion was not required to enable the planning consent to the implemented and for that reason it was being made under Section 119 of the Highways Act 1980.

 

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 to divert part of Public Footpath No. 25 Pendoylan as shown on the map attached to the report, and provided no objections were received, be authorised to confirm the Order.

 

(2)       T H A T once the required works had been satisfactorily completed, the Public Rights of Way Officer be authorised to issue a Certificate of Completion under Schedule 6 Paragraph 9(1) to 9(3) of the Countryside and Rights of Way Act 2000.

 

Reasons for decisions

 

(1)       The Order is required for the security and convenience of Pengelli Farmhouse, Sutton Rise and the proposed barn conversion and for the safety and convenience of the users of the footpath.

 

(2)       There are works to be carried out by the landowner on the new route of the path to bring the path into being.

 

                       

(e)       Matter 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 indicated under the minute heading be considered.

 

(f)         Objections to Orders -

Urgent by reason of the need to advise the Sub-Committee as a matter of urgency.

 

The Public Rights of Way Officer advised that the Council had received four objections to Orders the Council had intended making.  All objections had been made by the same individual and related to the width of the proposed footpaths in that the proposed widths were 1.0 metre and the objector wished the width to be 1.5 metres.

 

The Public Rights of Way Officer advised that he would endeavour to ensure that the width of the proposed paths be increased to 1.5 metres, thus satisfying the wishes of the objector.

 

Should it prove necessary, a report would be brought before a future meeting of the Sub-Committee on this matter.”

 

__________

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the minutes be noted.

 

 

C162              EMERGENCY PLAN REVIEW FRAMEWORK (REF) -

 

In order to ensure that the Council had a systematic approach to reviewing and amending its emergency plans, the unit had developed an emergency plan review framework which was attached at Appendix 1 to the report, which would ensure that the plans were reviewed on a regular basis and inform the Civil Protection Unit’s team plan and PDRs.  In association with the above, it was also further proposed that the Emergency Planning Liaison Officers Group (EPLOG) be re-established to ensure that each Service area had up to date emergency plans.

 

The report had been presented to the Scrutiny Committee (Housing and Public Protection) on 17^th September 2008, which recommended

 

(1)       That the proposed Emergency Plan Review Framework be agreed.

 

(2)       That Directors nominate the appropriate staff to the Emergency Planning Liaison Officer Group (EPLOG) to ensure Service areas have up to date plans in line with the Emergency Plan Review Framework.

 

Having considered the Scrutiny Committee reference, Cabinet

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Housing and Public Protection) as above be accepted.

 

 

C163              LANDLORD ACCREDITATION IN WALES SCHEME (LAWS) (REF) -

 

The Landlord Accreditation in Wales Scheme (LAWS) had been established as an all Wales initiative to demonstrate effective partnership working within Welsh Local Government.  All 22 unitary authorities in Wales had supported the development of the Scheme and had contributed to the required revenue funding for the first year of the project.  The proposed training to be provided to landlords would be self funding and each full day course would cost the landlord a small fee to attend, approximately £90 plus VAT in London.

 

The Scrutiny Committee (Housing and Public Protection) had received the report at its meeting on 17^th September 2008 and made the following recommendations:

 

(1)       That having regard to the above issues that the Council’s inclusion in the Landlord Accreditation in Wales Scheme (LAWS) be recommended to the Cabinet for endorsement.

 

(2)       That it be recommended to Cabinet that the Service Level Agreement as set out in Appendix A to the report be approved by the Cabinet and signed by the Director of Legal, Public Protection and Housing Services.

 

This was a matter for Executive decision.

 

Having considered the reference of the Scrutiny Committee, Cabinet

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Housing and Public Protection) as above be accepted.

 

 

C164              TENANT ENGAGEMENT STRATEGY AND ACTION PLAN 2008-10 (REF) -

 

Cabinet was advised that all social landlords in Wales had been asked to prepare a local tenant participation strategy by October 2008 as part of the WAG’s National Tenant Participation Strategy.  Attached as an appendix to the report was a draft of the Vale of Glamorgan’s Tenant Engagement Strategy and Action Plan 2008-2010.  The Scrutiny Committee (Housing and Public Protection) had received the draft at its meeting on 17^th September 2008 and had been advised that over the last year significant developments in the way the Council’s Housing Service engaged tenants had been made.  With the support of the Tenant Engagement Team a new Tenant’s Association had been established to represent their neighbours and a Tenant Newsletter had been introduced which provided information about current housing issues to every Council household.  A database of tenants who were interested in housing issues had also been established, together with a Tenant Panel and a system of working groups to provide insight into tenants’ views on specific housing issues.  The Scrutiny Committee (Housing and Public Protection) recommended that the work undertaken by the Tenant Engagement Team be noted and Cabinet be requested to approve the implementation of the Tenant Engagement Strategy and Action  Plan and that it also receives a six monthly progress report toward meeting the targets laid out within the Action Plan.

 

Having considered the reference, the report and the strategy attached, Cabinet

 

RESOLVED - T H A T the implementation of the Tenant Engagement Strategy and Action Plan be approved.

 

 

C165              RENT SETTING AND SERVICE CHARGE POLICY (REF) -

 

The Scrutiny Committee (Housing and Public Protection) had received a report on 17^th September 2008 in relation to rent setting and a service charge policy.  It had been advised that the Tribal Housing Investment Report had highlighted that the Council should introduce a new rent setting policy which would support the Business Plan and the Council’s wish to retain the Council Housing Stock.  The report had also highlighted that any introduction of service charges should be set within the context of the development of that policy and a balance around the ability of tenants to pay the proposed service charges, some of which may not be eligible for housing benefit. 

 

Cabinet was advised that the adoption of any points based rent setting model would include the following:

 

·                    Demonstrate the Council’s commitment to introduce consistency in its charging policy

·                    Enable tenants to understand and appreciate price differences between similar and different property types

·                    Introduce objectivity and equity into the rent setting process.

 

The proposed point based system would incorporate the following attributes:

 

·                    property type

·                    number of bedrooms

·                    location.

 

The proposed model to be adopted following consultation arrangements was set out in Appendix A to the report.  The model gave properties points depending upon their amenity and location which were set out in Table 2 of the report.  All properties were allocated to their point score as a result of their attributes which gave a model target rent for the financial year 2009/10.  Cabinet was further advised that to mitigate the effect on those tenants whose target rent would be significantly greater or lower than their current rent, it had been agreed following consultation with tenants that a formal transitional relief to cap increases and decreases towards target rent by £3 per week be introduced.  All tenants had been asked for their views via a questionnaire with a final consultation exercise arranged in November 2007.  The tenants who had attended the session favoured the Model A (property type 78%, bedrooms 11%, location 11%) and this had been adopted as the preferred model within the policy on setting rents and service charges.  The report also proposed that the following services would be subject to a service charge:

 

·                    ground maintenance to gardens where the garden was for the exclusive use of a group of occupiers

·                    cleaning of communal areas in blocks of flats

·                    provision of lighting in communal areas in blocks of flats

·                    cost of providing support services in supported housing schemes including the costs of providing wardens and community alarms (VCAS and Warden charges are already in existence where applicable)

·                    provision of laundry facilities in sheltered housing schemes

·                    window cleaning to blocks of flats

·                    the cost of providing and maintaining CCTV cameras

·                    the cost of maintaining door entry systems in blocks of flats

·                    the cost of heating in sheltered housing scheme (this charge is already in existence).

 

The new service charge also proposed the withdrawal of a free grass cutting service to tenants who were elderly or disabled.  Officers had considered that the cost of the service was such that it could not be easily absorbed within general service overheads and if asked to pay a charge of £3 per week for a total of 4 grass cuts a year, tenants would be unwilling or unable to pay the additional charges.

 

Housing officers were currently working in conjunction with officers from the Council’s Parks and Grounds Maintenance Division to develop a preferred contracted list to which individual tenants may be directed in the event of the proposals being approved by Cabinet.  The Housing Service was also undertaking work in partnership with the Council’s Housing Benefits Section to minimise the effects of the proposals and maximise the benefit take up. 

 

Cabinet was also advised of the cost of providing the additional service to certain groups of tenants and properties as detailed below:

 

·                    Ground maintenance                                £1.15

·                    Cleaning of communal areas                       £2.60

·                    Lighting of communal areas                        £0.73

·                    Laundry facilities                                       £0.08

·                    Window cleaning                                      £0.62

·                    CCTV                                                      £0.12

·                    Lift maintenance                                       £0.57

·                    Door entry                                               £0.37

·                    Intercom                                                 £0.27

·                    Heating                                                   £0.21

·                    Wardens                                                 £6.43 }  Already charged

·                    VCAS                                                      £2.98 }  as a separate

·                    Heating                                                   £7.77 }  charge.

 

The Scrutiny Committee at its meeting on 17^th September, having considered the proposals, made the following recommendations to Cabinet:

 

(1)       That the new Rent Setting and Service Charge Policy be approved and implemented for the financial year 2009/10.

 

(2)       That rent charges be subject to transitional arrangements and be limited to a maximum increase or decrease of £3 per week.

 

(3)       That the tenant grass cutting service be discontinued and that the Head of Housing Services be authorised to develop a preferred grass cutting contractor list.

 

Having considered the reference and the subsequent reports attached, Cabinet

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Housing and Public Protection) as above be approved.

 

 

 

C166              CAPITAL MONITORING REPORT FOR THE PERIOD 1^ST APRIL TO 31^ST AUGUST 2008 (CMT) (SCRUTINY - ALL) -

 

The report provided Cabinet with the progress on the 2008/09 Capital Programme for the period 1^st April 2008 to 31^st August 2008 and to request changes to the programme where necessary.

 

The report provided updates on the following service areas:

 

Legal, Public Protection and Housing Services

·                    Housing Improvement Plan - Under Cabinet Minute C. 3396 b(vii), the Director of Finance, ICT and Property, in consultation with the Cabinet Member for Finance, was given delegated authority to make additions, deletions, or transfers to or from the 2008/09 Housing Capital Budget.  This delegation had been used to make a number of virements and an overall increase within the 2008/09 Housing Investment Programme, funded from Housing reserves.  The changes were reflected in Appendix 1 to the report.

·                    Building Safer Communities - The Authority had been allocated a 2008/09 capital grant of £50,109 from the Home Office to address crime and anti-social behaviour.  In addition the Authority had been allowed to carry forward £446 of the previous year’s allocation into 2008/09.  It had been agreed to spend the allocation as follows: £25,109 for Alley Gates to cover the area between High Street and Broad Street to address the level of anti-social behaviour and occurrences of criminal damage and violence against the person within the night time economy area and £25,446 for a CCTV camera situated at Boverton Road, Llantwit Major, to address the instances of anti-social behaviour and criminal damage in the main shopping and social areas.  As such, it was requested that the 2008/09 Capital Programme be increased by £50,555.

 

Learning and Development

·                    14-19 Learning Pathways Grant - A WAG grant in the sum of £110,000 had been accepted in respect of the above initiative.  This had been given to provide continuing support towards last year’s projects on the development of an internet based e-learning portal as well as a new Motor Vehicle Engineering course at Barry College which needed additional hardware materials.  It was requested that the 2008/09 Capital Programme be increased by £110,000.

·                    14-19 Learning Centre - The Authority had been offered a grant of some £5.7m. towards the establishment of a new learning centre at Barry Waterfront and there were ongoing issues yet to be resolved before the grant was accepted.  However, in order to proceed with the initial survey work, which would be vital should the scheme proceed, emergency powers had been exercised to release funding of up to £101,000 funded from Education reserves.  It was therefore requested that the 2008/09 Capital Programme be increased by this amount.

 

 

Environmental and Economic Regeneration

·                    Five Mile Lane - The Authority had accepted an offer of £890,000 from WAG in respect of ongoing preparatory work on the A4226, Five Mile Lane.  The funding came from a Principal Road Grant and was a continuation of the scheme that had begun in the previous year from Transport Grant. The issue of funding the construction costs of the scheme would be addressed by WAG in future funding rounds.  It was requested that the 2008/09 Capital Programme be increased by £890,000 in order to progress the preparatory works.

·                    Dyffryn Gardens Phase 1 - In order to provide sufficient funds to complete the scheme in the current financial year and to comply with previous approvals from Cabinet and the HLF, it was necessary to increase the Capital Programme by £296,000.  Cabinet Minute C2878, 31^st January 2007, approved the use of £178,000 from the Authority’s project fund to cover potentially ineligible items of expenditure on Phase 1 works.  The 2007/08 Capital Programme was not increased at the time and remaining HLF funding of £118,000 also needed to be incorporated into the 2008/09 Capital Programme in order that works could be completed.

·                    Active Lifestyles Grant - Approval had been received from the Sports Council for Wales to retain the underspend on the grant received in 2007/08 in order to maximise the grant spend.  Three projects had been approved for 2008/09, including footpath works and walking routes at Cosmeston, in the sum of £17,000.  It was therefore requested that the current Capital Programme be updated to include this new approval.

·                    Barry Leisure Centre Gym Extension - Tenders had been sought for the works to extend the Barry Leisure Centre Gym into the catering section.  Combined with the equipment purchase, the lowest works tender had pushed the anticipated spend £36,000 higher than the current budget for the scheme.  Furthermore, a sum of £5,000 would be required for the release of retention during 2009/10.  It was therefore proposed that, in order to proceed with the necessary works for an intended January 2009 completion, the £36,000 shortfall in 2008/09 and the £5,000 retention required for 2009/10 be met from an existing Leisure reserve.

·                    Penarth Leisure Centre Roof Replacement - The roof at the Centre was failing and water was entering the main hall, rendering parts of the hall unusable for health and safety reasons.  It was proposed to use the resources available within the current year’s Asset Renewal budget of £37,000 as well as an additional £23,000 from the Leisure Buildings reserve to carry out a roof replacement at a cost of £60,000.  It was therefore requested to increase the 2008/09 Capital Programme by £23,000.

 

Policy

·                    Miscellaneous Buildings Asset Renewal 2007/08 - Included within the current Capital Programme was a budget of £24,000 brought forward from 2007/08 for the refurbishment of toilets at the Dock Offices.  The scope of work on the scheme had been extended in order to maintain the level of finish of the existing facility.  As a consequence the existing budget had been exceeded by £15,000 and it was intended that this sum be funded from within existing revenue budgets.  It was requested that the 2008/09 Capital Programme be increased by £15,000 to reflect this additional funding.

 

Having considered the report and its appendices, Cabinet

 

RESOLVED -

 

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

 

(i)         Building Safer Communities - increase the budget by £50,555 funded by a Home Office grant.

 

(ii)        14-19 Learning Pathways Grant - increase budget by £110,000 funded from a Welsh Assembly Government (WAG) grant.

 

(iii)       14-19 Learning Centre - increase budget by £101,000 funded from Education reserves.

 

(iv)       Five Mile Lane - increase budget by £890,000 funded from a WAG grant.

 

(v)        Active Lifestyles Grant - increase budget by £13,000 funded by a Sports Council for Wales grant.

 

(vi)       Barry Leisure Centre Gym Extension - increase the budget by £36,000 funded from an existing Council reserve.

 

(vii)      Penarth Leisure Centre Roof Replacement - increase the budget by £23,000 funded from an existing Council reserve.

 

(viii)     Miscellaneous Buildings Asset Renewal 2007/08 - increase the budget by £15,000 funded from existing revenue budgets.

 

(2)       T H A T Council be requested to approve the following change to the Capital Programme

 

(i)         Dyffryn Gardens Phase 1 - increase budget by £296,000 to account for Heritage Lottery Fund (HLF) grant of £118,000 and Council funding of £178,000.

 

Reasons for decisions

 

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

 

(2)       To seek Council approval to allow the scheme to be undertaken in the current financial year.

 

 

C167              REVENUE MONITORING FOR THE PERIOD 1^ST APRIL 2008 TO 31^ST AUGUST 2008 (CMT) -

 

The report provided Cabinet with a progress update on revenue expenditure for the period 1^st April to 31^st August 2008.  The projected outturn for 2008/09 was shown in comparison with the amended revenue budget at Appendix 1 to the report.  The report highlighted the budget issues in relation to the Social Services Directorate. 

 

For Children and Young People’s Services - the probable outturn was currently showing a projected saving of £459,000.  This was mainly due to reduced commitments on the placement budget, lower than anticipated spend on foster payments and current staff vacancies. 

 

In relation to Adult Services, this service was currently projected to outturn with a deficit of £800,000 as demand for community care services and commitments on packages was increasing.  Cabinet was advised that it was still early in the financial year to predict the outturn with any certainty as demands on community care services were volatile with pressures quickly building.  The department would however continue to make every effort to manage the service in order to achieve a balanced budget and provide appropriate services to clients.

 

For the Service Strategy the protected surplus of £341,000 reflected the additional savings identified in the Council’s Budget Action Plans not being achieved.  This would be used to fund the over commitment on Adult Services and the budget allocations would be adjusted accordingly. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the position with regard to the Authority’s 2008/09 Revenue Budget be noted.

 

Reason for decision

 

In order to ensure Members are aware of the projected revenue outturn for 2008/09.

 

 

C168              COMPLAINTS OF MALADMINISTRATION AGAINST THE COUNCIL (MO) -

 

The report advised Cabinet of the outcome of investigations conducted by the Commissioner for Local Administration in Wales into allegations of maladministration against the Council.

 

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.

 

 

C169              IMPROVEMENTS TO THE BUILDING USED BY FLYING START (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

Approval was sought for the Flying Start capital grant of £139,899 for 2009/10 from the Welsh Assembly Government to be included in the Council’s Capital Programme for 2009/10.  The purpose of the project was to improve the Flying Start building in Skomer Road, Barry, at an estimated overall cost of £260,000.  The Welsh Assembly Government had agreed in principle to the Flying Start capital allocation for 2008/09 and 2009/10 to be spent on a single project spanning two years. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Flying Start Scheme be approved for inclusion in the 2009/10 Capital Programme funded from the £138,000 grant from the Welsh Assembly Government.

 

Reason for decision

 

To allow the Scheme to start in the current financial year but with assured funding for the overall refurbishment to span two years.

 

 

C170              HIGHWAYTREATMENT CONTRACT 2008/09 (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report sought approval to undertake works at locations detailed as part of the Carriageway Surface Treatment Programme 2008/09.  The Highway Surface Treatment Programme is carried out on an annual basis to assist in preventing further deterioration of the carriageway surface.  The locations identified as requiring treatment were as a result of visual inspections that had been carried out on foot by the Highway Inspectors. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the works at the following sites be undertaken by the Council’s approved contractor, Kiely Brothers, using a microasphalt surfacing system be approved:

 

·                    Coed Bach, Barry

·                    Blenheim Close, Barry

·                    Coed-y-Capel, Barry

·                    Coed Mawr, Barry

·                    Cambourne Close, Barry

·                    Chapel Close, Dinas Powys

·                    Chapel Row, Dinas Powys

·                    Green Haven Rise, Llandough

·                    Heol St. Cattwg, Pendoylan

·                    Ael-y-Bryn, Peterston-Super-Ely

·                    Le-Sor-Hill, Peterston-Super-Ely

·                    Heol Llanbedr, Peterston-Super-Ely

·                    St. Nicholas Village Centre

·                    Weston Avenue, Sully

·                    The Verlands, Cowbridge (Lamp 13 to cul-de-sac)

·                    Broadway, Cowbridge (Junction St. Athans Road to Love Lane).

 

(2)       T H A T the carriageway surface of the B4270 between Cross Inn and Woodwise and Nash Corner to Penyrheol Terrace be treated using the Rhinophalt system by the Council’s approved contractor, JDM Accord.

 

Reasons for decisions

 

(1)       To extend the life of the carriageway by sealing the surface to prevent the ingress of water and to improve the surface texture and ride quality.

 

(2)       To extend the life of the carriageway by preventing surface degradation.

 

 

C171              ALLEY GATES PHASE 11 (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT, AND HOUSING AND PUBLIC PROTECTION) -

 

The report provided Cabinet with the current position in relation to the Alley Gates Project and sought approval to proceed with Phase II of the project in Illtyd, Baruc and Dyfan Wards and for the installation of additional gates to complete the gating programme in the Castleland, Buttrills and Cadoc wards.  Cabinet was also requested to approve the waiving of Council Contract Standing Orders to continue using the previously appointed contractor for Phases 8 to 10, Marton Civil Engineering, for Phase 11 of the project based on their existing tender figure. 

 

The report highlighted that the Vale of Glamorgan Council had fitted over 300 alley gates which serviced approximately 4,000 properties.  The Police and Communities had supported and welcomed the schemes into each of their own Wards.  South Wales Police had also carried out an analysis of the crime incident statistics and had recommended that the next areas for inclusion should be in the Illtyd, Baruc and Dyfan Wards of Barry. 

 

This was a matter for Executive decision.

 

Having considered the report, Cabinet

 

 

RESOLVED -

 

(1)       T H A T the proposal to introduce Alley Gates into the Illtyd, Baruc and Dyfan Wards and the completion of gating within Castleland, Buttrills and Cadoc Wards be approved and that gates also be installed at the following locations:

 

Illtyd Ward	Baruc Ward	Dyfan / Gibbonsdown Wards
Lanes to the rear of:	Lanes to the rear of:	Lane to the rear of:
Park Crescent Gaen Street Kathleen Street Lewis Street Bell Street Castle Street Vale Street Salisbury Road Dunraven Street (Part) Eton Street (Part) Victoria Road (Part) Oxford Street (Part) Princes Street High Street Queen Street Glamorgan Street Harbour Road / Romilly Road (Part)	Windsor Road Harbour Road / Romilly Road (Part) St. Nicholas Road / Canon Street Welford Street Miskin Street Phyllis Street / Clive Road Phyllis Street / Amherst Crescent Phyllis Street / Ivor Street / Plymouth Road Cambridge Street Dunraven Street (Part) Eton Street (Part) Victoria Road (Part) Oxford Street (Part)	Barry Road / Pembroke Place
Castleland Ward	Buttrills Ward	Cadoc Ward
Lanes to the rear of:	Lanes to the rear of:	Lanes to the rear of:
Fryatt Street (opposite Osprey Court) Fryatt Street Greenwood Street	Trinity Street (north and south of Montgomery Road)	Riverside Place / Gwenllian Street / Henry Street / Arthur Street / Cardiff Road adjacent St. Aiden’s rise

 

(2)       T H A T Standing Orders be waived to continue using the previously appointed contractor for Phases 8 - 10, Marton Civil Engineering for Phase 11 of the project based on their existing tender figure.

 

 

Reasons for decisions

 

(1)       To progress the Alley Gating scheme within the relevant areas identified by the Police.

 

(2)       To comply with the Council’s Financial Regulations.

 

 

C172              THE COMMUNITY INFRASTRUCTURE LEVY - CONSULTATION BY THE WELSH ASSEMBLY GOVERNMENT ON THE PROPOSALS OF THE DEPARTMENT OF COMMUNITIES AND LOCAL GOVERNMENT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The Government had proposed to introduce a Community Infrastructure Levy upon developments to replace (in part) the current arrangements for seeking planning obligations, contained within Section 106 of the Town and Country Planning Act 1990 (as amended).  The CIL would be a standard charge which local planning authorities would be empowered but not required to levy on most types of new developments in their area.  The CIL charges would be based on simple formulae, which related the size of charge to the size and character of the development making the contribution.  The proceeds of the levy would be spent on local and sub-regional infrastructure to support the development of the area.  To date there had been no formal consultation on the CIL in Wales but the Welsh Assembly Government was using the opportunity to bring the proposal to the attention of interested parties and to invite views from them to inform their discussions with the Department for Communities and Local Government.  Attached at Appendix A to the report was the Council’s response to the consultation questions raised by the Welsh Assembly Government. 

 

This was a matter for Executive decision.

 

Having considered the report, Cabinet

 

RESOLVED -

 

(1)       T H A T subject to consultation with the Planning Committee, the Government’s proposals for a Community Infrastructure Levy be noted.

 

(2)       T H A T subject to consultation with the Planning Committee the response to the Welsh Assembly Governments consultation on the CIL proposals, attached at Appendix A to the report, be endorsed.

 

Reasons for decisions

 

(1)       To inform Members of the Government’s proposals for a Community Infrastructure Levy.

 

(2)       To ensure the Council’s views on the CIL are relayed to WAG to inform their discussions with the DCLG.

 

 

C173              PROPOSED PROVISION OF BUS AND COACH SERVICES LEGISLATIVE COMPETENCE ORDER (LCO) (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The Assembly Member for Merthyr Tydfil and Rhymney, Huw Lewis, had proposed an LCO on Bus and Coach Services which, when finalised, would enable the devolution of further law making powers to the Welsh Assembly Government.  The proposed LCO on buses and coaches would insert into the Highways and Transport Field: The provision of bus and coach services.  The proposed policy objectives of the Order would be to reintroduce a public service ethos to public transport provision, which would require local authorities to ensure that communities were well served by a regular, modern and safe bus service.  The Council’s proposed response to the LCO on buses and coaches (which was not supportive of the proposal) was attached at Appendix A to the report.  It was also noted that SEWTA was also responding to the consultation and that its response was also likely to be negative and similar to that attached at Appendix A. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the outlined response attached at Appendix A to the report be endorsed.

 

(2)       T H A T a further report be presented to Cabinet on the results of the consultation exercise for the Proposed Provision of Bus and Coach Services Legislative Competence Order and any final proposed LCO.

 

Reasons for decisions

 

(1)       To endorse the Council’s response to the Proposed Provision of Bus and Coach Services Legislative Competence Order.

 

(2)       In order to apprise Members of the Welsh Assembly Government’s proposed way forward on the Proposed Provision of Bus and Coach Services Legislative Competence Order.

 

 

C174              WELSH ASSEMBLY GOVERNMENT CONSULTATION - IMPROVING ACCESS TO CARDIFF INTERNATIONAL AIRPORT - PUBLIC CONSULTATION (JULY 2008) (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet was advised of the recent consultation that had been undertaken by the Welsh Assembly Government on options relating to the improvement of access to Cardiff International Airport.  The report also recommended a response to that consultation exercise.  Attached at Appendix 1 was the recent consultation document from WAG which related to the current consultant’s study.  The document asked a series of questions which related to public transport and various improvement options.  On 8^th July 2008 WAG had held a preview of the consultation during which a question and answer session ensued.  Subsequent consultation events had also taken place on 9^th July through to 12^th July at Wenvoe, Pendoylan, Bonvilston and Barry.  The document confirmed that the key objectives of the study were:

 

·                    to improve public transport accessibility to and from the airport

·                    to improve private transport accessibility to and from the airport

·                    to reduce congestion at Culverhouse Cross

·                    to improve transport safety in the study area.

 

The consultation exercise also focused on road improvements with three separate options being considered.

 

Option A

 

Utilising a widened A4232(T) from Junction 33, with a western bypass at Culverhouse Cross.  The route then utilised either an online improved Port Road (A4050) to Pencoedtre or an off-line route to the east of the existing A4050 at Wenvoe with a new road alignment to the north of Barry to the Airport.

 

Option B

 

Utilises the existing A4232(T) from Junction 33 of the M4 with a western bypass at Culverhouse Cross.  Improvements would be undertaken at Sycamore Cross with an option of a north or south bypass of St. Nicholas.  An improvement of the Five Mile Lane with the option of a new link across the Weycock Valley direct to the Airport approach.

 

Option C

 

Promoted a new road link south of Junction 34 of the M4 with an eastern or western bypass of Pendoylan before linking to the A48 at Sycamore Cross.  The Five Mile Lane option included, (as in Option B) the consideration of a more direct route across the Weycock Valley to the Airport.  This option would also include a western bypass of Culverhouse Cross.

 

From the consultation exercise there were two suggestions that were common to all three options.  These were:

 

·                    the proposal for a western bypass of Culverhouse Cross allowing through traffic from the A4232(T) to move to the A4050 Port Road without passing through Culverhouse Cross

·                    the improvements to the Junction of the Welsh Folk Museum at the A4232(T) north of Culverhouse Cross.

 

The consultation paper considered the advantages and disadvantages of each option.  The following points were of relevance:

 

(i)         In terms of Option A, the report detailed that the visual impact of a new road to the north of Barry across the Dyffryn Valley ridge slopes would be significant and such a proposal would also impact on the recently designated Barry Woodland Site of Special Scientific Interest.  Online improvements to the A4050 through Wenvoe would also be difficult to achieve, given the number of junctions and roundabouts along that stretch of road and given the potential noise concerns to existing adjacent residents.

 

(ii)        In terms of Option B, a major disadvantage was that this option in promoting the use of the A48 and Five Mile Lane as the “Airport Access” route, still required Airport and Barry bound traffic to negotiate Culverhouse Cross.  The reason for this was that the western bypass of Culverhouse Cross (common to all three Options) did not include an access onto the A48 at the South of the Tumble, given the elevated nature of the proposed new bypass.  The officer was also unconvinced of the need for a bypass to St. Nicholas, given the existing characteristics of the A48 at this location.  Both Options A and B did however promote some minimal improvements to access between Barry and West Cardiff.

 

(iii)       In terms of both Option B and Option C, these proposals had links with the existing investment being made in respect of File Mile Lane.  The Vale of Glamorgan Council was in receipt of a Principal Road Grant from the WAG and work was currently underway to consider options for improvements to the Five Mile Lane.  Furthermore, work being undertaken was a result of the Defence Technical Academy and the WAG’s Aerospace Park in terms of proposed improvements at Waycock Cross would also conform with any proposal that utilised Five Mile Lane.

 

(iv)       Options were provided under Option C to include a bypass of Pendoylan and in common with Option B, various suggestions are made in terms of providing offline improvements to the Five Mile Lane.  Option C also included the western bypass of Culverhouse Cross.  Any bypass of Pendoylan, in common with Option A and Option B would require detailed consideration, given the rural nature of the area to the north of the A48, and the environmental characteristics of that area, given its designation through the Unitary Development Plan as a Special Landscape Area, as well as the presence of the Ely Valley Site of Special Scientific Interest.

 

(v)        One of the elements of Option C related to a new road link across the Weycock Valley to provide a new approach road to the Airport.  This option also featured within Option B.  The consultation paper referred to the fact that this would be a major infrastructure scheme involving a viaduct and resulting in significant visual impact.  Such a scheme, whilst providing a more direct route to the Airport, would make the route to Barry less direct.  The report advised that such a proposal would require further detailed consideration.

 

(vi)       In terms of the options of progressing online or offline improvement to Five Mile Lane, consideration of this issue was still underway following the receipt of funding from WAG.  To the north of Sycamore Cross, there were several options relating to a bypass of Pendoylan.  A bypass to the east would involve the construction of an embankment, whereas one to the west would involve a cutting.  Either option would have a significant environmental and visual impact.

 

Cabinet was advised that whatever option was progressed, all options included an element of new road construction as well as modifications to existing highways.  All options also had the potential to impact on some of the most attractive and environmentally sensitive areas of the Vale of Glamorgan.  The report further highlighted that none of the options considered the need to improve road access from Cardiff Airport and Barry to Cardiff City Centre and Cardiff Bay.  The City Centre and the Bay were major destinations and it was regrettable and unfortunate that the work undertaken did not acknowledge the need to improve the road links between Barry, Cardiff City and the Bay.  The report identified four key principles that WAG needed to seriously consider in advance of the conclusion of the work and before publishing recommendations.

 

(i)         It was accepted that any subsequent decision on a preferred option was not straightforward and required a careful assessment of all the issues, including the need to balance the request for improved access and the environmental impact of any such improvements.

 

(ii)        Improvements in access to Barry, the Airport and St. Athan were required to all modes of transport both from the M4 motorway and from Cardiff City Centre.  It was disappointing that the work to date does not appear to have addressed this issue.

 

(iii)       Any proposals should include a package of measures not only involving road improvements but also improvements to other modes of transport.

 

(iv)       That the Vale Council should be properly engaged and involved in future work to be undertaken on reviewing and developing options.

 

The report also highlighted that all relevant Ward Members had been consulted on the report and that Councillor Rhodri Traherne, Member for Peterston-Super-Ely had said that “it is the view of the vast majority of the people in my Ward that the adoption of Corridor C should be rejected out of hand by the Vale of Glamorgan Council.”

 

Tabled at the meeting was a letter from Nevar (No Ely Valley Airport Access Road) which represented the voice of the concerns of residents regarding the remit of the Airport Access Study initiated by WAG.

 

The Cabinet Member for Planning and Transportation informed Cabinet that  in 2003 the Council had opposed Option C  at that time and WAG had withdrawn the option. To date there was no current proposal from WAG the document was for consultation only and sought feedback on a range of issues.  He firmly reiterated the view that the Council should not only be consulted by WAG on any proposals but fully engaged in the process.

 

This was a matter for Executive decision.

 

Having considered the report and the representations received, it was

 

RESOLVED -

 

(1)       T H A T the content of the consultation exercise be noted and the report be issued to the Welsh Assembly Government.

 

(2)       T H A T initiatives to improve strategic links to the Vale of Glamorgan by the Welsh Assembly Government be welcomed.

 

(3)       T H A T given the environmentally sensitive nature of the Vale of Glamorgan countryside, and the potential environmental impact of any improvement scheme, WAG be urged to involve and include the Vale of Glamorgan Council in any future work in assessing and developing options of improving access to Barry and the Airport.

 

Reasons for decisions

 

(1)       To advise Members of the content of the consultation exercise and to inform the consultation process.

 

(2)       To recognise the need to improve strategic transport links.

 

(3)       In order that the Vale of Glamorgan Council can be engaged in the process and the review of options.

 

 

C175              REVIEW OF SUPPORTED LOCAL BUS SERVICE 86 (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet on 17^th October 2007 (Minute No. C3248)  had resolved that a review of service 86 be undertaken in March 2008 in order to ascertain its continuation or revision and consider matters to improve publicity.  Cabinet was advised that the current contract agreement with Caring Coaches was valid until 3^rd September 2011, however the contract reserved the right for the Council to make minor amendments to the route during the period of the contract.  The report provided three options for the Cabinet to consider:

 

·                    Option 1, being the preferred option, that the section of route between Michaelston-le-Pit and Dinas Powys Primary School be withdrawn as patronage from the area was non-existent.  In addition, this would enable the operator to utilise a larger capacity vehicle (40 seat maximum) to meet the increased passenger demand, as a larger vehicle cannot be used to service Michaelston-le-Pit due to restricted turning area.  It should however be noted that the Council would not benefit from any reduction in the current cost of this service provision, as it had negligible implications to the operator.  However, the operator was willing to source and use a larger and more suitable vehicle at no additional cost to the Council.

·                    Option 2, Cabinet could decide to retain the existing service schedule without any further additional resource implications.  However, it should be noted that the operator was unlikely to continue using two vehicles to serve Michaelston-le-Pit and meet existing demand in the Dinas Powys area.  Therefore, they would use the contracted size vehicle to serve the registered route, but would not be able to cater for the full demand.

·                    Option 3, Cabinet could decide to withdraw the service provision in its entirety on either day (e.g. Saturday, as the least patronised day) or both days.

 

This was a matter for Executive decision.

 

Cabinet, having considered the report

 

RESOLVED - T H A T the current section of service route 86 between Michaelston-le-Pit and Dinas Powys Infant School be withdrawn and the remainder of the route to Culverhouse Cross be retained on a slightly revised schedule as detailed at Appendix A to the report.

 

Reason for decision

 

To enable the use of one vehicle with increased seating capacity (40 maximum) to meet the increased passenger demand in the Dinas Powys area.

 

 

C176              COLLECTION AND TREATMENT OF HOUSEHOLD KITCHEN FOOD WASTE - TRIAL PERIOD FEBRUARY 2009 TO MAY 2009 (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet was requested to endorse a trial scheme for the collection and treatment of household food waste from selected areas.  The Scrutiny Committee (Economy and Environment) had on 14^th July 2008 recommended that Cabinet be asked to support the proposal to undertake a kitchen food waste collection trial for the period from 1^st October 2008 to 31^st March 2009 with the following five locations being selected for that trial:

 

·                    Dinas Powys

·                    Barry Island

·                    St. Athan and Camp

·                    Sully

·                    Lower Penarth (Part) and Lavernock.

 

Cabinet had, on 23^rd July, considered the resolutions of Economy and Environment Scrutiny Committee and resolved that consideration of the matter be deferred and that the Director of Environmental and Economic Regeneration be requested to arrange a Cabinet site visit to Carmarthenshire County Council in order to assess their pilot operations for household food waste collection schemes.

 

From the officer’s perspective the report detailed experiences of the kerbside kitchen waste service in Carmarthenshire as follows:

 

·                    There were few complaints received when the weekly Kitchen Waste Collection Scheme, with alternate weekly residual waste collection, was introduced.  Some waste service complaints were received, but these generally related to changes in the Authority’s recycling collection arrangements which were implemented at the same time.

·                    The introduction of kitchen waste collections improved the recycling rates of the Authority, with the greatest increase in recycling apparent during the weeks when residual waste was not being collected.

·                    Participation of the scheme was good with approximately 50-60% of the public actively taking part.

·                    The method and receptacles for food waste collections worked well (the size and type of receptacles were similar to those proposed for the trial within the Vale).

·                    The collection of kitchen waste in sealed caddies reduced the risk of scavenging animals.

 

The report proposed to undertake the trial during the period:

 

            Monday, 2^nd February 2009 to Friday, 1^st May 2009.

 

The total cost of the trial was reported as £188,023.

 

Cabinet was also firmly of the view that full communication to the public of the new proposals was an essential part of the introduction of the pilot. 

 

This was a matter for Executive decision.

 

Having considered the report Cabinet

 

RESOLVED -

 

(1)       T H A T the proposal to undertake a weekly kitchen food waste collection pilot for the period 2^nd February 2009 to 1^st May 2009 with alternate weekly collection of residual waste be approved.

 

(2)       T H A T the five locations listed below be used for the pilot areas:

 

·                    Dinas Powys

·                    Barry Island

·                    St. Athan and Camp

·                    Sully

·                    Lower Penarth (Part) and Lavernock.

 

(3)       T H A T  prior to the implementation of the pilot, a further report be presented to Cabinet detailing the exit strategy for the pilot.

 

(4)       T H A T a further report be presented to Cabinet on the performance of the pilot during the period of its implementation.

 

 

Reasons for decisions

 

(1)       To obtain authority for the pilot scheme for the period identified.

 

(2)       To agree the locations of the pilot areas.

 

(3&4)  To advise Cabinet.

 

 

C177              WELSH ASSEMBLY GOVERNMENT CONSULTATION PAPER: POLICY CHANGES TO SUPPORT SUSTAINABLE DEVELOPMENT IN RURAL AREAS (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

On 7^th July 2008 a Welsh Assembly Government consultation paper on the topic of planning policy changes to support sustainable development in rural areas was released.  In response to the consultation paper the report before Cabinet set out the Council’s recommendations.  The Council’s completed response was attached at Appendix 1 to the report.  Cabinet had received a copy of the document at its meeting on 17^th September but had resolved that the matter be deferred to allow all Ward Members, the local branches of the National Farmers Union and the Farmers’ Union of Wales to be consulted.

 

Responses had to date been received from Councillors R.L. Traherne, J.C. Bird and J.W. Thomas and these responses were attached at Appendix 2 to the report.  No responses from the NFU and FUW had been received by the Council although the Council was aware that the NFU had responded directly to WAG on the consultation paper. 

 

This was a matter for Executive decision.

 

Having considered the content of the report, Cabinet

 

RESOLVED -

 

(1)       T H A T the content of the consultation on planning policy changes to support sustainable development in rural areas be noted.

 

(2)       T H A T, subject to the word “stringent” being removed from the comments to Question 6 and  that subject to consultation with the Planning Committee, a copy of the report and response attached at Appendix 1 to the report to the specific consultation questions be forwarded to the WAG.

 

Reasons for decisions

 

(1)       To advise Members of the publication by the Welsh Assembly Government.

 

(2)       To enable the Council to adequately respond to the consultation by the 10^th October 2008.

 

 

C178              VOLUNTARY ACTION SCHEME 2009/10 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet had on 31^st July 2008 approved the Voluntary Action Scheme 2009/10 subject to further consideration regarding the provision of funding for periods of up to three years as requested by the Voluntary Sector Joint Liaison Committee.  As a result further consideration had been given to the scheme conditions which were reproduced at Appendix A to the report.  The scheme recognised the benefits of voluntary organisations of security of funding for periods longer than one year.  The scheme also recognised the opportunity provided for organisations to bid in on an annual basis and that the approach would be implemented flexibly depending on the mix of applications and projects of outstanding merit in any given year.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Voluntary Action Scheme 2009/10 providing funding for periods of up to three years be approved.

 

Reason for decision

 

To provide for the Voluntary Action Scheme 2009/10.

 

 

C179              VOIDS MANAGEMENT POLICY (DLPPHS) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Cabinet approval was sought to a revised approach to the management of empty Council owned housing and an improved voids standard.  The current arrangements for voids management was for the Building Services Department to pre-inspect, specify, carry out and post inspect on all works.  There were however a number of difficulties to this approach, not least the housing client department had no part to play.  The current voids standard was also extremely low and often the state of the property at re-let stage caused concern to the ingoing tenant and showed the Council in a poor light.  A review of the void management and void standard had recently been undertaken, taking account of the best practice of other social landlords.  Attached at Appendix 1 to the report was the suggested voids management policy and attached at Appendix 2 was a voids re-let standard. 

 

This was a matter for Executive decision.

 

Having considered the report, Cabinet

 

RESOLVED -

 

(1)       T H A T the Voids Management Policy as outlined at Appendix 1 to the report be approved.

 

(2)       T H A T the Voids Re-let Standard as shown at Appendix 2 to the report be approved.

 

(3)       T H A T the void client arrangement role in future be undertaken by Housing Services.

 

(4)       T H A T an end of tenancy bonus of £100 be approved to be paid to vacating tenants who:

 

·                    carry out rechargeable work identified in the pre-vacation inspection;

·                    return their keys promptly; and

·                    leave their property clean, tidy and free from rubbish.

 

(5)       T H A T the Head of Housing Services establish a recycling facility for medical aids and adaptations removed from void properties.

 

(6)       T H A T where tenants improvements are left in the property which are of a good standard and comply with Health and Safety requirements, these improvements are utilised for the ingoing tenant with the Council taking responsibility for future repair and maintenance.

 

(7)       T H A T the Head of Housing Services be authorised to establish a decoration voucher scheme.

 

(8)       T H A T complex voids are brought up to WHQS standard.

 

(9)       T H A T the above changes come into effect from 1^st April 2009.

 

Reasons for decisions

 

(1-9)    In order that improved void management arrangements, improved voids performance and increased tenant satisfaction of the standard of property being offered at letting stage can be introduced.

 

 

C180              ANNUAL REPORT ON LIBRARY AND INFORMATION SERVICE PERFORMANCE 2007/08 (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

The report provided Members with an update on the Library and Information Service’s progress in the context of the Welsh Public Library Standards and sought approval for the Annual Report 2007/08 submission to the Welsh Assembly Government.

 

The Welsh Public Library Standards were introduced by the Welsh Assembly Government in September 2001 as a common performance assessment framework for public library services in Wales.  The Standards had operated as Three Year Frameworks and the Annual Report submitted was for the Second Framework, 2007/08.  A copy of the Annual Report was attached at Appendix 1 to the report.  The Cabinet was further advised that the Third Framework of the Standards was in place and would operate from 1^st April 2008 to 31^st March 2011.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A t the continuing improvement in the performance of the Library and Information Service be noted.

 

(2)       T H A T the Annual Report 2007/08 for submission to the Welsh Assembly Government, attached as Appendix 1 to the report, be approved.

 

Reasons for decisions

 

(1)       To keep Members informed of progress.

 

(2)       To comply with the requirement of the Welsh Assembly Government for formal approval of the Annual Report 2007/08.

 

 

C181              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 indicated be considered.

 

 

C182              CONTINUING NHS HEALTHCARE ADDITIONAL RESOURCES FOR 2008/09 (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

Urgent by reason of the need to meet the Welsh Assembly Government deadline.

 

Cabinet approval was sought for the joint bid to the Welsh Assembly Government by the Vale of Glamorgan Council, the City of Cardiff Council, the Vale of Glamorgan Local Health Board, Cardiff LHB and the Cardiff and Vale NHS Trust for additional continuing healthcare resources that had been made available for 2008/09.  In recognition of the severe financial pressures that both health and social services were experiencing around continuing healthcare, the Welsh Assembly Government had identified an allocation of a further £100m. per annum.  Of this sum £50m. per annum was committed to LHBs as part of their revenue allocations for 2008/09.  The remaining balance of £50m. was held centrally for strategic use. 

 

The Minister for Health and Social Services had agreed that this additional resource should be taken forward on a joint basis with an allocation of £37.5m. out of the retained £50m. in 2008/09.  The resources were to be used primarily for making the transition to new service models to meet need and to help to tackle the problems with the current arrangements.  The process for making such bids had been set out in a letter from the Minister on 30^th July 2008.  The Assembly expected all 8 health communities to agree an approach across health and social services to utilise these resources to best effect with the focus on both local and regional service development.  The Revenue Support Grant Older People Distribution formula had been used as a basis for the allocation of the resources and for the Vale of Glamorgan this represented £1.376m. in the current financial year.  The Minister had made it clear that these new resources should not be used for capacity issues or to address a backlog of assessments as these issues were covered by the discretionary allocation already made to LHB budgets. 

 

Cabinet was however advised that whilst bids for the 2008/09 period were non recurring, there was an expectation that WAG would provide an opportunity to expand and develop the proposal further over the next few years.  The report highlighted that a nominated lead organisation would “host” the monies and take responsibility for co-ordinating the submission of proposals and subsequent administrative and financial accountability arrangements which the Assembly expected the LHB to do due to the fact that funds were currently held in the DHSS budgets.  To this effect it had been possible to agree jointly the bid that had been submitted to the Welsh Assembly on a provisional basis pending approval from the Cabinet.  The bid was attached at Appendix 1 to the report.  The sum of the proposals reported had been the product of considerable forward planning and pilot initiatives.  However, due to the unrealistic timescale set for submitting the bid and also the lack of clarity in the letter from WAG offering additional resources, there were other proposals where tight budget development plans and close monitoring would be needed to ensure successful implementation.  The Director of Social Services had written to partner agencies, establishing that the Council would want reassurances about the arrangements for managing the fund and that oversight must be exercised by a body where there was proper recognition that the five partners shared responsibility and control.  The proposals that were specific to the Vale of Glamorgan were focused mainly on services for older people because this was where there was anticipated growing demand.  It also linked with the work being done to review accommodation options and

the use of respite care.  The report also highlighted that there was a statutory responsibility on the local Authority and the LHB to produce jointly the Health,  Social Care and Wellbeing Strategy under the National Health Service Reform and Healthcare Provisions Act (2002). 

 

Having considered the report and the funding proposals Cabinet

 

RESOLVED -

 

(1)       T H A T the funding bid for Continuing Health Funding Proposals 2008/09 as set out at Appendix 1 to the report be approved for submission to the Welsh Assembly Government.

 

(2)       T H A T the use of the urgency procedure under Article 13 of the Council’s Constitution be approved to meet the deadline for submission set by the Welsh Assembly Government.

 

 

Reasons for decisions

 

(1)       To ensure that actions were taken to improve services and to maximise use of external funding made available as a consequence of partnership working with local NHS bodies.

 

(2)       To meet the deadline for submission set by WAG and to ensure early approval, because of the need to spend any grant finance within the current financial year.

 

 

C183              EXERCISE REFERRAL SCHEME: WELSH ASSEMBLY GOVERNMENT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

Urgent by reason of the need to confirm acceptance of funding by 17^th October 2008

 

Cabinet, on 7^th February 2007, had requested that 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, be authorised to accept the offer of grant from the Welsh Assembly for an Exercise Referral Scheme.  The Director was also required, upon accepting the grant, to recruit the staff to deliver the programme.  The Council’s Leisure and Tourism section had therefore been operating a national exercise referral scheme since August 2007 and the scheme had been successful and had the highest number of referrals of the Phase 2 areas.  An updated offer had recently been received from WAG for the Council to increase its provision of staff from 3 to 4 from October 2008.  The offer letter for funding being only received on 19^th September 2008.  However, as a result of the time taken by WAG to confirm details of the proposals, a positive response was now required before 13^th October 2008. 

 

This was a matter for Executive decision.

 

Having considered the report Cabinet

 

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 offer of additional grant from the Welsh Assembly Government for an Exercise Referral Scheme.

 

(2)       T H A T the Director of Environmental and Economic Regeneration, upon accepting the grant, be authorised to recruit the additional member of staff required to deliver the programme on a fixed term contract.

 

(3)       T H A T the Council’s Urgent Decision Procedure as set out in Article 13 of the Constitution be implemented in view of the need to confirm acceptance of the grant by 13^th October 2008.

 

Reasons for decisions

 

(1)       To continue the good work of the NERS initiative and to take advantage of the Welsh Assembly Government funding offer.

 

(2)       To enable quality staff to be recruited.

 

(3)       To enable decisions to be made in the timescale required.

 

 

C184              SICKNESS ABSENCE REPORT - WHOLE YEAR APRIL 2007 TO MARCH 2008 AND QUARTER 1 APRIL - 30 JUNE 2008 (DLD AND DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

Urgent by reason of the need to publish the absence statistics and to confirm the recommendations herein to support the Action Plan

 

The purpose of the report was to provide sickness information for the above periods across the Council and to update Members on the policy developments and sickness management arrangements introduced to serve to reduce sickness levels. 

 

Within the Council’s Corporate Plan and the draft Human Resources strategy, the aim for the Council remained to review and implement new systems to improve sickness management and achieve a reduction in levels of sickness absence.  At its meeting on 31^st July 2008 Cabinet determined to approve the Action Plan but referred the draft Management of Absence Policy to a further meeting of the Joint Consultative Forum.  The recommendations of the Joint Consultative Forum were considered and approved at the Cabinet meeting on 17^th September 2008.  The comprehensive consultative arrangements demonstrated the resolve of the Cabinet to engage with the recognised Trade Unions and to ensure the Trade Unions were aware of their role in supporting agreed policies and procedures.  As a result of the process this had led to an inevitable delay in the adopting and applying of the new Management of Attendance Policy.  However, notwithstanding the above, there had been significant progress in implementation of the elements of the approved Action Plan which would now be enhanced through the implementation of the new policy.  The Action Plan had been supported by senior managers from all Directorates.  The whole Authority figures, based on data provided, was reported to Cabinet as below:

 

	Whole Year 2007/2008	Quarter One - April -June 2008
Average Lost Days, Shifts per FTE	13.26	3.30
Sick rate per FTE	7%	6%
Total Days / Shifts	51923.77	13409.16

 

The information was supported in detail over Directorates / Services / Teams along with a collective sickness absence of schools at Appendix A and Appendix B to the report.  Cabinet was advised that with the improvements in data capture and a more refined calculation of absence data, coupled with the significant improvements in the production of reports which were being realised, it would be inappropriate to compare these figures with those of previous periods.  However there were broadly comparable figures available in respect of Quarter 1 and Quarter 2, which would provide the ability to report comparable half year figures within the next Cabinet report.  Attached at Appendix B was a copy of the agreed Management of Absence Action Plan which had been updated to reflect current progress.  With regard to the figures contained within the report Cabinet was advised that the actual outturn of 13.26 days for the previous year and of 3.30 in respect of Quarter 1 for 2008/09 was disappointing given the Council’s corporate target of 9½ days.  The report also noted that whilst the figures may superficially represent an improvement in data that was previously presented, this could not be guaranteed.  The information now provided through the Oracle system had been the subject of extensive data cleansing to improve accuracy.  For this reason the report outlined that whilst Cabinet could be confident in the figures as a basis for future comparisons and trend analysis, they could not be used reliably to compare with past sickness performance. 

 

This was a matter for Executive decision.

 

Having considered the report and its appendices, Cabinet

 

RESOLVED -

 

(1)       T H A T the figures as a definitive overview of sickness absence within the Council be accepted.

 

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

 

(3)       T H A T Cabinet reaffirms its commitment to progress, implement and apply as a matter of urgency the new policy as supported by the previously agreed Management of Attendance Action Plan.

 

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

 

(5)       T H A T the Corporate Management Team, through the Corporate Management of Absence Steering Group, identify targets across all service areas to reflect the Council’s drive to reduce sickness absence levels.

 

(6)       T H A T the targets to reduce sickness levels across all services be set by Friday 10^th October 2008.

 

 

Reasons for decisions

 

(1)       To bring matters to the attention of Members in line with corporate aims and objectives.

 

(2)       To apprise Members.

 

(3)       To confirm the urgent application of the new Management of Attendance Policy and support its project action plan.

 

(4)       To seek the view of the Corporate Resources Scrutiny Committee.

 

(5)       To support the Corporate Plan to reduce the incidents of sickness absence.

 

(6)       In order to set a target setting deadline.

 

 

C185              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 Schedule 12A (as amended) of the Act, the relevant paragraphs of the Schedule being referred to in brackets after the minute heading.

 

 

C186              APPLICATIONS FOR LOCAL TAX RELIEF (DFICTP) (SCRUTINY - CORPORATE RESOURCES) (EXEMPT INFORMATION PARAGRAPHS 12, 13 AND 14) -

 

Cabinet was requested to determine applications for relief from Rates and Council Tax that had been received from charitable and other organisations and individuals as detailed and contained in Appendix A to the report. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the following applications be approved as determined below:

 

·                    Reach (Supported Living) Ltd - 80% mandatory relief and 20% discretionary top up

·                    Gofal Cymru - 80% mandatory relief and 20% discretionary top up

·                    Pen yr Enfys - 80% mandatory relief and 20% discretionary top up

·                    Bryn Hill (Barry) Golf Club - 80% mandatory relief

·                    Cardiff Transport Preservation Group - 80% mandatory relief and 20% discretionary top up

·                    The Old School - 80% mandatory relief and 20% discretionary top up

·                    Crime Reduction Initiatives - 80% mandatory relief and 20% discretionary top up

·                    Vale of Glamorgan Credit Union Limited