THE VALE OF GLAMORGAN COUNCIL
MINUTES of a meeting held on 3rd October, 2007.
Present: Councillor A.C. Williams (Mayor); Councillors Ms. M.E. Alexander, Mrs. S.M. Bagstaff, R.J. Bertin, Mrs. M.E.J. Birch, Ms. R.M. Birch, Ms. L. Burnett, Mrs. J.E. Charles, P. Church, Mrs. C.V.L. Clay, J. Clifford, Miss. J. Cole, G.A. Cox, R.F. Curtis, A.D. Dobbinson, S.C. Egan, A.M. Ernest, C.P. Franks, N.J. Gibbs, E. Hacker, A.D. Hampton, Mrs. V.M. Hartrey, M.R. Harvey, N.P. Hodges, H.J.W. James, T.H. Jarvie, G. John, F.T. Johnson, Mrs. M. Kelly Owen, G.C. Kemp, Mrs. A.J. Moore, N. Moore, C.L. Osborne, A.G. Powell, Mrs. A.J. Preston, Mrs. M. Randall, S.I. Sharpe, B.I. Shaw, J.W. Thomas, W.C. Vaughan, Mrs. M.R. Wilkinson, A.J. Williams, C.J. Williams, E.T. Williams and M.R. Wilson.
This was received from Councillor K.R. Stockdale.
398 DECLARATIONS OF INTEREST -
The Members whose names appear in the schedule to the minutes declared an interest in the matters indicated against their names.
399 MINUTES -
The minutes of the meeting held on 27th June, 2007 were approved as a correct record.
400 ANNOUNCEMENTS -
(i) The Mayor referred to the recent Civic Service and thanked Rev. P. Cox, together with the staff within the Mayor’s office for their contribution to the event. He also thanked all those Members who had attended.
(ii) The Leader referred to the sad death of Councillor Dennis Tooze, past Mayor of Barry Town Council and Treasurer of Barry Trades Council for many years.
(iii) The Leader referred to the recent death of Ian Hutchinson, former Electoral Registration Officer with the Council. She considered him to have been a kind and generous man. Members stood in silence as a mark of respect.
401 PETITION -
The following petition was submitted and passed to the relevant Director:
(i) Petition from the majority of the residents of Blackwell and Ilminster Close, Barry opposing the installation of Alleygates on a small piece of land at the end of their roads (submitted by Councillor R.J. Bertin).
402 QUESTIONS PURSUANT TO COUNCIL PROCEDURE RULE 8.2 -
Due notice had been given of the following questions:
(i) Question from Councillor R.J. Bertin
Will the Cabinet Member for Visible Services please give us a progress update on the flooding that recently affected homes and properties in the Vale of Glamorgan.
Reply by the Cabinet Member for Visible and Building Services
As Cabinet Member for Visible Services I am well aware of the devastating personal impact of the flooding event of 20th July 2007. I have been particularly involved in this matter not only as the Cabinet Member for Visible and Building Services but also as one of the Ward members for the area worst affected. Along with my colleagues in the Gibbonsdown, Court and Cadoc Wards I personally visited residents within the flooded areas on 27th July, 2007. In addition to this I have also been active in respect of the Council’s actions in this matter since the date of the incident in all the Wards that were affected. As a consequence of my meeting with residents on 27th July, where I was accompanied by the Head of Visible Services, I am pleased to inform Members that due to the prompt involvement of myself and local Members in this matter, confirmation was received on 18th September, 2007 that our grant applications in respect of various pre-feasibility studies have been successful. Indeed, officers have referred to the response from WAG as being one of the quickest received.
Officers are currently undertaking the studies necessary in respect of these grants and aim to submit further detailed applications for flood alleviation schemes to the Welsh Assembly Government (WAG) in due course.
On 21st September, 2007 I met with Jane Davidson AM, Minister for the Environment, Sustainability and Housing, to discuss the flooding problems further. You will note that on this date we had already successfully applied for, and been granted, pre-feasibility monies for land drainage works and that we had also met residents affected on a number of occasions.
In the meantime a Flood Risk Management Group is to be set up which will involve all relevant organisations and a number of affected residents within the Coldbrook catchment. I note a number of residents are present here. Whilst this Group will be led by the Council it will be supported by officers from WAG. The Group will ensure that all organisations work together to arrange the necessary works to reduce the likelihood of a similar flooding event in the future. Their work will obviously be assisted by any funding that is made available from WAG. Pre-feasibility studies grant aid has been made available for the following areas:
Coldbrook Catchment, Barry £ 6,000
Britten Road / Cwrt-y-Vil / Sullivan Road, Barry £ 3,000
Woodham Park / Heathfield Drive, Barry £ 3,000
Caerleon Road, Dinas Powys £ 2,000
Conybeare Road,Sully £ 2,000
Readers Way, Rhoose £ 2,000
Total £18,000
Currently I do not envisage the setting up of any other flood risk management groups to assist in these studies although any residents affected will be fully informed of the Council’s plans in respect of their area. The reason for the slightly different approach to the Coldbrook catchment being the significant extent of the flooding problem.
The outcome of these studies will be presented in due course to WAG for consideration and funding. Depending on the outcome of this, works could either be arranged utilising grant funding or, in the case of no funding being available, an appropriate capital bid could be made. In any event I will ensure that the outcome of the Assembly’s deliberations in respect of all the studies submitted are reported to the appropriate Scrutiny Committees.
In terms of the schools involved, it should be emphasised that all those affected are now open and operational. The good quality of the temporary accommodation has been commented upon by the Head Teachers. The School Governors of Oakfield Primary School have similarly commented.
In respect of members of the public affected by flooding, discretionary powers have been used to top up any statutory Council Tax reductions on unoccupied flooded properties to the full 100%. As a result no Council Tax will be payable on the flooded properties between 20th July, 2007 and 1st April, 2008 providing the properties affected remain unoccupied.
So far 27 applications have been received, of which 21 have now been processed and these customers have been notified of the outcome. 20 have received 100% relief through a combination of statutory and discretionary reductions. One is not eligible for relief as the owner has remained in occupation. The remaining six applications are awaiting inspections or further information. The total relief granted to date amounts to £12,351.
I am aware of Councillor Bertin’s request for consideration of this matter submitted to the Chairman of the Economy and Environment Scrutiny Committee and would advise that a provisional date of 13th November has been set for a special meeting of this Committee when the problems of 20th July will be debated in much more detail. Officers could have reported to Members earlier, however it was felt that sufficient investigatory work should first of all have been completed in order to properly inform Members of the position and, more importantly, the way forward in this matter.
Supplemental
Councillor Bertin asked whether the Cabinet Member could provide reassurance that he would continue to do everything possible to resolve these issues.
In reply, the Cabinet Member confirmed that he would make every effort to ensure that the assistance available was spent appropriately on flood remediation measures.
(ii) Question from Councillor C. Franks
Will you make a statement regarding the recent flooding of schools and domestic properties in Barry and Dinas Powys?
Reply from the Cabinet Member for Visible and Building Services
I would like to thank teachers, pupils, parents and Council workers who worked through the summer to make sure schools were operational. At the Cabinet meeting today, a decision was taken to ensure there would be no threat to any Capital Programme future investment in schools.
I trust the Member will agree that my reply to the previous question deals comprehensively with this matter. Again, I would draw his attention to pre-feasibility grant aid being obtained in respect of Caerleon Road, Dinas Powys.
Supplemental
In endorsing the comments made regarding the Council’s workforce, Councillor Franks asked whether the Cabinet Member considered there to be any truth in rumours circulating regarding the Fire Service contributing to the problems as a result of water displacement following pumping actions.
The Cabinet Member indicated he was aware of the suggestion and to the fact that the Headteacher of the school concerned, Julia Williams, had been invited to give evidence to the Scrutiny Committee (Economy and Environment).
(iii) Question from Councillor A.D. Hampton
Members have witnessed with great concern the devastation caused by this summer’s flooding to four schools and a significant (32+) number of people’s homes affecting four Wards in the County Borough.
Whilst Members of the Scrutiny Committee (Lifelong Learning) recently endorsed the actions of the Director in addressing the £5m. to £6m. worth of damage sustained, could the Cabinet Member inform the Council how much aid, financial or otherwise, has been obtained from the NAfW in respect of schools?
Reply from the Cabinet Member for Education and Lifelong Learning
Again, I trust the Member’s question has already been answered through the reply made by my colleague, the Cabinet Member for Visible and Building Services.
Supplemental
Referring to the fact that he felt the original question to have not been answered, Councillor Hampton again asked what assistance had been received to date from WAG.
The Cabinet Member indicated that the situation which had arisen in Barry was highly distressing for people. However, the Council was well insured and the scale of the problem had not been as great as in some areas of England. He felt the priority was to ensure children were back in school, rather than simply to chase WAG. Numerous meetings had already taken place and the quantifying of the assistance needed was well underway.
(iv) Question from Councillor H.J.W. James
I am sure that like all other Members of the Council you were devastated to see the extent of flooding in Barry caused by the heavy rainfall of 20th July, 2007.
At the meeting of Cabinet today you had an item which outlined the actions of the Chief Executive in exercising his Emergency Powers and the report seeks noting of his actions and approving the granting of 50% discount to all residents affected by the flooding.
Apart from the prompt action of the Chief Executive I would like to know what practical, technical and investigative work has been carried out by you or your fellow Cabinet colleagues to address the concerns of the residents’ action group.
Why have the residents had to resort to inviting Councillors, MP’s, AM’s, of all parties as well as Lord and Lady Kinnock to visit the area to try and bring about the improvements and assurances that they seek?
What meetings have you or any of your Cabinet colleagues attended with the residents, what engagement have you or your Cabinet colleagues had with the appropriate Welsh Assembly Government Minister, Welsh Water and or the Environment Agency?
What investigation has been initiated by yourself or your Cabinet colleagues and if one has been initiated what have been the findings?
Have you sought a detailed report from the Council’s relevant officers on the flooding and if you have why has it not been made available to Members?
Why has there been no report on this catastrophe other than the one dealing with Council Tax Exemptions and Relief placed before Scrutiny or Cabinet?
Reply from the Cabinet Member for Visible and Building Services
I would endorse the comments made earlier regarding the need to avoid making this issue a “political football”, which would not help residents. I have met with residents but understand that Councillor James has not, in fact, visited the area.
I would reiterate that I am all too aware of the devastating personal effect of the flooding and, indeed, was personally subject to some flooding. My own commitment and involvement in addressing the issue has already been outlined in detail earlier.
It is of course a democratic right of individuals to be able to request the attendance of any politicians to their homes in respect of certain problems. In fact, my advice to residents was to invite as many politicians as possible to ensure those flood defences are actually paid for, when the budget is decided, with their support. This right has clearly been exercised in respect of flooding of the Coldbrook catchment area in Barry. Whilst the attendance of such politicians has not caused either me personally or officers to deviate from our desire to properly investigate and seek to resolve the flooding problems experienced, the visits have I hope raised the flooding problems in the Vale up the agenda of the Welsh Assembly Government. All Vale Members should of course be supportive of this as any flood alleviation works would need to be funded in some significant part by our National Government.
As regards your comments concerning meetings with Welsh Water and the Environment Agency, such meetings have taken place at senior officer level. The first of these meetings took place on 6th September, 2007. The next meeting is scheduled for 1st November, 2007 and subsequent to this a Flood Risk Management Group is to be set up for the Coldbrook catchment involving local Members, residents, senior officers of the Council, Welsh Water, the Environment Agency and the Welsh Assembly Government.
On the matter of a report to Members as indicated previously, this is currently being progressed and will be tabled before E&E Scrutiny Committee at a special meeting, which has been provisionally scheduled for 13th November.
The worst thing we could do for the residents would be to not find out exactly what happened. We need expert advice regarding what happened and how to ensure it does not happen again. To rush into things would be the wrong thing to do and I am approaching this in a careful measured way and, once expert advice has been obtained, I will be looking to bring to Council reports to make sure the relevant works take place.
Supplemental
Confirming that he had, in fact, visited the area and expressing the view that his detailed questions had not been answered, Councillor James asked what engagement the Cabinet Member had had with the Welsh Assembly Government in submitting the Council’s interest in any grant available and he sought an undertaking that more detailed reports on the funding applications would be submitted to Members.
The Cabinet Member indicated that in-depth talks had been held with Jane Davidson, the Assembly Minister responsible for this area. He also indicated that, in addition to the £18,000 previously alluded to, the Council had also made available £25,000 from its own reserves to ensure that the feasibility study was carried out. He was unable to indicate at this stage exactly how much money would be required to be spent in the future and expressed the view that the Members’ support would be forthcoming when the budget implications were eventually discussed.
(v) Question from Councillor P. Church
In view of the so called efficiency savings to be implemented to reduce the Social Services budget overspend, can the Cabinet Member indicate which services will be affected.
Reply from the Cabinet Member for Social and Care Services
The proposals to bring the Social Services Directorate spend within the approved revenue budget for 2007/8 were considered by Cabinet on 18th July, 2007 and by Community Wellbeing and Safety and Corporate Resources Scrutiny Committees on the 3rd and 11th September respectively. That report outlined the proposed actions to be taken and these were noted at the above meetings. The actions were formulated following a review of the Social Services budget and action is required across all areas of the service to ensure the budget is managed and spend is contained within the budget allocation. This continues to be a challenge for the service
Progress in relation to the budget situation is reported monthly through the Community Wellbeing and Safety Scrutiny Committee.
Supplemental
Councillor Church asked when and where it was intended to hold public meetings on this issue in order that the clients of Social Services and the voluntary sector organisations could voice their opinions and concerns on cuts by the Labour-led coalition.
The Cabinet Member indicated that the question would be difficult to answer given that he was unaware of any cuts in Social Services as the administration had embarked on a clear understanding that cuts would not be made. Acknowledging the need for efficiency savings, which were already beginning to be delivered, he expressed concern regarding the lack of questions regarding this matter at the Scrutiny Committee (Community Wellbeing and Safety) earlier in the week.
He referred to the Council looking to work smarter, better and to the need to ensure people who need the services were actually given them. The Cabinet Member referred to the Action Plan having been discussed and signed up to by everybody, including the Social Services Inspectorate for Wales. The recent arbitration decision that affected the Council arose from actions taken by the previous administration. He felt that if the Councillor desired public meetings he should request them via the scrutiny process.. A workshop for the voluntary organisations, the people that we work in partnership with, was being arranged.
(vi) Question from Councillor C. Franks
You will be aware of complaints regarding the surface of Cardiff Road, Dinas Powys and the risk posed to cyclists? Will you indicate when the surface of the road was last inspected and state if you consider the standard to be acceptable?
Reply from the Cabinet Member for Visible and Building Services
Cardiff Road, Dinas Powys is inspected monthly as part of the routine highway inspections and was last inspected on 18th September, 2007. During the last inspection a number of utility manhole covers and frames were identified as defective. Accordingly Notices pursuant to Section 81 of the New Roads and Street Works Act 1991 have been served on the private utility companies.
In addition, works have been instigated to rectify problems with two defective gully frames. This work will be carried out by an external contractor. We will continue to undertake routine inspections of Cardiff Road which will ensure that the road remains safe and serviceable.
Clearly, the best solution to such issues would be the construction of the Dinas Powys Bypass. I look forward to Councillor Franks in his capacity as an A.M. doing everything he can to progress this scheme within the Welsh Assembly Government.
403 IMPROVEMENT PLAN 2007/08 (CX) -
Members received the final draft of the Improvement Plan 2007/08, containing all the variable performance information required by the Welsh Assembly Government and several local indicators measuring corporate priorities. This performance information would be used by the Wales Audit Office to assess the Council’s ability to improve, and, therefore, was of critical importance to the reputation of the Council. WAG guidance on the Wales Programme for Improvement required publication of the Plan by no later than 31st October, 2007. The majority of the information contained within the Plan was based on departmental Service Plans which were discussed by Scrutiny Committees during May and June. A draft of the Plan had been considered by all Scrutiny Committees in July and by Cabinet in September.
RESOLVED -
(1) T H A T the Improvement Plan for 2007/08 be endorsed.
(2) T H A T the Chief Executive, in consultation with the Leader of the Council, be authorised to make any final alterations needed to the Plan.
404 AMENDMENTS TO THE CONSTITUTION AND APPOINTMENT OF A FURTHER INDEPENDENT MEMBER TO SERVE ON THE COUNCIL’S STANDARDS COMMITTEE (MO) -
The Council on 9th May, 2007 resolved to increase membership of the Standards Committee from eight to nine by the appointment of an additional independent Member, the number of independent Members to be five. It was also resolved to reappointment the current independent Members for a further term of three years.
As a result of the amendments made by Regulations issued in 2006, and previous resolutions of the Council, Article 9 of the Constitution relating to the composition of the Standards Committee needed to be amended to reflect the changes. Members received a proposed new Article 9 for approval.
The report also dealt with a proposed process to be used for the advertising for, and subsequent appointment of, the additional independent Member. It was proposed that the process be along the lines of that used when the original Standards Committee was established (i.e. as required by the Standards Committee (Wales) Regulations 2001).
Members were informed that recommendations (5) and (6) in the report were, in fact, two options for dealing with the composition of the Appointments Committee. It was therefore moved, and seconded, that recommendation (5) from the original report be deleted.
RESOLVED -
(1) T H A T the Constitution be amended to incorporate the provisions of the Standards Committee (Wales) (Amendment) Regulations 2006 in the form of a new Article 9, as set out in Appendix “A” to the report.
(2) T H A T the criteria to be adopted in making the appointment to the Standards Committee be as before, namely that the person must:
· not be connected with the Council
· conform with the requirements of Regulations 6 and 7 of the Standards Committee (Wales) Regulations 2001 regarding former members of the Authority
· be included on the register of electors in the Council’s area
· be well respected and a leading member of the community
· not hold any local political office
· be able to provide two referees who are resident in the Vale of Glamorgan.
(3) T H A T the advert attached as Appendix “B” to the report be placed in two newspapers circulating in the area.
(4) T H A T an Appointment Panel be appointed, comprising four elected Members, one Community Councillor and one lay person (appointed by the Monitoring Officer) to consider applications; the elected Members to comprise one Member from each of the political groups who is not a member of the Standards Committee.
(5) T H A T an Appointments Committee consisting of the elected Members of the Standards Committee be appointed to consider the recommendations of the Appointments Panel, with delegated authority to appoint the independent Member.
405 BARRY TOWN HALL DEVELOPMENT (DEER) -
RESOLVED - T H A T the proposals of the Cabinet, as set out in Cabinet Minute No. C3133, 18th July, 2007, be approved.
406 ST. HELEN’S SCHOOL: STAFFING MATTER (DLD) -
RESOLVED - T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C3092), 20th June, 2007, set out in Article 13.09(a)(ii) of the Constitution, in order to conclude the matter, be noted.
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SCHEDULE OF DECLARATIONS OF INTEREST
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Councillor B.I. Shaw
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Agenda Item 9(a) in capacity as a governor of St. Helen’s School.
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