SCRUTINY COMMITTEE (CORPORATE RESOURCES)

 

MINUTES of a meeting held on 6th November, 2007.

 

Present: Councillor H.J.W. James (Chairman), Councillor Mrs. C.V.L. Clay (Vice-Chairman); Councillor Mrs. S.M. Bagstaff, Ms. L. Burnett, Mrs. J.E. Charles, Miss J. Cole, N.P. Hodges, T.H. Jarvie, Mrs. M. Kelly Owen, Mrs. A.J. Moore, A.G. Powell, K.R. Stockdale and M.R. Wilson.

 

 

497     APOLOGIES FOR ABSENCE -

 

These were received from Councillors F.T. Johnson, C.L. Osborne and B.I. Shaw.

 

 

498     MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 9th October, 2007 be approved as a correct record.

 

 

499     DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

500     REQUEST FOR CONSIDERATION - SUSTAINABILITY -

 

Councillor M.R. Wilson had submitted a request for consideration on the basis of the following “to examine sustainability and to make sure that it is considered as part of every report”.  Councillor Wilson outlined the rationale for his request in that he wished to see sustainability implications incorporated into reports to elected Members as a corporate standard.

 

In response to the above the Head of Performance and Development had submitted a report which updated Members on progress in implementing sustainable development (SD) within the Council.  The Council’s Corporate Plan had a comprehensive working definition of sustainability and this was detailed in the report.  Given the various interpretations associated with this subject area the Corporate Management Team (CMT) had considered how best to address such matters when preparing reports for consideration by the Council’s various committees.  In acknowledging the practicalities of focusing on any one particular issue relating to sustainability, CMT considered that the existing arrangements for reporting to committees were sufficiently robust and as such sustainability issues should be addressed under “Resource Implications”.  

 

The Council had also established a senior officer Sustainable Development Working Group with representatives from all Directorates.  Its purpose was to provide a strategic focus for sustainable development within the Council; co-ordinate the work necessary to embed sustainable development across the Council; build an understanding and awareness of the importance of doing things in sustainable ways and achieving sustainable outcomes; identify and share examples of good practice from within the Council and from other organisations and establish ambitions and aspirations for sustainability within the Council.

 

The report also outlined a number of notable achievements to date reached in respect of sustainable initiatives. 

 

In terms of future priorities, endorsement was sought to implement further initiatives with the view to bridging the gaps in developing more sustainable practices which had been identified from the self-assessment exercise undertaken previously:

 

·     raise awareness of elected Members, staff and managers of the importance of sustainable development;

·     ensure that the main strategic and operational plans address sustainable development;

·     increase support to enable elected Members and staff to integrate sustainable development into processes;

·     roll out business process re-engineering to increase the efficiency and reduce waste in our service delivery processes;

·     incorporate sustainable development principles into all training programmes;

·     promote the sustainability checklist and use it in operational matters and decision making;

·     introduce regular monitoring and reporting on sustainable development;

·     ensure sustainable procurement practices.

 

It was noted that the working group was progressing an action plan to progress many of these issues.  A number of projects were proposed and these were detailed in the report.

 

The Head of Performance and Development also indicated that the WLGA would also be conducting an exercise early in the new year to assess how they could best support councils in managing the sustainable development Framework and its integration with key activities such as the Wales Programme for Improvement and Community Strategies.  They would be visiting all Welsh councils and the Head of Performance and Development considered that this would be an opportune time for a WLGA officer to attend the Committee to enable the Committee to contribute to the exercise.  Having regard to the above and related issues Committee

 

RECOMMENDED -

 

(1)      T H A T the action taken to date by the Sustainable Development Working Group be noted.

 

(2)      T H A T the future actions proposed to promote Sustainable Development as outlined in paragraphs 16 and 17 of the report be endorsed.

 

(3)      T H A T this Committee receive six monthly progress reports in respect of this subject.

 

Reasons for recommendations

 

(1-3)   To ensure that actions continue to be undertaken to propose sustainable development.

 

 

501     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - CHIEF EXECUTIVE’S DEPARTMENT (CX) -

 

Consideration was given to information to the Action Plan Monitoring and Performance Indicators contained in the Quarterly Performance and Monitoring Report in respect of the Chief Executive’s Department for the above period.

 

RECOMMENDED - T H A T the Quarterly Performance and Monitoring Report for the period 1st July - 30th September, 2007 in respect of the Chief Executive’s Department be noted.

 

 

502     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - REGULATORY SERVICES (DLPPHS) -

 

Consideration was given to the information relating to the Action Plan Monitoring and Performance Indicators contained in the Quarterly Performance Monitoring Report in respect of Regulatory Services for the above period. 

 

The Operational Manager referred to Performance Indicator L243a and provided an explanation for below target performance in this area which related to the change of definition in relation to response times for the Pest Control Service which had resulted in an adverse impact on the whole of the environmental health performance.  It was noted that the performance for Environmental Health excluding the Pest Control Service was 95% and therefore the Operational Manager proposed that in future Service Plans that the Pest Control Service be shown as a separate Indicator.

 

The Operational Manager also referred to Indicator PPN/005a(iii) and confirmed that the target would be achieved by the fourth quarter outturn. 

 

RECOMMENDED - T H A T the Quarterly Performance Monitoring Report for the period 1st July - 30th September, 2007 in respect of Regulatory Services be noted.

 

503     SCRUTINY COMMITTEE - TRACKING OF RECOMMENDATIONS (DLPPHS) -

 

The report sought to apprise Members of progress in relation to recommendations made by this Committee during the periods April to June and July to September 2007 and to obtain the views of the Committee relating to progress against each recommendation, where further action may be required to ensure the required action was undertaken and to confirm those actions which were now completed.  The requirement of reporting the current system of tracking of recommendations was as a direct result of a Scrutiny review which in 2006 had recommended that Scrutiny progress needed to be more transparent, accountable and readily understood.  It was the intention that such tracking reports be submitted to Scrutiny Committees on a quarterly basis.

 

Members acknowledged the importance of tracking and monitoring their decisions as failure to do so could result in a risk that recommended courses of action would not be followed and consequently “lost” which would in turn undermine the credibility of the Council’s Scrutiny process.

 

RECOMMENDED -

 

(1)      T H A T the actions detailed as completed for the period 1st April to 30th June 2007 be agreed.

 

24 April 2007 - Min. No. 1055

OneVale Programme (REF) - Recommended that Cabinet be requested to refer the Wales Audit Office Audit Report on the OneVale Programme once received to this Scrutiny Committee.

WAO report considered by Corporate Resources on 24 July 2007.  Completed.

 

24 April 2007 - Min. No. 1056

Revenue and Capital Monitoring for the period 1 April 2007 to 31 January 2007 (REF) - Recommended that consideration of air quality assessments at Penarth Heights and other such future developments in the Vale of Glamorgan be deferred pending the further report from the Director of Legal, Public Protection and Housing Services and the Director of Environmental and Economic Regeneration regarding clarification as to whether it was for this Council to determine the appropriateness for the carrying out of air quality assessments or another statutory body.

Further report considered by Corporate Resources on 26 June 2007 and Members received a briefing on Air Quality Monitoring on 24 July 2007. 

Completed.

29 May 2007 - Min. No. 67

Draft Service Plan 2007/08 - Chief Executive’s Department (CX) - (2) That the Chief Executive be requested to submit a report to this Committee detailing all issues that affected the administration of the recent WAG elections.

Further report submitted on 9 October 2007.  Action Plan endorsed.

Completed.

26 June 2007 - Min. No. 154

Implications of the Waste Agenda (REF) - Recommended (1) That the Corporate Management Team and the Cabinet be requested to include the financial risks associated with the Waste Agenda and the implications for the Council in the Council’s Medium Term Financial Plan.

Matter referred back to Cabinet on 18 July 2007 and subsequently noted, given the financial implications had already been included in the Council’s Medium Term Financial Plan.

Completed.

26 June 2007 - Min. No. 155

Draft Service Plan 2007/08 - Legal Services (DLPPHS) - Recommended that the Head of Legal Services be requested to submit a further report reviewing targets for Performance Indicators L441-L447 to the next meeting of this Committee.

Report submitted on 24 July 2007.  Proposed Service Plan amendments approved.

Completed.

26 June 2007 - Min. No. 157

Air Quality - Penarth Heights (DLPPHS) - Recommended

(3) That the contents of this report be referred to the Scrutiny Committee (Community Wellbeing and Safety) for information.

 

 

(4) That this Scrutiny Committee and other elected Members receive a presentation on Air Quality Monitoring on an appropriate date and time to be confirmed.

Considered by Scrutiny Committee (Community Wellbeing and Safety) on 16 July 2007 and subsequently noted.

Completed.

 

Members briefed on Air Quality Monitoring arrangements on 24 July 2007.

Completed.

26 June 2007 - Min. No. 160

Dyffryn Gardens: Land Exchange (Call-In) (Exempt Information - Paragraph 14) - Recommended that Cabinet be requested to reconsider its decision not to proceed with the land exchange and continue to negotiate with the parties concerned to identify a more mutual solution including giving consideration to the scheme being held in abeyance until such time as a Capital Bid could be submitted.

Cabinet on 18 July 2007 re-affirmed decision to withdraw from proposed land exchange.

Completed.

 

(2)      T H A T the actions detailed as completed for the period 1st July - 30th September as completed below be agreed:

 

24 July 2007 - Min. No. 261

Penarth Headland Link (REF) - Recommended

(2) That Cabinet be requested to pursue the possibility, as part of the progression by WAG of its proposals for an all-Wales coastal path, with other neighbouring local authorities, relevant organisations, SUSTRANS, the possibility of including within such a link provision around the Penarth Headland of a footpath and cycle path, including utilisation of work already undertaken in terms of design / planning.

Cabinet on 5 September 2007 considered the recommendations of Scrutiny Committee (Corporate Resources) and resolved the following (Min No. C3174):

(1)   That the recommendations of Scrutiny Committee (Corporate Resources) be noted.

(2)   That the decision of Cabinet Minute No. C3078 of 20th June, 2007 be re-affirmed.

(3)   That Cardiff Harbour Authority be requested to transfer the £1m. earmarked by it for the Penarth Headland Link towards the proposed Ely River Bridge scheme.

Completed.

24 July 2007 - Min. No. 262

Publishing of Food Hygiene Information: "Scores on Doors" (REF) - Recommended

 

 

 

 

 

 

(1)   That Cabinet review the matter in the light of the considerable amount of additional evidence submitted at the meeting.

 

 

(2)   That the Council continue its involvement in the pilot scheme but, in doing so, ensure that all issues / concerns raised are fully incorporated in feedback regarding the scheme.

(3)   That Cabinet consider the possibility of undertaking a Vale-wide consultation exercise to establish more fully the position in the area.

 

 

 

 

 

(4)   That in the light of the above recommendations, any scheme launch date remain postponed.

Cabinet on 5 September 2007 considered the recommendations of Scrutiny Committee (Corporate Resources) and resolved the following (Min. No. C3175):

(1)   THAT the recommendations of Scrutiny Committee (Corporate Resources) be noted.

(2)   THAT the Council does not take part in the pilot scheme.

 

(3)   THAT, in the event of a further pilot scheme being held, full consultations take place locally prior to Cabinet receiving a full and detailed report on the matter.

(4)   THAT Cabinet reiterate its determination to ensure that all food establishments meet the required hygiene standards through regular and appropriate inspections.

Completed.

24 July 2007 - Min. No. 267

Medium Term Financial Plan 2007/08 to 2010/11 and Budget Strategy 2008/09 (DFICTP) - Recommended -

(2)   That the following recommendations of the Committee of 26 June, 2007 be reiterated:

     -   That the Corporate Management Team and the Cabinet be requested to include the financial risks associated with the Waste Agenda and the implications for the Council in the Council's Medium Term Financial Plan.

     -   That the Director of Environmental and Economic Regeneration be requested to submit a further report to the Committee in respect of the cost implications and cost benefits for the Council associated with shared service proposals relating to waste management matters.

Cabinet on 25 July 2007 considered the recommendations of Scrutiny Committee (Corporate Resources) which were subsequently noted.

Completed.

11 September 2007 - Min No. 329

National Assembly Elections 2007 (CX) - Recommended -

(2)   That the proposals from the Chief Executive as detailed in the report be endorsed and that an action plan be presented to the next meeting for consideration.

Report presented to Scrutiny Committee (Corporate Resources) on 9 October 2007.

Action Plan noted.

Completed.

11 September 2007 - Min No. 331

Revenue Monitoring for the Period 1 April to 31 July, 2007 (DFICTP) - Recommended - That the Director of Finance, ICT and Property and the Interim Director of Social Services submit a further report to the next meeting of this Committee regarding details of efficiency savings achieved to date against each of the actions contained within the Social Services Change Plan;  details of any unforeseen budgetary pressures in relation to Social Services generally and details of contingency arrangements in the event of the planned efficiency savings for the financial year 2007/08 not being achieved.

Report presented to Scrutiny Committee (Corporate Resources) on 9 October 2007.

Further report from CMT required regarding a risk review.

Completed.

 

(3)      T H A T the following uncompleted actions be noted and the following action be taken to address these outstanding actions:

 

24 April 2007 - Min. No. 1059

Public Opinion Survey 2006 - Results (CX) - Recommended that the Corporate Management Team be requested to submit a further report to this Scrutiny Committee regarding a prioritised action plan for those service areas which have experienced a deterioration in satisfaction levels.

Report considered by Corporate Resources on 11th September, 2007. Further report subsequently requested relating to POS4 "increase use of leisure centres". This is yet to be submitted. DEER also requested to write to public transport providers regarding the provision /access of appropriate information.

Report awaited.

That the Director of Environmental and Economic Regeneration be requested to submit the above report to this Committee by not later end January 2008.

12 June 2007 - Min. No. 90

Draft Service Plan 2007/08 - Human Resources and Equalities (DLD) - Recommended - (2)   That a representative of the WAO be invited to a future meeting to present the findings of their report in respect of sickness absence to a future meeting of this Committee

Report to be considered by Cabinet on 3 October 2007.

That the Principal Scrutiny Committee Services Officer be requested to directly invite a representative from the WAO to make a presentation to a future meeting of this Scrutiny Committee so that the matter was progressed to conclusion.

26 June 2007 - Min. No. 154

Implications of the Waste Agenda (REF) - Recommended - (2)   That the Director of Environmental and Economic Regeneration be requested to submit a further report to the Committee in respect of the cost implications and cost benefits for the Council associated with shared service proposals relating to waste management matters.

That the Director of Environmental and Economic Regeneration be requested to provide the above report to this Committee by no later than the end of January 2008.

24 July 2007 - Min. No. 269

Capital Monitoring for the Period 1st April, 2007 to 30th June, 2007 (DFICTP) - Recommended (2)   That the Director of Learning and Development be requested to report to the Scrutiny Committee (Lifelong Learning) on the use of grants under the 14-19 Learning Pathways scheme.

Report prepared and will be presented to Cabinet before Scrutiny Committee (Lifelong Learning).

That the Director of Learning and Development be requested to submit his report regarding the above matter to the Scrutiny Committee (Lifelong Learning) by no later than the end of January 2008.

11 September 2007 - Min. No. 327

Public Opinion Survey 2006 - Action Plan (CX) - Recommended -

'(2)   That the Director of Environmental and Economic Regeneration be requested to write to public transport providers within the Vale of Glamorgan to request that the provision and access of information about public transport be improved through appropriate methods.

(3)   That the Director of Environmental and Economic Regeneration be requested to submit a further report to a future meeting regarding progress achieved in relation to action POS4 "Increase use of leisure centres".

That the Director of Environmental and Economic Regeneration be requested to confirm in writing to the Chairman of the Scrutiny Committee that Recommendation (2) had been undertaken and that in respect of Recommendation (3) that the Director be required to submit his report to this Committee by no later than end February 2008.

 

Reasons for recommendations

 

(1-3)   To apprise Members and to maintain effective Scrutiny monitoring of their recommendations.

 

 

504     REVENUE MONITORING FOR THE PERIOD 1ST APRIL TO 30TH SEPTEMBER, 2007 (DFICTP) -

 

The projected outturn for the 2007/08 Revenue Budget was for a forecasted deficit of £3,056,000 on the General Fund and a surplus of £215,000 on the Housing Revenue Account. 

 

In relation to Education Services as previously reported although there were a number of pressures on the service it was currently projected that there would be an efficiency saving of £267,000 at the year end and this would be used to fund overspend elsewhere within the Directorate.  With regard to Learning and Development, the service continued to predict a potential adverse variance of £147,000.  The Catering Service also continued to predict a potential adverse variance of £120,000.  This service was currently being reviewed in order to achieve a balanced budget and a report had been submitted to Cabinet on 3rd October, 2007 resulting in a further report being called for to detail the current position in relation to the Catering budget and proposals for the future be submitted to a future meeting. 

 

The projected outturn figures for Social Services using information on current commitments the budget was projecting to outturn with a deficit of £3,056,000.  The schedule of savings previously reported identified action to be taken to achieve savings of £2,000,000 but further actions would be required to achieve a balanced budget.  The probable outturn in respect of Children’s Services was showing a projected deficit of £226,000 a reduction of £153,000 from the previously reported figures.  This was mainly attributed to a reduction in the cost of Children’s Placements of £79,000, a vacant post £30,000 and additional savings as a result of negotiations on service level agreements with the non-profit sector of £42,000.

 

Community Care and Health was projecting an outturn with a deficit of £2,830,000 at the year end.  As reported previously this position reflected the continued pressures on Community Care packages.  It was also noted that Cabinet on 3rd October, 2007 had requested that a full and comprehensive report in relation to Social Services, specifically Community Care and Health be submitted to a future meeting, clearly indicating the progress that had been made and had yet to be achieved.

 

RECOMMENDED - T H A T the position with the Council’s 2007/08 Revenue Budget be noted.

 

Reason for recommendation

 

That Members are aware of the projected revenue outturn for 2007/08.

 

 

505     CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2007 TO 30TH SEPTEMBER, 2007 (DFICTP) -

 

The Capital Programme for the above period which included where necessary, requested changes to the Programme were set out for information.  The following changes were noted:

 

(i)       Directorate of Education

 

·     SBIG Schools Building Investment Grant.  A grant approval in the sum of £9m had been received in order to further the development of three comprehensive schools.  The grant was to be phased over three years as follows: £500,000 for 2007/08, £5,500,000 in 2008/09 and £3,000,000 in 2009/10.  It was therefore requested that the Capital Programmes for the above periods be increased accordingly.  It was noted that the 2007/08 allocation was to be used to fund the fees of Consultant Project Design Team, Davis Langdon.

 

(ii)      Directorate of Environmental and Economic Regeneration

 

·     Penarth Headland Link - following the decision to cease progression on this scheme it was not possible to immediately cease the consultants’ work.  The additional fees required to bring the work to a sensible conclusion was in the sum of £20,000, which could be met from the Visible Services Maintenance Fund. 

 

(iii)     Policy

 

·     Barry Town Hall - Cabinet on 18th July, 2007 referred a request for additional funding for this scheme to the Council for approval.  At the Council meeting on 3rd October, 2007 it was agreed that additional funding of £167,000 be met from capital receipts. 

 

In addition to the above matters, it was anticipated that the following schemes would not be completed on target:

 

(i)      Directorate of Education

 

·     Rhws Primary School Development - progress on this scheme had been delayed due to heavy workloads within the Property Section following the recent schools flooding.  As such it has been requested that the amount of £355,000 be slipped into the 2008/09 Capital Programme.

·     Additional Schools Investment Strategy - the 2007/08 budget allocation of £500,000 would not be required in the current financial year as the Project Design Team had only recently been appointed.  As such, the works themselves would not be due to commence until 2008/09.  It was therefore requested that the whole budget of £500,000 be slipped into 2008/09.

 

(ii)      Policy

 

·     Dyffryn renovation - the budget of £1.1m was required to be slipped into 2008/09 as Arad Consulting were just embarking on a Business Plan for Dyffryn House and Gardens whereby options for its future management and operation were to be apprised.  As such the current year’s budget for renovation works would not be required until 2008/09 hence slippage of the whole budget was therefore requested.

 

Appendix 2 to the report also provided non-financial information on capital schemes with a budget of over £100,000. 

 

RECOMMENDED - T H A T the position with regard to the Council’s 2007/08 Capital Programme be noted.

 

Reason for recommendation

 

That Members are aware of the projected capital outturn for 2007/08.

 

 

506     QUARTERLY PERFORMANCE MONITORING - 2ND QUARTER -1ST JULY - 30TH SEPTEMBER, 2007 - FINANCE AND PROPERTY (DFICTP) -

 

Consideration was given to the information relating to the Action Plan Monitoring and Performance Indicators contained in the Quarterly Performance and Monitoring report in respect of Finance, ICT and Property for the above period.

 

The Chairman referred to Indicators L538 and L539 relating to sickness absence information and enquired when the Oracle system would generate the relevant management information for consideration by the Committee.  The Head of Service indicated that reporting processes and systems were currently being tested and would shortly be considered by the OneVale Steering Group.  Once the reports had been approved it was anticipated that the future Quarterly Performance Monitoring reports would include this information.

 

The Head of Financial Services referred to Performance Indicators L3, NS20c and NS22bi and provided explanation for below target performance in these areas.  It was explained that the target for NS22c had been changed from that included in the service plan and was unlikely to be achieved.  In relation to L452 Head of Financial Services said that an upgrade to the software should fix the problem enabling the indicator to be produced for the third quarter.   

 

RECOMMENDED -

 

(1)      T H A T the Quarterly Performance Monitoring report for the period 1st July - 30th September, 2007 in respect of Finance, ICT and Property be noted.

 

(2)      T H A T sickness absence management information be reported to the Scrutiny Committee on a quarterly basis as part of the quarterly performance monitoring arrangements.