SCRUTINY COMMITTEE
(CORPORATE RESOURCES)
MINUTES of a meeting held on 22nd
April 2008.
Present: Councillor H.J.W. James
(Chairman); Councillors Mrs. C.V.L. Clay (Vice-Chairman);
Councillors Mrs. S.M. Bagstaff, Mrs. J.E. Charles,
Miss J. Cole, M.R. Harvey, T.H. Jarvie,
F.T. Johnson, Mrs. M. Kelly Owen and A.G. Powell.
1020 APOLOGIES FOR ABSENCE -
These were received from Councillors Ms.
L. Burnett, Mrs. A.J. Moore and C.L. Osborne.
1021 MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 1st April 2008 be approved as a correct
record.
1022 DECLARATIONS OF INTEREST
-
No declarations were received.
1023 REQUEST FOR CALL-IN -
COWBRIDGE LEISURE CENTRE - ACCESS (MINUTE NO. C3461) -
RECOMMENDED - T H A T consideration of the
matter be deferred to later in the agenda to be considered in
conjunction with Agenda Item 15.
1024 SERVICE PLAN 2008/09 -
PRIVATE SECTOR HOUSING AND COMMUNITY SAFETY (REF) -
RECOMMENDED - T H A T consideration of the
matter be deferred to later in the agenda to be considered in
conjunction with Agenda Item 11.
1025 SUSTAINABLE DEVELOPMENT (CX)
-
In accordance with the Committee’s previous
recommendation on the subject made at its meeting held on
6th November 2007, the report provided the Committee on
progress in co-ordinating sustainable development in the
Council. Since the last report to the Scrutiny Committee a
number of further initiatives had been undertaken including various
events in relation to Fair Trade, raising awareness days, Member
development session and promotion through Council publications,
StaffNet and the Council’s website.
The report also detailed future priorities,
some of which included developing better feedback mechanisms for
consultation, embedding sustainable development within project
management guidance, incorporating a stronger sustainable
development theme within the Community Strategy including a
category on sustainability in the Council’s Team Awards and
consulting with the public and partners on their aspirations with
respect to the subject.
RECOMMENDED -
(1) T H A
T the actions taken across the Council to promote sustainable
development be noted.
(2) T H A
T the Chief Executive be requested to submit six monthly progress
reports in relation to the Sustainable Development Working Group
Action Plan.
Reasons for recommendations
(1&2) To ensure that Members are
aware of progress in progressing sustainable development within the
Council.
1026 DRAFT SERVICE PLAN 2007/08:
CUSTOMER CONTACT CENTRE (CX) -
The Operational Manager referred to the main
service objectives contained within the above Plan and in
particular made reference to the potential for the introduction of
additional administrative work in Contact OneVale to maximise staff
time, appointing an assistant manager to manage and improve service
quality and to establish an additional team leader post to reduce
current team sizes. In addition to these matters, he also
referred to the possibility of promoting and exploring the
potential for collaborative working with other public services in
Wales.
The Operational Manager also made reference to
matters surrounding the implementation of the Single Number and in
particular referred specifically to the Daily Call Volumes.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the draft Service Plan
in respect of the Customer Contact Centre be endorsed.
1027 DRAFT SERVICE PLAN
2007/08: HUMAN RESOURCES (DLD) -
The Head of Service referred to the seven
service objectives contained within the draft Plan. Following
a question from Councillor Ms. J. Cole regarding progress in
respect of the implementation of a new management of attendance
policy, the Head of Service indicated that a new draft policy had
just received, in principle, approval from the corporate management
Team and would be submitted to the Council’s Joint Consultative
Forum for consultation thereon. As indicated at a previous
meeting of this Scrutiny Committee, the draft policy document
contained a number of initiatives available under the new policy
and amendments to managers’ obligations regarding the management of
attendance. The policy in principle emphasised consistency
and where action was proposed to be taken in cases of absences,
that it was appropriate to each case under consideration.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the draft Service Plan
in respect of the Human Resources Division be endorsed.
1028 REVENUE MONITORING FOR THE
PERIOD 1ST APRIL 2007 TO 29TH FEBRUARY 2008
(DFICTP) -
The projected outturn for the 2007/08 Revenue
Budget was currently forecasting a favourable variance of £2.108m.
and an underspend on the Housing Revenue Account of
£300,000.
In relation to Learning and Development, it
was noted that Education and Schools as previously reported were
projecting an underspend on the central education budget which
would be used to fund overspends elsewhere within the
Directorate. In addition, the savings would be used to
support the residential special schools provision, where the
combined deficit balance was projected to total £378,000 at
31st March 2008 as a result of the financial
implications of Care Standards legislation. Similarly, there had
been no budgetary changes to that previously reported to the
Committee in respect of the following budgets: Access and
Inclusion, conditional income as a result of out of county pupils,
Strategic Planning and Performance, projected savings in respect of
home to school transport and budgetary support for the School
Investment Strategy.
With regard to Lifelong Learning, costs had
been reallocated to Education and Schools which has resulted in
reduced predicted adverse variance of £46,000 when compared to
previous reports. This variance was primarily due to a delay
in starting the new learning programmes and premises costs at the
Heritage Skills Centre.
In respect of Catering Services there was no
change to the budgetary position that was previously reported to
the last meeting.
As for Social Services, the budget was
currently projected to outturn with a deficit of £231,000 a further
reduction of £341,000 on previously reported figures. In
addition to the savings resulting from the Action Plan, income from
transferred Grant funding and continued improved income generation
had been reflected in the current projected outturn figure.
As indicated at the last meeting, many of the budget savings were
one off in nature and there was still an underlying departmental
overspend on care packages. With regard to Children’s
Services there was a probable outturn showing a surplus of £760,000
and was due to the use of “one off” grant allocations.
In relation to Community Care and Health the
projected outturn was likely to be a deficit of £1,011,000 at year
end which was a decrease of £89,000 on the previous month’s
reported figures.
With regard to Policy there was no change to
the figures previously reported to the last meeting.
RECOMMENDED - T H A T the position with regard
to the Council’s 2007/08 Revenue Budget be noted.
Reason for recommendation
So that Members are apprised of the projected
revenue outturn for 2007/08.
1029 CAPITAL MONITORING FOR THE
PERIOD 1ST APRIL 2007 TO 29TH FEBRUARY
2008 (DFICTP) -
The Committee was advised of the progress on
the 2007/08 Capital Programme for the above period.
Director of Education –
School Target Hardening Grant – further to an
initial allocation of £29,642 which was already included in the
current Capital Programme, WAG had now made a further grant of
£9,902 for Ysgol Gyfun Bro Morgannwg. It was requested that
this additional sum be incorporated into the 2007/08 Capital
Programme.
Director of Legal, Public Protection and
Housing Services –
Disabled Facilities Grant – due to an on-going
staff shortage in the Grants Sections it had not been possible to
process the anticipated number of disabled facility grant
applications this year. It was therefore necessary to
transfer the sum of £200,000 from the Council-funded DFG budget to
the Penarth Renewal Area within the existing 2007/08 Capital
Programme. Emergency powers had been sought in order to
approve this transfer.
Director of Environmental and Economic
Regeneration –
Land drainage pre-feasibility – Wag had
recently approved a grant of £15,300 for pre-feasibility studies at
various sites throughout the Vale of Glamorgan following the
flooding problems encountered recently. The anticipated cost
of the study was £18,000 of which WAG had agreed an 85% grant
allocation, whilst the Council had identified match funding of
£2,700 from within existing revenue budgets. It was requested
that the 2007/08 Capital Programme be increased by £18,000 in order
to fund the initial cost of the studies.
Transport Grant – the recent bid for further
funding to the Welsh Assembly Government for the Barry Central
Station Scheme had been approved and the Council had duly submitted
a claim on the additional funding of £293,000.
General Asset Renewal 2007/08 – included
within the Visible Services budget was a scheme for the
construction of a gulley recycling facility at Pant y Lladron
whereby the anticipated costs of the works was to be shared between
the Vale, Bridgend County Borough Council and Cardiff County
Council. Each participant’s anticipated share of the cost was
initially £50,000 and a budget of that amount was included within
the 2007/08 General Asset Renewal allocation. Additional
costs were incurred with the design and construction of
infrastructure for the collection/capture, treatment and recycling
of all rainfall at the site. An additional tank was
constructed to reuse treated gully water. The facilities
capacity was also increased to cope with potential private
commercial customers, or other adjacent local authorities, in the
future. The increase was to be shared equally between the
three parties, increasing this Council’s contribution to
£72,000. The additional cost was to be funded from within
existing revenue budgets.
It was anticipated that the following schemes
would not be completed on target.
Director of Education –
Rhoose Primary Additional Accommodation –
delays in the tender process for this scheme had meant a lower than
anticipated spend this financial year and works could not commence
until the next financial year. It was requested that a
further slippage amount of £440,000 be made in order to progress
the building works in 2008/09.
Director of Legal, Public Protection and
Housing Services –
Transfer of Woodlands to Holm View – it was
necessary to vacate Woodlands as its condition had deteriorated
over years and had been uneconomic to upgrade. Initial cost
estimates of £200,000 had been based on the assumption that the
centre could be accommodated in Holm View with some moderate
alterations. However, on further investigation, due to the
type of existing and to meet the requirements of the service
potentially there would be more work involved especially in the
conversion of the mechanical and electrical installation. The
final specification of works was yet to be specified at this stage
and therefore the only costs to be incurred during 2007/08 were the
design fees for the scheme. It was therefore requested that
the unspent balance of the current budget of £184,000 be slipped
into 2008/09 Capital Programme to fund future works.
Director of Environmental and Economic
Regeneration –
Barry Regeneration Partnership – included
within this budget was a research project at £5,000 which was not
possible to commence this year due to the long term sickness of the
professor due to undertake the project. The work was now
expected to be undertaken during April and it was therefore
requested that the budget of £5,000 be slipped into 2008/09.
Cogan Hall Farm – the current unspent budget
of £88,000 could not now be spent by the end of March due to the
requirement to obtain CADW Listed Monument Consent. It was
therefore requested that the £88,000 be slipped into the 2008/09
Capital Programme.
Relocation of Road to Dunraven Beach – delays
due to land issues had meant that though works were progressing on
site they were now not able to be completed before the end of this
financial year and it was therefore requested that the anticipated
unspent balance of £138,000 be slipped forward into the 2008/09
Capital Programme.
Penarth Marina Escarpment – works to stabilise
the escarpment at Penarth Marina had been delayed pending the
outcome of drainage investigations at Penarth Heights
development. It was therefore requested that the unspent
balance of £109,000 be slipped into the 2008/09 Capital
Programme.
Marcross Cesspits – problems encountered in
acquiring the land required to progress this scheme further had
meant that it was now requested that the remaining unspent balance
on this budget of £14,000 be slipped into the 2008/09 Capital
Programme.
Knap Development – works to the two shelters
along the Knap Promenade were proceeding but were not likely to be
complete until May 2008 and it was therefore requested that
£170,000 be slipped into the 2008/09 Capital Programme.
Multi Use Games Area Cadoxton – as works would
not be commenced this financial year, it was requested that the
remaining unspent budget of £13,000 be slipped through to the
2008/09 Capital Programme.
Dyffryn House External Restoration – it had
not been possible to proceed with the intended works from this
budget and it was requested that the remaining budget of £7,000 be
slipped into the 2008/09 Capital Programme.
Penarth Pier Decking – the first phase of
works on refurbishing the decking area at Penarth Pier had been
completed, but at a cost of £82,000 on a budget of £75,000 as a
slightly larger area required replacement than had originally been
anticipated. The additional funding had been identified from
within existing revenue budgets within Visible Services.
Phase 2 of the works were scheduled for early Spring 2008.
Policy –
Court Road Accommodation – the works were not
likely to commence until April and as such the only expense this
financial year would be fees. It was therefore requested that
the remaining budget of £325,000 be slipped into the 2008/09
Capital Programme.
Dyffryn Enveloping – the scheme was likely to
be underspent by approximately £170,000 which included an
underspend on the main enveloping contract itself. It was
requested that the remaining budget of £170,000 be slipped into the
2008/09 Capital Programme.
Glamorgan Record Office – the Council had been
instructed that delays with implementing the scheme had meant that
the Council had been requested to contribute £120,000 of the budget
of £1,000,000 this financial year. It was therefore requested
that the balance of £880,000 be slipped into the 2008/09 Capital
Programme.
In response to a question at Council on
20th February 2008 regarding the Council’s commitment to
the Pont Y Werin Bridge scheme, the Deputy Leader had confirmed
that an amendment to the Capital Programme was to be put forward to
include a provision of up to £200,000 for the forthcoming financial
year towards the project.
Appendix to the report also provided
non-financial information on Capital Schemes with a budget 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
To ensure that Members are apprised of the
projected capital outturn for 2007/08.
1030 DRAFT SERVICE PLAN 2007/08 –
LEGAL SERVICES (DLPPHS) -
The Head of Service referred to the service
objectives contained within the draft Plan and in particular
commented upon financial management / monitoring arrangements, the
involvement in the review of collaborative working for legal
services in South East Wales via the SEW Shared Services Group,
increased workforce planning and capacity building within the
service to support other client departments and involvement of
legal officers who attended budget / strategy meetings within the
Social Services Directorate. With regard to those actions
completed, the Head of Service commented to the efforts made to
pilot an out of hours emergency legal service in respect of
Children’s and Adults Legal Service with Cardiff County Council,
introducing cross-team working arrangements for all legal fee
earners to utilise skills across departments and implementing a
quality system in line with Lexcel practice management standards
with it being noted that Lexcel accreditation assessment would be
carried out in May 2008.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the draft Service Plan
in respect of Legal Services be endorsed.
1031 DRAFT SERVICE PLAN 2007/08 -
PUBLIC PROTECTION (DLPPHS) -
The Operational Manager referred to the main
service objectives contained within the above Plan and in
particular made reference to the following matters:
· Regarding financial
management, the areas covered in the current Service Plan were
as
a consequence of
merging the services formerly within the former Community
Services
Directorate.
· That, given the
merger of the services formerly under the Community Services
responsibility, the
current deadline had been extended to allow services formerly
under
the control of the
previous Community Services responsibility now under Public
Protection, to
achieve the target.
· It was noted that
there had been a reduction of one Emergency Planning Officer on
the agreed staff
establishment from 3 to 2 during the year and this had impacted
upon the section’s
ability to deliver on all its targets.
· Regarding licensing
matters, it was indicated that Stretch Limousines would now
have
to be regulated and
licensed and officers were currently developing policies and
procedures to cover
this service. It was also noted that a number of enquiries
had
been received from
the public regarding the establishment of Sex Establishments.
· An evaluation was
currently being undertaken of the effectiveness of existing
Alcohol
Control Orders and
discussions were ongoing with the relevant bodies to develop
proposals for
introducing further orders in public places where there was
evidence of
anti-social behaviour
related to the consumption of alcohol.
· During the
forthcoming year it was proposed that work be undertaken in
partnership
with the Police to
implement “no cold calling” zones to ensure that swift
enforcement
action could be taken
to prevent rogue traders targeting consumers.
· The changes required
under the Food Law Enforcement regime as required by the
Food Standards
Agency would have to be delivered.
· To undertake work
with partners to deliver the Council’s duties under the Clean
Neighbourhoods and
Environment Act in respect of Stray Dogs.
The Chairman in referring to the Scrutiny
Committee (Community Wellbeing and Safety) comments made in
relation to Air Quality Assessments contained in the Plan at its
meeting on 10th March 2008 and to their subsequent
recommendations below. He enquired of progress in respect of
this issue and further referred to air quality issues in the
locality of Aberthaw Power Station:
“(6) T H A T the
Scrutiny Committee (Corporate Resources) be requested to ensure
that full and active standard high Air Quality Programmes are being
implemented.
(7) T H A
T further reports on any Air Quality Assessments undertaken during
the year be presented to the Scrutiny Committees (Community
Wellbeing and Safety) and (Corporate Resources).”
The Operational Manager indicated that with
regard to the Power Station, SO2 emissions had improved
sufficiently so as not to require the formal declaration of an Air
Quality Management Area however, officers were aware of a dust
nuisance and this was currently being investigated. The
matter had been discussed with the Environment Agency who are the
regulators for the site.
The Committee was also informed that whilst
air quality in the vicinity of Barons Court had initially improved
as a result of the signalling works, there was currently some
concern about nitrogen dioxide levels at one site on Windsor Road
on the approach to Barons Court. Consequently, officers were
undertaking a detailed assessment to examine more closely the
situation at this site and model air quality levels for the
future.
Having regard to the above and related issues
it was
RECOMMENDED -
(1) T H A
T the draft Service Plan in respect of Public Protection be
endorsed.
(2) T H A
T recommendation (6) above of Scrutiny Committee (Community
Wellbeing and Safety) of 10th March 2008 be
accepted.
(3) T H A
T with regard to recommendation (7) above of the Scrutiny Committee
(Community Wellbeing and Safety) of 10th March 2008; the
Scrutiny Committee (Community Wellbeing and Safety) be advised that
this Scrutiny Committee accedes to their request subject to any
recommendations in regard to future Air Quality Assessments being
referred to this Scrutiny Committee for consideration.
Reasons for recommendations
(2) To
ensure that Members are fully apprised of developments with regard
to Air Quality Assessments undertaken during the current municipal
year.
(3) In
recognition that the Scrutiny Committee (Corporate Resources) was
the lead Scrutiny Committee with regard to Regulatory matters.
1032 DRAFT SERVICE PLAN 2007/08:
DEMOCRATIC SERVICES (DLPPHS) -
The Operational Manager referred to the main
service objectives contained within the above Plan and in
particular commented upon achievements to date, in particular
completion of Year 1 of the Scrutiny Review Action Plan, one of
only three local authorities in Wales to achieve the Member
Development Charter and the continued success of the procurement of
TNT Post in respect of second class mail which was delivering
efficiency savings. A number of local authorities were now
seeking advice from the Council on how they might progress this
idea themselves.
Regarding actions not completed, the
Operational Manager indicated that with regard to the Green Dragon
Award, a decision had been made in early 2008 to submit an
application for Level 2 of the scheme rather than Level 1, meaning
Level 2 would still be attained within a two year period.
Regarding Land Charges revenue, the Operational Manager referred to
a 20% reduction in revenue as a direct result of increased
competition from the private sector.
RECOMMENDED - T H A T the draft Service Plan
in respect of Democratic Services be endorsed.
1033 SCRUTINY COMMITTEE: TRACKING
OF RECOMMENDATIONS (DLPPHS) -
Members were advised of progress in relation
to recommendations made by the Committee during the period January
to March 2008 which were detailed in Appendix A to the
report. Members were also requested to consider actions
against the uncompleted recommendations for the period April to
December 2007 which were attached at Appendix B.
RECOMMENDED - T H A T the progress of actions
taken to date in relation to the above be accepted and the actions
identified as completed be accepted.
1034 SCRUTINY COMMITTEE: DRAFT
ANNUAL REPORT 2007/08 (DLPPHS) -
In accordance with section 6.03(d) of the
Article 6 of the Council’s Constitution, the above report had been
produced which detailed the work undertaken by the Scrutiny
Committee (Corporate Resources) during the current municipal
year. The Report also detailed the future work programme for
the forthcoming municipal year.
The Committee in approving the report
RECOMMENDED - T H A T the contents of the
draft Annual Report for the period May 2007 - to April 2008 be
approved and presented to Full Council, subject to any further
minor amendments being agreed in consultation with the Chairman of
the Committee.
1035 “REQUEST FOR “CALL-IN” -
COWBRIDGE LEISURE CENTRE - ACCESS (MINUTE NO. C3461) (DFICTP)
(EXEMPT INFORMATION - PARAGRAPH 14) -
This matter had been subject to a call-in by
Councillor H.J.W. James the Chairman of this Scrutiny Committee,
the reasons for which were to obtain essential information such as
how much the open market value of granting access was worth; the
extent and total value of the development; the impact on the
existing Council owned land and property; an examination of the
Stokes - Cambridge Rule and whether the Section 123 requirement had
satisfactorily been met.
In response to the call-in, the Director of
Finance, ICT and Property had submitted a supplementary report
which dealt with the issues raised as a consequence of the
call-in.
The report advised that the request for access
had raised serious concerns as to whether it could be technically
and safely achieved. Following detailed discussions a
solution had been developed which satisfied the highway criteria
and afforded improved pedestrian and vehicle access. The
existing road would be realigned and the new / existing upgraded to
adopted standards. The realignment would also necessitate the
reconfiguration of the existing car parking to mitigate the loss of
any car parking spaces. All associated works would be carried
out at no cost to the Council. Negotiations were currently
ongoing with regard to minimising any impact associated as a
consequence of the work on the operations of the Leisure
Centre. The new road would provide improved access to the
Leisure Centre and the other facilities on the site including
facilitating any future development on or redevelopment of the
Council’s land.
The District Valuer had negotiated the
consideration due to the Council for the privilege to be granted of
access and had certified that it was proper and in accord with the
Council’s legal obligations. The consideration agreed
properly valued the right granted without rendering the scheme
unviable.
Discussion ensued regarding the
proposal. In particular, matters relating to highway issues,
viz alignment of the proposed new access road and the potential
implications for the Council as a consequence of adopting the new
highway. The Committee had concerns that the new highway /
car park layout as identified on the plan attached to the report,
indicated a spur off the car park which could be construed as a
potential access opportunity to allow development of what was
currently a land locked field between the proposed Health Centre
site and North Road. Accordingly, the Committee considered
that it was appropriate that the Council’s interests should be
protected in respect of any future utilisation of the access from
the proposed Health Centre development to land referred to
above.
Having regard to the above and related issues,
it was
RECOMMENDED - T H A T Cabinet be requested to
seek to ensure that the Council’s interests are protected in
respect of the utilisation of the access from the proposed Health
Centre for the future development of land outside the proposal
under consideration.
Reason for recommendation
To safeguard the Council’s future
interests.