SCRUTINY COMMITTEE
(CORPORATE RESOURCES)
Minutes of a meeting held on 8th
July, 2008.
Present: Councillor J.F. Fraser
(Chairman); Councillor C.L. Osborne (Vice-Chairman); Councillors
Ms. P. Drake, K. Hatton, G. John, Mrs. K.A. Kemp, Mrs. A.J. Moore,
N. Moore, A.C. Williams, E.T. Williams and
Miss. S.J.C. Williams.
Also present: Councillors G.C. Kemp (Cabinet
Member) and M.R. Wilson.
141 MINUTES -
RESOLVED - T H A T the minutes of the meetings
held on 22nd April and 21st May, 2008 be
approved as a correct record.
142 DECLARATIONS OF
INTEREST -
No declarations were received.
143 REQUEST FOR
CALL-IN - APPOINTMENTS TO OUTSIDE BODIES / JOINT COMMITTEES -
The above matter had been considered by the
Cabinet at its meeting held on 11th June, 2008 (Cabinet
Minute Number C29 refers). The above Cabinet decision had
been called in by Councillor M.R. Wilson with the purpose of
reviewing the decision of the Cabinet on the basis that the
appointments to the above did not reflect the political composition
of the Council.
Cabinet on 11th June 2008 had
considered the current list of appointments and determined whether
or not existing appointments / nominations should continue
following local government elections on 1st May, 2008.
Appointments / nominations as in previous years and different
administrations had in many instances, been by virtue of a specific
position e.g. Leader or particular Cabinet Member. The
remainder were designated by reference to individually named
Members. The recent appointments approved by Cabinet at the
above meeting reflected the view of the Cabinet as to the most
appropriate portfolio holder and / or specific named Member to
represent the Council on a particular organisation.
The Members’ Allowance Scheme as contained in
the Council's Constitution provided for travel and subsistence
allowances to be payable where expenses on travel or subsistence
was necessarily incurred by a Member in the performance of an
approved duty as a Member of the Authority.
Councillor Wilson reiterated his concerns in
that the bulk of appointments made recently by the Cabinet favoured
the Conservative Group and that the process was not transparent nor
democratic.
In supporting the comments of Councillor
Wilson, Councillors G. John and N. Moore whilst not disputing
that Cabinet Member portfolio members should be appointed where
appropriate, stated there were examples of appointments made where
it was arguable that the member appointed to that position had
sufficient knowledge or experience of the issues that would be
under discussion.
In response Councillor G.C. Kemp confirmed
that in the main many of the appointments made by the Cabinet were
allocated by the Cabinet portfolio responsibility. However he
reminded the Committee that where representations had been received
from Members / political groups where appropriate these requests
had been acceded to. He also informed the Committee that an
exercise was currently ongoing by officers to ascertain if current
appointments made by the Council to bodies were still
necessary. He was prepared to look at any requests received
from individual Members or political groups but any requests to sit
on an outside body or joint committee had to be supported by a
justifiable reason.
Discussion ensued regard specific appointments
to St. Donats Art Centre and the Barry YMCA and with regard to the
latter organisation the Leader indicated that he expected where
Members were appointed to such bodies, that they were required to
attend and report back to the Council on issues that affected the
Council’s interest. Further, he indicated that he was
prepared to look again at the nominations to Barry YMCA if it was
the Scrutiny Committee’s wish.
Further discussions ensued regarding what
action if any the Scrutiny Committee should take in respect of this
matter being referred back to the Cabinet with Councillor N. Moore
proposing that the Cabinet be requested to revisit the appointments
which were not allocated by virtue of Cabinet portfolio
responsibility and give consideration to affording the opportunity
to elected Members to forward nominations with supporting
information to a position and that Cabinet have the final
determination on selection.
Different views were expressed on the
necessity of such a proposal and following a vote on the proposal,
which was subsequently lost, no further action was considered by
the Committee on the call-in.
144 MATTER WHICH THE
CHAIRMAN HAS DECIDED IS URGENT -
RESOLVED - T H A T the following matters which
the Chairman had decided were urgent for the reasons indicated be
considered.
145 REQUEST FOR CALL
IN - RETAIL UNIT AT 57 WINSTON ROAD, BARRY -
Urgent by reason of the need to inform
Cabinet of the Scrutiny Committee's views
The above matter had been considered by the
Cabinet at its meeting held on 25th June, 2008 (Cabinet
Minute Number C44 refers). The Cabinet decision had been
called in by Councillor Mrs. K.A. Kemp with the purpose of seeking
clarification as to why the Cabinet had failed to have proper
regard to the views of local residents and further failed to
properly investigate what steps had been taken by the leaseholder
to dispose of the premises.
Councillor Mrs. Kemp in addressing her points
to the Cabinet Member queried if the Council would continue to
receive ground rent whether the change of use was granted or not,
that consent of the Council was required for the change of use and
why the Cabinet had dismissed the objections of herself and fellow
local ward member to the proposals. Further, she indicated
that in her capacity as the local ward member she had undertaken
consultation with residents regarding the proposed change of
use. The general view of residents was that of opposition on
the grounds that the change of use was likely to increase a
nuisance in terms of traffic, noise and litter. In
conclusion, she saw little purpose in local ward member
consultation if such views were to be ignored.
In responding Councillor G.C. Kemp (Cabinet
Member) confirmed that the Council would indeed continue to receive
ground rent and that the Council's approval was required for the
change of use to the unit. He understood Councillor Mrs.
Kemp's concerns regarding local ward member consultation.
However, whilst the views of local ward members were an important
part of any matter under consideration by the Cabinet, such views
did not necessarily outweigh the wider issues or options the
Cabinet would need to have regard to. He also acknowledged
the desire of the community to see a pharmacy established at the
unit.
Discussion ensued regarding the implications
for the Council as landlords leaving the unit vacant and the
efforts made by the leaseholder to market the unit. It was
noted by the Committee that the Welsh Assembly Government had
previously decided not to grant a licence for a pharmacy at the
unit.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T Cabinet be requested to
reconsider its previous decision and refuse to grant consent for
the change of use of the retail unit at the above location.
Reason for recommendation
In acknowledgement of concerns raised by the
local ward members and the community.
146 END OF YEAR
REPORTING 2007/08 - CHIEF EXECUTIVE’S DEPARTMENT (CX) -
The report set out the details of service plan
performance against those actions undertaken during the financial
year 2007/08. It was noted that all but 4 performance targets
had been achieved during the above period and the Head of Strategy
and Performance provided reasons for non-performance.
It was requested that given that returning
Members and newly elected Members had little knowledge of the
background information as to how the original performance
indicators had been set, the Head of Strategy and Performance was
requested to provide the appropriate background information, in
particular the results in relation to the 2007 Public Opinion
Survey.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the end of year report
for the Chief Executive’s Department 2007/08 be noted.
Reason for recommendation
To endorse performance for 2007/08.
147 END OF YEAR
REPORTING - CUSTOMER CONTACT CENTRE 2007/08 (CX) -
The report set out the details of service plan
performance against those actions undertaken during the financial
year 2007/08. Of those actions which had not achieved there
respective targets the Operational Manager for the Contact
Centre (CV1), indicated that under performance was linked to
available staff resources, training of new staff to deal with call
handling associated with the phased introduction of Council
services via CV1, the introduction of the Single Number and higher
than anticipated incoming call levels.
Discussion ensued regarding concerns raised by
Members in respect of connection waiting times in that they had
received complaints from constituents that they were placed in
queues for long periods. In response the Operational Manager
had indicated that it had been difficult to predict patterns of
demand as new services came on line to the call centre. He
further indicated that a focus group would be established in the
near future.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the End of Year Report
for the Customer Contact Centre 2007/08 be noted.
Reason for recommendation
To endorse performance for 2007/08.
148 REVENUE AND
CAPITAL MONITORING: 1ST APRIL 2007 - 31ST MAY
2008 (DFICTP) -
The current forecast for 2008/09 was for a
balanced budget on the Council Fund and the Housing Revenue
Account. Details were also contained within the report on the
financial progress of the Capital Programme. The Programme
had been amended to include the following:
· Foundation Phase Grant -
the WAG had approved a capital grant of £148,000 towards the
delivery of the above initiative.
· Housing Improvement
Programme - under Cabinet Minute C3396 the Director of Finance, ICT
and Property in consultation with the Cabinet Member responsible
for Finance had delegated authority to make additions, deletions or
transfer to or from the 2008/09 Housing Programme as
appropriate. As such these powers had been exercised to amend
the budget to reflect a reduction in the overall budget due to the
2007/08 expenditure exceeding the budgeted expenditure.
· Flying Start Grant - WAG
had approved a capital grant of £138,000 to ensure that
accommodation was suitable to deliver effective joint working from
one central office.
· Coastal Access
Improvements - CCW had awarded a grant for the second successive
year for improvements to the Vale’s coastal access path and
walks. A grant of £146,000 had been received for various
construction works and way marking.
In addition to the above matters, Appendix 2
contained non-financial information on Capital Schemes with a
budget of over £100,000.
It was noted that the Council had benefited
from an increase in its cash flow position which had meant that
there was a greater sum potentially available for short term
investment. Accordingly, it was proposed that the Council’s
Prudential Indicator be increased in respect of the upper limit on
its variable interest rate exposures for the current financial year
2008/09 from £82,000,000 to £124,000,000.
RECOMMENDED -
(1) T H A
T the position with regard to the 2007/08 Revenue Programme be
noted.
(2) T H A
T grants received as set out above from the Welsh Assembly
Government and the Countryside Commission for Wales be noted.
(3) T H A
T the proposed setting of an upper limit on the Council’s variable
interest rate exposures for 2008/09 at £124,000,000 be noted.
Reasons for recommendations
(1-2) To allow schemes to be
undertaken in the current financial year.
(3) To
amend the Prudential Indicators.
149 CLOSURE OF
ACCOUNTS 2007/08 (DFICTP) -
The report advised the Committee of the
Council’s accounts and detailed the provision financial position of
the Council for 2007/08 financial year. The document also
constituted an account of the major financial issues during the
same period. Council on 14th February 2007 agreed
that Authority’s budget requirement for 2007/08, representing
estimated net expenditure of £179,311,587. This would be
financed by Revenue Support Grant, National Non-Domestic Rates
contribution and Council Tax payers. The Standard Spending
Assessment (SSA) for the year was £188,447,538.
The revised revenue estimates had been
considered and approved by Cabinet on 21st November
2007, resulting in a revised estimate for 2007/08 before the use of
General Reserve amounts to £183.362m. The actual expenditure
against this for 2007/08 was £181.319m. which was £2.043m. below
the revised revenue estimate.
Certain accounting adjustments had been made
to service budgets in respect of:
· Government
Grant Deferred
· Depreciation
of Assets
· Financial
Reporting Standard 17 Retirement Benefits.
Appendix 1 to the report amended the revised
estimates to take account of the above adjustments, with no overall
effect on the Authority.
RECOMMENDED -
(1) T H A
T it be noted that the following capital budgets are amended in
2008/09 to reflect slippage and are referred to Council for
approval
|
Schemes
|
Current Budget
2008/09
£000
|
Change
to
Budget
£000
|
Revised Budget
2008/09
£000
|
|
Llancarfan School Extension
|
0
|
7
|
7
|
|
Ysgol Bro Morgannwg Phase 6
|
0
|
13
|
13
|
|
Early Years
|
0
|
2
|
2
|
|
Integrated Children’s Centre
|
0
|
20
|
20
|
|
Schools Attendance Management System
|
0
|
6
|
6
|
|
Cylch Meithrin y Bont Faen
|
0
|
90
|
90
|
|
Pupils Referral Unit Amelia Farm Trust
|
0
|
39
|
39
|
|
Asset Renewal Schools *
|
800
|
284
|
1,084
|
|
Big Lottery Sports Grant
|
0
|
80
|
80
|
|
School Building Improvement Grant
|
1,963
|
19
|
1,982
|
|
Demountable Library Sully
|
0
|
10
|
10
|
|
Harbour View Lease Repurchases
|
0
|
272
|
272
|
|
Disabled Facilities Grants
|
1,500
|
36
|
1,536
|
|
Penarth Renewal Area
|
1,900
|
51
|
1,951
|
|
VCAS Communication System
|
0
|
76
|
76
|
|
Neighbourhood Renewal Area Assessment
|
0
|
20
|
20
|
|
Supporting Older People in Own Homes
(Telecare)
|
0
|
160
|
160
|
|
Social Services Asset Renewal
|
100
|
6
|
106
|
|
Refurbishment of Barry Hostel
|
18
|
52
|
70
|
|
Transfer of Woodlands to Holm View
|
184
|
-16
|
168
|
|
31 Rhoose Road Refurbishment
|
0
|
3
|
3
|
|
Parc Bryn Y Don Cricket Pavilion
|
0
|
39
|
39
|
|
Victoria Park
|
0
|
56
|
56
|
|
Bridge Refurbishment
|
2,200
|
-13
|
2,187
|
|
Waste Resource Park Phase 1
|
920
|
35
|
955
|
|
Relocation of Dunraven Beach Road
|
138
|
18
|
156
|
|
Non-domestic properties asbestos surveys
|
0
|
26
|
26
|
|
Works to Civic amenity sites
|
44
|
-20
|
24
|
|
Alley Gates Phase 8
|
0
|
110
|
110
|
|
Highway Maintenance
|
500
|
143
|
643
|
|
Land drainage
|
0
|
12
|
12
|
|
Penarth Headland Link
|
0
|
10
|
10
|
|
Knap Shelter development
|
170
|
1
|
171
|
|
Network Rail Highway Bridge strengthening
|
575
|
-12
|
563
|
|
Asset Renewal Visible
|
700
|
188
|
888
|
|
Dyffryn House feasibility
|
32
|
-4
|
28
|
|
Dyffryn Gardens Phase 1
|
332
|
98
|
430
|
|
Dyffryn Gardens Phase 2
|
45
|
78
|
123
|
|
Barry Regeneration Partnership
|
305
|
79
|
384
|
|
Replacement Footbridge Barry Island
|
360
|
19
|
379
|
|
Entrepreneurship Centre
|
0
|
103
|
103
|
|
Dyffryn House restoration
|
0
|
7
|
7
|
|
Holton Road / Thompson St Realm
|
0
|
220
|
220
|
|
Rhws Community Centre
|
0
|
3
|
3
|
|
Penarth Heights
|
15
|
13
|
28
|
|
Vale of Glamorgan Line
|
0
|
12
|
12
|
|
Transport Grant
|
0
|
14
|
14
|
|
Atlantic Trading Estate signage
|
0
|
10
|
10
|
|
Active Lifestyles Grant
|
0
|
4
|
4
|
|
Demolition of Holiday Camp
|
0
|
45
|
45
|
|
Leisure Asset Renewal 2007/08
|
150
|
54
|
204
|
|
Leisure Asset Renewal 2006/07
|
0
|
11
|
11
|
|
Barry Leisure Centre pool ceiling
|
0
|
4
|
4
|
|
Penarth leisure Centre wet side changing
refurbishment
|
0
|
32
|
32
|
|
Disabled Access Audit and Improvement
|
558
|
-14
|
544
|
|
CASH Grants
|
70
|
46
|
116
|
|
Barry Town Hall
|
0
|
133
|
133
|
|
Dock View Road compensation
|
0
|
33
|
33
|
|
Court Road Accommodation
|
325
|
11
|
336
|
|
One Vale
|
476
|
110
|
586
|
|
Office Accommodation
|
0
|
444
|
444
|
|
Dyffryn House enveloping
|
205
|
24
|
229
|
|
Cowbridge Library windows
|
0
|
1
|
1
|
|
Civic Offices Windows overhaul
|
0
|
11
|
11
|
|
Dock Offices Toilet refurbishment
|
0
|
24
|
24
|
|
IT Equipment 2007/08
|
0
|
117
|
117
|
|
TOTAL
|
14,585
|
3,565
|
18,150
|
That it be noted that the following budgets
are amended in 2009/10 to reflect slippage and are referred to
Council for approval:
|
Schemes
|
Current Budget
2008/09
£000
|
Change
to
Budget
£000
|
Revised Budget
2008/09
£000
|
|
Schools Asset Renewal
|
800
|
64
|
864
|
|
TOTAL
|
800
|
64
|
864
|
(2) T H A
T the MRP charge for 2007/08 using the methodology prescribed by
the regulations in force before 31st March 2008 and its
referral to Council be noted.
(3) T H A
T the remainder of the report and the financial measures taken and
proposed be noted.
(4) T H A
T it be noted that the Director of Finance, ICT and Property is
authorised to make any adjustments that may be required from
further detailed examination, both prior to and arising from
audit.
Reasons for recommendations
(1) To
note amendments to the 2008/09 and 2009/10 Capital Programme due to
slippage.
(2) To
note the 2007/08 MRP methodology.
(3) That
the remainder of the report and the financial measures taken and
proposed be noted.
(4) To
note the authority given to the Director of Finance, ICT and
Property re adjustments prior to and arising from audit.
150 END OF YEAR
REPORTING 2007/08 - LEGAL SERVICES (DLPPHS) -
The report set out details of service plan
performance against those actions undertaken during the financial
year 2007/08. It was noted that all the performance targets
had been achieved during the above period and the Head of Legal
Services confirmed that the service had just received confirmation
that it had received the Law Society’s Lexcel Practice Management
Standard accreditation. It was further noted that indicators
L259a, 259b and 259d would be deleted from the service plan for
future years.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the end of year report
for Legal Services 2007/08 be noted.
Reason for recommendation
To endorse performance for 2007/08.
151 END OF YEAR
REPORTING - DEMOCRATIC SERVICES 2007/08 (DLPPHS) -
The report set out details of Service Plan
performance against those actions undertaken during the financial
year 2007/08. Aside from those actions which would be deleted
from future Service Plans in respect of L520b, 521b and 522b it was
noted with regard to indicator L252 that the customer satisfaction
survey had been postponed given that it coincided with significant
building works which had been undertaken to the reception / foyer
area of the Civic Offices. The survey would now take place in
the next few months.
Discussion ensued regarding indicator L524
(Member attendance at meetings) and in particular to the reasons
for underperformance in this area.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the end of year report
for Democratic Services 2007/08 be noted.
Reason for recommendation
To endorse performance for 2007/08.
152 FORWARD WORK
PROGRAMME 2008/09 (DLPPHS) -
Members considered the Forward Work Programme
as agreed by the Committee prior to the local government elections
in May 2008 together, with options to revise that programme to
accommodate views of the current membership.
RECOMMENDED -
(1) T H A
T the Forward Work Programme as set out in paragraph 3 of the
report and approved in April 2008 be approved.
(2) T H A
T it be noted that a report by the Director of Finance, ICT and
Property would be submitted to the Committee in September 2008 on
procurement / efficiency issues as part of the consultation on a
new procurement strategy.
(3) T H A
T it be further noted that further matters relevant to the work of
the various Directorates would be reported to the Committee
throughout the year.
Reasons for recommendations
(1-3) To agree the Forward
Work Programme and progress the work of the
Committee.