SCRUTINY COMMITTEE (COMMUNITY WELLBEING AND
SAFETY)
MINUTES of a meeting held on 14th
April 2008.
Present: Councillor Mrs. M.E.J. Birch
(Chairman); Councillor K.R. Stockdale (Vice-Chairman); Councillors
Mrs. S.M. Bagstaff, P. Church, J. Clifford, H.J.W. James, G.C.
Kemp, A.G. Powell, Mrs. A.J. Preston, J. W. Thomas and
W.C. Vaughan.
969 APOLOGIES FOR
ABSENCE -
These were received from Councillors R.J.
Bertin, Ms. R.M. Birch, Ms. L. Burnett, Mrs. A.J. Moore
and B.I. Shaw.
Mrs. M.R. Wilkinson (Cabinet Member) also
tendered her apologies.
970 MINUTES -
RECOMMENDED - T H A T the minutes of the
meeting held on 10th March 2008 be approved as a correct
record.
971 DECLARATIONS OF
INTEREST -
No declarations were received.
972 HOUSING
SUB-COMMITTEE - 31ST JANUARY 2008 -
The following minutes of the meeting held on
31st January 2008 were submitted:
Present: Councillor K.R. Stockdale
(Chairman); Councillor Mrs. S.M. Bagstaff (Vice-Chairman);
Councillors J. Clifford, P. Church, Mrs. A.J. Preston and J.W.
Thomas.
Also present: Councillors R. Curtis, Mrs.
V.M. Hartrey and Mrs. M. Wilkinson.
(a)
Apologies for absence -
There were no apologies received.
(b)
Minutes -
RECOMMENDED - T H A T the minutes of the
meeting held on 22nd November 2007 be approved as a
correct record.
(c) Declarations of
Interest -
No declarations were received.
(d)
Presentation by Rob Lucas, Project Officer, Directorate of
Environmental and Economic Regeneration - Update on Potential New
Renewal Areas -
The Council was committed to bring about a
range of improvements to Barry Town Centre (Holton Road) and the
surrounding residential area. The Council had appointed
Consult CIH an independent firm of Housing and Regeneration
Consultants to undertake a Neighbourhood Renewal Assessment and
Town Centre Living Study.
The main aim of the Study was to determine
if the Council could declare a renewal area within this part of
Barry. The objectives of the Study were:
·
to identify what the communities priorities were for
regenerating the area;
·
to allow the community to play a part in shaping the future
plans;
·
to improve the quality and condition of the housing general
environment, the management of the neighbourhood, to identify the
amount of investment needed and the choices available;
·
to develop a long term regeneration action plan for the area,
the implementation of which would need to make best use of both
private and public sector funding.
An open day exhibition would be held to
explain ideas, options and recommendations for regeneration
primarily in the Castleland Ward of Barry to include Holton
Road. The open day, planned for February/March 2008, would
form an essential part of the consultation process required as part
of the Study.
RECOMMENDED - T H A T the position be
noted.
(e)
Housing Investment Progress Report (DLPPHS) -
The report set out progress in relation to
the Council’s Housing Investment Programme. The Housing
Investment Implementation Plans were still subject to a
comprehensive review and would be drawn into the service planning
process, which was currently being undertaken. It was
anticipated that the revised plans would be brought to the next
meeting of the Housing Sub-Committee on 3rd April
2008. The Savills Stock Condition Survey had been concluded
and outcomes drawn into a revised Housing Revenue Account Business
Plan. The one outstanding issue was the commissioning of a
specialist structural inspection of 190 non-traditionally built
properties still owned by the Council. The survey would
establish the structural stability of the properties and highlight
any deterioration within the structure.
A revised Business Plan was endorsed by
Cabinet on 12th December 2007 and approved by Full
Council on 5th December 2007. The Business Plan
was submitted to WAG before the end of December 2007. WAG
officials were currently reviewing the Business Plan and the
Council’s financial assumptions and had as yet, expressed no
opinion as to whether any further queries would be raised.
Savills revised Estimates of Works required to meet the WHQS were
outlined to the Housing Sub-Committee together with the Council’s
re-worked Housing Revenue Account Business Plan assumptions.
Ongoing officer meetings were taking place with WAG officials on a
regular basis with the next meeting scheduled for 25th
February 2008. To date, these meetings had been positive with
WAG appearing satisfied with recent progress.
The Local Housing Strategy had been
updated to take account of WAG’s comments on the draft and also the
conclusion of the Housing Market Assessment. Cabinet, on
23rd January 2008, had endorsed the Strategy prior to
submission to Full Council.
Close monitoring of the Interim Housing
Investment Programme continued and to date it still looked as
though full expenditure of the MRA undertaking would be achieved
and underspend carried forward. This would be a significant
achievement given the size of the programme. Next year’s
programme would continue along the same line as the current
arrangements with a concentration mainly on external door
replacement, roof repairs, central heating and boiler
renewals. The more complex internal works programme
(bathroom/kitchen/rewiring), would not now commence until 2009 and
would be incorporated into the main partnering
contract(s).
The new Housing Staffing structure had
been approved by Cabinet and was currently subject to wide-scale
consultation.
The Council’s Project Management Unit was
assisting with a number of activities, one of which was the
development of the Vale of Glamorgan Standard and the setting up of
a small number of show homes as a test bed of the standard and a
means of gauging public opinion. Two properties were in the
process of being brought up to WHQS ready to be used as show homes
with a further two dwellings identified and shortly to become
void. Currently a great deal of planning preparatory work was
underway in respect of the partnering arrangements for the main
programme (2009-2015) to include contract specification, schedule
of rates and procurement arrangements.
A very useful Member and Officer visit was
made to Carmarthenshire Council on 20th December
2007. Carmarthenshire had been actively preparing for WHQS
since 2005, having established a specialist project team which
continued to drive the process.
Whilst there still remained uncertainty of
the feasibility of the Stock Retention Model, it was essential that
the Council continued to work towards meeting the WHQS in order to
safeguard its MRA allocation. Any departure from this
approach would see the MRA clawback by WAG which would obviously be
detrimental to the interest of the Council and of its
tenants.
RECOMMENDED - T H A T the report be
noted.
(Councillors R.F. Curtis and Mrs. M.R.
Wilkinson were given permission to speak during consideration of
the above item).
(f) Penarth
Heights: Update Report on Ongoing Maintenance Costs (DLPPHS)
-
The report to the Housing Sub-Committee
was to update Members on the ongoing maintenance and other costs
being incurred at Harbour View and Royal Close, Penarth pending the
redevelopment of the site. The Scrutiny Committee (Community
Wellbeing and Safety) had requested a breakdown of the costs
associated with the retention and upkeep of the 377 dwellings at
Harbour View and Royal Close pending redevelopment of the
site. The decision to redevelop the site was taken around
2000/01 and since that time most of the properties had been
vacated. Currently 4 properties remained occupied with 2
being tenanted and 2 occupied by leaseholders. At the
Planning Committee of 13th December 2007, the developer
Crest Nicholson (SW) Ltd. secured conditional planning consent
subject to a Section 106 Agreement. The Section 106 Agreement
was subject to a detailed negotiation between Crest Nicholson and
the Council which was required to be reported back to Cabinet prior
to it being signed and completed.
The planning consent now enabled the
Council to seek vacant possession of the 4 remaining occupied
properties and the Council’s lawyers were at an advanced stage of
preparing a Compulsory Purchase Order and notices to be served to
the tenants under the Housing Act 1985. There was a
requirement for WAG to be consulted prior to both notices being
served.
As Landlords the Council continued to have
liability for Council Tax for empty dwellings on the Harbour View
and Royal Close site. There would be a request for a review
of the liability to pay Council Tax on these properties as, given
their poor state, most were unfit for occupation.
RECOMMENDED - T H A T the report be
noted.
______________
During consideration of the minutes, Mr. Mark
White, project manager in respect of Penarth Heights, advised that
the 106 Agreement was subject to a detailed negotiation between
Crest Nicholson and the Council before anything further could be
agreed. The 106 Agreement would deal with all air quality
issues and the officer could advise that in relation to the
eco-standard, the documents submitted exceeded the planning brief
in respect of the matter.
Members were also advised that the Council, as
landowner, was obliged to maintain the site and it was confirmed
four properties were still in use.
It was hoped that the site would be available
within the next 12 months.
RECOMMENDED -
(1) T H A
T the minutes of the Housing Sub-Committee meeting be noted.
(2) T H A
T Mr. Mark White be thanked for attending the meeting and providing
the Committee with up-to-date information in respect of the Penarth
heights site.
973 DRAFT CHILDREN AND
YOUNG PEOPLE’S PLAN (DLD) -
Cabinet had on 5th March 2008, been
updated on the progress made in developing the Children and Young
People’s Plan. The Plan was a core strategic document and the
Assembly Government had produced specific guidance for the
production of the Plan with the Council being required to address
seven core aims. The aims reflected the commitment that all
children and young people:
·
have a flying start in life
·
have a comprehensive range of education and learning
opportunities
·
enjoy the best possible health and are free from abuse,
victimisation and
exploitation
·
have access to play, leisure, sporting and cultural activities
·
are listened to, are treated with respect and have their race and
cultural
identify recognised
·
have a safe home and community which supports physical and
emotional
wellbeing
·
are not disadvantaged by poverty.
The Committee was advised that as part of the
process of developing a draft Plan for consultation, working groups
had been established to address each of the core aims. The
Plan would become one of the major strategic documents for the
Local Authority and it was intended it would provide a high level
strategic framework within which multi-agency arrangements could be
co-ordinated and improved leading to better outcomes for children
and young people. The timetable for development was detailed
as:
January to February
2008
Core aims sub-groups to review current needs analysis and
priorities within each of the core aims, to develop proposals.
February 29th
Partnership Consultation Conference. Review of priorities,
potential areas for duplication and overlap and proposed plan
priorities.
March
2008
Draft Plan refined for consultation.
April - June
2008
Formal consultation period.
June - September
2008
Formal Plan submitted to partners for endorsement.
September
2008
Plan to be published.
Cabinet had,
“RESOLVED - T H A T the scoping requirements
of the Children and Young People’s Plan be noted and that the
report be referred to the Scrutiny Committee (Lifelong Learning)
and Scrutiny Committee (Community Wellbeing and Safety) for
consideration.”
During discussion of the report the Scrutiny
Committee was also presented with a tabled summary of the
Partnership Plan 2008/11. The summary focused on Partnership
Strategic priorities and principles and values. The Director
of Learning and Development was present at the Scrutiny Committee
and advised that the Corporate Management Team (CMT) had welcomed
the document and had also emphasised the need for a clear and
resourced action plan, deliverable within the statutory
timescales. Although concurring with CMT, Members commented
in respect of the timeliness of the consultation period for the
document in light of the forthcoming local government
elections. They also requested a detailed list of the
organisations that would be consulted and requested that the list
be emailed to all Members of the Committee as soon as
possible.
One of the main concerns of the Scrutiny
Committee in respect of the Plan was in relation to its resource
implications. Members considered that in order to ensure the
Plan could be delivered, funding issues should be addressed
and that representations should be made to the Welsh Assembly
Government via the WLGA for extra funding. Members agreed
that further funding for such a major issue was imperative.
In relation to the implications of the Plan
for scrutiny purposes, Members were advised that the plan would
dovetail into the various departmental service plans of the Council
which would then in turn be subject to Scrutiny. The Action
Plan that would be devised would include detailed outcomes and the
timescale in which targets would be required to be met. The
Welsh Assembly Government would also provide a series of
Performance Indicators for each of the core areas within the Plan
that the Authority would have to achieve.
Further suggestions in relation to the way
Scrutiny Committees would be fully involved were requested to be
considered by the Director and reported as appropriate for Scrutiny
Committee consideration.
RECOMMENDED -
(1) T H A
T the officers involved in preparing the draft Children and Young
People’s Plan be congratulated on the document and for all their
hard work in its development.
(2) T H A
T Cabinet be requested to make representations to WAG via the WLGA
to ensure that adequate resources are made available in order that
the requirements of the Plan can be effectively
implemented.
Reasons for recommendations
(1) In
order to ensure the staff are congratulated for all their hard work
in developing the document.
(2) To
ensure that adequate resources are available for such an
initiative.
974 WALES AUDIT OFFICE
REPORT: ACHIEVING THE WELSH HOUSING QUALITY STANDARD (REF) -
Cabinet, had on 12th March 2008,
referred the report to the Scrutiny Committee with a request that
the Committee consider the issue as part of its 2008/09 work
programme and that it be noted that appropriate monitoring
arrangements had been set up in relation to the Welsh Housing
Quality Standard which included the Corporate Management Team as
the Project Board and to the Housing Sub-Committee.
The report advised on the results of the
review that had been undertaken by the Wales Audit Office in 2007
regarding progress in developing a framework that would enable the
Council to improve the Council housing stock to meet the Welsh
Housing Quality Standard by 2012. Council had made a
decision to retain its housing stock and in March 2007 had
submitted a Housing Revenue Account Business Plan to the Welsh
Assembly Government. The WAO review had identified eight
recommendations as detailed below:
“R1 – Appoint a permanent Housing Manger to
ensure that the drive to achieve the WHQS is retained, and a
project manager who will be responsible for the operational
management of contracts and delivery of improvements.
R2 – Submit a revised HRABP to the Assembly
Government in December 2007
R3 – Develop the detailed work programme and
expenditure profile required to achieve the WHQS by 2012.
R4 – Establish the working group which will
focus on achieving the capital receipts required to ensure the
financial viability of the HRABP.
R5 – Establish a clear system for ensuring
that all elements that contribute towards the Housing Investment
Project are monitored and scrutinised by the Project Board and an
appropriate committee.
R6 - Establish mechanisms for reviewing the IT
options available for storing and updating stock condition data.
Implement and monitor any manual processes required to update the
IT system.
R7 – Clarify the arrangements for design work
associated with the improvements and, if necessary, increase
capacity, ensuring that the Housing Service is in a position to
specify the design requirements for all improvement contracts.
R8 – Assess any potential Building Maintenance
Service involvement in capital contracts to ensure that value for
money is secured, so that there is no detrimental effect on the
Responsive Repairs Service.”
On 12th March 2008 the Cabinet had
made the following twelve resolutions:
“(1) T H A T the
WAO Report be noted.
(2) T H A
T a permanent Housing Manager be appointed together with a Project
Manager (possibly by secondment) responsible for the operational
management of contracts and delivery of improvements, and be noted
that it was to be addressed at the Senior Management Appointment
Panel later in the day.
(3) T H A
T it be noted that a revised HRABP has been submitted to the Welsh
Assembly Government which addressed the issues raised by the Wales
Audit Office.
(4) T H A
T a detailed work programme and expenditure profile required to
achieve WHQS by 2014/15 be developed.
(5) T H A
T it be noted that a working group had been established to ensure
the achievement of capital receipts and the viability of the
HRABP.
(6) T H A
T it be noted that appropriate monitoring arrangements had been set
up which included the Corporate Management Team as the Project
Board and reporting arrangements to the Housing Sub-Committee.
(7) T H A
T it be noted that the mechanisms had been established with a
preferred IT option being considered.
(8) T H A
T it be noted that the interim arrangements for design work
associated with the improvements had been agreed between the
Directors of Legal, Public Protection and Housing Services,
Environmental and Economic Regeneration and Finance, ICT and
Property.
(9) T H A
T it be noted that currently the Council’s DSO structure was under
review which would include an assessment of the potential of the
Building Maintenance Services involvement in capital contracts.
(10) T H A T the
issues raised be addressed in the relevant service plans
2008/09.
(11) T H A T the
report be referred to the Scrutiny Committee (Community Wellbeing
and Safety) requesting that the Committee consider this issue as
part of its 2008/09 work programme.
(12) T H A T regular
progress reports be made to Cabinet.”
The Scrutiny Committee having considered the
reference and the significant progress being made, whilst accepting
that reports would be presented to the Housing Sub-Committee, also
requested that in future all reports in relation to the Welsh
Housing Quality Standard be attached to the Housing Sub-Committee
minutes when being reported to the Scrutiny Committee (Community
Wellbeing and Safety).
Members also considered whether to recommend
to Cabinet that the client role of Building Maintenance be
reconsidered and were advised that the Director of Environmental
and Economic Regeneration had commissioned a service review which
was currently ongoing.
RECOMMENDED -
(1) T H A
T progress in relation to the service review of Building
Maintenance be presented to a future meeting.
(2) T H A
T all reports in relation to the Welsh Housing Quality Standard
submitted to the Housing Sub-Committee be also presented with the
minutes to the Scrutiny Committee.
(3) T H A
T achieving the Welsh Housing Quality Standard be agreed as a work
programme item for the Committee for 2008/09 and it be added to the
work priorities detailed within the Annual Report due to be
submitted to Council by 23rd April 2008.
Reason for recommendations
(1-3) In order to update
Members.
975 REVENUE AND
CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2007 TO
29TH FEBRUARY 2008 (DSS&DLPPHS) -
The position in relation to the revenue and
capital expenditure for the period 1st April 2007 to
29th February 2008 regarding the Revenue and Capital
budgets within the Committee’s remit was reported. The
projected outturn for 2007/08 Revenue budget was shown in
comparison with the amended Annual budget at Appendix 1 to the
report. The current forecast for services was for a surplus
of £300,000 on the Housing Revenue Account and a deficit of
£231,000 for General Fund Services.
Appendix 2 to the report detailed the
financial progress on the Capital Programme as at 29th
February 2008 and Appendix 3 provided details on the non-financial
information on capital schemes.
Members were pleased to note that Telecare
equipment was now being installed in client properties.
RECOMMENDED - T H A T the position with regard
to the 2007/08 Revenue and Capital Monitoring be noted.
Reason for recommendation
In order to update Members of progress.
976 PUBLIC HOUSING
SERVICE PLAN (DLPPHS) -
The Service Plan for 2008/09 was presented to
the Committee with Members being advised that the staffing issues
were currently being addressed and progress in relation to the
Homeless Leasing Scheme was continuing to be a major priority.
In relation to the VAT Scheme, there were now
over 120 units of accommodation.
Members queried the issue of registration of
gypsy sites and were advised that an assessment had been undertaken
with Cardiff Council and surveyors were looking at sites in
relation to assessing the need. There were currently no
registered sites within the Vale of Glamorgan; Cardiff
Council had two sites; the Authority had a statutory requirement to
identify the need and this was currently ongoing.
In relation to the St. Athan proposed
development, Members were concerned to note whether the impact of
the development had been extensively considered and were advised
that a Major Projects Officer had been appointed, namely Mark
White, who was currently dealing with the issue. A first
meeting had taken place in the previous week with the first stage
being a discussion of what the issues were that needed to be
considered. The Housing Market Assessment would also provide
further information in respect of this matter.
It was also noted that Under Homes4U, three of
the four RSL’s were currently working in partnership with the
Authority and every endeavour was being made to encourage the
outstanding RSL to join.
RECOMMENDED - T H A T the actions identified
in the report be agreed.
977 COMMUNITY CARE AND
HEALTH SERVICE PLAN -
It was noted that within the next few months
the title for the Section Community Care and Health would be
renamed and Members would be advised accordingly. The
Director advised that in relation to the majority of actions, they
had incorporated within the Change Plan or the Strategic Plan and
most of them would have been scrutinised by Members in relation to
these two Plans.
The Operational Manager advised Members that
in his opinion the teams had worked extremely well and continual
improvement was being made even though there were capacity
issues.
The requirement to support people within their
own homes was an important initiative for the Council and it was
essential that the Department strived to make this a reality.
Members raised concerns in relation to the
fact that in order to address a number of issues, it was imperative
that other partners / organisations were also involved in the whole
process and were advised that the Department was currently working
well to engage partners in the process. A timely discharge
board had been set up which sat at an executive level which
included the Bro Morgannwg Trust and an Action Plan would be
developed. The Director could confirm that partnership
working in his opinion had improved and there was a willingness on
the part of the Health community to adopt a partnership
approach. The independent sector and voluntary sector were
also being encouraged to be key partners in terms of extending and
reconfiguring services.
In relation to CW27, action not completed due
to the fact that the Health Alliance Co-ordinator post was deleted
- this should have read “currently vacant”.
For CW11 - Increase the range of services
available to people with learning disabilities to maximise the
opportunities for independent living - it was noted that limited
progress in Adult Services was due to capacity issues and the
Director advised that this required to be addressed as a matter of
urgency. The action was considered to be carried forward to
2008/09.
For CW12 - Develop a comprehensive mental
health service in partnership with local health service agencies
and the voluntary sector. It was noted that there had been
limited progress in Adult Services due to capacity issues and that
the action would be carried forward to 2008/09.
Members were keen to identify whether there
had been cuts in grants to VCVS and were advised that the matter in
the report was in relation to the vacant position of the
Operational Manager for Integrated Services and the post would be
dealt with as a matter of urgency.
RECOMMENDED -
(1) T H A
T the position in relation to CW27 be noted as vacant.
(2) T H A
T the progress in relation to the actions as detailed in the report
be accepted.
978 STRATEGY
PERFORMANCE MANAGEMENT AND COMMISSIONING SERVICE PLAN -
The Head of Service advised that the title for
the section was due to change and Members would be advised
accordingly.
Members queried figures in relation to
sickness absence and were advised that officers could provide
further information to a future meeting of the Scrutiny Committee
in due course.
In relation to the pending arbitration case,
Members were advised that the Authority was currently in the
process of arbitration and in relation to residential care fees for
the forthcoming year the Director would be meeting with care home
owners to discuss issues in the near future.
RECOMMENDED -
(1) T H A
T the progress in relation to the actions as detailed in the report
be accepted.
(2) T H A
T further information in relation to sickness absence for the
Social Services Department be presented to the Scrutiny Committee
in due course.
979 SCRUTINY COMMITTEE
- TRACKING OF RECOMMENDATIONS (DLPPHS) -
The purpose of the report was to advise
Members of progress in relation to recommendations made by the
Committee during the period January to March 2008 which were
attached at Appendix A to the report. Members were also
requested to consider actions against the uncompleted
recommendations for April to June, July to September and October to
December 2007 quarters attached at Appendix B to the report and
Members’ views relating to the progress against each recommendation
was sought.
RECOMMENDED - T H A T the progress and actions
taken in relation to the report be accepted and the recommendations
detailed as completed be accepted.
980 SCRUTINY COMMITTEE
- DRAFT ANNUAL REPORT MAY 2007 - APRIL 2008 -
The report had been produced in accordance
with Section 6.03(d) of Article 6 of the Vale of Glamorgan
Council’s Constitution which stated that Scrutiny Committees must
report annually to Full Council on their workings and their
recommendations for future work programmes and amended working
methods if appropriate. The Constituted also provided that
Scrutiny Committees determine a work programme for the municipal
year.
Members, having accepted the report,
RECOMMENDED -
(1) T H A
T the contents of the draft Annual Report for the period May 2007 -
April 2008, subject to any further minor amendments being agreed in
consultation with the Chairman, be approved and presented to Full
Council.
(2) T H A
T the WAO Report - Achieving the Welsh Housing Quality Standard be
added to the Work Programme for 2008/09 to be undertaken by the
Housing Sub-Committee and the Annual Report be amended
accordingly.
Reasons for recommendations
(1) To
confirm an addition to the Committee’s Work Programme.
(2) To
approve the draft Scrutiny Committee Annual Report to allow it to
be submitted to Full Council on 23rd April 2008.