SCRUTINY COMMITTEE (ECONOMY AND ENVIRONMENT)

 

 

MINUTES of a meeting held on 17th April, 2007.

 

Present: Councillor N.P. Hodges (Chairman); Councillors R.J. Bertin, Ms. L. Burnett, J. Clifford, Miss J. Cole, G.A. Cox, A.D. Dobbinson, Mrs. M. Kelly Owen, Mrs. A.J. Moore, Mrs. A.J. Preston, A.J. Williams and M.R. Wilson.

 

Also present: Councillor R.F. Curtis

 

 

1011               APOLOGIES FOR ABSENCE -

 

These were received from Councillors E. Hacker, Mrs. V.M. Hartrey, Mrs. S.I. Sharpe, W.C. Vaughan and S.T. Wiliam.

 

 

1012               MINUTES -

 

RECOMMENDED - T H A T the minutes of the meeting held on 13th March, 2007 be approved as a correct record.

 

 

1013               DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

1014               REVIEW OF SCRUTINY ARRANGEMENTS (CX) –

 

Members were informed of the findings of the recent review of Scrutiny arrangements in the Vale undertaken by a member of staff within the Improvement and Development Team, together with a series of improvement options for consideration to ensure the future development and sustainability of Scrutiny.  The review had been conducted in the summer of 2006 and it was noted that, overall, there had been a good response rate to the survey from all the key stakeholders.  It was evident that the Council had made significant progress in developing the Scrutiny function since the last review undertaken in 2003 and it was clear from the review that both Members and Officers were increasingly becoming more engaged with Scrutiny.

 

The study had highlighted the key strengths / achievements since 2003 to be:

 

·                    good progress made in relation to policy, performance and review and improvement review

·                    training needs of Members addressed through a Member Development Strategy and the publication of the Scrutiny Handbook

·                    the establishment of the Chairmen and Vice-Chairmen Group had assisted in promoting good cross-party working and information sharing

·                    additional officer support in the IDT had played a vital role in improving Scrutiny

·                    Scrutiny had established strong working relationships with senior officers

·                    clarification of the roles and responsibilities of Democratic Services Officers and the IDT had assisted in developing and refining the Scrutiny process.

 

It was accepted, however, that the review had also identified some key issues and areas of development, such as:

 

-                     revise and restructure membership of Committees

-                     the length of agendas impacted on the ability to scrutinise decisions

-                     Scrutiny’s role in relation to external review and policy development continued to be under-developed

-                     the perception that Scrutiny was unable to influence decision-making at the Executive level

-                     the need for Scrutiny to review and evaluate carefully the choice of topics for their annual work programme

-                     Scrutiny Members needed to be encouraged to lead the Scrutiny process through appropriate support and development

-                     the need to reinforce good Scrutiny / Executive relations through the development of mechanisms to promote co-operation and participation

-                     the need to engage more fully with the views of the public in order to have a greater impact on local communities.

 

15 recommendations referred by the Chairmen and Vice-Chairmen Group to each Scrutiny Committee for comment were appended to the report.  The Group had agreed that all 15 recommendations be implemented over a two year period.  Subsequent discussion included reference to the formal invitation of Executive Members to Scrutiny meetings (Rec. R 4 as shown below) – although it was accepted that the relevant Executive Members had frequently attended meetings without such invitations being issued; the greater public engagement in the scrutiny process (Rec. 6); and the feasibility of member development in specialist functions (Rec. 11).  Members were requested to consider prioritising those recommendations and, to assist in that process, an action plan with a proposed timetable would be circulated to all members for comment.

 

Having regard to the above, it was

 

RECOMMENDED - THAT  the content of the Review be accepted and the following recommendations contained therein endorsed:

 

(1)            Organise a Scrutiny event for non-executive members to explore and further develop the effectiveness of scrutiny.

 

(2)            Develop a pre-work programme evaluation and checklist when scoping reviews to asses the suitability of potential work programme items paying particular regard to the Council’s risk register, corporate priorities and Cabinet forward work programme.

 

(3)            Review the Scrutiny Handbook to ensure roles and responsibilities are clear and transparent.

 

(4)       When managing committee business, that Scrutiny Chairmen and Vice-Chairmen consider inviting Executive Members.

 

(5)            Develop and implement a post-review analysis to evaluate review outcomes against review objectives.

 

(6)            Further develop website content to enable the public to engage with the Scrutiny process.

 

(7)            Produce an executive public summary of the Scrutiny Annual Report that is accessible to the public.

 

(8)            Investigate the feasibility of further developing task and finish groups for appropriate Scrutiny work programme items.

 

(9)            Organise a workshop enabling members to discuss and review any changes required to the process for developing Corporate Plan priorities.

 

(10)            Explore the feasibility of reducing the size of committee membership.

 

(11)            Investigate the feasibility of member development of specialist functions within Scrutiny, enabling members to increase their expertise in certain Scrutiny areas.

 

(12)            Develop a proposal to facilitate in increasing public participation in the Scrutiny process and meetings.

 

(13)     Revise the format of Scrutiny meetings by restructuring the content of meetings and the development of themed agendas.

 

(14)            Annually produce a summary of consultation activities from the previous year to feed in consultation outcomes to assist in the development of a yearly work programme.

 

(15)            Implement a series of triangulation meetings on a quarterly basis for each Scrutiny committee involving relevant scrutiny chairs/vice, officers and executive members to discuss work programme items and any matters of concern.

 

Reason for recommendation

 

To apprise Members of the findings of the Review and to enable the recommendations to be progressed.

 

 

1015               PUBLIC OPINION SURVEY 2006 – RESULTS (CX) –

 

The above survey represented the third large-scale public opinion survey which the Council had conducted, the first being in 2003, then 2005 and again in 2006.  The survey had been designed to gain an insight into public opinion and a range of Council’s services as well as the public’s general impression of the Council and the way in which it operated.  The survey carried out in 2005 used a market research company, which employed a quota sampling process to ensure representativeness.  Given that it was uneconomical to engage an external market research company annually, in 2006 the Vale of Glamorgan’s Citizens Panel (approximately 1,200 local residents) was used as a means of collecting opinions.  Whilst not totally representative of the population profile of the Vale of Glamorgan, it was noted that in past years the responses extrapolated from the Panel had been reasonably accurate, closely reflecting the views obtained through external research surveys.  It was also noted that an impressive response rate of 73% had been received.

 

A summary of the survey results was appended to the report.  On a general note, those results indicated that:

 

·                    overall satisfaction levels with the service provided by the Council had increased from 74% to 86%

·                    there had been an increase in the number of people who felt able to influence decisions affecting their local area from 34% to 47%

·                    the number of those proud to live in the Vale had stayed at the high level of 87%.

 

Attention was also drawn to other issues relating specifically to the remit of this Committee, including:

 

-                     satisfaction levels with refuse collection, bulky / special item collection, kerbside recycling, recycling banks, grass cutting, traffic signs and street signs, tree maintenance and overall parks and grounds maintenance had all improved

-                     satisfaction levels in respect of civic amenity sites, pavement maintenance  and, in particular, public toilets had fallen when compared to 2005

-                     responses in respect of leisure centres showed generally improving satisfaction levels (although a drop in satisfaction had been evidenced when questioned about pricing in the leisure centres)

-                     satisfaction levels in respect of tourist information centres and tourist facilities overall had also increased

-                     as regards transport within the Vale, no major shifts in satisfaction levels or opinions had been evidenced although one change in opinion had found that access to and the provision of information about public transport had declined, with only 53% of respondents stating that they were satisfied with that provision compared to 81% in 2005.

 

Subsequent discussion focussed primarily on the need for and methodology to be adopted should such need be established of undertaking a similar survey annually.  It was considered that, if either adequate funding could be made available to engage external consultants or a means of attracting a more representative response than simply using the Citizens Panel could be identified, it would be useful to undertake the survey annually. Following further consideration, it was

 

RECOMMENDED – THAT the value of the information obtained from the Public Opinion Survey be acknowledged and Cabinet urged

 

·                    to find ways of establishing a more representative sample of the population, and

·                    carry out a survey for 2007.

 

Reason for recommendation

 

To acknowledge the value of the Survey and to seek the views of Cabinet.

 

 

1016               REVENUE AND CAPITAL MONITORING, 1ST APRIL, 2006 – 28TH FEBRUARY, 2007 (DEER) –

 

The projected outturn for the 2006/07 Revenue Budget was for a balanced budget.  The Revised Estimate figures reflected the approved virement and details of the variances within the individual services were outlined within the report.  It was noted that the Trading Accounts – Building Services were currently showing a projected deficit of £170k., a reduction in the deficit from the previous month due to an updated labour rate being applied from February.  As regards the Council Programme, it was anticipated that the Cogan Hall Farm scheme would not be completed on target and that Cabinet had consequently slipped £86k. into the 2007/08 Capital Programme.  

 

RECOMMENDED – T H A T the position with regard to the 2006/07 Revenue and Capital Monitoring be noted. 

 

Reason for recommendation

 

To keep Members informed of the current position with regard to the 2006/07 Revenue and Capital Monitoring relevant to this Committee.

 

 

1017               KNAP LAKE SHELTERS REFURBISHMENT (DEER) –

 

Authority was required from Cabinet to increase the Visible Services Capital Programme by £100k. in order to procure works to refurbish two shelters at the Knap Gardens in Barry.  The Section 106 agreement for the Waters Edge Development featured a single payment of £100k. “on or before occupation of the development by any person”.  Since the development was now approaching completion, payment of the Section 106 funds in full had been requested from the Developer.  The terms of the agreement required implementation of an enhancement scheme for the area and, over the years, water ingress had led to deterioration of the historically important shelters at the Knap Gardens.  Due to water ingress and some minor vandalism, one shelter had been closed and the upper and lower shelter areas fenced off.  It was noted that the Knap Gardens were an important open space in Barry and were listed in the Register of Landscapes, Parks and Gardens of Special Historic Interest in Wales published by CADW.  The Council’s Property Section would procure the refurbishment scheme. 

 

Having regard to the above, it was

 

RECOMMENDED – T H A T the procurement of works to refurbish the Knap shelters and the request to increase in Visible Services Capital Programme be endorsed and the report referred to Cabinet for an Executive decision.

 

Reason for decision

 

To inform the Cabinet of the views of the Committee and to progress the refurbishment project.

 

 

1018               WELSH COASTAL TOURISM STRATEGY (DEER) –

 

Cabinet had, in September 2006, agreed the preparation of the above strategy and accompanying Environment Assessment subject to the strategy being developed in a way which did not conflict with the objectives of the Council’s adopted Unitary Development Plan and provided a supporting framework for the Council’s Community Strategy and emerging Tourism Strategy.   The purpose of the Coastal Tourism Strategy was to identify a clear way forward for the development of coastal tourism which realised and built upon the economic potential of the coastline of Wales whilst respecting its environmental quality and recognising the importance of achieving community benefits.  The strategy would also provide spatial guidance for the future allocation of funds to support coastal tourism in the regions of Wales through the Spatial Plan.

 

The current document contained a number of consultation questions on the strategy which were appended to the report along with responses as appropriate.  The draft strategy had been drawn up in consultation with a wide representation of key stakeholders including the coastal local authorities, members of the regional spatial planning areas and the main environmental statutory agencies.  A Strategic Environmental Assessment had been prepared and was subject to consultation along with the strategy.  An initial assessment had taken place and had informed the strategy’s proposed recommendations.  The strategy recognised that in South East Wales (“The Capital Network of the Spatial Plan”) that the regeneration of Cardiff Waterfront had created an important arc of leisure and recreation facilities around an impounded area of sea.  The strategy stated that the “area also has the more traditional seaside resorts of Barry and Penarth, and in the Vale of Glamorgan an extensive length of Heritage Coast”.  Attention was drawn to particular elements in the South East Spatial Plan area including:

 

·                    establish and implement standards with regard to tourism facilities, information, accommodation and visitor expectations at popular coastal locations

·                    consider the potential of identifying a pilot area as a “Coastal Recreation Area”

·                    continue to support the waterfront regeneration initiative in Barry, Cardiff and Newport

·                    consider the opportunities for enhancing the role of beach wardens and voluntary/coast-care groups in the management and maintenance of beaches

·                    consider the potential of additional or new berths at Cardiff and Newport and the provision of visiting berths at existing marinas

·                    consider the improvement of facilities for cruise-liners and for passengers in Cardiff

·                    consider opportunities for exploiting the potential of food, heritage and culture.

 

It was also noted that in addition to the specific areas related projects, there were also a number of general elements that the Spatial Plan areas would need to consider.  It was accepted that the implementation of the strategy would have implications for future resourcing of Council responsibilities but it was considered that the WAG would need to provide appropriate funding if coastal local authorities were required to implement elements of the strategy.

 

Reference was also made during the course of subsequent discussion to the “Catching the Wave” initiative – further details pertaining to which would be reported to this Committee following publication of the consultants’ feasibility report.  Consideration was also given to the need for integrated and accessible green transport plans to be developed to widen access to the coast where equal priority would be given to walkers / cyclists and motorised transport, and it was agreed that the response to Q4 be amplified accordingly. Furthermore, it was agreed the strategy be amended to include reference to dredging in the Bristol Channel. Other matters raised included ferry services between the Vale and North Devon, the potential benefit to the Vale through partnership arrangements from cruise liners docking in adjacent areas, and proposals to improve access to the beach at Llantwit Major.  

 

RECOMMENDED  –

 

(1)       T H A T the comments to the Consultation Questions in the Welsh Coastal Tourism Strategy, as appended to the report and as amended/amplified at the meeting, be forwarded to the WAG as the Council’s response to the strategy document. 

 

(2)       T H A T, given the current financial constraints on the Council, WAG be urged to make available funding to facilitate the implementation of the strategy.

 

Reason for recommendations

 

(1) & (2) To support the sustainable development of tourism.

 

 

1019               SHOP FRONT DESIGN GUIDANCE LEAFLET (DEER) –

 

The Planning Committee had, in March 2007, endorsed Cabinet’s approval of the above as a basis for good practice and had referred the same to this Committee.  The revised leaflet was circulated at the meeting and officers complimented on the quality of both its content and presentation. The major change from the current guidance referred to roller security shutters, the  guidance now advising that only “open weave” types of shutter would be acceptable.  Members welcomed the new guidance, acknowledging the improvement that would result in local shopping frontages during out of hours periods, opening up the aspect rather than creating a cold and unwelcoming environment that was frequently the case at present.

 

RECOMMENDED – THAT the recommendations of both Cabinet and the Planning Committee to approve the content of the above leaflet be endorsed, together with the associated actions, and to make the document available free of charge to the public and on the Council’s website.

 

Reason for recommendation

 

To assist in improving the image of the commercial centres of the VOG by the provision of design advice.

 

 

1020               DRAFT ANNUAL REPORT MAY 2006 – APRIL 2007 AND FORWARD WORK PROGRAMME FOR 2007/08 (DLPPHS) –

 

The introduction to the third Annual Report of Scrutiny was appended to the report together with specific details relating to those matters falling within the remit of this Committee.   As referred to earlier in the meeting, a review to evaluate the effectiveness of Scrutiny arrangements had been undertaken during the summer of 2006, it being evident from the survey that the Council had made significant progress in developing the Scrutiny function since the last review in 2003.  Revised statistical information was tabled which indicated, inter alia, increased public engagement and expert witness attendance and the busy work schedule undertaken by the Committee and its four Task and Finish Groups – work in respect of three of the latter had yet to be concluded.  Members considered that there had been merit in establishing such bodies which allowed for greater flexibility as regards the scheduling of meetings and better facilitated in-depth discussion as well as requiring increased member involvement and thereby assisting member development in specialist topics.

 

Discussion then focussed on the Work Programme for 2007 / 2008.  As indicated in the Annual Report, the following matters would continue to form part of that programme:

 

·                    quarterly service performance monitoring

·                    monthly revenue and capital monitoring

·                    initial revenue budget and initial capital programme proposals

·                    Improvement Plan

·                    service planning

·                    emerging strategies from the Corporate Plan and Community Strategy

·                    Local Development Plan.

 

It was agreed that the two major outstanding items from 2006 / 2007, namely the Scrutiny Reviews relating to Recycling and Waste Management and Rhoose Point and the impact thereon of development north of the railway line, should continue – albeit with little or no input from the Improvement and Development Team and that the relevant Task and Finish Groups should be reappointed.  A report was also requested on another outstanding issue, namely statistical information relating to vandalism at bus shelters.

 

Whilst recognising the need not to overload the Committee’s Work Programme and to be focussed and practical in selecting further matters for consideration, members agreed that a topic related to sustainability – a key Corporate Plan priority – should be included.  Following discussion, it was agreed that Sustainable Integrated Public Transport be added to the items within the Work Programme and that the Scrutiny Committee (Corporate Resources) be requested to look at “sustainability” from a corporate viewpoint.

 

RECOMMENDED  -

 

(1)       T H A T the draft Annual Report for the period May 2006 – April 2007 be approved, subject to any further minor amendments being agreed in consultation with the Chairman, and that it be submitted to Full Council.

 

(2)       T H A T consideration of the following matters continue to form part of the Forward Work Programme:

 

·        quarterly service performance monitoring

·        monthly revenue and capital monitoring

·        initial revenue budget and initial capital programme proposals

·        Improvement Plan

·        service planning

·        emerging strategies from the Corporate Plan and Community Strategy

·        Local Development Plan

·        recycling and waste management

·        Rhoose Point and the impact thereon of development north of the railway line, Rhoose.

 

(3)       T H A T “Sustainable Integrated Public Transport” be included in the Work Programme for 2007 / 2008.

 

(4)       T H A T the Scrutiny Committee (Corporate Resources) be requested to look at sustainability from a corporate viewpoint.

           

Reasons for recommendations

 

(1)             To approve the Annual Report.

 

(2)&(3)      To determine the Work Programme.

 

(4)             To ascertain the views of the Scrutiny Committee (Corporate Resources).

 

 

1021               EXCLUSION OF THE PRESS AND PUBLIC –

 

RESOLVED – T H A T, under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in Part 4 of Schedule 12A (as amended) of the Act, the relevant paragraphs  of the Schedule being referred to in brackets after the minute heading.

 

 

1022               SITE OF THE FORMER KNAP POOL, BARRY (DEER &DLPPHS) (EXEMPT INFORMATION – PARAGRAPH 19) –

 

Councillor R.J. Bertin had submitted a request for consideration in respect of the above:

 

·                    to ascertain what had gone wrong with the development

·                    to find out who was responsible for the project

·                    to find out when the site was going to be ready for use

·                    to answer public concerns about the waste of taxpayers’ money on the project

·                    to find out how the problem was going to be rectified

·                    to ensure that a similar problem did not re-occur.

 

Prior to this meeting, a site inspection of the area in question had been undertaken by the Chairman and Vice-Chairman and Councillors R.J. Bertin, G.A. Cox, A.D. Dobbinson, Mrs. V.M. Hartrey, Mrs. M. Kelly Owen and Mrs. A.J. Preston. Apologies for absence had been received from Councillors Ms. L. Burnett, Miss J. Cole and E. Hacker.

 

 In response to the request, a comprehensive report had been prepared.  It was noted that the site itself was complex and that two particular problems had occurred with the scheme, namely the delay in the programme for constructing the scheme  (attributable to the contractors) and the flooding of the scheme due to a collapse in the off-site drainage system (the reasons for which were currently subject to investigation).  Whilst discussion ensued on possible alternative options for the site, the scheme would be progressed in a phased manner and with each phase being closely monitored.  The options to repair the collapsed pipe were currently being investigated; once those had been confirmed, a scheme to repair the Lake outfall pipe would be procured. Subject to the detailed drainage alternative being agreed and implemented, it was anticipated that works would be procured to redirect the drainage and re-assess the topsoil in respect of possible turf laying and implementation of a soft landscaping appropriate to the ground conditions to allow public usage of the site during Autumn 2007.  A long-term management programme for the site would also be drawn up.  As regards lessons learned, the Major Projects Unit had re-evaluated its processes and the Corporate Project Management Manual now required that risk assessments and risk management were undertaken.

 

Following further discussion on the above and related matters, including the need to keep the residents of the area fully informed and on issues relating to contractor procurement, it was

 

RECOMMENDED -

 

(1)       T H A T the Scrutiny Committee (Corporate Resources) be asked to commission a report on contractor procurement, that report to concentrate on incidents of poor performance and the steps taken to address that poor performance.

 

(2)       T H A T a press release be immediately issued to inform the public of the current situation and future programme for the area, and that regular communication be undertaken with the Knap Community Action Group.

 

(3)       T H A T Cabinet be requested to approve the allocation of £75k. from the Asset Renewal Fund to finance the initial drainage works, and the works be undertaken in-house.

 

(4)       T H A T Cabinet be requested to review the drainage scheme previously agreed for the Lake vis a vis the current problems with the Lakeside.

 

(5)       T H A T a progress report be submitted to the Committee in July, 2007.

 

Reasons for recommendations

 

(1)             To seek the views of the Scrutiny Committee (Corporate Resources).

 

(2)             To inform the public.

 

(3)&(4)      To seek the views of Cabinet.

 

(5)             To be kept informed.

 

(Note: Councillor R.F. Curtis spoke on the above matter with the consent of the Committee).


 

1023               URBAN PARKS PROGRAMME : VICTORIA PARK, BARRY (DEER) (EXEMPT INFORMATION – PARAGRAPH 20) -

 

Members were notified of the progress to date in respect of the restoration project for Victoria Park, Barry following the award of grant from the Heritage Lottery Fund (HLF) under the Urban Parks Programme.  The restoration works had been designed, procured and supervised on site by external consultants Soltys Brewster Consulting (SBC) and, as lead consultants, SBC had employed Gleeds cost management consultants to assist in the project along with architectural and other technical inputs.  Gee Construction had been awarded the contract to undertake the restoration works themselves. 

 

Problems encountered with the scheme were currently being addressed, a synopsis of the situation being shown below.  At the outset of the scheme the total cost of the tender together with the associated fees was contained within the approved funding.  Work commenced on site in March 2006 with a planned completion date in October 2006.  The contractor’s first request for an extension of time to complete the contract was only received in September 2006 – at which time officers were unaware of any major cost implications in relation to the proposed extension of time or additional work items instructed by SBC.  HLF had appointed Hornagold and Hill (H and H) as project management consultants to the project, their role being to oversee financial aspects in relation to the approved scheme and input the programme generally in terms of quality and adherence to HLF grant conditions.  It had subsequently become apparent that progress on site had slowed increasingly and that quality standards were not being satisfactorily achieved across a range of items.  It was also confirmed in January 2007 that, due to increasing costs and uncertainty, SBC had omitted the Multi Use Games Area and play area items from the main works which not only detracted from the presentation and function of the park but were a requirement of the grant conditions.  A series of meetings had taken place since that time to review the contract situation and to ascertain the full extent of valid claims and cost implications for Council.  Upon completion of the review, a further report updating the situation would be presented to this Committee.

 

RECOMMENDED –

 

(1)       T H A T the issues in relation to the contract works as outlined in the report be noted and the measures taken to investigate matters approved.

 

(2)       T H A T an application to HLF for uplift funding be supported.

 

(3)       T H A T Cabinet approval be sought for the Director of Environmental and Economic Regeneration to authorise contractual payments.

 

(4)       T H A T a further report be presented to this Committee on the completion of the internal review of the contract situation, such a review to include the direct involvement of Internal Audit.

 

(5)       T H A T the report be referred to the next Cabinet meeting.

 

Reasons for recommendations

 

(1)       To progress resolution of contractual issues.

 

(2)       To enable a formal application to be made.

 

(3)       To meet contractual requirements.

 

(4)       To apprise this Committee of the situation.

 

(5)       To apprise Cabinet.