SCRUTINY COMMITTEE (ECONOMYAND ENVIRONMENT)

 

MINUTES of a meeting held on 2nd October, 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, E. Hacker, Mrs. M. Kelly Owen, Mrs.  A.J. Moore, Mrs. A.J. Preston, Mrs. S.I. Sharpe, W.C. Vaughan, A.J. Williams and M.R. Wilson.

 

Also present: Councillors Ms. M.E. Alexander, R.F. Curtis and N. Moore.

 

 

385     APOLOGY FOR ABSENCE -

 

This was received from Councillor S.T. Wiliam.

 

 

386     MINUTES -

 

RECOMMENDED - T H A T the minutes of the meeting held on 4th September, 2007 be approved as a correct record.

 

 

387     DECLARATIONS OF INTEREST -

 

Councillor Miss J. Cole declared an interest in agenda item no. 4 “Barry Town Hall - Exhibition Area” and notified the Committee that she had been granted a dispensation to speak on the matter but not to vote.

 

 

388     BARRY TOWN HALL - EXHIBITION AREA (MINUTE NO. C3198) -

 

The above matter had been considered by Cabinet on 19th September, 2007 when the following resolutions of Minute No. C3156 had been reaffirmed:

 

·             that the option to introduce a coffee shop / bar facility within the exhibition area be agreed in principle;

·             that a marketing exercise be carried out to gauge the quality of potential providers of the coffee shop / bar facility;

·             that an examination be made of the Library Service taking responsibility for the remaining exhibition area;

·             that the capital and revenue costs of operating the exhibition / coffee shop / bar area be identified in full and reported back to Cabinet.

 

That decision had been called-in by Councillor Mrs. M. Kelly Owen “to allow proper scrutiny by Members of the real damage to the wider, commercial reputation of the Vale of Glamorgan in sending out the message that second best will do, rather than recognising that what brings investment and a sense of status to an area is the ability to always react and, in fact, lead to rising aspirations of its residents; and especially all who have already visited the new County Library and beautifully refurbished former Town Hall - now the County Art Gallery.  Also, to give full consideration to all offers of help or advice from local artists’ organisations and the Welsh Arts Council, to ensure that every avenue is thoroughly investigated and that any need for coffee bars or restaurants is encouraged from the private sector, by encouraging private investment into the many empty properties in the area”.

 

In addition to contributions to the ensuing debate coming from a number of Members and officers, Mr. Paul Haley on behalf of Pride in Barry and Ms. Gwyneth Price of the Women’s Arts Association addressed the Committee. 

 

By way of background, it was explained that part of the rationale behind the current Cabinet proposals was to have regard to the response engendered by a public opinion survey undertaken a year or so ago that a coffee shop would be welcome in the building and to ascertain the effect that might have on footfall not only in the building itself and immediate area, but in the town centre generally.   Whilst an estimated 7,000 people had visited the space between November and February to view exhibitions, it had been observed that there were significant periods during the day when that space was under-utilised and it was considered that a coffee shop would assist in boosting visitor numbers by adding to the attractiveness of the area.  Those visitors might then be further encouraged to view the other facilities within the former Town Hall and the refurbished King Square and Central Park, another reason behind the proposal being to increase access to the arts and remove any misconception of elitism.  Examples were quoted where “art” and “coffee” successfully co-existed, for example The Senedd in Cardiff.  The siting and size of the area identified as being set aside for the café facilities was clarified at the meeting as being up to one third of the existing exhibition space, located so as to maximise access to and from King Square and Central Park.  It was emphasised that, as indicated in Cabinet’s previous consideration of the matter, these were proposals only and that a further report would be made to Cabinet on the findings of the marketing exercise, the examination of the Library service taking responsibility for the remaining exhibition area and in relation to the costs.

 

Discussion focussed on the current proposals to site the coffee shop within the exhibition area and whether they should be scaled down or even relocated to another area within the building.  Views were expressed that the building was large enough to accommodate both an exhibition space and a café and Mr. Haley emphasised the need for a compromise solution to be found.  He also referred to the lack of funding being made available to manage and promote the exhibition area and drew attention to potential assistance in that respect coming from local arts organisations and volunteers.  Ms. Price described the current exhibition area as a treasure, being brilliantly lit and of a size suitable to allow large paintings to be shown.  She too called for a compromise to be found stressing that artists were not against the principle of a café but were against the flexibility of the current space being compromised.  A dedicated curator would maximise usage of the area by attracting exhibitions of varying sorts or by offering, for example, to host workshops, thereby bringing in schools, colleges and the general public through improved marketing.  Concerns were also expressed at the lack of revenue funding for staffing, advertising and the development of the space given the prestigious regeneration scheme which had transformed the former Town Hall and its environs.  It was considered that a further report on the funding of the exhibition area should be presented to a future meeting and that data relating to the use of the area be reported on a regular basis, both in terms of the exhibitions scheduled and visitor numbers. 

 

Following further discussion on the above and related issues, it was

 

RECOMMENDED - T H A T the matter be further considered by both the Scrutiny Committees (Lifelong Learning) and (Corporate Resources) given the view of this Committee that the sheer scale of the proposals inevitably prejudiced the exhibition area and could give rise to a serious distraction and diversion to the Library staff away from their key duties and responsibilities.

 

Reason for recommendation

 

To inform the above Scrutiny Committees.

 

 

389     CORPORATE PLAN MONITORING (CMT) -

 

The report summarised progress made on the actions contained in the Council’s Corporate Plan 2006-2010, specifically an update on progress achieved in 2006/07.  The plethora of targets and actions completed or on track for completion in agreed timescales was welcomed and the reasons for those regarding which there were concerns or a significant risk of outcomes not being achieved within agreed timescales noted.

 

RECOMMENDED - T H A T the progress made on implementing the Council’s Corporate Plan 2006-2010, as identified in the schedules appended to the report, be accepted.

 

Reason for recommendation

 

To ensure the Corporate Plan is effectively monitored.

 

 

390     REVENUE AND CAPITAL MONITORING: 1ST APRIL, 2007 -

31ST AUGUST, 2007 (DEER) -

 

The projected outturn for the 2007/08 Revenue Budget remained a balanced budget.  Reference was once again made to the fact that the Directorate was required to find £1.1m. efficiency savings and that progress towards achieving those savings would be monitored.  Details pertaining to the Capital Programme were appended to the report.  It was noted that there had been a Town Improvement Grant offer of £8,950 from the WAG and that Cabinet had already been requested to increase the Capital Programme to reflect that additional amount.

 

RECOMMENDED - T H A T the position with regard to the 2007/08 Revenue and Capital monitoring be noted.

 

Reason for recommendation

 

To monitor the budget.

 

 

391     HOME COMPOSTING AND PERFORMANCE INDICATORS (DEER) -

 

In September 2006, the then Minister for the Environment, Planning and Countryside at the WAG had announced that home composting would be included within the calculation for the recycling and composting and Landfill Allowance Scheme targets set for Welsh Councils.  To assist local authorities, WAG and Waste Awareness Wales (WAW) were distributing home composting bins and kitchen caddies procured by WAG to all Welsh local authorities.  This Council would consequently receive 1,222 330-litre composting bins, 468 220-litre bins and 815 10-litre kitchen caddies.  Whilst there was no charge for the bins themselves the Council would need to pay a delivery charge for their transportation from the supplier in North West England.  Each Council had a discretion to charge for the bins and any income gained from sales could be retained by the Council.  Under the present scheme, home composters were sold at £12 for a 220-litre bin with a hatch and £10 for a 220-litre bin without a hatch; householders were charged an additional £4.95 for delivery.  It was proposed to continue with the current charge.

 

Whilst the distribution of additional home composters would contribute to the Council’s 2007/08 Landfill Allowance Scheme targets, it was currently uncertain as to whether home composting figures would be included beyond 2007/08 due to Defra consulting on changes to the Waste Emissions Trading Act 2003 which, if implemented, would mean that waste from home composting could not be counted as municipal waste.  It was noted that for 2007/08 the increased tonnage obtained from the additional home composting would assist the Council in meeting the current year’s landfill diversion target.  Whilst the initiative was to be welcomed, subsequent discussion focused on the level of benefit that would likely accrue to the Council given future uncertainties and the targets set for 2009.  In response to a question, it was agreed that statistics be collated on take-up on a ward basis when bin/caddy disposal commenced in order that a monitoring exercise could be undertaken.

 

RECOMMENDED - T H A T Cabinet be requested to accept the full allocation of composters offered to the Council by WAG, as referred to in the report and summarised above, and that they be sold to householders in line with the existing Scheme.

 

Reason for recommendation

 

To continue to promote home composting and to ensure that there is equality of service provision; and to obtain the necessary authority.

 

 

392     RIGHTS OF WAY IMPROVEMENT PLAN (DEER) -

 

Under the provisions of the Countryside and Rights of Way Act, the Council was required to produce a Public Rights of Way Improvement Plan (ROWIP) for the Vale of Glamorgan by November 2007.  Widespread consultation had been undertaken including, most recently, consideration by the Vale of Glamorgan Local Access Forum; a comprehensive list of all consultations undertaken throughout the process was tabled at the meeting.  The final draft was to be submitted to Cabinet for approval the following day.  It was explained that the ROWIP focused on the three main themes of management, stakeholders, and information, communication and promotion.  For each of those themes, actions had been derived to produce a series of proposed actions.  It was that Statement of Action which provided the procedural framework for future work on the Rights of Way network over the next ten years.  It was noted that certain typographical amendments were required to the document as previously circulated.  The ROWIP was intended to provide the basis for an annual work programme based upon evolving priorities and resourcing, although it was noted that the existing staff resources would be stretched to deliver the proposals.  A recent letter from Jane Davidson, Minister for Environment, Sustainability and Housing was tabled.  The letter referred to the need for ROWIPs to contain good quality information on the estimated resource needs of the projects proposed as well as a prioritised list of the projects planned in order that WAG could work together with CCW and the WLGA to determine how best the resource needs to meet the resource needs identified.

 

ROWIP had also to be seen in the regional framework promoted through Sewta in respect of walking and cycling strategies and in the context of the Coastal Action Improvement Programme.  The ROWIP would also be used to promote sustainability and those officers involved in its production, specifically the former Operational Manager and the current Footpaths Officer were commended on the production of a clear and user friendly document.

 

RECOMMENDED - T H A T the Rights of Way Improvement Plan be endorsed, it being noted that Cabinet would consider the ROWIP the following day.

 

Reason for recommendation

 

In order that the document may be approved.

 

 

393     SCRUTINY COMMITTEE - TRACKING OF RECOMMENDATIONS (DLPPHS) -

 

Members were informed of the progress in relation to recommendations made during the period April - June 2007 and their views requested relating to the progress against each recommendation, whether further action might be required, to ensure the required action had been undertaken and confirm those actions which had been completed.  The requirement of reporting in the current system of tracking recommendations was a direct result of a recent Scrutiny Review which had recommended that Scrutiny progress needed to be more transparent, accountable and readily understood.  It was the intention that such tracking reports be submitted to Scrutiny Committees on a quarterly basis.  Members agreed that it was important to note that the decisions of Scrutiny Committees were tracked and monitored in such a way since failure to do so could result in a risk that recommended courses of action would not be followed and consequently “lost” which would, in turn, undermine the credibility of the Scrutiny process.  The Committee’s views on the status of the actions were therefore requested.  Members were pleased to receive the report which formally provided them with the up-to-date position on their recommendations.

 

Having considered the report, it was

 

RECOMMENDED -

 

(1)       T H A T the actions detailed as completed below be agreed:

 

17th April 2007 - Minute No. 1014

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

Initial action completed - event having been held on 29th June, 2007

 

17th April 2007 - Minute No. 1015

 

Public Opinion Survey 2006: Results - 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.

 

Completed - Chairman subsequently agreed to a letter giving that information being sent to Members rather than a “for information” report made to Committee (July 2007)

 

17th April 2007 - Minute No. 1017

 

Knap Lake Shelters Refurbishment - That the procurement of works to refurbish the Knap shelters and the request to increase the Visible Services Capital Programme be endorsed and the report referred to Cabinet for an Executive decision.

 

Completed - (Cabinet 9th May, 2007 Minute No. C3005)

 

17th April 2007 - Minute No. 1018

 

Welsh Coastal Tourism Strategy -

(1)  That the comments to the Consultation Questions in the Welsh Coastal Tourism Strategy be forwarded to the WAG as the Council’s response to the strategy document.

 

 

Completed (May 2007).

 

 

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

 

 

17th April 2007 - Minute No. 1020

 

Draft Annual Report May 2006 - April 2007 and Forward Work Programme for 2007-08 -

(1)  That 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.

 

 

Completed (9th May 2007)

 

 

 

 

 

 

 

 

(2)  That 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.

Completed

 

(3)  That “Sustainable Integrated Public Transport” be included in the Work Programme for 2007-2008.

 

Completed (Task & Finish Group established 22nd May 2007)

 

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

Completed

(Request withdrawn Min. No. C66)

 

17th April 2007 - Minute No. 1022

 

Site of the Former Knap Pool, Barry -

(2)  That 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.

 

 

Completed

 

 

(3)  That 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.

Completed (Cabinet 23rd May 2007 Min. No. C3026)

 

17th April 2007 - Minute No. 1023 -

 

Urban Parks Programme: Victoria Park, Barry -

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

 

 

 

Completed

 

 

 

 

(2)  That an application to HLF for uplift funding be supported.

Completed

 

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

Completed

 

(4)  That 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.

Completed

 

(5)  That the report be referred to the next Cabinet meeting.

Completed

 

22nd May 2007 - Minute No. 33

 

Revenue and Capital Monitoring 1st April 2007 - 30th April 2007 - In response to a query relating to land acquisition to facilitate the access road to Dunraven Bay, the Head of Financial Services confirmed that the required information would be forwarded to the enquirer.

 

Completed (29th May 2007)

 

22nd May 2007 - Minute No. 34

 

Implications of the Waste Agenda -

(2)  That further reports be sent to the Committee addressing future waste management issues and risks, it being anticipated that the first of those reports would be submitted to the meeting in June 2007.

 

 

Completed

 

(3)  That the report be referred to the Corporate Management Team and to the Scrutiny Committee (Corporate Resources) for consideration.

Completed (June 2007)

 

22nd May 2007 - Minute No. 35

 

Knap Slipway - Proposal for the re-opening of the Slipway for Boating Only -

(1)  That Cabinet be requested to approve use of the 2007/08 Asset Renewal monies to undertake repairs to the Knap Slipway.

 

Completed (Cabinet 20th June 2007 Min. No. C3063)

 

 

 

 

(2)   That Cabinet be requested to authorise the Director of Environmental and Economic Regeneration in consultation with the Director of Legal, Public Protection and Housing Services to agree terms and to grant a Licence to the South Wales Powerboating Group (SWPG) to manage jointly the operation of the Knap Slipway for a 12 month period.

Completed (Cabinet 20th June 2007 Min. No. C3063)

 

(3)  That Cabinet be requested to approve the advertisement of concessions for the joint management of both the Knap and the Sully Slipways for future seasons on a 3-5 year basis.

Completed (Cabinet 20th June 2007 Min. No. C3063)

 

20th June 2007 - Minute No. 131

 

A Joint Scrutiny of Partnerships in Waste Management -

That the report on the Joint Scrutiny of Partnerships in Waste Management and its recommendations be endorsed and forwarded to Cabinet for adoption.

 

Completed (Cabinet 4th July 2007 Min. No. C3097)

 

20th June 2007 - Minute No. 132

 

Specific Grant Exposure - Sustainable Waste Management -

(1)  That Cabinet be requested to endorse the Grant expenditure allocated in line with the amounts for 2007/08 and indicative amount from WAG for 2008/09 and 2009/20 as follows…..:

·             contribution towards funding of the existing domestic kerbside recycling in the Vale (alternate weekly Wk 2 paper, glass and cans, Wk2 plastic and cardboard) to 100% of properties: £1,039,928

·             green waste collection: £105,494

·             funding for Waste Educational and Awareness Initiatives: £123,000

·             contribute towards the cost of enforcement team covering flytipping, litter and dog fouling: £50,000

·             further development of waste management options including Phase 1 and 2 of the Waste Resource Park: £41,000.

 

 

 

Completed (Cabinet 4th July 2007 Min. No. C3098)

 

 

20th June 2007 - Minute No. 134

 

Tourism Strategy -

(1)  That Cabinet be recommended to endorse the draft Tourism Strategy.

 

 

Completed (Cabinet 4th July 2007 Min. No. C3099)

 

(2)  That a consultation event be held with Members and stakeholders, including representatives of Chambers of Trade and Town / Community Councils.

Completed (Event held 17th  July 2007)

 

(3)  That the report be referred to the Community Liaison Committee as part of the consultation process.

Completed (18th July 2007 Min. No. 232)

 

(4)  That Cabinet be requested to have regard to allocating resources to fulfil the promise of the strategy.

Completed (Cabinet 4th July 2007 Min. No. C3099)

 

20th June 2007 - Minute No. 136

 

Banners on Bridges -

That Cabinet be urged to support the termination of the practice of permitting the display of banners on bridges.

 

Completed (Cabinet 4th July 2007 Min. No. C3101)

 

20th June 2007 - Minute No. 137

 

Vale of Glamorgan Local Development Plan (LDP) - Sustainability Appraisal Draft Scoping Report - Results of Public Consultation -

That the proposed amendments to the S.A. Draft Scoping Report resulting from the formal public consultation exercise be approved and the revised S.A. placed at relevant Council Offices and Libraries and on the Council’s website for public information.

 

Completed

 

20th June 2007 - Minute No. 139

 

Technical Advice Note (TAN) 18: Transport -

That the report be referred to the aforementioned Task and Finish Group for consideration and to help inform the scoping exercise at its first meeting.

 

Completed (Sustainable Integrated Public Transport T&FG received the report on 25th September 2007).

 

(2)       T H A T decision tracking Scrutiny recommendations be reported on a quarterly basis.

 

(3)       T H A T, in response to a question relating to follow-up action requested back in February 2007, an invitation be extended to representatives of the Consortium and WAG to attend an early meeting of this Committee to receive an update on progress in respect of Phase 2 of the Waterfront development and to make clear the Council’s aspirations.

 

Reasons for recommendations

 

(1)&(2)         To apprise Members and further enhance the Scrutiny monitoring process.

 

(3)                To comply with the recommendation of this Committee in February 2007 (Minute No. 805) and to make further progress.

 

 

394     FAIRTRADE COUNTY STATUS - PROGRESS REPORT (DEER) -

 

Councillor M.R. Wilson had requested consideration of the above matter in order to receive an update on progress.  Council had resolved in March 2006 (Minute No. 874) that, as a first step, the Vale of Glamorgan Council should make Fairtrade tea and coffee available in order for the Vale of Glamorgan to become a Fairtrade area.  Of the five goals required to be met to achieve such status, only one remained incomplete namely, Fairtrade products to be used by a flagship employer.  It was reported that the Fairtrade Steering Group (which comprised 15 representatives from Town Councils and from local businesses together with Councillor Wilson) was actively progressing that particular issue with local employers.  At the meeting in September, the Group had agreed that the application would be submitted in the Autumn ready for Fairtrade Status to be achieved and promoted for the Fairtrade fortnight in February 2008.

 

RECOMMENDED - T H A T the contents of the report be noted and the progress towards achieving Fairtrade Status in the Vale of Glamorgan supported.

 

Reason for decision

 

To support the corporate objective of achieving Fairtrade Status in 2007.

 

 

395     EXCLUSION OF PRESS AND PUBLIC -

 

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

 

 

396     DEFECTIVE PRIVATE SEWER, THE BROADSHOARD, COWBRIDGE (DEER) (EXEMPT INFORMATION - PARAGRAPH 20) -

 

Members were apprised of the present position in respect of the above (together with the relevant history) and approval was sought as to how to proceed given the complexities of the issues involved.  Following a lengthy debate on the various options and issues put forward, including a proposal to recommend to Cabinet that a decision on the matter be deferred at present to allow further advice to be sought, it was

 

RECOMMENDED -

 

(1)       T H A T, subject to legal opinion being obtained on the cessation of the Council’s liabilities in respect of this private sewer on completion of the works (including Counsel’s advice if necessary), the remedial works as proposed in the report be undertaken in accordance with the current Building Regulations, the costs to be met from Council reserves.

 

(2)       T H A T the above recommendation be submitted to Cabinet for approval.

 

Reasons for decisions

 

(1)       To safeguard the Council’s interest and to provide a private sewer which complies with current Building Regulations.

 

(2)       To obtain the necessary authorisation to proceed.