SCRUTINY COMMITTEE (ECONOMY AND ENVIRONMENT)
MINUTES of an extraordinary meeting held on 26th February, 2008.
Present: Councillor S.T. Wiliam (Vice-Chairman in the Chair); Councillors R.J. Bertin, Ms. L. Burnett, J. Clifford, Miss. J. Cole, G.A. Cox, E. Hacker, Mrs. M. Kelly Owen, Mrs. A.J. Preston, Mrs. S.I. Sharpe, W.C. Vaughan, A.J. Williams and M.R. Wilson.
Also present: Councillor G. John.
848 APOLOGIES FOR ABSENCE –
These were received from Councillors A.D. Dobbinson, N.P. Hodges and Mrs. A.J. Moore.
849 DECLARATIONS OF INTEREST –
No declarations were received, although Councillor Bertin reminded Members that he had a dispensation to speak on matters relating to Cardiff Bus.
850 BARRY STEAM RAILWAY PROJECT – VALE OF GLAMORGAN RAILWAY COMPANY (DEER) –
The report set out the background to the role of the Vale of Glamorgan Railway Company and the level of financial support that the Company had received to date. Details were also presented of the requirements which had been set out when the various revenue grants, given in support of the operation and management of the Company, had been agreed. The report then went on to evaluate the latest Business Case provided in support of the Company’s bid for further financial support. Prior to Cabinet considering that report on 5th March, this Committee had been afforded the opportunity to pass its comments on before a decision as to the optimum way forward was taken. The VGRC had submitted a bid, supported by a Business Plan document, which sought approval of a continued Revenue Grant of £65k. per annum. An evaluation of the Business Plan had been undertaken which had given rise to concerns. It was considered unlikely that further funding would be available from WAG and no specific allocation had been made in the 2008/09 budget for the Department for continued support for the VGRC. The approval for grant given in 2005 had been on the basis of improved turnover and visitor numbers but the actual figure for the last year was below that achieved in 2002. It was also noted that to date the VGRC had operated on the basis of a Licence to utilise tracks and buildings in the ownership of the Council with the expectation being that VGRC would maintain and repair those assets. Since that had not happened and the Building Maintenance budget for repairs had consistently been required at the Barry Island Station building, it was considered that the current position could not continue and that formal lease arrangements would have to be considered. As such, it appeared that the project appeared to have reached a “watershed” position. It was proposed, therefore, that consideration be given to an alternative provider if such a provider could be found who would not be reliant upon revenue support. It was further proposed that the part of the Steam Railway Project currently undertaken by the VGRC in respect of the operation of the steam railway and the provision of events be re-marketed on the basis of the proposed Service Level Plan as appended to the report and that the VGRC be requested to submit a bid in accordance with such requirements should it wish to continue operations and events.
Members expressed disappointment that the Company had found difficulty in meeting its commitments whilst recognising that many of the reasons for that failure had been due to circumstances beyond its control. It was considered, however, that the Business Plan had been somewhat unrealistic and that the optimum way forward was to undertake the marketing exercise to ascertain whether other providers could be identified – to work in partnership with the Company possibly and/or each other. Members emphasised that the work and programme of the Company to date had been much appreciated and that it was to be hoped that a working relationship would continue.
RECOMMENDED –
(1) T H A T the Director of Environmental and Economic Regeneration, in consultation with the Director of Finance, ICT and Property and the Director of Legal, Public Protection and Housing market the opportunity to run the Heritage Railway at Barry on the basis of the terms contained in the Draft Service Plan appended to the report.
(2) T H A T a further report be submitted to Cabinet indicating the outcome of the marketing exercise.
(3) T H A T officers meet with the Vale of Glamorgan Railway Company to explain the proposals and to request a current report on its financial and trading position, indicating that the Council was willing to allow the Company to continue its events through the 2008 Summer season whilst the marketing operation was being undertaken.
Reasons for recommendations
(1) To ensure the marketing of this opportunity complies with the relevant regulations and other legislation.
(2) To enable Cabinet to make a decision in respect of an alternative operator or to review the financial needs of the current operator should no alternative provider be found.
(3) In order that an operational transfer date can be agreed should the railway company either not bid to carry on its activities or not be the successful bidder whilst ensuring that some continuity of service provision is possible.
851 LEISURE CHARGES 2008/09 AND LEISURE MEMBERSHIP SCHEME (DEER) -
An increase generally in line with inflation of 2.7% was proposed for the majority of leisure charges, rounded up or down to the nearest 5p for each collection. The suggested fees were appended to the report and it was noted that the variations were mainly due to the effect of the new swimming facility at the International Sports Village on the leisure centre trading position. Attention was drawn to the fact that by increasing all prices by approximately 2.7%, there would be a variable non-member entrance fee depending the chosen activity. Given the technology available to the leisure centre, this would save a very significant amount of working hours in entering the new prices. It was pointed out that, initially, when marketing the new Freestyle Membership Scheme, the fixed price had been considered essential to demonstrate the saving available by joining the Scheme but that now the scheme was firmly established, changes could be made.
Where possible, all main charges including membership fees were benchmarked against other local authority price structures and the private sector leisure providers. Where price issues arose throughout the year particularly in relation to sport, arts and play development sessions, including food and beverage charges, saleables and some additional leisure charges within leisure centres, as in previous years, officer delegation in consultation with the Cabinet Member for Tourism and Leisure was requested to set relevant charges for those services or to increase charges during the course of the year should circumstances dictate. Reference was made to the fact that during the course of 2007/08, Direct Debits had been introduced for swimming lessons and the introduction of further Direct Debit payments for other services would be considered in the future. Again, as in previous years, it was proposed that all suggested prices be a maximum with officers having the ability to reduce prices if appropriate for promotions in consultation with the Cabinet Member for Tourism and Leisure - and as employed in the current year to make deductions to some prices to compete with the International Sports Village. In order to reduce costs, consideration was also given to the proposal to close two of the main four Leisure Centres completely on Bank Holidays given the significant increase in the cost of operating the service and drop-off in usage. It was noted that two Lifestyle Fitness would continue to be opened on Bank Holidays (except Christmas Day and Boxing Day) and other facilities would also be opened depending on demand.
Following consideration of the above and related matters, it was
RECOMMENDED - T H A T Cabinet be requested to approve
· the leisure charges as detailed in Appendix A to the report for implementation in April 2008;
· the authorisation of the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Tourism and Leisure to set charges or increase prices for sports, arts and play development courses, saleables, some additional leisure centre activities and food and beverage charges as appropriate during the course of the financial year;
· agreeing that all leisure charges set be the maximum costs with officers having the ability to reduce prices if appropriate for promotions in consultation with the Cabinet Member for Leisure and Tourism;
· endorsement of a reduced opening of Leisure Centres on Bank Holidays.
Reasons for recommendations
To increase prices in line with inflation to take account of specific market conditions; to enable charges for these services to reflect the particular market conditions; to allow price to be used as a marketing tool; to reduce costs.
852 2008/09 CHARGES TO DYFFRYN GARDENS AND ARBORETUM, COSMESTON MEDIEVAL VILLAGE, COSMESTON LAKES COUNTRY PARK AND PORTHKERRY COUNTRY PARK (DEER) -
Consideration was given to the following proposals in respect of the above:
· to maintain the current charges in respect of Dyffryn Gardens for 2008/09 since, due to a delay in the restoration of the area around the Walled Garden, the Walled Garden would not be part of the visitor experience until 2009/10;
· to maintain the current charges in respect of Cosmeston Medieval Village except for educational charges which had remained static for many years, the proposals in respect of Vale schools and schools outside the area being detailed at Appendix B to the report;
· an increase in the charge of activity packs for the nature trail and orienteering at Cosmeston Lakes Country Park to cover production costs as detailed at Appendix B to the report;
· to maintain the current charges for the use of the “pitch and putt” and car park charges at Porthkerry Country Park.
It is considered that visitor numbers at the above sites could be increased by encouraging Council staff to use the facilities and, as part of a campaign to that end, consideration was given to giving Council staff a 20% discount in respect of entry fees and events at Dyffryn Gardens and Cosmeston Medieval Village (subject to exclusions) and in respect of the use of the golf course at Porthkerry. It was proposed that the above concession be implemented on a trial basis for twelve months with an interim six month review to assess effectiveness after which the overall benefits would need to be reviewed.
Following consideration of the above and related matters, it was
RECOMMENDED - T H A T Cabinet be requested to approve:
· the charges as detailed in Appendices A,B and C for implementation in March 2008 for the Dyffryn main season and in April 2008 for the other two sites;
· the authorisation of the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Tourism and Leisure to set prices for saleables, some additional site activities and food and beverage charges as appropriate during the course of the financial year;
· agreeing that the charges set be the maximum with managers having the ability to reduce prices if appropriate for promotions;
· offering Council staff a 20% reduction on entry fees and use of facilities as indicated in the report for a trial period of up to one year.
Reasons for recommendations
To take account of specific market conditions; to enable charges for those services to reflect particular market conditions; to allow price to be used as a marketing tool and to accommodate special events; to encourage outdoor activities and to increase overall income for the facilities.
853 VISIBLE SERVICES – PROPOSED FEES AND CHARGES FOR 2008/09 (DEER) –
The purpose of the report was to propose increases in services charges for functions managed by Visible Services for 2008/09 and to advise Members of the effects of the increased charges previously agreed for the 2007/08 period as requested by this Committee back in March 2007 (Min No. 936). Charges for 2007/08 had generally been increased to the maximum thought reasonable at the time. It was reported that some criticism had been received as a consequence, particularly in relation to youth cricket, and that it was proposed to address that criticism through changes in the charges for 2008/09.
Appended to the report were the income levels for a number of major services where charges had been increased over the rate of inflation for 2007/08. The drop in car park income was attributed to the summer weather rather the increased charges and it was accepted that, given that there were few providers of similar services in the public sector other than for car parking and commercial waste, it was unlikely that competition from such markets had had much of an affect on the income generated.
For 2008/09 it was generally proposed that charges be increased by 2.7% with few exceptions and that waste charges be increased by 30% due to increases in landfill tax from 1st April, 2008. The proposed charges for each of the following services, as summarised below, were appended to the report:
· Parks and Grounds Maintenance – the salient points being that it was generally proposed to increase charges by 2.7%, with 2 new charges being introduced; to reduce the charge for youth cricket by 50%; to note that the fees for Porthkerry Cemetery had been put forward by Barry Town Council as operators of the facility
· Highway Maintenance – no increase in coastal car parking charges or filming on the highway; increase of 2.7% for Café Style Licences to trade on the highway
· Engineering Design and Procurement – increase of 2.7% on all charges except “skip on highway permit”.
· Waste Management and Cleansing.
As referred to above, it was proposed to increase the majority of waste charges by 30% with the bulk of those costs falling on the private sector who would have a choice as to whether to use the Council’s service or that of an alternative provider. In addition, a new charge of £10 per commercial customer would be introduced for the provision of “Duty of Care” documentation. To assist in encouraging the green waste collection, it was proposed that the cost of reusable bags and the biodegradable sacks remain unchanged. As part of the Waste Awareness Campaign to reduce the use of plastic bags, a new reusable jute bag would be produced for sale at £1.50.
Attention was also drawn to charges for docking for the Waverley and Balmoral and to the fact that Cabinet had deferred consideration of any increase back in 2007/08 in order for the matter to be reconsidered with all fees and charges for 2008/09 (Min. No. C3147). It was now proposed that the current charges be increased by 2.7% for 2008/09. The suggested increase in slipway permits and replacement keys was considered to reflect the current costs of the service.
RECOMMENDED – THAT the charging and fee proposals as set out above be endorsed and referred to Cabinet for approval.
Reason for recommendation –
To demonstrate Committee’s approval of the proposals and to obtain an Executive decision.
854 3RD QUARTER PERFORMANCE INDICATORS (DEER) –
Details in respect of the four services falling within the Directorate were presented in respect of the period April to December 2007. The report contained details of PI performance and, where performance had not reached target, the reasons therefore and, where appropriate, the corrective action required to meet the target.
As regards Building and Vehicle Services, it was noted with pleasure that the Building Maintenance Division had again been nominated for a national award and agreed that a letter of congratulation be sent. Particular reference was made to the successful pilot study in respect of asbestos labelling and to the performance in respect of VOIDS returned within target (attributable to the closer working relationship with the Housing Department than previously).
When considering the statistics in respect of Economic Development and Leisure, the Service was congratulated on its performance regarding the number of visits to indoor sports facilities which, whilst not meeting the target identified, actually placed this Council as the 3rd best in Wales and well within the top quartile. Discussion ensued on the expectation that targets had to be increased each year and to the fact that that particular target was unrealistic.
Particular attention was drawn to the 100% of Visible Services employees with a PDR/TDR in place, and congratulations offered to the Head of Service who confirmed the view of himself and his managers that the effective management of staff was crucial to the efficient running of the service. Reference was also made to certain indicators were the required target had not been met, the case in respect of the clearance of fly-tipping being a direct consequence of further savings having to be made in the current financial year, that in respect of visits to outdoor facilities being unrealistic, as was that relating to the repair of street lamps when, in fact, the service had been the best performing service in the country last year and was very successful.
Within the Planning and Transportation Service, it was noted that improvements had been achieved in respect of the number of planning applications determined within the specified periods and the reasons accepted for the apparent failure to achieve target of others.
RECOMMENDED –
(1) T H A T the position in respect of the Third Quarter Performance Indicator monitoring be accepted.
(2) T H A T, given the successful performance of the Economic and Leisure Service nationally in respect of attracting visitors to Leisure Centres, consideration be given to reviewing and setting a more realistic target for the service with particular reference to performance indicator LCS1a.
Reason for decision
(1) To ensure continuous monitoring.
(2) To allow the Service to meet the target.
855 BUS SERVICE PROVISION FOR THE VALE OF GLAMORGAN – REQUEST FOR CONSIDERATION SUBMITTED BY COUNCILLOR S.T. WILIAM (DEER) –
Councillor Wiliam had drawn attention to the adverse effect of the cutting of bus service No. 4 in Barry on a large number of people. He referred to the demographics of the area covered by that particular service as being a predominantly older population which had been largely reliant upon the bus. He asked what solution could be found to serve the people in the area of the Knap, Barry Island and the Suburb, where else such cuts were being made in the Vale, how people’s needs were being met, and whether there were examples of good transport initiatives in other authorities which this Council could emulate. The focus of the Director’s report was on the current provision of bus services in the Knap and Garden Suburb areas of Barry. It was noted that over a number of years there had been various changes to services in the Knap and Garden Suburb. The most recent change to service provision was the decision by EST Bus Limited to withdraw its commercial Service B1 from the Suburb and to run to Barry Island instead, effective from 14th January, 2008. EST had however, subsequently reversed that decision and would reinstate Service B1 to the Suburb with effect from 3rd March, 2008. It was emphasised that the Council had no jurisdiction over that commercially operated service, nor was any consultation process required. Barry Island remained served by the 20 minute frequency of Service 95 hourly in the evenings and on Sunday. As regards the “recent” withdrawal of Service 4, it was noted that National Welsh did at one time operate a Service B4 around the Garden Suburb as part of the “Bustler” network. That had been operated as a B7 by Cardiff Bus and had subsequently been replaced by Service P5. In November, 2002 Service 94 had replaced the P5 on an hourly frequency and had provided the through service to Cardiff without the need to change vehicle. That through Service had run until March 2006 when, following a further change to the routes, the current arrangements had been put in place with the supported Bus Service B3. Attention was drawn to the fact that the current level of support for Service B3 was £49 per day but that, following a recent re-tendering exercise, that cost would increase to £110 per day with effect from 31st March, 2008. It was pointed out that residents of the area who could not easily access bus services because of mobility impairment could use Community Transport provided by the EST using adapted vehicles running one day a week to Cardiff and a Saturday facility to King Square and Morrisons.
It was accepted that whilst the service from the Suburb and the Knap was not as deficient as perceived, there was a need for greater publicity to be given to the services on offer from those areas together with connecting services elsewhere. It was explained that Council did publish comprehensive bus timetable information in hard copy for widespread distribution, together with information on the website. Articles were submitted to the local press and bus surgeries held twice a year. Public transport information was also available in a variety of formats from bodies such as Traveline. The onus, however, in respect of publicising commercial services lay with the operator.
Further discussion ensued on the above and related matters, following which it was
RECOMMENDED – T H A T the position be noted, and that local ward Members assist in publicising the services available together with the role of the Council in that respect and in bringing apparent shortfalls in the service to the attention of appropriate officers.
Reason for recommendation
To effect improvements.
856 SCRUTINY COMMITTEE – TRACKING OF UNCOMPLETED RECOMMENDATIONS: APRIL TO DECEMBER, 2007 (DLPPHS) –
Results in respect of uncompleted recommendations for the period April to December 2007 were presented. Committee was updated in respect of the as yet uncompleted action in respect of Minute No. 224 – “Waverly and Balmoral – Docking Charges, Penarth Pier” in that the matter had been considered earlier in the meeting and would be referred to Cabinet for determination on 5th March, 2008.
RECOMMENDED – T H A T the uncompleted actions for the first three quarters of the current municipal year be noted, and that the action in respect of docking charges for the Waverly and Balmoral be deemed to be completed.
Reason for recommendation
To keep the Committee informed and to maintain effective tracking of the Committee’s recommendations.