Welcome to the
Vale of Glamorgan Council

THE VALE OF GLAMORGAN COUNCIL

 

MINUTES of the Annual Meeting of the Council of The Vale of Glamorgan held at the Civic Offices, Holton Road, Barry on Wednesday, 21^st May, 2008.

 

Present: Ms. M.E. Alexander, Mrs. S.M. Bagstaff, R.J. Bertin, Mrs. M.E.J. Birch, J.C. Bird, Miss. B.E. Brooks, Mrs. J.E. Charles, P. Church, J. Clifford, G.A. Cox, R.F. Curtis, Ms. P. Drake, S.C. Egan, Mrs. V.L. Ellis, C.P.J. Elmore, A.M. Ernest, J.F. Fraser, E. Hacker, A.D. Hampton, Mrs. V.M. Hartrey, K. Hatton, N.P. Hodges, H.J.W. James, T.H. Jarvie, G. John, F.T. Johnson, Mrs. M. Kelly Owen, G.C. Kemp, Mrs. K.A. Kemp, Mrs. A.J. Moore, N. Moore, C.L. Osborne, Mrs. A.J. Preston, Mrs. M. Randall, Mrs. S.I. Sharpe, J.W. Thomas, R.L. Traherne, Mrs. D.M. Turner, W.C. Vaughan, Mrs. M.R. Wilkinson, S.T. Wiliam, A.C. Williams, C.J. Williams, E.T. Williams, Miss. S.J.C. Williams, M.R. Wilson and Ms. M. Wright.

 

 

1    DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

2    ELECTION OF MAYOR -

 

It was moved by Councillor Mrs. M. Kelly Owen, seconded by Councillor A.C. Williams and

 

RESOLVED - T H A T Councillor Mrs. A.J. Preston be elected Mayor of the Council for the ensuing municipal year. 

 

The newly-elected Mayor made and delivered to the Chief Executive the Statutory Declaration of Acceptance of Office, was invested by the outgoing Mayor with the Chain of Office and took the Chair.

 

 

3    APPOINTMENT OF DEPUTY MAYOR -

 

It was moved by Councillor A.D. Hampton, seconded by Councillor Mrs. J.E. Charles and

 

RESOLVED - T H A T Councillor E.T. Williams be appointed Deputy Mayor of the Council for the ensuing municipal year.

 

The newly-appointed Deputy Mayor made and delivered to the Chief Executive the Statutory Declaration of Acceptance of Office and was invested with the Chain of Office.

 

 

4    MAYOR’S ADDRESS -

 

The incoming Mayor thanked members for their support, particularly Councillors Mrs. M. Kelly Owen and A.C. Williams for nominating and seconding her for office.  She looked forward to raising the profile of the Western Vale during her year in office and referred to the support of her  husband, which would be invaluable in her role.  She confirmed that her Chaplin would be Rev. Laura Spence.

 

The Mayor’s charities for the coming year would be the British Heart Foundation, NSPCC Wales (particularly the Cardiff and District Group) and the Southerndown Surf Lifesaving Club.

 

 

5    VOTE OF THANKS TO RETIRING MAYOR -

 

The newly-elected Mayor, on behalf of the Council, thanked the retiring Mayor and Mayoress.  She referred to the manner in which they had conducted themselves and undertaken their duties during the municipal year. 

 

In response, the retiring Mayor referred to the year as having been busy, but extremely enjoyable.  He paid particular thanks to his wife, Gwynneth, for her support during the year.  Amongst the highlights of the year was the amount of contact with kind and interesting people who were determined to help in any way those in need of care and attention. 

 

A total of £12,564 had been raised for the Mayor’s nominated charities during the year, together with a further £6,400 as a result of coffee mornings held. 

 

The outgoing Mayor also thanked Councillor E.T. Williams and his wife, Joan, for their support during the year as well as thanking Councillor Mrs. A.J. Preston and her husband Robert.  He wished them both well during the forthcoming municipal year.  In addition, he paid gratitude to the work of his Chaplin and thanked the staff of the Mayor’s office and the catering staff for their support and assistance.

 

 

6    MINUTES -

 

The minutes of the meeting held on 23^rd April, 2008 were approved as a correct record subject to the following amendment:

 

Page 1389: Minute No. 1049: Local Authorities (Model Code of Conduct) (Wales) Order 2008 - the addition, in resolution (2) after the word “hospitality” of the following “…, material benefit or advantage.”

 

 

7    ANNOUNCEMENTS -

 

(i)   The Mayor congratulated Councillors Mrs. M. Kelly Owen and S.C. Egan on their becoming Mayor of Penarth and Barry respectively.

 

 

8    LEADER AND CABINET -

 

It was moved by Councillor T.H. Jarvie and seconded by Councillor H.J.W. James that Councillor G.C. Kemp be elected Leader.  It was further moved by Councillor Ms. M.E. Alexander and seconded by Councillor S.C. Egan that Councillor N. Moore be elected Leader.

 

Upon being put to the vote it was

 

RESOLVED - T H A T Councillor G.C. Kemp be elected Leader of the Council.

 

 

9    CABINET MEMBERSHIP -

 

RESOLVED - T H A T, as advised by the Leader, it be noted that the undermentioned Members would comprise the Cabinet with the portfolios indicated:

 

Executive Leader – Councillor G.C. Kemp

And Cabinet Member for Finance ICT and Property

 

·     Financial Services and Budget

·     Land and Property Management

·     Information and Communication Technology

·     OneVale and E-Government

·     Consultancy Services

·     Risk Assessment

·     Employment Land and Buildings

·     Sustainable Development

·     Chief Executive’s Office

·     Strategic Policy and Corporate Plan

·     Community Strategy

·     Community Consultation

·     Corporate Image and Communications

·     Town Twinning

·     Organisational Development and Motivation

·     Members Services Champion

·     Performance Monitoring

·     Complaints Monitoring

·     Customer Care

·     Improvement Action Plans and Monitoring.

Deputy Leader – Councillor T.H. Jarvie

And Cabinet Member for Legal and Public Protection

 

·     Legal Services

·     Environmental Health and Pollution Control

·     Pest Control

·     Trading Standards

·     Licensing

·     Emergency Planning

·     Democratic Services

·     Births, Deaths and Marriages (including Coroner)

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

Tourism and Leisure – Councillor A.M. Ernest

 

·     Countryside Strategy

·     Country Parks

·     Commons

·     Heritage Coast

·     Arts and Entertainment

·     Community Centres

·     Heritage Services

·     Landscape Design

·     Tourist Information Centres

·     Woodland Management/Coed Cymru

·     Leisure Management (including Sports and Leisure Centres)

·     Tourism Development

·     Events

·     Marketing

·     Sports Development

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

Planning and Transportation – Councillor H.J.W. James

 

·     Development and Planning Policy

·     Local Development Plan

·     Mineral Policy

·     Conservation Issues

·     Building Preservation

·     Transport Plans (Local and Regional)

·     Public and School Transportation

·     School Crossing Patrols

·     Road Safety

·     Safer Routes to School

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

Education and Lifelong Learning –  Councillor A.D. Hampton

 

·     Schools Funding and Support

·     School Improvement

·     Special Educational Needs

·     Inclusion and Access

·     Education Welfare

·     Admissions

·     Early Years Education Provision

·     Governor Support and Training

·     Lifelong Learning

·     Community Education

·     Youth Service

·     Adult Training

·     Education Strategic Planning

·     Library and Information Service

·     Pupil Referral Unit (EBD unit and Amelia Trust unit)

·     Vale Consortium for Education and Training (VLN)

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

Human Resources and Equalities – Councillor Mrs. J.E. Charles

 

·     Human Resources Strategy

·     Recruitment and Retention

·     Equalities

·     Employee Relations

·     Sickness and Absenteeism

·     Health and Safety

·     Flexitime

·     Member Development Champion

·     Training

·     Improvement Plan

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

 

Social and Care Services – Councillor Mrs. D.M. Turner

 

·     Children Services

·     Adult Services

·     Family Support

·     Advice and Assessment

·     Services for People with Disabilities/Impairment

·     Early Years

·     Special Needs

·     Mental Health

·     Elderly Persons Homes and Champion

·     Home Care

·     Community Care

·     Voluntary Sector Inclusion

·     Health Liaison

·     YOT

·     Catering

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

 

Housing and Community Safety – Councillor P. Church

 

·     Housing Investment

·     Allocations

·     Specialist Services

·     Housing Benefits and Rent Rebates

·     Homelessness and Travellers (including sites)

·     Private Sector Housing

·     Tenant Services

·     Identification of Housing Need and Accommodation

·     Social Housing Responsibilities

·     Housing Strategy

·     Community Safety (including Section 17 responsibilities)

·     Home Office related issues

·     Liaison with Probation Service

·     Crime and Disorder Audit Strategy

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

 

Visible and Building Services – Councillor G.A. Cox

 

·     Waste Collection

·     Waste Transfer and Disposal

·     Recycling

·     Civic Amenity Sites

·     Fly Tipping

·     Graffiti Strategy

·     Parks and Grounds Maintenance

·     Play Areas

·     Grass Verge and roundabout maintenance

·     Dyffryn Gardens (grounds maintenance)

·     Tree Services

·     Engineering Design

·     Traffic Management

·     Highway Maintenance

·     Highway Development

·     Highway Structures including Bridges

·     Street Lighting

·     Cleansing

·     Public Toilets

·     Car Parks

·     Coastal protection

·     Beach Management

·     Street Care

·     Building Maintenance

·     Fleet Management

·     Fleet maintenance

·     Building Cleaning

·     Security

·     Water Safety

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

 

Economic Development and Regeneration – Councillor  R.L. Traherne

 

·     Major Projects

·     Spatial Plan and Sub Regional Issues

·     Rural Regeneration

·     Barry Waterfront and Barry Island

·     St Athan Defence Academy

·     Dyffryn House

·     Severn Barrage

·     Inward Investment

·     Barry Regeneration

·     Business Support

·     Town Centre Management and Development

·     Economic Regeneration Projects

·     Community Regeneration

 

·     “Such other executive functions as are set out in the Constitution, as the Leader may allocate to each portfolio from time to time.”

 

 

10   APPOINTMENT OF SCRUTINY COMMITTEES -

 

RESOLVED - T H A T the following Scrutiny Committees, with their membership and terms of reference as indicated, be appointed for the ensuing municipal year:

 

a)    Scrutiny (Corporate Resources) - (11 Members) -

 

Conservative:  J.F. Fraser, Mrs. K.A. Kemp, C.L. Osborne, A.C. Williams, E.T. Williams, Ms. S.J.C. Williams.

 

Labour: Ms. P. Drake, Mrs. A.J. Moore, N. Moore.

 

Plaid Cymru: K. Hatton.

 

Independent: G. John.

 

 

(b)   Scrutiny (Economy and Environment) - (11 Members) -

 

Conservative: J.C. Bird, Mrs. M. Kelly Owen, Mrs. S.I. Sharpe, W.C. Vaughan, E.T. Williams, Ms. M. Wright.

 

Labour: Ms. M.E. Alexander, R.F. Curtis, M.R. Wilson.

 

Plaid Cymru: C.J. Williams

 

Independent: G. John.

 

 

(c)    Scrutiny (Housing and Public Protection) - (11 Members) -

 

Conservative: J.C. Bird, J. Clifford, J.F. Fraser, J.W. Thomas, W.C. Vaughan, A.C. Williams.

 

Labour: Ms. B.E. Brooks, S.C. Egan, Mrs. M.R. Wilkinson.

 

Plaid Cymru: S.T. Wiliam

 

Independent: Mrs. S.M. Bagstaff.

 

1 representative, in a co-opted non-voting capacity, of each of the following organisations:

 

Gibbonsdown Residents Board

Shakespeare Residents Association

Shelter Cymru

Vale Council Residents Forum

Vale Housing Federation

Vale Housing and Homelessness Forum

 

 

(d)    Scrutiny (Lifelong Learning) - (11 Members) -

 

Conservative: J. Clifford, Mrs. V.L. Ellis, J.F Fraser, Mrs. K.A. Kemp, C.L. Osborne, Mrs. S.I. Sharpe.

 

Labour: Mrs. M.E.J. Birch, C.P.J. Elmore, F.T. Johnson.

 

Plaid Cymru: Mrs. V.M. Hartrey.

 

Independent: E. Hacker.

 

Co-opted Members:	Non-Voting Observers:
1 representative each from:	1 representative each from:
Roman Catholic Church	Primary
Church in Wales	Secondary
Parent Governors - Primary Sector	Special
Parent Governors - Secondary Sector	Headteachers
	Free Churches

 

 

(e)    Scrutiny (Social Care and Health) – (11 Members) –

 

Conservative: J. Clifford, Mrs. V.L. Ellis, Mrs. M. Kelly Owen, Mrs. A.J. Preston, J.W. Thomas, Ms. S.J.C. Williams.

 

Labour: R.J. Bertin, Mrs. M.E.J. Birch, S.C. Egan.

 

Plaid Cymru: Mrs. M. Randall.

 

Independent: Mrs. S.M. Bagstaff.

 

 

Overview and Scrutiny Committees

 

Terms of reference

The Council will appoint the Scrutiny Committees set out in the left hand column of the table below to discharge the functions conferred by section 21 of the Local Government Act 2000 in relation to the matters set out in the right hand column of the same table:

 

 

 

General role

 

Within their terms of reference, Scrutiny Committees will:

 

i)     review and/or scrutinise decisions made or actions taken in connection with the discharge of any of the Council’s functions, but with the exception of any matter which is specifically identified in the terms of reference of any other Scrutiny Committee

ii)     make reports and/or recommendations to the full Council and/or the Executive in connection with the discharge of any functions;

iii)    consider any matter affecting the area or its inhabitants; and

iv)    exercise the right to call-in, for reconsideration, decisions made but not yet implemented by the Executive

 

In undertaking the above, Scrutiny Committees shall, in particular, include and have regard to :

 

·      Compliance with Council policy

·      Consideration of the need for changes to policy and/or practice

·      Best Value

 

Specific functions

 

(a)   Policy development and review

 

Scrutiny Committees may:

 

i)      assist the Council and the Executive in the development of its budget and policy framework by in-depth analysis of policy issues;

ii)      conduct research, community and other consultation in the analysis of policy issues and possible options;

iii)     consider and implement mechanisms to encourage and enhance community participation in the development of policy options;

iv)     question members of the Executive and/or committees and Chief Officers about their views on issues and proposals affecting the area; and

v)     liaise with other external organisations operating in the area, whether national, regional or local, to ensure that the interests of local people are enhanced by collaborative working.

 

(b)   Scrutiny

 

Scrutiny Committees may:

 

i)      review and scrutinise the decisions made by, and performance of, the Executive and/or committees and council officers, both in relation to individual decisions and over time;

ii)      review and scrutinise the performance of the Council in relation to its policy objectives, performance targets and/or particular service areas;

iii)     question members of the Executive and/or committees and Chief Officers about their decisions and performance, whether generally in comparison with service plans and targets over a period of time, or in relation to particular decisions, initiatives or projects;

iv)     make recommendations to the Executive and/or appropriate committee and/or Council arising from the outcome of the scrutiny process;

v)     review and scrutinise the performance of other public bodies in the area and invite reports from them by requesting them to address the Scrutiny Committee and local people about their activities and performance; and

vi)     question and gather evidence from any person (with their consent).

 

(c)    Finance

 

Scrutiny Committees may exercise overall responsibility for the finances made available to them.

 

(d)    Annual report

 

Scrutiny Committees must report annually to full Council on their workings and make recommendations for future work programmes and amended working methods if appropriate.

 

(e)    Officers

 

Scrutiny Committees may exercise overall responsibility for the work programme of the officers employed to support their work.; it being noted that officers supporting the scrutiny function also undertake non-scrutiny related duties.

 

Proceedings of Scrutiny Committees

 

Scrutiny Committees will conduct their proceedings in accordance with the Overview and Scrutiny Procedure Rules set out in Part 4 of this Constitution.

 

 

11     QUASI-JUDICIAL COMMITTEES AND OTHER BODIES: APPOINTMENT, TERMS OF REFERENCE AND MEMBERSHIP -

 

RESOLVED - T H A T the following quasi-judicial committees and other bodies, together with their terms of reference and membership, be appointed for the ensuing municipal year:

 

 

(a)    Planning Committee (19 Members)

 

Conservative: J.C. Bird, P. Church, G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W. James, Mrs. M. Kelly Owen, Mrs. A.J. Preston, W.C. Vaughan, Ms. M. Wright.

 

Labour: R.J. Bertin, Mrs. M.E.J. Birch, Ms. B.E. Brooks, F.T. Johnson, Mrs. M.R. Wilkinson.

 

Plaid Cymru: Mrs. V.M. Hartrey, K. Hatton, N.P. Hodges.

 

Independent: E. Hacker.

 

Terms of Reference:

 

(1)    With delegated powers to deal with all matters relating to development control, including planning applications.

(2)    Delegated powers to deal with all matters relating to building control, including dangerous and dilapidated buildings and structures, and trees.

(3)    To consider and determine applications made under Section 53 of the Wildlife and Countryside Act 1981 for modification of the Definitive Map.

(4)    To determine Traffic Orders.

 

 

(b)    Licensing Committee (15 Members)

 

Conservative: J. Clifford, G.A. Cox, A.D. Hampton, C.L. Osborne, Mrs. A.J. Preston, J.W. Thomas, A.C. Williams.

 

Labour: Ms. M.E. Alexander, C.P.J. Elmore, N. Moore, Mrs. M.R. Wilkinson.

 

Plaid Cymru: Mrs. V.M. Hartrey, K. Hatton.

 

Independent: Mrs. S.M. Bagstaff, E. Hacker.

 

Terms of Reference:

 

To determine all matters regulated by the Licensing Act 2003, and the Gambling Act 2005, in accordance with the provisions of and the scheme of delegation set out in the Council’s Statement of Licensing Policy.

 

To determine all other licensing matters, including applications for Hackney Carriage, Private Hire Vehicles, Dangerous Wild Animals, Street Trading Licences, Charitable Collections and any other matters of a licensing nature.  (All non Licensing Act 2003 and Gambling Act 2005 matters will be considered by the full Licensing Committee exercising plenary powers meeting on such specific occasions as necessary).

 

The Licensing Committee shall be empowered to adopt or modify any such rules of procedure as may be required in order to facilitate the determination of any matters considered by them.

 

With delegated powers:

 

(1)    To set up Sub-Committees to determine licences under the Licensing Act 2003 and Gambling Act 2005.

(2)    To make arrangements for the discharge of the statutory registration and licensing functions of the Council, except where such matters fall within the purview of another Committee.

 

 

(c)    Social Services Appeals Committee (7 Members)

 

Conservative: J. Clifford, C.L. Osborne, Mrs. S.I. Sharpe, Mrs. D.M. Turner.

 

Labour: Mrs. M.E.J. Birch, S.C. Egan.

 

Plaid Cymru:  Mrs. M. Randall.

 

Terms of Reference:

 

With delegated powers:

 

(1)    To hear and determine requests for consents to abortions for children in care.

(2)    To hear and determine unresolved complaints from parents, guardians or custodians for children in care on questions of access other than cases where access was refused altogether which will be dealt with by way of application by the parent to the Juvenile Court.

(3)    To hear and determine appeals on grounds of hardship and requirement of special consideration against financial assessments made under the NHS and the Community Care Act 1990.

(4)    To hear and determine appeals against proposals to cancel registrations or refuse registrations under the Registered Homes Act 1984 as recommended.

(5)    To hear and determine appeals against proposals to cancel registrations or refuse registrations or re-registrations of nurseries, play groups and childminders under the Children Act 1989.

(6)    To hear and determine appeals against decisions relating to the level of service provided to individuals.

 

 

(d)    Appeals Committee (7 Members, none of whom should be members of the Early Retirement / Redundancy Committee)

 

Conservative: J.C. Bird, A.D. Hampton, Mrs. K.A. Kemp, Mrs. S.I. Sharpe.

 

Labour: Ms. M.E. Alexander, S.C. Egan.

 

Plaid Cymru: Mrs. V.M. Hartrey.

 

Terms of Reference:

 

With delegated powers:

 

(1)    To determine appeals against decisions on disciplinary proceedings instituted against employees (excluding the Head of Paid Service, Monitoring Officer and Chief Finance Officer).

(2)    To determine matters relating to employees’ grievances appeals.

(3)    To determine appeals arising from local government reorganisation.

(4)    To consider and make recommendations to Cabinet on all matters relating to re-grading appeals by all Chief Officers.

 

N.B.   Where in the case of the dismissal of

 

-        the Head of Paid Service

-        a Chief Officer

-        a Deputy Chief Officer

 

a committee or sub-committee is discharging the function of the dismissal, at least one member and not more than half of the members of that committee or sub-committee are to be members of the Executive.

 

(The Council will be responsible for a decision to dismiss the Head of Paid Service.)

 

(5)     To hear and determine appeals against the redundancy of Council employees issued with redundancy notification.

(6)     To hear and determine appeals against the redundancy of “school based” employees following notice of school closure.

 

(e)     Standards Committee (9 Members including 5 independent members; 3 councillors other than the Leader and not more than 1 member of the Executive; and 1 member of a town / community council wholly or mainly in the Council’s area)

 

Conservative: Mrs. M. Kelly Owen.

 

Labour: Mrs. M.E.J. Birch.

 

Plaid Cymru: Mrs. V.M. Hartrey.

 

Mr. G. Ellis, Mr. P. Langmaid, Mr. D. Perkins and Mr. C.D. Samuel (independent members); Councillor Mrs. A. Pryer (Town and Community Council representative).

 

Terms of Reference:

 

(1)       Promoting and maintaining high standards of conduct by councillors, co-opted members and church and parent governor representatives.

(2)       Assisting councillors, co-opted members and church and parent governor representatives to observe the Members’ Code of Conduct.

(3)       Advising the Council on the adoption or revision of the Members’ Code of Conduct.

(4)       Monitoring the operation of the Members’ Code of Conduct.

(5)       Advising, training or arranging to train councillors, co-opted members and church and parent governor representatives on matters relating to the Members’ Code of Conduct.

(6)       Granting dispensations to councillors, co-opted members and church and parent governor representatives from requirements relating to interests set out in the Members’ Code of Conduct.

(7)       Dealing with any reports from a case tribunal or interim case tribunal, and any report from the Monitoring Officer on any matter referred to that officer by the Local Commissioner in Wales.

(8)       The exercise of (1) to (7) above in relation to the community councils wholly or mainly in its area and the members of those community councils.

(9)       Overview of the Whistle Blowing Policy.

(10)     Overview of complaints handling and Ombudsman investigations.

 

 

(f)        Discretionary Housing Payments Review Committee (7 Members)

 

Conservative: P. Church, J. Clifford, A.D. Hampton, J.W. Thomas.

 

Labour: Mrs. M.E.J. Birch, Mrs. M.R. Wilkinson.

 

Plaid Cymru: S.T. Wiliam.

 

Terms of Reference:

 

With delegated powers to determine reviews made under Regulation 8 of the Discretionary Financial Assistance Regulations 2001 in the light of guidance on the operation of Discretionary Housing Payments issued by the Department of Social Security under the new scheme from 2^nd July, 2001.

 

 

COMMITTEES / SUB-COMMITTEES / PANELS

 

 

(g)       Audit Committee (7 Members)

 

Conservative: J. Clifford, J.F. Fraser, C.L. Osborne, A.C. Williams.

 

Labour: Ms. P. Drake, N. Moore.

 

Plaid Cymru: K. Hatton.

 

(The meeting of the Audit Committee on 2^nd May, 2006 recommended that no Member of the Executive be appointed to the Audit Committee).

 

Terms of Reference:

 

(1)       To consider the head of internal audit’s annual report and opinion, and a summary of internal audit activity (actual and proposed) and the level of assurance it can give over the Council’s corporate governance arrangements.

(2)       To consider summaries of special internal audit reports as requested.

(3)       To consider reports dealing with the management and performance of the providers of internal audit services.

(4)       To consider a report from internal audit on agreed recommendations not implemented within a reasonable timescale.

(5)       To consider the external auditor’s annual letter, relevant reports, and the report to those charged with governance.

(6)       To consider specific reports as agreed with the external auditor.

(7)       To comment on the scope and depth of external audit work and to ensure it gives value for money.

(8)       To commission work from internal and external audit.

(9)       To maintain an overview of contract procedure rules, financial regulations and officers’ codes of conduct and behaviour.

(10)     To review any issue referred to it by the Chief Executive, or a Director, or any Council body.

(11)     To monitor the effective development and operation of risk management and corporate governance in the Council.

(12)     To monitor Council policies on “Raising Concerns at Work” and the anti-fraud and anti-corruption strategy and the Council’s complaints procedure.

(13)     To oversee the production of the Council’s Statement on Internal Control and to recommend its adoption.

(14)     To consider the Council’s arrangements for corporate governance and agreeing necessary actions to ensure compliance with best practice.

(15)     To review the annual statement of accounts.  Specifically, to consider whether appropriate accounting policies have been followed and whether there are concerns arising from the financial statements or from the audit that need to be brought to the attention of the Council.

(16)     To consider the external auditor’s report to those charged with governance on issues arising from the audit of accounts.

 

 

(h)       Community Liaison Committee (13 Members)

 

Conservative: Mrs. J.E. Charles, A.M. Ernest, H.J.W. James, R.L. Traherne, E.T. Williams, Ms. S.J.C. Williams.

 

Labour: R.J. Bertin, R.F. Curtis, C.P.J. Elmore.

 

Plaid Cymru: Mrs. V.M. Hartrey, N.P. Hodges.

 

Independent: Mrs. S.M. Bagstaff, G. John.

 

Terms of Reference:

 

(1)       One representative, or nominated substitute, from each Town / Community Council, and from any other organisation considered appropriate, to attend to discuss local government matters of mutual concern.

(2)       To refer, as appropriate, reports / recommendations to Cabinet.

 

 

(i)         Early Retirement / Redundancy Committee (7 Members – none of whom should be Members of the Appeals Committee)

 

Conservative: Mrs. J.E. Charles, P. Church, H.J.W. James, Mrs. M. Kelly Owen.

 

Labour: Ms. B.E. Brooks, N. Moore.

 

Plaid Cymru: S.T. Wiliam.

 

Terms of Reference:

 

With delegated powers:

 

(1)       To determine individual applications for Early Retirement / Voluntary Redundancy;

(2)       To determine compulsory redundancies from schools and other areas of the Council where statutory payments are prescribed.

 

 

(j)         Joint Consultative Forum (7 Members) – To be chaired by the Cabinet Member for Human Resources and Equalities

 

Conservative: Cabinet Member for Human Resources and Equalities, A.D. Hampton, Mrs. M. Kelly Owen, C.L. Osborne.

 

Labour: Mrs. M.E.J. Birch, M.R. Wilson.

 

Plaid Cymru: Mrs. M. Randall.

 

Terms of Reference:

 

(1)       To consider any relevant matter referred to it by a Committee, Elected Member or the Chief Executive of the Council or by the Employees’ Group.

(2)       To make recommendations to the Cabinet on the above and on the application of the terms and conditions of service and the education, training and welfare of employees of the Council.

(3)       To discharge any other functions specifically assigned to the Forum.

 

 

(k)       Senior Management Appointment Panel (7 Members)

 

Conservative: A.M. Ernest, H.J.W. James, T.H. Jarvie, G.C. Kemp.

 

Labour: S.C. Egan, N. Moore.

 

Plaid Cymru: N.P. Hodges.

 

With the Cabinet Member with portfolio responsibilities for the service involved invited to attend.

 

Terms of Reference:

 

With delegated powers to select for and to interview and appoint to the Management Structure.

 

 

(l)         Trust Committee (7 Members)

 

Conservative: J. Clifford, J.F Fraser, Mrs. S.I. Sharpe, E.T. Williams.

 

Labour: C.P.J. Elmore, F.T. Johnson.

 

Plaid Cymru: S.T. Wiliam.

 

Terms of Reference:

 

With delegated powers to consider and deal with matters in which the Council acts as Trustee, except those matters within the terms of reference of the Welsh Church Act Estate Committee.

 

 

(m)      Voluntary Sector Joint Liaison Committee (11 plus 10 voluntary sector representatives)

 

Conservative: J. Clifford, J.F. Fraser, Mrs. M. Kelly Owen, Mrs. K.A Kemp, Ms. D.M Turner, Ms. S.J.C. Williams.

 

Labour: R.F. Curtis, Ms. P. Drake, C.P.J. Elmore.

 

Plaid Cymru: C.J. Williams.

 

Independent: Mrs. S.M. Bagstaff.

 

Terms of Reference:

 

(1)       To advise the Council of the needs of views and concerns of the Voluntary Sector.

(2)       To report on the work of those organisations grant aided by the Council, either in full or in part.

(3)       To act as a consultative forum where the Voluntary Sector and the Council may, in partnership, put forward policy proposals for discussion and decision.

(4)       To facilitate and promote joint working between the Council and the Voluntary Sector.

(5)       To assist the Council in developing a strategy for the voluntary sector; to participate in the monitoring and valuation of that strategy.

(6)       To refer, as appropriate, reports to the Cabinet.

(7)       The Chairman and Vice-Chairman to be appointed by the Committee from amongst the eleven members of the Council; an honorary Vice-Chairman to be appointed by the committee from amongst the ten representatives from the Voluntary Sector.

(8)       In accordance with the statutory provisions, only members of the Council will have voting rights.  However, where there is no consensus this will be reported in the minutes and placed before the Council prior to a decision being taken.

(9)       To review the Partnership Agreement and Action Plan and to monitor and report on progress made towards achieving the targets contained within the Agreement and the Plan.

(10)     To consider reports of the Cabinet and other Committees of the Council which have a bearing and impact on the Voluntary Sector.

(11)     To consider and recommend grant awards under the Council’s Voluntary Action Scheme and other appropriate funding schemes.

 

 

(n)       Welsh Church Act Estate Committee (7 Members)

 

Conservative: J.C. Bird, C.L. Osborne, Mrs. D.M. Turner, W.C. Vaughan.

 

Labour: Mrs. M.E.J. Birch, F.T. Johnson.

 

Plaid Cymru: S.T. Wiliam.

 

Terms of Reference:

 

(1)       Delegated authority to administer and manage the Welsh Church Act Estate as vested in the Council.

(2)       Authority to negotiate with other authorities and the National Assembly for Wales to rationalise the ownership of Welsh Church Act properties administered by other authorities but actually located within the Vale of Glamorgan.

(3)       To ensure that Best Value is obtained in all areas of the Committee’s responsibility.

 

 

(o)       Appointment of LEA Governors Advisory Panel (7 Members to be chaired by the Cabinet Member for Education and Lifelong Learning)

 

Conservative: Cabinet Member for Education and Lifelong Learning, J. Clifford, H.J.W. James, Mrs. K.A. Kemp.

 

Labour: F.T. Johnson, M.R. Wilson.

 

Plaid Cymru: N.P. Hodges.

 

Terms of Reference:

 

A representative of the Vale Governors’ Association (AVAGO), as determined by the management committee of that Association, will be invited to attend the Panel in an advisory capacity (i.e. without voting rights). In the event of any of the seven members or the AVAGO representative being unable to attend, named substitutes will be eligible to take their place to ensure that all these groups are adequately represented when the Panel meets.

 

The Advisory Panel for the Appointment of LEA Governors will be responsible for making recommendations to the Cabinet regarding the appointment and removal of LEA governors in line with the approved criteria contained within this policy. If the Cabinet do not endorse any recommendations of the Panel regarding any LEA governor appointments they will refer them back to the Panel in the first instance stating appropriate reasons for doing so. In the event of failure by the Panel to recommend an appointment, that appointment will then be made by the Cabinet, so as to ensure that the Council meets its obligation to fill vacancies within 6 months of their notification.

 

 

OTHER BODIES (INCLUDING JOINT BODIES)

 

(p)       Adoption Panel (3 Members)

 

Conservative: Mrs. M. Kelly Owen, E.T. Williams.

 

Labour: Mrs. M.E.J. Birch.

 

Terms of Reference:

 

With delegated powers.

 

Part of the process of functioning as an Adoption Agency involves the establishment of an Adoption Panel.  The issues that the Adoption Panel are asked to consider include approval of applicants as adoptive parents, the appropriateness of adoption for particular children and matching children who need placement with approved adopters. 

 

 

(q)       Residential Special Schools Panel (7 Members)

 

Conservative: Mrs. J.E. Charles, A.D. Hampton, Mrs. D.M. Turner, E.T. Williams.

 

Labour: Mrs. M.E.J. Birch, M.R. Wilson.

 

Plaid Cymru: Mrs. V.M. Hartrey.

 

Terms of Reference:

 

To carry out inspections and facilitate reports as required by the Care Standards Inspectorate in accordance with the CSIW National Minimum Standards for Residential Special Schools: Standard 33.

 

 

(r)        Glamorgan Heritage Coast Advisory Group (9 Members)

 

Conservative: J. Clifford, A.M. Ernest, J.F. Fraser, Mrs. A.J. Preston, W.C. Vaughan.

 

Labour: R.F. Curtis, M.R. Wilson.

 

Plaid Cymru: Mrs. V.M. Hartrey.

 

Independent: E. Hacker.

 

One representative from each of the following: Countryside Council for Wales; Friends of the Glamorgan Heritage Coast; One Voice Wales; Bridgend County Borough Council; National Farmers Union / Farmers Union of Wales / Farming and Wildlife Advisory Group; Glamorgan Wildlife Trust; Dunraven Estates; Country Landowners Association; Merthyr Mawr Estates and Crown Estates Commissioners.

 

Terms of Reference:

 

(1)       To act as a forum for discussion twice yearly with major interest groups and appropriate organisations;

(2)       To promote awareness and interest in the Heritage Coast; and

(3)       To report discussions to the Cabinet and to advise on relevant matters.

 

 

(s)       Vale of Glamorgan Conservation Advisory Group (2 elected Members)

 

Membership: Chairman and Vice-Chairman of Planning Committee.

 

One member each from the Royal Town Planning Institute, Royal Society of Architects in Wales, Penarth Society, Bonvilston Civic Trust, St. Nicholas Society, Cowbridge and District Local History Society, Llantwit Major History Society, Llancarfan Society, Victorian Society, Barry Preservation Society, Pride in Barry, Campaign for the Protection of Rural Wales and Wenvoe History Group.

 

One member each from the Barry Chamber of Trade, Cowbridge Chamber of Trade, Llantwit Major Chamber of Trade and Penarth Chamber of Trade.

 

One voting representative from relevant Town / Community Councils to be invited to meetings when an application affected, or might affect that particular area; with Town / Community Council representatives permitted to speak and vote only on applications relevant to their area.

 

Terms of Reference:

 

(1)       To consider applications for planning approval in respect of development which, in the opinion of the Local Planning Authority, would affect the character or appearance of the conservation area and to make recommendations to the Planning Committee.

(2)       At the request of the Council, to suggest proposals for the preservation and enhancement of the conservation area.

 

 

(t)        Equalities Consultative Forum (7 Members, including the Cabinet Member for Human Resources and Equalities)

 

Conservative: Cabinet Member for Human Resources and Equalities, Mrs. V.L. Ellis, A.D. Hampton, Mrs. K.A. Kemp.

 

Labour: Mrs. M.E.J. Birch, M.R. Wilson.

 

Plaid Cymru: Mrs. M. Randall.

 

Plus 1 representative from each of the under-mentioned organisations:

 

Vale Council for Voluntary Services

Vale Youth Forum

Wales Assembly of Women (Vale Branch)

Muslim Welfare Association

Permanent Waves

Cardiff and Vale Coalition of Disabled People

Race Equality First

Cardiff Gypsy Sites Group

Cardiff and the Vale Parents Federation

South Wales Police

Vale Gay and Lesbian Community.

 

Terms of Reference:

 

(1)       To act as a consultative forum in relation to the Best Value process adopted by the Council and service departments.

(2)       To advise the Council on (and review as appropriate), a policy framework to ensure equality of opportunity in service delivery and employment.

(3)       To act as a consultative forum and to facilitate the promotion of best practice in equal opportunities and the elimination of discrimination both within the Council and the wider community.

(4)       To consider reports from Departments and representative organisations on equalities related subjects and new initiatives; and to advise the Cabinet on changes to policies and procedures in order to eliminate discrimination.

(5)       To advise the Cabinet of the issues, views and concerns of equality organisations and the people whose views they represent.

(6)       To facilitate and promote joint working between the Cabinet and equality organisations.

 

 

12        MEMBERS’ ALLOWANCES (DFICTP) -

 

The Members’ Allowances Scheme was governed by the Regulations set by the National Assembly for Wales and Ministerial Guidance under the Local Government and Housing Act 1989.  The Regulations allowed authorities discretion to make provision for Special Responsibility Allowances and also included maximum rates able to be paid for each band of allowance.

 

An Independent Remuneration Panel for Wales had been established and would be undertaking a comprehensive review of the allowances currently available to Elected Members and certain co-opted Members of Councils in Wales.  In view of the Panel’s forthcoming report, the Welsh Assembly Government had recommended that the rates for allowances and travel be fixed until such time as the Panel had made their determinations known.  In due course, authorities would be able to consider amending any allowances and travel rates set for 2008/09 and, if it was considered appropriate, backdating any increases to 1^st April 2008.  Such revised rates would be effective until four months of the production of the Panel’s report when local authorities would be required, under the 2007 Regulations, to introduce their own revised scheme of allowances.

 

RESOLVED - T H A T the Council’s scheme for Members’ Allowances be amended as follows:

 

Office	Basic Allowance	SRA	Total Allowance
Leader	£12,717	£33,768	£46,485
Deputy Leader	£12,717	£18,573	£31,290
Cabinet Member	£12,717	£16,884	£29,601
Scrutiny Committee Chairman	£12,717	£10,128	£22,845
Planning Committee Chairman	£12,717	£10,128	£22,845
Licensing Committee Chairman	£12,717	£10,128	£22,845
Leader of Principal Opposition Group	£12,717	£10,128	£22,845
Community Liaison Committee Chairman	£12,717	£6,753	£19,470
Audit Committee Chairman	£12,717	£6,753	£19,470
Planning Committee Vice-Chairman	£12,717	£6,753	£19,470
Licensing Committee Vice-Chairman	£12,717	£6,753	£19,470
Leader of Minority Opposition Group	£12,717	£3,375	£16,092

 

·        Special responsibility allowances will be maintained at the 1^st April 2007 rates until Council consider the report of the Independent Remuneration Panel for Wales.

 

 

13        DATES OF ORDINARY COUNCIL MEETINGS -

 

RESOLVED - T H A T it be noted that ordinary meetings of the Council would be held on the following dates in the current municipal year:

 

26^th June, 2008

8^th October, 2008

10^th December, 2008

4^th March, 2009

6^th May, 2009

 

 

14        ELECTION OF CHAIRMEN AND VICE-CHAIRMEN OF COMMITTEES -

 

RESOLVED - T H A T Chairmen and Vice-Chairmen of Committees be appointed as set out below for the ensuing municipal year:

 

Appeals:      Chairman:                Councillor Mrs. K.A. Kemp

                  Vice-Chairman:         Councillor Mrs. S.I. Sharpe

 

Audit:          Chairman:               Councillor A.C. Williams

                  Vice-Chairman:         Councillor J. Clifford

Community   Chairman:               Councillor E.T. Williams

Liaison          Vice-Chairman:        Councillor Mrs. J.E. Charles

 

Licensing:      Chairman:              Councillor J.W. Thomas

                   Vice-Chairman:        Councillor C.L. Osborne

 

Planning:       Chairman:               Councillor H.J.W. James

                   Vice-Chairman:         Councillor J.C. Bird

 

Trust            Chairman:               Councillor J. Clifford

                   Vice-Chairman:         Councillor Mrs. S.I. Sharpe

 

WelshChurch Chairman:                Councillor C.L. Osborne

Act Estate    Vice-Chairman:         Councillor J.C. Bird