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, 11^th May, 2011.

 

Present: Councillor C.L. Osborne (Mayor); Councillors Ms. M.E. Alexander, Mrs. S.M. Bagstaff, R.J. Bertin, J.C. Bird, Ms. B.E. Brooks, Mrs. J.E. Charles, P. Church, J. Clifford, G.A. Cox, R.F. Curtis, Ms. P. Drake, S.C. Egan, 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, Mrs. A.J. Preston, Mrs. M. Randall, Mrs. S.I. Sharpe, J.W. Thomas, R.L. Traherne, Mrs. D.M. Turner, S.T. Wiliam, Mrs. M.R. Wilkinson, A.C. Williams, C.J. Williams, E.T. Williams, Miss. S.J.C. Williams, M.R. Wilson and Ms. M. Wright.

 

 

1          APOLOGIES FOR ABSENCE -

 

These were received from Councillors Mrs. M.E.J. Birch and R.P. Thomas.

 

 

2          DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

3          ELECTION OF MAYOR -

 

It was moved by Councillor H.J.W. James, seconded by Councillor A.D. Hampton and

 

RESOLVED - T H A T Councillor J. Clifford 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.

 

 

4          APPOINTMENT OF DEPUTY MAYOR -

 

It was moved by Councillor T.H. Jarvie, seconded by Councillor G.C. Cox and

 

RESOLVED - T H A T Councillor Mrs. K.A. Kemp 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.

 

 

5          MAYOR’S ADDRESS -

 

The incoming Mayor thanked Councillor James for his kind words and thanked all the Members of Council for their confidence in electing him as Mayor.

 

He informed Members that the incoming Mayoress, his wife Christine, was currently not in the best of health.  Their friend, Carol Williams, would be his consort in the short term but he looked forward to sharing the year with Christine at his side in the not too distant future.  The Mayoress would be invested with the Chain of Office in the Mayor’s Parlour at a later date.

 

During his year in office, the Mayor intended to offer support to many voluntary organisations and pensioners’ groups throughout the whole of the Vale of Glamorgan.  He also hoped to attend and support events involving youth groups, especially in Llantwit Major.

 

The Civic Service would be held on Sunday 19^th June 2011 in St. Illtud’s Church in Llantwit Major, with the reception at Llantillud Fawr Comprehensive School.

 

The Mayor’s charities for the coming year would be Myeloma UK, Action for Children and Llamau.  He looked forward to working with the three charities to help in their fundraising and to raising their profile in the Vale of Glamorgan.

 

In concluding, the Mayor once again thanked Members for electing him as Mayor and promised to fulfil the role to the best of his ability.

 

 

6          VOTE OF THANKS TO RETIRING MAYOR -

 

The newly elected Mayor, on behalf of the Council, thanked the retiring Mayor and Mayoress for their work during the previous year.  He referred to the manner in which they had undertaken their roles and to their hard work and devotion to duty.

 

In response, the retiring Mayor thanked Members for their appreciation, the commemorative album he had received and the bouquet presented to his wife, Ruby.  He and his wife had both found their year in office busy, but extremely enjoyable.   Over £14,300 had been raised for his nominated charities and he thanked all Members who had supported the various charity events.

 

Finally he expressed his appreciation to the staff of the Mayor’s Office, Leader’s Office, Vale Catering and the Chief Executive’s Department.  He thanked his wife Ruby for her support throughout the year, referring to the dignity and elegance she had displayed.  Both he and his wife wished the incoming Mayor and Mayoress every success. 

 

 

7          LEADER AND CABINET -

 

RESOLVED - T H A T, as advised by the Leader, it be noted that Councillor T.H. Jarvie would be Deputy Leader and that the following 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

·      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)

·      Catering

 

·      “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's 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

 

·      “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

·      Emergency Planning

·      Youth Offending Service

 

·      “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.”

 

 

8          APPOINTMENT OF SCRUTINY COMMITTEES -

 

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

 

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

 

Councillors Mrs. P. Drake, J.F. Fraser, K. Hatton, G. John, Mrs. K.A. Kemp, Mrs. A.J. Moore, N. Moore, Mrs. A.J. Preston, A.C. Williams, E.T. Williams and Miss. S.J.C. Williams.

 

 

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

 

Councillors Ms. M.E. Alexander, J.C. Bird, R.F. Curtis, G. John, Mrs. M. Kelly Owen, Mrs. K.A. Kemp, Mrs. A.J. Preston, Mrs. S.I. Sharpe, C.J. Williams, M.R. Wilson and Ms. M. Wright.

 

 

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

 

Councillors R.J. Bertin, J.C. Bird, Ms. B.E. Brooks, S.C. Egan, N.P. Hodges, Mrs. K.A. Kemp, J.W. Thomas, Mrs. M.R. Wilkinson, A.C. Williams, E.T. Williams and Ms. M. Wright.

 

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

 

     Shelter Cymru

     Vale Housing Federation

     Vale Housing and Homelessness Forum

     plus 4 Representatives from the Tenant Working Group / Panel.

 

For Crime and Disorder Matters Only

1 representative, in a non-voting capacity from South Wales Police Authority -

Mr. Moawia Bin-Sufyan.

 

 

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

 

Councillors Mrs. M.E.J. Birch, V.L. Ellis, C.P.J. Elmore, J.F. Fraser, E. Hacker,  F.T. Johnson, Mrs. K.A. Kemp, C.L. Osborne, Mrs. S.I. Sharpe, J.W. Thomas and S.T. Wiliam.

 

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
	Welsh Medium Education
	Free Churches

 

 

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

 

Councillors Mrs. S.M. Bagstaff, Mrs. M.E.J. Birch, S.C. Egan, V.L. Ellis, Mrs. M. Kelly Owen, Mrs. K.A. Kemp, N. Moore, C.L. Osborne, Mrs. M. Randall, J.W. Thomas and Miss. S.J.C. Williams.

 

 

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).

 

Finance

 

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

 

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.

 

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 the Constitution.

 

 

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

 

In order that, as far as practicable, political balance was achieved across all Committees, various allocations had previously been agreed/taken place.  These were indicated in bold below.

 

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

 

 

(a)       Planning Committee (19 Members)

 

Councillors: R.J. Bertin, Mrs. M.E.J. Birch, J.C. Bird, Ms. B.E. Brooks, P. Church, V.L. Ellis, A.M. Ernest, E. Hacker, A.D. Hampton, Mrs. V.M. Hartrey, N.P. Hodges, H.J.W. James, F.T. Johnson, Mrs. M. Kelly Owen, Mrs. A.J. Preston, R.P. Thomas, Mrs. M.R. Wilkinson, M.R. Wilson and Ms. M. Wright.

 

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)

 

Councillors: Ms. M.E. Alexander, Mrs. S.M. Bagstaff, J. Clifford, G.A. Cox, J.F. Fraser , E. Hacker, A.D. Hampton, Mrs. V.M. Hartrey, K. Hatton, N. Moore, C.L. Osborne, Mrs. A.J. Preston, J.W. Thomas, Mrs. M.R. Wilkinson and E.T. Williams.

 

(N.B. Currently Conservative: 8; Labour: 3; Plaid Cymru: 2; Independent: 2 as part of overall political balance calculations.)

 

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

 

Councillors Ms. M.E. Alexander, S.C. Egan, J.F. Fraser, A.D. Hampton, Mrs. V.M. Hartrey, Mrs. K.A. Kemp and Mrs. S.I. Sharpe.

 

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.

 

 

(d)       Investigating Committee (7 Members)

 

Councillors Mrs. M.E.J. Birch, J.C. Bird, N.P. Hodges, Mrs. A.J. Moore, J.W. Thomas, R.L. Traherne and Mrs. D.M. Turner.

 

Terms of Reference:

 

With delegated powers:

 

(1)       To act in accordance with the procedures laid down by the JNC Conditions of Service for Chief Officers and in accordance with the Local Authorities (Standing Orders) (Wales) Regulations 2006 in all matters of discipline and capability.

(2)       To determine such matters as appropriate with delegated powers on behalf of the Council in relation to non-statutory Chief Officers and statutory Chief Officers, with the exception of the Head of Paid Service, Monitoring Officer and Chief Finance Officer.

(3)       The “second hearing” as referred to within the Chief Officers’ Hand Book in respect of non-statutory Chief Officers and statutory Chief Officers, with the exception of the Head of Paid Service, Monitoring Officer and Chief Financial Officer, shall be a referral to the Appeals Committee in accordance with ACAS guidelines.

(4)       In the case of the Head of Paid Service, Monitoring Officer and Chief Finance Officer, to recommend, where considered appropriate, referral of the issue to an independent person in accordance with the provisions of the Local Authorities (Standing Orders) (Wales) Regulations 2006.

 

 

(e)       Social Services Appeals Committee (7 Members)

 

Councillors: Mrs. M.E.J. Birch, J. Clifford, S.C. Egan, J.F. Fraser, Mrs. M. Randall, Mrs. S.I. Sharpe and Mrs. D.M. Turner.

 

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.

 

 

(f)        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)

 

Councillors: Mrs. M.E.J. Birch, Mrs. V.M. Hartrey and Mrs. M. Kelly Owen.

 

Mr. D. Carsley, Mr. A.G. Hallett, Mr. A. Lane, Mrs. M.J. Pearce and Mr. C.D. Samuel (independent members); Councillor Ms. A Pryer (Town and Community Council representative).

 

(N.B. Currently Conservative: 1; Labour: 1; Plaid Cymru: 1 as part of overall political balance calculations.)

 

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 Public Services Ombudsman.

(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.

 

 

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

 

Councillors: Mrs. S.M. Bagstaff, Mrs. M.E.J. Birch, P. Church, J. Clifford, J.W. Thomas, S.T. Wiliam and Mrs. M.R. Wilkinson.

 

(N.B. Currently Conservative: 3; Labour: 2; Plaid Cymru: 1; Independent: 1 as part of overall political balance calculations)

 

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

 

(h)       Audit Committee (7 Members)

 

Councillors J. Clifford, Mrs. P. Drake, J.F. Fraser, K. Hatton, N. Moore, C.L. Osborne and A.C. Williams.

 

(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 external auditor’s annual letter and relevant reports and to make recommendations on their implementation to Cabinet and / or Council as appropriate.

(2)       To consider specific reports as agreed with the external auditor and to make recommendations on their implementation to Cabinet and / or Council as appropriate.

(3)       To maintain an overview of contract procedure rules, financial regulations and officers’ codes of conduct and behaviour and to make recommendations to Cabinet and / or Council as appropriate.

(4)       To monitor Council policies on “Raising Concerns at Work” and the anti-fraud and corruption strategy and the Council’s complaints procedure and to make recommendations to Cabinet and / or Council as appropriate.

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

(6)       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.

 

With delegated powers:

 

(1)       To consider and approve 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 and approve summaries of special internal audit reports as requested.

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

(4)       To consider reports from internal audit on agreed recommendations not implemented within a reasonable timescale and approve necessary remedial action.

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

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

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

(8)       To approve measures to ensure the effective development and operation of risk management and corporate governance in the Council.

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

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

 

 

(i)         Community Liaison Committee (13 Members)

 

Councillors Mrs. S.M. Bagstaff, R.J. Bertin, Ms. B.E. Brooks, Mrs. J.E. Charles, R.F. Curtis, C.P.J. Elmore, A.M. Ernest, Mrs. V.M. Hartrey, N.P. Hodges, H.J.W. James, Mrs. M. Kelly Owen, R.L. Traherne and E.T. Williams.

 

(N.B. Currently Conservative: 6; Labour: 3; Plaid Cymru: 2; Independent: 2 as part of overall political balance calculations.)

 

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.

 

(3)       Only Members of the Vale of Glamorgan Council will have voting rights.  However, if requested by Town and Community Councillors, a vote will be obtained from Town and Community Councillors as an indication of their views which will be reported in the minutes and, if the Committee requests, included in any related report/recommendations referred to Cabinet.

 

 

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

 

Councillors Mrs. J.E. Charles, P. Church, H.J.W. James, Mrs. M. Kelly Owen, Mrs. A.J. Moore, Mrs. M. Randall and S.T. Wiliam.

 

(N.B. Currently Conservative: 4; Labour: 1; Plaid Cymru: 2 as part of overall political balance calculations.)

 

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.

 

 

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

 

Cabinet Member for Human Resources and Equalities - Councillor Mrs. J.E. Charles plus

Councillors: Mrs. M.E.J. Birch, V.L. Ellis, A.D. Hampton, Mrs. M. Randall, R.L. Traherne and M.R. Wilson.

 

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.

 

 

(l)         Senior Management Appointment Panel (7 Members)

 

Councillors S.C. Egan, H.J.W. James, T.H. Jarvie, G.C. Kemp, N. Moore, Mrs. M. Randall and Mrs. D.M. Turner.

 

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.

 

 

(m)      Trust Committee (7 Members)

 

Councillors J.F. Fraser, E. Hacker, F.T. Johnson, Mrs. M. Kelly Owen, Mrs. K.A. Kemp, C.L. Osborne and S.T. Wiliam.

 

(N.B. Currently Conservative: 4; Labour: 1; Plaid Cymru: 1; Independent: 1 as part of overall political calculations.)

 

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.

 

 

(n)       Voluntary Sector Joint Liaison Committee (11 plus 8 voluntary sector and 2 Cardiff and Vale University Health Board (Health Sector) representatives)

 

Councillors R.J. Bertin, J. Clifford, R.F. Curtis, Mrs. P. Drake, C.P.J. Elmore, J.F. Fraser, Mrs. M. Kelly Owen, G.C. Kemp, Mrs. K.A. Kemp, Mrs. D.M. Turner and C.J. Williams.

 

Terms of Reference:

 

(1)       To advise the Council of the needs, views and concerns of the Voluntary and Health Sectors.

(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, Health 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, the Voluntary Sector and the Health Sector.

(5)       To assist the Council in developing a strategy for the Voluntary and Sectors; to participate in the monitoring and evaluation of that strategy.

(6)       To refer, as appropriate, reports and recommendations 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 and Health Sectors.

(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 Cabinet 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 and / or Health Sectors.

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

 

 

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

 

Councillors J.C. Bird, F.T. Johnson, C.L. Osborne, R.P. Thomas, Mrs. D.M. Turner, S.T. Wiliam and M.R. Wilson.

 

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.

 

 

(p)       Appointment of Local Authority Governors Advisory Panel (7 Members - to be chaired by the Cabinet Member for Education and Lifelong Learning)

 

Chairman: Cabinet Member for Education and Lifelong Learning - Councillor A.D. Hampton plus

Councillors: J. Clifford, V.L. Ellis, N.P. Hodges, F.T. Johnson, Mrs. K.A. Kemp and M.R. Wilson.

 

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)

 

(q)       Residential Special Schools Panel (7 Members)

 

Councillors Mrs. M.E.J. Birch, Mrs. J.E. Charles, A.D. Hampton, Mrs. V.M. Hartrey, Mrs. K.A. Kemp, Mrs. D.M. Turner and M.R. Wilson.

 

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)

 

Councillors J. Clifford, R.F. Curtis, A.M. Ernest, J.F. Fraser, E. Hacker, Mrs. V.M. Hartrey, Mrs. A.J. Preston, R.P. Thomas and M.R. Wilson.

 

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)

 

Chairman (Vice-Chairman of Planning Committee): Councillor J.C. Bird

Vice-Chairman (Chairman of Planning Committee): Councillor H.J.W. James.

 

Core Membership

 

Representative:                                              Royal Town Planning Institute

           

Representative:                                              Royal Society of British Architects

 

Representatives of the 'six groups':                Ancient Monuments Society

                                                                        The Georgian Group

                                                                        The Victorian Society

                                                                        The Council for British Archaeology

                                                                        The Society for the Protection of

                                                                        Ancient Buildings

                                                                        Royal Commission of the Ancient

                                                                        and Historical Monuments of Wales.

 

Other members from local interest groups, local historical societies and Town and Community Councils to be invited when applications or policy matters that relate to their specific areas are referred to the Group.

 

These local interest groups and societies to be requested to apply to become members of the Group and consideration to be given to the application by the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Planning and Transportation.

 

All Town and Community Councils to be invited to submit representative details to become members of the Group.

 

Terms of Reference

 

(1)       To consider applications for planning permission and related applications which, in the opinion of the Local Planning Authority, would affect the character and appearance of any Conservation Area in the Vale of Glamorgan.

(2)       To make recommendations to Planning Committee following the consideration of applications under (1).

(3)       At the request of Cabinet, to act as a consultee and consider any policy document and initiative relevant to the preservation and enhancement of the Council's Conservation Areas.

 

 

(t)        Equalities Consultative Forum (7 Members - to be Chaired by the Cabinet Member for Human Resources and Equalities)

 

Chairman: Cabinet Member for Human Resources and Equalities - Councillor Mrs. J.E. Charles plus

Councillors Mrs. M.E.J. Birch, A.D. Hampton, Mrs. A.J. Preston, Mrs. M. Randall and M.R. Wilson (plus one vacancy).

 

Plus 1 representative from each of the undermentioned organisations:

 

        Age Concern

        Atal y Fro (formerly Women’s Aid|)

        Cardiff Gypsy and Traveller Project

        Cardiff and Vale Coalition of Disabled People

        Cardiff and the Vale Parents Federation

        Church of Wales

        Citizens’ Advice Bureau

        Menter y Fro

        Mind in the Vale

        Muslim Welfare Association

        Race Equality First

        Remploy

        50+ Senior Citizens’ Forum

        South Wales Police.

        Stonewall Cymru

        Vale Council for Voluntary Services

        Vale of Glamorgan Older People’s Forum

        Vale of Glamorgan Public Health Team

        Vale Youth Service

        Vibe

        Wales Assembly of Women (Vale Branch)

           

Terms of Reference:

 

(1)       To act as a consultative forum in relation to the equalities policy and procedures developed by the Council.

(2)       To facilitate the promotion of equal opportunities and the elimination of discrimination both within the Council and the wider community.

(3)       To consider reports from Departments and representative organisations on equalities related subjects and new initiatives; and to make recommendations to the Council on changes to policies and procedures where appropriate.

(4)       To advise the Council of the views and concerns of equality organisations and of the residents of the Vale.

(5)       To facilitate and promote joint working between the Council and equality organisations.

 

 

10        DATES OF ORDINARY COUNCIL MEETINGS -

 

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

 

        6^th July, 2011

        28^th September, 2011

        7^th December, 2011

        7^th March, 2012

        25^th April, 2012.

 

 

11        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 Mrs. M. Kelly Owen

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

 

Licensing:                 Chairman:                  Councillor J.W. Thomas

                                 Vice-Chairman:          Councillor Mrs. A.J. Preston.

 

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

                                 Vice-Chairman:          Councillor  J.C. Bird.

 

Trust                         Chairman:                  Councillor C.L. Osborne

                                 Vice-Chairman:          Councillor Mrs. M. Kelly Owen.

 

WelshChurch             Chairman:                  Councillor C.L. Osborne

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