Welcome to the
Vale of Glamorgan Council

CABINET

 

 

MINUTES of a meeting held on 20^th June, 2007.

 

Present: Councillor Ms. M.E. Alexander (Chairman); Councillor N. Moore (Vice-Chairman); Councillors R.F. Curtis, S.C. Egan, Mrs. V.M. Hartrey, G. John, Mrs. M. Randall and C.J. Williams.

 

Also present: Councillor Mrs. M. Kelly Owen.

 

 

C3059                        APOLOGIES FOR ABSENCE -

 

These were received from Councillors N.J. Gibbs and Mrs. M.R. Wilkinson.

 

 

C3060                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 6^th June, 2007 be approved as a correct record, subject to it being noted that Minute No. C3046 resolution (1), should read 2007/08 and not 2008/09.

 

 

C3061                        DECLARATIONS OF INTEREST -

 

Councillor G. John declared an interest in Agenda Item 31 in that he had made representations to the Director of Learning and Development on behalf of the employee.

 

 

C3062                        INDIVIDUAL DISABLED PARKING BAYS (REF) -

 

The Scrutiny Committee (Economy and Environment) had on 13^th March, 2007, received a report from its Traffic Task and Finish Group on the provision of individual disabled parking bays.  The report had outlined the procedure that had been followed by the Council in allocating individual disabled parking bays which had been in place for many years and had been inherited from the former South Glamorgan County Council.  However, the Committee had been advised that the current policy and procedures had taken no account of an applicant’s needs and in particular the staff of the Engineering Department did not have the skills to assess applications on a needs basis and as a direct result, discussion would have to take place with colleagues in the Social Services Department.  The Scrutiny Committee (Economy and Environment) referred the report to the Scrutiny Committee (Community Wellbeing and Safety) who discussed the matter on 21^st May, 2007.  The Interim Director for Social Services had considered the recommendations of the Scrutiny Committee (Economy and Environment) and after discussion with the Director of Environmental and Economic Regeneration, made the following suggestions:

 

·             “In the exceptional event that the Director of Environmental and Economic Regeneration is made aware of the case in which the delay in provision of a parking bay caused by the length of the waiting list is likely to lead directly to the failure of the individual concerned to be able to stay in their own home and require a move to a nursing home or similar accommodation, a request may be made to the Director of Social Services for view of the matter. 

·             That the Director of Social Services may in such exceptional circumstances, make a recommendation that the individual concerned be moved up the waiting list and up to three such recommendations may be sought in any one year.”

 

Cabinet having considered the above

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Economy and Environment) of 13^th March, 2007 and the Scrutiny Committee (Community Wellbeing and Safety) of 21^st May, 2007 be accepted.

 

 

C3063                        KNAP SLIPWAY - PROPOSAL FOR THE RE-OPENING OF THE SLIPWAY FOR BOATING ONLY (REF) -

 

Cabinet was advised that requests had been made from local boat users to re-open the facility although some representation to the contrary had also been received.  In June 2006, the Scrutiny Committee (Economy and Environment) had received a report which had provided the background to the decision to close the Knap Slipway on health and safety grounds.  However, at Sully, a new lockable slipway barrier had been installed, access to the barrier had been by permit system (with appropriate charging) and Enforcement Officers used to police the slipway.  It was therefore considered suitable that a similar system could be put into operation at the Knap Slipway.  Having considered the report, the Scrutiny Committee (Economy and Environment) made the following recommendations:

 

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

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

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

 

Cabinet, having considered the reference

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Economy and Environment) be accepted.

 

 

C3064                        TECHNICAL ADVICE NOTE (TAN18) TRANSPORT; THE MANUAL FOR STREETS; CONSULTATION: PLANNING FOR INCLUSIVE DESIGN (ACCESS STATEMENTS) (REF) -

 

Planning Committee had on 24^th May, 2007, considered the report which contained details relating to the following:

 

·             the WAGs recent publication of the final version of TAN18 on Transport;

·             a joint England and Wales Best Practice document entitled “The Manual for Streets”;

·             the WAG consultation document entitled “Planning for Inclusive Design”, together with a suggested appropriate response to the consultation.

 

TAN18 reflected WAG’s aim of broadening the range and choice of transport available and securing accessibility in a manner that supported sustainable development by encouraging an integrated transport system, that would be safe, efficient, clear and fair.

 

On consideration of the report, the Planning Committee resolved:

 

·             “That the publication of Technical Advice Note (TAN) 18 Transport by the Welsh Assembly Government and the Manual for Streets be noted.

·             That the Planning Committee receive a presentation on the content of the Manual for Streets in due course.

·             That Appendix 2 of the report be used as a basis for responding to the WAG Consultation on Planning for Inclusive Design.

·             That the report be referred to Cabinet for information.”

 

Cabinet having considered the resolutions of the Planning Committee and the report,

 

RESOLVED - T H A T the resolutions of the Planning Committee be endorsed.

 

 

C3065                        CARDIFF BAY ADVISORY COMMITTEE: 23^RD MAY, 2007 -

 

The following minutes of a meeting held at the Cardiff Harbour Authority Offices on 23^rd May, 2007 were submitted for information:

 

Present:

 

Councillor N.J. Gibbs	Penarth Town Council
Councillor Mrs. V.M. Hartrey	Vale of Glamorgan Council
Councillor N. Howells	Cardiff County Council
Councillor M.R. Wilson	Penarth Town Council
Captain T. Auld	Dock and Harbour Master
Mr. T. Davies	Cardiff Bay Yacht Club
Mrs. S. Howard	Countryside Council for Wales
Mr. J. Mount-Stephens	Cardiff Yacht Club
Mr. A. Parker

 

Also present:

 

Mr. S. Howell	Cardiff Harbour Authority
Mr. J. Wyatt	Vale of Glamorgan Council

 

 

1.                 Appointment of Chairman–

 

AGREED – T H A T Councillor N.J. Gibbs be appointed Chairman.

 

 

2.            Appointment of Vice-Chairman -

 

AGREED – T H A T Mrs. C. Dimond be appointed Vice-Chairman

 

 

3.            Apologies for Absence -

 

These were received from Mr. P Barry (Cardiff Yacht Club), Mrs. C. Dimond (Cardiff Flood Action Committee), Mr. J. Harrison (Environment Agency) and Councillor J. Norman (Cardiff County Council).

 

 

4.            Minutes -

 

AGREED - T H A T the minutes of the meeting held on 21^st March, 2007 be approved as an accurate record.

 

 

5.            Matters Arising -

 

(i)            Barrage

 

It was noted that the piece of public art by the artist Felice Varini had now been installed and would be the subject of an official launch on 11^th June, 2007.

 

(ii)       Boat trips

 

It was confirmed that the boat trip would take place on the day of the next meeting, i.e. 23^rd July, 2007, at 5.15p.m., to be followed by a short business meeting.

 

(iii)            Moorings costs

 

It was agreed that a further letter would be forwarded by the Clerk to the Secretary of State regarding this matter and  that an update would be included on future agendas.

 

(iv)            Condition of steps on west wall adjacent to No. 3 lock

 

The matter had been discussed at a meeting of the committee on 24^th January, 2007, and as such Members were further advised that the steps had been designed for emergency use only, for those mariners or others that needed to reach land during an emergency situation and could not gain access to the locks.  The steps were subject to large fluctuations in tide height and situation and were inspected and cleaned as and when necessary.  There had been little use of these steps since they had been constructed but they were viewed as an important access point from the outer harbour in emergency situations.

 

 

6.            Cardiff Harbour Authority – Progress Report -

 

A progress report was received from Mr. Simon Howell in respect of the following:

 

(i)            Barrage

 

Since mid-March combined river flows had been un-seasonally low, requiring the invoking of water budget arrangements.  From 12^th March to 9^th May there was a steady decrease in total flows, coinciding with the annual release of smolts in the rivers.  Usually, higher flows helped encourage the smolts out of the estuary.  However, due to the flows the smolts had stayed in the rivers and Bay until the recent rain.

 

The low flows so far this year had not affected locking arrangements but this was due to the lower boat movements at this time of year which might prove more problematic should the predicted long hot summer materialise.

 

The 2 year hydraulic refurbishment programme on the sluice gate manifolds and controllers had commenced.

 

The angling zone set-up for sea anglers remained popular and those using it to date were treating the area with respect and keeping it tidy.

 

Extra navigation buoys had been laid up the River Taff to mark the deep water channel near the PDR bridge.

 

The pontoon system in front of Roald Dahl Plasse was being reconfigured to separate the commercial operators berths from the visitors berths and also increase the number of berths available in this area.

 

(ii)            Environment

 

The Oxygen standard was maintained for 99.86% of the time during the period April 2006 – March 2007 and had been maintained 100% of the time since the beginning of April 2007 to date.

 

Maintenance of the aeration system was carried out at this time of the year and was almost complete in preparation for the summer period.  Additional compressors were gradually being turned on to maintain the oxygen standard as the bay water temperature rose as summer approached.

 

The successful installation and commissioning of a spill monitor on the large CSOP at Western District Pumping station had been completed.  This would provide almost real-time notification of spills allowing informed management decisions for water leisure activities within the river and Bay and also for mitigation use of the oxygen barge to maintain the oxygen standard.

 

(iii)            General

 

The new storage building at the Cardiff Bay Water Activity Centre had been completed and a racking system installed that allowed the efficient storage and deployment of the rowing boars and canoes from the centre.

 

(iv)            Events

 

            (a)            A traditional Oktoberfest style Beer Festival was being held on the Roald Dahl Plasse, to include traditional arts and crafts, children’s workshops, food and drink stalls, and the German Oompah Band.

 

                        Opening times were :

 

                                    Friday 25^th May, 2007                           15:00 – 22:00

                                    Sat, Sun, Mon (26^th – 28^th May, 2007)            11:00 – 22:00

 

(b)            CBYC were holding a youth and Junior sailing training camp from the 28^th May – 1^st June.

 

(c)               CBYC were holding a Flying 15 Regatta in the Bay on 2^nd and 3^rd June.

 

In addition to the above, Mr. T. Davies informed the Committee that C.B.Y.A. were holding their annual regatta on 16^th and 17^th July, 2007.  The event would coincide with the international food and drink festival and both events would, hopefully, complement each other. 

 

 

7.            Environment Agency – Update -

 

Given that Mr. J. Harrison had submitted his apologies for the meeting, there was no discussion under this item.

8.            Timetable of Meetings -

 

AGREED – T H A T future meetings be held as follows:

 

DATE	VENUE
Monday, 23rd July, 2007 at 5.15pm (to commence with a boat trip in Cardiff Bay)	Cardiff Harbour Authority Offices
Wednesday, 12th September, 2007 at 5.15pm	Ditto
Wednesday, 14th November, 2007 at 5.15pm	Ditto
Wednesday, 16th January, 2008 at 5.15pm	Ditto
Wednesday, 19th March. 2008 at 5.15pm	Ditto
Wednesday, 28th May, 2008 at 5.15pm (Annual Meeting)	Ditto

 

 

9.         Terms of Reference and Membership of Cardiff Advisory Committee -

 

The Economic Scrutiny Committee of Cardiff County Council undertook a review of the existing arrangements for the management of Cardiff Harbour Authority by Cardiff County Council and made a number of recommendations which were approved by the Cardiff Executive on 14^th September, 2006.  Two of the recommendations referred to the Cardiff Bay Advisory Committee, viz:

 

(i)        Cardiff Harbour Authority and Cardiff Bay Advisory Committee jointly undertake a review of the Membership of Cardiff Bay Advisory Committee in order that it can more appropriately represent the stakeholders of the Bay and provide a useful forum for communication and consultation.

 

(ii)       Cardiff Harbour Authority and Cardiff Bay Advisory Committee jointly consider the scope for the Cardiff Bay Advisory Committee to play a wider role in relation to partnership working and consultation.

 

Relevant Issues

 

The current Membership of the Cardiff Bay Advisory Committee had been determined under the Cardiff Bay Barrage Act 1993.  The following bodies had been invited to appoint Members to the Committee to ensure it consisted of persons or bodies interested in the operation of the barrage, the management of the inland bay, or navigation in the inland bay or the outer harbour:

 

1.            Associated British Ports

2.         Cardiff Bay Business Forum

3.         Cardiff Flood Action Committee

4.             Countryside Council for Wales

5.         DWR Cymru

6.         Royal Yachting Association (2 representatives)

7.             Environment Agency Wales

8.         Port Way Marina Operator (now Quay Marina)

9.         Cardiff County Council (2 representatives)

10.      Vale of Glamorgan Council

11.             Penarth Town Council

 

In the interests of securing a broader representation and level of expertise, the following organisations were also suggested under the Barrage Act ,to be invited to appoint representatives to the Committee:

 

12.      A fishing group or angling association

13.      A local wildlife trust

14.      RSPB as a statutory consultee under the Cardiff Bay Barrage Act 1993

15.      A technical officer from the Vale of Glamorgan Council.

 

In respect of organisations 1 – 11 above, most had been represented at meetings held over the past 7 years.  With regard to organisations 12-14 representatives had not generally attended.  A technical officer from the Vale of Glamorgan Council had, however, occasionally attended when there were relevant issues on the agenda and also received a copy of papers for the meetings of the Advisory Committee.

 

The Advisory Committee had agreed that a review of its membership be undertaken and requested recommendations be put forward for consideration.

 

In order to enhance the work of the Committee and to ensure effective and continued consultation existed, the following proposals were submitted for consideration :

 

·                    As the Cardiff Bay Business Forum had been dissolved the Waterfront Partners be asked to consider nominating a member from that organisation to represent businesses in Cardiff Bay.

 

Additional representatives from the following organisations be considered:

 

·                    Welsh Assembly Government (one representative - either a member or an officer)

·                    British Marine Industry Federation (BMIF) to represent marine businesses

·                    Association of Inland Navigation Authorities (AINA) to provide wider advice on inland navigation issues

·                    Welsh Amateur Rowing Association (WARA) to represent rowing

·                    Welsh Canoeing Association (WCA) to represent canoeing

·                    Glamorgan Anglers to represent angling

·                    Local Wildlife Trust

·                    The Vale of Glamorgan Council be requested to confirm a Technical Officer to attend meetings of the Committee in an advisory capacity.

         

The Royal Yachting Association (RYA) and Cardiff County Council both currently had two representatives on the Committee.  Cardiff County Council had two representatives as originally there was one from Cardiff City Council and one from South Glamorgan County Council.

 

Members agreed that all those involved as members / substitutes to date continue, it being agreed that, in the event of any one organisation having two representatives present, the organisation would only be entitled to one vote.

 

A local boat owner has also contacted the Clerk in respect of becoming a Member of the Committee.  It is recommended that individuals with specific interests not be included on this Committee, where an organisation representing such an interest has been invited to nominate a representative.  

 

The terms of reference of the Advisory Committee currently allowed for a Member of the Committee being granted permission to attend meetings of the Harbour Authority.  The Harbour Authority was within the remit of Cardiff Councils’ Executive Committee and, as such was open to the public and any Member could attend if they so wished.  The Executive Member from Cardiff with portfolio responsibility for the Harbour Authority was also a Member of the Advisory Committee. 

 

The Clerk regularly advised the Committee of all reports being considered by Cardiff Council’s Executive Committee and regular media bulletins were also received from Cardiff County Council which the Clerk disseminated if appropriate.

 

The Advisory Committee also received the minutes / notes of meetings (for information) of the following forums :-

 

·                    Waterfront Partners

·                    Cardiff Bay Strategy Working Group

·                    Environmental Communication Forum

·                    Harbour Events Group

 

Verbal reports by officers from the Harbour Authority and Environment Agency were provided at each meeting of the Cardiff Bay Advisory Committee.

 

The Committee currently met on a bi-monthly basis, predominantly on Wednesdays at 5.15p.m., and it was recommended that this continue and the Terms of Reference be amended to reflect these arrangements. 

 

 

 

AGREED -

 

(1)       T H A T the Membership of the Committee be amended as follows and the following organisations each be invited to nominate one representative:-

 

·               Associated British Ports

·               Cardiff Flood Action Committee

·               Countryside Council for Wales

·               DWR Cymru

·               Royal Yachting Association

·               Environment Agency Wales

·               Quay Marina Penarth

·               Cardiff County Council

·               Vale of Glamorgan Council

·               Penarth Town Council

·               British Marine Industry Federation

·               Welsh Amateur Rowing Association

·               Welsh Canoeing Association

·               Glamorgan Anglers

·               Local Wildlife Trust

·               Waterfront Partners

·               RSPB (Cardiff)

·               Mr. A. Parker (individual capacity).

 

In addition a Vale of Glamorgan Council Technical Officer be invited to attend in an advisory capacity.

 

(2)       T H A T the Committee continue to receive the information as detailed above.

 

(3)       T H A T as a result of the increase in Membership the quorum of the Committee be a quarter of the Membership.

 

(4)       T H A T the Committee continue to meet typically on a bi-monthly basis on Wednesdays at 5.15pm at the Cardiff Harbour Authority offices or any other frequency or location that the Committee agrees and continue to receive verbal reports at meetings from the Cardiff Harbour Authority and Environment Agency.

 

(5)       T H A T the Terms of Reference attached at Appendix 1 to the Report be amended to include recommendations (1) – (4) above and to more  accurately reflect the relationship between the Advisory Committee and the Cardiff Harbour Authority.

 

 

10.            Response to the Report of the Economic Scrutiny Committee of Cardiff County Council Entitled “Future of Cardiff Harbour Authority” –

 

AGREED – T H A T the report be noted.

 

 

11.      Any Other Business -

 

(i)        Bird monitoring

 

AGREED – T H A T a report be submitted to the September meeting.

 

(ii)       Water quality

 

AGREED – T H A T a report be submitted to the November meeting.

 

(iii)            “Practical Boat Owner”

 

It was noted that Mr. T. Davies had been appointed the correspondent for the above publication.  He invited members of the Committee to include him in any e-mail links should they consider there to be possible opportunities for publicising activities within “Practical Boat Owner”.

 

_______________

 

 

RESOLVED - T H A T the minutes be noted.

 

 

C3066                        CARDIFF BAY ADVISORY COMMITTEE ANNUAL MEETING WITH CARDIFF HARBOUR AUTHORITY: 23^RD MAY 2007 -

 

The following minutes of an annual meeting held at Cardiff Harbour Authority Offices were submitted for information.

 

Present:

 

Councillor N.J. Gibbs	Penarth Town Council
Councillor Mrs. V.M. Hartrey	Vale of Glamorgan Council
Councillor N. Howells	Cardiff County Council
Councillor M.R. Wilson	Penarth Town Council
Captain T. Auld	Dock and Harbour Master
Mr. T. Davies	Cardiff Bay Yacht Club
Mrs. S. Howard	Countryside Council for Wales
Mr. J. Mount-Stephens	Cardiff Yacht Club
Mr. A. Parker

 

Also present:

 

Mr. S. Howell	Cardiff Harbour Authority
Mr. J. Wyatt	Vale of Glamorgan Council

 

 

 

 

1.            Apologies for Absence -

 

These were received from Mr. P Barry (Cardiff Yacht Club), Mrs. C. Dimond (Cardiff Flood Action Committee), Mr. J. Harrison (Environment Agency) and Councillor J. Norman (Cardiff County Council).

 

 

2.         Major Issues Last Year

 

The Cardiff Cabinet Member with portfolio responsibilities for the Harbour Authority advised the Committee of the following:

 

(i)         The review of the Harbour Authority by the Council and WAG had been concluded and had resulted in the Council agreeing to manage the Harbour Authority in perpetuity.  The arrangement was based on 3 year business plan periods with a largely fixed annual budget.

 

(ii)        The management of Flat Holm Island, the Norwegian Church and the Cardiff Bay Visitor Centre had been brought into the Harbour Authority operational area.

 

(iii)       The proposals for the development of an Olympic standard canoe slalom course on the International Sports Village site had been finalised.

 

(iv)       Water activities permitted on the Bay had been increased following extensive monitoring and a review by the Council’s public health advisors.  Courses were available for children from as young as 8 years old.

 

(v)               The water activity centre at Channel View had continued to be developed with the completion of a new boat storage building and new partnerships with sports governing bodies and organisations such as Mentro Allan who involved disabled people in outdoor activities.

 

(vi)       The re-surfacing of Roald Dahl Plass had been completed and the Cardiff Bay wetlands and barrage landscaping had both been enhanced by improvement schemes.

 

(vii)            Routine maintenance and operational activities had continued all year.  There had been over 1250 tonnes of debris removed from the Bay in 2006, more than 60 schools and community groups had participated in educational visits and the events programme had continued to prove popular with increasing numbers of visitors and residents of the area.

 

(viii)     The Harbour Authority had achieved the Green Dragon level 5 award.  This was the highest level of the Welsh award for environmental management.

 

 

 

 

 

3.         Major Issues Anticipated This Year

 

(i)         Work would start on the Olympic standard canoe slalom course in December / January, subject to budget confirmation.

 

(ii)        A scheme to provide an early link between the Barrage to the Inner harbour would be progressed in conjunction with WAG and ABP.

 

(iii)       The development of the Water Transport System would be enhanced through a subsidy scheme which would provide a reliable service at peak commuter periods.

 

(iv)       The proposals for the River Ely Bridge crossing would be progressed.

 

(v)        The events programme would be expanded.

 

(vi)       Plans for the replacement of the Tube would be finalised.

 

_________________

 

 

RESOLVED - T H A T the minutes be noted.

 

 

C3067                        EQUALITIES (CX) (SCRUTINY - CORPORATE RESOURCES) -

 

The report proposed the transfer of the Equalities section to the Chief Executive’s Department.   The Equalities Team was responsible for mainstreaming equalities throughout the Council and in the recent development of equalities policies and schemes there had been considerable involvement by the Chief Executive as well as the fact that there was often a requirement for the Chief Executive to be involved to ensure that equalities had a high profile in the Council and to ensure that there was adequate training for senior management.  The revision of the Welsh language scheme has also been led by the Chief Executive in order to achieve a scheme that was both realistic and challenging.  It was noted that Equalities was clearly a Corporate function.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the transfer of the Equalities Team into the Chief Executive’s Department be endorsed.

 

Reason for decision

 

To facilitate closer joint working and provide a greater corporate focus on the service delivery aspect of equalities.

 

 

 

 

C3068                        CABINET MINUTE NO. C2926: DISPOSAL OF LAND AT 57 HOLTON ROAD, BARRY AND ACQUISITION OF LAND AT THE JUNCTION OF THOMPSON STREET AND GREENWOOD STREET, BARRY (CX) -

 

The report sought to clarify the intent of Cabinet at its meeting on 28^th February, 2007 and to ensure that the minute was clear.  The minute of 28^th February, 2007 had read as follows:

 

“…

 

(5)       T H A T the costs identified in paragraphs 11 and 12 of the report (approximately £10,000 and £4,000 respectively) be met out of the Barry Regeneration Partnership: Project Development Fund Allocation 2007/08.

 

(6)       T H A T subject to the formal view of WAG (DEIN) and the item of the above recommendations the Council owned site adjoining 56 Merthyr Street Barry should be considered for sale for residential development upon such terms and conditions as deemed appropriate by the Directors of Environmental and Economic Regeneration in consultation with the Director of Finance, ICT and Property.”

 

Cabinet having considered the typographical errors agreed that the minute should be formally amended to reflect the fact that the £4,000 should read £40,000 and the address of the property should read 66 Merthyr Street and subsequently

 

RESOLVED - T H A T resolutions (5) and (6) of Cabinet Minute No. C2926 of 28^th February, 2007  read as follows:

 

(5)       T H A T the costs identified in paragraphs 11 and 12 of the report (approximately £10,000 and £40,000 respectively) be met out of the Barry Regeneration Partnership: Project Development Fund Allocation 2007/08.

 

(6)       T H A T subject to the formal view of WAG (DEIN) and the item of the above recommendations the Council owned site adjoining 66 Merthyr Street Barry should be considered for sale for residential development upon such terms and conditions as deemed appropriate by the Director of Environmental and Economic Regeneration in consultation with the Director of Finance, ICT and Property.

 

 

C3069                        REVENUE MONITORING FOR THE PERIOD 1^ST APRIL, 2007 TO 31^ST MAY, 2007 (CMT) (SCRUTINY - ALL) -

 

The report sought to advise the Cabinet of the progress of revenue expenditure for the period 1^st April, 2007 to 31^st May, 2007.  The projected outturn for the 2007/08 Revenue Budget was shown in comparison with the Revenue Budget at Appendix 1 to the report.  The current forecast was for a deficit of £1,730,000 on the General Fund and a surplus of £215,000 on the Housing Revenue Account.  Cabinet was further advised that the deficit on the General Fund would be eliminated if the Social Services Department achieved their target in reducing their overspend.  In respect of the Learning and Development budget the service was projected to outturn on budget although actions would be needed to be taken during the financial year in respect of the Lifelong Learning and Catering function if they were to achieve their target. 

 

This matter was for Executive decision.

 

RESOLVED - T H A T the position with regard to the Authority’s 2007/08 Revenue Budget be noted.

 

Reason for resolution

 

In order to ensure that Members are aware of the projected revenue outturn for 2007/08.

 

 

C3070                        CAPITAL MONITORING FOR THE PERIOD 1^ST APRIL, 2007 TO 31^ST MAY, 2007 (CMT) (SCRUTINY - ALL) -

 

Cabinet was advised of the progress on the 2007/08 Capital Programme for the period 1^st April, 2007 to 31^st May, 2007 and were requested where necessary to identify changes to the programme.  Under the Directorate of Learning and Development the Authority had received a capital Early Years grant of £175,000 for the 2007/08 financial year from WAG.  The grant was to be used to develop the outdoor play elements of early years learning across schools with early years provision.  The report therefore requested that the capital programme be increased accordingly.

 

A Road Maintenance Grant in the sum of £582,00 had also been awarded to the Council from WAG to resurface the Authority’s highway network and again it was requested that the capital programme be increased accordingly by this figure. 

 

The Deputy Leader also requested that the Director of Learning and Development provide in writing to all Members of the Cabinet details of how the Early Years grant of £175,000 would be distributed.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the following increases in the 2007/08 Capital Programme be approved:

 

·                    Early Years Grant: the budget be increased by £175,000 to be funded by WAG

·                    Road Maintenance Grant: the budget be increased by £582,000 to be funded by WAG.

 

 

 

Reason for resolution

 

To allow schemes to be undertaken in the current financial year.

 

 

C3071                        VALE OF GLAMORGAN “COUNTY TREASURES” (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The concept of “County Treasures” dated back to pre-1974 when the South Glamorgan County Council had attempted to produce an inventory of historic assets located in its administrative area.  The project had never been completed and excluded communities incorporated in the Vale of Glamorgan in the 1996 and subsequent boundary reorganisations.  A decision to review the project had been agreed at a liaison meeting between the Vale of Glamorgan Council and the Community Councils in the area in 1999, but the review had not gathered momentum until the formation of a Steering Group in 2001 which included officers of the Vale of Glamorgan, Council’s Conservation Design Team, the Penarth Society and a number of community volunteers.  A project co-ordinator had been appointed in March 2002 to lead on an application by the Penarth Society for a Heritage Lottery Fund Grant which had subsequently been approved.    The Vale of Glamorgan Council agreed to take on the data editing process / finalisation of the data base in July 2005 due to the fact that it was the lead partner in the project.  The County Treasure’s data base recognised a comprehensive list of the best assets contained within the historic built environment and included existing entries in statutory designations together with some 500 previously unidentified local entries.  The report also highlighted that it was a unique list in Wales in terms of its content and its voluntary locally derived interpretation.  The data base however did not include entries relating to the natural environment given its focus on the historic built environment. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the publication of the County Treasures Project be endorsed and be made available on the Council’s website.

 

(2)       T H A T the report be referred to the Planning Committee and the Conservation Area Advisory Group for information.

 

Reasons for resolutions

 

(1)       In order that Cabinet approval can be secured for the publication of the survey.

 

(2)       In order to inform members of the Planning Committee and Conservation Area Advisory Group.

 

 

 

C3072                        HERITAGE PROTECTION FOR THE 21^ST CENTURY - WHITE PAPER (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The purpose of the report was to advise the Cabinet on the publication, jointly by the Welsh Assembly Government and Department for Culture, Media and Sport, of the White Paper “Heritage Protection for the 21^st Century” and to seek Cabinet endorsement on the Council’s formal response to the consultation questions which were provided in Paragraph 9 of the report.  The deadline for responses had been 1^st June, 2007 and in order to meet the deadline officer responses had been submitted with a note that further / differing views may be forwarded following consideration of the matter by the Council’s Cabinet. 

 

The following representations which had already been made in respect of the White Paper to the Welsh Assembly Government were listed for information:

 

“Q1      Should Conservation Area Consent be removed as a specific consent and merged with planning permission?  The merger would be combined with amendments to the Demolition Direction to ensure planning permission would be required for the demolition of an unlisted building in a Conservation Area and amendments to the General Permitted Development Order to reinstate levels of protection pre-Shimizu.

 

The principle of removing Conservation Area consent as a specific consent and its merger with the planning permission regime is welcomed .  This will serve to reduce bureaucracy whilst maintaining essential controls over demolition within a conservation area.  Any amendment to the General Permitted Development Order to include whole, substantial and partial demolition (in order to re-instate pre-Shimizu protection levels) would be welcomed.

 

Q2       As a means of promoting early consideration of heritage issues in large scale developments, should there be a new statutory guidance promoting pre-application assessment and discussion for all major planning applications which may affect historic assets?

 

The Vale of Glamorgan has an excellent track record in giving pre-application advice that promotes consideration of heritage issues, and particularly in large scale developments.  Statutory guidance promoting this pre-application assessment and discussion, would nonetheless, be relevant and welcomed.

 

Q3       As a means of providing greater certainty to developers, should the current operation of Certificates of Immunity be expanded to enable an application to be made at any time, and for a site as well as an individual building?

 

The completion of the national resurvey in Wales has provided an up to date list of buildings of architectural / historic importance.  However, it is also recognised that the merits of the buildings and the need for their protection can change over a short period of time, a fact recognised by PPG 15 in England.  Certificates of Immunity therefore, will remain a significant and appropriate tool for the future.

 

However, the current process is hindered and made uncertain as applications can only be made in circumstances where works have been granted consent by planning permission, or where an application has been submitted for such  works.  This means that it is not possible for a vendor (or prospective purchaser) to apply for a Certificate of Immunity before placing a property on the market.  For this reason, the proposal to expand the operation of such certificates is to be welcomed.

 

Site wide certificates would provide further confidence in the process of recognition of building and their context in the wider setting, including ancillary buildings, which although not listed are protected in law by virtue of section1(5)(b) of the Planning (Listed Buildings and Conservation Areas) Act, 1990.”

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the contents of the White Paper on Heritage Protection be noted and the representations detailed above and as detailed in the Report at Paragraph 9 be endorsed as the Council’s formal response to the Welsh Assembly Governments’ consultation.

 

(2)       T H A T the report be referred to the Planning Committee and to the Conservation Area Advisory Committee for information.

 

Reasons for resolutions

 

(1)       To advise Members of the consultation exercise together with the Council’s representations made to the Welsh Assembly Government.

 

(2)       To advise the Planning Committee and the Conservation Area Advisory Committee of the White Paper.

 

 

C3073                        VALE OF GLAMORGAN LOCAL DEVELOPMENT PLAN (LDP) CANDIDATE SITE REGISTER AND ASSESSMENT METHODOLOGY (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet approval was sought for the publication of the Vale of Glamorgan Local Development Plan (LDP) Candidate Site Register and to endorse the proposed candidate site methodology.  A copy of the Candidate Site Register had been placed in the Members’ Room for reference and a detailed note on the candidate site methodology was attached at Appendix 1 to the report.  The Council had received candidate site submissions for a variety of uses including the following:

 

·                    Employment

·                    Community

·                    Recreation

·                    Residential

·                    Retailing

·                    Tourism

·                    Utilities

·                    Waste Management.

 

The LDP Manual advised that local authorities produce a site register to be updated as the LDP progresses.  The Council proposed to publish a site register that would be available for the public to view at the Docks Offices and on the Council’s web site.  The register would include to date the following site information:

 

·                    the site identification number

·                    site address

·                    site location map

·                    the site area size (hectares)

·                    existing use

·                    proposed use

·                    whether received on time or late.

 

The candidate site register would be updated to include additional information which would be obtained through the Council’s assessment of the site in accordance with the advice contained within the LDP manual.  The next step in the candidate site process would be for officers to determine the relative suitability of individual sites for future development.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T subject to consideration of the views of the Planning Committee and the Scrutiny Committee (Economy and Environment):-

 

(1)       The availability of the initial Candidate Site Register be noted and be endorsed for public release.

 

(2)       The methodology and criteria for the future assessment of Candidate Sites as detailed in the reports be endorsed.

 

(3)       That a further report on the results of the Candidate Site assessment process be reported to Cabinet in due course.

 

Reasons for resolutions

 

(1)       To satisfy the statutory requirements of the Local Development Plan regulations.

 

(2)       To satisfy the statutory requirements of the Local Development Plan Regulations and Environmental Assessment of Plans and Programmes Regulations.

 

(3)       To ensure that Cabinet is informed of progress on the Vale of Glamorgan Local Development Plan.

 

 

C3074                        UTILISATION OF S106 PLANNING AGREEMENT FUNDS TO ENABLE CONTINUATION OF EXISTING ROUTES SERVING THE HOLIDAY INN EXPRESS, RHOOSE (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report requested Cabinet approval to utilise Section 106 Planning Agreement Funds from the Holiday Inn Express development near Rhoose, to provide financial support to secure continued provision of the Cardiff International Airport Shuttle Bus Service and Service X45 (Llantwit Major to Cardiff, UHW) together with the provision of public transport information at the Holiday Inn Express and associated bus stops.  The development of the Holiday Inn Express near Rhoose had secured £50,000 Section 106 Agreement funding for the provision of improvements to public transport at the location.  The money had to be spent by June 2009 or be returned to the developer.  The department was currently negotiating with the developer to extend the time period by a further 2 years.  The report requested that the sum of £50,000 from the Section 106 Planning Agreement be utilised for improvement to public transport as detailed below:

 

-           that Cardiff International Airport Limited be provided with funding totalling £45,000 over three £15,000 instalments i.e. June 2007, June 2008 and June 2009;

 

-           Veolia Transport Cymru (Bebb Travel Plc) be provided with funding totalling £4,500 over three £1,500 instalments in June 2007, June 2008 and June 2009;

 

-           that the Council’s Public Transportation Units Information Budget be provided with funding totally £500 over three instalments i.e. June 2007 £166.68, June 2008 £166.66 and June 2009 £166.66.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the £50,000 secured for improvements to public transport through the Section 106 Planning Agreement for the Holiday Inn Express, Port Road near Cardiff International Airport (Planning File Reference 03/00827 and Cost Code ZL174/B302) be utilised as follows:

 

·                    Cardiff International Airport Limited to be provided with funding totalling £45,000 over three £15,000 instalments in June 2007, June 2008 and June 2009;

·                    Veolia Transport Cymru to be provided with funding totalling £4,500 over three £1,500 instalments i.e. June 2007, June 2008 and June 2009;

·                    The Council’s Public Transportation Units Information Budget be provided with funding totalling £500 as follows: June 2007 £166.68, June 2008 £166.66 and June 2009 £166.66.

 

Reason for resolution

 

To enable the continued provision of public transport services incorporating the Holiday Inn Express stop that may otherwise be withdrawn and to assist  with the provision of reliable public transport information at the Holiday Inn Express and nearby associated bus stops.

 

 

C3075                        CONSERVATION AREA MANAGEMENT IN THE VALE OF GLAMORGAN (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report informed Cabinet of the submission of a report by consultants into conservation area management in the Vale of Glamorgan and made a number of recommendations to progress the findings of the report.  The document provided a welcome and transparent appraisal which related to the management and content of the Council’s 38 conservation areas.  In Chapter 7 of the report a wide range of measures which constituted recognised good practice in terms of conservation area management was detailed.  The report also indicated that progress relating to conservations area management within the Vale had been inconsistent which had been a result of a number of factors:

 

·                    an ongoing lack of a dedicated resource

·                    the buoyant UK development economy over the period resulting in a growth of “reactive” caseloads; and

·                    a focus on historic buildings.

 

The Council in 2003 had been the second council in Wales to achieve delegation of listed buildings consent decision making relating to Grade 2 listed buildings.

 

The report also commented on several areas of corporate management which required response.  The consultants expressed concern about the need to provide  much stronger inter-disciplinary co-operation in terms of the management of conservation areas which were uniquely sensitive to inappropriate design and management of public space.  The preparation of conservation area appraisal, management plans, new conservation area designations and introduction of Article 5 directions would form future key targets for the Planning and Transportation Department which would be sustained as resources permitted over a long term programme of at least five years.  Cabinet was advised that when the full management implications emerging from the study were available a further report would be presented to Cabinet.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the content of the report be noted and it be referred to the Planning Committee and the Conservation Area Advisory Group for information.

 

(2)       T H A T a report be submitted concerning the future management implications and costs relating to a future programme involving Conservation Area appraisals, management plans, new designations and the introduction of Article 4 Directions, to a future meeting of the Cabinet.

 

Reasons for resolutions

 

(1)       To allow further consideration of the report by the Planning Committee and Conservation Area Advisory Group.

 

(2)               In order to allow further consideration of these matters following further discussion and appreciation of the management implications of the report.

 

 

C3076                        BUILDING MAINTENANCE BUSINESS PLAN (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The performance of building maintenance would be an important factor in achieving a viable Housing Revenue Business Plan with services focused on the customers.  The implementation of a specific business plan to meet these aims and objectives was a priority for the service.   The report sought to identify the main actions within the process including service improvements, financial projections, technology integration and change management.  A tendering strategy would also be required to ensure that capital schemes and planned maintenance work was won via competitive tendering.  The objectives of the business plan were focused on the improvement of services and the efficiency of the repairs and maintenance function.  These had been identified as:

 

·                    “improving the repair service by introducing appointments, reducing average length of repair time, increasing work completed within target times and reducing void turn-around times;

·                    reducing the management and support costs and increasing the levels of direct service outputs within existing budgets.  Improving productivity of front line staff and attaining financial efficiencies in transport, plant and materials.”

 

A four year financial model for the business plan had been produced and was based on a number of robust financial assumptions.  These included:

 

·                    revenue repair budgets would fall by 2% year-on-year for the next 3 years;

·                    approximately £3m Capital / MRA schemes were awarded and / or won in competition;

·                    the level of sub-contractors reduces significantly a reduction of approximately £500k to be achieved;

·                    assumption that partnering arrangements would be reached for maintenance of Void properties.  This would result in the partnering company undertaking work to the value of £850k, which was currently being done by a mixture of in-house staff and sub-contractors;

·                    overall existing level of direct wage costs would not increase above annual inflation;

·                    front-line staff productivity would be increased by at least 30%;

·                    adequate funding of new technology estimated as £150k capital investment and £40k revenue for extra maintenance costs per year;

·                    project management support costs of £40k;

·                    management and support costs reducing by £250k;

·                    redundancy and EVR payments estimated as £120k for  2008/09 and £65k for the following 4 years, however only years 2009/10 and 2010/11 were contained within the plan;

·                    cost efficiencies for Transport, Plant and Material of £75k initially and then a 2% year-on-year reduction;

·                    trading account would reach a break-even level over the period of 2009/10 and 2010/11 although in the first year there was an estimated deficit of £150k. due to the level of start up costs.

 

The report also highlighted a number of challenges that would need to be met together with specific risks that would need to be assessed, controlled and mitigated.  Some of the challenges and risk areas that had been identified to date included:

 

·                    securing the Capital investment required and absorption of the revenue costs associated with the introduction of new technology;

·                    securing support to offset the lack of in-house expertise and resources to ensure successful project management of the business re-engineering process;

·                    adoption of change management processes to assist staff to adapt to new technology, new work processes, new job roles and a leaner structure;

·                    recruitment and retention of resources to deliver increased service levels and undertake work previously issued to sub-contractors;

·                    gaining of experience and skills required to be successful in competitive tendering, contract procurement and contract management;

·                    achievement and retention of the productivity increases required.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)               T H A T the content of the report be noted and the proposals for the Building Maintenance Business Plan be endorsed;

 

(2)       T H A T KPMG Consultants undertake a critical assessment of the Building Maintenance Business Plan and include any findings in their final report.

 

(3)       T H A T a joint report of the Director of Learning and Development and the Director of Environmental and Economic Regeneration be brought to Cabinet by September 2007 detailing the proposals for the re-engineered job roles within Building Maintenance and any resultant change to the current structure.

 

(4)       T H A T a Project Board be formed consisting of the Deputy Leader, Cabinet Member for Visible and Building Services, the Director of Finance, ICT and Property and the Director of Environmental and Economic Regeneration.  The Board to project manage the implementation of the Business Plan in respect of:

 

·        the Capital and Revenue expenditure associated with the investment in new Technology;

·        the action plans arising from the Building Maintenance Business Plan;

·        the changes arising from a re-engineered business process for building maintenance and repairs;

·        changes to the Schedule of Rates and associated Labour recharge rate;

·        the management, control and measurement systems required to administer the Business Plan projections.

 

(5)       T H A T approval be given for £40,000 to be identified within the Building Maintenance Business Plan to provide additional support for the levels of project management required.

 

(6)       T H A T regular information reports be provided to Cabinet in order to update on the progress of the Building Maintenance Business Plan.

 

(7)       T H A T the Building Maintenance Business Plan be referred to the Scrutiny Committee (Economy and Environment) for information.

 

Reasons for resolutions

 

(1)       To make Cabinet aware of the proposals for a Building Maintenance Business Plan.

 

(2)       To ensure that the Business Plan is robust and relevant to the changes required.

 

(3)       To ensure any proposals to changes in working arrangements and service structures comply with the Council’s policies, procedures and appropriate employment legislation.

 

(4)       To provide delegated powers to control and manage the progression of the Building Maintenance Business Plan.

 

(5)       To ensure that the introduction of new technology and change management processes are adequately resourced and managed.

 

(6)       To keep Cabinet fully appraised on the progress of the Building Maintenance Business Plan.

 

(7)       To apprise Members.

 

 

C3077                        COASTAL CAR PARKS (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report considered two coastal car parks in the Vale of Glamorgan in terms of their existing charging arrangements and made recommendations to changing to a pay and display method.  The two coastal car parks were detailed as Cymlau, Southerndown top car park which had 45 spaces and Brig-y-Don, Ogmore which had 275 spaces.  The proposed charges to both sites were appended to the report and it was further proposed to purchase pay and display units but the management of the car parks being carried out by the Highway Maintenance Division.  The report highlighted that income levels would increase due to charges for an increased number of hours but that staffing costs would not increase above current levels.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the policy of re-introducing charging by pay and display operations at Cymlau, Southerndown and Brig-y-Don, Ogmore, be approved and the scale of charges as detailed in the appendices to the report be endorsed.

 

Reason for resolution

 

To effectively and efficiently manage the highway coastal car parks.

 

 

C3078                        PENARTH HEADLAND LINK (DEER) (SCRUTINY - CORPORATE RESOURCES / ECONOMY AND ENVIRONMENT) -

 

The report updated the Cabinet on the scheme and to consider the future of the project.  Cabinet had resolved under Minute No. C2972 on 28^th March, 2007:

 

·                    “that in accordance with the decision of the Welsh Assembly Government no further Grant-funded work be undertaken on the project;

·                    that work continues to identify Council land sale opportunities in order to part fund the project;

·                    that a copy of the report be sent to the Assembly Minister for Enterprise, Innovation and Networks.”

 

Cabinet was informed that to date all the above had been carried out and the current status of the work on the project was as follows:

 

-                     all work by consultants and the preferred contractor had been suspended in the light of the above recommendations,

-                     planning consent was in place and detailed design work had been concluded for the scheme.  A final target cost of £25,1m had been agreed however a funding gap of £8m existed,

-                     negotiations had continued on the land at the foreshore and the two private sector parties who owned the land would be required to propose a basis for purchase.

 

Reference was made to the recent State of the Area debate in Penarth where residents expressed their opinion that a number of schemes considered to be in the pipeline were not being progressed.  Members of the Cabinet present at the debate assured the residents that a report on schemes that could be considered in Penarth, would be requested. 

 

In light of the report and the School Investment Strategy, Housing Investment issue and other priorities, the Cabinet considered that they could not justify the expenditure on such a proposal and also requested that officers discuss with the Welsh Assembly Government whether or not WAG would be requesting a return of any monies.

 

Cabinet was reminded that the report had incorrectly indicated that there would be a change in the Council’s Capital Programme.  However, it was clarified at the meeting that as no figure had been allocated in the Capital Programme for the current year, it was not a matter for Council but was an Executive decision.

 

RESOLVED -

 

(1)       T H A T no further work be progressed on the Penarth Headland Link project and that the Contractor and other organisations involved with the project be advised accordingly.

 

(2)       T H A T the Director of Environmental and Economic Regeneration submit a further report on schemes in Penarth that could be considered when setting the following year’s capital programme.

 

(3)       T H A T the Welsh Assembly Government and the Cardiff Harbour Authority be formally advised of the decision.

 

Reasons for resolutions

 

(1)       In order to agree the future of the project.

 

(2)       In order to consider the possible funding of other schemes in Penarth.

 

(3)       In order to inform the other potential funders of the project.

 

 

C3079                        EDUCATION PROVISION AT COGAN HALL FARM DEVELOPMENT (DLD) (SCRUTINY - LIFELONG LEARNING AND CORPORATE RESOURCES) -

 

Approval was sought to release the site at Cogan Hall Farm Development which had been reserved as an option for a new school.  It had been projected that the Cogan Hall Farm Development based upon 500 houses accounted for around 140 primary aged pupils.  This was however too low a number to warrant the cost of site purchase and construction of a new school.  The level of pupil numbers could more readily be accommodated within existing schools with extensions where necessary.  The release of the reserve site would enable the construction of further houses and the reserve site provided an opportunity to secure the contribution to the extension of existing schools by way of any subsequent planning consent.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the reserved site be released and an education contribution to the necessary extensions at relevant schools be required through any subsequent planning consent.

 

Reason for resolution

 

The matter would result in a possible opportunity for a contribution to extensions of schools.

 

 

C3080                        SCHOOL PERFORMANCE 2005/06 (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

The report provided Cabinet with details of the performance across schools within the Vale of Glamorgan.

 

The Vale ranked 10^th out of the 22 Welsh unitary authorities for primary school pupil numbers and 8^th for secondary pupil numbers.  Rankings for class sizes were 12^th highest for primary schools and 4^th highest for secondary schools.  The Vale was relatively advantageous in socio-economic terms but with notable pockets of deprivation within the Barry area.  As a consequence, aggregated school performance within the Vale would be expected to be higher than all-Wales averages.

 

Performance across Wales had been assessed at the end of Key Stages.  There were four Key Stages which represented the following school years and age groups:

 

 

 

Key Stage	Years	Age Range
Key Stage 1	Years 1 -2	5 - 7
Key Stage 2	Years 3 - 6	7 - 11
Key Stage 3	Years 7 - 9	11 - 14
Key Stage 4	Years 10 - 11	14 - 16

 

Aggregated school performance in the Vale at Key Stages 1-4 for the period 2000-06 was shown in Appendix 1 to the report (figures in brackets indicated all-Wales averages).  There were National Curriculum performance levels that (average) pupils were expected to achieve / exceed at each Key Stage.  These were:

 

·                    Key Stage 1 - Level 2 or higher

·                    Key Stage 2 - Level 4 or higher

·                    Key Stage 3 - Level 5 or higher

 

Key Stage 4 had a number of different and specific indicators including pupils gaining 5 or more GCSE grades A*-D and average points score (where an A* grade = 8 points, a B grade = 7 points etc.)

 

The core subject indicator (CSI) was a measure of all-round ability and was gained when a pupil attained the appropriate Key Stage level in each core subject  i.e. language (English or Welsh), mathematics and science.

 

The key points were as follows:

 

(i)         At Key Stage 1, aggregated school performance was above the all-Wales average for all indicators.  Actual outcomes fell slightly for all indicators except Welsh.  However, Vale performance ranked highly compared with other Welsh unitary authorities (as detailed at Appendix 2 to the report).

 

(ii)        At Key Stage 2, aggregated school performance was above the all-Wales average for all indicators. Actual outcomes fell slightly for English and science and more substantially Welsh.  The latter was substantially due to variations in the relatively small numbers of pupils within Welsh medium primary schools.  Performance improved slightly for mathematics and remained the same for the core subject indicator (CSI).  Overall, Vale performance ranked highly compared with other Welsh unitary authorities (as detailed at Appendix 2 to the report).

 

(iii)       At Key Stage 3, aggregated school performance was above the all-Wales average for all indicators.  Actual outcomes fell for English and science and remained the same for mathematics and the core subject indicator (CSI).  Overall, Vale performance ranked highly compared with other Welsh unitary authorities (as detailed at Appendix 2 to the report).

 

(iv)       At Key Stage 4, aggregated school performance was above the all-Wales average for all indicators.  Actual outcomes improved or remained the same for indicators except for the core subject indicator (CSI).  Overall, Vale performance ranked highly compared with other Welsh unitary authorities (as detailed at Appendix 2 to the report).

 

Overall, and for all Key Stages, the aggregated performance outcomes for schools were high and generally in line with that expected and described by the contextual indicators for the Vale.  However, there was significant variation in the individual contribution that schools made to these high performance levels.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the performance of schools within the Vale of Glamorgan detailed in the report be noted.

 

Reason for resolution

 

To meet good practice regarding the need to brief Members on school performance.

 

 

C3081                        SCHOOL INVESTMENT STRATEGY - CAPITAL RECEIPTS (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

The identified land at Appendix 1 to the report was no longer required by Bryn Hafren School and was surplus to requirements and it therefore represented an opportunity to generate capital receipts which could be used for the School Investment Strategy. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the land identified at Appendix 1 to the report of the Bryn Hafren School site be declared surplus.

 

Reason for resolution

 

To identify land that could be potentially disposed of to generate capital receipts to support the School Investment Strategy.

 

 

C3082                        PROPOSAL TO EXTEND THE PUPIL REFERRAL UNIT (PRU) (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet approval was sought to extend the PRU from September 2007 and to transfer an element of the Revenue Budget to Capital for one year only.  The Council did not maintain a special school for pupils with emotional and / or behavioural difficulties.  The PRU at Key Stage 3 and the Youth Access Provision at Key Stage 4 catered for the young people in the Vale with the highest and often most challenging needs in terms of behaviour who, in other local authorities, may attend special schools.  Throughout Wales there had been uncertainty as to whether all provision made “otherwise than at school” should be registered as PRUs particularly if they were not maintained by the Local Authority.  The Welsh Assembly Government had carried out a survey of education “otherwise than at school” which included the provision made by the Amelia Trust and the Young Service.  The report had concluded that the Youth Access Training Provision made by the Amelia Trust and the Youth Service should be registered as a PRU.  It was therefore proposed to establish three PRUs as follows:

 

·                    extend the current Key Stage 3 PRU to include the Key Stage 4 provision at the Amelia Trust

·                    establish satellite units at Llantwit Youth Centre and Penarth Information Shop, Byrd Crescent and register as a PRU

·                    re-register Gladstone College as a PRU as 4 pre 16 pupils were in attendance and that the current PRU Management Committee membership be extended to cover its management arrangements across all 3 PRUs.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T an extension of the current Pupil Referral Unit  (PRU) to include the Youth Access programme at the Amelia Trust and the Youth Service be approved.

 

(2)       T H A T the transfer of £39k from the Pupil Support Service (PSS) Revenue Budget to Capital for one year only to build a classroom at the Amelia Trust Farm be approved and the Amelia Trust be advised to submit an appropriate planning application to the Council.

 

Reasons for resolutions

 

(1)       To comply with Welsh Assembly Government guidelines.

 

(2)       To enable the Pupil Referral Unit to extend its work at the Amelia Trust.

 

 

C3083                        HOUSING ACT 2004 - MANDATORY LICENSING OF HOUSES IN MULTIPLE OCCUPATION (DLPPHS) (SCRUTINY - COMMUNITY WELLBEING AND SAFETY) -

 

The purpose of the report was to seek Cabinet approval for the level of fees to be levied in relation to the implementation of the provisions of Part 2 of the Housing Act 2004 (the Act) on the Mandatory Licensing of Houses in Multiple Occupation (HMOs).  The aim of Mandatory HMO Licensing was to ensure that the poorest properties in the private rented sector met minimum legal standards and were properly managed.  Mandatory Licensing applied to HMOs of 3 or more storeys with 5 or more occupiers in 2 or more households.  Within the Vale there were currently some 20 HMOs which were known to meet the requirements for Mandatory Licensing.  Mandatory Licences would be granted when the house was reasonably suitable for occupation as an HMO, where the management arrangements were satisfactory and where the licensee and manager were fit and proper persons.  Mandatory Licences would be valid for 5 years and would specify the maximum number of occupiers or households.  The following mandatory conditions also had to apply to all licences:

 

·                    to provide copies of gas safety certificates annually

·                    to keep electrical appliances and furniture in a safe condition

·                    to keep smoke alarms in working order

·                    to provide tenants with a written tenancy agreement.

 

The report proposed that the introduction of Mandatory Licensing of HMOs would be carried out using existing staff resources with a suggested fee of £630 being levied to recoup the additional administrative costs that would be incurred.  It was also proposed that a 10% discount be offered for those landlords who held membership of a recognised relevant professional association to encourage such membership.  A copy of the fee calculation was attached at Appendix 2 to the report.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposed Mandatory Licence Fee of £630 with a 10% discount for those landlords who hold membership of a recognised and relevant professional association be approved.

 

(2)       T H A T the Private Sector Housing Renewal Policy be amended accordingly.

 

Reasons for resolutions

 

(1)       To progress the licensing of Houses in Multiple Occupation (HMOs) in the Vale known to be subject to the Mandatory Licensing regime and to recoup the additional administrative costs incurred.

 

(2)       To ensure that the Housing Renewal Policy was kept up to date in the light of changes in legislation.

 

 

C3084                        CLOSURE OF ACCOUNTS 2006/07 (DFICTP)(SCRUTINY - CORPORATE RESOURCES) -

 

The report informed the Cabinet of the provisional financial position of the Council for the 2006/07 financial year and also constituted an account of the major financial issues during 2006/07.  Appendix 1 to the report amended the revised estimates to take account of a number of adjustments.  Set out below is a table which compares the revised estimates and the actual expenditure for the Authority. 

 

 

 

 

 

The main reasons for the variances were set out in Paragraphs 10 - 32 of the report as outlined below.

 

Education and Schools – Net favourable variance of £104k on the service.

 

Libraries  – Net nil variance.

 

Lifelong Learning – Adverse variance of £104k net.

 

Human  Resources   – Net  nil variance. 

 

Children’s Services – Adverse variance £1,136k.

 

Youth Offending Team – Favourable Variance £27k.

 

Community Care and Health – Adverse variance £1,972k.

 

Service Strategy –Adverse variance £146k.

 

Social Services Reserve – It was originally anticipated that there would be a draw down of £1,000k from the Fund to balance the Social Services Budget. However after the drawdown for 2005/2006 and amalgamation of other Social Services Funds only £403k was available for funding 2006/2007 expenditure.

 

Catering – Adverse variance £115k. 

 

Private Housing and Community Safety  – Net favourable variance £853k.

 

Planning and Transportation  – Net favourable variance £23k. Savings arose from employees (186k), largely due to staff vacancies and a delay in implementing the new structure in Development Control; and transportation and other smaller variances (24k). These savings were offset by an additional transfer to the Economic Development and Leisure reserve (£100k), primarily to fund repairs to Barry Leisure Centre pool, and reduced income from Building Control Fees (35k) and Development Control Fees (£52k).

 

Economic Development and Leisure – Net adverse variance £58k. 

 

Visible Services – Net favourable variance of £27k.

 

Building Maintenance – Net favourable variance of £9k.

 

Legal & Democratic Services – Net favourable variance £11k.

 

Regulatory Services – Net favourable variance £1k. 

 

Finance, ICT & Property – Net nil variance.

 

General Policy  – Favourable variance £0.531 million.

           

Cabinet on the 20^th September, 2006 approved that £100k of any amount received for the Local Authority Business Growth Incentive Grant (LABGI) be used to fund bio-diversity schemes. During the year a sum of £368k was received for LABGI. Of this sum, £23k was eventually utilised to fund the bio-diversity schemes and the balance of £345k has been transferred to the Visible Services Reserve.

 

The budgeted adjustment of £533k to the Minimum Revenue Provision for repayment of debt and subsequent transfer of this sum to the Project Fund has been made.

 

Chief Executive – Net favourable variance £46k.

                       

The net final overspend of £2.497 million as shown in the table would decrease the General Fund Reserve. In addition the budgeted transfer of £2.250m would also be required, making the total amount to be funded from the General Fund Reserve £4.747m for 2006/07.  Cabinet was advised that the balance as at 31^st March, 2007 detailed throughout the report as £5.279m should read £5.249m due to the fact an accounting adjustment of £30,000 had been required.

 

Details of the Housing Revenue account actual expenditure and income for the financial year 2006/07 compared to the revised estimate was attached at Appendix 2 to the report.  The main variances being:

 

·                    Supervision and Management General - £56k - the favourable variance was largely due to staff vacancies within the Housing Department and an underspend on supplies and services.

·                    Supervision & Management Special - £69k - the favourable variance was largely due to staff vacancies at the Hostel and estate staff (e.g. Cleaners and Wardens) within the Housing Department and a reduction in the security cover provided at Penarth Heights.

·                    Bad Debt Provision has reduced by £27k more than anticipated. This was due to the continued success of the rent arrears policy.

·                    Capital Financing charges were £246k less than originally estimated. In the future the Capital Finance Charge estimate would be based on Housing Business Plan calculations, which would be more accurate.

·                    Rents and charges collected - £91k – This favourable variance was due to a decrease in the number of council houses sold through Right to Buy.

·                    Interest earned was around £30k more than anticipated due to an increased Housing Revenue Account Reserve balance.

 

The overall position on the revised 2006/07 Capital Programme was a net underspend of £7,842,000. Of this sum, £5,241,000 relates to Penarth Headland Link. The statement at Appendix 4 details the outturn by scheme.

 

Attached at Appendix 5 to the report were details of the reserves as at 31^st March, 2007 and Cabinet was further advised that the figures for the General Fund on the appendix should be amended to £4,777,000 under the “Out” column and £5,249,000 for the balance at 31^st March, 2007.  The totals of the appendix to be adjusted accordingly.

 

 

The underspend on the revised capital programme in 2006/07 is £7,842,000. However, £5,241,000 of this underspend relates to the frozen Penarth Headland Link scheme.

 

The provisional outturn figures for the Council will be used in the preparation of the Statement of Accounts, which under the Accounts and Audit Regulations, must be approved by the 30^th June, 2007.

 

It was confirmed that the closure of accounts report would also be submitted separately to the Scrutiny Committee (Corporate Resources) for consideration.

 

Cabinet having considered the report:

 

RECOMMENDED -

 

(1)       T H A T the following budgets be amended in 2007/08 to reflect slippage and be referred to Council for approval:

 

 

 

(2)       That the balance of £450,000 on the Licensing reserve be transferred into the Early Retirement Fund.

 

(3)               That the Director of Finance, ICT and Property consider the details of the Specific Reserves to be repaid into the General Reserve when preparing the budget for 2008/09 and report to Cabinet at that time.

 

(4)       That the remainder of the report and the financial measures taken and proposed be approved.

 

(5)       That the Director of Finance, ICT and Property be authorised to make any adjustments that may be required from further detailed examination, both prior to and arising from audit.

 

Reasons for recommendations

 

(1)       To approve and refer to Full Council amendments to the 2007/08 and 2008/09 capital programme due to slippage.

 

(2)               To set aside a prudent amount for the initial costs of early retirement and redundancy.

 

(3)               To increase the level of General Reserve to enable the funding of the revenue budget.

         

(4)               To approve the remainder of the report and the financial measures taken and proposed.

 

(5)       To allow adjustments by the Director of Finance, ICT and Property prior to and arising from audit.

 

 

C3085                        TREASURY MANAGEMENT 2006/07 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

The annual treasury report covered:

 

·                    the Council’s current treasury position

·                    the strategy for 2006/07

·                    the economy / interest rates in 2006/07

·                    the borrowing outturn for 2006/07

·                    investment outturn for 2006/07 and

·                    compliance with treasury limits and Prudential Indicators

 

The Council’s external debt as at 31^st March, 2007 was reported as £101,857,625 and was summarised as below:

 

	Opening Balance 1.04.2006 £’000	Received   £’000	Repaid   £’000	Closing Balance 31.03.2007£’000
P.W.L.B.	93,075	3,000	882	95,193
Long Term Loans	7,055	0	503	6,552
Bonds	25	0	3	22
Temporary Loans	1,086	0	996	90
Total	101,241	3,000	2,384	101,857

 

The report further highlighted that the treasury strategy for 2006/07 had been based on the view of an improvement on the rate of growth of gross domestic product in the UK, with inflation being expected to stay around target 

 

This was a matter for approval by Full Council.

 

RECOMMENDED - T H A T the report be accepted and be referred to Full Council.

 

Reason for recommendation

 

To accept and refer the report to Council.

 

 

C3086                        MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT -

 

RESOLVED - T H A T the following matter which the Chairman had decided was urgent for the reason stated be considered.

 

 

C3087                        LEISURE CENTRE BARS AND CATERING (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Urgent by reason of the need to progress negotiations.

 

Cabinet approval was sought for formal consultation to take place regarding proposed changes to the existing Leisure Centre catering operations.  The report outlined that Catering delivery within the Vale of Glamorgan Council was currently split between two Directorates, the Learning and Development Directorate was responsible for school meals, welfare catering and corporate catering, and also provided services at Cosmeston Park, Dyffryn Gardens and the Alps Depot.  The Directorate of Environmental and Economic Regeneration was responsible for Leisure Centre catering and retained a client role for Cosmeston Park and Dyffryn Gardens.  Catering was also provided at Porthkerry Park under a Licence Agreement with an independent operator.  Leisure Centre catering was considered a non-core activity within the Leisure Centres and the relevant Directors had investigated combining the Council’s various catering operations but due to the very poor performance of the Leisure Centre Catering operation, it was apparent that a more fundamental decision needed to be made to cease trading with the exception of a vending service.  Attached at Appendix A to the report was the 2005/06 outturn for Leisure Centre Catering, together with the current situation for 2006/07.  Cabinet were advised that the present losses were clearly unacceptable and immediate action needed to be taken.  The only profitable element of the service was the vending service.  The report also noted that despite the appointment of two specialist catering managers, catering was still failing to provide a positive benefit to the overall operation of the Council’s Leisure Centres and the financial drain that it was placing on the service was not acceptable. 

 

This was a matter for Executive decision.

 

Having considered the report Cabinet

 

RESOLVED -

 

(1)       T H A T the Director of Environment and Economic Regeneration together with the Director of Learning and Development and the Director of Legal, Public Protection and Housing Services commence formal consultations with the recognised Trade Unions regarding the proposed cessation of trading in order to reduce the budget deficit in Leisure Centre Bars and Catering.

 

(2)       T H A T the Director of Environmental and Economic Regeneration submit a further report on the potential use of the spaces vacated in the relevant Leisure Centres.

 

Reasons for resolutions

 

(1)       To meet the required statutory and policy obligations regarding possible redundancies arising from the proposed changes to the cost and operation of the current service.

 

(2)       To consider the future use of the spaces vacated.

 

 

C3088                        EXCLUSION OF PRESS AND PUBLIC -

 

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

 

 

C3089                        PROGRESS REPORT LEISURE AND TOURISM - FINANCIAL MANAGEMENT OF THE COUNCIL’S LEISURE CENTRE (REF) (EXEMPT INFORMATION PARAGRAPH 14)  -

 

At the meeting of the Audit Committee held on 20^th January, 2007 the Committee had been provided with background information relating to the financial management of the Council’s Leisure Centres.  As a result Members had considered that the contents of the report raised serious concerns and felt that urgent action was required and more effective progress needed to be made immediately by the senior leisure management.  As a result of this decision internal audit had commenced their follow up reviews in February 2007 and Committee had been provided with an up-to-date progress report.  The Audit Committee, having considered the further report, considered that notwithstanding the significant improvements that had been made to date and the commitment demonstrated by individual members of staff, it had been clear that the audit continued to identify certain weaknesses.  It was also noted that the ongoing position with the Leisure Centres would continue to be reflected in the statement on internal controls and the remaining issues would be reviewed as part of the 2007/08 internal audit operational plan until such time as all significant matters had been resolved and as such the Audit Committee recommended:

 

·                    That the contents of the report together with the significant improvements made to date on the internal control environment within the Council’s Leisure Centres be noted.

·                    That in the event of the follow up audit revealing that certain weaknesses still persisted the relevant officers be instructed to appear before the next meeting of the Audit Committee.

 

Cabinet having considered the reference

 

RESOLVED -

 

(1)       T H A T the recommendations of the Audit Committee be accepted.

 

(2)       T H A T a further report detailing a proposed way forward to progress Members’ concerns be presented to Cabinet by the Director of Finance, ICT and Property.

 

Reasons for resolutions

 

(1&2)  To progress the matter.

 

 

C3090                        HIGHWAYS SURFACING CONTRACT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) (EXEMPT INFORMATION - PARAGRAPHS 12, 13 AND 14) -

 

Tenders were invited on an annual basis for a series of works contracts, these were one year contracts which could be extended up to three years in duration.  The contracts formed an essential part of the highway management strategy.  In respect of the carriageway pavement renewal the contract had been awarded in 2006/07 following a competitive tendering exercise and in respect of the permanent reinstatement highway works and emergency highway reinstatement the tenders had been invited from six contractors for these two works contracts for the period July 2007 to 31^st March, 2008 with an option to extend for a further two years with an annual review, with an increase based on Producer Price Index (PPI). 

 

This was a matter for Executive decision.

 

Having considered the report the Cabinet

 

RESOLVED -

 

(1)       T H A T the following highway contracts be approved:

 

(a)       Carriageway pavement renewal - the existing contractor Hanson Construction Projects Limited, continue the contracts for 2007/08 using PPI;

 

(b)       Permanent Reinstatement Highway Works and Emergency Highway Reinstatement - Delegated powers be granted to the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Visible and Building Services to accept the lowest suitable tender for these works.

 

(2)       T H A T a further report on the process for awarding and managing Highway Maintenance contracts be submitted to Cabinet.

 

Reasons for resolutions

 

(1)(a)   To maximise utilisation of the finance and resources.

 

(1)(b)   To enable a speedy resolution of the contract to maximise utilisation of the finance and resources.

 

(2)       To apprise Members.

 

 

C3091                        MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT -

 

RESOLVED - T H A T the following matter which the Chairman had decided was urgent for the reasons stated, but considered.

 

 

C3092                        ST. HELEN’S SCHOOL - STAFFING MATTER (DLD) (SCRUTINY - LIFELONG LEARNING) (EXEMPT INFORMATION - PARAGRAPHS 12, 13 AND 14) -

 

Urgent by reason of the need to resolve a complex school employee relations and staffing matter in accordance with Article 13.09 of the Council’s Constitution

 

Cabinet approval was sought for a compromise agreement to enable a complex staffing matter at St. Helen’s Infant School to be resolved.  The report outlined that St. Helen’s Infant School had been seeking to address a range of staffing complaints, grievances and disputes over a number of years.  The Council had fulfilled its obligations to provide advice and support to the school on the various issues raised.  This had included commissioning independent reports in an attempt to overcome identified difficulties.  

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Director of Learning and Development be authorised to conclude a Compromise Agreement as detailed in the report on a “without precedent” basis.

 

(2)       T H A T the Director of Learning and Development be authorised to implement the urgent decision procedure to conclude the matter under Article 13.09 of the Council’s Constitution.

 

Reasons for resolutions

 

(1&2)  To enable the Governing Body to re-establish the school on a secure and effective basis for the future.