CABINET
MINUTES of a meeting held on 20th
February, 2008.
Present: Councillor N. Moore (in
the Chair); Councillors S.C. Egan, N.J. Gibbs, Mrs. V.M. Hartrey,
G. John, Mrs. M.R. Wilkinson and C.J. Williams.
C3404
APOLOGIES FOR ABSENCE –
These were received from Councillors Ms. M.E.
Alexander, R.F. Curtis and Mrs. M. Randall.
C3405
MINUTES –
RESOLVED – T H A T the minutes of the meeting
held on 13th February, 2008 be approved as a correct
record.
C3406
DECLARATIONS OF INTEREST –
The following Members declared interests as
shown below and vacated the room during consideration thereof:
|
Councillor N. Moore
|
Agenda Item No. 12 – Daughter works for the
Authority
|
|
Councillor Mrs. M.R. Wilkinson
|
Agenda Item No. 12 – Son works for the
Authority
|
|
Councillor Mrs. V.M. Hartrey
|
Agenda Item No. 9 – Member of Dinas Powys
Community Council
|
|
Councillor S.C. Egan
|
Agenda Item No. 12 – Wife works for the
Authority
|
|
Councillor C.J. Williams
|
Agenda Item No. 6 – Son works for the
Authority
Agenda Item No. 9 – Member of Dinas Powys
Community Council
Agenda Item No. 12 – Son works for the
Authority
|
C3407
CARDIFF BAY ADVISORY COMMITTEE –
The following minutes of the meeting held on
16th January, 2008 were submitted:
Present:
|
Mr. J. Taylor
|
Glamorgan Anglers Club
|
|
Mr. N. Ajax Lewis
|
Wildlife Trust of South and West
Wales
|
|
Mr. T. Davies
|
Royal Yachting Association
|
|
Councillor N. Howells
|
Cardiff County Council
|
|
Mr. P. Barry
|
Cardiff Yacht Club
|
|
Ms. S. Newbold
|
British Marine Federation
|
|
Mr. S. Jones
|
Quay Marinas Ltd
|
|
Mr. T. Auld
|
Dock and Harbour Master
|
|
Councillor J. Norman
|
Cardiff County Council
|
Also present:
|
Mr. S. Howell
|
Cardiff Harbour Authority
|
|
Mr. C. Hope
|
Vale of Glamorgan Council
|
(a)
Chairman -
In the unavoidable absence of both the
Chairman and Vice-Chairman of the Advisory Committee, Mr. S. Jones
was elected Chairman for the duration of the meeting.
(b)
Apologies for absence -
These were received from Councillor N.J.
Gibbs, Mrs. C. Dimond, Mr. J. Harrison and Mrs. S.
Howard.
(c)
Minutes -
AGREED - T H A T the minutes of the
meeting held on 14th November, 2007 be approved as an
accurate record.
(d)
Matters Arising -
(i) S.E.
Wales Rivers Trust
Mr. Taylor advised that the official
launch of the S.E. Wales Rivers Trust had taken place on
21st January 2008, and suggested that the next meeting
of the Advisory Committee receive the presentation on the work of
the Trust.
The suggestion was agreed, subject to the
volume of business on the agenda of the next meeting.
(ii) Wind Flows within the
Bay
The Advisory Committee were advised of the
response received from Cardiff County Council in response to the
request that the Planning Officer of Cardiff Council be invited to
attend before the Advisory Committee to explain Cardiff Council’s
policy on the effect of high buildings on wind flows within Cardiff
Bay, namely
“When we process planning applications, we
do take account of the implications of major development on winds
in the Bay area, but we have to rely on expert advice, as we do not
have the necessary expertise ourselves.
When planning applications for large or
tall buildings, near to the Bay, are received, we expect to receive
a professionally prepared wind impact assessment, or the results of
a wind tunnel study.
We also consult with the Harbour
Authority.
There is little more that I can say on the
subject, so I don’t think there would be much merit in a planning
officer attending the meeting.”
AGREED - T H A T the Planning Officer of
Cardiff Council be again invited to attend the next meeting of the
Advisory Committee.
(e)
Cardiff Harbour Authority Progress Report -
The following progress report was received
from Mr. Simon Howell:
Barrage
High river flows had occurred in December
when a peak flow of approximately 500 cumecs passed through the
barrage. During that period, the Bay level had increased to
4.61 metres above ordnance datum. This had been a rise of
about 100mm above the normal Bay level of 4.5 metres AOD.
During that period there had been neap tides. There had also
been prolonged periods of heavy rain which had resulted in peak
flows of 450 cumecs. The tide level was predicted to be below
the normal 4.5 metre impoundment level but had actually came in
approximately 700mm above that level. That had resulted in
the Bay level rising to 5.37m AOD which had caused some minor
flooding to the frontage of Roald Dahl Plasse.
Environment
The Sustrans Connect2 project had recently
won the Peoples Millions Lottery TV vote which had included part
funding (£1.15m.) of the proposed Pont Y Werin bridge over the
River Ely. The Harbour Authority had allocated up to £250,000
to enable the soil investigation and preliminary design work to
commence and the challenge had now been to identify the £2.6m.
budget remaining to deliver the project. Members of the
Committee were informed that they could benefit from a presentation
on this project at a future meeting.
Work had commenced on the construction of
the barrage to the Inner Harbour route. This would provide a
temporary pedestrian and cycle link that would be available until
the permanent infrastructure was completed as part of the major
development of the land south of Roath Basin.
Dissolved oxygen levels had been
maintained above the statutory minimum level of 5mg/l for 100% of
the time over the past two months and the oxygenation barge had not
been deployed.
A number of remote monitoring buoys that
rely on solar power to charge their batteries had failed to fully
provide data over due to the lack of sunlight. The Harbour
Authority were trialling small wind generators to help maintain the
charges during similar periods of inclement weather in the
future.
General
The financial support that had been
available to develop the Olympic standard canoe slalom centre in
Cardiff had been less than was anticipated to progress the
scheme. The Harbour Authority are still in discussion with
WAG over other funding options which had included approaching the
Olympic Delivery Authority concerning the site of the original
Olympic final course in Broxbourne, Hertfordshire.
The Harbour Authority had recently been
represented at the London Boat Show on the Waterfront Wales stand
in Excel in Cardiff Docklands.
Events
The Harbour Authority were currently
preparing for this year’s events programme which included the
International Food and Drink Festival, Outdoor Action Show and the
Harbour Festival. The Home Nations Rowing championships are
due to return this year and the Demi Cle race from France to
Cardiff was also expected to be held this summer. Also, the
Harbour Authority had been approached to look at the possibility of
hosting a leg of the 2012 Tall Ships race which was anticipated to
be a huge event if it was secured in Cardiff.
(f) Cardiff
Executive Meeting Reports - For Information -
AGREED - T H A T the contents of the
following reports to the Cardiff Executive be noted:
(i) Olympic - Standard Canoe Slalom Centre -
11th September 2007.
(ii) Migratory Fish Mitigation - 6th
December, 2007.
(iii) Cardiff Harbour authority Byelaws -
10th January, 2008.
(g)
Any Other Business -
Rotary Club of Cardiff
Bay
Mr. Taylor advised that the Rotary Club of
Cardiff Bay had recently contributed a sum of £5,000 towards the
establishment of fishing platforms within the Bay, and Mr. Taylor
suggested that the Rotary Club be represented on the Advisory
Committee by Mr. Reeves, President of the Rotary Club of Cardiff
Bay.
Members were grateful for the expression
of interest, but felt that in view of the recent restructure of the
membership of the Advisory Committee, it would be inappropriate at
this moment in time to vary its membership.
AGREED - T H A T the expression of
interest be borne in mind should the membership of the Advisory
Committee be reviewed.
RESOLVED –
(1) T H A
T the minutes be noted.
(2) T H A
T the Cardiff Harbour Authority be requested to consider, and the
Cardiff Bay Advisory Committee be requested to support, allocating
the funds previously reserved for the Penarth Headland Link towards
the construction of the Pont y Werin Bridge Scheme.
Reason for decision
(1) To
receive the views of the Cardiff Bay Advisory Committee.
(2) To
assist in the funding of the cost of the provision of the
Bridge.
C3408
DESIGN AND MANAGEMENT OF IDENTIFIED DDA WORKS (CX) (SCRUTINY –
CORPORATE RESOURCES) –
Cabinet were requested to agree a way forward
to progress the design and management of works to Council buildings
identified as a priority to be completed in accordance with the
Disability Discrimination Act.
It was reported that, whilst some progress had
been made on the priority work identified, there was currently no
in-house resource to develop the design and subsequently carry out
the contract administration of the remainder of the agreed priority
work programme. It was not possible to progress with the
priority items to the timescales identified if resources were not
made available to progress the work. It was recommended that
the Council extend the current commission of Parsons Brinckerhoff
to carry out this function.
The appointment of Parsons Brinckerhoff would
ensure continuity in implementing the strategy as to appoint
alternative consultants would result in some duplication of work
with associated cost implications.
A fee proposal had been received from Parsons
Brinckerhoff which was considered to be both competitively priced
and value for money.
It was reported however, that the proposal to
appoint Parsons Brinckerhoff would not comply with Council Standing
Orders in relation to tenders, and approval was sought for the
waiving of this procedure.
The appointment would be initially for two
years taken up to the end of the financial year 2009/10 at which
time the commission would be either reviewed in order to confirm
continuing value for money or, in the event of in-house resources
becoming available, terminated.
This was a matter for Executive decision.
RESOLVED – T H A T the waiving of Contract
Standing Orders be agreed and that the appointment and acceptance
of the fee proposal from Parsons Brinckerhoff be also agreed.
Reason for decision
To progress with key priorities agreed in the
buildings access work programme.
C3409
ONEVALE PROGRAMME (CX) (SCRUTINY – CORPORATE RESOURCES)
–
Cabinet received a report which advised in
respect of procuring external services in implementing Oracle
Payroll and i-Expenses during 2008/09.
It was proposed to implement the following
Oracle modules in 2008/09:
Oracle Payroll
The Oracle payroll management system was
designed to keep pace with the changing needs of the Council’s
workforce in order to reduce set-up costs, administrative time and
processing errors. Oracle payroll was a key component of the
e-Business suite and the benefits of implementing this system
included:
·
complete control over processing rules and calculations
·
the provision of a trusted solution for accuracy and security
·
integration with other Oracle modules i.e. HR system which would
significantly reduce duplicate entries
·
paperless payroll processing
·
a complete payment history for all employees.
i-Expenses
Oracle i-Expenses was designed to streamline
and automate the critical business processes involved in
administering employee expenses (currently a manual process).
The key benefits included:
·
online entry of expenses
·
automated management and approval of expenses through workflow to
enforce policy/payment leading to improved expenses compliance
·
removal of the current time consuming manual process for managers,
staff and finance staff
·
auditability of expenses.
Oracle Payroll was an essential next phase of
implementation as there remained separate HR and Payroll systems in
operation in Transact. HR information was input into Oracle
for non school staff and this input was also duplicated into the
Delphi payroll systems. The introduction of the payroll
module would provide efficiency savings by reducing duplication and
potential errors and would also provide benefits in the usage of
existing HR information for calculations and reporting
purposes.
This was a significant programme in its own
right, and again, would require the commitment and dedication of
staff to ensure successful implementation. Support was
required for both Payroll and i-Expenses modules.
It was therefore proposed that the Council
tender for external support via OJEU to implement both Oracle and
Payroll and Oracle i-Expenses in 2008/09. Tenders would be
evaluated on both quality (60%) and price (40%). It was
important that the external provider could demonstrate sufficient
experience in implementing these modules in addition to the Oracle
e-Business suite (particularly Oracle HR and Oracle Financials for
the systems integration work). Cabinet noted that it may be
necessary to waive Contract Standing Orders should the lowest cost
bid not have the highest overall score.
Cabinet were aware that the South East Wales
“Shared Services” project was currently looking at sharing
HR/Payroll on a regional basis. Proposals had yet to be fully
developed and no timescales for implementation were definite at
this stage and decisions on the way forward had been agreed.
The Council’s strategy, as part of the OneVale Programme, was to
develop and implement Enterprise Resource Planning (Oracle
e-Business suite) across all services. It was not currently
anticipated that this strategy would change as a result of the
Shared Services Project.
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T Oracle Payroll and i-Expenses are implemented in 2008/09.
(2) T H A
T the seeking of tenders for future external support, as outlined
in the report, be approved and that as an exception to Contract
Standing Orders, delegated authority be granted to the Director of
Finance, ICT and Property, in consultation with the Cabinet Member
for Finance to accept the bid from the supplier with the highest
combined score for quality and price in the tender evaluation.
(3) T H A
T the Director of Legal, Public Protection and Housing Services be
authorised to agree the terms and execute the contract with the
successful tenderer.
Reasons for decisions
(1) Agree
next year’s programme plan for Oracle implementation.
(2) It is
necessary to procure external support to ensure proposed 2008/09
programme is delivered.
(3)
Complete legal requirements to execute formal contracts.
C3410
POST OFFICE LTD: NETWORK CHANGE PROGRAMME – AREA PLAN DECISION
BOOKLET (CARDIFF AND GLAMORGAN VALLEYS) (DEER) (SCRUTINY – ECONOMY
AND ENVIRONMENT) –
Cabinet were informed of the outcome of the
recent consultation on the Network Change Programme.
Cabinet, on 28th November, 2007,
had resolved interalia, that
the Post Office Network Development Manager be
informed that the proposed closure of post office branches at Cogan
Pill, High Street Barry and Treoes or, indeed, any other branches
are totally unacceptable because of the effect on the local
communities, especially older people and those with access
disabilities, together with those on low income.
Post Office Ltd. wrote to the Chief Executive
on 21st January, 2008 with a copy of its Area Plan
Decision booklet. The booklet indicated that Post Office Ltd.
had decided to retain 154 branches across the Cardiff and Glamorgan
Valleys Area and to proceed with 29 of the closures in the Area
Plan Proposals. Post Office Ltd. decided not to proceed with
two proposed closures as the result of feedback received during the
local public consultation. One of these two branches was High
Street, Barry which would now remain open.
The Post Office statements included in the
booklet for the Vale of Glamorgan branches affected by the Change
Programme (High Street, Cogan Pill and Treoes) were attached to the
report. Cabinet noted that in respect of the Cogan Pill
branch that Post Office Ltd. would continue to monitor the demand
for its services in this area. With regard to the proposed
closure of the Treoes branch a full review of the proposal was
undertaken even though only a relatively moderate feedback was
received.
In the conclusion to the decision process it
was indicated that there was a process by which Postwatch could
request a further review of the changes that the Post Office Ltd.
proposed to make to the Network. However, it was stated in
the documentation that Postwatch did not have a power of veto on
Post Office Ltd’s. decision and that there were no proposals in the
Area Plan which were in the process of further review by
Postwatch. Following the conclusion of the review Post Office
Ltd’s. decision was final and there was no appeal procedure to Post
Office Ltd.
In respect of the proposal to close the Treoes
branch this was considered understandable bearing in mind the
limited use of the branch. In respect of the Cogan Pill
decision this was highly regrettable but it was considered that
there was limited action the Council could take, other than
reaffirming the Cabinet’s previous view that the branch should
remain open.
Members were advised of a number of
developments since the report had been dispatched, namely:
·
the Council’s representative on Postwatch had kept Postwatch Wales
apprised of all local concerns, including those raised by the
Cabinet and local residents
·
a public meeting of Postwatch would be held on 21st
February to discuss the matter in detail, at which the Council’s
representative on Postwatch would raise the matter
·
the Council had received a reply from the Chairman of the Cardiff,
Newport and Vale of Glamorgan Postwatch Focus Group, Mr. Sims who
is also the Deputy Chairman of Postwatch Wales:
“Cogan Pill Post Office meets the minimum
government criteria for closure. However, Postwatch Wales did
oppose the closure of Cogan Pill Post Office largely due to
concerns about alternative facilities at Penarth. At the end
of Public Consultation Post Office Limited was unable to provide
the assurances required about service in Penarth and so Postwatch
Wales initiated the escalation procedure. At the next stage,
Post Office Limited was able to provide assurances about future
services in Penarth.
The case of High Street, Barry was rather
different. One of the key factors in this case was the impact
on the local economy and Postwatch Wales was able to cite evidence
provided by local businesses and an important charity.
However, in each case the final decision
remains with Post Office Limited and we do not have any power to
veto that decision.”
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T Post Office Ltd. be informed that the decision to retain the Post
Office branch at High Street, Barry be welcomed but that the
decision to close the Post Office branch at Cogan Pill be opposed
and that Post Office Ltd. be requested to review the decision
accordingly.
(2) T H A
T all correspondence be copied to Postwatch Wales.
(3) T H A
T the Post Office be requested to urgently clarify their proposals
for continuing service in Penarth town centre.
(4) T H A
T notwithstanding the above, Post Office Limited be requested to
consider the provision of an outreach facility in the Cogan and
Llandough areas.
Reasons for decisions
(1) To
advise Post Office Ltd. of the view of the Cabinet.
(2) To
advise Postwatch Wales of the views of the Cabinet.
(3) To
clarify the situation.
(4) To
ensure the provision of a service in the affect areas.
C3411
EXTRA CARE HOUSING (DSS) (SCRUTINY – COMMUNITY WELLBEING AND
SAFETY) –
Cabinet were appraised of the proposed Extra
Care development in the Vale of Glamorgan.
The proposal was to build a 40 unit extra care
provision for rent on a site at Salisbury Road, Barry. The
site was a former children’s home which was now used as office
accommodation and the base for delivering services by the Youth
Offending Service.
The development of a “for rent” scheme in
Barry would ensure that life aspirations of vulnerable, elderly
people were met. It would ensure that they were able to
access services in a safe, sustainable and healthy
community.
The Salisbury Road site currently housed a 32
bed residential unit and a 40 bed sheltered housing scheme, both of
which were managed by the Council. The addition of an extra
care housing development would enhance the range of services
available in the Barry area.
Discussions were ongoing with the Vale of
Glamorgan Local Health Board to ensure that appropriate health
services were developed as part of this initiative thereby
providing a full range of services to the individuals within the
extra care development.
Initial meetings had taken place with Hafod
Care Association to begin the planning of this initiative. A
group was now being established to project manage this exciting
development, with representatives from across the Council and Hafod
Care Association.
This was a matter for Executive decision.
RESOLVED –
(1) T H A T the proposals to
develop Extra Care be supported in principle.
(2) T H A
T the Director of Finance, ICT and Property in liaison with the
Chief Executive be authorised to explore as a matter of urgency
alternative location for the Youth Offending Service.
Reasons for decisions
(1) To
develop an exciting new service for older people in the Vale of
Glamorgan.
(2) To
ensure continuity of effective service.
C3412
COMMUNITY ACTION SELF HELP (C.A.S.H.) SCHEME 2007/08 (DFICTP)
(SCRUTINY – CORPORATE RESOURCES) –
Consideration was given to the application
from Dinas Powys Community Council for funding under the C.A.S.H.
Scheme 2007/08.
This was a matter for Executive decision.
RESOLVED – T H A T the application from Dinas
Powys Community Council for grant aid to facilitate disabled access
works at the Parish Hall, Britway Road be approved in the sum of
£3,500.
Reason for decision
Having regard to the budget available and the
sum requested.
C3413
GRANTS TO COMMUNITY/VOLUNTARY ORGANISATIONS 2007/2008 (DFICTP)
(SCRUTINY – CORPORATE RESOURCES) –
Approval was sought on the award of further
grants from the 2007/2008 corporate revenue budget.
This was a matter for Executive decision.
RESOLVED – T H A T the grants be awarded as
set out at Appendix A to the report.
Reasons for decision
Having regard to the budget available and sums
previously awarded.
C3414
COMPLAINTS OF MALADMINISTRATION AGAINST THE COUNCIL (MO) (SCRUTINY
– COMMUNITY WELLBEING AND SAFETY AND ECONOMY AND ENVIRONMENT)
–
Cabinet were advised of the outcome of
investigations conducted by the Commissioner for Local
Administration in Wales into allegations of maladministration
against the Council.
This was a matter for Executive decision.
RESOLVED – T H A T the report be noted.
Reason for decision
To inform the Cabinet and Council.
C3415
CHAIRMAN –
Councillor N. Moore declared an interest in
the following item, and vacated the room.
Councillor G. John was elected Chairman, and
took the Chair,
C3416
LOCAL GOVERNMENT PENSION SCHEME – EMPLOYEE CONTRIBUTION RATES (DLD
AND DFICTP) (SCRUTINY – CORPORATE RESOURCES) –
Cabinet were informed of changes to the
arrangements for employee contribution rates and were asked to
agree a policy for determining pension contribution rates for
Council staff under the Local Government Pensions Scheme (LGPS)
effective from 1st April, 2008.
The 6% contribution rate was being replaced by
a new system whereby the rate would be based on annual full time
equivalent pay as follows:
Table 1
|
Full Time Equivalent Salary
|
Contribution Rate
|
|
£0 to £12,000
|
5.5%
|
|
£12,000.01 to £14,000
|
5.8%
|
|
£14,000.01 to £18,000
|
5.9%
|
|
£18,000.01 to £30,000
|
6.5%
|
|
£30,000.01 to £40,000
|
6.8%
|
|
£40,000.01 to £75,000
|
7.2%
|
|
£75,000.01 or more
|
7.5%
|
The bands would apply from 1st
April, 2008. The full time salary applied to each band would
be increased in line with the RPI each year. Staff would need
to be placed into the relevant band at the start of each
year. The Council would need to have a policy to undertake
this task. The regulations allowed for contribution bands to
be set once a year or at more frequent intervals, as the Council
considered appropriate.
For employees currently protected and paying a
5% contribution rate, following transitional arrangements would
apply:
Table 2
|
Year commencing
|
Contribution Rate
|
|
1st April 2008
|
5.25%
|
|
1st April 2009
|
5.5%
|
|
1st April 2010
|
6.5%*
|
*or the respective band if lower.
After the 1st April, 2011 all
employees would contribute in line with Table 1 above.
For most full time employees, the assignment
of the appropriate contribution rate would be fairly straight
forward both for existing and new appointments. However,
account would need to be taken of all pensionable earnings as well
as salary, including contractual payments – such as
·
contractual overtime
·
contractual standby or call out payments
·
weekend/shift supplements
·
productivity/bonus/performance supplements.
Where staff whose earnings and work patterns
varied from year to year, it would be necessary to estimate
earnings for the year in question in order to place them into the
appropriate bands.
Where staff receive fees – such as Returning
Office Fees, these would be treated as a stand alone item for
banding and the contribution would be based on the actual fee and
not be added to other earnings.
For part time employees the contribution rates
would be assessed by reference to their full time equivalent.
This evaluation would need to be undertaken for each post where a
person has multiple employments.
Specifically for the assessment of the
contribution rate only, separate arrangements applied for term time
employees. The policy intention was that their contribution
rate be determined by their actual full time equivalent term time
pay, (not grossed up to 52 weeks). Any retainer fees would
need to be added to their annual earnings. It would be
necessary to define a “full time term time worker” i.e. an employee
working 37 hours per week in term time. A part time term time
worker would be placed on the equivalent band.
Consideration was given to the effect of
increases in pay on the contribution rate payable by
employees. Since the salary bands would be set annually from
April each year, the contribution rates would need to reflect pay
rates with effect from April each year. It was felt that this
should lead to fewer moves between bands where pay was linked to
inflation. Whilst pay awards for LGPS employees generally ran
from 1st April each year, they may not be agreed in time
to enable contribution bands to be set on the basis of actual data
to avoid the need for major in-year reviews and the implication of
retrospective changes, it was suggested that in the absence of an
agreed pay award an estimate be used, in line with the
budget. Account would need to be taken of entitlement to
increments.
The effect of increases in pay due to
promotions, re-gradings, and honoraria payments changes in work
patterns etc. also needed to be considered. Where there was a
change an employee’s pensionable pay in such circumstances it
should be accompanied by a contribution band rate review. If
there were a retrospective change, this would also apply to the
contribution rate review.
Initially, staff in the Financial Services
Division would determine the employee contribution bands on the
basis of the policy and the available data including past and
projected future earnings. Under the regulations, there would
be a right of appeal and it was suggested that any appeals be to
the Head of HR or in his absence the Operational Manager for
HR. (This would be independent of the Financial Services
staff).
This was a matter for Executive decision.
RESOLVED –
(1) T H A
T the employee contribution rates policy as outlined in Appendix A
to the report be approved.
(2) T H A
T the necessary policies and guidance be published in line with the
scheme and the administering authority (City and County of Cardiff)
be informed of the changes.
Reasons for decisions
(1) To
implement tiered contribution rates.
(2) In
line with regulations.