CABINET
Minutes of a meeting held on 11th
February, 2009.
Present: Councillor G.C. Kemp
(Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors
Mrs. J.E. Charles, G.A. Cox, H.J.W. James, R.L. Traherne and Mrs.
D.M. Turner.
C320
MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 4th February, 2009 be approved as a correct
record.
C321
APOLOGIES FOR ABSENCE -
These were received from Councillors P.
Church, A.M. Ernest and A.D. Hampton.
C322
DECLARATIONS OF INTEREST -
The following Members declared their
non-prejudicial interest in Agenda Item No. 12(ii) - School
Buildings Improvement Grant Applications in that they were LEA
Governors of the Cowbridge Comprehensive School: Councillors
G.A. Cox, T.H. Jarvie and G.C. Kemp.
C323
WALES AUDIT OFFICE (WAO) ANNUAL LETTER 2007/08 (REF - MINUTE NO.
C290) -
Cabinet, having considered the above Annual
Letter on 21st January, 2009 had referred the same to
the Audit Committee for detailed consideration and to receive the
views of the Relationship Manager in respect of the concerns
expressed. Mr. J. Golding (Grant Thornton UK LLP) and Mr. J.
Verity (Wales Audit Office) both attended the Audit Committee and
responded to various matters raised.
RESOLVED -
(1) T H A
T the observations of the Audit Committee be noted.
(2) T H A
T the Wales Audit Office Annual Letter 2007/08 be referred to the
Scrutiny Committee (Corporate Resources).
Reason for decision
(1) Having
considered the contents of the letter.
(2) To
inform Scrutiny Committee (Corporate Resources).
C324
REGULATORY PLAN 2008/09 (REF - MIN. NO. C291) -
Cabinet, having considered the above
Regulatory Plan on 21st January, 2009 had referred the
same to the Audit Committee for detailed consideration and to
receive the views of the Relationship Manager in respect of the
concerns expressed. Mr. J. Golding (Grant Thornton UK LLP)
and Mr. J. Verity (Wales Audit Office) both attended the Audit
Committee and responded to various matters raised.
RESOLVED -
(1) T H A
T the observations of the Audit Committee be noted.
(2) T H A
T the Regulatory Plan be referred to the Scrutiny Committee
(Corporate Resources)
Reasons for decisions
(1) Having
regard to the contents of the Regulatory Plan 2008/09.
(2) To
inform Scrutiny Committee (Corporate Resources).
C325
EXTERNAL FUNDING APPLICATIONS (CX) (SCRUTINY - CORPORATE RESOURCES)
-
Approval was sought to submit external funding
applications to maximise the amount of external resources to
support the delivery of corporate objectives, details of which were
set out in the report and outlined below.
As regards Dyffryn House, it was noted that
whilst the Council had invested some £1.2m. in the external fabric
of the house there had been little investment internally. It
was accepted that the restoration of the ground floor and principal
rooms would give the Council greater flexibility in the utilisation
of accommodation and would act as an additional visitor attraction,
generating more income for the site as a whole. In July 2008
Cabinet had approved the submission of an outline application to
the Heritage Lottery Fund in respect of the restoration of the
architecturally important principal rooms. Since that
time, a business plan had been produced along with a brief for the
repair and reuse of the house. Costings had slightly
increased from £2m. to £2.189m. It was proposed therefore
that the Council contributed an additional £100k. from resources
available within the Indicative Capital Programme. It was
considered that the innovative use of volunteer time would provide
£39k. and permission was therefore sought to apply for a CADW
Historic Buildings grant of £50k.
Attention then focussed on the Making the
Connections Development Fund. It was noted that the WAG had
allocated up to £50k. to each Local Service Board (LSB) development
area and it was proposed to seek funding for two projects through
that initiative. The first project related to the engaging of
external support to develop a partnership performance management
system (estimated cost £20k.) and the second to developing a
Regeneration Strategy (estimated £30k.). As regards the
former, the Vale LSB and its associated senior partnerships had put
a premium on developing performance management arrangements for the
partnerships and the LSB itself; that had also been the main
recommendation of the recent audit of partnerships undertaken by
Grant Thornton. As regards the development of a Regeneration
Strategy to support the Regeneration Partnership recently
established in the Vale, it was considered that the development of
a strategy would help inform Partnership priorities, take account
of the holistic nature of regeneration and feed into the review of
the Community Strategy.
This was a matter for Executive decision.
Following further consideration of the above,
it was
RESOLVED -
(1) T H A
T the submission of an application to CADW for a Historic Buildings
grant in respect of the restoration of the ground floor and first
floor principal rooms at Dyffryn House be approved.
(2) T H A
T the remaining £100k. in the indicative 2010/11 Capital Programme
available for Dyffryn be committed to meet the identified funding
gap in the outline business plan.
(3) T H A
T the submission of applications to the WAG under the Making the
Connections Development Fund be supported.
Reasons for decisions
(1) To
maximise external grant available to the Council to restore the
ground floor and a limited number of principal rooms within Dyffryn
House.
(2) To
commit funding from the Indicative Capital Programme to the project
to address the funding gap identified in the outline business
plan.
(3) To
support the development of the LSB and its associated senior
partnerships.
C326
NATIONAL ASSEMBLY FOR WALES - REPORT OF THE ENTERPRISE AND LEARNING
COMMITTEE'S CONSIDERATION OF THE PRIDE IN BARRY PETITION (DEER)
(SCRUTINY - ECONOMY AND ENVIRONMENT) -
By way of background Cabinet was reminded that
a report on the WAG's Review of Regeneration had been considered in
July 2008 and concerns expressed to WAG at the lack of involvement
of local authorities in the current Review, and of the need to give
Barry's position within the St. Athan / Barry Strategic Opportunity
Area priority in that Review. The evidence submitted to the
Enterprise and Learning Committee had reflected the above. In
addition to written submissions of evidence to the Committee,
officers had attended the meeting of the Committee on
8th October, 2008, the Chief Executive and Director of
Environmental and Economic Regeneration giving oral evidence.
Pride in Barry representatives had also submitted written evidence
and gave oral evidence at the above meeting in Barry and a later
meeting on 5th November, 2008 at the National
Assembly.
The Committee had made the following
recommendations
·
We recommend that the Council seeks the advice of Welsh European
Funding Office Officials with regard to the preparation of
Competitiveness funding bids.
·
We urge the Council to work with the WAG, the Local Service Board
and other partners to do all within its power to maximise the wider
social and economic benefits of this development.
·
We believe that Barry meets the criteria outlined in the Deputy
Minister's Statement on Strategic Regeneration and that endeavours
and outcomes in Barry to date mean that the town merits serious
consideration for future support.
The Committee further resolved to undertake a
follow-up scrutiny inquiry towards the end of 2009 to examine
progress. Further details relating to progress made against
those recommendations was contained in the report including
correspondence sent to AMs relating to the recommendation relating
to funding under the competitiveness which indicated that, despite
the best endeavours and the fact that the Vale was eligible, Barry
did not qualify for European Funding under Priority 4 Regeneration
for Growth, of the ERDF Competitiveness Programme. It was
noted, however, that the Council was continuing to work with
Assembly officials to ensure that the Vale of Glamorgan benefited
from any European Funding available from other parts of the
Competitiveness Programme.
The Cabinet Member for Economic Development
and Regeneration read out the contents of an e-mail from Councillor
N. Moore, viz:
"My apologies for the delay in responding,
but I do so now on behalf of the Labour Group.
As you know, I have been included in the
discussions on this document with leading Members and present at
the recently Barry Regeneration meeting held earlier this week,
which I am sure will be reported back to Cabinet and Council.
I concur with their views that this authority has and will continue
to gain as much grant aid that is available while at the same time
accepting the problems of accessing grants etc under the current
arrangement.
As you also know I attended the WAG
Enterprise and Learning Committee when it visited Barry and made
some comments about the misconception that this authority was not
‘pulling it weight. Looking at the recommendations of the
committee that misconception has been accepted as such.
However, I am concerned about the recommendations of the committee
(below), seems suggest things that this authority is already
doing! However, I am pleased with the last recommendation
which does appear to give credence to our submission for a
continuation in funding.
·
We recommend that the Council seeks the advice of Welsh
European Funding Office officials with regard to the preparation of
Competitiveness funding bids.
·
We urge the Council to work with the Welsh Assembly Government,
the Local Service Board and other partners to do all within its
power to maximise the wider social and economic benefits of this
development.
·
We believe that Barry meets the criteria outlined in the Deputy
Minister’s Statement on strategic regeneration and that endeavours
and outcomes in Barry to date mean that the town merits serious
consideration for future support.
I am also in agreement that we should
widen the scope of the regeneration partnership to include the
greater area and include the St Athan Development and Cardiff
International Airport within the regeneration area, thereby
strengthening our bids for grants etc.
I support the continuation of the work
that has been ongoing to regenerate the areas mentioned, but I
would also ask that the Cabinet note that the Learning and
Enterprise Committee’s Conclusion was: ‘In laying our report
before the Assembly and making known our recommendations, we wish
to place on record our continuing interest in this issue. We have
therefore resolved to undertake a follow up scrutiny inquiry toward
the end of 2009 to examine progress.’
I would request that Cabinet should
resolve to remind the Committee of its conclusion in the early part
of the last quarter of 2009, so that the work thus far is not
lost."
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the Council continues to press the case for Barry as a Strategic
Regeneration Area.
(2) T H A
T a meeting be convened between the relevant Cabinet Members and
the five AMs representing the Barry area in order to seek a
positive practical commitment of support towards the designation of
Barry as a Strategic Regeneration Area.
Reason for decision
(1&2) To make progress in this
matter.
C327
CHANNEL VIEW, MARCROSS - REPLACEMENT SEPTIC TANK (DEER) (SCRUTINY -
ECONOMY AND ENVIRONMENT) -
RESOLVED - T H A T consideration of this item
be deferred in order to permit further consultations to be
undertaken.
C328
DUNRAVEN BAY ACCESS ROAD (DEER) (SCRUTINY - ECONOMY AND
ENVIRONMENT) -
Cabinet were advised of the reasons for the
increase in expenditure for the access road scheme to Dunraven
Bay.
The access road to Dunraven Bay was adopted
highway and was in danger of collapse due to the ongoing erosion of
the adjacent cliff face. Following a monitoring exercise of
the cliff face it was considered necessary that the highway be set
back from the cliff edge to safeguard the highway users. The
works had now been completed.
The alignment chosen required the acquisition
of land to the north. Unfortunately, negotiations revealed
that part of the land would not be gifted as initially anticipated
but had to be purchased at market value, together with buy out of
agricultural tenancy rights. This had not been included in
the original estimate of £300k. carried out in 2006.
During the detailed design stage it was
necessary that the condition and competency of the rock needed to
be clearly identified. This was achieved by carrying out a
seismic investigation of the area.
Following completion of the detailed design
the estimated construction costs for the access road was
£320,000. The works were tendered and the contract was
awarded in the sum of £314,000.
A revised estimate for the scheme was then
prepared in late 2007 which included the works tender costs, the
associated land purchase costs, geotechnical investigation works
and technical salaries. This estimate was £431,209.
Cabinet resolved "That the virement of £100k.
within the Capital Programme 2007/08 to enable the Dunraven Bay
access road scheme to be progressed within the current financial
year be approved".
Following completion of the scheme the outturn
costs were collated and revealed a total cost of
£463,002.
The report stated that the increase in costs
on the project over and above the original estimate of £300k. was
due to the following:
·
increase in works costs since the original estimate had been
completed in 2006
·
the original land costs were based on a proposed gift of the land
which did not transpire resulting in considerably more costs both
for the land and for associated fees for negotiation
·
the increase in technical salaries to provide support during the
protracted negotiations.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the acceptance of the increase in the scheme costs be
confirmed.
(2) T H A
T the overspend be met from Visible Services reserves.
(3) T H A
T the Capital Programme 2008/09 be increased to cover the
additional funding from Visible Services reserves.
Reasons for decisions
(1) That
the overspend is reported in accordance with Financial
Regulations.
(2) That
appropriate funding is made available to complete the scheme.
(3) That
the Capital Programme is adjusted accordingly.
C329
ALLOCATION OF FUNDING UNDER THE VOLUNTARY ACTION SCHEME 2009/10
(DFICTP) (SCRUTINY - CORPORATE RESOURCES) -
Cabinet were requested to progress the
awarding of grants under the Council's Voluntary Action Scheme
2009/10.
It was announced that, since despatch of the
report the Vale Volunteer Bureau had advised that 3-year funding
had been secured, enabling them to retain the full time member of
staff.
This was a matter for Executive decision.
Having regard to the recommendations of the
Voluntary Sector Joint Liaison Committee, the information provided
by the Vale Volunteer Bureau and the comments of the Management
Team, it was
RESOLVED - T H A T the following grants be
awarded under the Council's Voluntary Action Scheme for
2009/10:
|
|
|
Draft Allocation
|
|
Applicants seeking one year
funding:
|
Grant Requested p.a.
£'000
|
2009/10 Single Year Funding £'000
|
2009/10
|
2010/11
|
2011/12
|
|
£'000
|
£'000
|
£'000
|
|
03
|
Major Music
|
Young, Gifted & The Vale
|
24
|
Nil
|
Nil
|
Nil
|
Nil
|
|
04
|
Salvation Army
|
Renovation of Council shop premises
|
29
|
25
|
Nil
|
Nil
|
Nil
|
|
10
|
Vine Youth Project
|
"Oasis" Info & support for young
people
|
4
|
4
|
Nil
|
Nil
|
Nil
|
|
|
|
|
|
|
|
|
|
|
Applicants seeking two year
funding:
|
|
09
|
Vibe Experience Ltd.
|
"Community Respect" Multi Media Project
|
21
|
Nil
|
20
|
20
|
Nil
|
|
|
|
|
|
|
|
|
|
|
Applicants seeking three year
funding:
|
|
01
|
Crossroads in the Vale (EMI) Ltd
|
Social incl groups for those with dementia
|
25-35
|
15
|
Budget to be transferred
to Social Services
|
|
02
|
Vale Volunteer Bureau
|
Youth volunteering project
|
21
|
Nil
|
21
|
21
|
21
|
|
05
|
Epilepsy Wales
|
Field worker
|
21
|
Nil
|
Nil
|
Nil
|
Nil
|
|
06
|
Llanmau Ltd.
|
Learning 4 Life
|
27
|
15
|
Nil
|
Nil
|
Nil
|
|
07
|
Cdf & Vale Coalition of Disabled
People
|
Research project
|
33
|
Nil
|
Nil
|
Nil
|
Nil
|
| |
|
|
|
|
|
|
|
|
|
08
|
Vale Community Mediation Service
|
Mediation Works
|
4
|
Nil
|
4
|
4
|
3
|
|
11
|
Mentor y Fro
|
Welsh language youth theatre
|
25
|
Nil
|
Nil
|
Nil
|
Nil
|
|
12
|
Hyper Action
|
Permanent office / studio / training
facility
|
25-36
|
Nil
|
Nil
|
Nil
|
Nil
|
|
13
|
Vale People First
|
Voices 4 Transition
|
34
|
Nil
|
10
|
10
|
Nil
|
|
14
|
Valeplus
|
"Moving Forwards" - returning to learning
|
10-35
|
Nil
|
30
|
22
|
10
|
Reason for decision
To progress the award of grants in accordance
with the approved scheme.
C330
INSURANCE RENEWAL REPORT (DFICTP) (SCRUTINY - CORPORATE RESOURCES)
-
Approval was sought, following a Competitive
Tendering Exercise to award contracts for the Council's insurance
coverage under Long Term Agreements.
The Council currently had a five year Long
Term Agreement for insurance coverage which would expire on
31st March, 2009. A tendering exercise had been
undertaken in order to identify the most advantageous provider of
insurance coverage for the Council over a range of risk areas as
from 1st April, 2009.
The tendering exercise had been undertaken on
behalf of the Council by Marsh Ltd., the Council's appointed
insurance brokers in accordance with European procurement
legislation and the Council's own procurement
requirements.
Following a detailed examination of the
tenders received, Marsh Ltd. had made the following
recommendation:
"Following the evaluation we believe that the
following option represents the most economically advantageous
programme structure and is our recommendation:
|
INSURANCE AREA
|
Amount
£
(2009
-10)
|
INSURER
|
|
Material Damage (Property)
|
367,977.68
|
Ecclesiastical
|
|
Mortgaged Properties / Leasehold
|
16,590.83
|
Zurich Municipal Insurance
|
|
Combined Liability
(Public and Employers)
|
159,161.00
|
AIG Plc
|
|
Fidelity Guarantee
|
4,125.00
|
AIG Plc
|
|
Professional Indemnity
|
29,500.00
|
Travellers
|
|
Personal Accident/Travel
|
8,285.00
|
ACE
|
|
Computer
|
2,881.45
|
Norwich Union
|
|
Engineering Insurance
|
2,686.10
|
Norwich Union
|
|
Engineering Inspection
|
18,961.00
|
Norwich Union
|
|
Motor Fleet
|
172,000.00
|
AIG
|
|
Claims Handling
|
50,950.00
|
Gallagher Bassett
|
|
Package Discount - AIG
|
-25,000.00
|
|
|
|
|
|
|
TOTAL
|
808,118.00
|
|
The overall cost of insurance to the Council
of the proposed premiums compared with those paid in 2008/09
represented a direct saving of £17,896.62 per annum. This was
in spite of a £107,582.43 increase in premiums for Material Damage
Insurance (Property). The increase was due to the Council's
recent claims history in respect of material damage insurance, due
to flooding in July 2007 and fire damage claims.
This was a matter for Executive decision.
RESOLVED - T H A T the appointment of the
preferred Insurance providers as detailed above under Long Term
Agreements be approved for a period of up to five years.
Reason for decision
It is essential that the Council maintains
adequate insurance coverage to protect the Council's
interests.
C331
MATTERS WHICH THE CHAIRMAN HAD DECIDED WERE URGENT -
RESOLVED - T H A T the following matters which
the Chairman had decided were urgent for the reasons indicated be
considered.
C332
PROPOSALS TO CHANGE THE STRUCTURE OF THE NHS IN WALES (CMT)
(SCRUTINY - SOCIAL CARE AND HEALTH) -
(Urgent by reason of the need to
respond to consultation within timescale)
As requested at its meeting on 25th
June, 2008, Cabinet were provided with further advice from the
Corporate Management Team about possible responses to proposals for
re-structuring the NHS in Wales.
Fundamental realignment of structures within
the NHS in Wales was taking place which would involve a
considerable concentration of power in a smaller number of very
large health organisations. It was thought that there were
good reasons to believe that such changes may pose a considerable
threat to the interests of residents in the Vale and to the ability
of the Council to represent those interests properly in decision
making, service planning and delivery. At the same time, if
there were to be an increased emphasis on localism and partnership
working, this could offer considerable opportunities for better
joint working across organisational boundaries, especially those
between social care and health. It was possible to anticipate
greater progress with work to deliver more patient care outside of
hospitals, in local communities and peoples homes, especially for
those with chronic conditions. This, however, would require
governance arrangements that enabled the Council and other
organisations to challenge effectively the inbuilt bias towards
investment in hospitals and the acute sector rather than prevention
and services close to home.
The local changes in the NHS offered similar
opportunities and threats in respect of other issues such as
progress towards health and social care integration and concerns
about the potential dominance of Cardiff interests and a 'one size
fits all' approach. This is of particular concern locally
given that the new Board could be focussed too much on the
University Hospital of Wales in Cardiff, which has an all-Wales
health treatment and teaching role.
For this reason, it was considered to be
important that the Council adopted a coherent strategy underpinning
the way in which it:
·
responded to the consultation process
·
participated in work of the Transition Board and
·
reacted to the emerging agenda within the NHS.
An important element in such a strategy was
the formulation of key objectives, and the Corporate Management
Team proposed that Cabinet endorses the following list:
·
ensuring maximum possible representation for the Council in the
governance arrangements for the new Cardiff and Vale Local Health
Board
·
ensuring that the Council is equally represented with Cardiff on
any governing body
·
working with Cardiff Council to produce a unified approach to
health and social care issues
·
priority being given to resolving issues about service planning for
the western Vale
·
the need for a Health, Social Care and Wellbeing Strategy and the
single Children and Young People Plan for individual local
authority areas being maintained
·
sustaining the existing joint arrangements for collaborative
working during the transitition period
·
the Local Service Board being used to promote the capacity for
working across organisational boundaries and ensuring engagement in
the discussions with the voluntary and private sectors
·
clear and explicit safeguards for better collaboration with local
government, more accountability to local communities and citizens,
and more recognition of the need to link services and
communities
·
greater integration in the delivery of health and social care
services, such work to involve a more holistic approach to meeting
need and a recognition that other local authority functions such as
housing, leisure and lifelong learning have a key part to play in
preventing ill health and supporting recovery.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T having considered further representations, the key objectives be
endorsed.
(2) T H A
T strong representation be made to the Minister regarding the
appointment of Local Authority representatives, so that any Local
Authority representative on the Board be nominated directly by the
Council and not through the public appointment process.
Reasons for decisions
(1) To
ensure that the needs of Vale residents for health and social care
are properly represented in decisions about reconfiguring the NHS
in Wales.
(2) To
ensure that any proposed governance arrangements for the NHS
acknowledge the community leadership role of local authorities and
that the Council's representatives in the programme of change have
a clear direction for their work.
C333
VALE ENTERPRISE CENTRE, HAYES ROAD, SULLY - THE FUTURE OPTIONS
(DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -
(Urgent by reason of the need to make
a decision due to the timescale for expiration of current
leases)
The report was withdrawn from
consideration.
C334
SCHOOL BUILDINGS IMPROVEMENT GRANT APPLICATIONS (DLD) (SCRUTINY -
LIFELONG LEARNING) -
(Urgent by reason of the need to meet
Welsh Assembly Government timescales for grant
applications)
Cabinet approval was sought to make
applications to the Welsh Assembly Government for additional School
Buildings Improvement Grants.
On 30th January the Welsh Assembly
Government wrote to Local Authorities inviting applications for
additional capital funding. The purpose of this initiative
was to link the delivery of essential school building work with the
opportunity to support the local economy through public sector
procurement processes.
The timescales for local authorities to
respond was extremely short, and applications were to be submitted
by the 13th February, 2009.
Whilst the timescales were short, it was
understood that this reflected the wish of the Assembly to seek to
progress the schemes which had already been the subject of
extensive preliminary work. The intention appeared to be to
seek to identify and support schemes which could be delivered
within the next two financial years.
The scheme parameters offered the Council an
opportunity to bid for the £5m. needed to complete the Cowbridge
School development within a single phase. This would provide
the most cost effective solution (saving up to £1.5m. on building
costs) and would have direct benefits to the school and its pupils
by enabling future provision to be based upon a single
site.
It was also proposed that a separate bid of
£750,000 towards the cost of £1m. in progressing the St. Cyres
School redevelopment scheme to the more advanced design stage
(Stage E). This would provide clarity in the cost and
processes necessary to complete the project.
This proposal to make grant applications for
these amounts were supported by the Corporate Management Team and
the External Funding Group.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the Director of Learning and Development be authorised, in
consultation with the Director of Finance, ICT and Property and
Cabinet Member for Finance, ICT and Property, to submit a bid for
£5m. for the School Buildings Improvement Grant to the Welsh
Assembly Government to enable the Cowbridge School project to be
completed in a single phase.
(2) T H A
T the Director of Learning and Development be authorised, in
consultation with the Director of Finance, ICT and Property and
Cabinet Member for Finance, ICT and Property, to submit a bid for
£750,000 for the School Buildings Improvement Grant to enable St.
Cyres School redevelopment proposals to progress to Stage E
design.
(3) T H A
T the Director of Learning and Development be authorised, in
consultation with the Director of Finance, ICT and Property,
Cabinet Member for Finance, ICT and Property and the Cabinet Member
for Education and Lifelong Learning to finalise grant application
documents.
(4) T H A
T the Urgent Decision Procedure be implemented under Article 13.09
of the Council's Constitution to enable the resolutions to proceed
immediately to ensure that the application could be submitted
within Welsh Assembly Government timescales.
Reasons for decisions
(1&2) To authorise the grant
application.
(3) To
enable the application to be finalised and submitted.
(4) To
enable the Welsh Assembly timescales to be met.