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Vale of Glamorgan Council

CABINET

 

Minutes of a meeting held on 11^th March, 2009.

 

Present:  Councillor G.C. Kemp (Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors Mrs. J.E. Charles, P. Church,  G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W. James, R.L. Traherne and Mrs. D.M. Turner.

 

Also present:  Councillor R.F. Curtis.

 

 

C355              MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 25^th February, 2009 be approved as a correct record.

 

 

C356              DECLARATIONS OF INTEREST -

 

The following Members declared interests as indicated below and vacated the room during consideration of the matters:

 

Councillor G.A. Cox	Agenda Item 18 - Community Action self Help (CASH) Scheme 2008/09 - in that he was a member of the Cowbridge with Llanblethian Town Council.
Councillor A.M. Ernest	Agenda Item 17 - Grants to Community / Voluntary Organisations 2008/09 - in that he was a member of one of the organisations listed as Item No. 166.
Councillor R.L. Traherne	Agenda Items 14, 15 and 16 - The Vale of Glamorgan LDP Plan: Results of the Consultation on the Draft Preferred Strategy and Initial Sustainability Appraisal Report; The Vale of Glamorgan Local Development Plan 2011-2026 - Report on the LDP Background Papers; and The Vale of Glamorgan Local Development Plan 2011-2026 Delivery Agreement,  Councillor Traherne stated that he had a potential prejudicial interest as a local landowner.
	Agenda Item 17 - Grants to Community / Voluntary Organisations 2008/09, in that he was an ambassador for the organisation i.e. Girlguiding Central Glamorgan (Western Vale Area).

 

 

C357              ACTION PLAN TO PROGRESS THE CHARTER BETWEEN THE VALE OF GLAMORGAN COUNCIL AND TOWN AND COMMUNITY COUNCILS (REF) -

 

The Community Liaison Committee had, at its meeting on 18^th February 2009, considered a report and action plan in relation to the Charter between the Vale of Glamorgan Council and Town and Community Councils.  The Charter that had been established had set out the aims for working together for the benefit of local communities.  The Charter had been agreed by Cabinet on 13^th February 2008 and 21 out of 26 Town and Community Councils had become signatories.  On 9^th September 2008 a working group consisting of 5 Town and Community Council representatives and officers from the Vale of Glamorgan met to develop an action plan in order to achieve the principles set out in the Charter.  The Action Plan that had been approved by the Community Liaison Committee was presented to Cabinet for approval at Appendix 1 to the report. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Action Plan be approved.

 

Reason for decision

 

To progress the Charter and the Action Plan between the Vale of Glamorgan Council and Town and Community Councils.

 

 

C358              SERVICE DELIVERY STUDY OF BUILDING SERVICES (REF) -

 

The Housing and Public Protection Scrutiny Committee had received a report of a detailed service delivery study of Building Services which had been undertaken by KPMG.  The aim of the study had been to identify any changes necessary to enable Building and Visible Services to deliver services as effectively and efficiently as possible within allocated budgets.  The study had been undertaken in two stages, the first stage in the Summer of 2007 which had involved a document review and a series of interviews and focus groups with key stakeholders.  The second stage, in February 2008, had included an assessment of the progress made by the service and it had revisited a number of the interviewees with key service personnel.  The study had also considered price comparisons by referring to benchmarking previously undertaken by Tribal Consultants and the PSNET Benchmarking Club.  The Tribal benchmarking had concluded that rates were 3.5% above average whereas the PSNET benchmarking had concluded that prices were low within the comparator group.  Rates had increased by 11% as a result of increased central recharges and pension costs.  KPMG had used the Checkmark benchmarking tool which suggested that the Council’s prices were approximately 15% above the NHF Schedule of Rates.  The Housing Business Plan also recognised high spend levels and required substantial reductions.  The Business Services Business Plan aimed to meet these objectives and sought to hold prices to achieve real term decreases.  The following was also identified:

 

·                    The percentage of repairs completed within target times were also below average for the Checkmate benchmark group, but had concluded that this performance was not at such a poor level that it would cause major concerns although it was a significant area for improvement. 

·                    The performance in respect of average days taken for urgent and routine repairs was noted was within the broad range of organisations at 2 and 20 days respectively.

·                    Performance on void properties was a significant factor and the service needed a radical rethink.

 

The views of customers were considered and their comments set out in the body of the report.  Since the adoption of the Building Maintenance Business Plan it had been noted that there had been steady progress on a number of key features which were set out in the report.  However there were elements of the Business Plan that KPMG considered to be potentially problematic.  They were namely:

 

·                    a strategic decision by the Council to be in that particular business and to deliver the best possible service with less relevance to maintaining particular levels of staffing

·                    that the Plan should be a living document that changed as circumstances changed and would keep its forecasts and projections up to date whilst maintaining its fundamental objectives

·                    the Plan contained a clear analysis of the main customer groups, their needs / expectations and how the service would organise itself to meet those needs and maintain close relationships and good intelligence

·                    the Plan should be underpinned by a robust performance management framework to demonstrate success in delivering against customers’ key priorities.

 

A thorough analysis of the risks associated with the Plan and their likelihood and impact was also undertaken and the main risks identified were namely:

 

·                    lack of expertise in change management

·                    an inability to reach the required gain in productivity (productivity levels were now at the benchmark level identified by the Tribal review)

·                    the inability to reduce quantity of work undertaken by 12% from 2009 and a further 6% from 2015

·                    inability to reduce use of sub-contractors on revenue work

·                    inability to reduce use of sub-contractors on capital work

·                    unable to reduce overheads (Management charge to the HRA account and reduced by £200k.  in 2008/09)

·                    material costs increasing faster than anticipated

·                    Building Services were unsuccessful in attracting / winning successful capital work (three further capital contracts had been won via open competitive tender process)

·                    lack of expertise in performance management.

 

KPMG identified that in order for the Business Plan to be given the best chance to deliver building services, it would need to continue to address a number of issues as detailed in the report, together with a detailed option renewal of the alternatives for service delivery which were an integral part of the study.  Following discussions with KPMG and in view of the study undertaken it had however been recognised that Building Services had made positive progress in addressing the changes required.  To this effect the option of continuing with the Business Plan with monitoring on a quarterly basis had been recommended within the report.  The Scrutiny Committee having considered the report and its findings made the following recommendations:

 

“(1)      T H A T the progress made to date by Building Services be noted and the options contained within the KPMG report to continue with the Building Maintenance Business Plan based on quarterly monitoring reports to this Scrutiny Committee be recommended to Cabinet for endorsement.

 

(2)       T H A T should actual performance slip in respect of Business Plan targets, Cabinet be advised that consideration be given to the alternative service delivery methods contained within the report.

 

(3)       T H A T Cabinet be requested to refer the report and its appendices to the Welsh Audit Office as part of their ongoing work being undertaken on behalf of the Council in respect of its preparedness in delivering the Welsh Housing Quality Standard.”

 

This was a matter for Executive decision.

 

Having considered the report and the Scrutiny Committee’s recommendations it was

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee be endorsed with the addition to Recommendation 1 that quarterly monitoring reports be also referred to the Cabinet.

 

 

C359              APPOINTMENT OF LEA GOVERNORS - ADVISORY PANEL (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet was advised that the applications for the appointment of current LEA Governors’ Vacancies had been considered by the Advisory Panel at a meeting held on 17^th February 2009.

 

RESOLVED -

 

(1)       T H A T the recommendations of the Panel as detailed below be accepted:

 

School	Appointment
Barry Island Primary	Mr. S.J. Bechares
Barry Island Primary	Mr. D. Vining
Cogan Primary	Mr. D. Williams
Evenlode Primary	Mrs. R.E. Lewis
Holton Primary	Mrs. J. Bowsher
Llancarfan Primary	Councillor H.J.W. James
Llanilltud Fawr Primary	Mr. M.A. Mason
Llantwit Major School	Mr. D. Mutlow
Palmerston Primary	Councillor N. Moore
Peterston-Super-Ely C-W Primary	Mrs. I.A.M. Tiessen
Romilly Primary	Councillor E.T. Williams
Wick & Marcross C/W Primary	Ms. M.J. Pearce
Ysgol Iolo Morganwg	Mr. A.H. Cairns AM
Ysgol Iolo Morganwg	Mrs. G.R. Evans
Ysgol Iolo Morganwg	Mr. O.G. Saunders-Jones
Ysgol Sant Baruc	Councillor N.P. Hodges
Ysgol Sant Curig	Mrs. S.R. Williams

 

(2)       T H A T the appointments to Bryn Hafren Comprehensive and Cadoxton Primary be deferred.

 

 

C360              EXTERNAL FUNDING APPLICATIONS (CX) (SCRUTINY - LIFELONG LEARNING AND SOCIAL CARE AND HEALTH) -

 

Cabinet approval was sought for:

 

·                    the submission of external funding applications to WAG CyMAL in respect of the refurbishment of Rhoose Library and continued employment of a Regional Library Development Officer; and

·                    to enter into a legal agreement with Merthyr Tydfil Council regarding Big Lottery grant for the home school links project in order to maximise the amount of external resources to support the delivery of corporate objectives.

 

The applications related to:

 

·                    The continued employment of a Regional Library Development Officer on behalf of the South East Wales Regional Library Partnership for £120,000 which was being sought from WAG for the period covering April 2009 until 31^st March 2011.  No match funding was required with bids being restricted to those currently hosting a Regional Development Officer.

·                    The refurbishment of Rhoose Library.  £70,510 was being sought covering refurbishments to be undertaken in the financial year 2009/10.  The application related to exterior and interior improvements to Rhoose Library including modernising the existing interior, the provision of a customer toilet and baby changing facility, new shelving and improvements to the façade of the building. 

 

The report also requested approval for the Council to enter into a legal agreement with Merthyr Tydfil County Borough Council regarding the collaborative bid with Bridgend, Cardiff, Merthyr Tydfil, Neath Port Talbot, Rhondda Cynon Taff and Swansea in respect of the overarching leadership group Home School Links Project to be funded under Big Lottery People and Places.  The Project was designed for early intervention to prevent children developing antisocial behaviour or engaging in criminality which affected the quality of their communities and prevented economic growth.  A collaborative bid had previously been submitted to the Big Lottery in December 2006 and 3 years of funding had been agreed from the date of the first person taking up a post with the possibility of an additional 2 years of funding if the project was deemed successful.  Merthyr Tydfil was the lead authority for the bid and the grant available to each authority was approximately £122,000 - £135,000.  The Vale of Glamorgan project would also be co-terminus with the Flying Start area providing ongoing support in school for those children aged 4-11 years in the Flying Start area identified according to need by the Flying Start team.  A Home School Links officer would be appointed and based in the Flying Start building, the Flying Start manager would provide day-to-day supervision and the Three Communities Strategic Executive Group would oversee the project along with Flying Start.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the retrospective submission to WAG CyMAL (Museums, Archives and Libraries Wales) in respect of applications to support the refurbishment of Rhoose Library and the continued employment of a Regional Library Development Officer for South East Wales be approved.

 

(2)       T H A T, should the grant application regarding the refurbishment of Rhoose Library be successful, the Capital Programme be amended to reflect the approved amount.

 

(3)       T H A T approval be granted to enter into a legal agreement with Merthyr Tydfil Council regarding the collaborative bid with Bridgend, Cardiff, Merthyr Tydfil, Neath Port Talbot, Rhondda Cynon Taff and Swansea in respect of the Overarching Leadership Group Home Schools Links project to be funded under Big Lottery (People and Places).

 

Reasons for decisions

 

(1)       To allow the continued employment of a Regional Library Development Officer for South East Wales and to maximise grant opportunities for capital refurbishment of Rhoose Library.

 

(2)       To update the Capital Programme to reflect the increase in capital funding if the approval of the external grant is successful.

 

(3)       To enable the employment of Home School Links Officer to support preventative work with 4-11 year olds attending Oakfield, Jenner Park, Cadoxton or Gwaun y Nant Schools.

 

 

C361              COMPLAINT OF MALADMINISTRATION AGAINST THE COUNCIL (MO) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Cabinet was advised of the outcome of an investigation conducted by the Commissioner for Local Administration in Wales into an allegation of maladministration against the Council.

 

Ms. A. of Barry, in October 2008, had complained that the Council had allocated her only bronze banding in respect of her application for housing.  Upon investigation the Ombudsman had taken the view that the investigation should be discontinued because there was no evidence of maladministration or service failure on the part of the Council.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the report be noted.

 

Reason for decision

 

For Members’ information.

 

 

C362              REVENUE MONITORING FOR THE PERIOD 1^ST APRIL 2008 TO 31^ST JANUARY 2009 (CMT) (SCRUTINY - ALL) -

 

The projected outturn for the 2008/09 Revenue Budget was shown in comparison with the Amended Revenue Budget at Appendix 1 to the report.  Cabinet was advised that although there were pressures on service budgets the current forecast was for a balanced budget on the Council’s Fund and the Housing Revenue Account.

 

For the following services it was noted:

 

Social Services - The budget was an extremely volatile budget which could be adversely affected by external factors such as weather conditions, epidemics and the current economic situation.  It was reported that the budget would be closely monitored and any variances reported to future meetings.

 

Environmental and Economic Regeneration - It was anticipated that the Directorate would outturn on budget as savings in one division would offset pressures in other areas.

 

Public Protection and Housing Services - The current forecast was for a balanced budget however there were heavy demands on the Homelessness service which was funded from savings elsewhere in the Directorate.  The budget would be closely monitored in light of the current economic position and any variance would be reported to future meetings.

 

Policy - The report identified that there was an under-spending due to increased interest received (£800k.), a reduction in levies paid to outside bodies (£50k.), debt charges (£150k.) and an estimated surplus on Council Tax collection (£700k.). 

 

This was a matter for Executive decision.

 

Having considered the report  it was

 

RESOLVED - T H A T the position with regard to the Authority’s 2008/09 Revenue Budget as at 31^st January 2009 be noted.

 

Reason for decision

 

In order that Members are aware of the projected revenue outturn for 2008/09.

 

 

C363              PONT Y WERIN - DRAFT AGREEMENT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet was requested to authorise delegated powers for the Director of Environmental and Economic Regeneration and the Director of Legal, Public Protection and Housing Services in consultation with the Cabinet Member of Planning and Transportation and the Cabinet Member for Legal and Public Protection to sign on behalf of the Council a draft agreement associated with the Pont y Werin scheme.

 

The Cabinet Member for Planning and Transportation requested that the report be deferred for Members to have sight of the draft agreement.

 

RESOLVED - T H A T the matter be deferred to the Cabinet meeting on 25th March 2009.

 

Reason for decision

 

For Members to have sight of the final draft agreement before considering the report.

 

 

C364              SERVICE PERSONNEL - FREE USE OF COUNCIL OWNED LEISURE SPORTING FACILITIES (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

At its meeting on 21^st January 2009, Cabinet had resolved that (Min. No. C287) the recommendation of the Scrutiny Committee (Economy and Environment) be accepted in principle, mainly “that the Cabinet favourably consider granting free use of the Council leisure facilities to all serving Service Personnel whilst on leave for a trial period of 6 months from 1^st April 2009 with any consequent deficit in income being met Corporately”.  The current report detailed the methodology that would be used to monitor free use by Service Personnel of the Council owned sporting facilities, which was attached at Appendix A to the report.

 

This was a matter for Executive decision.

 

In considering the report and the appendix, the Cabinet

 

RESOLVED - T H A T the proposed methodology for implementation as detailed below be approved:

 

(i)         Service Personnel will be asked to bring a letter from their administrative office detailing the period of their leave to any of the four main Vale of Glamorgan leisure centres together with proof of identity.

 

(ii)        A Lifestyle membership card will be issued to the individual which will permit free use of leisure facilities.

 

(iii)       Every time the card is used the leisure centre’s point of sale / management information system will record the usage.

 

(iv)       The card will automatically stop working at the end of the leave period.  This will be programmed into the card when it is issued.

 

(v)        All costs associated with the use of the card(s) will be available reporting / audit purposes.

 

(vi)       A report on the scheme will be produced after six months.  Any Service Personnel joining the scheme late into the six month trial period will be permitted to continue with free usage until their leave is completed.

 

(vii)      Marketing information about the scheme will be produced and be released via a press release.

 

Reason for decision

 

To enable a trial period for the free use of Council owned leisure facilities by Service Personnel to progress on 1^st April 2009.

 

 

C365              RHONDDA CYNON TAFF COUNTY BOROUGH COUNCIL DEPOSIT DRAFT LOCAL DEVELOPMENT PLAN: FORMAL CONSULTATION RESPONSE (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet was advised that the Rhondda Cynon Taff County Borough Council had invited the Vale of Glamorgan to formally comment on its Deposit Draft Local Development Plan for 2006-2021.  The consultation period was from 5^th February 2009 to 19^th March 2009.  The RCT LDP strategy proposed a different approach to development within the north of the Authority to that within the south.  Within the southern strategy, the LDP recognised the role of RCT in the capital region as identified within the Wales Spatial Plan by ensuring that managed growth promoted sustainable development and delivered social and economic opportunities.  RCT’s Deposit Draft Local Development Plan also highlighted that any development within the Llantrisant / Talbot Green area would seek to support other regional development such as DTA St. Athan within the Vale of Glamorgan whilst also ensuring that the County Borough benefited from the opportunities delivered.  The report recommended that the Council support the RCT’s Deposit Draft LDP Housing Allocations within the Llantrisant / Talbot Green area as this had the potential to alleviate some of the development pressures that the Vale of Glamorgan may experience as a result of the DTA St. Athan development.  It was noted that any additional pressure in relation to the proposed housing and associated development could be placed on the infrastructure within the Vale of Glamorgan.  Detailed comments on other relevant issues such as housing requirements, affordable housing, waste management, employment, minerals and cycling were attached at Appendix A to the report with the intention that the responses form part of the Council’s formal response to the consultation. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T subject to consideration by the Planning Committee, a copy of the report be forwarded together with a completed representation form to RCT CBC by 19^th March 2009 as the Council’s formal response to the Deposit Draft LDP.

 

Reason for decision

 

To submit the report on the completed representation form to RCT CBC following consideration by the Planning Committee in respect of the RCT CBC Deposit Draft LDP.

 

 

C366              CHANGING ECONOMIC CIRCUMSTANCES: SUPPORTING BUSINESSES AND THE LOCAL ECONOMY (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The purpose of the report was to consider actions that the Council could take to help local businesses survive the current economic situation.  The report highlighted that the Council as employer, facilitator and enabler played a key role in economic development and regeneration.  If regeneration activities were to be sustainable they must take account of social, economic and environmental issues simultaneously.  Local authorities were well placed to create the right mix both in terms of their own operations and working in partnership with other agencies.  In the current recession, local authorities could play a major role in terms of helping businesses and communities and the combined resources of a local authority could also generate a powerful force for recovery and a safety net for those adversely affected.

 

A recent Audit Commission publication, 'Crunch Time?' recognised that in a time of recession people turned to local and central government for help and as a result increased demand for services would mean increased costs.  The Audit Commission recognised that “balancing the books during a recession is only part of the answer” and that local authorities could also take a pro-active role in helping their areas get through the downturn.  With regard to demand for services there had been, for example, an increase in the number of people enquiring about whether they would be entitled to benefits and resultant caseload figures were also increasing.

                 

On 12th February 2009 Andrew Davies AM (Minister for Finance) had warned of a major gap in government finance in Wales of around £0.5b in 2010/11 as a result of the comprehensive spending review, economic downtown and Treasury forecasts.  Such a gap would have a drastic effect on public services across Wales.  Jane Hutt AM had organised a Business Breakfast at Barry College on 20th March 2009, at which the First Minister, Rhodri Morgan was to give a key note speech with the Economy being the theme of the meeting.  In addition following a similar report to the Scrutiny Committee on 13^th January 2009, a special meeting of the Committee had been scheduled for 24^th March 2009 to focus on the issue of the local economy with local stakeholders invited to attend.

             

In October 2008 the Secretary of State for Wales and the First Minister for Wales jointly published a paper:  The Economy: A Focus on Wales.  The paper highlighted the fact that the global economy was facing unprecedented challenges and set out how the UK and the Welsh Assembly Government were working together to stimulate support for the Welsh economy.  It further stated that investment in Wales' housing and regeneration, transport and economic development was vital to deliver results and identified a number of actions to ensure that Wales was equipped to face up to the economic challenges, namely:

             

·                    helping businesses to cut energy costs;

·                    helping companies to access new overseas markets;

·                    working with big business;

·                    bringing overseas investment to Wales;

·                    helping businesses to access finance;

·                    helping small businesses to do business;

·                    helping businesses to innovate;

·                    meeting skills needs;

·                    matching people to job vacancies and getting people back into work;

·                    providing assistance to firms that were struggling with debt;

·                    providing additional support for specific sectors;

·                    investment in affordable housing;

·                    supporting regeneration programmes.

 

Local Government could also assist local businesses and the economy through a number of means, including procurement, support for businesses and promotion of entrepreneurship, bringing forward regeneration schemes and ensuring that planning decisions were dealt with effectively and efficiently.

 

The Welsh Assembly Government had also recently organised the fourth session of the All-Wales Economic Summit, bringing together business leaders and representatives of key sectors to review progress on tackling the recession.  Subsequently WAG had announced a series of regional seminars aimed at businesses titled "Weathering the Storm" one of which will take place on 2nd April at SWALEC Stadium, Cardiff, and had launched a new plan to strengthen the social enterprise sector in Wales to include the establishment of a new organisation to champion social enterprise.

             

Prior to the fourth Economic Summit the Welsh Local Government Association had also sought the views of local authorities in respect of helping businesses through the recession.  A copy of the paper presented to the Summit by the WLGA was attached (at Appendix A to the report “4th Economic Summit: Local Authorities Helping Businesses and Communities through the Recession”).  It was noted that the Defence Technical Academy referred to in the report was now known as the Defence Technical College.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the report be circulated to local Members of Parliament, Assembly Members and the Scrutiny Committee (Economy and Environment) scheduled for 24^th March 2009.

 

Reason for decision

 

To inform further discussions.

 

 

C367              VALE OF GLAMORGAN LOCAL DEVELOPMENT PLAN (LDP) - RESULTS OF THE CONSULTATION ON THE DRAFT PREFERRED STRATEGY AND INITIAL SUSTAINABILITY APPRAISAL REPORT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The Cabinet Member for Planning and Transportation requested that the matter be deferred pending a further report outlining the impact of the Preferred Strategy on the future of tourism and economic development.

 

RESOLVED - T H A T the matter be deferred for consideration to the next meeting of Cabinet on 25^th March 2009 to include the detail as referred to above.

 

Reason for decision

 

To receive further detailed information.

 

 

C368              THE VALE OF GLAMORGAN LOCAL DEVELOPMENT PLAN 2011-2026 (LDP) - REPORT ON THE LDP BACKGROUND PAPERS (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet was advised that an integral part of the LDP process was the production of background studies on topics such as housing, employment and population which provided essential background evidence for the development of the LDP and influence its objectives and policies.  Where relevant expertise had not been available within the Council, background studies had been contracted out to external specialist consultants for a number of the core background studies as detailed below:

 

·                    Population and Housing Projections Topic Paper

·                    Employment Land Study

·                    Sustainable Settlement Review

·                    Spatial Options Background Paper

·                    Appropriate Assessment Screening Report.

 

Additional studies had also been completed which would further inform the preparation of the Deposit Draft LDP.  The additional studies were:

 

·                    Special Landscape Area Review

·                    Landscape Character Area Study

·                    Coastal Study

·                    Burial Land Study

·                    Retail Study

·                    Renewable Energy Study.

 

Special Landscape Area Review

       

SLAs were non-statutory designations applied by local planning authorities to define areas of high landscape importance within their administrative boundary. 

 

In 1999 the Vale of Glamorgan Council had been the first Council in Wales to undertake a landscape assessment using the then emerging Countryside Council for Wales (CCW) LANDMAP methodology.  LANDMAP divided the landscape into five distinct topic areas namely Geological Landscapes, Landscape Habitats, Visual and Sensory Landscapes, Historic Landscapes and Cultural Landscapes and for each topic area discrete geographical units known as aspect areas were identified and mapped and a data set developed that included a description, a classification and an evaluation of quality. The seven Special Landscape Areas (SLA) that were included within the adopted Vale of Glamorgan Unitary Development Plan 1996 - 2011 (UDP) were based on this early study.

              

In 2003 the CCW published a revised LANDMAP methodology which included a quality assurance exercise that sought to ensure a consistency of approach across Wales and via grant aid, the CCW encouraged all local authorities in Wales to update their information in line with the revised 2003 methodology.

              

In parallel with the change in the requirements of the LANDMAP information system, the requirements in relation to local authority development plans also changed and the requirement to prepare UDPs had now been replaced by the requirement to prepare a Local Development Plan (LDP).

             

In view of the updating and amending of the LANDMAP information and the change in the development plan format, the South East Wales Local Authority Consortium commissioned a study to develop a methodology for the designation of SLAs using the LANDMAP information system.  TACP consultants of Cardiff were commissioned to undertake the SLA review which had been prepared in line with the agreed methodology for the designation of SLA.

        

The review had identified six areas worthy of designation as SLAs and the areas identified closely followed the existing designations which was a reflection in many ways of the form and character of the Vale of Glamorgan landscape.  However, notwithstanding the general conformity to the earlier SLAs, there were differences and these reflected the updated and more detailed LANDMAP information and largely related to additional areas being included and some smaller areas being deleted. 

 

Landscape Character Area Study

Landscape Character Areas (LCAs) provide a useful framework for description, management and policy formulation

In view of their expertise and familiarity with the LANDMAP data and the Vale of Glamorgan, TACP were again commissioned by the Council to undertake a review of the LCA that like the SLA, were originally developed from the earlier landscape assessment.

       

The review resulted in the identification of twenty seven LCAs, a reduction of six from the earlier study.  These changes were brought about by the more detailed LANDMAP information included within the Level 3 assessment undertaken in line with the 2003 methodology.

Coastal Study           

The Planning Policy Wales (PPW) stated that local planning authorities should clearly define what the coast means for them and develop, or apply, specific policies which reflected the characteristics of their coastline.  The Vale of Glamorgan has an extensive coastline which is subject to a number of designations such as the Glamorgan Heritage Coast, and a range of uses including leisure and tourism, housing and industry.

In September 2007 White Consultants of Cardiff were appointed to undertake a review of the existing coastal policies and coastal zone designations included within the UDP and to propose new designations and policies where necessary supported by a robust evidence base.  In accordance with PPW, coastal zones mean areas of land directly adjacent to the sea and which were mutually interdependent or related in terms of physical processes, human activities or character and include both the developed and undeveloped coast.  The study utilised a range of published and unpublished information sources and combined these with an evaluation of the pressures for change along the Vale coast and an assessment of the existing coastal zone designations such as the Glamorgan Heritage Coast (GHC) and an assessment against Planning Policy Wales and TAN 14.

The study concluded that the existing coastal zone boundaries and designations were substantially robust and had achieved their objectives.  However some small amendments were recommended around Llantwit Major primarily to ensure consistency with the approach used adjacent to other settlements and because previously omitted areas were of similar character and importance to that within the Glamorgan Heritage Coast.

Burial Land Study            

TACP were also commissioned by the Council in November 2007 to undertake a quantitative and qualitative review of the Vale’s existing burial land facilities and to determine whether any additional facilities would be required for the emerging Local Development Plan (LDP).

The Study included consideration of the following matters: existing capacity of burial facilities within the Vale, the use of burial facilities in adjacent counties by Vale residents, alternative options to traditional burial, the changing requirements for burial facilities, population structure and projections during the LDP period, planning guidelines, guidelines for determining the location for additional burial resources and potential sites for additional or extended facilities.           

The study identified that at current burial rates there would be a need for some additional burial facilities for the Vale during the LDP period.  Although some of the main cemeteries such as The Limes, Cowbridge and Merthyr Dyfan, Barry had adequate land for the duration of the LDP plan period, based on current rates, there was not sufficient existing capacity within Llantwit Major, Penarth or Porthkerry and, with the exception of Peterston-Super-Ely which had anticipated capacity well beyond the plan period, most of the community Council-run burial grounds were anticipated to reach capacity within the Plan period.  If these facilities were not expanded or replaced further pressure would be placed on the capacity of the main Council-run public cemeteries.

There was currently no crematorium within the Vale of Glamorgan and deceased residents from the Vale were generally cremated at Thornhill Crematorium in Cardiff or Coychurch Crematorium in Bridgend. 

An application for a Green Burial facility within the Vale was approved in 2007 and came into operation in June 2008.  The site of approximately 5 hectares was located near woodland on a farm in Coedarhydyglyn in St Nicholas. Based on experience of similar enterprises, it was anticipated that this facility would accommodate around 25 - 30 internments per year.

The study made recommendations aimed at addressing the shortfalls in burial and creation provision available within the Vale of Glamorgan, the two main elements of which were namely the extension of existing facilities and appropriately located new facilities.  In the latter, the report identified a number of key search areas for additional facilities. 

Vale of Glamorgan Retail Study

CACI, one of the leading retail consultancies in the UK, were commissioned by the Council to provide a comprehensive overview of the current and future shopping dynamics of the Vale of Glamorgan.  Distinguishing between convenience and comparison goods, the study assessed the five main retail centres of Barry, Penarth, Cowbridge, Llantwit Major and Dinas Powys.

Utilising specialist computer modelling and their own in house evidence base, CACI have assessed a wide range of information including floor space capacity, future productivity improvement rates and additional floorspace requirements.  The report used the range of information sources to deliver quantitative information on comparison and convenience goods for the town centres and their hinterland for the years 2007, 2012, 2017 and 2026 including:

·                    Balance of trade across each planning zone.

·                    Expenditure growth inside each planning zone.

·                    Population growth inside each planning zone.

·                    Population and expenditure growth outside of planning zones.

·                    Growth in operating costs for retailers.

·                    Impact of internet on retail centre sales.

·                    Impact on retail market size and balance of trade due to new developments.

·                    Estimates of retail floorspace needs for each zone based upon capacity assessment using estimates of centre turnover.

 

For convenience goods market the main findings of the report showed that:

·                    Overall the Vale of Glamorgan is leaking £62.5 million (22%) of its convenience goods spend out of its administrative area.

·                    There is currently an over-capacity of convenience floorspace within Barry but by 2026 Barry will be able to support a mid sized convenience store of around 989 square metres.

·                    Cowbridge is leaking the majority of its resident convenience goods spend to other zones.

·                    Llantwit Major has the highest trading density of any of the identified zones and currently supports the addition of a mid sized supermarket in the order of 1,445 square metres (equivalent to a Tesco Metro or a Sainsbury's Local).

·                    Penarth currently supports the addition of 3,122 square metres of convenience floorspace.

 

For the comparison goods market the main findings of the report show that:

·                    Barry Town Centre (Barry Town Centre & High Street / Broad Street) draws strong performance from its high percentage (87%) of independent retailers and despite its proximity to Cardiff, has a strong hold on its primary catchment.

·                    Barry Town Centre currently supports a small additional headroom of 577 square metres but this will rise by 2026 to 5,797 square metres.

·                    No additional headroom is identified at Culverhouse Cross and this position is not expected to change significantly looking ahead to 2026.

·                    The report has confirmed that Llantwit Major and Dinas Powys do not contribute significantly to comparison turnover.

 

The study has provided the Council with a strategic overview of the retail picture within the Vale of Glamorgan but additional retail survey work is currently being undertaken to ascertain the views of retailers and shoppers within the town centres.

Renewable Energy Study

The Vale of Glamorgan Local Development Plan (LDP) policies for renewable energy have to be driven, in common with all planning policy, by the hierarchy of International, National and Regional policies on climate change, renewable energy and building design.  Members were advised that as emphasised within the draft Climate Change Ministerial Interim Planning Policy Statement (MIPPS) and Compendium on Climate Change, the planning system was seen as having a fundamental role in delivering sustainable development and, as identified by the Stern Review, the threat of continued climate change should be a significant consideration within the planning process. It was generally accepted that climate change was an extremely serious issue and a reduction in greenhouse gases and in particular carbon emissions was essential.

In June 2007 Dulas ReSolutions were appointed to examine the requirements, opportunities and constraints to the development of renewable energy and energy efficiency within the Vale of Glamorgan and to provide the evidence base to inform decision making regarding policies on renewable energy for the LDP. 

While a range of renewable energy generating measures were assessed, the report concluded that there was limited opportunity within the Vale of Glamorgan for such measures on a large scale, with the exception of biomass energy generation which presented opportunities at most scales.  Where opportunities did exist these were generally centred on areas where major facilities existed or where significant areas of new development were proposed, for example within developments at DTA St Athan, Barry Waterfront and Aberthaw power station. 

The report also outlined a range of policies and recommendations designed to promote the use of such energy conservation or renewable energy facilities.  These included the use of a staged energy hierarchy within strategic LDP policies in order to demonstrate how new development proposals adapt towards and mitigate against climate change at an early stage in the planning and design process.  The report also proposed that more detailed LDP policies and future Supplementary Planning Guidance (SPG) should contain specific energy requirements which were proportionate to the scale and type of development as well as further guidance on sustainable design and renewable technologies which was detailed in the appendices to the report.

 

Having considered the report and the background studies Cabinet

 

RESOLVED - T H A T the contents of the report and the background studies be noted and endorsed to enable them to inform the production of the Deposit Draft Local Development Plan.

 

Reason for decision

 

To ensure that the Local Development Plan was based on a reliable evidence base.

 

 

C369              THE VALE OF GLAMORGAN LOCAL DEVELOPMENT PLAN 2011-2026 - DELIVERY AGREEMENT (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Having considered the report it was

 

RESOLVED - T H A T the report be deferred to the next meeting of Cabinet on 25^th March 2009.

 

Reason for decision

 

For further consideration.

 

 

C370              GRANTS TO COMMUNITY / VOLUNTARY ORGANISATIONS 2008/09 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

The report set out at Appendix A the applications for consideration and the recommended grant in respect of each.  Financial provision of £356,000 had been made within the corporate policy revenue budget 2008/09.  As in previous years local community voluntary organisations had been invited to apply for funding which had been advertised on the Council’s website and also in local newspapers.  The scheme’s eligibility criteria and decision criteria were set out at Appendix B to the report in order that the Cabinet could ensure that the criteria were being met and that the grants to be awarded were in accordance with the Council’s priorities. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the following grants be awarded:

 

Name of Organisation	Specific Purpose for Which Grant Requested	Amount Granted £
Performing Arts: First Time Applicants
Penarth Operatic & Dramatic Society	Equipment hire for productions	500
Art Central Friends, Barry	Fees of visiting speakers, costs of staging events, general administration costs and development of website (Estimated cost £2,175)	500
Sports & Recreation: Previous Applicants
Barry Beavers Disabled Swimming Club	Equipment (Estimated cost £432)	250
The Prudential Amateur Radio Society	Events in conjunction with the British Assoc for the Advancement of Science and the Radio Society of Great Britain)	325
Boccia Rollers (Affiliated to Special Olympics, GB and Wales)	Equipment (Estimated cost £1,185)	250
Welfare: First Time Applicants
Holy Trinity Presbyterian Church, Barry	Towards construction of new community hall (Estimated cost £452k., current shortfall in funding £117k. arising out of unsuccessful WAG Communities Programme application)	10,000
General: Previous Applicants
Penarth Horticultural Society	Annual show at Cogan Leisure Centre (leisure centre charges, hire of tables, programme printing costs) (Estimated total costs approx £3,000)	1,000
Children & Young People: First Time Applicants
Girlguiding Central Glamorgan (Western Vale area)	Building improvements to residential centre at “Gorwelion” Wig Fach, Porthcawl (Estimated cost circa £100k.)	2,000
Total		£14,825

 

Reason for decision

 

In order that awards can be granted in accordance with the approved scheme.

 

 

C371              COMMUNITY ACTION SELF HELP (CASH) SCHEME 2008/09 (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

The Community Action Self Help Scheme provided funding to Town and Community Councils to undertake capital schemes of their choice within their own area.  The applications that had been received were attached at Appendix A to the report.  The Scheme’s conditions and criteria were set out at Appendix B to the report.  Cabinet was advised that grants were limited to a ceiling of £15,000 for any one Town or Community Council  and satisfactory quotations had to be obtained. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the following grants be approved:

 

 

Reason for decision

 

Having regard to the budget available and sum requested.

 

 

C372              PUBLIC PROTECTION - PROPOSED FEES AND CHARGES (DLPPHS) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet was requested to consider the proposals for increases in fees and charges in respect of the functions managed by the Public Protection Section which were detailed at Appendix 1 to the report.  The fees that had been set had been increased to meet the cost of inflation, national pay awards and to reflect more accurately the cost of delivering services whilst maintaining comparability with other local authorities. 

 

RESOLVED -

 

(1)       T H A T the schedule of fees and charges at Appendix 1 to the report to be effective from 1^st April 2009 be approved.

 

(2)       T H A T delegated authority be granted for the Director of Legal, Public Protection and Housing Services be given delegated power in conjunction with the Cabinet Member for Public Protection to set future fees and charges in respect of Trading Standards Weights and Measuring Equipment, Inspection of Ships, and Industrial Processes at the levels recommended in guidance provided by the Local Authorities Co-ordinators of Regulatory Services (LACORS), the Association of Port Health Authorities and the Department for Environment, Food and Rural Affairs (DEFRA) respectively.

 

Reasons for decisions

 

(1)       To ensure fees were increased in line with inflation, statutory requirements and reflect more accurately the actual cost of providing services.

 

(2)       To ensure fees and charges were consistent across Local Authorities.

 

 

C373              THE ENVIRONMENT ACT 1995, THE AIR QUALITY (WALES) REGULATIONS 2000 AS AMENDED, LOCAL AIR QUALITY MANAGEMENT (DLPPHS) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

The Cabinet Member for Legal and Public Protection requested that the matter be deferred in order that the comments received from Members of the Council as part of the consultation process be included.

 

RESOLVED - T H A T the report be deferred to the next meeting of Cabinet on 25^th March 2009.

 

Reason for decision

 

For inclusion of Members’ comments.

 

 

 C374             DEPRIVATION OF LIBERTY SAFEGUARDS (DoLS) - (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

Members were informed of the new safeguards to protect vulnerable people who lacked capacity to consent and who needed to be accommodated under care and / or treatment regimes which may have the effect of depriving them of their liberty.

 

Delegated authority was also sought for the Director of Social Services in order that the Council’s statutory responsibilities in respect of the Deprivation of Liberty Safeguards to be discharged effectively.

 

The report referred to the Mental Capacity Act 2005 which came into force in October 2007 and provided the statutory framework for making decisions regarding individuals who lacked the mental capacity to do so themselves.  The Government was also adding new provisions to the Act regarding Deprivation of Liberty Safeguards which would apply to vulnerable people who lacked capacity to consent and who needed to be accommodated under care and / or treatment regimes which may have the effect of depriving them of their liberty.  The Deprivation of Liberty Safeguards were to come into effect on 1^st April 2009 and would apply in either hospital or care home settings but would not apply to people detained under the Mental Health Act 1983. 

 

It was recognised that it was important that the Council had in place a supervisory body able to consider applications under the Deprivation of Liberty Safeguards which would be able to respond to applications made within the required timescales including urgent applications.  Cabinet was advised that the process would also place considerable demands upon managing authorities and supervisory bodies to train their staff and that prompt action and decisions would be needed regarding some aspects of training, in particular that of assessors.  It was envisaged that discussions would be required with partner agencies at a strategic level to ensure an efficient and effective response to the requirements under the legislation. 

 

The Welsh Assembly Government had allocated funding to relevant organisations on the assumption that 80% of cases involving deprivation of liberty authorisation would fall to local authorities and 20% to the NHS.  The sum allocated to the Vale of Glamorgan was £18,759 and the allocation fund was not linked to any evidence about the scale of need or the true costs that were likely to accrue to the local authority and, given that the Vale had a relatively high and rising number of older people who suffered from dementia or related illnesses which affected their mental health, the funding was likely to be far too little. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the work outlined in the report as necessary to ensure that appropriate measures were in place for the Council to discharge effectively its duties in respect of Deprivation of Liberty Safeguards be endorsed.

 

(2)       T H A T delegated authority be granted to the Director of Social Services to act on behalf of the Council in relation to:

 

·                    all aspects of ensuring compliance with the Deprivation of Liberty Safeguards

·                    the setting up and operation of the Supervisory Body required by the legislation and the information and procedures in connection with that body to be managed within the Adult Services Division

·                    ensure that, where the Council owned care homes, there were procedures in place for it to act as the Managing Authority and

·                    to make representations to WAG that the funding allocated for the new function was not based upon a realistic examination of the true costs that were likely to accrue to the local authority and which were also likely to prove inadequate.

 

Reason for decisions

 

(1&2)  To support action being taken to put in place the systems and processes needed for fulfilling the Council’s statutory responsibilities in relation to the Deprivation of Liberty Safeguards.        

 

 

C375              COMMISSIONING SOCIAL SERVICES FROM VOLUNTARY AND PRIVATE SECTOR ORGANISATIONS (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

The Social Services Directorate had been developing its tendering and contracting processes to ensure that the services provided met the current and predicted needs of particular service user groups.  As a result a robust system was being established to enable the Directorate to monitor service delivery and to ensure that services were provided in the most cost effective way possible.  There were currently a number of different arrangements in place with service providers which included:

 

·                    service level agreements

·                    contracts

·                    information arrangements.

 

As part of the overall Change Programme the Directorate had been working to review these arrangements to:

 

(i)         evaluate if the services still met the needs of the individuals who used them

(ii)        to determine if the services met the required standards

(iii)       to clarify the volume and quantity of service being provided

(iv)       to ensure that the Directorate was achieving best value through the commissioning of the services.

 

There was however a need to increase the pace of the review and to make it more systematic and Appendix 1 to the report summarised the scope and scale of the arrangements which required attention.  Cabinet was further advised that the work would be phased according to the resources available to support the exercise.  It was proposed that authority to extend existing arrangements be given to the Director of Social Services in consultation with the Cabinet Member for Social and Care Services and that it would be the responsibility of the newly appointed Business Manager in the Social Services Director to manage the overall review programme.

 

This was a matter for Executive decision.

 

Having considered the report, Cabinet

 

RESOLVED -

 

(1)       T H A T the current position within Social Services in respect of commissioning and contracting be noted.

 

(2)       T H A T the Director of Social Services and the Cabinet Member for Social and Care Services be authorised to commence tendering procedures for the services outlined in the report, to accept tenders for the services in accordance with the Council’s Contract Standing Orders, to establish a timetable for the re-tendering of these services in the future and to extend existing arrangements whilst proper tendering activities were being undertaken.

 

Reasons for decisions

 

(1&2)  To formalise the contracting and tendering processes within Social Services.

 

 

C376              ESTABLISHING THE SOUTH EAST WALES REGIONAL CHILDREN’S COMMISSIONING UNIT (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

The South East Wales Information Collaborative (SEWIC) was made up of 10 local authorities and had been set up to take forward the “Making the Connections” agenda in South East Wales.  It reported to the Connecting South East Wales Board of Council Leaders and Chief Executives and the Group had been investigating collaborative working on a regional scale in the area of commissioning for Children’s Services. 

 

Cabinet was informed that there was a proposal that local authorities in the Collaborative jointly establish a unit which would provide a common system for verifying the quality of placement providers and for managing collective tendering exercises.  As a result of the improved capacity for securing volume discounts, the SEWIC group had anticipated that the unit would stimulate considerable competition in the placement market which would lead to lower costs.  A report had recently been submitted to the Connection South East Wales Board of Council Leaders and Chief Executives and had been supported in principle.  A copy of the report was attached at Appendix 1 to the report.  The Appendix set out the case for the collaborative project, the potential benefits and the relatively low exposure to risk for each local authority.  It was reported that there were clear merits in combining the collective purchasing power of all the local authorities and that the proposed unit should generate improved outcomes for children and young people by ensuring that more placements were fit for purpose and with targeted outcomes.  The SEWIC had also prepared regional commissioning unit cash flow projections and these were attached at Appendix 2 to the report.  Cabinet was advised that in a worst case scenario, if no cost savings were generated, the levels of costs incurred by a single local authority would be dependant upon the funding formula agreed between SEWIC members.  It was noted that the Vale of Glamorgan contribution for 2009/10 would be one of the lowest at £27,795 and which would be met from existing resources should all 10 authorities join.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Vale of Glamorgan jointly sponsors the South East Wales Regional Children’s Commissioning Unit for the Unit to be responsible for commissioning independent sector placements for Looked After Children on behalf of the ten local authorities that make up the South East Wales Information Collaborative (SEWIC).

 

(2)       T H A T the Director of Social Services, the Director of Finance, ICT and Property and the Director of Legal, Public Protection and Housing Services in consultation with the relevant Cabinet Members be authorised to agree appropriate legal, governance and financial arrangements for the Unit.

 

Reasons for decisions

 

(1)       The proposed Unit would enable Social Services to make better use of existing resources and generate improved outcomes for children by ensuring that placements were fit for purpose, measured against clear outcomes and provide value for money.

 

(2)       In order that arrangements to start the project could be made as soon as possible.