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Vale of Glamorgan Council

CABINET

 

Minutes of a meeting held on 18^th November, 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 and Mrs. D.M. Turner.

 

 

C670              APOLOGIES FOR ABSENCE -

 

This was received from Councillor R.L. Traherne.

 

 

C671              MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 4^th November, 2009 be approved as a correct record.

 

 

C672              DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

C673              VALE OF GLAMORGAN LOCAL ACCESS FORUM -

 

The following minutes of the meeting held on 21^st October, 2009 were submitted:

 

Present:Mr. F. Coleman (Chairman); Councillor A.M. Ernest (Deputy Chairman); Mr. G.D. Cubbin, Ms. A. Duddridge, Mrs. V.M. Hartrey, Mrs. H. March, Mr. H.S. McMillan, Mr. M. Parry, Ms. A. Phillips, Mr. R. Pittard, Mr. R. Simpson, Mrs. L. Stuart, Mr. R. Traherne and Mrs. V. Warlow.

 

Mr. J. Wyatt (Secretary); Mr. B. Guy, Mr. S. Latham and Mrs. S. Thomas (Vale of Glamorgan Council).

 

 

	Action
(a)       Apologies for Absence -   These were received from Mr. J.J. Herbert and Mr. N. Moss; Mr. C. Heaps and Ms. S. Tindal (Countryside Council for Wales).
(b)       Minutes -   AGREED - T H A T the minutes of the meeting held on 8th July 2009 be approved as a correct record.
(c)     Matters Arising –   (i)      Mrs. Thomas confirmed that the footpath surveys had now been completed.   (ii)      The Chairman updated Members in respect of the Welsh Water bridge link at the Vale of Glamorgan boundary with Bridgend, indicating that discussions were ongoing and progress made.   (iii)     The Deputy Chairman referred to complaints received in respect of dog fouling and to his request to the Country Parks and Commons Manager that enforcement be stepped up, particularly in Cosmeston.   (iv)     The Secretary reaffirmed that a copy of the ROWIP review (or a summary thereof) would be circulated to Members when it became available.   (v)      In respect of the previous discussion on agri-environmental schemes, Mr. Traherne informed Members that WAG was now looking at a further option which would pick up on the work done under Tir Gofal (and thereby assist the retention/creation of permissive paths).   (vi)       Mr. Guy confirmed that staff within the Contact Centre had been briefed as regards the role and contact details of the Public Rights of Way Team and the position of the LAF.   (vii)       Mrs. March drew attention to the lack of progress regarding access along the Cwm to Llantwit Major beach and to local disappointment that the scheme would only be partially completed given the specific pinchpoints at the northern end of the path. Mr. Guy confirmed that he understood that the intention was to focus initially on the lower part of the path. There were currently land ownership issues in relation to the northern end; a later application for grant funding under the Safe Routes for Communities might be made for that section of the desired works.   (viii)       In order that the LAF could demonstrate its commitment to ensuring access issues were adequately and properly addressed in the Council’s Local Development Plan, the Chairman confirmed that an assurance had been received from the Head of Planning and Transportation that the LAF would be formally consulted on all relevant matters going through the planning process.   (ix)         The Secretary thanked Members for their favourable comments on the Annual Report for 2008/09.
(d)     Update on the Coastal Access Improvement Programme (CAIP) – Cardiff Coast Path and link  with the Vale of Glamorgan Coast Path from Ms. Tricia Cottnam, Coastal Access Officer, Cardiff Council -   Ms. Cottnam opened her presentation by stating that she worked closely with officers from this Council in relation to the above. She reminded Members that the Wales Coast Path had to be in place by 2012, had to be as close to the edge of the coast as was possible and had to link with neighbouring authorities. The programme in respect of the Wales Coastal Zone – a 2km. zone from the coastal edge – would run until 2013. Funding for the latter was currently on hold since the limited grant available had to be focused on the Wales Coast Path.   The temporary route of the Cardiff Bay Barrage Coast Path (CBBCP) had been agreed by CCW and WAG and constituted the link between Cardiff and the Vale via Penarth. It was noted that, as a consequence of forthcoming development in the Roath Basin, a permanent route could not yet be defined although what was certain was that the link point in Penarth at the Barrage would not be altered. Reference was made to Pont-y-Werin which, although not near the coast, would form part of the Wales Coastal Zone and provide a 10km. circular route around Cardiff Bay (linking also with the Ely Trail). Whilst the Barrage itself had been completed in 1999, the CBBCP had been opened in 2008. Between July 2008 and July 2009, over 150,000 path users had been recorded, the majority of whom were cyclists, and the number of visitors to the Barrage had doubled.   As regards the future, Ms. Cottnam spoke again of the proposed development in the Roath Basin. The development was programmed to take place over a 15 year period but would be delayed due to the current economic situation. Only when the detail of that development was known could the CBBCP be made permanent and a public right of way. Ultimately there would be access 24/7. Ms. Cottnam confirmed that WAG (owner of the land) was working with Igloo Regeneration (tasked with the development) and that she worked closely with the planners to ensure that the line of the path would remain as close to the coast as possible. Discussion ensued on the Barrage being closed for maintenance and to allow boats through and ways in which to notify users of the CBBCP in advance of such closures, including obtaining information from CCW and/or the Harbour Authority.   Following further discussion, the Chairman thanked Ms. Cottnam for her most interesting presentation.
(e)     Representation on LAFs by the Association of Land Rover Clubs-   Mr. Tony Kempster, Countryside Access Officer of this Association, had written to the Countryside Council for Wales (CCW) expressing concerns that the Association of Land Rover Clubs had difficulty regarding its members being able to serve on local access forums due primarily to many LAFs meeting during normal office hours.  He suggested that, as a consequence, vehicular users were inadequately represented on many LAFs resulting in a bias in favour of the interests of those present.    The letter had been forwarded by CCW to all LAF secretaries in Wales in order that their respective Forums could form a view.  Members did not consider the timing of meetings to be an issue for this LAF since meetings of the Vale of Glamorgan LAF took place in the evenings and no potential member from the Association of Land Rover Clubs would therefore be disadvantaged. The Secretary confirmed that no direct approach for membership had been received from the Association of Land Rover Clubs. In addition, Members felt that the interests of the motoring fraternity were well represented on this LAF by Mr. Herbert.   AGREED - T H A T the Secretary respond to Mr. Kempster on the lines indicated above.
(f)     CCW Newsletter - Summer Edition 2009 -   Members focussed on the following items referred to in the above newsletter:   ·        the Chairman drew attention to the fact that the Council had attracted significant grant aid for the implementation of the CAIP, ranking 4th highest in Wales, and congratulated officers on achieving that level of success; ·        in respect of access to inland water (which was a contentious issue in certain areas), Mr. Pittard referred to an ongoing study being undertaken by the Environment Agency on behalf of WAG which, he suggested, should be nearing completion. It was anticipated that the study would contain recommendations as to the way forward. The Deputy Chairman undertook to pass on any information received on the work of a cross party group of AMs on the above matter, having recently been invited to a meeting; ·        Mrs. March announced that Llantwit Major Footpath Group had applied for “Walkers are Welcome” status. The Deputy Chairman referred to the benefits to the local economy, particularly in relation to accommodation providers who could also gain Walkers are Welcome status. Mr. Guy indicated that he had met with the Ramblers and the Town Council some time previously and had asked to kept informed of progress in this matter. He warned that a requirement of achieving that status was 100% maintenance, that this Council could not give that undertaking and that the Town Council needed to be informed of the position.
(g)     PROW Orders Update -   Mr. Guy referred to the details presented and resultant massive workload within the Rights of Way Team’s area of work.  The Team currently comprised 2 members of staff as opposed to 4, albeit augmented at present by a volunteer. As Members were already aware, Mr. Coleman was currently undertaking consultancy work in respect of coastal access in view of the current vacancy. Ongoing efforts were being made to regrade the vacant post of Public Rights of Way officer which would then be advertised for the third time. The complexity of much of the work undertaken by the Team was such that it was not thought practical - if indeed feasible - to employ temporary staff.   The suggestion, that the number of diversions applied for could possibly be reduced through the planning process whereby developers could be required to retain existing footpaths in situ, was not considered worthy of pursuing for the reasons outlined at the meeting. Members therefore noted the position and offered whatever assistance it was felt was needed to relieve the current situation.
(h)     Update on Coastal Access and ROWIP -   Mr. Guy briefly outlined the position in respect of the above as follows:   ROWIP - ·        funding had been received for 3 projects and a large number of way-marking posts to address the shortfall previously identified; ·        the Boardwalks at Cowbridge and Llancarfan had been completed; ·        the scheme intended for St. Georges had been abandoned due to technical difficulties – subject to the consent of CCW, it was now intended to utilise that money on way-marking posts.   CAIP - ·        major works were progressing at St. Athan and imminent at Porthkerry Caravan Park; ·        Sully footpath No. 4 (the further continuation of the Penarth to Lavernock path), the tenders for which were coming in under budget; ·        subject to the consent of CCW, the surplus funds referred to above would be utilised to extend the Sully footpath project.   The Chairman then updated Members in respect of current negotiations which would impact upon the content of the CAIP.  His remit, as a consultant for the Council in this respect, focussed on those areas of the coastal path where there was no definitive path, largely in the western Vale. Productive discussions had been held with the Dunraven Estate and its tenants. Given that both CCW and WAG wanted permanent rather than permissive rights of way, some reluctance was however being encountered. Nevertheless Mr. Coleman was hopeful that negotiations would move on quite quickly to achieving longer term agreements (i.e. in excess of 25 years) than at present. Reference was also briefly made in respect the situation concerning the missing section of path between Summerhouse Point and Gileston and where the cliff had fallen away at St. Mary’s Well Bay caravan site. He concluded that, overall, progress was slow but relatively good. Efforts would be made to finalise agreements in order to allow works to progress next year, although it was accepted that might be rather optimistic.   Mr. Guy undertook to respond to Mrs. Stuart in respect of queries relating to the footpath at Sully in the area of the Sports Ground although he could confirm that it did not fall within the current year’s programme. In response to a question as to the level of protection afforded to stone walls in the countryside, Mr. Guy indicated that he understood there to be no protection unless the wall lay within or impacted upon a conservation area (or listed building or such thing) within the planning system. Mr. Traherne added that stone walls on land benefiting from agri-environmental scheme funding were required to be protected. Rural Regeneration Programme funding had been secured to restore stone stiles in selected areas (and to install gates alongside in order to satisfy access requirements); the project had been estimated at £100k. and was currently being developed.
(i)     Feedback from Forum Members -   ·              Mr. Simpson, as Vice Chairman of the Cardiff LAF, gave a brief update on the work undertaken and outlined that anticipated over the next 12 months. He remarked that a key element in 2008/09 had been the completion of the ROWIP. The LAF closely monitored how Cardiff Council performed in, for example, maintaining current and creating new routes. He referred to the preferred route for the Cardiff section of the Wales Coastal Path having now been approved by CCW and to Tricia Cottnam’s success in the completion of a bridge linking Cardiff and Penarth via the Barrage for cyclists and walkers. Rather less progress had been made on the Ely and Rhymney Trails, but it was hoped that the position would change over the next 12 months. It was to be hoped that the next 12 months would also see significant strides being made in the production of Cardiff’s Definitive Map. The other major issue for the LAF was the imminent production of Cardiff’s Local Development Plan.    ·              As regards the Bridgend LAF, Mr. Pittard indicated that there were problems in establishing a coastal path in a westerly direction to link up with Neath Port Talbot in view of landownership issues. The major issue of concern on the Vale’s boundary was access over the river at Ewenny. At this juncture the Chairman reminded Members that, as indicated earlier in the meeting, some progress was being achieved.   ·              In relation to the National Access Forum, Mr. Pittard indicated that a further report in relation thereto should be available prior to Christmas.   ·              In response to a question relating to the development of cycling and walking facilities and a recent conference on that topic in Cardiff, Members were notified that John Marks from the Council’s Planning and Transportation Department would be attending the next meeting of the Forum to address the meeting on the Council’s Walking and Cycling Strategy. Matters raised in the brief discussion that ensued included the potential impact of the Strategy in reducing the Vale’s carbon footprint and thereby assisting the Council in meeting its targets in that respect.   ·              In order to address cross boundary concerns, particularly where they related to large scale landownership along the coast, it was suggested the Chairmen of neighbouring LAFs should discuss their concerns in order, perhaps, to present a joint approach to CCW/WAG. Mr. Guy reminded Members that CCW’s stance was that Councils initially needed to demonstrate that every effort had been made to reach agreement. He further referred to the fact that this Council had concentrated on quick wins to date and had yet to engage fully with ABP.   Invitations were already sent to the Chairman of this LAF to attend LAF meetings in Cardiff and it was proposed that reciprocal arrangements be entered into.
(j)     Dates of Future Meetings -   AGREED - T H A T meetings of the LAF be held at 5.30pm on the following dates, it being noted that once the Council’s own timetable of meetings had been agreed, a schedule of meetings of the LAF would be presented to Members for consideration:   27th January 2010 21st April 2010.
(k)     Any Other Business / Forward Work Programme -   ·              Earlier in the meeting reference had been made to occasional difficulties being experienced by pedestrians and cyclists on paths where dual use was permitted as a consequence of that dual use; Mrs. Stuart also referred to her experience as a dog walker of the lack of courtesy displayed by some pedestrian users of footpaths.   ·              The Secretary undertook to streamline, where practicable, the amount of paperwork circulated to Members of the LAF, in response to the suggestion that it be reduced.

 

- - - - - - - - - -

 

RESOLVED - T H A T the minutes be noted.

 

 

C674              VALE OF GLAMORGAN PRIVATE SECTOR HOUSING CONDITION SURVEY 2009 (REF) -

 

The Scrutiny Committee (Housing and Public Protection) at its meeting held on 22^nd October, 2009 had considered the results of the above survey with the survey itself being undertaken with due regard to government guidance.  The results from the above exercise were statistically robust and provided an accurate reflection of housing conditions in the private sector during 2009.  From the current survey findings 1.8% of dwellings assessed were deemed as unfit compared to 6% in 2002.  In addition, the survey also collected information on the social economic characteristics of households, including information on incomes, savings, and receipt of benefit, illness and disability.

 

It was estimated that the cost to remediate Category 1 hazards in the private sector stock was circa £93 million whereas £187 million was required across the county borough to tackle immediate repairs and non urgent disrepair. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the recommendations of the Scrutiny Committee (Housing and Public Protection) on 22^nd October, 2009 be noted.

 

Reason for decision

 

To acknowledge the findings of the survey.

 

 

C675              BRYNEITHIN RESIDENTIAL CARE HOME, DINAS POWYS (DSS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

The Leader in acknowledgement of those members of the public in attendance referred to the comprehensive report in front of the Cabinet for consideration which included detailed options regarding the future of the home and the results of the consultation process undertaken previously in 2009.  He further referred to the significant amount of representations received to date from various individuals and organisations on the Council's proposals and given this he was minded to deal with the report to determination.  However, he referred to representations received from parties including the Keep Bryneithin Open Group and Elected Members indicating that they had not had sufficient opportunity to consider the proposals contained in the report. 

 

Having regard to the representations received it was

 

RESOLVED - T H A T consideration of the report be deferred for a further two week period (2^nd December, 2009) to enable further responses to be received regarding the Council's proposals and that any comments  submitted should be received no later than Wednesday, 25^th November, 2009 5.00 p.m.

 

Reason for decision

 

To allow further consultation.

 

 

C676              SERVICE PERSONNEL - FREE USE OF COUNCIL OWNED LEISURE SPORTING FACILITIES (DEER) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report sought to apprise the Cabinet on the six month trial period in relation to the above matter and proposed that the scheme be continued until April 2011.

 

The usage figures showed that the take up of the scheme had been low but it was also difficult to estimate what would have constituted good usage.  From information received the major barrier to participation on the scheme, from anecdotal evidence, had been the difficulty service personnel had in getting a formal letter from their administration office detailing their leave.  To overcome this problem in the future, it was proposed to remove this condition and rely on the trust of the individual service personnel.  They would, however, still be required to prove that they were a serving member of the Armed Forces. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the above Scheme be extended until April 2011 with any further extensions agreed by the Leader and Cabinet Member for Leisure and Tourism.

 

(2)       T H A T the Scheme be amended to include an 'honesty' pledge to confirm an individual was on leave from the Armed Forces when seeking free use of the Council's leisure facilities.

 

Reasons for decisions

 

(1)       To show the Council's continued support to the Armed Services.

 

(2)       To provide easier access to service personnel when on leave to the Council's leisure facilities.

 

 

C677              CORPORATE POLICY ON THE MISUSE OF ALCOHOL (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

Approval was sought to formally adopt the above policy which would contribute to the Council's ongoing commitment to attaining the highest possible level of the Assembly Government's Corporate Health Standard Award.  It was proposed that the policy would be implemented across the whole of the Council as quickly as possible to enable it to become embedded in the culture of the organisation.  It was further noted that managers would require training/briefings to ensure consistency in its implementation. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Corporate Policy on the misuse of alcohol be approved.

 

(2)       T H A T the implementation of the policy across the Council so as to ensure it became embedded into the culture of the organisation including the facilitation of online training for managers in identifying problem situations and how to deal with them be approved.

 

Reasons for decisions

 

(1)       To assist the Council in meeting its duties under the Health and Safety Work Act 1974 and in order to maintain its current Gold Corporate Health Standard Award.

 

(2)       To ensure that the policy was applied consistently across the Council.

 

 

C678              CORPORATE POLICY ON MANUAL HANDLING (DFICTP) (SCRUTINY - CORPORATE RESOURCES)

 

Approval was sought to implement the above policy which had been developed to ensure the implementation of the Manual Handling Operations Regulations 1992 and associated legislation.  The objective of the draft Policy was to reinforce the commitment to maintaining good practice in reducing the risk of manual handling accidents, injuries, ill health and their associated costs. 

 

This was a matter for Executive decision.

 

RESOLVED

 

(1)       T H A T the Corporate Policy on Manual Handling as attached to the report be approved.

 

(2)       T H A T all managers and staff be made aware of the new policy.

 

Reasons for decisions

 

(1)       To allow implementation of the policy.

 

(2)       To ensure that the Policy was applied consistently across the Council.

 

 

C679              CAPITAL SCHEMES - PROJECT MANAGEMENT AND PROCUREMENT (DFICTP) (SCRUTINY - CORPORATE RESOURCES) -

 

In January 2009 the Council's appointed external auditors published a report following their review of the Council's capital expenditure.  The report at that time made reference to the amount of slippage on capital schemes that had occurred as at September 2008 and the report also had regard to the application of the Council's Project Management procedure to such schemes.  Consequently, the Cabinet at its meeting on 21^st January, 2009 (Min. No. C290 refers) requested a further report on the management of capital projects and the methods of procurement of those projects.  Accordingly, capital schemes with a value over £100,000 included in the Council's capital programme as at April 2008, plus any slippage approved in June 2008 had been reviewed.  The review also encompassed an examination of three specific schemes where additional expenditure had been incurred with regard to the Barry Town Hall redevelopment, access to Dunraven Bay, Southerndown and the Thompson Street Footbridge, Barry.  The purpose of the review was to identify causation with regard to delays and increased costs and the extent to which better project management and procurement could reduce such matters. 

 

The report detailed the methodology of the review including associated factors which had resulted in scheme delays and / or overspends and these were detailed in the report along with the key methods of procurement currently practiced.  Reference was also made to the traditional procurement approach which tended to use three types of contract namely,

 

·                         Lump Sum Contracts

·                         Measurement Contracts and

·                         Cost Reimbursement Contracts.

 

In terms of the way forward and proposed actions, the Council's external auditors had undertaken a review of the Council's capital programme as indicated and as a result of the review they made a number of recommendations which were detailed in Appendix B.  The main issues revolved around firstly, the capital bidding and evaluation process for inclusion in the programme and secondly how the schemes were subsequently monitored and managed. 

 

Having regard to the above including actions to address key issues as detailed in paragraphs 31 to 40 of the report, were proposed to be undertaken or developed further.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the contents of the report be noted and the actions set out in the same be approved.

 

(2)       T H A T the report be referred to Scrutiny Committee (Corporate Resources) for information.

 

(3)       T H A T Directors be requested to ensure that no new projects be undertaken by managers who have not attended the Council's mandatory training on Project Management.

 

Reasons for decisions

 

(1)       To facilitate improved project management across the Council.

 

(2)       Information on capital schemes and procurement has previously been requested by the Scrutiny Committee.

 

(3)       To safeguard the Council's interest.

 

 

C680              INITIAL REVENUE BUDGET PROPOSALS 2010/11 (DFICTP) (SCRUTINY - ALL WITH LEAD SCRUTINY COMMITTEE - CORPORATE RESOURCES) -

 

Cabinet approval for the amended original budget for 2009/10 and the initial revenue budget proposals for 2010/11 were sought in order that they might be submitted to the Council's Scrutiny Committees for consultation. 

 

The Council's budget was largely determined by the Revenue Support Grant (RSG) settlement set by the WAG; the provisional settlement had been announced in October with details of the final settlement expected by December 2009.  Standard Spending Assessment (SSA) represented WAG's view of the relevant resources needed to provide a standard level of service in each local authority in Wales and its primary use was to allocate RSG.  For 2010/11 the Council's provisional SSA had been notified as £202.381 million.  The Council had also been provisionally advised that for 2010/11 it would receive from WAG, RSG of £119.159 million and Non-Domestic Rates (NDR) of £33.002 million.  Together, these sums constituted the Council's Aggregate External Finance (AEF).  The AEF represented an increase of £3.475 million which was equivalent to 2.4% over that received for the previous financial year (after adjusted for transfers into the settlement).  The provisional settlement included additional resources of £106,000 in respect of new responsibilities for Learner Travel.  The Improvement Agreement Grant (IAG) would be in the sum of £1.252 million.  The IAG was an unhypothocated grant (i.e. not ear marked for particular services).  The Council was not guaranteed to receive the full amount of the IAG.  The proportion of the grant eventually received for 2010/11 was determined by a rating score of the Council's performance in achieving its 2009/10 Improvement Agreement targets.  WAG had also advised the Council of transfers from and to the general settlement and these were detailed in the report.

 

Appendix 1 to the report set out the necessary transfers to the original estimate for 2009/10, which were required to be made as follows:

 

·                         Asset Rents - movement was due to changes in charges for asset rentals

·                         Recharges etc - movement in charges between internal Council services

·                         Adjustments - budget adjustments which reflected transfer of functions and responsibilities between services, details of which were contained within the report.

 

Details were contained within the report of the amended original budget with the projected outturn for 2009/10.  Overall, the Education Budget was projected to outturn with a surplus of £81,000 which would be used to off-set the projected overspend in Lifelong Learning.  However, it was noted that due to uncertainty associated with predicting the demands from other local authorities for places in the Vale's Special Schools recruitment income was £321,000 over budget and reflected the volatile nature of the Additional Needs Budget.  £240,000 of this income had been off-set by additional expenditure on Learning Support Assistants as a result of increased demand for individual support and a further £40,000 in relation to the Pupil Referral Unit.  At present, school transport was forecast to underspend by £194,000, however, the position could change during the remainder of the financial year as a result of fluctuations in specialist placements.  It was proposed that the savings accruing between now and the end of the year would in the first instance be set against the predicted overspend in Lifelong Learning budget and the balance transferred to the Education Reserves.  Provision had also been made within the budget for the annual cost of financing the School Strategy Investment of £500,000.  As these payments are yet to commence this sum would be transferred to the School Improvement Strategy Reserve.  In addition, the Revenues and Benefits Manager within Finance, ICT and Property Directorate had negotiated a reduction in the rateable value of schools within the Vale, which had resulted in a one-off back payment of £464,000.  It was proposed that this was also transferred to the School Improvement Strategy Investment Reserve.

 

Currently all Divisions within Social Services were projected to outturn on target.  However, this was an extremely volatile budget which could be adversely affected by external factors such as economic climate, health epidemics and weather conditions which would then invalidate assumptions made in projecting the outturn. 

 

Specifically, Children and Young People's Services - this service was projected to outturn on target as the projected underspend of £100,000 on staffing budgets and £200,000 on Fostering Allowances would be used to off-set an over-commitment on Children's Placements of £85,000. 

 

Adult Services was currently estimated to outturn on target, however, there was a delay in achieving the required budget savings and there were indications that the demand for Community Care packages was increasing.  Consequently, the budget would need to be closely monitored and remedial action taken to ensure that a balance budget was achieved.

 

Planning and Transportation revised budget was showing a favourable variance of £183,000 to the amended original budget and this was primarily due to savings on employee costs of £188,000 both from vacant posts and a restructuring of the administration support within the Directorate.  Due to current key developments the anticipated income of Development Control income was £798,000, an increase of £47,000 on the original budget.  However, supplies and services had suffered a knock-on effect resulting in an increase of £23,000.  Building Control income had also dropped by £29,000 in line with the current economic climate.  The savings made would be used to support Economic Development and Leisure. 

 

With regard to Economic Development and Leisure the revised estimate for this service area showed an adverse variance of £243,000 to the amended budget.  This was primarily due to the need to identify funding of £125,000 for leisure centres to cater for the fall in income as a result of continued competition.  Additional staff costs of £81,000 within Leisure and Tourism had also occurred.  The economic climate had also affected income from the Council's workshops resulting in a reduction of income of £37,000.  Funding of the adverse variance would be found from savings of £183,000 in Planning and Transportation and £60,000 from Visible Services. 

 

Visible Services' revised estimate overall was favourable with a variance of £60,000 to the amended original budget.  The projected outturn within Grounds Maintenance and Highways for a favourable variance of £20,000 to the amended original budget.  The Engineers Department was projecting an overspend of £120,000 which was due to an increase in agency costs of £340,000 and also reduced income of £100,000 related to fees from Section 38/278 schemes.  These were to be off-set by increased technical salary income of £220,000 and staff vacancies totalling £100,000.  The Waste Management and Cleansing service was projecting an underspend of £160,000 which was mainly due to savings in landfill costs due to the steady increase in the level of recycling.  The savings made by Cleansing would be used to support to Engineers Department overspend of £100,000 and Economic Development and Leisure by £60,000.  Building Services' revised estimate equalled the amended original budget.  The re-charges to clients for the Building Maintenance 'twin hat' service had stayed broadly the same as the original estimate for 2009/10. 

 

Legal, Democratic and Registrars Services showed a balanced budget.  Housing market conditions had had a detrimental effect on the level of land charges income which was anticipated to be £50,000 lower than included in the estimate.  The shortfall would be met from within the Directorate's existing resources. 

 

Private Sector Housing/Community Safety showed a balanced budget.  £30,000 had been made available from within the budget to fund the pressures on Housing Benefit for Discretionary Housing Payments (DHP). 

 

Policy showed a balanced budget after providing an estimated £125,000 as previously agreed to support leisure centres due to fall in income as a result of continuing competition.  Potential underspendings on Support Imbalances (£200,000), Corporate Governance (£250,000), Fire Levy (£170,000) and Energy (£250,000) would be transferred to reserves as they materialised.  It was noted that there was an estimated Council Tax surplus of £700,000 for 2009/10.  This would be transferred to the Council Fund.  General Reserves as at 1^st April, 2009 amounted to £4.8 million.

 

The Budget Strategy for 2010/11 outlined the following:

 

·                         In order to establish a base line, services should prepare initial revenue budgets for 2010/11 based on the cost of providing the current level of service and approved policy decisions.  This meant the cost of price increases and pay awards should be included as provided for the 2009/10 Medium Term Financial Plan.

·                         Increase the budget approved during the course of the financial year could restrict the freedom of the Council to allocate its resources to priorities during the following budget cycle when it was aware of the all the competing demands.  Consequently:

·              Supplementary estimates would only increase the base budget if Council had given specific approval to this effect.  Increases met by virement within a year would not be treated as committed growth.

·              Directors should find the cost of increments and staff changes from their base budget unless the relevant specific approval had been given for additional funding. 

·              The effect of replacing grants from outside bodies that had discontinued would not be treated as committed growth.  In addition, before any project or initiative that was to be met either wholly or partly by way of grant may proceed the exit strategy must be approved.

·              Certain items of unavoidable committed growth would continue and these included the effect of interest charges and the financing costs of the Capital Programme, increases in taxes, increases in levies and precepts charged by outside bodies and charges to Housing Benefits expenditure.

·              Services would be expected to identify and achieve recurrent efficiency savings including (but not restricted to) those identified in the 2009/10 Medium Term Financial Plan. 

 

The report also set out the Medium Term Financial Plan saving targets for services for 2010/11 with the corresponding Directorate proposals for savings to meet these targets.

 

The summary of the overall base budget for 2010/11 was appended to the report.  This had been arrived at by adjusting the 2009/10 budget for items such as inflation, unavoidable growth and it reflected a greater proportion of recharges falling on the General Fund of £347,000.

 

Asset rents, Deferred Government Grant FRS 17 and Recharges related to accounting items and expenditure outside the control of services.  These reflected charges to services for the use of capital assets, changes to inter-service recharges and adjustments in respect of pensions to comply with accounting standards.  In addition, adjustments to the 2009/10 base had been made as the agreed pay award for April 2009 (excluding teachers) was approximately 1% lower than estimated.  In addition listed in the report were a number of budget transfers/adjustments which reflected transfers of functions and responsibilities between services.

 

The figure for inflation (£3.139 million) related to general price increases, the teachers pay award (2.3%) and non-teaching staff in schools (1%).  No allowance was included for pay awards for other staff.  A 1% increase in pay (excluding schools) amounted to approximately £700,000.  Committed growth totalled £3.903 million as follows:

 

·                         Visible Services - £306,000 for Landfill Tax annual increase

·                         Private Housing/Community Safety - £41,000 due to a reduction in Benefit Admin Subsidy

·                         General Policy - £1 million use of balances during 2009/10 budget process , £1 million provision towards cost of Single Status, £500,000 provision for additional working connection with Single Status, £180,000 increased cost funding the Capital Programme, increased Energy costs of £750,000 (25% of £3 million total energy costs), Deprivation Grant subsumed into RSG of £167,000 less £41,000 payment in respect of Sea Fisheries now dealt with centrally.

 

A list of 2010/11 cost pressures identified by services was attached at Appendix 3 to the report.  Altogether those totalled £9.443 million.  Attention was drawn to the fact that these figures excluded the cost of redundancies which might be incurred in order to maintain the budget within resources available.  It was noted that these costs could be significant. 

 

To provide Members with more background information on Services' budgets, Cost Centre Analyses were attached at Appendix 4.  These provided details for each Cost Centre within their service area including:

 

·                         Comparison of the 2008/09 budget, actual outturn and current year budget over the different types of expenditure and income.

·                         Separation of the largely controllable (e.g. salaries and wages) and uncontrollable (e.g. recharges from other Departments) elements of income and expenditure.

·                         Identification of the activities provided and the relevant Service Head/Operational Manager and budget holder where different.

·                         Objectives for the range of activities provided under that Cost Centre.

·                         Where appropriate, other relevant information to supplement the financial information e.g. staffing, outputs.

 

The next stage was for the estimates to be submitted to the Council's Scrutiny Committees for consultation with the responses of the Scrutiny Committees being made known no later than 15^th December, 2009.  Cabinet would make its final budget proposals no later than 24^th February, 2010 prior to their submission to Council on 3^rd March, 2010.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the amended original budget for 2009/10 as set out in the table at Paragraph 8 of the report and as outlined above be approved.

 

(2)       T H A T the Education Service to transfer £464,000 saving from Business Rates into the School Improvement Investment Strategy Reserve in 2009/10 be approved.

 

(3)       T H A T the initial revenue budget proposals for 2010/11 be approved for consultation with the Scrutiny Committees.

 

(4)       T H A T Directors take the necessary steps to ensure a balanced budget for 2009/10 and identify measures to achieve their savings targets for 2010/11. 

 

Reasons for decisions

 

(1)       To facilitate monitoring of the budget.

 

(2)       To build up reserves available for funding improvement to school buildings.

 

(3)       To inform Cabinet of the Scrutiny Committee's comments before making final proposals on the budget.

 

(4)       To ensure a balanced budget and measures to achieve saving targets.

 

 

C681              INITIAL CAPITAL PROGRAMME PROPOSALS 2010/11 (DFICTP) (SCRUTINY - ALL) -

 

Approval was sought for the revised capital programme 2009/10 and the initial capital proposals for 2010/11 prior to their submission to the various Scrutiny Committees for their consultation. 

 

Progress on the capital programme as at 30^th September, 2009 was appended to the report.  Details were presented of details to the Capital Programme and Cabinet approval was requested for the same together with their referral to Council for approval where appropriate.  Those changes related to the following schemes:

 

·                         Safer Vale

·                         Waste Resource Park

·                         Penarth Marina Escarpment

·                         Barry Regeneration Partnership

·                         Barry Island Footbridge

·                         Coastal Access Improvement Grant

·                         Valegate Retail Park Footway Works

·                         Safer Routes in Communities 2009/10.

 

It was also noted that the Cabinet had previously agreed that further information would be provided where schemes had a value over £500,000 and showed a variance of 20% or more between actual spend and the profile.  Consequently, the following schemes met this criteria:

 

·                         Housing Improvement Programme - Windows and door replacements

·                         Penarth Renewal Area - Environmental works projects

·                         Disabled Access Audit and Improvements.

 

On 13^th October, 2009 the Welsh Assembly Government announced the provisional 2010/11 General Capital Funding.  The Council's provisional allocation had increased marginally by £7,000 to £8,209,000.  The final settlement was expected to be announced in January 2010. 

 

Cabinet, on 13^th February, 2008 approved that the Director of Finance, ICT and Property, in consultation with the Cabinet Member responsible for Finance, be given delegated authority to transfer supported borrowing between General Fund and the Housing Capital Budgets as appropriate.  As in 2009/10, WAG had been requested to transfer the sum of £280,000 supported borrowing from General Fund to Housing Revenue Account in 2010/11 in order to fund a level of council property Disabled Facilities Grants. 

 

The Major Repairs Allowance (MRA), which was the grant that provided capital funding to the Housing Revenue Account for 2010/11 had not yet been announced by the WAG.  Once known Cabinet would be advised accordingly.  Although an assumption had been made in Appendix B to the report that the grant would continue at the current allocation of £2.7 million.  In addition to funding from WAG the Council would finance part of the capital programme from its own resources e.g. capital receipts and reserves.  Detailed at Appendix B was the proposed 2010/11 Capital Programme and the table below detailed the General Capital Funding and internal resources required to fund the proposed schemes

 

Analysis of Net Funding Required for the Indicative 2010/11 Capital Programme	£'000	£'000
General Fund Resources from Welsh Assembly Government
Supported Borrowing	5,889
General Capital Grant	2,040
		7,929
Council Resources
Capital Receipts	2,616
Reserves/Leasing	5,728
		8,344
Net Capital Resources		16,273

 

The table below detailed the Housing Capital Funding and internal resources required to fund the proposed schemes:

 

Analysis of Net Funding Required for the Indicative 2010/11 Housing Capital Programme	£'000	£'000
General Fund Resources from Welsh Assembly Government
Supported Borrowing	280
		280
Council Resources
Housing Capital Receipts	0
Housing Reserves	50
		50
Net Capital Resources		330

 

The indicative 2010/11 Capital Programme as detailed in Appendix B included allocations already approved by Council.  Indicative asset renewal budgets had been included in Appendix B as follows:

 

Education	£800,000
Social Services	£150,000
Visible Services	£800,000
Leisure Services	£150,000
Miscellaneous Buildings	£100,000

 

The above constituted an un-earmarked general provision.  Some of specific scheme in the unsuccessful bids as listed in Appendix D to the report could be funded from the Asset Renewal provision.  Specific Asset Renewal Schemes would be reported to Cabinet before April 2010 for approval and bids included in Appendix C would be considered at that time. 

 

Due to the anticipated reduction in future capital funding for 2010/11 onwards, and to review historic priorities, it had been decided that all those budgets previously included in the indicative future capital programme should be withdrawn, other than those schemes which were contractually committed by the end of March 2010.  Officers had been requested to re-bid for those sums that they still regarded as high priority as part of the 2010/11 bidding round.  As a result of the exercise there had been a very high number of bids received for the year. 

 

The Sustainable Development Working Group was consulted on the capital bids submitted by Services and their comments were subsequently considered by the Capital Asset Management Group when prioritising these schemes.  The four areas of sustainable development considered were:

 

·                         living within environmental limits

·                         ensuring a strong, healthy and just society

·                         achieving a sustainable economy

·                         promoting good governance.

 

Accordingly, the Sustainable Development Working Group identified schemes for which there was particular support or concern.  They also highlighted schemes which, if approved, they would like to consider in more detail following completion of the Sustainable Development checklist.  Their comments were summarised as follows:

 

Scheme	Comment
Disabled Facility Grants	Social benefits as promotes sustainability by enabling people to stay in their homes and reduces costs.
Renewal Area Grants	Very supportive. Covers all aspects of SD.  (Checklist required)
Property Appreciation Loans	Enables vulnerable people to stay in their homes and keeps homes in a good state of repair. Economic, environmental and social benefits.
Elderly Mentally Infirm (EMI) beds	Implementation important. (Checklist required)
Asset Renewal Programme (All Services)	Implementation important. (Checklist required)
Respite Care Services	Social benefits as keeps people in their homes.
Vehicle Replacement	Previously looked at this. (Checklist required)
All Flooding Schemes	Support for flooding schemes due to environmental, social and economic implications.
Waste Recycling & Project Gwyrdd	Very supportive, major benefits from a sustainability perspective and also financial implications if we do not deal with waste issues.
Highway Schemes	Supportive of schemes that promote cycling and walking and reduce travel by car.
Lower wattage white street lighting	Support for lower energy approaches – economic and environmental advantages.
Alleygates	Benefits from a social perspective.

 

Penarth Town Centre, Esplanade, Pier Decking and Pavilion	Will all bring economic benefits e.g. improve tourism. (Checklist required for Pavilion)
Llysworney by pass	Reservations due to environmental impact and may encourage more road travel.
Dyffryn House Partial restoration	Would like to see how sustainability considerations are being taken into account. (Checklist required)

 

The Budget Working Group had prioritised bids based upon recommendations of the Corporate Asset Management Group.  The method of prioritisation used was detailed in the Council's Capital Investment Strategy. 

 

In addition to the capital bids detailed at Appendix B, Appendix C listed capital bids received that were unsuccessful and had not been put forward for inclusion in the 2010/11 programme. 

 

There were certain schemes for which funding had been reserved but not included in the capital programme as yet.  These were shown on Appendix B as reserved schemes at a nil budget at this stage.  Some of these schemes included match funding for grant bids that had yet to be approved.  Should the grants be approved then the scheme would be included in the capital programme, together with the reserved Council funding.  This applied to the following bids:

 

·                         Penarth Pier Pavilion

·                         Pump House enveloping

·                         Dyffryn House partial restoration

·                         Llanmaes flooding and general flooding schemes.

 

£250,000 had also been set aside for the Penarth Marina Escarpment bid for further remedial works to ease the problems of escarpment slipping into the car park below.  A bid for the Barry Island Footbridge had been reserved but not included in the 2010/11 capital programme as the intention at this point was still to commit the existing funding before 31^st March, 2010.  A bid of £50,000 each year from 2010/11 was submitted for lower wattage white light street lighting which, at an energy saving of £200,000 per annum would have a pay back period of 25 years.  It had been proposed that the bid be approved in principle and was included at Appendix B but that it be referred to the Sustainable Development Working Group for further discussions to evaluate the merits of the said scheme.

 

The next stage was for the estimates to be submitted to the Scrutiny Committees for consultation with responses for the Scrutiny Committees being made no later than 15^th December, 2009.  Cabinet would make its final budget proposals no later than 24^th February, 2010 prior to their submission to Council on 3^rd March, 2010.

 

This was a matter for Executive decision.

 

RESOLVED -

(1)       T H A T the initial budget proposals for 2010/11 and future Capital Programme be approved for consultation with the Scrutiny Committees.

 

(2)       T H A T the following changes to the 2009/10 Capital Programme be approved:

 

·                         Waste Resource Park - reduce the 2009/10 budget to £185,000

·                         Penarth Marina Escarpment - reduce the 2009/10 budget to £250,000

·                         Barry Regeneration Partnership (BRP) - increase budget to £385,000 (additional £40,000 funded from the South East Wales Transport Alliance (SEWTA) grant)

·                         Valegate Retail Park footway works - include a budget of £25,000 (funded from Section 106 monies)

·                         Safe Routes in Communities 2009/10 - increase the budget by £80,000 (funded from WAG Transfer Grant).

 

Reasons for decisions

 

(1)       To allow full consultation on the future capital programme.

 

(2)       To amend the 2009/10 capital programme.

 

 

C682              INITIAL HOUSING REVENUE ACCOUNT BUDGET PROPOSALS 2010/11 AND REVISED BUDGET 2009/2010 (DFICTP) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Approval was sought for the revised estimates 2009/10 and the initial budget proposals for 2010/11 prior to their submission to the relevant Scrutiny Committee for consultation. 

 

The revised budget for 2009/10 was appended to the report and showed an adverse variance of £543,000 due to several reasons.  The budget had been adjusted to reflect more accurately the capital financing charges following the repayment of debt in recent years (£324,000), an increase in rent income due to less Right To Buy (RTB) sales than anticipated (£86,000) during 2008/09 and a decrease in recharges of £102,000.  An adjustment for housing strategy costs (£31,000), and staff savings due to vacant posts of (£105,000), utility costs and other premises based savings had resulted in further savings of £118,000.  These savings had been off-set by a decrease in anticipated interest earned on HRA balances (£75,000), additional staff resources at the Hostel (£134,000) to cover night time working and costs associated with updating IT servers for the new asset management database (£14,000). 

 

The budget strategy for 2010/11 outlined that services should prepare revenue budgets for next year based on the cost of providing the current levels of service and approved policy decisions including, the cost of price increases and pay awards.  Attention was drawn to the fact that, due to the nature of the Housing Revenue Account (HRA) in that it was ring fenced and that any growth had to be funded from the balance no cost pressures had been formally identified.  A Cost Centre Analysis (CCA) was attached at Appendix B and had been provided with the aid of providing Members with additional background information on the budget.

 

The proposed 2010/11 budget was set out in Appendix A to the report under the following headings:

 

·                         HRA (General)

·                         General Management

·                         Special Services

·                         Housing Repairs Fund Contribution

·                         Central Support and Operational Building Charges

·                         Capital Financing.

 

The charges for rent and other services provided by the Housing Service were reviewed annually and would be subject to a future report once the necessary information had been received from WAG.  Set out below was information summarised in the original budget for 2009/10 with the proposed budget for 2010/11:

 

	2009/2010 Original Budget	2009/2010 Proposed Revised Estimate	Variance (+) Favourable (-) Adverse
	£'000	£'000	£'000
Housing Revenue Account	(1,742)	(2,285)	(543)

 

A provision for general inflation was including but no allowance had been made for any pay award for 2010/11.  A 1% increase in pay amounted to approximately £13,000. 

 

Committed growth of £52,000 was due to the following factors:

 

·                         a decrease of £313,000 on the anticipated Capital Financing charges for 2010/11 because of repayments of debt in prior years

·                         central charges reduction of £159,000.

 

It was noted that these proposed to be off-set by the following:

 

·                         £469,000 increase in the expected HRA Subsidy payable to WAG during 2009/10, taking into account an expected reduction in stock and an increase in guideline rents of 3.5%.  However, it was noted that this did not take into account any increases in the Management and Maintenance Allowance. 

·                         Other budget adjustments totalling £55,000.

 

The projected deficit on the HRA for 2010/11 according to the latest Housing Business Plan (April 2009) was £3,333,000, a difference of £5,459,000 from the surplus of £2,126,000 projected above.  The main reason for the difference was the fact that capital investment had been reduced dramatically, since it was proposed to only spend the Major Repairs Allowance for 2010/11 until tenants had been balloted on Stock Transfer.  Therefore, capital contributions from revenue of £6,148,000 were not required.  This had been off-set by an increase in contributions to revenue repairs (£738,000), the contribution had been fixed at £3,000,000 rather than the expected £2,262,000.  Various other adjustments had accounted for a further £49,000 difference. 

 

The next stage was for the estimates to be submitted to the relevant Scrutiny Committees for consideration with responses from those Committees being made to Cabinet no later than 15^th December, 2009.  Cabinet would make its final budget proposals by 24^th February, 2010 prior to the final budget proposals being considered by Council on 3^rd March, 2010.

 

RESOLVED -

 

(1)       T H A T the revised budget estimate 2009/2010 be approved.

 

(2)       T H A T the initial budget proposals for 2010/11 be approved for consultation with the relevant Scrutiny Committee.

 

(3)       T H A T the increase suggested for rent and other services be subject to a further report as soon as the information became available from the Welsh Assembly Government.

 

Reasons for decisions

 

(1)       To facilitate monitoring of the revised budget.

 

(2)       In order that Cabinet be informed of the comments of the relevant Scrutiny Committee prior to making final proposals on the budget.

 

(3)       To meet the statutory deadlines to notify tenants of new charges as required by Statute.

 

 

C683              IT SKILLS CENTRE, THE INNOVATION QUARTER (DLD) (SCRUTINY - ALL) -

 

The report detailed all options in respect of the future use of the above facility. 

 

The Heritage Skills Training Centre (HSTC) was a Council owned building located in the Innovation Quarter at the Barry Waterfront.  The Centre comprised two adjoining parts namely an IT skills centre and a conservation workshop. 

 

Barry College had occupied the IT Skills Centre building on a licence since January 2004.  At their own cost the college fitted out, furnished and installed all the IT equipment and reported that it had invested £470,000 in the centre since 2004.  The annual revenue costs for the centre was estimated as £68,5000 excluding the cost of lecturers.  Barry College had now requested to enter into a lease with the Council for their future occupation of the IT Skills Centre. 

 

The terms of the lease would need to satisfy the Council's financial regulations and also written consent would be required from WAG in accordance with the Innovation Quarter Joint Venture. 

 

The College (or any other third party occupier) would in the future also be required to fully repair and maintain the IT Skills Centre Building and all external spaces within the site boundary of the HSTC, including the car park (excluding the BRECCO demise), boundary fences/gates, lighting and the hard and soft landscaping.  The College would also be required to place appropriate signage on the exterior of the property (the formal content of which was to be to the satisfaction of the Council).

 

Draft Heads of Terms (HoT) for a lease outlining the conditions for Barry College to remain at the IT Skills Centre would be required.  Before progressing with the Heads of Terms and facilitating a lease for Barry College, the report detailed the options available for the future of the IT Skills Centre namely:

 

·                         Barry College remain in situ and continue to deliver the IT training at the Centre (subject to the formal written agreement of WAG and to satisfy Section 123 of the Local Government Act 1972) or

·                         Market the building to all learning providers (subject to agreement with WAG again in accordance with the IQJV Agreement) or

·                         For the Council to occupy the building and run it as an IT training facility in order to meet the conditions of the grant or

·                         Market the IT Skills Centre for other uses e.g. as a corporate training and office use (subject to planning and WAG consent etc.)   Should this option be pursued the conditions of the original grant aid would require investigating to clarify if the Council could be faced with grant claw back.

 

The WAG supported the principle of Barry College remaining in situ on condition details of the number of students passing through the Centre and details of the courses were provided.

 

The options as referred to above had been evaluated by officers and these conclusions were detailed in the report. 

 

With regard to BRECCO and the Adjoining Conservation Workshop it was noted that in terms of the adjoining Conservation Workshop the Council had agreed Heads of Terms with BRECCO and had secured a conditional consent from WAG for the proposed lease for BRECCO to run a railway training school at the workshop.  The Heads of Terms required BRECCO to be responsible for the repair and maintenance of the Conservation Workshop part of the HSTC and the external car park spaces.  BRECCO would be investing significant sums of money into the land and facilities within the lease area they would occupy.  In addition, BRECCO had requested the Council if they could rent a room from the Council in the IT Skills Centre as part of their training school  At this time, Barry College were unable to agree access arrangements with BRECCO until the Council determined the future occupation of the IT Skills Centre by the College, subject of this report.  To enable these discussions to report to a conclusion the Council needed to confirm if Barry College could remain in the IT Skills Centre. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T delegated authority be granted to the Director of Learning and Development, in consultation with the Directors of Finance, ICT and Property, Environmental and Economic Regeneration and Legal, Public Protection and Housing Services in consultation with the Cabinet Member for Legal and Public Protection to negotiate terms of a new lease with Barry College in order for the occupation of the IT Skills Centre to be regularised, subject to the following:

 

·                         Barry College entering into an appropriate lease contracting out of the Landlord and Tenants Act 1954 (subject to formal WAG consent).

·                         Barry College continuing to deliver learning opportunities that support the priorities listed in the local plans that include the Community Strategy and the Children and Young People's Plan for the Vale.

 

(2)       T H A T the finalised lease be submitted to Cabinet for approval.

 

Reasons for decisions

 

(1)       To prepare formal lease arrangements for the facility.

 

(2)       For final determination by Cabinet.

 

 

C684              WELSH MEDIUM RECEPTION PROVISION FOR SEPTEMBER 2010 (DLD) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet approval was sought to commence consultation upon proposals in respect of matters relating to the rising demand for Welsh Medium primary school education in the Vale.

 

The county was current served by five Welsh Medium primary schools; three schools located in Barry serving Barry, Rhoose and Wenvoe, one located in Cowbridge serving the rural Vale, including Llantwit Major and one located in the Penarth area serving Penarth and the surrounding areas of Dinas Powys and Sully. 

 

The reception intake between 2003 and 2009 and the number of places in each of the existing Welsh primary schools were detailed in Appendix B to the report.  This indicated that demand currently exceeded the number of places available. 

 

In order to confirm future demand for Welsh Medium education a survey had been undertaken during July and August 2009 of parents with children under 3 years of age living in the Vale of Glamorgan.  This School Preference Survey received a high response rate of 29.3% with 839 completed questionnaires being returned to the Council's consultants. 

 

In the Vale, the percentage of total primary school children receiving an education through the medium of Welsh between 2001 and 2006 had fluctuated between 10% and 11%.  This equated to an average intake of 152 pupils per annum.  Between 2007 and 2009, the reception intake to Welsh Medium primary schools had been consistently above 13%, an average intake of 193 pupils.  The survey also revealed that of those who responded, 26% were likely to require a Welsh Medium school place for their children.  This figure was over and above the current intake levels for schools and was in line with current trends that were being observed by the authority.  The survey also highlighted an unmet or latent demand for Welsh Medium education due to the existing distribution of Welsh Medium primary schools across the county and the travel distances involved to access these schools, especially Ysgol Iolo Morgannwg in Cowbridge.  This unmet demand could be partially realised with an additional Welsh Medium primary school in Llantwit Major. 

 

Having regard to these issues proposals needed to be established to manage the increase in demand for school places that would require consultation and the publication of statutory proposals.  These needed to be in place as a matter of urgency in order to meet statutory deadlines to increase school provision from September 2010. 

 

The report also detailed projected calculations of future demand for places at Welsh Medium primary schools across the county which were based upon anticipated pupil numbers supplied by schools and made no allowance for the latent demand highlighted in the Survey of School Preference 2009. 

 

Consequently, a range of options had been considered to address the insufficient capacity in Welsh Medium schools and these were detailed in Appendix C to the report. 

 

The proposed Welsh Medium Strategy for Barry was to build a demountable seed school on the existing Ysgol Gyfun Bro Morgannwg site to meet the immediate demand for reception school places in September 2010.  The seed school would be made up of two classrooms as well as a small hall and other general school areas.  As the number of pupils at the seed school increased it would be necessary to establish a permanent school.  The longer term strategy was to build a 420 place school (two form entry) on the same site to provide a permanent Welsh Medium school that would accommodate pupils at the seed school and replace the existing Ysgol Sant Baruc.  This was particularly relevant given that Ysgol Sant Baruc site was a constricted site currently suffering high levels of demand and pupil overcrowding in a number of year groups and also issues relating to health and safety.  Ysgol Sant Baruc was also very close to Ysgol Sant Curig which represented a poor geographic spread of Welsh Medium Schools in Barry. 

 

In regards to locating a Welsh Medium primary school on the Ysgol Gyfun Bro Morgannwg site this would provide very close educational links between the two schools with the aim of creating a Welsh Medium 'Learning Campus'. 

 

The strategy in the rural Vale was to create a demountable seed school on the existing Llantwit Major Comprehensive site to accommodate children from the immediate area and to reduce pupil numbers at Ysgol Iolo Morgannwg to align with the schools admission numbers.  Ysgol Iolo Morgannwg served an extensive catchment area including Llantwit Major and the surrounding areas.  Free school transport was provided from the Llantwit Major area to the school which amounted to seven vehicles at an annual cost circa £96,000 per annum.  Establishing a school in Llantwit Major area would achieve a better distribution of Welsh Medium schools across the Vale, manage increased demand for school places and would reduce school transport requirements.  The longer term strategy was to replace the demountable seed school with a permanent provision once pupil numbers increased to a sufficient level.

 

The strategy for Penarth was to extend the existing Key Stage 2 six classroom block to the rear of Ysgol Pen y Garth with an additional two classrooms to accommodate current pupils and undertake a feasibility study into remodelling the original school building to resolve secure suitability problems at the school.  The addition of two classrooms would increase capacity at the school which would allow relocation of classes to accommodate the projected increase in reception age children from September 2010.  The feasibility study would investigate how to resolve the suitability problems at the school and provide classrooms for uniform capacities through the school from Reception Year 6.

 

The proposed strategy for Welsh Medium education in the Vale would be achieved in a number of phases, timescale being dependent upon pupil numbers increasing as projected, the outcome of statutory proposals, feasibility studies, planning permissions and funding from WAG to achieve the longer term goals.  The proposed Welsh Medium Strategy in the Vale was to achieve the following:

 

·                         Build demountable seed schools in Barry and Llantwit Major and extend Ysgol Pen y Garth by September 2010.

·                         In the longer term, depending on available funding, a new 420 place school to be built in Barry to accommodate increased pupil numbers and relocate Ysgol Sant Baruc.  The new school would include a nursery and adult education facility.

·                         A new 210 place school to be provided in Llantwit Major including a new nursery.

·                         The existing Ysgol Iolo Morgannwg facility to be replaced with a new 210 place school in Cowbridge.

·                         Ysgol Pen y Garth to be remodelled to increase pupil capacity on the existing site from 350 to 420 places.

 

It was proposed that the future development of Welsh Medium provision would sit within a broader strategy encompassing all Vale schools.  The Strategy would set out long term plans for balancing the supply and demand of school places across the Vale as well as proposals for bringing schools up to standard appropriate for education in the 21^st Century.

 

Discussion ensued on any likely impact the proposals as contained in the report would have on existing grant funding arrangements and in particular on the Council's existing priorities as set out in the School Investment Strategy.  It was noted that the School Buildings Improvement Grant would be replaced in the future by the WAG's proposed 21^st Century Schools Grant.  Reference was further made to the then Assembly Minister for Finance who had given an assurance to the Council that grant funding would remain available at existing grant funding levels.  It was suggested that a letter be sent to the relevant Assembly Minister reminding them of their previous commitment to the Council to provide grant funding on the basis as referred to above to allow the Council to complete the above Strategy.

 

Additional concern was also expressed with regard to proposals in relation to Ysgol Pen y Garth, Penarth and the likely impact the proposals would have on traffic movements in the locality and wider environs as a consequence of increased pupil numbers.  It was noted that particular traffic problems were being experienced along Redlands Road and Sully Road, Penarth and representations by the local community had been raised with local Elected Members.  Previous Highway Divisions Traffic Survey findings had been disputed and it was suggested that further investigation of traffic movements as a consequence of the proposals needed to be further investigated. 

 

This was a matter for Executive decision.

 

Having regard to the above and related issues

 

RESOLVED -

 

(1)       T H A T the proposed Strategy to increase the number of places in Welsh Medium education to meet anticipated demand from September 2010 onwards be approved.

 

(2)       T H A T the commencement of statutory consultation with stakeholders in respect of the establishment of 'starter/seed' primary schools in the Barry and Llantwit Major areas for September 2010 to meet an increase in demand for Welsh Medium primary school reception places be approved.

 

(3)       T H A T with regard to proposals for Ysgol Pen y Garth, Penarth that the Director of Environmental and Economic Regeneration be requested as part of the Council proposals, to undertake a comprehensive traffic study to assess the current and future traffic movements (including Redlands Road and Sully Road, Penarth) as a consequence of the Council's proposals with the results of such being reported to the Cabinet prior to the extension being brought into beneficial use.

 

Reasons for decisions

 

(1)       To enable the Learning and Development Directorate to establish two new seed schools in Barry and Llantwit Major and to extend Ysgol Pen y Garth to accommodate additional pupils from September 2010 onwards.

 

(2)       To enable statutory consultation to be undertaken in respect of proposals to establish two new seed schools in Barry and Llantwit Major.

 

(3)       To mitigate any traffic implications as a consequence of the Council's proposals.

 

 

C685              SECTION 180 VOLUNTARY SECTOR FUNDING PROPOSALS 2009/2010 (DLPPHS) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Approval was sought to allocate Section 180 funding to voluntary sector bodies for the financial year 2009/10. 

 

This was a matter for Executive decision.

 

RESOLVED -

(1)       T H A T the Director of Legal, Public Protection and Housing Services in consultation with the Cabinet Member for Housing and Community Safety be authorised to pay the following organisations Section 180 funding for the financial year 2009/10:

 

·                         Tabernacle Home Access - £7,945

·                         Llamau's JIGSO Project - £12,000

·                         Llamau's Furniture Project - £6,000.

 

(2)       T H A T the Director of Legal, Public Protection and Housing Services in consultation with the Cabinet Member for Housing and Community Safety review the services provided by the above organisations to ensure that they met the Council's aims and objectives in its homelessness prevention focus and statutory homelessness duties.

 

Reasons for decisions

 

(1)       To ensure that resources were made available to develop key services to assist the Council in complying with its statutory homelessness duty.

 

(2)       To ensure that the services were delivered in the most efficient and effective way.

 

 

C686              COMMUNITY STRATEGY REVIEW (CMT) (SCRUTINY - CORPORATE RESOURCES) -

 

The report sought to update the Cabinet on the preparation, in partnership with others, of a revised Community Strategy for the Vale of Glamorgan.

 

The above Strategy was the overarching strategy for each local authority area and provided a long term strategic vision based on a set of shared ambitions agreed with local communities.  The Local Service Board was responsible for developing and agreeing the strategy, although the Council had a strategy lead role in its drafting. 

 

Consultations on the new strategy commenced in April 2009 and ended in September 2009 and a draft version of the strategy was considered at the inaugural meeting of the Local Service Forum in May with copies being sent to relevant partner organisations.  Posters publicising the consultation were distributed to all locations e.g. libraries, leisure centres and community centres.  Exhibitions were held at various locations across the county to involve local communities and progress was reported to all Scrutiny Committees in July 2009.  The final draft version of the Strategy was approved by the Local Service Board on 23^rd October, 2009 subject to agreement by the constituent member organisations. 

 

The revised Community Strategy was required to be adopted by Full Council.

 

RESOLVED - T H A T Cabinet approves the Community Strategy 2010-2020 and recommends it to Council for adoption.

 

Reason for decision

 

To ensure that the Vale of Glamorgan had an effective Community Strategy which benefited local communities and met the requirements of the relevant Welsh Assembly Government Guidance and to comply with the Council's Constitution.

 

 

C687              EXCLUSION OF PRESS AND PUBLIC -

 

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

 

 

C688              CATERING SERVICES: DYFFRYN GARDENS AND COSMESTON LAKES COUNTRY PARK (DEER) (EXEMPT INFORMATION - PARAGRAPH 8) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The report detailed proposals on options for the future provision of catering services at the above locations. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Council enters into appropriate contractual arrangements with Cymraeg Vending to provide catering facilities at Cosmeston Lakes Country Park and Dyffryn Gardens and Arboretum for a period of five years, extendable for a further two years, based on performance.

 

(2)       T H A T the Director of Finance, ICT and Property, in consultation with the Director of Environmental and Economic Regeneration and the Director of Legal, Public Protection and Housing Services and the Cabinet Members for Finance, ICT and Property and Tourism and Leisure be authorised to negotiate appropriate terms and conditions for the two leases in respect of Dyffryn Gardens and Cosmeston Lakes Country Park.

 

(3)       T H A T the Director of Legal, Public Protection and Housing Services, in consultation with the Director of Finance, ICT and Property be authorised to prepare, complete and execute the required legal documentation.

 

Reasons for decisions

 

(1)       To facilitate alternative provision via a private sector operator.

 

(2)       To ensure terms and conditions would benefit the Council and adequately protect its interests.

 

(3)       To legally formalise the award of the Catering Services to the successful tenderer.

 

 

C689              MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT -

 

RESOLVED - T H A T the following matter which the Chairman had decided was urgent for the reason given beneath the minute heading be considered.

 

 

C690              PENARTH RENEWAL AREA: GROUP REPAIR PHASE 7C - APPOINTMENT OF CONTRACTORS (DLPPHS) (EXEMPT INFORMATION - PARAGRAPH 14) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Urgent by reason of the need to spend capital funds during the current financial year or risk the loss of such funds for the Penarth Central Renewal Area)

 

Approval was sought to appoint contractors to undertake Phase 7C of the Group Repair Programme in the Penarth Central Renewal Area and Cabinet gave consideration to the associated tender report.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T subject to the contactor providing a satisfactory health and safety plan for the construction stage and the required Performance Bond, that the tender of £624,066.00 received from Willis Construction be accepted and that the Council enter into a contract with the successful tenderer to undertake the said works.

 

(2)       T H A T Council approval be sought for the inclusion of the balance of £374,000 in advance of the full capital programme being determine by Cabinet.

 

Reasons for decisions

 

(1)       To enable progress of the Group Repair Programme.

 

(2)       To enable the contract to be let in the current financial year.