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Vale of Glamorgan Council

CABINET

 

Minutes of a meeting held on 14^th April, 2010.

 

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.

 

 

C827              MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 24^th March, 2010 be approved as a correct record.

 

 

C828              DECLARATIONS OF INTEREST -

 

The following Councillors declared interests as show below and withdrew from the meeting during consideration of the matters:

 

Councillor P. Church	Agenda Item No. 13 - Member of Penarth Town Council. Agenda Item No. 13 - Member of Penarth Rotary Club.
Councillor G.A. Cox	Agenda Item No. 13 - Wife is a member of the Cowbridge Food and Drink Festival.
Councillor A.M. Ernest	Agenda Item No. 13 - Member of Penarth Town Council.
Councillor R.L. Traherne	Agenda Item No. 13 - Member of the Vale of Glamorgan Show.

 

 

C829              JOINT CONSULTATIVE FORUM -

 

The following minutes of a meeting held on 14^th January, 2010 were submitted:

 

Present:  Councillor Mrs. J.E. Charles (Chairman); Councillors Mrs. M.E.J. Birch, A.D. Hampton, Mrs. M. Kelly Owen, C.L. Osborne, Mrs. M. Randall and M.R. Wilson.

 

Representatives of the Trade Unions:  Mr. G. Beaudette (NUT), Mr. P. Carter (UNISON), Mr. N. Hart (UNISON), Ms. C. Mason (UNISON), Mr. G. Moseley (UNISON), Mr. R. Phillips (GMB), Ms. K. Tyre (UNISON) and Mr. M. Whittaker (UNISON).

(a)       Apologies for Absence -

 

These were received from Mr. G. Lewis, Mr. N. Patterson, Mr. P. Duggan and Mr. R. Phillips.

 

 

(b)       Vice-Chairman -

 

In the absence of the Vice-Chairman, Ms. K. Tyre was appointed Vice-Chairman for the meeting.

 

 

(c)        Minutes -

 

In considering the accuracy of the minutes of the previous meeting, mention was made of comments made at the meeting which had not been recorded in the minutes.

 

By way of explanation, the Forum were advised that it was not the practice of the Council to prepare verbatim records of meetings, and that the salient points of discussions were included in the minutes. 

 

It was moved, and seconded that future copies of the draft minutes be distributed to the Members of Forum immediately following the meeting to permit Members to comment on their accuracy. 

 

Following a show of hands, the Motion was not accepted, whereupon it was

 

AGREED - T H A T the minutes of the meeting held on 24^th September, 2009 be accepted as a correct record.

 

 

(d)       Matters Arising -

 

It was reported that the draft process for employees to apply for early retirement / voluntary redundancy had undergone consultation and comments had been received from stakeholders.  A further draft would be placed on the agenda of the next Single Status meeting, scheduled for 12^th January, 2010 and the outcome of discussions would be reported back to the next Joint Consultative Forum.

 

 

(e)       Minutes of the Learning and Development Directorate Consultative Group -

 

AGREED - T H A T the minutes of the above Consultative Group held on 10^th September, 2009 be noted.

 

 

(f)         Minutes of the Social Services Directorate Consultative Group -

 

AGREED - T H A T the minutes of the above Consultative Group held on 4^th August, 2009 be noted.

 

 

(g)       Corporate Policy on the Misuse of Alcohol -

 

Members of the Forum received the Council's Corporate Policy on the Misuse of Alcohol. 

 

It was reported that the Policy:

 

·                          had been adopted by Cabinet

·                          formed an important element of the Council's obligations to its staff

·                         helped maintain the Council's Gold Standard Award.

 

A Member expressed concern that the Policy covered employees lunch/meal breaks, and a Trade Union representative asked that it be recorded that the Trade Unions did not agree with that part of the Policy that forbade the consumption of alcohol during working hours, including lunch/meal breaks. 

 

These comments were noted. 

 

AGREED - T H A T the contents of the Corporate Policy on the Misuse of Alcohol be noted.

 

 

(h)       Corporate Policy on Manual Handling -

 

The Forum received the Corporate Policy on Manual Handling which had been approved by Cabinet on 18^th November, 2009, to be implemented in January 2010.

 

Mr. Carter drew attention to recent events within the Parks Department and the Leisure Directorate involving the training of staff which had taken considerable time to be implemented, and these comments were noted.

 

AGREED - T H A T the Corporate Policy on Manual Handling be noted.

 

 

(i)         Handling Organisational Change -

 

The Head of Human Resources advised the Forum that there would be a significant volume of change, on a Directorate by Directorate basis and that the process would be handled as robustly as possible. 

 

The Trade Unions had expressed concerns about the need for consistency in the process, and to that end, all Heads of Service had met to discuss a common approach.  Trade Union representatives would be invited to attend a similar meeting. 

 

The expectation was that change would happen on a Directorate by Directorate basis.  There were, however, cross-Directorate issues and there was a need to treat these on a common basis. 

 

The Head of Human Resources stated that he was aware that there were inconsistencies in relation to the consistency of the process and, as such had provided briefing sessions for all Heads of Service on a common framework for managing change.  These sessions had been run prior to Christmas and would be cascaded now for Operational Managers.

 

The Trade Union representatives stated that they wished to discuss the issue of consultation and their concerns at a lack of dialogue with the Trade Unions. 

 

As an example reference was made to the current senior management restructuring upon which the Trade Unions indicated that they had not been consulted.  The Unions indicated that this was in contrast to a commitment given by the Chief Executive regarding change.  In response to this the Head of Human Resources indicated that he had discussed the matter with the regional officers of the Trade Unions and explained in advance the approach that was being taken.  All local Trade Union representatives would be formally consulted on the issues prior to a wider communications exercise.

 

The Trade Unions appreciated that change must happen but stressed that they wished to be involved in meaningful discussions on the issues.

 

The Trade Union representatives stressed that they wished to hold meaningful discussions with the Management side, and in support of their decision that such discussions were not taking place, referred to a number of recent incidents, namely:

 

·                         An e-mail sent to all staff in the Social Services Directorate asking for comments on a restructuring matter by 4^th January, 2010.  The e-mail had been sent on the day before the Christmas break.  Furthermore, the e-mail was alleged to have stated that the Trade Unions had approved the proposal, a statement that was subsequently withdrawn. 

·                         The issue of the loss of four posts within the Adoption Service.

·                         The issue of One Stop Shops involving a trial of a pilot scheme that the Trade Unions had not been informed of.

·                         The change to staff statutory holidays.

 

The Head of Human Resources again acknowledged that there had been some inconsistency but indicated that he did not accept that consultation had not happened in relation to all of the incidents referred to above.  He reminded the Trade Union representatives that he had offered to hold discussions on the Management of Change process with all recognised Unions and support sessions for local representatives.  Dates had already been offered and he looked forward to a response.

 

 

AGREED - T H A T the comments made be noted.

 

 

(j)         Feedback on Policy Development -

 

Details were submitted relating to the above, which included those policies recently approved, those about to be submitted for approval, those concerning which ongoing decisions were being held and those in the process of being drafted.

 

A Member expressed a wish that all Human Resources Policies be signed by all parties, to indicate that full and meaningful consultation had taken place, and that agreement had been reached.

 

In support of the above comments, a Trade Union representative spoke of the issue of car allowances whereby GMB and Unite did not agree with the proposed policy, and their comments were not passed on to Cabinet. 

 

In response, the Head of Human Resources stated that an Audit trail was maintained on consultation issues which would indicate the views of the Unions as a result of the consultation process. 

 

AGREED - T H A T the details submitted, and the comments made be noted. 

 

 

(k)        Proposed Timetable of Meetings 2010/11 (DLPPHS) -

 

AGREED - T H A T the following timetable of meetings be agreed for 2010/11, it being noted that each date fell within the school term, was a Friday, and the time of commencement of each meeting was 10.00 a.m.:

 

·                         9^th July, 2010

·                         8^th October, 2010

·                         14^th January, 2011

·                         8^th April, 2011.

 

 

(l)         Item Which the Chairman Had Decided Was Urgent -

 

(i)         Statutory Holidays - Mr. Moseley referred to the recent change of statutory holidays. 

 

                        It was stated that, since 1996, all staff had had a week off for Christmas, a practice which had just been changed.  This change had taken place without consultation taking place with the Trade Unions.

 

AGREED - T H A T the comments be noted.

 

- - - - - - - - - -

 

RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To be aware of views of the Joint Consultative Forum.

 

 

C830              CARDIFF BAY ADVISORY COMMITTEE -

 

The following minutes of a meeting held on 24^th March, 2010 were submitted:

 

Present: 

 

CouncillorP. Church(Chairman)	Vale of Glamorgan Council
Mr. N. Ajax Lewis	Wildlife Trust of South and West Wales
Mr. P. Burgess	Environment Agency Wales
Mrs. C. Dimond	CardiffFlood Action
Councillor A.M. Ernest	Penarth Town Council
Councillor N. Howells	CardiffCouncil
Mr. S. Jones	Penarth Quay Marina
Mrs. S. Newbold	British Marine Federation

 

Also present:

 

Mr. P. Barry	CYC/RYA
Mr. S. Howell	CardiffHarbourAuthority
Mr. J. Rees	Vale of Glamorgan Council

 

 

(a)       Apologies for absence -

 

These were received from Mrs. S. Howard (Countryside Council for Wales) and Mr. T. Rees (Glamorgan Anglers).

 

 

(b)       Minutes -

 

AGREED - T H A T the minutes of the meeting held on 20^th January, 2010 be accepted as a correct record subject to Minute (d) Progress / Update - Environment Agency - Mr. John Harrison - in that it being noted that the Wales River Basin Management Plan related to all rivers and water bodies in good ecological status from 33% to 41% by 2015.

 

(c)        Matters Arising -

 

(i)         Councillor Ernest apprised the Committee that the Advisory Committee should have received copies of the draft Tourism Strategy and an event had been held to present the document to the various stakeholders concerned.  He thanked those organisations who had responded to the consultation exercise which had recently ended.

 

 

(d)       Progress / Update - Cardiff Harbour Authority - Mr. Simon Howell -

 

Mr. Howell, the Operational Manager for the Harbour Authority apprised the Committee on the following matters:

 

·                         Barrage

 

The annual maintenance of the Barrage Fish Pass had been completed and would shortly be put back into operation as scheduled and agreed with the Environment Agency.

 

Repair of bearings to Sluice No. 1 had been completed recently following damage caused by debris striking the sluice during heavy flows in January 2010. 

 

The flooring to pontoons in Lock No. 2 had recently been replaced as part of the Harbour Authority's scheduled asset renewal programme that would also see other locks having the timber flooring to the pontoons replaced over the forthcoming six months. 

 

The outer harbour dredging contract had been completed reinstating the dredged depth of water approaching the barrage ready for the start of the boating season.

 

·                         Environment

 

There had been no dissolved oxygen failures in the last quarter which was the anticipated position at this time of the year. 

 

Midge larvae numbers were increasing as expected at this time of the year and the Harbour Authority were likely to undertake the first dose of larvicide at the Bay during the next month.

 

The launch of the course fishing scheme took place in February with course fishing now permitted in three locations in the Bay and River Ely area.

 

 

·                         General Issues

 

The Pont y Werin Scheme remained on programme and to be completed and opened on 8^th June, 2010.  The first of four spans was due to be installed on 24^th March with the remaining spans in situ by the end of 27^th March, 2010.

 

The Canoe Slalom Centre was launched to the media and would be formally opened to the public on 27^th March, 2010.

 

The planning application for the construction of the Cardiff Skyflyer had been deferred for consideration by the City and County of Cardiff Council Planning Committee.

 

The Executive of the City and County of Cardiff Council had considered the report on the designation of the Cardiff Wetlands Reserve as an LNR earlier in March with approval granted for the preferred option for replacing the Cardiff Bay Visitors Centre.  This would involve building the 'Tube' in the graving docks area subject to the appropriate planning consent and WAG permission.

 

The Welsh Assembly Government had only agreed a one year budget rather than a three year budget for the Harbour Authority commencing from 1^st April, 2010.  A further review of budgets would be undertaken within the next six months for future years.

 

Having considered the report it was

 

AGREED - T H A T Mr. Howell be thanked for his report.

 

 

(e)       Progress / Update - Environment Agency -

 

Mr. Burgess indicated that there was no report for consideration for this meeting.

 

 

(f)         Circular Transport Link - Barrage, Penarth Town Centre, Esplanade - Request from Penarth Town Council -

 

The Chairman referred to a letter received from the Clerk to Penarth Town Council as attached to the agenda which sought the Advisory Committee's support for the Penarth Town Council's request to the Vale of Glamorgan Council for it to provide a transport link between the Barrage from the Penarth End linking the Penarth Town Centre and Esplanade.  The Town Council had sought the provision to improve access particularly during the Spring/Summer months. 

 

Councillor Ernest in referring to the stance of the Town Council sought the support of the Advisory Committee to make representations to both the Vale of Glamorgan Council and the City and County of Cardiff Council to provide support for improved links from the Penarth end of the Barrage to the centre of Penarth and the Esplanade.  He also referred to a recent e-mail received from Mrs. Carol Townsend of Cardiff Bay Tours which indicated that they would be opposed to a road train linking the Barrage to the centre of Penarth and wider environment.  Opposition to the proposals related to competition with their existing day trains service and to logistical and revenue implication issues.  They considered that the provision of a shuttle bus service operated by a local bus company would be more appropriate. 

 

Discussion ensued relating to the provision of appropriate signage at the Penarth end of the Barrage directing visitors to Penarth Town Centre.  Consideration was given to the options open to the Advisory Committee to support the Town Council in meeting their aspirations including, making representations to both the Vale of Glamorgan Council and City and County of Cardiff Council requesting that a collaborative initiative be developed between both Councils to fund a shuttle bus service from the Penarth end of the Barrage to Penarth Town Centre and wider areas.  Reference was also made to the possible availability of Section 106 planning gain monies that would be available to the Vale of Glamorgan Council linked to the disposal of Penarth Heights.

 

RECOMMENDED - T H A T the Cardiff Bay Advisory Committee encourage both the Vale of Glamorgan Council and the City and County of Cardiff Council to investigate the feasibility of the shared delivery of a shuttle bus service from the Cardiff Bay Barrage Penarth end linking Penarth Town Centre and the Esplanade. 

 

 

(g)       Information Only Reports -

 

AGREED - T H A T the reports in respect of Beyond 2010: Major Projects: Options for a New Environmental Education Facility in Cardiff Bay and Proposed Designation of Cardiff Bay Wetlands Reserve as a Local Nature Reserve placed before the Committee for information only be noted.

 

 

(h)       Guided Tour -

 

Following the completion of transaction of business on the agenda, a guided tour of the facility took place.

 

- - - - - - - - - -

 

RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To be aware of the views of the Cardiff Bay Advisory Committee.

 

 

C831              UPDATED SOCIAL SERVICES CHANGE PLAN 2007/2010 (REF) -

 

Scrutiny Committee (Social Care and Health), on 8^th March, 2010 were advised on the progress that had been made in implementing the Change Plan which had been prepared as a direct result of the joint review of Social Services report published in February 2007.  The Change Plan had been put in place in order to implement the recommendations of that joint review and had been a comprehensive three year plan designed to achieve fundamental changes in the way in which the Social Services Directorate operated.  The Change Plan had been monitored at different levels within the Council, by the Scrutiny Committee, the Cabinet and the Corporate Management Team and a Change Co-ordination Group had also been established which included key partners and external regulators.  The Director advised that the implementation of the Change Plan continued to be a dynamic process and that a large number of the original actions had already been completed, which included all of those relating to leadership issues and many relating to budget management and control as detailed below:

 

·                    The senior management structure in the Social Services Directorate had been revised.

·                    The Directorate was fully engaged in developing the Health, Social Care and Wellbeing Strategy for 2008-2011 and the implementation plan which supported the Strategy.

·                    There had been a review of absence levels in the Directorate, training for all managers in the new Management of Attendance Policy and targets set.

·                    Systems had been put in place for ensuring tight budget control.

·                    The financial management skills of managers had been developed and a budget delegation framework implemented.

·                    A revised complaints management process had been introduction across the Directorate.

 

The Head of Service Business Management and Innovation referred to the crucial role of monitoring and audit of processes and procedures that would be undertaken and had recognised that the Social Services Directorate could not deliver the Plan in isolation.  To achieve the required outcomes there had been very close working with other Council services as well as partner organisations.  Reference was also made to statutory guidance on the role and accountabilities of the Director Social Services that had been issued under Section 7 of the Local Authority Social Services Act 1970 in June 2009 which required the Director to report annually on the delivery and improvement plans for social services.  The new annual report would also:

 

·                    produce a more rounded picture (supplementing the key performance indicators with more user and carer perspectives, and measuring progress against local corporate strategic objectives);

·                    be expressed in a language and style which suits each Council and the population it serves, not following a national template;

·                    provide a much more immediate feedback into planning and budgetary processes (with the intention of publishing in the Autumn after year-end); and

·                    be owned as part of the month-by-month performance management framework used in the Council.

 

As a result of the above the report outlined that the Change Plan needed to be brought to a timely conclusion.  In the knowledge that it would be replaced by a robust process for planning and delivering major changes in social services, it was proposed that the final update of the Plan be undertaken in June 2010.

 

Having considered the report the Scrutiny Committee

 

RECOMMENDED -

 

(1)       T H A T the draft updated Change Plan be noted.

 

(2)       T H A T the draft updated Change Plan be approved and submitted to Cabinet for consideration and endorsement. 

 

(3)       T H A T the Scrutiny Committee receives a final update on the implementation of the Change Plan at its meeting in June 2010.

 

Having considered he recommendations of Scrutiny Committee (Social Care and Health), Cabinet

 

RESOLVED - T H A T consideration of the recommendations be deferred to later in the meeting and be considered alongside Agenda Item No. 16 'Updated Social Services Change Plan 2007/10'.

 

 

C832              DECLARATION OF A NEIGHBOURHOOD RENEWAL AREA IN CASTLELAND WARD (REF) -

 

Scrutiny Committees (Economy and Environment) and (Housing and Public Protection) in May 2009 and July 2009 had recommended to Cabinet that a Renewal Area be declared in the Castleland Ward and that a further report be presented setting out the mechanism for delivery the proposed renewal area.

 

Such a report was considered by Scrutiny Committees (Economy and Environment) and (Housing and Public Protection) on 9^th March, 2010 and 10^th March, 2010 respectively, and Scrutiny Committees were advised that the renewal area legislation contained powers of compulsion and safeguards were therefore required to ensure that they were used properly and for the benefit of local residents.  Whilst there were a number of constraints on declaring renewal areas that had been removed, authorities considering declaration would still have to comply with a number of criteria which were set out in paragraph 3 to the report.

 

Prior to such a declaration a local authority must also prepare a report in accordance with the provisions of Section 89(1) and (3) of the Local Government and Housing Act 1989 (as amended).  These had the power to provide assistance with renewal areas and gave local authorities flexibility to recognise and react to the diverse range of problems facing an area regardless of size. It also provided the same, an opportunity to demonstrate their commitment to working in partnership to deal with the problems encountered.

 

In addition, the Barry Town Centre Living Study and Neighbourhood Renewal Assessment report previously submitted by ConsultCIH satisfied the requirements of the above legislation. 

 

The Council’s policy for the provision of assistance within the renewal area was subject to the current review of the Housing Renewal Policy but would complement other regeneration programme expenditures and could include the following:

 

·                    redevelopment of cleared sites in partnership with developers, housing associations, lenders and residents

·                    conversion of empty or underused accommodation as part of the revitalisation of the area

·                    assistance to deal with crime and security initiatives

·                    health based schemes dealing with identified priorities such as dampness, respiratory illness or fuel poverty

·                    housing renewal work where the identified priority was to sustain or reinvigorate demand within the private sector by promoting repair and maintenance

·                    client based schemes around older people, young families and other vulnerable groups.

 

A programme for the delivery of housing, community and environmental schemes would be presented to the Cabinet for approval at a future date, following consultation with residents and stakeholders.  A draft management structure was detailed in Appendix 3 to the report.

 

In order to deliver the aforementioned services it would be necessary for the Council to acquire and refurbish a suitable property for staff working within the proposed renewal area boundaries and officers were currently investigating options in regard to this matter.

 

Scrutiny Committee (Housing and Public Protection) had

 

RECOMMENDED -

 

(1)       T H A T a Neighbourhood Renewal Area in the Castleland Ward be declared with effect from 14^th April 2010 for a period of twelve years, the boundary of which was set out in Appendix 1 to this report.

 

(2)       T H A T a copy of the report be forwarded to the Welsh Assembly Government for information.

 

(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 negotiate terms and conditions for the acquisition and refurbishment of premises in the area suitable for use as a Renewal Area Office.

 

(4)       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 to enable the acquisition and refurbishment of premises for the purposes of a Renewal Area Office to take place.

 

Scrutiny Committee (Economy and Environment) had

 

RECOMMENDED –

 

(1)       T H A T a Neighbourhood Renewal Area in the Castleland Ward be declared with effect from 14^th/28^th April, 2010 for a period of 12 years, the boundary of which is shown on the map attached at Appendix 1 to the report.

 

(2)       T H A T a copy of the report be submitted to the Welsh Assembly Government.

 

(3)       T H A T the Director of Legal, Public Protection and Housing Services in conjunction with the Director of Finance, ICT and Property be authorised to negotiate terms and conditions for the acquisition and refurbishment of premises in the area suitable for use as a Renewal Area Office.

 

(4)       T H A T the Director of Legal, Public Protection and Housing Services in conjunction with the Director of Finance, ICT and Property be authorised to prepare, complete and execute the required legal documentation to enable the acquisition and refurbishment of premises for the purposes of the Renewal Area Office to take place.

 

Cabinet, having considered the recommendations of the Scrutiny Committees

 

RESOLVED - T H A T consideration of the references be deferred to the meeting of the Cabinet scheduled for 28^th April, 2010 to be considered in conjunction with a further, more detailed report.

 

 

C833              SCRUTINY COMMITTEE WORK PROGRAMME 2010/11 (REF) -

 

Scrutiny Committee (Economy and Environment), on 9^th March, 2010 were advised that the Scrutiny Procedural Rules contained in Part 4(E) (Paragraph 8) of the Council’s Constitution provided that Scrutiny Committees should determine their work programmes for each financial year. The work programme would also inform the annual report which had to be presented to Full Council and include the workings of the Committee, any recommendations for future work programmes and any recommendations for amended working methods if appropriate.  Committee was requested to confirm its work programme for 2010/11 as detailed in paragraphs 4, 5 and 6 of the report and to select a priority topic for review.  Members were reminded that as part of the process of consulting on the contents of work programme items for scrutiny reviews for 2009/10 consultation had taken place in 2009 with all political groups and the following items had been put forward for consideration for this Committee as detailed below:

 

·                    Waste Management

·                    Leisure Centres

·                    Llantwit Major Town Centre

·                    Delivery of a Safe Cycling network

·                    Sustainable Transport

·                    Waste Minimisation Strategy.

 

The Committee had subsequently considered two topics had equal status and referred the two namely delivery of a safe cycling network and Llantwit Major   Town Centre for consideration.

 

It was noted that the capacity issues for the Improvement and Development Team and Scrutiny and Committee Services Section identified in the report referred to the fact that it would be possible to devote the equivalent of no more than two full time officers to support the scrutiny function and as such all Scrutiny Committees were being requested to consider one item topic for review for 2010/11 which would then be put forward to be prioritised by the Scrutiny Committee Chairmen and Vice-Chairmen Group. Members were further informed that each review would only commence on completion of the other. 

 

In view of the fact a report on cycling was to be presented to the April meeting of the Committee it was subsequently

 

RECOMMENDED -

 

(1)       T H A T the Llantwit Major Town Centre be referred to the Scrutiny Committee Chairmen and Vice-Chairmen Group as a topic for review and that the Work Programme for 2010/11 be confirmed as detailed below:

 

·                    Quarterly Service Performance Monitoring

·                    Revenue and Capital Expenditure Monitoring - monthly reporting

·                    Budget proposals - annual reporting

·                    Service Planning - annual reporting

·                    Improvement Plan and Corporate Plan - annual reports

·                    Decision Tracking of the relevant Committee’s recommendations in order to evaluate and monitor scrutiny performance - quarterly monitoring

·                    Progress reports on various Committee recommendations

·                    The receipt of other reports as determined by the Committee as and when appropriate

·                    Emerging strategies from the Corporate Plan and Community Strategy

·                    To receive updates on the progress of Prosiect Gwyrdd and

·                    To receive the Improvement studies identified at Appendix 1 to the report and the National Studies at Appendix 2 that formed part of the Committee's remit and which were also part of the Council's Regulatory Plan to be undertaken by the Wales Audit Office.

 

(2)       T H A T the Scrutiny Committee keeps the issue of resourcing scrutiny support under review.

 

(3)       T H A T Cabinet be advised of the Scrutiny Committee's disappointment at the lack of resources which would have an impact on the Scrutiny process.

 

Cabinet, having considered the recommendations of Scrutiny Committee,

 

RESOLVED - T H A T Recommendation (3) of Scrutiny Committee be noted.

 

 

C834              VALE OF GLAMORGAN MUSEUM OPTIONS AND COSTS (REF) -

 

Scrutiny Committee (Economy and Environment) on 23^rd March, 2010, received a report, the purpose of which was to investigate the options and related costs of setting up a Vale of Glamorgan Heritage Museum located in Barry.  Councillor R.F. Curtis had requested consideration of the above matter for the following reasons:

 

·                         "Barry and the wider Vale of Glamorgan had a proud and varied history and Councillor Curtis believed that that history should be available to visitors and residents alike.

·                         Barry was the biggest town in Wales and deserved a permanent place in which to display its history for future generations.

·                         The report should also contain a reference to potential funding partners including possible Section 106 Agreements from future large developments."

 

Councillor Curtis further advised that he was a “Barrian born and bred and was very proud of the history of the town.”  He stated that Barry had been at the forefront of the industrial revolution and at one time had been the largest coal export in the whole of the world.  During the two world wars Barry had also played a vital role in the war effort. 

 

The request had also included the suggestion that local history enthusiasts be invited to a Scrutiny Committee to provide evidence in relation to the establishment of such a facility.  To this end the Chairman of the Scrutiny Committee had agreed to representations being made to Committee and to include a presentation by Dr. Jonathan Hicks and Mr. Adrian Pitman.

 

Dr. Hicks, prior to his presentation, circulated a copy of the Vale of Glamorgan's Heritage Centre Coalition (March 2010) Strategy document for information, to all present.

 

In making the presentation Dr. Hicks and Mr. Adrian Pitman stated that the  Vale Heritage Centre Coalition was a coalition of historians and others who had combined together to establish a centre for the Vale's history.  The purpose of the Coalition being to try to convince the Vale Council that as part of the future development of Barry Waterfront, a heritage centre funded through Section 106 and built by the Barry Waterfront Consortium should be built to house the story of the history of the Vale of Glamorgan.  The benefits of such a facility for the Vale would be to

 

·                         bring visitors to the Vale

·                         form a local identity

·                         encourage community involvement

·                         to provide a knowledge bank of information.

 

It would also be important to work with other partners such as other local history societies across the Vale to ensure an equitable representation of all parts of the Vale's history.  In relation to funding for such a provision reference was made to Section 106 Agreements and to the £9 million Regeneration Fund provided for Barry.  In presenting the business case for the project it was also suggested that further funding should be considered from / by the following:

 

·                         a gift shop

·                         a cafe

·                         donations

·                         possible membership scheme

·                         local business donations

·                         lottery funding

·                         exhibition room rental fees.

 

The Coalition was fully aware of the Waterfront Consortium and in particular to arts development on the Waterfront which had been allocated 1% of the budget for Waterfront public art.  They requested that a feasibility study be carried out by the Vale of Glamorgan Council to consider the establishment of a heritage centre more fully. 

 

The Head of Service advised that for any significant projects a feasibility study was an important consideration which would form an essential basis for the business plan.  However, he pointed out that there was little sense in spending community energy time and funds on a project that may be doomed to fail from the outset by lack of demand, lack of funds and lack of ability to deliver the necessary elements.  Any feasibility study that would be undertaken would be to assess one or more of the following aspects of a proposal

 

·                         commercial viability

·                         the level of annual subsidy required

·                         economic/community impact

·                         technical feasibility

·                         compare different options

·                         to assess whether there was a viable use for a community asset.

 

The report also highlighted that the Council already made a substantial contribution to local heritage and arts by virtue of its support for Dyffryn Gardens, Cosmeston Medieval Village and Arts Central as well as grant aid to community facilities such as the Washington Gallery and Cowbridge Museum.  He further advised that a museum would be an expensive operation to establish both in capital and revenue terms at any time but would be a particular drain on the Council's funding at a time of public sector funding pressures and it would be important that any group who was interested in establishing a museum investigates the funding options available.  The report informed Committee that the Council at present did not have any Section 106 contributions for heritage and it was too early to assess the likely contributions from any further development of the Waterfront, Barry.  It was also noted that a regimental museum had been proposed as part of the Defence Technical College at St. Athan. 

 

Other local historians present at the meeting were afforded the opportunity to speak and made representations as detailed below:

 

·                         Cowbridge and District Local History Society

 

Mr. D. Buswell stated that the Cowbridge and District Local History Society could see a heritage centre as an opportunity to unite all the areas within the Vale of Glamorgan through history which would provide a sense of identity and belonging for all.  He particularly referred to assisting with leisure time and providing opportunities for all members of the public to visit such a unique facility which would serve all. 

 

·                         Dinas Powys

 

Mr. J Wilmott advised that the Dinas Powys Society had been founded over 36 years ago and that a number of exhibits available in for Dinas Powys required housing in order for them to be displayed.  There were also a considerable number of historians in Dinas Powys who would no doubt offer their support and contribute to such a development and he urged the Council to consider the issue fully.

 

·                         Llantwit Major Local History Society

 

Mr. N Williams referred to the local history of Llantwit Major and the current facility that had been established within the town and advised that a heritage centre would further encapsulate the project and present the heritage of the Vale to visitors alike.  It was an opportunity to ensure that the Vale's heritage was looked after and exhibits arranged in order for the public to have an opportunity to visit.  The Llantwit Major History Society was fully in support of a Vale wide Centre. 

 

·                         Penarth Local History Society

 

Mr. B Fisher reiterated that Penarth was also committed to a centre for the Vale.  He referred to the Pier as a national heritage which needed to be fully maintained as part of history and stated that the Vale needed a centre that would represent all communities. 

 

The representative from Pride in Barry, Mr. P. Haley, also informed the Scrutiny Committee that the group, Pride in Barry, were fully in support of the  principle of a heritage centre and that there was substantial information / documentation of Barry's history that needed to be remembered. 

 

Members of the Committee expressed their appreciation to the local history enthusiasts who were endeavouring to ensure that the history of the Vale was maintained and that a centre could be a way to attract visitors to the area and be a strong focal point.  They also referred made to the establishment of a heritage centre that included links with other satellite collections throughout the Vale. 

 

The Cabinet Member for Planning and Transportation congratulated all present on taking part in the debate and he suggested that in his opinion a feasibility study should be undertaken by the charitable organisation, aided and advised by the Council.  He would also welcome a further meeting with the Coalition and the Leader of the Council to discuss the issues. 

 

Councillor Curtis, in responding thanked the Chairman and the Scrutiny Committee for agreeing to debate the issue and urged the Committee to support a Vale of Glamorgan Centre for all.  He stated that in his opinion the Council should play a key part in any feasibility study in view of all the professional information and experience that the Council could call upon in undertaking such a study. 

 

The Cabinet Member for Economic Development and Regeneration, Councillor R.L. Traherne, stated that he too was fully supportive of the project but advised that with regard to the Barry Regeneration Fund money it was unclear at present how the money would be used. 

 

Members were pleased to note that a number of members of the public were present to listen to the debate and thanked all for attending.  The consensus of opinion was that a feasibility study should be undertaken and having fully considered the report and all representations made, the Scrutiny Committee subsequently;

 

Scrutiny Committee had

 

RECOMMENDED -

 

(1)       T H A T Cabinet be requested to look into the funding of a feasibility study to investigate the options and related costs of setting up a Vale of Glamorgan Heritage Museum and to include support for satellite collections in other towns and villages within the Vale of Glamorgan.

 

(2)       T H A T the public be thanked for their attendance and the speakers congratulated on their comprehensive representations and for their contributions to the discussions.

 

Cabinet, having considered the recommendations of Scrutiny Committee, together with the representations made by local historians,

 

RESOLVED - T H A T Recommendation (1) be accepted and a report be submitted to Cabinet based on the request of Scrutiny Committee (Economy and Environment) as contained in (1) above.

 

 

C835              EXTERNAL FUNDING (L) (SCRUTINY - LIFELONG LEARNING) -

 

Approval was sought for the submission of external funding applications to maximise the amount of external resources to support the delivery of corporate objectives. 

 

Cowbridge Library Refurbishment -

 

The application for a Welsh Assembly Government Grant of £299,886 under the Community Learning Libraries Capital Development Programme 2010/11 related to exterior and interior improvements to Cowbridge Library.  The work included re-decoration inside and out, modernising the existing interior, extending the entrance area, rebuilding a small IT suite to the rear of the building and installation of self service equipment.

 

Transforming Our Service -

 

This application for WAG funding under the Innovation and Development Grant 2010/11 related to the installation of self service terminals at Penarth and Llantwit Major Libraries.  The Grant of £60,196 was required to purchase the self service equipment with the authority providing revenue match funding of £15,196 to fund the libraries revenue budget.  The revenue match funding identified from the Council would support consultation with key stake holders to discuss and review service priorities and identify how staff time could be prioritised to take advantage of the opportunities provided from the introduction of this new technology.

 

 

14-19 Learning Pathways 2010/11 -

 

The 14-19 Learning Pathways Grant was a hypothecated grant allocated by WAG.  The grant was awarded after the submission of an Annual Network Development Plan, which was submitted to, and approved by, WAG.  Revenue funding of £725,976 had been allocated by WAG for the financial year 2010/11.

 

Following an assessment of need and analysis of current provision in the Vale of Glamorgan, the 14-19 Network drafted proposals of how the revenue funding allocated should be deployed to reflect local needs and in accordance with WAG priorities.  This was set out in the Vale of Glamorgan Annual Network Development Plan for 2010/11, which would enhance the support/guidance available to pupils and increase opportunities for them to pursue vocational courses.  The Plan had been submitted to WAG, and the spreadsheet attached at Appendix B to the report highlighted the proposed projects to be supported. 

 

As part of the 14-19 Annual Network Development Plan, a capital application had been made for £30,000 to convert a classroom and storage area in Bryn Hafren into a beauty salon environment suitable for the delivery of a range of beauty therapy courses. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the retrospective submissions to WAG to support the refurbishment of the Cowbridge Library and to install self service terminals at Penarth and Llantwit Major libraries be approved.

 

(2)       T H A T the retrospective submission of the Annual Network Development Plan, which set out how revenue funding allocated under the 14-19 Learning Pathways should be deployed to deliver a 14-19 Network's strategic priorities be supported.

 

(3)       T H A T the retrospective submission of the capital bid under the Annual Network Development Plan to develop a beauty salon at Bryn Hafren be approved.

 

(4)       T H A T should the capital grant application(s) be successful the capital programme be amended to reflect the approved amount(s).

 

(5)       T H A T officers be authorised to enter into appropriate contractual agreements with external providers delivering 14-19 activities in 2010/11.

 

Reasons for decisions

 

(1)       To maximise grant opportunities enabling the refurbishment of Cowbridge Library and implementation of new technology at libraries.

 

(2)       To inform Cabinet how resources available are being deployed to enhance choice regarding learning provision for 14-19 year olds.

 

(3)       To approve the submission of a capital bid for Bryn Hafren.

 

(4)       To enable the Capital Programme to be updated to reflect the approval of external grant.

 

(5)       To ensure Cabinet is aware of the contractual arrangements being entered into with external providers delivering activities funded via the 14-19 Learning Pathways Grant.

 

 

C836              EWENNY BRIDGE STRENGTHENING / REPLACEMENT (VBS) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet were informed of the current position with regard to the management of the Network Rail owned Ewenny Bridge which carries the B4265 at St. Brides Road, and were:

 

·                         asked to reaffirm the Council's intention to enter into an Agreement with Network Rail for the strengthening/replacement of the bridge

·                         requested to approve the provision of funds from the Capital Programme to enable the works to progress in financial year 2013/14.

 

A report had been presented to Cabinet on 9^th July, 2008 recommending that funding be allocated and that the Council enter into an agreement with Network Rail to strengthen the structure so that the scheme could be included in Network Rail's Capital Works Programme 2010/11.  Cabinet had resolved:

 

(1)       That the outcome of the feasibility study for the strengthened/replacement of Ewenny Bridge undertaken for Network Rail by WSP Consultants in accordance with the existing 'Bridgeguard3' Agreement between the Council and Network Rail be noted.

 

(2)       That Option 2a as detailed in the report and outlined below be accepted as the preferred option:

 

Re-deck to 40 Tonnes (widened deck) - replacing the bridge deck completely on strengthened and widened abutments, the load carrying capacity of the bridge would be 40 tonnes and standard lane widths (2x3.65m) would be provided, a financial contribution of approximately £629,000 from the Council would be required.

 

(3)       That the Director of Legal, Public Protection and Housing Services be authorised to enter into an agreement with Network Rail for the strengthening or replacement of the bridge.

 

(4)       That the use of funds from the Highway Maintenance Capital Budget, at the appropriate time, to comply with the requirements of the Network Rail Works Programme to augment the existing funds as identified in the Capital Programme be approved

 

The Cabinet decision had been confirmed with Network Rail and a draft agreement sought.  Unfortunately, Network Rail then failed to include the scheme in their Capital Works Programme for 2010/11 and the funding allocated by the Council was subsequently lost.

 

Officers had again met with representatives from Network Rail and confirmed the Council's intention that the structure be strengthened.  Network Rail had confirmed that they had provisionally included the strengthening / replacement scheme in their 2013/14 Capital Works Programme and would require written confirmation from the Council by 30^th June, 2010 that the Council would enter into an Agreement and provide a financial contribution for the scheme. 

 

From the feasibility studies undertaken, a base estimate for the strengthening scheme was £782,000.  The Council's liability would be 86% of this figure, in accordance with the Bridgeguard 3 Agreement which equated to £672,500 although it was stressed in the report that the sums quoted were estimates until such time as the detailed design, tender process and final completion of the construction phase was concluded. 

 

Funding could be met from the allocation for sub-standard bridges, previously approved at a sum of £250,000 pa from 2010/11 to 2014/15.  It was proposed that Cabinet and Council approve the allocation of £672,500 for 2013/14 specifically for Ewenny Bridge and reduce the sub-standard bridges budget to nil in 2010/11, 2011/12 and 2012/13.

 

Part of the report was to be referred to Council because it was contrary to and not wholly in accordance with the budget. 

 

RESOLVED -

 

(1)       T H A T the current position with regard to the management of the Ewenny Bridge be noted.

 

(2)       T H A T the Council's intentions be re-affirmed, and that the Director of Legal, Public Protection and Housing Services and Cabinet Member for Visible and Building Services be authorised to enter into an Agreement with Network Rail for the strengthening or replacement of the bridge.

 

(3)       T H A T Council be recommended to approve the proposal that the budget proposed for sub-standard bridges be used to fund this scheme and that the revised future capital programme as shown in Appendix A to the report be approved.

Reasons for decisions

 

(1)       For information.

 

(2)       To enable Network Rail to include the strengthening scheme in their Capital Works Programme for 2013/14.

 

(3)       To ensure that funding is provided for the Council's contribution towards the cost of the strengthening scheme.

 

 

C837              COMMUNITY CENTRE REPRESENTATIVES (TL) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

RESOLVED - T H A T consideration of this item be deferred. 

 

 

C838              PROPOSED EVENTS PROGRAMME 2010 - 2011 (TL) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Approval was sought for the proposed events programme and sources of funding for the financial year 2010 - 2011, as set out in Appendix A to the report.

 

A previous report 'Updated Events Programme 2009 - 2010' was presented to Cabinet on 4^th November, 2009 and further to discussion the recommendation ref. C659 was added which stated:

 

'That the Director in consultation with the Cabinet Member for Tourism and Leisure and the Leader be authorised to approve additional expenditure of up to £10,000'. 

 

The Events Budget stood at approximately £270,000 by the end of March 2010.  The Events Officer was seeking additional funding such as events grants and sponsorship, to supplement the budget.  In addition, Cabinet at its meeting on 4^th February, 2010 agreed to the apportionment of money arising from a Section 106 Agreement relating to Valegate Retail Park.  In this respect it was decided that the sum of £100,000 would be allocated to activities and events which promoted the vitality and viability of Barry Town Centre. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposed events and associated costs for the financial year 2010 - 2011 be approved, with the following amendments:

 

·                         The sum of £5,000 quoted in the report for the 'Vale of Glamorgan Show' related to the provision of facilities at the show on behalf of the Council.  This sum, not being a 'grant' was to be deleted from the report.

·                         A sum of £2,000 being awarded to Penarth Christmas Festival.

 

(2)       T H A T the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Tourism and Leisure and the Leader, be authorised to approve additional expenditure of up to £10,000.

 

(3)       T H A T a report be brought before Cabinet as soon as possible proposing the events for Barry Town Centre to be funded from S106 Valegate Retail Park.

 

Reasons for decisions

 

(1)       To inform Cabinet of the proposed events programme and sources of funding.

 

(2)       To authorise additional expenditure if required.

 

(3)       To make arrangements for the holding of the events.

 

 

C839              SCHOOL ADMISSION ARRANGEMENTS 2011/12 (ELL) (SCRUTINY - LIFELONG LEARNING) -

 

Cabinet were advised of the conclusion of the Council's statutory consultation exercise on school admission arrangements for Community Schools in accordance with the Education (Determination of Admission Arrangements) (Wales) Regulations 2006.  It was reported that the Council was required to review and determine its School Admissions Policy annually. 

 

The Council has a statutory duty to consult on school admission arrangements annually.  These must be determined by 15^th April, 2010 for implementation in September 2011.

 

The School Admissions Policy was issued for consultation on 22^nd January, 2010 to headteachers, diocesan directors, neighbouring local education authorities and other interested parties.  Responses were requested by 1^st March, 2010.

 

The proposed changes for the 2011/12 year are as follows:

 

·                         minor amendments to nursery arrangements to further clarify policy

·                         a section on the introduction of waiting lists for primary and secondary arrangements as required by the School Admissions Code.

 

The only comments received in response to the consultation exercise were in support of the proposed arrangements. 

 

The proposed admission arrangements detailed in the Schools Admissions Policy 2011/12 as attached to the report had been considered and supported by the Vale of Glamorgan School Admissions Forum. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Schools Admissions Policy for 2011/12, as attached at Appendix A to the report, be approved, subject to the final sentence of the first paragraph of Page 2 of the document reading 'Therefore from September 2001 no infant class will contain more than 30 pupils.

 

Reason for decision

 

The Council is required to review school admission arrangements annually and to determine the arrangements following appropriate consultation by 15^th April, 2010. 

 

 

C840              PENARTH TOWN CENTRE TASK AND FINISH GROUP (EDR) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received an assessment of the recommendations of the Scrutiny Committee's Penarth Town Centre Task and Finish Group.

Scrutiny Committee (Economy and Environment) established the Penarth Town Centre Task and Finish Group to consider regeneration proposals for Penarth Town Centre and neighbouring areas.  The recommendations of the Group were considered at Scrutiny Committee on 10^th November, 2009 and the Committee recommended that the report as amended be referred to Cabinet for consideration/approval.  Cabinet considered the matter at its meeting on 16^th December, 2009 and it was resolved that the Director of Environmental and Economic Regeneration bring a report before Cabinet assessing each of the recommendations of the Penarth Town Centre Task and Finish Group. 

 

The recommendations arising from the Group together with possible responses are listed below:

 

Recommendation 1

 

That a vision be agreed for Penarth centering around the following themes:

 

·                         Community - to ensure that Penarth is a place which meets the needs of local people and provides a safe and welcoming environment.

·                         Sustainability - that a sustainable approach is promoted in terms of retail, transport, development, fairtrade and community activities by working in partnership with others.

·                         Quality - that the environment infrastructure and amenities are of a high quality for all.

 

Response

 

Agreed, subject to the Vision being in line with the new Corporate Plan 2010 - 2014.

 

Recommendation 2

 

That a Maintenance Action Plan for Penarth be developed in order to address the issues identified by the Group.

 

Response

 

Highways and other infrastructure maintenance in Penarth is undertaken, as it is in all areas of the Vale, to a standard that meets our legislative requirements.  This stance is dictated by the finite budgets available.

An Action Plan will be developed to address the specific maintenance issues referred to in the report, that are the Council's responsibility.  It should be noted however, that some of the areas / property shown are the responsibility of others and whilst officers will encourage the relevant property / land owners to take the appropriate action, as a Council, we have no powers to force them to do so.  Any public areas within the Penarth Conservation Area will require special consideration.

 

Recommendation 3

 

That a Signage Strategy be developed for pedestrians and motor users in Penarth and an audit action plan be included.

 

Response

 

Subject to the necessary funding being available, a review shall be undertaken in 2010/11 by the Visible Services Division to encompass all signage and information in the Town Centre and environs (including Tourism Information Cabinets) with a view to preparing an Action Plan in 2011/12.

 

Recommendation 4

 

That the Vale Council considers adopting a similar approach to signage throughout all town centres in the Vale.

 

Response

 

Agreed.

 

Recommendation 5

 

That OneVale be further utilised to pursue service/maintenance requests for Penarth with regular reporting on outcomes being referred to Members on a quarterly basis and that this be extended to all town centres in the Vale.

 

Response

 

This information is available and was reported on a Ward basis in January 2010.  Members were asked for feedback regarding the type and presentation of the information but no responses were received.

 

Recommendation 6

 

That regular monitoring takes place to ensure that all promotional literature is widely available and advertised for the public.

 

Response

 

A Town Guide/Trail was produced in 2009 by the Tourism Unit and this is widely available for the public.  The document will be reviewed in future years and the Committee's views on content are welcomed.  Any marketing initiatives related to the document will be subject to the available budget.  The town is currently promoted via the Tourist Information Service, existing brochure, website, mini guides and information panels.  Any literature is distributed outside the confines of Penarth.

 

Recommendation 7

 

That Penarth Town Council be encouraged to liaise on a regular basis with the Tourism office and the web editor in the Vale to maximise the potential to promote the Town.

 

Response

 

It is suggested that Penarth Town Council regularly liaise with the Council's Tourism and Marketing Officer who can liaise with the Town Centres' Manager and Web Editor to maximise the potential to promote the town.

 

Recommendation 8

 

That further exploration be undertaken to relocate the Tourist Information Centre (TIC) in Penarth to West House and that the feasibility of relocating the TIC to West House be fully explored.

 

Response

 

If the Tourist Information Centre (TIC) was relocated to West House there would be a number of issues arising which would create additional cost to the Council and potentially reduce the footfall to the TIC.  New signage would be required to direct people to the TIC and there would be a loss of income in respect of ticket sales for the Waverley/Balmoral.

Recommendation 9

 

That in addition to their ongoing reporting Penarth Members be encouraged to undertake at least one walkabout annual appraisal of their areas within the Vale and report back to the relevant officers/departments in order to encourage a proactive maintenance reporting mechanism.

 

Response

 

Agreed.  Many Members do this as part of their role.

 

Recommendation 10

 

That all Local Members, Town and Community Councils and the public continue to be advised to refer all maintenance matters to the Contact Centre to ensure effective monitoring, information gathering and completion of work can be recorded.

 

Response

 

Agreed.

 

Recommendation 11

 

That chevron parking be established throughout the Town where the wider roads appear in and around the centre.

 

Response

 

Chevron parking is introduced in a number of areas in Penarth as part of the ongoing traffic management works for the Town Centre.  There are no plans to introduce any further chevron parking at this time, though the effectiveness of the new Town Centre parking arrangements will be reviewed sometime after the completion of the current scheme.

 

Recommendation 12

 

That consideration is given to the development of a strategy for the provision of cycling facilities in Penarth.

 

Response

 

That such consideration would be part of any wider strategy for cycling in the Vale of Glamorgan, and in the case of Penarth, through ongoing work relating to the provision of cycling and walking links to Pont-y-Werin.

Recommendation 13

 

That options be developed for the creation of further links between the Esplanade and the Town Centre to improve traffic flows through the Town.

 

Response

 

This will be considered on completion of the current Town Centre traffic management scheme.

 

Recommendation 14

 

That a Town Centre Strategy be developed by the Vale Council taking into account the local management objectives for town centre management and with overall responsibility and championing being endorsed by the relevant Cabinet Member portfolio holder.

 

Response

 

Agreed.  A Town Centre Strategy for the four main towns in the Vale is in preparation.

 

Recommendation 15

 

That the principles outlined in this review be carried forward for all town centre strategies within the Vale.

 

Response

 

Agreed.

 

Recommendation 16

 

That the Scrutiny Committee (Economy and Environment) reviews the actions outlined in the report on an annual basis.

 

Response

 

Agreed.  The Town Centres' Manager will prepare an annual report for consideration.

 

Recommendation 17

 

That an action plan be developed with Penarth Town Council to identify and prioritise marketing options for the Town Centre.

 

Response

 

Agreed subject to a budget being made available.

 

Recommendation 18

 

That a similar exercise be undertaken throughout other towns in the Vale to further enhance Members' awareness and for a consistent approach to be undertaken throughout the Vale.

 

Response

 

Agreed subject to a budget being made available.

 

Recommendation 19

 

That a Forum be established comprising key stakeholders including Vale Council Members, Penarth Town Council, Penarth Society, Fairtrade Forum, Greener Penarth etc. to consider Town Centre issues.

 

Response

 

Agreed.  Town Centres' Manager to arrange.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the recommendations as listed above be referred to Scrutiny Committee (Economy and Environment) for consideration, prior to a further report on this matter being brought before Cabinet. 

 

Reason for decision

 

To apprise Members.

 

 

C841              UPDATED SOCIAL SERVICES CHANGE PLAN 2007/2010 (SCS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

Cabinet were informed about progress made in implementing the Change Plan. 

 

Implementation of the Change Plan continued to be a dynamic process.  The Plan had a three year life span and many of the actions had been completed as required.  The Directorate had developed other Action Plans in response to external evaluations of the service and, to prevent loss of coherence, these actions had not been included in the Change Plan. 

 

A large number of the original actions had already been completed, including all of those relating to leadership issues and many relating to budget management and control as follows:

 

·                         The senior management structure in the Social Services Directorate had been revised. 

·                         The Directorate was fully engaged in developing the Health, Social Care and Wellbeing Strategy for 2008 - 2011 and the implementation plan which supported the strategy.

·                         There had been a review of absence levels in the Directorate, training for all managers in the new Management of Attendance Policy and targets set.

·                         Systems had been put in place for ensuring tight budget control.

·                         The financial management skills of managers had been developed and budget delegation framework implemented.

·                         A revised complaints management process had been introduced across the Directorate. 

 

There had also been significant progress in a number of other areas:

 

·                         Working arrangements with Health and Education had improved around the management of Out of County Placements for children and young people.

·                         The structures within Adults and Children and Young People Services had been reviewed to ensure best use was made of the resources available to the Directorate.

·                         The waiting lists for the Occupational Therapy Service had been reduced significantly. 

·                         The level of Delayed Transfers of Care remained low in the Vale.

·                         The safeguarding arrangements for vulnerable adults had been reviewed and improved.

·                         Telecare services were being developed to support vulnerable people.

 

It had been recognised that the Social Services Directorate could not deliver the plan in isolation.  To achieve the required outcomes, there had been very close working with other Council services, as well as with partner organisations. 

 

This was a long term Plan and most of the actions were scheduled for completion between April 2007 and March 2010.  The Change Plan had been updated to reflect the current progress in relation to the outstanding actions and this document was attached at Appendix 1 to the report.

 

In June 2009, WAG introduced statutory guidance on the role and accountabilities of the Director of Social Services, issued under Section 7 of the Local Authority Social Services Act 1970.  This required the Director to report annually on the delivery and improvement plans for Social Services with the report providing core evidence for the revised inspection and review framework to be used by CSSIW. 

The new annual report was intended to:

 

·                         Produce a more rounded picture (supplementing the key performance indicators with more user and carer perspective, and measuring progress against local corporate strategic objectives).

·                         Be expressed in a language and style which suits each Council and the population it serves, not following a national template. 

·                         Provide a much more immediate feedback into planning and budgetary processes (with the intention of publishing in the Autumn after year-end).

·                         Be owned as part of the month-by-month performance management framework used in the Council.

 

It was considered that this was a good opportunity for bringing the Change Plan to a timely conclusion, in the knowledge that it would be replaced by a robust process for planning and delivering major changes in Social Services.  It was proposed, therefore, that the final update of the Plan be undertaken in June 2010.

 

This was a matter for Executive decision.

 

Having considered the contents of the report, and the views of the Scrutiny Committee (Social Care and Health) held on 8^th March, 2010, considered at Agenda Item No. 6 earlier in the meeting, it was

 

RESOLVED -

 

(1)       T H A T the draft, updated Change Plan be noted.

 

(2)       T H A T the draft, updated Change Plan be approved.

 

(3)       T H A T Cabinet receive a further and final report in relation to the Change Plan in June 2010.

 

Reasons for decisions

 

(1&2)  There are extensive arrangements in place for monitoring the Change Plan.  The Scrutiny Committee and the Corporate Management Team play key roles in overseeing implementation and advising Cabinet, which then takes responsibility for endorsing the update, approving the visions and signing off completed actions.

 

(3)       This is a three year plan and it was proposed that the final update takes place in June 2010, when the process of implementing the new statutory requirements for the Director of Social Services to provide an Annual Report will be well advanced.

 

 

C842              BRISTOL CHANNEL FERRY SERVICE (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Approval was sought for the usage of Penarth Pier by Severn Link Holdings Limited for a proposed passenger ferry service.

 

Cabinet's attention was drawn to the contents of a letter received from Waverly Excursions Ltd outlining the impact on the Waverly and Balmoral of the proposed Severn Link Ferry Service.

 

Prior to any use of the pier by the ferry service, it was considered imperative that an initial berthing takes place in order to assess health and safety risks and this requirement had been passed onto the operator.  There were a number of issues that the Council needed to consider in relation to the pier and these set out below:

 

·                         defined limits of the pier

·                         liabilities and indemnities

·                         damage reporting and responsibilities

·                         scale of charges including, if deemed necessary, payment of a Bond

·                         light dues, harbour dues

·                         non payment of charges, dues etc.

·                         maintenance of berth, access steps, lighting etc.

·                         rights/safety of access

·                         moorings and handling of mooring lines ashore

·                         safety management of passengers, crew on the pier and during the period when passengers are stepping from the vessel to the pier or pier to vessel

·                         disabled access

·                         security and the need to satisfy the authorities that, in using the pier, the ferry complied fully with the applicable provisions of the International Ship and Port Facility Security Code

·                         Risk Assessments and Safe Operating Procedures

·                         night work/lighting

·                         operating windows

·                         provision for fuel, water, waste

·                         delays and related information processes

·                         reporting procedures governing access - who, for example, would determine when it was permissible for the vessel to berth.

 

A schedule for the ferry service had yet to be agreed, but it was considered to be important that public transport operators in Penarth were advised on scheduling in due course in order that passengers could benefit accordingly.  In addition, the lack of car parking at the seafront in Penarth would prevent any park and ride opportunities but there may be opportunities to use the Cliff Top car park and Cosmeston Lakes Country Park if the ferry operators were considering the procurement of a linked bus service.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the usage of Penarth Pier by the Severn Link Ferry Service be approved, and that the Director of Environmental and Economic Regeneration prepare an Agreement with Severn Link Holdings Limited for the use of Penarth Pier to be drawn up in consultation with the Director of Legal, Public Protection and Housing Services and the Director of Finance, ICT and Property together with the Cabinet Member for Planning and Transportation.

 

Reason for decision

 

To enable a Bristol Channel Ferry Service to progress.

 

 

C843              LAND AT NELL'S POINT, BARRY ISLAND - LAND USE AND MARKETING (EDR & TL) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

·                         provided an update on the work carried out by consultants, Humberts Leisure, who had completed a report providing a demographic and visitor appraisal, market analysis and development options appraisal for the site

·                         made recommendations on the approach that should be taken in marketing the site for development.

 

The Barry Waterfront Officers Working Group had met and as part of their remit discussed this site.  As part of that discussion an update was provided on the work the Waterfront 2 Consortium (Persimmon, George Wimpey and Barrat Homes) had achieved to date.  It was apparent that the development of the Waterfront 2 master plan by the consortium consultants, HMA of Cardiff, was not sufficiently developed to enable any evaluation of the Nell's Point site as a contextual site within a wider framework.

 

With no agreed master plans setting the wider context, any planning approval yet in place or phased programme details available for the Barry Waterfront scheme itself, the ability to tie in any proposals for the Nell's Point site would have to rely on a degree of speculation.  It was now apparent that the Council owned sites at the Barry Waterfront and Barry Island may be capable of being taken forward alongside or in advance of the Waterfront scheme.  The further development of the Innovation Quarter in the short term, could probably rely on the commitment of public sector funding alone and the Barry Island sites might be taken forward with appropriate marketing for commercial, tourism and leisure usages that would not compete with the aspirations of the Waterfront 2 developments. 

 

The 1997/011997/Reg4 planning approval for Nell's Point allowed for mixed use development for commercial tourism, leisure, public open space and residential usage.  A Development Brief had been approved as part of that approval.  The Bovis scheme of 1999 took up the land available for housing.  Subsequent to this, the Council carried out the works to provide for headland access provision and the restoration of the headland planting and ecology.  In 2002-03 the Project Management Unit led on the removal of the holiday camp and the remaining land had been vacant since that time.

 

Humberts completed their report in December 2009 and the Executive Summary of the report indicated as follows:

 

·                         'From our detailed research and knowledge of the market, we have identified a number of options that may offer development potential and attract new day and staying visitors to Barry Island.  These options are briefing summarised below:

·                         Option 1 would involve a budget hotel (anticipated to provide 60 bedrooms) with family pub-restaurant.  There would still be 6 - 8 acres remaining for further development, which could involve further public open space with children's play and landscaped gardens, a water sports centre, enabling development or even a static caravan holiday park.

               Note: Officers had reported to Cabinet on the interest in developing an hotel and pub-restaurant at the land known as 'The Triangle' in the Innovation Quarter of the Barry Waterfront.  The Waterfront Consortium were also minded to see the establishment of an hotel in the Phase 1 'District Centre'.

·                         Option 2 focussed on the very real opportunity to develop a new static caravan holiday park with commensurate leisure facilities.  These may include a pub, restaurant and children's play ground that would also be open to the local community.

·                         Option 3 was for the site to be used as a 'sports park'.  In essence this involved the creation of a Centre of Excellence for water sports, providing new facilities for local residents as well as attracting users from a wider catchment.  It could be formed around a new community leisure centre facility.

·                         Option 4.  The option to put residential apartments on part of the site would help to bring Options 1 or 3 in particular to fruition in the event of a lack of interest from commercial developers.

·                         Option 4a, a small retail convenience store could generate a further capital receipt to the Council subject to market interest.  Obviously, it would be easier to attract such a store with additional residential accommodation also contained within the site master plan.'

 

Overall, Humberts considered that from a visitor and market delivery perspective, Option 2 would be least risk and strongest choice in the current market climate.  A new holiday park with leisure club/bar and small shop would generate new overnight visitors to Barry Island in support of local seafront businesses.  It would also generate a capital receipt for the Council.

 

Prior to moving into the marketing stage of this project, officers wished to consult on the completed report via the various stakeholders groups and undertake more general consultation with the intention of reporting comments back to Cabinet for a resolution on marketing in the summer of 2010. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)          T H A T the recommendations of the report attached at Appendix A to the report be noted.

 

(2)          T H A T a consultation exercise be undertaken, lasting two months with relevant stakeholders and that a further report be provided back to Cabinet on the responses received in order that a way forward for the site can be agreed.

 

Reasons for decisions

 

(1)          To clarify the status of the report.

 

(2)          To ensure that appropriate consultation is carried out prior to marketing the site. 

 

 

C844              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.

 

 

C845              FEES AND CHARGES: COUNTRYSIDE SERVICE (TL) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

Urgent by reason of the need as requested by Cabinet

 

Cabinet received a report which:

 

·                         sought approval for changes in charges levied for Public Path Orders and Gating Orders

·                         provided further detail as to the necessity for changes in Rights of Way fees and charges.

 

Cabinet, on 17^th March, 2010, received details of proposed changes in fees and charges levied across the Countryside Service.  Further information was requested in respect of the charges specific to Public Rights of Way. 

 

The information in the previous report reflected a review of the fees charged for certain Public Rights of Way activities for which the Council was entitled to recover costs.  These costs included advertising, administrative and practical implementation expenses incurred by the authority in processing and giving affect to an application. 

 

The maximum amount currently authorised to be re-charged for applicable Orders was £1,000 inclusive of advertising and administration.  Typically, advertising alone exceeded this amount.

 

The Rights of Way processes considered within the report included:

 

·                         diversion

·                         extinguishment

·                         creation (where taken concurrently with extinguishment)

·                         gating (excluding HAs147).

 

These were subject to an application having been submitted in accordance with a relevant section of the Highways Act 1990 and/or Town and Country Planning Act 1990 and for which an entitlement to recover costs under the Local Authorities (Recovery of Costs for Public Path Orders) Regulations 1993 as amended by the Local Authorities (Charges for Overseas Assistance and Public Path Orders) Regulations 1996 exists.

 

Applications may be made in the public interest or those of a private party.  Most applications are made in pursuit of a benefit to a private interest, such as to enable development or increase land value. 

 

The Council was not entitled to recharge for Definitive Map Modification Orders brought under S53 of the Wildlife and Countryside Act 1981 and such Orders were excluded from the scope of the report. 

 

DOE Circular 11/96 advised that authorities should produce a scale of charges that included the typical and maximum amount an application would be expected to pay against an Order. 

 

The costs recommended in the report addressed the maximum amount in the Scale of Charges.  Whilst the maximum amount was distinguished from the typical amount in most cases, the two need not be mutually exclusive. 

 

In the case of Orders that had been objected to and where negotiation had been unsuccessful in removing that objection, it would be necessary for the Council to submit the case to a Planning Inspector for determination.  Authorities were not entitled to continue to record costs against an Order after such a submission.

 

It was proposed that the Council retain discretion to waive costs either in full or part (e.g. by recharging advertising only) where an Order is required either wholly or partly in the interests of the public. 

 

Attached at Appendix A to the report was a schedule of activities involved in a typical Order.  This had been complied by reference to DoE Circular 3/1993 (which listed example activities for which costs may be recharged) and the Institute of Public Rights of Way and Access Management's Good Practice Guide in relation to Procedures for Public Path Orders.

 

The typical minimum administration cost of processing an Order, calculated by reference to this schedule was approximately £1,440.  Orders, such as opposed Orders requiring the Council to engage in additional sites visits, negotiations or administration not included in the schedule, would naturally be higher. 

 

The typical cost of advertising varied; recent Orders have required the Council to pay between £1020 and £1274 respectively. 

 

Major variables in the final costs would typically be:

 

·                         cost of advertisement

·                         the stage that the Public Path Order reached.  The applicant or the Vale of Glamorgan Council could withdraw an application at any stage prior to the Order's confirmation.

 

It was therefore proposed that the maximum costs of Orders, exclusive of practical works, be raised to:

 

·                         Maximum Order Cost: £2,500

·                         Additional PROW involved: +£300 per additional ROW.

 

It was further proposed that the applicant be billed as work was completed, following Pre-Publication, Publication and Confirmation stages of the order process and as set out in Appendix A to the report. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)          T H A T the charges detailed within the report be approved for implementation in April 2010.

 

(2)          T H A T delegated powers be granted to the Director of Environmental and Economic Regeneration, in consultation with the Cabinet Member for Tourism and Leisure to waive or reduce fees where a substantive public interest existed. 

 

Reasons for decisions

 

(1)          To enable the Council to fully recover the costs of processing Orders under the Highways Act 1980 or Town and Country Planning Act 1990.

 

(2)          In the interests of fairness.

 

 

C846              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.

 

 

C847              PUBLIC PROTECTION EFFICIENCY SAVINGS 2010/11 AND 2011/12 (LPP) (EXEMPT INFORMATION - PARAGRAPHS 12, 13 AND 15) (SCRUTINY - CORPORATE RESOURCES) -

 

Cabinet considered proposals for addressing the efficiency saving targets for the Public Protection Department.

 

The Revenue Proposals Report for 2010/11 and 2011/12 approved by the Cabinet identified savings required to be made by the Directorate. 

 

In addition, the Director of Finance, ICT and Property's report to Cabinet on 24^th February, 2010 approved budget proposals which included a requirement for Directorates to prepare a plan to achieve at least double the level of targeted savings for their services which resulted in a revised savings target of £268,000 for Public Protection. 

 

In the expectation of having to find the efficiency savings, vacant posts had been considered over the previous 12 months and a number of posts had remained unfilled or filled on a temporary basis only.  Steps had also been taken to reduce expenditure and increase income wherever possible and to rationalise workloads, prioritise work areas and review working practices to work more efficiently. 

 

However, these steps were insufficient to address the amount of savings needed to ensure the Directorate remained within budget and a reconfiguration of the Department was necessary as a contribution towards achieving these savings. 

 

There was also a need to ensure resources were prioritised for front line services as set out in the Food Law Enforcement Plan 2009/10.  The recommendations stated that '...the Head of Public Protection explore options for re-allocating resources within Public Protection to address the shortfall in Food Law Enforcement ...'

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)          T H A T the proposed structure detailed at Appendix 1 to the report be approved subject to consultation with staff and trade unions.

 

(2)          T H A T authority be given to the Director of Legal, Public Protection and Housing Services in conjunction with the Leader and Cabinet Member to make any changes necessary as a result of representation made by staff and trade unions.

 

Reasons for decisions

 

(1)          In order for the Public Protection Department and the Directorate to achieve the required efficiency savings.

 

(2)          To take into account any changes following consultation with the staff and the trade unions.

 

 

C848              PENARTH CENTRAL RENEWAL AREA: GROUP REPAIR PHASE 8D APPOINTMENT OF CONTRACTORS (HCS) (EXEMPT INFORMATION - PARAGRAPH 14) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Consent was sought to appoint contractors to undertake Phases 8D of the Group Repair Programme in the Penarth Central Renewal Area. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T subject to the contractors providing satisfactory Health and Safety Plans for the construction stage and the required Performance Bonds, the tender received from BECT Building Contractors for Phase 8D be accepted and that the Council enter into a contract with them to undertake Phase 8D of the Group Repair Programme for the Penarth Central Renewal Area.

 

Reason for decision

 

To enable progress of the Group Repair Programme.