Welcome to the
Vale of Glamorgan Council

CABINET

 

Minutes of a meeting held on 13^th October, 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.

 

 

C1076                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 29^th September, 2010 be approved as a correct record.

 

 

C1077                        DECLARATIONS OF INTEREST -

 

The following Members declared interests as follows:

 

Councillor G.A. Cox	Agenda Item No. 17(i) in that Councillor Cox's wife was an applicant to become an LEA Governor.   Councillor Cox vacated the room whilst this item was under consideration.
Councillor A.M. Ernest	Agenda Item No. 10 in that the proposals within the report could impact on the efficiency of his business.   Councillor Ernest vacated the room whilst this item was under consideration.
Councillor A.D. Hampton	Agenda Item No. 17(i) in that he was Chairman of the LEA Governors Advisory Panel, but in accordance with the Members Code of Conduct, was permitted to remain within the meeting.

 

 

 

C1078                        CARDIFF AND THE VALE OF GLAMORGAN INTEGRATING HEALTH AND SOCIAL CARE PROGRAMME BOARD -

 

The following minutes of a meeting held on 20^th July, 2010 were submitted:

 

Present:                   

           

In Attendance:

Chris Darling

Programme Manager, Cardiff and Vale UHB

 

Apologies:   

 

 

		Action
	Welcome and Apologies   Cllr Turner welcomed all to the IH&SC Programme Board Meeting. Apologies were noted from Mike Murphy, Neelam Bhardwaja, and Jacqui Bell.
	Minutes from the Last Meeting & Action Log   The Programme Board received and approved the minutes of the meeting held on the 4th June 2010.    It was agreed the minutes of the IH&SC Programme Board would go to the Vale of Glamorgan and Cardiff Cabinet meetings, as well as VCVS Board meeting and Cardiff and Vale UHB Board meetings for information.   The Programme Board received the action log from the previous meeting.	CD
	Programme Initiation Document & Schedule of Meetings   The schedule of future meetings, with chairperson for each meeting was noted by Programme Board members.   The Programme Board received the updated Project Initiation Document (PID). It was agreed all changes and amendments to the PID would be documented and circulated to Programme Board members.   It was agreed members of the Programme Board; specifically Executive sponsors for each of the workstreams would send a representative to the Board to talk through the relevant workstream if the Exec lead is unable to attend.   It was agreed workstream progress reports would have strict deadlines attached to them, with Executive Sponsors contacted if deadlines are not adhered to. It was further suggested workstream meeting dates should be aligned to the Programme Board dates.   The Tripartite approach this Programme Board is taking maybe the subject of some action research by Welsh Institute for Health and Social Care (WIHSC), and or work by the National Leadership and Innovation Agency for Healthcare (NLIAH).	CD     KN/PH/NB     CD
4.	Priority Projects – Progress Update   It was noted the workstreams for this programme have been selected because they are difficult and have not been able to progress quickly over the past few years. It was agreed as critical for future update reports to be clear on the issues preventing progress, to allow the Programme Board to try and address the wicked issues.   The Health Social Care and Wellbeing Strategy development (in Cardiff and the Vale) will need to feed through this Programme Board.
4.1	Assessment & Care Planning Project   KN talked through the Assessment and Discharge update report, more work is needed to articulate the tangible outcomes this project is trying to achieve. It was agreed a different style of update report for this workstream maybe more appropriate to capture both qualitative and quantitative aspects of the project, to include KPI’s and metrics as well as narrative. The update report must address the two fundamental issues. Firstly, the time it takes to undertake a complex assessment. Secondly, the number of patients still in the system due to these delays. DF asked that a background paper be put together to provide context to this workstream. The background paper will need to highlight where the issues have evolved from in Cardiff and the Vale. PE said that he had started work to articulate the issues and context from a Vale social care perspective. The delay in the appointment of a joint post Locality Manager in the Vale of Glamorgan is being addressed with the post back out to advert, with a closing date of the 9th August 2010. The Programme Board discussed at length the issue of IM&T and information sharing restrictions. It was noted that the three organisations (Cardiff and Vale UHB, Cardiff Council and the Vale of Glamorgan Council) are following three separate organisational strategies relating to IM&T. It was agreed IM&T was particularly important in relation to UA and CPA (in respect of Mental Health), with inconsistency of questions asked by each Local Authority given as an example of a current issue. The IM&T solution to integrate systems will be a long term solution; work needs to continue to ensure health and social care work together in a more integrated way through different ways of working in the short term. To address the longer term IM&T issue the Programme Board agreed to write to Informing Healthcare to ask for a suitable representative to attend the next Programme Board meeting. The letter will ask if the issues being encountered by the Cardiff and Vale Health and Social Care community have been addressed elsewhere successfully. It was further agreed that a suitable IT lead from each of the three organisations would be invited to attend the next meeting to discuss the issues and potential solutions.	KN               KN/PE/Mike M                                         CD     CD
4.2	Learning Disabilities Integration Project   The Programme Board noted the update report circulated for the Learning Disabilities Integration Project.   The meeting between Cardiff and Vale UHB, Cardiff Council and the Vale Council to agree a proposal that can then be discussed with ABM UHB has not taken place and an update on this will be required for the next meeting. Part of the current problem moving this workstream forward relates to the need for discussions to tale place with the WAG regarding funding streams.
4.3	Securing Long Term Care Project   PE talked through the Securing Long Term Care project update report, the project group are making good progress. PE highlighted the importance of the three organisations finance departments working closely, aligning budget expectations.   It was agreed the workstream would consider what indicators could be used to show the difference the work is making; to include quality as an indicator.   The issue of implementing bed bureau was discussed, including how the bed bureau concept would be controlled and managed. This issue will be discussed further at the next project team meeting.	PE
4.4	Adult Mental Health Integration Project   KN talked through the Adult Mental Health Integration project update report, including the work to develop an integrated job description and person specification.   Programme Board members expressed concern about the lack of progress, given the amount of previous work on this project. The Programme Board asked that the scope to develop the job description before November be explored, and that the project bring forward the time to develop the SLA. The Programme Board agreed that the project group be asked to implement the integrated Adult Community Mental Health Structure by the 4th January 2011.   KN said that the implementation of the new integrated structure needed to tie in with the Adult Mental Health Service Review timeframes, recognising that the existing community teams and their configuration is not fit for purpose. If the 4th January 2011 timeframe is not achievable, KN will come back to the next meeting with the reasons why it is not achievable and the earliest achievable date.    The scope of this project group does not include Older Peoples Mental Health.	KN
5.	Draft Report – Follow up Review of Adult Mental Health Services   Programme Board members noted the draft report - Follow up Review of Adult Mental Health Services, and specifically the recommendations included within the report. Cardiff and Vale UHB have responded to any factual inaccuracies within the report, a copy of this response will be sent to Cardiff Council and the Vale Council colleagues.   In terms of responding to the recommendations, this will be picked up via the Mental Health Review Steering Group.	KN
6.	Joint Working Special Grant Review   KN updated (in Mike M absence) that a meeting had taken place where recipients of the Joint Working Special Grant (JWSG) had attended a meeting to highlight the implication of the funding on the running of their service, and the impact of the withdrawal of this funding. A significant amount of the funding currently goes on accommodation and infrastructure costs and there is a need to review whether there is scope to save money through more co-location and shared use of estate.
7.	Possible Future Areas to Explore:   ·        Defining Models of Integration   This item was discussed within each of the update reports.   ·        Scoping Information Systems   This item was discussed under item 4.1 and the way forward agreed.
8.	Any Other Business   DF questioned whether a workstream looking at Childrens Services needed to be added to the Programme. This was discussed at the previous IH&SC Programme Board meeting; the main areas to be considered include Child Health and Disabilities, Vulnerable Families, and CAMHS. It was agreed this issue would be considered at the next meeting.   PE asked that the Social Services Green Paper go on the agenda for the next Programme Board meeting.	CD     CD
9.	Date of Next Meeting   20th September 1130 – 1330,  Llys Enfys

 

- - - - -

 

RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To be aware of the views of the Cardiff and the Vale of Glamorgan Integrating Health and Social Care Programme Board.

 

 

C1079                        CORPORATE PARENTING PANEL -

 

The following minutes of a meeting held on 15^th September, 2010 were submitted:

 

Present:  Councillor Dorothy Turner (Chairman), Councillor Sally Bagstaff, Councillor Sophie Williams, Phil Evans (Director of Social Services), Gareth Jenkins (Head of Children & Young People Services), Bryan Jeffreys (Director of Learning & Development), Jenny Smith (Specialist Teacher – LAC), Guest D, Rhiannon Jones (Minute Taker)

 

	Actions
(1) Apologies for absence.
Apologies were received from Councillor Katherine Kemp, Caroline Rees (Head of Additional Learning Needs), Councillor Janice Birch, Councillor Anthony Hampton.
The Panel congratulated Guest D on her outstanding A Level achievements and wished her well for the start of university life.
(2) Minutes of 16th June 2010
Accuracy:the minutes were agreed as a true record and were signed by the Chairman Cllr DT.   Matters Arising:    Children’s Placements (Carol Davies & Scott Ruddock) – Although not minuted, Cllr SW recalled asking for further information.   ACTION: Cllr SW to check her notes and e-mail GJ with the request for further information (felt it was possibly regarding assessments; what is the criteria against which foster carers are assessed)   Reconfiguration of Children Services- The Panel were made aware that 2 Team Managers will be leaving the Vale as they were successful in appointments outside of the Local Authority; Vic Thomas (Interim Team Manager, Leaving Care Team) has already left and Scott Ruddock (Team Manager, Fostering & Adoption) will be leaving very shortly.  As an interim arrangement, there is an agency Manager for Fostering & Adoption in post (Steve Snelgrove) to “hold the fort” and to assist in the forthcoming inspection.  Having an interim Manager in post will also allow time for GJ to think about recruitment and the possibility of collaboration with other agencies/Local Authorities.     Cllr DT reported that as a Panel they were sorry to see Scott and Vic leave but wished them well in their promotions.	Cllr SW
(3) To receive declarations of interest.
No declarations were received.

 

 

 

(4) Reference from Scrutiny Committee (Social Care and Health) 19th July 2010 “213 End of Year Performance Monitoring Reporting”
The End of Year Performance Monitoring report for 2009/10 and a minute (213) taken from Social Care & Health Scrutiny Committee held on 19 07 10, were attached to the minutes.  One of the recommendations from Scrutiny requested that the Corporate Parenting Panel considers the performance indicators for looked after children relating to their schooling.  Panel agreed to look at the PI’s in greater detail at a meeting in January 2011 (as it is anticipated that by the end of October the LA will be in receipt of examination results from all examining boards).     BJ made Panel aware that Caroline Rees will attend Social Care and Health Scrutiny when appropriate to assist in presenting the Education PI’s within Children & Young People Services data.   Cllr SW also made Panel aware that the Social Care & Health Scrutiny Committee will be sending a letter to WAG regarding the way PI’s are collected and recorded and whether there is any merit or value in some of the Welsh Assembly indicators.  It was felt that often very little changes between each quarter and one solution may be for Committee to receive them less often.  Cllr DT informed the Panel that these minutes also go to Lifelong Learning Scrutiny (as well as the Social Care & Health Scrutiny) who may also wish to write to WAG in a similar vein.    PE reminded Panel that the information provided today was end of year performance and does not relate to academic years.  This information is only provided to Scrutiny once a year and is therefore much broader and more than that which is normally presented quarterly to Scrutiny.   Cllr DT asked JS whether any of the PI’s gave her cause for concern and equally were there any PI’s she was pleased about.   JS was pleased with Year 11 results – more are achieving GCSE’s than last year (grade A-C’s).   There has also been improvement in the Personal Education Plan (PEP) where LAC are having a PEP in place within 20 school days (JS acknowledged that R Slade, admin, has been doing a very good job in sending reminders to SW when the next PEP is due).  Cllr SB queried why the target for PEP’s therefore is not set higher.   A detailed discussion was held regarding PI’s SCC035A, 36A & 37A regarding key stage 2 & 3 and although the Vale are above the Welsh average, they are below target.  The targets are set nationally for all children and the Vale are below target (similar position in other LA’s)  due to the very nature of LAC background ie disrupted schooling & family attachments.  Cllr SW had a concern that we are underachieving and the target set for LAC are setting them up to fail.    The PI’s are also available to the public who may feel that the Vale are failing LAC in key stage 2 & 3 without knowing the context/background.    Cllr DT stressed that there is a need as a Panel to ensure that LAC are making steady progress similar to a child who is not in care and are reaching their potential.  JS informed Panel that the Vale try to achieve this via the RAISE grant.  The RAISE grant provides £35k but this will come to an end by July 2011 and it is unlikely it will be replaced.  Cllr DT requested that a report is prepared for Corporate Parenting Panel regarding the loss of the RAISE grant.   ACTION: The Education PI’s to be agendered for the Corporate Parenting panel on 26 01 11 where they will be considered in more detail.   The Chair of Lifelong Learning Scrutiny Committee to be contacted when the minutes are made available to emphasise the need for support in writing to WAG to consider the merit/value of some of the Welsh Assembly performance indicators.   A report to be prepared for the next Corporate Parenting Panel in November regarding consequences of loss of RAISE grant.	MP/CR/JS       Cllr DT           CR/JS/BJ
(5) Looked After Children Celebration Awards Update – Jenny Smith
The event will take place on 25th November 2010 at 7pm, Glamorgan Suite, Barry Memorial Hall and the catering has been booked. Gwenda Thomas, AM will be attending and Cllr DT felt that the date and time should be confirmed with Gwenda Thomas.   This year the event will be limited to 25 awards (there were 40 awards last year which was too many) and JS has amended the wording (see attached nomination form).  The form will forewarn applicants that there maybe a selection process.  The nomination forms will be sent out shortly.   It was agreed that an advance notice of the event should be sent to Elected Members at the earliest opportunity so that they can put the date in their diaries.   ACTION:  Cllr DT to send an early invite to Elected Members outlining the importance of the event and their role and responsibility as a Corporate Parent.   A letter to be sent to Gwenda Thomas, AM confirming the date, time and venue.   JS advised that the event cannot go over 120 people and Cllr DT felt it was unlikely that all Elected Members will attend.  JS suggested having small round tables that would not take up too much space but would have more chairs (but probably be at a cost).	DT       DT
(6) Updated Forward Work Programme – Gareth Jenkins
The Forward Work Programme was circulated.  A list of achievements made to date was also circulated to assist the Panel in deciding whether actions in the Work Programme can be signed off or should be reworded.   The papers were discussed as follows:-   Action 1: Shortbreaks– This action has almost been achieved apart from the “Minimum annual LAC Review”.  This is due to capacity and is being looked at.  Agreed that this action should be kept as an action to be reported back on so that progress is recorded.  The Panel were made aware that shortbreaks is under threat and potentially there could be fallout from that.   ACTION: Need to add to Work Programme that Corporate Parenting Panel need to be made aware at an early stage of the effect of cutting the Shortbreaks service.   Action 2: Transitions – A Transitions presentation was made by C Spence to the Panel in July 09 which incorporated work undertaken across both Adult and Children & Young People Services (TRIG).  A Transition Day was recently held.  Working virtually as one service and an appointment has been made for the Head of Adult Services.  Once the HOS is in post, can look at and possibly agree/appointment of a line manager – but GJ felt the situation was improving well with arrangements currently in place (therefore may not need to be “tinkered with”).  PE felt there is a need to engage other key agencies.   ACTION: Reword action and keep on the Work Programme for progress updates   Action 3: Education:Previously discussed the RAISE Grant under Item 4.  ACTION:Keep on the Work Programme for progress updates and to insert November 2010 in the timescale column   ACTION: Amend wording regarding exclusions to: “development of a positive policy of no exclusions for Looked After Children”.   Progress Column to be added to the Work Programme   Agreed that completed actions to be taken out of the Work Programme but to keep a master copy and a current copy of the Work Programme	GJ                             GJ         GJ       GJ       GJ   GJ
7. Future Meeting Dates
Wednesday 17th November, 4:30pm:- ·  Report on the RAISE Grant / Report on the work of the Children First Team ·  Apologies noted from Cllr SW   Wednesday 26th January 2011, 4:30pm :- ·  Education Performance Indictors for Academic Year 2009/10 presentation and discussion   Wednesday 16th March 2011, 4:30pm:- ·  Dedicate to Health Issues – update from Dr Sampeys, Consultant Paediatrician and presentation from CAMHS network   Wednesday 18th May 2011, 4:30pm:- ·  Agenda items to be confirmed	CR/JS         CR/JS

 

- - - - -

 

RESOLVED - T H A T the minutes be noted.

 

Reason for decision

 

To be aware of the views of the Corporate Parenting Panel.

 

 

C1080                        USE OF CHIEF EXECUTIVE'S EMERGENCY POWERS (L) (SCRUTINY - AS INDICATED IN THE REPORT) -

 

RESOLVED - T H AT the exercise of the Chief Executive's Emergency Powers as indicated below be noted:

 

(a)       Authority to replace Councillor Mrs. M. Kelly Owen on the Scrutiny Committee (Economy and Environment) with Councillor J. Clifford until her return.

 

(Scrutiny - Economy and Environment)

 

(b)       Authority to replace Councillor Mrs. M. Kelly Owen on the Scrutiny Committee (Social Care and Health) with Councillor E.T. Williams until her return.

 

(Scrutiny - Social Care and Health)

 

(c)        Authority to increase the Capital Programme 2010/11 to incorporate a new capital scheme, funded by WAG grant, for the following approved projects:

 

·                         Purchase of IT equipment to improve data collection - £12,000

·                         Refurbishment of Youth Service buildings to provide facilities fit for purpose - £69,189

·                         Purchase of equipment to enhance Vale wide service delivery - £23,000

·                         Grants to Voluntary Sector (in partnership with VCVS) - £30,000.

 

(Scrutiny - Corporate Resources)

 

(d)       Authority to increase the Capital Programme 2010/11 to incorporate a new capital scheme, funded by WAG grant, for the following projects:

 

·                         Bryn Hafren Comprehensive - beauty therapy salon £30,000

·                         Barry College - AutoCad design resources £13,250

·                         Barry Comprehensive - classroom re-modelling £31,400

·                         Llantwit Major Comprehensive - improved Learning Facilities £35,017. 

 

(Scrutiny - Corporate Resources)

 

(e)       Authority to amend the Capital Programme to make £35,000 available in order to progress a bid to the HLF for Dyffryn House, the current allocation for £18,000 for fees for Dyffryn being insufficient.  It is therefore estimated that up to a further £35,000 will be required.

 

(Scrutiny - Economy and Environment)

 

(f)         Authority to enable acceptance of the Vale of Glamorgan Coastal Access Improvement Grant for 2010/11 and commencement of schemes.

 

(Scrutiny - Economy and Environment)

 

(g)       Authority to implement the following schemes requiring Council ratification:

 

·                         Re-modelling of Cowbridge Comprehensive School - £103,000 Capital Programme increase funded by Education revenue reserves

·                         Welsh Medium Schools - £780,000 transferred from existing School Investment Strategy capital budget

·                         Renewal Areas - £200,000 transferred from Penarth to the Castleland Renewal Area budget

·                         Cowbridge Library - £329,886 increase in Capital Programme

·                         Llancarfan Community Centre extension - £44,000 reduction in budget.

 

(Scrutiny - Corporate Resources)

 

(h)        Authority to approve changes to the Capital Programme for asset renewal to enable associated works to be carried out over the summer period while schools are closed.

 

(Scrutiny - Lifelong Learning)

 

Reason for decision

 

To inform the Cabinet.

 

 

C1081                        TELL US ONCE PROGRAMME (L) (SCRUTINY CORPORATE RESOURCES) -

 

Approval was sought for the operation of a Tell Us Once service as part of a national programme being implemented by the Department for Work and Pensions as outlined in the report.

 

Tell Us Once was a national programme run by the Department for Work and Pensions (DWP) which utilised an on-line system to capture information and transmit it to local and national government departments.  The Tell Us Once service was currently used for death and birth notifications.  The DWP were developing the protocol for other changes in circumstances, for example, a change of name or marital status.

 

When somebody died, the family or friends of the deceased had to make on average nine contacts with Government agencies including Local Government, DWP, Pensions Service, DVLA and Revenues and Customs.  This was costly, encouraged delays in processing the data and was inconvenient at a distressing time. 

 

The Tell Us Once service was offered by local authorities who captured the information from customers, and the system automatically transmitted only relevant information to those departments as chosen by the customer (with the exception of Council Tax and Electoral Registration where there was a statutory duty for Registrars to inform these Departments of such registrations).

 

Pilot sites had operated in England since January 2008 with customer take up averaging above 90%.  In Wales, Merthyr and Rhondda-Cynon Taff were now offering the Tell Us Once service as part of the Assembly supported Welsh roll-out of the national Department of Work and Pensions programme, with the intention that all Welsh local authorities implemented the death notification service by summer 2011 if they wished to do so.

 

It was proposed that Tell Us Once would be implemented at the Council in four phases:

 

·                         pilot death notification service operated internally (October 2010 - February 2011)

·                         DWP death notification service implemented using national system (March 2011 onwards)

·                         birth registration service implemented (dependent upon DWP timescales)

·                         change in circumstances service implemented (subject to development by DWP and/or potential for savings from internal system).

 

On joining the DWP service, the Council could take advantage of the national coverage of the service which could then be offered to residents who were registering a death in the Vale of Glamorgan that occurred elsewhere.  Additionally, residents of the Vale of Glamorgan who were registering a death outside of the area could be offered the service and the DWP system would transmit this information to the Vale of Glamorgan Council.

 

The customer would be offered the opportunity to inform the following internal services by both the internal and DWP systems:

 

·                         Housing and Council Tax Benefit

·                         Council Housing

·                         Library Services

·                         Adult Social Services (including Telecare)

·                         Children's Social Services

·                         Other Council Payments (Income Management)

·                         Blue Car Badge.

 

There was potential to expand this list following implementation.  However, the DWP software would not support this, and investigations would be made to determine if a separate system could be operated efficiently.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposed internal Tell Us Once service be approved.

 

(2)       T H A T the Council join the national DWP Tell Us Once service.

 

 

Reasons for decisions

 

(1-2)    To allow the Tell Us Once service to be offered to Council customers as outlined in the report.

 

 

C1082                        IMPROVEMENT PLAN PART TWO 2010/11 (L) (SCRUTINY - ALL) -

 

Cabinet received the final draft of the Council's Improvement Plan 2010/11, which contained performance and improvement information for all Directorates and Corporate Plan priorities. 

 

The final draft of the Plan, as contained in Appendix 1 to the report, contained all available performance information required by the Welsh Assembly Government, and local indicators that assisted in measuring corporate priorities.  It also contained Welsh averages of performance for comparison purposes where this was available.  Performance information would be used by the Wales Audit Office to assess the Council's ability to improve, and therefore was of critical importance to the reputation of the Council.

 

It was reported that the Plan may require some further minor amendments as a result of changes in information from the Local Government Data Unit or spelling errors.  However, the information within the draft Plan was virtually complete.  As a final exercise, Cabinet suggested that the Plan be circulated to all Directors and Cabinet Members to give one final opportunity for any factual errors to be corrected.

 

The Improvement Plan required endorsement by Council.  Given the timings of meetings, the Plan would be finalised by the Chief Executive using his Emergency Powers, following consultation with Group Leaders. 

 

RESOLVED -

 

(1)       T H A T the final draft of the Improvement Plan for 2010/11 be endorsed.

 

(2)       T H A T the Chief Executive be authorised to use his Emergency Powers, in consultation with the Leader of the Council and the three Group Leaders to finalise and publish the Plan.

 

Reasons for decisions

 

(1)       To ensure that actions are taken to improve services.

 

(2)       To agree the Plan for external audit within required timescales.

 

 

C1083                        PEST CONTROL UPDATE REPORT (LPP) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Cabinet received a report on the impact of introducing charges for rodent control outside domestic premises. 

 

On 30^th September, 2009, Cabinet had resolved:

 

·                         that the provision of pest control treatment under the powers of wellbeing contained in the Local Government Act 2002 be continued

·                         that treatments for rats and mice outside domestic premises be provided on a payment of a charge of £30 per treatment (inclusive of VAT) with an exemption where the head of household was in receipt of means tested benefits

·                         that a six month review be carried out following the implementation of the proposed charges in order to assess the impact of the exemption for households in receipt of means tested benefit

·                         that the Council continue to provide free treatment in respect of rats and mice inside domestic premises

·                         that the impact of charges on service demand be monitored and reported to future meetings of Scrutiny Committee (Housing and Public Protection)

·                         that the charge be paid in advance of the service being provided.

 

The new charges were implemented from the 1^st January, 2010.

 

It was reported that the impact of the introduction of charges for the treatment of rodents outside domestic properties had been significant, with a reduction in demand for a course of rodent treatments.  Where customers did not wish to purchase a course of treatment, they were offered a free pest control survey visit during which they were provided with advice on potential sources of the problem, carrying out treatments themselves and preventative works.

 

Cabinet received a service analysis for the period 1^st April to 30^th June, 2010, namely:

 

01 January - 30 June	Service Requests (rats)	Rats treated (outside)	Rats treated (inside)
2008	922	722 (78%)	200 (22%)
2009	833	643 (77%)	190 (23%)
2010	769	525 (68%)	244 (32%)

 

It was reported that, of the 525 requests for treatment for rats outside:

 

·                         187 (36%) chose to receive a course of chargeable pest control treatments (up to four visits)

·                         67 (13%) received free treatment due to being in receipt of means tested benefit

·                         271 (51%) of customers chose to receive a one-off survey and advice visit only.

 

Of the 161 requests for a course of chargeable pest control treatments:

 

·                         128 (80%) paid for and received the course of treatment

·                         33 (20%) cancelled their treatment.

 

The impact of charging for the treatment of rats outside domestic properties had been positive in that waiting times for pest control treatments had been reduced.  In 2008 and 2009, 46% and 48% of customers had received their treatments within five working days compared with 75% this year to date.  Customer satisfaction with pest control services had always been high, with 94% and 92% of customers being satisfied in 2008/09 and 2009/10.

 

It was reported that a positive impact of the introduction of charges for the treatment of rats outside domestic properties was that additional capacity had been provided for the Pest Control Team to undertake chargeable proactive work under contract.

 

In relation to the 67 (13%) of residents who had received free treatment, approximately 40 were repeat clients.  The 13% in itself was also a small proportion of all clients and at this time, it was proposed that the policy of free treatment for residents in receipt of means tested benefit be continued.

 

Checking the various means tested benefits was proving very time consuming.  In order to simplify the process, it was proposed that only Housing and/or Council Tax benefits details be examined, as clients receiving other benefits would also be receiving these benefits.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the impact of introducing charges for rodent control outside domestic premises be noted.

 

(2)       T H A T the concessions set out at Appendix 1 to the report be applied to customers in receipt of Housing Benefit or Council Tax Benefits.

 

(3)       T H A T the report be referred to the Scrutiny Committee (Housing and Public Protection) for information.

 

Reasons for decisions

 

(1)       To implement Cabinet Resolution C609.

 

(2)       To ensure reduced charges continue for the most economically disadvantaged customers and eligibility for concessionary charges can be checked without the need to delay service.

 

(3)       To ensure the Scrutiny Committee is kept informed of progress.

 

 

C1084                        NATIONAL FOOD HYGIENE RATING SCHEME (LPP) (SCRUTINY - HOUSING AND PUBLIC PROTECTION) -

 

Cabinet were advised of a National Food Hygiene Rating Scheme which the Food Standards Agency was looking to roll out to Local Authorities across Wale, and endorsement was sought for the implementation of the Scheme in the Vale of Glamorgan. 

 

The Rating Scheme was the Food Standards Agency/local authority partnership initiative whereby food businesses within the scope of the scheme were given a hygiene rating following a routine inspection.  It was designed to provide consumers with information about hygiene standards in food premises and thereby allowed them to make informed choices about places they ate or from which they purchased food.

 

In 2007, Cabinet had considered proposals for the Vale of Glamorgan to participate in a pilot Food Standards Agency sponsored 'Scores on the Doors' scheme.  At that time, the Council had decided not to participate in the pilot and detailed feedback was provided to the Food Standards Agency and the reasons for the decisions.  Issues of concern to the Council included:

 

·                         lack of consultation with businesses in the tourism industry

·                         retrospective application of the scheme

·                         concern regarding the use of a 'star' rating which was already used in the industry

·                         inability for businesses to request a re-inspection following completion of remedial works.

 

Since that time, an evaluation of the pilot schemes implemented across the UK had been carried out by the Food Standards Agency. 

 

In December 2009 the Food Standards Agency wrote to all local authorities informing them of the availability of grant monies (up to £10,000 per authority) to assist in carrying out preparatory work associated with a National Scheme.  The Council had been awarded funding, and limited preparatory work had been carried out.

 

A proportion of the grant funding received had been used to inform local businesses about the National Food Hygiene Rating Scheme, and determine their views on implementing such a Scheme in the Vale of Glamorgan. 

 

A National Food Hygiene Rating Scheme had now been finalised.  It had always been made clear to the Food Standards Agency that a decision as to whether this Council would be participating in the National Scheme had not been made. 

 

The issues of previous concern to this Council had been addressed by the National Food Hygiene Rating Implementation Group.

 

There would be no retrospective application of the scheme in Wales.  Businesses would be aware of the implementation date through a national publicity campaign.  Local authorities may also undertake their own publicity in respect of this matter. 

 

The use of a star rating had now been replaced by a numerical rating following feedback from business stakeholders who raised concerns that there were already star rating schemes in place in the tourism sector which could cause confusion.

 

The issue of re-inspections had also been addressed.  Should a business carry out improvements, a re-inspection could be requested following a period of three months. 

 

In March 2010, all 1,100 food businesses in the Vale of Glamorgan had been provided with information about the National Food Hygiene Rating Scheme and invited to provide their views on implementing the Scheme in the Vale of Glamorgan.  The consultation period ended in June 2010 with seven responses to the consultation being received.  Two of the responses received were supportive of a National Food Hygiene Scheme being implemented locally, two respondents did not have a view but queried whether their businesses would come within the scope of such a scheme whilst three businesses had raised concerns about the scheme.  The concerns raised related to the cost to businesses of implementing the scheme, the numerical rating scheme - the respondent felt that the scheme should be a simple pass or fail scheme and the additional bureaucracy for small businesses.

 

Information on the details of the National Food Hygiene Scheme were provided at Appendix 1 to the report.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the details of the National Hygiene Rating Scheme be noted.

 

(2)       T H A T the outcome of local consultation on the National Food Hygiene Rating Scheme be noted.

 

(3)       T H A T the National Food Hygiene Rating Scheme be implemented in the Vale of Glamorgan from 1^st January, 2011.

 

Reasons for decisions

 

(1)       To ensure Cabinet are fully apprised of the details of the National Food Hygiene Rating Schemes.

 

(2)       To provide the Cabinet with feedback from local consultation.

 

(3)       To provide consumers with information about hygiene standards in food premises and businesses with the opportunity to publicise their hygiene ratings in a manner consistent with other local authorities in Wales.

 

 

C1085                        ARRANGEMENTS FOR THE ROLL OUT OF KITCHEN FOOD WASTE COLLECTIONS TO ALL REMAINING AREAS (VBS) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Approval was sought for the expansion of the current arrangements for Kitchen Food Waste collections to all remaining areas. 

 

Approximately a third of the Council's residents were currently receiving the kitchen waste collection service.

 

Following the expansion of the initial 5,000 household pilot in July 2009, there were some 7,500 receiving the kitchen food service.  Whilst it was planned to provide the service to all householders by the end of 2011 financial year, Cabinet had initially been asked to agree to a further expansion of the service in March 2010 to bring the total number of households receiving the service to approximately 20,000. 

 

Notwithstanding the minor revisions stated within the report, it was now proposed that the Kitchen Food Collection Service be expanded to all other households throughout the Vale of Glamorgan.  This collection service would comprise:

 

·                         weekly collection of household food waste

·                         fortnightly collection of household residual black bag refuse

·                         weekly collection of household recycling with paper, cans and glass Week 1 and plastic and cardboard Week 2

·                         fortnightly collection of household green waste on Week 2 between April and November with bio-bag 'ring and request' service between November and March

·                         the provision of a 45L caddy for the storage of nappy and hygiene household waste where requested by householders. 

 

All households on the service would be provided with a small kitchen caddy, 7 litres capacity caddy (and enough 7L cornstarch liner bags for up to 3 per week to be used by the householder).  To supplement these, householders could use newspaper to line the caddy if needed and a 23 litre kerbside caddy.

 

The expanded service would be introduced to approximately an additional 35,000 householders from November 2010.  Whilst it was proposed to implement the service simultaneously, the logistics may require an element of phased roll out between November 2010 and March 2011.

 

It was proposed that the very successful communication strategy, adopted previously in rolling out kitchen food collections be adopted for this expansion with all households being brought onto the collection service provided with full details and pre-communication, including door to door visits and road shows, prior to service commencement in their area.

 

It was proposed to continue issuing on request the larger (45L) storage caddies for nappy/hygiene waste where it was proved that these specific wastes could not be stored within residual black bin-bags for alternative week collection.  It was proposed that the colour of all new storage caddies be changed from yellow to black, grey or similar colour to avoid the confusion that could arise where householders use them to dispose of infectious clinical waste or animal excrement.

 

Following a recent procurement process to formalise the contractual arrangements for biodegradable municipal waste treatment, the kitchen food waste collected by the Council would continue to be taken to Cowbridge Compost, where it would be treated by the In-Vessel Composting (IVC).  The Council was contracted to this arrangement until June 2012 at which time it would be necessary for the Council to procure further longer term treatment capacity whether IVC or Anaerobic Digestion (AD). 

 

The total amount of waste recycled and reused in 2009/10 was 39.35%, fractionally short of the 40% target.  The kitchen waste contribution to this target was 1.3%. 

 

The first quarter performance for 2010/11 for the total amount of waste recycled or reused was 42.42%, of this amount 3.02% was kitchen waste. 

 

The projection for 'whole authority' food waste collections for the full 2011/12 period, would be 8-12%.  This would greatly assist in ensuring compliance with the current 2012/13 target of 52% of all waste recycled and reused.

 

An Equality Impact Assessment had been undertaken and no major equality issues had been identified.  The assessment would be published on the Council's website.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the Kerbside Kitchen Waste collection arrangements currently in place, be expanded to cover all the remaining areas of the Vale of Glamorgan, as from 1^st November, 2010.

 

(2)       T H A T nappy/sanitary product storage caddies continue to be made available to residents with storage problems. 

 

(3)       T H A T the colour of the nappy/sanitary product storage caddies be changed from yellow to black or grey for all new deliveries. 

 

(4)       T H A T the report be forwarded to the next meeting of the Scrutiny Committee (Economy and Environment) for consideration.

 

Reasons for decisions

 

(1)       To complete the roll out of the Kerbside Kitchen Waste collection service arrangements across the Vale of Glamorgan.

 

(2)       To provide residents with an option for the safe storage and collection of sanitary wastes.

 

(3)       To avoid any future confusion between clinical waste arrangements and the optional sanitary waste collection service.

 

(4)       To inform Scrutiny Committee of the proposals contained within the report.

 

 

C1086                        HIGHWAYMAINTENANCE (VBS) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

·                         advised of the impact on the Highway Repairs budget of the increased volume of patching and pothole repairs during 2010/11

·                         sought approval to utilise £150k. of Visible Services Reserves to balance the repairs budget for this period. 

 

During 2009/10 the number of pothole and patching problems increased and a repair backlog has quickly developed.  This additional demand for highway repairs extended into the financial year 2010/11, i.e. April to July, before any reductions in the number of repairs required had been noted. 

 

The number of highway repairs since 2008 were as follows:

 

Year	Repair
2008/2009	13,181
2009/10	15,744
2010/2011 (to August 2010)	12,674

 

The total number of repairs required for the current financial period was estimated to be circa 30,000 which effectively doubled that of the previous year. 

 

The total budget available for highway patching and repairs for 2010/11 was £538k.  The spend to date was £471k., 87% of the budget.  By restricting some budgets and holding others within the Division, it had been possible to allocate a further £135k. to repairs, giving a total budget of £673k. for the year.  It was still expected that the budget would be exceeded.

 

It was therefore proposed to allocate £150k. from Visible Services Reserves to support the highways patching repairs budget for 2010/11.  The Visible Services Reserve current stood at £2.2m. as of 1^st April, 2010. 

 

The number of third party insurance claims relating to incidents in 2009 currently stood at 289, though this was likely to exceed 300 as claims continued to arrive.  As a comparison, in 2007 the number of claims received was 162.  Whilst not all these claims would be successful, it was reasonable to expect that there would be commensurate increase in costs to the authority.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the increased volume of Highway Repairs required, and the impact this has had on the 2010/2011 Highway Repairs budget be noted.

 

(2)       T H A T the use of £150k. of Visible Services Reserves to fund the cost of this additional repair work be approved.

 

Reasons for decisions

 

(1)       To advise Members.

 

(2)       To permit highway repairs to continue at the current demand and for all repair costs to be funded.

 

 

C1087                        CASTLELAND COMMUNITY CENTRE (TL) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

·                         updated on the project funded by a Big Lottery Fund (BLF) grant of £496,741 to make alterations to the interior of the Castleland Community Centre and to develop a Sensory Garden

·                         updated on the issues which Cabinet were to consider before giving approval to the Castleland Community Association (CCA) for

               (i)      a legal Charge in favour for the BLF to be placed on the lease of the Castleland Community Centre

               (ii)     landlord's consent to alter the interior of the Castleland Community Centre

               (iii)    the amendment of the named holding Trustees of the existing leases.

 

Cabinet had considered a report on this matter at its meeting on 1^st September, 2010.  Cabinet had resolved:

 

(1)       That consideration of the report be deferred to the meeting of the Cabinet scheduled for 13^th October, 2010, or sooner if possible for a report from officers on the deliverability and affordability of the proposal.

 

(2)       That prior to the further report, a site visit be held comprising all Members of the Cabinet and local Members. 

 

The site visit was held on 7^th September, 2010.

 

As the previous report to Cabinet had stated, the award of £496,741 was transferred to the CCA in April 2009 by the BLF.  The project involved substantial interior alterations to install a second floor in the Community Centre and to reconfigure the existing ground floor.  It also involved the development of the Sensory Garden. 

 

The CCA had a lease from the Council for the Castleland Community Centre for a term of 28 years from 26^th May, 2004.  The Sensory Garden had a separate 28 year lease from the Council dated 21^st January, 2005 and it was understood that £49,000 of the BLF grant was to be spent on the same.  Both leases were for a peppercorn rent, with the Council arranging and meeting the cost of buildings insurance.

 

In accordance with the terms of the Community Centre lease, the CCA had submitted a written request for a legal Charge in favour of the BLF to be registered against the leasehold title to the Community Centre, for landlords consent to interior alterations to be carried out at the Community Centre and for the alteration of the holding Trustees on the registered lease.

 

With reference to the CCAs request for a Charge for £496,741 to be registered against the leasehold title to the Community Centre, the BLF initially suggested that the project be delivered by the Thompson Street Communities First Partnership Board as it was felt that neither the CCA nor the Sensory Garden Group had the capacity to deliver the project.  The CCA was a small registered charity with a generally low financial turnover and a small Management Committee.  The Sensory Garden Group was an unincorporated Association and as such had no legal identity or ability to carry out the project.  The successful delivery of the project would therefore be dependent upon these few volunteers dedicating a great deal of time and effort into the project.  They would also have responsibility and liability regarding the delivery of the project as were the CCA or any of its Trustees to breach any of the terms and conditions of the grant, the BLF would look to the CCA for recovery of any monies.  BLF had however, indicated that they were not in the practice of taking action against individual Trustees.

 

Cabinet were advised that it was a standard condition of BLF funding that a charge in their favour must be registered against any building which was to benefit from a grant, and that the lease of the building must be freely assignable to a similar organisation.  This was to protect the BLF's financial interest in the project. 

 

Whilst the Council's freehold interest in the Community Centre would not be affected, the Charge would enable the BLF to step in and take over the leasehold interest to the Community Centre should the CCA fail to successfully deliver the project.  However, as the BLF were merely a grant giving body they would look to assign the leasehold interest to a third party with similar objectives to the CCA.  The Council would therefore have no control over the appointment of any new tenant of the Community Centre by the BLF. 

 

BLF had, however, indicated that should the CCA fail to complete the project then the BLF would work with the Council to find a satisfactory arrangement as the BLF's primary concern was the delivery of the project and fulfilment of its objectives.  Similarly, the BLF had advised that if the CCA were to fail to complete the project but the Council was in a position to ensure the delivery of the same, the BLF would not have any objections to the Council stepping in and completing the project.  In light of the above and following consideration by Cabinet of the original report on 1^st September, the Council wrote to the solicitors representing the CCA outlining areas of concern and clarification needed before Cabinet further considered the matter.

 

The main areas of concern, and officer's comments, were dealt with in the report under the following headings:

 

·                         the suitability of the scheme

·                         verification of costs

·                         project management arrangements

·                         contractor arrangements

 

Meetings had since been held with the CCA and with the Architects who had developed the Scheme, and Cabinet were updated on the above areas of concern, i.e.

 

·                         the suitability of the scheme

·                         verification of costs

·                         project management arrangements

·                         contractor arrangements

 

Having considered the report, Members were advised that the number of offices within the proposal had been reduced from four to two, leaving a larger area of communal space.  Should the number of offices subsequently be amended, landlords consent would need to be given.  Cabinet expressed the wish that the number of offices be further reduced.

 

This was a matter for Executive decision.

 

Having considered the detail of the report, it was

 

RESOLVED -

 

(1)       T H A T the transfer of the BLF grant of £496,741 to the CCA be noted.

 

(2)       T H A T consent be granted to the CCA's request for a legal Charge in favour of the BLF for the sum of £496,741 to be registered against the leasehold title to the Castleland Community Centre, subject to a restriction in the charge that should CCA fail to deliver the project then BLF would be entitled to assign the lease but only to a third party with similar objectives to the CCA..

 

(3)       T H A T landlords consent be given to carry out alterations including the construction of an upper floor to the interior of Castleland Community Centre subject to conditions, to be determined by the Director of Environmental and Economic Regeneration in consultation with the Leader and Cabinet Member for Tourism and Leisure.

(4)       T H A T the CCA's request to amend the named holding Trustees on the existing leases be granted.

 

Reasons for decisions

 

(1)       To update Cabinet as to the current position concerning the BLF grant.

 

(2)       Having regard to the CCA's request.

 

(3)       To expedite Resolution (2) in a timely manner.

 

(4)       Having regard to the CCA's request.

 

 

C1088                        DELEGATED POWERS: AMEND 1.32 OF THE SCHEME OF DELEGATION RELATING TO PLANNING ENFORCEMENT POWERS (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a request to amend the Council's existing scheme of delegation in order to allow service of urgent Enforcement Notices and to allow the withdrawal of Enforcement Notices when some defect or failure was found.

 

It was sometimes necessary to serve Enforcement and Stop Notices in urgent cases where immediate harm was being caused to local residents or the surrounding area.  Currently, paragraph 1.32 of the scheme of delegation allowed for the urgent service of Stop Notices but did not allow the service of Enforcement Notices.  This ability was technically flawed in that a Stop Notice could not in any event be served without first having served an Enforcement Notice and thus it was considered necessary to ensure the delegation was clear on this point.  By amending the scheme of delegation to include the service of Enforcement Notices, this would also allow the flexibility to service such Notices without recourse to Stop Notices, as a first step in attempting to resolve Breaches of Planning Control.

 

Furthermore, during the course of dealing with an Enforcement case, following the service of an Enforcement Notice and sometimes when an appeal against that Notice was ongoing, it could become necessary for either the terms of that Notice to be varied, usually in terms of the time necessary to comply with its terms or in respect of the nature of the breach, or for the Notice itself to be withdrawn.  Such cases could occur when a typographical error was identified or some other error became apparent such as an incorrect breach being identified or an inadvertent case of under enforcement due to deficiencies in drafting.

 

The changes proposed were considered essential and necessary to allow the efficient operation of the Enforcement function of the Council and would be operated in direct consultation with the Head of Legal Services and / or any other legal representative acting on behalf of the Council.  The changes proposed would not lead to any changes in operating procedures in relation to the service of Enforcement Notices save for allowing urgent Notices to be served without reference to Planning Committee and similarly allowing officers the ability to vary the Terms of Notices or withdrawal of Notices when deemed absolutely necessary.

 

This was a matter for Council decision.

 

RESOLVED - T H A T subject to consultation with the Planning Committee, the current scheme of delegation as identified by Minute. No. 176 (1) 98/99 be amended at paragraph 1.32 as follows:

 

To authorise the issue of Enforcement and Stop Notices, where reference to the Planning Committee would occasion detrimental delay and to allow the variation or withdrawal of a previously issued Enforcement Notice when a defect, error or other minor variation is deemed legally necessary. 

 

Reason for decision

 

To allow for the urgent and immediate service of Enforcement Notices, given the quasi judicial nature of the action and to allow the variation and, if necessary, withdrawal.

 

 

C1089                        DELEGATED POWERS IN ORDER TO VARY OR REVOKE A TREE PRESERVATION ORDER AND AMEND 1.43 OF THE CONSTITUTION TO READ 'AND/OR TREES WITHIN A CONSERVATION AREA' (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

An amendment was sought to the Council's existing scheme of delegation in order to allow the variation of a Tree Preservation Order when the need arises to exist alongside the existing powers to make and revoke Orders following service.  These powers were necessary for keeping Orders current and up to date. 

 

Over 300 Tree Preservation Orders existed across the Vale of Glamorgan, some of which were originally served during the 1950s.  Ongoing development within the villages and towns within the Vale of Glamorgan had meant that maps accompanying these early Orders showing the location of such trees were out of date, leading to ambiguity in interpretation.  It was estimated that the number of Orders which needed prompt updating and re-serving in order to have validity was between 90 and 100.  Consequently, re-surveying was a vital element within the remit of the Planning and Transportation Division's function.

 

The current scheme of delegation enabled the Head of Planning and Transportation to determine applications for work to protected trees, including those trees which were statutorily protected by virtue of their location within a Conservation Area.  The scheme also allowed new Tree Preservation Orders to be drawn up and served by the Legal Department.  However, there was only an ambiguous reference to revoking Orders in the Constitution, and no reference at all to varying Orders.

 

To avoid ambiguity and to avoid unnecessary delays when undertaking re-surveying and the subsequent updating of Orders and relocation of old out of date Orders (a period of time which can be exploited by owners of protected trees and thus a risk of losing trees valuable to visual amenity was the immediate concern), it was important that the formal process be streamlined as recommended.

 

This was a matter for Council decision.

 

RESOLVED - T H A T Council be requested to amend paragraph 1.43 of the Constitution from:

 

Authority to instruct the Director of Legal, Public Protection and Housing Services to revoke decisions in relation to Tree Preservation Orders and / or within Conservation Areas.

 

To:

 

Authority to instruct the Director of Legal, Public Protection and Housing Services to make, revoke and vary decisions in relation to Tree Preservation Orders and / or trees within Conservation Areas.

 

Reason for decision

 

To expedite amendment to the making or revocation of Tree Preservation Orders necessary to keeping the authority's Orders valid and current and to avoid any ambiguity within the Constitution, in agreement.

 

 

 

C1090                        SAFE ROUTES IN COMMUNITIES (SRiC) GRANT BID 2011/12 (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

·                         apprised of the receipt of the Guidance Notes and the invitation to bid for funding for new or continuing Safe Routes in Communities schemes for 2011/12

·                         outlined the intended content of the Council's Safe Routes in Communities Grant bids for 2011/12

·                         sought authority for the submission by 19^th October, 2010 of the Council's bids for 2011/12.

 

WAG had invited local authorities to bid for Safe Routes in Communities Grant for new or existing schemes.  Bids originated from local communities, schools and any other groups who had taken the time to submit Travel Plans to identify local problems both with road safety and sustainable travel.  A Travel Plan champion from the community would be required to put the Plan together and submit to the Road Safety Unit of the Council who would then assess the Plan in accordance with any grant requirement.

 

From the nine bids submitted last year, only one was funded.  However, from the other eight bids, some works had progressed from other budgets and other funding opportunities. 

 

As officers were unsure as to whether bids would be invited for 2011/12, and due to the high numbers of existing unfunded schemes, only a small number of new schemes had been considered but none of which were up to a standard to be able to take forward.  However, it was intended to extend the bid for Barry Comprehensive School to include further cycle routes to benefit the community.  Details about the proposed schemes were as provided below in order of priority:

 

(i)         Barry Comprehensive School - this bid had originated from the pupils of Barry Comprehensive School who had put together a Travel Plan in 2007.  WAG had funded a scheme in 2008/09 for cycle storage, vehicle activated signs, a road traffic island and a shared cycle path/footpath along Port Road up to the Colcot Road roundabout at a total cost of £140k.  A further bid had been awarded funding during the current financial year to extend the scheme to include a Toucan crossing on Colcot Road and a shared cycle path/footpath through the Sports Centre to link Port Road with the hospital, Colcot Road and Ysgol Gyfun Bro Morgannwg at a cost of £56k.  For 2011/12 it was proposed to further expand the scheme to include a cycle way, (either shared or on-road), for the length of Colcot Road and from the end of the existing shared route on Port Road to the roundabout on the Barry Docks Link Road.  This would complement further bids that had been submitted for rural grant funding for cycle routes from the Barry Docks Link Road to Culverhouse Cross and would eventually join up with the proposed western Vale cycle routes.  Officers were currently compiling the scheme with associated costs to enable them to submit a proposal to WAG by 19^th October, 2010.  It was estimated that the cost would amount to circa £1m. and an indicative plan was attached at Appendix A to the report.  Given the links to previous work and other potentially funded schemes, this was afforded Priority 1. 

 

(ii)        Llantwit Major Compendium - a local resident of Llantwit Major had submitted a series of Travel Plans for all schools in the area as well as a Community Travel Plan, with the assistance of the community and individual schools in 2008.  The bid for £996k. worth of engineering works and sustainable transport infrastructure included cycle paths, pedestrian light controlled crossings, traffic calming including a 20 mph zone and widening of footways.  Whilst a significant element of the scheme had been funded in 2009/10, it was unachievable within the financial year and therefore not delivered.  The other elements of the scheme were resubmitted for funding in 2010/11 but were unsuccessful due to limited WAG funding availability.  The works identified in the current bid would enhance sustainable travel and improve road safety for Llantwit Major residents and the Scheme would also assist with the Defence Technical College works proposed for St. Athan.  It was intended to resubmit the bid for 2011/12.  This scheme was prioritised at second place. 

 

(iii)       Dinas Powys Compendium - a Travel Plan was submitted in 2008/09 and 2009/10 but the bid was unsuccessful.  The costs of the scheme were £490k. and included works to widen footways, upgrade the signalised junction, drop kerbs for pedestrian crossing movements, a formal bus stop, a controlled lights crossing, a 20 mph zone, a shared footway / cycle path, new footways and street lighting.  These works were envisaged to improve access to the proposed Penarth Learning Centre as well as improve road safety for the residents accessing existing schools and facilities, including rail and bus stops.  This scheme was identified as Priority 3. 

 

(iv)       Fairfield Primary School - the Travel Plan had been undertaken by the school, and submitted to the Council for consideration in 2009.  The works identified included significant cycle infrastructure including cycle paths on various roads within Penarth that accessed the school plus cycle shelters, footpath upgrades, re-siting of the school gates and other minor improvements for the area to benefit the community.  The Council was currently implementing cycle routes in Penarth to link to Pont-y-Werin through the RTP.  The aspirations for the Cornerswell Ward of Penarth would enhance the proposed provision for the links to the town centre, Pont-y-Werin and Cardiff.  Some minor works were currently being funded from the Local Road Safety Grant budget 2010/11 (approximately £6k.). 

 

(v)        St. Helen's Primary School - the Travel Plan had been submitted by the school in 2008 and the works included protecting the pedestrian crossing and bus stops, some engineering works to the crossing together with warning signs and cycle shelters.  Some of the works had been funded by Local Road Safety Grant in 2009/10 as they had failed to be awarded any funding from the SRiC Grant allocation.  However, the bus protection markings and raised kerbs would be funded by the SEWTA RTP smaller schemes programme this year.  There were still some elements of the scheme un-funded including a cycle shelter, a meet and greet shelter and a further road narrowing to compliment the works recently carried out.  The total bid was approximately £50k. and was ranked at Priority 5. 

 

(vi)       Gwenfo Primary School - the school had submitted a Travel Plan in 2009 with aspirations for traffic calming measures and road safety improvements throughout Wenvoe.  The total costs of the works was approximately £285k., but the bid was unsuccessful.  Some of the work would be funded by Local Road Safety Grant 2010/11 and it was intended to resubmit the rest of the bid for funding in 2011/12.  This scheme was ranked at Priority 6. 

 

Other schemes that had been submitted last year, but were no longer required or were considered suitable for funding included:

 

(i)         St. Athan - the Travel Plan promoted a range of safety and sustainability measures that would benefit the existing community, but would also enhance the proposed DTC development at St. Athan.  S106 funding had been sought for measures where the DTC would have a direct impact, but where the DTC proposal had not contributed, 2010/11 Local Road Safety Grant would fund the scheme.

 

(ii)        Penarth Cycle Storage - funding would be sought from alternative sources via the Regional Transport Plan smaller schemes fund in 2011/12 if the opportunity arose. 

 

(iii)       Llancarfan School - whilst a comprehensive Travel Plan had been received, the only opportunity to bid for funding was to try to encourage the residents and pupils / parents who attended the school to use sustainable means of transport.  Therefore, a walking bus had been trialled from the pub car park and it was hoped that this would become a regular occurrence.  Cycle storage and road markings to encourage cyclists was proposed to form a bid for grant, but it was not intended to resubmit the bid this year.

 

It was very unlikely that WAG would be able to fund all of the bids and there had been a need to prioritise the Council's scheme before submitting to WAG.  However, whilst WAG would take the Council's priorities into account, there was no guarantee that these priorities would fit within the WAG agenda who could opt to fund whichever scheme they felt fit in accordance with their own agenda.  It was also reiterated that WAG had advised that the grant was totally dependent on the funding available, which would be subject to the U.K. Government's Comprehensive Spending Review, and agreed Assembly Budgets. 

 

With regard to the comments of Councillor Turner received as part of the Ward Member consultation process, the Cabinet Member for Planning and Transportation suggested that he meet on site with local Members for Fairfield School and that any comments made at the site visit be included within the Grant Bid.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T approval be given in principle to the contents of the 2011/12 Safe Routes in Communities bids as outlined in the report  but subject to any comments concerning the Fairfield Primary School proposals arising from the site visit between the Cabinet Member for Planning and Transportation and local Members, to enable the bid to be forwarded to the Welsh Assembly Government by 19^th October, 2010.

 

(2)       T H A T the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Planning and Transportation be granted delegated powers to approve the final details of the 2011/12 submissions.

 

(3)       T H A T a further report be presented to Cabinet outlining the results of the 2011/12 Safe Routes in Communities bids process via the Capital Programme reporting mechanism.

 

Reasons for decisions

 

(1)       To provide Cabinet with guidance on the proposed content of the 2011/12 Safe Routes in Communities bids to the Welsh Assembly Government and to ensure that the bids for 2011/12 reach the Welsh Assembly Government by 19^th October, 2010 deadline.

 

(2)       To enable the details of the bids to be finalised and forwarded to the Welsh Assembly Government by 19^th October, 2010.

 

(3)       To advise Members of the Council's Safe Routes in Communities award for 2011/12.

 

 

C1091                        MATTER WHICH THE CHAIRMAN HAD DECIDED WAS URGENT -

 

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

 

 

C1092                        APPOINTMENT OF LEA GOVERNORS ADVISORY PANEL -

Urgent by reason of the need to ensure compliance with the six month rule contained within the Policy for the appointment of LEA Governors

 

The following minutes of a meeting held on 12^th October, 2010 were submitted:

 

Present: Councillor A.D. Hampton (Chairman); Councillors: J. Clifford, Mrs. V.L. Ellis, Mrs. K.A. Kemp and M.R. Wilson.

 

Also present: Councillors Ms. M.E. Alexander, G.C. Kemp, Mrs. S.I. Sharpe and S.T. Wiliam.

 

 

(a)       Declarations of Interest -

 

Councillors A.D. Hampton, Mrs. V.L. Ellis, Mrs. K.A. Kemp, M.R. Wilson, and Ms. M.E. Alexander withdrew from those parts of the meeting where they themselves were Governors, or had applied to become a Governor.

 

 

(b)       Guidance Regarding Appointments Process -

 

RECOMMENDED -

 

(1)       T H A T the Guidance Notes regarding the Appointments Process be noted.

 

(2)       T H A T it be noted that Members were precluded from taking part in the consideration of vacancies at schools where they themselves were a Governor or they knew the applicant.  Substitutes were permitted in those cases.

 

 

(c)        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.

 

 

(d)       Applications for the Appointment of Current LEA Governors' Vacancies (Exempt Information - Paragraph 12) -

 

The Panel, having considered the criteria for the appointment of LEA Governors and the applications received,

 

RECOMMENDED - T H A T the following appointments be made:

 

School	Appointment
Albert Primary	Mrs. C. Laats
BarryComprehensive	Mr. D. Lloyd
Bryn Hafren Comprehensive	Councillor Mrs. J.E. Charles
ButeCottage Nursery	Mrs. J.L. Griffiths
Colcot Primary	Councillor Ms. M. Wright
CowbridgeComprehensive	Councillor T.H. Jarvie
Dinas PowysInfant	Mrs. S. Arthur
Eagleswell Primary	Mr J.E. Durrant and Mr. K.J. Geary
Evenlode Primary	Councillor A.C. Williams
FairfieldPrimary	Mrs. C. Laats
GladstonePrimary	Councillor Ms. M.E. Alexander and Councillor Mrs. P. Drake
High Street Primary	Mr. T. Edwards and CouncillorS.C. Egan
JennerParkPrimary	Mrs. D.A. Griffiths
Llandough Primary	Mr. J. Huish
Llanfair Primary	Mrs. S.M. Cox and Councillor Mrs. V.L. Ellis
Llansannor C/W Primary	Dr. A. Cooper
Pendoylan C/W Primary	No Appointment
Romilly Primary	Mrs. K. Evans
St.Athan Primary	Mrs. L. Fraser and Mrs. A.M. Little
St.Brides C/W Primary	Mr. A.J. Crowe
St.Nicholas C/W Primary	Mrs. E. Jones and Dr. N.V. Wellard
St.Richard Gwyn R/C Comprehensive	Mrs. K. Evans
Victoria Primary	Mr. P. Charles

 

- - - - -

 

RESOLVED - T H A T the recommendations be adopted.

 

Reason for decision

 

To give effect to the recommendations.

 

 

C1093                        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.

 

 

 

C1094                        PROCUREMENT OF FUTURE ANAEROBIC DIGESTION (AD) TREATMENT OF SEPARATELY COLLECTED KITCHEN FOOD WASTE FOR THE SOUTH WEST WALES REGIONAL HUB (VBS) (EXEMPT INFORMATION - PARAGRAPH 14) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cabinet received a report which:

 

·                         advised and updated of the progress that the South West Wales (SWW) Hub had made in procuring AD treatment of kitchen, biodegradable wastes and the necessity for the Council to decide whether to join in the Hub for future treatment or seek alternative future treatment provision

·                         sought approval to withdraw its interest in buying into the SWW Hubs procured treatment facility.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Council withdraw from the Anaerobic Digestion (AD) Procurement process for the South West Wales (SWW) Regional Hub.

 

Reason for decision

 

The SWW AD Treatment Hub does not represent the best value option for the Council's treatment of biodegradable food waste at this time.