CABINET
Minutes of a meeting held on 30th
March, 2011.
Present: Councillor G.C. Kemp
(Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors
Mrs. J.E. Charles, P. Church, A.M. Ernest, A.D. Hampton,
H.J.W. James, R.L. Traherne and Mrs. D.M. Turner.
Also present: Councillor R.F.
Curtis.
C1267
APOLOGY FOR ABSENCE -
This was received from Councillor G.A.
Cox.
C1268
MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 16th March, 2011 be approved as a correct
record.
C1269
DECLARATIONS OF INTEREST -
No declarations were received.
C1270
FINANCIAL INCLUSION (REF) (MINUTE NO. 789) -
The Scrutiny Committee (Housing and Public
Protection) had, on 12th January, 2011 considered a
report in respect of the above in response to a request for
consideration from Councillor R.F. Curtis. It was explained
that financial inclusion was about ensuring that everyone had
access to appropriate financial services and products, enabling
them to manage money on a day to day basis, plan for the future and
deal effectively with financial distress. The Principal
Trading Standards Officer had indicated that there were already
several agencies providing assistance to those suffering debt
hardship and associated health problems. The National
Assembly for Wales had recognised the need for financial inclusion
and financial education and had appointed Financial Inclusion
Champions to guide local authority financial inclusion
policies. The report outlined the benefits in terms of
supporting financial inclusion and embedding it within service
delivery across the Council in addition to the obvious benefits to
the recipients of that assistance.
It had been proposed that a partnership Group
be established, co-ordinated by the Council's Trading Standards
Section, charged with the responsibility of producing a Financial
Inclusion Strategy for vulnerable residents in the Vale. A
draft Financial Inclusion Strategy was in the throes of
preparation. The Committee had subsequently recommended the
following:
·
That the Head of Public Protection be requested through the
Financial Inclusion Partnership Group to prepare a joint Financial
Inclusion Strategy for the Vale of Glamorgan and that this be
presented to the Scrutiny Committee for future consideration and
for approval by the Cabinet.
·
That Cabinet be requested to identify suitable permanent office
accommodation in Barry from within the Council's existing building
assets for use by the Cardiff and Vale Credit Union.
·
That Cabinet be requested to raise the public's awareness of the
issues and risks relating to illegal money lending by publicising a
suitable campaign on the Council's website including appropriate
information and hyperlinks to assist the public to obtain advice
from the Cardiff and Vale Credit Union.
RESOLVED - T H A T the reference from the
Scrutiny Committee be noted and a report on the issues raised
submitted to Cabinet for detailed consideration.
Reason for decision
To allow detailed consideration.
C1271
PROVISION FOR PENARTH BOXING CLUB AND PENARTH GYMNASTICS CLUB AND
ST. PAUL'S COMMUNITY CENTRE (REF) (MINUTE NO. 996)
The Scrutiny Committee (Economy and
Environment) had, on 8th March, 2011, considered a
request for consideration from Councillor M.R. Wilson in which he
had
·
requested an extensive report on the physical condition of St.
Paul's Community Centre and what the Council could do to alleviate
the situation regarding the condition of the hall
·
asked what help, if any, had been given to the Boxing Club to find
an alternative suitable venue
·
expressed his concerns over the future of Penarth Gymnastics
Club.
Members of the Committee had visited the
Community Centre on 2nd March, 2011 and had received
representations from both the Boxing and Gymnastics Clubs on
8th March, 2011. The Scrutiny Committee
subsequently recommended:
·
That all relevant documentation in relation to the independent
survey into the condition of St. Paul's Church building be made
available to the Boxing Club in order that they would be able to
consider whether to commission their own independent survey.
·
That a replacement facility in the Penarth area be sought in due
haste.
Members of the Committee had also agreed that
the above recommendations should be submitted to Cabinet.
RESOLVED - T H A T the release of the
documentation referred to above be approved and that the second
recommendation of the Scrutiny Committee be noted.
Reason for decision
To have regard to the views of the Scrutiny
Committee.
C1272
INTERNAL COMMUNICATIONS STRATEGY (L) (SCRUTINY - CORPORATE
RESOURCES) -
Authority was sought for the endorsement of
the Internal Communications Strategy 2011 - 13 and associated
Action Plan as appended to the report. The Strategy set out
the Council's aims and objectives for its internal
communications. A major development since the last Strategy
had been developed was the inclusion of social media as an internal
communications channel for the first time. The previous
Strategy had been evaluated and targets set for the new
Strategy. The internal communications channels available to
the Council were detailed and an Action Plan for the first year of
the Strategy was included.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the Internal Communications Strategy 2011 - 13 be endorsed.
(2) T H A
T the work undertaken to deliver the previous Strategy successfully
be noted.
Reasons for decisions
(1) To
provide an effective base for the further development of the
Council's internal communications activities.
(2) To
acknowledge the success of the Council's internal
communications.
C1273
AUDITOR GENERAL FOR WALES: ANNUAL IMPROVEMENT REPORT JANUARY 2011
(L) (SCRUTINY - CORPORATE RESOURCES) -
The aforementioned report was attached at
Appendix A to the report. The Wales Audit Office (WAO)
Performance Assessment of the Council was contained in the WAO
Annual Improvement Report. The views previously expressed by
Cabinet in relation to the publication of the Corporate Assessment
as to its usefulness and value for money applied to the
aforementioned report. The WAO had also initiated a dialogue
on its future work, namely
·
proposals for 2011/12 Performance Work (consultation document and
Corporate Management Team comments attached at Appendix C)
·
local government audit fees (consultation document and Corporate
Management Team comments attached at Appendix D)
·
WAO grant strategy (consultation document and Corporate Management
Team comments attached at Appendix E).
It was noted that the theme running through
the Corporate Management Team's responses was the usefulness and
relevance of the work undertaken, its cost, and the value it adds,
CMT being of the view that particularly in the current financial
climate, there was a need for a cost effective and less process
orientated audit system which added value to the Council's
work. In response to questions as to the costs associated
with the production of the report and the use of the Council
officer time, the Chief Executive confirmed that the Auditor
General had been asked for a detailed breakdown of the costs and
the work proposed for next year. The estimated costs in
respect of officer time had not been quantified but could well
equate to those contained in paragraph 10 of the report.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the contents of the report be noted.
(2) T H A
T the report be referred to the Audit Committee.
Reasons for decisions
(1&2) To keep Cabinet apprised.
C1274
CONSULTATION ON PROPOSED PRIVATE SECTOR HOUSING RENEWAL POLICY 2011
- 14 (HCS) (SCRUTINY - HOUSING AND PUBLIC PROTECTION)
-
A review of the Housing Renewal Policy 2005-8
(which would expire on 31st March, 2011) had been
undertaken and a draft Housing Renewal Policy 2011-13 and Executive
Summary were appended to the report. Consultation on the
draft Policy would be based on changes to the policy tools and the
introduction of a Renewal Area in the Castleland Ward. The
policy statements in the draft Policy had been reviewed and amended
to reflect the proposed changes. Whilst new studies had been
undertaken since the last Policy was adopted in 2005, the
priorities of the draft Policy remained the same. In light of
growing pressure on resources and the results of the new research,
the policy tools the Council produced to deliver improvements in
the private sector had been reviewed and amended accordingly.
Consultation would take place on the changes to policy tools
through presentations to such groups as the Scrutiny Committee
(Housing and Public Protection), Castleland Communities First and
letters to all partners or interested groups to include Care and
Repair, housing associations and landlords.
On completion of the consultation a further
report would be submitted to Cabinet. It was noted that
without the adoption of a Housing Renewal Policy the Council would
be unable to approve, process or pay assistance for Disabled
Facility Grants. In order, therefore, to ensure continuity of
service until the 2011-13 Policy was adopted, the Housing Renewal
Policy 2005-8 would remain in place as Council Policy.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T consultation be carried out on the draft Housing Renewal Policy
2011-13 and the matter referred to the Scrutiny Committee (Housing
and Public Protection).
(2) T H A
T the Housing Renewal Policy 2005-8 remain in force until the
adoption of the proposed Housing Renewal Policy 2011-13.
Reasons for decisions
(1) To
obtain feedback from Council stakeholders, interested bodies and
the public on the draft Policy.
(2) To
enable continuity of service to existing applicants for Disabled
Facilities Grant being progressed while the draft Policy is being
consulted on and recommended for adoption.
C1275
RESOLUTION TO CEASE THE PENARTH CENTRAL RENEWAL AREA (HCS)
(SCRUTINY - HOUSING AND PUBLIC PROTECTION) -
Authority was sought to obtain a resolution to
declare that the Penarth Central Renewal Area should cease from
31st March, 2011 under Section 95 of the Local
Government and Housing Act 1989. The legislation also
required the Council to inform local residents of the decision and
the end of the Renewal Area.
It was recognised that the Renewal Area had
been a success and a review of the work completed in the area was
appended to the report. The final stages of completing the
Group Repair Schemes were underway with completion anticipated
during 2011/12. The Penarth Central Renewal Area office had
been closed on 25th February, 2011 and staff relocated
to the Civic Offices. In addition to a newsletter having been
sent to residents of the Renewal Area a small statement was also
sent to the Penarth Times which stated that the office would close
and detailed the new contact numbers.
This was a matter for Executive decision.
RESOLVED - T H A T the Penarth Central Renewal
Area shall cease to be a Renewal Area on 31st March,
2011.
Reason for decision
To end the Penarth Central Renewal Area status
formally following completion of the scheme in accordance with the
Local Government and Housing Act 1989 (Part VII).
C1276
SURPLUS ASSETS: PUBLIC CONVENIENCES (VBS) (SCRUTINY - ECONOMY AND
ENVIRONMENT) -
The public conveniences identified in the
report had all been closed since April 2000. The continued
retention of those buildings would result in ongoing operational
and financial implications in terms of continuing maintenance and
security. It was considered that a number of the sites might
have potential for private development and could be marketed
appropriately. Others, however, might require to be cleared
and returned to their original ground conditions. The cost of
undertaking that work could be off-set by any capital receipts
received.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the following public conveniences and the land on which they were
located be declared surplus to the Council's requirements:
Friars Road, Barry Island; Slon Lane,
Ogmore-by-Sea; and Higher End, St. Athan.
(2) T H A
T the Director of Finance, ICT and Property in conjunction with the
Director of Legal, Public Protection and Housing Services be
authorised to arrange for the disposal of the above by the most
appropriate means.
(3) T H A
T the Director of Legal, Public Protection and Housing Services be
authorised to prepare, complete and execute all the necessary
paperwork to effect the disposals.
Reasons for decisions
(1) In the
interest of effective asset management.
(2) To
realise the maximum benefits from the disposal of the assets.
(3) In
order to complete the sales.
C1277
COGAN PRIMARY SCHOOL, PENARTH - ENCLOSURE OF PLAYING FIELD INTO
SCHOOL SITE (ELL) (SCRUTINY - LIFELONG LEARNING) -
Authority was sought to enclose land under the
remit of Learning and Development but currently used under
agreement by Parks and Open Spaces as playing field to increase the
external learning areas of Cogan Primary School. The land in
question currently formed part of the Cogan Playing Fields.
Strictly speaking, therefore, the land did not require to be
appropriated to Learning and Development nor a statutory public
consultation process under Section 122 (2B) of the Local Government
Act 1972 required. It was considered, however, that an
informal consultation process would be carried out to inform all
interest parties of the proposals prior to enclosing the land and,
if necessary, consideration would be given to any objections
received.
Cogan Primary School would fund the costs
associated with the consultation process and the erection and
maintenance of a ball catch fence to a height agreed with Parks and
Open Spaces to enclose the land if transferred. Once
enclosed, grounds maintenance costs associated with the land would
transfer from Parks and Open Spaces to Cogan Primary
School.
This was a matter for Executive decision.
RESOLVED - T H A T for the reasons given in
the report, the Director of Legal, Public Protection and Housing
Services be authorised to give notice of the Council's intention to
enclose an area of the playing fields adjacent to Cogan Primary
School and currently within the remit of the Department of Learning
and Development for the purpose of extending the play area at the
school, and that, subject to no objections being received, the
Director of Learning and Development be authorised to enclose the
land identified in Appendix A to the report into the Cogan Primary
School site.
Reason for decision
To have regard to the fact that despite the
land in question being within the remit of Learning and Development
it is used as playing fields by local residents and sports teams
and to increase external learning provision for Cogan Primary
School.
C1278
WELSH MEDIUM PRIMARY SCHOOL ADMISSION ARRANGEMENTS 2011/12 AND
2012/13 ACADEMIC YEAR (ELL) (SCRUTINY - LIFELONG LEARNING)
-
Details were presented of the conclusion of
the Council's statutory consultation exercise on school admission
arrangements for the two new Welsh Medium Community Primary Schools
located in Barry and Llantwit Major in accordance with the New
School (Admissions) (Wales) Regulations 2006. It was noted
that the local authority had a statutory duty to consult on school
admission arrangements for the two new schools. The School
Admissions Policy and catchment areas maps had been issued for
consultation on 13th December, 2010 to headteachers and
governing bodies of all primary schools and neighbouring local
education authorities with responses required by 17th
January, 2011.
The only comments received in response to the
consultation exercise had been received from the governing body of
Ysgol Iolo Morgannwg which was supportive of the proposals but
required clarification in terms of school catchment areas and
school transport. The local authority had responded
accordingly.
This was a matter for Executive decision.
RESOLVED - T H A T the Welsh Medium Primary
Schools Admissions Policy, as appended to the report, for the
2011/12 and subsequent school years and the proposed revised
catchment areas for Welsh Medium Primary Schools, also appended to
the report, be approved.
Reason for decision
Cabinet is required to determine admission
arrangements for the new primary schools.
C1279
VALE OF GLAMORGAN YOUTH SERVICE STRUCTURE (ELL) (SCRUTINY -
LIFELONG LEARNING) -
The current youth service structure had been
in place for some eight years and, whilst it had supported local
delivery arrangements, it had not enabled the service to respond
effectively to the changing needs of young people. It was
considered essential for the service to deliver services in a more
strategic and operational manner which could be monitored and
evaluated effectively, linked with national and corporate
priorities. The proposed restructure would create the
following three themes within the service:
·
inclusion and development - to develop provisions specifically for
the most vulnerable and under-represented groups
·
curriculum and assets - to develop an accessible, exciting, safe
and challenging curriculum in which all young people want to
participate
·
partnership and quality - making sure that the service and its
partners were achieving outcomes and developing services with
community engagement.
Those themes would be led by officers with
specific county wide responsibilities in addition to their line
management roles. Further details in respect of those roles
were contained within the report. The proposed restructure
would result in a reduction in staff equating to 6 full time
equivalents (FTE). Withdrawing direct support from the
Voluntary Sector would have implications for those groups although
it was noted that the service would endeavour to maintain support
in other ways. The reconfiguration of the service would mean
that staff would need to apply for new posts.
Currently the service received a revenue grant
from WAG used to support mobile provision VPod (£30k.), the Welsh
medium youth provision (£10k.) and the management of information
system QES (£9.8k.). Whilst the service had received an
indication from WAG that the funding would continue attention was
drawn to the fact that, if it did not, there was a risk that the
restructure as proposed could have to address further cost
pressures. The proposed restructure would enable the service
to make a saving of £113,764.
The Cabinet Member confirmed that the service
would maintain the current level as far as possible given the
resources currently available. The Director indicated that an
Equality Impact Assessment had been undertaken and that core
services would be sustained.
This was a matter for Executive decision.
RESOLVED - T H A T the structural changes as
outlined in Appendix A to the report be adopted.
Reason for decision
To enable the Youth Service to continue to
operate effectively within available budgets
C1280
SEVERN ESTUARY PARTNERSHIP 2011/12 MEMBERSHIP CONTRIBUTION (PT)
(SCRUTINY - ECONOMY AND ENVIRONMENT) -
Authority was sought to approve the Council's
2011/12 membership contribution to the Severn Estuary Partnership
(SEP). Continued membership of the SEP was considered
important as its independent status and wide ranging membership
played a vital role in ensuring a co-ordinated approach to
proposals which affected the future of the Estuary. The SEP
employed a project officer, one full time and one part time
assistant and was overseen by a management group drawn from the
major funding partners. The Cabinet Member for Planning and
Transportation was the Council's current appointed representative
on the SEP Joint Advisory Committee.
This was a matter for Executive decision.
RESOLVED - T H A T the membership contribution
of £2,963 towards the 2011/12 membership of the Severn Estuary
Partnership be approved.
Reason for decision
To ensure the continued involvement of the
Council as a key estuary partner in the SEP for 2011/12.
C1281
TRANSPORT GRANT (SAFE ROUTES IN COMMUNITIES (SRiC) GRANT) 2011/12:
ACCEPTED EXPENDITURE (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT)
-
On 16th March, 2011 the Council had
received an offer from WAG to fund three elements of the bid for
transport grant in respect of Barry Comprehensive School to the sum
of £280k.
The works included the extension of
walking/cycling infrastructure at three locations in the Colcot
area. Whilst the sum was lower than that received in previous
years, the amount available to the WAG to offer to Councils had
also significantly reduced. Attention was drawn to the fact
that the Vale of Glamorgan was in fact the second highest
beneficiary of transport grant within the SEWTA Consortium.
Funding for other transport schemes had been bid for through the
Regional Transport Plan process but WAG had not released the
outcome of the submission bid through SEWTA as yet. An
announcement was anticipated by the end of March 2011 and would
include Local Road Safety Grant funding allocations for
2011/12. A further report would be submitted to Cabinet once
an offer had been received. Members expressed disappointment
at the lateness of the announcement which would impact adversely
upon the Council's ability to expend any such award in the current
financial year.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the Transport Grant award of £280k. from WAG for Safe Routes in
Communities schemes in the Colcot Area be noted.
(2) T H A
T WAG's offer of £280k. Transport Grant funding for 2011/12 be
accepted.
(3) T H A
T the Urgent Decision Procedure as set out in Article 13 of the
Council's Constitution be implemented in view of the need to meet
the WAG deadline of 31st March, 2011.
Reasons for decisions
(1) To
advise Members of the 2011/12 Transport Grant award from WAG.
(2) To
formalise the acceptance by the Director of Environmental and
Economic Regeneration of WAG's offer of £280k. for the Vale of
Glamorgan Council for 2011/12.
(3) To
meet the required deadlines set by WAG.
C1282
FEES AND CHARGES - COUNTRYSIDE SERVICE (TL & EDR) (SCRUTINY -
ECONOMY AND ENVIRONMENT) -
Approval was sought to set the fees levied for
services provided at Dyffryn Gardens and Arboretum, Cosmeston Lakes
and Porthkerry County Parks and the Heritage Coast Centre.
With regards Cosmeston Medieval Village,
reference was made to the proposed fundamental changes to the
operation of the medieval village which would be the subject of
consultation prior to a final decision being made. The
changes proposed until that time were appended to the report.
In relation to the Country Parks it was noted
that many charges had been changed to reflect inflation and VAT
increases only. Charges for educational activities had been
reviewed to differentiate between Vale schools and those using the
service from other areas, reflecting the fact that the service was
subsidised by the Council.
The limited charges made in respect of the
Glamorgan Heritage Coast Centre were also appended to the
report. Of particular note, the proposed new charge for the
bunkhouse accommodation had been increased to bring it into line
with market forces.
Last year, Cabinet agreed charges in respect
of Dyffryn not only for 2010/11 but also for 2011/12 in part.
Some of those previously agreed had been further reviewed, in
particular the 'out of season' main entry charge had been
reconsidered. Given on-site improvements, it was proposed
therefore that the out of season main charge be raised to around
three quarters of the full price. In 2012/13 it was proposed
that there should be no seasonal variation, the position would be
reviewed early in 2012.
Particular reference was made to the level at
which filming charges had been determined, Members agreeing that it
should be made clear to potential film makers that the charges
quoted were only the minimum charges to be levied and were subject
to negotiation.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the charges detailed in Appendices A, B, C and D to the report be
approved for implementation in April 2011.
(2) T H A
T all charges set be the maximum cost with officers having the
ability to reduce for promotions etc., in consultation with the
relevant Cabinet Member.
Reasons for decisions
(1) To
reflect costs and market conditions.
(2) To
allow prices to be used as a marketing tool.
C1283
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 item of business on the grounds
that it involves 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.
C1284
WASTE MANAGEMENT CONTRACTS (RESIDUAL WASTE) AWARD OF CONTRACTS
(VBS) (EXEMPT INFORMATION - PARAGRAPH 14) (SCRUTINY - ECONOMY AND
ENVIRONMENT) -
The existing residual waste contract with
Biffa Waste Services Ltd. for the land filling of black bag waste
would expire on 31st March, 2012. Cabinet was
asked, for the reasons set out in the report, to consider a further
extension of that contract.
This was a matter for Executive decision.
RESOLVED - T H A T the extension of the existing contract up to
31st March, 2016 be approved and that the Director of
Legal, Public Protection and Housing Services be authorised to
agree the extension with Biffa for residual waste disposal until
31st March, 2016.
Reason for decision
To ensure the security of residual waste
disposal arrangements for the Council until the opening of the
Prosiect Gwyrdd facility and to eliminate the need for the Council
to carry out a further procurement process in 2012.