Welcome to the
Vale of Glamorgan Council

CABINET

 

Minutes of a meeting held on 20^th July, 2011.

 

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.

 

 

C1377                        MINUTES -

 

RESOLVED - T H A T the minutes of the meeting held on 6^th July, 2011 be approved as a correct record.

 

 

C1378                        DECLARATIONS OF INTEREST -

 

The following Members declared interests in Agenda Item No. 9 - Grants to Community / Voluntary Organisations 2011/12 as indicated below.  Those Members indicating a personal and prejudicial interest vacated the room during consideration of the entire report.

 

Councillor	Application	Nature of Interest
Mrs. J.E. Charles	Barry YMCA   Merchant Navy Association   Memorial Hall and Theatre Trust	Council representative   Personal   Personal
P.A. Church	Patron of PODS	Personal
A.M.  Ernest	Merchant Navy Association   The Penarth Society   Music in the Vale   South Glamorgan Raynet (emergency radio network)	Personal   Personal   Council representative   Personal
A.D. Hampton	Cambrian Educational Foundation for Deaf Children   St. Nicholas Community Association   Barry YMCA	Dispensation     Personal     Personal

 

H.J.W. James	Rhoose Lifeguard Club   The Llancarfan Society   Llancarfan and District Community Association   VOG Band   Rhoose Community Hall Association	Personal   Personal   Council representative     Personal   Council representative
G.C. Kemp	Llancarfan and District Community Association   Music in the Vale   Rhoose Community Hall Association	Council representative     Council representative   Council representative
R.L. Traherne	Ambassador for the Cardiff East Vale Girl Guide Association   Vice-President Scout Council Cardiff and Vale Area	Personal       Personal

 

 

C1379                        SALE OF LAND AT WICK ROAD, LLANTWIT MAJOR (L) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

L.Y. lived adjacent to the land in question and had, in the past, tendered for the land in order to graze animals.  L.Y. had confirmed that he intended to rear stock on the land and that he was willing to pay market value together with any costs associated with the purchase.  L.Y. had also stated that he was agreeable to the Council restricting the use of the land to agricultural purposes.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the land at Wick Road, Llantwit Major, as shown on the plan appended to the report, be declared surplus to the Council’s requirements.

 

(2)       T H A T the Director of Environmental and Economic Regeneration be authorised to instruct the Director of Finance, ICT and Property to dispose of the land to L.Y. on terms and conditions to be agreed in consultation with the Director of Legal, Public Protection and Housing Services and the Leader.

 

(3)       T H A T the Director of Legal, Public Protection and Housing Services be authorised to execute all necessary documentation in order to complete the sale.

 

Reasons for decisions

 

(1)       To allow the sale to proceed.

 

(2)       To ensure that the Council’s position is protected in the terms agreed.

 

(3)       To effect completion of the disposal.

 

 

C1380                        CAPITAL MONITORING: 1^ST APRIL - 31^ST MAY, 2011 (L) (SCRUTINY - ALL) -

 

Appendix 1 detailed financial progress on the Capital Programme as at 31^st May, 2011.  Appendix 2 provided non-financial information on capital schemes with a budget of over £100,000.  Further details were contained within the report under the headings of:

 

·                    Director of Learning and Development

·                    Director of Legal, Public Protection and Housing Services

·                    Director of Environmental and Economic Regeneration.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the following changes to the Capital Programme be approved:

 

·                    Castleland Renewal Area Office - increase the 2011/12 Capital Programme by £975,000 funded from Welsh Government grant.

·                    Rights of Way Improvement Plan - increase the 2011/12 Capital Programme by £33,169, funded from CCW grant.

·                    Coastal Access Improvement Plan - increase the budget by £15,100, funded by increased grant funding and in-kind contributions.

·                    Community Centres’ doors, windows and fascias - £5,000 of the budget to be used for a fire alarm at Castleland Community Centre.

 

 (2)      T H A T the Director of Finance, ICT and Property, in consultation with the Cabinet Member responsible for Finance, be authorised to make additions, deletions or transfers to or from the 2011/12 Education capital budgets with a value of less than £100,000 as appropriate.

 

Reasons for decisions

 

(1)       To allow schemes to be undertaken in this or future financial years.

 

(2)       To enable the smaller Education capital budgets to be managed efficiently.

 

 

C1381                        REVENUE MONITORING: 1^ST APRIL - 31^ST MAY, 2011 (L) (SCRUTINY - ALL) -

 

The projected outturn for the 2011/12 Revenue Budget was for a balanced budget.  A virement of £1.869m. from the Education and Schools (Strategy and Performance) budget to the Environmental and Economic Regeneration Directorate (Planning and Transportation) budget had been taken account of in the appendix attached to the report to more accurately reflect accountability and delivery responsibilities for Mainstream Transport.  A virement of £204k. from the Catering budget to Education and Schools (Strategy and Performance) had also been taken account of in the attached appendix in order to simplify accounting arrangements.  Furthermore, a virement of £35k. from Children’s Services and £74k. from Service Strategy to Adult Services (£109k.) had been taken account of in the aforementioned appendix in order to reflect the recharge from the Service Strategy heading to the individual budget heads.  It was noted that the forecast was for a balanced budget on the Housing Revenue Account. 

 

This is a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposed virements as indicated in paragraphs 4, 5 and 6 of the report (and outlined above) be approved.

 

(2)       T H A T the position with regard to the Authority’s 2011/12 Revenue Budget be noted.

 

Reasons for decisions

 

(1)       The virements will ensure budgets more accurately reflect accountability and delivery responsibilities for mainstream transport, simplifying accounting arrangements and to reflect a recharge.

 

(2)       That Members are aware of the projected revenue outturn for 2011/12.

 

 

C1382                        CLOSURE OF ACCOUNTS 2010 - 11 (L) (SCRUTINY - CORPORATE RESOURCES) -

 

The report contained details of the provision financial position of the Council for the 2010/11 financial year under the following headings:

 

·                    General Fund

·                    Housing Revenue Account

·                    Insurance Fund

·                    Trading Operations

·                    Capital

·                    Reserves.

 

Appendix 1 to the report amended the revised estimates to take account of certain accounting adjustments which had been made to service budgets as outlined in paragraph 6 of the report.  Details in respect of the Housing Revenue Account were shown at Appendix 2, indicating a working balance of £11,375k.  The main reasons for the variances were contained within paragraph 57 of the report.  Details in relation to the Insurance Fund were shown in paragraphs 58 and 59 of the report, which indicated a closing balance of £4,016k.  The provisional figures for the Trading Services showed an overall gross surplus of £180k. as explained in paragraphs 60 to 62 of the report.  The overall position on the 2010/11 Capital Programme was a net underspend of £3,662,000 once various overspends had been funded.  Details were contained within the report and also at Appendix 3.  Attached at Appendix 6 to the report was a schedule showing the Council’s reserves as at 31^st March, 2011. 

 

The following matters were referred to within paragraphs 74 to 81, which related to the resource implications:

 

·                    an increase in the General Reserve from £7.007m. to £7.858m.

·                    an underspend on the revised Capital Programme 2010/11 of £3,662,000

·                    details as to how the Capital Programme was financed in 2010/11

·                    General Capital Funding

·                    Capital Receipts

·                    Major Repairs Allowance.

 

Particular attention was drawn to the fact that given the further cuts in capital funding forecast for the coming years, it was vital that all uncommitted capital expenditure be retained for future use on prioritised schemes.  As such, Directorates had been informed during 2010/11 that whilst committed capital schemes would be allowed slippage, those which were not contractually committed would not be funded.  Details were also contained within the report of the total costs of major projects over £300,000 and over one year in length. 

 

Where relevant, recommendations would be forwarded to Council for approval. 

 

RESOLVED -

 

(1)       T H A T the following capital budgets be amended in 2011/12 to reflect slippage and that amendments be referred to Council for approval:

 

 

(2)       T H A T the following budgets be amended in 2012/13 to reflect slippage and that they be referred to Council for approval:

 

 

(3)       T H A T the remainder of the report and the financial measures taken and proposed be approved.

 

Reasons for decisions

 

(1)       To approve and refer to Full Council amendments to the 2011/12 Capital Programme due to slippage.

 

(2)       To approve and refer to Full Council amendments to the 2012/13 Capital Programme due to slippage.

 

(3)       To approve the remainder of the report and the financial measures taken and proposed.

 

 

C1383                        TREASURY MANAGEMENT (L) (SCRUTINY - CORPORATE RESOURCES) -

 

Treasury management was defined as “the management of the local authority’s investments and cash flows, its banking, money market and capital market transactions; the effective control of the risks associated with those activities; and the pursuit of optimum performance consistent with those risks”.

 

The report covered:

 

·                    the economy / interest rates in 2010/11

·                    the strategy for 2010/11

·                    borrowing outturn for 2010/11

·                    investment outturn for 2010/11

·                    compliance with treasury limits and Prudential Indicators.

 

It was noted that the Director of Finance, ICT and Property had continued to adopt a cautious approach, the Council’s primary objectives for the management of its investments being to give priority to the security and liquidity of its funds before seeking the best rate of return.  Further details in respect of each of the above were contained within the report. 

 

The report would be forwarded to Council for approval.

 

RESOLVED - T H A T the report on Treasury Management 2010/11 be accepted and referred to Council.

 

Reason for decision

 

To accept and refer the report to Council.

 

 

C1384                        GRANTS TO COMMUNITY / VOLUNTARY ORGANISATIONS 2011/12 (L) (SCRUTINY - CORPORATE RESOURCES) -

 

The applications received for the award of grants and the recommended grant in respect of each were shown at Appendix A to the report.  The scheme’s Eligibility and Decision Criteria were set out at Appendix B to the report. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the grants be awarded as set out in Appendix A to the report with the exception of those referred to at (2) and (3) below.

 

(2)       T H A T the grant proposed in respect of Colcot Sports Amateur Boxing Club be increased to £500.

 

(3)       T H A T no grant be awarded to The Intersensory Club at this time since no business plan had been received.

 

Reasons for decisions

 

(1)       To award grants in accordance with the approved scheme.

 

(2)       To have regard to the amount requested and recognise the achievements of the Club.

 

(3)       No business plan had been submitted and to allow the Club to be informed that any future application would be considered.

 

 

C1385                        REVIEW OF OCCUPATION AGREEMENTS DATA (L) (SCRUTINY - CORPORATE RESOURCES) -

 

By way of background it was explained that the Council held circa 2,500 deed packets containing agreements relating to all manner of proprietary or other interests in land or property.  Following a review of the 2,500 deed packets by the Council’s Estate Section, it had been established that all but 15 of the agreements held were referenced on the Asset Management database.  It had also been noted that the majority of those 15 agreements not noted on the Asset Management data base related to wayleave agreements for statutory undertakers which might or might not still be extant.  The review could not highlight any informal occupation arrangements that were not covered by formal written agreement and the Asset Management Group had been requested to confirm that there was no informal occupation of properties which they were aware of.  Should there be any informal occupation arrangements arising out of feedback from the Asset Management Group, it was noted that those would be reported separately to Cabinet with recommendations for formalising the same if appropriate.  It was also noted during the review that there were a number of agreements with statutory undertakers where the undertakers had apparatus (kiosks / sub stations / underground pipe work / cables) on Council land and it was proposed that discussions be commenced with each of the statutory undertakers to ascertain whether all of the agreements relating to each type of equipment / agreement could be incorporated into one omnibus agreement which would potentially allow the Council to make savings in relation to the management of the same.  It was noted that the additional data captured as a result of the review also provided an opportunity to populate further fields within the Asset Management database.

 

Paragraph 7 of the report highlighted some useful actions which had been identified as a result of the review which, it was anticipated, could be commenced immediately.  It was recognised that the efficient management of the Council’s property database of assets was important in order to protect the Council’s interests.  It was important, therefore, that no contact was made direct to landowners / landlords in respect of those matters except by the Council’s Estate Section or at least with prior consultation with the Estates Section; no negotiations or discussions relating to the leasing or purchasing of land with third parties were to be undertaken by officers other than from the Estates or Legal Sections; and no occupation of Council owned land / property was to take place without Estates and / or Legal involvement from the commencement of any discussions.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the completion of the review of occupation agreements and data undertaken by the Estates Section be noted.

 

(2)       T H A T the recommendations arising out of the review be noted.

 

(3)       T H A T the Director of Finance, ICT and Property, in consultation with the Director of Legal, Public Protection and Housing Services, be authorised to enter into discussions with the Statutory Undertakers to establish whether there would be a cost benefit in transferring all existing agreements into an omnibus agreement with each Statutory Undertaker.

 

(4)       T H A T the Director of Legal, Public Protection and Housing Services be authorised to draft, complete and execute any necessary agreements with Statutory Undertakers if deemed appropriate following discussions.

 

(5)       T H A T the Director of Learning and Development report back to Cabinet during September 2011 to update Cabinet on progress made with finalising the lease of the IT Skills Centre to Cardiff and Vale College.

 

(6)       T H A T the Director of Environmental and Economic Regeneration, in consultation with the Directors of Finance, ICT and Property and Legal, Public Protection and Housing Services, deal with the informal occupations at Dyffryn Gardens as part of the lease transfer process to the National Trust.

 

Reasons for decisions

 

(1)       In order that Cabinet is aware of the review and its purpose.

 

(2)       In order to progress with recommendations.

 

(3)       In order that efficiencies can be identified wherever possible.

 

(4)       In order to complete any documentation required.

 

(5)       In order that Cardiff and Vale College’s occupation of Council property is regularised at the earliest opportunity.

 

(6)       In order to regularise the position prior to lease transfer.

 

 

C1386                        MEDIUM TERM FINANCIAL PLAN 2011/12 TO 2014/15 AND BUDGET STRATEGY 2012/13 (L) (SCRUTINY - CORPORATE RESOURCES) -

 

The draft Medium Term Financial Plan was appended to the report covering, for revenue, the period 2011/12 to 2014/15 and, for capital, 2011/12 to 2015/16.  It was noted that the purpose of the Plan was to inform Members and to suggest a way of dealing with the future financial pressures facing the Council.  The 2011/12 Settlement had seen a reduction in this Council’s funding through Revenue Support Grant of £1.796m. and, taking into account inflation and other cost pressures, that resulted in an overall revenue shortfall of £7.24m. for 2011/12 alone and an estimated £17.8m. to 2013/14.  In February 2011, the Council had agreed to adopt a financial strategy including the setting of savings targets to 2013/14 as well as other measures and issues to address the estimated shortfall.  For the period 2011/12 to 2013/14 those totalled £12.617m. (£17.768m. including schools).  Of that amount, £5.789m. (£8.14m including schools) was required to balance the 2011/12 budget.  The balance of savings required was allocated over the remaining years to 2013/14.  The strategy was based upon indicative figures from the Settlement and forecasts of future cost pressures.  After allocating resources to schools in line with the Welsh Government (WG) minimum funding increase, a further £1.47m. (£3.06m. including schools) remained to be found by 2014/15.  Further details in respect of the additional saving targets were contained within the report as outlined below:

 

Annual Efficiency Savings Targets	2011/12	2012/13	2013/14	2014/15	Total
	£000	£000	£000	£000	£000
Learning & Development (excl schools)	642	1,040	244	257	2,183
Social Services	1,634	754	1,847	1,333	5,568
Environmental & Economic Regeneration	1,744	1,089	725	297	3,855
Legal, Public Protection & Private Housing	590	69	18	83	760
Finance, ICT, Property, HR	830	48	0	101	979
Chief Executive (incl YOS)	349	288	38	62	737
Total Required for the Year	5,789	3,288	2,872	2,133	14,082

 

The Budget Strategy for 2012/13 was detailed in Section 9.2 of the Plan and outlined that, in order to establish a baseline, services should prepare initial revenue budgets for next year based on the cost of providing the current level of service together with any approved policy decisions and including any net savings target.  That meant that the cost of price increases and pay awards should be included.  Having regard to the fact that increases to budgets approved during the course of the financial year could restrict the freedom the Council had to allocate its resources during the following budget cycle, it was proposed that Directors be instructed to prepare initial revenue budgets for 2012/13 in accordance with a timetable agreed by the Director of Finance, ICT and Property.  Preparation should be on the following basis:

 

·                    capital charges, central accommodation costs and central support costs to be estimated centrally

·                    services to prepare baseline budgets on current service levels as set out in the 2011/12 final revenue budget report

·                    budgets to be broken down subjectively and objectively in as much detail as deemed appropriate by the Director of Finance, ICT and Property

·                    budget reports to include revised estimates for 2011/12

·                    full account to be taken of the revenue costs, other than debt charges, of new capital schemes coming into use

·                    minimum efficiency and other savings targets to 2014/15 as detailed in the Medium Term Financial Plan of £8.3m. (excluding schools).  Any savings made directly by services over and above individual service targets to count towards future efficiency saving targets.

 

This is a matter for Executive decision although the Council must approve the final 2012/13 budget proposals.

 

RESOLVED -

 

(1)       T H A T:

 

·                    the contents of the draft Medium Term Financial Plan for 2011/12 to 2014/15 be approved

·                    the revised total savings targets per Directorate as detailed at paragraph 9 of the report be approved

·                    Directors be required to report back by 16^th November 2011 on progress in identifying areas for savings to meet the revised targets together with the implications for future service delivery

·                    the Budget Strategy for 2012/13, including the requirement for Directors to prepare initial revenue budgets for 2012/13 in accordance with a timetable agreed by the Director of Finance, ICT and Property, be approved

·                    the following timetable for the 2012/13 budget process be approved:

 

 

Timetable for 2012/13 Budget Process	To be completed no later than
Cabinet consider the initial budget proposals	16th November 2011
Lead Scrutiny Committee responds to consultation and makes comments on budget proposals	20th December 2011
Cabinet make its final proposals on the budget	29th February 2012
Meeting of Council to consider budget and Council tax resolution	7th March 2012

 

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

 

Reasons for decisions

 

(1)       To facilitate the integration of medium term financial planning into the corporate planning process and enable the 2012/13 budget process to be commenced.

 

(2)       To allow for scrutiny of the medium term financial planning process.

 

 

C1387                        EQUALITY AND DIVERSITY SCHEME, ACTION PLAN AND EQUALITY IMPACT ASSESSMENT (HRE) (SCRUTINY - CORPORATE RESOURCES) -

 

Authority was sought of the Equality and Diversity Scheme, Action Plan and the Equality Impact Assessment following external consultation on each.  Copies of all of the aforegoing were appended to the report.  For a number of years the Council had in place separate race, gender and disability equality plans in response to numerous pieces of legislation and the associated public sector duties.  That legislation had been harmonised and strengthened in the Equality Act 2010 and, furthermore, the public sector equality duties effective in Wales from 1^st April 2011 recommended one strategic equality plan.  In order to comply with that public sector duty to have a strategic equality scheme in place no later than 2^nd April 2012, twelve months had been allowed to give public authorities the opportunity to develop equality objectives and any other necessary arrangements.  It was considered that the single equalities scheme would assist in maintaining momentum on work in that area.  In line with the Council’s public sector duties, equality objectives would be developed in consultation with local residents and arrangements reviewed in the forthcoming year.  It was further considered that a single scheme provided a streamlined approach with the added benefit of being able to tackle multi-strand issues. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the Equality and Diversity Scheme, Action Plan and Equality Impact Assessment be approved.

 

Reason for decision

 

To establish an approved single Equality and Diversity Scheme and Action Plan.

 

 

C1388                        REVISED WELSH LANGUAGE SCHEME 2011 - 2014 (HRE) (SCRUTINY - CORPORATE RESOURCES) -

 

The purpose of the report was to update the current Welsh Language Scheme and to produce an action plan for the next three years in accordance with the Welsh Language Act 1993.  The updated Scheme and action plan were appended to the report and it was noted that most of the actions had been completed from the previous scheme.  Where that had not been possible, they had been carried forward. 

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the report be approved and submitted to the Welsh Language Board for approval.

 

Reason for decision

 

In order to produce a revised Welsh Language Scheme.

 

 

C1389                        JOB EVALUATION / EQUAL PAY (HRE) (SCRUTINY - CORPORATE RESOURCES) -

 

The report detailed the progress of the job evaluation / equal pay exercise and the work undertaken since the “no” vote in the trade union ballot in April 2011.   Meetings had been ongoing since the outcome of the ballot with the recognised trade unions and it was estimated they would continue until the beginning of September 2011.  The purpose of the meetings was to explore the concerns as raised by the trade unions and to consider the necessity and scope for refining the proposals.  The meetings had been constructive to date and the recognised trade unions had been clear and helpful in identifying the main areas of concerns as raised by the trade union members.  Those concerns included:

 

·                    the impact of job evaluation on certain occupational groups

·                    the effect on some staff of the reduction in weekend allowances

·                    the equity of certain evaluation outcomes

·                    the size of the financial investment in relation to the new pay structure.

 

As indicated previously, it was considered important that a careful balance was struck during the consultation meetings between genuinely exploring the concerns whilst not unrealistically raising expectations about the scope for change.  The project had been managed as a joint exercise with the trade unions over a significant period and subject to ongoing internal and external moderation.  The exercise had also been based on a set of firm principles which had guided the design of the pay model and the approach to allowances.  It was equally important to manage expectations around the Council’s ability to increase the investment in the new pay structure beyond the allocated £4.7m., it being noted that any significant investment beyond that amount would need to be found through further service changes and restructuring.  Current areas of work had included:

 

·                    a further review of the main occupational groups which would have been adversely affected to ensure that the job evaluation outcomes were correct

·                    resolution of all contractual / data cleanse issues that were escalated to the Job Evaluation Helpline in April 2011

·                    exploring specific concerns from the unions in relation to weekend working, overtime and standby / call out arrangements

·                    reviewing the consistency of the assimilation arrangements.

 

It was noted that non trade union members had also been invited to comment and it was anticipated that the above consultation process would continue until the beginning of September 2011 when a further report would be brought to Cabinet.

 

As regards equal pay issues, attention was drawn to the fact that a key element of the draft Job Evaluation / Single Status agreement had been a commitment to seek to settle longstanding equal pay claims on a clear “without prejudice” basis and subject to a robust risk assessment.

 

Plans to progress such a settlement process had been put on hold as a result of the “no” vote.  As previously indicated, it was important that the settlement of retrospective claims and the launch of a new pay structure were viewed as mutually dependent features in responding to the same Job Evaluation / Equal Pay agenda.  Further work would continue in preparing for a settlement strategy in tandem with continuing consultations with the trade unions on the job evaluation proposals.  Such work would continue to be progressed under the Chief Executive’s delegated authority in consultation with the Director of Legal, Public Protection and Housing Services and the Director of Finance, ICT and Property. 

 

It was stressed that the Council did not have an option other than to implement a new pay structure and, if that could not be achieved through a collective agreement, then consideration would need to be given to the prospect of seeking direct implementation.  It was accepted, however, that whilst the process of direct implementation might ultimately prove necessary, it would potentially have adverse implications for employee relations at a time of wider and ongoing change.  The Cabinet Member reiterated that the joint approach to shaping a potential Single Status agreement had, thus far, been extremely productive and it was recommended that all reasonable efforts to seek a collective agreement be pursued over the coming months. 

 

Any changes to the current Job Evaluation / Single Status proposals would need to be approved by Cabinet and the Council.

 

RESOLVED -

 

(1)       T H A T the issues set out in the report be noted.

 

(2)       T H A T the continuation of discussions with the recognised Trade Unions over the next few months in order to attempt to reach a collective agreement be approved.

 

(3)       T H A T a further update report on the outcome of such discussions be presented in September 2011.

 

Reasons for decisions

 

(1)       To ensure that the Council complete a pay review for all employees under Single Status / Green Book conditions of service and to do so in consultation with the recognised Trade Unions.

 

(2)       To ensure Members are aware of the outcome of discussions with the Trade Unions and the implications of this for the next stage of the exercise.

 

(3)       To maintain momentum on this key issue.

 

 

C1390                        COLDBROOK CATCHMENT FLOOD MANAGEMENT SCHEME (VBS) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

By way of background, Members were reminded of the local flooding within the Coldbrook Catchment on 20^th July 2007.  As a consequence of that flooding and the extensive national flooding, the Welsh Government (WG) produced a statement indicating a new approach to flood management.  A flood management scheme for the Coldbrook Catchment had been identified by WG to be one of its pilot schemes and would be based upon the new approach, it being noted that it would also assist in the development of future guidance and best practice within Wales.

 

A Pre Feasibility Study had been utilised to ascertain costs for conventional engineering solutions and a Preliminary Project Appraisal Report had been undertaken and used to inform a Project Brief to engage a specialist consultant to carry out a flood management scheme on behalf of the Council.  Following a tender process, Martin Wright Associates (MWA) had been appointed to complete all elements of the scheme in accordance with the WG’s new approach to flood risk management.  Members were apprised of the first progress meeting with MWA as outlined in paragraph 10 of the report. 

 

The Cabinet Member drew attention to the fact that meetings of the Coldbrook Catchment Flood Risk Management Group which he had chaired had been suspended pending the outcome of an application to the European Union and WG for flood risk management funding.  It was noted that the Group would meet in September to advise on progress, prior to more comprehensive public engagement work being undertaken by MWA.  Currently relevant information and data were being collected to enable all solutions to be considered, including any physical flood risk measures.  Once those stages of the project were completed, Cabinet would be asked to agree a range of appropriate measures which would be detailed within a future report. 

 

It was noted that the Council had secured European Regional Development Funding (ERDF) and a Welsh Government Flood Risk Management Grant to address the management of flood risk within the Coldbrook Catchment.  The total project cost was estimated at £997,000 with £450,000 being confirmed as ERDF grant and £465,000 being made available by WG.  Match funding of £82k. had been identified in the Council’s Capital Programme for both 2011/12 and 2012/13.  The scheme was scheduled to be concluded by August 2012 in accordance with the requirements of the grant. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the current position with this scheme be noted.

 

(2)       T H A T a further report be presented when the flood risk measures proposed for this Catchment were finalised.

 

Reasons for decisions

 

(1)       To ensure that Cabinet is aware of the progress of this scheme and the flood risk management work being undertaken.

 

(2)       To provide Cabinet with the opportunity to agree any flood risk reduction measures prior to implementation.

 

 

C1391                        PENARTH CONSERVATION AREA APPRAISAL AND MANAGEMENT PLAN (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT -

 

The Penarth Conservation Area had been the first in the Vale of Glamorgan to benefit from a “modern” appraisal and management plan in 1996.  Best practice indicated that an appraisal should be undertaken every five years and, consequently, the one adopted in 1996 was considered to be significantly out of date.  A preliminary consultation had been carried out at the start of the process and, once the draft Appraisal had been prepared, a second consultation exercise had been undertaken lasting six weeks.  Appendix B to the report, which contained Penarth Town Council’s representations and the Council’s response, was tabled at the meeting.  A suggestion was made at the public exhibition to include a map identifying those properties subject to an Article 4(2) Direction and that, along with the schedule of properties, had been included in the document proposed for adoption. 

 

The document appended to the report was split into two sections.  Section 1 contained the Appraisal which recorded and analysed the various features that gave each Conservation Area its special architectural and historic interest.  Section 2, the Management Plan, set out the process and policies which could enhance the character and appearance of each Conservation Area.  It was noted that the Management Plan had been prepared with an awareness of limited Council resources and that proposals for which the Council was responsible might take longer than was desirable to implement.  In order to add further weight to those documents, it was intended to adopt the Appraisals and Management Plans as Supplementary Planning Guidance (SPG) to the Adopted Unitary Development Plan (1996 - 2011).  The adoption of those Appraisals and Management Plans as SPG would help guide developers and encourage best practice. In addition, those documents would form part of the evidence base for the Local Development Plan which was currently being prepared.  As part of the character appraisal process, a thorough survey and review of the existing boundary of the Conservation Area was undertaken.  A summary of the findings and recommendations was contained within paragraph 13 of the report.  Full details, including a revised boundary map, could be found in the Appraisal.  The Cabinet Member drew attention to certain inaccuracies / typographical errors within the Appraisal and Management Plan which he confirmed would be amended prior to publication.  Thanks were expressed to the officers involved in the production of the document.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T, subject to consultation with Planning Committee:

 

(1)       The Appraisal and Management Plan be approved and formally adopted by the Council under Section 71 of the Planning (Listed Buildings and Conservation Areas) Act, 1990, and as Supplementary Planning Guidance to the Adopted Unitary Development Plan (1996-2011).

 

(2)       The Appraisal and Management Plan document be published and distributed in Penarth library and made available for viewing and downloading on the Council’s website.

 

(3)       The First Minister of the Welsh Government and Cadw be formally advised of the adoption of the appraisals by the Vale of Glamorgan Council and be provided with a boundary plan of the area to which the designation applied for identification and record purposes.

 

 (4)      An advertisement be placed in a local newspaper and London Gazette notifying of any variations made to the Conservation Area boundary, with particulars of its effect.

 

 

Reasons for decisions

 

(1)       To guide development proposals within and affecting the setting of the conservation area and to interpret, augment and clarify Policy Env 17 of the Adopted Unitary Development Plan (1996-2011) as it relates to those areas.

 

(2)       To fulfil the Council’s duty under Section 71 of the Planning (Listed Buildings and Conservation Areas) Act, 1990 to formulate and publish proposals for the preservation and enhancement of conservation areas.

 

(3&4)  As required by Section 70 of the Planning (Listed Buildings and Conservation Areas) Act, 1990.

 

 

C1392                        COUNTY TREASURES ADDENDUM (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The County Treasures list had been endorsed by Cabinet in June 2007.  Supplementary Planning Guidance relating to locally listed County Treasures was adopted by Cabinet in March 2009 when a recommendation that a further report be submitted to Cabinet detailing proposed addendums and additions / deletions from the list as appropriate was endorsed.  Members noted that since the adoption of the list, a number of events had occurred which had required the amendment of the document.  Those included the identification, by Cadw, of four new scheduled monuments, the de-scheduling of one and five new listed buildings.  The Council had also recently completed a full survey of its 39 Conservation Areas which had identified a number of buildings which met the criteria for inclusion as locally listed County Treasures.  In addition, the Addendum would act as an erratum correcting errors of fact that were inadvertently included in the adopted document.  The Addendum itself was appended to the report.  An amended version of Appendix B which related to the consultation response, including comments from Barry Town Council, was tabled at the meeting.  The Cabinet Member referred to various issues to which his attention had been drawn, including the possible addition of other “treasures”, and assured Members that all the issues raised would receive appropriate attention.  Any typographical errors would also be corrected prior to publication.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the County Treasures Addendum as contained at Appendix A to the report and amended where appropriate be approved.

 

(2)       T H A T the amendment of Appendix A of the County Treasures Supplementary Planning Guidance to reflect the Addendum be approved.

 

(3)       T H A T the Planning Committee be apprised of the Addendum.

 

Reasons for decisions

 

(1)       To ensure the list remains relevant and up to date.

 

(2)       To ensure the Supplementary Planning Guidance remains relevant and up to date.

 

(3)       To ensure Planning Committee is aware of the Addendum.

 

 

C1393                        CONCESSIONARY TRAVEL SCHEME - CHARGING FOR REPLACEMENT PASSES AND A REVIEW OF PASSES VALIDITY LENGTH FOR DISABLED PERSONS (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

The Vale of Glamorgan Concessionary Travel Scheme was open to all eligible residents and passes were currently issued free of charge and with no date of expiry.  Since the start of the current scheme, replacement passes had also been issued free of charge.  It was reported that last year around 1,500 passes were reissued.  In many cases it transpired that cards had in fact been mislaid and it was thought that if a charge was imposed on the issue of replacement passes this would act as an incentive to passholders to take more care of their cards.  In addition, attention was drawn to the costs incurred by the Council in dealing with the replacement of passes.  The proposed charge for the first replacement was £5 with any subsequent replacement cost being £10.  That charging regime had been set following a consultation exercise undertaken in respect of the report and having regard to that charge (for the first reissue) being similar to that set by other Welsh Local Authorities. 

 

In respect of disabled members of the community obtaining concessionary passes, there were specific categories in legislation covering various classes of disability, most of which related to permanent disability.  There was, however, one group which related to “persons who have a disability, or have suffered an injury, which has a substantial and long term adverse effect on their ability to walk”.  It was proposed that passes for that particular category of persons be issued for a maximum of three years, except where a G.P. had declared that the disability / injury was permanent.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T a charge of £5 be levied for the first re-issue of a Concessionary Travel Pass that had been lost, stolen or mislaid, with any further replacement being at a cost of £10, all first issued passes to continue to be free of charge, as would any that required replacement due to wear and tear.

 

(2)       T H A T passes be issued (for those who fell into the category of walking difficulties) for a period of no more than three years, after which applicants would need to reapply for a new pass (no charge).

 

Reasons for decisions

 

(1)       To encourage card holders to take all reasonable care of their cards and to offset the cost of reissuing the cards.

 

(2)       To assist in minimising potential misuse of cards issued to those with a temporary disability.

 

 

C1394                        CARDIFF LOCAL DEVELOPMENT PLAN (LDP) 2006 - 2026: CONSULTATION ON OPTIONS FOR GROWTH AND POSSIBLE DEVELOPMENT SITES (PT) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Cardiff Council had consulted this Council on its options for growth and possible development sites (candidate sites) as part of the formal consultation exercise in May and June 2011.  The Council’s response to the public consultation was appended to the report and it was noted that it had already been submitted to Cardiff Council to meet the deadline set.  Cardiff Council had been informed that any additional comments that Cabinet might wish to make would be forwarded separately after the closing date.  The Cabinet Member referred specifically to the “Part 3 Response Form: Comments on specific sites”.  The response form as already submitted had indicated that the Council felt that land to the north of Junction 33, M4 should not be included in the LDP.  Members agreed that the responses in respect of the following sites should be amended to show that the Council’s view was that the Council did not think any should be included in the LDP:

 

·                    Land south of Creigiau

·                    Land at Tregynog House, Capel Llanillterne

·                    Land west of Clos y Cwarra, Michaelston Super Ely

·                    Land at Michaelston Road.

 

Part 1 of the consultation form asked respondents to choose the preferred option in respect of future levels of growth for Cardiff with Part 2 asking respondents to explain how their preferred growth option should be delivered.  The Council’s response expressed concerns regarding all three growth options and highlighted potential cross boundary issues such as increased development pressure in the commuter belt area and on the regional transport network.  The Council’s response referred to the application of the search sequence set out in Planning Policy Wales Edition 4 (February 2011) which stated that preference should be given to brown field sites within urban areas followed by extensions to existing settlements.  Accessibility to jobs, services and other facilities should also be a key consideration.  The Council also requested early engagement in the preparation of Cardiff’s LDP Draft Preferred Strategy in accordance with soundness test CE1.  Part 3 of the consultation form asked respondents to consider the potential development sites submitted as candidate sites.  The Council had commented on the following sites given their proximity to the Vale:

 

·                    land to the north of Junction 33, M4

·                    land south of Creigiau

·                    land at Tregymog House, Capel Llanillterne

·                    land west of Clos y Cwarra, Michaelston Super Ely

·                    land at Michaelston Road.

 

Cabinet was reminded that Council had previously expressed grave concerns regarding the proposed development at Junction 33 in respect of the withdrawn LDP.  The Council had now reiterated its strong concerns as part of this new consultation exercise and recommended that it was not included in the Plan.

 

RESOLVED -

 

(1)       T H A T the response attached at Appendix A to the report as amended above be approved as the Council’s formal response to the consultation.

 

(2)       T H A T a copy of the report and Appendix A as amended above be submitted to Planning Committee for information purposes.

 

Reasons for decisions

 

(1)       To obtain approval of the response sent to Cardiff Council in respect of their LDP consultation on options for growth and possible development sites.

 

(2)       To ensure that Planning Committee is informed of progress with Cardiff Council’s LDP 2006-2026.

 

 

C1395                        INDEPENDENT AGEING: IMPROVING SUPPORT FOR CARE SELF-FUNDERS (SCS) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

The purpose of the report was to notify Cabinet of the need to improve the support and financial advice available to people who funded their own personal care as far as possible and to secure approval in principle for independent financial advisers to address that current shortfall for individuals.  The Cabinet Member made it clear that funding care for the UK’s ageing population was one of the most pressing social issues of the current time.  There was evidence that only 8% of self-funders received proper and timely financial advice but only 3% of local authorities in England and Wales signposted people to appropriately qualified Independent Financial Advisors.  It was considered that since this Council was not currently able to ensure that residents had access to that sort of advice, more residents could have finances in place with expert financial advice available to them that in turn would allow them to receive the care they needed rather than being dependent upon Social Services for options and support.  A case study of the support that could be offered and the benefits to each party was appended to the report.  It was noted that the protection of older people’s interests and welfare was of paramount importance.  There are currently 30,000 independent financial advisors within the UK, 10% of whom satisfied additional competency criteria and so were qualified to advise on long term financial products.  It was considered that the Council should be seeking to ensure that any self-funding clients identified by the Council were signposted or referred to appropriately qualified SOLLA (Society of Later life Advisors) and FSA (Financial Services Authority) qualified independent financial advisors.  It was proposed that the Council consider developing an “exempt introducer” relationship with a single IFA company, initially on a pilot basis for one year.  It was noted that the IFA would be wholly responsible for any advice provided, the benefits of a single IFA approach to the Council being quality control by having a single point of contact to monitor take up rates and a clear end-to-end process.  A number of local authorities in Wales and England were looking to progress similar schemes, some of which were being supported by a company called Partnership.  More details about Partnership were appended to the report, it being noted that any typographical errors therein should be amended.  Support from Partnership to local authorities included free consultancy, project management, process mapping and the development of robust management information.  The point was made that the engagement of Partnership was not about directly selling insurance but about using their expertise in supporting ways that would assist the Council to manage what was a difficult and challenging issue.  Following recent work with Councils in England, Partnership had identified that a referral process was more effective in ensuring residents followed the advice pathway than models that depended on signposting only.  An example of a customer referral path was appended to the report.  It was noted that the Council should seek also to provide early access to relevant information and to encourage self-referrals for independent financial advice so that people were able to make informed decisions and it was clear that a communication plan would be required to ensure that all relevant stakeholders were engaged in the self-funder initiative.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the report be noted.

 

(2)       T H A T the proposed scheme, intended to mitigate the risk of self-funding clients becoming reliant on state support to fund their personal care, be endorsed in principle.

 

(3)       T H A T a further report setting out a detailed specification for the proposed scheme be considered.

 

Reasons for decisions

 

(1)       To ensure that Cabinet is aware of the proposed scheme.

 

(2)       To ensure that action is taken to reduce medium to long term expenditure commitments which will accrue if self-funding clients become dependent on state support.

 

(3)       To ensure that any decision about introducing the proposed scheme is made on the basis of comprehensive information regarding the implications for service users and for the Council.

 

 

C1396                        IMPLICATIONS OF THE RECENT COURT JUDGEMENT RELATING TO HOMELESS 16 AND 17 YEAR OLDS AND THE YOUNG PEOPLE’S HOUSING AND SUPPORT ACTION PLAN 2011/2012 (SCS AND HCS) (SCRUTINY - SOCIAL CARE AND HEALTH AND HOUSING AND PUBLIC PROTECTION) -

 

By way of background it was explained that, in recent years, a number of Court Judgements had considered the issue of the relationship between the duty of Social Services under the Children Act 1989 (the 1989 Act) and the duties of Housing Authorities under Part 7 of the Housing Act 1996 (the 1996 Act) in respect of young people aged 16 or 17 requiring accommodation.   Those Judgements had restated and clarified the established legal position that, in relation to children in need, the duty to accommodate under Section 20 of the 1989 Act took precedence over the duties in the 1996 Act and that the specific duty under Section 20 of the 1989 Act took precedence over the general duty to children in need and their families under Section 17 of the 1989 Act.  The Judgements had led to the publication of statutory guidance in August 2010 under Welsh Assembly Government Circular 025/2010 “Provision of Accommodation for 16 and 17 year old young people who may be homeless”. 

 

The Welsh Government provided Local Authorities with two days of consultancy to help them consider (in the light of the guidance) the robustness of existing policies, procedures, inter agency working arrangements and services to young people.  That had been explored at the Youth Homelessness Pathway which comprised:

 

·                    early intervention and prevention

·                    prevention at the point of crisis

·                    support and stabilisation

·                    resettlement.

 

Following completion of a standardised questionnaire, a stakeholder event had been held supported by senior managers for the relevant service departments, together with the relevant team managers and front line staff, and invitations extended to voluntary organisations concerned with the provision of services to children.  The event had culminated in the production of a Young People’s Housing and Support Action Plan 2011/12, a copy of which was appended to the report.  The document identified the key areas for improvement both in youth homelessness provision and accommodation services, prioritised actions and planned an appropriate response.  Within the legal framework for co-operation between Housing and Community Services and Children and Young People Services, the plan identified a number of actions to ensure full compliance with statutory guidance, including:

 

·                    establishing a youth homelessness steering group

·                    establishing a “one stop shop”

·                    developing a shared initial assessment tool

·                    developing a single gateway into all supported accommodation for young people

·                    providing a gateway into move-on accommodation.

 

Additionally it was noted that there were plans to develop the supported lodgings scheme (to include homeless 16 and 17 year olds) and to explore the provision of other types of supported accommodation.

 

Currently all young people aged 16 or 17 presenting as homeless or as likely to become homeless were referred to Llamau, a homelessness charity which provided mediation and, inter alia, completed a homelessness application to Housing Services.  Llamau received funding from the Welsh Assembly Supporting People grant, Housing and Community Services and Children and Young People Services, the funding from Children and Young People Services being £95k. per annum.  The budget available to Children and Young People Services for external placements had been overspent in 2010/11.  The cost of accommodation varied between £140 per week in supported lodgings and £800 per week for an external foster placement.  In addition to the costs of accommodation, young people received a weekly living allowance of £51.43.  It was noted that the cost of accommodating the six young people currently in external placements during the last three months had amounted to £25,272.  Young people aged 16 and 17 who remained accommodated by the local authority for 13 weeks or more were entitled to receive leaving care services which were likely to include a setting up home allowance of £1,500, the support of a Young Person’s Advisor, production and periodic review of a Pathway Plan, and vocational accommodation or funding to secure it for higher education or for residential further education.  It was noted that the duty to accommodation homeless 16 and 17 year olds was likely to produce an increase in the number of care leavers eligible for ongoing financial support and assistance.

 

Implementing the guidance had involved an increase in referrals to the 15+ team in Children and Young People Services.  The statutory guidance made it clear that young people should have access to independent advocacy and support and, additionally, young people receiving services under the Children Act 1989 were able to receive support to make complaints and representation with the help of an independent advocate.  It was noted that, currently, advocacy provision within the Vale was insufficient to allow access by young people who were not already looked after or subject to child protection procedures.  The position would be the subject of further discussion with appropriate providers of independent advocacy as part of developing the “one stop shop” approach.

 

Acknowledging as far as possible the impact of the above service pressures, an additional £60k. had been allocated to the Children and Young People Services budget for 2011/12 to allow expansion of the Friendly Lodging Scheme.

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the content of the report be noted.

 

(2)       T H A T the Young People’s Housing and Support Action Plan 2011/12 be approved.

 

Reason for decisions

 

(1&2)  To ensure that the Council’s statutory functions in relation to assessment and support of homeless 16 and 17 year olds are fully met and comply with statutory guidance.

 

 

C1397                        MATTERS WHICH THE CHAIRMAN HAD DECIDED WERE URGENT -

 

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

 

 

C1398                        PENARTH PIER PAVILION, PENARTH ARTS AND CRAFTS LIMITED (EDR) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

Urgent by reason of the need to meet the deadline in place by Heritage Lottery Fund

 

The Council had previously agreed to support Penarth Arts and Crafts Limited (PACL) in its bid to restore and develop the Penarth Pier Pavilion building for use as a cinema, café, observatory and multi purpose community area.  The Heritage Lottery Fund (HLF) had agreed a grant of £1.68m. and further decisions relating to the remaining funding of £1.0m. would be made by the Big Lottery Fund and the Welsh Government (Communities and Facilities Fund) in October 2011. 

 

PACL wished to take the project forward through a phased start which HLF were supportive of.  HLF had, however, requested that the Council match that early payment of grant.  It was noted that there was an allocation of £100k. within the Capital Programme for the scheme in the current financial year but attention was drawn to the risk of allocating funding now given that the final decision on the overall financing of the project would not be available until October 2011.  Delaying a decision, however, would involve stopping any further project development and standing down the technical teams until after October 2011.  That action would impinge upon the ability of the PACL team to respond to the Council’s ongoing work with PACL in the development of the lease document, agreement to lease, management plans and scheme phasing together with the ability of PACL to respond to any outstanding queries by the remaining funders.  It was proposed therefore that access to the current year’s funding be allowed subject to a detailed cost proposal being submitted and the relevant Funding Agreement being put in place between this Council and PACL. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T grant support of up to £100,000 be provided to Penarth Arts and Crafts Ltd based upon an appropriate Funding Agreement setting out costs of consultancy support for detailed design, procurement, survey costs, project management and legal matters and linked to a programme of work.

 

(2)       That the Director of Legal, Public Protection and Housing Services, in consultation with the Director of Finance, ICT and Property, be authorised to prepare, complete and execute the necessary Funding Agreement with Penarth Arts and Crafts Ltd upon such terms and conditions as they deem appropriate after consultation and agreement with the Cabinet Member for Economic Development and Regeneration.

 

Reasons for decisions

 

(1)       To ensure that sufficient financial resources are available in support of the bidding processes.

 

(2)       To ensure that the Council’s interests are adequately protected.

 

 

C1399                        PENARTH LEARNING COMMUNITY (ELL) (SCRUTINY - LIFELONG LEARNING) -

Urgent by reason of the need to notify Cabinet of the Welsh Government’s position on the Penarth Learning Community Proposals

 

Whilst the Minister had recently announced a review of 21^st Century Schools projects, that announcement had confirmed that projects approved for transitional funding would continue (including the Penarth Learning Community project).  Following the Minister’s announcement, the Council had received notification from the Welsh Government (WG) on 18^th July that “the Department of Education and Skills of the Welsh Government has approved a grant award for the Penarth Learning Campus of up to £34,563,200 to support the Penarth Learning Community project under tranche 3 transitional projects”. 

 

As part of the funding agreement, the WG had requested further clarification of the scale and progress in securing other Authorities’ use of the Regional SEN provision by mid September.  The Cabinet Member confirmed that the Director of Learning and Development would work with his counterparts in other Authorities in order to meet the WG requirements and that a further report would be presented to Cabinet in September.  It was noted that there was a need to ensure that parents and the local community were kept informed of progress on this important project and, as a recent example, the decision of St. Cyres School to relocate from the Dinas Powys site in response to financial and pupil number pressures had been assumed, wrongly, by many to be part of the Penarth Learning Community project.   Experience with the new Cowbridge School project also demonstrated that schools and the Council would need to work very closely to establish and sustain the quality of communication with parents and other partners necessary to support successful project delivery. 

 

The Cabinet Member referred to his particular pleasure at the Minister’s announcement and Members agreed that their appreciation should be recorded to staff within the Directorate for their efforts in pursuing the matter, particularly in light of the level of misinformation which had been circulating and the uninformed criticism.

 

This was a matter for Executive decision.

 

RESOLVED - T H A T the progress to date be noted.

 

Reason for decision

 

To ensure Cabinet is apprised of recent developments.

 

 

C1400                        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.

 

 

C1401                        REVIEW OF SUPPORTED LOCAL BUS SERVICES 2011 - NEXT STEPS (PT) (PARAGRAPH 14) (SCRUTINY - ECONOMY AND ENVIRONMENT) -

 

Members were updated on the current position in respect of the Supported Bus Service Review and authority sought to extend existing contract arrangements to January 2012 to allow the review to be completed.  It was noted that the Council currently supported, both wholly and partially, a total of 21 local bus services, details of which were appended to the report.  Such services met a demand, assisted with “social inclusion” and generally benefited some of the more vulnerable groups in society.  Due to increased workload, there had been a delay in undertaking the review and, therefore, in order to ensure service provision continued, an extension of the current contracts was required.  To assist officers with the review, a public consultation exercise had been undertaken which had shown that there was a large amount of support for continuing many of the existing supported bus services with a number of suggestions for improvements to existing services as well as suggestions for new services and links.  As a result of the consultation it had been decided to tender for all existing services plus a number of service options as specified within paragraph 12 of the report.  Paragraph 12 also referred to details relating to the tender and evaluation criteria, it being noted that one of the criteria was that all vehicles would be fully DDA compliant.  Details were also contained within the report of the financial implications of providing the service and it was noted that any further resource implications would be identified within the next report along with the results of the tender exercise. 

 

Councillor Ernest referred to various issues, including the potential confusion that could arise as a consequence of utilising similar services numbers for new routes.  The Cabinet Member noted all points raised. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the proposed tender arrangements for Supported Local Bus Services, as contained within the report, be approved.

 

(2)       T H A T the extension of the current Contracts for Supported Local Bus Services (as listed in Appendix C to the report) due to finish week ending Sunday, 4^th September 2011 until week ending Sunday, 8^th January, 2012 (after operations) be approved.

 

(3)       T H A T the continuation of the existing “de minimis” arrangement for Service X2 (Sundays and Bank Holidays) be approved.

 

(4)       T H A T a further report on the results and recommendations be submitted in Autumn 2011 for approval.

 

Reasons for decisions

 

(1)       To provide continued supported local bus service provision as required following the end of current contract agreements for supported bus services in the Vale.

 

(2)       To provide continued service provision from week ending 4^th September 2011 until January 2012.

 

(3)       To provide continuity of provision with the same service provider (i.e. First Cymru operates all X2 service provision Mondays to Sundays), which is considered to be the most cost advantageous to the Council.

 

(4)       To allow consideration of the proposed new Contract Agreements.

 

 

C1402                        EXTENSION OF THE WENTWORTH HOUSE CONTRACT WITH CASTLECARE (SCS) (PARAGRAPH 14) (SCRUTINY - SOCIAL CARE AND HEALTH) -

 

Authority was sought to extend the existing contract for Wentworth House with the CastleCare Group for twelve months to enable the formal contract tender process to be undertaken.  The aim of Wentworth House was to provide care for four young people aged 10 years and over in the locality.  Considered as an integral component of Placement Strategy for Looked After Children, that service had helped to contribute to an overall annual saving on placement costs in the region of £500k. per annum.  The contract expired on 31^st July, 2011.  Historically contracts of this kind had been extended on an ad hoc basis and it was considered that the provision of the service clearly needed to be regularised. 

 

This was a matter for Executive decision.

 

RESOLVED -

 

(1)       T H A T the existing contract with CastleCare be extended for a twelve month period, from 1^st August 2011, to allow the formal contract tender process to be undertaken.

 

(2)       T H A T the Director of Social Services be authorised to negotiate terms and conditions within the Council’s contracting procedures and in consultation with the Director of Legal, Public Protection and Housing Services and the Cabinet Member for Social and Care Services.

 

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

 

Reasons for decisions

 

(1)       To safeguard the care arrangement for the young people looked after by the Council and placed at Wentworth House.

 

(2)       To allow the Children and Young People’s Service the opportunity to review their Placement Strategy for Looked After Children to address future accommodation demands and requirements.

 

(3)       To approve and legally formalise time limited continuation of the existing contract.