CABINET
Minutes of a meeting held on 18th
January, 2012.
Present: Councillor G.C. Kemp
(Chairman); Councillor T.H. Jarvie (Vice-Chairman); Councillors
Mrs. J.E. Charles, G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W.
James, R.L. Traherne and Mrs. D.M. Turner.
Also present: Councillor R.F.
Curtis.
C1578
APOLOGY FOR ABSENCE -
This was received from Councillor P.
Church.
C1579
MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 4th January, 2012 be approved as a correct
record.
C1580
DECLARATIONS OF INTEREST -
No declarations were received.
C1581
INITIAL HOUSING REVENUE ACCOUNT BUDGET PROPOSALS 2012/13 AND
REVISED BUDGET 2011/12 (REF- MIN. NO. 742) -
The Scrutiny Committee (Corporate Resources)
had, on 20th December, 2011 considered the reference
from the Scrutiny Committee (Housing and Public Protection).
The Scrutiny Committee (Corporate Resources) had noted those
recommendations and forwarded the same to Cabinet and the Budget
Working Party.
RESOLVED - T H AT the reference be noted and
referred to the Budget Working Group.
Reason for decision
To allow detailed consideration.
C1582
A COMPACT FOR CHANGE BETWEEN THE WELSH GOVERNMENT (WG) AND WELSH
LOCAL GOVERNMENT (WLG) (REF - MIN. NO. 745) -
The Scrutiny Committee (Corporate Resources)
had, on 20th December, 2011 considered the same and
forwarded three concerns in relation thereto to Cabinet for
consideration.
RESOLVED - T H A T consideration of the
reference be deferred to Agenda Item No. 13.
Reason for decision
To allow the reference and the report in
relation to the Compact to be considered simultaneously.
C1583
INITIAL REVENUE BUDGET PROPOSALS 2012/13 (REF - MIN. NO. 747)
-
The Scrutiny Committee (Corporate Resources)
had, on 20th December, 2011 considered the above (which
included recommendations thereon from other Scrutiny
Committees). The Committee had noted the position and
forwarded the recommendations and proposals to Cabinet and the
Budget Working Party.
RESOLVED - T H AT the reference be noted and
referred to the Budget Working Group.
Reason for decision
To allow detailed consideration.
C1584
INITIAL CAPITAL PROGRAMME PROPOSALS 2012/13 (REF - MIN NO. 748)
-
The Scrutiny Committee (Corporate Resources)
had, on 20th December, 2011 considered the above
together with the reference from the Scrutiny Committee (Economy
and Environment). The Scrutiny Committee (Corporate
Resources) had forwarded three recommendations to Cabinet and the
Budget Working Party for consideration.
RESOLVED - T H AT the reference be noted and
referred to the Budget Working Group.
Reason for decision
To allow detailed consideration.
C1585
CAPITAL MONITORING REPORT: 1ST APRIL - 30TH
NOVEMBER, 2011 (L) (SCRUTINY - ALL) -
Cabinet was informed of progress on the
Capital Programme for the period 1st April to
30th November, 2011. Particular attention was
drawn within the report to the schemes outlined within the
resolutions below and to the need, where necessary, to request
changes to the programme. The report also referred to those
schemes having a value of over £500,000 showing variances of 20% or
more between actual spend to date and the profiled spend, together
with non-financial information on schemes of over £100,000.
RESOLVED -
(1) T H A
T the following changes to the Capital Programme be approved:
- Welsh Medium School, Llantwit Major -
increase the budget to £851,000 (funded from the School Investment
Strategy Reserve)
- Castleland Renewal Area Office Refurbishment
- reduce the 2011/12 budget to £100,000 to reflect the full spend
on the project.
(2) T H A
T Council be requested to approve the following changes to the
Capital Programme:
- Pendoylan Primary School - reduce budget to
£255,000 (carry forward £33,000 into 2012/13)
- Coldbrook Flood Risk Management - reduce this
year's budget to £200,000 to reflect the amount of expenditure that
could be achieved. The 2012/13 budget was included in the
Final Capital Programme Proposals report
- Llanmaes Flood Management - reduce the budget
to nil (Welsh Government grant funding not available)
- Rural Local Regeneration Programme, Business
Plan II - reduce the 2011/12 budget to £20,000 (transfer £60,000
into 2012/13 and £120,000 into 2013/14)
- Leisure Centre Refurbishment - reduce the
budget to £25,000 (carry forward £1,975,000 into 2012/13).
Reason for decisions
(1&2) To allow schemes to proceed
this financial year.
C1586
REVENUE MONITORING: 1ST APRIL - 30TH
NOVEMBER, 2011 (L) (SCRUTINY - ALL) -
The projected outturn for 2011/12 Revenue
Budget was for a balanced budget. The forecast for the
Housing Revenue Account was also for a balanced budget.
Details were contained within the report of the specific position
in respect of the following services:
- Education and Schools
- Children and Young Peoples Services
- Adult Services
- Service Strategy
- Social Services
- Planning and Transportation
- Economic Development and Leisure.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the position with regard to the Council's 2011/12 amended Revenue
Budget be noted.
(2) T H A
T the Director of Social Services take the necessary action to
bring expenditure in line with the base budget.
Reasons for decisions
(1) That
Members are aware of the projected revenue outturn for 2011/12.
(2) To
bring Social Services expenditure in line with the base budget.
C1587
CORPORATE PRINTING STRATEGY (L) (SCRUTINY - CORPORATE RESOURCES)
-
The Corporate Printing Strategy had been
endorsed in April 2008 and a tender subsequently let for the supply
of multi functional devices. That contract was due to expire
at the end of March 2012. A project board had been
established and it was now intended to expand the use of those
devices from the 5 main Council buildings under the previous
contract to 9 other Council offices. A full survey of the
buildings to be covered had been undertaken and a schedule of
devices prepared for each location which would form the basis of
the tender. Members noted that it had not been possible to
find a collaboration partner at this time. The project board
had agreed to go out to tender for a lease of the agreed schedule
of devices and software to allow centralised print queues, follow
me printing and rules based printing. The lease could be
funded internally or directly with the winning supplier depending
on which option was most effective. It was proposed that the
new contract would be implemented from 1st April,
2012.
Lease costs would be recharged to users
through a click rate as with the existing contract so that users
paid only for what they used. Whilst it was anticipated that
the click rate achieved through the tender would be lower than the
current charge and that the lease costs would be lower on a
pro-rata basis than at present, it was noted that the overall costs
might be higher than at present given the increase in the number of
devices in use. The continuation of the use of those devices
also helped the Council to achieve other objectives such as carbon
management and sustainability, contributing towards the Space
Project saving space, power and the quantity of paper and
consumables.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the Director of Finance, ICT and Property in consultation with
the Leader be granted delegated authority to award the tender to
the winning supplier.
(2) T H A
T a new contract be awarded.
Reasons for decisions
(1) To
allow the award of the contract.
(2) To
have an appropriate contract in place for the supply of multi
functional devices to maintain the ability to print in a cost
effective and efficient manner.
C1588
USE OF THE CHIEF EXECUTIVE'S EMERGENCY POWERS (L) (SCRUTINY - AS
INDICATED BELOW) -
RESOLVED - T H A T the exercise of the Chief
Executive's Emergency Powers as indicated below be noted:
(a)
Authority to accept tenders over £300,000 in respect of the
Castleland Facelift Scheme Phase 1C.
(Scrutiny - Housing and Public Protection)
(b)
Authority to enter into a legal agreement with partners in respect
of the Castleland Renewal Area for them to use the general
facilities of 198 Holton Road, Barry.
(Scrutiny - Housing and Public Protection)
(c)
Authority to increase the Capital Programme 2011/12 to take account
of the Welsh Government, Department for Health, Social Services and
Children Grant approval in the sum of £160,000 in order to proceed
with the procurement of the scheme to refurbish and extend the
Flying Start Family Centre which would allow the relocation of the
Partnership for Young Parents Unit from Gladstone College.
(Scrutiny - Social Care and Health and
Corporate Resources)
(d)
Authority to replace Councillor R.L. Traherne with Councillor Mrs.
M. Kelly Owen on the Joint Consultative Forum prior to the next
meeting of the same on 10th October, 2011.
(Scrutiny - Corporate Resources)
(e)
Authority to accept the lowest compliant tender in respect of the
Housing Replacement Central Heating programme 2011/12 over £300,000
to enable the additional budget to be spent during 2011/12 and to
ensure that the contract works were implemented at the earliest
date possible.
(Scrutiny - Housing and Public Protection)
(f) Authority to
approve the amended figure in respect of the discretionary
redundancy calculation relating to B from that reported to the ERR
Committee on 7th September, 2011.
(Scrutiny - Corporate Resources)
(g)
Authority to replace Councillor Ms. V.L. Ellis on the Scrutiny
Committees (Social Care and Health) and (Lifelong Learning) with
Councillors Mrs. S.I. Sharpe (Social Care and Health) and Miss.
S.J.C. Williams (Lifelong Learning).
(Scrutiny - Corporate Resources)
(h)
Authority to accept additional grant funding to the value of £5,000
to enable land negotiations for additional Park and Ride facilities
at Cogan Station from the SEWTA RTCG Grant and its inclusion in the
Capital Programme.
(Scrutiny - Economy and Environment)
(i) Council had
£34k. in its reserves from previous years Safe Routes in
Communities Grant. The Welsh Government had agreed that the
funding could be spent on providing boulders at Llantwit Major
beach to prevent cars from driving on the footway/cycleway and to
extend the amount of works currently being carried out on Port
Road, Barry to provide walking/cycling infrastructure.
Authority to accept that sum and to include the same in the Capital
Programme.
(Scrutiny - Economy and Environment)
(j) Authority to
accept additional grant funding from the SEWTA RTCG Grant of a
further £25,000 to upgrade bus stops to DDA standards on the A48
corridor and to include the same in the Capital Programme.
(Scrutiny - Economy and Environment)
(k)
Authority to accept additional grant funding from the SEWTA RTCG
Grant of £9,167 to enable the promotion of the Council's Travel
Plan and to include the same in the Capital Programme.
(Scrutiny - Economy and Environment)
(l) Authority to
accept additional grant funding of a further £200,000 to extend the
amount of works currently being carried out on Port Road, Barry to
provide walking/cycling infrastructure and to include the same in
the Capital Programme.
(Scrutiny - Economy and Environment)
Reason for decision
To inform the Cabinet.
C1589
PURCHASE OF TIMBER AND WOOD PRODUCTS (L) (SCRUTINY - CORPORATE
RESOURCES) -
Cabinet had previously noted the
recommendation of the Scrutiny Committee (Corporate Resources) to
consider signing up to the World Wildlife Fund (WWF) Bronze Pledge
Scheme to stop the trade in illegal and unsustainable timber and
improve the way wood products were bought. At that time
Cabinet had requested a further report to assist in further
consideration of the matter (Min. No. C1491).
WWF was working with CPET (the UK Government's
Central Point of Expertise on Timber) to provide support and advice
to Council's to improve the way they bought wood and paper and to
make it easier for Councils to improve the way they buy wood
products. Signing up to the WWF Bronze Pledge would involve
attendance at a CPET workshop or hosting a CPET/WWF seminar on
responsible procurement of products and the importance of valuing
rainforest resources and the training of key staff on the
responsible procurement of forest products. The Council’s
Sustainability Development Working Group had indicated that the
Council’s current approach was compatible with the aims of the
bronze pledge and the Head of Accountancy and Resource Management
had since attended a CPET workshop. The workshop had provided
a checklist to ensure that a local authority could evidence its
approach to the procurement of timber and timber products. A
summary of the checklist was appended to the report. It was
proposed that the Council’s existing on-line Procurement Guidance
be updated to encompass the requirements of the UK Government on
timber and timber products.
This was a matter for Executive decision.
RESOLVED - T H A T the Council's current
arrangements for the procurement of timber and wood products be
noted, and, having had benefit of additional information, that the
Council sign up to the WWF Bronze Pledge to stop the trade in
illegal and unsustainable timber.
Reason for decision
To demonstrate the Council's commitment to the
cause.
C1590
A COMPACT FOR CHANGE BETWEEN THE WELSH GOVERNMENT (WG) AND WELSH
LOCAL GOVERNMENT (WLG) (L) (SCRUTINY - CORPORATE RESOURCES)
-
The Simpson Report ('Local, Regional,
National: What Services Are Best Delivered Where?'), published in
March 2011, included as one of its main recommendations a Compact
between the Welsh Government (WG) and Welsh Local Government
setting out how the actions to ensure collaborative working as set
out in the report would be implemented. A draft Compact had
been considered and endorsed by the Partnership Council for Wales,
subject to its being referred to all Welsh Councils for
ratification.
The Compact was divided into two sections: a
preamble, in which the principles underpinning the Compact were set
out; and the Implementation Contracts, which detailed the specific
services the Compact would cover. The Implementation
Contracts, which included major initiatives such as the Education
Consortia and Social Services regional commissioning, covered areas
where there had already been significant progress. The
Council had endorsed these specific proposals in its response to
the initial Simpson Report recommendations (Cabinet minute C1331,
8th June, 2011 refers), and there were no changes to
what was previously proposed.
Whilst the preamble had been the subject of
some discussion, and the proposed draft was more balanced in
respect of the various roles of WG and Welsh Local Government, from
the Council's perspective there remained some caveats/concerns.
The Compact was referred for consideration to
the Scrutiny Committee (Corporate Resources) on 20th
December, 2011, prior to its being submitted to Cabinet. The
Committee expressed certain concerns (in relation to page 2, paras
3 and 4 of the draft Compact) , details of which were submitted to
this Cabinet meeting. The Committee's concerns, as set out
below, were shared and endorsed by Cabinet.
The Council was fully committed to the
collaboration agenda. Indeed, there were already numerous
examples of the Council seeking partners to deliver services and
actively participating in shared initiatives, including Prosiect
Gwyrdd, the SE Wales Social Services Improvement Collaborative, the
Central South Education Consortium, Arts Connect and the services
covered by its Memorandum of Understanding with Bridgend
Council.
Whilst, therefore, happy to endorse the
Implementation Contracts listed in the Appendix to the Compact, the
Council would expect that for each contract a business case
demonstrating either improved services or cost savings would be
drawn up (i.e. replicating the process used for all collaborative
activities).
Members, therefore, felt that the Compact
itself could not currently be endorsed. In particular,
concerns were expressed regarding the two paragraphs alluded to
above (as indeed, they had been by the Scrutiny Committee) and as
set out below:
Page 2, para 3: 'There may be occasions when
the case for change may be less strong or broadly neutral for one
partner in collaboration than another. Relative scale of
benefits should not be a reason to avoid working together where the
outcome for public services will meet the criteria above.' In
general, this principle was accepted: even if the benefits for the
Vale were deemed to be, at best, neutral, collaboration was
nevertheless welcomed where others would benefit. However,
where collaboration would mean either a reduction in service
quality or an increase in cost, then Members considered that Vale
citizens, to whom the Council was ultimately responsible, would be
rightly critical.
Page 2, paragraph 4: 'There is a shared
expectation that future collaborative working will be aligned to
this footprint.' The Council had already expressed concerns
regarding the Cardiff and Vale Regional Footprint to the Minister
for Local Government and Communities, in writing and in person, and
those concerns remained. It was considered that the footprint
imposed arbitrary limits on the Council's freedom to choose its
partners and would force it to collaborate on the basis of
geography rather than the best business case. It also
severely constrained the ability of the Council to take advantage
of opportunities to work with partners for the benefit of the
public.
The Council welcomed the recent letter to the
Minister from the Auditor General for Wales making essentially the
same points. In the letter the Auditor General had voiced
fear, which the Council shared, that some aspects of the Compact
might lead to a deterioration of local services, which ran counter
to the requirements o f the Local Government (Wales) Measure
2009.
In conclusion, it was considered that the
Council should reaffirm its commitment to partnership working and
to actively contribute to making the Implementation Contracts work,
but not endorse the Compact as it was currently worded.
This was a matter for Executive decision.
RESOLVED -
(1) T H
AT, as indicated above, the concerns expressed by the Scrutiny
Committee (Corporate Resources) be endorsed.
(2) T H AT
Cabinet reaffirm its commitment to collaborative working with a
range of authorities, as illustrated by the initiatives already
underway.
(3) T H A
T Cabinet endorse the reservations expressed by the Auditor General
in his recent letter to the Minister with regard to the potential
deterioration of services which could occur.
(4) T H A
T, whilst endorsing the individual Implementation Contracts within
the Compact, Cabinet, in light of the concerns outlined above,
consider it inappropriate at this stage to endorse the preamble to
the Compact.
(5) T H A
T the Council's concerns regarding the 'Regional Footprint' set out
by the Minister for Local Government and Communities, as previously
reported to Cabinet on 7th September, 2011, be
reaffirmed.
Reasons for decisions
(1-5) To ensure the views of
the Council are made known to the Welsh Government.
C1591
SICKNESS ABSENCE REPORT APRIL TO SEPTEMBER 2011 (HRE) (SCRUTINY -
CORPORATE RESOURCES) -
Absence information for the Council during the
above period was as follows:
|
|
Annual Target 2011/12
|
Pro rata Target April – Sept 2011
|
Actual Absence April -Sept 2011
|
Total April – Sept 2010 (as a comparison)
|
|
Average days/ shifts lost per FTE
(CORPORATE)
|
9.0
|
4.5
|
4.05
|
4.62
|
|
Percentage of lost time by FTE
|
3.46
|
3.46
|
3.1%
|
4.0%
|
|
Average days/shifts lost per FTE (Inc
Schools)
|
N/A
|
N/A
|
3.58
|
4.20
|
|
Percentage of lost time by FTE (Inc
Schools)
|
N/A
|
N/A
|
2.7%
|
3.2%
|
Full details of the breakdown by Directorate
and individual service area were appended to the report.
Attention was drawn to the need to revisit the figures referring to
staff numbers within that appendix where the average full time
equivalent was larger than the headcount. That appendix
demonstrated that corporately the Council was currently within
target of 0.45 of a day. The half year figures showed an
encouraging increase from 3 to 4 of the number of Directorates
which achieved or came within target. Although sickness
absence within the Social Services Directorate remained the highest
when compared to all other Directorates in comparison to last year
for the same period Members noted that there had been in fact a
1.2% reduction in the number of days lost. On the basis of
the first half year figures, both the Directorate of Legal, Public
Protection and Housing Services and the Directorate of Finance, ICT
and Property Services were already above target. A variety of
measures had already been implemented within the Directorate of
Finance, ICT and Property Services where the absence had been
mainly long term. New measures had been implemented within
Building Services to reduce the absence rate.
Members noted that there remained a continuing
need to review and analyse the reasons for sickness to inform the
development of intervention measures and to assist staff to
remain/return to work with appropriate adaptations/support as
necessary. Attention was drawn to the current period of
unprecedented change and to the fact that the retention of
acceptable and reasonable absence levels remained the primary focus
rather than seeking ongoing reductions. Managers
would nevertheless still be required to monitor and explore
available opportunities to access any appropriate measures to
support the policy objectives. A revised Management of
Attendance Policy had been approved in respect of schools and
several training sessions with headteachers and governing bodies
had been organised; those attending the training sessions would be
would be encouraged to adopt the policy. In conclusion, it
was noted that the figures reported in October 2011 showed that
this Council was second in rank order of the lowest number of days
lost per full time equivalent. The Cabinet Member
congratulated all responsible for that outcome for their
efforts. The Chief Executive drew attention to the fact that
continued success was dependent upon the level of long-term
sickness absence within individual Directorates.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the report and absence outturn at Appendix A to the report be
accepted.
(2) T H A
T the report be referred to the Scrutiny Committee (Corporate
Resources) for consideration.
Reasons for decisions
(1) To
bring matters to the attention of Cabinet in line with corporate
objectives.
(2) To
inform the Scrutiny Committee (Corporate Resources) and to invite
comments.
C1592
TRINITY STREETAND ROMILLY ROAD, BARRY - PROPOSED
EXPERIMENTAL TRAFFIC REGULATION ORDER - RESPONSE TO PUBLIC
CONSULTATION EXERCISE (VBS) (SCRUTINY - ECONOMY AND ENVIRONMENT)
-
90 responses had been received from residents
in response to the public consultation exercise, 40 being in favour
of the proposed Experimental Order and 50 against. There were
no responses from businesses.
In addition to the indication of support or
not to the proposal, various comments had been received as shown in
paragraph 10 of the report. Of the 38 responses from
residents in Trinity Street, 30 were in favour of the proposal; of
the 4 responses received from Romilly Road residents, 3 were in
favour.
Implementing traffic management changes on a
trial basis allowed real data to be collected and allowed the
travelling public to take a more informed view of the change
through the benefit of actual experience. Given in this case
the poor response from the public consultation and the absence of a
decisive result, consideration was given as to whether any further
action should be taken at either location at the current
time. Members noted that officers would continue to monitor
speed and accident data at those locations and, if there were a
requirement in the future to undertake any traffic modelling work
for the west end of Barry, the management of those streets and
others in the vicinity would be reconsidered.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the report be noted.
(2) T H A
T no further action be taken at this time in respect of the
above.
(3) T H A
T the report be referred to the Planning Committee.
Reasons for decisions
(1) For
information.
(2) To
clarify the Council's position.
(3) For
information.
C1593
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.
C1594
CADOXTON HOUSE: INCREASED CONTRACT COSTS (L) (EXEMPT INFORMATION -
PARAGRAPH 14) (SCRUTINY - CORPORATE RESOURCES) -
Authority was sought under the Council's
Financial Regulation 21.5 for additional expenditure due to
variations of contract, increasing the contracted sum from £793,500
to £930,552. During the course of the refurbishment of
Cadoxton House additional works were carried out either because
they were essential or had been requested by the client. The
total cost of those additional works amounted to £137,052 and was
outlined within the report. It was noted that a bid had
recently been approved by the Welsh Government for an additional
£129,521 to cover the unfunded £67,252 of the contract overspend as
well as a further £62,269 to furnish the building.
This was a matter for Executive decision.
RESOLVED -
(1) T H A
T the increase be noted and the additional expenditure incurred of
£137,052 on the contract price for Cadoxton House as set out within
the report approved.
(2) T H A
T an increase of £129,521 in the existing Capital Programme budget
for Cadoxton House refurbishment be approved.
Reasons for decisions
(1) To
comply with Council's Financial Regulation 21.5.
(2) That
completion of the project can be achieved.