SCRUTINY COMMITTEE (CORPORATE RESOURCES)
Minutes of a meeting held on 11th
November, 2008.
Present: Councillor J.F. Fraser
(Chairman); Councillor C.L. Osborne (Vice-Chairman); Councillors
Mrs. P. Drake, K. Hatton, G. John, Mrs. K.A. Kemp, Mrs.
A.J. Moore, N. Moore, A.C. Williams, E.T. Williams and
Miss. S.J.C. Williams.
Also present: Councillors Mrs. J.E.
Charles and Mrs. M. Kelly Owen.
530 MINUTES -
RESOLVED - T H A T the minutes of the meeting
held on 30th September 2008 be approved.
531 DECLARATIONS OF
INTEREST -
No declarations of interest were received.
532 SICKNESS ABSENCE
REPORT - FULL YEAR APRIL 2007 - MARCH 2008 AND QUARTER 1 APRIL -
30TH JUNE, 2008 (REF) -
The Operational Manager for Human Resources
outlined the current proposals which were contained in the original
report to the Cabinet as of 5th November
2008. He also referred to the tabled item which set out
amended arrangements for service plan sickness targets for the
period 2008/09 following the recommendations made by the Cabinet on
the above date which, "required an overall reduction of 10%
sickness absence targets be set at 10% below last year’s overall
figure".
The general consensus of the Scrutiny
Committee, having examined the available information, was that the
current proposals were not sufficiently challenging and that the
Cabinet be requested to review performance targets for the next
financial year so as to make them more stringent and
challenging. The Committee, in acknowledging that it was not
feasible to amend the targets for the current year however,
expressed the view that during the remainder of the current
financial year that Cabinet regularly monitor and review sickness
performance so as to ensure that managers were making positive
inroads into current sickness absence levels.
Discussion ensued and a number of issues were
touched upon, namely current special leave / flexible working
arrangements and the adequacy of such; the responsibility of
managers to properly manage sickness absence in accordance with the
Council’s agreed policies, a general need for a cultural shift by
managers to effectively manage sickness absence within their
respective Directorates, Divisions and Sections and lastly, that
the current intervention arrangements contained within the new
Management of Attendance Policy were being used appropriately and
consistently by managers.
Councillor Mrs. Charles (Cabinet Member, Human
Resources and Equalities) spoke with the consent of Committee on
the matter and indicated that the Cabinet fully recognised the
implications for the Council with regard to current levels of
sickness absence and that the Cabinet would be reviewing targets
for the next financial year at the appropriate time. She also
alluded to current raft of presentations being made to managers on
the new Management of Sickness Attendance arrangements which were
ongoing. In addition, she also felt that the Scrutiny
Committee would benefit from receiving the same presentation that
was currently being made to officers so that Members’ knowledge
base was enhanced which, would give them greater understanding of
the new Policy and arrangements that were being implemented to
reduce the level of absences. In support of the comments made
by the Cabinet Member, the Operational Manager for Human Resources
also indicated that the reasons for sickness absence were currently
being collated and these would be reported to Cabinet for
consideration. He also stressed that a number of initiatives
were currently ongoing e.g. promotion of flu inoculations which
were free to all employees of the Council and undertaken by the
Council’s Occupational Health Section. He also reminded
Members of the current Management of Attendance Action Plan which
included a variety of innovations and supportive measures to reduce
sickness absence. He further referred to the impending
appointment of a project officer who would be responsible to
facilitate implementation of the Action Plan including improving
monitoring and review arrangements.
Discussion then turned to the issue of the
appropriateness of bonus payments to staff for regular attendance
with the general feeling of the Committee being that this should
not be supported.
Having regard to the above and related issues,
it was
RECOMMENDED -
(1) T H A
T Cabinet be advised that whilst it was accepted that the targets
were set using indicative figures, a 10% reduction for service plan
sickness targets for 2008/09 were not considered to be stringent
enough and that the Cabinet be requested to ensure targets for
2009/10 are sufficiently challenging.
(2) T H A
T Cabinet be requested to regularly review and monitor performance
in the remaining part of this financial year to ascertain whether
managers were proactively working towards current targets.
(3) T H A
T Cabinet and Scrutiny Committee receive a further report to its
March 2009 meetings from the Director of Finance, ICT and Property
regarding providing appropriate evidence of how sickness absence
was being currently managed by managers across the Council and
where any deficiencies existed.
(4) T H A
T the Director of Finance, ICT and Property be requested to
investigate how current special leave provisions and flexible
working arrangements could be improved with a view to such being
used as a tool to reduce sickness absence levels and that a further
report be presented to Cabinet and this Scrutiny Committee in March
2009.
(5) T H A
T the Director of Finance, ICT and Property be requested to arrange
the same presentation to this Scrutiny Committee regarding the
management of sickness attendance provided to officers for training
purposes.
Reasons for recommendations
(1) With a
view to setting more challenging targets in the next financial year
2009/10.
(2) To
assist the Cabinet to ensure that corporate aims and objectives
were being attained.
(3) To
assist the Cabinet in the monitoring of sickness absence within the
Council and to provide further information for Scrutiny.
(4) To
ensure the current special leave and flexible working arrangements
were fit for purpose.”
(5) To
provide Members with greater understanding of the current
Management of Attendance Policy.
533 DRAFT
SUPPLEMENTARY PLANNING GUIDANCE ON PLANNING OBLIGATIONS (REF) -
The above matter had been considered
previously at the meeting of the Cabinet held on 17th
September, 2008 and latterly at the Scrutiny Committee (Economy and
Environment) on 14th October, 2008. This Scrutiny
Committee had subsequently recommended that the report be referred
to all the Council's Scrutiny Committees to obtain their
observations on those matters falling within each of the Scrutiny
Committees remits and to report their comments back to the Scrutiny
Committee (Economy and Environment) as soon as practicably
possible.
Having regard to the above, it was noted that
the Draft Supplementary Planning Guidance (SPG) on Planning
Obligations was appended to the report of which the document also
contained an introduction to Planning Obligations and their use
within the Vale of Glamorgan. The draft SPG also outlined
those matters that were likely to be sought for and related
processes when dealing with planning applications. The SPG
had a series of topic specific appendices detailing the Council's
approach to the following issues:
· affordable
housing
· community
facilities
· education/training and
development
· public open
space, public arts and recreation
· town centres
and regeneration
· transport and
waste and recycling facilities.
The purpose of the introduction of the
Planning Obligations SPG was to clarify for all interested persons
the Council's approach to seeking and monitoring Planning
Obligations. This approach was consistent to those taken by
other Planning Authorities in England and Wales and within the
context of recent advice sponsored by the Planning Officers Society
for Wales.
The SPG contained formulas for specific topics
covered within the guidance. Those formulas had been
calculated through an assessment of what it would cost to provide
facilities in association with developments and experience as to
what would be reasonable to seek through negotiations depending on
the scale and form of the development and the current state of the
market.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the draft Supplementary
Planning Guidance on Planning Obligations be welcomed.
Reason for decision
To inform the Members of the Scrutiny
Committee (Economy and Environment) of the views of the Scrutiny
Committee (Corporate Resources) prior to the adoption of the draft
SPG.
534 PROMOTING
SUSTAINABLE DEVELOPMENT THROUGH MAJOR PROJECTS (CX) -
The Council's Corporate Plan 2006/10
recognised that “sustainability was an increasingly important
ingredient in the Council's activities at all levels from strategic
planning and community leadership to service delivery”.
Sustainability extended beyond the concept of living within
environmental limits to include seeking to ensure a strong, healthy
and just society, achieving a sustainable economy and promoting
good governance.
It was noted that all Service Plans of the
Council included an objective to promote sustainability and work
was progressing to ensure the principles of sustainable development
were mainstreamed across the Council. In addition, all
Services of the Council were working towards achieving Level 2 of
the Green Dragon Standard which was an environmental management
scheme.
Given the context set out above, the Council
had embarked on a number of major projects and the report outlined
how four projects, namely the Council's School Investment Strategy,
the Welsh Housing Quality Standard, Barry Waterfront and Renewal
Areas currently being developed were promoting all aspects of
sustainability.
In addition to these projects, the Council was
also working hard to save its non-domestic buildings thus reducing
carbon emissions and making Council savings. Work to date
included installing energy saving technology at Barry Leisure
Centre and Civic Offices and other Council buildings.
RECOMMENDED -
(1) T H A
T the promotion of Sustainable Development into major projects be
noted.
(2) T H A
T the energy efficiency measures introduced into the Council's
non-domestic properties be noted.
Reasons for recommendations
(1) In
acknowledgement of the Council's commitment in promoting
Sustainable Development which was being delivered through major
projects.
(2) In
acknowledgement of the introduction of energy saving measures into
non-domestic properties of the Council.
535 REVISED
PROCUREMENT STRATEGY, POLICY AND GUIDANCE (DFICTP) -
The Council’s existing approved Procurement
Strategy and Policy was intended to cover the period 2005 to 2008
and had been supplemented by further Financial Procedure Notes and
Guidance. A number of significant changes affecting the
procurement function within the Council had taken place in recent
months. These included the establishment of a small Unit of
procurement specialists within the Efficiencies Team based within
the Council’s Internal Audit Section, the phased introduction of
the Oracle I-Procurement module and the commencement of a programme
of procurement training.
The Sustainable Development Working Group had
also been influential in introducing a change in the way that
procurement decisions were made so that issues of environmental,
social and ethical importance were given equal weighting in
economic considerations.
Consequently, a draft revised Procurement
Strategy Policy and Guidance had been developed and based upon the
premise that the Council operated in a changed procurement
landscape which was led by an agenda for improvement and
incorporated issues of new technology, changing demographics,
increasing awareness of sustainability issues, legislative changes
and the drive for efficiencies.
The Head of Accountancy and Resource
Management indicated that the procurement guidance should not be
seen as “sustainable procurement guidance” as sustainability was
seen as an inherent part of the normal Council’s procurement
process. The new Guidance should be viewed with the intention
of providing a much simpler reference document to assist with
prospective purchases. The Guidance would also be made
available on the Council’s StaffNet website and include appropriate
hyperlinks to provide greater detail on specific points of interest
and would be a “living” document which would develop and be
enhanced over time. He also indicated that a key change to
the existing process would be the requirement to contact the
Council’s Procurement Unit in advance where it was envisaged that a
purchase would be in excess of £15,000. This would allow for
a more accurate Sourcing Plan to be developed and procurement
advice and expertise as to the best course of action engaged at an
early stage of the process.
Discussion ensued regarding the merits of
reducing the value of £15,000. It was suggested that this
value may be too high. The Head of Accountancy and Resource
Management responded by indicating that the situation would need to
be monitored and, if necessary, the threshold could be reduced to a
lower figure.
Having regard to the above and related issues,
it was
RECOMMENDED - T H A T the revised Procurement
Strategy, Policy and Guidance be endorsed and that it be
recommended to Cabinet for approval.
Reason for recommendation
In order that required revisions to the
Procurement Strategy, Policy and Guidance can be implemented.
536 REVENUE MONITORING
FOR THE PERIOD 1ST APRIL, 2008 TO 31ST
AUGUST, 2008 (DFICTP) -
The Head of Accountancy and Resource
Management indicated that the projected outturn for the 2008/09
Revenue Budget was forecasting a balanced budget on the Council
Fund and the Housing Revenue Account.
It was noted that the Children and Young
People's Budget was showing a projected saving of £859,000.
It was anticipated that this surplus would be used to cover the
projected overspend on Adult Services which was current showing an
outturn deficit of £800,000.
It was noted that when the budget was set
savings in excess of the required savings were identified in the
Social Service Budget Action Plan and the appropriate budget heads
were reduced. The excess savings were reflected in the
Service Strategy Budget pending savings being achieved. The
Plan had subsequently been reviewed and the potential savings
reduced to reflect the current position. This reduction was
reflected in the outturn figures for Service Strategy which
currently showed an underspend of £341,000. This allocation
would be amended to show this and the underspend on Adult Services
would then be reduced to £459,000.
Having regard to the above and related issues
it was
RECOMMENDED - T H A T the position with regard
to the Authority's 2008/09 Revenue Budget be noted.
Reason for recommendation
So that Members are aware of the projected
revenue outturn for 2008/09.
537 CAPITAL
MONITORING: 1ST APRIL, 2008 - 31ST AUGUST,
2008 AND TREASURY MANAGEMENT (DFICTP) -
The Committee received a report of progress on
the 2008/09 Capital Programme for the above period, including,
where necessary requested changes to the Programme. These
changes related to:
· Director of Legal, Public
Protection and Housing Services
Housing Improvement Plan - It was noted that
the Director of Finance, ICT and Property in accordance with
Cabinet Minute C3396b(vii) had exercised her delegated powers in
consultation with the Cabinet Member for Finance to make a number
of virements and an overall increase in the 2008/09 Housing
Investment Programme and funded from Housing Reserves.
Building Safer Communities - The Council had
been allocated a Capital Grant of £50,109 from the Home Office to
address crime and anti-social behaviour. In addition the
Council had also been allowed to carry forward £446 of the last
year's allocation into the 2008/09 financial year.
Accordingly, the Capital Programme had been increased by
£50,555.
· Director of Learning and
Development
The Council had received a WAG Grant in the
sum of £110,000 which had been accepted in respect of 14-19
Learning Pathways Grant which would be used to support the
development of an internet based e-learning portal as well as a new
Motor Vehicle Engineering course at Barry College which required
additional hardware materials. Accordingly, the 2008/09
Capital Programme would be increased by £110,000.
The Council had been offered a grant of some
£5.7 million towards the establishment of a new 14-19 Learning
Centre at Barry Waterfront. It was noted that there were
ongoing issues yet to be resolved before the Grant could be
accepted. However, in order to proceed with initial survey
work which would be vital should the scheme proceed, emergency
powers had been exercised to raise funding of up to £101,000 funded
from Education Reserves and accordingly, the 2008/09 Capital
Programme would be increased by this amount.
· Director of Environmental
and Economic Regeneration
The Council had accepted an offer of £890,000
from WAG in respect of ongoing preparatory work on the A4226, Five
Mile Lane. Accordingly, the 2008/09 Capital Programme had
been increased by £890,000 in order to progress these
works.
Dyffryn Gardens Phase 1 - In order to provide
sufficient funds to complete the Scheme in the current financial
year and to comply with previous approvals from the Cabinet and the
HLF, it was necessary to increase the Capital Programme by
£296,000. This amount was made from the approved use of
£178,000 from the Authority's Project Fund to cover potentially
ineligible items of expenditure on Phase 1 works and the remaining
HLF funding of £118,000 which would now need to be incorporated
into the 2008/09 Capital Programme in order that the works may be
completed.
Active Lifestyle Grants - The Council received
approval from the Sports Council for Wales to retain the underspend
on the grant received in 2007/08 in order to maximise grant
spend. Three projects had been approved for 2008/09,
including footpath works and walking routes at Cosmeston Country
Park in the sum of £17,000 and the Capital Programme for 2008/09
would be updated to include this new approval.
Barry Leisure Centre Gym Extension - Tenders
had now been sought for the works to extend Barry Leisure Centre
gym into the former catering area. Combined with equipment
purchases, the lowest works tender had pushed the anticipated spend
£36,000 higher than the current budget for the scheme.
Furthermore, a sum of £5000 would be required for the release of
retention during 2009/10. It was therefore proposed that in
order to proceed with the works the £36,000 shortfall in 2008/09
and £5000 retention required for 2009/10 be met from existing
leisure reserves.
Penarth Leisure Centre Roof Replacement - It
was proposed to use the resources available within the current
year's Asset Renewal Budget of £37,000 as well as an additional
£23,000 from the Leisure Buildings Reserve to carry out the roof
replacement at a cost of £60,000 and accordingly the 2008/09
Capital Programme would be increased by £23,000.
· Policy
Miscellaneous Buildings Asset Renewal 2007/08
- Included in the current Capital Programme was a budget of £24,000
brought forward from the 2007/08 financial year for the
refurbishment of toilets at the Dock Offices, Barry. The
scope of the work on this scheme had been extended in order to
maintain the level of finish of the existing facilities.
Consequently the budget had been exceeded by £50,000 and it was
necessary to increase the 2008/09 Capital Programme by £15,000 to
reflect this additional funding.
Appendix 2 provided non-financial information
on capital schemes with a budget over £100,000. Where a
budget shown in Appendix 1 was more than £100,000 but was made up
of several schemes that individually were less than £100,000 the
schemes were not included in Appendix 2.
RECOMMENDED - T H A T the position with regard
to the 2008/09 Capital Programme be noted.
Reason for recommendation
So that Members are aware of the projected
capital outturn for 2008/09.
538 MATTER WHICH THE
CHAIRMAN HAD DECIDED WAS URGENT -
RESOLVED - T H A T the following matters which
the Chairman had decided were urgent for the reason indicated be
considered.
539 SICKNESS ABSENCE
TARGET - APRIL 2008 - MARCH 2009 (REF) -
Urgent by reason of the need to
inform the Scrutiny Committee of up to date performance
information
The above matter had been considered earlier
in the meeting and jointly with an earlier reference from the
Cabinet relating to its meeting of 1st October, 2008
relating to the same subject matter. The urgent reference as
indicated above had been referred to the Scrutiny Committee for
consideration following the Cabinet's determination at its meeting
held on 5th November, 2008, accordingly, it was
RECOMMENDED - T H A T the Committee's earlier
recommendations taken in consideration of the Sickness Absence
Report - Full Year April 2007 - March 2008 and Quarter 1 April -
30th June, 2008 be referred to Cabinet.