Welcome to the
Vale of Glamorgan Council

 

SCRUTINY COMMITTEE (ECONOMY AND ENVIRONMENT)

 

 

Minutes of a meeting held on 10^th February, 2009.

 

Present:  Councillor C.J. Williams (Chairman); Councillor Mrs. M. Kelly Owen (Vice-Chairman); Councillors Ms. M.E. Alexander, R.F. Curtis, G. John, Mrs. K.A. Kemp, Mrs. S.I. Sharpe, E.T. Williams, M.R. Wilson and Ms. M. Wright.

 

Also present: Councillors G.A. Cox, A.M. Ernest, A.D. Hampton, H.J.W. James and R.L. Traherne.

 

 

770     FORMER COUNCILLOR W.C. VAUGHAN -

 

Members stood in solemn silence as a mark of respect for his recent demise.

 

 

771     WELCOME -

 

The Chairman welcomed Councillor Mrs. Kemp to her first meeting of this Committee.

 

 

772     APOLOGY FOR ABSENCE -

 

This was received from Councillor J.C. Bird.

 

 

773     MINUTES -

 

RECOMMENDED - T H A T the minutes of the meeting held on 13^th January, 2009 be approved as a correct record.

 

 

774     DECLARATIONS OF INTEREST -

 

Councillor G. John declared an interest in Agenda Item No. 7, Leisure Centre Charges, reminding Members that he had been granted dispensation by the Standards Committee to speak but not vote on all matters concerning the maintenance and management of sports grounds, playing fields, parks and sports / leisure centres.

           

 

775     REVENUE AND CAPITAL MONITORING: 1^ST APRIL - 31^ST DECEMBER 2008 (DEER) -

 

The projected outturn for the 2008/09 Revenue Budget was for a balanced budget and reference was made to variances within that budget within the report.  In response to a question, the Head of Accountancy and Resource Management clarified the previously agreed budget processes whereby the projected balanced outturn would be achieved.  Details as to financial progress on the Capital Programme as at 31^st December 2008 were appended to the report.  Specific reference was made to General Asset Renewal and the budgets set aside for public convenience refurbishment in the sum of £4k. from the 2007/08 allocation and £40k. in the 2008/09 allocation.  It was proposed that those budgets be combined and used for the refurbishment of the Llantwit Major and Barry Island public convenience facilities.  In order to rationalise the budget for that work, Cabinet had been requested to approve the virement of £4k. from 2007/08 to 2008/09 and to increase the Capital Programme by £48k. to be funded from the revenue reserve.  It was not anticipated that both schemes could be completed before the end of the financial year and there was, therefore, likelihood that the budget would slip into 2009/10.  As regards the Barry Island Footbridge, given that the initial tender for the works had far exceeded the budget and that the price of steel was reducing, it was proposed that the project be re-tendered and officers investigate the possibility of transferring funding from other schemes.  It was noted that a further report on that matter would be submitted to a future meeting of this Committee and to Cabinet. 

 

RECOMMENDED - T H A T the position with regard to the 2008/09 revenue and capital monitoring be noted.

 

Reason for recommendation

 

To have regard to the 2008/09 revenue and capital monitoring relevant to this Committee. 

 

 

776     HOUSEHOLD WASTE - RECYCLING PARTICIPATION SURVEY 2008 (DEER) -

 

The second quarter of 2008/09 showed that the Council was achieving an overall municipal waste recycling target of 39.25% against its WAG target of 40% by the end of 2009/10.  It was anticipated that the revised Wales Waste Strategy would include more ambitious targets.  The revised strategy would be agreed later in the year.  It was clear, therefore, that if the Council were to meet and exceed the new targets, planning as to how to encourage residents to recycle more and how to encourage those not yet recycling to start doing so would need to be undertaken. 

 

A total of 2,383 completed questionnaires had been returned for analysis.  From the questionnaire it was clear that a very high percentage of those surveyed used the Council’s Kerbside Recycling Service (96.6%) with 79.8% using the Garden Green Waste Service and 86.6% using the Household Waste Recycling Centres at Llandow and Sully.  The detailed findings of the analysis were appended to the report as were maps illustrating the different levels of participation in the four main town centres.  Property type did not appear to be a determining factor.  In response to a request, the Operational Manager (Waste Management and Cleansing) confirmed that both the questionnaire and the maps referred to above would be forwarded to all Members of the Committee.  The results indicated that the Kerbside Recycling Service was very popular and that residents were keen to use the service more and more although there were some calls for additional materials to be included.  Attention was drawn to the current international credit situation which had resulted in recycling markets diminishing and it was considered that this could affect participation levels.  Members were assured that currently all the Vale of Glamorgan’s Kerbside Recyclate was being recycled. 

 

RECOMMENDED -

 

(1)       T H A T the findings of the Survey be supported and used to inform future strategy and that the continued commitment of residents to recycling their household waste be noted.

 

(2)       T H A T a further report identifying the end use of each recycle stream be submitted as soon as possible.

 

Reasons for recommendations

 

(1)       To ensure that Members of the Committee were aware of recycling participation levels.

 

(2)       To inform Members and the general public.

 

 

777      LEISURE CENTRES (DEER) -

 

Members had, in November 2008, requested that a comprehensive report be made to this Committee identifying current and potential problems with the Council’s Leisure Centres (including a segmentation analysis of the income and outgoings), remedial actions both taken and proposed to be taken, and realistic options as to the way forward (Minute No. 582(3)).  The following information was appended to the report:

 

·          current income and expenditure figures for the Leisure Centres separated into individual sites together with details of income recovery

·          the most recent Customer Satisfaction Survey results carried out by the Council

·          the number of visits to Council owned leisure facilities across Wales

·          the amount of budgeted revenue spend per head by Welsh Councils for sport and recreation and other related services

·          attendances to date at Vale of Glamorgan Leisure Centres during this financial year.

 

As the various statistics illustrated, Leisure Centres were currently facing a variety of challenges with the most significant being the drop in income and increase in operating costs.  It was noted, however, that whilst the controllable elements of expenditure had not increased significantly, uncontrollable elements such as utility costs had.  The statistics also demonstrated that the situation was not by any means all bad news when put into context.  Many of the Council’s Leisure Centres were in need of considerable refurbishment yet the Centres had excellent customer satisfaction, good usage in comparison with other Welsh Council facilities and the amount per head spend by this Council on providing those facilities was significantly lower than the majority of other Welsh Councils.  The effects of the International Sports Village, the new JJB Facility at Leckwith and other immediate competition were now having a significant effect on Penarth Leisure Centre.  The continued strength of the Lifestyle products within the Leisure Centres continued to demonstrate the demand for that particular type of facility and the recent expansion of Lifestyle in Barry was seen as demonstrating the Council’s commitment to providing quality leisure facilities. 

 

Reference was made in the course of subsequent discussion to the under performances of the Leisure Centres in Cowbridge and Llantwit Major in comparison with those at Barry and Penarth, and a report requested providing an in-depth analysis of available and fixed costs and management charges.  Reference was also made to a continuing lack of investment in the provision of leisure services, the low spend per head and the increasingly poor condition of the Council’s leisure facilities being quoted. The Operational Manager (Leisure and Tourism) confirmed that the service would again be required to make efficiency savings. Concerns were expressed that there was a need in these times of economic downturn for the Council to assess its current level of provision with a view possibly to focussing that provision on what was and could continue to be delivered to a high standard.

 

Following further discussion on the above and related matters, it was and

 

RECOMMENDED -

 

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

 

(2)       T H A T, in addition to the report relating to the Leisure Centres at Cowbridge and Llantwit Major referred to above ,a report on the viability of each of the Council’s indoor sports and leisure facilities be submitted as soon as practicable.

 

(3)       T H A T a copy of the Leisure Centre Review commissioned in 2006 be submitted to a future meeting.

 

Reasons for recommendations

 

(1)       To have regard to the current position.

 

(2)       To allow in-depth analysis of available and fixed costs together with management charges at Cowbridge and Llantwit Major, and to determine the viability of all indoor sports and leisure facilities.

 

(3)       To help inform a way forward.

 

 

778      LEISURE CENTRE CHARGES 2009/10 (DEER) -

 

As the reduction in VAT had not been passed on to customers in December 2008 when the rate reduced to 15% for a 13 month period, it was proposed to fix current leisure prices until January 2010 when the VAT rate was due to revert back to 17.5%.  Although income was currently down within Leisure Centres, it was felt that to increase prices would not necessarily increase income given the current downturn in the economic situation.  It was also considered that, from a marketing perspective, the freeze on current prices could be used to send a positive message that the Council was committed to providing affordable services which had a positive impact on health and recreation.  It was noted that, as in previous years, all prices set were maximum prices and that officers would continue to have the ability to reduce prices if appropriate for promotions etc. in consultation with the Cabinet Member for Leisure and Tourism.

 

RECOMMENDED - T H A T Cabinet be asked to approve the following:

 

·          to fix Leisure prices at current levels until January 2010

·          to confirm that all Leisure charges would be maximum prices with officers having the ability to reduce prices if appropriate for promotions etc. in consultation with the Cabinet Member for Leisure and Tourism

·          to allow prices to be reviewed and adjusted if necessary as a result of future VAT changes by the Director of Environmental and Economic Regeneration in conjunction with the Director of Finance, ICT and Property Services

·          to authorise the Director of Environmental and Economic Regeneration in consultation with the Cabinet Member for Leisure and Tourism to set charges or increase prices for sports, arts and play development courses, saleables, new leisure centre activities and food and beverage charges if market conditions were to change during the course of the year.

 

Reasons for recommendation

 

To take account of current circumstances, to allow pricing to be used as a marketing tool, to enable the appropriate action to be taken and to enable charges to reflect market changes.

 

 

779     FEES AND CHARGES, DYFFRYN GARDENS AND ARBORETUM AND COUNTRY PARKS (DEER) -

 

Details were presented of proposed changes to fees and charges in respect of the above.  In some cases adjustments had been proposed to account for inflation and increases in costs, in others charges were proposed to identify those services more clearly which led to costs to the Council and those which did not.  There was also a wish incorporated into the proposed fees and charges to provide an incentive for Vale residents to make repeat visits to be achieved through discounted season tickets for Vale residents only.  As regards VAT, it was proposed that prices for 2009/10 would not adjust downwards at this time due to administration costs but that prices for 2010/11 would allow for that.

 

In respect of Dyffryn, the 2008/09 charges had been based on the Walled Garden area being accessible to the public.  Due to a delay in the restoration of that area, the Walled Garden would not open until the end of 2009/10 and the proposal therefore was to introduce a small increase to cover inflation for the main season only in 2009.  The proposal for 2010/11 was to increase each individual main season admission category by 50p. and multiples thereof where combinations were offered.  Building on the success of the free entry days held annually at Dyffryn in September, an additional free entry day was proposed for this year’s “St. David’s Day Sunday”.  The promotion would be subject to review for continuation in 2010.  An average of 5% increase to hire charges was proposed for East Lodge and the Cory Education Centre reflecting increasing operational costs with additional rates applicable over weekends due to staff costs.  Following a review of the hiring costs of the summer Marquee, the proposal was to increase charges, although it was noted that a greatly reduced rate would be offered to charities Mondays to Wednesdays only. 

 

In relation to Cosmeston Medieval Village, it was noted that admission charges had not changed for a number of years.  Now, however, as a result of a number of improvements, prices were proposed to be brought in line to reflect other heritage projects within South Wales.  The proposals, as appended to the report, were to increase charges across the board, some charges having been structured to reflect better the cost of services with guided tours now proposed to cost more than self-guided tours.  For the first time, charges were now proposed for some activities within Cosmeston Lakes Country Park.  Such activities included the use of the lakes for boating / sailing activities and the provision of horse riding permits (excluding use of the bridleway which could be ridden by right).  Concessions would apply for charitable / non-profit groups.

 

For Porthkerry Country Park, to reflect local needs and trends, the prices for parking and use of the “pitch and putt” golf were proposed to remain unchanged but, as with Cosmeston, the proposal was to introduce a charge for horse riding. 

 

Details of all of the proposals were appended to the report.  Concerns were expressed, particularly in relation to those instances where the proposal was for new charges to be introduced; given the current economic downturn, it was suggested that any increase in charges could result in falling visitor numbers.  Following further discussion, it was

 

RECOMMENDED - T H A T Cabinet be asked:

 

·          to approve the charges detailed in Appendices A, B, C and D to the report for implementation in March 2009 for the Dyffryn main season and April 2009 for the other three sites

·          to confirm that all charges set would be a maximum cost with officers having the ability to reduce prices if appropriate for promotions.

 

Reasons for recommendation

 

To take account of specific market conditions, to reflect cost appropriately and to allow prices to be used as a marketing tool.

 

 

780     CATERING SERVICES: DYFFRYN GARDENS AND COSMESTON LAKES COUNTRY PARK (DEER) -

 

The decision of Cabinet on 21^st January 2009 in respect of the above had been called-in for consideration by Councillors Ms. M.E. Alexander and M.R. Wilson.  The decision of Cabinet as contained in Minute No. C294 was

 

·          that proposals be invited for the delivery of catering services at Dyffryn Gardens and Cosmeston Lakes Country Park; and

·          that a further report be submitted to Cabinet addressing the details and full implications of the options available for the delivery of the service.

 

Both Councillors questioned why the facilities were failing and why it was considered that they could not be efficiently run in-house. Other issues raised included the lack of publicity given to the venues, what solutions had been identified to date by retail consultants, and the potential costs of market-testing. The Operational Manager (Countryside and Economic Projects) outlined the differences between the 2 facilities indicating that whilst Cosmeston produced a poor return, Dyffryn in fact suffered a loss of c. £36k. last year and the differing visitor expectations at each.   The purpose of the report to Cabinet was to seek permission to test the market for the provision of services appropriate to each venue in order to benchmark the existing; a further report would then be submitted to Cabinet with the full financial, staffing and other implications of all options available once expressions of interest had been received.

 

RECOMMENDED - T H A T the resolutions of Cabinet as referred to above be endorsed.

 

Reason for recommendation

 

To allow Cabinet to consider the way forward.

 

 

781     HOUSEHOLD BATTERIES RECYCLING (DEER) -

 

Councillor R.F. Curtis had submitted a request for consideration in respect of the above to allow Scrutiny to investigate the benefits of setting up a kerbside battery collection service for residents in the Vale of Glamorgan.

 

It was reported that WAG was currently carrying out consultation exercises on draft regulations for UK implementation of the provisions relating to waste batteries within EC Directive 2006/66/EC “Waste Batteries and Accumulators Regulations 2009”.  A Government response to the consultation was anticipated in the Spring of 2009.

 

The Government had already decided that it planned to implement the new legal requirement to collect, treat and recycle portable batteries by setting up “Producer Compliance Schemes” whereby producers would be legally responsible to carry out the collection, treatment and recycling of waste batteries.  The Waste Resource Action Programme (WRAP) had carried out a number of trials to gain an understanding of the most efficient and cost effective way to collect portable waste batteries using the following types of collection:

 

·       kerbside collection

·       retail take back

·       community drop off

·       postal

·       NHS and Fire Services collections.

 

Attention was drawn to the fact that Caerphilly County Borough Council had used a community sector partner and collected 16,000 batteries from the kerbside as part of the trials.  The results of trials suggested that a mixture of collection methods would be needed to achieve the 2012 and subsequent targets although kerbside collection schemes were shown to be the best per capita collection rate.  It was stressed, however, that before local authorities would consider implementing kerbside collections, a mechanism would be needed to reimburse the additional costs incurred.  At present the only collection service of household and automotive batteries offered by this Council were resident drop off bins at the Sully and Llandow Household Waste Recycling Centre.  While well used, the overall capture of waste batteries in the Vale was considered to be relatively low with a total of 35.85 tonnes being collected in 2007/08 comprising mainly automotive batteries.  It was considered that, given the details of the “Producer Compliance Schemes” were still to be finalised, it would be premature for local authorities to implement any additional battery collections at this time.

 

RECOMMENDED -

 

(1)       T H A T, until the “Battery Producer Responsible Compliance Schemes” were set up, any proposals to implement a kerbside household battery collection service be deferred.

 

(2)       T H A T the Council’s Waste Management and Cleansing staff work closely with the Welsh Local Government Association to progress the introduction of fully financed kerbside collection proposals for the future.

 

(3)       T H A T a report investigating options to facilitate battery recycling through the provision of suitable facilities at, for example, Council owned premises, be submitted to a future meeting.

 

Reasons for recommendations

 

(1)       To ensure that the Council is fully reimbursed for the additional costs of collecting and recycling waste household batteries.

 

(2)       To promote a cost effective and appropriate battery collection scheme for the future.

 

(3)       To assess available options to facilitate battery recycling in order to offer an additional service as requested through the Recycling Participation Survey and provide an alternative means of disposal to landfill.

 

 

782     TRAFFIC SAFETY ISSUES AT THE MERRIE HARRIER JUNCTION (DEER) -

 

Councillor M.R. Wilson had submitted a request for consideration in order “to seek ways to address the concerns of residents and road users who use the junction”.  Councillor Wilson confirmed that he was aware of concerns expressed by Llandough Community Councillors at the lack of consultation and that the cycling lobby too had expressed similar views.  In order to listen to and help allay those concerns, a proposition was made that a meeting be held in Llandough with representatives from the Community Council and other interested parties.

 

The Head of Visible Services then introduced the report before Members, the purpose of which was to inform the Committee of the Designers Exception Report produced in response to the Road Safety Audit and any additional safety measures that needed to be incorporated into the junction as a result of the Safety Audit.  He confirmed that the full Report could be made available to Members.   In addition to traffic signal replacement and the resurfacing of the carriageway and footways in the area of the junction, the opportunity had been taken to make minor improvements to parts of the existing junction geometry to improve its operational efficiency.  Following the completion of the junction improvements a number of concerns had been raised, particularly in relation to the right hand turn into Penlan Road from Barry Road.  The Head of service indicated, however, that positive comments had been received from Cardiff Bus.

 

The Stage 3 Road Safety Audit had been commissioned following completion of the junction improvement works.  The Road Safety Audit had been undertaken by Hyder Consulting Ltd. and comprised an examination of the document provided by the design team and two separate day and night time visits to the site by the audit team.  The Audit Report had raised a number of safety concerns for which recommendations were offered to improve safety at the junction.  A Designers Exception Report, written as a direct response to each of the safety concerns and recommendations raised within the Safety Audit Report, identified whether the recommendations made would or would not be adopted with specific reasons provided where necessary.  The Principal Engineer (Highways) then went through the main recommendations identified in the Safety Audit Report together with the corresponding comments made as part of the Designers Exception Report as shown below:

 

 

 

Consideration was then given to the recommendations as shown above together with the level of consultation undertaken.  Discussions had taken place with SUSTRANS but it was recognised that the limitations of the site in turn limited the options available.  The Head of Service agreed to respond to Members of the Committee on the questions very recently submitted by the cycling lobby and indicated his willingness to meet with representatives of the Llandough community should that prove necessary.  The request of the 330 petitioners that a Safety Audit be undertaken had now been met and the Community Council would be notified of the current position.

 

Following further discussion on the above and related matters, it was

 

RECOMMENDED -

 

(1)       T H A T the comments the Designers Exception Report in response to the Road Safety Audit be noted.

 

(2)       T H A T the scheme be allowed to “bed-in” and that the situation be reviewed in the Autumn of 2009.

 

Reasons for recommendations

 

(1)       For information.

 

(2)       To allow the junction improvements to be assessed over a period of time and evaluate the outcome.