Agenda Item No.




Minutes of a meeting held on 03 June, 2013.


Present:  Councillor N. Moore (Chairman); Councillor S.C. Egan (Vice-Chairman); Councillors Ms. B.E. Brooks, L. Burnett, R.F. Curtis, C.P.J. Elmore and G. John.


C1344                        MINUTES –           


RESOLVED – T H A T the minutes of the meeting held on 20 May, 2013 be approved as a correct record.


C1345                        DECLARATIONS OF INTEREST –


The following declarations were received:


Councillor Gwyn John

(Cabinet Member for Leisure, Parks, Culture and Sports Development)


Reason for declaration -


Councillor G John declared his personal / prejudicial interest as a member of Llantwit Town Council and therefore was unable to speak and vote on the matter.


Councillor Lis Burnett

(Cabinet Member for Regeneration, Innovation, Planning and Transportation)


Reason for declaration -


Councillor L Burnett declared her personal / prejudicial interest as a member of Penarth Town Council and therefore was unable to speak and vote on the matter.


C1346                        New Corporate Concerns and Complaints Policy (L) (SCRUTINY COMMITTEE - CORPORATE RESOURCES)


Approval was sought to agree the new Corporate Concerns and Complaints Policy.

The Council's 3 Stage Corporate Complaints Policy and Process was adopted by Cabinet on 11 June 2008 (cabinet minute no C27 refers), and it was reviewed and amended by Cabinet on 16 March 2011 (cabinet minute no C1249 refers). Under this policy Stages 1 and 2 complaints were investigated within the service area and the Stage 3 process was undertaken by a senior manager independent of the service.

Overall the 3 Stage Corporate Complaints Policy and Process had worked well. However, the Council, in common with other Welsh Councils, had been reviewing the effectiveness of current arrangements, not least because of the demands on senior officer time.

Throughout Wales local authorities had different Corporate Complaint Policies, with differing stages and timescales. In order to address this difference the Welsh Government established the Complaints Wales Group, chaired by the Public Services Ombudsman for Wales. This Group looked to develop a Model Concerns and Complaints Policy for all public service providers in Wales. This resulted in a 2 Stage Model Concerns and Complaints Policy for public service providers in Wales and Guidance for Implementing the Policy being issued by the Welsh Government. There was no statutory requirement to adopt the Model Policy, but the Welsh Government commended its adoption by local authorities and public services providers in Wales.

The Corporate Management Team received a report in December 2012 and it was agreed that a new 2 Stage Policy would be prepared for Cabinet based on the Model Policy.

When issuing the Model Policy, the Welsh Government listed the following advantages of adopting the scheme: 

·         it would be easier to deal with multi agency complaints and would provide the service user with a single point of contact and a single investigation process

·         it placed a premium on the early resolution of complaints, where possible avoiding the need to engage the formal complaints process by tackling problems at source

·         it minimised the number of complaint stages, thus reducing both cost and frustration

·         it would facilitate the delivery of joint staff training in partner organisations which could both reduce costs and facilitate more effective joint working.


In addition to reducing the number of Stages from 3 to 2, other changes would include all Stage 2 complaints being sent to the “central complaints handler”. That person or team would acknowledge the complaint, offering to discuss the matter with the complainant; grade the seriousness of the complaint to decide on the appropriate level of investigation; identify an officer to do the investigation; and take responsibility for monitoring the smooth running of the investigation, ensuring that timescales are met. The central complaints handler should also be a source of support for front line staff in respect of local resolution. The Model Guidance specifically refers to having the necessary resources to enable the delivery of the Policy, including training. It also refered to front line staff being empowered and trained to deal with complaints and provide appropriate information on advice and advocacy.

Given the changes described in paragraph 8, further work was required to implement a process to ensure that all Stage 2 complaints were received by the central complaints handler and that there was sufficient administrative support to ensure that it ran smoothly.

In advance of the implementation date of 1 July 2013, staff would be advised of the new CCCP via StaffNet and Core Brief. The new Staff Guidance which was attached as Appendix B to the report, would be placed on StaffNet with letter and report templates. Externally, new complaints leaflets would be produced for members of the public, attached at Appendix C to the report which would include the complaint form and summary document. Publicity would also be undertaken via E-News, the Council's Website, Social Media and local press. Ongoing training for staff would be provided.

This was a matter for Executive decision.


RESOLVED - T H A T  the new Corporate Concerns and Complaints Policy attached at Appendix A to the report be approved and that it come into operation on 1 July 2013.

Reason for decision

The new 2 Stage Corporate Concerns and Complaints Policy (CCCP) was designed to streamline and improve existing procedures, and to comply with the Welsh Government's recommendation that all public service providers in Wales adopted the same Model Policy.


C1347            Community Action Self Help (CASH) Scheme 2013/14 (L) (SCRUTINY COMMITTEE – CORPORATE RESOURCES)


Before consideration of this matter the Cabinet members for Leisure, Parks, Culture and Sports Development and Regeneration, Innovation, Planning and Transportation left the room and took no part in discussions on this item.

The views of Cabinet were sought on the awarding of CASH grants. 


This was a matter for Executive decision.


RESOLVED - T H A T the following grants be approved:


Site / Location

Applicants Scheme Description

Grant Recommended

Sully and Lavernock Community Council

Children’s Playground Smithies Av. Sully


Provision of children’s slide




Penarth Town Council

Paget Rooms

Further refurbishment and maintenance works



Llantwit Major Community Council

Lorna Hughes Park


Improvements to footpaths and entrance




Welsh St Donats Community Council

Various sites in Maendy, Tair Onen and Welsh St Donats


Replacement notice boards (3 no.)




Ewenny Community Council

Ewenny Village Hall


Internal redecoration



Pendoylan Community Council

Pendoylan War Memorial Hall


Kitchen Upgrade




St Athan Community Council

Old School Hall Community Centre


Replacement electric heaters








Reason for decision


To progress grants in accordance with the approved scheme.


C1348            Collaborative Working Projects Update (L) (SCRUTINY COMMITTEE – Corporate Resources)


Members were provided with an update on potential and on-going collaborative working initiatives involving the Council and on the bids submitted to the Welsh Government’s Regional Collaboration Fund and associated programme management arrangements.


In January 2013 a report to Cabinet provided an update on the collaborative working initiatives the Council was involved in and the associated governance arrangements and structures in place to support collaborative working at both national and local levels.


The report outlined the details published by Welsh Government in July 2011 of their preferred partnering arrangements for collaborative working which set out a series of regional ‘footprints’. The Vale of Glamorgan’s ‘footprint’ placed the Council in a collaborative working region with Cardiff Council. This did not restrict the Council’s collaborative working activity to working solely with Cardiff, but required consideration to be given to the potential to work with Cardiff Council when considering joint working initiatives.


To support the development of collaborative working projects, the Welsh Government Minister for Local Government and Communities established the Regional Collaboration Fund. This revenue funding had been made available to Local Authorities on the regional footprint basis, following a bidding process and is for a maximum of three years.


Regional Collaboration Fund


The council, in conjunction with partners, submitted a series of bids to the Fund for up to three years as illustrated in the following table:




Partner Organisations





Remodelling Adult Social Care Services

Cardiff Council,

Cardiff & Vale  University Health Board,

Vale Centre for Voluntary Service,

Cardiff Third Sector Council.





Regionalisation of Regulatory Services (Environmental Health, Licensing & Trading Standards).


Bridgend Council,

Cardiff Council.




CYD CYMRU – Wales Together (Cymru Ynni Dyfodol / Wales Energy Future).


Cardiff Council,

Energy Saving Trust.





Cardiff and Vale of Glamorgan Sexual Assault Referral Centre

Cardiff Council, South Wales Police, Cardiff and Vale UHB, Barnardos, NSPCC, Gwent Police, Aneurin Bevan Health Board, Cardiff and Vale Victim Support, Home Office,

Cardiff Women’s Aid, Domestic Abuse and Sexual Violence Forum, Crown Prosecution Service.





Alcohol Treatment Centre

Welsh Ambulance Service Trust, South Wales Police,  

Cardiff Council.





Local Service Board






Cardiff Council










The Welsh Government had confirmed funding for 2013/14 for all projects with the exception of the Transport bid which was currently being reviewed by the Welsh Government and a decision on funding is expected shortly.

Bids were assessed against eligibility criteria including the ability to demonstrate the project’s ability to reduce costs or improve services, led to a recognisable shift in the way in which services were delivered and tackled substantive service or organisational challenges. Appendix A to the report provided a description of the purpose of each project.


Regional Collaboration Fund Programme Management

In order to effectively manage the Regional Collaboration Fund, a Senior Responsible Officer and Project Manager had been identified for each project. The Senior Responsible Officer was responsible for ensuring that the project was delivered as specified and the targets identified are achieved. This would involve regular liaison between Members and Officers from both Local Authorities. The Senior Responsible Officers were also responsible for the provision of a quarterly and annual report to the Welsh Government on project progress.

An officer in each Council had been identified to provide overall co-ordination of the programme of all Regional Collaboration Fund projects and would be responsible for liaising with project teams, Members, senior management of all partner organisations and the Programme Board.


A Programme Board was proposed to oversee all Regional Collaboration Fund projects. The Programme Board would be co-chaired by the Leaders of the Vale of Glamorgan Council and Cardiff Council and be attended by the Cabinet Members from each council with relevant portfolios as well as the Managing Director of the Vale of Glamorgan Council, Chief Executive of Cardiff Council and other partners as required. Senior Responsible Officers and/or Project Managers would be asked to attend to provide updates as required. The Programme Board would meet three times per year with the first meeting being scheduled for July 2013.

In order to oversee the delivery of the Regionalising Regulatory Services project which also included Bridgend County Borough Council, a separate meeting with Leaders, Cabinet Members, Chief Executives, Managing Director and Service Managers would be held.


Collaborative Activities

A compendium was being maintained of all collaborative working activity involving the Council. The compendium described, by service area, the project’s purpose, the partners involved, governance arrangements and the project’s current stage of delivery. The compendium was included at Appendix B to the report for those projects forming part of the national agenda and Appendix C for local initiatives.

Since the January 2013 report to Cabinet, a number of projects have further developed.

In April 2013 the shared internal audit service with Bridgend Council was formally created with the signing of a five year partnership agreement between the two councils. All internal audit staff were employed by the Vale of Glamorgan Council. Work was continuing with Bridgend to develop a business case examining the potential benefits of a joint Youth Service.


The ODSI Board ratified proposals in January 2013 to create a virtual Emergency Planning team on a regional basis. This would provide the resilience of a regional service that could direct resources to specific local incidents as required, whilst also maintaining a locally based team to provide flexibility and local knowledge to the Council.

Local Government had been working with Welsh Government to design and implement a new model for the delivery of student finance based on an all Wales service. The all Wales service would be delivered from Llandudno Junction through a phased implementation from 2014-15.


The South East and Mid Wales Legal Services Consortium had been exploring opportunities for shared legal services and achieving cost and efficiency savings through combined procurement opportunities. A strategic outline case had been finalised and agreed.   The draft outline business case (“OBC”) had also been finalised and agreement from participating Local Authorities was awaited. A copy of the draft OBC save for the appendices (given that they contain sensitive data relating to the member authorities) was attached at Appendix D to the report. Of particular significance were the following provisions of the OBC:


·         It had been concluded that the option that best satisfied the needs of the partner authorities was the development of a formal shared legal services model.

·         A baseline framework for a formal collaboration had been defined, which comprised a number of work streams:-

-               A memorandum of understanding had been signed that set out a process for inter-authority working.

-               Strategic planning for a regional shared legal service, utilising data currently being gathered through a client consultation survey, which will provide an indication of anticipated demand for legal services over the next 3 years.

-               Development of centres of excellence, with a “pilot” being considered with regard to magistrate court prosecutions.

-               Feasibility study into the options available for a reduction in external expenditure on legal services, focusing initially on legal work relating to insurance claims.

-               Reduction in on-line legal library/research costs through joint procurement.

-               Continued investigation into further opportunities for collaboration both within the regional legal services and with other prospective partnership ventures such as the Trading Standards service.

-               Utilisation of sub-regional groups for collaborative initiatives where this maybe more appropriate/practical.

-               Explore opportunities for financial support for regional shared legal service initiatives.

-               Strategic planning to enable the possibility of “pooling” of future vacancies across the region.

·         In addition to the framework identified above a number of opportunities for development in the future had been identified, including:

-               A procurement framework for externalised work. Some of the Authorities (including this Authority) were utilising a contract that had been set up for the South West Wales region, this however is due to expire in April 2014.

-               Research into extranet provision/development of a dedicated website.

-               Further development of the special interest groups which had been established in the last year.

-               Software appraisal of case management, time management and court bundling.


This was a matter for Executive decision.



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

(2)          T H A T regular reports be brought back to Cabinet as the various schemes progress.

(3)          T H A T the programme management arrangements for the Regional Collaboration Fund be endorsed.

(4)          T H A T following agreement with the relevant Officers of Cardiff Council and Bridgend Council, the Managing Director be given delegated authority in consultation with the Leader to award a contract for project support to the Regulatory Services project following a procurement exercise.

(5)          T H A T following agreement with the relevant Officers of Cardiff Council, the Managing Director be given delegated authority in consultation with the Leader to appoint project support to the Remodelling Social Care and Integration with Health Services project.

(6)          T H A T the Managing Director be given delegated authority in consultation with the Leader to enter into Memoranda of Understanding for specific collaborative working projects as required.

(7)          T H A T the Outline Business Case with the South East and Mid Wales Legal Consortium be approved.

Reasons for decisions

(1&2) To ensure that Cabinet is provided with a comprehensive view of collaborative working activities with which the Council is engaged.

(3)       To ensure that Cabinet is content with the proposed arrangements for managing the Regional Collaboration Fund programme.

(4)       To ensure that a contract can be awarded efficiently and effectively for this project.

(5)       To ensure that appropriate resources are put in place to support the delivery of this project.

(6)       To ensure that, where required, projects have documented terms of reference.

(7)       To allow the work of the South East and Mid Wales Legal Consortium to proceed with the development of a full business case.


C1349            Adult and Community Learning Course Fees (AS) (SCRUTINY COMMITTEE – LIFELONG Learning) –


Members were asked to review the fee levels of the Adult and Community Learning course fees. Adult and Community Learning provision is a Council Service and its core funding comes from DfES.  The "Delivering Community Learning for Wales" document set out the Welsh Assembly Government's adult and community learning policy, described the strategic aims and defines the key action for providers. 


The policy document also outlined the need for a balance between provision funded by DfES, by the Learner, employers and others.  This is in line with the Vale of Glamorgan Council's Community Strategy Priority 6 - "people of all ages to access learning opportunities and skills to reach potential, remove barriers to employment".

The level of fees charged was aimed at ensuring that learning opportunities are as affordable as possible and that cost barriers to participation were minimised whilst recognising that learners should make an appropriate contribution to the overall cost of learning.

Basic Skills, Family Learning and English for Speakers of Other Languages (EU Citizens, refugees and asylum seekers) were provided free of charge.  Free courses were available for individuals seeking employment on the 'Get Back on Track' programme of one day accredited courses in Microsoft Office skills.  In addition there were free work clubs around the Vale (Barry, Penarth, St Athan, Llantwit Major) to support CV writing and job searching using the Internet. There were no proposals to change this agreement.

Charges for other courses were based on £2.85 per hour for full fee payers. Although courses were advertised for 25 or 30 weeks, learners could take advantage of instalment facilities to pay for their courses in 20-week blocks and10-week blocks, which equated to £114 (20 weeks) and £57 (10 weeks).

Concessions were currently available for people on benefits with students on means-tested benefits pay one third of the full fee and those on benefits which are not means tested paying two thirds of the full fee.

Those who were on the following non means tested benefits payed 2/3 fees, i.e. £38 per 10 week block.

·         Over 60 not employed

·         Jobseekers Allowance (contributions based)

·         Carers Allowance

·         Disability Living Allowance

·         Incapacity Benefit or Employment and Support Allowance [E.S.A] (contributions based)

·         Those who are on means tested benefits pay 1/3 fees, i.e. £19 per 10 week block.

·         Income Support

·         Working Tax Credit

·         Jobseekers Allowance (income based)

·         Student in full time education

·         Pension Credit or Savings Credits

·         Housing Benefits

·         Council Tax Benefits


In 2011/12, 50% of enrolments were Full Fee, 38% of enrolments qualified for a 2/3 concessionary fee and 11% of enrolments qualified for a 1/3 concessionary fee.

A class operated for several weeks in order to fully assess whether the numbers of enrolments received were enough to make a viable course. 

To achieve a balance between our 2 aims, there was a need to:-

·         provide targeted opportunities to attract those considered to be in greatest need; and

·         continue to provide a programme that appeals to as wide an audience as possible including those learners who accessed the programme and were not considered to fall into one of the priority groups.


In order to continue to deliver the richness and diversity of the ACL programme, many courses would need to become fully cost recovery and indeed income generating to support the ACL provision that would target those in greatest need. However 38% of learners were paying a 2/3 fee which was not means tested.  Clearly if a large number of learners received concessions, then cost recovery courses would need to have greater numbers in order to run.

To ensure the continuation of a broad range of courses and ensure funding was used for priority groups there needed to be an increase in the Full Fee and a move of the 2/3 fee level closer to the Full Fee level.  The 1/3 fee level should remain as low and affordable as possible in order to be accessible to those in greatest need.

In light of the current financial climate, there maybe a decrease in the number of learners paying full fees.

If the same number of learners enrol then the income would increase, however, this would be used to offset any future reduction in the grant and support the provision to target disadvantaged groups to meet the Welsh Government priorities.

This was a matter for Executive decision.


RESOLVED -  T H A T the following proposals take effect from September 2013:

·         Increase the Full Fee by 5%, an increase from £57 to £60 for a 10 week course.

·         Move the 2/3 fee level closer to the Full Fee over the next 3 years. For 2013-14 this would mean an increase of 18% from £38 to £45 for 10 week courses, equivalent to 75% of the full fee.

·         The 1/3 fee level would remain the same £19 for a 10 week course equivalent to 31% of the full fee.

·         Use Department for Education and Skills funding to support an increase in targeted courses in local communities for disadvantaged learners.


Reasons for decisions

The review of course fees is recommended in order to:

·         deliver more flexible learning opportunities in community venues for disadvantaged groups, especially those not engaged in education, employment or training;

·         provide a broader range of learning opportunities in order to attract individuals who are unable, or unwilling to engage with a more traditional curriculum; and

·         meet the additional costs incurred by targeting resources at those greatest in need, including those who are unable to fund their own learning


C1350            Age Friendly Cities and Communities (AS) (SCRUTINY COMMITTEE – CORPORATE RESOURCES) –


Members were advised of the invitation to sign the Dublin Declaration on Age Friendly Cities and Communities in Europe 2013 and to join with other parts of the UK and regions within Europe to collaborate on developing policy and practice to create age friendly places by 2020.

Councillor Ellen ap Gwyn, WLGA Spokesperson for Equality and Older People and Leader of Ceredigion County Council has written to all local authorities inviting them to sign the Dublin Declaration.  In addition the WLGA was offering one day's free support or development training to all Welsh Councils on demographic change and/or creating age friendly communities. The days can be organised from July onwards and be specific to the Vale's needs.  A copy of the letter and WLGA briefing were attached as Appendix A.

In signing the declaration the Council would be committed to ;

·                Promote the ‘Dublin Declaration on Age-Friendly Cities and Communities in Europe 2013’ (Dublin Declaration 2013) in appropriate national and international forums, fostering the maximum adherence possible to its values, principles and premises, in terms of plans, programmes and resources, in order to implement the commitments in this Declaration within a reasonable period of time.


·                Collaborate with all relevant regional and local stakeholders to support the full application of the pledges in the Dublin Declaration on Age-Friendly Cities and Communities in Europe 2013, including cooperation with the WHO European Regional Office and its Network of Cities committed to developing age-friendly environments as part of the WHO Global Network of Age-Friendly Cities and Communities. This will involve commencing a multi-year cycle of continual assessment and improvement to make their environments more age-friendly.


·                Communicate through local and regional channels and networks between the various cities and communities to stimulate and support advances in the promotion of equal rights and opportunities for older citizens and to share learning about advances in policies and practices which improve their lives.


·                The declaration also included a pledge that where it was within their area of responsibility and economically feasible, signatories would further the following specific actions, and incorporate them into key planning instruments to strengthen long term sustainability.  These actions were around the following areas and more detail was included in the Declaration in Appendix A as attached to the report:


·         awareness of older people,

·         processes of citizen-centred engagement

·         urban spaces and public places

·         housing

·         public transport systems

·         participation in social and cultural life

·         employment and volunteering opportunities and lifelong learning

·         community support and health services


Developments in the Vale which were consistent with elements in the declaration included Extracare Housing, the Wyn campaign, Greenlinks community transport, and an increased emphasis on effective engagement. In addition, the Public Health and Wellbeing Board were working to address a number of issues and promote healthy living initiatives locally.

The Vale also had a very strong 50+ Strategy Forum which was very active and was supported by the Council via the Older Peoples Strategy Co-ordinator in the Corporate Partnership Team.  A good working relationship had been established with the Forum who had their own website and newsletter, a monthly Executive and a number of sub-groups including, age discrimination, housing, health and transport.  The Forum were active in promoting issues for older people, getting involved in campaigns e.g. flu immunisation and responding to Welsh Government consultation.

Working to make the Vale of Glamorgan a more age friendly community would also be consistent with the equality objectives in the Council's Strategic Equality Plan. These related to:

·         better monitoring of who is using our services

·         making sure our published information and documents are easier to read and understand

·         raising awareness of the needs of protected groups

·         involving people in developing, reviewing or changing services (engagement)

·         improving harassment and discrimination reporting

·         raising awareness and confidence in use of domestic abuse support services; and

·         reducing the gender pay gap


The Older Peoples Strategy Coordinator had spoken to colleagues in other authorities and the majority had indicated that their authorities would be signing up to the declaration.  The Co-ordinator had also spoken to the programme director for Ageing Well in Wales who was coordinating the work and she had advised that there would be no external review for measuring progress.  There was a requirement for an action plan which would need to be monitored internally and it was envisaged that the delivery plan for the Older People priority outcome in the Community Strategy could form the basis of this action plan with appropriate measures.

This was a matter for Executive decision.



(1)        T H A T the Dublin Declaration on Age Friendly Cities and Communities be signed and Cabinet collaborate on creating age friendly communities.


(2)        T H A T the offer of a development day from the WLGA be accepted and further investigation be taken on whether this should be undertaken in conjunction with LSB partners.


Reasons for decisions

(1)          To enable the Council to be a signatory of the declaration during the EU Summit on Active and Healthy Ageing which will be held in Dublin on the 13-14 June 2013.

(2)          To help the Council and partners respond to the ageing society.


C1351            Grants to Community / Voluntary Organisations: Review of Services Offered to the Council by Valeways (LPCSD) (SCRUTINY COMMITTEE – ECONOMY AND ENVIRONMNET) –


Members were asked to consider the services offered by Valeways, review value for money in respect of this service, and consider a further request for grant aid.

Formed in 1996, Valeways was a multi-partnership charity that supported teams of mixed ability volunteers to improve and maintained access to the Vale’s public rights of way.

Valeways was previously provided with £30,000 of funding per annum for a 3 year period. This ended on 31st March 2012. Cabinet on 28th March 2012 (Minute No C1675) resolved that Valeways be granted a further sum of £20,000 by Deed of Grant for one year from 1 April 2012.

Cabinet also resolved that a full review of the services offered to the Council by Valeways be undertaken.

At the meeting and before considering this matter the Leader and Cabinet Member for Leisure, Parks, Culture and Sports Development, confirmed that they had received representations from Valeways in relation to this item.

This was a matter for Executive decision.



(1)                T H A T the report be noted

(2)                T H A T a final one off core funding grant of £10 000 be awarded to Valeways subject to them entering into a deed of grant.

(3)                T H A T Valeways be invited to obtain further advice from Vale of Glamorgan Council officers to discuss how they could move forward to develop into a sustainable organisation.

Reasons for decisions

(1)               To apprise members of delivery of services by Valeways

(2&3)     In order to provide core support until Valeways establishes a more sustainable business model.



Approval was sought for the Councils formal response to the consultation, attached at Appendix A to the report.

Planning Policy Wales (PPW) set the context for sustainable land use planning policy within which Local authorities' statutory Local Development Plans (LDPs) were prepared and development control decisions on individual planning applications and appeals were made. It was important that planning policy continued to evolve to accommodate changing circumstances.


The consultation document explained that both planning policy and technical advice must reflect the changes made by the EU’s revised Waste Framework Directive (rWFD) in terms of the priority order of waste management (the “waste hierarchy”) and the new policies, priorities and targets for waste set out in ‘Towards Zero Waste’ and the suite of Sector Plans that help deliver it.


Consideration therefore needed to be given to how planning policy could reflect and interact with these new waste policy drivers in a way that delivered these objectives whilst ensuring compliance with European obligations’.


The planning system was a devolved area and therefore it was essential that it aligned with policy areas including waste to support the delivery of objectives through planning and the identification of suitable sites. The draft TAN 21 document explained the interactions between the National Waste Strategy, particularly the Collections, Infrastructure and Markets (CIM) Sector Plan, Planning Policy Wales and the Regional Waste Plan. The WG were also proposing to revise the principles of PPW in relation to development control and the reduction and management of waste, which was currently set out in PPW Chapter 12, paragraphs 12.5-12.7.


The main proposed changes were as follows:

  • Acknowledging that waste policy targets and drivers had evolved and consequently the Regional Waste Plans, which were based upon land take, were now outdated and should be revoked.
  • Introduced a requirement for data collection, monitoring, and annual reports. These could be used as evidence to support development plans and planning decisions.
  • Introduced a requirement to keep a minimum amount of landfill capacity in each region (North, South West & South East) relative to a trigger point (the level for this trigger point is part of this consultation). Hitting the trigger would result in a site search and selection process to identify suitable locations for landfill.
  • Updating policy direction to enable waste facilities to move up the waste hierarchy through the introduction of a Waste Planning Assessment (WPA).

At the meeting, the Cabinet member for Regeneration, Innovation, Planning and Transportation made a slight amendment to recommendation 1 of the report as outlined below.


This was a matter for Executive decision.


(1)       T H A T Appendix A to the report be endorsed as the Council’s formal response to the Welsh Government consultation on ‘Planning for Waste – Revision to Chapter 12 of Planning Policy Wales and Technical Advice Note 21 (Waste)’.

(2)       T H A T the report be referred to Planning Committee and Economy and Environment Scrutiny Committee for information.


Reasons for decisions

(1)       To allow the Council to respond to the consultation on ‘Planning for Waste – Revision to Chapter 12 of Planning Policy Wales and Technical Advice Note 21 (Waste)’.

(2)       To advise Planning Committee and the Economy and Environment Scrutiny Committee of the recent public consultation.



Approval was sought for the allocation of S.180 funding to voluntary sector bodies for the financial year 2013/ 2014.

Part VII of the Housing Act 1996 empowered local authorities to give assistance by way of grant or loan to voluntary organisations concerned with homelessness or matters relating to homelessness in their area. This provided for the provision of services where local authorities did not have the expertise to manage particular cases / clients or where the voluntary sector could provide services more cost effectively. For example, providing advice for young vulnerable people and bonds to access private sector housing.

It was a requirement of the Welsh Assembly Government that support services be included within the Supporting People Revenue Grant or Supporting People Grant. This meant that S.180 funding need only be provided to those agencies who fell outside the criteria of the Supporting People Revenue Grant.

Since 2005 / 06 the Council had provided S.180 funding to three voluntary sector organisations who provided four services, in addition to the Council, to homeless persons in the Vale. These were:-

Tabernacle Home Access Project – Accommodation finding and bond services - £5,000.

Llamau – JIGSO project – Advice and assistance to single people aged 16 or over who were homeless / threatened with homelessness.  Included a bond service, landlord and tenant support and general housing advice – £12,000.

The Council was looking at various options to increase their homelessness prevention focus, which should reduce the numbers of clients facing homelessness, reduce the use of inappropriate temporary accommodation and increase the supply of good quality temporary accommodation. Part of the exploration of options, includes looking at whether services currently being outsourced (such as these) could be brought back in-house with no ill effect on the service combined with a cost saving to the Council.

The report put to Cabinet on 18 November 2009 (minute number C685) introduced the need for a review of the current funding arrangements and the plan to carry this out as a matter of urgency. However with the reconfiguration of Children’s Services and the opportunities this presented for more joint working between the teams, this review was delayed to allow the re-structure and for joint working to be implemented.

The reconfiguration of Children’s Services had now been completed and joint working was under way via the One Stop Shop approach based in Llamau’s offices on Holton Road. This service provided support for young people assessed as being ‘in need’,  better joint working between the teams and ensured that the Council met it’s statutory duties under both Leaving Care and Homelessness legislation in light of recent case law updates.

In particular the allocation of the funds would reflect the objectives identified in the Housing Strategy Action Plan under Strategic Aim 3: To eradicate homelessness and ensure the public had accessible, high quality advice and information on housing matters.

At the meeting, the Cabinet member for Housing Building Maintenance and Community Safety made a slight amendment to recommendation 1 of the report as outlined below.


This was a matter for Executive decision.


(1)       T H A T the Director of Visible Services and Housing be authorised to pay the S.180 funding to Tabernacle Home Access to the amount of £5,000, Llamau’s JIGSO project the amount of £12,000 and Llamau’s furniture project the amount of £6,000 for the financial year 2013 /14.

(2)       T H A T the funds requested be authorised to continue to compliment the varied homelessness prevention options currently offered.  

Reasons for decisions

(1)       To ensure that the resources were made available to develop key services to assist the Council in complying with its statutory homelessness duty

(2)       To ensure that the services were delivered in the most efficient and effective way and that they complement the services already being offered by the Statutory Services in Housing and Social Services.




Approval was sought to extend the existing contracts for Highway Weed Control, Surface Dressing, Micro-Asphalt Surfacing, Highway Emergency and Permanent Repairs and Carriageway Resurfacing works.


Tenders had been previously invited for all the contracts listed.  The contract terms permitted contract extensions of up to a further two years with the agreement of the Council and the relevant contractor, via an annual review.


The specific details in respect to each contract were as follows:


Highway Weed Control - Awarded to Complete Weed Control (South Wales)

This contract was originally let on 1st April, 2012 and the contractor; Complete Weed Control (South Wales) has indicated that they were prepared to extend the contract for one year with no price increase.


Surface Dressing Contract - Awarded to Road Maintenance Services

This contract was originally let on 1st April, 2012 for one year and the contractor; Road Maintenance Services, had indicated that they were prepared to extend the contract for one year with no price increase.


Micro - Asphalt Surface - Awarded to Kiely Brothers


This contract was originally let on 1st April, 2012 for one year and the contractor Kiely Brothers, had indicated that they were prepared to extend the contract for one year with no price increase.


Highway Emergency and Permanent Repairs - Awarded to LGA Limited

This contract was originally let on 1st April, 2012 for one year and the contractor; LGA, had indicated that they were prepared to extend the contract for one year with no price increase Carriageway Resurfacing works - Awarded to Tarmac National Contracting Limited


This contract was originally let on 1st April, 2011 with an option to extend for a further two years.  The contractor Tarmac National Contracting Ltd had indicated that they were prepared to extend the contract for one year with a contract value increased by the Baxter indices.  These were indices which were commonly used in large civil engineering contracts to reflect the change in the costs of labour, plant and materials.  This contract was last uplifted in March 2012 therefore the March 2013 Baxter index was required before the % change will be known for 2013 / 2014. 


At the meeting, the Cabinet Member for the Environment and Visible Services informed Cabinet that he had sought assurances from Officers that the chemicals used in the contract for highway weed control did not contain any neonicotinoid pesticides that had been shown to be harmful to bees and butterflies, he was also pleased to report the continued use of wild flowers in a number of the Vale of Glamorgan Council’s roundabouts which encourage local bee and butterfly populations


This was a matter for Executive decision.




(1)       T H A T the contract for Highway Weed Control 2012 / 2013 awarded to Complete Weed Control (South Wales) be extended to March, 2014 at no price increase to current rates.


(2)       T H A T the contract for Surface Dressing 2012 / 2013 awarded to Road Maintenance Services Limited be extended to March, 2014 at no price increase to current rates.


(3)       T H A T the contract for Micro-Asphalt Surfacing 2012 / 2013 awarded to Kiely Brothers be extended to March, 2014 at no price increase to current rates.


(4)       T H A T the contract for Highway Emergency and Permanent Repairs 2012 / 2013 awarded to LGA Limited be extended to March, 2014 at no price increase to current rates.

(5)       T H A T the contract for Carriageway Resurfacing works 2011 / 2012 awarded to Tarmac National Contracting be extended to March, 2014 at a price increase in line with the Baxter indices.


Reasons for decisions


(1-5)    To ensure compliance with the Council's Contract Standing Orders and Financial Regulations.