23 March 2004

Notice of the Decisions of the Meeting of the CABINET held at the Council Chamber, Neuadd Cyngor Ceredigion, Penmorfa, Aberaeron on Tuesday 23 March 2004.

This notice is published at 5.00 pm on Wednesday 24 March 2004. The deadline for the receipt of requests to call-in any decision is 5.00 pm on Wednesday 31 March 2004. The decisions will come into force (if no valid call-in application is received) on Thursday 1 April 2004.

PRESENT: Councillor D.Ll. Evans (Chairman); Councillors, E.J.K. Evans, T.E. Evans ,

A.Ll. Jones, S.M. Morris, R.P. Quant and R.E. Thomas.

IN ATTENDANCE: Councillors E.E. ap Gwynn, D.J. Evans, E.O. Rees and A. Wilson.

(10.00 a.m. –2.00 p.m.)

C558

Councillor S.G. Hopley and Mr. R.O. Watkin, Chief Executive apologised f or their inability to attend the Meeting.

C559

Minutes of the Meeting held 9 March

2004

DECISION

To confirm as a true record the Minutes of

the Meeting of the Cabinet held on 9

March 2004.

C560

Matters arising

Minute C537 – Matters arising – C532(ii) – Councillor A.Ll. Jones reported that the South West Wales region had forwarded a letter of support to WAG reinforcing the concerns expressed by Cabinet.

Minute C540(iv) – Community Safety Partnership

It was RESOLVED to make the following addition to the Minute in view of further information received:-

(a) to defer making a recommendation to the Council in relation to the creation of taxi ranks in the vicinity of the Town Clock, Upper Great Darkgate Street but to authorise Officers to enter into arrangements with the Police for an experimental period of 6 months to use the pedestrian area at Upper Darkgate Street during appropriate hours for the dropping of taxis, under the control of the Police, and to consider the matter again to ascertain whether the arrangements meet the needs identifies by the Police for crowd control; and

(b) to confirm that the Council be recommended to make an Order prohibiting drinking in public places in Aberystwyth as shown in the map presented to Cabinet on

9 March 2004.

C561

Decisions called in

There were no decisions called in from the Scrutiny Committees in relation to the Meeting of the Cabinet held on 9 March 2004.

The Director of Corporate and Legal Services reported that at its last Meeting held on 18 March 2004 the Economic Development, Tourism, Europe and Training Overview and Scrutiny Committee had requested Cabinet to forward a letter to large companies, requesting them to substitute “Ceredigion” for “Dyfed” in their address data base in order to raise awareness of the County’s name.

It was RESOLVED  to contact the companies accordingly.

C562

Procurement Review

Consideration was given to the report of the Chief Executive enclosing the Audit Commission in Wales’s Progress Report on the Review, and outlining suggested improvements to assist the Council in planning for the effective completion of the Review.

DECISION

(i) to note the content of the Report;

(ii) to establish a Procurement Review

Working Group, as referenced in the report,  and to include Member representation of Councillors D.Ll. Evans, E.J.K. Evans, T.E. Evans and S.G. Hopley.

Reason for decision:- in order to proceed with the aim of ensuring continuous improvements of the Procurement Service.

C563

Policy Agreements

Consideration was given to the Report of the Chief Executive updating members on the content of the proposed Policy Agreement between Ceredigion County Council and WAG.

DECISION

(i) to note the content of the Report; and

(ii) to approve the amended proposals and wording contained within the draft Policy Agreement.

Reason for decision:- in order to progress with the process of preparation of the Policy Agreements for submission to, and approval by WAG.

C564

Charitable Rate Relief under Sections 43 and 47 of the Local Government Finance Act 1988

Consideration was given to the Report of the Director of Finance in relation to serving a statutory notice on organisations in receipt of discretionary Charitable Rate Relief that it will be withdrawn from 1 April 2005.  Such organisations would be invited to apply for Rate Relief form 1 April 2005 during 2004/05.

DECISION

To serve the statutory 12 months notice on organisations in receipt of discretionary charitable rate relief to allow a review to be undertaken during 2004/05.

Reason for decision:- so that a review may be carried out in good time for the 2005/06 financial year.

C565

Banking arrangements from 1 April 2004

Consideration was given to the Report of the Director of Finance updating Members in relation to the result of a review of the Council’s banking arrangements and to consider the appointment of Bankers from

1 April 2004.  The Director reported that an independent analysis on the terms of the Council’s banking arrangements had been received from banking consultants employed by the Council.

DECISION

To appoint HSBC as the Council’s Bankers from 1 April 2004 for a period of three years.

Reason for decision:- favourable terms offered by HSBC as confirmed by the independent banking consultants.

C566

County Fund 2003/04 to February 2004

Consideration was given to the Report of the Director of Finance upon the Controllable Revenue Budget Performance for County Fund 2003/04 to February 2004.

DECISION

(i) to note the content of the report; and

(ii) to approve the request of the Social Services Department as follows:-

a) to approve the transfer of the anticipated under-spend on the Supporting People budget (currently estimated at £0.9m) to a “Supporting People Earmarked Reserve” at the year end;

b) to note that the cost of implementing the Social Services Department’s new computerised Information System could now be fully funded within the department’s base budget savings, and that appropriate sums will be earmarked to fully fund the system; and

c) to approve a transfer of up to £0.1m, depending on the year end position, from the portfolio’s remaining under-spend to a “Social Services Vehicle Leasing Earmarked Reserve”, to enable the department to gradually move from an outright purchase of vehicles position to a lease-purchase, or equivalent, option. The reserve should be used to assist the department to gradually build up a provision for leasing costs, or equivalent, in its base revenue budget in order for it to be able to fund a rolling programme of future vehicle replacements.

Reason for decision:- in order that any under-spend may be deployed for the betterment of the service.

{Councillor A.Ll. Jones disclosed an interest in C567 (i) and (ii) under 11 (a) and 11(b) of the Local Code of Conduct and took no part during discussions thereof

C567

Reports of the Director of Finance for information

It was RESOLVED to note the following Reports of the Director of Finance for information:-

(i) Rural Rate Relief

(ii) Ceredigion Community Grant Scheme

(iii) Funding for Capital Expenditure for Dyfed Powys Magistrates Courts Committee

(iv) Budget for the Housing Revenue Account (HRA) for 2003/04 to February 2004

(v) 2003/04 Capital Programme.

C568

LEA Representatives on Governing Bodies

Consideration was given to the Report of the Director of Education and Community Services outlining vacant LEA representative seats on School Governing Bodies.

DECISION

To nominate Mr. C. Thomas, Afallon, Penrhiw, Llanrhystud as LEA Representative on the Governing Body of Brynherbert School.

Reason for decision:- suitable representative required.

C569

ESTYN Reports on Ceredigion Schools

It was RESOLVED :-

(i)  to note the Report of the Director of Education and Community Services providing ESTYN Reports on the following Ceredigion Schools:-

1.       New Quay Community Primary School

2.       Gwenlli Community Primary School

3.       Pennant Community Primary Schools

4.       Talgarreg Community Primary Schools; and

(ii) to extend Members’ congratulations to all schools on their success.

C570

Ysgol Ceredigion

Consideration was given to the Report of the Director of Education and Community Services providing statistical information concerning the number of pupils attending Ysgol Ceredigion together with background information concerning the way the school operates. 

The Chairman welcomed Ms. Jo Kenner to the Meeting, who had been in place as Head of Ysgol Ceredigion for the last three months.  She outlined the work currently being undertaken which covered a wide area of ages, which entailed a complex and expensive provision.

Following questions from the floor, the Chairman thanked Ms Kenner for an enlightening presentation and stated that all Members had gained a clearer picture of the work being undertaken by Ysgol Ceredigion.

C571

BROADBAND

The Chairman welcomed Mr. Michael Eaton, Director of the Broadband Wales Unit at WAG together with Mr. Peter Jones, Head of Strategic Development and Delivery, Broadband Wales Unit at WAG to give a presentation to Members on the progression of Broadband within the County.

Mr. Eaton outlined the progress made to date and the different projects and funding in place. (Report of presentation enclosed)

Following questions from the floor, the Chairman thanked Mr. Eaton for  the information and the clarification of many issues.

C572

Report of the Director of Highways, Property and Works on Departmental matters

Consideration was given to the Report of the Director of Highways, Property and Works upon departmental matters and the decisions recorded in Minutes C573 to C582 and below were taken.

C573

Adoption of Council Estate Roads

DECISION

That the Council Estate Roads outlined in the

Report are registered as highway maintainable at public expense.

Reason for decision:- in order to implement

future maintenance of highway

C574

A475 (High Street) Lampeter Environmental

Improvement Scheme

Proposed Traffic Regulation Orders

DECISION

That the necessary draft Traffic Regulation Order be published and., subject to no objections being received, arrangements subsequently made to introduce the above.

Reason for decision:- in order to duly implement Order.

C575

Proposed 30mph Speed Restriction on TRA

487 and County Road UC5006

(New Mill Road Cardigan.

Proposed 40mph Speed Restriction on TRA487, Cardigan.

DECISION

That the necessary draft Traffic Regulation Order be published and., subject to no objections being received, arrangements subsequently made to introduce the above.

Reason for decision:- in order to duly implement Order.

C576

Highways Property & Works Overview and Scrutiny Committee Review of Engineering Facilities Management

DECISION

To accept the recommendations of the Highways, Property and Works Overview and Scrutiny Committee subject to a further report following the restructuring of the engineering division.

Reason for decision:-in order to progress with the Action Plans

C577

Adoption of Paitholwg Estate Road ,

Rhydyfelin, Aberystwyth

DECISION

That the estate road outlined in the plan be accepted for adoption as Council maintained.

Reason for decision:- to comply with terms of agreement with developer.

C578

Adoption of Crugyn Dimai Estate Road ,

Rhydyfelin, Aberystwyth.

DECISION

That the estate road outlined in the plan be accepted for adoption as Council maintained.

Reason for decision:- to comply with terms of agreement with developer.

C579

Adoption of Brongwyn Court Estate Road ,

Penparc, Cardigan.

DECISION

That the estate road outlined in the plan be accepted for adoption as Council maintained.

Reason for decision:- to comply with terms of agreement with developer.

C580

Appendix 1 Properties, Aberystwyth

Corporate Estate.

DECISION

That the freeholds listed on Appendix 1 of the previous report be offered to the lessees.

Reason for decision:- economically sound disposal for listed properties.

C581

Property Asset Management Plan

DECISION

To approve:-

(i) the processes and strategies as set out in Appendix 1 to the report; and

(ii) the Draft Property Asset Management Plan.

Reason for decision:- approval required in order to proceed with further development.

C582

Reports of the Director of Highways, Property and Works for information

It was RESOLVED to note the following Report of the Director of Highways, Property and Works for information:-

1.   PETITIONS

1.1 Heavy Lorries on the road between Pentre

and Pencefn Drysgol, Tregaron – and to note

the Leader’s concerns that this matter be

dealt with as a matter of urgency.  The

Director of Corporate and Legal Services

reported that any formal complaints in

relation to this matter should be passed to her

as Monitoring Officer.

1.2  Petition Objecting to the Proposed Use of

South Beach Kiosk, Aberaeron.

2.   Waste Transfer Station - Cost of Disposal

and Use of Weighbridge.

3.   Visitor Satisfaction Survey 2003 - Streets and Highways

C583

Development of EMI and General Nursing Home Facilities at Aberystwyth

Consideration was given to the Report of the Director of Social Services on the following:-

1.       the proposed development of EMI and general Nursing Home facilities in Aberystwyth and negotiations with MHA Home Care;

2.        informing Members of the need to commission to include general nursing home capacity on the site

3.       giving indicative figures of revenue implications

DECISION

(i) to note the progress made to date;

(ii) to note the possible significant revenue implications for the Authority in 2005/06 and subsequent financial years; and

(iii) to note that a further report will be brought to Cabinet in the near future giving a more detailed cost analysis.

Reason for decision:- in order to keep Members informed and updated in relation to the progress being made and the probable revenue implications in the future.

C584

Strategy for Older People in Wales

Consideration was given to the Report of the Director of Social Services on the Strategy for Older People in Wales and requesting Members to designate an Older Persons “Champion”.

DECISION

To retain Councillor W.G. Bennett as the Older Persons “Champion”

Reason for decision:- in order to provide a “Champion” for Older People

C585

Reports of the Director of Environmental Services and Housing upon Departmental matters

Consideration was given to the Report of the Director of Environmental Services and Housing upon departmental matters and the decisions recorded in Minutes C586 to C590 and below were taken.

C586

Warden’s Flat, Glynpadarn Sheltered Housing, Llanbadarn Fawr, Aberystwyth

DECISION

To request a that a further report be presented to Cabinet as soon as possible providing the following information:-

(i) outlining the capital costs of converting to office premises; and

(ii) the long term revenue cost implication for Social Services, relating to the rental charge for use of the premises.

Reason for decision:- to potentially facilitate joint working and to provide an appropriate use for accommodation which is currently vacant.

C587

Draft Local Housing Strategy 2004/09

DECISION

(i) to adopt the recommended actions where indicated;

(ii) to establish a Housing Strategy Forum to consider housing issues and solutions at strategic level for the future, to include Members, partner agency representation and individuals with relevant knowledgeable input; and

(iii) to congratulate the Housing Policy and Strategy Officer for his hard work in compiling the Strategy.

Reason for decision:- to enable progression with the LHS process to ensure completion for submission to WAG as required by the Local Government act 2003.

C588

Environmental Services Fees and Charges

DECISION

To approve the proposed statutory and discretionary increases in the fees and charges as outlined in the Report.

Reason for decision:- to ensure that, wherever possible, reasonable costs associated with the delivery of services is recovered.

C589

Proposed Teifi Trail

DECISION

(i) that, subject to any amendments required as a result of discussions with the adjoining authorities, the report be circulated for comment; and

(ii) that a further report be presented to Cabinet on consultation responses and the implementation of this project.

Reasons for decision:- to provide an opportunity for community input in the development of this project and to allow further consideration of comments made on the proposed Trail and project costs / funding.

C590

Reports of the Director of Environmental Services and Housing for information

It was RESOLVED to note the following Report of the Director Environmental Services and Housing of for information:-

1. Prosecution for Breach of Animal Health Disease Control Measures

2. Trade Descriptions Act of 1968 – offences involving Cawdor Cars, Newcastle Emlyn

C591

Recruitment Advertising

Consideration was given to the Report of the Personnel Officer outlining the costs of present Recruitment Advertising for the Authority and providing options for reducing expenditure.

DECISION

(i) to maintain involvement in the collaborative tendering process currently being undertaken by Rhondda Cynon Taf and facilitated by the WLGA Procurement Unit;

(ii) to continue with the use of the current Service provider until the outcome of the tendering process is known;

(iii) once the tendering process is known, to re-assess the financial implications of undertaking the setting and placing of recruitment advertising in-house (a further Report will be presented to Cabinet at that time);

(iv) to prepare a corporate format for all recruitment advertising based on the signposting advertising approach; and

(v) to continue with the current improvements planned for the Council’s vacancies web site, on the proviso that such improvements are achieved within a reasonable period of time.

Reason for Decision:- to provide a more successful and cost efficient recruitment advertising system for the Authority.

C592

Procedure - Urgent Business

It was RESOLVED to note that the Chairman in exercise of his powers under Section 100B(4)(b) of the Local Government Act 1972 was of the opinion that the matter referred to in Minute C593 below was for the attention of the Cabinet in view of the need to take an urgent decision.

C593

Education Service –

Capital Programme: 2004/05

Consideration was given to the Report of the Director of Education and Community Services upon the Education Service Capital Programme for 2004/05 and the submission of bids to WAG for the School Building Improvement Grant for 2004/05.

DECISION

To agree the Capital Programme allocation and approve the submission of bids to WAG under the auspices of the School Building Improvement Grant.

Reason for decision:- urgent need for submission of Grant bids.

EXEMPT ITEMS

The following items contain exempt information as defined in Paragraphs 1,3,4,5,7,8,9,12 and 13 Part 1, Schedule 12A to the Local Government Act 1972 and in accordance with Section 100B(2) of the Act the papers are not available for public inspection.  The Cabinet will be requested, when dealing with the items, to consider whether to exclude the public and press from the Meeting

C594

Staff Counselling Services

Consideration was given to the Report of the Personnel Officer upon the continuing provision of a Staff Counselling Service.

DECISION

(i) to note the content of the Report;

(ii) to approve continuing provision of an independent Counselling service for staff in order to fulfill the Authority’s duty of care to employees and to comply with its statutory duties and responsibilities under the Management of Health and Safety at Work Regulations 1999;

(iii) to place an advertisement in local publications, in accordance with standing orders, for suitably qualified and experienced counselling providers to submit quotations for the delivery of the service; and

(iv) that the Service Level Agreement with the successful provider should be for a three year period from date of commencement.

Reason for decision:- in order to provide a suitable Counselling Service for employees.

C595

Cardigan Castle

Consideration was given to the Joint Report of the Directors of Corporate and Legal Services, Highways, Property and Works and Environmental Services and Housing updating members in relation to the progress made by the Cardigan Castle Project Team.

DECISION

(i) to note the content of the Report;

(ii) to note the Project Team’s efforts to bring to fruition the Cabinet’s resolution of 15 July 2003 and that it will not be possible to effect transfer to a BPT by 31 March, 2004;

(iii) to approve the third option contained in Section 2 of the Report and note the progress of the Project Team in its negotiations with existing Trusts regarding potential transfer or partnership arrangement to ensure public access/involvement where at all possible;

(iv) To invite quotes from and authorise appointment of Specialist Consultants to produce an Options Appraisal and Feasibility Study from within existing budgets;

(v) To note progress with applications for HLF and Objective 1 Funding and to approve their submission.

(vi) to continue to engage the services of the local archaeologist  from the security budget for the Castle for 2004/5;

(vii) to refer the shortfall in funding for the renovation work at Green Villas and St Mary’s Street to CEWG and report back to Cabinet on its findings;

(viii)  to support in principle the urgent need for cocooning/ scaffolding work to Castle Green, to approach CADW in relation to funding and to report back to Cabinet on the responses; and

(ix) to note selection of Cardigan Castle as a project to feature on the  “Restoration” Programme.

Reason for decision:- to enable the project to progress.

C596

RTC67/04/CCC

Consideration was given to the Report of the Director of Corporate and Legal Services on a request to Council for support towards the above mentioned Objective 1 application.

DECISION

To approve submission of the Objective 1 application and to agree to the allocation of £160,000 LRF indicative allocation budget to the project.

Reason for decision:- in order to proceed with application

C598

RTC68/04/CCC

Consideration was given to the Report of the Director of Corporate and Legal Services on a request to Council for support towards the above mentioned Objective 1 application.

DECISION

(i) to approve submission of the Objective 1 application and to agree to the allocation of £450,000 LRF indicative allocation budget to the project; and

(ii) to request the Capital Expenditure Working Group to consider the financial impact of this project on the Council’s Capital Programme.

Reason for decision:- in order to proceed with application

{Councillor R.P. Quant  disclosed an interest in C599 under 12(c) of the Local Code of Conduct and left the Chamber during discussions thereof}

C599

RTC70/04/AT

Consideration was given to the Report of the Director of Corporate and Legal Services on a request to Council for support towards the above mentioned Objective 1 application.

DECISION

(i) to approve offering match funding in kind to a maximum of £10,000 for the first year; and

(ii) to approve submission of a letter of support towards the project

Reason for decision:- in order to enable the application to proceed.

C600

RTC72/04/CCW

Consideration was given to the Report of the Director of Corporate and Legal Services on a request to Council for support towards the above mentioned Objective 1 application.

DECISION

To approve submission of a letter of support towards the project.

Reason for decision:- in order to enable the application to proceed.

C601

Discretionary Top Up Grant – Disabled Facilities Grant

Consideration was given to the Report of the Director of Environmental Services and Housing upon an application for a Discretionary Top Up Grant for a Disabled Facilities Grant over and above the mandatory £30,000.

DECISION

To approve a discretionary sum of £4,537.15 (including vat and fees) over and above the mandatory £30,000 to meet the full cost of the extension and ramped access.

Reason for decision:- to facilitate a disabled person to live at home.

 

CHAIRMAN:___________________________

DATE:____________________