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Meetings, Agendas, and Minutes Cabinet - 4.9.01 CAERPHILLY COUNTY BOROUGH COUNCIL CABINET MINUTES OF THE MEETING HELD AT THE COUNCIL OFFICES, TREDOMEN ON TUESDAY, 4TH SEPTEMBER 2001 AT 2.00 P.M. PRESENT: Councillor L.G. Whittle - Chairman Councillors: P.J. Bevan (Education and Leisure), Mrs. K. Gwynne (Best Value, Community Planning and Business Manager), D. Jones (Environmental and Housing), A.J. Pritchard (Personnel and Modernisation), Mrs. J.A. Pritchard (Social Services) and J. Taylor (Transportation and Planning) Together with: S. Rosser (Deputy Chief Executive), D. Hopkins (Director of Education and Leisure), R. Webb (Director of Technical Services), J. Howsam (Director of Social Services), I. Medlicott (Head of Legal Services), P. Gomer (Head of Lifelong Learning and Leisure), P. Evans (Head of Information Technology), C. Burns (Head of Policy and Central Services), A. Maisey (Head of Procurement), S. Bates (Chief Property Officer), C. Davies (Chief Housing Officer), A. Isaacs (Head of Corporate Finance), G. George (Committee Services Manager) APOLOGIES Apologies for absence were received from Councillors R. Gough (Objective 1 and Economic Development), C.P. Mann (Resources) and M. Davies (Chief Executive). 1065 MINUTES RESOLVED that the minutes of the Cabinet meeting held on 14th August 2001 (minute nos 1047-1064 on page nos 384-390) be approved as a correct record and signed by the Chairman. MATTERS ON WHICH EXECUTIVE DECISIONS WERE REQUIRED 1066 WRITE OFFS - (A) COUNCIL TAX, (B) BUSINESS RATES (A) COUNCIL TAX Recovery action had been taken in respect of £1,260.12 arrears but these amounts were still outstanding. 391 Cabinet - 4.9.01 The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that Council Tax arrears to the value of £1,260.12 be written off. (B) BUSINESS RATES The Council collected the rates payable by businesses on behalf of the National Assembly. It had not been possible to collect rates to the value of £70,735.17 for various reasons. The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that business rates to the value of £70,735.17 be written-off. 1067 REPLACEMENT REVENUE AND BENEFITS SOFTWARE Prior to 1996 Islwyn B.C. and Rhymney Valley D.C. used different IT systems for: - council tax collection - business rates collection - council house rents collection - housing and council tax benefits administration The revenue and benefits system was one of the major IT systems operated by the Authority. Limited investment was made in 1996 but the systems have remained unchanged for many years. The Council had benefited from having a stable IT environment since 1996. However, this had meant that the service had not been able to take advantage of the pace of developments in the IT world. The age of the existing software was becoming of increasing concern and the council was the only welsh user of the software The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that open tenders be sought for replacement revenues and benefits software, the acceptance of any tender being subject to funding being identified. 1068 LAUNDERING AND DRY CLEANING SERVICES (INCLUDING SPECIAL CLEANING OF FIRE SERVICE UNIFORMS) The purpose of this report was to obtain acceptance of the tender for Laundering and Dry Cleaning Service (including special cleaning of Fire Service Uniforms); the invitations for which, were issued on behalf of the County Boroughs of Caerphilly, Merthyr, Bridgend, Rhondda Cynon Taff, South Wales Fire Service and South Wales Police. The contract was to take effect from 1st October 2001 for a period of eighteen months with an option to extend for a further twelve months. The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that the contract be divided and awarded to both tenderers. • County Borough’s of Caerphilly, Merthyr and Rhondda Cynon Taff to use Snow White Laundries, Pontypool. • County Borough of Bridgend, South Wales Police and South Wales Fire Service to use Paragon Laundries, Newport. 392 Cabinet - 4.9.01 1069 WEBCAM COVERAGE - COUNCIL MEETINGS As part of the “Modernisation Agenda,” officers had been requested to report on the feasibility and costs of providing a Webcam facility to provide Internet coverage for meetings of the Council. Members are therefore requested to:- (a) consider the principle of broadcasting Council business to the public via the Web. (b) give some guidance on what type of meeting, style of coverage, etc is required. (c) based on an “in principle” decision, the options available to the Council can then be evaluated and reported back to Members, in due course. The cabinet agreed with the use of delegated powers by the Deputy Chief Executive that, in principle: • cabinet meetings only be broadcast to the public via the Web for possibly a trial period of three months . • This arrangement be dependent on a further report on an evaluation of options available (including leasing equipment). Members noted with pleasure that over 25,000 “hits” had been made on the councils web site since its relaunch earlier this year. A breakdown of this figure would be given to members 1070 GWENT INFORMATION SHARING PROTOCOL The report sought members’ approval for the formal adoption of the Gwent Information Sharing Protocol. This was an agreement between the National Health Service and non-National Health Service agencies to share personal information to improve seamless health and local government services. The protocol was now in its final draft form. The aims of the protocol were to:- • Guide partner agencies on how to share personal information lawfully • Increase awareness and understanding of key issues • Emphasise the need to develop joint operational procedures • Establish a process, which will monitor and review all data flows • Encourage a two-way flow of data The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that:- (i) The Gwent Information Sharing Protocol be formally adopted; (ii) Those officers identified below be authorised to sign up to the protocol to facilitate exchange of data between the local authority and the National Health Service. • Director of Environmental Services and Housing • Director of Social Services • Director of Education • Head of IT 393 Cabinet - 4.9.01 1071 PROPOSED MERGER OF YSTRAD MYNACH, MERTHYR TYDFIL AND ABERDARE COLLEGES OF FURTHER EDUCATION The Director of Education and Leisure, in response to a consultation document issued in May 2001, submitted a formal corporate view on proposals issued by the FE Colleges at Ystrad Mynach, Merthyr Tydfil and Aberdare for a formal merger That response objected to the proposals and offered the view that a more satisfactory strategic arrangement in terms of the delivery of post-16 education in Caerphilly County Borough Council would be closer links with the Crosskeys campus of Coleg Gwent. The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that the pursuit of closer working between Coleg Gwent and Ystrad Mynach College is the more appropriate way forward and member meetings be sought with both Colleges and Caerphilly CCET to explore these options. 1072 GROUNDS MAINTENANCE BUDGET The purpose of the report was to inform members of the funding difficulties that existed within the Parks Services for grounds maintenance works and to seek approval for the apportionment and utilisation of the £100,000 growth bid approved by Council. The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that:- (i) the apportionment of the £100,000 growth in 2001/2 be allocated as set out in para.3.2 of the report; (ii) the actions of officers in utilizing the underspend for 2000/1 to ‘catch up’ on works which suffered owing to adverse weather be approved; (iii) to manage an anticipated overall budget shortfall (despite (i) and (ii) above), a strategy be put in place to deliver a break-even budget as per Directorate targets shown in Appendix 2 of the report, these to be on the basis of agreed SLAs with Grounds Maintenance and service users; (iv) officers continue to brief members on progress in the year. MATTERS WHICH REQUIRE A RECOMMENDATION TO COUNCIL 1073 GWENT MAGISTRATES COURT COMMITTEE - PRIVATE FINANCE INITIATIVE BUILDING SCHEME This report was presented to Cabinet on 14th August 2001 and was deferred for additional information. The Magistrates' Courts Committee had been developing a case for a private finance initiative scheme for court buildings to provide modern and user-friendly facilities in the area covered by the five county boroughs. Currently there were problems with cell accommodation for prisoners, problems with the separation of defence and prosecution witnesses and video link evidence in child care cases. All of these may be traced back to deficiencies in the court building. Finally there was also an urgent need to improve/replace buildings to comply with recent legislation for example the Disability Discrimination Act. The Cabinet recommended to Council that:- (i) approval be given for the Magistrates' Courts' Committee and Newport County Borough 394 Cabinet - 4.9.01 Council to procure and appoint the necessary advisers to proceed with the development of the scheme; (ii) subject to any further report, the Magistrates' Courts Committee be authorised to incur fees up to a maximum of £500,000; (iii) the authority approve a budget provision to fund its share of the fees in the current financial year in accordance with the current agreement and note the requirement to fund the balance of the fees in 2002/2003; (iv) a further report be received on the outcome of the procurement process for advisers and the resulting budgetary implications.
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