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.

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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 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 , Merthyr, Bridgend, Rhondda Cynon Taff, South 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.

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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

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1071 PROPOSED MERGER OF , 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 .

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

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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.

EXEMPT MATTERS

In accordance with Section 100A(4) of the Local Government Act 1972 the public were excluded from the remainder of the meeting because of the likely disclosure to them of exempt information as defined in paragraphs, 7,8 and 9, of Schedule 12A of the Local Government Act 1972.

1074 BLACKWOOD RFC

Councillor A.J. Pritchard declared his interest in this application and withdrew from the meeting when the matter was discussed.

Representatives of the Club had met a number of cabinet members to discuss their request for financial assistance. Arising from those discussions further information was requested.

It had long been the ambition of the club to relocate to alternative premises. More than two years ago the club purchased a parcel of land adjacent to its playing field. There was a building on the land which can be converted but this required substantial investment. The pace at which the development proceeded was a matter for the club and the level of finance available was the key issue. During discussions it was made clear there are effectively 3 options:

Essentially the options range from the club carrying out the minimum amount of work necessary to relocate through to developing a new clubhouse, which addressed all needs. The report focussed particularly upon a middle option.

The Cabinet recommended to Council that:-

(a) A loan be granted to Blackwood R.F.C for the new clubhouse to proceed.

(b) The terms and conditions of any loan be determined by the Cabinet after a further report.

1075 FORMER LANSING LINDE OFFICES, NEWBRIDGE ROAD INDUSTRIAL ESTATE

This report sought approval to the terms of a lease to who required premises to be used for a Youth Justice Board funded project called ISSP – Intensive Supervision and Surveillance Programme.

The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that a lease for these premises be entered into with the Blaenau Gwent/Caerphilly Youth Offending Team in accordance with the provisionally agreed terms.

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1076 PANTSIDE PHASE IV CONTRACT - MASONS INDUSTRIAL ROOFING - IN LIQUIDATION

This report advised members of the current situation on Masons Industrial Roofing and made recommendations regarding the completion of the existing contractual commitments with this particular contractor.

This contractor had been undertaking the demolition and reconstruction of six Hawksley bungalows on the Pantside estate. Information was received by the authority from Companies House that Masons Industrial Roofing had formally registered their liquidation on the 13th August 2001, and that an official liquidator had been appointed.

In the circumstances of this case the Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that subject to no adverse comments from the consultation process that the Pantside Phase IV contract that had been determined with Masons Industrial Roofing be assigned to Masons Construction Limited.

1077 PROSECUTION – LANE 1-4 OAK TERRACE, LLANBRADACH.

The report sought Cabinet approval for the carrying out of works in default at the lane to the rear of 1-4 Oak Terrace following unauthorised works carried out by an adjacent landowner..

In the course of a series of site visits at Llanbradach in September last year it was noted that this landowner was excavating the lane to the rear of 1-4 Oak Terrace, Llanbradach. Legal Services informed him that he must immediately cease the work and reinstate the highway immediately or face legal proceedings. There then followed some dialogue with Legal Services where it became apparent that he was not going to comply with the Council's request and court action would have to be commenced.

The Cabinet agreed with the recommendation contained in the report and the use of delegated powers by the Deputy Chief Executive that:-

• The Chief Engineer arrange for the reinstatement of the lane to the rear of 1-4 Oak Terrace, Llanbradach.

• The work to commence no earlier than week commencing September 10th.

• The actual costs incurred including the administrative charges of the Chief Engineer to be reclaimed from the adjacent landowner.

• The Head of Legal Services in consultation with the Chief Engineer and the appropriate cabinet member(s) be authorised to take any further necessary action in dealing with this matter.

The meeting closed at 2.46 pm.

Approved as a correct record by the Cabinet at its meeting on Tuesday 18th September 2001.

______CHAIRMAN

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