To receive apologies for absence from Members.

Apologies for absence were received from Councillor CL Reeves and the Chief Executive. 

To receive declarations of personal and prejudicial interest (if any) from Members/Officers in accordance with the provisions of the Members’ Code of Conduct adopted by Council from 1 September 2008.

The following Declarations of Interest were made:

Councillor PJ White declared a personal and prejudicial interest in agenda item 9 – Appointment of Local Authority Governors as he is listed in the Governor appointments to Maesteg Comprehensive School and withdrew from the meeting during consideration of this item. 

To receive for approval the Minutes of the meeting of the Cabinet of 7 June 2016. 

RESOLVED:            That the minutes of the meeting of Cabinet of 7 June 2016 be approved as a true and accurate record.  

To provide Cabinet with an update on the Council’s financial performance for the year ended 31st March 2016.

The Head of Finance presented the report of the Chief Executive which provided an update on the Council’s financial performance for the year ended 31 March 2016. 

He informed Cabinet that Council on 25 February 2015 had approved a net revenue budget of £252.201 million for 2015-16 along with a capital programme of £36.441 million.  This was revised in the Medium Term Financial Strategy 2016-17 to 2019-20 in March 2016 to £31.689 million, and in May 2016 to £26.698 million.  He reported that the overall outturn at 31 March 2016 shows a balanced position, with Directorate budgets provided a net underspend of £1.639 million and corporate budgets a net underspend of £7.553 million.  The under spend on Directorate net budgets for the year is as a result of a number of factors including the maximisation of grant and other income, strict vacancy and sickness management, increased productivity on some trading accounts and savings resulting from improved systems and processes and delays in implementing some Directorate schemes.  The sum of £2.002 million was drawn down in year from approved earmarked reserves to meet specific one off pressures identified.  He stated that the under spend masks underlying budget pressures in some service budgets, mainly in the service areas of Looked After Children and Adult Social Care. 

The Head of Finance stated that the budget approved for 2015-16 included savings proposals of £11.225 million, (5.27% of net service budgets), £1.909 million of these proposals were not realised in 2015-16, but the expenditure associated with them had been offset by vacancy management and other savings elsewhere in the budget.  There remained a recurrent pressure on 2016-17 budgets which will need to be addressed by implementing the budget reduction proposals or identifying and delivering alternatives. 

The Head of Finance reported on the Capital Programme outturn for 2015-16, the budget for which had been revised in the MTFS in March 2016 and updated by Council in March 2016 totalling £26.698 million, taking into account new schemes and projected slippage into 2016-17.  He stated that the total budget for 2016-16 was £27.312 million, which takes into account additional approvals of £614,000 which generally comprised schemes funded by external grant and other funding sources not previously indicated.  He informed Cabinet that total expenditure at 31 March 2016 is £26.047 million, resulting in an over spend of £27,000 on BCBC resources.

The Head of Finance also reported that a review of the Council’s earmarked reserves had been undertaken which identified the need for £9.597 million to create new or enhance existing corporate reserves to meet the cost of future service reconfigurations, the Council’s Digital Transformation Programme, the estimated demolition costs of four Council buildings, potential costs from recent case law and inescapable capital investment works required to mitigate against health and safety risks.  He stated that Directorates were able to submit applications for new earmarked reserves.  Total Directorate earmarked reserves including carry forward reserves amount to £3.271 million, of which new Directorates’ reserves total £1.193 million.  He stated that  ...  view the full minutes text for item 938.

To update Cabinet on the development of the Medium Term Financial Strategy (MTFS) 2017-18 to 2020-21.

The Section 151 Officer reported on an update on the development of the Medium Term Financial Strategy (MTFS) 2017-18 to 2020-21. 

He stated that the MTFS is set within the context of UK economic and public expenditure plans, Welsh Government priorities influencing settlements and legislation which defines the scope the Council has to raise income from council tax and to borrow for capital expenditure.  It also includes all elements of the Council’s financial strategy for the next four years, with emphasis on planned budget reductions and encompasses the Capital Strategy to ensure that capital investment proposals are prioritised and evaluated in accordance with asset management principles and contribute towards the Council achieving its strategic and service priorities. 

The Section 151 Officer informed Cabinet that following the Welsh Assembly elections a minority government has been formed, which includes the appointment of a new Cabinet Secretary for Finance and Local Government.  Against this background and with no clarity over Local Government Reform there remained uncertainty over local government funding.  He stated that in the absence of further information on likely future settlements, the Council would continue to work towards a most likely scenario in the MTFS of a reduction of -3.2% in Aggregate External Financing.  He also informed Cabinet that in pursuance of improvements to its Financial Strategy development, it had expanded the budget development process to include the best case scenario of a reduction in AEF of -1.5% and worst case scenario of a reduction in AEF of -4.5%.  He stated that the Council would be required to make budget reductions of £25 million given the best case scenario.  This would rise to over £45 million in the worst case scenario and given the most likely scenario would result in budget reductions of over £36 million having to be delivered which would require changes to the level of scope of discretionary services which the Council provides and involving difficult choices on service delivery.  The Section 151 Officer reported that a key planning assumption which influenced the Financial Strategy and Budget Reductions development is schools’ protection whereby schools’ delegated budgets were afforded protection.  He informed Cabinet that under current MTFS assumptions there is no protection afforded to schools and the budget reductions included a 1% efficiency saving from schools’ delegated budgets from 2017-18 to 2019-20.  He stated that if the Welsh Government continues to afford protection to schools this will put more pressure on other service areas. 

The Section 151 Officer reported that the Corporate Plan will direct the allocation of resources in the MTFS and all areas will be set a 1% annual efficiency target with further reductions over and above this targeted more heavily towards budget areas that contribute less towards the Council’s objectives.  He stated that Directors are reviewing existing budget proposals to confirm their current status and achievability.  The remaining revenue budget shortfall under a most likely scenario over the four years of the MTFS was currently estimated at £27.371 million.

The Section 151 Officer reported that the  ...  view the full minutes text for item 939.

To update Cabinet on the progress made since the report of 16^th February 2016.  To seek Cabinet’s approval to execute a further Memorandum of Understanding to be entered into between the ten local authorities (the Councils) participating in the City Deal project.  To obtain from Cabinet appropriate delegated powers in order to undertake the functions related to the governance structure.  To commit a further sum of £47,034 representing the Council’s contribution to a regional fund of £500,000 to continue to fund the development of the City Deal.  To seek approval of the appointment of a Programme Director by the County Council of the City and County of Cardiff (Cardiff Council) on behalf of the participating Councils and to agree to the procurement and appointment by Cardiff Council of specialists advisors as part of the project work. 

The Corporate Director Operational and Partnership Services reported on an update on progress made with the Cardiff Capital Region City Deal.  He stated that the Leaders of the respective Councils had signed the Cardiff Capital Region City Deal Agreement (City Deal) with the Welsh and UK Governments in March 2016 with the Councils working together to develop the detailed City Deal proposals and put in place all arrangements and documentation required to finalise the City Deal.  The Councils now have to develop a robust business case that will enable each of the ten Councils to undertake their own assessment as to whether they commit to the financial terms and conditions of the City Deal. 

He reported that the next stage of the process requires the establishment of robust governance arrangements in shadow form and to develop the City Deal Agreement.  He stated that the Councils have agreed to enter into a further Memorandum of Understanding to undertake the project work and how resources would be allocated and the project co-ordinated. 

The Corporate Director Operational and Partnership Services outlined the governance structure which will include a shadow joint committee to be known as the Cardiff Capital Region Shadow Joint Committee; the Chief Executive’s Board and the Cardiff Capital Region City Deal Officers Group which will carry out the day to day activities to progress the project.  He stated that it was proposed that the Leader and appointed deputy be given delegated power to make any decisions on behalf of this Council, provided it was within the remit of the Shadow Joint Committee. 

The Corporate Director Operational and Partnership Services informed Cabinet that the Councils had created a fund of £500,000 based on population share to meet the costs of preparing the City Deal bid.  To date £332,000 of this fund had been spent or committed.  He stated that additional costs would need to be incurred and it was proposed that the individual contributions be apportioned on the same basis as before, which for Bridgend would equate to expenditure of £47,034, which would be met from corporate contingency.  If costs and expenditure exceed the financial contributions of each of the individual Councils, they would be apportioned between the Councils on the percentage of population across the City Region.  He also informed Cabinet that to ensure the governance arrangements are sufficiently strong, that the ten local authorities procure and appoint specialist legal advisors to draft all appropriate and necessary documents for the City Deal from the Crown Commercial Services Framework Agreement, to be met from within the £500,000 fund. 

The Cabinet in commending the proposals to progress the City Deal commented that a significant element of the Deal is its relationship with the Metro scheme and given the uncertainty in the economy following the referendum result to leave the European Union requested that representations be made to the UK and Welsh Governments that they honour their commitment to the City Deal Region and that the funding remain in place.   

RESOLVED:               That Cabinet:

a)  ...  view the full minutes text for item 940.

To present to Cabinet for its endorsement, proposed key holder arrangements for sports pavilions in light of the outcomes of the consultation which took place last year and seek approval for a proposed payment structure and fees for the coming 2016/17 season.

The Head of Neighbourhood Services reported on proposals for key holder arrangements for sports pavilions in light of the outcome of consultation which had taken place and sought approval for a proposed payment structure and fees for the 2016/17 season. 

He reported that the parks pavilions review formed part of the Communities Directorate response to reconciling the current financial settlement with operational levels of service and savings had been identified in the MTFS of £437k in 2015/16 and £100k in 2016/17.  He stated that consultation with pavilion caretakers was concluded and changes to the caretaking arrangements for pavilions are being implemented. 

The Head of Neighbourhood Services reported that the new arrangements for cleaning and the users becoming key holders would be introduced as soon as is practical following the end of the 2015/16 winter outdoor sports season.  He stated that to enable users to become key holders, the Council would need to regularise and formalise arrangements in order to protect the interests of the Council and clubs and to compliment the key holder agreement, it was proposed to introduce a new charging structure for the use of sports pitches and pavilions, along with amended frequency of billing being adopted.  He informed Cabinet that monthly bills have historically been calculated using caretaker records on which every formal use made of the sports pitches and pavilions is recorded, which are cross-referenced / reconciled against league fixture reports.  He stated that this process is resource intensive and it was proposed to introduce a charging structure on a single annual fee, with the fee varying dependent on the sports played and for the use made of the sports pavilions.  The cost of the new scale of charges would be cost be neutral assuming the full take up of the key holder arrangement and that the current levels of use continue. 

In response to a question from the Cabinet Member Children’s Social Services and Equalities, the Head of Neighbourhood Services undertook to liaise with the Child Care Team in relation to the charges to be implemented for the annual use by playgroups. 

 RESOLVED:                   That Cabinet:

i.                                                             i.  noted the proposed timescales for the  introduction of the new cleaning arrangements for sports pavilions and key holder arrangements for users, and

ii.                                                            

ii  delegated to the Corporate Director Communities      the power to finalise the terms of the Key Holder Agreement in consultation with the Corporate Director Operational and Partnership Services and to enter into a Key Holder Agreement with the relevant key holders, making such additional amendments and modifications to the Agreement as the Corporate Director Communities believes is appropriate in individual cases in consultation with the Corporate Director Operational and Partnership Services

iii  approved the introduction of a new charging structure for club use of sports pitches and pavilions as detailed in the report, following the changeover to key holder arrangements and Cabinet approve the fees detailed in Appendices 1 & 2.                  

To inform Cabinet of the statutory requirement to establish a Western Bay Regional Partnership Board and to update Cabinet with regard to the Western Bay programme of work.  To approve the Terms of Reference for the Western Bay Regional Partnership Board and to delegate any future amendments to the Corporate Director – Social Services and Wellbeing, in consultation with the Corporate Director – Operational Services and Partnerships.  To agree the nomination of Members to represent Bridgend County Borough Council on the Western Bay Regional Partnership Board.  To delegate the appointment of remaining non local authority and non LHB members of the Regional Partnership Board to the nominated Members of the Council in conjunction with representatives of the other Local Authorities and the Local Health Board. 

The Corporate Director Social Services and Wellbeing reported that the Western Bay Regional Partnership Forum was established on a non-statutory footing in 2014 to progress and oversee the Western Bay Health and Social Care Programme.  She stated that the Social Services and Wellbeing (Wales) Act 2014 has introduced new requirements on local authorities and the Local Health Board (LHB) to establish Regional Partnership Boards on LHB footprints.  This was designed to secure strategic planning and partnership working between local authorities and the LHB to ensure effective services, care and support are in place to best meet the needs of their population. 

The Corporate Director Social Services and Wellbeing outlined the objectives of the Regional Partnership Boards together with its responsibilities and the role and function of the Western Bay Regional Partnership Board.  She stated that each member of the Regional Partnership Board would be responsible for ensuring any strategic decisions and plans made by the Board have Partner Body support and are considered through their respective governance arrangements. 

The Corporate Director Social Services and Wellbeing reported that implementation of the Act built on considerable progress made across Western Bay.  Implementation of the Act was in two stages, namely Immediate, to ensure compliance with key requirements of the Act by April 2016, and Medium Term which ensures working across the partnership to develop and enhance arrangements as well as ensuring that the spirit as well as the letter of the Act are reflected in how services are planned and delivered from April 2016 onwards.           

RESOLVED:                  That Cabinet:

1)     Considered and adopted the Terms of Reference and supported the establishment of the Western Bay Regional Partnership Board;

2)    Delegated power to the Corporate Director of Social Services and Wellbeing, in consultation with the Director of Operations and Partnerships and the s151 Officer, to make any future amendments to the Terms of Reference which have been recommended by the Partnership Bodies;

3)   Noted the position statement that provides a summary of the Western Bay programme of work;

4)    Agreed the nomination of the Leader of Bridgend County Borough Council, the Cabinet Member, Adult Social Care, Health and Wellbeing, and the Cabinet Member, Children’s Social Services and Equalities to represent Bridgend County Borough Council on the Western Bay Regional Partnership Board;

5)   Delegated the appointment of remaining non local authority and non LHB members of the Regional Partnership Board to the Members nominated in accordance with recommendation 4, in conjunction with representatives of the other Local Authorities and the Local Health Board, such appointment to be reported back to Cabinet. 

To seek approval from Cabinet for the appointment of Local Authority governors to the school governing bodies listed.

The Corporate Director Education and Family Support sought approval for the appointment of Local Authority Governors to the school governing bodies listed. 

RESOLVED:                   That Cabinet approved the appointments listed.   

To consider and agree revised guidance for Schools and other partner agencies linked with children and young people missing education.

The Corporate Director Education and Family Support sought approval for revised guidance for schools and other partner agencies linked with children and young people missing education. 

The Corporate Director Education and Family Support reported that Section 4 of the Education and Inspections Act 2006 placed a duty on all Local Education Authorities requiring that they make arrangements to enable them to establish (so far as it is possible to do so) the ‘identities of children in their area who are not registered at school and are not receiving a suitable education’.  The purpose of the guidance is to provide advice and make recommendations as to how to meet the standards.  It sets out arrangements for local authorities that will enable them to establish the identities of children residing in their area who are not receiving a suitable education. 

The Corporate Director Education and Family Support reported that the guidance is intended to inform all schools and partner agencies about the protocols and processes to be followed to: ensure that all children and young people have access to appropriate education; identify, maintain contact and re-engage children living in Bridgend who are missing education (or are at risk of missing education) and to track children that move out of Bridgend until such a time as they are in a known destination.

The Deputy Leader in commending the revised guidance stated that this is also a very important part of the safeguarding agenda ensuring the safety of children. 

RESOLVED:                   That Cabinet agreed the revised guidance.     

To inform Cabinet of the outcome of the feasibility study in respect of Mynydd Cynffig Primary School and to take forward Cynffig Comprehensive School as the preferred site for the replacement of Mynydd Cynffig Primary School and; seek approval to consult on a regulated alteration to Mynydd Cynffig Primary School in the form of a relocation of the school and an enlargement, effective from September 2018.  To obtain approval from Cabinet to present a report to Council proposing a revision to the capital programme for 2016-17 to 2019-20 to increase the budget for the proposed replacement of Mynydd Cynffig Primary School.

The Corporate Director Education and Family Support reported that Cabinet in December 2006 approved the 3 phase School Modernisation Programme and that one of the three elements of phase 2 of the of the programme is 3 – 18 learning provision in the Cefn Cribwr, Cornelly, Kenfig Hill and Pyle area.  She stated that Cabinet in October 2007 approved an options appraisal to determine how 3 – 18 learning education provision might best be organised to meet the future needs of learners in this area.  The options appraisal outlined a number of recommendations for the appropriate number of primary schools and their location with the main recommendation being the establishment of a programme of work for the area.  She stated that Cabinet in April 2009 approved a number of individual projects, one of which was 3 – 11 provision in the Kenfig Hill area and the development of a primary school to provide sufficient new or modernised accommodation to cater for a proposed amalgamation of the then Mynydd Cynffig Infant School and Mynydd Cynffig Junior School.  During the consultation, it was requested Cynffig Comprehensive School be further investigated as a potential site for 3 – 11 provision.  The Mynydd Cynffig Primary School project was put forward to the Welsh Government in Band A of the 21^st Century Schools Funding Programme and a feasibility study undertaken to determine the preferred site, which was that of the Junior School.  Consultation subsequently took place to close Mynydd Cynffig Infants School and to make a regulated alteration to Mynydd Cynffig Junior School by extending the age range from 7 - 11 to 3 – 11 with effect from 1 September 2015 operating on a split site. 

The Corporate Director Education and Family Support reported that the junior site is experiencing overcrowding and by contrast, Cynffig Comprehensive School has 416 surplus spaces.  She stated that a feasibility study had been conducted to examine two options for utilising accommodation at the Cynffig site for primary provision.  Evaluation workshops were held to determine the preferred option and to consider the advantages and disadvantages of the Cynffig Comprehensive School site or the junior site for replacement primary provision.  The Corporate Education and Family Support informed Cabinet that the study showed that Cynffig Comprehensive presents the most appropriate and beneficial location for the development of the primary school, allowing a 2 form entry school of projected growth in the area was realised and removing surplus spaces at the comprehensive school.  She stated that in comparison, the junior site presented serious obstacles for the development of a suitable scheme. 

The Corporate Director Education and Family Support reported that site access issues at the Cynffig Comprehensive site had been revisited and appropriate measures to ensure the safety of pedestrian, cycle and vehicular traffic through the industrial estate and Heol Mostyn have been identified.  She stated that Highway and Transportation Officers have confirmed that they would be satisfied for the Primary School to be located on the Comprehensive School site providing  ...  view the full minutes text for item 945.

To inform Cabinet of the statutory objections received by the Authority during the objections period in respect of the proposal to close the moderate learning difficulties (MLD) learning resource centre provision at Pil Primary School.

The Corporate Director Education and Family Support reported on the statutory objections received by the Authority during the objections period on the proposal to close the Moderate Learning Difficulties (MLD) learning resource centre provision at Pil Primary School. 

The Corporate Director Education and Family Support informed Cabinet that in order to progress the proposal to close the MLD resource centre at Pil Primary School, consultation exercises were carried out between 16 March 2016 and 28 April 2016 with staff, governors, parents and pupils of the school and also the wider community in accordance with the Statutory School Organisation.  No objections were received during the Public Notice period and therefore the proposal can be implemented with the approval of Cabinet. 

RESOLVED:             That Cabinet noted there were no objections to the public notice and approved the implementation of the proposal.      

To seek approval from Cabinet to participate in the UK Government’s Syrian Refugee Resettlement Programme; endorse the planning assumptions in section for delivery of the Programme and; secure support for the families in accordance with the Council’s Contract Procedure Rules. 

The Corporate Director Operational and Partnership Services sought approval to participate in the UK Government’s Syrian Refugee Resettlement Programme; endorse the planning assumptions for delivery of the Programme and to secure support for the families in accordance with the Council’s Contract Procedure Rules. 

He reported that the UK Government has committed to resettling 20,000 Syrian refugees in the lifetime of this Parliament and is seeking local authorities to participate in the Programme.  The Programme prioritises help for survivors of torture and violence, women and children at risk, and those in need of medical care.  Local authorities who choose to participate in the scheme take the lead in working with other key local partners to ensure that arrivals are provided with suitable accommodation and the specific needs of these vulnerable individuals are met. 

He reported that the Chief Executive had chaired a multi-disciplinary / multi-agency meeting to assess the appropriateness, accessibility and availability of key services in delivering the Syrian Refugee Resettlement Programme within the County Borough.  He stated that the key themes discussed at the meeting were Housing & Support; Education; Community Cohesion; Social Services / Safeguarding; DWP / Job Centre Plus; Health; Interpretation / Translation and; Communication.  He outlined the approach to be taken and the minimum support requirements to be provided, as specified by the Home Office.  He also outlined the planning assumptions agreed for the delivery of the Programme which see 2 families being resettled in 2016-17 and 4 four families resettled in 2017-18.  He stated that the number of families and individuals to be resettled in subsequent years of the Programme would be the subject of review in 2017-18 and dependent on the availability of housing, school capacity and access to GP surgeries.

The Cabinet Regeneration and Economic Development stated that he was proud of the County Borough’s participation in theSyrian Refugee Resettlement Programme.  The Children’s Social Services and Equalities in also commending participation in the Programme and welcoming Syrian refugees to the County Borough hoped that the police would monitor community tension that may occur. 

RESOLVED:             That Cabinet:

1.   Approved participation in the Syrian Refugee Resettlement Programme; 

2.   Approved the planning assumptions in section 4.4 for delivery of the Syrian Refugee Resettlement Programme; 

Approved support for the families as outlined within the report in compliance with the Council’s Contract Procedure Rules.    

To inform Cabinet of the Information Reports which have been published since the last scheduled meeting. 

The Corporate Director Operational and Partnership Services presented a report, the purpose of which was to inform Cabinet of the Information Reports and minutes of Joint Committee that had been published since the last meeting.

The Deputy Leader congratulated the staff, pupils and governing body of Corneli Primary School on the strong progress made against the post action plan drawn up in response to the Estyn inspection. 

RESOLVED:            That Cabinet acknowledged the publication of the documents listed in the report:-

Title                                        Date Published

Corneli Primary School Post  29 July 2016

Inspection Action Plan

Minutes of the Coychurch      29 July 2016

Crematorium Joint

Committee of 4 March 2016

To consider any items of business that by reason of special circumstances the chairperson is of the opinion should be considered at the meeting as a matter of urgency in accordance with paragraph 2.4 (e) of the Cabinet Procedure Rules within the Constitution.

There were no urgent items. 

The minutes relating to the following item are not for publication as they contain exempt information as defined in Paragraphs 14 and 16 of Part 4 and Paragraph 21 of Part 5, Schedule 12A of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) (Wales) Order 2007.

If following the application of the public interest test Cabinet resolves pursuant to the Act to consider this item in private, the public will be excluded from the meeting during such consideration.

RESOLVED:           That under Section 100A (4) of the Local Government Act 1972 as amended by the Local Government (Access to Information) (Variation) (Wales) Order 2007, the public be excluded from the meeting during consideration of the following item of business as it contained exempt information as defined in Paragraphs 14 and 16 of Part 4 and Paragraph 21 of Part 5 of Schedule 12A of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) (Wales) Order 2007.

  Following the application of the public interest test it    was resolved that pursuant to the Act referred to above, to consider the under-mentioned item in private with the public being excluded from the meeting as it would involve the disclosure of exempt information as stated above.

To receive for approval the exempt minutes of the meeting of Cabinet of 7 June 2016. 

RESOLVED:           That the exempt minutes of the meeting of Cabinet of 7 June 2016 be approved as a true and accurate record.