Agenda and draft minutes

No personal or prejudicial interests were declared.

In accordance with the requirements of Section 100B(4) of the Local Government Act 1972, the Chair declared that he intended to include for discussion the following matter requiring urgent attention under Part II:-

PROVISION AND SITING OF GRIT BINS

In response to concerns raised by Councillor T.R. Hughes regarding the number of yellow grit bins located in the Pentrecelyn area on a road on the highway twice daily gritting route, the Section Manager–Network Management explained that the grit bins had been placed in the location in question, at the specific request of the Environment Agency, as the stream which flowed alongside the road was particularly sensitive to run off and the saline solution was detrimental to the ecology.  He confirmed that grit bins were not normally placed alongside roads on gritting routes and that the road in question and the road over the Horseshoe Pass were the only exceptions to the policy.

(i) The Minutes of a meeting of the Communities Scrutiny Committee held on Thursday, 6^th December, 2012 were submitted.

Matters arising:-

4. Minutes - Councillor W.M. Mullen-James referred to the item “Review of Highway Verge Grass Cutting 2012” and informed the Members that, as agreed by the Committee, a meeting had taken place in December, 2012 to discuss the terms of the grass cutting contract, particular reference being made to the management of the contracted company.  She explained that it had been the general consensus of opinion that the performance of the contractor would improve following initial investigations and that a further performance review be undertaken in July, 2013.  In addition the Working Group had asked that all County Councillors and Town and Community Councils be provided with maps and schedules of the forthcoming season’s grass cutting programme as soon as they were available. The Section Manager–Network Management provided details of a meeting held with the North Wales Wildlife Trust who would be assessing the impact of the grass cutting regime in the Area of Outstanding Natural Beauty.

The Chair highlighted the importance of partnership working to ensure the efficient execution of the process of highway verge grass cutting.

RESOLVED – that the Minutes be received and approved as a correct record.

To consider a report by the Head of Housing and Community Development (copy enclosed) which reviews the effectiveness of Town Plans in beginning to deliver their objectives.

                                                                                                            9.35 a.m.

A copy of a report by the Head of Housing and Community Development, which reviewed the effectiveness of Town Plans in beginning to deliver their objectives, had been circulated with the papers for the meeting.

The Strategic Regeneration Manager (SRM) summarised the report which outlined the development of economically viable and sustainable towns which would boost the local economy, improve outcomes for local businesses and residents and attract visitors to the area.

Town Plans for the seven largest settlements, apart from Rhyl, had been endorsed by Cabinet.  Consultation had been undertaken with newly elected Members to familiarise them with the contents of the previously approved Town Plans and to initiate a review of their contents to ensure that they were still valid and to enable any additional priorities to be incorporated.  The six Member Area Groups (MAGs), including Rhyl, had been invited to nominate a Lead Member per Town Plan to work in a Plan Co-ordination Group to update the Town Plans.  The revised versions would be presented to the MAGs in their current round of meetings.  The Co-ordination Group had considered the allocation of funding for delivering the Corporate Priority for improving the local economy and this would enable those priority actions identified for early implementation to proceed. 

The Plans approved had not yet addressed the needs and priorities of smaller and more rural communities.  Relevant ward Members had been requested to identify initial issues including the appropriate geographical coverage for Area Plans which may not necessarily correspond with the MAG boundaries, and priorities for discussion through the MAGs.  Town Plans would be expanded into broader Area Plans and it had been envisaged that Area Plans would have 3 broad sections as detailed in the report.  A similar consultation process would be adopted to that undertaken for the original Town Plans.  MAGs would review and then recommend Area Plans for formal adoption ensuring that the needs and priorities of all communities covered by the Plan, including smaller and more rural communities were reflected appropriately.  The role of the Lead Member for Rural Development in ensuring that Area Plans incorporated rural priorities, and the process for monitoring the performance of the Town and Area Plans had been developed in conjunction with the Business Planning and Performance service to complement the reporting arrangements for the Corporate Plan, had been highlighted in the report.  A performance report would be presented to the MAGs on a quarterly basis highlighting the delivery confidence attached to each of the live priority actions in the relevant Town and Area Plans.  A sample quarterly performance report for Rhuddlan had been attached as an Annex to the report as an example of the format which had been approved and adopted.

The information contained in the individual Town and Area reports would be aggregated and included in the Quarterly Performance Report to be submitted to Cabinet in the first quarter of the 2013/14 financial year.  An annual report would be presented to County Council and Members agreed that future monitoring reports on the Plans be presented to the Scrutiny Committee.

Members were informed by the SRM that the Town Plans would support implementation of the Corporate Priority for improving the local economy and would also assist the Council in meeting its ambition of being closer to the community. 

Details of the budget implications and possible effects on other services in respect of the Town and Area Plan priorities for 2012/13 and 2013/14 had been outlined in the report.  It was confirmed that the Rhyl Going Forward projects would be largely funded either from the corporate allocation  ...  view the full minutes text for item 5.

To consider a report by the Head of Housing and Community Development (copy enclosed) which provides a detailed analysis of the impact of the 2012 event on the local community, local businesses and participants along with the benefits realised/impact on the wider local economy and Denbighshire as a whole.

                                                                                                       10.10 a.m.

A copy of report by the Principal Regeneration Strategy Officer, which provided a detailed analysis of the impact of the 2012 event on the local community, local businesses and participants along with the benefits realised/impact on the wider local economy and Denbighshire as a whole, had been circulated with the papers for the meeting.  The Strategic Regeneration Manager (SRM) introduced the report.

Last year the Committee had resolved that it endorsed the requested road closure to allow the Etape Cymru 2012 to take place, subject to:-

a)             full consultation with the communities and local businesses impacted by the road closures taking place, including consultation with the local Area Member Group.

b)             an impact assessment being undertaken.

c) the Committee receiving a guarantee that the Horseshoe Pass will be re-opened to traffic by 11am.

An evaluation of the impact of the event and any benefits realised or detrimental effects caused would enable recommendations to be made with respect to the arrangements for any future major events.  Denbighshire had continued with its regular communication with Human Race, the organisers of Etape Cymru, and Wrexham County Borough Council, in relation to the 2012 'closed road' cycling event held in September, 2012 and plans were now underway for the 2013 event to be held on Sunday, 8^th September, 2013.  Organisers had met with the Safety Advisory Group and Wrexham and Denbighshire Highways and Regeneration officers to review 2012 and they had taken on board the Group’s recommendations.

Appendix 1 to the report included the review of the 2012 Etape Cymru event which provided a positive overview of the economic impact on the Wrexham/South Denbighshire area.  Denbighshire’s review of businesses on or near the Etape Cymru route of temporary road closures had been detailed in Appendix 2 and the minutes of the last Safety Advisory Group meeting had been included as Appendix 3 to the report.  Information pertaining to the contribution of the decision in relation to the Corporate Priorities, the effect of costs on other services, consultations undertaken and details of risks and the measures implemented to reduce them, had been included in the report.  A summary of the feedback from Safety Advisory Group, Ward Members and businesses had been summarised in the report.

Councillors T.R. Hughes and M.L. Holland respectively raised a number of concerns which the Committee agreed needed highlighting to the Safety Advisory Group (SAG) and which required answers and action by them prior to the report to be submitted to Cabinet in February, 2013.   The Committee agreed that the following concerns and issues raised by members be conveyed by the officers to the forthcoming meeting of the Safety Advisory Group:-

·a need to improve communication with residents and businesses, particularly in rural areas, with respect to the event.  The purpose and expectations of the Event, road closures and the impact on residents' everyday lives and the need for all communication to be timely.

·public liability in the event of an incident or accident involving a competitor, marshall, resident, business and live or dead farming stock.

·results of any risk assessments undertaken with respect to public liability matters.

·validity of the figures on the economic benefit to the area due to concerns raised with Members by businesses in their respective areas on the amount of time for which they had to close because of the event.

·Inadequate marshalling provision at the event.

·consideration being afforded to the possibility of the event starting earlier in the morning in order to minimise the disruption to local businesses and residents.

·whether the promotional material for the event itself helped to  ...  view the full minutes text for item 6.

To consider a report by the Rhyl Going Forward Programme Manager (copy enclosed) which provides an update on the Rhyl Going Forward Regeneration Strategy.

                                                                                                          10.55 a.m.

A copy of report by the Rhyl Going Forward Programme Manager, which provided an update on the Rhyl Going Forward Regeneration Strategy, had been circulated with the papers for the meeting.  The Rhyl Going Forward Programme Manager (RGFPM) introduced the report which provided information on the progress in terms implementing the Rhyl Going Forward (RGF) Regeneration Strategy, its financial implications, and the progress or prospects in terms of benefits realisation.  He explained that the RGF Programme Board had undertaken a Delivery Review Workshop in November, 2012.  A copy of the background report “A Review of the Rhyl Going Forward Delivery Plan”, which had been circulated to attendees, had been included as Appendix 1.

Summaries of the outcomes of the November event in respect of the three workstreams which were integral to the programme had been included in the report.

It was explained that the Programme Board’s Review Workshop event had also considered the constituent projects of the overall RGF strategy.  The initial Project List had been included in Appendix 2, and the outcome of the discussion had been attached as Appendix 3, Rhyl Going Forward Delivery Review.  Work on project prioritisation had continued in tandem with the development of the new organisational structure for the Council’s regeneration function.  This would assist in ensuring that the correct staffing resources were in place to deliver the agreed strategic priorities.  Details of the review of the governance arrangements had been outlined in Appendix 4.  Initial work had been undertaken with the Big Plan Team at developing a more comprehensive performance management framework for the programme, and the results of the work had been included in Appendix 5, Performance Management Framework.    Funding and monitoring processes for the regeneration strategy had been outlined in the report.  Individual projects had their own consultation strategy and risks had been monitored by the Programme Board utilising the Programme Risk Register, which had been included as Appendix 6.

In response to concerns expressed by Councillor R.M. Murray regarding the need to secure a long term future for the Nova, Prestatyn and the lack of communication with Ward Members in Prestatyn, the RGFPM explained that Denbighshire was working with Alliance Leisure, the Council’s Strategic Leisure Partner, to deliver a replacement aquatic facility to replace the Sun Centre.  Members supported the view expressed by Councillor H.C. Irving regarding the importance of including the Ffrith Beach in the project.  It was confirmed that there would be a need for a complementary offer across the coastal strip and this would include both Rhyl and Prestatyn areas.  The RGFPM provided details of the procurement exercise undertaken to appoint partners to secure effective provision across the coastal strip and explained that there had been a need to explore alternative means of funding provision for discretionary services.  He provided an assurance that the financial aspects of the investment would be scrutinised and that a balance would need to be struck with regard to the level of private investment. 

Councillor H.Ll. Jones outlined the work being undertaken along the coastal strip and the Committee agreed that Alliance Leisure should be invited to a future Council Briefing session to outline their relationship with the Council and their role in delivering services on the Council's behalf.  It was felt that all Members should be aware of the partnership arrangements and be afforded the opportunity to submit questions to Alliance Leisure representatives in an informal setting.

The CD:LC responded to concerns raised by a number of Members regarding a lack of communication between officers and Ward Members.  He outlined the process of submitting reports to  ...  view the full minutes text for item 7.

To consider a report by the Project Manager, Extra Care Sheltered Housing (copy enclosed) which sets out the current position with regard to the consultation and review of North Denbighshire Day Services in the North of the County.

                                                                                                       11.30 a.m.

A copy of a report by the Project Manager, Extra Care Sheltered Housing, which set out the current position with regard to the consultation and review of North Denbighshire Day Services and the proposals for changes to the way that day services are provided in North Denbighshire, had been circulated with the papers for the meeting.  The Head of Adult and Business Services (HABS) introduced the report which provided feedback on the consultation and sought support for the implementation of the recommendations.  The need to review current day services provision had been identified in the Reablement Moving Forward document and the 2008 Review of Day Services reiterated that there was a need to offer a wider range of options to service users.

To ensure that social service provision for Older People was sustainable and  kept pace with demand, service provision for those most in need would have to be prioritised.  Support would need to be reablement focused in line with Welsh Government policy as set out in Sustainable Social Services, A Framework for Action.  When reviewing Day Care Services it would be important to distinguish between daytime activities and day care and the definition of the aspects of each of the service provisions had been outlined in the report

The HABS outlined the role of the staff team at Hafan Deg in undertaking in-depth assessments, and it was confirmed that wherever possible support would be provided for individuals to move into socially inclusive daytime activities in their local area.  Opportunities to create meaningful links with ordinary day time activities would be built into the care plan if assessed as being required.  Details of discussions undertaken with Housing Association Partners in Nant y Môr and Gorwel Newydd regarding the development of day activity groups at both Extra Care Schemes had been outlined in the report.  The HABS responded to questions from Councillor R.M. Murray and outlined the timescales for the consultation process in respect of Nant y Môr, and agreed to seek clarification for Members regarding the location utilised by the Stroke Club.

The Welsh Government’s Older People’s Strategy indicated that in future people would prefer to be supported by inclusive local community services rather than traditional day services.  To ensure provision of sustainable day services to meet the needs of increasing numbers of vulnerable people it would be vital to change the way services were provided.  It was explained that the review of day services would contribute to the corporate priority of: Vulnerable People are protected and are able to live as independently as possible.

It was confirmed that the requirement to save £30k this year through the review of Day Services had been achieved through the re-organisation of the management structure across the 2 services.  A summary of the consultation process undertaken with key stakeholders, and details of the feedback, had been included in Appendix 1.

The HABS outlined the recommendations contained in paragraph 3 of the report and responded to issues raised by Members from the Rhyl area which included concerns regarding the change of use of Hafan Deg from a Day Centre to a Rehabilitation Centre with a re-ablement focus, which they felt could result in service users having to pay for their own rehabilitation.  He:

-               confirmed that there was no charge for the provision of re-ablement services.

-               provided details of the range of community services delivered by private organisations to supplement those provided by Social Services.    

-               confirmed that Social Services only provided services to users with eligible social care needs.   

-               confirmed the intention to expand  ...  view the full minutes text for item 8.

To consider a joint report by the Principal Property Manager and Valuation and Estates Manager (copy enclosed) which details the Council’s Asset Management and Disposal Strategy and the procedures and guidelines that are in place.

                                                                                                       12.05 p.m.

A copy of a joint report by the Principal Property Manager and the Valuation and Estates Manager, which outlined the Council’s Asset Management and Disposal Strategy and the procedures and guidelines that are in place, had been circulated with the papers for the meeting.

Councillor J. Thompson-Hill introduced the report which provided information and sought observations on the Council’s Asset Management and Disposal Strategy, and outlined the procedures and guidelines which regulate the disposal of Council assets.  Details of the initial and current focus on the programme relating to the disposal of surplus assets had been outlined in the report.

The Council’s standard asset management review process was summarised for Members, together with, details of the remit of the Asset Management Group (AMG).  An outline of the Council scheme of delegated approvals for disposals and the Statutory Compliance on Disposal of Council Land and Buildings, Section 123, Local Government Act 1972, had been included in the report.  The three main options for disposal of surplus land or buildings had been included in Appendix A to the report.

It was explained that the Council had strategies to obtain disposals from the Agricultural and Corporate Office and Miscellaneous Property portfolios, and a copy of the Agricultural Estate Service Management Plan had been attached at Appendix B. 

The Economic Development Estate had a draft strategy to deliver a managed rationalisation of assets from the property portfolio by April 2013 for discussion and approval and adoption, and part of this strategy would include recommendations for the disposal of assets.  Lifelong Learning had a policy of Modernising Education and this could deliver surplus assets in due course.  Other Services would declare assets surplus to requirements as they rationalise their respective operational portfolios. 

Member involvement in asset disposals had been outlined in the report.

The Agricultural Estates Working Group had agreed an investment and disposal strategy for the Estate which guided current work.  Member Area Groups would be receiving details of all properties in their area at meetings during the spring.  A review of the industrial and business portfolio would involve Members and individual Members would be consulted on disposals in their ward.  It was explained that the disposal of surplus assets generated capital receipts and along with the associated revenue savings would assist the delivery of Corporate Priorities which would otherwise remain unfunded.  The target of £10m in capital receipts over the period 2010-2015 had been identified as a Corporate Priority. 

The report included details of the costs and risks involved in the disposal of land and property.  Members were assured that, prior to asset disposal, consideration was always given for alternative uses, including community use, and that all disposal transactions were open, transparent and undertaken in public interest.

Officers responded to the following questions and issues raised by Members:-

-               the importance of Local Member involvement and consultation with regard to the disposal and acquisition of land and assets in their respective areas was emphasised

-   provided an update on the legal situation in respect of the former Cynwyd School.

-               regarding the possibility of Denbighshire selling land to Rhyl Town Council for the provision of a cemetery in the Rhyl area, it was explained that there was no suitable land in the area in question, this highlighted the difficulties associated with floodplains.

-               provided examples of instances where Denbighshire had acquired land or properties.  Officers explained that they worked closely with the Regeneration Team to purchase land or property which would help to enhance or regenerate an area. 

-               information relating to the work and remit of the Agricultural Estates  ...  view the full minutes text for item 9.

A copy of a report by the Scrutiny Coordinator, which requested the Committee to review and agree its Forward Work Programme and which provided an update on relevant issues, had been circulated with the papers for the meeting. 

The Scrutiny Coordinator explained that, following the discussion at the meeting,  an item relating to Etape Cymru had now been included for consideration by Cabinet at its February, 2013 meeting.  

The Committee considered its draft work programme for future meetings, as detailed in Appendix 1, and the following amendments and additions were agreed:-

In response to concerns raised regarding the implementation of new recycling arrangements in south Denbighshire, in particular the problems that occurred during the roll-out of the new arrangements, Members agreed this matter be included in the Committee’s Forward Work Programme for the February meeting.  It was agreed that the report include accurate figures and details pertaining to the estimated costs of the process, the costs actually incurred, the number of complaints received and details of the process adopted for the awarding of the contract.

Members agreed that following receipt of a request, the Local Housing Strategy Update be rescheduled for the April, 2013 meeting.

Members agreed with the recommendation of the Scrutiny Chairs and Vice-Chairs Group (SCVCG), that the item on the effectiveness of the Council’s Anti-Fouling Strategy and Action Plan, be included in the Communities Scrutiny Committee forward work programme for April, 2013.

The Committee agreed with the suggestion by the Corporate Director: Learning and Communities that the Getting Closer to the Community Programme item, scheduled for consideration on the 28^th February, 2013, include consideration of ideas for improving and reviewing the different methods and ways of moving the Council closer to the community.

The Scrutiny Coordinator informed Members that the Peer Learning Exchange Team from Flintshire County Council, and representatives from the Wales Audit Office, would be attending the Committee’s meeting in February, 2013.  She explained that the Peer Group had recently attended a meeting of the Performance Scrutiny Committee and a brief summary of their findings was provided.

RESOLVED – that, subject to the above amendments, the Committee’s Work Programme be approved.

No updates from Committee Representatives on the various Council boards and groups were given.

Meeting ended at 13.10 p.m.