Meeting documents

Corporate Overview Scrutiny Committee
Monday, 25th June, 2018 10.00 am

Date: Monday 25th June 2018 Time: 10.00 a.m. Place: Council Chamber, Civic Centre, Ebbw Vale

Please note: all Minutes are subject to approval at the next Meeting

PresentAndReport toReport of
COUNCILLOR J. COLLINS (CHAIR)
Item
No
Item/Resolution Status Action
PUBLIC
1. TUDALEN GLAWR AGENDA GYMRAEG/WELSH VERSION OF AGENDA COVERSHEET
Tudalen Glawr Agenda Gymraeg/Welsh Agenda Coversheet (169K/bytes)
Noted
2. SIMULTANEOUS TRANSLATION

It was noted that no requests had been received for the simultaneous translation service.

Noted
3. APOLOGIES

The following apologies for absence were reported:-

Councillors M. Day, S. Healy, H. McCarthy and G. Paulsen

Noted
4. DECLARATIONS OF INTEREST AND DISPENSATIONS

There were no declarations of interest or dispensations reported.

Noted
5. TIME OF FUTURE MEETINGS

Consideration was given to the commencement times of future Corporate Overview Scrutiny Committee Meetings.

RESOLVED that future Corporate Overview Scrutiny Committee Meetings be held on a Monday at 10.00 a.m.

Agreed
6. SPECIAL CORPORATE OVERVIEW SCRUTINY COMMITTEE
Minutes (200K/bytes)
Cofnodion (139K/bytes)

The Minutes of the Special Corporate Overview Scrutiny Committee Meeting held on 12th March, 2018 were submitted.

RESOLVED that the Minutes be accepted as a true record of proceedings.

Agreed
7. ACTION SHEET
Action Sheet (47K/bytes)
Attachment (34K/bytes)

Consideration was given to the Action Sheet of the Special Corporate Overview Scrutiny Committee Meeting held on the 12th March, 2018, whereupon:

Trinity Chapel, Abertillery

The Head of Public Services gave an update on discussions around the options for the future use of Trinity Chapel.

In response to a Member's question regarding the conditions of the Welsh Government grant, the Service Manager Regeneration said that discussions were still ongoing and they were looking to determine an end use that would mitigate clawback of monies from the Welsh Government by delivering outputs associated with tackling community/poverty and worklessness issues.

The Head of Public Services explained that the funding package regarding the Company Shop element of the proposal had been complicated and Lower Ebbw Fach Members had rejected the proposal in part due to competition with other local businesses in the town centre and changes to the benefit system.

A Member raised serious concerns regarding the survey that had been carried out in relation to remedial works that needed to be undertaken before occupation of the building. He said that the survey had not been up to standard and the surveyor should be held accountable. He also raised concerns in relation to the costs to the Authority for a building it did not own and that this issue had been long standing and seemed to have moved on from its original intention.

Another Member agreed with his colleague that a more in depth report was needed in relation to the One Stop Shop to be submitted for further scrutiny along with a breakdown of the estimated 450,000 internal refit costs.

The Head of Public Services commented that it would be appropriate to bring a report back to the Scrutiny Committee when the options appraisal schemes were optimised.

In order to move this issue forward a Member requested that a time limit be adhered to in relation to submission of the report.

The Head of Public Services said that two reports would be submitted the first would look back at the history of Trinity Chapel and the second would look forward at options of funding streams. The first report would be submitted to the next meeting of this Committee in September and the second report would be later in the year when funding bids had been shortlisted.

In relation to a Member's question regarding submitted bids, the Head of Public Services said that it was important to ensure that the right mix of projects were included and met the criteria.

Workplace Transformation - Anvil Court, Abertillery

A Member said that it was pleasing to note that the Landlords Consent had been sought and granted, although the documentation was not yet complete, for the refurbishment works which meant that the Council would not be liable for removal of the refurbishment works at the end of the lease.

RESOLVED, subject to the foregoing, that the Action Sheet be noted.

Agreed
8. PURCHASING ADDITIONAL ANNUAL LEAVE POLICY
Report (148K/bytes)
Appendix 1 (680K/bytes)

Consideration was given to the report of the Head of Organisational Development which was presented for Members to consider the introduction of a new policy which would allow employees to purchase additional annual leave, prior to approval by the Executive Committee.

The Head of Organisational Development spoke to the report and gave an overview of the key points contained therein.

A Member said that whilst he understood the benefits of this policy for staff and the reasons why the Trade Unions supported the policy he had concerns that Managers would need to ensure that staff capacity and continuity of the service was not compromised.

The Head of Organisational Development explained that there would be an expectation on Managers to consider business continuity and operational requirements of their service before approval of any applications to ensure no extra costs were incurred by the Authority.

A Member requested that the wording on the policy document be amended to clarify that more than one application per year could be made but only up to a maximum of 10 leave days could be purchased per year.

The Head of Organisational Development agreed to clarify the wording regarding this point on the policy document.

The Head of Public Services commented that this policy could help Managers to better organise their service and could help address sickness absence.

The Head of Organisation Development said that tackling sickness absence was a priority for the Authority and Managers needed to use all the flexible leave policies at their disposal to drive down sickness absence. She added that the policy could be monitored and a progress report submitted next year.

A Member commented that it was necessary to improve sickness absence and this policy could help Managers to monitor and maintain their service provision more effectively.

RESOLVED to recommend, subject to the foregoing, that the report be accepted and Option 1 be endorsed namely that the Purchasing Additional Annual Leave Policy be supported for approval by the Executive Committee.

FURTHER RESOLVED to recommend that

  • an amendment to the wording on the policy document be made to clarify that more than one application per year could be made but only up to a maximum of 10 leave days could be purchased per year;
  • Clarification that Managers had the responsibility to monitor and maintain service provision; and
  • the policy be monitored and a progress report be submitted to Corporate Overview Scrutiny Committee next year.
Agreed