Agenda and minutes

You are welcome to use Welsh at the meeting, a minimum notice period of 3 working days is required should you wish to do so.  A simultaneous translation will be provided if requested.

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

To receive.

No apologies for absence were reported.

To receive.

No declarations of interest or dispensations were reported.

To receive the minutes of the Community Services Scrutiny Committee held on 7^th June, 2021.                       .

(Please note the minutes are submitted for accuracy points only).

The minutes of the Community Services Scrutiny Committee held on 7^th June, 2021 were submitted.

The Committee AGREED that the minutes be accepted as a true record of proceedings.

The action sheet arising from the Community Services Scrutiny Committee held on the 7^th April, 2021 was submitted.

Highway Capital Works Programme 2021-22

The Head of Community Services reported that the Members Briefing Session had been arranged for 29^th July, 2021 at 2.00 p.m.

The Committee AGREED, subject to the foregoing, that the action sheet be noted.

It was agreed that Item No. 9 would be considered next on the agenda.

Consideration was given Forward Work Programme for the meeting scheduled for the 4^th October, 2021.

A Member requested that a report on Safe Routes to School be brought to Committee as soon as possible, to include the Flexi Bus.

A brief discussion ensued when the Head of Community Services explained that the scope of Safe Routes to School had been widened and was now ‘Safe Routes to Communities’ and a report on the criteria for bids would be brought to the Committee.

Another Member suggested that the winter maintenance policy be reviewed in light of new housing developments within the Borough.

The Service Manager Neighbourhood Services confirmed that the major new housing developments currently under construction were already on the winter maintenance schedule.  However, the schedule would be reviewed to take into account any future new developments.

In response to a further question the Officer confirmed that there was provision for salt bins for any properties not on the main gritting route, and the criteria for those would be considered for new developments when they become occupied.

The Committee AGREED, subject to the foregoing, that the Forward Work Programme be agreed.

Consideration was given to report of the Head of Community Services/Team Leader Natural Environment.

The Senior Engineer Land Drainage presented the report which updated Members on progress in delivery of the Blaenau Gwent Flood Management Plan of 2016-22. Appendix 2 highlighted progress made since the Plan was adopted in December 2015, and progress made since the last annual review in 2020.

The Officer went through the report and highlighted points contained therein.

A Member referred to section 2.2 of the report and asked what work was being done with other parties to establish responsibility for drainage.

The Officer confirmed that the Council worked with other parties including Welsh Water and Tai Calon.  However, it was sometimes difficult to identify responsibility, particularly when Tai Calon properties had been sold.

Another Member asked whether there was a rolling programme in place to clean drains in order to prevent flash flooding.

The Team Manager Street Scene confirmed that funding had been received from Welsh Government last year to undertake additional gully cleaning operations across the highway infrastructure.  There was a schedule in place and some gullies were inspected every 2 weeks, and others every 6 weeks.

A Member asked whether there were systems in place to check and maintain culverts on private land, or whether land owners were responsible for maintenance etc.

The Senior Engineer confirmed that the Council undertook extensive CCTV investigations of culverts which accounted for a large proportion of grant funding.  In terms of land in private ownership, the general rule was that the land owners would be responsible for any water courses running through their land.

The Member asked whether private landowners would be liable for any damage caused as a result of culverts not being maintained.

The Officer said each case would be judged on its own merits, however, he was not aware of any cases where the Council had recharged residents for any works undertaken as a result of flooding.  The Council’s main focus was to resolve the problem and undertake any works that were needed.  These were funded from within the existing budget or grant funded. 

Members took the opportunity to thank the Team for their work in dealing with a number of flooding incidents during the past year.

A Member said many of the culverts within the Borough were extremely old and at risk particularly with the increased number of storms in recent years, and said the Council should consider establishing a fund to respond to emergency flooding situations.

He also referred to the flooding in Skewen caused by old mine workings, and asked whether the Council was working with the Coal Authority to ascertain the condition of old mine workings in the Borough.

In response the Officer said the Council worked well with the Coal Authority, however, there was a date when they would cease to be responsible for old mines.  Also due to the legislation in place they were limited in what action could be taken.  In terms of setting up a  ...  view the full minutes text for item 7.

Consideration was given to report of the Corporate Director Regeneration & Community Services / Services Manager Neighbourhood Services.

The Service Manager Neighbourhood Services presented the report which provided an overview on the issue of straying animals within the County Borough. The report outlined the scale of the issue, including identifying geographical locations where the problem was often reported and set out an Action Plan to resolve incidents. The report was a multi-departmental report and the Action Plan clearly sets out those responsible for each action.

A Member expressed concern that the survey of land and work to identify responsibility of fencing had still not been completed.  He said gates being left open and damaged fencing was not the fault of the farmers, but ultimately they were responsible for checking their animals and rounding them up when they stray.

The Officer said part of the Action Plan was to develop a fully up-to-date list of farmers to be contacted when issues of straying animals are reported.  He pointed out that the majority of farmers responded very quickly, but there were a small number that took longer, particularly those undertaking additional jobs.  Work moving forward was about building relationships with farmers to see what we can do to support them, and also working with the Police to ensure that animals are moved on quickly.

A Member referred to section 2.5 and asked when the Council last inspected its fence lines.  Whilst she welcomed the Action Plan she said it was very similar to the work undertaken previously by the Straying Animals Forum.  She also expressed concern regarding the time taken for the Council to respond to issues of damaged fencing.

In response the Estates Manager said the Council was a significant landowner and did not have the resources available to undertake regular inspections of its boundaries.  It was undertaken on a reactive basis when reports of damaged fencing was received.

In relation to the response times the Officer said there was a number of factors slowing up the process.  There was currently only one Terrier Deeds Officer available to identify land ownership.  Officers also found it difficult to identifying the exact location of damaged fencing, and she suggested that it may be beneficial moving forward for Members to meet Officers on site to pinpoint where repairs were needed.  Also the Council currently only had one fencing contractor, as there seemed to be a lack of appetite for this type of work, and there were also delays with the supply of materials.

She said part of Action Plan was to identify ‘hot spot’ areas on a plan, and identify responsibility for maintaining those areas.  A procurement exercise for additional fencing contractors was also intended.

A Member referred to the legislation requiring private landowners to maintain fence lines adjacent to common land, and asked who was responsible for enforcing that legislation. 

The Estates Manager confirmed that identifying responsibility for fence lines on common land would be prioritised within the Action Plan.  However, she explained that  ...  view the full minutes text for item 8.

Consideration was given to report of the Head of Community Services / Team Manager Street Scene.

The Team Manager Street Scene presented the report which provided options for proposed additional works to deal with highways routine maintenance issues, such as potholes and patching works in the current financial year

2021/22.

In response to a question raised by a Member, the Officer reported that in the coming weeks it was intended to meet with Ward Members to identify works within their wards.

A Member asked whether the matrix works could be added to the existing contract, and the Officer undertook to report back on this matter.

Members welcomed the report and looked forward to the ward meetings.

The Committee AGREED to recommend that the report be accepted and identify necessary works across all 16 wards and tender to a private contractor; and undertake a tendering exercise to acquire a cost of highways patching works per sq. metre, targeting around 400 sq. metres of highways repairs per ward covering residential roads in all 16 wards. (Option 2).

Having regard to the views expressed by the Proper Officer regarding the public interest test, that on balance the public interest in maintaining the exemption outweighed the public interest in disclosing the information and that the report should be exempt.

RESOLVED that the public be excluded whilst this item of business is transacted as it is likely there would be a disclosure of exempt information as defined in Paragraph 14, Part 1, Schedule 12A of the Local Government Act, 1972 (as amended).

Consideration was given to report of the Head of Community Services / Team Manager Streetscene.

The Team Manager Street Scene presented the report which provided an update on the development of a new Centre of Operations, and presented the Outline Business Case (OBC) for the new facilities.

A discussion ensued when the Officer clarified points raised by Members.

The Committee AGREED to recommend that the report which contained information relating to the financial/business affairs of persons other than the Authority be accepted and that Members:

·        Acknowledge the progress currently been made on this key strategic project to date,

·        Support the Outline Business Case (OBC) attached at appendix 1, subject to capital resources being identified and funding applications being put forward to external funding bodies, such as Welsh Government, to secure the funding for the project; and

·        To progress to final business case stage for consideration.