Venue: Committee Room, Brecon - Neuadd Brycheiniog. View directions
Contact: Shane Thomas
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Apologies To receive apologies for absence. Minutes: Apologies for absence were accepted from County Councillor S. Davies, M.J.B. Davies, J.C Homles, J.G. Morris, W.D. Powell, D.G. Thomas and T.J. Van-Rees.
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Minutes of Previous Meeting PDF 94 KB To authorise the Chairman to sign the minutes of the previous meeting of the Committee held on Monday 20th June 2016 as a correct record. Minutes: The Chairman was authorised to sign the minutes of the previous meeting of the Committee held on Monday 20th June 2016.
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Declarations of Interest To receive declarations of interest from Members in relation to items on the agenda to be discussed. Minutes: There were no declarations of interest from members relating to items to be discussed on the agenda.
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Chairman's Announcements To receive announcements from the Chairman. Minutes: The Chairman reported:
a. Community Responders (Llanwrtyd) - having visited community responders in Llanwrtyd b. Battle of The Somme – having attended an event in Hay-on-Wye to commemorate the Battle of the Somme c. Citizenships – preparing to officiate at four citizenship ceremonies
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Business Services / Cashless Systems for Schools (9.45 - 10.30) To receive updates in relation to:
a. Business Services – Mark Evans, Head of Business Services b. Cashless Systems for Schools – Nicola Williams, Schools Cashless Systems Project Manager Minutes: Members welcomed Mark Evans, Head of Business Services and Nicola Williams, Cashless Schools Project Manager to the meeting to update on matters as part of an agreement to provide bi-annual updates. During discussion particular reference was made to:
5a. Business Service Functions
a. Budget Reductions – Business Services functions (income and awards, business support, employment services, customer services and Powys pensions) had been subject to significant budget reductions. Vacancy management, process/service improvements, redesign and moving to a commercial approach are ways in which the service had, and would continue to, meet its saving requirements b. Statutory Requirements – activities support statutory requirements i.e. to bill and recover business rates/council tax and operate a payroll system. The focus across all business services must be to protect the Council in delivering such functions c. Project Management/Spend to Save – in order to drive improvement/change funding had been secured against a business case to recruit to project management positions d. Payments for Goods/Services – billing and payment arrangements use significant resource. There’s scope to improve systems that would deliver savings and make best use of resource i.e. by working with suppliers we could reduce the number of invoices that need to be processed or could introduce purchase cards that would remove costly paper/electronic processes e. Income and Awards (Council Tax) – in response to demand and customer preference the unit had focused on resolving issues at the point of contact. The length of individual contacts would be longer, however, the outcome would, overall, be better for the Council and customer in terms of resolving issues without lengthy repeat contacts/exchanges f. Customer Services – the function had not been within Business Services for long, however, there would be a review of functions to ensure that contacts to the Authority are responded to in the best way for the resident g. Commercial Approach – DBS checks have been very successful and the way in which Powys approaches them has been held in very high regard. Seven local authorities have bought into Powys for processing its checks and there’s potential for Powys to provide a service across Wales. Links are being made with the Welsh Government. There are also options to provide fraud and payroll services to others that could generate income for the Council (the Powys payroll includes processing and paying over 6,500 staff and processing 4,000 pension payments)
5b. Cashless Systems for Schools Project
a. Roll Out – members will be aware from previous updates that a contract had been awarded in two parts to introduce cashless systems into schools b. Biometric/Photo Identification – in secondary schools systems would be biometric via. use of thumb prints, in the primary sector photo recognition would be used c. Pilot – a 73 school day pilot had been undertaken in the south of the County (Crickhowell High School and its feeder primary schools) and had been very positive. The positives included greater take up of school meals (88 more meals had been provided at the high ... view the full minutes text for item BS39-2016 |
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Reports from and Questions to Cabinet Portfolio Holders (10.30 - 11.15) To receive reports from, and put questions to, Cabinet Portfolio Holders:
a. Councillor John Brunt – Cabinet Portfolio Holder: Highways and Transport b. Councillor Wynne Jones – Deputy Leader/Cabinet Portfolio Holder: Finance Minutes: Members welcomed the opportunity to receive reports from, and to put questions to, Cabinet Portfolio Holders.
a. Councillor John Brunt – Cabinet Portfolio Holder: Highways and Transport
i. Highways, Transport and Recycling Service – the service operates from 12 main bases and there are 500 full time equivalent employees. At the current time most work is undertaken by operatives employed by Powys ii. Services – the service provides highway maintenance street lighting, grass cutting, cleansing and street cleaning (there is also a sign shop) iii. Street Lighting – the annual energy bill alone (including illuminated sigs) is in the region of £330k per annum. An LED bulb replacement project which had recently been approved would reduce the energy bill over the longer term. A programme of bulb replacement would commence in November iv. Highways Technical Services – the service undertakes design work, traffic/highway development control, road safety, manages the highway network, supports utility companies, oversees car parking services, manages public transport and oversees flood risk management and alleviation schemes amongst other services v. Highway Asset/Condition– the Powys Highway Asset has been valued to be in the region of £4.4 billion. Due to the number of C roads and their condition the condition of the highway network had been ranked as poor overall, however, the condition of A and B routes is very good and they are well maintained vi. Culverts – there are areas where culverts remain hidden, it would be helpful for members with detail to provide them to the Council vii. Road Safety – the Welsh Government provide a number of grants to support targeted schemes viii. Utility Works (Highways) – the Authority operates a system of reviewing areas where utility companies have undertaken works and check on the finish of works after repair etc. The Authority could instruct work to be undertaken or carry out correction works and charge for a period of up to two years after works/disturbance. There are monitoring systems operated by the Council ix. Car Parks/Enforcement – the Council operates 75 car parks, of which 35 are pay and display, there are plans to introduce charges at a further 10 parks and possibly others in due course x. Fleet Management – the Authority operates its own vehicle fleet which comprises of 536 vehicles which are maintained using three workshop sites. The annual fuel bill is in the region of £1.4 million. There are proposals to work with the Fire Authority to operate a workshop that will maintain vehicles for both organisations to reduce costs, provide a better facility and make best use of combined resource. A member expressed concern with regard to the proposed location of the facility in Llandrindod given the area covered by the Fire Authority xi. Public/School Transport – the service provides home to school transport under contract to the education service at a cost of in the region of £42k per day. Members were asked to encourage older residents that would qualify for free bus passes to apply ... view the full minutes text for item BS40-2016 |
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Reports from and Questions to Members Serving on Outside Bodies PDF 56 KB To receive reports from, and put questions to, Members serving on outside bodies. List of members serving on bodies attached. Minutes: Members welcomed the opportunity to receive reports from, and to put questions to, members serving on outside bodies. Having reviewed the details provided regarding member representation on groups it was agreed that members should review the list and contact the clerk in relation to updating the content if memberships/groups had changed. The clerk agreed to link with Councillor Melanie Davies regarding her membership on the Management Board of Theatr Brycheiniog and whether she wished to continue her membership. It was agreed that if Councillor Davies stood down that Councillor David Meredith should take that position. |
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Shire Review To receive information regarding the shire review and reporting to Council in January 2017. Minutes: Members were reminded that the pilot arrangement which had been agreed by Council to move to a bi-monthly arrangement for shire meetings was due for review by the Council in January 2017. Given the need to report to Democratic Services in November members had been asked to complete an individual questionnaire with regard to their views on shire meetings and functions. To date 18 returns had been received from Council. The clerk agreed to re-circulate the questionnaire to the shire.
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Road Safety and Traffic Management Schemes PDF 70 KB To consider road safety and traffic management schemes:
a. Pontneddfechain, Tawe Uchaf Additional documents: Minutes: Members welcomed Tony Caine, Traffic and Travel Manager to the meeting for this item of business.
9a. Pontneddfechain, Tawe Uchaf – members RESOLVED to uphold the objections and implement the revised proposal as show on the plan attached to the report. It was noted that there are areas near the bridge in Pontneddfechain, Tawe Uchaf that were within Neath Port Talbot. Neath Port Talbot had decided not to engage with the Council regarding parking arrangements.
While discussing matters it was noted that changes had been introduced at the Priory Hill signals in Brecon without coming back to the shire for a view. Brecon Town members welcomed the approach taken, however, it was agreed that there should be a report back to the next shire meeting.
A member suggested it would be helpful to know where certain works to roads, bridges and drainage etc. are within the capital programme. A summary of the capital programme should be reported back to the next shire meeting. |
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Correspondence To receive items of correspondence. Minutes: There were no items of correspondence. |
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Date of Next Meeting To note the date of the next meeting – 5th December 2016. Minutes: The next meeting would be held on Monday 5th December 2016 and not 5th September as stated on the agenda. |