Agenda and minutes

Performance Scrutiny Committee - Place and Corporate - Monday, 8th April, 2019 4.00 pm

Venue: Committee Room 1 - Civic Centre. View directions

Contact: Meryl Lawrence  Scrutiny Adviser

No. Item


Declarations of Interest




Minutes of the Meeting held on 14 January 2019 pdf icon PDF 123 KB


Members wished to thank the Cabinet Member for considering the Committee’s comment and postponing the increased charge for Residents parking until the commencement of Civil Parking Enforcement.


The Minutes of the meeting held on 14 January 2019 were approved as a true and accurate record.


Draft Highway Asset Management Plan 2019 - 2024 pdf icon PDF 103 KB

Additional documents:



-      Paul Jones (Head of City Services)

-      Joanne Turner (Senior Technical Officer, City Services)



-      Bev Owen (Strategic Director - Place)

-      Steve Davies (Senior Strategy Manager, City Services)


The Head of City Services presented a brief overview of the Draft Highway Asset Management Plan to the Committee, highlighting the key areas for consideration. He reminded the Committee of the Briefing that had been presented to Members in September 2018 upon the condition of the road network and also mentioned the development of the Draft Highway Asset Management Plan (HAMP), which it was recommended be reported to the Committee. Members were advised that the Draft HAMP followed the same format as other Councils, as Welsh Government had wanted Local Authorities to be consistent with their Plans.


The Senior Technical Officer highlighted areas of the report to the Committee, including the diagram on page 1 of the report which showed how the plan was put together and related to other Council Plans. The funding information was clarified -  £700,000 funding for a 3 year period from Welsh Government and the (gross) replacement value of the highway asset was calculated to be £1.1bn (the cost of replacing the asset as new). This was the singular largest asset for the Council and she explained the risks and anticipated funding over the next 5 years.


The Head of City Services advised that this was an important document that underlined how the Council would go forward. While the projected funding the Authority would receive was known, roads were a very long term asset so it was difficult to plan too far ahead and it would be continuously monitored.


Members asked the following:


·             Members thanked the officers for the previous presentation, which they had found fascinating, not least the value of the highway assets that could not be sold. Concerns were expressed regarding the lack of funding to maintain assets. The Head of Service explained that Welsh Government funding was helping to make the roads safe and maintain them to a minimal standard but would not go beyond that. Examples were given that the earlier repairs and maintenance carried out in the lifespan of a road would result in a lower cost, as if left longer more traffic created more wear and investment became more challenging.

·             A Member requested clarification of the figures in the Asset Valuation Table on page 28.  It was clarified that if the Council spent the Annualised Depreciation Cost each year then the current standard of highway assets would be maintained, while if they spent more the condition would improve, and if less the quality would decrease.

·             A Member asked who decides the percentages of depreciation. Members were advised that it was calculated in-house within the Finance and Accountancy teams via a method using condition surveys done each year.  The Head of City Services advised that the format of the Plan mirrored other Local Authorities and that lobbying of Welsh Government for funding was taking place.

·             A Member asked  ...  view the full minutes text for item 3.


Draft Annual Forward Work Programme 2019-20 pdf icon PDF 132 KB

Additional documents:



-      Meryl Lawrence (Scrutiny Adviser)


The Scrutiny Adviser presented the Draft Annual Forward Work Programme for 2019-20 and outlined the draft topics for the year. It was emphasised that the Committee has ownership of the Work Programme and would continue to have the opportunity at each meeting to adapt, reprioritise, add or replace items on its Work Programme.


The Scrutiny Adviser outlined the Information Reports and proposed Briefings for the year, which included a training session upon the Service Plans ahead of consideration of the Service Plan Year End Review Reports in June.

Members’ attention was drawn to the proposed schedule of meetings for the year.




The Committee approved the Annual Forward Work Programme, the schedule of meetings for 2019-20 and agreed the start time for Committee meetings of 4pm.



Scrutiny Adviser Reports pdf icon PDF 95 KB

a)           Action Sheet (Appendix 1)




Additional documents:



-      Meryl Lawrence (Scrutiny Adviser)


a)           Action Sheet


The Scrutiny Adviser presented the Action Sheet and advised the Committee that as indicated in the table, all items had been actioned and information circulated to Members of the Committee accordingly.