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Agenda Item No. 4

 

The Vale of Glamorgan Council

 

Shared Regulatory Services Joint Committee: 20th April 2015

 

Report of the Vale of Glamorgan Council's Director of Development Services

 

Overview and Update on the Creation of the Shared Regulatory Service

 

Purpose of the Report

1.         This report provides an update for Elected Members on the creation of the shared regulatory service between Bridgend, Cardiff and the Vale of Glamorgan Councils. 

Recommendation

1.         The Committee is asked to consider and note the information within the attached report

Reason for the Recommendation

1.         The report is for noting.

Background

2.         In 2013/14, as part of the Regional Collaboration initiative, Bridgend, Cardiff and the Vale of Glamorgan Councils considered a shared service opportunity in relation to Regulatory Services.  The proposal was put forward as a way to address the dwindling resource base available to these services and envisaged an integrated service, operating under a single management structure for the Trading Standards, Environmental Health and Licensing functions, with a shared governance arrangement ensuring full Elected Member involvement.

3.         On 22nd September 2014, the Vale of Glamorgan’s Cabinet approved the proposal to create a shared Regulatory service with approval also being gained from the Bridgend and Cardiff Cabinets on 7th and 9th October respectively.

4.         As some of the functions undertaken by the Regulatory Service are 'non-executive' functions these proposals also needed to be considered and approved by the full Council at each Authority. The proposal was approved by Bridgend Council on 15th October, by Cardiff Council on 23rd October and by the Vale of Glamorgan on 12th November 2014. 

5.         This report also provides an update on the branding for the shared service. Following staff and Trade Union engagement, the report is advising the Joint Committee of the preferred branding concept for the project.  (Appendix A)

6.         The key recommendations from those reports included the development of:

  • A joint working agreement (JWA) setting out the particulars for operating the collaborative service and the creation of the Regulatory Shared Service Joint Committee. The agreement outlines:

the extent of the matters to be delegated to the Joint Committee, and any delegations to officers  in the shared service;

 

the constitutional set up of the Joint Committee, its terms of reference and the rules for the conduct of meetings and proceedings of the Joint Committee (Appendix B);

 

the termination and exit provisions

 

the structure of the shared service, staffing proposals and pensions 

 

the financial management arrangements.

  • A three year business plan and a core service document to support the JWA illustrating the scope and milestones for the service. The business plan will outline the medium-term objectives and the new operating model and a series of milestones and performance measures against which to check progress.
  • The appointment of an officer to lead the new service.

Relevant Issues and Options

7.         A JWA has been agreed and signed by the Chief Executives/Managing Director at each Council under delegated powers. The conclusion of that document provides the constitution for the Joint Committee to begin its role of overseeing the implementation, development and ongoing operation of the Shared Regulatory Service. This report is being presented to allow the Committee to consider and note the JWA and associated Business Plan and to provide information on the change management process to be undertaken following the transfer of staff on 1st May 2015.  It should be noted that the appointment of a Head of Service is the subject of another agenda item to be considered later in the meeting.

8.         In order to assist the Committee in their consideration of these documents and the forthcoming staff transfer, senior officers from each Council have been invited to attend the meeting to provide more information as may be necessary.

9.         Since December 2014, the City of Cardiff Council’s Design team has been working on a number of branding concepts for the new service. Following discussion by the Project Team and approval by the Management Board, the final two branding concepts were shared with staff and the Trade Unions to seek their preference.  Following this engagement process, the results were presented to the Management Board with a recommendation to present the final choice to the Joint Committee.  This work will enable the shared service to establish a new brand (logo) to give the partnership a new identity. Once approved the logo will be used on letterheads, presentation and other communication templates and the new website to launch the service, following the restructure in the autumn.  A staff reference group will be asked to consider the brand and extend it to include establishing specific icons, representing each part of the service, which can be used interchangeably with the main logo.

Resource Implications (Financial and Employment)

10.      The financial and human resource implications were contained in the relevant Cabinet and Council reports. These projections have been refined further to take account of some minor changes to the scope of the services provided and a one month delay in implementation. The Business Plan has been updated with the latest available budgets and staffing levels. Those changes do not affect the overall total anticipated savings that were reported to Cabinet and Council in 2014, but there is reduced scope for achieving the assumed levels of savings in the first year of the shared service.

Sustainability and Climate Change Implications

11.      None.

Legal Implications (to Include Human Rights Implications)

12.      The legal implications were contained in the relevant Cabinet and Council reports.

Crime and Disorder Implications

13.      The crime and disorder implications were contained in the relevant Cabinet and Council reports.

Equal Opportunities Implications (to include Welsh Language issues)

14.      The Equality implications were contained the relevant Cabinet and Council reports.

Corporate/Service Objectives

15.      The key service and improvement objectives contained in the Business Plan identify and link to the Corporate Plans of each Council. It is intended that the adopted Scrutiny regime will engage in the review and developments of plans, polices and strategies that support the corporate objectives of each Council.

Policy Framework and Budget

16.      The matter is within the Policy Framework.

Consultation (including Ward Member Consultation)

17.      No specific consultation has been undertaken in relation to this report, although Members will appreciate that considerable consultation and engagement has been and continues to be undertaken with the Trade Unions and staff.

Relevant Scrutiny Committee

18.      Relevant Scrutiny Committees relating to each Council.

Background Papers

Cabinet reports September/October 2014

Council reports October/November 2014

 

Contact Officer

Dave Holland. Project Manager

 

Officers Consulted

Tara King, Assistant Director, Environment, Cardiff Council

Andrew Jolley, Assistant Chief Executive Legal and Regulatory Services and Monitoring Officer Bridgend County Borough Council  

 

Responsible Officer:

Rob Thomas, Director of Development Services

 

 

 

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