SCRUTINY COMMITTEE (CORPORATE RESOURCES)

 

 

MINUTES of a meeting held on 1st April, 2008.

 

Present: Councillor H.J.W. James (Chairman); Councillor Mrs. C.V.L. Clay (Vice-Chairman); Councillors Mrs. S.M. Bagstaff, Ms. L. Burnett, Mrs. J.E. Charles, M.R. Harvey, T.J. Jarvie, F.T. Johnson, Mrs. M. Kelly Owen, C.L. Osborne, B.I. Shaw and K.R. Stockdale.

 

 

931     APOLOGY FOR ABSENCE -

 

This was received from Councillor Miss J. Cole.

 

 

932     MINUTES -

 

RESOLVED - T H A T the minutes of the meetings held on 19th and 25th February, 2008 be approved as correct records.

 

 

933     DECLARATIONS OF INTEREST -

 

No declarations were received.

 

 

934     DRAFT SERVICE PLAN 2007/08 - CHIEF EXECUTIVE’S DEPARTMENT (CX) -

 

The Committee was informed that the format for the production of draft Services Plans for the forthcoming year was that of previous years with the plans reflecting cross-cutting objectives, service objectives, improvement plan actions completed and uncompleted and consultation arrangements.  Given that it was not intended to report end of year statistics to the Committee until July 2008, all draft Service Plans currently being reported to the four Scrutiny Committees, would not contain performance information figures.

 

The Head of Service referred to the seven service objectives contained within the Chief Executive’s draft Plan and drew attention to two new areas contained within the Plan, namely Equalities and Welsh Language for which responsibilities had passed to the Chief Executive’s Department during the current year.  He referred to a number of challenges which would continue to face the Council, namely, progressing the Making the Connections Agenda, the Vale of Glamorgan Local Service Board Agenda, review of the Council’s Community Strategy, overseeing the progression of the Council’s Contact Centre and the Single Number and the overall OneVale Business Plan.  Other areas of improvement were also being closely examined, in particular, mobile working and associated efficiency savings and the implementation of the Enterprise Content Management (Project Trim) in line with the OneVale programme.

 

A brief discussion centred on the production of the Council’s Public Opinion Survey and in particular to the frequency of undertaking surveys and the associated costs and benefits to the Council.

 

The Head of Service also made reference to the Council’s Welsh Language Scheme which had recently received approval from the Welsh Language Board.

 

Having regard to the above and related issues, it was

 

RECOMMENDED - T H A T the draft Service Plan in respect of the Chief Executive’s Department be endorsed.

 

 

935     DRAFT SERVICE PLAN 2007/08 - CUSTOMER CONTACT CENTRE (CX) -

 

RECOMMENDED - T H A T the matter be deferred to the next meeting of the Committee to be held on 22nd April, 2008.

 

 

936     REVENUE MONITORING FOR THE PERIOD 1ST APRIL 2007 TO 31ST JANUARY, 2008 (DFICTP) -

 

The projected outturn for the 2007/08 Revenue Budget was currently forecasting a favourable variance of £1.767m. on the General Fund and a balanced budget on the Housing Revenue Account.

 

In relation to Learning and Development, it was noted that Education in Schools as previously reported in the last report, was showing projected underspends on the Central Education Budget which would be used to fund overspends elsewhere within the Directorate.  In addition, the savings would be used to support the Residential Special Schools provision where there was currently a combined deficit projected to be £378,000 at 31st March 2008 as a result of the financial implications of the Care Standards Legislation.  There were also a number of pressures on the service; the expenditure on placements in independent schools included in the Access and Inclusion budget was forecasting to be £130,000 less than was estimated.  This was due to the number of pupils returning to placements within the Authority.  However, it was noted there was a potential additional income of £350,000 as a result of more Out of County pupils.  However, given the volatile nature of the budget, the income was not considered to be secure at this moment in time.  The Strategic Planning and Performance budget as a result of the combination of a recent re-tendering exercise on certain Home to School transport routes and contract inflation for other routes being lower than expected, there was a projected saving of £137,000 on this service.  The Education Base budget currently included £450,000 to support the School Investment Strategy.  As reported previously, the 2007/08 budget for this area would be used to help fund the costs of the External Design Team.

 

With regard to Lifelong Learning, there was an adverse variance of £122,000 and this was attributed to the delay in starting the new learning programmes to the economically inactive and low enrolments over the summer period, premises costs at the Heritage Skills Centre and the cost of the Vale Learning Network.

 

As for Catering Services, there was currently an adverse variance of £30,000 which was a reduction of £60,000 from that previously reported.  The reduction had been brought about due to active promotion / marketing of school meals to improve uptake, an increase in meal prices from September 2007, realignment of school kitchen staff with output of meals and a review of administrative arrangements between Education and Catering Services.

 

The budget in respect of each of the Divisions of the Social Services Directorate reflected the allocation of the original Temporary Uplift of £3,641,000 approved by the Council, the savings of £2,000,000 originally needed to achieve a balanced budget and the additional Temporary Uplift of £1,110,000 to meet the cost of increased Care Home fees and arbitration.  At this time the budget was currently projecting an outturn with a deficit of £572,000 a reduction of £717,000 from the previous months reported figure. 

 

It was noted that many of the savings identified in the revised Action Plan for Social Services were “one-off” and underlying departmental overspends remained on Care Packages and consequently these needed to be addressed during 2008/09.

 

It was further noted that with regard to Children’s Services, the probable outturn was currently forecasting a surplus of £521,000 compared to £190,000 reported last month.  The main reasons for the underspend were a reduction in the cost of Children Placements, savings on fostering costs, vacant posts and release of contingency items offset by additional costs associated with adoption allowances and court expenses.

 

As for Community Care and Health, there was a projected outturn with a deficit of £1,100,000 at the year end, a reduction of £386,000 on the previous months reported figures.

 

With regard to Policy, there was a predicted underspend of £2,339,000 and this represented no change to the figures previously reported to the Committee.

 

RECOMMENDED - T H A T the position with regard to the Council’s 2007/08 Revenue Budget be noted.

 

Reason for recommendation

 

That Members are aware of the projected revenue outturn for 2007/08.

 

 

937     CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2007 TO 30TH JANUARY 2008 (DFICTP) -

 

The Capital Programme for the above period which included where necessary, requests for changes to the Programme, was set out for information.

 

The following changes were noted:

 

(i)         Directorate of Education

 

·        An award of Welsh Assembly Government School Target Hardening grant for two schools in Barry; the award of £15,000 for fencing works at Colcot Primary School and a further £14,462 for CCTV and lighting and Barry Comprehensive School.  As a consequence, the programme had been increased by £29,642.

 

It was also noted that the Capital Programme had also been increased by £95,000 funded from Education reserves to provide nursery provision at Cylch Meithrin y Bont Faen.

 

(ii)     Directorate of Legal, Public Protection and Housing Services

 

·      The Capital Programme had been increased by the sum of £22,700 to reflect the award of a Welsh Assembly Grant from the Safer Communities Fund 2007/08 in respect of the refurbishment of the youth facility at Barry Fire Station, of which £2,300 had been allocated for revenue decoration works.

 

In addition to the above matters, it was anticipated that the following schemes would not be completed on target:

 

(i)      Directorate of Environmental and Economic Regeneration

 

·        Section 106 Morrisons / Thompson Street Footbridge - it was proposed to slip the amount of £496,000 into the 2008/09 Capital Programme in order to fund the agreed programme of works which was now anticipated to commence May 2008.

 

·        Dyffryn House Feasibility - it was proposed to slip the amount of £32,000 into the 2008/09 Capital Programme in order to undertake the production of a feasibility study and Business Plan for the future viability of the House, the completion of which had been delayed.

 

·        Highway Maintenance - it was proposed to slip £80,000 into the 2008/09 Capital Programme in relation to associated road improvement works at Leckwith Hill.

 

·        Alley Gates Phase 9 - it was proposed to slip £12,000 into the 2008/09 Capital Programme in relation to the installation of Alley Gates at lanes at the Bassett area of Barry.

 

(ii)        Directorate of Social Services

 

·        It was proposed that the underspend in the Asset Renewal budgets for Social Services in the sum of £52,000 would be vired to address unforeseen additional costs associated with the Barry Hostel refurbishment scheme.

 

(iii)          Policy

 

·        It was proposed that the potential underspend in the sum of £408,000 associated with Disabled Access Improvements would be slipped into the Capital Programme for 2008/09.

 

Appendix 2 to the report also provided non-financial information on capital schemes with a budget over £100,000.

 

RECOMMENDED - T H A T the position with regard to the Council’s 2007/08 Capital Programme be noted.

 

Reason for recommendation

 

That Members are aware of the projected capital outturn for 2007/08.

 

 

938        DRAFT SERVICE PLAN 2008/09 - ACCOUNTANCY AND RESOURCE MANAGEMENT (DFICTP) -

 

The Head of Service referred to the main service objectives contained within the above Plan and in particular made reference to current and intended procurement arrangements ongoing within the Council to ensure that the necessary efficiency savings were made within the respective client departments, including those efficiency savings expected as a consequence of WAG’s requirements.

 

It was noted that iProcurement would be launched on 1st July, 2008.

 

RECOMMENDED - T H A T the draft Service Plan in respect of Accountancy and Resource Management be endorsed.

 

 

939        DRAFT SERVICE PLAN 2008/09 - FINANCE AND PROPERTY (DFICTP) -

 

The Head of Service indicated that the above Plan had been amended to reflect the deletion of Accountancy and Resource Management areas which now fell within a separate Service Plan as previously indicated.  It was also noted that the Council’s Energy Management activity had now transferred to the Property Section and was reflected within the Plan.  Reference was also made to a number of accounting systems which had gone “live” or due to go live associated with Oracle.

 

The Head of Service also sought the approval of the Committee to delete an outstanding Service Plan action in relation to “raising the profile of the Corporate Asset Management Group to drive through recommendations for accommodation usage, disposals and acquisitions”.  The reason for the request had been as a consequence of the Council’s inability to attract suitable candidates to the post to take this work forward.

 

RECOMMENDED - T H A T the draft Service Plan in respect of Finance and Property be endorsed and that the deletion of Service Plan action in relation to “raising the profile of the Corporate Asset Management Group to drive through recommendations for accommodation usage, disposals and acquisitions”, be deleted from the Service Plan for 2008/09.

 

 

940        DRAFT SERVICE PLAN 2008/09 - ICT (DFICTP) -

 

The Head of Service referred to current arrangements contained in the draft Service Plan for the forthcoming year and also to a number of Performance Indicators that required to be deleted, the reasons for which were outlined during the course of consideration on each Performance Indicator.

 

RECOMMENDED -

 

(1)       T H A T the draft Service Plan in respect of ICT be endorsed, subject to the matters set out below.

 

(2)       T H A T Performance Indicators L554, L382, L558, L559, L556 and L557 be deleted from the Service Plan for 2008/09.

 

(3)       T H A T the uncompleted actions Nos. 1,6,9 and 10 as contained on page 19 of the draft Service Plan be deleted.

 

(4)       T H A T Performance Indicator L560 be not deleted from the Service Plan for 2008/09.  However, the Head of Service be authorised to undertake a bi-annual survey of customer satisfaction with ICT Services.

 

(5)       T H A T Performance Indicators L550 and L551 be not approved for deletion from the Service Plan for 2008/09.

 

 

941     SCRUTINY COMMITTEE FORWARD WORK PROGRAMME 2008/09 (DLPPHS) -

 

The report highlighted the outcome of the Scrutiny Topics Suggestion exercise relating to potential topics for review that had been undertaken for consideration for inclusion within the Committee’s work programme for 2008/09.  The report advised that at a meeting on 30th January 2008, the Scrutiny Committee Chairmen and Vice-Chairmen Group had been presented with a report on issues relating to all Scrutiny Committees work programmes for 2008/09.  They had been advised of the resource implications of both Members and Officers within Scrutiny and Committee Services and the Improvement and Development Team of supporting the delivery of the Social Services Change Plan.  The report also highlighted that the Improvement and Development Team had recently been directed towards issues that had arisen within the Youth Offending Team and that a significant amount of work had already been underway in progressing and implementing the actions contained within year one of the agreed two year Scrutiny Review Action Plan by Scrutiny and Committee Services Officers..

 

As a result of the above, it was reported that the ability of officers to conduct formal reviews during 2008/09 was considered to be limited and to this end, it had been felt that the Improvement and Development Team could only realistically sustain the undertaking of one review in respect of each of the Corporate Resources, Economy and Environment and Lifelong Learning Scrutiny Committees.  In relation to this Scrutiny Committee it was noted that due to its anticipated workload in relation to the Change Plan, it was not envisaged that any further formal review work would be facilitated. 

 

The recent request for submission of topics that had been agreed had culminated in only one topic being put forward for consideration for a formal review and that was to the Scrutiny Committee (Economy and Environment).  However, Members were advised that issues could, of course, be addressed in other ways during the year by the establishment of Task and Finish Groups or officer reports to the main committee.  A limited budget was available to assist Scrutiny Members to undertake their role if they wished to establish any Task and Finish Groups.

 

The Committee considered progress achieved in respect of the current Work Programme for 2007/08 with regard to Efficiency Savings, Job Evaluation, Review of the Local Service Board, Making the Connections Agenda and Ward Member Consultation arrangements.  Given the reasons set out in the report with regard to these matters and noting that the final report of the Task and Finish Group relating to Ward Member Consultation was to be considered later in the agenda, it was agreed that matters relating to Efficiency Savings, Making the Connections and the review of Local Service Board be not considered for further inclusion in the Committee’s Work Programme for 2008/09, in acknowledgement that reports would be submitted from time to time by officers during the course of the next municipal year.

 

Consideration then turned to those matters which might be suitable for inclusion in the Work Programme for 2008/09 and discussion ensued with regard to the feasibility of including a review of support for Elected Members, in particular skills and core competencies required to undertake their roles as community leaders.  Discussion also ensued on the possibility of undertaking a Task and Finish Review on procurement arrangements within the Council.

 

In respect of Job Evaluation and noting that this matter had not been completed in the current year, with it also being noted that this review had also slipped from the previous Work Programme for 2006/07, it was considered that the item remain within the proposed Work Programme for 2008/09 in readiness to undertake the review once the Council had finalised its arrangements.

 

Having considered the above and related issues, it was

 

RECOMMENDED -

 

(1)       T H A T the contents of the report be noted.

 

(2)       T H A T matters relating to Efficiency Savings, Review of the Local Service Board and the Making the Connections Agenda, not form part of the Committee’s Work Programme for 2008/09 in acknowledgement that reports would be submitted to the Committee during the course of the next Municipal Year.

 

(3)       T H A T the proposed review of Job Evaluation be slipped into the Committee’s Work Programme for 2008/09.

 

(4)       T H A T, subject to (3) above, the Committee’s Work Programme for 2008/09 be agreed as set out below:

 

·        Review of the Council’s existing procurement arrangements

·        Quarterly Service Performance Monitoring

·        Revenue and Capital Monitoring (to include Social Services Change Plan, budget and efficiency savings)

·        Budget Proposals

·        Service Planning

·        To receive other reports required by the Committee as and when required

·        Emerging strategies from the Corporate Plan and Community Strategy

·        Decision tracking recommendations in order to evaluate and monitor scrutiny performance

·        To consider the matters relating to the Cabinet Forward Work Programme

·        To monitor the progress of the Scrutiny Review Action Plan (Year 2).

 

Reasons for recommendations

 

(1)       To apprise Members.

 

(2)-(4) To obtain the views of the Committee in order to confirm the Work Programme for 2008/09.

 

 

942     WARD MEMBER CONSULTATION TASK AND FINISH GROUP (CHAIRMAN OF THE T & FG) -

 

Councillor H.J.W. James as Chairman of the above Task and Finish Group, presented the report to Committee.  The review had formed part of the Committee’s Work Programme for 2007/08.  The focus of the review had been to assess current procedures with the purpose of developing improved consultation arrangements between officers and elected Members on service issues that arose within individual electoral wards and neighbouring wards (near to ward boundaries).

 

Three meetings of the Group had been held during the year and considered at these meetings a number of issues regarding current officer responsibilities for consulting with Ward Members on reports.  The Group had also drawn upon their personal experiences where they considered the consultation should have occurred and cited specific examples where it appeared that they were being presented with proposals by officers under the guise of consultation but with little or no opportunity to influence the outcome on matters which impacted upon their Wards.

 

The Group also invited appropriate officers to present current consultation arrangements with elected Members on specific service issues. 

 

The Group having considered the views of officers, considered that the current consultation arrangements with elected Members on draft reports to be unsatisfactory particularly given that the current procedures only applied to reports to the Cabinet.  Consequently, the Group requested options to be submitted detailing arrangements for a revised draft protocol that could be adopted for consultation with Ward Members regarding officers’ draft reports to the Council’s Cabinet, the Council and Committees.  The Group also requested that a copy of any draft protocol once prepared be circulated to the Corporate Management Team and elected Members with a view to seeking their views on the same prior to any final decision being made by the Group regarding making any recommendations on revised reporting arrangements to the Scrutiny Committee.

 

The Group, having considered the needs of elected Members and the information presented to the Group over the course of the review, made the following recommendations:

 

“(i)    That the Scrutiny Committee (Corporate Resources) considers the terms of the draft protocol (as attached at Appendix A).

 

(ii)     That the Scrutiny Committee (Corporate Resources) having considered and approved the terms of the draft protocol for the consultation of Ward Members on draft reports for consideration by the Cabinet, Council and other Committees (with the exception of the Planning and Licensing Committees), recommends to the Cabinet that the draft protocol be adopted.”

 

The Committee, following consideration of the above and the more detailed information contained within the report itself,

 

RECOMMENDED -

 

(1)       T H A T the above recommendations be endorsed and the report referred to the Cabinet for consideration and adoption with immediate effect.

 

(2)       T H A T, subject to the (1) above, that the Committee undertake a review of the protocol within 12 months of its implementation.