SCRUTINY COMMITTEE (COMMUNITY WELLBEING
AND SAFETY)
MINUTES of a meeting held on 16th
April, 2007.
Present: Councillor Mrs. M.E.J.
Birch (Chairman); Councillor K.R. Stockdale (Vice-Chairman);
Councillors Ms. R.M. Birch, P. Church, H.J.W. James, Mrs. A.J.
Moore, A.G. Powell, Mrs. A.J. Preston and J.W. Thomas.
Also present: Councillor S.C. Egan.
1003
APOLOGIES FOR ABSENCE –
These were received from Councillors R.J.
Bertin, Ms. L. Burnett, Mrs. V.M. Hartrey, G.C. Kemp and
W.C. Vaughan.
1004
MINUTES -
RECOMMENDED - T H A T the minutes of the
meeting held on 12th March, 2007 be approved as a
correct record.
1005
DECLARATIONS OF INTEREST -
No declarations were received.
1006
TRAFFIC TASK AND FINISH REPORT (REF) -
The Scrutiny Committee (Economy and
Environment) had on 13th March, 2007 received a report
from their Traffic Task and Finish Group on the provision of
individual disabled parking bays. The report outlined that
the procedure that had been followed by the Council in allocating
IDPBs had been in place for many years and had been inherited
from the former South Glamorgan County Council. The officer
had advised that the current policy and procedure took no account
of an applicants needs and in particular the staff of the
Engineering Department did not have the skills to assess
applications on a needs basis and as a direct result, discussion
would have to take place with colleagues in the Social Services
Department. The current waiting list for IDPBs was complied
on a first come first serve basis and applicants were made aware of
this, however the use of a needs assessment could lead to
variations to the waiting list, which could be difficult for
previous applicants to understand. The Task and Finish Group
after considering the information before them made the following
recommendations to the Scrutiny Committee:
“(1) T H A T
the current Policy and Procedure for the provision of Individual
Disabled Parking Bays be retained.
(2) T
H A T the Director of Social Services be permitted to support an
individual’s application, based on a needs-assessment, and that in
such cases the Social Services Directorate provide the funds
required to provide the Individual Disability Parking Bay.
(3) T
H A T, in order to reduce the waiting-list for the provision of
Individual Disabled Parking Bays, Cabinet be requested to increase
the level of funding by £10,000 per annum from 2007/08.
(4) T H A T the above
recommendations be considered by the Scrutiny Committee (Community
Wellbeing and Safety).”
The Scrutiny Committee (Economy and
Environment) in turn recommended the following:
“(1) T H A
T recommendations (1), (3) and (4) above be endorsed, with
recommendation (3) being referred to Cabinet and all
recommendations to the Scrutiny Committee (Community Wellbeing and
Safety).
“T H A T the Director of
Social Services be permitted to support an individual’s
application, based on a needs-assessment, and that in such cases
the Social Services Directorate may provide the funds required to
provide the Individual Disability Parking Bay if deemed
necessary”.”
In consideration of the above recommendations
the Scrutiny Committee (Community Wellbeing and Safety ) were
advised by the Interim Director for Social Services, that he would
wish to undertake further investigatory work in respect of the
matter and report back to Committee. Committee therefore
RECOMMENDED – T H A T the
recommendations of the Scrutiny Committee ( Economy and Environment
) be noted and that a further report as proposed by the Interim
Director for Social Services be submitted to the next meeting of
the Scrutiny Committee ( Community Wellbeing and Safety ) on
21st May, 2007.
1007
REVENUE AND CAPITAL MONITORING FOR THE PERIOD
1ST APRIL, 2006 TO 28TH FEBRUARY, 2007
(IMSS AND AHHCS) –
The report outlined the position in respect of
revenue and capital expenditure for the period 1st
April, 2006 to 28th February, 2007. The report
highlighted that the current forecast for services was for a
surplus of £200,000 on the Housing Revenue Account budget and a
deficit of £4,534,000 on General Fund Services. The Committee
was also advised that the arbitration case with one care home
provider had still not been resolved but that, if it was decided in
favour of the provider, there would be a significant financial
impact on the Council and this would in turn increase the pressure
on the budget. Members expressed their concern in respect of
the budget and requested whether any progress had been made in
respect of the Action Plan. The Interim Manager advised that
progress had been made on the recruitment of foster carers and that
a number were undergoing the assessment process. It was also
reported that WAG had confirmed that the MRA underspend could be
spent
RECOMMENDED – T H A T the position with regard
to the 2006/07 Revenue and Capital Monitoring be noted.
Reason for recommendation
To ensure that Members are aware of the
position with regard to the 2006/07 Revenue and Capital Monitoring
budget.
1008
MANAGEMENT INFORMATION – CHILDREN’S SERVICES (DSS) –
Members were presented with a revised format
for the presentation of management information in relation to
Children’s Services. Performance Management Information had
previously been reported to Members on a quarterly basis. The
reports had involved the presentation of lists of performance
indicators together with a narrative as to whether targets had been
met or otherwise during the financial year. At the last
meeting of the Scrutiny Committee on 12th March the
appropriateness of presenting information in this way was
raised. The report before Committee proposed that the
number of PIs reported to the Committee be reduced to 13 and these
were listed at Appendix 1 to the report. The proposed PIs
were around clear aspects of decision-making within Children’s
Services and would highlight any key operational issues which
Members should be aware of. Appendix 2 to the report showed
the same information in graphical format. It was
further proposed that the information be also used as the
standard management information within Children’s Services which
would be circulated to managers within that Service on a regular
basis. The new format would enable better depiction of trends
within the service enabling both Members and Managers to highlight
any issues.
Members were also reminded of the introduction
of the new Corporate Performance Management software which was
being utilised by Authorities across Wales which would also enhance
the method of reporting during the coming financial year.
Members considered that the presentation of information in the new
style would be simple and easier to read and analyse and as
such
RECOMMENDED –
(1) T H A
T the proposals in the report with regard to the reporting of
Children and Family Services Performance information for the future
be accepted
(2) T H A
T staff within the directorate be congratulated on the production
of the new management information style.
Reasons for recommendations
(1) In
order that the reporting format can be progressed.
(2) That
the Committees appreciation is recorded.
1009
REVIEW OF SCRUTINY ARRANGEMENTS (CX) –
The report presented Members with the findings
of the recent review of Scrutiny arrangements which had been
undertaken in the Vale together with a series of improvement
options to ensure the future development and sustainability of
Scrutiny within the Vale. The scope of the review had been to
evaluate the effectiveness of Scrutiny arrangements and had
highlighted the key strengths and weaknesses of the Councils
current scrutiny process. The review identified good /
notable practices across the UK and proposed areas for improvement.
As a consequence 15 recommendations were made. The
recommendations were attached at Appendix 1 to the report and had
been considered by the Scrutiny Chairmen and Vice-Chairmen Group of
the Vale on 21st March, 2007. Following that
discussion the Group had agreed that all 15 of the recommendations
be implemented over a two year period and that a copy of the report
and its recommendations be circulated to all Scrutiny Committees
for their comments prior to an action plan being finalised.
As a result of consideration of the report the Scrutiny
Committee
RECOMMENDED –
(1) T H A
T the contents of the review be noted.
(2) T H A
T the following 15 recommendations as contained in the Scrutiny
Review be endorsed :-
- Organise a Scrutiny event for non-executive members to explore
and further develop the effectiveness of scrutiny.
- Develop a pre-work programme evaluation and checklist when
scoping reviews to asses the suitability of potential work
programme items paying particular regard to the Council’s risk
register, corporate priorities and Cabinet forward work
programme.
- Review the Scrutiny Handbook to ensure roles and
responsibilities are clear and transparent.
- When managing committee business, that Scrutiny Chairmen and
Vice-Chairmen consider inviting Executive Members.
- Develop and implement a post-review analysis to evaluate review
outcomes against review objectives.
- Further develop website content to enable the public to engage
with the Scrutiny process.
- Produce an executive public summary of the Scrutiny Annual
Report that is accessible to the public.
- Investigate the feasibility of further developing task and
finish groups for appropriate Scrutiny work programme items.
- Organise a workshop enabling members to discuss and review any
changes required to the process for developing Corporate Plan
priorities.
- Explore the feasibility of reducing the size of committee
membership.
- Investigate the feasibility of member development of specialist
functions within Scrutiny, enabling members to increase their
expertise in certain Scrutiny areas.
- Develop a proposal to facilitate in increasing public
participation in the Scrutiny process and meetings.
- Revise the format of Scrutiny meetings by restructuring the
content of meetings and the development of themed agendas.
- Annually produce a summary of consultation activities from the
previous year to feed in consultation outcomes to assist in the
development of a yearly work programme.
- Implement a series of triangulation meetings on a quarterly
basis for each Scrutiny committee involving relevant scrutiny
chairs/vice, officers and executive members to discuss work
programme items and any matters of concern.
Reasons for recommendations
(1) To
apprise Members of the findings of the review.
(2) To
enable the recommendations to be progressed.
1010
SCRUTINY COMMITTEE DRAFT ANNUAL REPORT MAY 2006 TO APRIL 2007
AND FORWARD WORK PROGRAMME FOR 2007/08 –
The report had been prepared in accordance
with Section 6.03(d) of Article 6 of the Vale of Glamorgan
Council’s Constitution which stated that “Scrutiny Committees must
report annually to Full Council on their workings and make
recommendations for future work programmes and amended working
methods if appropriate”. The Constitution also provided that
Scrutiny Committees determine their work programme for the
Municipal Year.” Members accepted the draft Annual Report and
in respect of the Future Work Programme for the Committee for
2007/08 recommended that although the change plan was going to play
a significant role in the work programme that two task and finish
groups be set up to consider the shortage of occupational
therapists and the backlog of assessments in the Vale and CCTV
provision in the Vale. A further report was also requested in
respect of PACTS and how they were working within the Vale.
Having considered the report the following recommendations were
made:-
RECOMMENDED –
(1) T H A
T a progress report on how PACTS were working within the Vale be
presented to a future meeting of the Committee and that the report
be added to the work programme in the Draft Annual Report.
(2) T H A
T two Task and Finish Groups be established to consider:-
·
the shortage of Occupational Therapists in the Vale
·
CCTV provision in the Vale
and that a scoping document and terms
of references for each task and finish group be presented to the
next meeting of the Committee for consideration.
(3) T H A
T the contents of the draft annual report for the period May 2006
to April 2007, subject to any further minor amendments being agreed
in consultation with the Chairman, be presented to Full
Council.
(4) T H A
T the Forward Work Programme as detailed in the draft Annual Report
be accepted subject to the inclusion of the topics in
recommendations (1) and (2) above.
Reasons for recommendations
(1), (2), (3) and (4) To approve the draft
Scrutiny Committee Annual Report, to allow it to be forwarded to
Full Council on 9th May, 2007 and to approve the Forward
Work Programme for 2007/2008.