SCRUTINY COMMITTEE (COMMUNITY WELLBEING AND SAFETY)

 

MINUTES of a meeting held on 11th February, 2008.

 

Present: Councillor Mrs. M.E.J. Birch (Chairman), Councillor K.R. Stockdale (Vice-Chairman), Councillors Mrs. S.M. Bagstaff, R.J. Bertin, Ms. L. Burnett, P. Church, J. Clifford, N.P. Hodges, H.J.W. James, G.C. Kemp, Mrs. A.J. Preston, B.I. Shaw, J.W. Thomas and W.C. Vaughan.

 

Also Present:  Councillor N. Moore.

 

 

758     APOLOGIES FOR ABSENCE –

 

These were received from Councillors Ms. R.M. Birch and Mrs. A.J. Moore.

 

 

759     ANNOUNCEMENT –

 

Apologies for their unavoidable absence were received from Cabinet Members Councillors S.C. Egan and Mrs. M. R. Wilkinson.  The Committee also requested that their condolences be extended to Councillor Mrs. M. R Wilkinson on the recent sad loss of her father.

 

 

760     MINUTES –

 

RECOMMENDED – T H AT the minutes of the meeting held on 14th January, 2008 be approved as a correct record subject to Councillor N.P. Hodges’ name being added to the list of apologies for absence.

 

 

761     DECLARATIONS OF INTEREST –

 

No declarations were received.

 

 

762     SOCIAL SERVICES DIRECTORATE INTERIM MANAGEMENT STRUCTURE) – CALL-IN REQUEST BY COUNCILLOR G.C. KEMP –

 

The above matter had been considered by Cabinet at its meeting on 23rd January, 2008.  Cabinet approval had been sought on re-organising  the management structure of the Social Services Directorate on an interim basis.  It was recommended that a new Directorate to facilitate a clear corporate focus on Social Services be created. The current management structure that had been introduced in January 2007 had been intended to remain in place only until a new and permanent Director of Social Services could take up post.  The impact of the restructuring that had taken place in 2007 had been monitored by the Council and it had been acknowledged that there was a clear case for further reorganisation due to a number of shortfalls that had been identified:-

 

·     inadequate capacity at senior level to support the Director

·     a lack of coherence in the allocation of responsibilities at Operational Manager level

·     limited opportunities for integrated working within the Council and with other key

      agencies and

·     the need for a more purposeful approach to business planning and commissioning.

 

The report had been presented to the Cabinet as an urgent item by reason of the need to increase and realign management capacity within the Social Services Directorate and to achieve savings within the budget. 

 

Cabinet resolved that the proposals outlined in the report be endorsed for immediate implementation and that a review of the interim structure proposed be presented to Cabinet in January 2009. 

 

The decisions of Cabinet had been called in by Councillor G.C. Kemp to the Scrutiny Committee to allow “proper scrutiny of such a fundamental change in structure”.  The new Director of Social Services advised the Scrutiny Committee that the report had been necessary as a result of some serious shortfalls within the current management structure.  He considered that the new structure would enable the management to manage the considerable agenda for change that had been agreed.  He further advised that the structure was similar to those used by other local authorities and that the Local Health Board had agreed to part-fund a post which would ensure partnership working between Health and the Council in view of the important issues faced by both organisations.  The Cabinet Member, Councillor N. Moore was granted the opportunity to speak at the meeting and advised that in order to progress the issues for Social Services the new structure was essential.  The call-in had also provided an opportunity for the Cabinet Member and Director to advise Committee on the detail of the proposals in view of the urgency of the matter. 

 

Scrutiny Committee members concurred that it was essential to ensure that an effective management structure was in place for the department and questioned whether they could have sight of the job descriptions for the senior management positions in particular the job description for the jointly funded post with the LHB.  The Director advised that the job descriptions had been drafted in consultation with the Council’s HR Department and the Health Board and were based also on models of good practice elsewhere.  The Senior Management Appointment Panel of the Council was the vehicle that would consider the job descriptions and job specifications for the appointments and it was imperative that the process commence as soon as possible.  Concern was also expressed in relation to appointments being made on an interim basis, however, the Director advised that in order to ensure continuity within the Department a number of the posts would be matched internally.  In relation to the jointly funded post it had been suggested that the appointment be for one year only in order to fully appraise the role and the partnership approach.

 

Councillor Kemp stated that the purpose of the call in had not been to add further delay but to ensure effective Scrutiny was undertaken on the structure, and he was aware of the need for the Social Services Department to move forward as soon as possible.  The Scrutiny Committee however requested that in order to monitor the new structure that an interim update be presented to the Scrutiny Committee by July 2008 on the effectiveness of the new arrangements.

 

Having considered the matter in detail the Scrutiny Committee

 

RECOMMENDED –

 

(1)       T H A T the resolutions of Cabinet be accepted.

 

(2)       T H A T a further report  be presented to the Committee by July 2008 on the new arrangements in order that Members can be kept abreast of service developments as they arise.

 

Reasons for recommendations

 

(1&2)  In order that Members can be updated on progress.

 

 

763     GRAFFITI –

 

A request for consideration of this matter had been made to the Scrutiny Committees Economy and Environment, Community Wellbeing and Safety and Lifelong Learning.  The matter had firstly been considered by the Scrutiny Committee (Economy and Environment) at its meeting on 15th January, 2008.  The reason for the request had been to examine the best methods of preventing graffiti, managing it and in order that stakeholders such as police the youth service and other relevant parties could be invited to attend to look for solutions.  The representatives who attended the Scrutiny Committee (Economy and Environment) meeting advised that close working relationships currently existed with agencies and had proved effective in certain areas through the targeting of specific locations and subsequent identification of key perpetrators.  This was coupled with the ongoing monitoring of the area and expeditious removal of any graffiti in the areas together with continuing dialogue with perpetrators, schools and the public in general as to their involvement in engendering a sense of community responsibility.  A survey had been undertaken of the environmental quality in the Vale by Keep Wales Tidy in October 2007 which had indicated that graffiti was recorded on 22% of the 6% of the streets surveyed.  The report had also indicated that the range of environmental problems such as graffiti were more prevalent in areas such as Barry.  With regard to technical solutions for the prevention and removal of graffiti it was stated that depending on the nature of the service (porous or non-porous) and the type of application, medium/type of paint a number of methods were available namely high pressure washing, the application of solvent based solutions in liquid, gel or aerosol form, painting over the offending graffiti and the removal of the structure that was the subject of graffiti.  Trials that had previously been carried out by the Visible Services section on pedestrian underpasses using special anti-graffiti coatings had proved unsuccessful.  Attention was drawn to the fact that the nature of the chemical used for graffiti removal would also prevent a problem for working with current partners because of the age group carrying out the work within the YOS (Youth Offending Service).  The simple painting over of graffiti was considered to be a very cost effective and efficient way of dealing with the matter and Members further requested that “black paint” be purchased for the use on alley gates in order to ensure that any graffiti was  removed as quickly as possible.  Having considered the matter the Scrutiny Committee

 

RECOMMENDED -

 

(1)       T H AT  the recommendations of the Scrutiny Committee (Economy and Environment) as below be endorsed  :-

 

·          That a further report examining the variety of technical solutions available relating to the prevention and/or the removal of graffiti be made to a subsequent meeting, preceded by a feasible and physical demonstration of products used.

·           That given the expeditious removal of graffiti was considered to be a prime motivator as regards a reduction in such incidents consideration be given to the Council taking a lead in raising public awareness of ways in which graffiti could be prevented or removed by publishing such information through its website and/or Vale Waves for example, such information to be subject to a disclaimer that the Council accepted no liability in respect of the effectiveness of such products nor for any subsequent damage to property occasioned as a consequence of their use.

 

(2)       T H A T  the relevant department purchases black paint to be used to eradicate graffiti on alley gates. 

 

Reasons for recommendations

 

(1)       To allow for further information to be presented to Members and to offer a public service.

 

(2)       To ensure that graffiti is removed on alley gates as soon as possible.

 

 

764     REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL, 2007 – 31ST DECEMBER, 2007 (DLPPHS) –

 

The report outlined the position in respect of Revenue and Capital expenditure for the period 1st April to 31st December, 2007.  In respect of the Housing Department both the Public Sector Housing and Private Sector Housing budgets were anticipated to outturn on target with the Housing Revenue account anticipated to outturn on target with an estimated surplus of £868,000. 

 

For General Fund Services the budget was projected to outturn with a deficit of £1,289,000, a reduction of £231,000 from the previous months figures.  The report further highlighted that the Director of Social Services had presented a revised action plan to Cabinet and the Scrutiny Committee which had identified further savings that could be achieved in the current year.  The budget would therefore continue to be monitored in order that the effectiveness of the proposals could be assessed. 

 

In respect of the Children’s Services department, the outturn was currently showing as a surplus of £190,000, which it was reported was mainly attributable to the reduction in the costs of children’s placements of £66,000 and savings on fostering costs of £135,000.

 

In respect of Community Care and Health, the service was projected to outturn with a deficit of £1,486,000 at the year end.  The position reflected the continued pressures on Community Care packages which had been reduced by a recalculation of the projected known commitments and identified savings on salaries.  The figure included the increase in care home fees which had been agreed and an estimate of new commitments which may be made before the year end. 

 

Members requested the up to date position in respect of the new arbitration case and were advised that the Council was in arbitration proceedings with  Council’s case recently having been filed.  It was reported that a more robust presentation had been made with the assistance of the Legal Department and Finance Department for the proceedings.  Members were further advised that the WLGA and Welsh Assembly Government had been lobbied in respect of the issue but that in the circumstances it was considered to be the responsibility of the Council to deal with the matter locally rather than wait for the WLGA and Welsh Assembly Government to take the lead. 

 

Financial progress on the capital programme was detailed at Appendix 2 of the report and Members were further advised that a Flying Start Grant had been approved by the Welsh Assembly Government for the Maes-y-Coed outdoor area refurbishment which would be fully funded by WAG to the sum of £13,000. 

 

Members queried the current position in respect of the Harbour View lease repurchases and were advised that the Compulsory Purchase Orders were nearing completion with the ultimate aim of Crest Nicholson being on the site as soon as possible.  It was however confirmed that no compensation would have to be paid to Crest Nicholson as a result of the delay.  A fire had recently taken place at the Penarth Heights site but it was confirmed that all access points to the site were now secure, some security costs would however continue until Crest Nicholson was on site. 

 

In respect of Barry Hostel, the Committee was advised that a hand over meeting had taken place that day for the office accommodation and staff would be moving in before the end of the month.   With regard to Southways, it was confirmed that work would be completed by the end of the current financial year. 

 

RECOMMENDED – T H A T the Revenue and Capital Monitoring report for the period 1st April, 2007 – 31st December, 2007 be noted.

 

Reason for recommendation

 

For Members information.

 

 

765     PROGRESS REPORT ON THE SOCIAL SERVICES CHANGE PLAN 2007/2010 (DSS) –

 

An updated Change Plan was presented to Members at Appendix 1 to the report.  The format had been revised to show that out of the 71 original actions, 27 had been completed.  For each of the ongoing actions the  columns showed whether they were on target or delayed.  Members were advised that the main cause of delay had been the limited Senior Management capacity that had been available to the previous Interim Director.  New actions had also been added which had been in part inserted to demonstrate that the Council was responding to recommendations from recent external scrutiny exercises although no progress was described against the new actions at present.  The four key themes within the Change Plan were leadership, budget, performance and quality.  In respect of the budget a revised Budget Action Plan had been approved by Cabinet and considered by the Scrutiny Committee on 14th January, 2007. 

 

Discussion therefore ensued as follows :-

 

Reference and Question

Answer

SP2 – Develop / organise risk management skills of managers

Some training had commenced but further work in relation to competencies was required via PDRs.  Financial training had also started week commencing 11th February in respect of budget delegation.

 

SB4 - Predict future demand and needs based on demographic evidence.

Members queried the current uptake of Telecare Services and were advised that a further publicity drive would be undertaken as there had been little uptake to date.  It was agreed that it was important to inform the public what the service was about and how it could be used in their daily life.  

SB6 – Review levels of sickness absence

The necessary plans had been put in place but it was an on-going action which would require constant monitoring.  Members requested  whether there had been any improvements in the area and were advised that a report would be presented to Cabinet and the Scrutiny Committee in the near future.

 

SQ7B – Review all out of county adult placements and consider alternative provision.

The Department was considering undertaking a pilot for all reviews although this had been delayed due to the delay in staff appointments.  It was also necessary to confirm that all information on clients was correct before any reviews could be undertaken. 

 

SP15a – Review use of ILF. 

Members requested whether a further publicity drive in respect of the uptake for benefits should be encouraged and the officer confirmed that an increase of awareness had recently taken place but it was difficult to assess how much uptake had been made.

SP26 – Find solutions to reduce the Occupational Therapy waiting lists

Vacancies had been filled and an audit of the waiting list had commenced.  Referrals were dealt with for a number of categories with the OT2 waiting lists being the largest.  Members requested that information on the categories and the current waiting lists be forwarded to all Members of the Scrutiny Committee by e-mail.

 

 

Having considered the report the Scrutiny Committee

 

RECOMMENDED –

 

(1)       T H A T  the report be noted and the information requested under SB6 and SP26 be presented to Members as soon as possible.

 

(2)       T H A T the SSIW Inspector be invited to attend a meeting of the Scrutiny Committee before the end of the current municipal year. 

 

(3)       T H A T the Change Plan continues to be reported to the Scrutiny Committee in order that efficient / effective scrutiny can take place.

 

Reasons for recommendations

 

(1)&(3)      In order that the improvements required in Social Services can be monitored.

 

(2)       In order that Members can be apprised of key findings from the inspectors Annual Report.

 

 

766     3RD QUARTER PERFORMANCE MONITORING (DSS) –

 

(i)         Community Care and Health

 

Members requested that the officers present the report paying particular attention to the PI’s that were below target with the service not achieving performance.

 

PI No.          

Description

Answer

SCA2A

The rate of older people helped to live at home per 1000 population aged 65 or over.

 

One of the reasons why the PI was below target was due to the fact that the Department had set itself a challenging target.  However, the recent staff problems had meant that this target had not been achieved.  There had also been an increase in the demand for new referrals.

 

SCA12B & C

The percentage of identified carers of adult service users who had an assessment and the percentage of identified carers of adult service users who had an assessment in their own right.

Members considered that the two PI’s were almost identical and they were advised that the Welsh Assembly Government were considering deleting one of them.  During discussion of the targets it was confirmed that in view of the Social Services budget position and the moratorium on recruitment, officers had been requested to present a case for key posts although it was confirmed that priority was being given to adult care management posts in particular in respect of the amount of assessments that were required. 

 

It was noted that information on a number of PI’s was not available due to the Oracle System but that they would be reported in the final quarter.

 

(ii)        Children and Family Services –

 

In respect of a number of the targets Committee was advised that there was a continuing drive within the Department to deal with core and initial assessments.  It was apparent that the target of 100% would not be met.  The new ICS system was also experiencing difficulties. 

 

PI No.          

Description

Answer

SCC9B & SCC8B

The average time taken to complete those required core assessments that took longer than 35 days and the average time taken to complete the initial assessments that took longer than 7 working days to complete.

The under performance was a concern to the team and concentrated attention needed to be ensured on the service area.  The Director advised that there were some performance targets that were obstacles for the Department but that in other service areas targets had been increased and improvements noted.  The Department clearly needed to drive assessments forward and when resources were concentrated in one area other areas suffered.

 

SCCL11B

The percentage of initial assessments that took place during the year where there is evidence that the child has been seen alone by the Social Worker

Further work needed to be undertaken to ensure that Social Workers recorded the relevant information.

SCC29B

Under this target, Members queried the advocacy service that used to be in operation.   

This Service had been replaced with a spot purchasing agreement.  The Social Worker had to present a case to the manager for advocacy services as appropriate.

SCC25

Percentage of statutory visits to looked after children during the year that took place in accordance with the regulations

Members noted that there had been a decline in each of the quarters and were advised that the PI had also been identified in the Change Plan due to the fact general recording within the department was an issue and had been identified as an area for improvement within the Change Plan.

 

SC26B (ii)

The gross weekly expenditure per looked after child in children’s homes excluding secure accommodation - externally purchased provision

Members were informed that in order to fully compare and consider the PI a full years costing information would be more beneficial.

 

Having considered the Monitoring Report discussion ensued regarding whether the percentage for some targets should be changed and re-set.  It was, however, agreed that the target should remain as was but that it would be useful for the Committee to receive trend data and also benchmarking information with other local authorities. 

 

In relation to the issue of recording, the Director advised the Committee that one of his first priorities was to look at social work practice and to do this he would be sampling case files on a regular basis.

 

(iii)       Strategy and Performance Management and Commissioning –

 

The Service only had local PIs and the PI that was below target was L516 – Community Care Finance – percentage of service users visited within 15 working days of financial assessment being requested.  It was considered that the target that had been set was too high and should be noted at 80%.  However, during discussion it was suggested that the target remain at 85% and that further information be obtained from other local authorities as to how they dealt with the issue and when received, the details be presented in the 4th Quarter.

 

 

767     3RD QUARTER PERFORMANCE MONITORING –

 

(i)         Housing –

 

Concern was expressed in relation to the percentage of homeless presentations accepted as statutorily homeless, as the indicator was below target.  The officer advised that by improving preventative services this had an adverse effect on other indicators.  The Homelessness Service was currently undergoing a restructuring and the difficulty facing the service to ensure continuity.  It was be inevitable that with the introduction of new staff, that decisions would take longer to be agreed.

 

Members also noted the increase in the average number of calendar days taken to let units and were advised that as a result of bringing the two Penarth Heights properties back into stock this had increased the numerator.

The figures were also affected by the time taken by the process itself, ie the date the properties were referred for repair, the time that the building maintenance section took to undertake repair work and from the date the properties were able to be re-let.  Discussion took place as to whether it would be possible to identify measures that could be put in place in relation to void properties, in particular, for properties that required little renovation that the turn around time for letting be increased as opposed to properties which required substantial repair works.

 

Members were updated that the homeless leasing scheme had not effectively been introduced to date but a pilot scheme was due to commence in relation to 10 properties.  The question was also raised in relation to whether there was a limit to the time somebody could be accommodated in bed and breakfast. New guidance was due to be introduced which would provide details on timescales, for example clients would be able to remain in such accommodation for up to 14 days and thereafter it would be a requirement on the Local Authority to offer alternative accommodation.  However, if the client preferred to stay in a B&B as opposed to alternative accommodation they would be able to do so for up to 56 days. 

 

(ii)        Private Sector Housing and Community Safety –

 

The Vice-Chairman presented a copy of a recent news article which provided details of an innovative idea by Kent County Council which offered incentives on Council properties in order for them to be let quicker however Members were advised that in the Vale of Glamorgan there was currently no housing assistance outside renewal areas. However, although there were relatively few empty properties where they cause a problem, owners were being contacted and given appropriate advice.  Members queried issues surrounding Disabled Facilities Grants and were advised that the Committees Occupational Therapist Task and Finish Group would be considering the matter at its next meeting and the Scrutiny Committee itself would receive a report from the group in due course which was duly accepted.  Members were also advised that in relation to Community Safety matters representatives from the Police would be attending the next meeting of the Scrutiny Committee to concentrate on areas of concern. 

 

In relation to the Local Performance Indicator L486 the inspection of houses in multiple occupation, Members noted that only a small number of premises had been inspected to date. They were advised that this was due to a staff vacancy and as there was only a small team, reactive or service requests were given priority. 

 

RECOMMENDED -

 

(1)       T H A T the third quarter performance monitoring reports and answers be noted.

 

(2)       T H A T the necessary arrangements be made for the representative from South Wales Police to attend the next meeting of the Committee.