SCRUTINY COMMITTEE (LIFELONG LEARNING)

 

MINUTES of a meeting held at St. Illtyd’s Primary School, Llantwit Major on 7th July 2008.

 

Present: Councillor J. Clifford (Chairman); Councillor Mrs. K.A. Kemp (Vice-Chairman); Councillors Mrs. V.L. Ellis, C.P.J. Elmore, J.F. Fraser, E. Hacker, Mrs. V.M. Hartrey, F.T. Johnson, C.L. Osborne and Mrs. S.I. Sharpe.

 

Also present: Councillors Mrs. S.M. Bagstaff and A.D. Hampton

 

Non-Voting Observers: Mr. G. Beaudette.

 

 

132     APOLOGIES FOR ABSENCE -

 

These were received from Councillor Mrs. M.E.J. Birch and Mr. T. Cox.

 

 

133     MINUTES -

 

RECOMMENDED - T H A T the minutes of the meetings held on 7th April and 21st May 2008 be approved as correct records.

 

 

134     DECLARATIONS OF INTEREST -

 

The following Councillors declared the nature of their personal interests, being governors of schools within the Vale of Glamorgan: J. Clifford, Mrs. K.A. Kemp, C.J.P. Elmore, E. Hacker, Mrs. V.M. Hartrey, F.T. Johnson and C.L. Osborne.

 

The following Councillors declared an interest in Agenda Item No. 8 in that they were members of the Trust Committee, and each left the room whilst the matter was under consideration: Councillors J. Clifford, C.P.J. Elmore, F.T. Johnson and Mrs. S.I. Sharpe.

 

 

135     WELCOME -

 

Mr. Smith, the Headteacher of St. Illtyd’s Primary School, welcomed all present to the school.

 

Mr. Smith was accompanied by Gill Davies, Deputy Headteacher.

 

Members were informed that St. Illtyd’s Primary School was particularly fortunate within the Vale in that it was one of the newest, and best stocked of the Vale’s schools.

 

There were 318 children on roll, of which 10 had Special Needs.  There were also 52 part time pupils.

The school had been last inspected in 2005 at which it was considered to be an “Improving” school.

 

Mr. Smith alluded to a number of challenges facing the school namely:

 

-         the catchment area for the school included West Camp, St. Athan, the population

          of which was mobile;

-         in common with other schools in the Vale, the Foundation Phase;

-         the fact that the school had 35 car parking spaces, and some 400 pupils.  This

          meant the area in front of the school could become extremely congested

          between 8.00am and 9.00am, and 3.00pm and 4.00pm.  In view of the health

          and safety risks, a decision to close the car park between those hours had been

          taken.

 

The Chairman thanked Mr. Smith and Mrs. Davies for the hospitality shown to the Committee and wished the School well in the future.

 

 

136     THE STRATEGIC AGENDA (DLD) -

 

The Director of Learning and Development introduced the Members of the Committee to the key priorities facing his Directorate and provided a brief overview.

 

Education Budget issues included reference to the fact that the Council apportions the highest proportion of its budgets into schools of all local authorities in Wales yet was still at the bottom of the funding level.  It was alleged that this demonstrated a flaw in the way education in Wales was funded, and represented a major challenge to the Council.

 

The Directorate had recently taken over the administration of the Catering Service, which had previously been operating at a deficit.  The deficit situation had now been rectified.

 

With regards to the proposed replacement of Cowbridge Comprehensive, St. Cyres School and Llantwit Major School, Members of the Committee were advised that to achieve the aims of the School Investment Strategy would necessitate the Council releasing assets to fund the projects. 

 

The Directorate was faced with a number of organisational challenges and a report on this issue would be brought before a future meeting of the Committee.

 

With regard to Special Education Needs, the challenge facing the Directorate, in common with all Welsh Local Authorities, was the belief that schools were better placed to deal with these issues.

 

There was a belief that the current education arrangements were not sustainable, and involved the use of significant numbers of WAG staff.  This represented a huge on-cost to the financing of the Education Service.  Whilst WAG was encouraging the formation of “clusters”, it was acknowledged that this needed to be carried out in a sensible manner.

 

The Directorate was faced with a number of WAG initiatives, including:

 

-        Foundation Phase

-        14-19 Curriculum

-        Community Schools

-        Breakfast Clubs

-        School Councils

-        Healthy Schools

-        ECO Schools.

 

Youth Provision had received a good inspection report, although there were issues involving partnership working.  Outreach provision had proved to be successful in Barry, but it was acknowledged that more needed to be done in Barry and Llantwit Major.

 

The Children and Young People’s Plan encompassed seven core aims:

 

-        Flying Start

-        Comprehensive Education and Learning Opportunities

-        Best possible health, free from abuse

-        Access to play, leisure and sports

-        Children were to be listened to and respected, and there is to be recognition of

         race and cultural identity

-        Safe homes and community

-        Children are not be disadvantaged by poverty.

 

Members of the Committee expressed gratitude for the presentation, which clearly set out the challenges to the Directorate and also the Committee.

 

It was felt that the next meeting of the Committee should consider a number of issues affecting the Education Service, from which the Committee could then select a number to consider in greater depth as part of its Action Plan for 2008/09, and this course of action was AGREED.

 

137     REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2008 TO 31ST MAY 2008 (DLD) -

 

The attention of Committee was drawn to the position in respect of Revenue and Capital Expenditure for the period 1st April 2008 to 31st May 2008 regarding those Revenue and Capital Budgets which formed the Committee’s remit.

 

The projected outturn for 2008/09 Revenue Budget was shown in comparison with the Amended Annual Budget at Appendix 1 to the report.  The current forecast for the Directorate was for a balanced budget.

 

Schools - The delegated budget relating to schools was expected to balance and any under/over spend was carried forward by Schools.

 

Education Service - It was currently projected that expenditure would be in line with the budget. 

 

Grant Related Expenditure - Schools had access to the following Welsh Assembly funded grant: Middle Level Leadership £24,271 available to support middle management training in school leadership modules. 

 

Libraries - This service was anticipated to outturn on target.

 

Lifelong Learning - This service was anticipated to outturn on budget. 

 

Catering - This service was anticipated to outturn on budget although it was acknowledged that it was early in the financial year and that the service could be affected by external factors.  The budget was to be closely monitored and any variations reported to future meetings of the Committee.

 

Appendix 2 to the report detailed financial progress on the Capital Programme as at 31st May 2008.  Budgets brought forward from 2007/08 into 2008/09 were reported to Cabinet and Council on 25th and 26th June 2008 respectively and were not included in the figures detailed in Appendix 2. 

 

Foundation Phase Grant - the Welsh Assembly Government had approved a Capital Grant of £148,000 towards the delivery of the Foundation Phase initiative in order to improve the quality of existing schools and develop outdoor learning areas.  Cabinet on 9th July 2008 would be requested to approve that the 2008/09 Capital Programme be increased by £148,000. 

 

RECOMMENDED - T H A T the position with regard to the 2008/09 Revenue and Capital Monitoring be noted.

 

Reason for recommendation

 

That Members are aware of the position with regard to the 2008/09 Revenue and Capital Monitoring relevant to the Scrutiny Committee.

 

 

138     SCHOOL INVESTMENT STRATEGY (DLD) -

 

Committee were advised of a decision of Cabinet on 28th May 2008, namely

 

“(1)      That the progress on the School Investment Strategy be welcomed.

 

(2)       That a two stage appointment of preferred contractor, under the New Engineering Construction contract for the procurement of Cowbridge School be approved.”

 

Committee were advised that the School Investment Strategy was progressing and that the submission of a Planning Application for the Cowbridge Comprehensive School would soon be made.

 

A report would be made to Cabinet soon requesting the making of a Compulsory Purchase Order, with a view to the school opening in December 2010.

 

An assurance was given that work would commence on Llantwit Major and St. Cyres Schools as soon as possible, although it was acknowledged that this would depend on capital receipts.

 

The Council was re-working the Business Case for Llantwit Major and St. Cyres Schools, and monies would be sought from WAG.  Investigations were to take place to see if the two schemes could be “bundled”.

 

RECOMMENDED - T H A T the report be noted.

 

Reason for recommendation

 

To update the Committee.

 

 

139     FOUNDATION PHASE (DLD) -

 

Committee were advised of a decision of Cabinet on 28th May regarding the Foundation Phase. 

 

The decision of Cabinet had been:

 

(1)       That the urgency procedures of the Council be adopted to determine this matter.

 

(2)       That the Director of Learning and Development be authorised to accept “in principle” the Foundation Phase Grant of £1.065m.

 

(3)       That the Director of Learning and Development be authorised to write to the Welsh Assembly Government detailing the Authority’s concerns and the need for guaranteed funding for implementation.

 

(4)       That arrangements be made to consult Headteacher representatives at the earliest opportunity.

 

(5)       That the Director of Learning and Development report to the Cabinet meeting scheduled for 11th June 2008 on the implementation of the Foundation Phase following consultation with Headteachers.

 

Committee were further advised of discussions that had taken place with Headteachers, and of attempts by the Council to secure an adequate level of funding for the Foundation Phase.  Schools had been supportive of the work of the Council in this respect and knew the Council was doing everything it could. 

 

The Council required a sum of £4m. to roll out the whole of the Foundation Phase.  The difference between the Grant awarded to the Council and the required sum to implement the proposals could not be found from within the resources of the Directorate.  This position was replicated across all Welsh Local Authorities. 

 

Despite the financial difficulties facing the Council, Committee were given an assurance that all schools would move to their target in September 2008.

 

Committee

 

RECOMMENDED - T H A T the Council’s position regarding the implementation of the Foundation Phase be noted.

 

Reason for recommendation

 

To update the Committee.

 

 

140     SCRUTINY COMMITTEE - TRACKING OF RECOMMENDATIONS (DLPPHS) -

 

Committee were advised of the progress in relation to recommendations that had been made during the quarterly period January to March 2008 and April 2008 and were asked to consider actions against those uncompleted recommendations for the period April to December 2007.   The Committee’s views were also sought in relation to progress against each recommendation, where further action may be required to ensure the required action was undertaken, and to confirm any action as completed. 

 

RECOMMENDED -

 

(1)       T H A T the actions indicated as completed below be agreed:

 

January to April 2008

 

21 Jan 2008 - Min. No. 729

Pupils Educated Other Than in Schools (DLD) - Recommended - That consideration of this report be deferred to the next meeting of the Committee.

Report submitted.

Action completed.

18 Feb 2008 -

Min. No. 794

Pupils Educated Other Than at School (DLD) - Recommended -

 

 

(2)   That Committee receive regular updates.

Noted.

Action completed.

 

(4)   That Scrutiny Committee (Community Wellbeing and Safety) be asked to consider if all school-age children within the Vale of Glamorgan are known to the Council.

Scrutiny Committee (Community Wellbeing and Safety), on 10 March 2008, received a report.

Action completed.

7 Apr 2008 -

Min. No. 956

Service Plans - Recommended - That the Service Plans be endorsed subject to the following:

 

 

Strategic Planning and Performance: Remove Improvement Action LL11 (Develop a strategy for co-education secondary education in Barry) until such time as the Council is able to finance the proposal.

Action completed.

 

Lifelong Learning: That the following uncompleted Action Plans be carried forward into the current year’s Improvement Plan -

·     introduce a system of national standards for the Youth Service

·     collaborative procurement of a Library Management system

·     undertake a feasibility study of a Library Service for people who are house-bound.

Action completed.

 

Access and Inclusion: That the reference to the “Consultant” in the Action “Develop a strategy for medium and long term financial planning for SEN” be replaced with “Education Management Team”.

Action completed.

7 Apr 2008 -

Min. No. 958

Scrutiny Committee - Draft Annual Report May 2007 - April 2008 (DLPPHS) -

Recommended - That the draft Annual Report for the period May 2007 - April 2008 be approved, subject to further minor amendments relating to the work of the Committee in addressing the Children and Young People’s Plan, School Investment Strategy and Education Budgets being agreed in consultation with the Chairman, and that it be submitted to Full Council.

The Scrutiny Committee Annual Report was reported to Council on 23 April 2008.

Action completed.

7 Apr 2008 -

Min. No. 960

National Union of Teachers - Industrial Action (DLD) - Recommended

 

 

(2)   That Members of the Committee receive a copy of any correspondence circulated by the Director of Learning and Development to schools on this matter.

Action completed.

 

April - June 2007

 

23 Apr 2007 -

Min. No. 1042

Review of Scrutiny Arrangements (CX) - Recommended -

(2)   That the following 15 recommendations as contained in the Scrutiny Review be endorsed -

 

 

(R10) Explore the feasibility of reducing the size of Committee membership.

Discussed by the Democratic Renewal Working Group.

Smaller Scrutiny Committees’ membership approved at Annual Meeting on 21 May 2008.

Action completed.

 

(R14) 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.

To be undertaken by the Corporate Consultation Officer.

Action completed.

 

(R15)   Implement a series of triangulation meetings on a quarterly basis for each Scrutiny Committee involving relevant Scrutiny Chairmen / Vice-Chairmen, officers and Executive Members to discuss work programme items and any matters of concern.

Officers to consider options for ensuring consistency of approach in respect of all four Scrutiny Committees.  This matter is also being considered by the Democratic Renewal Working Group.

Action completed.

 

(2)       T H A T the progress made in respect of the following actions be noted:

 

23 Apr 07 -

Min. No. 1042

Review of Scrutiny Arrangements (CX) - Recommended -

 

 

(2)   That the following 15 recommendations as contained in the Scrutiny Review be endorsed:

 

 

(R3)   Review the Scrutiny Handbook to ensure roles and responsibilities are clear and transparent.

Forms Year 2 of Action Plan

 

(R5)   Develop and implement a post-review analysis to evaluate review outcomes against review objectives.

Forms Year 2 of Action Plan

 

(R6)   Further develop website content to enable the public to engage with the Scrutiny process.

Research of other local authority examples underway.  Working Group established to look at development of these pages

 

(R7)   Produce an executive public summary of the Scrutiny Annual Report that is accessible to the public.

Forms Year 2 of Action Plan

 

(R8)   Investigate the feasibility of further developing task and finish groups for appropriate Scrutiny work programme items.

Forms Year 2 of Action Plan

 

(R9)   Organise a workshop enabling Members to discuss and review any changes required to the process for developing Corporate Plan priorities.

Forms Year 2 of Action Plan

 

(R11)   Investigate the feasibility of Member Development of specialist functions within Scrutiny, enabling Members to increase their expertise in certain Scrutiny areas.

A pilot group of four Members of the former Community Wellbeing and Safety Scrutiny Committee have undertaken detailed examination of performance data to increase expertise in their area.

Further groups to be established for all Scrutiny Committees September / October 2008.

 

(R12)   Develop a proposal to facilitate in increasing public participation in the Scrutiny process and meetings.

Forms Year 2 of Action Plan

 

(R13)   Revise the format of Scrutiny meetings by restructuring the content of meetings and the development of themed agendas.

Incremental progress being made.  The Leader and Deputy Leader have agreed that Cabinet will no longer refer reports to Scrutiny Committees purely for information.

24 Jul 07 -

Min. No. 269

Capital Monitoring for the Period 1st April, 2007 to 30th June, 2007 (DFICTP) - Recommended -

 

 

(2)   That the Director of Learning and Development be requested to report to the Scrutiny Committee (Lifelong Learning) on the use of grants under the 14-19 Learning Pathways  scheme.

Report prepared and will be presented to Cabinet before Scrutiny Committee (Lifelong Learning).

Report awaited.

10 Sep 07 -

Min. No. 317

Estyn Inspection Report on the Quality of Adult and Community based Learning (Ref) - Recommended -

 

 

(2)   That the progress report to be submitted to Cabinet in November 2007 on the preparation of the Action Plan in response to the Estyn Area Inspection, be also presented to the Scrutiny Committee for consideration.

Awaited.

10 Sep 07 -

Min. No. 318

Revenue and Capital Monitoring for the Period 1st April to 31st July, 2007 (DLD) - Recommended -

 

 

(3)   That a report be presented to the Scrutiny Committee in respect of the issues relating to school transport contracts and any implications as a result of the current contractors termination of contract.

Awaited.

 

(5)   That the School Investment Strategy be identified as a standing item for the agenda for every Scrutiny Committee meeting.

To be a standing item on the agenda.

 

(6)   That a report be presented to the next meeting of the Committee in respect of the schemes involved on the Cogan Hall development and the criteria being utilised.

Awaited.

 

(7)   That, on completion of the Nursery Review, a full report be presented to the Scrutiny Committee as and when available.

Awaited.

08 Oct 07-

Min. No. 411

Barry Town Hall - Exhibition Area (Min. No. C3198) - Recommended -

 

 

That Cabinet be asked to reconsider its decision as contained in Minute No. C3198, with a view to the proposals being withdrawn.

Deferred at Cabinet on 17 October 2007 for a further comprehensive report (Min. No. C3238) encompassing the views of each of the Scrutiny Committees together with the report of the DEER arising from the cabinet’s initial proposal.

Awaiting report.

08 Oct 07 -

Min. No. 412

Youth Provision in Penarth - Recommended -

 

 

That following the forthcoming Estyn Review, Committee receive a report on Youth Provision throughout the Vale of Glamorgan.

To follow Estyn review.

08 Oct 07 -

Min. No. 414

Revenue and Capital Monitoring for the period 1st April, 2007 to 31st August, 2007 (DLD) - Recommended

 

 

(2)   That a report on the operation of Breakfast Clubs within the Vale of Glamorgan, such report to also include details of the funding, be brought before the January 2008 meeting of this Committee.

January 2008 meeting.

Report awaited.

08 Oct 07 -

Min. No. 417

Scrutiny Committee - Tracking of Recommendations (DLPPHS) - Recommended

 

 

(2)   That decision tracking Scrutiny recommendations be reported on a quarterly basis.

Ongoing.

05 Nov 07 -

Min. No. 495

Progress Report on Performance in Relation to the Welsh Public Libraries Standards (DLPPHS) - Recommended -

 

 

(2)   That Committee receive a report in due course to advise when the Mobile Library will be “online”.

Awaited.

21 Jan 08 -

Min. No. 728

Scrutiny Committee Action Plan (DLD) - Recommended -

 

 

(1)   That the Director of Learning and Development provide a report detailing of progress on the strategic issues detailed above and that this be reviewed on a quarterly basis by Scrutiny Committee.

 

 

(3)   That, in addition to the above, the Director of Learning and Development provide information reports on Foundation Phase, 14-19 and Exclusions to Scrutiny Committee meetings before May 2008.

 

 

These reports will inform the post May Action Plan of the Committee.

 

18 Feb 08 -

Min. No. 793

Graffiti - Recommended -

 

 

(1)   That 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.

 

 

(3)   That Cabinet be urged to formalise the present voluntary actions of the Graffiti Removal Team.

 

 

(4)   That Cabinet be requested to consider an increase in the funding of the Youth Service.

 

 

Reasons for recommendations

 

(1&2)  In order to ensure effective Scrutiny monitoring.