Agenda Item No


The Vale of Glamorgan Council


Cabinet Meeting: 23 September, 2013


Report of the Leader


Quarter 1 Performance Report 2013/14


Purpose of the Report

1.         To present performance results for quarter 1, 1st April - 30th June, 2013-14.


1.         That cabinet note service performance results and remedial actions to be taken to address service underperformance.

2.         That cabinet note progress to date in achieving key outcomes as outlined in the Corporate Plan 2013-17 and the Improvement Plan Part 1 2013/14.

Reasons for the Recommendations

1.         To ensure the council is effectively assessing its performance in line with the requirement to secure continuous improvement outlined in the Local Government Measure (Wales) 2009.

2.         To consider the quarter 1 performance results as at 30th June 2013 in order to identify service areas for improvement work.

3.         To meet the Auditor General, Wales' improvement proposal to ensure that:

·               intentions are expressed in a way which allows progress to be measured; and that

·               reporting arrangements consistently provide members with an evaluation of performance in the context of the objectives the council is aiming to achieve.

4.         To enable the council to demonstrate achievement of its objectives and identified outcomes.


2.         Service plans for 2013/14 have been revised in accordance with the proposal for improvement and are now designed to focus on the achievement of key objectives within each directorate which will in turn contribute towards the achievement of identified outcomes.  Service plans reflect the revised Corporate Plan 2013-17.

3.         Quarterly performance reports have been revised to reflect the new service plans and are designed to ensure the council reports performance in the context of progress against its objectives.  A new framework has been developed in Ffynnon to record performance information against objectives.

4.         The revised performance report is structured as follows:

·               An overview provides a snapshot of each directorate's progress towards achieving the objectives contributing towards its service outcomes. It highlights progress towards key actions in the Corporate Plan 2013-17 and the Improvement Plan Part 1 2013/14 for which the directorate has lead responsibility. This section will also include Outcome Agreements once they are agreed with Welsh Government.  Examples of exceptional performance during the quarter are highlighted as are key areas of slippage and the planned remedial action to bring these back on track.

·               A brief evaluation is provided of each service outcome outlining overall progress (including actions and performance measures) towards achievement.

·               Detailed progress is reported for each service objective looking at all actions broken down into completed, on track, slipped and not started actions. Progress is provided for all performance indicators using the traffic light system (red, amber and green).  A 'red' status relates to measures that have missed target by more than 10%; 'amber' relates to performance within 10% of target and 'green' to performance that is on or has exceeded target.)  All areas of underperformance identified include a reason for the poor performance and proposed remedial actions.

Relevant Issues and Options

5.         Overall, the council is well on course to achieve its priorities for 2013/14 as outlined in the Corporate Plan for 2013-17. Of 180 corporate plan related actions, 84% (149) are either completed or on track, 9% (17) have slipped 6% (11) have not started but were due to. 1 action had not been updated at the time the report was produced. 2 actions are not due to start until quarter 2.

6.         The priorities outlined in the council's Improvement Plan Part 1 (2013/14), are well on track to be achieved with 25 actions (84%) either completed or on track. 4 actions (13%) have slipped and 1 (3%) has not started but was due to have.

7.         There are no Outcome Agreement actions in place as we have not yet received final guidance from Welsh Government.

8.         Appropriate remedial action has been proposed by services in order to ensure identified underperformance is addressed.  A detailed report of the council's overall performance by directorate for quarter 1 of 2013/14 is provided in Appendix 1, a copy of which is available on the Councils website and in the Members Room. Key performance results are highlighted below:

Corporate and Customer Services

9.         Overall, the department is on course to achieve the objectives contributing to its service outcomes, with 70% of actions currently either completed or on track. Of 15 corporate plan actions within its service plan, 80% (12) are on track for completion, 2 have slipped and 1 has not started but was due to have.  All 5 improvement objective actions, are either completed or on track for completion.

10.      Of 13 performance indicators, 5 have either met or exceeded target, 3 are within 10% of target, 2 have missed target by more than 10%, 2 are new PIs so have not set a target and data for 1 indicator was unavailable.

11.      In terms of notable performance during the quarter, the service reported that the new web content management system has now been introduced despite initial technical problems, which has given the website a new updated look and will give visitors to our website a better experience when accessing the council’s website using either mobile or desktop devices. C1V’s new customer feedback software is also now in operation. The council’s Facebook users have been increased from 650 to over 2000.

12.      In addition, the Local Service Board (LSB) agreed a shared Information and Engagement Strategy and has progressed with drawing up data sets which will inform the LSB’s Unified Needs Assessment.

13.      In terms of slippage reported, the development of self service facilities on the website [CC01/A006 (CP/CL3)] will resume following approval of the Customer Service and Channel strategies and it is anticipated that all work planned for 2013/14 will be completed by the end of the financial year.

14.      Implementation of the new Welsh language standards (CC01/A002) will commence once the Welsh Government, publish the standards. Similarly, work to agree an Outcome Agreement with Welsh Government (CC02/A016) will start once final guidance has been received.


15.      Overall the department is well on track to achieve the objectives contributing to its service outcomes, with 82% of actions either completed or on track.  Of 8 corporate plan actions, 88% (7) are either completed or on track for completion and 1 has not started.  The 1 action contributing the improvement objectives is on track for completion.

16.      Of 15 performance indicators, 9 have met or exceeded target, 4 were within 10% of target and 1 missed target by more than 10%. 1 indicator did not have a target set.

17.      The service reported exceptional performance in relation to completion of the job evaluation appeals process. This will now enable HR resources to be reviewed in order to assist the achievement of all service and workforce plan objectives.

18.      The work on revising the Corporate Asset Management Plan will commence during August 2013 (quarter 2) when the new Asset Manager is in post [RS03/A033 (CP/CL11)].

Visible Services

19.      Visible Services is on track to achieve the objectives contributing to its service outcomes, with 69% of actions currently either completed or on track. Of 12 corporate plan actions 83% (10) are either completed or on track for completion and 2 have not started but were due to have. Of the 7 improvement objective actions in its plan, 57% (4) are either completed or on track for completion and 3 have slipped.

20.      Of 12 performance indicators, 11 have either met or exceeded target and 1 is within 10% of target.

21.      In terms of notable performance, Visible Services have been nominated for a number of National awards, including a PR award for our work on the 'Big Fill' campaign and service improvement awards for highways, winter maintenance and street lighting from APSE and the WLGA.

22.      Remedial action is being taken to address areas of slippage reported and where appropriate the service is undertaking reviews of resources in order to ensure that planned improvements are delivered [VS06/A046 (CP/E12), VS06/A049 (CP/E9), and VS01/A014 (IO/01)].

23.      Progress in procuring a regional interim contract with Viridor prior to commencement of Prosiect Gwyrdd (PG) in 2016 [VS01/A013 (IO/01)], remains dependant on completion of the main procurement which is yet to reach 'financial close' (scheduled for 23 October 2013) and until this stage, limited progress can be made by member authorities.

Social Services

24.      The Social Services directorate is well on track to achieve the objectives contributing to its service outcomes, with 92% of actions currently either completed or on track. Of 19 corporate plan actions, 95% (18) are on track to be completed, and 1 has slipped. There are 3 actions relating to the improvement objectives, 2 of which are completed. The other is on track.

25.      Of 57 performance indicators, 36 have met or exceeded target, 10 are with 10% of target, 5 have missed target by more than 10%, 5 are new indicators so do not have a target set. 1 does not have a RAG status as it is an Education related indicator which is academic.

26.      In terms of exceptional performance, CSSIW reported on a site visit to the Community Mental Health Team Older People, praising the commitment, level of knowledge and skills shown by staff from both health and social services and noting a significant reduction in waiting times for assessment. The percentage of adult protection referrals where the risk had been managed improved from 96% to 100%.

27.      The CSSIW also published its annual inspection of the council’s fostering service, which reported considerable improvements and only one area needing further attention.  The foster care recruitment strategy has been completed.  

28.      A Carers’ Day was held on 11th June at St Fagan’s National History Museum. Nearly a hundred carers attended this joint event between the Vale of Glamorgan and Cardiff Councils.  The feedback provided by carers and stallholders was exceptionally positive.

29.      In relation to slippage reported, work continues towards a long term goal to reshape our services to ensure they provide best value and support customers to realise the best outcomes for them. We are working with the Cardiff and Vale University Health Board (UHB) to increase the range of community based health and social care services and so far we have developed the Barry hospital reception area to support this aim [(CP/HSCW9)]. A paper is currently being considered by the UHB regarding further capital developments.

30.      A review of all existing spot purchase agreements will commence during quarter 2, in consultation with existing providers and will consider options on moving away from spot purchase agreements where relevant.[SS09/A039].

31.      Work to implement a brokerage hub for care home placements with Cardiff and Vale UHB and Cardiff Council will commence in September 2013 [SS10/A043].

Housing Services

32.      Housing Services is generally on track to achieve the objectives contributing to its service outcomes, with 52% of actions either completed or on track. Of the 32 corporate plan actions in the service plan, 50% (16) are either completed or on track for completion, 9 have slipped and 5 have not started but were due to have. 2 will commence in the second quarter. The service has no improvement objective actions for 2013/14.

33.      Of 9 performance indicators, 3 have met or exceeded target, 1 is within 10% of target, 1 missed target by more than 10% 3 are new indicators and 1 did not set a target.

34.      In terms notable performance during quarter 1, Housing Services successfully secured an additional £625k in Social Housing Grant from the Welsh Government to deliver 14 new one and two bedroom affordable housing units in partnership with Newydd Housing Association. These properties will be prioritised for existing social housing tenants in the Vale of Glamorgan who are affected by the welfare reforms through the under occupation of their existing homes (by enabling them to downsize to smaller more suitable accommodation).

35.      Building Services started upgrading council void properties in September last year to the WHQS standard. Results for September to December indicated that only 5% were completed on time (which affected income to the council). Following significant internal improvements, results for the first quarter of 2013/14 show that 63% of properties are now returned on time (for July 2013, this has risen to 89%).

36.      Building Services' performance in upgrading sheltered housing to time was 65% during the period September to December 2012 (which reduced down to 48% for January to March this year).  Following a number of improvement processes implemented, 100% of properties are now delivered on time. This is the highest out of all five contractors and this performance is being maintained during the second quarter of this financial year.

37.      Whilst legislation contained within the Homelessness (Suitability of Accommodation) (Wales) Order 2006 states B&B is unsuitable, households with children can be placed in B&B by the local authority provided the accommodation meets the Higher Standard Rate for B&B accommodation as specified within the Order and for a period that does not exceed 6 weeks. Given the Vale’s current family temporary accommodation resource, we are confident that families with children will no longer be placed into B&B unless in an emergency or following an out of hours presentation. No families with children have been placed in B&B since August last year.

38.      The service has identified remedial actions to address reported slippage during the quarter. The feasibility study for the provision of an older people’s village has not started [HS02/A016 (CP/H2)] as this is very much dependent on the availability of a site and funding. Consultation is currently ongoing on one site and a feasibility study on a second.

39.      Welsh Government guidance is awaited in order to establish an accreditation procedure for all Supporting People services where funding transfers to the authority [HS07/A061 (CP/H10)]. The development of a housing solutions service [HS01/A003 (CP/H9)] has been postponed pending a review of Housing and Building Services structure.  It is anticipated that the service will be implemented in the next financial year.  

Development Services

40.      The service is well on track to achieve the objectives contributing to its service outcomes, with 87% of actions currently either completed or on track. Of 44 corporate plan actions in the service plan, 86% (38) are either completed or on track for completion, 5 have slipped and 1 has not started. There are 3 actions relating to the improvement objectives and 1 is on track for completion, 1 has slipped and 1 has not started.

41.      Of 43 performance indicators, 19 have met or exceeded target, 2 are within 10% of target, 6 have missed target by more than 10%.  9 indicators are new and have no targets set. Data was unavailable for 7 indicators.

42.      In terms of exceptional performance the Leisure Centre Partnership with Parkwood has proved to be a huge success, both in terms of reducing costs and improving the experience to the customer as a result of the implementation of improvements to all centres. 

43.      Work has progressed at pace in terms of delivering the Barry Regeneration Area programme for 2013/14 with over £3m budgeted for enhancements at Barry Island.  At the same time the council has submitted a competitive bid for new regeneration funding under the Welsh Government Vibrant and Viable Places programme.  New developments continue to be instigated with the realisation of S106 planning obligations, through effective negotiation with developers.

44.      Appropriate remedial action has been identified to progress service slippage. The Phase 3c tender relating to the Castleland Renewal Area has commenced and the programme of works will be implemented once accepted [DS/01/A001 (CP/R12)].

45.      Work with our partners continues in order to enhance and regenerate Penarth Esplanade ensuring sustainable links with the town centre and Penarth Haven.  To this end liaison continues with the developers of Beachcliff and also PACL in terms of the restoration of the Pier Pavilion. We have also met PACL to discuss transport options.  Discussions will also be held with the Town Council regarding the potential for working together on enhancements [DS06/A082 (CP/R1)].

46.      Our review of land holdings at Cardiff Airport Business Park will now be undertaken as part of the council's input into the work of the Enterprise Zone and master planning process for the zone [DS06/A107 (CP/R8)]. Given the fact that the Welsh Government and Vale of Glamorgan Council are working in partnership on a masterplanning exercise for the Enterprise Zone, it is likely that the review of land holdings will be delayed, pending the conclusion of the masterplanning exercise.

47.      A programme of Level 2 food hygiene and food safety management training has been scheduled to take place in quarters 2 and 3 for local businesses which will help increase the percentage of businesses achieving a food hygiene rating score of 3 or more [DS/01/A009 (CP/CPS50)].

48.      The introduction of a framework contract to improve delivery of adaptation works [(DS01/A011 (IO/02)] has been shelved due to implications of the delivery model on the council's RSG and capital allocation and officers are currently reviewing alternatives.  Performance and customer satisfaction with adaptations for 2012/13 will be reported to members during quarter 2 [DA01/A012 (IO/02)].

49.      As part of the review of the local biodiversity plan, 3 new areas have been identified for the establishment of a rare plant throughout the county [DS08/A114 (CP/E7)].

50.      [DS02/A024 (CP/CPS3)] has slipped as emphasis has been on covering vacant posts with the service.  We will be seeking to work with schools, governing bodies and parents on a procedure for the provision of a School Crossing Patrol service.

Learning and Skills

51.      Overall, Learning and Skills is well on track to achieve the objectives contributing to its service outcomes, with 94% of actions currently either completed or on track. Of the 50 corporate plan actions within the service plan, 48 are either on completed or on track, 1 has not been started and 1 has not been updated. Of 11 actions relating to improvement objectives, 100% were either completed or on track for completion.

52.      Of 27 performance indicators, 20 are new indicators so do not have a target set, 3 are within 10% of target, 3 have missed target by more than 10% and 1 has not been updated.

53.      In terms of exceptional performance, rapid progress has been made to increase Key Stage 3 performance, particularly in relation to the Core Subject Indicator. Progress has been made with all 6 measures of Key Stage 3 performance and the rate of improvement on all six measures is above that of Wales. We are now in the top 4 performing authorities in Wales at Key Stage 3 which provides a good basis for further improvement.

54.      Teacher Assessments in the foundation phase and at key stage 2 also showed improvements and a detailed analysis of all Teacher Assessments and exam results will be reported to members shortly.

55.      In relation to slippage, the service reported that they had presented Cardiff University with a proposed programme of Welsh adult education courses for approval; however, only a limited number were approved [LS04/A042 (CP/LS13) (CP/LS9)]. A Welsh Medium course has now been added to the programme and informal learning opportunities are still available through projects, subject to funding.

56.      The refurbishment of the library in Llantwit Major is subject to the availability of a Cymal grant, which we are due to apply for in February [LS09/A083]. This action is not due to be completed until April 2015.

Resource Implications (Financial and Employment)

57.      There are no additional budgetary implications arising from this report although underperformance in some areas may have a negative impact on external assessments of the council and could put certain funding opportunities at risk.

Sustainability and Climate Change Implications

58.      Underperformance issues relating to sustainability will be given due consideration both corporately and within the relevant service areas.

Legal Implications (to Include Human Rights Implications)

59.      The Local Government Act 1999, the Wales Programme for Improvement and the Local Government (Wales) Measure 2009 require that the council secure continuous improvement across the full range of local services for which it is responsible.

Crime and Disorder Implications

60.      Underperformance issues relating to crime and disorder will be given due consideration both corporately and within the relevant service areas.

Equal Opportunities Implications (to include Welsh Language issues)

61.      Underperformance issues relating to equalities will be given due consideration both corporately and within the relevant service areas.

Corporate/Service Objectives

62.      The Corporate Plan 2013-17 outlines community leadership as a priority for the council. Improving how the council evidences and reports achievements of its outcomes and objectives contributes towards effective community leadership.

Policy Framework and Budget

63.      This is a matter for Executive decision.

Consultation (including Ward Member Consultation)

64.      The information contained within the report is based on quarterly returns provided by service directorates on Ffynnon.  Quarterly performance reports are reported to all Scrutiny Committees.

Relevant Scrutiny Committee

65.      All

Background Papers


Contact Officer

Julia Archampong, Performance Manager.


Officers Consulted

Corporate Management Team

Huw Isaac, Head of Performance and Development

Beverly Noon, Operational Manager – Corporate Policy and Communications


Responsible Officer:

Sian Davies, Managing Director