The Vale of Glamorgan Council
Cabinet Meeting: 18 November, 2013
Report of the Leader
Quarter 2 Performance Report 2013/14
Purpose of the Report
1. To present performance results for quarter 2, 1st April - 30th September, 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 2 performance results as at 30th September 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 focus on the achievement of key objectives within each directorate which will in turn contribute towards the achievement of corporate plan and improvement plan outcomes.
3. Quarterly performance reports reflect 2013/14 service plans and are designed to ensure the council reports performance in the context of progress against its objectives.
4. Service performance against key outcomes and objectives is monitored via Ffynnon.
5. Quarter 2 performance reports are 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
6. Overall, the council is well on course to achieve its priorities for 2013/14 as outlined in the Corporate Plan for 2013-17. Of 181 corporate plan related actions, 84% (152) are either completed or on track, 12% (22) have slipped, 4% (7) have not started but were due to. This performance generally mirrors that of the previous quarter, although in quarter 2, an additional 4 actions commenced reducing the number not started from 11 to 7.
7. The priorities outlined in the council's Improvement Plan Part 1 (2013/14), are well on track to be achieved with 27 actions (87%) reported as either completed or on track and 4 actions (13%) have slipped. This performance represents a slight improvement from the previous quarter which reported 25 actions (84%) either completed or on track, 4 (13%) actions slipped and 1 not started.
8. There are no Outcome Agreement actions in place as yet. Work is currently ongoing to draft and negotiate an agreement following the recent publication of the final guidance by Welsh Government.
9. Generally, 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 2 of 2013/14 is provided in Appendix 1. Key performance results are highlighted below:
Corporate and Customer Services
10. Overall, the department is on course to achieve the objectives contributing to its service outcomes, with 67% of actions currently either completed or on track. Performance reported in the previous quarter was slightly higher at 70%. Of 15 corporate plan actions within its service plan, 74% (11) are either completed or on track to be completed, 2 have slipped and 2 have not started. Performance reported against corporate plan actions in the previous quarter was 80%. All 5 improvement objective actions, are either completed or on track for completion.
11. Of 13 performance indicators, 2 have met or exceeded target, 1 is within 10% of the target set, 4 have missed target by more than 10%, 5 PIs are new so have not set target and data for 1 PI was unavailable.
12. In terms of notable performance during the quarter, the service developed and rolled out new performance reporting to CMT and cabinet. A Unified Needs Assessment was completed which will inform the next Community Strategy for the Vale of Glamorgan. Following considerable consultation with staff and managers, a new equalities training programme has been launched, including Welsh language, e-learning, hate crime training and awareness raising for hard to reach staff. A new-style Improvement Plan was launched and the part 1 report was well-received by the Wales Audit Office.
13. Corporate and Customer services also contributed to a well received foster care recruitment campaign and launched new council Twitter accounts to increase opportunities available for citizens to communicate with the council.
14. In terms of slippage reported, the development of self service facilities on the website [CC01/A006 (CP/CL3)] will resume following final implementation of the CMS and 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.
15. A programme of hate crime training has been arranged and promoted on StaffNet [CC04/A036 (CP/CL9)], however, there is more work due to be completed. A new reporting protocol is in the process of being agreed and promotion work for hate crime awareness week is being undertaken.
16. In relation to engagement and consultation with groups with protected characteristics and the disengaged [CC04/A039 (CP/CL9) and CC07/A048 (CP/CL1)], the effectiveness of guidance will be evaluated once in place. Currently a list of equalities and voluntary sector groups is being finalised so the council can be more effective in serving as advocates for these groups during consultation.
17. Overall the department is well on track to achieve the objectives contributing to its service outcomes, with 83% of actions either completed or on track. Performance reported at Q1 was 82%. Of corporate plan actions, 88% (7) are either completed or on track for completion and 1 has slipped. The 1 action contributing to the improvement objectives has been completed this quarter.
18. Of 15 performance indicators, 11 have met or exceeded target, 2 were within 10% of target, and 1 missed target by more than 10%. 1 indicator did not have a target set. This is an improvement on quarter 1 where the service reported 9 performance indicators having 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.
19. The Vale was one of a small number of local authorities across the UK to benefit from funded intervention from the Local Government Association, Skills for Justice and Birmingham City Council. The conference was organised in accordance with the actions set out in our Workforce Plan and specifically to help improve our approach to workforce planning on the basis of learning from good practice. The specific outcomes included having exposure to a range of workforce planning tools, the sharing of good practice from elsewhere and hopefully improvements to our process to be undertaken in the next few months
20. In relation to the development of protocols to increase public engagement and participation in the council’s scrutiny process and meetings [RS05/A038 (CP/CL6)], examples of use of scrutiny committee protocols in other local authorities have been identified and discussions have taken place with Development Services. The process is also being informed by the â€œStudy into the Operation of Planning Committees in Walesâ€. Draft protocols will be considered by Scrutiny Committees/ Planning Committee and the Constitution Working Party as appropriate. Given the above, it has not been possible to meet the original target date for completion of 31 October 2013.
21. Visible Services is on track to achieve the objectives contributing to its service outcomes, with 56% of actions currently either completed or on track. In comparison, the service reported an overall performance of 69% in the previous quarter. Of the 12 corporate plan actions 75% (9) have either been completed or on track to be completed, 1 has slipped and 2 have not started. Performance reported at quarter 1 in relation to the corporate plan was 83%. Of the 7 improvement objective actions in its plan, 57% (4) are either completed or on track for completion and 3 have slipped. This performance remains the same as that reported in quarter 1.
22. Of 12 performance indicators, 7 have either met or exceeded target and 5 have missed target by more than 10%. Performance reported in quarter showed 11 PIs having either met or exceeded target and 1 within 10% of target.
23. No exceptional performance has been reported by the service at the time of writing the report.
24. Remedial action is being taken to address areas of slippage reported and where appropriate the service has stated that is undertaking reviews of resources in order to ensure that planned improvements are delivered [VS06/A046 (CP/E12), VS06/A049 (CP/E9), VS03/A026 (IO/07) and VS01/A014 (IO/01)]. No further progress was reported against [VS06/A046 (CP/E12) and VS06/A049 (CP/E9) in quarter 2.
25. As reported in the previous quarter, 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.
26. 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.
27. Of 54 performance indicators, 38 have met or exceeded target, 6 are with 10% of target, 3 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 and data was unavailable for 1 PI.
28. No exceptional performance has been reported by the service at the time of writing the report.
29. In relation to slippage, work to finalise a S33 agreement and governance arrangements for the service [SS05/A016b] will need to be reviewed as the Social Services Bill is likely to provide further assistance to facilitate formal agreements between partners. The pursuance of a S33 agreement is therefore on hold. Governance arrangements have been clarified.
30. The Head of Financial Services has been tasked with a review of the Council's financial regulations and contract standing orders [SS09/A038]. These are now being progressed with an emphasis on the contents of the WLGA model CPRs (Contract Procedure Rules) and the new Welsh Constitution model. Plans for the revisions are to be incorporated into the Councils Constitution by the end of year hence the action is expected to be completed on time.
31. Review of existing internal and block purchased services is being undertaken to evidence existing demand and the need to reconsider existing arrangements in respect of spot purchase agreements [SS09/A039]. Talks are being held with a number of providers regarding movements to block rather than spot arrangements. It is not currently cost beneficial for the authority to do so and this will need to be investigated further. The work to implement a brokerage hub for care home placements with Cardiff and Vale UHB and Cardiff Council did not commence in quarter 2 as scheduled [SS10/A043].
32. Housing Services is generally on track to achieve the objectives contributing to its service outcomes, with 62% of actions either completed or on track. The service reported an overall performance of 52% in quarter 1. Of the 32 corporate plan actions in the service plan, 63% (20) are either completed or on track, 9 have slipped and 3 have not started but were due to have. Progress reported against corporate plan actions in the previous quarter was 50%. The service has no improvement objective actions for 2013/14.
33. Of 12 performance indicators, 4 have met or exceeded target, 2 are within 10% of target, 2 missed target by more than 10% and 4 are new so have no target set.
34. No exceptional performance has been reported by the service at the time of writing the report.
35. The service has identified remedial actions to address reported slippage during the quarter. Work has started on the feasibility study for the provision of an older people’s village [HS02/A016 (CP/H2)]. A consultant has been appointed to write an Older Persons Accommodation Strategy with Care and Housing representatives as part of a sub group to oversee and provide data evidence to inform the strategy.
36. A review of the current OHMS housing management system has been paused [HS05/A027 (CP/H13)]. The group is currently concentrating on maintenance and building services projects; the housing management system will be considered in the second half of the year. The service has reviewed options for gardening and cleaning services for elderly and disabled tenants [HS05/A035 (CP/H2] and has found that, unfortunately, this is not viable in the current climate. However, this action will be considered as part of the Community Investment Strategy in 2014/15.
37. The role of Tenant Engagement Associates (TEAs) is currently being reviewed in order to improve links with community groups, other council services and partners [HS06/A055 (CP/H12)].
38. Whilst a formal rural tenants group is yet to be established [HS06/A049 (CP/H12)], a lot of work has been undertaken to engage with rural tenants. We attended the Vale Show in August to promote Tenant Engagement and are currently arranging a Recycling Event in the area where it is hoped to get more residents interested in establishing a Rural Vale Residents Group. Work is ongoing to identify a suitable location for the Resource Centre [HS06/A046 (CP/H12)]. Tenants have expressed concern regarding the location as they feel it needs to be on a bus route which is easily accessible to all tenants living throughout the Vale. Options continue to be considered.
39. A formal young tenants forum has not yet been established [HS06/A050 (CP/H12)], although several young tenants from Ty Iolo attended the Treharne Event recently and have started up their own small group supporting those living in temporary accommodation. Further work is required to identify our younger tenants in other areas of the Vale.
40. There are a number of databases containing details of tenants involved in the tenant governance structure [HS06/A052 (CP/H12)]. It is now intended to formulate these into one, overarching database. Work to identify under-represented groups is due to be progressed following the Halloween fun day [HS06/A053 (CP/H12)]. It is anticipated that the event will help to identify gaps across the Vale. This will enable Tenant Engagement to develop a strategy to address these areas.
41. Our tenants have shown interest in visiting other Registered Social Landlords and are keen to identify best practice [HS06/A054 (CP/H12). Tenants are currently undergoing training and visits to other RSLs will be arranged in the New Year.
42. Welsh Government guidance is still awaited in order to establish an Accreditation Procedure for all Supporting People services where funding transfers to the authority [HS07/A061 (CP/H10)]. In April, a WG consultation was launched on such a procedure however due to adverse comments received regarding its complexity, WG is now devising a new process.
43. The development of a housing solutions service [HS01/A003 (CP/H9)] has been delayed in order to ensure the right service structure is in place to deliver the service. Officers have met with WG Officers to discuss delivery of a Solutions Service and support with a feasibility study around the development of an advice HUB. A working group has also been set up via the Over Arching Housing Forum. It is anticipated that the service will be implemented in the next financial year.
44. The service is well on track to achieve the objectives contributing to its service outcomes, with 91% of actions currently either completed or on track. This is an improvement on the performance of 87% reported in the previous quarter. Of 44 corporate plan actions in the service plan, 93% (42) are either completed or on track for completion and 3 have slipped. The previous quarter's performance against corporate plan actions was 86% (38). There are 3 actions relating to the improvement objectives and 2 are on track for completion and 1 has slipped.
45. Of 43 performance indicators, 20 have met or exceeded target, 4 have missed target by more than 10%. 11 indicators are new and have no targets set. 1 PI was amended in 2103/14 so no target set. Data was unavailable for 6 indicators, 1 PI is no longer relevant due to changes in WG guidance.
46. In terms of exceptional performance, work on the Local Development Plan has met target. There was high levels of participation in the school sport survey, the findings highlighting that 44% of children and young people in the Vale participate in sport and physical activity at least 3 times a week. This performance ranked the Vale of Glamorgan 2nd in Wales for participation. A successful and well attended programme of summer events were held at Barry Island.
47. In relation to slipped actions, a successful meeting with Swansea Council has taken place to review their framework contract for the delivery of adaptation works [DS01/A011 (IO/02)]. Work is currently ongoing to progress this approach now that it has been determined that it will meet the Vale's needs and will ensure the action is brought back on track.
48. No significant progress has been made in working with schools, governing bodies and parents on a procedure for the provision of a School Crossing Patrol service [DS02/A024 (CP/CPS3)] as the focus has been on maintaining an adequate service at the time of challenging resources.
49. In relation to the implementation of a â€˜Prevent’ Strategy to minimise the risk of terrorism [DS02/A025 (CP/CPS4)], the partnership analyst has been chosen to be the link with the Channel Project and will be attending future meetings and bring relevant information back to the Partnership. No further work has been undertaken at present due to the long term sickness of the coordinator.
50. In relation to increasing support and security for victims of domestic abuse and increasing prevention programmes for perpetrators [DS02/A029 (CP/CS10)], work has been undertaken in identifying service needs by liaising with youth services and the SARC to identify gaps in provision and quantify level of localised support required by victims, however it has not progressed past this stage.
Learning and Skills
51. Overall, Learning and Skills is well on track to achieve the objectives contributing to its service outcomes, with 88% of actions currently either completed or on track. Of 51 corporate plan actions within the service plan, 90% (46) are either completed or on track for completion and 5 have slipped. Of 12 actions relating to improvement objectives, 100% are on track to be completed (2 completed and 10 on track.)
52. Of 27 performance indicators, 20 are new indicators so do not have a target set, 1 has met or exceeded target, 1 was within 10% of target and 4 have missed target by more than 10%. 1 indicator is to be based on a sample taken in October, so no result was available for Q2.
53. No exceptional performance has been reported by the service at the time of writing the report.
54. In relation to slippage, the service reported that the pupil tracker programme is currently at a standstill. [LS07/A065 (CP/LS10)]. Improving the coordination of support from LINKs and JES and developing the strategic lead function of System Leaders [LS02/A009 (CP/LS8)] is ongoing work to be progressed through the next academic year and through the new Literacy and Numeracy Unit of JES. It will therefore continue after the projected end date of March 2014. An update on the development of a joint Essential Skills Strategy for post 16 learners is expected at quarter 3 [LS08/A073 (CP/LS15), LS08/A075 (CP/LS5)].
55. A database has been established and end of year data is currently being analysed in relation to types of bullying [LS10/A090 (CP/CPS7)] and this information will be used to target support and intervention. Further discussion in relation to schools is required in order to fully complete. This target may continue beyond the projected date but will be completed by July 2014 at the end of the academic year.
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.
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
Julia Archampong, Performance Manager.
Corporate Management Team
Huw Isaac, Head of Performance and Development
Beverly Noon, Operational Manager – Corporate Policy and Communications
Sian Davies, Managing Director