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Public Agenda
CHIEF EXECUTIVE
Prif Weithredwr
Alison Ward CBE
Your re/Eich cyf:
Please contact/Cysyllter â
Our ref/Ein cyf:
Direct line/Llinell union:
Date/Dyddiad:
15 June 2015
Richard Gwinnell
01495 742163
Direct fax/Llinell ffacs:
01495 742791
Email: [email protected]
Dear Councillor
You are invited to attend a meeting of the COUNCIL which will be held in the Civic Centre,
Hanbury Road, Pontypool NP4 6YB on Tuesday, 23 June 2015 at 10.00 am to consider the
business set out in the attached agenda.
Members of the public have the right to ask questions at Council meetings, provided at least
3 working days notice in writing of the question has been provided to the Chief Executive.
Members of the public have the right to speak in English or Welsh. Instantaneous translation
facilities will be provided in Welsh so long as 3 clear working days notice has been given.
Mae gan aelodau o’r cyhoedd yr hawl i ofyn cwestiynau yng nghyfarfodydd y Cyngor, cyn
belled ag y rhoddwyd 3 ddiwrnod o rybudd ysgrifenedig o’r cwestiwn i’r Prif Weithredwr.
Mae gan aelodau o’r cyhoedd hefyd yr hawl i siarad yn y Gymraeg neu’r Saesneg. Darperir
gwasanaeth cyfieithu ar y pryd cyn belled bod 3 diwrnod o rybudd wedi ei roi.
Please be aware that this meeting is being filmed and will be transmitted (webcast)
across the internet. People will be able to see the meeting live and via archive in the
future. The content captured may also be retained locally for training purposes.
By entering the room, you are consenting to being filmed and recorded – and to the
use of those images and sound recordings in our webcast.
Yours sincerely
Richard Gwinnell
LEAD OFFICER COUNCIL AND SHADOW LEAD OFFICER ELECTIONS
On behalf of Alison Ward CBE, Chief Executive
Additional
requirements
Please do not hesitate to contact Democratic
Services on the number or email address below if
you wish to attend a meeting and you would like us
to take into account any special requirements you
may have.
Induction loops for hearing aid users operate in Committee Rooms 1, 2 and 3.
An infra-red system for use with headsets operates in the Council Chamber,
(where we also use microphones). Please contact us if you require a headset.
Agendas and copies of reports can be provided in large print, on audio
cassette and, where print deadlines permit, in Braille. Please contact us for
further details.
All Committee Rooms are accessible by
Wheelchair. Please contact us before the meeting and we can ensure that the
room is arranged appropriately.
Cyfieithiadau Cymraeg Os hoffech dderbyn copio’r agenda hwn neu unrhyw
adroddiad arall yn Gymraeg, cysylltwch â ni ar y rhif ffôn neu’r cyfeiriad e-bost
uchod.
Welsh Translations If you would like a copy of this agenda or a particular
report in Welsh or any other Community Language, please contact us on the
telephone number or email below.
We support the responsible use of social media to share, comment on and
discuss the content of council meetings.
You can follow Torfaen Council on Twitter @torfaencouncil and Facebook
www.facebook.com/torfaen
SRS Public Wifi Access Code: R3d3mpt10n
Telephone: 01495 742163
MEMBERS
Councillors
Giles Davies (Mayor)
Stuart Ashley
Mary Barnett
Huw Bevan
Stephen Brooks KSS JP
Ron Burnett
Pamela Cameron
Glyn Caron
Gwyneira Clark
Richard Clark
Leonard Constance
Veronica Crick JP (Deputy Mayor)
Fiona Cross
John Cunningham MBE KSG
David Daniels
TOTAL
44
Nigel Davies
Stuart Evans
Alan Furzer
Maria Graham
Kelvin Harnett JP
Mike Harris
Elizabeth Haynes
Anthony Hunt
Keith James
Mike Jeremiah
Alan Jones
Lewis Jones
Robert Kemp
John Marshall
Neil Mason
Brian Mawby
Raymond Mills
Amanda Owen
Norma Parrish
Jessica Powell
Jeff Rees
Philip Seabourne
Graham Smith
Barry Taylor JP
Colette Thomas
Wayne Tomlinson
Neil Waite
Bob Wellington CBE (Leader)
David Yeowell
QUORUM
11
COUNCIL
10.00 am on Tuesday, 23 June 2015
Civic Centre, Hanbury Road, Pontypool NP4 6YB
AGENDA
Page No
1
Presenter
Mayor
Attendance
Attendance register to be signed and attendees recorded in the
minutes.
2
Mayor
Apologies for Absence
Apologies should be given in advance to Richard Gwinnell on 01495
742163 or email [email protected]
3
Mayor
Declarations of interest
To receive declarations of interest in respect of items on this agenda.
Any interests must be declared verbally and also written in the
Declarations of Interests Register circulating with the Attendance
Register
4
Council minutes 14 April 2015
7 - 28
Mayor
29 - 46
Mayor
47 - 50
Mayor
For confirmation as a correct record of the meeting
5
Council minutes 19 May 2015
For confirmation as a correct record of the meeting
6
Updates on actions
To receive the attached update on actions agreed at previous
meetings
7
Receipt of Petitions
To receive petitions previously notified
Mayor
Petitions must be submitted to and received by Richard Gwinnell, Lead
Officer Council by 10am on Friday 19 June – telephone 01495 742163
or email [email protected]
8
Public Question Time
Mayor
To receive previously notified questions from members of the public
Questions must be submitted to and received by Richard Gwinnell,
Lead Officer Council by 10.00am on Thursday 18 June 2015 –
telephone 01495 742163 or email [email protected]
9
Announcements
To receive any announcements from the Leader or Chief Executive
Leader or Chief
Executive
10
Proposed New Prudential Borrowing and Revisions to
the Treasury Management Investment Strategy
51 - 54
Chief Officer
Social Care and
Housing
55 - 110
Chief Executive
111 - 196
Overview and
Scrutiny
Committee
Chairs
To update Council on the award of a capital grant by Welsh
Government to support the development of gypsy traveller sites and
the funding proposal for the project; and seek approval to an increase
in the level of new prudential borrowing by up to £0.7 million and
related changes to Prudential Indicators
11
Delivering Corporate Plan 2: the Council's 2015/16
Forward Facing Improvement Plan
To seek approval to the Council’s 2015/16 Forward Facing
Improvement Plan
12
Annual Scrutiny Review 2014/15
To present Council with the Annual Scrutiny Review for the 2014/15
municipal year
13
Mayor
Member Question Time
To receive previously notified questions from members
Questions must be submitted to and received by Richard Gwinnell,
Lead Officer Council by 10.00am on Thursday 18 June 2015
– telephone 01495 742163 or email
[email protected]
14
Mayor
Date and time of next meeting
The next meeting of the Council is scheduled for Tuesday 21 July
2015 at 10am, in the Council Chamber at the Civic Centre, Pontypool,
NP4 6YB
15
Cabinet decisions 28 April 2015
197 - 202
Mayor
203 - 204
Mayor
To receive the Cabinet decisions for information and question
At this point in the meeting, all members of the Council, except
members of the Cabinet, will meet if necessary as the Council
Overview and Scrutiny (O&S) Committee, in accordance with the
Council’s Constitution, to consider any challenges (if any
challenges have been received) to decisions made by the Cabinet.
If the Council O&S Committee meets to consider a challenge, it may
also confirm the minutes of its last meeting as a correct record, if
applicable. If Cabinet is asked by the Council O&S Committee to
reconsider any of its previous decisions, then Cabinet may decide to
meet immediately after the Council O&S Committee meeting to do
so. This notice acts both as the convening notice and as the agenda
for the Council O&S Committee and the Cabinet, if the O&S
Committee meets on the day of Council to consider any challenges
and if the Cabinet chooses to meet subsequently in response.
16
Decision of the Assistant Chief Executive (Resources)
22 May 2015
To receive the above decision for information and question
This page is intentionally left blank
Agenda Item 4
MINUTES OF A MEETING OF THE COUNCIL
OF TORFAEN COUNTY BOROUGH COUNCIL
Held on Tuesday, 14 April 2015 at 10am to 12:20pm
In the Civic Centre, Hanbury Road, Pontypool NP4 6YB
NB this meeting was broadcast live over the internet. The
meeting and agenda items can be viewed via the following link:
http://www.torfaen.publici.tv/core/portal/webcast_interactive/115859
The agenda for and the reports presented to this meeting are
also available to view at:
http://www.torfaen.gov.uk/en/CouncillorsAndCommittees/Comm
ittees/CommitteeDirectory.aspx
Following prayers led by the Mayor’s Chaplain, the Mayor formally opened the meeting.
The Mayor reminded everyone present that the meeting was being broadcast live over
the internet, welcomed everyone and outlined the usual procedural arrangements, such
as the need to use microphones and sit when speaking, muting noisy devices, the
emergency evacuation procedures and the need for motions or amendments in writing
ATTENDANCE
Councillors:
Amanda Owen (Mayor)
Stuart Ashley
Mary Barnett
Huw Bevan
Ron Burnett
Pamela Cameron
Glyn Caron
Gwyneira Clark
Richard Clark
Leonard Constance
Veronica Crick JP
Fiona Cross
John Cunningham MBE K
SG
David Daniels
Giles Davies (Deputy
Mayor)
Stuart Evans
Alan Furzer
Maria Graham
Kelvin Harnett JP
Mike Harris
Elizabeth Haynes
Anthony Hunt
Alan Jones
Lewis Jones (Deputy Leader)
Robert Kemp
Neil Mason
Officers on the dais ( in alphabetical order)
Page 7
Raymond Mills
Jessica Powell
Jeff Rees
Philip Seabourne
Graham Smith
Barry Taylor JP
Colette Thomas
Wayne Tomlinson
Neil Waite
David Yeowell
Nigel Aurelius
Rosalyn Gwynn
Alison Ward
Lynda Willis
Assistant Chief Executive
Interim Members Services and Committee Support Manager
Chief Executive
Chief Legal Officer and Monitoring Officer
Officers presenting reports
Dana Eynon
Head of Property, Streetscene and Waste
Duncan Smith
Chief Officer, Planning, Public Protection
Neighbourhoods
and
Other people attending
Canon Brian Pippen, Rector of Pontypool
Mr Lyn Oelmann, Chair of Ethics and Standards Committee
12 members of the press and public (in the public gallery)
Children from Pontnewynydd Primary School
APOLOGIES FOR ABSENCE – COUNCILLORS:
Nigel Davies, Keith James,
Norma Parrish
Mike Jeremiah,
John Marshall,
Brian Mawby
ABSENT – COUNCILLORS:
None
3
DECLARATIONS OF INTEREST
3.1
No declarations of personal interests were made.
4
COUNCIL MINUTES 3 MARCH 2015
4.1
COUNCIL CONFIRMED the minutes of the Council meeting held on 3
March 2015 as a correct record and agreed that they be signed by the
Mayor.
5
SCHOOL PRESENTATION - PONTNEWYNYDD PRIMARY SCHOOL
5.1
The Mayor welcomed the staff and pupils from Pontnewynydd Primary
school and Council received a presentation and watched an award
winning DVD on w-safety and e-bullying. Their video had won first place
in the South East Wales Safeguarding Children Board’s E-safety
competition.
5.2
Pupils told members how they had been selected to represent Wales for
Page 8
and
the third time at the UK Formula 1 Schools finals at the NEC
Birmingham in March 2015 for the third year and had been the first
school to retain the trophy.
5.3
Members thanked the pupils for their excellent presentations and
congratulated them on their success. The Executive Member for
Education commended the school on its high level performance despite
difficult times and thanked the pupils and teachers for their professional
work.
6
UPDATES ON ACTIONS
6.1
COUNCIL NOTED the updates listed in the agenda.
7
RECEIPT OF PETITIONS
7.1
There were no petitions presented.
8
PUBLIC QUESTION TIME
8.1
Mr David Simpson asked a question about recording of conversations
with staff and how the Leader intended officers to establish if a member
of the public was wearing a recording device.
8.2
The Leader responded as follows:





8.3
The Council was recognised by the WLGA as being one of the most
open councils in Wales with all Council, Cabinet, Overview and
Scrutiny, Planning and Licensing Committees being webcast in
addition to other meetings. Only 13 of the 22 local authorities
webcast their meetings.
However, covert filming of staff was taken very seriously and the
Council had a duty of care to the 6000 people working for Torfaen
who did not deserve to have their conversations unknowingly
recorded
It was unnecessary to record Council meetings taking place in the
Chamber as the meetings were webcast
The Council dealt with a large number of sensitive, personal and
private matters
The Regional Officer of Unison was unhappy that covert filming
could take place. It was planned to erect signs in Civic buildings
stating that filming of staff and members in private meetings was not
allowed and visitors who did not observe these rules would be asked
to leave
Mr Simpson asked a supplementary question requesting the Leader to
Page 9
answer his question and explain how he would ensure officers would
establish that recording was not taking place.
8.4
The Leader stated that he had covered everything in his first answer.
8.5
Mr Watkins asked a question of the Executive Member Neighbourhoods
related to the recent petition asking for Streetlights to be turned back on
in Torfaen. The Executive Member stated that most of the points raised
by Mr Watkins were covered in a report later in the agenda of the
meeting.
8.6
Mr Watkins then asked a supplementary question related to car park
lighting in the Power Station and the Executive Member
Neighbourhoods advised him that this matter was not within his area of
responsibility.
8.7
The Mayor advised Mr Watkins that his supplementary question was not
related to his original question and was therefore not allowed.
9
ANNOUNCEMENTS
9.1
The Leader informed Council that his first announcement related to
Outcome Agreements. He reminded members that Torfaen had signed
a three year agreement with the Welsh Government covering the
Council’s performance against a set of outcomes for the period 2013/14
to 2015/16.
9.2
Each year, the Council submitted a self-assessment to the Welsh
Government outlining its progress against a set of agreed targets in
order to receive its grant entitlement of approximately £1m.
9.3
The Minister for Public Services assessed the Council’s eligibility for this
grant in two parts. Part one was assessed against the agreement
developed and agreed with the Welsh Government. This focused on five
outcomes aligned to the Welsh Government’s Programme for
Government and accounted for 70% of the award.
Part two, for the remaining 30% of the grant, was based on an
assessment of the corporate health of the Council.
9.4
The Leader confirmed that the Council had qualified for the full
allocation of its outcome agreement grant as the targets for 2013/14 had
been satisfactorily met.
9.5
The Leader then invited Hannah Browne into the Chamber to join him.
He explained that Hannah who was from Pontypool was employed as a
trainee quantity surveyor by E C Harris and was accompanied by her
boss Ryan Harris. Hannah had recently been named Welsh Apprentice
Page 10
of the Year at the Construction Industry Training Board Managing
Industry Apprentice Awards in London. The awards celebrate the
success of the trainees and the companies that train them.
9.6
Hannah was then presented with a basket of flowers in recognition of
her achievement. The Leader and Council congratulated Hannah and
on her award and thanked Ryan Harris for the training and support
provided by their training scheme.
10
ANNUAL REPORT OF THE ETHICS AND STANDARDS COMMITTEE
This agenda item was listed as item 12 in the agenda, but was
discussed after item 9 at the meeting.
12.1
Mr Lyn Oelmann, Chair of the Ethics and Standards Committee thanked
the Mayor and Council for the opportunity to present an insight into the
approach taken by the Ethics and Standards Committee. The committee
wished to give a clear signal that confidence would be maintained in the
way the Council conducted its business and would ensure the highest
level of compliance with the Code of Conduct.
12.2
Council was informed that the forthcoming All Wales Standards
Conference would be held in Cardiff in October 2015 and would focus
on the issues of social media, whistleblowing and helping to maintain an
effective standards committee.
12.3
Mr Oelmann referred to the recent Public Services Ombudsman report
and was pleased to report that of the six cases related to Torfaen, five
were closed after initial investigation and the Ombudsman had
recommended no further action in the last case
12.4
Members who served on both Torfaen Borough Council and a
Community Council had received training and repeat sessions were
planned. Twenty members of the Council were ‘dual hatted’ members
12.5
Mr Oelmann reminded Council of the need for care and discernment
when using social media and to consider the immediacy of the impact of
that method of communication
12.6
Statistics did show in general, good levels of attendance at meetings of
the Council and the Ethics and Standards Committee believed that good
attendance at meeting served the electorate and the committee would
continue to receive updates on the level of attendance.
12.7
Members were informed that a new independent member Mr Andrew
Walsh would be joining the Ethics and Standards Committee. Mr
Oelmann explained that he was reaching the end of his second term in
November and he hoped that the public would look out for adverts
during the summer calling for people to serve on the committee. He
added that it was for everyone to take an interest in maintaining the
Page 11
integrity and standards of the democratic process
12.8
The Leader thanked the Chair of the Ethics and Standards Committee
for his support.
12.9
Council noted the Annual Report of the Ethics and Standards
Committee.
11
COUNCIL PETITION - TURN THE STREET LIGHTS BACK ON IN
TORFAEN
This report listed as item 10 in the agenda was discussed at this point in
the meeting
10.1
The Chief Officer of Planning, Public Protection and Neighbourhood
Services ( COPP&NS) explained that he was reporting the results from
the petition ‘Turn the Street Lights Back on in Torfaen’ presented by Mr
Watkins. Council was informed that Mr Watkins had already received a
reply to his petition.
10.2
The Chief Officer Planning, Public Protection and Neighbourhood
Services made the following points (in summary):
Cabinet decided in 2008 to decommission approximately 18 % of street
lights throughout Torfaen
At present 33 % of street lights were turned off between 12:30 and
5:30am at nights
At that time a fundamental review of all street lights had been conducted
and the decommissioning process had enabled a reduction in energy
consumption resulting in a 45% costs saving
30% of street lights were lit all night and the average cost was £39.40
Police data had confirmed that there was no direct impact on overall
crime levels
Other local authorities had now adopted a similar approach to street
lighting and details could be obtained for members if required. Further
details of the numbers of street lights switched off would also be
available to members






10.3
In response to members’ questions, the following statements were
made:



10.4
Work to replace old type bulbs with more energy efficient bulbs was
ongoing
The appeals process relating to street lights was still in place but
the number of appeals was reducing
A full analysis of the actions taken in relation to street lighting could
be provided to members
Councillor Haynes (Leader of the largest Opposition Group) commented
that Mr Watkins would be really disappointed that lights would not be
Page 12
turned on as his question to Council had been prompted by an incident.
Residents raised the issue at every surgery she conducted and
residents were particularly concerned at lighting near residential
complexes. Cllr Haynes added that she had six of these within the St.
Dials Ward.
10.5
The Executive Member Neighbourhoods explained that residential
complexes were safeguarded from lighting cost reductions. However,
there would be difficulties if people did not report faulty lights. It was
planned to replace old lights as they became faulty.
10.6
The COPP&NS explained that SEC dealt with a fault in the street lights
apart from any underground fault which was the responsibility of
Western Power. However it was understood that Western Power
prioritised domestic problems before street lighting and he undertook to
find out about timetables and respond accordingly to members.
10.7
COUNCIL AGREED, with 37 members voting for and one member
voting against, to note the petition and the response sent to the
Lead Petitioner.
12
CEMETERY RULES AND REGULATIONS
This report was listed as item 11 in the agenda but was discussed at this point
of the meeting.
11.1
The Chief Officer Planning, Public Protection and Neighbourhood
Services informed Council that the report would be presented by Dana
Eynon, Head of Streetscene and Waste.
11.2
The Head of Streetscene and Waste outlined work carried out on
Cemetery Rules and Regulations since summer 2014:







A Members’ Policy Seminar was held on 28 July 2014 to explain
the Cemetery Rules and Regulations
A number of issues had led to the review of the regulations and
officers engaged with the petition group and members as set out
in paragraph 5.1 to 5.7
A meeting took place on 17 November 2014 to share the draft
new regulations with the Petition Group but only two were able to
attend
A new set of Rules and Regulations were agreed and despite
being advised by members that some people were unhappy, no
requested comments had been received to date
Consultation with Torfaen’s People Panel was carried out
The Cleaner Communities Overview and Scrutiny Committee
considered the new Rules and Regulations on 11 March 2015
and all their recommendations were included in the regulations
presented to Council
The Cemetery Rules and Regulations would be formally reviewed
Page 13



11.3


every two years and a Cemetery Friends Group of service users
would be set up and they would become involved in discussing
complaints
Following a further Members Policy Seminar on the subject on 30
March 2015, all comments and suggestions were taken on board
and included in the rules and regulations
In addition to reviewing the rules and regulations, officers had
also participated in a query from the Public Service Excellence
(APSE) which covered the whole of the UK. As a result, it was
known that Torfaen is less stringent than some local authorities
and more stringent than others and Torfaen’s rules and
regulations were ‘middle of the road’
This subject was very difficult and emotive and while it was
understood that not everyone would be satisfied with the rules
and regulations, it was aimed to strike a balance between the
needs and requirements of all bereaved families
Councillor Haynes explained how she had been involved with this
subject and agreed a policy was necessary. She then added her further
comments (in summary):
She and the group were grateful for the apology for the way matters had
been handled
She wanted absolute clarity that there was assurance that special
occasions would be recognised as one lady had been very upset as this
had been denied her as no staff were available due to holiday time.
Verbal assurances about flexibility had been given at meetings but staff
had not allowed this.
11.4
The Head of Streetscene and Waste explained that the member of staff
had been referring to the old rules and regulations. Dispensation would
be allowed for anniversaries but unpermitted items would not be allowed
for reasons stated in the rules and regulations.
11.5
Councillor Powell said that the report was very clear and was a very
good example of consultation on a very emotive matter.
11.6
Councillor Evans welcomed the review as he felt the matter could have
been handled better at the outset. He spoke of members’ visits to
cemeteries in other boroughs and how some were an absolute mess.
The Executive Member for Resources thanked officers for their hard
work and the establishing of Friends Group which gave residents the
opportunity to comment on the issues.
11.7
The Executive Member for Neighbourhoods listed the steps in the
consultation that had been undertaken before the rules and regulations
had been finalised and offered to circulate to members if required.
11.8
COUNCIL APPROVED the Cemetery Rules and Regulations as
attached in Appendix C to the report.
Page 14
13
DRAFT RESPONSE TO WHITE PAPER ON 'REFORMING LOCAL
GOVERNMENT'
13.1 The Leader introduced the debate on the White Paper with the following
points:

Local Government Reform in Wales was part of the Labour Party’s
Manifesto in 2011 and this promise would now be delivered to the
citizens of Wales

Responses to the White Paper have been requested by 28 April 2015
and Torfaen had prepared its response

The WLGA has produced a model response which could be either
adapted by member Councils as a template and every Welsh Principal
Council should respond in order to avoid further criticism levelled by the
Minister

This was a consultation document which after review meant that some
parts might be taken out of the document and some will remain

Torfaen’s response was first class and the Leader thanked the Group
Executive Officers Brian Mawby, Lewis Jones, for their work on the
response. He thanked in particular Richard Clark and Anthony Hunt who
had worked extremely hard in producing the draft response. He also
expressed appreciation for the specific contributions as submitted by
Councillors David Daniels and Jessica Powell and the suggestions from
Mary Barnett.

The White Paper was a hybrid combining details of future policy and a
request for feedback, together with items purely for discussion or to
provoke debate. In effect, therefore, a mix of White Paper policy and
Green Paper discussion.

The Power of General Competence was particularly welcomed and had
been lobbied for previously. This would allow Torfaen to act immediately
using local knowledge on the ground and free of constraints imposed
centrally which slowed up the Council in times of urgency.

The debate would continue on the subject of Renewing Democracy and
in particular, a reduction in the number of councillors, remuneration of
Councillors and fixed term limits for councillors and chief executives.
The subject of Council Leaders and their responsibility for diversity and
standards of behaviour; and electoral cycles would also be considered
13.2
The Leader informed members that the White Paper had been
published on February 3rd 2015, and detailed a series of events,
meetings and consultations which had enabled members to draw up this
response. He then formally opened the debate for members.
13.3
Cllr Daniels referred to his contribution as detailed on page 128 of the
agenda and commented that being a councillor might discourage
Page 15
potential employers. The salary of £13,275 per annum would also
discourage younger people from becoming councillors and statistics
demonstrated that only 6.8% of candidates were aged between 18-39.
13.4
Cllr Powell commented on the remuneration situation with community
councillors and how they ‘picked up the slack’ from borough councillors.
She added that community councils experienced difficulty in filling their
seats as there were disincentives in becoming a councillor.
13.5
Cllr Richard Clark reminded members that they had until Tuesday 21
April 2015 to comment on the White Paper.
13.6
Cllr Barnett regretted that funding for member training had been
withdrawn and that people should not be discouraged from becoming
involved in politics and standing for elections. She referred to a previous
Torfaen elected member Councillor Tom Gould who at 83 had served
the Borough well until he had passed away while still in office.
13.7
Cllr Smith stated that he was largely happy with the document and
spoke of the difficulties experienced by councillors who worked full time
as they were often criticised for not attending meetings. He said it
should be borne in mind that people should not be excluded from
serving as councillors for such reasons. Cllr Smith added that there was
now an opportunity for the Minister to look at things in a fundamental
way as a regional approach was suitable for some matters and others
would be more appropriately dealt with locally. The current organisation
was of the 19th Century and there was now an opportunity for more
thorough investigations.
13.8
Cllr Ashley commented as a community councillor he saw the value in
the role of the community council and added that some dual-hatted
councillors were disappointed in the lack of understanding of their role.
There were a number of young people and older people who served as
community councillors. He added that it was very important to develop
the scrutiny process and to consider how to review services if bigger
councils were created. Cllr Ashley stated that there was also a need to
develop the role of more open data.
13.9
Cllr Haynes, Leader of the largest Opposition Party said she generally
agreed with most of the document and apologised for needing to leave
the meeting at that point.
Cllr Haynes left the meeting.
13.10 Council was informed by Cllr Crick that a meeting to discuss community
councils was being held in Wales and felt that details of the outcome
Page 16
would be useful for members.
13.11 The Executive Member Resources welcomed all comments from
members made the following observations (in summary):

He described the White Paper as the best attempt yet and the Council
had taken on board the number of policies in Wales

He would be unhappy if Wales was divided into areas that were too
large

Questions should be asked about the function of community councils
and also how the new large councils could be devolved down to people

He welcomed that the Chamber as a whole supported the response and
looked forward to more information. As the response was from the
Labour Group, Plaid Cymru would submit its own response

He referred to empowering communities, democratic accountability and
consultation
13.11 Council agreed, with 34 members voting for the motion, two voting
against and one member abstaining, to submit the consultation
response, as set out in Appendix 1 to the report, to the Welsh
Government
14
MOTIONS ON NOTICE FROM COUNCIL MEMBERS
14.1
Cllr Barnett read out her motion to Council and expressed gratitude to
Cllr Nigel Davies and Mr Duggan for the information they had provided.
She made the following points (in summary):
 Approximately 3000 cremations took place per annum
 Special arrangements were in place in times of pandemics
 Increased waiting times for cremations resulted in increased
crematorium services
 More people were forgoing sacred services which resulted in longer
service times at the Crematorium, more services were being held for
non-viable foetuses and this had increased pressures on funeral
service providers and mortuaries
 Thanked Mr Duggan for the beautiful grounds of the Crematorium
which created a most appropriate environment
 There was now a need for another crematorium in Gwent
14.2
Members spoke in support of the motion and it was mentioned that
some early cremation times were often unused. Council was also
informed that the new Crematorium in Barry had later opening hours
and also operated on Saturday mornings.
14.3
Council unanimously agreed to support the motion to ask Gwent
Page 17
Crematorium Joint Committee to consider extending opening
hours for Funeral Services during critical periods, including the
possibility of Saturday morning services.
15
MEMBER QUESTION TIME
15.1
Members’ questions and the replies to those questions are listed in
appendix B to these minutes.
16
DATE AND TIME OF NEXT MEETING
16.1
The next meeting of the Council would be Annual Council at 5pm on
Tuesday 19 May 2015.
17a
Cabinet decisions 11 March 2015
17a.1 COUNCIL NOTED the Cabinet decisions listed in the agenda.
17b
Cabinet Decisions 24 March 2015
17b.1 COUNCIL NOTED the Cabinet decisions listed in the agenda.
1
ATTENDANCE
Cllr Ashley
Cllr Barnett
Cllr Bevan
Cllr Brooks
Cllr Burnett
Cllr Cameron
Cllr Caron
Cllr Gwyneira Clark
Cllr Richard Clark
Cllr Constance
Cllr Crick JP
Cllr Cross
Cllr Cunningham
Cllr Daniels
Cllr Giles Davies
Cllr Nigel Davies
Cllr Evans
Cllr Furzer
Cllr Graham
Cllr Harnett JP
Cllr Harris
Cllr Haynes
Cllr Hunt
Cllr Alan Jones
Cllr Lewis Jones
Cllr Kemp
Cllr Mason
Cllr Mills
Cllr Powell
Cllr Rees
Cllr Seabourne
Cllr Smith
Cllr Taylor
Cllr Thomas
Cllr Tomlinson
Cllr Waite
Cllr Wellington
Cllr Yeowell
2
APOLOGIES FOR ABSENCE
2.1
Nigel Davies, Keith James, Mike Jeremiah, John Marshall, Brian Mawby
and Norma Parrish
Page 18
Signed as a correct record by the Mayor……………………………………
Minutes produced by Rosalyn Gwynn, Interim Members Services and Committee Support
Manager, 11 June 2015
Page 19
Page 20
AGENDA ITEM NO. 8
COUNCIL MEETING – 14 APRIL 2015
PUBLIC QUESTIONS
Page 21
15
NO.
QUESTION
REPLY
1
From Mr David Simpson, Cwmbran:
From Councillor Bob Wellington CBE – Leader of the Council
At the Cabinet meeting of 24 March
2015 the Leader addressed a
member of the public in the public
gallery asking "can I ask the
gentleman at the back, are you
recording this either with the body
camera or indeed with the recording
device? I've instructed officers to
establish when you coming to the
building whether you are making
recordings either with a video or a
body camera or indeed with the
recording machine". Can the Leader
explain how his offices intend to
establish if a member of the public (or
pseudo investigator!) is wearing a
recording device?
I would like to thank Mr Simpson for his question, which highlights an area which should
be of interest to many of our Councillors and Officers. May I first state, this council is now
recognised by the WLGA as being one of the most open councils in Wales, with all
Council, Cabinet, Scrutiny, Planning and Licensing meetings webcast as well as many
other committee meetings and seminars. Live webcasts are also archived for several
months and can be viewed on Youtube thereafter.
However, in a situation such as the covert filming of staff we take the welfare of our
employees very seriously. We have a duty of care to the people who work for us – they
are not politicians, but people working frequently under great pressure to provide services
for local people - they do not deserve to have their conversations unknowingly recorded
with devices such as a body camera as they try to go about their work and I’m certain
such covert filming of meetings in the public domain could make staff or members of the
general public uneasy. Indeed, the Trade Unions would, I’m sure, be very concerned
about this issue from a staff welfare point of view.
It must also be remembered that the Council deals with a large number of sensitive,
personal and confidential matters. Publicising webcasting means the recording of Council
meetings in this chamber is not necessary.
The regulations about filming state that filming of staff and members at private meetings is
not allowed unless those individuals agree. Secret filming is not acceptable and signs to
that effect are in place/ will be placed in Civic Buildings. Visitors will be asked to observe
those arrangements. Visitors who refuse to observe those arrangements will be asked to
leave.
You have already confirmed to our officers that you film meetings and conversations with
a body camera when talking to staff.
2
From Mr Ray Watkins, Cwmbran,
From Councillor John Cunningham MBE KSG
Executive Member for Neighbourhoods
Page 22
16
In respect and response of the letter
dated 31 March 2015 REF: Most of the areas covered in this question have already been comprehensively answered
PETITION - TURN THE STREET in agenda item 10, the response to the petition received at the last Council meeting. The
LIGHTS BACK ON IN TORFAEN
decommissioning of street lighting across Torfaen was a decision made by the authority
to reduce its energy consumption and carbon emissions. Any savings that can be accrued
Considering you are looking from a will be put back into front line services. There is in the report which you refer to produced
legislative perspective, concerning by the insurance industry which has been commented on by Gwent Police who advise
the safety of the residents, turning off that the revised figures should be treated with extreme caution. Their advice is that the
the street lights in an urban area, like for like comparison show the burglary rate across Torfaen has fallen. The authority
don't you think you should have used continues to work with the Police relating to any specific concerns they may have about
your discretionary powers back in street lighting provision and has restored illumination to areas where it has been agreed
2008, to stop printing Torfaen Talks that illumination would assist in alleviating a specific issue.
newsletter, as there is no statutory
requirement to do so, before plunging
residents into darkness. You state
that police analysis report that there
is no evidence that the crime levels
have increased, however, a recent
report that Torfaen is the second
highest burglary rate in Wales, in fact
the police advise as a security
measure, property owners are
advised as the first line of defence,
security lighting discourages burglars
and is considered to be the first line
of defence in car crime.
Supplementary:
Reply:
It is not a statutory requirement to No as this is not relevant to the original question – and car park lighting is not the same as
fund a number of other things. You street lighting.
could save in excess of £500,000 if
all councillors had street lights
outside their homes switched off, as
well as lights in underground car
parks and the lights in a locked car
park at the Power Station. Can you
answer that?
Page 23
17
Page 24
APPENDIX B to Minutes 14 April 2015 Council
COUNCIL MEETING – 14 APRIL 2015 - MEMBERS’ QUESTIONS
1.
Page 25
19
QUESTION FROM
From Councillor Mary Barnett:
QUESTION
Councillor Anthony Hunt
Executive Member for Resources
Do you think Food Banks are now an
essential resource for many Torfaen
residents?
Approximately
how
many
distributions are made each week in Torfaen
to those on Benefit and to those on low
wages and approximately how many
distribution centres and volunteers are
involved in supplying food parcels?
Foodbanks are now undoubtedly an essential resource for increasing numbers
of Torfaen residents. Across the UK, demand at foodbanks has grown
dramatically, with increasing numbers of people, particularly those in work but on
low pay or unreliable contracts, struggling to feed themselves and their families.
Indeed, local foodbanks report that about half the people they help are in work
on low wages rather than unemployed.
That is something that should concern us in this day and age, but the volunteers
helping run foodbanks locally also show the very best of our communities in
action, and I want to pay tribute to those who give their time to help run them,
and to those who donate food for people in need.
The Eastern Valley Foodbank is part of the Trussell Trust and operates 4
distribution centres across the Borough. They rely on public donations of food
from collections at local supermarkets, churches and employers, including this
Council. They run a voucher scheme to refer people to the service, and they
provide 3 days worth of food. They now average 120 customers per week. They
employ one centre manager, who is supported by over 50 volunteers.
Helping Hands is run by Victory Church and is based in Springfield Industrial
Estate. They help around 20 to 25 people per week with volunteers donating
food and helping run the service.
Cold Barn Farm work with the Jesus Cares group, providing around 80 food
parcels each week made up of donated food. In addition, they have set up a
service with Fair Share to provide chilled goods to customers at a greatly
discounted cost, to help those struggling to get by.
So there is certainly a demand for food banks in Torfaen, with around 225
2.
From Councillor Jeff Rees:
customers per week using the services and a significant number of volunteers
engaged in distributing food parcels from centres spread across the borough.
The Council supports two of the three services through a third sector grant and
all of them through promotion and front line services referring customers and
working with them to help with longer term solutions.
Councillor David Yeowell
Executive Member for Education
Page 26
20
I
s Safeguarding in Torfaen schools a top Of course safeguarding is a top priority in Torfaen’s schools. Not only is it a top
priority?
priority but the priority under which all others are subsumed. It has been and will
continue to be, of paramount importance to us and we very much recognise the
need to maintain our focus on achieving the highest possible standards in this
respect.
To this end our education service provides clear and unambiguous guidance to
Head Teachers and Governing Bodies based on “best practice”, lessons learned
from previous cases and, of course, national guidance.
In addition, we regularly support schools in reviewing their practices. Through
joint reviews with the education service, school staff and governors come
together to ensure that they have both, effective policies and practices that
ensure risks to our children are minimised and managed effectively.
A programme of training for all central staff and key personnel in schools,
commissioned directly by our Education Service, is currently being delivered.
We continue to work closely with the Local Safeguarding of Children’s Board
and its training sub-group to ensure that there is a wide and relevant training
offer for all central and schools based staff and governors.
We will continue to closely monitor our safeguarding performance and improve it
where we can. We will also work closely with our statutory partners to minimise
and manage risk to children in all of our settings.
3.
From Councillor Jeff Rees:
Response from Councillor Bob Wellington CBE, Leader of the Council :
Please can the Leader provide an update on Entrepreneurship is actively supported by Torfaen CBC by the provision of the
Torfaen
Council’s
policy
concerning Enterprise Facilitation programme, low finance business start- up loans in
entrepreneurship?
partnership with the Gateway Credit Union and low cost business incubation unit
at the Springboard Business Innovation Centre in partnership with Indy Cube.
Latest Welsh Government Statistics Wales information indicates that the number
of business starts in Torfaen has steadily increased from a low of 180 for 2010
to 250 for 2013 whilst other statistics show that self -employment has risen from
2900 in September 2009 to 3600 in September 2014. As illustrated it is the
Council Policy to encourage entrepreneurship wherever possible.
In addition when the Council launches the Wisdom Wealth and Wellbeing project
later this year, there will be an opportunity for people in Torfaen looking to start
up businesses to be linked to on-line mentors.
Page 27
21
Page 28
Agenda Item 5
MINUTES OF THE ANNUAL MEETING OF THE COUNCIL
OF TORFAEN COUNTY BOROUGH COUNCIL
held on Tuesday, 19 May 2015 at 5.00 to 5.25 pm
in the Civic Centre, Hanbury Road, Pontypool NP4 6YB
NB this meeting was broadcast live over the internet. The
meeting and agenda items can be viewed via the following link:
http://www.torfaen.publici.tv/core/portal/webcast_interactive/174450
The agenda for and the reports presented to this meeting are
also available to view at:
http://www.torfaen.gov.uk/en/CouncillorsAndCommittees/Comm
ittees/CommitteeDirectory.aspx
Following prayers led by the Mayor’s Chaplain, the Mayor (Councillor Mandy Owen)
formally opened the meeting.
The Mayor reminded everyone present that the meeting was being broadcast live over
the internet, welcomed everyone and outlined the usual procedural arrangements, such
as the need to use microphones and sit when speaking, muting noisy devices, the
emergency evacuation procedures and the need for motions or amendments in writing.
She explained that she would remain Mayor and Chair the meeting until a new Mayor
was elected and took office.
ATTENDANCE
Councillors:
Amanda Owen (Mayor)
Stuart Ashley
Mary Barnett
Huw Bevan
Ron Burnett
Pamela Cameron
Glyn Caron
Gwyneira Clark
Richard Clark
Leonard Constance
Veronica Crick JP
Fiona Cross
David Daniels
Giles Davies (Deputy Mayor)
Nigel Davies
Stuart Evans
Alan Furzer
Mike Harris
Elizabeth Haynes
Anthony Hunt (Deputy Leader)
Keith James
Alan Jones
Lewis Jones
Page 29
Robert Kemp
Brian Mawby
Raymond Mills
Jeff Rees
Philip Seabourne
Graham Smith
Colette Thomas
Wayne Tomlinson
Neil Waite
David Yeowell
Officers on the dais
Nigel Aurelius
Richard Gwinnell
Lynda Willis
Alison Ward CBE
Assistant Chief Executive (Resources)
Lead Officer, Council & Shadow Lead Officer, Elections
Chief Legal Officer and Monitoring Officer
Chief Executive
Other Officers attending or observing from the gallery for parts of the meeting
David Congreve
Dermot McChrystal
Lyndon Puddy
Neil Jones
Chris Slade
Geraint Thomas
Lynne Williams
Legal Services
Assistant Chief Executive (Communities)
Head of Education Services
Head of Public Services Support
Head of Communications, Strategic Services
Democratic and Members Services
Democratic and Members Services (webcasting)
Head of Improvement, Strategic Services
Delyth Harries and Tim James
Other people attending
5 members of the press and public (in the public gallery)
Father Michael Phillips – Mayor’s Chaplain (for pre-meeting prayers only)
Inspector Nick McLain – Heddlu Gwent Police
APOLOGIES FOR ABSENCE – COUNCILLORS:
Maria Graham, Kelvin Harnett JP, Mike Jeremiah, John Marshall, Norma Parrish,
Jessica Powell and Barry Taylor JP
ABSENT – COUNCILLORS:
Neil Mason
Action
1
ELECTION OF MAYOR
1.1
The outgoing Mayor (Councillor Mandy Owen) invited nominations.
1.2
Councillor Giles Davies was nominated and seconded. There were no
other nominations.
1.3
COUNCIL AGREED (with 32 members voting in favour, 1 against and 2
abstaining) that Councillor Giles Davies be elected Mayor for the
2015/16 Municipal Year.
Page 30
1.4
Councillor Davies was applauded, signed his declaration of acceptance
of office, and took the Chair for the rest of the meeting, thanking
members for their support. Council was reminded that the Chains of
Office would be handed over during the Mayor Making Ceremony,
which would take place after this meeting.
2
APPOINTMENT OF DEPUTY MAYOR
2.1
The Mayor invited nominations.
2.2
Councillor Veronica Crick JP was nominated and seconded. There were
no other nominations.
2.3
COUNCIL AGREED – (unanimously) that Councillor Veronica Crick JP
be appointed Deputy Mayor for the 2015/16 Municipal Year.
2.4
Councillor Crick was applauded, signed her declaration of acceptance
of office, and took the Deputy Mayor’s Chair for the rest of the meeting.
3
APOLOGIES FOR ABSENCE
3.1
Apologies for absence were received as listed above.
4
DECLARATIONS OF INTEREST
4.1
The Chief Legal Officer and Monitoring Officer advised members that
they all potentially had the same personal interest in appointing
members to positions which would attract senior salaries - but that this
interest was not prejudicial and the Code enabled members to vote.
4.2
All members declared that personal interest accordingly.
interests were declared.
5
ANNOUNCEMENTS FROM THE MAYOR OR CHIEF EXECUTIVE
5.1
Neither the Mayor nor the Chief Executive made any announcements.
6
ELECTION OF THE LEADER OF THE COUNCIL
6.1
6.2
Councillor Bob Wellington CBE was nominated and seconded. There
were no other nominations.
Page 31
No other
6.3
COUNCIL AGREED (with 25 votes for, 5 against and 5 abstaining) that
Councillor Bob Wellington CBE be elected Leader of the Council for the
2015/16 Municipal Year.
6.4
The Leader thanked members for their support and was applauded.
7
ELECTION OF THE DEPUTY LEADER OF THE COUNCIL
7.1
7.2
Councillor Anthony Hunt was nominated and seconded. There were no
other nominations.
7.3
COUNCIL AGREED (with 29 members voting in favour, 0 against and 6
abstentions) – that Councillor Anthony Hunt be elected Deputy Leader
for the 2015/16 Municipal Year.
7.4
The Deputy Leader was applauded and thanked members for their
support.
7.5
Tributes were also paid and thanks were given to the former Deputy
Leader, Councillor Lewis Jones, for his significant contribution to the
Council.
8
APPOINTMENT OF REMAINING CABINET MEMBERS
8.1
The Leader proposed that the newly elected Deputy Leader continue to
hold the executive portfolio for Resources and Corporate Governance;
that the portfolio held by the former Deputy Leader be named
Regeneration; and that the Council’s Constitution be amended to reflect
these changes. He also nominated the following members to fulfil the
executive portfolios listed for the year ahead. The nominations and
other proposals were seconded:Executive portfolio
Education
Health, Social Care and Well-being
Housing,
Planning
and
Public
Protection
Communities
Neighbourhoods
Regeneration
Resources and Corporate Governance
(and Deputy Leader)
8.2
Councillor
David Yeowell
Richard Clark
Gwyneira Clark
David Daniels
John Cunningham
Lewis Jones
Anthony Hunt
COUNCIL AGREED (with 25 members voting in favour and 11
abstaining) - that the above members be appointed to the above
Page 32
executive portfolios for the 2015/16 Municipal Year and that the
Constitution be amended to reflect the change of Deputy Leader and
consequent portfolio changes.
9
APPOINTMENT OF CHAIRS OF COMMITTEES
9.1
The Leader moved that the following members be appointed to Chair
the committees listed below. His motion was seconded:
Committee
Cleaner Communities Overview and
Scrutiny Committee
Healthier Communities Overview
and Scrutiny Committee
Learning Communities Overview
and Scrutiny Committee
Safer Communities Overview and
Scrutiny Committee
Resources and Corporate Business
Overview and Scrutiny Committee
Planning Committee
Licensing Committee
Pensions Committee
Democratic Services Committee
Chairperson – Councillor
Mandy Owen
Raymond Mills
Colette Thomas
Robert Kemp
Stuart Ashley
Brian Mawby
Neil Waite
Mary Barnett
Jeff Rees
9.2
COUNCIL AGREED (unanimously) - that the above members be
appointed to Chair the above committees for the 2015/16 Municipal
Year.
10
POLITICAL BALANCE
10.1
The Lead Officer, Council and Shadow Lead Officer, Elections
presented the report, briefly explaining the main political balance rules,
their implications, and the fact that there had been no changes since the
previous year in the number of members in each group and the political
balance figures.
10.2
COUNCIL AGREED (unanimously) the political balance and specific
calculations attached to the report (which are attached as Appendix A to
these minutes), and to have regard to them when appointing members
to serve on committees, later in the meeting.
11
COMMITTEES, GROUPS, PANELS AND OTHER BODIES
11.1
The Lead Officer, Council and Shadow Lead Officer, Elections
Page 33
explained that nominations for committee and other places had been
received over the last few days from the leaders of all the political
groups, in line with the agreed political balance figures, and were
reflected in the composite list which he had circulated in the meeting
(attached as appendix B to these minutes).
11.2
COUNCIL AGREED (unanimously) to appoint members to serve on the
committees, groups, panels and other bodies shown in the schedule
circulated in the meeting and attached as appendix B to these minutes.
12
OUTSIDE BODIES
12.1
The Leader moved the list of nominations which had been circulated in
the meeting.
12.2
COUNCIL AGREED (unanimously) to nominate members to serve on
outside bodies in accordance with the list circulated in the meeting
(attached as appendix C to these minutes).
Signed as a correct record by the Mayor……………………………………
Minutes produced by Richard Gwinnell, Lead Officer Council and Shadow Lead Officer
Elections
Page 34
APPENDIX A TO THE 19 MAY 2015 COUNCIL MINUTES
Council meeting – 19 May 2015 - Political Balance - allocation of seats on committees
Name of Committee
Page 7
35
Overview and Scrutiny
Committees
Safer Communities
Learning Communities
Cleaner Communities
Healthier Communities
Resources and Corporate
Business
Committees
Planning
Licensing
Audit
Appointments
Pensions
Democratic Services
Panels
Disciplinary & Redundancy
Appeals Panel
Personnel Appeals Panel
Housing Appeals Panel
Seats allocated above
Group entitlement
overall
Total seats available
in Committee
Labour Seats
Independent
Group seats
Conservative
seats
Plaid Cymru seats
Total No in
committee
10
10
10
10
7
7
7
7
2
1
1
1
1
1
1
1
0
1
1
1
10
10
10
10
10
7
1
2
0
10
16
12
6
10
6
10
12
9
4
7
4
7
2
2
1
1
1
1
1
1
1
1
1
1
1
0
0
1
0
1
16
12
6
10
6
10
3
4
4
2
3
3
1
1
1
0
0
0
0
0
0
3
4
4
121
86
17
12
6
121
86
17
12
6
121
NB Cabinet, Cabinet Sub-Committees and Ethics and Standards Committee are not included above as political balance is not applicable
NB the group entitlement overall is the most important figure and nominations should reflect those figures
The committees shown above are as per the existing structure and the membership of the political groups is as follows:
Independent Group (6members)
Stuart Ashley
Mary Barnett
Pamela Cameron
Glyn Caron
Gwyneira Clark
Richard Clark
Leonard Constance
Veronica Crick JP
David Daniels
Giles Davies
Nigel Davies
Alan Furzer
Anthony Hunt
Alan Jones
Lewis Jones
John Marshall
Neil Mason
Brian Mawby
Mandy Owen
Norma Parrish
Jessica Powell
Philip Seabourne
Barry Taylor JP
Colette Thomas
Wayne Tomlinson
Neil Waite
Bob Wellington
David Yeowell
Ron Burnett
Stuart Evans
Mike Harris
Elizabeth Haynes
Mike Jeremiah
Robert Kemp
Page
Page36
8
Labour Group (30 members)
Conservative Group (4 members)
Huw Bevan
Keith James
Raymond Mills
Graham Smith
Plaid Cymru Group (2 members)
Fiona Cross
Jeff Rees
Individual Independent (non-group) members (2)
Maria Graham
Kelvin Harnett JP
APPENDIX B TO THE 19 MAY 2015 COUNCIL MINUTES
TORFAEN COUNTY BOROUGH COUNCIL
COMMITTEE MEMBERSHIPS – 2015/16 MUNICIPAL YEAR – AGREED 19 MAY 2015
Labour Group’s
nominees
Independent Group’s
nominees
Conservative Group’s
nominees
Plaid Cymru Group’s
nominees
Group entitlement
7
1 (+ 1 on Safer)
1 (+ 1 on Resources)
1 (on some)
Safer Communities
Pamela Cameron
Neil Mason
Brian Mawby
Norma Parrish
Barry Taylor JP
Wayne Tomlinson
Neil Waite
Robert Kemp (Chair)
Ron Burnett
Keith James
-
Page 9
37
COMMITTEE NAME
Learning Communities
Stephen Brooks KSS JP Robert Kemp
Pamela Cameron
Glyn Caron
Nigel Davies
Alan Furzer
Philip Seabourne
Colette Thomas (Chair)
Graham Smith
Jeff Rees
Cleaner Communities
Stuart Ashley
Alan Jones
John Marshall
Brian Mawby
Mandy Owen (Chair)
Philip Seabourne
Wayne Tomlinson
Huw Bevan
Fiona Cross
Stuart Evans
Healthier Communities
Veronica Crick JP
Nigel Davies
Maria Graham *
Kelvin Harnett JP *
Mandy Owen
Norma Parrish
Barry Taylor JP
Resources and
Corporate Business
Page 38
10
Group entitlement
Planning
Mike Jeremiah
Raymond Mills (Chair)
Leonard Constance #
Stuart Ashley (Chair)
Elizabeth Haynes
Mary Barnett
Glyn Caron
Veronica Crick JP
Jessica Powell
Philip Seabourne
Huw Bevan
Vacancy (1)
-
12
Pamela Cameron
Leonard Constance
Veronica Crick JP
Nigel Davies
Alan Furzer
Brian Mawby (Chair)
Norma Parrish
Jessica Powell
Philip Seabourne
Barry Taylor JP
Wayne Tomlinson
Neil Waite
1
Keith James
1
Stuart Ashley #
2
Ron Burnett
Stuart Evans
Group entitlement
Licensing
Group entitlement
Audit
(Chair to be decided by
the committee)
Page 39
11
Group entitlement
Appointments
(Chair to be decided by
the committee)
Group entitlement
Pensions
9
Giles Davies
Maria Graham *
Alan Jones
John Marshall
Neil Mason
Philip Seabourne
Wayne Tomlinson
Neil Waite (Chair)
4
Mary Barnett
Glyn Caron
Jeff Rees #
David Yeowell
7
Mary Barnett
Richard Clark
John Cunningham MBE
KSG
Anthony Hunt
Alan Jones
Brian Mawby
Bob Wellington
4
Mary Barnett (Chair)
Pamela Cameron
Nigel Davies
2
Mike Harris
Robert Kemp
1
Raymond Mills
0
1
Mike Harris
1
Graham Smith
0
1
Elizabeth Haynes
1
Raymond Mills
1
Jeff Rees
1
Stuart Evans
1
Huw Bevan
0
-
-
-
Group entitlement
Democratic Services
committee
Group entitlement
Disciplinary and
Redundancy Appeals (3
members + 7 reserves
required) (Chair to be
decided by the panel)
Page 40
12
Group entitlement
Personnel Appeals – no
need for appointments
at this stage (as per the
Constitution)
Group entitlement
Housing Appeals (4)
(and 4 reserves)
TOTAL NUMBER OF
NOMINATIONS
7
Mary Barnett
Glyn Caron
Alan Jones
Norma Parrish
Jeff Rees #
Philip Seabourne
Colette Thomas
2
Lewis Jones
1
Mike Jeremiah
1
Raymond Mills
1
Fiona Cross
1
Mike Harris
0
-
0
-
1
Mike Harris
0
-
0
-
3
Names to be provided
when needed
1
Stuart Evans
0
-
0
-
80 + 6 when needed
= 86
(+ 2 reserves)
17
12
6
+ reserves:
Giles Davies
Norma Parrish
3
Names to be provided
when needed
NOMINATIONS TO OTHER RELEVANT BODIES (WHERE POLITICAL BALANCE DOES NOT APPLY):
Members Constitution
Stuart Ashley
Elizabeth Haynes
Jeff Rees
Anthony Hunt
Working Party (not
needing to be politically Brian Mawby
balanced but ideally
cross-party)
Ethics and Standards
Committee (dealt with in
2012/13 and no need for
political balance)
Cabinet (dealt with
under agenda items 6 to
8 and not needing to be
politically balanced)
Page 41
13
Joint Education
Achievement Service
(EAS) Scrutiny Panel
Corporate Parenting
Panel
Adoption Panel
Fostering Panel
Stephen Brooks KSS JP Kelvin Harnett JP *
Keith James
-
-
Bob Wellington (Leader)
Lewis Jones
Gwyneira Clark
Richard Clark
John Cunningham MBE
KSG
David Daniels
Anthony Hunt
David Yeowell
Alan Furzer
Colette Thomas
-
-
-
David Yeowell
Richard Clark
Raymond Mills
Collette Thomas
1 vacancy
Veronica Crick JP
Mandy Owen
FOOTNOTES
Members Small Schemes Appeals Panel – has never met – members can be appointed by Council in-year if needed
Housing Appeals Panel – this Panel has not met for several years – members can be appointed by Council in-year if needed
* = non-group independent member
# = a member of another political group
Prepared by Richard Gwinnell, Lead Officer, Council and Shadow Lead Officer, Elections on 19 May 2015
Page 42
APPENDIX C TO THE 19 MAY 2015 COUNCIL MINUTES
NOMINATIONS TO OUTSIDE BODIES 2015/2016
as proposed at the Council’s meeting on 19 May 2015
ORGANISATION
PERIOD
The Alliance (Coalfield Communities
Campaign/Steel Action)
1 Year
Allotments Working Group
1 Year
Aneurin Bevan Community Health
Council
Aneurin Bevan Health Board –
Stakeholder Reference Group
Blaenavon Communities First
2 Years
REPRESENTATIVES
2014/15
Alan Jones
S Brooks KSS JP
N Waite
S Ashley
N Mason
N Parrish
B Taylor JP
1 Year
V Crick JP
V Crick JP
1 Year
Blaenavon Regeneration Partnership
– Operations Group
1 Year
Blaenavon Regeneration Partnership
– Strategy Group
1 Year
Blaenavon Workmen’s Hall
1 Year
Brecon Beacons National Park
1 Year
A Furzer
Alan Jones
S H Evans
S H Evans
A Furzer
Alan Jones
S H Evans
A Furzer
Alan Jones
S H Evans
A Furzer
Alan Jones
A Furzer
A Furzer
Alan Jones
S H Evans
S H Evans
A Furzer
Alan Jones
S H Evans
A Furzer
Alan Jones
S H Evans
A Furzer
Alan Jones
A Furzer
Brecon Canal Trust
1 Year
G Smith
G Smith
Bron Afon Community Housing
4 Years
S Brooks KSS JP
V Crick JP
Richard Clark
Anthony Hunt
Capital Region Tourism (SE Wales
Regional Tourism Partnership)
Care and Repair Torfaen Steering
Committee #
1 Year
CLAW (Consortium of Local
Authorities in Wales) #
Cold Barn Farm Management
Committee
Coleg Gwent Further Education
Corporation
Communities First Partnership –
Trevethin
Communities First Partnership – St
Cadoc’s & Penygarn
Congress Theatre Management
Board
Court Farm & Oakfield Community
Assoc.
Cwmbran Centre for Young People
1 Year
S Brooks KSS JP
V Crick JP
M Owen (resigned 2014)
E Haynes (resigned 2014)
Richard Clark
Lewis Jones
Nigel Davies
Gwyneira Clark
Richard Clark
Lewis Jones
B J Cunningham MBE KSG
Lewis Jones
J A Marshall
D Yeowell
Lewis Jones
J A Marshall
D Yeowell
Lewis Jones
J A Marshall
N Mason
Lewis Jones
J A Marshall
N Mason
Richard Clark
M Graham
D Daniels
D Daniels
J Powell
M Owen
Stuart Ashley
M Graham
D Daniels
D Daniels
J Powell
M Owen
1 Year
1 Year
4 Years
1 Year
1 Year
1 Year
1 Year
1 Year
Page 43
15
REPRESENTATIVES
2015/16
Alan Jones
S Brooks KSS JP
N Waite
S Ashley
N Mason
N Parrish
B Taylor JP
Defunct
Gwyneira Clark
Richard Clark
Lewis Jones
ORGANISATION
PERIOD
Cwmbran Community Council –
Environmental Awareness #
Cwmbran Regeneration Partnership –
Operations Group
1 Year
Cwmbran Regeneration Partnership
Strategy Group
1 Year
Cwmbran Trust
3 Years
4 Years
1 Year
Domestic Abuse Forum
1 Year
REPRESENTATIVES
2014/15
REPRESENTATIVES
2015/16
P Cameron
G Caron
S Ashley
M Owen
D Daniels
P Seabourne
S Brooks KSS JP
M Barnett
G Caron
C Thomas
R G Wellington
P Seabourne
C A Thomas
Richard Clark
D Daniels
Ms Eli Jones (NB not a
Torfaen councillor)
DEFUNCT to be replaced
with a single group
members to be allocated
when new Group is formed
R G Wellington
S Ashley
Plus Officer
V Crick JP
B Mawby
S Ashley
J Powell
R G Wellington
S Brooks KSS JP
M Owen
E Haynes
S Ashley
R G Wellington
H Bevan
See above
C A Thomas
M Owen
D Daniels
Ms Eli Jones (NB not a
Torfaen councillor)
East Wales Valuation Tribunal –
Appointments Panel
Environment Agency Wales –
Area Environment Group #
Environment Protection UK
Until 2020
Friends of Bruchsal Society
Glenside Community Association
1 Year
1 Year
Greenmeadow & St Dials Community
Association
1 Year
Greenmeadow Community Farm
Shadow Board
1 Year
Gwent Best Kept Village
Competition#
Gwent Local History Council #
1 Year
R G Wellington
S Ashley
Plus Officer
V Crick JP
B Mawby
S Ashley
J Powell
R G Wellington
S Brooks KSS JP
M Owen
E Haynes
S Ashley
R G Wellington
H Bevan
1 Year
J Powell
J Powell
Gwent Police – Crime and Disorder
Panels
2012 to
2017 or
next local
elections
1 Year
Lewis Jones
P Seabourne
N Parrish
J Powell
M Owen
M Owen
1 Year
Leader/Deputy Leader
Chief Executive
Lewis Jones
J A Marshall
N Mason
S Ashley
A Hunt
V Crick JP
D Daniels
J Powell
Leader
Alan Jones (substitute)
Leader
Deputy Leader
Leader/Deputy Leader
Chief Executive
Lewis Jones
J A Marshall
N Mason
S Ashley
A Hunt
V Crick JP
D Daniels
J Powell
Leader
Alan Jones (substitute)
Leader
Deputy Leader
Gwent Police Authority – Animal
Welfare Scheme
Heads of the Valley Programme
Board
Health Learning Station Project Board
1 Year
1 Year
1 Year
Joint Council for Wales (former
Provincial Council for Wales) #
Llantarnam Grange Arts Centre Board
of Directors
1 Year
Local Authorities World Heritage
Forum #
Local Government Association
General Assembly #
1 Year
1 Year
1 Year
Page 44
16
ORGANISATION
PERIOD
Local Service Board Scrutiny
1 Year
Mayor of Torfaen’s Charity Appeal
Fund
(Appointees are Trustees)
Indefinite
Indefinite
1 Year
1 Year
1 Year
1 Year
Monmouthshire & Brecon Canal
Steering Group
REPRESENTATIVES
2014/15
R Mills
A Furzer
C Thomas
Mayor (Ex-officio)
Chief Executive (Ex-officio)
Leader
Deputy Leader
Leader of the Opposition
C Thomas
S Ashley
G Smith
D Yeowell
REPRESENTATIVES
2015/16
R Mills
A Furzer
C Thomas
Mayor (Ex-officio)
Chief Executive (Ex-officio)
Leader
Deputy Leader
Leader of the Opposition
C Thomas
S Ashley
G Smith
D Yeowell
S Brooks KSS JP
Alan Jones
Gwyneira Clark
Monmouthshire Farm School
Endowment
National Association of Councillors #
1 Year
National Council for Housing and
Planning
Nucleur Free Local Authorities
1 Year
S Brooks KSS JP
Alan Jones
Gwyneira Clark
1 year
J Powell
J Powell
Ponthir Village Hall Management
Committee
Pontnewynydd Community
Association
Pontrhydyrun Community Association
1 Year
H Bevan
H Bevan
1 Year
K Harnett JP
K Harnett JP
1 Year
Pontypool Carnival Committee
1 Year
Pontypool Regeneration Partnership
– Strategy Group
1 Year
Pontypool Regeneration Partnership
– Steering Group
1 Year
Pontypool Twinning Association #
Primary and Secondary Education
Joint Committee
1 Year
1 Year
South East Wales Education Forum #
1 Year
South East Wales Strategic Planning
Group
South Wales Fire and Rescue
Service
South Wales Regional Aggregates
Working Party
St John’s Ambulance Council #
Standing Advisory Council for
Religious Education #
1 Year
J Powell
B Mawby
S Ashley
Lewis Jones
J A Marshall
N Mason
L Constance
M Harris
M Jeremiah
J A Marshall
L Constance
K James
N Waite
D Yeowell
J A Marshall
M Harris
N Waite
W Tomlinson
D Yeowell
C Thomas
A Hunt
S Ashley
Lewis Jones
D Yeowell
C Thomas
(Reserve)
Gwyneira Clark
J Powell
B Mawby
S Ashley
Lewis Jones
J A Marshall
N Mason
L Constance
M Harris
M Jeremiah
J A Marshall
L Constance
K James
N Waite
D Yeowell
J A Marshall
M Harris
N Waite
W Tomlinson
D Yeowell
C Thomas
A Hunt
S Ashley
Lewis Jones
D Yeowell
C Thomas
(Reserve)
Gwyneira Clark
P Seabourne
Alan Jones
Gwyneira Clark
P Seabourne
Alan Jones
Gwyneira Clark
V Crick JP
M Barnett
B Mawby
P Cameron
V Crick JP
M Barnett
B Mawby
P Cameron
1 Year
1 Year
1 year
1 Year
1 Year
Page 45
17
ORGANISATION
PERIOD
REPRESENTATIVES
2014/15
M Barnett
M Owen
R G Wellington
V Crick JP
J Powell
S Brooks KSS JP
REPRESENTATIVES
2015/16
DEFUNCT
S Ashley
N Parrish
Lewis Jones
Giles Davies
J Powell
B Taylor JP
M Barnett
S Ashley
N Parrish
Lewis Jones
A Jones
J Powell
B Taylor JP
M Barnett
A Hunt
Lewis Jones
N Parrish
Richard Clark
M Owen
A Hunt
Lewis Jones
N Parrish
Richard Clark
M Owen
Lewis Jones
J A Marshall
D Daniels
Thornhill Communities First
Partnership Board
1 Year
Torfaen Citizens Advice Bureau #
1 Year
Torfaen Community Transport and
Enterprises Committee #
Torfaen Energy Partnership –
Shadow Board of Trustees
Torfaen Leisure Trust – Board of
Trustees
Torfaen Museum Trust
1 Year
TOGs Family Centre (Torfaen
Opportunity Group and Family
Centre)
Torfaen People’s Centre
1 Year
Torfaen Voluntary Alliance Board #
Torfaen Women’s Aid Management
Committee
Trevethin & Penygarn Community
Centre Management Committee
Welsh Books Council
1 Year
1 Year
1 Year
Lewis Jones
J A Marshall
D Daniels
Welsh Centre for International Affairs
#
Welsh Joint Education Committee (to
attend their AGM)
Welsh Local Government Association
(WLGA)
Welsh Local Government Association
– (WLGA) Co-ordinating Committee
Woodland Field Group
Woodland Road Community Trust
1 Year
A Hunt
A Hunt
1 Year
D Yeowell
D Yeowell
1 Year
R G Wellington
Deputy Leader
Leader
Deputy Leader (Deputising)
N Mason
R G Wellington
Deputy Leader
Leader
Deputy Leader (Deputising)
N Mason
V Crick
1 year
1 year
1 Year
1 Year
1 Year
1 Year
1 Year
1 Year
V Crick JP
J Powell
S Brooks KSS JP
# Organisations so marked have indicated that – if the usual member nominee cannot attend a
meeting for some reason, they would be willing to accept a substitute member (given advance notice
and appropriate experience of the substitute for example)
List prepared 19 May 2015
Page 46
18
COUNCIL
23 JUNE 2015
UPDATE ON ACTIONS
NB the action sheet lists decisions previously taken by the Council which require specific follow-up action. Decisions/actions are
removed when the Council has been informed that they are complete
Page 47
Minute
para
17.4
Action to be taken
25 June
2013
10 Dec
2013
10 Dec
2013
28 Jan
2014
4 Mar
2014
4 Mar
2014
24 June
2014
22.22
Examine the possibility of adopting Sustrans’ Cycle to Work
Standard
Consider with Communications colleagues re-publishing the
road resurfacing criteria via Torfaen Talks
Report back to Council in due course if needed on issues
relating to the Barnett formula
invite the “All Scrutiny Committee” to add SRS Public and SRS
Business Solutions to its annual work programme
Reply in writing to Cllr Rees’ question re collaboration with
Monmouthshire CC in light of the Williams Commission report
Reply in writing to Cllr Cross’ question re how much money has
been saved as a result of paperless meetings
Bring back a report on what was being done by the Council in
this regard (regional collaboration re off-road biking)
16.2
19.18
12.11(2)
20.2
MQ6a
11.4
By whom
Draw up a list of appropriate women and men after whom CO Planning and
future streets may be named for member approval
Public Protection
EM Resources & Corp
Governance
CO Neighbourhood
Services #
Assistant Chief Exec
Resources
Head of Strategic &
Democratic Services
Leader
Action taken or
planned
A revised street
naming and numbering
policy is well advanced
and will be submitted
to Cabinet soon
An article will appear in
Torfaen Talks August *
Leader
CO Neighbourhood
Services #
Meetings held with
neighbouring
authorities/Police etc in
March/May. Members
Seminar will be held
once proposals are in
place. Given the wider
interest, a seminar with
neighbouring
Agenda Item 6
Date of
meeting
29 Jan
2013
Page 48
24 June
2014
17.6
24 June
2014
22 July
2014
MQ1.a
23 Sept
2014
9.9
23 Sept
2014
21 Oct
2014
MQ9a
MQ4a
7.12
in consultation with the Members Constitution Working Party,
draft the Constitution of Torfaen into a model format and
present the draft for formal approval to Council
Arrange a member seminar on the issue of off-road biking and
involve the local Police in the seminar
Write to Cllr Rees in response to his supplementary question re
the costs to the Council of a recent court case involving an
SRS employee
That officers now look at setting up a protocol or other suitable
arrangement to deal with members’ matters such as this
(Candwr Park grass cutting), and that this item will be the
first issue to go through any newly formed process
Write to Cllr Haynes with the reply to her question about the
Protection of Vulnerable Adults
(a) introduce new 140 litre wheelie bins;
(b) provide food caddy liners and explore the p ossibility of
securing sponsorship or alternative grant funding to offset the
costs of providing them;
(c) introduce a dedicated service for a fortnightly collection
of Absorbent Hygiene Products
d) submit a further report re the Prudential Borrowing option
Chief Legal Officer and
Monitoring Officer
Leader
authorities is proposed
In progress
See 11.4 (24 June
2014) above
EM Resources & Corp
Governance
Chief Legal Officer and
Monitoring Officer
EM Health Social Care
and Well-being
CO Neighbourhood
Services #
In progress
In progress. New
vehicles expected in
July / August. Rollout
of new service planned
for September. Other
items progressing and
will be brought back to
Council as needed in
due course
11.7
(1) work with the local communities in Torfaen to gain
“Working to be Dementia friendly” recognised status, with a
view to making Torfaen the second “Dementia Friendly” county
in Wales
(3) work in partnership with Aneurin Bevan Health Board to
continue to develop and improve services for people with
dementia
(4) encourage councillors and staff of TCBC to become a
‘Dementia Friend’ through the Alzheimer’s Society
“Dementia Friends” initiative
(5) participate in awareness raising activities during Dementia
Awareness week
(6) ensure that due consideration is given to people living
with dementia and their carers by including them explicitly in
Equality Impact Assessments
Councillor Owen –
Dementia Champion
+
CO Social Care and
Housing – lead officer
+
Chief Exec
+
Equalities Manager
21 Oct
2014
MQ 7
EM Resources & Corp
Governance
9 Dec
2014
3 Feb
2015
3 March
MQ1a
Circulate to all members the findings of the analysis to be
undertaken of the practise and necessity of printing hard copy
documents across the Council
Provide reply in writing to Cllr Rees re compliance with the
Welsh Public Procurement Policy
replace existing ‘standard’ mobile phones with an appropriate
Smart alternative as soon as practically possible
Organise a presentation to members about Greenmeadow
Page 49
21 Oct
2014
10.4(2)
7.11
EM Resources & Corp
Governance
Head of Strategic and
Democratic Services
Leader of the Council
The Dementia
Champion is working
with Phil Diamond and
a forum group to push
and promote
businesses and
communities to be
dementia friendly. The
group have submitted
an application to the
Dementia Society for
the recognition process
for “dementia friendly”
which has been
successful and have
built up an action plan
and achieved the
accreditation. I am
going to arrange a
member seminar on
dementia which will
also try and get
members and officers
to become dementia
friendly. Other
initiatives remain
ongoing *
To be circulated in the
new financial year
2015
3 March
2015
3 March
2015
3 March
2015
3 March
2015
8.2
8.2
10.4
MQ8
Page 50
14 April
2015
14 April
2015
13.11
19 May
2015
Various
14.3
Action list updated by:
Farm; why it was created and its benefits to the community
Circulate KS4 school attendance data for looked after children CO Social Care and
to all members
Housing
Circulate information on foster carer numbers to all members
CO Social Care and
Housing
Amend the Constitution to include the new Pension Board
Chief Legal Officer &
Monitoring Officer
Organise a member seminar at the Congress Theatre with reps Leader of the Council
from all the former Gwent authorities and others including Prof
Kevin Morgan and Anne Beynon re the Cardiff City Region
Submit the Council’s response to the Local Government White Cllr Richard Clark
Paper to the Welsh Government
Ask Gwent Cremation Joint Committee to consider extending Interim Committee &
opening hours for funeral services
Members Services
Manager
Inform all staff, partners, outside bodies etc of appointments Lead Officer Council +
made at the Council’s annual meeting
Interim Committee &
Member Services
Manager
Completed – version
39 issued 24 April 15 *
Completed *
Completed *
Richard Gwinnell, Lead Officer Council and Shadow Lead Officer, Elections on 12 June 2015
* denotes that the action has been or is being taken - so the action will be removed from the list following Council on 23 June 2015
CO = Chief Officer
EM = Executive Member
MQ = Member Question
PQ = Public Question
# the role of the Chief Officer Neighbourhood Services is currently being covered by the Chief Officer Planning and Public Protection
NB
the Consultation Monitor (which lists consultations being undertaken by other organisations, to which the Council may wish to
respond, and who will respond if so) which was previously submitted to Council meetings is now circulated by e-mail to all
members for information and comment as required. Please contact Richard Edmunds, Head of Strategic and Democratic Services
on 01495 742545 or [email protected] in the event of any queries on the consultation monitor
Agenda Item 10
Agenda item xx
COUNCIL
23rd JUNE 2015
PROPOSED NEW PRUDENTIAL BORROWING AND REVISIONS TO THE TREASURY
MANAGEMENT INVESTMENT STRATEGY
Report Submitted by:
Report Written by:
Sue Evans, Chief Officer Social Care & Housing
Nigel Aurelius, Assistant Chief Executive (Resources)
Neil Howell, Head of Housing and Business Support, and
David Lilly, Head of Financial Services
1.
Area Affected
1.1
County Borough wide.
2
Purpose of Report
2.1
To update Council on the:
a) Award of a capital grant by Welsh Government to support the development of
gypsy traveller sites and
b) Funding proposal for the project.
2.2
To gain Council approval for:a) An increase in the level of new prudential borrowing by up to £0.7 million.
b) The related changes to Prudential Indicators.
4
Background
4.1
Local Authorities have a statutory duty to assess the needs of the Gypsy and
Traveller Community and to provide sufficient provision where a need has been
identified. The most recent assessment carried out in Torfaen, identified a need for
an additional 31 pitches to be provided in Torfaen to meet current demand.
In March 2015, Torfaen Housing Services applied for Welsh Government funding to
expand the current Gypsy and Traveller site, adjacent to the existing Shepherds Hill
site, to meet the needs of the existing community and ensure that sufficient
provision exists for projected population growth in the next few years. The new site
will provide the required additional pitches but will be delivered on a phased basis.
The first of which will focus on the remediation of the allocated land for the new site
and the provision of 10 new pitches, which will help to alleviate overcrowding on the
existing site.
The development of a new site will have a significant impact on the health and
wellbeing of the resident community. The current site is overcrowded, which has
created a number of health and safety concerns, especially with pitch boundaries
being encroached upon and car parking causing anxiety to residents.
The site will also enable the Council to meet its statutory requirement to make
provision for adequate sites where a need has been identified as part of the Local
Development Plan process.
Page 51
The prudential borrowing outlined in this report will ensure that the Council has
sufficient funds to successfully deliver phase 1 of the new site i.e. an additional 10
pitches.
4.2
Welsh Government funding has been awarded for the period 1st April 21015 to 31st
March 2016 and must be claimed in full by 30th June 2016.
The costs of delivering the project are contained within the following table:
Shepherds Hill - Phase 1 Development Costs
Eligible Costs Ineligible Costs
Summary
£
£
0
Preliminaries
100,317
0
Site Clearance
1,260
715,000
Mining Remediation Works
0
0
Boundary Fence
19,263
0
Drainage and Utilities
182,241
0
Earthworks
110,323
0
Roads
78,389
0
Kerbs and Footways
18,413
0
Traffic Signs and Road Markings
33,528
0
Street lighting
11,245
0
Caravan Pitches (10Nr.)
72,094
0
Amenity Blocks (10Nr.)
300,000
0
Play Areas
12,500
0
Footpath
20,000
0
Work to Existing
50,000
715,000
Total Estimated Construction Cost
1,009,573
35,750
Design Risk (Contingency) 5%
50,479
35,750
Construction Risk (Contingency) 5%
50,479
71,500
Professional Fees 10%
100,957
1,211,488
858,000
Total Estimated Cost for Phase 1 Works
4.3
The funding of the project is outlined within the following table:
£
Welsh Government grant
Accumulated service reserve
Prudential borrowing
Total
4.4
1,211,488
158,000
700,000
2,069,488
The expansion and refurbishment of the current Shepherds Hill site is included
within the Local Development Plan and has received full planning permission.
Maintenance of facilities on the existing site have been undertaken to improve and
manage health and safety issues. Approval of the new borrowing will assist the
Council to progress the next stages of the project and expand the Gypsy and
Traveller site. The new borrowing will be utilised to fund the Remediation works, the
costs of which are not included in the WG Grant allocation.
Page 52
4.5
The Council’s original capital expenditure plans, outlined in the table below, were
approved by Council on 3rd March 2015, and did not include any allowance for the
Gypsy Traveller site development.
Capital Expenditure
Funded by:
Capital receipts
Capital grants
Revenue
Net financing need for the year
Net need met by:
Supported borrowing and
Unsupported borrowing
2015/16
Estimate
£m
29.68
2016/17
Estimate
£m
16.05
2017/18
Estimate
£m
13.67
8.57
12.47
0
8.64
6.17
3.48
0
6.40
2.51
2.29
0
8.87
2.71
5.93
2.71
3.69
2.71
6.16
4.6
Capital expenditure can be paid for immediately by resources such as capital
receipts, capital grants etc., but if these resources are insufficient any residual
expenditure will produce a borrowing need in the form of either supported, or
unsupported/prudential borrowing.
5
Impact of the Proposed Changes on the Capital Programme and Other
Prudential Indicators
5.1
As outlined in 4.3 above, there is a requirement to undertake additional prudential
borrowing of up to £700,000 in 2015/16 in order to meet the requirements of the
revised Capital Programme as a result of implementing this development project.
5.2
The revised borrowing figures, including the impact of the additional £.7 million, are
shown in the table below (this updates the table in 4.5 above).
Capital Expenditure
Funded by:
Capital receipts
Capital grants
Revenue
Net financing need for the year
Net need met by:
Supported Borrowing
Unsupported Borrowing
2015/16
Revised
Estimate
£m
31.75
2016/17
Revised
Estimate
£m
16.05
2017/18
Revised
Estimate
£m
13.67
8.57
13.68
0.16
9.34
6.17
3.48
0
6.40
2.51
2.29
0
8.87
2.71
6.63
2.71
3.69
2.71
6.16
Page 53
5.3
Part of the capital programme outlined above will be financed directly through
Government Grants, capital receipts and other contributions, leaving a balance,
which will increase the Council’s external borrowing requirement known as our
Capital Financing Requirement (CFR). The impact upon the Capital Financing
Requirement (CFR) is as follows:-
Closing Approved CFR – March
2015
Impact of new borrowing
Revised Closing CFR
2015/16
Revised
Estimate
£m
126,187
2016/17
Revised
Estimate
£m
128,312
2017/18
Revised
Estimate
£m
132,887
700
126,887
665
128,977
630
133,517
5.4
The MRP for the prudential borrowing will be recovered over the life of asset on which
the expenditure is made.
5.5
The new capital spending proposal in 5.2.1 and 5.2.2 is forecast to have a nil impact
on the level of Council Tax.
5.6
A specific resource of £70,000 has been included within the Social Care & Housing
revenue budget to finance the recurring costs of the prudential borrowing. The
actual annual cost of the borrowing will be transferred from the Social Care &
Housing revenue budget to the Capital Financing budget upon completion of the
scheme.
6
Recommendation
6.1
It is recommended that the Council:a) Approve the increase in the level of new borrowing by up to £700,000 in
2015/16;
b) Approve the changes to related Prudential Indicators.
Background Papers
Budget 2015/16 – Appendix Five: Treasury Management Strategy
and Prudential Indicators. – 3rd March 2015.
Page 54
Agenda Item 11
COUNCIL
23 JUNE 2015
DELIVERING CORPORATE PLAN 2 (CP2) - THE COUNCIL’S 2015/16 FORWARD
FACING IMPROVEMENT PLAN
Report Submitted by:
Report Written by:
Alison Ward, Chief Executive
Corporate Improvement & Scrutiny Team
1.
Area Affected
1.1
County Borough Wide.
2.
Purpose of Report
2.1
To approve the Council’s 2015/16 Forward Facing Improvement Plan.
3.
Key Messages
3.1
Under part one, section 15 of the Local Government (Wales) Measure 2009 and
related guidance issued by the Welsh Government, the Council is required to
publish an annual Forward Facing Improvement Plan, containing its agreed
improvement objectives for the year ahead, as soon after the start of the financial
year as possible.
3.2
The Council’s 2015/16 Forward Facing Improvement Plan has been prepared
using information from the Council’s agreed 2015/16 budget, Medium Term
Financial Plan and Service Plans.
3.3
It sets out the key areas of improvement for the year ahead and outlines the
activities and measures that will be used to demonstrate the Council’s progress in
these areas.
3.4
Progress against this Plan must be reported to citizens in October 2016.
4.
Recommendation
4.1
That Council approves the Council’s Forward Facing Improvement Plan for the
2015/16 financial year, attached as appendix one to this report.
5.
Background
5.1
At the start of each financial year, the Council is required to publish a Forward
Facing improvement Plan setting out its improvement objectives for the year
ahead.
5.2
These objectives should capture the main short-term issues the Council wishes to
improve for Torfaen citizens during the year and they must seek to improve these
issues in relation to at least one of the following:

Strategic effectiveness - contributing to achieving our strategic objectives.

Service quality - improving the quality of our services.
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5.3

Service availability - improving the availability of our services.

Fairness – reducing the disadvantages faced by particular groups accessing
or using our services or improving social well-being.

Sustainability - providing our services or functions in a sustainable way.

Efficiency - improving the way we use our available resources.

Innovation - altering the way we provide our services (or functions) so they
lead to any of the six points above.
Continuous improvement does not mean all Council services and functions have
to improve in measureable terms, but in setting improvement objectives for the
year, it is important that:

They are relevant;

The best arrangements for delivering them are in place; and

The impact on the outcomes for citizens is understood and can be
demonstrated.
5.4
In June 2011, the 25 outcome statements, defined under the seven priorities in
CP2, were selected as the Council’s improvement objectives for the duration of
the Plan (until March 2016), subject to annual review to make sure they remain
relevant for citizens and affordable within any budget constraints.
6.
The Council’s 2015/16 Forward Facing Plan
6.1
Since the Council adopted CP2, it had always been the intention to deliver
improvements in all 25 objectives over the five year life of CP2. However, each
year it became more obvious, with ever diminishing resources, if the Council’s
improvement activity is to be successful, it needs to be concentrated on a smaller,
more tightly defined selection of objectives.
6.2
The severe contraction in the Council’s funding, a like for like reduction of 4.1% in
2015/16, taken together with the current economic climate and the future financial
outlook, means the Council’s aim of focusing on all 25 improvement objectives
before March 2016 is no longer feasible and is now unachievable.
6.3
Whilst CP2 remains the Council’s main policy guiding document, and the 25
improvement objectives an aspiration, the improvement plan for the 2014/15
financial year contained a much narrower focus, which was reflective of the
budget the Council agreed for that year.
6.4
This condensed focus mirrored the decisions taken in relation to the formulation of
the Council’s 2014/15 budget and reflected the Welsh Government’s continuing
policy direction to promote education, social care and recycling; an increasing
demand for the Council’s social care services; and the need to address the
findings of recent ESTYN inspection reports received in relation to the Council’s
education provision.
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6.5
Even though these services have not received the same level of protection within
the 2015/16 budget setting process, it is recognised any further reduction in the
number of Improvement Objectives selected by the Council will not best represent
the Council’s ambition of affording protection to the most vulnerable in our
communities.
6.6
Continuity is important, so it was therefore agreed at Cabinet in February 2015 our
Improvement Objectives for 2014/15 should be maintained in 2015/16, reaffirming
the Council’s commitment to supporting both the policy direction of the Welsh
Government and providing services to those most in need. Accordingly, the short
term improvement objectives for the year ahead will see the Council continue to
support schools, protect the vulnerable and maintain spending on waste.
6.7
These 10 improvement objectives will form the basis of the Council’s published
Improvement Plan for the financial year ahead, but it should also be remembered
the Council’s approach to service and team planning is based around all 25
agreed improvement objectives from CP2.
6.8
Once again this year through the budget process the Council has endeavoured to
protect front line services as far as they possibly can, and through the continuous
monitoring of the agreed service and team plans the Council will be able to
evaluate its efforts to maintain current performance levels for CP2 in its entirety.
Therefore even though there has been a reduction in the number of improvement
objectives it does not mean other service areas within the Council will stop trying
to improve the services they deliver.
7.
Consultation
7.1
As all members are aware, the Council’s second Corporate Plan (CP2) was
developed by elected members and adopted by full Council on 12 April 2011.
7.2
The Plan contains seven priorities defined by 25 outcome statements
(improvement objectives). These were formulated following an extensive member
led exercise, based on the views of citizens, stakeholders and service
professionals, and local demographic data.
7.3
The Council recognises the importance of testing its published improvement
objectives with Torfaen citizens and as such public engagement exercises were
undertaken in November 2011 and November 2012, both designed to ascertain
which of the 25 objectives needed to be addressed immediately, which ones could
wait a year or two and which ones could wait longer. However in the last 2 years,
due to the very difficult funding climate facing the Council, it has been more about
informing citizens about the potential impact on services, rather than asking them
to prioritise the Council’s 25 improvement objectives for the year ahead.
7.4
To raise the awareness of the scale of the challenge the Council faced in setting
its 2015/16 budget, and to assist the Council in understanding what services
matter most to its communities, a “What Matters to You” engagement campaign
was undertaken last year. This engagement campaign comprised of three
activities. Firstly, a headline article in the August 2014 edition of Torfaen Talks,
secondly the use of an online budget simulator where users had an opportunity to
set a balanced budget by selecting and reducing a service area’s funding by £6
Million. Lastly, a series of roadshows were held for members of the public to come
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along and discuss how they thought the council should prioritise its services and
also join in wider conversations about the future direction of local government and
public services.
7.6
Whilst the public response was not overwhelming, the engagement did; highlight
to citizens the scale of our financial challenge faced by Torfaen Council, enhanced
understanding of the budget setting process and consequently how this results in
the setting of service priorities for the year ahead.
8.
Implications
8.1
Policy –
8.1.1
The Corporate Plan provides the key framework for all policy decisions to be
considered.
8.2
Legal –
8.2.1
There is a legal requirement for the Council to publish a Forward Facing
Improvement Plan for the year ahead as soon after the start of each financial year
as possible.
8.3
Financial –
8.3.1
Whilst there are significant financial implications associated with delivering the
agreed improvement objectives, these are related to the choices the Council faces
each year as part of the budget process.
8.3.2
All activities captured in the 2015/16 Improvement Plan have been addressed as
part of the Council’s 2015/16 budget process and appear as funded activities in
the Council’s service and team plans.
9.
Action to be taken following decision
9.1
Following approval, the Council’s 2015/16 Forward Facing Improvement Plan will
be provided to the Wales Audit Office for their assessment on the Council’s
arrangements to secure continuous improvement.
9.2
The Plan will also be published on the Council’s website and a summary version
published in the Council’s newsletter, Torfaen Talks.
9.3
Progress in delivering the improvement objectives will be monitored continuously
through the service planning process using the Council’s performance
management system.
10.
Recommendation
10.1
That Council approves the Council’s Forward Facing Improvement Plan for the
2015/16 financial year, attached as appendix one to this report.
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Appendices
Appendix 1 – 2015/16 Forward Facing Improvement Plan
Background
Papers
The Local Government (Wales) Measure 2009
Torfaen County Borough Council’s Corporate Plan 2011 - 2016
For a copy of the background papers or for further information about this report,
please telephone :
Tom Roberts, Senior Corporate Improvement and Scrutiny Officer on 01495 766298
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OUR IMPROVEMENT PLAN
FOR THE FINANCIAL YEAR 2015/16
DELIVERING OUR CORPORATE PLAN 2 (CP2)
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OUR VISION FOR TORFAEN
Torfaen: A safe, prosperous, sustainable place where
everyone has the opportunity to be the best they can be
OUR COUNCIL VALUES
Supportive
Fair
Effective
2
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OUR 2015/16 IMPROVEMENT PLAN
DELIVERING OUR CORPORATE PLAN 2 (CP2)
1.
Introduction
Page 4
2.
Linking our Improvement Plan to delivering CP2
Page 4
3.
Selecting our improvement objectives for 2015/16
Page 4
4.
Linking our improvement objectives to our 2015/16 budget
Page 7
5.
The estimated cost of our services in 2015/16
Page 8
6.
The implications of our funding allocations for 2015/16
Page 10
7.
Embedding our underlying principles and themes in 2015/16
Page 12
8.
Working with our partners - linking to Torfaen Together
Page 15
9.
Demonstrating our improvement
Page 15
10.
Reporting our progress
Page 16
11.
Delivering our improvement objectives during 2015/16
Page 18
Contact details
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This document constitutes Torfaen County Borough Council’s Forward Facing
Improvement Plan, prepared under part one, section 15 of the Local Government
(Wales) Measure 2009 and related guidance issued by the Welsh Government.
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1. Introduction
At the start of each financial year, as a Council we are required to publish a forward facing
improvement plan setting out our short term improvement objectives for the financial year
ahead.
To ensure we concentrate our efforts on the right things and to show our commitment to
improving the areas that matter most to Torfaen citizens, our annual improvement plan and
objectives are derived directly from our Corporate Plan, CP2.
2. Linking our 2015/16 improvement objectives to delivering CP2
CP2 has been integral to our direction since its adoption in 2011 and continues to influence
decisions we make about the delivery of our services and the areas where we allocate and
spend our money.
Its primary focus is on supporting the most vulnerable citizens in our communities and
reflects our commitment and ambition to enrich the lives of people living in the County
Borough.
It sets out seven overarching priorities, each of which is defined by a number of outcome
statements. Each year we are required to publish a set of priorities known as improvement
objectives for the year ahead. In June 2011, we decided to select all 25 outcome statements
from CP2 as our improvement objectives for the year ahead, subject to annual reviews to
make sure they remain relevant to citizens and affordable within any budget constraints.
3. Selecting our improvement objectives for 2015/16
Since we adopted CP2, it had always been our intention to deliver improvements in all 25
objectives over the five year life of CP2. However, each year it has become more obvious,
with ever diminishing resources, if our improvement activity is to be successful, it needs to
be concentrated on a smaller, more tightly defined selection of objectives.
There has been a severe contraction in the funding we have available to us, a like for like
reduction of 4.1% in 2015/16, taken together with the current economic climate and the
future financial outlook, means our desire to focus on all 25 improvement objectives before
March 2016 is no longer feasible and is now unachievable.
Whilst CP2 remains our main policy guiding document, and the 25 improvement objectives
an aspiration, the improvement plan for the 2014/15 financial year contained a much
narrower focus, which was reflective of the budget we agreed for that year.
This condensed focus mirrored the decisions taken in relation to the formulation of our
2014/15 budget and reflected the Welsh Government’s continuing policy direction to
promote education, social care and recycling. This allied with an increasing demand for our
social care services; and the need to address the findings of recent ESTYN inspection
reports received in relation to our education provision.
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Even though these services have not received the same level of protection within the
2015/16 budget setting process, it is recognised any further reduction in the number of
selected Improvement Objectives would not best represent our ambition of affording
protection to the most vulnerable in our communities.
Continuity is important, so we therefore agreed in February 2015 that our Improvement
Objectives for 2014/15 should be maintained in 2015/16, reaffirming our commitment to
supporting both the policy direction of the Welsh Government and providing services to
those most in need. Accordingly, the short term improvement objectives for the year ahead
will see us continue to support schools, protect the vulnerable and maintain spending on
waste.
These 10 improvement objectives will form the basis of our published Improvement Plan for
the financial year ahead, but it should also be remembered our Council’s approach to
service and team planning is based around all 25 agreed improvement objectives from CP2.
For the 2015/16 financial year, we intend to concentrate our resources and activities on the
main areas afforded protection in the formulation of our 2015/16 budget, namely:
 Our schools;
 Our social care services; and

Our waste services.
Once again this year through the budget process we have endeavoured to protect front line
services as far as we possibly can, and through the continuous monitoring of the agreed
service and team plans we will evaluate our efforts to maintain current performance levels
for CP2 in its entirety. Therefore even though there has been a reduction in the number of
improvement objectives it does not mean our other service areas will cease trying to
improve the services they deliver.
So….
Our published improvement objectives for 2015/16 are set out in the table overleaf, grouped
under our main areas of funding protection for the year ahead.
We recognise the importance of testing our published improvement objectives with Torfaen
citizens and as such public engagement exercises were undertaken in November 2011 and
November 2012, both designed to ascertain which of the 25 objectives needed to be
addressed immediately, which ones could wait a year or two and which ones could wait
longer. However in the last 2 years, due to the very difficult funding climate facing us, it has
been more about informing citizens about the potential impact on services, rather than
asking them to prioritise our original 25 improvement objectives for the year ahead.
To raise the awareness of the scale of the challenge we faced in setting the 2015/16
budget, and to assist us in understanding what services matter most to our communities, a
“What Matters to You” engagement campaign was undertaken. This engagement campaign
comprised of three activities. Firstly, features in the August and October editions of Torfaen
Talks, secondly the use of social media and an online budget simulator where users had an
opportunity to set a balanced budget by selecting and reducing a service area’s funding by
£6 Million. Lastly, a series of roadshows were held for members of the public to come along
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and discuss how they thought we should prioritise services and also join in wider
conversations about the future direction of local government and public services.
The roadshows took place at Blaenavon Heritage VC Primary School, Pontypool Civic
Centre, and Cwmbran Stadium over the evenings of the 21st to the 23rd October 2014. In
addition specific engagement sessions were held with the Older People’s and Young
People’s Forums at Widdershins and Ashley House on the 23rd of October and the 12th of
November 2014.
Feedback was considered by our scrutiny members prior to them considering the budget
proposals and selection of our improvement proposals and activities for the year ahead.
Whilst the public response was not overwhelming, the engagement did highlight to citizens
the scale of the financial challenge we face, enhanced understanding of our budget setting
process and consequently how we set our service priorities for the year ahead.
Our 2015/16 Improvement Objectives
Raising
educational
attainment
Protecting
social care
services
Increasing
recycling
rates
1
Raise standards of educational attainment
2
Ensure learning for all children and young people is inclusive and
accessible
3
Transform educational provision for young people aged 14 to 19
4
Ensure children are safe
5
Support and protect vulnerable children
6
Ensure people’s needs are assessed in a timely manner and the care
provided is appropriate
7
Ensure the range and quality of social care services is appropriate to
meet people’s needs
8
Promote people’s independence
9
Improve access to social care services
10
Deliver efficient and effective waste and recycling services
6
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4. Linking our improvement objectives to our available budget
2015/16 was another incredibly tough budget setting year for us given the 4.1% like for like
reduction in funding from Welsh Government, which followed a similar cash reduction in
2014/15. However our budget for 2015/16 was agreed at Council in March 2015. The key
messages from this were:
 A very difficult funding position and budget for 2015/16;
 A budget which honours the protection for schools and, although not to the level as in
previous years, provides ‘relative protection’ to social care;
 The budget provides funding for the continuation of the Highways LGBI (capital
investment support for Highways) to the same level as the last three years despite WG
ending their funding support;
 Contains a set of mitigation measures which, whilst being difficult, try to avoid shutting
services / provision completely, instead looking to reduce or reconfigure current service
provision;
 At 4.75% a council tax increase that is higher than has been the case in previous years
as we do our utmost to protect service levels, balanced against the need to protect
householders; and
 A capital programme that continues to support our 21st century schools ambitions which
will really start to impact in 2015/16 as we begin building new replacement schools and
remodel other schools.
Most of the money available to us is determined by the Welsh Government (WG) through our
final settlement and hypothecated grants.
The only significant resources available for us to determine in respect of our revenue income
are fees and charges for the services we provide and the level of our Council Tax. Despite
the impression of many people, Council Tax represents only around 14% of our gross
funding.
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5. The estimated cost of our services in 2015/16
Our 2015/16 revenue budget
2014/15
2015/16
£
Education
Services
Income
from services
2014/15
2015/16
£
£
85,719,761
83,040,997
Social Care &
Housing
59,764,501
Neighbourhood
Services
equals
Expenditure
on services
less
The table below sets out how we have allocated our revenue budget across our service
areas for the 2015/16 financial year ….
Net
expenditure
2014/15
2015/16
£
£
£
(19,091,164)
(17,137,815)
66,628,597
65,903,182
56,867,547
(18,006,978)
(15,655,716)
41,757,523
41,211,831
27,460,049
25,552,650
(9,520,523)
(8,334,951)
17,939,526
17,217,699
Planning &
Public
Protection
3,240,592
3,041,868
(958,741)
(854,378)
2,281,851
2,187,490
Public Services
Support Unit
1,578,140
1,636,553
(517,566)
(611,500)
1,060,574
1,025,053
SRS / ICT
3,521,750
3,071,750
(180,000)
(0)
3,341,750
3,071,750
Resources
42,484,903
45,693,611
(36,561,149)
(40,227,955)
5,923,754
5,465,656
Community
Services
21,044,678
12,777,783
(19,029,127)
(10,844,893)
2,015,551
1,932,890
Strategic
Services
5,069,888
4,448,899
(714,819)
(352,729)
4,355,069
4,096,170
Council Tax
Reduction
Scheme
8,298,544
8,380,213
(0)
(0)
8,298,544
8,380,213
Capital financing
& other costs
17,683,197
17,965,642
(2,394,735)
(2,009,702)
15,288,462
15,955,940
SERVICE
TOTAL
275,866,003
262,477,513
(106,974,802
(96,029,639)
168,891,201
166,447,874
General Fund
Services
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This expenditure is funded by the following sources ….
2014/15
2015/16
£
£
Redistributed Non-Domestic Rates
28,438,480
26,097,362
Revenue Support Grant
107,048,173
104,447,224
Funded by Council Tax (including precepts)
33,404,548
35,903,288
Total funding available
168,891,201
166,447,874
Sources of funding
Please note: our income and expenditure shown here have been adjusted for internal recharges
Our capital programme for 2015/16
It is estimated £29.677m will be invested in Torfaen in the form of Capital Works in 2015/16
which we hope to supplement by additional grant assistance during the course of the
financial year.
Our capital programme continues to be dominated by Phase A of the 21 Century Schools
programme. This programme totals £81.6 million, with 50% being funded by the Welsh
Government and 50% falling to us to fund.
2014/15 was the first significant year for the practical development of our 21st century
schools programme and 2015/16 will see this accelerate. We are committed to spend a total
of £23.5m during 2015/16, including:
 Over £15m on 3 new primary schools; Blenheim Road, Llantarnam and Ysgol Panteg,
and
 Over £5.3m on the initial re-modelling of the new Cwmbran High school.
We also need to make investments to the rest of our assets and as such our capital
programme includes the following projects ….

A further £350K for the refurbishment of Penygarn Primary School.

£1.1m for disabled facility grants - this money will support the allocation of means-tested
local government grants to help towards the cost of adaptions needed to enable people
to continue to live in their own homes;

£1m for the continuation of the Highways local government borrowing initiative (LGBI)
scheme even though funding support from WG has ended

£700K to purchase new wheelie bins as we roll out ‘skinny bins’ across Torfaen to
increase recycling rates.
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
£300K for the completion of our multi year Pontypool Settlement project – a project made
up of various schemes to encourage the economic regeneration of Pontypool Town
Centre and the surrounding neighbourhood areas of Trevethin and Garndiffaith;

£643K allocation for our Renewal Area - to support homeowners to renovate their
properties in these area
6. The implications of our funding allocations for 2015/16
To give a level of financial protection to our selected improvement objectives we have taken
some really difficult decisions to reduce our expenditure in various areas during the year
ahead.
In the past we have protected schools and social care – both in absolute terms and relative to
others – over several budget rounds which have inevitably placed a squeeze on all other
services.
For 2014/15 these services equated to well in excess of half of the overall net budget.
Therefore continuing this approach for 2015/16 without looking for savings across all our
service areas would prove extremely challenging.
This year, we decided to ….
 Continue to honour the protection in respect of our schools whilst recognising despite this
they will continue to face difficulties in addressing their financial pressures.
 Not provide the same level of protection to our social care services as in the recent past.
This is a position we find difficult with our focus on the most vulnerable in society,
however, the service is receiving ‘relative protection’ when compared to some other
service areas.
To assist us in achieving a balanced budget, we also developed a number of one off
corporate projects which alleviated the need for us to make further decisions regarding our
services to citizens …
 We adjusted our assumed Council Tax collection rate, from 98% to a position where 99%
of Council Tax debt will be assumed to be collected which equates to £350K;
 The number of properties required to pay Council Tax has risen increasing income by
£300,000;
 We have reduced the Fire Levy by £79,000 – based upon the funding requirement
outlined by the Chief Fire Officer;
 We have included an income budget of £100,000 for Gwent Crematorium to recognise
the regular surpluses that it distributes to it’s constituent authorities;
 We vacated Police Headquarters in Cwmbran making accommodation savings of £100K.
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However, the decisions outlined above still mean that during 2015/16 we plan to make
many changes to services, these include….
 Reduce non-statutory collaborative music and outdoor education services.
 Reduce the birthday and Christmas allowance for looked after children.
 Increase day and domiciliary care income to the higher level cap of £55 - £60.
 Increase community wheels charge by 30p to £4.50.
 Reduce community support resulting in a reduced support service for some vulnerable
people.
 Ensure we are only responding to our statutory Social Care duties to meet eligible need.
 Undertake further right sizing of Social Care packages, linked to change in eligibility
criteria.
 Reduce residential placements in Children’s Services by proactively reducing the length
of stay.
 Adjust adult respite services so they are only provided within block contracts thereby
limiting the choice available to clients and carers .
 Manage demand by placing greater reliance on carers, extended families, third sector
and social enterprises to do more to help vulnerable people secure their own care and
support needs.
 Operate a waiting list for services based on available funding resulting in clients waiting
longer at home and in hospital.
 Restrict services to maximise the use of Direct Payments and Shared Lives before any
other alternative options are considered, limiting client choice.
 Reduce the maintenance budget for street lighting.
 Increase fees and charges in our cemeteries.
 Increase trade waste charges and continue to introduce charges for trade recycling.
 Reduce the service provision offered by our Library Service or seek a longer term
alternative delivery model.
 Look to alternatives in respect of the grant provided in respect of allotments.
 Develop an alternative delivery model for our public toilets.
 Introduce charges for van permits at the Household Waste Recycling Centre.
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These savings measures will be very difficult for us to deliver, but we believe they are
achievable. Inevitably, the impact will be felt at both service and community level, but no
significant reduction in the overall provision of any of our services should be seen.
We recognise there are risks associated with a number of these savings proposals, but they
will be carefully implemented with appropriate communication and engagement with all those
affected.
All our proposed changes were subject to rigorous equality impact assessments, the results
of which showed saving proposals should have a proportionate impact when judged within
the current financial context and that through the advised process, financial decisions have
been made sufficiently cognisant of their overall equality impact.
7. Embedding our underlying principles and themes
We have six common principles and themes we consider when we are planning and
delivering our services. These are …
 Promoting sustainability
 Reducing inequality
 Promoting the Welsh language
 Enhancing wellbeing
 Improving communication and engagement
 Exploring innovation and efficiency
We adopted these principles in 2011 as part of CP2. To continue our progress in embedding
these principles and themes in our work, this year we will ….
 Promote sustainability amongst our staff so they are better informed and better able to
become ambassadors in the wider communities where they live.
We will…
i)
Undertake work to help us prepare for the requirements of the Well-being of Future
Generations (Wales) Act 2015. This is about improving the social, economic,
environmental and cultural well-being of Wales and places a duty on public bodies to
carry out sustainable development.
ii)
Continue to work with our service areas to reduce carbon emissions through undertaking
energy efficiency measures in the buildings they occupy.
 Reduce inequality by undertaking our legislative requirement to review our equality
objectives every 4 years. A consultation and engagement process will be developed and
undertaken by 31 March 2016 that is mindful of other policy and legislative considerations
(primarily, the Well-being of Future Generations Wales Act 2015 and the development of
our next Corporate Plan).
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We will:
i)
Develop an equality themed information and advice hub for employees.
ii)
Provide specialist on-going advice across all our service areas in relation to service
development on issues of equality and human rights.
iii) Refine and support an effective Equality (Policy) Impact Assessment process to support
us in making good decisions.
iv) Support the development of new Gypsy and Traveller provision in Torfaen.
v)
Deliver or commission as appropriate, an effective equality and human rights centred
training programme for our staff.
 Promote the Welsh Language by delivering the targets in our Welsh Language Scheme
and ensuring we are adequately prepared to deliver the Welsh Language Standards.
We will …
i)
Deliver and monitor our Welsh Language Scheme.
ii) Develop an action plan on the implementation of the Welsh Language Standards.
iii) Maintain the Welsh Language version of our website.
iv) Develop additional Welsh language capacity to ensure that the Welsh language is not
treated less favourably.
v) Increase the presence of Welsh language within the community.
vi) Promote Welsh Language and Culture.
 Continue to build on the impact that many of our statutory functions have on enhancing
wellbeing, through ensuring we are able to comply with forthcoming legislative changes
and welfare reform:
We will …
i)
Prepare for the impact of the Social Services and Well-being Act and the Housing Acts.
ii)
Revise the programme structure and approach in the light of the next wave of Welfare
Reform changes.
iii) Prepare for the requirements of the Well-being of Future Generations (Wales) Act 2015.
The Act will require:
A Public Services Board to be established to improve the economic, social,
environmental and cultural well-being of the area by April 2016.
- The development of a strategic needs assessment by April 2017.
- The development of a Well Being Plan by April 2018.
-
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 Improve both our internal and external communication and engagement.
We will …
i)
Promote the ‘Stay Connected’ e-bulletins and alerts to increase citizens/staff registered
for automated, proactive information across email, SMS and social media on service
specific issues or information relevant to their location or interests.
ii) Increase membership of the Torfaen’s People’s Panel and increase public engagement
in council decision making processes and scrutiny.
iii) Undertake a resident satisfaction survey.
iv) Increase digital engagement with staff through a weekly gov.delivery news bulletin and
revamped intranet functionality, including regular snapshot surveys.
v) Undertake an annual survey of our employees ensuring results are published quickly,
suggestions are promoted widely and staff are enabled to develop their ideas and
provide feedback.
vi) Promote our intranet site ‘Swoop’ to non-desk based staff or those without easy access
to the internet in work.
vii) Extend our social media networks and communities, through increased use of video and
photography.
viii) Continue to webcast Council, Cabinet and committee meetings to ensure openness,
transparency and accountability of our decision making.
 Continue to explore innovation and efficiency so we maximise the use of our available
resources, drive down our costs, increase our productivity and improve our income levels.
We will …
i)
Continue to introduce purchasing cards to streamline our purchasing processes.
ii)
Continue to work with Value Wales to streamline our interactions with our suppliers
(Value Wales is a division of the Welsh Government which has the role of supporting
public sector organisations in making the Welsh pound go further and the Welsh National
Procurement Service).
iii) Introduce an updated web payments service to enhance/streamline customer
interactions.
iv) Continue to implement the Modern.gov system to streamline and standardise the
management of our committee meetings.
v) Pilot a mobile worker application in Streetscene that will see frontline staff being able to
receive and update work tasks using a mobile device, cutting down on administration and
travel costs.
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vi) Increase usage of our online transactional services by launching a new responsive
website that gives them greater prominence.
vii) Reduce the amount spent on printed materials by developing and expanding our new
Stay Connected e-bulletin service.
viii) Expand and improve the number of online services available on our website and mobile
app so people can easily report issues to us and we can provide important information to
them.
8. Working in partnership
In addition to linking our improvement objectives to our CP2, we are also continuing to work
in partnership with others from the public, private and voluntary sectors and local
communities to help improve the long term shared outcomes for the County Borough.
These long term shared outcomes are set out in Torfaen’s Single Integrated Plan, Torfaen
Together. This partnership document is collectively owned by the Torfaen Local Service
Board (LSB), a board made up of a number of partners who are working together to better
plan, resource and deliver quality services across Torfaen.
It highlights the areas that need long term improvement and sets out where the partners
intend to make these improvements over the next 10 years.
Wherever possible, our improvement objectives are linked to the partnership shared
outcomes demonstrating where our work is making a difference to these areas.
In the previous financial year the Local Service Board (LSB) decided to concentrate activities
and resources on improving outcomes for young people, children and their families. The
Prevention and Early Intervention Strategy, ‘Don’t Walk By’ was developed to this end,
demonstrating the LSB’s intent to support earlier identification, prevention and intervention to
families who need it most.
The focus on children and their families will continue in the foreseeable future. However
throughout the course of the year we will also need to work with our partners to prepare for
the introduction of the Well-being of Future Generations (Wales) Act.
9. Demonstrating our improvement
We will monitor our progress in delivering our improvement objectives throughout the year.
Through our service planning framework we will assess whether our planned activities are
really enhancing the wellbeing of people in Torfaen. We will monitor our budgets, service
plans and team plans to ensure the intended benefits of our activities are received by our
citizens and communities.
We will use our performance management system to manage our performance on a regular
basis, analysing the information presented to robustly challenge our progress across all our
service areas.
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Any identified risks associated with the delivery of our activities will be monitored on a
quarterly basis throughout the year so the level of risk can be reassessed if necessary. Any
risks that affect the whole organisation will be elevated to our Risk Register, which is agreed
and monitored on a regular basis by our Corporate Leadership Team.
Citizens, key stakeholders and our staff will be encouraged to play a major part in developing
our services and influencing the way we deliver them. Service users, school governors,
community councillors, young people and our people’s panel will be regularly invited to help
shape and improve our services and internal processes whenever possible. We will
undertake a residents survey during the year to help us better understand residents
satisfaction and the importance they place on the services we provide.
Our consultation and engagement activities will be coordinated through a number of forums
and websites including My Say and Flex, our engagement portal dedicated to supporting
young people to participate in our decision making.
We will continue to work closely with our external auditors and inspectors, including the
Wales Audit Office, Estyn and the Care and Social Services Inspectorate Wales (CSSIW).
Action plans prepared in response to any recommendations received will be actively
monitored through our Audit Committee and Overview and Scrutiny Committees to ensure
they are addressed in a timely manner.
Our self evaluation arrangements will continue to be a focus for us during the year ahead.
Our overview and scrutiny committees will play a key role in this task. Their work
programmes will be focussed on driving service improvement through policy development
and service review, challenging areas of poor performance and strengthening our decision
making arrangements. We will also continue to trial a new self evaluation framework across
all of our service areas, to test and review everything about the services we provide as a
precursor to producing our service and team plans for the next financial year.
Public involvement in our overview and scrutiny function will also be developed further.
Issues for scrutiny will be published in advance of the meetings on our Facebook and Twitter
pages to encourage citizens to provide us with valuable views and feedback and we will
continue to webcast all of our scrutiny meetings.
People with specific knowledge of areas under scrutiny will be invited to assist us to evaluate
our progress and performance. Invitees have included service users, partner agencies,
external regulators, union representatives, and front line staff such as teachers and social
workers. A public engagement in scrutiny strategy will be developed to secure a greater
involvement of residents and other stakeholders in the process. As part of this process we
will look to promote the use of the ‘Suggest an Item for Scrutiny’ webpage.
10. Reporting our progress
Throughout the year we will evaluate our performance against our improvement objectives to
provide an honest appraisal of our progress. We will analyse the benefits delivered by our
activities and using our overview and scrutiny function we will test if we need to redirect our
resources towards other activities next year.
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As in previous years and in accordance with the statutory requirements placed upon us by
the Local Government (Wales) Measure 2009, we will publish an annual performance report
highlighting our progress against this improvement plan in October 2016
The full version of the report will be available to view on our website and a summary version
of the report will be published in our newspaper, Torfaen Talks.
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11. Delivering our improvement objectives during 2014/15
Raising educational attainment ….
Why is this important?
Improving pupil attainment at Key Stage 4, particularly in English or Welsh and maths is
important because it opens up greater opportunities for learners in further education,
training and or work which might otherwise not be there.
The story so far …
 The percentage of our pupils attaining the level 2 threshold including English / Welsh
and maths has increased steadily over the last four years.
 Current performance at this threshold is below the Wales average, however, the gap
between the Torfaen and Wales average is narrowing and Torfaen performance has
improved steadily since 2009.
 At Key Stage 2 and Key Stage 3 the key outcome indicator is the Core Subject
Indicator (CSI) (English or Welsh first language, mathematics and science)
-
Key Stage 2 - The percentage of pupils attaining the CSI in 2013 was 89.08%.
This is an improvement of 7 percentage points since 2009.
Key Stage 3 - The percentage of pupils attaining the CSI was 79.82%. This is an
improvement of 21 percentage points since 2009.
 As a former iron and steel economy the valley faces many challenges in overcoming
our industrial legacy. Torfaen includes some of the most socio economically
deprived wards in Wales such as Trevethin and Thornhill. However, overall Torfaen
is an ‘average’ socio economic community within Wales.
 Learners’ aspirations are often too low.
 Parental involvement in their children’s education is not sufficiently developed.
 Quality of teaching across the county borough is variable and not always of a high
standard.
 Systems for assessment, tracking and intervention have been identified as key
factors in making improvements.

Many factors contribute to reasons why young people become disengaged from
education, employment or training, including but not exclusively: poor outcomes at
KS4, low self esteem and low aspirations, low levels of attendance at school,
behavioural issues, special educational needs, lack of parental engagement in
learning, insufficient volume of post 16 provision.
To deliver these improvement objectives we have taken the following decisions with regards
to our resourcing …

We have protected our schools funding as part of our 2015/16 budget.
 Allocated over £20m for the development of 3 new primary schools and the
redevelopment of Cwmbran High secondary school.
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Improvement Proposal 1 –
Raise standards of educational attainment
This improvement objective is directly linked to delivering our Corporate Plan priority …
Supporting families and children living in poverty
to get through the recession
Our key outcome indicator for this improvement objective …
Reported performance
% of pupils aged 15 who
achieved level 2
threshold including a
GCSE grade A*-C in
English or Welsh first
language and
Mathematics
Higher is better
2010/11
2011/12
43.4%
43.0%
2012/13
2013/14
2014/15
45.63%
50.57%
53.41%
Target for
2015/16
60.4%
Data Source: http://www.infobasecymru.net/IAS/dataviews/tabular?viewId=29&geoId=1&subsetId
Our improvement activities for 2015/16 are set out below.
Critical to progressing this improvement proposal, we will…
Deliver each of the actions outlined in our Estyn Post Inspection Action Plan
(recommendation one) via the Education Achievement Service (EAS) … to raise
standards across all phases of education with a particular emphasis on Key Stage 4
outcomes through improving the categorisation of our schools.
But we will also need to…

Implement a robust and accurate assessment and testing policy in partnership
with head-teachers (Teacher Assessment and Target Setting policy)… to ensure
the validity of our results and tracking of pupil progress is effective and our
interventions are timely.

Quality Assure the impact evaluation of the EAS Challenge Adviser
Programme… to ensure the EAS communicate relevant information and concerns are
communicated back to us, providing an accurate picture of each school’s progress.
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
Integrate the impact of the Additional Learning Need, behaviour and attendance
strategies with school improvement to narrow the achievement gap of
vulnerable leaners… to identify from the data the performance of vulnerable groups
of pupils in Torfaen in order to ascertain strengths and weaknesses in our provision.

Develop a school to school led partnership strategy for improvement… to ensure
school leaders work together to improve schools across Torfaen, providing mutual
support and challenge in order to raise standards.

Monitor the progress of Schools Challenge Cymru identified schools, in
conjunction with the EAS and Welsh Government… to ensure cohesive support
and challenge is provided from the EAS and WG to allow schools and pupils to reach
their potential.

Timely interventions are used where schools have been identified as being in
Amber or Red categories… to ensure where schools are identified as needing
support we work with them to make improvement, setting challenging targets and
ensuring expectations for pupil performance are raised.
Our success in delivering these activities will be demonstrated using the following
performance indicators …
Our reported performance
Performance Indicators
our target
2014/15
our target
2015/16
2009/10 2010/11 2011/12 2012/13 2013/14
% of pupils achieving at least
outcome 5 of the main indicators
at Foundation Phase (FPI)
N/A
N/A
N/A
83.33%
87.61%
89.3%
86.6%
% of pupils assessed at the end
of Key Stage 2 achieving the
core subject indicator, as
determined by Teacher
Assessment
82.1%
83.51%
82.57%
85.59%
89.08%
87%
83.6%
% of pupils assessed at the end
of Key Stage 3 achieving the
core subject indicator, as
determined by Teacher
Assessment
58.6%
58.97%
67.94%
71.82%
79.82%
80%
81.5%
% of pupils in local authority
care, in any local authority
maintained school that leave
compulsory education, training
or work based learning without
an approved external
qualification
0
5.88%
0
4.17%
5.88%
0
0
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% of pupils (including those in
local authority care), in any local
authority maintained school, that
leave compulsory education,
training or work based learning
without an approved external
qualification
0.51%
0.43%
0.22%
0.23%
0.14%
0
0
% of schools to be in yellow
category band B for Leadership
N/A
N/A
N/A
N/A
N/A
New
measure for
2015/16
80%
Our 2014/15 performance will be reported in our performance report published in October 2015
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Ensure learning for all children and young people is inclusive and accessible
Safeguard children, especially those with additional (special) educational needs
and support positive attitudes towards education
Number and % of year 11
school leavers who are
not in education,
employment or training
Lower is better
Data Source:
2010/11
2011/12
97
7.0%
94
6.7%
2012/13
2013/14
2014/15
73
5.5%
35
2.48%
27
2.2%
Target for
2015/16
1.5%
http://careerswales.com/prof/server.php?show=nav.3850
Undertake a pilot with schools to trial the direct allocation of Additional
Learning Needs (ALN) funding across 1 or 2 clusters… to ensure schools who are
best placed to understand learners’ needs through making timely and appropriate
interventions.

Manage Fixed Penalty Notices for those families not sending their children to
school… so we are effectively implementing the Welsh Government’s Fixed Penalty
Notice scheme.

Develop a primary strategy for behaviour and the reduction of exclusions… to
ensure the number of exclusions in primary schools are minimised and pupil
engagement in education is improved.

Disseminate best practice and increase capacity within schools to meet the
needs of learners with emotional, social and behavioural needs. Identifying those
who will be at risk during the Key Stage 2/3 transition… to ensure schools develop
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better arrangements for vulnerable children at transition via enhanced transition
arrangements.

Continue to monitor individual targets set by schools for all looked after (LAC)
pupil… to ensure all LAC pupils have effective personal educational plans that focus on
improved attainment outcomes.

Further develop our ability to monitor and report upon the progress of vulnerable
groups together with any additional provision that is made available to them … to
ensure all pupils and especially vulnerable groups, have effective provision in place that
meets their needs.

Provide support to secondary schools with KS4 targeted work via the Youth
Service formal offer… to support young people who are at risk of disengaging from
formal education.
our target
for
2014/15
our target
for
2015/16
2009/10 2010/11 2011/12 2012/13
2013/14
% of pupil attendance in
primary schools
92.74%
92.47%
93.27%
94.06%
93.56%
95%
96%
% of pupil attendance in
secondary schools
89.53%
90.48%
91.64%
92.33%
92.55%
93%
95%
% of school days lost to
exclusions in primary schools
0.03%
0.03%
0.03%
0.027%
0.03%
0.02%
0.02%
% of school days lost to
exclusions in secondary schools
0.23%
0.16%
0.164%
0.147%
0.12%
0.11%
0.1%
65.52%
52.63%
80.00%
53.33%
90.00%
90.00%
95%
100%
100%
100%
100%
100%
100%
100%
-
194.67
215.46
289.76
293.87
Not Set
Not Set
% of statements issued within
26 weeks (including and
excluding exceptions)
The average external points score
achieved by looked after children
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Number of places available to
pupils in years 10 and 11 through
the Youth Service formal offer
Take up of referrals in years 10
and 11 through the Youth Service
formal offer
-
-
-
-
-
-
-
New
measure
for
2014/15
120
70
-
New
measure
for
2014/15
107
50
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Transform educational provision for young people aged 14 to 19
Supporting initiatives which generate employment and training
for work opportunities
Number and % of year 11
school leavers are not in
education, employment or
training
Lower is better
2010/11
2011/12
97
7.0%
94
6.7%
2012/13
2013/14
2014/15
73
5.5%
35
2.48%
27
2.2%
Target for
2015/16
1.5%
Data Source: http://careerswales.com/prof/server.php?show=nav.3850
Our commitments for 2015/16 are set out below.
Review post 16 arrangements in line with 14-19 agenda and reach agreement on
Post 16 provision… to reduce the number of surplus places and provide an
environment for Post 16 learning appropriate for the 21st Century.

Work with former and currently looked after children to develop ways of
improving their opportunities to progress into education, employment and
training… to ensure we are doing all we can as a corporate parent to improve
opportunities for looked after children.

Lead on implementation of the Youth Engagement & Progression
Implementation Plan in line with Welsh Government requirements … to help us to
continue to reduce the number and incidences of children not in education
employment of training (NEETS) at year 11, years 12 / 13 and age 19-24.
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
To share pre-16 early identification outcomes with all post-16 providers in a
systematic way… to support young people in transition from pre to post 16 by
ensuring post 16 providers are equipped with appropriate pupil information.

Improve brokerage and coordination of support by working with Positive
Pathways Group (PPG) partners to allocate and co-ordinate the work of lead
workers in partnership with local stakeholders… to improve our support for
vulnerable young people by providing them with a lead worker.

To produce our annual update of the baseline map of education, training and reengagement provision mapped against the Careers Wales five tier mode… to
ensure we are working in a co-ordinated way with other local organisations and
partners are effectively joined up with the wider work of the Youth Support Service
(YSS)

Work with secondary schools to achieve the successful progression of students
into education, employment or training after finishing compulsory education…
to reduce the incidence of disengagement by 14-19 year olds by improving transition
arrangements and helping young people understand the opportunities available to
them.

Manage the regional collaboration fund programme LIFT across Torfaen,
Blaenau Gwent and Caerphilly… to improve access for Young People to support,
training and opportunities to promote their wellbeing leading to the reduction in the
number of NEETs.

To follow up on all year 11, 12 and 13 school leavers on a monthly basis… to
ensure young people leaving school have sustained an appropriate education,
employment or training destination and to support those that are NEET or at risk of
becoming NEET.

Increase the number of apprenticeships for 16-24 year olds… to ensure more 1618 year olds have opportunities to enter into apprenticeships in Torfaen.
2009/10 2010/11
2011/12 2012/13
2013/14
our target
2014/15
our target
2015/16
% of 16,17 and 18 year olds who
are NEET
6.38%
6.45%
5.29%
6.12%
3.26%
6.12%
6.12%
% of pupils who leave education,
training or work based learning
without an approved external
qualification
0.51%
0.43%
0.22%
0.23%
0.14%
0%
0%
% of pupils achieving Level 3
Threshold
-
-
96.2%
97.1%
95.65%
97%
99%
% of Job Seekers Allowance
(JSA) claimants 18 -24 years
12.4%
12%
14.1%
11.9%
8.4%
11.9%
11.9%
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Number of 16 -24 year old people
assisted into employment by the
DWP Work Programme
-
-
-
30
58
82
83
Number of 16 -24 year old people
assisted into employment by
Torfaen Training
-
-
-
76
88
83
85
242
-
New
Measure
for
2014/15
310
(67 new)
81%
63%
24
2
8%
2%
New
measure
for
2015/16
80%
Number and % LIFT participants
gaining qualifications
(project ending during 2015/16 due to
-
-
-
funding coming to an end)
Number and % LIFT participants
gaining employment opportunities
(project ending during 2015/16 due to
funding coming to an end)
% of attainment rate for 16-24
year old apprentices
-
-
-
-
-
-
-
-
New
Measure
for
2014/15
-
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Ensure children are safe
Number of children on the
child protection register in
Torfaen
Lower is better
2010/11
2011/12
2012/13
178
152
94
2013/14
135
2014/15
100
Target for
2015/16
Demand
led
Data Source: PM1 (Performance Management Children’s Services) Return to the Welsh Government
Monitor and review our Family Focus Service and undertake motivation to
change interventions in order to offer preventative service to vulnerable
children… to meet the needs of children and young people, maximise resources and
identify unmet need through assessment.
 Ensure children are safeguarded and all open cases are receiving appropriate
attention and support… to safeguard and promote the welfare of children/ young
people assessed as being in need.
 Ensure all cases involving children in transition are taken to Fair Access to Care
panel to ensure they are linked to an appropriate adult worker… to manage case
transfer processes to ensure care planning meets the needs of the young person/adult.
 Support school governors to review their safeguarding procedures check list… to
assist schools in reviewing and where necessary revising safeguarding procedures and
practice via partner reviews.
 Support schools to carry out their statutory role of reviewing, refreshing and
reporting on their Strategic Equality Plans… to make sure pupils, parents and staff
are treated appropriately.
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 To put an online anti-bullying recording tool in place and to train all schools to use
the system… to ensure all schools are following new guidance for consistent and
accurate termly reporting of bullying incidents across Torfaen.
 Develop a Corporate safeguarding policy in partnership with all relevant service
areas across the council… to ensure we respond to recommendations made by the
Wales Audit Office regarding the safeguarding of children through developing a cohesive
and consistent approach across the Council.
2009/10 2010/11 2011/12
2012/13 2013/14
our target
2014/15
our target
2015/16
235
290
297
300
296
Demand
Led
Demand
led
% of children on the child
protection register with allocated
Social worker
100%
100%
100%
100%
100%
100%
100%
% of looked after children with an
allocated social worker
100%
100%
100%
100%
100%
100%
100%
% children in need
with an allocated social worker
70.4%
62.7%
63.4%
71.6%
78.74%
80%
80%
% of statutory visits completed
within timescale
99.3%
98.3%
78.4%
90.58%
83.68%
95%
92%
% of disabled young people who
have an adult link worker in their
14th year
80.0%
85.0%
88.89%
66.67%
42.86
95%
95%
Number of families receiving a
service through Family Focus
-
-
-
New
Measure
30
30
30
Number of families who failed to
engage with the Family Focus
service
-
-
-
-
-
Baseline
set at 5
5
% of referrals to have a decision
made on within 24 hours
98.3%
98.1%
98.5%
99.53%
99.16
98.51%
98.51%
% of referrals that are repeat
referrals within 12 months
47.4%
32.2%
28.5%
25.44%
28.21
25%
25%
69.5%
65.7%
67.9%
67.98%
74.78%
75%
75%
45.3%
63.9%
61.9%
74.10%
88%
75%
75%
36.7%
54.8%
54.0%
86.92%
87.22%
90%
88%
Number of looked after children
% of initial assessments carried
out within 7 working days
% of core assessments to be
completed within 35
working days
% of initial assessments
completed where the child
was seen by social worker
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% of initial assessments
completed where child was seen
alone by social worker
% of school returns using the
online anti-bullying system
18.1%
27.3%
33.6%
50.83%
56.82%
50%
54%
-
-
-
-
-
New
measure
for 2015/16
100%
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Support and protect vulnerable children
Number of children on the
child protection register in
Torfaen
2010/11
2011/12
2012/13
178
152
94
2013/14
2014/15
Target for
2015/16
Lower is better
135
100
Demand
led
Data Source: PM1 (Performance Management Children’s Services) Return to the Welsh Government
Carry out Looked after Children (LAC) Reviews, Adoption Placement Reviews,
Review of Pathway Plans … to ensure our care planning meets the needs of
children; to ensure high quality care plans for children and young people are in place;
and to provide issue based advocacy for children and young people known to social
care.

Continue to undertake medical assessments of Looked after Children… to ensure
medical needs are addressed.

Ensure children, young people and their families receive appropriate services
based on assessment of their individual needs… to reduce the risk of family
breakdown; to safeguard and promote the welfare of children and young people being
assessed as in need; and to ensure compliance with court directives via care planning.

Participate in the delivery of child care plans… to safeguard and promote the
welfare of children and young people assessed as being ‘in need’; and to ensure
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children and young people in Torfaen are protected from harm, abuse, neglect and
exploitation.

Identify, assess and meet the needs of young carers… to safeguard and promote
their welfare.

To undertake permanency planning, to plan statutory intervention in accordance
with the legal process… to ensure all placements for children subject to care
proceedings are in the best interests of the child.
2013/14
our
target
for
2014/15
our
target
for
2014/15
2009/10 2010/11 2011/12 2012/13
% of looked after children reviews
carried out within statutory
timescales during the year
94%
95.1%
95.9%
94%
95.79%
95%
96%
% of first placements of looked
after children during the year that
began with a care plan in place
100%
97.4%
87%
76%
90.38%
100%
100%
% of initial core group meetings
due in the year which were held
within 10 working days of the
initial child protection conference
86.9%
64.5%
79.7%
81%
83.33%
80%
80%
% of initial child protection
conferences due in the year
which were held within 15
working days of the strategy
discussion
61.1%
32.6%
23.5%
27%
49%
75%
75%
% of young carers known to
Social Services who were
assessed
100%
64.7%
56.8%
82.4%
65.71%
100%
100%
% of young carers known to
Social Services who were
provided with a service
100%
64.7%
83.8%
76.5%
62.86%
100%
100%
% of child protection reviews
carried out within statutory
timescales during the year
89.7%
97.8%
96.6%
97%
93.67%
95%
95%
33
Page 93
% of required core assessments
completed
within 35 working days
45.3%
63.9%
61.9%
74%
77.91%
75%
75%
% of looked after children with a
plan for permanence at 4 months
(when the second review is due)
100%
84.7%
83.5%
96%
98.31%
95%
99%
% of health assessments for
looked after children due in the
year that have been undertaken
94.6%
93.4%
94.4%
92%
96.55%
100%
100%
% of looked after children who
have had their teeth checked by a
dentist during the year
100%
81.7%
87%
86%
89.57%
75%
75%
% of placements started during
the year where the child is
registered with a provider of
general medical services within
10 working days of the start of the
placement
39.0%
94.8%
95.8%
98%
99.57%
100%
100%
% of reviews of child in need
plans carried out in accordance
with the statutory timescale
84.6%
76.6%
90.5%
88%
91.65%
80%
80%
34
Page 94
Protecting social care services
There is an increasing demand for care and support. These pressures in demand mean
creative solutions need to be identified whilst retaining a focus on safeguarding and
supporting the most vulnerable in our community.
People need to be supported to achieve their full potential and enhance their wellbeing.
They need to be provided with caring support and equipment; and given sufficient
information, advice and sign posting so they are empowered to control their own lives and
maintain their independence.

Demand for services continues to grow as:
- The age profile and number of people over 85 years of age in the County
Borough continues to increase; and
- Life expectancy of younger adults who have complex needs increases.

Older people tell us that they would usually prefer to stay at home with support rather
than move to a residential home. However some older people may be at high levels of
personal risk or at risk of abuse, due to their vulnerability and will need the support
and safety that extra-care housing, residential or nursing home support.

2,221 people over 65 were supported at home during 2013/14 and 377 people over 65
were supported in residential and nursing care.

3,497 of adult services’ clients were 65 and over. Of these clients 85.04% were helped
to continue living independently at home.

86.62% of clients with a care plan as at 31 March 2014, who were due a review during
the year, had their review completed.

During 2013/14 we reduced the number of days taken to deliver a DFG from 364 days
to 269 days (a reduction of 95 days).

During 2013/14, we had a positive Care and Social Services Inspectorate Wales
(CSSIW) inspection of the Emergency Care at Home Scheme which is part of the
Frailty service delivery.

The rate of delayed transfers of care for people aged over 75s has seen further
improvements during 2013/14.
To deliver these improvement objectives we have taken the following decisions with
regards to our resourcing …

As part of our 2015/16 budget, we have given relative protection to the social care and
housing budget when compared to other services areas (excluding schools). However
the service area still found in excess of £2.5m of savings.

Allocated £1.1m of our capital monies to fund disabled facility grants. This will support
the allocation of means-tested local government grants to help towards the cost of
adaptions needed to enable people to continue to live in their own homes.
35
Page 95
Ensure people’s needs are assessed in a timely manner and the care
provided is appropriate
Protecting the most vulnerable adults and supporting those with disabilities
and other long term conditions
% of service users with a
care plan at 31 March
whose care plan should
have been reviewed that
were reviewed during the
year
Higher is better
2010/11
2011/12
2012/13
2013/14
2014/15
58.08%
81.0%
82.0%
86.62%
81.84%
Target for
2015/16
Data Source: PM2 (Performance Management Adult Services) Return to the Welsh Government
Review all care packages we provide … to ensure on-going needs are effectively
met if clients are transferred to other providers; and to ensure service user needs are
met whilst promoting independence.
 Use the single point of access (SPA) and adult services duty pod to ensure needs
of service users are met effectively… to ensure care and support is provided to
service users and carers in a more timely and targeted manner and to signpost citizens
to universal services to build self reliance and community resilience
 Review all care packages at the end of intake team support to see what impact
the team has had following intervention… to organise care to match service user
needs whilst promoting independence
 To use Emergency Care @ Home (EC@H) to facilitate timely and safe discharge
from hospital or prevent admission… to maximise independence and divert service
users from unnecessary use of statutory services
36
Page 96
83%
2012/13
2013/14
our
target
for
2014/15
2009/10 2010/11 2011/12
Our
target
for
2015/16
Number of packages of care
modified following intake
intervention
-
-
-
New
Measure
85.47%
60%
60%
Number of people in residential
care
-
-
-
New
Measure
112
Demand
Led
Demand
Led
Number of people in nursing care
-
-
-
New
Measure
114
Demand
Led
Demand
Led
Number of people “Helped To
Live at Home” during the year
-
-
-
New
Measure
2221
Demand
Led
Demand
Led
% of adult clients supported in the
community during the year
-
-
87.29%
86.8%
85.04%
86%
85%
No of new referrals to Emergency
Care at Home
-
-
-
-
-
-
Demand
led
Rate of delayed transfers of care
for social care reasons per 1,000
population aged 75 or over
-
5.74
6.27
3.86
3.59
5
5
Rate of older people (aged 65 or
over) whom the authority supports
in care homes per 1,000
population aged 65 or over at 31
March
21.06
22.03
21.57
23.49
21.55
23
23
-
-
-
-
-
New
measure
60%
% of social worker referrals not
passed onto Operational Care
Management teams
37
Page 97
Ensure the range and quality of social care services is appropriate to meet
people’s needs
% of service users with a
care plan at 31 March
whose care plan should
have been reviewed that
were reviewed during the
year
Higher is better
2010/11
2011/12
2012/13
2013/14
2014/15
58.08%
81.0%
82.0%
86.62%
81.84%
Target for
2015/16
Data Source: PM2 (Performance Management Adult Services) Return to the Welsh Government
Promote the development of alternative service delivery models… to ensure that
we have a range of support options outside the traditional model that are sustainable,
outcome focused and meet the changing needs of citizens

Offer, where appropriate each service user lower level interventions to promote
their independence… to ensure service users are offered a choice and control about
the way in which their support is delivered

Maximise the use of our Intermediate Care Beds to help us assess the needs of
people being discharged from hospital or to prevent admission to hospital… to
ensure independence is maximised with appropriate levels of intervention; and to
prevent unnecessary admissions into hospital, residential or nursing care.
38
Page 98
83%

Use Emergency Care at Home (EC@H) to provide short term focused
intervention to prevent health deterioration or admission into hospital… To
promote self reliance, skill building and independence

Expand the number of people supported to live at home by the use of assistive
care solutions by raising awareness of the service to seek a strategic way
forward for the service… to deliver efficiency savings linked to reduced dependence
our target
for 2014/15
our
target
for
2015/16
2009/10 2010/11 2011/12 2012/13 2013/14
Number of providers in escalating
concerns
-
-
-
-
New
Measure
0
0
% occupancy of intermediate care
beds
-
-
-
-
New
Measure
80%
80%
-
5.74
6.27
3.86
3.59
5
5
Rate of older people (aged 65 or
over) whom the authority supports
in care homes per 1,000
population aged 65 or over at 31
March
21.06
22.03
21.57
23.49
21.55
23
23
Number of telecare users across
Torfaen
-
-
648
591
708
Not set
Demand
Led
Not set
Demand
Led
Number of service users
Community Meals
-
-
290
400
448
Not set
Demand
Led
Not set
Demand
Led
96.91%
96.69%
96.53%
96.61%
96.81
96%
90%
% of clients, in the following age
groups, who are supported in the
community during the year: Aged
18-64
39
Page 99
% of clients, aged 65+, who are
supported in the community
during the year
84.58%
84.97%
84.22%
83.65%
85.04%
79%
78%
Number of service users receiving
direct payments across the
service area
-
-
89
112
123
140
Demand
Led
The number of DTOC for Housing
related issues
-
-
-
-
-
-
Not set
Number of new clients receiving
telecare
-
-
-
-
-
-
Demand
led
40
Page 100
Promote people’s independence
Rate of older people (aged
65 or over) helped to live at
home per 1,000 population
2010/11
2011/12
2012/13
2013/14
2014/15
138.45
124.32
132.79
130.8
62.17
Target for
2015/16
Data Source: : http://www.statswales.wales.gov.uk/TableViewer/tableView.aspx?ReportId=32612
Reshape and increase the accommodation options available to support people
outside of the traditional models of residential care… to ensure that the
accommodation provided to service users is fit for purpose and maximises their
independence.

Reshape and increase the accommodation options available to support older
people outside of the traditional models of residential care… to ensure the
accommodation provided is fit for purpose and maximises their independence.

Monitor the number of community meals delivered to ensure cost
effectiveness… to ensure we provide an appropriate service and make the most use
of our available resources.

Test out an “outcomes framework” with our service users to measure the
difference our day activity makes across a range of outcomes… to inform our
model of service delivery and to provide opportunities for hard to engage groups
41
Page 101
78

Ensure our care management staff offer each service user the option of
receiving “direct payments” at each assessment … to ensure service users are
offered a choice about the way in which their support is delivered.
2009/10 2010/11 2011/12
2012/13
our
target
for
2014/15
2013/14
our
target
for
2015/16
Number of referrals from CRT to
intake home care team
-
-
-
39
29
Demand
Led
Demand
Led
-
5.74
6.27
3.86
3.59
5
5
% of Community Resource Team
service users who felt their
goals/outcomes were achieved
-
-
78.26%
91.30%
Not
collected
80%
85%
direct payments across the
service area
-
-
89
112
122
140
Demand
led
meals
-
-
-
-
-
New
measure
Demand
Led
Total number of meals delivered
-
-
-
-
-
New
measure
Demand
Led
To develop a set of performance
measures to monitor the
effectiveness of our ‘outcomes
framework’.
-
-
-
-
-
New
measure
Mileston
e
42
Page 102
Improve access to social care services
Number of Adult case
Notes Received
2010/11
2011/12
2012/13
2013/14
2014/15
-
-
4222
6036
6879
(assessment of increased
complexity of need of current
service users)
Target for
2015/16
Demand
Led
Data Source: Local Measure
Make improvement to our adaptation services… so people receive a more timely
quality adaptation that enables them to remain independent in their home
environment.

Support people to live independently in the home of their choice for as long as
possible… to ensure care is provided at the right time in the right setting.

Facilitate early discharge and prevent hospital admission… to ensure people are
supported to live independently in the home of their choice for as long as possible.

To ensure that young people are supported through transition into adulthood…
to ensure the seamless planning of care throughout the service user’s life.
43
Page 103
2012/13
2013/14
our
target
for
2014/15
2009/10 2010/11 2011/12
% of clients, aged 18 - 64, who
are supported in the community
during the year
our
target
for
2015/16
96.91%
96.69%
96.53%
96.61%
96.81%
96%
90%
-
-
82.69
days
59.47
days
51.55
days
59 days
Demand
led
Average number of calendar days
taken to a Disabled Facilities
Grant
272.98
351.29
412.56
364.86
269.28
300
250
% of all respondents to the DFG
customer satisfaction survey who
agree or strongly agree their
quality of life has improved.
-
-
-
-
-
New
measure
75%
Average number of calendar days
taken to deliver low cost
adaptation works (including
equipment) in private dwellings
where the Disabled Facilities
Grant process is not used
17
12.86
18.11
19.62
58.50
12
40
-
5.74
6.27
3.86
3.59
5
5
Waiting time for Occupational
therapy assessments
Number of delayed transfers of
care (DTOC) for social care
reasons
44
Page 104
Increasing recycling rates
The Welsh Government has made recycling a priority for Wales, with its ambitious vision for
sustainability, its detailed recycling targets for local authorities and its injection of over £360
million in waste grants to councils since the year 2000.
We have made steady progress in meeting the national targets for waste. We now provide
a range of facilities and services that give our residents the opportunity to reuse, recycle
and compost more of their rubbish. Recycling is increasingly becoming a part of normal
daily life for many of our citizens, but we need to do more if we are to meet future targets.

We collect around 50,000 tonnes of waste each year.

We carry out around 140,000 waste collections each week.

Each household currently receives 14 separate waste collections each month.

Waste recycling figures for Torfaen have been collected for a number of years.

We made significant improvements between 2000 and 2010 due to changes in collection
arrangements including the introduction of Twin Bins between 2006 and 2008.

Our performance improved by small increments between 2010 and 2012 due to the
development of our new waste strategy.

Our performance in 2013/14 showed further improvements following our procurement of
vehicles capable of recycling mixed plastics and tetrapaks.

From 2012 onwards there have been changes in how recycling is calculated. Rubble that
is recycled is now included in the recycling figures.

Participation monitoring is regularly carried out. For the last 2 years in excess of 80% of
the households use their black box at least once every three weeks.

Some areas have lower participation rates than other areas in Torfaen.
To deliver these improvement objectives we have taken the following decisions with regards to
our resourcing …

The funding we allocate to our waste services was not reduced as part of our 2015/16
budget.

We committed approximately £700K to purchase new 140L skinny bins for residents
to encourage more recycling
45
Page 105
Deliver efficient and effective waste and recycling services
Using resources wisely, to include maintaining the highway infrastructure
and reducing energy consumption and waste
Our key indicator for this improvement objective …
% of municipal waste
recycled or composted
2010/11
2011/12
2012/13
2013/14
42.43%
44.05%
47.12%
52.28%
2014/15
Target for
2015/16
Higher is better
52.65%
(provisional)
Data Source: http://www.statswales.wales.gov.uk/TableViewer/tableView.aspx?ReportId=32612
Deliver reduced residual bin capacity by replacing the existing 240L black bins
with 140L ‘skinny bins’… to help reduce the amount of residual waste thrown out by
residents and encourage more households to take part in our recycling services.

Update promotional literature for the full waste collection service for delivery
during the process of replacing residual bins… to increase awareness of the full
recycling service available to residents in Torfaen.

Publish an Annual report on performance against Service Standards for the
waste collection service… to communicate clearly what we and our residents need to
do together to ensure effective waste services

Deliver an Enforcement Policy aimed at supporting Service Standards and
reduced residual capacity…to ensure residents are following Council waste policies
46
Page 106
58%
and utilising services available to them aimed at reducing the amount of waste going to
landfill.

Work with Blaenau Gwent CBC, Caerphilly CBC and Monmouthshire CC to
procure a long term food contract… to ensure sustainable long term arrangements
are put in place for the separate treatment of food and green waste

Continue to work with Blaenau Gwent CBC to procure a long term residual
contract… to put sustainable arrangements in place for the long term treatment of our
residual waste.

Monitor the effectiveness of the new improved Household Waste Recycling
Centre (HWRC)… to ensure the HWRC is delivering expected performance and
recycling rates continue to improve.

Develop options regarding the future of bring site provision in Torfaen and
deliver resulting decision… to ensure all recycling services are available to residents
at the kerbside resulting in reduced need for bring sites and to reduce the cost of
managing them.
2012/13
2013/14
our target
for
2014/15
2009/10 2010/11 2011/12
our target
for
2015/16
% municipal waste sent to
landfill (less is better)
53.10%
53.77%
50.58%
53.45%
10.59%
25%
20%
Tonnage of biodegradable
municipal waste landfilled
(less in better)
16,349
17,270
16,323
14,032
2,209
6,000
4,000
% local authority waste
recycled and composted
(more is better)
-
42.43%
44.05%
47.12%
52.28%
54%
58%
% residents participating in
kerbside recycling
(more is better)
-
73.22%
77.63%
82.25%
81.05%
82%
82%
% of households participating
in weekly food waste
collections (more is better)
-
-
-
New
measure
26%
37%
54%
% of households receiving
weekly food waste collections
(more is better)
-
-
-
95.75%
95.75%
93.5%
94%
47
Page 107
% of households served by
kerbside recycling
(more is better)
-
92.54%
94.0%
94.0%
94%
94.5%
95%
% waste recycled at our
Household Waste Recycling
Centre (more is better)
54.27%
47.80%
48.34%
60.58%
62.84%
58%
65%
N/A
Policy
adopted
during
2015/16
Develop a Waste enforcement
policy
-
-
-
-
-
48
Page 108

Produced by Torfaen County Borough Council
June 2015
For further information or to comment on this plan, please contact:
The Improvement Team
Civic Centre,
Pontypool,
Torfaen
NP4 6YB
Telephone: 01495 742158
49
Page 109
Agenda Item 12
COUNCIL
23 June 2015
ANNUAL SCRUTINY REVIEW - 2014/15 MUNICIPAL YEAR
Report submitted & written by: Cllr Norma Parrish, Chair of the Cleaner Communities
Overview & Scrutiny Committee (2014/15)
Cllr Raymond Mills, Chair of the Healthier Communities
Cllr Colette Thomas, Chair of the Learning Communities
Cllr Stuart Ashley, Chair of the Resources & Corporate
Business Overview & Scrutiny Committee (2014/15)
Cllr Mike Harris, Chair of the Safer Communities Overview
& Scrutiny Committee (2014/15)
1.
Area Affected
1.1
County Borough Wide.
2.
Purpose of Report
2.1
To present Council with the Annual Scrutiny Review for the 2014/2015 municipal
year.
3.
Recommendation
3.1
That Council notes the content of the 2014/15 Annual Scrutiny Review.
4.
Background
4.1
As members are aware, the overview and scrutiny process was introduced by the
Local Government Act 2000. The Act came into force in response to the
“modernising local government” agenda aimed at ensuring decision-making was
more visible for local people and to give greater accountability for the decisions
made.
4.2
Since that time, Torfaen has been operating a Leader and Cabinet (Executive)
system with the decision making of the Council vested in the hands of the Cabinet.
Whilst the Council’s overview and scrutiny committees cannot make decisions on
behalf of the Council, they do play a vital role in ensuring that those that do so are
making robust decisions in the right way and are fully appreciative of broader
opinion.
5.
The 2014/15 Annual Review
5.1
It is recommended good practice that all Councils publish a summary of its
overview and scrutiny function each year to actively promote the role and value of
the scrutiny function to both internal and external stakeholders.
5.2
A review of the scrutiny activity undertaken during the 2014/15 municipal year has
therefore been prepared and is attached as appendix one to this report.
Page 111
5.3
This Review highlights the extensive work undertaken by each of the Council’s
five overview and scrutiny committees, together with the scrutiny activity
completed during the joint meetings of all five committees.
5.4
It sets out the recent developments in the Council’s overview and scrutiny
function, and details the progress made over the last year to strengthen its
performance.
5.5
Where possible, an assessment of the impact scrutiny has had on influencing
Council policy, driving service improvement and holding the Council’s executive to
account is shown.
5.6
The report also underlines proposals to develop the overview & scrutiny function
within Torfaen during the year ahead so the independent and impartial checks and
measures undertaken by scrutiny for both the Council and the public are further
enhanced and improved.
7.
Recommendation
7.1
That Council notes the content of the 2014/15 Annual Scrutiny Review.
Appendices
Appendix 1 – Annual Scrutiny Review for the 2014/15 Municipal year
Background
Papers
Note: Members of the public are entitled, under the Local
Government Act 1972, to inspect background papers to reports. The
following is a list of the background papers used in the production of
this report.
None
For a copy of the background papers or for further information about this report,
please telephone:
Tom Roberts, Senior Corporate Improvement & Scrutiny Officer 01495 766298
Page 112
APPENDIX ONE
Torfaen County Borough Council
Page 113
Review of Overview & Scrutiny
2014 / 2015 Municipal Year
Welcome …
Welcome to Torfaen’s annual review of its overview and scrutiny
function.
This report highlights the extensive work undertaken by the
Council’s five overview and scrutiny committees during the
2014/15 municipal year.
It sets out recent developments in the Council’s overview and
scrutiny function, particularly in response to the Wales Audit
Office’s Improvement Study, and details the progress made over
the last year to strengthen its performance.
Page 114
Where possible, an assessment of the impact scrutiny has had on
influencing policy, driving service improvement and holding the
Council’s executive to account is also shown.
The report also underlines proposals to improve and develop the
overview & scrutiny function within Torfaen during the year ahead.
These improvements, when delivered, will further enhance the
independent and impartial checks and measures undertaken by
scrutiny for both the Council and the public.
2
Overview & Scrutiny in Torfaen …
Overview and scrutiny within the Council is member led through
five committees, namely:
Overview and scrutiny was introduced under the Local
Government Act 2000. This Act came into force in response to the
“modernising local government” agenda aimed at ensuring
decision-making was more visible for local people and to give
greater accountability for the decisions made.
 Cleaner Communities;
 Healthier Communities;
 Learning Communities;
Since then, Torfaen has operated a Leader and Cabinet
(Executive) system.
 Resources and Corporate Business; and
 Safer Communities.
The decision making of the Council is vested in the hands of a
Cabinet of executive members. Whilst the Council’s overview and
scrutiny committees cannot make decisions on behalf of the
Council, they can help to ensure that those that do so are making
robust decisions in the right way and are fully appreciative of
broader opinion.
During the past year, these committees have fulfilled their role by
providing:
 A clear separation between the Council’s decision making
Executive and those who scrutinise the decisions they make.
Page 115
 Public confidence and transparency in the Council’s decision
making processes.
Overview and scrutiny draws on a wide range of members across
all political parties and geographical wards to bring wider
experience and views to the Council’s policy development and
service improvement activities. It is one of the most significant
ways in which a non-executive councillor can contribute to the
direction of the Council.
 Valuable skills in developing, understanding and influencing
the work of the Council and the delivery of services to the
public.
 Impartial sounding boards to the decision makers on the
development of proposed changes to services before
decisions are taken.
In Torfaen, overview and scrutiny is not seen as secondary
importance to the Cabinet, but is viewed as an equal and critical
part of the decision making process, and is vital in maintaining
public confidence.
3
Throughout the year joint meetings of all the Council’s Overview
and Scrutiny Committees have continued to be held.
 Help to break down service area silos and ensure the bigger
picture is considered for the greater good of all citizens,
enabling cross cutting issues to be dealt with more effectively.
These meetings have been used to consider issues that cut
across all the scrutiny portfolios such as the Council’s end of year
reported performance, formulation of the Council’s budget, service
planning and delivery of the Council’s improvement objectives and
Corporate Plan.
 A platform for conversations and evidence gathering with
wider public sector bodies, enabling them to work
collaboratively with the Council in making them more
accountable to the public they serve.
 A culture of looking at the way services are delivered to
monitor and drive service improvement.
This approach has strengthened the scrutiny of cross cutting
issues and provided members with the opportunity to scrutinise
and comment on Council wide proposals.
Each committee is made up of ten elected members, reflecting the
political balance of the Council as a whole.
Full details of this work are highlighted later in this report.
The current membership of the committees was approved by Full
Council at their annual meeting in May 2014 and amended in
September 2014. At that time, two new Chairs were appointed to
the Cleaner Communities Committee and Safer Communities
Committee.
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Finally in October 2014 a sub-committee of the Learning Overview
and Scrutiny Committee (School Standards Monitoring SubCommittee) was set up to focus specifically on monitoring more
closely schools performance and reviewing the support they
receive from both the EAS and Torfaen Education service.
Two committees have continued to have co-opted members, both
voting and non voting members, to assist in their work. These
positions have all been agreed by Full Council and are appointed
for the expertise they can provide in specific areas.
In addition to the five individual overview and scrutiny committees,
the Council has a Council Overview and Scrutiny Committee,
made up of all members who are not part of the Council’s Cabinet.
This committee only convenes during a full Council meeting to
consider challenges to Cabinet decisions.
During the past year, no challenges were made by scrutiny
members and hence no meetings were convened.
4
Work Programming in 2014/15 …
 Findings from external inspections (e.g. WAO, Estyn, CSSIW).
 Analysis of current service performance.
During the year, the work of the committees has focused on key
issues within their defined portfolios, as set out in the Council’s
Constitution.
 Existing commitments from previous work programmes.
 Chief Officer key issues for the year ahead.
These issues were selected by the members of each committee
during their annual work programming workshops, a process
known within the Council as “visioning”.
For the first time, social media was used to invite suggestions from
the residents of Torfaen as to what they thought were important
issue that should be considered by scrutiny. The Cleaner
Communities considered Flood Mitigation Across Torfaen
following a request from a Torfaen resident.
These workshops were held in the September and October 2014
cycle of meetings and focussed on the strategically significant
issues within the Committee’s portfolio. Visioning workshops are
normally held in July, however due to the secondment of the Head
of Improvement to work on the progression of the Recovery
Board’s Partnership Plan, and the added pressure this placed on
the team it was agreed to use the September/October cycle of
meetings as the visioning workshop sessions.
Committee meetings in 2014/15 …
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Formal committee meetings and written reports have continued to
play an important part in the Council’s overview and scrutiny
function during the year. However, where appropriate, scrutiny
members have adopted less formal working methods to inform
and widen the perspective of their work.
This ensured their work programmes for the year ahead were
closely aligned to the council’s agreed corporate priorities,
improvement objectives and reflected the council’s overall aim of
improving service delivery.
This has included undertaking site visits, holding focus group
discussions with local people, using social media to understand
the views of citizens, and undertaking in-depth research and
review work.
Key feeders were considered to ensure the right “basket” of items
was agreed by the committees for the year ahead.
Committees have also regularly invited external witnesses/
invitees to contribute to their meetings to help broaden their
knowledge of the issue under scrutiny.
All the feeders were of equal importance and were presented in
detail for members’ consideration. They included:
This has involved the participation of Executive Members, Chief
Officers, Team Leaders, officers from other local authorities,
service providers and service users, external regulators and
inspectors; and other professional bodies.
 Service Plans.
 Risks from the Council’s Corporate Risk Register.
 Very high and high risks from the relevant Service Area Risk
Registers.
 Executive Forward Work Plans for each relevant Executive
Member.
5
Resources & support provided to scrutiny …
advice on declarations of interests; interpretation of constitutional
issues; and any legislative requirements and legal implications on
the issues being scrutinised.
Good overview and scrutiny requires specific officer support. This
support has been provided primarily during the past year by the
Council’s Strategic Services Unit, which sits under the
responsibility of the Chief Executive.
The Council’s Finance Officers have continued to provide
assistance to scrutiny members in their work, when required, by
providing detailed knowledge of relevant financial and budgetary
information.
The integration of the Council’s scrutiny and improvement
functions continues to provide a support and research function
available to scrutiny members.
The Council’s Equalities Manager has also offered advice and
support when needed, particularly around the equality impacts of
various proposed service changes and budget mitigation
measures.
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A robust support system has been established for each of the five
overview and scrutiny committees, where nominated Improvement
and Scrutiny Officers and Democratic Services Officers work with
individual committees providing help and advice to scrutiny
members, invitees and report authors. However these resources
were reduced in June 2014, with the secondment of the Head of
Improvement & Scrutiny to work directly with the Head of Strategic
& Democratic Services on the progression of the Recovery
Board’s Partnership Plan.
Senior support has been provided by the Senior Corporate
Improvement & Scrutiny Officers, the Lead Officer (Regulatory
Support) and the Head of Strategic and Democratic Services.
Chief and Senior Officers have also been central to the delivery of
successful overview and scrutiny, but due to the nature of the
overview and scrutiny process a separation between service
officers and overview and scrutiny members has been maintained
and facilitated by the Improvement and Scrutiny Officers.
Overview and Scrutiny Committees have been supported in their
meetings by the Council’s Legal Section. Legal Officers have
attended all overview and scrutiny committee meetings to offer
6
Developments delivered during the year …
To date, approximately one third of scrutiny members have
received “Ffynnon” training.
Throughout the year, the Chairs of the five overview and scrutiny
committees have worked with the support team to strengthen and
improve the Council’s function.
The offer of training, whether as a new user or as a refresher
course for an existing Ffynnon user, remains open to any member
wishing to access the Council’s performance management
system.
Self evaluation & training …
Informal meetings have been held with all the Scrutiny Chairs
following the conclusion of each cycle of overview and scrutiny
meetings to reflect and self evaluate the performance of each
committee.
The Executive Member for Corporate Governance continues to
have the ability to refer to Scrutiny any significant performance
issues identified during performance review sessions for potential
scrutiny investigation.
Where areas of development have been identified, training has
been sought and provided by both the Welsh Local Government
Association (WLGA) and the Centre for Public Scrutiny (CfPS).
This has included:
Expert advice & in depth scrutiny …
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As outlined previously, all committees have continued to utilise a
wide range of invitees to enrich their scrutiny activity.
 The Gwent Scrutiny Challenge 2014 – 6th June 2014
A decision was taken by the scrutiny committees during their
2013/14 visioning workshops to where possible reduce the size of
their agendas so only one item per meeting should be considered.
This approach has been considered successful and has continued
throughout the 2014/15 scrutiny cycles.
 Chairing Skills Training – 16th December 2014
 Gwent Legacy Event – 19th March 2015
Effective use of performance information …
The introduction of “single item“ agendas for all formal overview
and scrutiny committee meetings has helped to ensure in depth
scrutiny is now undertaken for each item under discussion and
clear recommendations are formulated for consideration by
relevant Executive Members and Chief Officers.
Following an all members’ seminar in December 2013, scrutiny
members now have access to “Ffynnon” the Council’s
performance management system and one to one training in the
use of this system has been offered to all scrutiny and co-opted
members.
This system gives scrutiny members the ability to view accurate
up to date performance and service improvement information from
across the Council to strengthen their scrutiny activity.
7
Further details of the findings of the sub-committee can be found
later in the document.
In many other Councils this in depth scrutiny is usually undertaken
through the work of task and finish groups. By adopting this
alternative approach, Torfaen’s overview and scrutiny function has
been able to cover, in detail, a wide range of topics during the
year, all resulting in suggestions for service improvement and / or
policy development.
Use of “key questions” …
All overview and scrutiny committees have continued to prepare
report pro-formas to request reports from officers which includes
the “key question” that the committee wishes to answer through
their scrutiny activity.
Each overview and scrutiny committee has held a minimum of four
scheduled formal meetings during 2014/15 with the visioning
workshops being held in place of the September/ October 2014
cycle of meetings. Each meeting is preceded by a pre-agenda
meeting attended by all committee and co-opted members to
determine the agreed questioning strategy for the meeting.
This development resulted from training provided by the Centre for
Public Scrutiny and although only recently introduced is proving to
be invaluable in ensuring the right issues are scrutinised and clear
recommendations are made.
The “key question” is helping members to narrow the focus of the
reports requested and to provide a clear emphasis for their
questioning strategy, and is assisting officers to understand the
specific areas that members wish to scrutinise and prepare their
reports accordingly.
Strengthen scrutiny of education & learning …
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As previously mentioned the Council has recently established a
small sub committee to look at individual school’s performance
and the support they are receiving from the Local Authority and
the Education Achievement Service.
Webcasting scrutiny …
Following advice from Estyn and the Torfaen Recovery Board, the
sub-committee’s initial focus was on schools of concern. The
members therefore started their scrutiny activity by looking at all
secondary schools initially, taking the schools participating in the
Schools Challenge Cymru process first.
Since September 2014 all scrutiny committees have been
webcast.
Since September 2014 and up to the 17 March 2015 there have
been 770 live views across the 5 scrutiny committees and Joint
Meeting of All Scrutiny Committees, and a further 712 views of
archived meetings up to a month after the meetings were held.
Abersychan School participated in the first session, which was
held as a learning exchange to ensure the format of both the
meeting and the information provided was appropriate. We have
since had meetings with all secondary schools (focusing initially
on those involved in the School Challenge Cymru scheme) and we
have now begun working with our primary schools.
8
1 – Developing a joint understanding of the role of scrutiny across
members, officers, partners and the public.
It is hoped that increased publicity of the webcasts, will see these
viewing figures continue to increase in the future so the Council
can engage more people in its scrutiny function.
2 – Extending existing training programmes
3 – Reviewing the overview and scrutiny visioning process to
ensure the basis for proposed scrutiny reports is subject to robust
challenge.
Engaging citizens …
The overview and scrutiny function has actively used the Council’s
social media channels during the past year – both Facebook and
Twitter – to seek the views of interested citizens.
4 – Introducing learning, review and self evaluation mechanisms
into the scrutiny process including avenues for the routine
consideration and implementation of notable practice from
elsewhere.
All overview and scrutiny reports are now posted in advance of the
meetings. Any views or comments made are considered by the
members in their pre agenda meetings to inform their questions
for invitees and officers.
5 – Ensuring overview and scrutiny committees play a more active
role in evaluating the Council’s performance and progress in
delivering its improvement objectives.
Feedback of the scrutiny recommendations made is also posted
so citizens can see the result of their involvement.
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Full details of the study process, findings, final local outputs and
the proposed actions to address the Council’s identified areas for
improvement were received by the Council’s Audit Committee in
September 2013.
A ‘Suggest an Item for Scrutiny’ page has been set up on the
Council webpage, inviting suggestions for items to be scrutinised
by an overview & scrutiny committee. To access this page click
here
The actions proposed have been added to the Council’s Action
Plan for Governance and Improvement and are monitored on a
quarterly basis by the Council’s Audit Committee.
Finally a Public Engagement in Scrutiny Strategy has been
developed and will be subject to approval by full council. During
2015/16 it is anticipated this strategy will significantly increase the
level of engagement in and understanding of the scrutiny process.
Legacy of the Wales
Improvement Study …
Audit
Office
(WAO)
Each of these areas for improvement have been addressed and
the progress made to date is referenced throughout this report.
Scrutiny
As a result of the Wales Audit Office (WAO) Scrutiny Improvement
Study, five key areas for improvement were identified by the
Council’s peer learning team as their final local outputs 9
looking just at the number of recommendations accepted and
implemented does not provide any detail as to the quality and
ambition of those recommendations. Therefore steps have also
been taken to assess what impact the implementation of the
recommendations has had.
Scrutiny Survey Results
During 2014 scrutiny members were asked to complete a short
questionnaire to ascertain how they view all aspects of the
scrutiny process in Torfaen. Although the response rate was lower
than hoped (14 out of the 35 scrutiny members) some key
messages coming through the survey results were:
Following implementation of recommendations the Executive
Member/ Chief Officer is asked to provide a progress and impact
assessment update to the committee at the last scrutiny cycle
before visioning. The Committee can continue to revisit
recommendations year after year until they are satisfied the issue
can be removed from the monitoring form. (Impact forms for each
of the scrutiny committees will be regularly updated on the
Meetings, Agendas and Minutes section on the Council website)
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 93% of members agree they are well supported by the
Scrutiny Team,
 93% of members feel that scrutiny makes robust
recommendations most or some of the time.
 57% of members agree scrutiny fulfills it’s role of holding
the executive to account
 50% of members agree scrutiny fulfills its role in
successfully shaping policy and achieving improvements in
Council services
Impact of Scrutiny in 2013/14
Below provides a brief overview of any impact identified following
scrutiny activity undertaken in 2013/14. Each scrutiny activity
achieved differing levels of impact depending upon the suitability
and resources available to implement recommendations:
The scrutiny team will continue to undertake an annual survey of
members as part of the self evaluation processes, the results will
be analysed to look for trends and seek further improvements to
the work of scrutiny. Furthermore the scrutiny team will look for
ways to improve the response rate to the survey in the year
ahead.
Cleaner Communities O&S Committee 2013/14
During 2013/14 Cleaner Communities Overview & Scrutiny
Committee focused its attentions on Waste Services.
Impact of Scrutiny
In October 2013 the committee scrutinised the work carried out by
the service area as a result of Wales Audit Office’s (WAO) review
of Service Standards within Waste. Before the review took
place there were no Service Standards in place within
Neighbourhood Services. The committee were invited to offer
their comments on the draft Service Standards which had been
developed and consulted upon with waste policy staff and some
operational staff.
Throughout 2014-15 new processes have been implemented to
ensure that the impact of scrutiny is properly evaluated and acted
upon to improve the function’s effectiveness; including following
up on proposed actions and examining outcomes.
A formal system to track the acceptance and implementation of
scrutiny recommendations has been implemented, however
10
The recommendations made led to the launch of the Waste and
Recycling Service Standards on 2nd April 2014. From this various
performance indicators have been produced and the first Annual
Report is due shortly reporting on progress made since the launch
of the standards.
quantity, quality, cost and location. The service area has
introduced a standard form to help collect service user’s views via
telephone conversations. Effective mechanisms for consultation
with vulnerable groups continue to be sought and developed.
Members scrutinised the Disabled Facilities Grant process and
recommended a multi-agency board should be convened to drive
improvements in this area. The service have taken this forward
and the delivery speed for Disabled Facility Grants has improved
from 364 days 2013/14 to 166 days 2014/15. 90% of Disabled
Facility Grants clients are satisfied with the service they have
received. The service has also introduced a clerk of works role in
response to concerns expressed with time keeping and site
condition associated with DFG work. The role monitors the quality
and timeliness of the contractors work. More recently the service
has gained approval to develop a fast track service for adaptations
of £5k and under which will continue to improve the delivery speed
of adaptations further promoting the independence of service
users.
In July 2014 the committee came to the end of a 4 month exercise
in scrutinising Residual Waste Capacity and the Outcome of
the Consultation with the public. Through their continued
involvement throughout the process the committee’s view has
helped shape a robust Council decision to progress with the
introduction of Fortnightly bin collections with smaller 140 litre
‘skinny bins’ and also to provide Food Caddy Liners to the public
to encourage greater take up (although funding of this second
proposal is yet to be determined). The introduction of these new
proposals is due to come into effect in autumn 2015.
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Healthier Communities O&S Committee 2013/14
During 2013/14 the Healthier Scrutiny Committee undertook a
wide range of topics from with social care, communities and
neighbourhood services.
Learning Communities O&S Committee 2013/14
During 2013/14 the Learning Committee focused their attentions
on the five recommendations made by Estyn. By doing so the
Committee sought to play an integral role in supporting the
authority out of special measures.
As a result of this scrutiny of the Disabled Children’s Service
Integration the committee recommended continued ongoing
review of the location of the service. To ensure future
developments ensured the service was located in the most
appropriate setting. As an efficiency measure the service is due to
be brought back into Torfaen with the possibility of integrating with
Adult teams to improve transition from childhood to adulthood.
In November 2013 members undertook pre-scrutiny of the new
Home to School Transport policy. The draft policy contained
changes to the mileage criteria, increasing the allowance to the
statutory figure. Members reluctantly agreed this change with the
proviso that any saving would be ring-fenced for the support of the
Council’s 21st century schools programme. In May 2014 the
updated policy was considered by Cabinet with a view to it being
phased in from September 2015.
Following scrutiny of Care Home Provision, the Committee were
concerned service users and their families were unable to freely
express their views on whether their needs were being met. Since
this scrutiny activity a Market Position Statements have been
published providing information about services required including
11
In January 2014 the committee scrutinised performance in
secondary schools. Members recognised a need to move away
from the intensive interventions seen year after year at KS4 in
favour of a more continuous system of improvement starting in
primary schools. As attainment continues to improve at Key Stage
4 this concept is at the heart of the service direction and goes
hand in hand with the introduction of improved pupil tracking
across all of Torfaen’s schools. Furthermore members explored
the inherent problems with the accuracy of teacher assessments
at Key Stage 2 and Key Stage 3, realising inconsistent data could
create a false picture, at odds with effective pupil tracking through
the system. The service area has subsequently developed a new
Teacher Assessment policy aimed at ensuring more accurate
assessments enhancing the role of moderation in the process.
decrease and at the time of the last Careers Wales annual survey
only 2.2% of 16 year olds finishing compulsory education were
NEET.
Resources & Corporate Business O&S Committee
2013/14
In July 2013 the Resources O&S Committee scrutinised
Workforce Planning. Profile is now operational and has been
helpful in reducing the cost of departures to the Council and
enabling a more flexible approach to workforce planning. Wider
development has been limited by the financial environment that
prevails reducing the opportunities to deploy Profile. Separate
initiatives are being piloted in respect of younger additions to the
workforce.
Page 124
In March 2014 Learning Committee scrutinised the Draft Youth,
Engagement and Progression Framework Implementation
Plan prior to it’s submission to the Welsh Government (WG) as a
means of looking at reducing the number of children not in
education employment or training (NEETs) in Torfaen. The
Committee were satisfied the plan was fit for purpose but wanted
to encourage greater partnership working as well as looking at
other ways of accessing additional funding streams to support the
reduction of NEETs. Members also stressed the importance of the
early identification of potential NEETs as the most cost effective
way of dealing with the issue. Torfaen Local Service Board has
since developed the prevention and early identification strategy,
Don’t Walk By aimed at tackling a range of outcomes for children,
young people and their families (including NEETs). Torfaen
continues to develop its working relationship with the private
sector through Torfaen Training to support young people into
suitable employment and training. Additionally through improved
partnership working with registered social landlords and the
voluntary sector we are able to benefit from funding streams only
available to them. Year on year NEETs in Torfaen continues to
The committee reviewed Human Resources Policies &
Practices at their meeting in July 2013. Following on from this
scrutiny activity and as a result of the recommendations made, the
2014 staff survey results have been discussed at the Corporate
Leadership Team and the overall results published in a much
timelier manner via a number of the Councils communications
mechanisms. Service areas have also discussed the results with
their teams/staff to determine the appropriate improvement
activities emphasising the requirements
A revised Work Smart Review process is currently being
progressed and high levels of concern were reported around
individual and team Work pressures and the impact of reorganisation.
The 2013 staff survey has been overtaken by the 2014 survey
which has identified some areas for further work which are now
being progressed.
12
In response to the recommendations made by the Resources
committee relating to Customer Services as considered at the
December 2013 meeting, many positive impacts have been seen.
With regards to improving the IT equipment available to Customer
Care staff, officers are able to work more flexibly which has
improved staff morale. This has in turn improved sickness
absence as officers are now able to work from home with some
illnesses whereas previously they would have had to take sick
leave as the were required to be in the call centre. Updated online
forms are replicated across the app and the website making it
easier for customers to shift between channels. Being instantly
published in English and Welsh has also improved the service we
are delivering to our Welsh speaking customers. The committee
supported the proposal for the integration of agencies such as
CAB into the Cwmbran Customer Care centre and would
encourage the Head of Customer Services to pursue this proposal
for co-locating with other agencies - There will be a positive impact
from co-locating the customer care centre and the library and
offering our customers a more joined-up service. Full impact can
be determined once the service has been operating for a number
of months. The recommendation to use the external courtyard for
wedding photos, has had a positive impact as it has given
wedding parties a place to gather after the wedding in the external
courtyard.
Priority is now to work with SRS to move the External Funding
Database onto a system more conducive with achieving the
improvements suggested by scrutiny.
Safer Communities O&S Committee 2013/14
The committee reviewed the effectiveness of the enforcement
work undertaken by Kingdom in October 2013 At their meeting on
7th October 2014 Cabinet considered the various options put
forward on how environment enforcement could be delivered in
Torfaen: Cabinet agreed with scrutiny’s recommendation to elect
to continue with the service, in particular carrying out the contract
process again in the hope that a more favourable tender can be
obtained (option 3).
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In December 2013 the committee scrutinised the use of
Environmental Interventions in tackling Antisocial Behaviour.
The committee’s deemed it necessary for the Council to adopt a
policy formalising its arrangements for the circumstances in which
environmental interventions would be considered. The service
area responded through taking a policy and procedures to Cabinet
on 16th September 2014, taking effect from 1st October 2014.
Through undertaking a data quality review of the Supporting
People Programme in February 2014 members recognised
issues with the Performance Indicators being collected. The
service has responded by putting mechanisms in place to ensure
future consistent and accurate reporting of data.
Achieving the vast majority of recommendations made by the
committee relating to External Funding, has been dependent on
technical assistance from SRS. Experienced challenges in getting
things done, and for a number of reasons, many of which are
outside of External Funding’s control. There is an audit trail of
correspondence between the Corporate External Funding
Manager and SRS support staff to support the fact that they have
been trying to achieve the improvements.
Joint meetings of the Council’s Overview and
Scrutiny Committees
During 2013/14 a number of joint meetings of all Overview and
Scrutiny Committees were convened to consider cross cutting
issues sitting across all of the portfolios all of our scrutiny
committees.
13
meeting has played a key role in; challenging to what extent the
right measures are being used to monitor our performance,
ensuring data is robust and consistently collected (through the use
of report cards that describe how each measure is produced) and
through ensuring data is presented in a simple easy to understand
format. Finally members have championed the use of Ffynnon, the
Council’s performance management system, expressing their
desire for wider use by officers and requesting training is made
available to all members.
The committee evaluated the Council’s Collaborative Activity,
scrutinising whether the Council’s collaborative activity, as at
March 2014, delivered the intended benefits and expected
outcomes. Whilst the benefits achieved from collaboration were
stated these were not evidenced by reference to performance data
or other quantitative analysis, e.g. levels of efficiency savings
achieved. The committee therefore made recommendations
including: The Collaborative Framework should be used to agree
clear outcomes for each collaborative activity before they are
entered into; All collaborative activities should be referenced in
relevant service plans; There needs to be a separation of those
activities which are co-operative in nature from those that are
‘collaborative activities’ that should have measurable outcomes;
Members stressed the importance of supporting stakeholders with
whom the Council collaborates, e.g. providing suitable training/
guidance.
Future Planned Developments …
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Overview and scrutiny in the Council has continued to evolve
significantly over the past 12 months and is now a worthwhile
process for both members and officers. In comparison with some
other Welsh counterparts, the Council’s overview and scrutiny
function is ahead on many levels, but there are still aspects where
development is needed.
With regards to the Revenue Budget 2014/15 members used
their knowledge and critical questioning techniques to determine
whether they supported the mitigation options proposed by each
service area, bearing in mind the implications their implementation
may have had on related service delivery; and offered a collective
view on the potential mitigation measures they felt should be
reconsidered by the Executive in light of their impact on services
to citizens. These recommendations were consider by the
Executive Member Resources & the Assistant Chief Executive
(Resources) who feed them back into the budget process through
Cabinet and Council, contributing to the achievement of the
necessary budget savings.
A Public Engagement in Scrutiny strategy will be implemented to
improve the level of understanding and engagement in scrutiny in
Torfaen. Making this a reality will be a key focus for scrutiny chairs
and officers in the year ahead.
Member attendance at some meetings still remains a problem for
certain committees and the Chairs are working hard with all
political groups to understand and rectify this issue. The Ethics
and Standards Committee has also looked at member attendance
on scrutiny committees making comments and recommendations
accordingly and conveyed these to the Chairs and Group Leaders.
Attendance at pre-meetings is consistently poor and work needs
to be undertaken to address this and increase awareness
amongst members as to the importance of planning for the formal
Overview & Scrutiny Meeting.
The committee considered drafts of the Council’s Annual
Performance Report and Forward Facing Plan in July 2013 and
February 2014 respectively to ensure both documents were fit for
purpose. Through undertaking their scrutiny activity the joint
14
Members’ feedback to the Annual Scrutiny Questionnaire,
indicated that overall, members are happy with the operating
format of the Joint Meetings of Overview & Scrutiny Committee’s
and so will remain the same.
Internal and external peer learning will play a key role in
developing the strength of the Council’s overview and scrutiny
function during the year ahead.
2014/15 Achievements …
The Council’s overview and scrutiny website will be further
developed in the future so it becomes a hub of information for both
members and citizens.
The following pages set out a brief overview of the Council’s
Overview and Scrutiny Committees together with a summary of
the main activities undertaken during the course of the last
municipal year. This clearly demonstrates the extensive work
undertaken by the Council’s scrutiny members and evidences the
commitment of both members and officers to the Council’s
overview and scrutiny function.
Webcasting of meetings will be extended to encourage more
people, both internal and external to the Council, to understand
and engage with the overview and scrutiny process.
Member training will continue to be delivered particularly in areas
such as effective challenge. However due to cuts to the bodies
who have provided training to us in the past at little or no cost,
such as the WLGA and Centre for Public Scrutiny, we may need
to look at different models for delivering training in the year ahead.
Page 127
15
CLEANER COMMUNITIES OVERVIEW AND SCRUTINY COMMITTEE
The Chair of this Committee was Councillor Norma Parrish.
The issues scrutinised by the committee during the year are set out below.
The full reports can be accessed by clicking on each date.
July 2014 –
Residual Waste Capacity – Outcome of Consultation
September 2014
Visioning Workshop
November 2014 -
The membership of the committee until May 2015 was:
Return on Investment from Job Creation
Scoping Report for the Transportation Review
Cllr Stuart Ashley
Cllr Huw Bevan
Page 128
11th March 2015
Cemetery Rules & Regulations
Cllr Fiona Cross
Cllr Giles Davies
18th March 2015
Flood Mitigation Across Torfaen
Cllr Stuart Evans
Cllr John Marshall
On completion of this scrutiny activity, recommendations were made to
the relevant Executive Member(s) and Chief Officer(s).
Cllr B Mawby
Cllr Philip Seabourne
Full details of these recommendations are highlighted in the following
section of this report.
Cllr Wayne Tomlinson
During 2014/15, this committee had two co-opted members –
Mr Gwyn Smith (sustainability); and
Mr Alun Williams (regeneration & economic development).
The Committee held four meetings throughout the 2014/15 municipal
year.
Average attendance by the members for the year was 60%.
16
RESIDUAL WASTE CAPACITY – OUTCOME OF THE CONSULTATION – 23RD JULY 2015
Scrutiny activity undertaken …
Recommendation 4:- ACCEPTED
The Cleaner Communities Overview & Scrutiny Committee considered the
report and scrutinised the appropriateness of the consultation process
undertaken and the recommendations being made to Council to ensure
they are appropriate and officers have adequately considered the views
expressed by residents and others during the consultation period.
Communication and education is key to the success of this new venture
and needs a radical re-think. A holistic approach is required and needs to
be considered.
Recommendation 5:- TO BE CONSIDERED
Consideration to be given to introducing a new way of signposting/redirecting residents who overfill their recycling receptacles, such as stickers
attached to the black boxes or bags in order to raise awareness that
additional receptacles are available free of charge.
The committee requested a response to their recommendation supporting
the views of residents in choosing Option A – Fortnightly bin collection
with smaller 140 litre wheelie bin and The committee’s view should also
be fed into Council in the autumn of 2014.
Recommendation 6:- REJECTED
Page 129
Consideration to be given to introducing a tool such as a form in Torfaen
Talks, the Torfaen App, My Say etc., giving residents an opportunity to
report issues relating to waste and recycling services more easily.
The Committee reiterated their view that they feel strongly that food caddy
liners should be introduced at the same time as any other changes that
are implemented.
The committee wish to receive a further report in the future on the
implementation and progress of the new system.
Consideration to be given to researching what options there are for
changing the recycling receptacles to accommodate the extra recycling
that should be generated once the new system is adopted.
Additional comments offered to the Executive …
Overall the committee felt the consultation process undertaken was
appropriate although it was the committee’s view that a proforma attached
to Torfaen Talks would have encouraged a greater response.
The committee were pleased to hear that work is being undertaken to
ensure flats and streets currently without recycling services will be
receiving a service shortly. Consideration should be given to other
17
methods of collections for people who live in flats or areas where the
wheelie bins are not suitable so those residents are not overlooked.
Residual Waste Capacity - Outcome Consultation
The committee were pleased with the work being done to deal with
complaints and the way the service area are working to improve the crews
performance to reduce complaints. The committee look forward to seeing
evidence of future improvement.
7
6
5
4
3
2
1
0
The committee were pleased the recycling process used in Torfaen CBC
is the Kerbside Sort system which is the Welsh Governments preferred
system.
The Chair attended one of the road shows and would like to congratulate
the staff involved for all their hard work and enthusiasm.
Page 130
Recommendations accepted and implemented by the
Executive …
The full response received from the Executive can be viewed here:
In summary …
18
RETURN ON INVESTMENT FROM JOB CREATION – 5TH NOVEMBER 2015
The Cleaner Communities Overview & Scrutiny Committee
considered the report and scrutinised the impact of the Torfaen
Economic Enterprise Initiative and whether there is a return on
investment for the local economy from the investment into new
companies.
Increase the scope of the other key sectors such as creative industries,
food and farming and construction rather than only concentrating on the
science and technology sectors. There are success stories in relation to
those other sectors that could be promoted to increase people’s
awareness of what’s available.
Key recommendations made to the Executive …
Look into ways of providing companies within the Springboard with a One
Stop Shop, whereby they can approach staff when they need more
assistance and work with staff to achieve their goals such as form filling,
completing tender documents etc.
Page 131
It was the view of the committee that more can be done to market the
Springboard and the services provided there, not only to current and
prospective businesses but to members. Consideration should be given to
looking into more cost effective and proactive ways of promoting services
such as:



If there is any consultation currently being undertaken on LIF 2, the
committee would like to play a part in it by making recommendations
around the LIF 2 framework.
Expanding and promoting the current Business Directory
More use of social media feeds such as #Follow Friday
Measure the benefits of attending events/exhibitions to ascertain
whether local events or those further afield provide benefits to the
Springboard in terms of feedback from prospective businesses.
Look at ways to introduce links between companies in the area, giving
them the opportunity to do business with one another.
Consideration to be given to providing a more strategic overview of job
creation by looking at ways that service areas within the authority can
work in a more joined up and proactive way.
The committee were both interested and concerned to hear that although
Torfaen run a young enterprise competition, the majority of schools do not
take part. In order for the committee to help liaise with schools to
encourage participation they need to know why they are not currently
involved. It is recommended that officers engage in research to ascertain
the reasons for non participation and feed back to the committee for them
to decide how to proceed.
Look at working with other neighbouring authorities to jointly improve job
creation opportunities within a larger area rather than only concentrating
on one area.
19
Recommendations accepted & implemented by the
Executive …
Firstly, the committee wish to convey their thanks to the officers who
arranged the visit to the Technium Springboard and gave up their time at
such short notice and would like to express their thanks also to the 3
interviewees who provided full and detailed answers to all the questions
asked of them.
The full response received from the Executive can be viewed here.
In summary …
The members who attended the visit were able to form the view that the
services provided at the Springboard were valued highly by those
interviewed and overall a very positive response was received, although
there are a few areas for improvement which are detailed in the
recommendations listed above.
Return on Investment
8
7
6
5
4
3
2
1
0
Page 132
In relation to the Key Question for Scrutiny, the first part of that question
was to ascertain the impact of the Torfaen Economic Enterprise Initiative.
It was agreed by members that they were unable to answer that question
at this time as the initiative is still in its first year but it was felt that it
seems to be on the right track from what has been seen so far.
The committee believes there is a requirement for an expansion to the
Springboard and would support that if it were to happen, but are aware
that financially that is unlikely to happen at this time. However, if there is
ever a time that this becomes an option the committee would recommend
that Asset Management are involved to ascertain what we have available
to us in terms of buildings within the borough that could be used to meet
the needs at that time.
The committee consider small independent retailers to be important to the
community and as such supports the work being done with the Credit
Union to help these retailers by offering low interest rate loans at the time
they are needed most.
20
SCOPING REPORT FOR THE TRANSPORTATION REVIEW – 5TH NOVEMBER 2015
Executive …
The Cleaner Communities Overview & Scrutiny Committee
considered the report and scrutinised the areas suggested for the
review and to identify if any areas had been missed.
Scoping Report for the Transportation
Review
Based on the pre-existing links in place with Blaenau Gwent in relation to
the Joint Passenger Transport Unit, consideration to be given to build on
those links and collaborate wherever possible.
3
2.5
Page 133
2
Sustainability should be taken into account at each stage of the review.
1.5
1
The committee wishes to receive progress updates to the review via email
in the early stages and then via a report once you are in a position to bring
updates to the committee that require scrutinising.
0.5
0
After considering the report, presentation and the answers to the
questions provided by the officers, the committee felt that the proposals
put forward as consideration to form part of the review were detailed and
indicated that a thorough review was likely to take place.
21
CEMETERY RULES AND REGULATIONS – 11TH MARCH 2015
Recommendation 5:The Committee accepted that at present there has not been demand for
religious/quick burials within Torfaen but it was felt that some
consideration needed to be given as to how these type of requests could
be dealt with in the future if the need arises.
The Cleaner Communities Overview & Scrutiny Committee were invited to
consider the contents of the report to ascertain if the new Rules and
Regulations proposed will achieve the aim of maintaining a dignified
cemetery for everyone.
Continue to explore ways of alleviating damage made to cemetery
grounds as a result of using machines to dig graves in adverse weather
conditions and inform service users in the Adverse Weather section of the
Rules and Regulations that this is being done.
Page 134
Consideration should be given to splitting the first paragraph in the
Removal of Items section of the rules and regulations so that the first
sentence is a paragraph in itself as it relates to the first 8 weeks following
a burial.
Once the Cemetery Friends Group has been established consideration
should be given to involving members of the group to help deal with
complaints where appropriate.
Recommendation 2:-ACCEPTED
Consideration should be given to extending the period of time grave
owners have to remove unauthorised items from 2 weeks to 3 weeks to
take into consideration holidays etc.
The committee considered the draft Cemetery Rules and Regulations in
detail and agreed that a “one size fits all” approach is still relevant and
should remain as such to maintain a consistent approach across all 4
cemeteries within Torfaen.
Clarity needs to be provided on the height of authorised items that will be
removed if they pose a threat to Health & Safety.
If the new Rules & Regulations are approved by Council in April some
additional work should take place with the Communications Team to
introduce photographs as examples of what will or will not be allowed.
(An example was given at the meeting, along the lines of photographs
used in the Passport Application Forms).
Executive …
22
Cemetery Rules & Regulations
8
6
4
2
0
Page 135
FLOOD MITIGATION ACROSS TORFAEN – 18TH MARCH 2015
23
The Cleaner Communities Overview & Scrutiny Committee were invited
to consider the contents of the report to ascertain lessons learnt as a
result of the floods in May 2014 and how they are being used to reduce
and/or mitigate the risk of damage from future flooding across Torfaen.
can be taken against recommendation 4 of the Section 19 Flood
Investigation Report, in relation to Sustainable Urban Drainage Systems
(SUD’s) due to the fact that this is not a statutory requirement.
Consideration should be given to pursue this matter further with Welsh
Government and the Local Authority should take part as much as
possible in the consultation currently taking place.
Reassurance to be provided that as the Lead Local Flood Authority work
is done to ensure partners act appropriately in relation to flood
mitigation/prevention and continued collaboration needs to take place
with all relevant partners to ensure projects are dealt with appropriately.
Consideration should be given to reviewing the procedures for members
of the public reporting emergencies, with the aim of making it simpler.
Page 136
Recommendation 2:-TO BE CONSIDERED
When carrying out future flood awareness programmes, consideration
needs to be given to exploring ways of providing a clearer definition of
the 1 in 100 year or 1 in 1,000 year events making it clearer for
members of the public to understand so they are made aware of when
action needs to be taken to secure their properties.
Torfaen’s Biodiversity Action Plan is important and should be maintained
in relation to the use of Sustainable Urban Drainage Systems (SUD’s).
In view of the schemes of work identified from risk assessment analysis,
costing needs to be provided and put forward with a view to seeking
appropriate budget provision in the 2016/17 budget to ensure these
works can be carried out.
Consideration to be given to exploring ways of better informing those
residents most at risk of flooding when weather alerts have been
provided.
Consideration to be given to exploring ways of providing Ward Members
with details of emergencies as and when they occur within their wards
as soon as practicably possible whether by telephone, text or email.
Executive …
Reassurance to be provided that work will continue to identify those
Riparian Owners in the Borough and once identified they will be mapped
out so they are easily contactable in a flooding emergency.
The committee wanted it noted that they were disappointed no action
24
Flood Mitigiation Across Torfaen
9
8
7
6
5
4
3
2
1
0
Page 137
25
So…what difference has this scrutiny activity made?
The committee also undertook the scrutiny of a Scoping Report for the
Transportation Review and considered the report and scrutinised the
areas suggested for the review to identify if any areas had been missed.
All recommendations made were accepted.
Some concluding remarks from the Chair …
The Cleaner Communities Overview and Scrutiny Committee have had
a busy year, and as Chair I would like to thank the committee members
and the officers who support the committee for their dedication and hard
work throughout the year.
The scrutiny meeting scheduled for January 2015 on Cemetery Rules
and Regulations was delayed in agreement with the committee to enable
officers to carry out a full and detailed consultation process with the
public. This was a very emotive and contentious subject and the
committee were keen to do as much research as possible. This resulted
in members of the committee carrying out site visits to two cemeteries
within Torfaen and one in a neighbouring authority to gain an
understanding of the issues involved. I also undertook a conference call
with a member of the clergy to ascertain if the same issues occur within
church run graveyards.
The introduction of regular webcasting has enabled the Scrutiny
Committee’s activities to reach the public and gives a better
understanding of the work and aims of the scrutiny process.
The scrutiny process continues to aim for single item agendas to
maximise the depth of questioning which has helped formulate clear
recommendations to achieve the best possible outcome for the
betterment of services.
All information gained from the consultation, site visits and conference
call were taken into consideration by the committee during its March
meeting to enable them to ascertain that the new Cemetery Rules and
Regulations maintained a dignified cemetery for all.
Eight
recommendations were made by the committee, the responses to which
are not due until after this report is finalised.
Page 138
In July 2014 the scrutiny activity undertaken was to consider the
Residual Waste Capacity and the committee took on the task to
scrutinise the appropriateness of the consultation process. As Chair I
felt it appropriate that I joined one of the road shows to see how they
engaged with the public, and I would like to congratulate the road show
staff for their hard work, patience and enthusiasm. The committee rose
to the challenge and almost all the recommendations made were
accepted or being considered.
I look forward to the next visioning session to consider the topics from a
diverse remit that have an impact on the public and will continue to work
with external bodies and others to gain knowledge of best practice, and
continue to aim for structured questioning techniques to ensure the best
outcomes to enhance services for the citizens of this borough.
The next scrutiny meeting considered the impact of the Torfaen
Economic Enterprise Initiative and whether there is a return on
investment for the local economy from the investment into new
companies. To gain a better understanding of this task a delegation
from the committee visited the Technium Springboard Centre in
Cwmbran.
As well as speaking to the Springboard staff we were able to interview
members of three organisations who have set up businesses within the
Springboard Centre, and gained a better understanding of what is
offered by the Technium Springboard initiative and what is needed by
aspiring new organisations. The committee showed enthusiasm in their
task and seven out of eight of our recommendations were accepted with
one to be considered.
Councillor Norma Parrish
Chair of the Cleaner Communities Overview & Scrutiny Committee
26
HEALTHIER COMMUNITIES OVERVIEW AND
SCRUTINY COMMITTEE
The issues scrutinised by the committee during the year are set out
below.
The Chair of this committee is Councillor Raymond Mills.
June 2014 –
Leisure Trust Monitoring
September 2014
Visioning Workshop
November 2014 –
Children & Family Services – Child Sexual Exploitation – 12th November
2014
January 2015 –
Children & Family Services – Safeguarding Children and Young People
Page 139
Cllr Leonard Constance
Cllr Veronica Crick
Cllr Nigel Davies
March 2015
Cllr Maria Graham
On completion of this scrutiny activity, clear recommendations were
made to the relevant Executive Member(s) and Chief Officer(s).
Cllr Kelvin Harnett JP
Cllr Mike Jeremiah
Cllr Neil Mason
Cllr Barry Taylor JP
Cllr Wayne Tomlinson
During 2014/15, this committee had no co-opted members.
The Committee held three meetings throughout the 2014/15 municipal
year.
27
LEISURE TRUST MONITORING – 11TH JUNE 2014
The committee assessed if the governance and performance
management arrangements employed are appropriate to ensure that the
trust delivers on its business plan and financial savings required. The
committee reviewed if there is scope to in future extend the remit of the
trust.
The committee was very impressed by the enthusiasm, professionalism
and dedication of all members of staff during their visit to PALC and
Cwmbran stadium.
The committee acknowledges the success of the Chief Executive of the
Leisure Trust and her team in terms of achieving a positive culture
change within the Torfaen Leisure Trust.
The committee would like to thank the report author for a well written
report using terminology easily understood by all.
Page 140
The committee recommends the scope of the Leisure trust is not
widened at this time.
The committee is supportive of the light touch approach employed within
the monitoring framework at this time.
The committee are satisfied that the governance arrangements
employed are appropriate and robust as described within the report but
are unable to satisfy themselves at this time that those arrangements
are robust in practice.
The committee recommends the service area benchmarks lessons
learned with other authorities who have transferred services to a trust.
The committee would like to take up the offer to shadow the service
areas client officer.
The committee recommends the service area considers forming a
steering/monitoring group to oversee the progress of implementation of
any actions resulting from the Torfaen Leisure Trust end of year
reporting.
The committee would like to thank all officers who participated in the
scrutiny process.
The committee recommends the service area supports the leisure
trust to implement a contingency arrangement for annual leave to
allow for data to be reported to the service area to time if required
by both parties.
28
Executive …
In summary …
LEISURE TRUST MONITORING
Page 141
4
3.5
3
2.5
2
1.5
1
0.5
0
29
CHILDREN & FAMILY SERVICES – CHILD SEXUAL EXPLOITATION – 12TH NOVEMBER 2014
recognise intelligence that could be useful in safeguarding children and
identifying perpetrator behaviour should be further developed. Specific
focus on hotel staff, door personnel, taxi drivers, community group
leaders, those people who could identify perpetrator behaviour etc. is
recommended.
The Committee were invited to hold the Executive to account for
the quality and level of Children & Family Services role in the
current multi agency arrangements in place to protect and support
children who have experienced or who are at risk from sexual
exploitation, contributing to corporate policies and strategies.
Members recommended the Executive Member petitions for further
development of relationships between statutory agencies and smaller
third sector organisations, including the youth service, which could
provide community intelligence pathways to potential victims needs.
Page 142
The Committee were also invited to review the arrangements in
place to ensure the processes employed to protect and support
children at risk from child exploitation are robust and effective and
communication channels between multiagency participants are
clear and working effectively.
Members recognise training relating to CSE in schools is supplementary
to core curriculum and so would be delivered on a request basis. The
committee recommended work with the Education service should be
undertaken to encourage schools to include CSE awareness to help
safeguard children and young people.
The committee recommended the Executive member approach the
police and chair of the regional safeguarding board to work together to
discuss the training of all police response officers in dealing with CSE
Members recommended a joint investigation with Education and the
Police into methods used nationally for awareness raising activity in the
primary education sector that avoids causing distress to children and
parents.
The committee recommended the Executive member approach the
police and chair of the regional safeguarding board to work together to
discuss the potential gains,
increasing the probability of identifying victims, potential victims, and
offenders through routine policing, that could be achieved by training all
front line officers in recognising potential signs of CSE
Members recognise the input from young people in the production and
success of the Thistle DVD and recommended mechanisms be
developed to hear and share the voices of children and young people to
raise awareness of CSE and to help shape policies and systems to
safeguard children and young people.
A multi agency approach to work with the community to help them
30
Finally, the committee would like to thank all officers and partners
who participated in the scrutiny process for their openness and
honesty.
The committee recommended processes are reviewed to ensure GPs’
receive appropriate documentation regarding case conferences and
strategy meetings etc.
Executive …
The response received from the Executive can be viewed here.
Investigation into the provision and use of drop in centres, similar to
those involved in operation retriever, where children and young people
can go to talk about their experiences in a non statutory, safe
environment is recommended.
In summary …
Children & Family Services - Child Sexual
Exploitation
The committee recommended a review of the referral process managed
by customer care is included as part of the demand management work.
10
9
8
7
6
5
4
3
2
1
0
Page 143
The committee was very impressed by the enthusiasm, professionalism
and dedication of all members of staff who took part in the research
visits.
Noted Social workers views of confidence in the current processes in
place for dealing with CSE once identified and their concerns around
difficulties in the identification of instances of CSE.
Was unsure how much awareness work had been carried out in schools
due to CSE being supplementary to core studies and delivered on a
request basis.
Would like to thank the report author for a well written report using
terminology easily understood by all.
Recognised the professionalism of the police officer in attendance and
would like to thank him for his concise and transparent answers to
questions posed.
31
CHILDREN & FAMILY SERVICES – SAFEGUARDING CHILDREN AND YOUNG PEOPLE – 28TH JANUARY 2015
The committee were invited to review the post inspection action plan to
determine if the documented actions address the findings of the CSSIW
inspection activity and to monitor the progress made in the area of
educational attainment of looked after children.
On completion of their scrutiny activity, the committee concluded they
would like to offer the following overall views:
The committee
1. Recognises the huge challenge faced by professional in
engaging with children and young people.
Page 144
2. Recognises it needs to develop its own engagement skills and
methods.
The committee recommended work is progressed around the clarity of
CAMHS referrals with a view to improving capacity within the CAHMS
service.
3. Was unsure of the progress made against the post inspection
action plan at this time.
4. Would like to thank the report author for a well written report
using terminology easily understood by all.
The committee recommended the post inspection action plan include
clear detailed implementation dates and is updated as items are
implemented
5. Recognised the professionalism of the invitees in attendance and
would like to thank them for there concise and transparent
answers to questions posed.
Work to progress further developing positive relationships between the
Education Service, Social Care Service and the Health board in relation
to the mental and emotional wellbeing of children is recommended.
6. Finally, the committee would like to thank all officers and partners
who participated in the scrutiny process for their openness and
honesty.
Executive …
The committee recognises the challenge in engaging with children and
young people and request advice and support from professionals to
improve the committees own engagement skills and methods.
32
CHILDREN & FAMILY SERVICES SAFEGUARDING CHILDREN & YOUNG
PEOPLE
4
3.5
3
2.5
2
1.5
1
0.5
0
Page 145
Recommendations Recommendations Recommendations Recommendations
Made
Accepted
Rejected
to Be Considered
EFFECTIVENESS OF THE ADULT SERVICES DUTY POD – 25th MARCH 2015
33
duty Pod. Therefore, it is recommended including response times
into performance system is considered.
The Committee were invited to review if the duty pod had made a
positive difference and was working effectively in relation to
managing demand, correctly identify citizens to be redirected to
the third sector and determining if their needs had been met.
The committee recommends the clarity of statistics collected
regarding referrals into the duty Pod, specifically those in tables
5.3 & 5.5 are clarified and definitions produced.
An investigation to identify the best methodology to answer the
question ‘Have we made a difference’, is recommended.
Page 146
The committee recommended investigation to identify the best
methods of collecting client views regarding their experience of
using the Duty Pod and whether individual outcomes have been
achieved..
The committee notes the success of the Duty Pod and
recommends consideration is given to extending this method of
working to clients using other areas of Adult services.
Engagement with health colleagues to improve information flow
and access to Community Psychiatric Nurses.
On completion of their scrutiny activity, the committee concluded
they would like to offer the following overall views:
Work to determine if the performance measures collected remain
relevant to measuring the success of the Duty Pod now it is
established as normal working practice.
The committee
1. Was satisfied the Duty Pod is achieving the outcomes
expected.
2. Was impressed with the professionalism, knowledge. And
enthusiasm of all staff involved in the Duty pod operation.
The committee recognised that quicker responses to client needs
is critical to promoting independence and this is provided by the
34
3. Was reassured by the Duty Pod in terms of those clients
not meeting the eligibility criteria, are supported by
information and an offer of contacting Social services if their
situation changes.
4. Recognised the professionalism of the invitees in
attendance and would like to thank them for there concise
and transparent answers to questions posed.
Executive …
Page 147
2014/15 saw a number of changes to the Healthier Communities
Overview and Scrutiny Committee membership as a result of a cabinet
reorganisation.
This year has been extremely busy, with full committee meetings and
many research visits to service areas, service users, partner and third
sector organisations including the Football Factory, CSSIW, TYPPS and
interviews with Social Workers and Officers from Gwent Police.
As part of our work we have ensured that we have engaged with as
many external agencies as possible including the Care and Social
Services Inspectorate of Wales and Gwent Police. We have also utilised
social media to engage citizens in the scrutiny process.
Within the context of financial constraints faced by the council the role of
scrutiny has grown in importance particularly in scrutinising non statutory
35
services. In setting the work programme the committee was acutely
aware of the challenges faced by grant funded services, Adult services
with the growing number and complexity of referrals received including
Children’s services with the increasing number of Looked after children
which is mirrored across Wales. There has also been a number of high
profile cases concerning the safety of children and young people
publicised in the media.
Karen Mayo for all their hard work to ensure the success of the
committee.
Therefore, during the year we have scrutinised and investigated a
number of key issues for Torfaen including:
Councillor Raymond Mills
Chair of the Healthier Overview & Scrutiny Committee
Page 148
Child Sexual Exploitation (CSE): After taking evidence from Social
Workers, The Executive Member for Health Social Care and Wellbeing
and Gwent Police this in depth piece of work saw a number of important
recommendations made to Social Services, Gwent Police and Local
Safeguarding board in relation to Multiagency response to this issue.
Safeguarding Children and Young People Post Inspection Action
Plan: Using expert contributions from Care & Social Services Inspectors
Wales, Professional Social workers and Children & Young People the
committee was able to acknowledge the activities within the action plan
were appropriate to address inspection findings.
Adult Service Duty Pod: The committee took evidence from the Care
and Social Services Inspectorate Wales which resulted in an updated
map, including demographic analysis and projection of care needs over
the next 5 – 10 years in the market position statement. The committee
was able to acknowledge that the commissioning strategies employed
recognises the shift in need from general residential to general nursing &
elderly mentally infirm nursing and is appropriate to meet the needs of
older people within the borough.
I would like to take this opportunity to thank all members of the
committee, officers, external stakeholders and the many witnesses from
within and external of the council who have contributed to and supported
our work this year. I would personally like to thank Helen Deakin and
36
LEARNING COMMUNITIES OVERVIEW AND
SCRUTINY COMMITTEE
Non-Statutory:
Professional Teacher Association – Vacant
Secondary Headteacher – Mr Michael Conway
Primary Headteacher – Simon Bates
Torfaen Association of School Governors – Ron Marchant
The Chair of this committee is Councillor Colette Thomas.
The committee held three meetings during the 2015/16 municipal year.
Average attendance of this committee for the year was 70%.
below.
Cllr Stephen Brooks JP
Cllr Pamela Cameron
Cllr Glyn Caron
Cllr Nigel Davies
Cllr Alan Furzer
Cllr Mike Harris
Cllr Jeff Rees
Cllr Graham Smith
Page 149
July 2014 Commissioning Arrangements with the EAS
September 2014
Visioning Workshop
October 2014 Additional Learning Needs Review
November 2014
Attendance Management in Schools
During 2014/15, this committee had 8 co-opted members –
Statutory (voting members):
Church in Wales – Mark Durbin
Catholic Church – Mr Mike Coady
Secondary Parent Governor – Shaun Sheeran
Primary Parent Governor – Lorna Redman
Welsh School Parent Governor – Mel Tudball
February 2015
Key Stage 2 And 3 Teacher Assessment Policy
37
COMMISSIONING ARRANGEMENTS WITH THE EAS – 8TH JULY 2014
School attainment targets to be disseminated to all Members once set in
October 2014.
The Overview and Scrutiny Committee focused its attention on the
breadth and suitability of the current commissioning arrangements, and
identified a number of activities, procedures or processes that should be
considered as critical enablers of improvement.
To inform and raise the aspirations parents have for their children, the
service area should set up a parents group to specifically look at ways to
communicate school performance information to parents.
To monitor school to school support to ensure it is having both the
desired impact on the school receiving it, whilst at the same time
ensuring it is not having a detrimental impact on the school providing it.
Additional scrutiny of these arrangements should be carried out through
discussion with head teachers and the chairs of governors at the School
Standards Learning Sub-committee
To ensure future scrutiny work focuses on progress against the targets
set in schools and is used to challenge the validity of future targets.
Page 150
Executive …
The response received from the Executive can be viewed here.
In summary …
To strengthen moderation where teacher assessments are used to
assess performance to ensure results are as accurate as possible for
key stage 2 and 3 so future target setting for key stage 4 is based on the
best possible information.
All Members to have access to the termly monitoring reports for schools
clearly setting out progress against key performance measures.
To clarify to all members the roles and names of Torfaen’s EAS
Accounts Manager and the Principal Systems Leader.
38
Commissioning Arrangements with the EAS
7
6
5
4
3
2
1
0
Page 151
39
ADDITIONAL LEARNING NEEDS REVIEW – CONSULATION – 7th OCTOBER 2014
The Committee is asked to scrutinise the Council’s draft Additional
Learning Needs Review Consultation Document ensuring:



To recommend once the review is completed a full implementation plan
is developed and made available to Members of the Learning Overview
and Scrutiny Committee.
The reasons for the review as detailed in the attached consultation
document have been fully addressed.
The vision, principles and inclusive approach as proposed in the
attached consultation document are appropriate and comprehensive.
Both sets of proposals contained in the attached consultation
document are consistent with the outcome objectives.
The Committee would like receive further explanation regarding the
‘Achievement for all Cymru’ scheme and whether or not we would be
expressing an interest in taking part.
Page 152
To seek further clarification regarding how 5 welfare officers would
operate over 6 cluster areas.
That the Head of Crownbridge, Lesley Bush should be asked to engage
with the SNRB satellite hubs (Maendy, Abersychan, Pontnewydd) to
begin working through the detail of how proposals would be
implemented on the ground.
The committee expressed concerns relating to the reduction of the
central inclusion team whilst one of its members was on maternity leave
and was concerned making extensive changes at this time could be
represent a significant risk to provision.
The committee would like to receive further information regarding the
appeals process and how it would operate in practice.
The committee wished to express concerns at the possibility of the
setting up of a PRU for Key Stage 2 pupils with behavioural problems.
Before any decision regarding this provision is made the Committee
would like to request to scrutinise proposals made.
Recommend the next meeting of the South East Wales WESP forum
discuss ALN provision with a view to finding a regional based solution.
40
Executive …
In summary …
Additional Learning Needs Review Consultation
Page 153
5
4.5
4
3.5
3
2.5
2
1.5
1
0.5
0
41
ATTENDANCE MANAGEMENT IN SCHOOLS – 26th NOVEMBER 2014
The Committee was asked to scrutinise the current position in Torfaen
with regard to:
All schools should receive comprehensive training on the use of the iFor
system enhancing each schools own ability to manage their sickness
absence.
Page 154
 Considering the current policies for managing sickness absence
of school based staff
 Assessing current levels of absences of school based staff and
the costs associated with sickness absence.
 Offering views on a proposed way forward to introduce new
policies and processes
 Assessing whether the proposed actions will deliver reduction in
staff absence and financial savings as well as contributing to
improvements in pupil attainment
 Offering views on whether the employment of an officer with
appropriate HR skills and experience to lead the review would be
a cost effective option.
All school staff with managerial responsibilities to receive training on the
importance of sickness management.
The committee fully endorse the recruitment of temporary specialist HR
support for schools and that funding should be sought from a central
invest to save fund.
The Learning Overview and Scrutiny Committee requested the draft
Sickness Absence Management Policy be received following it’s
development in order to challenge it’s suitability.
The council should keep under review the work of Occupational Health
to ensure all referrals deliver a balance to both employee and employer
and in all cases take into account individual employees working
environment.
Each school should report sickness and how it is being managed to their
governing bodies termly as a minimum.
A review should be conducted into whether costs could be reduced
through rationalising the number of insurance and supply teacher
providers. The committee noted this did not necessarily mean a single
preferred supplier but a much smaller number than is currently the case
in order to realise saving but maintain a degree of flexibility.
Corporate HR should ensure all schools and governing bodies are
reporting and receiving attendance information in exactly the same
easily understandable format.
42
Attendance Management in Schools
Head teachers should be integral to the process of determining supply
teacher arrangements through prescribing their expectations and that
the driving factor should be achieving value for money not the cheapest
option.
10
9
8
7
6
5
4
3
2
1
0
Arrangements entered into regarding insurance and supply teacher
cover should be reviewed annually to ensure they continue to offer the
LEA and schools value for money.
Page 155
The new Corporate Sickness Management policy (and the policy derived
for use in schools) should be straightforward and understandable,
removing existing grey arrears in the current policy and leaving far less
room for interpretation.
Members stressed that absence reporting and management for teachers
was as important as it was for pupils. As such it should be treated with
equal prominence when considering how to improve pupils attainment.
The lion share of the savings will be realised from addressing the root
cause of the problem rather than from improving our procurement
arrangements.
Executive …
In summary …
43
KEY STAGE 2 AND 3 TEACHER ASSESSMENT POLICY – 4th FEBRUARY 2015
Recommendation 3:- To be considered
The LEA and EAS should assist in the development of better standards
of communication between schools and parents regarding how pupils
are progressing to ensure parents fully understand how there child is
developing, where and when issues are arising and what they can do to
assist in this process.
The Committee was asked to scrutinise the current position in Torfaen
with regard to:
How the new Teacher Assessment policy for Key Stage 2 and 3 is going
to impact on performance and what are we going to do to address areas
of underperformance?
Better communications between schools and pupils/parents should be
used to help build longer term aspirations for each child, helping them to
understand what qualifications they are heading for throughout their
school journey and what opportunities those qualifications provide.
Page 156
Recommendation 1:-. To be considered
The primaries and secondary from each cluster should do more to
integrate as one entity with the goal of the ‘cluster’ taking joint ownership
for each child’s education. It was envisaged that by doing so children
going into year 7 would be able to hit the ground running and this year
could be far more productive for each pupils education.
Recommendation 5:- Rejected
New cluster arrangements in Cwmbran should be put in place with
regards to bringing heads together for moderation and school
improvement work as soon as is possible.
Recommendation 2:- Accepted
The committee wished to seek assurances that the heads from all
schools were coming together to undertake moderation work and
recommended that this activity should continue to develop and wasn’t
just something that we needed to do because we’re in special measures.
The committee recommend each cluster; secondary and its primaries,
come together in this process.
The committee noted that although outcome measures were useful to
ascertain how effective we have been at the end of the process.
However measuring at the end did not help in year performance
management and effective intervention where necessary. As such all
education plans, school improvement plans and the CYPIB plan should
have appropriate milestones that effectively measure progress towards
the end outcome.
All serving school governors to receive training in cluster groups to
assist them in understanding the teacher assessment process and their
role within it.
Members determined that they would not be able to validate the
effectiveness of the new teacher assessment policy until results from the
next set of KS2 and 3 teacher assessments. This data along with the
results from assessments undertaken in year 7 in the following academic
year should be reported back to the Learning O&S committee. Members
noted that this should go onto the committee’s work plan for 2015-16.
44
Estyn and the EAS to be invited back to the Learning O&S committee
following the next monitoring visit. Furthermore the EAS should be
invited back in following the publication of Estyn’s regional consortia
work.
Executive …
In summary …
Page 157
PROGRESS MADE AGAINST ESTYN RECOMMENDATIONS FROM 2011 INSPECTION – 15th APRIL 2015
45
The Committee was asked to scrutinise the current position in
Torfaen with regard to:
Members recognised progress was excellent around the NEETs
performance measure, however the committee expressed concerns. As
much as we were being congratulated for our performance, looking at
the measure in isolation is flawed and as a Council we should imbed a
stronger performance management framework for ensuring better
outcomes for 16 to 18 year olds.
The pace and extent of progress made against all the
recommendations made by Estyn following the 2011 inspection.
Following concerns raised regarding Welsh Language representation,
the Committee recommends reviewing the membership of the CYPIB to
ensure mechanisms are in place to progress the interests of minority
groups in Torfaen.
Page 158
Members recommend the Local Education Authority undertake a
positive communication and engagement exercise aimed at parents. The
campaign should focus on breaking the cycle of poor attainment in
Torfaen through, raising aspirations in our communities and challenging
the apathy that exists towards education.
Members would welcome the continuation of support from the Recovery
Board when we emerge from special measures but noted arrangements
would need to offer value for money and should include a clear exit plan
to end external support.
Members requested further exploratory work into the performance at
KS4 science. Members noted a dramatic improvement in science
attributed to more pupils undertaking BTECs but were concerned this
was also skewing performance at both L2 and L2 inclusive of
English/Welsh and Maths and could mean results would be negativity hit
when BTECs were phased out over the next couple of years.
Members agreed that Education was an absolute priority for the Council
and as such stressed our self evaluation processes could be
strengthened by ensuring agendas for;
Council,
Members seminars,
Performance sessions involving the cabinet,
had a much greater emphasis on Education issues, ensuring all
members were aware of issues arising.
 Members expressed concern for schools in the Schools
Challenge Cymru scheme regarding lines of accountability.
Members of the Committee’s School Standards Subcommittee have previously sought clarity on this matter from
the Education Minister. However Members did not agree
with the response and will now write to the Chair of the
Children, Young People and Education Committee at the
46
National Assembly for Wales to request the committee
undertakes an enquiry into this matter.
 Minutes of the Recovery Board to be routinely disseminated
amongst members of the Recovery Board.
 To provide details regarding the current number of governor
vacancies in each of our schools.
Executive …
In summary …
Page 159
SCHOOLS MONITORING SUB-COMMITTEE
47
Following discussions with the Torfaen Recovery Board, it was
suggested a sub committee be established to scrutinise both the
performance of individual schools, and the support they receive from the
Education Achievement Service and the Council’s Education Service.
January 2015
West Monmouth School
March 2015
Croesyceiliog School
This approach was agreed by the Learning Communities Overview &
Scrutiny Committee at its meeting on 7th October 2014.
April 2015
Ysgol Gyfun Gwynllyw
The work programme for the sub committee has been set in consultation
with the
Lead Director for Children & Young People and focuses
primarily on looking at individual schools’ performance on a “by
exception” basis. The members therefore started their scrutiny activity by
looking at all secondary schools initially, taking the schools participating
in the Schools Challenge Cymru process first, in alphabetical order.
12 May 2015
Griffithstown Primary School
14 May 2015
St Albans R.C.School
Page 160
The sub committee held five meetings so far during the 2015/16
municipal year.
made to the School, LEA and EAS.
The schools invited to take part in the sub-committee so far are set out
below.
Full details of these recommendations for Abersychan, Fairwater and
Llantarnam were reported back to the Learning Communities Committee
on 4th February 2015 and can be accessed by clicking on the link. The
recommendations and responses for West Monmouth School and
Croesyceiliog School were reported back to the Learning Communities
Overview & Scrutiny Committee on 15th April 2015. The
recommendations and responses for Ysgol Gyfun Gwynllyw, St. Alban’s
R.C School and Griffithstown Primary will be reported to the next
Learning Communities O&S Committee on 24th June 2015.
October 2014 Abersychan School
November 2014
Fairwater School
December 2014
Llantarnam School
48
2014/15 was another busy and challenging year for the Learning
Communities Overview and Scrutiny committee. The major topics
scrutinized included; the Education Achievement Service (EAS),
Additional Learning Needs Policy, Key Stage 2 and 3 Teacher
Assessment Policy, Attendance Management in Schools and Progress
Against Recommendations made by Estyn.
pass this back to the Learning O&S committee for further investigation.
This report was received in November resulting in a robust set of
recommendations being passed back to the service area for
consideration. This example demonstrates to me how scrutiny can be
integral to the service improvement process.
The committee is enhanced by a number of co-optees and their views
and differing perspectives as educational professionals, governors and
stakeholders has added greatly to the scrutiny process. In recent
months 3 new parent teacher governors have joined the committee and I
look forward to working with them in the future and I’m sure we will all
benefit from their experiences when it comes to making
recommendations. I feel sure the committee will work together in the
year ahead to provide the constructive and robust challenge needed.
Torfaen Education Service remains in special measures and I believe
the scrutiny committee has a part to play in challenging what we do as
we look to increase the pace of improvement. ESTYN attended the
scrutiny committee for the first time in February 2015 and gave the
committee an update on the progress we have made addressing
Recommendations 4 and 5 of the action plan. The Council’s Recovery
Board has recently asked the Council to produce a self evaluation of
progress made against all 5 of the recommendations made by Estyn. A
draft of this report will be received by the Learning Committee as part of
the internal challenge process.
Finally I would like to personally thank members and officers for their
commitment and support through a very busy year and for collectively
delivering a successful scrutiny programme.
Page 161
The introduction of a single item agenda which we adopted late in 2013
continues to enable the committee to explore issues in more depth.
The committee also agreed on the 7th October 2014 to establish a sub
committee with the sole purpose of monitoring more closely schools
performance and reviewing the support they receive from both the EAS
and Torfaen Education service.
The Schools Monitoring Sub-committee has already proved to be
invaluable in enabling members to establish closer links with schools
through discussions with head teachers and chairs of governors.
Members are now beginning to develop a greater appreciation of the
challenges faced by our schools and how we can overcome these by
working together.
Councillor Collette Thomas
Chair of the Learning Communities
Overview & Scrutiny Committee
One particular issue discussed with one of our secondary schools was
attendance management in schools. The sub-committee was minded to
RESOURCES AND CORPORATE BUSINESS OVERVIEW AND SCRUTINY COMMITTEE
49
The Chair of this committee is Councillor Stuart Ashley.
below.
June 2014 Information Technology
October 2014
Visioning Workshop
December 2014 Channel shift
Cllr Mary Barnett
Cllr Huw Bevan
February 2015 Procurement
Cllr Stephen Brooks JP
Cllr Glyn Caron
Cllr Veronica Crick JP
Page 162
May 2015
Management of Early Departures
Cllr Elizabeth Haynes
Cllr Jessica Powell
year.
INFORMATION TECHNOLOGY - 25TH JUNE 2014
50
The committee reviewed the progress made in addressing the findings
of the WAO review of information management in Torfaen, and
assessed whether the actions have delivered the required improvements
in this area and improved the security of our information.
Ensure notifications are emailed to all staff and members, making them
aware of periods when work will be undertaken on the system
The committee reviewed the progress in these areas specifically:
Greater publicity should be conducted to advertise the availability of
SWOOP externally, also providing the direct link for users to access this
site.
-
-
The development of service standards which set out the level of
service that can be expected by SRS is fully supported and
should be completed as soon as possible;
The possibility of putting SWOOP onto the Council App should be
explored
More frequent consultation with customers should be undertaken
to ensure the service offered by the SRS meets customer need;
Page 163
The language used in the strategy documentation needs to be
simplified to improve understanding. The ‘Story’ approach being
utilized in Monmouthshire County Council should be introduced
across all three partner organisations;
Greater publicity should be conducted to raise staff and member
awareness of the FOPE service
-
A performance framework should be developed as soon as
possible so the performance of the SRS can be effectively
monitored and reported.
Staff and members should be sent an email making them aware that
updates will be carried out on the first Tuesday of each month – PATCH
Tuesday.
-
The purpose built facility in Blaenavon does not have a full
disaster recovery facility, and so work is required to add extra
resilience. There is an opportunity for shared disaster recovery
with Monmouthshire. This is in the process of implementation but
will not be ready for a few months.
-
A dedicated contact or email address should be put in place for dealing
with complaints
The opportunity for collaboration with Monmouthshire is also
being explored for a joint telephony system.
Members recommend that the authority review and approve the stock
list as soon as possible
51
In summary …
It was recommended that the annual staff survey seeking feedback on
the level service received should be opened up to members.
Information Technology
12
Other potential areas for increasing the income received from providing
a CCTV service should be explored. Members suggested:
- Community Halls
- Allotments
- Cwmbran Shopping
- Leisure Facilities
10
8
6
4
2
0
Page 164
Members recommend that discussions take place with schools in a
managed and appropriate manner to consider the school’s participation
in the I-Learn Wales project
Members would also like their appreciation and compliments passed on
to those SRS officers who are working closely with schools
Members stressed the urgency of testing the disaster recovery system.
Members wish to receive feedback from this test, including
recommendations for improving the system further.
Members recommend that regular reviews are conducted to ensure the
banding of systems is current and adequate.
Executive …
52
CHANNEL SHIFT – 3RD DECEMBER 2014
By scrutinising this issue, the Resources & Corporate Business
Overview & Scrutiny Committee had the opportunity to directly input into
the development of Customer Services 2.0, the Council’s new approach
to the delivery of customer services, and the underpinning of the
Channel Shift Strategy. The approach will be geared towards providing
better services at lower costs across a wider range of channels.
‘A right first time’ approach must be taken. The committee stressed the
importance of addressing ‘back office’ issues to ensure that encouraging
the public to communicate with the Council digitally is not let down by
failings further along the process.
The committee were invited to contribute to the development of this
important corporate strategy.
A consistent service needs to be provide across all platforms
The committee:

Page 165

A communications campaign needs to be delivered advertising the
Torfaen ‘app’ and all other methods of digital engagement. It was
recommended that when any Council material is re-printed, such as
Councillor’s cards, the Torfaen app should be featured.
reviewed proposals for the implementation of Customer Services
2.0, and assessed whether the proposed actions will deliver the
required improvements to service delivery, and achieve financial
savings;
offered views on the anticipated changes/ improvements that are
currently being explored for the Channel Shift strategy.
The committee recommends that all Executive Members and Chief
Officers are informed of and kept up-to-date with developments in the
Channel Shift process, to ensure the buy in of all service areas.
The Channel Shift Strategy should be written in a language that it
conversational and easy to understand.
It is recommended that visits to other organisations and private
companies who have successfully travelled through a Channel Shift
process, be arranged for members of the committee and officers, in
order to research the benefits of going through a ‘Channel Shift’ process
and to discuss any issues or teething problems that may have been
experienced.
All channels of communication employed should be simple to use for all
members of the community. A range of communication methods should
continue to be employed to ensure there is a method that is convenient
and accessible for all.
The committee request that once the first draft of the strategy has been
53
developed that it be brought back before the committee for comment
and further consideration.
Channel Shift
Executive …
8
7
6
5
4
3
2
1
0
In summary …
Page 166
54
PROCUREMENT – 25TH FEBRUARY 2015
be using to ensure they continue to be fair and equitable
The Resources & Corporate Business Overview & Scrutiny Committee
were invited to:
The committee expressed concerns that the estimated value of the
Categories within the scope of the National Procurement Service will
increase from £967m to £2.2bn which has led to the need to re-state the
assumptions of what was an outline business case and this is part of the
NPS Business Plan going to the Minister for approval shortly. Members
recommend that the Executive Member write to the minister expressing
the concerns of the committee that this will result in even less control for
the local authority over what and how they can procure.



Page 167
review the potential impact the Principles of Welsh Public
Procurement Policy and the National Procurement Service will
have on the procurement of goods, works and services in
Torfaen;
consider whether adopting the Principles of Welsh Public
Procurement Policy will assist the Council in balancing the
requirements of achieving efficiencies through procurement with
having a positive impact on the local economy
Offer any comments or recommendations for action to the
relevant Executive Members / Officers in advance of the Welsh
Public Procurement Policy being submitted to the Council for
consideration and adoption.
With regard to operational officers attending Category Forums, this
should be based on a ‘needs’ assessment. Should there already be
operational officers from other local authorities attending with the
required expertise, Torfaen offices shouldn’t then also be required to go.
The Head of Procurement to assess attendance at each Category
Forum on a ‘need to be there’ basis.
The Executive Member for Resources & the Head of Procurement
should work closely with local small/ medium businesses to help and
encourage them to tender for contracts.
Executive …
The Head of Procurement to keep an overview of the local small/
medium business community in Torfaen, and should any loss of
business be identified, ensure this is flagged up with members.
In summary …
That the Executive Member for Resources and the Head of Procurement
review the lotting strategies that the National Procurement Service will
55
Procurement
5
4.5
4
3.5
3
2.5
2
1.5
1
0.5
Page 168
0
Made
Accepted
Rejected
to Be Considered
MANAGING EARLY DEPARTURES – 13TH MAY 2015
56
form a consensus for a collaborative way forward which should input into
the development of common principles by WG.
The committee appreciate that WG are developing the common
principles but felt it was vital for local authority Chief Executives/ HR
Managers to provide input from a local level at an early stage.
The Resources & Corporate Business Overview & Scrutiny Committee
were invited to:

Recommendation 3:-
Note the key findings and recommendations of the Auditor
General’s Report
Page 169

Review and scrutinise to what extent suitable arrangements are
in place within the Council to address the recommendations
made

Make appropriate recommendations to the relevant Executive
Member and / or Chief Officer where arrangements need to be
strengthened

If required, ensure appropriate arrangements are put in place to
monitor progress in addressing the recommendations.
(Relating to recommendation 5 made by WAO) The committee
welcome the introduction of the Chief Officer Risk Assessment forms,
however stress the importance of an evaluation exercise being
undertaken to take a collective look at the impact of early departures as
a whole, rather than just assessing the impact of individual departures.
It is also recommended that an exit questionnaire be developed to
provide analysis as to the reasons why people are leaving through early
departure.
Recommendation 4:-
Work needs to be undertaken to identify flexibility within workforces
across departments, as well as collaboratively with other local Council’s
so that capacity can be drawn on when needed.
Recommendation 1:-
Recommendation 5:-
(Relating to recommendation 1 made by WAO) The development of a
new Work Force Plan should be progressed as a priority this year with
both strategic and operational input from all levels including members.
Before the plan is approved members recommend that it be brought
before the Resources Overview & Scrutiny Committee for review and
input.
The committee recommend that the Head of Human Resources &
Pensions continue to work closely with the unions to incorporate nonteaching school based staff vacancies into Profile. Members stressed
that it should be a two way flow with school based staff being able to go
through the Profile system, applying for vacancies that may arise
corporately and vice versa with corporate staff being able to apply
through profile for school based positions.
Recommendation 2:-
No response has been received to date – meeting was held on
13th May 2015
(Relating to recommendation 2 made by WAO) HR Managers/ Chief
Executives should work together at their joint meetings to draw together
experiences and approaches to the management of early departures, to
So…what difference has this scrutiny activity made…
57
The Resources O & S committee have covered three scrutiny subject
areas this year covering the aspects of the councils work shaping policy,
allocation and savings on resources and improvement.
telephone. These questions produced a series of recommendations
which were accepted in full by the executive member
The third area under scrutiny was Procurement. The committee
demonstrated a considerable interest in the subject especially on the
themes of joint working across Wales and local procurement
opportunities for Torfaen based SME and businesses. The committee
was impressed that we have a small team which punches well above its
weight working at a Wales wide dimension.
As I commented last year members and officers have contributed to the
experience, knowledge, and information used to probe the issues raised
by the committee.
Invitees have helped us to reach constructive recommendations by
contributing professional reports, presentations, data and information
through what at times are complex issues.
As chair I find that this years scrutiny subjects have covered a range of
issues but the way we tackle questioning them has changed – members
are aware that we are in a world of diminishing resources so their
emphasis has been one of engagement, value, relevance and
coherence. It has been an eye opener the new ways in which the
council will have to find to tackle the challenges of even more
diminishing resources. Members are well placed to see these
opportunities and at the same time be enquiring about their introduction.
In common with the other scrutiny committees we have reframed our
questioning techniques, going a ‘member led’ approach which appears
to work better.
Page 170
Webcasting, we are routinely recorded as a matter of a course which is
another very useful channel for taking the work of the committee to a
wider audience, having a video record and engaging and accessing in a
different media. The issues we cover are of importance to staff and
Torfaen residents alike, Members and I get some interesting feed back,
which shows the value of webcasting.
The first scrutiny was IT Information Technology-members fully
engaged with the subject in their questioning. This subject is of
importance to the effective running of the council, most administrative,
management and professional officers using IT as part of their daily
community life. The committee had plenty of questions on this subject,
which has been contentious in the past. The recommendations reflect
concerns that despite the positive experience most have there is still
room for improvement. There was an appreciation of the level of service
to schools from SRS officers working with them, which is very good to
hear.
Councillor Stuart Ashley
Chair of the Resources & Corporate Business
The second scrutiny session was also in the IT digital realm – ‘Channel
Shift’. This concerned the transferring of most council services to
digital media especially customer services and communication’s.
The presentation of the issues for the committee was digital as was
fitting for the subject. The report and subsequent questioning had the
committee recommending that the process had to be easy to use,
consistent and multi platform working on computer, smart phone and
58
SAFER COMMUNITIES OVERVIEW AND
SCRUTINY COMMITTEE
The Chair of this committee was Councillor Mike Harris.
below.
May 2014 Fire Cover Review – Response to Public Consultation
September 2014 Environmental Enforcement – Options for Future Service Delivery
October 2014
Visioning Workshop
The membership of the committee up until May 2015 was:
Page 171
Cllr Pamela Cameron
December 2014 Housing Self Evaluation Pilot
Cllr Giles Davies
Cllr Keith James
March 2015 Supporting People - Housing Related Support Services
Cllr Alan Jones
Cllr Robert Kemp
Cllr Brian Mawby
Cllr Norma Parrish
Cllr Barry Taylor JP
Cllr Neil Waite
year.
59
FIRE COVER REVIEW: RESPONSE TO PUBLIC CONSULTATION – 19th MAY 2014
Fire Cover Review: Response to
Public Consultation
The committee scrutinised the evidence and data provided and
considered the professional judgements made by the South Wales
Fire & Rescue Authority to determine whether their proposals for
change are reasonable and based on sound evidence.
1
0.9
0.8
0.7
0.6
0.5
0.4
0.3
0.2
0.1
0
Key recommendations made to the Chief Fire Officer, South
Wales Fire and Rescue Service…
Page 172
On completion of their scrutiny activity, committee members concluded
that in the light of the data, information and evidence that the Fire
Authority considered on 24th March 2014, they could not offer a view on
whether their decision was reasonable. The committee concluded
factors such as deprivation, new developments, flood profiles and road
networks had not been taken into account adequately and could
increase risk within Torfaen.
Members agreed to receive a further report from the Fire Authority on 2
July 2014 with a view to making recommendations that can be fed back
to Fire Authority committee members for consideration.
Executive …
In summary …
60
ENVIRONMENTAL ENFORCEMENT – OPTIONS FOR FUTURE SERVICE DELIVERY – 25th SEPTEMBER 2014
this scheme.
Executive …
The Safer Communities Overview and Scrutiny Committee scrutinised
the options available on how environmental enforcement should be
taken forward within Torfaen, as follows:
i) That funding should be sought in order to allow environmental
enforcement to be delivered by Kingdom as per the submitted
tender
ii) Change the way in which this project work is delivered, in line
with that delivered in Blaenau Gwent so that funding is used is
used for specific dog fouling enforcement in conjunction with the
other environmental enforcement or
iii) Elect to carry out the contract process again in the hope of
gaining a more favourable tender
iv) End this project, so that environmental enforcement is no longer
carried out as this level in Torfaen
In summary …
Page 173
Committee members voted unanimously for environmental enforcement
to continue within Torfaen and recommended that Cabinet considers
carrying out the tender process again, in the hope of gaining a more
favourable tender.
Should Cabinet agree to this recommendation, scrutiny have requested
that the period to which companies have to express an interest be
extended longer than just 1 month, as this was felt inadequate and may
have been a barrier to companies applying.
Cwmbran Town Centre/Bron Afon/Melin should also be approached to
explore whether they would be able to offer financial assistance towards
61
HOUSING SELF EVALUATION PILOT – 10th DECEMBER 2014
Executive …
Members of the Safer Communities Overview and Scrutiny Committee
were invited:
In summary …


To consider the feedback and findings of the Self Evaluation pilot
Scrutinise the recommendations being proposed by the Housing
service for service improvement
To provide comments, where necessary, to the Executive
Member/Officers on the proposed recommendations to improve
partnership working
Page 174
Action plan to be reported back to committee, providing Members with
an update on progress against recommendations.
Consider engaging with partners on results of the self evaluation to
determine how they would like the issues addressed, in an attempt to
improve service delivery.
Consider developing an additional recommendation/amend
recommendation 4 in order to specifically address negative comments
made in relation to homelessness and homeseeker services.
62
SUPPORTING PEOPLE - HOUSING RELATED SUPPORT SERVICES – 4th MARCH 2015
Members agreed that the appropriate methodology had been used and
considered when helping to mitigate the risk and reduce the impact that
budget cuts would have on service users.
Members of the Safer Communities Overview and Scrutiny Committee
were invited to:



Review the Supporting People Local Commission Plan for
2015/16,
Review the Councils approach to managing and administering
the Supporting People Grant (SPPG) budget reductions in
Torfaen,
Determine whether appropriate methodology has been put in
place to mitigate any potential impact that a reduction in grant
funding may have on vulnerable service users.
Executive …
In summary …
Page 175
The committee wanted it noted that they were disappointed the
Education Service Area had not taken up Women’s Aid offer of going
into schools to educate children on healthy relationships.
The committee felt that education was critical to future prevention of
domestic abuse within our communities and would like the Executive
Member to give further consideration to this.
Committee members reviewed the Supporting People Local
Commissioning Plan for 2015/16 and commended the Supporting
People Team on managing and administering the cuts made by Welsh
Government to the Supporting People Grant.
63
PERFORMANCE MANAGEMENT DEVELOPMENT CONTROL – 29TH APRIL 2015
Performance Review sessions to ensure performance is
monitored and the Planning Bill complied with.
Members of the Safer Communities Overview and Scrutiny
Committee were invited to scrutinise the steps taken to improve
performance and suggest further measures to develop the
Development Management Service.
Executive …
In summary …
Page 176
In order to improve the quality of service being provided, the
Executive Member should progress implementing the new webbased IT system as soon as possible, with the aim of making it
operational by December 2015.
The Executive Member to review resources should performance
decrease, to ensure service delivery does not suffer and
requirements of the Planning Bill are met.
The committee recommends the Executive Member monitors
customer satisfaction measures to ensure the service continues to
meet customer expectations.
Once the performance measures underpinning the Planning Bill
have been agreed by WG the Executive Member should ensure
the service area reviews and challenges these measures
appropriately both internally and at Executive Member
64
reduce the financial burden on residents and pool budgets where
appropriate. Future delivery of enforcement and Housing SelfAssessment has also been scrutinised and the recommendations put
forward by the committee have attempted to help develop services to
meet expectations and deliver efficiencies.
Since my appointment as Chair of Safer Communities Overview and
Scrutiny Committee in May 2014, the challenges facing local
government have been enormous and the corresponding importance of
scrutiny to accompany decision-makers as a critical friend has been
imperative.
The role of Chair has helped me to appreciate that scrutiny has never
been more important and all those involved with scrutiny have had a
clear responsibility over the past year scrutinising new approaches and
making sure anticipated outcomes continue to be delivered to the
residents of Torfaen.
Whilst maintaining the role of critical friend, this year the Safer
Communities Overview and Scrutiny Committee have attempted to
influence and positively shape policy on issues which may have a direct
impact on residents and communities within Torfaen.
With a backdrop of reduced funding from Government the committee
has effectively challenged and scrutinised Housing Related Support
Services and in particular how the Council is working in collaboration to
May I also give thank Members for their co-operation in participating and
attending meetings and also Officers for their continued support and
guidance.
Page 177
A big change for the committee this year has been the introduction of
webcasting, which now streams meetings live on to the Council’s
website. This has helped scrutiny become more relevant to local people
and play a significant role in engaging with the local community.
I’m sure the coming year will present further challenges, but I thank
everyone who has contributed to the Safer Communities Overview and
Scrutiny work programme during the past year, especially partners and
other external agencies that have been invited to attend our meetings.
All contributions have been invaluable to this process in helping myself
and Members scrutinise issues affectively and come up with appropriate
timely recommendations.
Councillor Mike Harris
Chair of the Safer Communities
65
JOINT MEETINGS OF ALL OVERVIEW AND SCRUTINY COMMITTEES
Three joint meetings of the Council’s Overview and Scrutiny Committees
were held during the 2014/15 municipal year.
Update on delivering the Council’s 2013/14 improvement objectives.
All members of the Council’s five scrutiny committees were invited to
attend together with all of the co-opted members.
November 2014 Revenue Budget 2014/15 – Potential Mitigation Options.
February 2015 Selecting & delivering the Council’s 2014/15 Improvement Objectives.
Page 178
The Chairing of these meetings was rotated amongst the existing Chairs
of scrutiny.
October 2014 –
To What Extent Complaints Received Are Being Learnt From and Used
By Service Areas To Deliver Improvement
below.
March 2015
Delivering the council’s corporate plan (cp2) – selecting and delivering
the council’s 2015/16 improvement objectives – 10th March 2015
May 2014
Collaboration
July 2014 -
66
COLLABORATION – 13th MAY 2014
Members stressed the importance of supporting stakeholders with whom
the Council collaborates, e.g. providing suitable training/ guidance.
Guidance and templates to aid in the planning and decision making
process will be made available to those that are involved in undertaking
collaborative activity.
The Joint Meeting of the Council’s Overview & Scrutiny committees
scrutinised and evaluated the Council’s collaborative activity, focusing
on the benefits delivered and outcomes achieved to date.
Executive …
The Collaborative Framework should be used to agree clear outcomes
for each collaborative activity before they are entered into
In summary …
Page 179
Recommendations 2:- ACCEPED
All collaborative activities should be referenced in relevant service plans;
Collaboration
4
There needs to be a separation of those activities which are co-operative
in nature from those that are ‘collaborative activities’ that should have
measurable outcomes.
3.5
3
2.5
The collaboration framework includes the following definition:
‘collaboration is concerned with the direct delivery or procurement of a
service or programme of action / project across either local authority
boundaries and/or more than one organisation.’ A number of examples
of what is considered collaboration are also included. The intention is
that we will monitor action that leads to measurable benefits/outcomes
for the organisation and/or service users.
2
1.5
1
0.5
0
67
Made
Accepted
Rejected
to Be Considered
DELIVERING THE CORPORATE PLAN (CP2) – PROGRESS UPDATE ON DELIVERING THE COUNCIL’S 2013/14
IMPROVEMENT OBJECTIVES – 17th JULY 2014
help members assess the Council’s relative standing and where
performance issues exist.
Members were invited to consider the information contained in the
appendices to this report to assess whether service areas have made
sufficient progress in delivering the fifteen improvement objectives as
published in its 2013/14 Forward Facing Improvement Plan.
A level of tolerance should be built in, so a measure is not automatically
deemed as deteriorating or not hitting target if performance is only
marginally off target
In doing this, members were invited to make clear comments or
recommendations to the relevant Executive Members and/ or Chief
Officers where they feel the self assessment information (as set out in
appendix two) needs to be strengthened before it is included in the
Council’s 2013/14 Performance Report.
Page 180
Members recommended that information needs to be made available
detailing if the definition of a measure has changed over the period. As
the report stands there was no indication as to whether changes
surrounding the measure may have had an impact on the performance.
Recommendation 1 :- ACCEPTED
Members expressed concern there was a lack of consistency across
service areas regarding whether the right measures for success have
been selected for each improvement objective. Members therefore
recommended a review of the measures in all team plans to ensure they
are appropriate.
Members recommended the five chairs of overview & scrutiny
committees take these issues forward with the relevant Executive
Members. They felt it was important the Executive Members work
closely with service areas to address deficiencies in the measures being
used and the targets we are setting.
Executive …
Concerns were raised in some instances the targets may be unrealistic,
too easy or inappropriate given the nature of the individual measures
and so recommended the target setting process be strengthened across
all service areas.
In future where possible benchmarking data should be made available to
68
In summary …
Delivering the Corporate Plan (CP2)
6
5
4
3
2
1
0
Page 181
69
TO WHAT EXTENT COMPLAINTS RECEIVED ARE BEING LEARNT FROM AND USED BY SERVICE AREAS TO
DELIVER IMPROVEMENT – 15TH OCTOBER 2014
and the training available are being reviewed by Social Care. Once this
is complete the corporate complaints officer will work with the Social
Care complaints officer to review both systems.
Members were invited to consider to what extent the authority is
currently learning from and delivering improvements as a consequence
of receiving complaints. And what progress has been made by the
Complaints Task and Finish Group in delivery of their action plan
“Learning Lessons from Customer Contacts and Complaints”
Corporate Complaints Training has been delivered to both officers and
members and continues to be available.
Members were also invited to make clear recommendations to the
relevant Executive Members and / or Chief Officers where they feel
lessons have not been learnt and advise on the suitability of the Action
Plan in delivering improved performance and suggest how
improvements could be made.
Members recommended the task and finish group review cross cutting
complaints (complaints that feature more than one service area) to
ensure learning is shared across the council. The group should analyse
member’s enquiries as a proactive approach to identifying underlying
issues to prevent complaints occurring
Page 182
It was noted that the neighbourhood services members’ enquiries
system, specifically the issuing of log numbers and acknowledgements,
is very effective. Work should be undertaken to identify if this method
could be standardised across services and complaints process.
Members recommended information collected by data systems relating
to the customer journey into the organisation include information
regarding complaints..
Lessons Learnt from complaints should be communicated to both the
complainant and the wider customer base.
Members recommended through the PSSU the LSB should be made
aware of complaints received by the Council concerning other public
services so to enable complaints to be dealt with and prevented through
collaboration.
The corporate complaint and social care complaint processes should be
reviewed to identify any learning related to differences between the
complaint handling processes and training packages. Training should be
available to officers and members.
The evaluation of actions taken should be completed immediately
service/policy or procedures are changed to ensure changes are having
the desired effect and at appropriate intervals thereafter to ensure
positive impact over time.
Response:There is a new Social Care process as of August 2014, the new process
70
Finally, Members raised concerns relating to the performance of the
audio system used in the council chamber which they feel is becoming a
barrier to conducting business effectively and does not show the Council
in a good light.
Single email contact addresses for complaints should be implemented
promptly across all service areas.
Executive …
Members recommended the method of recording complaints be
developed to provide a distinction between complaints due to funding
decisions and complaints due to service failure to improve analysis,
allow appropriate responses and improved answers.
In summary …
Complaints
Members recommended investigating the feasibility of measuring
customer satisfaction with the complaint process,
10
Page 183
Additional comments offered to Executive …
9
Members were pleased to note a positive change in relation to learning
lessons from complaints and implementing actions to improve service.
8
Members would like service schedules, changes to service schedules,
changes to policies or procedures and likely impact communicated to
members and citizens to help reduce the instance of complaints. An
example of this could be hedge cutting schedules, changes to eligibility
criteria, waste collection schedules.
6
7
5
4
3
2
Members were please to see the development of service standards for
waste and would like to see service standards developed for other key
services.
1
0
Members would like to receive regular updates from the task and finish
group relating to complaint statistics via email.
71
Made
Accepted
Rejected
to Be Considered
REVENUE BUDGET 2015/16 – POTENTIAL MITIGATION OPTIONS – 19TH NOVEMBER 2015
subsequent member decision change the direction around this post or
service area.
Members examined the contents of the report and the associated
appendices, and used their knowledge and critical questioning
techniques to determine whether they supported the mitigation options
proposed by each service area, bearing in mind the implications their
implementation may have on related service delivery; and to offer a
collective view on any potential mitigation measures they feel should be
reconsidered by the Executive in light of their impact on services to
citizens.
Recommendation 2:The Executive should reconsider the cuts proposed to the Planning and
Public Protection budget to ensure that there are enough resources to:
 Continue determining planning applications within the
appropriate timescales and to ensure the planning function
remains within the Local Authority’s control;
 Ensure Trading Standards officers continue to regularly inspect
take-aways/cafes/restaurants etc...on a regular basis.
Page 184
Recommendation 1:The Executive should reconsider the mitigation proposals with regards to
payments to foster carers to ensure the proposed cuts do not result in
additional costs being incurred at a later date. Consideration should be
given to:


The Chief Officer gave the assurance at the Joint Scrutiny meeting that
the current savings proposals would not result in the Council being at
risk of losing its planning powers. The Executive is therefore content that
there is no need to revisit the mitigations for 2015/16; the Chief Officer
has indicated that the relevant scrutiny committee will be asked to
comment upon priorities for future years and the Executive will be
mindful of that scrutiny.
Reducing rather than removing the birthday/Christmas
allowances for looked after children (SCH2) and the Family
Placement – out of hours service (SCH21)
Recommendation 3:The Executive should consider a reduction in the budgets for all tourist
attractions within Torfaen and to actively explore different alternative
models for delivering the attractions. This should include a detailed
analysis of the money spent and the income recouped for each
attraction.
Retaining the additional needs reduction to foster carer support
allowance (SCH19)
The Executive are aware of the main concern of scrutiny and that was
around the cumulative impact of the proposals on foster carers.
Therefore they have reconsidered the proposals within recommendation
1 and will be reducing the mitigation in respect of SCH2 by 50% and
removing SCH21 and SCH 19 as mitigations. The ‘cost’ of this will be
£81,000 and for 2015/16 the funding will be earmarked from the saving
arising out of the Chief Officer Neighbourhoods leaving the Council –
this will be reviewed should the forthcoming Peer Review and
Much work has already been undertaken around the tourist attractions in
Torfaen – particularly in terms of establishing the income generated.
Both the last and current budget rounds contain measures to look to
reduce base budget contributions but the Executive will look further at
this area as part of the medium term financial plan and future budget
rounds.
72
Recommendation 4:-
The service area will remove this mitigation and absorb within its
proposed budget.
The Executive should consider reducing the funding for non-statutory
collaborative services in Education across the whole spectrum of these
services rather than just music and outdoor education services (ED10).
Recommendation 8:The Executive should fully explore other alternative ways of delivering
those services where Community Councils have been proposed to
ensure the best approach is identified to maintain service delivery in
these areas.
These two non statutory collaborative services are the only ones within
education.
Recommendation 5:-
The Executive still believe it is correct to explore and work with
Community Councils to assist for those areas identified to avoid
services/events being reduced or ceased. Alternatives will also continue
to be explored as well.
The Executive have considered this and are mindful of the concerns
expressed around fly tipping. The proposal is to introduce a charge of
£10 for vans in respect of household waste and it’s a charge a number
of other authorities have already introduced. The Executive therefore are
comfortable with the original saving forming part of the final budget
proposals and will monitor its impact.
Recommendation 9:-
Recommendation 6:-
It is a matter for the Scrutiny Committee to determine its work
programme in a prioritised manner but should they wish to play a role as
outlined the Executive would be supportive.
Page 185
The Executive should reconsider the proposal to introduce charges for
van permits (NBH14) in light of the potential increase in the incidences
of fly tipping. The income generated by the permits could be less than
the increased costs associated with clearing more fly tipping.
The Council’s Learning Communities Overview and Scrutiny Committee
should play a role in monitoring the impact of the mitigation proposals
relating to schools catering service (ED4 - Implementation of more
robust systems to manage and control debt & ED5 - Price increases;
staffing efficiencies; food efficiencies (purchase / wastage).
The Executive should give further consideration to looking at methods of
increasing revenue streams as part of the budget mitigation proposals.
Recommendation 10:-
The budget already contains a number of measures that increase fees
and charges but this area will be further explored as part of the medium
term financial plan.
In future years more information should be provided to scrutiny members
as part of the budget report, on the percentage of full / part time staff
affected by redundancies per team so the full impact on service delivery
can be considered.
Recommendation 7:The Executive should reconsider the savings proposal of £7,000 to
reduce the capacity of short stay units (SCH17) due to the adverse
effect this would have on re-enablement, respite and delayed transfers
of care.
Noted for future years.
73
Recommendation 11:Recommendation 12:-
In future years more needs to be done to look at the cross cutting
impacts of the savings mitigation proposals. Service areas and partner
organisations must work closely together to ensure service delivery is
maintained as far as possible, particularly in relation to those services
supporting vulnerable citizens.
In future years any citizen engagement undertaken as part of the budget
process should be extended to include third sector organisations and the
youth offending service.
Page 186
74
WALES AUDIT OFFICE REVIEW OF SAFEGUARDING – 11th FEBRUARY 2015
It is recommended the Corporate Safeguarding Leads Group review of
the action plan to ensure timeliness of actions and clarity of
accountability in terms of both political and officer responsibility.
The committee were invited to review the post inspection action plan to
determine if the documented actions address the findings of the WAO
inspection activity and to monitor the progress made in the area of The
Local Authority Arrangements to Support Safeguarding.
Recommendation 5:Further development of the action plan to include detail concerning
expected outcomes, performance and outcome indicators is
recommended.
Recommendation 6:-
Recommendation 1:-
Staff information is reviewed in terms of content accuracy, consistency
and accessibility.
The actions within the plan should be written clearly and contain enough
detail so everyone can understand exactly what is proposed.
Page 187
Recommendation 7:-
Recommendation 2:-
The addition to the action plan of a review of Staff Induction to ensure
consistency across the council both in content and monitoring for
effectiveness is recommended.
It is recommended consideration is given to following guidance
concerning Responsibility for Functions under sections 25 and 26 of the
Children’s Act in relation to political accountability by the authority
making one lead member responsible for safeguarding of children
The responses to these recommendations are unavailable at
the time of printing this agenda.
Recommendation 3:The action plan should include clear detailed implementation dates and
should be updated as items are progressed.
Recommendation 4:-
DELIVERING THE COUNCIL’S CORPORATE PLAN (CP2) – SELECTING AND DELIVERING THE COUNCIL’S
2015/16 IMPROVEMENT OBJECTIVES – 10TH MARCH 2015
75
All Service Areas should consider providing further comparative data
against measures wherever possible to enable members and citizens to
assess the Council’s reported levels of performance.
Members were invited to consider the information contained within the
report and offer a collective view on:



Improvement Proposal Specific
The improvement objectives proposed for publication by the
Council for the 2015/16 financial year based on the budget
discussions and decisions undertaken to date;
Whether it is clear how the proposed activities identified by
service area’s in their service plans for the 2015/16 financial year
will contribute to the delivery of the intended outcomes and;
Whether the performance measures and targets associated with
the activities will clearly demonstrate their impact for citizen and
service users.
The Executive should consider the removal of % of schools judged
adequate or better (Estyn inspections) and replace with a more
meaningful measure relating to school categorisation. (Improvement
Proposal 1 – Raising Standards of educational attainment).
Page 188
Under Improvement Proposal 1 – Raising Standards of educational
attainment, the Education Service Area should consider supplementing
the following measures with measures setting out actual numbers of
schools involved and how many schools inspected:
GENERAL


Service Areas should ensure that all key measures include targets and
where this is not possible a clear explanation to be provided why a target
has not been set.
% of challenge advisor reports judged good or better;
% of schools to be in yellow category band B for leadership by
2016.
The Education Service should consider implementing a new
measure/measures which will monitor effectiveness of implementation of
the Additional Learning Needs Review (Improvement Objective 2,
Ensuring Learning for all Children and young People is Inclusive
and Accessible).
Consideration should be given to setting out the activity which are the
most important to the successful delivery of each improvement objective.
measures relating to the Educational Attainment of Looked After
Children under Improvement Objective 2, Ensuring Learning for all
Children and young People is Inclusive and Accessible.
Service Areas should consider including additional performance
76
Recommendation 8:-ACCEPTED
Consideration should be given to including a performance measure
around the level of bullying in our schools under Improvement
Objective 4, Ensuring Children are Safe.
Social Care should consider increasing the 2015/16 target above 80%
for % of Community Resource Team service users who felt their
goals/outcomes were achieved. This is based on the assumption that
performance will be maintained within 2015/16 as per 3rd quarter
2014/15 actual = 93.94% (Improvement Proposal 8 – Promote
People’s Independence).
Page 189
Neighbourhood Services should consider introducing:
- a measure for enforcement, and
- an activity outlining our plans to deliver recycling to flats,
under Improvement Proposal 10 – Deliver efficient and effective
waste and recycling services, in order to better demonstrate what we
are doing to successfully deliver the improvement objective.
Executive …
77
Some concluding remarks from the Chairs …
Joint meetings have convened five times during the last municipal year
to consider the Council’s draft Annual Performance Report; lessons
learnt from complaints, the potential mitigation options for the Council’s
2015/16 revenue budget, Safeguarding Children & Young People and
most recently the Council’s proposed improvement objectives to be
published in the 2015/16 Forward Facing Improvement Plan.
Report received by the Cabinet in February 2015. This meant the result
of the scrutiny activity was properly considered by the Executive in the
development of the Council’s 2015/16 budget.
However despite the benefits already realised from these joint meetings,
members have experienced some difficulties as they attempt to
scrutinise large topics during the course of a two and a half hour
meeting.
Each meeting has resulted in a series of general and service specific
recommendations for consideration by both the Cabinet and Council’s
Leadership Team.
Going forward into the new municipal year the challenge is to look at the
operation of these meetings, to build upon the promising beginnings to
ensure effective scrutiny of cross cutting issues continues to develop
within the Council.
In the case of the Draft Revenue Budget – Potential Mitigation Options,
the full list of recommendations was appended to the Update Budget
Page 190
78
Produced by Torfaen County Borough Council
June 2015
Further information on the Council’s overview and scrutiny function is available to view at:
http://www.torfaen.gov.uk/en/CouncilDemocracy/DemocracyElections/Overview-and-Scrutiny/Overview-and-Scrutiny.aspx
For further information about overview & scrutiny, please contact:
Page 191
The Improvement & Scrutiny Team
Civic Centre,
Pontypool,
Torfaen
NP4 6YB
Telephone: 01495 766298
If you would like this document in an alternative format
please contact the Improvement & Scrutiny Team on 01495 742158
If you would like to offer comment on our 2014/15 Annual Review of Scrutiny,
please email [email protected]
79
Agenda Item 15
COUNCIL
21 JUNE 2015
CABINET DECISIONS TUESDAY, 28 APRIL 2015
TITLE:
Order of Recovery Policy - Property
DECISION:
Cabinet approved the Order of Recovery Policy – Property.
REASON FOR DECISION:
As set out in the report.
CONSULTATION:
MEMBERS’ INTERESTS:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Business Justification Case to WG - 21st Century Schools
Programme
DECISION:
Cabinet agreed to:

submit Business Justification Case’s (BJC) in respect of the two proposals
within the current cost envelopes for the work at both Cwmffrwdoer and
Garnteg schools as previously approved by Council.

release the sum of £626,000 prior to the approval of the BJC’s to allow pre
construction work to be undertaken.

commence formal statutory consultation in relation to
1) The proposal to refurbish and increase the capacity of
Cwmffrwdoer Primary School to 315 places and at the same time
extend the age range from 4 to 11 to 3 to 11 in order to
accommodate a nursery unit; and
2) The proposal to refurbish and increase the capacity of Garnteg
Primary School to 420 places.

to receive a report following the conclusion of the statutory consultation
period and determine the next steps.
Page 193
CONSULTATION:
Councillor Gwyneira Clark declared a personal but
not prejudicial interest due to her appointment by the Council as school Governor at
Garnteg Primary School.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Strategic Operating Model Assessment
DECISION:
Cabinet:
1) Endorsed the implementation of a strategic operating model assessment
across the organization.
2) Delegated authority to the Assistant Chief Executive for Resources to carry
out the necessary procurement to appoint external strategic assistance to
work alongside the Council to undertake the work.
CONSULTATION:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Consent to further extend the agreement with Heddlu Gwent
Police for the provision of an additional 10 Community Support
Officers in Torfaen
DECISION:
Cabinet agreed to extend the current agreement between the Council and Gwent
Police for the Council’s financial contribution of £110,270 towards 10 CSO’s from
April 1st 2015 to 31 March 2016.
CONSULTATION:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Page 194
TITLE:
Gwent Area Planning Board Memorandum of Understanding
DECISION:
Cabinet agreed to:
1) Sign up to the Gwent Area Planning Board Memorandum of Understanding.
2) Delegate responsibility for representing Torfaen County Borough Council on
the Area Planning Board to the Assistant Chief Executive (Communities).
3) Delegate responsibility for deciding who will be the deputy Torfaen
representative on the Gwent Area Planning Board to the Assistant Chief
Executive (Communities).
CONSULTATION:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Policy for Determining the Usual Maximum Expenditure for non
residential care packages
DECISION:
Cabinet agreed to:
1) Note the principles outlined in the draft policy for determining the usual
maximum expenditure for non residential care packages to be applied to
people who access Adult Social Care services for the first time, or when their
needs change or at the next scheduled review.
2) Consult on the introduction of a usual maximum expenditure policy for people
receiving non residential social care support. The proposed Policy will
introduce a limit to the amount of budget allocated to support an individual in
their own homes, equivalent to the cost of an appropriate nursing or
residential placement.
3) Support decision making regarding resource allocation that is fair, equitable,
transparent and demonstrates value for money.
Page 195
CONSULTATION:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Tender for the award of a respite service for people with a
learning disability and physical disability
DECISION:
Cabinet agreed to award the Respite Care Contract for younger people with a
Learning Disability, Physical Disability or dual diagnosis to ‘Company 1’ as set out in
the report.
CONSULTATION:
None declared.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
TITLE:
Disposal of Land at Llantarnam Comprehensive School Site,
Llantarnam Road, Cwmbran
DECISION:
Cabinet:
1) Agreed that the site of Llantarnam Comprehensive School in Cwmbran
(shown edged red on the plan accompanying the report) be declared surplus
to Council requirements with effect from 1 September 2015.
2) Authorised the Legal and Asset Management Service to market the site of
Llantarnam Comprehensive School and present further report(s) to Cabinet
or the Executive Member for Resources, as appropriate, regarding the
outcome.
CONSULTATION:
Councillors David Daniels and Anthony Hunt
declared personal but not prejudicial interests due to their appointments by the
Council as school Governors at Llantarnam School.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Page 196
TITLE:
Disposal of Pontnewynydd Primary School Site, Lower Leigh
Road, Pontnewynydd
DECISION:
Cabinet agreed:
1) That the site of Pontnewynydd Primary School in Cwmbran (show edged red
on the plan accompanying the report) be declared surplus to Council
requirements with effect from 1 September 2015.
2) To authorise the Legal and Asset Management Service to undertake a
market disposal of the site of Pontnewynydd Primary School.
3) To grant specific delegated authority to the Executive Member for Resources
to determine any issues pertaining to the market disposal of the
Pontnewynydd Primary School site that will require member approval, and
specifically the disposal price.
4) That if a market disposal is unsuccessful and a community asset transfer is
deemed a viable alternative then a further report seeking approval of the
community asset transfer be presented to Cabinet for approval.
CONSULTATION:
 Councillor Lewis Jones declared a personal but not prejudicial interest due to
his appointment by the Council as school Governor at Pontnewynydd School.
 Councillor Lewis Jones declared a personal but not prejudicial interest due to
his wife’s position as a governor at Pontnewynydd School.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Page 197
CHALLENGE PROCESS
In accordance with section 5.10 of the Council’s Constitution, the decision above
may be implemented on or after Thursday 7 May 2015 (save where the provisions of
5.10.2 apply where implementation is required urgently).
Any challenges must be notified to the Chief Executive and the Chief Legal Officer
and Monitoring Officer (and copied to the Interim Committee and Members Services
Manager) by 12 Noon on Wednesday 6 May 2015.
Any such challenges received will be considered by the Council Overview and
Scrutiny Committee, which can do any of the following:






Note the decision.
Ask for further information including additional information on which the
decision was based, background documentation and the reasons for the
decision.
Require the decision maker and any other Executive Member or Officer to
attend committee to answer questions.
Require the decision maker to reconsider any decision which has not been
implemented.
Record their comments on the decision.
Make recommendations to the Cabinet, Executive Members, Planning
Committee, Licensing Committee, Strategic Directors or Chief Officers of
Service or Council in relation to the future handling of similar decisions.
Dominique Redman
Democratic Services Officer, 28 April 2015
Page 198
Agenda Item 16
COUNCIL
23 JUNE 2015
DECISION TAKEN BY THE ASSISTANT CHIEF EXECUTIVE (RESOURCES)
IN LIEU OF CABINET
ON 22 MAY 2015
SUBJECT:
PROCUREMENT OF WHEELED BINS
DECISION:
That the Assistant Chief Executive (Resources), in consultation with the Leader, Cabinet or
Executive Member for Neighbourhoods:
1. Approves the award of a contract to the highest scoring tenderer, Tenderer No. 4, for
the manufacture and delivery of new 140 litre wheeled bins and the collection,
transportation and recycling of the old bins from all households in Torfaen and
2. Agrees to the decision being implemented as a matter of urgency for the reasons set
out in the report.
Page 199

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