Agenda and draft minutes
Venue: Conference Room 1a, County Hall, Ruthin
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The Chair extended
a warm welcome to Alan Smith, Head of Business
Improvement & Modernisation and also Charlotte Owen from the Welsh Audit
Office. |
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APOLOGIES Minutes: Apologies were received from Councillor Martyn Holland and the Chief Executive Mohammed Mehmet. |
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DECLARATIONS OF INTEREST PDF 116 KB Members to
declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: No members declared any personal or prejudicial interests in any business identified to be considered at the meeting. |
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URGENT MATTERS AS AGREED BY THE CHAIR Notice of
items which, in the opinion of the Chair, should be considered at the meeting as a
matter of urgency pursuant to Section 100B(4) of the Local Government Act 1972. Minutes: There were no urgent matters. |
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MINUTES OF THE LAST MEETING PDF 415 KB To receive
the minutes of the Performance Scrutiny Committee meeting held on 28 September 2017 (copy attached). Minutes: The minutes of the meeting of the
Performance Scrutiny Committee held on 28 September 2017 were submitted. Matters Arising – Page 3 – (Information sheet) Teacher
Assessments and Provisional Examination Results – The Scrutiny Co-ordinator
confirmed she and the Chair had met with the Head of Education and Children’s
Services to discuss ways going forward of inviting individual secondary schools
to future Committee meetings. It was confirmed a training session had been
scheduled for 29 January 2018 to enhance members understanding of their role in
relation to all aspects of performance monitoring of schools. The training
session would be facilitated by GwE and Education Department senior officers. Item 6 – The New GwE Challenge and Support
Programme – The Chair requested clarity if Estyn had re-inspected GwE as
stipulated in the minutes. Officers confirmed that they believed a
re-inspection had taken place and that the Regulator was pleased with the
progress made to date. The Scrutiny
Co-ordinator agreed to source the latest report and circulate it to Committee
members. RESOLVED that, subject to the above,
the minutes of the Performance Scrutiny Committee meeting held on 28 September
2017 be received and approved as a correct record. |
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DEVELOPING A HIGHWAY MAINTENANCE STRATEGY PDF 128 KB To consider
a report (copy enclosed) illustrating trends in road conditions since the start
of the previous Corporate Plan (2012 – 2017),
and to give an understanding of
the way the service proposes to use the available budget during the period
of the next Corporate Plan (2017 – 2022). 9:35 a.m Additional documents: Minutes: The Lead Member for
Highways, Planning and Sustainable Development and the Head of Highways and
Environmental Services, introducing the Highways Asset and Risk Manager’s
report (previously circulated), advised that they wanted to share with the
Committee the effectiveness of the investment made to improve and maintain the
county’s road network under the previous Corporate Plan and their proposed
strategy for continuing to invest in the network during the term of the new
Corporate Plan. The Lead Member advised that since being appointed to his
Cabinet role he had visited all areas of the county to discuss with residents
and businesses their concerns regarding specific highway matters in their
areas. By means of a
PowerPoint presentation the Highways Asset and Risk Manager briefed members on
the current state of the county’s highways and the Service’s proposed strategy
for its future maintenance. During the presentation members were: ·
advised
of the length of Class A, Class B, Class C and unclassified roads that made up
the 1415.7Km of Denbighshire’s highway network (the three trunk roads that
traversed the county were not included as the Welsh Government’s (WG) Transport
Division was responsible for their maintenance costs); ·
informed
of the various methodologies for assessing and reporting on the condition of
the carriageway, the causes of highway failures and the intervention/prevention
work that was used to address failures and safeguard against further
deterioration. It was emphasised that the national indicator relating to
carriageway condition assessments, undertaken via the Scanner method, only
covered 32% of Denbighshire’s road network. Consequently the Authority
had developed its own visual method of evaluating the condition of all roads
across the county. This method was found to be particularly useful for
roads not covered by the Scanner method. Examples of this visual method
were displayed as part of the presentation and statistics were given to
illustrate how the condition of the network had improved year on year between
2011 and 2017; ·
advised
that now the condition of the highway across the county had improved the
concern going forward would be the Council’s financial ability to continually
invest in highway improvement and remedial work, drainage work projects, and
the sustainability of improvement works for the medium to long-term. The
risk posed by financial constraints had the potential to jeopardise the
authority’s performance in relation to road condition national Performance
Indicators (PIs) going forward; ·
informed
that the approach proposed for the term of the new Council would be to attempt
to sustain and at least maintain the current condition of the network.
This approach was based on the assumption that the current levels of both
capital and revenue funding would be maintained at current levels. Roads,
due to usage levels and the effect of the weather would continually
deteriorate. However, it was envisaged that by adopting a prevention
approach to remedial work, innovative use of revenue funding available,
closer working with other services and organisation in order to realise maximum
benefits from any available funding and grants, the Council could at
least maintain the network in in its current condition; and ·
Welsh
Government (WG) funding would be sought for large scale highways capital
projects. Responding to
members’ questions the Lead Member and relevant officers: ·
explained
the technical difficulties involved with setting the correct levels
when re-laying gulleys as part of highways maintenance work; ·
emphasised
that the Council would need to invest in its highways network or all the
improvements realised under the 2012-17 Corporate Plan would be lost; · confirmed that they would continue to lobby WG for funding for major highways capital projects. In the meantime the Council had a duty to keep the ... view the full minutes text for item 5. |
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At this juncture (10:45 a.m.) there was a 15 minute break The meeting reconvened at 11:00 a.m. |
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YOUR VOICE COMPLAINTS PERFORMANCE (Q2) PDF 207 KB To scrutinise information (copy attached) on Services’ performance in complying
with the Council’s complaints procedure. 10:30 a.m Additional documents:
Minutes: The Statutory and Corporate
Complaints Officer introduced the report and appendices (previously circulated)
in the absence of the Lead Member for Developing Community Infrastructure, who
had to leave the meeting early in order to attend a meeting with the Welsh
Government’s Leader of the House and Chief Whip - the Minister responsible for
digital infrastructure, to discuss poor Broadband coverage in parts of
Denbighshire. The report and
appendices provided an overview and analysis of the complaints, compliments and
suggestions received by the council under its ‘Your Voice’ Customer Feedback
policy during Quarter 2 of the 2017/18 reporting year. During
the introduction the Service Improvement Manager drew the Committee’s attention
to the fact that some councillors had inadvertently been utilising the ‘Your
Voice’ customer feedback mechanism for reporting service
enquiries/requests. Consequently the Head of Customers, Communication and
Marketing had re-issued guidelines to councillors on how to submit service
requests/enquiries, stressing the importance of following the agreed procedure
in order to ensure that there was a complete audit trail relating to each
request/enquiry received. If the correct procedure was followed elected
members could track their request/enquiry’s progress via the EMMA system – the
system which had been devised and introduced for elected members’ benefit and
ease of reference. The Service Improvement Manager confirmed that
discussions were continuing with respect to the roll-out of a new Customer Relationship
Manager (CRM) System. An implementation plan was being drawn up by the
Project Group, on which the Council’s Corporate Communications Team were
represented. It was anticipated that more information would be available
early in the New Year on the proposed roll-out process for the new CRM system. Members were
informed by the Statutory and Corporate Complaints Officer that for the second
quarter of 2017-18 reporting year the Council had attained the ‘excellence
threshold’ in relation to dealing with Stage 1 and Stage 2 complaints, as all
complaints had been transacted within the target timescales despite there being
more complaints lodged than in the previous quarter. It was also pleasing
to report that during quarter 2 more compliments and suggestions for service
improvements had been received from the public. Examples of how
complaints had been used constructively to improve services were included in
the report. Whilst it would prove nigh on impossible to maintain
performance at 100% for dealing with both Stage 1 and Stage 2 complaints
throughout the year officers were confident that the Council would achieve
circa 98% for Quarter 3, and an annual average attainment rate of around of 98%
throughout the 2017-18 year. Appendix 1 to the
report contained details of the number of Stage 1 and 2 complaints received
against individual services along with the Council’s performance in dealing
with them during quarter 2, as well as an analysis of its performance in
dealing with complaints at both stages over a four year period. Appendix 2 to the
report contained a proposed format for the presentation of the statistical
report to the Committee in future. Whilst there were still some issues
which required to be resolved with the proposed new format, the main one
relating to how graphs etc. could be produced in both English and Welsh and the
information imported into the body of the report has been resolved. Appendix 3 to the report contained the results of the independent analysis undertaken of residents and customers’ satisfaction on their interaction with the Council and accessing the required services. The information gathered as part of this exercise was proving to be extremely valuable to Council Services to enable them to improve their services and strengthen their communication channels with residents. The ... view the full minutes text for item 6. |
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SCRUTINY WORK PROGRAMME PDF 140 KB To consider
a report by the Scrutiny Coordinator (copy attached) seeking a review of the committee’s forward work
programme and updating members on relevant
issues. 11:00 a.m Additional documents:
Minutes: The Scrutiny Co-ordinator presented the
report (previously circulated) seeking Members’ review of the
Committee’s work programme and providing an update on relevant issues. A copy of the
“Member’s proposal form” had been included in Appendix 2. The Scrutiny Co-ordinator requested that any
proposals be submitted to herself. The Cabinet Forward Work Programme had been
included as Appendix 3, the table summarising recent Committee resolutions,
advising on progress with their implementation, had been attached as Appendix
4. The Scrutiny Co-Ordinator informed members
that a training session on the scrutiny of education matters had been scheduled
for the 29 January 2018 and encouraged those available to make every effort to
attend. The Committee was asked to nominate a member
to serve on the Schools Standards Monitoring Group (SSMG). Information
regarding the Group’s terms of reference was attached as Appendix 5. Councillor Ellie Chard proposed Councillor
Arwel Roberts represent the Committee at the group’s meetings. Councillor Ann Davies also registered an
interest in serving on the SSMG. Both
nominations were seconded and on being put to the vote Councillor Arwel Roberts
was appointed the Committee’s representative on the SSMG, with Councillor Ann
Davies acting as the Committee’s substitute representative if Councillor
Roberts were unable to attend a meeting. RESOLVED that
– (i) subject to the above observations and amendments,
the Forward Work Programme be approved; and (ii)Councillor Arwel
Roberts be appointed as the Committee’s representative on
the School Standards Monitoring Group (SSMG) with Councillor
Ann Davies acting as Councillor Roberts’ substitute on SSMG if he was
unavailable to attend a meeting. |
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FEEDBACK FROM COMMITTEE REPRESENTATIVES To receive
any updates from Committee representatives on various Council Boards and Groups Minutes: Councillor Ann Davies informed Committee Members that she
had recently attended a ‘lines of enquiry meeting’ to prepare for the
forthcoming Community Support Services’ Service Challenge meeting. Councillor Davies informed the Committee that
Carers in Wales, the Single Point of Access (SPoA)
Service and discharge times from hospitals would be explored further at the
Service Challenge meeting. The Head of
Business Improvement and Modernisation informed Councillor Davies
that Carers, featured in the new Corporate Plan and work was currently underway
regarding carers in Denbighshire. The Scrutiny Co-ordinator informed members that the notes
from Service Challenge meetings would in future be a regular feature in the
Information Brief document circulated to members ahead of committee meetings. The Chair thanked Members and Officers for their work and
wished all present a peaceful Christmas and all the best for the New Year, The meeting concluded
at 11:55 a.m. |