Agenda and draft minutes
Venue: Conference Room 1a, County Hall, Wynnstay Road, RUTHIN, LL15 1YN
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COUNCILLOR RAYMOND BARTLEY - TRIBUTE The Chair paid
tribute to the late Councillor Raymond Bartley, a member of the Committee and
the task and finish group, who had passed away recently. Condolences were
conveyed to his family and as a mark of respect all in attendance stood in
silent tribute. |
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APOLOGIES Minutes: Apologies for
absence were received from Councillors Colin Hughes
and Geraint Lloyd-Williams Councillor Julian Thompson-Hill (Lead Member for Finance, Performance and Corporate Plan) for business items 6 and 8. |
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DECLARATION OF INTERESTS Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: Councillor Bobby Feeley declared a personal interest in Agenda item 5. |
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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: No urgent matters
had been raised. |
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MINUTES OF THE LAST MEETING PDF 985 KB To receive the minutes of the Performance Scrutiny Committee meeting held on 29 September 2016 (copy attached). Minutes: The minutes of the
meeting of the Performance Scrutiny Committee held on 29 September 2016 were
submitted:- RESOLVED that the minutes of
the meeting held on 29 September 2016 be received and approved as a correct
record. |
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UPDATE ON OPTIONS APPRAISALS FOR IN-HOUSE CARE SERVICES PDF 81 KB To consider the results of the analysis undertaken with respect to potential for future provision of the services at the Awelon site in Ruthin. 9.35am – 10.20am Additional documents:
Minutes: Councillor Win
Mullen-James, Chair of the Task and Finish Group who had been tasked with
reviewing the Council’s in-house social care provision, in introducing the
Group’s findings with respect to the future use of Awelon
paid tribute to late Councillor Raymond Bartley, who had been a dedicated
member of the Task and Finish Group and the Committee. Councillor Bartley
had worked tirelessly to safeguard the rights and welfare of the elderly and
vulnerable in the county throughout his career, and would be greatly missed. In her introduction
the Chair of the Task and Finish Group informed the Committee that the Group
was of the view that the recommendation contained in the report (previously
circulated) would meet the demand for both care and support in the preferred
Extra Care arrangements as well as support community activities for residents
and the wider community within the new community facilities. The Task and
Finish Group was also of the view that the entire project would benefit from
being managed by the 3 current users of the site – the Council, Grŵp Cynefin and the
Committee of Canolfan Awelon
- coming to a mutually beneficial agreement. Hence the reason why the
Group was recommending that they work together to implement the best
configuration for the site based on Options 2a, 2b and 3a in the report.
By adopting this approach individuals currently living in the residential part
of the site would be able to remain there for as long as their needs could
still be met. The Chair welcomed
Rhys Dafis, Grŵp Cynefin’s Regeneration Services Director, to the meeting
for the discussion on the proposals and feasibility study. The Corporate
Director: Communities and the Head of Community Support Services detailed
the feasibility study undertaken by Grŵp Cynefin, which respected the spirit of the Cabinet
resolution in May 2016, and outlined the conclusions drawn at the end of the
study. Responding to the
Committee’s questions the Corporate Director: Communities, Head of Community
Support Services, Lead Member for Social Care (Adults and Children’s Services),
Chair of the Task and Finish Group and Grŵp Cynefin’s Regeneration Services Director: ·
confirmed
that Option 3 put forward by Cabinet in May 2016, relating to engaging with the
Betsi Cadwaladr University
Health Board (BCUHB) to investigate the feasibility of developing additional
nursing care capacity in Ruthin, was still being pursued. However, the
schools site, adjacent to the present hospital in the town would not become
vacant for some time. The proposals for consideration at the current
meeting related to the Awelon site, which was a
separate entity. Any future proposals which may be put forward, either
separately or in conjunction with BCUHB for the former schools site, could
potentially further enhance health and social care provision in the Ruthin
area; ·
explained
the Council and the Regulators roles in inspecting and monitoring care and
support both in care establishments and in people’s own homes. This was a multi-layered
approach, the quality of care and support provided was closely monitored as
were safeguarding arrangements. Contracts for the provision of care were
regularly monitored to ensure that all contract specifications were being
met. A quarterly report on quality monitoring of external care services
was provided to the Scrutiny Chairs and Vice-Chairs Group (SCVCG); ·
advised
that, with a view to enhancing the Council’s contract monitoring capacity, a
recruitment exercise would be undertaken in the new financial year for an
additional contract management post within the Council’s Contracts Management
and Review Team; · confirmed that the majority of the Council’s arranged social care placements were within the independent sector in the county; ... view the full minutes text for item 5. |
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PROCUREMENT STRATEGY AND REVISED CONTRACT PROCEDURE RULES PDF 100 KB To consider a report (copy attached) on how the Strategy is being implemented, its impact on the Authority’s finances and on the local economy, and an assessment on whether all services are consistently applying and adhering to the Strategy and CPRs. 10.20am – 10.50am Additional documents:
Minutes: In the Lead Member
for Finance, Corporate Plan and Performance’s absence the Facilities, Assets
and Housing Programme Manager – Business Change introduced the report
(previously circulated) which outlined the progress to date with the
Procurement Transformation Programme, specifically the impact of the
implementation of the Procurement Strategy and the revised Contract Procedure
Rules. In his introduction he detailed the contents of the report and
advised that the actual impact of the new strategy on the local economy had
been slower than anticipated. Nevertheless, the Service was working
closely with the Economic and Business Development Team with a view to
co-ordinating attendance at events to promote the benefits to businesses of
trading with the Council, and in a bid to assist small and medium sized
businesses to consider tendering for contracts or for supplying goods to the
Council, by helping them to register with the Authority as potential suppliers
for specific types of contracts or provisions. Members were
advised that the ‘Commissioning Form’, a copy of which was attached to the
report, had proved extremely useful in identifying problems at an early stage
for contracts over £25K in value. All contracts over £10K in value were
now required to be entered on to the Proactis system. There were benefits
to the Council of using this system for procurement as the purchaser could not
proceed to award the contract unless all required stages and checks had been completed.
This ensured compliance with the Strategy and with Contract Procedure Rules
(CPRs). One specific area
of procurement arrangements which had been identified for improvement was the
recording of the percentage spent with local businesses. The figures for
2015/16 seemed low despite the fact that the County was spending a significant
amount of capital expenditure on the new Rhyl High School project. The
reason for this was that the main contractor, Willmott Dixon’s, invoicing
address was outside the area. Nevertheless, the Council was aware that a
significant amount of the work on the site and been sub-contracted to local
tradespeople and that goods had been purchased locally. Potential solutions for
accurate geographical apportionment of the Council’s contract expenditure were
currently being explored. Gwynedd Council seemed to have an effective
method for capturing local spend, although fewer large contractors from the
North West of England or the West Midlands tended to tender for contracts in North
West Wales due to the distances involved with delivering the work. Responding to
members’ questions officers advised that: ·
ten people were employed in the Procurement Team
which undertook procurement work for both Denbighshire and Flintshire County
Councils. The team was currently being re-structured. However, the
number of members in the team would remain as at present; ·
the
Procurement Team was currently working closely with the Economic and Business
Development Team with a view to establish a good knowledge base on small
businesses in the area with a view to encouraging them to tender for smaller
contracts, or working together to bid for larger contracts; ·
every
effort was made to simplify the wording of tender documentation and make it
accessible and less time consuming for small and medium sized businesses, who
did not employ dedicated contract bidding officers, as the Council as part of
its corporate priority of developing the local economy was keen to work with
local businesses to encourage them to bid for contracts etc.; ·
the
Procurement Team were planning to provide training to new councillors following
May’s local elections on how they could help local businesses to interact and
do business with the Council; · the Council had not set a specific ‘percentage spent with local businesses’ target when ... view the full minutes text for item 6. |
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As a number of members had to leave the meeting at this juncture the
remaining members agreed to continue to transact the business on an informal
basis for the remainder of the meeting. With members’ consent the order of business was varied at this juncture. |
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'YOUR VOICE' COMPLAINTS PERFORMANCE (Q2) PDF 96 KB To scrutinise information (report attached) on Services’ performance in complying with the Council’s complaints procedure. 11.30am – 12pm Additional documents: Minutes: The Lead Member for
Customers and Libraries introduced the report (previously circulated) which
gave an overview of the Council’s performance in dealing with complaints,
compliments and suggestions received under the corporate ‘Your Voice’ customer
feedback policy during quarter 2 of the 2016/17 year. The report detailed
performance in relation to complaints received in respect of council delivered
services and services commissioned from external providers. The Customer and
Quality Manager, deputising for the Interim Principal Manager (Support
Services), detailed the contents of the report and advised that the Council was
looking to do more work around learning from complaints, with a view to
improving services, during the forthcoming year. It was pleasing to
report that there had been fewer complaints and more compliments during quarter
2 than in the first quarter. There had been a concerted effort within
services to deal with complaints on time. There had been a steady
improvement in dealing with complaints within the expected timescale as
illustrated in the graph on page 223 of the committee papers. Responding to
members’ questions the Lead Member and Customer and Quality Manager undertook
to establish the specific nature of the ‘workload pressures’ experienced in
both the Children’s Service and the Highways and Environmental Service which
had resulted in response times for complaints not being met. It was
emphasised that the Social Services Department acknowledged receipt of any
complaint within 48 hours of its receipt. Members expressed their concern
that workload pressures was being highlighted as a factor and wanted assurances
that individuals’ workloads were not excessive and consequently affecting service
delivery or the welfare of staff members. It was: RESOLVED- subject to the
provision of the requested information that the Council’s performance in
dealing with Customer Feedback be received. |
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CORPORATE PLAN (Q2) 2016/17 PDF 86 KB To consider a report (copy attached) monitoring the Council’s progress in delivering the Corporate Plan 2012-17. 11am – 11:30am Additional documents: Minutes: In the Lead Member for
Finance, Corporate Plan and Performance’s absence the Strategic Planning Team
Manager introduced the report (previously circulated) detailing the Council’s
performance in delivering its Corporate Plan 2012-17 during quarter 2 of the
2016-17 year. She drew members’ attention to a number of areas in the
Executive Summary (Appendix 1), these being: ·
the
effectiveness of the new approach for handling investment enquiries which had
secured the investment by Wagg Foods in Bodelwyddan; ·
the
lack of capacity identified for businesses who wanted to expand and grow in the
county; ·
that
asbestos checks in the Council’s housing stock would only be required to be
undertaken once; and ·
the increase in the number of exclusions from the
county’s schools and school absenteeism. Members regarded
the increase in school exclusions and absenteeism as a cause for concern.
The Scrutiny Co-ordinator informed the Committee that Communities Scrutiny
Committee had examined school absenteeism at a meeting in the autumn of 2016
and undertook to circulate the report presented to that Committee and the
associated minute of the discussion to enable members to determine whether they
should examine the statistics and reasons behind then in more detail.
Members therefore: RESOLVED- that subject to
the above observations and the provision of the requested information, to
receive the report on the Council’s overall performance in improving outcomes
for citizens and delivering its Corporate Plan. |
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SCRUTINY WORK PROGRAMME PDF 72 KB To consider a report by the Scrutiny Coordinator (copy enclosed) seeking a review of the committee’s forward work programme and updating members on relevant issues. Additional documents:
Minutes: A copy of a report
by the Scrutiny Coordinator (SC), which requested the Committee to review and
agree its forward work programme and which provided an update on relevant
issues, had been circulated with the papers for the meeting. A copy of the ‘Member’s
proposal form’ had been included in Appendix 2. The SC requested that any
proposals be submitted to herself. The Cabinet Forward Work programme had been
included as Appendix 3, and a table summarising recent Committee resolutions
and advising on progress with their implementation, had been attached as
Appendix 4. The Committee
considered its draft Forward Work programme for future meetings, Appendix 1,
and discussed whether the meeting scheduled for 27 April if viable could be
incorporated with the meeting scheduled on the 16 March and
subsequently the meeting on the 27 April be cancelled. This was suggested due
to proximity of the County Council Elections which were due to be held at the
beginning of May to the April meeting. The Scrutiny Coordinator
agreed to enquire if proposed item scheduled for the 27 April would be
available for the March meeting and communicate with the Committee after her
enquires. The Committee: RESOLVED- subject to the
above enquiries being made that its Forward Work Programme be confirmed. |
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FEEDBACK FROM COMMITTEE REPRESENTATIVES To receive any updates from Committee representatives on various Council Boards and Groups Minutes: Councillor Gareth
Sandilands advised that he had recently attended a meeting of the Council’s
Strategic Investment Group (SIG) at which a number of long-term funding
investment bids had been discussed. |
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Meeting concluded at 13:00 p.m. |