Agenda item

To receive a report on the Council Performance Self-Assessment 2022 to 2023 (copy enclosed).

 

 

The Lead Member for Finance, Performance and Strategic Assets along with the Interim Head of Service Corporate Support Service: Performance, Digital and Assets and Planning and Performance Officer guided members through the report (previously circulated).

 

The Lead Member stressed this self-assessment was based on the new Corporate Plan. A great amount of work had been placed in to the report and the attachments from officers, Cabinet, SLT etc.

The report presented to the committee were statutory reports and provided members the opportunity to assess if the authority was achieving what it set out to in accordance with the Corporate Plan.

 

Officers confirmed appendix 2 was a quarterly performance report based on the Corporate plan and overview of governance areas, which was a statutory document. Which responded to the authorities’ duties under the Well-being of Future Generations Act, the Equalities Act and the Local Government and Elections Act. It was stressed this was the first performance review of the new Corporate Plan and would be used as a baseline for future self-assessments going forward.

Appendix 2 was presented to Performance Scrutiny committee along with Cabinet, to receive an update of the performance report 4 times a year, quarter 1 and 3 were received virtually via email with quarter 2 and 4 are tabled at a meeting for a discussion.

Appendix 1 was the self-assessment. It was a statutory instrument under the Local Government and Elections (Wales) Act 2021. That document was presented to Governance and Audit Committee annually along with County Council and the Performance Scrutiny Committee. The report took stock of how the authority was performing against the Corporate Plan and the objectives set in the plan, and the extent to which our performance was resulting in positive outcomes and how well our governance was supporting continuous improvement. The self-assessment also had to make reference to the stakeholder’s survey. Each year the authority was required to hold a stakeholder survey that took into account the views of local people in the county. The survey was available online, with hard copies available in libraries from 7 November 22 to 18 March 23. 630 Respondents were received.

The results of the survey could be found in the self-assessment.

 

One of the main reasons for the self-assessment was to assess the extent to which the authority’s performance was driving improvement in outcomes for people and an analysis of how effective the governance arrangements in supporting improvement in the council was. It was hoped that the papers and assessments would be useful for services and areas of improvement.

 

It was stressed that at this point in time the documents were both still live documents and would be presented to County Council for approval in July 2023. A greater amount of Nationally benchmarked data was being measured against which officers felt was important. Further work was needed to agree what excellence looked like in some of those measures.

In the opinion of officers, the two reports represented a fair analysis of where the authority stood at this stage of the Corporate Plan. Officers were seeking members feedback, and consider the reports and identify areas where further work may be required further scrutiny.

 

The Chair thanked the officers and Lead Member for the detailed introduction and comprehensive reports. He thanked officers for the early sight of the report, in his opinion the report was transparent and explicit. Successes were highlighted along with any issues or gaps officers were open about the work needed in those areas.

It was stressed the self-assessment (appendix1) was the statutory report that was submitted to Welsh Government.

 

Members heard the last report for Q3 Performance Plan was unusually smaller. Although the Q4 report in comparison looked a great deal more it was no larger than previous Q4 performance reports. Members heard Welsh Government would take into consideration all of the performance reports for the year to feed into the self-assessment.   

 

Assurance was provided that close working with internal audit to ensure the governance messages in this report and those in the annual Governance Statement report align.

 

Responding to members’ questions the Lead Member and officers:   

·         Positive work on the equality and diversity aspect of the plan had taken place. Members were concerned that limited growth had taken place in this area of work over recent months. In response officers stated the authority was part of a North Wales Equality network, one piece of work required by that group was the creation of a contacts list for who to contact from groups with protective characteristics.

·         A range of measures were in place to reflect future work to encourage achievement around the theme of a fairer, safer more equal Denbighshire.

·         Members stressed the importance of engaging with stakeholders and residents. The level of respondents was statistically relevant and satisfied the requirements of the Local Government and Elections Act.   

·         The report and self-assessment was to be presented to County Council on the 4^th July 2023. Proceeding that item, a paper on governance was to be presented to all councillors.

·         Each of the themes within the Corporate Plan was led by a Cabinet member. There would also be a clear lead from a Corporate Director and senior officers.   

·         Members suggested a definition be provided alongside each heading for example procurement and assets.

·         It was noted the importance of demonstrating assurance on the procurement system and compliance with the procurement framework.

·         Officers were aware further reference and explanation between connections such as assets and workforce planning was needed.

·         Members felt the report would benefit from setting out the performance of the Council in a broader regional and national context, noting that the default position to benchmark against national indicators. Officers stressed the importance of context within the report. It was highlighted that were possible data was benchmarked nationally.

·         The Governance paper that was due to be presented to County Council would demonstrate where accountability lies. It would ensure accountability and challenge to Cabinet Members for their portfolios.  

·         Members were reminded of the new duty placed on group leaders in the Local Government and Elections Act.

·         Development of Governance boards to lead on themes and progress in these areas. There was no system in place to measure the success of political Lead Members of each theme. Officers thanked members for raising the question and would look at how this could be incorporated in the arrangements.   

·         The quarterly performance report was drafted by the team in collaboration with services within the council. Once drafted it was shared with senior officers for comments. It was also presented to Cabinet and Performance Scrutiny.

·         At the time of composing the report officers were awaiting confirmation of the Welsh Local Government Association offer in relation to panel assessments. Panel assessments are statutory instrument that within each term, an independent panel must be appointed to provide feedback to Council on its governance and performance. The information has since been received from Welsh Government and officers had begun communication. It was confirmed further information would be presented to committee later in the year.

·         Denbighshire formed part of the North Wales and Mid Wales audit group, there was a fraud and corruption side group. That group had been assigned with creating a training module for all staff to complete training.

 

RESOLVED

 

The Governance and Audit Committee considered the report and noted the following actions as part of its’ recommendations:

 

1.    That the report provided clear definitions, in particular, but not exclusively, in respect of procurement and assets.

2.    The report would benefit from setting out the performance of the Council in a broader regional and national context, noting that the default position is to benchmark against national indicators.

3.    The Committee notes and considers the exemplar leadership in respect of climate change, but recognises that achievement of objectives will require collaboration with all partners.

4.    The Committee observed that there may be an opportunity to engage more overtly with local and regional business forums to inform a wider stakeholder engagement.

5.    The Committee seeks assurance that in respect of Council housing tenants as stakeholders, in particular those with protected characteristics, are effectively and meaningfully consulted.