Agenda and minutes

To receive disclosures of personal interest from Members in accordance with

the Code of Conduct

Note:

1. Members are requested to identify the item number and subject matter

that their interest relates to and signify the nature of the personal

interest: and

2. Where Members withdraw from a meeting as a consequence of the

disclosure of a prejudicial interest they must notify the Chairman when

they leave.

None received

Information is provided in respect of relevant consultations for consideration by the Committee.

The Principal Scrutiny Officer advised members of the consultations that were open and available for Members to provide feedback to should they wish.  She also advised if Members wished to receive further information on them to contact the Scrutiny Team.

To receive for approval the minutes of the Overview and Scrutiny Committee held on the 4.7.2022 & 20.07.2022

RESOLVED: The minutes of the Overview and Scrutiny Committee meeting on the 4^th July 2022 and 20^th July were approved as a true and accurate record of the meeting

To introduce the Quarter 1 Council Performance Report (to 30th June 2022)

The Service Director Democratic Services and Communication presented the report to Members which provided Members with the opportunity to scrutinise the council’s financial and operational performance for Quarter 1 (to 30^th June 2022)

The Service Director Finance and Improvement Services then highlighted key points throughout the report  He advised Members that the Q1 Revenue Budget position is projecting a £10.45m overspend, which was significantly higher than in previous years.  He added that the projection took intro account estimated increased for services such as Social Care Services, additional inflationary cost pressures such as home to school transport and less take up of services such as Leisure as residents continue to recover from the effects of the Covid-19 pandemic and into the UK cost of living crisis.

The Service Director Finance and Improvement Services continued that Capital investment as at 30^th June 2022 is £13.842m, with a number of schemes being re-profiled during the quarter to reflect changes in costs and updated delivery timescales and also new external grant funding approvals received during quarter 1 being incorporated into the programme. The Service Director continued through the report and upon conclusion, welcomed Members questions and observations

A Member referred to the loss of staff in Community Services and asked what the reported reasons for them leaving were.  Another member also sought clarification on how replacing the staff would look given the budget savings required.

The Service Director Finance and Improvement Services advised that staff had left due to ill health and retirement, or simply had chosen to leave the organisation.  He confirmed that HR procedures are in place when a member of staff leaves which includes exit interviews so lessons can be learned. He continued that the Council are continually looking at more efficient ways of working including digital transformation and working from home procedures.  He acknowledged that this was more difficult in settings such as schools due to the numbers of teachers and the very nature of their work so generally the teachers are replaced.  He reassured Members that the Council has excellent workforce planning arrangements in place with continuous engagement with apprentices, graduates, schools and universities with a “grow our own” approach in place.  He added that where necessary, agency arrangements could also be utilised.  He acknowledged however that with the budget gap the Council do have challenges ahead, but they are engaging closely with Welsh Government, WLGA and other Local Authorities.  He continued that the finance teams are also working with each budget holder to identify any potential in year budget savings for each directorate together with a review of fees and charges

A Member noted there is a steering group which reports on the recruitment and retention of staff and asked if the Committee can receive an overview from the group on their work.    She asked how the Authority could better support care staff who were under a lot of pressure and in receipt of a low wage.

The Service Director Finance and Improvement Services agreed for  ...  view the full minutes text for item 13.

To provide the Committee with the latest Audit Wales’ reports in respect of the Council’s services and to provide the opportunity for Members to review the progress made to date by the Council in implementing the recommendations.

The Service Director Democratic Services and Communication presented the report to Members to provide the Committee with the latest Audit Wales’ reports in respect of the Council’s services and to provide the opportunity for Members to review the progress made to date by the Council in implementing the recommendations.

In 2021/22, Audit Wales conducted an examination of each Council’s overall arrangements and approach to transforming, adapting and maintaining the delivery of services.  The review focussed on how the Council is approaching this in relation to Strategic management of its assets and the Strategic management of its workforce

For Members information, there were no matters highlighted by the Governance and Audit Committee at the 7th September 2022 meeting for referral back to the Overview and Scrutiny Committee.

The Service Director Finance and Improvement Services continued through the detail of the report which detailed the one recommendation from Audit Wales.  “The Council needs to ensure the sustainable development principle is driving and shaping its approach to all its assets.  For example, the Council should develop a longer-term approach to its assets; and the Council will need to fully integrate its workforce and digital strategies with its longer-term plans for its assets.  He referred Members to Appendix 1a which sets out how the Council is undertaking the actions that will address this recommendation.  

A Member asked which Committee the Corporate Asset Management plan is reported to.  The Service Director Finance and Improvement Services advised that it is reported to the Overview and Scrutiny Committee periodically as it is refreshed.  As it contains confidential information, it is reported as an exempt item for pre-scrutiny. 

A Member stated that the Management of the Councils assets could be reviewed, particularly in relation to hybrid working of staff and how this is being managed in relation to isolation and staff wellbeing.  Another Member added to this and stressed the importance of staying connected with staff, particularly those that run the risk of being isolated when working from home and ensuring their wellbeing is prioritised

The Service Director responded that we would expect to see principles such as best use of assets in town centres running through the Corporate Asset Management Plan to support the regeneration of our town centres.  With reference to the Wellbeing of staff he reassured Members that there is ongoing engagement of staff such as surveys on home and office working as well as local engagements within teams also undertaken.  The shared use of buildings between service areas is undertaken with regular feedback with staff to ensure it continues to provide best use of the council’s assets and staff resource.

A member asked if the Authority will review the Community profile to ensure the equitable distribution of assets, and if child poverty levels for example will be taken into consideration when reviewing this so we can best support assets for the communities that need it most.

The Service Director Finance and Improvement Services advised that the Councils approach in the management of their assets  ...  view the full minutes text for item 14.