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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Board conveying the views of the Committee when discussing the way forward.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
Apologies had been received from Cllr Jasmin Chowdhury due to a family bereavement.
Cllr Bowen –Thomson declared a personal interest as she works for a charity that receives funding from the Police and Crime Commissioner and the council. Cllr Ash – Edwards declared a personal interest as he is a Trustee of the Oasis charity.
The minutes of the meetings held on 9 October 2024 & 22 October 2024 were agreed as a correct record and signed by the Chairperson.
Decision as recorded
AGREED: that the Chairperson, on behalf of the Committee, writes to the Board conveying the views of the Committee when discussing the way forward.
The Chair advised Members that it is the Committee’s statutory responsibility to undertake strategic overview scrutiny of the Cardiff Public Services Board’s performance. Publication of the Board’s Annual Report for 2023/24 provides a good opportunity for that. The Well-being of Future Generations Act and the Council’s Constitution confers on Committee the power to make recommendations to the PSB in respect of its functions or governance arrangements and copy Committee’s recommendations to Welsh Ministers and the Future Generations Commissioner. For this item, the Chairperson welcomed Emma Wools, Police & Crime Commissioner; Lee Jones, Chief Executive, Police & Crime Commissioner; Marie Davies, Interim Executive Director of Planning Cardiff & Vale University Health Board; Councillor Huw Thomas, Chair of Cardiff PSB & Leader of Cardiff Council; Paul Orders, Chief Executive of Cardiff Council; Sarah McGill, Corporate Director People & Communities, and Gareth Newell, Head of Performance & Partnerships, Cardiff Council. The Leader as Chair of the Public Services Board was invited to make an opening statement on the Annual Report. Further opening statements were invited from Emma Wools, Police & Crime Commissioner and Marie Davies, Interim Executive Director of Planning Cardiff & Vale University Health Board, after which the Chairperson invited questions and comments from Members. Members appreciated the trend data in the report but were surprised by declines in life expectancy and healthy eating habits. While health services are crucial, broader determinants of health, such as housing, education, and food poverty, also contribute to these negative trends. This underscores the need for a collaborative approach. Addressing these trends with education colleagues is a priority at both the PSB and Regional Partnership Board (RPB) levels. Members suggested a stronger focus on healthy eating in schools and community hubs and were assured of joint efforts to align strategies both strategically and operationally. Notably, there has been progress in promoting healthy diets and increasing physical activity under Wellbeing Objective 1 (Cardiff is a Great Place to Grow Up). The Committee highlighted the impact of climate change, referencing the recent catastrophic events in Valencia, Spain. Members discussed what the PSB partnership could learn from this to prepare for similar situations in Cardiff. Cardiff has substantial experience in emergency management, with ongoing flood defense projects at Rover Way and future plans for Whitchurch and the Canal Quarter. Members were reassured that effective emergency command arrangements are in place, developed through the local resilience programme partnership. These arrangements have been tested over the past five years, but the Valencia incident emphasises the need for further testing. The Committee, with its long-standing interest in consultation, was pleased to hear that the PCC received over 5,000 responses to the summer consultation across the South Wales Division. Improvements in methodology and initiatives to engage minority groups resulted in a high response rate from the black and ethnic minority population, which is encouraging. The Committee discussed health partners' views on the proposed total ban on smoking in hospitals. Members noted the goal of a smoke-free Wales and the challenge of balancing this emotive issue. The Board's clear message is that healthcare environments must set a strong example that smoking is harmful, justifying a total ban. Members noted the increasing number of children with Additional Learning Needs and the capacity challenges faced by Health and Council Services. Partners confirmed a significant rise in neurodiversity referrals due to improved public awareness. Both partners agreed that this service is under pressure and lacks sufficient psychological expertise. The Executive Director of Planning for C&V UHB highlighted a 3-year Neurodivergence Improvement Programme by the RPB, details of which have been shared with the committee. While greater awareness of neurodivergence is positive, partners noted the impact on health visitors due to rising mental health issues and behavioural challenges in primary-aged children, exacerbated by COVID-19, the cost of living, and increasing poverty. The partnership's role is to identify interventions to address behavioural challenges, allowing teachers to focus on teaching. The Committee explored anti-social behaviour and crime, particularly the safety concerns of young people and women in certain city hotspots. Members were keen to understand how the partnership can help neighbourhoods, and the voluntary sector improve community safety perceptions. Members noted the link between community safety and substance misuse, with Cardiff leading on integrated services. Members were assured that partners cross-reference data and pool resources to address these issues. Members agreed that there is a difference between actual and perceived community safety and welcomed the PCC's assurance that two-thirds of survey respondents feel safe in the city. However, Members considered that improving public perception of community safety by the Council and Police be a future PSB priority. Members noted progress in sharing information on partner assets and understanding partners' capital investment programs. Members were informed that decision-making processes differ among partner organisations, and early conversations are key. Members were reassured that arrangements are in place, with many exciting projects underway, such as integrated hubs and locality-based teams. The Committee noted progress in data sharing between partners over the past year. Significant data sharing has occurred between the Council and the Police, and this year, work with health partners has focused on establishing information governance protocols, particularly for children. Members noted that while the PSB is seen as delivering part of the Council's agenda, only one-third of Cardiff citizens feel they can influence decisions. Members were keen to explore how the Board can improve its democratic accountability. While the PSB's existence and partners' willingness to attend scrutiny meetings show some accountability, there is an acknowledgment that the PSB is distant from the public it serves. AGREED: that the Chairperson, on behalf of the Committee, writes to the Board conveying the views of the Committee when discussing the way forward.
Decision as recorded
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
The Chairperson advised Members that for this item, Committee’s purpose is to consider a report to Cabinet revising the Council’s Whistleblowing Policy. The Policy sets out arrangements for staff to raise concerns about danger, risk, malpractice or wrongdoing within the Council, in the public interest, without fear of adverse consequences. Members were advised that the Standards and Ethics Committee have considered the report and recommended a number of amendments to the policy and to the form that a member of staff with a concern would complete. Committees’ role is to consider whether the revised Whistleblowing Policy and arrangements for staff to report their concerns is user friendly, conducive to making ‘qualified disclosures’ and will support the Council’s requirement for openness and transparency in the workplace. In addition, whether proposals for disseminating Council-wide awareness, understanding and training in the Policy are fit for purpose. For this item, the Chairperson welcomed Cllr Huw Thomas, Leader, and Debbie Marles, Director Governance & Legal & Monitoring Officer. The Leader was invited to make an opening statement after which Members were provided with an outline of the report from the Monitoring Officer. The Chairperson invited questions and comments from Members. Members sought clarification on the reasons for reviewing the Whistleblowing Policy and whether comparisons were made with other Councils during the update process. Members heard and noted that both the Monitoring Officer and Internal Auditors have expressed confidence in the current policy, which is why a refresh, rather than a complete overhaul, was considered the most appropriate course of action. Members noted that Trade Unions have been consulted and are satisfied with how the policy is functioning. Responding to a question on the numbers of reported cases, the Director noted that only a limited number of whistleblowing cases under the current policy have been referred to the Standards and Ethics Committee. Members wondered whether this was because some staff may not be raising their concerns, and this may be addressed by making the reporting form more user-friendly and concise. Members stressed that effective communication, staff awareness, and training on the Policy are crucial to its success and value to the Council. Members suggested that the next staff survey could include questions to evaluate staff awareness of the Whistleblowing Policy. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
Decision as recorded
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
The Chairperson advised that Committee had previously agreed that its annual work programme would include scrutiny of progress on the Council’s digital offer and use of automation to streamline administrative tasks. Members received a briefing on the direction of travel in Digital processes, applications and citizen access channels. The Corporate Plan 2024/27 prioritises improving the Council’s digital offer and enhancing the use of data, and the development or re-development of digital services which deliver the greatest budget efficiencies. For this item, the Chairperson welcomed Cllr Chris Weaver, Cabinet Member Finance, Modernisation & Performance and Isabelle Bignall, Chief Digital Officer. The Cabinet Member was invited to make an opening statement after which Members were provided with a presentation from Officers. The Chairperson invited questions and comments from Members. Members heard and noted that early trials of Robotic Process Automation (RPA) are underway, with virtual workers handling repetitive administrative tasks and that the Council is collaborating with other authorities on RPA development and has deployed "robot Barbara" in the benefits service. Members were advised that there had been a gradual roll-out of Microsoft Co-Pilot, which is software that transcribes minutes, writes a summary of documents and composes emails in various styles. Members were informed that the roll-out is progressing well. Members were informed about Beam Magic Notes which will be trialled in Children’s and Adults services in January 2025. Members were advised that Beam Magic Notes will record and transcribe meetings into a core template, allowing practitioners to focus on in-person casework and assessments. Members noted that Cardiff is one of only two authorities in Wales using this software. Members considered that it would be useful to revisit the topic of digital progress after the initial trials are complete. Members expressed concerns about the level of control practitioners have over the recording of casework meeting notes. We clarified that while the transcript generated by Beam Magic Notes cannot be altered, officers can modify the summary of the discussion based on the transcript. The Committee was reassured that vulnerable clients are generally comfortable with having case meetings recorded, as the process provides them with reassurance. This change is expected to improve service quality, as it allows practitioners to focus on meaningful conversations rather than administrative tasks. Members suggested that the Council’s experience in implementing Beam Magic Notes could be valuable for its Public Service Board (PSB) partners, given the program's adaptability across different services. We note that the Council is sharing online templates with other authorities where applicable and where licensing agreements permit. In light of the rapidly evolving digital landscape, the Committee recognises that these new digital processes have the potential to free up significant time for practitioners by reducing time spent on repetitive administrative tasks. However, we urge the Council to consider the human impact of these changes and question where the implementation of AI will ultimately stop. While AI is currently being used for basic tasks, a more significant leap forward is expected in the next 5-7 years. We recommend that, in addition to pursuing cost savings, the Council also factors in how these processes can improve staff well-being. Gathering feedback from managers on how these changes impact the quality of staff work time will be crucial. Members were pleased to hear of the digital progress taking place. However, they considered the presentation had highlighted the importance of ensuring all Members are updated on the digital developments, with clear and plain language used and practical examples demonstrated at the Member training. Members were pleased to hear that the Council remains committed to supporting digitally disadvantaged customers, and that the option to call C2C for assistance will always be available. Members noted that the Digital Strategy remains a priority within the Corporate Plan, although its implementation has been delayed due to the rapid development of digital applications, particularly those based on AI. Members stressed the importance of the strategy and asked for an indicative timeline for when the Cabinet considers the new draft, which will include the application of AI. Additionally, Members stressed that the strategy should address confidentiality concerns as new processes are introduced. Members noted the restructuring of C2C over the past year, which has focused on improving efficiency and enhancing digital services, resulting in £200k in savings. Members explained that some constituents have raised concerns about longer wait times, and Officers offered to include data on C2C response times in their response to the Chairs letter. The Committee also observed that, with the implementation of these efficiency-improving processes, the overall capacity to serve more customers should increase. Members noted that this data is being collected and requested that this information be shared with the Committee. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
The Chairperson noted that the Principal Scrutiny Officer had previously circulated the Budget 2024/25-month 6 monitoring report which would be considered by Cabinet on 21 November 2024. Members were advised that given Committee’s full agenda, the report following just one month after the month 4 report, which Committee scrutinised fully at its October meeting, no dedicated time had been allocated to discuss the position. However, if Members require any matters of clarification or requests for further information then the Chairperson offered to write to the Cabinet on their behalf requesting a response in writing.
None received.
Wednesday 4 December 2024.
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