Wrthi'n llwytho
Y penderfyniadau fel y mae cofnodion y cyngor yn eu cofnodi. Bydd crynodeb mewn iaith glir yn dilyn pan fydd wedi'i ysgrifennu.
RESOLVED: To approve the minutes of the meetings of the Overview and Scrutiny Committee held on the 26th February 2024 and the 18th March 2024 as a true and accurate record of the meetings, subject to the inclusion of noting the apologies for Councillor R Davis for the 18th March at 4PM
RESOLVED to: • Scrutinise the Deputy Leader & Cabinet Member for Council Business in respect of matters considered and agreed by Cabinet, and key decisions taken, during the period 1st May 2023– 20th March 2024 Identify any areas arising from those matters determined within this period which Committee wish to further scrutinise, as part of revisions to the committees published work programme.
RESOLVED to: • Review the draft report at Appendix 1 and determine whether the Annual Report forms a balanced summary of the work undertaken by the Council's Overview & Scrutiny Committees during 2023-24 • Endorse the Overview & Scrutiny Annual Report 2023-24 and its presentation to Council. • Authorise the Service Director of Democratic Services & Communications to consult with the Chairs of the respective thematic scrutiny committees to confirm the content of their individual Annual Reports before presentation to Council
RESOLVED to: • Scrutinise the Council’s financial and operational performance position as at 31st December 2023 (Quarter 3). Consider whether they wish to scrutinise in greater depth any matters contained in the report in line with the Terms of Reference of the Committee.
Cllr Sera Evans declared a personal interest in item 6 “My Employer named in the report Cllr J Edwards – declared a personal interest in item 6 “My Employer named in the report”
Y penderfyniad fel y'i cofnodwyd
RESOLVED: To approve the minutes of the meetings of the Overview and Scrutiny Committee held on the 26th February 2024 and the 18th March 2024 as a true and accurate record of the meetings, subject to the inclusion of noting the apologies for Councillor R Davis for the 18th March at 4PM
RESOLVED: To approve the minutes of the meetings of the Overview and Scrutiny Committee held on the 26th February 2024 and the 18th March 2024 as a true and accurate record of the meetings, subject to the inclusion of noting the apologies for Councillor R Davis for the 18th March at 4PM
The Principal Scrutiny Officer reminded Members of the consultations open and advised that they are circulated to Members via email on a regular basis.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to: • Scrutinise the Deputy Leader & Cabinet Member for Council Business in respect of matters considered and agreed by Cabinet, and key decisions taken, during the period 1st May 2023– 20th March 2024 Identify any areas arising from those matters determined within this period which Committee wish to further scrutinise, as part of revisions to the committees published work programme.
The Service Director Democratic Services and Communications presented the report to Members to allow them the opportunity to scrutinise the decisions undertaken by the Deputy Leader and Cabinet Member for Council Business within the period set out in the report and to ensure the appropriate mechanisms are in place to effectively scrutinise the Executive. In response to a question on public engagement, the Deputy Leader and Cabinet Member Council Business commented that she felt this is an area where the Authority can always improve on, particularly throughout the scrutiny process. In particular she commented that there is more work we can do to engage young people in the democratic process including working smarter with YEPS and Schools as young people may wish to be involved in the process, but not necessarily attend meetings. The Deputy Leader was also mindful that we do not disadvantage people who do not use IT and will encourage this through library services. A Member asked if there were any issues the Council needed to reflect on in the decision on the Office Accommodation Strategy The Deputy Leader replied that a mutual property exchange with South Wales Police had just been finalised which results in the disposal of Ty Trevithick and the Council will acquire the Police Station in Pontypridd as a regeneration opportunity. She reassured that the Police will retain a presence in Pontypridd town. She added that staff had relocated from Sardis House and leaving an opportunity for the use of Sardis House in the future. She advised that a hybrid working model for staff to work from home and the office is in place and working well and the Council will continue to engage with staff and trade unions on working practices. A Member referenced the decision taken on the Office Accommodation Strategy asked how staff are finding the new work arrangements and asked if this gave them more opportunity to work flexibly. The Deputy Leader and Cabinet Member Council Business replied that the staff are able to work from home or the office and their patterns depend on the needs of the service and staff surveys indicate that the change is working well. She reassured that where a Member of staff requests a specific work pattern, every effort is made to accommodate, however the decision is balanced with the needs of the service. In response to a question on the public consultation process, the Deputy Leader advised that consultations are scrutinised by the relevant Cabinet Member prior to them going live. She reminded Members that a consultation is not a referendum, it is an opinion and should always be maintained. The Service Director added that there are also strict time perimeters in place for any public consultation. A Member asked what the Council is doing to maintain the gold standard of employers for supporting the Armed Forces. The Deputy Leader and Cabinet Member Council Business advised that the Authority works closely with the armed forces. A review is being undertaken by Welsh Government which was commissioned by the former Chief Executive of Merthyr Tydfil County Borough Council and the Authority were interviewed a week or so ago. She was hopeful that the review will be such that we can retain our Armed Forces Liaison Officer so we can continue the amazing job we do with the Armed Forces, their families and veterans. Real Living Wage – Whistle Blowing policy – reported to the G&A Committee. In response to a request for a comment on the Ombudsman report, the Deputy Leader stated that the number of complaints received in comparison to the number of residents is a clear indicator of how the Authority are doing which is supported by a pro- active standards Committee, where complaints can be referred back through this process. A Member asked what mechanisms were in place to engage with people in our communities. The Deputy Leader advised that there is a well-established method of consultation process to engage with our residents through disability forums, schools, older person’s advisory groups. She added that the authority is mindful that not everyone uses IT or social media so we need to continue find ways to extend reach from all perspectives such as speaking direct with people which also builds up trust in the Council. The Deputy Leader continued that engaging with under- represented groups, is a priority, and something she was personally passionate about, to ensure all our residents have a voice, and promote inclusivity. We have got well established links across RCT, youth forums, through valleys ethnic minority groups. LGBTQ community. We have already mentioned about the veterans and AF Community. Work we have done with them to ensure they are recognised, they were under represented, they aren’t anymore. Chair of disability forums, to get the views and opinions from these groups, we can’t always solve the problem but we will listen and encourage them to be a bigger part of the community. Following conclusion of discussions it was RESOLVED to: • Scrutinise the Deputy Leader & Cabinet Member for Council Business in respect of matters considered and agreed by Cabinet, and key decisions taken, during the period 1st May 2023– 20th March 2024 Identify any areas arising from those matters determined within this period which Committee wish to further scrutinise, as part of revisions to the committees published work programme.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to: • Review the draft report at Appendix 1 and determine whether the Annual Report forms a balanced summary of the work undertaken by the Council's Overview & Scrutiny Committees during 2023-24 • Endorse the Overview & Scrutiny Annual Report 2023-24 and its presentation to Council. • Authorise the Service Director of Democratic Services & Communications to consult with the Chairs of the respective thematic scrutiny committees to confirm the content of their individual Annual Reports before presentation to Council
The Service Director, Democratic Services and Communications explained that the agenda item had been brought to seek the views of Members of the Committee, in respect of the formatting, content and approach of the annual reporting mechanisms. The publication of annual reports from the scrutiny function, was a requirement within the council’s constitution, and provided that opportunity for those annual reports, that found their way to full council, to be considered by all Members, as well as an opportunity to highlight the important role that scrutiny played in various matters and subjects, over the course of the municipal year The Chair thanked the Scrutiny team for their work in drafting the comprehensive report. Another Member also paid thanks to the Scrutiny team and Members for their hard work and support throughout the year and the report demonstrates the detailed breadth of work the scrutiny committees undertake. The Member requested to add the work undertaken by the Education and Inclusion Scrutiny Committee and the Overview and Scrutiny Committee regarding the consultation and pre-scrutiny process for the closure of Rhigos primary school. A Member asked how we will we ensure this information is shared with the residents and communities we serve. The Service Director Democratic Services advised that we are able to refer the public to the minutes and live broadcast of Committee meetings which has already proven to be an excellent tool for engagement. Better engagement with the public is always a challenge and will be a priority for Scrutiny Committees in the new municipal year where opportunities to engage residents in the scrutiny process via social media can be trialled. A Member suggested that the live broadcast viewing figures be reported in future reports so Members can see the level of engagement received for meetings. Following conclusion of discussions it was RESOLVED to: • Review the draft report at Appendix 1 and determine whether the Annual Report forms a balanced summary of the work undertaken by the Council's Overview & Scrutiny Committees during 2023-24 • Endorse the Overview & Scrutiny Annual Report 2023-24 and its presentation to Council. • Authorise the Service Director of Democratic Services & Communications to consult with the Chairs of the respective thematic scrutiny committees to confirm the content of their individual Annual Reports before presentation to Council
Y penderfyniad fel y'i cofnodwyd
RESOLVED to: • Scrutinise the Council’s financial and operational performance position as at 31st December 2023 (Quarter 3). Consider whether they wish to scrutinise in greater depth any matters contained in the report in line with the Terms of Reference of the Committee.
The Service Director Democratic Services and Communications introduced the report to Members on the Quarter 3 Council Performance Report to 31st December 2023. He advised of the importance this information provides to the scrutiny process, particularly in terms of service delivery, but also in terms of informing matters for further consideration based on the performance information provided. He added that under the terms of reference, it is the responsibility of this committee, to refer any exceptions identified to the relevant subject scrutiny committee for further consideration. The Service Director Finance and Improvement Services presented the report to Members that detailed the quarter 3 positions for revenue and capital budget performance; Treasury Management prudential indicators; Organisational Health information including staff turnover, sickness and Council strategic risks; Corporate Plan priority action plans (including performance indicators and investment); and the Council’s on-going programme of work to tackle Climate Change. High inflation, cost of living crisis continue to challenge A Member referred to the number of staff vacancies and asked if there was an issue with recruitment, particularly in Community and Children Services where the turnover is high. The Member asked what the challenges are and how are they being addressed. The Service Director Finance and Improvement first reassured that appropriate staffing levels are maintained to ensure frontline services are adequately resourced. He continued that the Authority are feeling the challenges around retention and recruitment as were most other Local authorities. He informed Members there is a Workforce Strategy in place which promotes positive career pathways and wellbeing for staff to ensure they feel valued and supported, as well as Graduate and Apprenticeship programmes to encourage a grow your own approach. A Member asked for an update on the areas that were marked red on the risk register. The Service Director Finance and Improvement advised that ALN was marked red due to an under spend at the time of publication. He reassured the Committee that ALN is a key priority, and legislation has come in to ensure that there is appropriate provision in place. He confirmed there is a process in place to ensure vacancies are filled and the resource prioritised. The Service Director continued that significant investment is planned in the highways infrastructure and flood alleviation schemes, he continued that where there has been weather implications some timings have slipped but this is reflected in the report. A Member referred to section 3c of the report and asked for clarification on the reductions in capital budget. The Service Director Finance and Improvement Services advised that the Capital Programme had rolled forward from Q2 performance report and the £9.9 million will be moved forward into Q3 or feature in years 2 or 3 of the programme. A Member thanked officers for the report which he felt was far more comprehensive than previously, the member queried how smart objectives will be presented in the future. The Member also asked for more detail around the risks on the schools budgets and how they are impacted by this. The Service Director Finance and Performance was pleased that Members felt the report was presented better than previously and explained that officers will consider how we can build on the reports for the future to ensure they are fit for purpose and presented in a way that supports the scrutiny process. He further explained that the report sets out the challenges that schools face and recognises that the Council is fully committed to working with schools, recognising that the financial outlook will be extremely challenging for them. He reassured that there is ongoing commitment from the Local Authority to prioritise school funding. A Member raised concerns at the sickness statistics in Children’s Services The Service Director stated that it is a tough area to succeed in, but there were a number of initiatives in place to support this. The service is working closely with Human Resources to prioritise and target support. He then outlined some of the support services in place for staff such as bitesize sessions and a 24/7 support line. A Member referred to the works on the Treorchy link road which were currently. The Member asked for more detail on this and if the works will be resumed as congestion is always an issue in Treorchy. The Service Director reassured that there is an allocation of funding which has been ring fenced for the works and the Council will keep the local members updated in terms of the road review and stated that the resources will be retained. A Member requested that funding for training of school governors is adequately provided for to ensure they are skilled to manage school budgets. A Member asked what the successes from the careers fayres are. The Service director responded that key success factors were the successful graduate and apprenticeship programmes which always attract a good appointment and retention rate following the completion of the programmes. Following a comment around the unsuccessful recruitment in the Tip safety team, the Service Director stated that this is a high priority focus with funding allocated to ensure a full complement of team. A Member asked what is being done to bring back into use the vacant retail premises in Aberdare which holds the highest percentage of vacant premises in the Borough. The Service Director advised that there is a new Aberdare Regeneration Strategy which include a range of measures and initiatives with grant funding streams available to support and with an aim to attract businesses into the area. Members thanked the officer for the very robust and comprehensive report which they felt has progressed through the years , however, acknowledged it is a challenge for them to scrutinise at length and recommended a review of how it is presented in the future to break up into more manageable work The Service Director Democratic Services and Communications agreed and advised that other options for scrutinising the document can be explored but also use the information contained within the reports to inform the Committee work Programme and devolve responsibility to the respective Scrutiny Committees. This suggestion was welcomed by Members. Following conclusion of the presentation, the Chairperson invited Members to ask questions. Following conclusion of discussions it was RESOLVED to: • Scrutinise the Council’s financial and operational performance position as at 31st December 2023 (Quarter 3). Consider whether they wish to scrutinise in greater depth any matters contained in the report in line with the Terms of Reference of the Committee.
None
The Chair thanked Officers and Members for their contributions to the meeting. Thanked members for all their contributions to date and thanked staff for all their work throughout the year
Rhaid i gynghorwyr ddweud pan fydd ganddyn nhw gysylltiad personol â rhywbeth sy'n cael ei drafod, fel swydd, eiddo neu aelod o'r teulu. Mae buddiant sy'n rhagfarnu yn ddigon cryf i'r cynghorydd adael yr ystafell fel arfer a pheidio â chymryd rhan.
Caiff datganiadau eu darllen o'r cofnodion unwaith y byddan nhw wedi'u cyhoeddi.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.