COUNCIL SUMMONS

You are hereby summoned to attend a Meeting of the COUNCIL OF THE CITY AND COUNTY OF SWANSEA to be held in the Council Chamber, Civic Centre, Swansea on Thursday 15 March 2012 at 4.00 p.m.

The following business is proposed to be transacted:

1. To receive any Apologies for Absence.

2. To receive Disclosures of Personal and Prejudicial Interests.

3. To approve and sign as a correct record the Minutes of the following Council meetings: a) Ordinary Meeting held on 19 January 2012 7-17 b) Extraordinary Meeting held on 20 February 2012 18-35

4. Announcements of the Chair of the Council.

5. Announcements of the Leader of the Council.

6. Public Questions Questions must relate to matters on the open part of the Agenda of the meeting and will be dealt within a 10 minute period.

7. Public Presentation – Wales Liberia Connect.

8. Presentation (Wales Audit Office) – Annual Improvement Report. 36-66

9. Report of the Cabinet Member for Community Leadership & Democracy (1) Membership of Committees. 67

10. Report of the Cabinet Member for Business Improvement & Efficiency (1) Strategic Equality Plan 2012-2016. 68-121

11. Report of the Cabinet Member for Education (1) Admission Arrangements 2013-2014. 122-137

12. Report of the Cabinet Member for Housing (1) Introductory Tenancies. 138-141

13. Report of the Chief Executive (1) 2013 Review of Parliamentary Constituencies in Wales - Response to 142-144 Initial Proposals. (2) Pay Policy 2012-2013. 145-156

14. Joint Reports of the Chair of Council, Constitution Working Group and Monitoring Officer (1) Amendments to the Council Constitution. 157-159 (2) Nomination of Lord Mayor Elect and Deputy Lord Mayor Elect 2012- 160-161 2013. (3) Section 249 “Honorary Titles” – Local Government Act 1972. 162-164

15. Report of the Head of Legal, Democratic Services & Procurement (1) Constitutional Matters. 165-197

16. Report of the Returning Officer (1) Change of Glais Polling Place. 198-200

17. Overview & Scrutiny Reports (1) Overview & Scrutiny Strategic Work Programme.(For Information) 201-208

18. To receive for Information Written Responses to Questions asked 209-213 at the Last Ordinary Meeting of Council.

19. Councillors’ Questions under Council Procedure Rule 15. 214-227

20. Notice of Motion by Councillors RH Kinzett and M Smith.

Council notes that the Welsh Labour Government had to rely on the votes of Welsh Liberal Democrat Members of the National Assembly in order to get its 2012/13 Budget passed. Council notes that the Welsh Liberal Democrats have signed up to Labour's drastic NHS cuts of 6.5% between now and 2014/15 and that £75m will be slashed from the NHS as a result of the 2012/13 Budget alone. This is compared to the protection given to NHS budgets in England, Scotland and Northern Ireland. Council notes that the 2012/13 Welsh Government Budget said pupils from disadvantaged backgrounds would receive an allocation of £450 per child, despite the Welsh Lib Dem manifesto pledging a "pupil premium that will target £2,500 at each of the poorest children in Wales".

Council notes that the 2012/13 Welsh Government Budget includes a £20m additional funding line for the pupil premium policy until 2014-15. However, the Welsh Lib Dem manifesto called for a steadily increasing cost to the premium policy: £33.6m in year one, £84.1m in year two, £135m in year three and £185m in year four. Council notes that the Welsh Lib Dems and Labour have denied hard- pressed families and pensioners a freeze in Council Tax, despite being given the money to do it by the UK Government. Council believes that the Welsh Lib Dems have had very little impact on the Welsh Government Budget and have gained nothing for the people of Wales in return for their support for the Welsh Labour Government's Budget.

Council further believes that the Welsh Labour Government needs to start taking responsibility for spending its own budget rather than whingeing about the UK Government for party political reasons. Council resolves to mandate the Leader to write to the First Minister conveying the concern of Swansea Council in respect of the cuts in NHS spending in Wales.

21. Notice of Motion by Councillors PR Hood-Williams, D Phillips, CA Holley, RL Smith, ACS Colburn, CMRWD Thomas, RH Kinzett, EW Fitzgerald, VA Bates Hughes, KE Marsh, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

The Council should examine how a suitable memorial to commemorate Petty Officer First Class (Royal Navy) Edgar Evans, one of the 5 heroes of Scott’s Expedition to the South Pole, can be commissioned. Council also asks for a report on the subject by September 2012 outlining how such a memorial can be realised.

22. Notice of Motion by Councillors PR Hood-Williams, ACS Colburn, CMRWD Thomas, RH Kinzett and M Smith.

Council is bitterly disappointed and regrets that the Welsh Government has not designated an Enterprise Zone in the City & County Swansea, thereby putting the area at a further economic disadvantage, compared with other areas in Wales, where they have been so designated.

23. Notice of Motion by Councillors R Speht, JM Thomas, WK Morgan, VN Abbott, JB Kelleher, J Woodman and NA Holley.

A risograph is a machine designed to perform a specialist and limited function. It is a high speed duplicating device which prints the same image on to pieces of A4 or A3 paper at speeds of up to 150 sheets a minute. It functions by firstly making a master on a drum. Wet ink is then applied from the drum as the paper passes through the machine. A risograph is therefore commonly used by political parties to print tens of thousands of leaflets, particularly at election time. Helpfully, risographs have a tamperproof meter, which can be easily read on demand, to determine the exact volume of paper that has passed through the machine.

A risograph is certainly not a photocopier, which is used for a totally different purpose. A photocopier is a device commonly used to print smaller volumes of documents which contain different images. During election periods it is not uncommon for many volunteers to visit the location where a risograph is located for the following reasons: to deliver consumables such as ink and paper, to operate the risograph and also a folding machine if available, and to collect finished leaflets for distribution. Typically this happens right through the night, with people operating the risograph on a shift basis.

On Friday 17th February, a Risograph van was seen in the Civic Centre car park and a risograph was subsequently installed in the Labour group room. On Thursday 23rd February at 3.40pm various boxes (2,500 sheets) of A4 paper were seen to be delivered into the Labour group room. On the face of it these events could indicate that Swansea Labour Party is intending to conduct a significant element of its political council election campaign at the taxpayers’ expense from a public building. Normally political parties would rent their own premises privately at considerable expense to party members and volunteers.

Election law also requires an imprint on all printed literature stating the name and address of the person or company whose equipment is being used to print the material. This council calls on ; a. the Labour group leader to state whether the arrival of a high speed printing press in the Labour group room 2 months before an election is purely coincidence or not. b. the Labour group leader to give an assurance that this machine will not be used for campaigning purposes. c. the Labour group leader to limit use of the risograph to 9.00-5.00 p.m. from Monday to Friday and also to define who in fact will be operating it, what it will be printing and what sort of volumes of literature he anticipates the risograph will be printing. d. the Labour group leader to allow an independent person to take a meter reading on a daily basis at 9.a.m. between now and polling day. e. the Labour group leader to allow this daily reading to be shared with the other political group leaders on the council in the interests of openness and transparency. f. the Labour Group leader to confirm that any Labour election leaflet emanating from the risograph in the Labour Group room will truthfully bear the imprint: "Printed by Swansea Labour Party in the Civic Centre, Oystermouth Road, SA1 3SN", to demonstrate that Swansea Labour are being open and frank with electors that their election campaign is being partially funded by the taxpayer. If the risograph has been removed from the Civic Centre since the writing of this motion, Council requires an explanation from the Labour Leader as to why this industrial leaflet printing machine was moved into the taxpayer's building in the first place.

24. Notice of Motion by Councillors D Phillips, CA Holley, RL Smith, JE Burtonshaw, RC Stewart, J C Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris, CR Doyle, ME Gibbs, G Seabourne and PM Black

Council supports the GMB campaign to save Remploy and in particular the Remploy factory in Swansea. The Council recognises the valuable contribution Remploy makes to both the local economy and the employment opportunities it gives to disabled people. Council • Condemns government cuts in financial support for Remploy resulting in the potential closure of all Remploy activities. • Expresses concern at the consequential loss of jobs for disabled workers at a time of recession and rising unemployment. • Totally rejects the Government’s spurious assertion that redundant Remploy workers will find alternative employment in mainstream businesses. Council calls on • The government to provide sufficient financial support to allow Remploy to continue to expand its business. • Calls on the Chief Executive to examine ways in which the Council can use its procurement powers to commission goods directly from Remploy without going to tender. • Other local authorities and public agencies to take similar action • The residents of Swansea to support the campaign to save Remploy and sign the official GMB petition.

25. Notice of Motion by Councillors D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

At the previous Council meeting (19th January 2012) it was confirmed that in the last two years, the Council Leader had accepted over 140 tickets for football and rugby matches and other events at the Liberty Stadium. In explaining the acceptance of this hospitality (which nearly always included food and drink) the Council Leader, Cllr Chris Holley, stated quite clearly that he did so to ‘sell the city’. He stated that at £22.03 per person, it was too expensive to use the Council’s own hospitality box for this purpose, instead he relied on the generosity of the Sports Clubs and the Stadium Management Company. Council requires the Council Leader to make a public statement in Council today (subsequently copied in writing to each member) detailing 1. For those tickets that he used himself, the names and organisations of all persons that he entertained by these means over the past two years and the benefit to the Authority from such entertainment 2. All tickets and hospitality he accepted in the last two years for any event at the Liberty stadium which he did not himself use. 3. Whether such tickets went unused or were passed onto a third party. 4. If tickets were passed on, name the individuals concerned and provide a justification for doing so and how it benefited the City and County of Swansea 5. Whether any (and which) members of his family used/benefited from any of the over 140 tickets or hospitality he accepted for any event at the Liberty Stadium in the last two years, whether he was present on each such occasion and the justification for such use by his family members especially as part of a City & County of Swansea party.

26. Notice of Motion by Councillors RH Kinzett, PM Black and NS Bradley This Council supports the introduction of the Single Transferable Vote for elections to the Principal Local Authorities of Wales and will press the National Assembly, the Welsh Government and the Welsh Local Government Association in its dealings with those bodies to urgently consider the need to secure fair votes for all electors across Wales.

27. To authorise the affixing of the Common Seal to any document necessary to carry into effect any resolution passed or confirmed at this meeting.

Head of Legal, Democratic Services and Procurement Civic Centre Swansea 8 March 2012

To: All Members of the Council Item No. 3 a)

CITY AND COUNTY OF SWANSEA

MINUTES OF THE MEETING OF COUNCIL OF THE CITY AND COUNTY OF SWANSEA

HELD AT CIVIC CENTRE, SWANSEA ON THURSDAY, 19 JANUARY 2012 AT 4.00 P.M.

PRESENT: Councillor A R A Clement (Chair of Council) presided

Councillor(s): Councillor(s): Councillor(s):

V N Abbott D T Howells C L Philpott V A Bates Hughes D I E Jones D Price P M Black J W Jones T H Rees N S Bradley M H Jones S J Rice J E Burtonshaw S M Jones J C Richards M C Child W E A Jones D A Robinson A C S Colburn J B Kelleher G Seabourne W J F Davies R D Lewis M Smith A M Day A Lloyd P B Smith C R Doyle R J Lloyd R L Smith J Evans K E Marsh R J Stanton W Evans P M Matthews R C Stewart E W Fitzgerald P N May D G Sullivan R Francis-Davies P M Meara C Thomas J B Hague J T Miles C M R W D Thomas M J Hedges W K Morgan D W W Thomas C A Holley H M Morris J M Thomas N A Holley B G Owen N J Tregoning P R Hood-Williams D Phillips D P Tucker D H Hopkins G Phillips J Woodman

144. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors M E Gibbs, D H James, M R Jones, A Jopling, R H Kinzett, E T Kirchner, J Newbury, I M Richard, R Speht and L G Thomas.

145. DISCLOSURES OF INTEREST

The Head of Legal, Democratic Services and Procurement gave advice regarding any potential personal and prejudicial interests that Councillors may have on the agenda.

He also reminded Councillors that in the event of them having an interest, they must verbally declare the interest and enter the details on the circulated declarations of interest sheet.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

Following this advice the following interests were declared:

1) Councillor K E Marsh declared a personal interest in Minute 153 “The Adoption of Powers Relating to the Business of Acupuncture, Tattooing, Semi-Permanent Skin Colouring, Cosmetic Piercing and Electrolysis”;

2) Councillors P R Hood-Williams and D P Tucker declared a personal interest in Minute 154 “Council Tax Base Calculation 2012-2013 Revision following Boundary Changes”;

3) Councillor P M Black declared a personal interest in Minute 158 “Response to Referral of Notice of Motion – Social Inclusion Unit”;

4) Councillor W J F Davies declared a personal interest in Minute 161 “Councillors Questions – Question 5”.

146. MINUTES OF COUNCIL

RESOLVED that:

1) The Minutes of the Ordinary Meeting of Council held on 24 November 2011 be approved and signed as a correct record;

2) The Minutes of the Extraordinary Meeting of Council held on 8 December 2012 be approved and signed as a correct record.

147. ANNOUNCEMENTS OF THE CHAIR OF COUNCIL

1) Recent Illness of Councillors

The Chair of Council welcomed Councillor D I E Jones and H M Morris back to Councillor following a period of recent illness.

2) Corporate Building and Property Services - National Constructing Excellence Award

The Chair of Council congratulated the Corporate Building and Property Services Team for securing both the Constructing Excellence Welsh Regional Award and the UK National Award for its Leadership and People Development.

The strategy covers the whole workforce and was recognised by the judges for being both innovative and an excellent example of best practice and was secured against stiff competition from both the Public and Private Sector. Collecting the award on behalf of Corporate Building and Property Services was Chris Cutforth, Section Leader.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

3) Overall Apprentice of the Year Award

The Chair of Council congratulated Glenn Sullivan as the winner of the Corporate Building and Property Services Overall Apprentice of the Year 2011 award. Glenn Sullivan was present to receive the award.

4) Application to pay a Special Responsibility Allowance to the Chair of the Petitions Committee

The Chair of Council referred to a letter received from the Independent Remuneration Panel for Wales which rejected the Council’s application to pay a Special Responsibility Allowance to the Chair of the Petitions Committee.

5) New Year Honours 2012

The Chair of Council congratulated the following citizens of the City and County of Swansea who had received awards in the New Year Honours. She stated that the Lord Mayor would be writing to each of the citizens congratulating them on their awards.

a) Order of the British Empire (OBE)

i) Professor Robert Owen Jones (OBE) of Pontarddulais for services to Safeguarding the Welsh Language in Argentina.

b) Member of the British Empire (MBE)

i) John Davies (MBE) of Fforestfach for services to the Community of Swansea;

ii) Peter Rice Muxworthy (MBE) of Gower for services to the Community of Swansea;

iii) Beti Williams (MBE) of Bishopston for services to Swansea University Women in Science and Engineering Technology.

c) Queen’s Police Medal (QPM)

i) Chief Superintendent Mark Mathias of Swansea for conspicuous devotion to duty.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

6) Amendments to the Council Summons

The Chair of Council stated that the second reference to the word “police” in Minute “Notice of Motion by Councillors R H Kinzett, C A Holley, D Phillips, P R Hood-Williams and R L Smith” be amended to read “place”.

7) Condolences – Former Councillor John Hetherington

The Chair of Council referred with sadness to the recent death of former Councillor John Hetherington. Councillor Hetherington served the Mumbles Ward on the County Borough of Swansea.

All present stood for a minute’s silence as a mark of sympathy and respect.

148. ADJOURNMENT OF MEETING – DISTURBANCE BY MEMBERS OF THE PUBLIC

The Meeting stood adjourned for 25 minutes.

149. ANNOUNCEMENTS OF THE LEADER OF THE COUNCIL

1) Business Improvement Districts – Skillsmart Retail

The Leader of the Council referred to the recent Skillsmart Retail presentation evening that had been held at the Dragon Hotel on 11 January 2012. He stated that the mystery shopper exercise had found that Swansea’s Independent Retailers had scored very highly and he congratulated them.

150. PUBLIC QUESTIONS

A number of questions were asked by members of the public. The relevant Cabinet Member responded accordingly. Those questions requiring a written response are listed below:

1) Tony Beddow asked the following question(s) in relation to Minute 146 “Minutes of Council - Ordinary Meeting of Council held on 24 November 2011” and Minute 160 “Written Responses to Questions asked at the last Ordinary Meeting of Council”:

“Officers have confirmed that, at last, a business plan for the Swansea Stadium Management Company (SSMC) has been agreed but that it covers only one year and does not allow for any income to this Council.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

Could the Leader of the Council or other relevant Cabinet Member explain:

a) Why the Council saw fit to be party to a plan of such short duration when all indicators surrounding this tripartite partnership would have suggested that a minimum period of 24 months was required?

b) What fraction of the accumulated losses is planned to be repaid in the 12 months of the business plan?”

c) In what year the Council expects income from the SSMC?

The Leader of the Council stated that he would provide a written response.

151. PUBLIC PRESENTATIONS

Simon Beox gave a presentation to Council on the work of the Changing Faces charity and its “Face Equality” campaign.

The Business Improvement and Efficiency Cabinet Member gave thanks for the presentation.

152. MEMBERSHIP OF COMMITTEES

The Community Leadership and Democracy Cabinet Member submitted a report which sought approval for nominations / amendments to Council Bodies.

He concluded his report by proposing the following changes to the membership of the Council Bodies listed in the report.

RESOLVED that:

1) The nominations / amendments to the membership of the Council Bodies listed below be approved:

a) Area 1 Development Control Committee

Remove Councillors P R Hood-Williams and R H Kinzett.

b) Audit Committee

Remove Councillor R H Kinzett. Add Councillor P R Hood- Williams.

c) Chief Officers Disciplinary Committee

Remove Councillor R H Kinzett. Add Councillor A C S Colburn. Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

d) Children, Young People and Learning Overview and Scrutiny Board

Remove Councillor R H Kinzett. Add Councillor C M R W D Thomas.

e) Constitution Working Group

Remove Councillor R H Kinzett. Add Councillor A C S Colburn.

f) Overview and Scrutiny Business Committee

Remove Councillor R H Kinzett. Add Councillor C M R W D Thomas.

g) Planning Services Task and Finish Group

Remove Councillor R H Kinzett. Add Councillor A C S Colburn.

h) Social Services Rota Visits

Remove E T Kirchner. Add Councillor J T Miles.

153. THE ADOPTION OF POWERS RELATING TO THE BUSINESS OF ACUPUNCTURE, TATTOOING, SEMI-PERMANENT COLOURING, COSMETIC PIERCING AND ELECTROLYSIS

The Environment Cabinet Member submitted a report which recommended the adoption of the amended provisions of Sections 14 to 17 of the Local Government (Miscellaneous Provisions) Act 1982. He also sought approval for the amended model byelaws in respect of matters relating to the business of acupuncture, temporary and permanent tattooing, semi-permanent skin colouring and make up, cosmetic piercing and electrolysis for the City and County of Swansea.

RESOLVED that:

1) The provisions of Sections 14 to 17 of the Local Government (Miscellaneous Provisions) Act 1982 as amended to the City and County of Swansea area be applied when the provisions come into force on 1 April 2012 and all previous resolutions will cease to exist;

2) The amended model byelaws for the City and County of Swansea are approved for adoption.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

154. REVISED SUSTAINABLE DEVELOPMENT POLICY

The Economic Regeneration and Planning Cabinet Member submitted a report which sought adoption of the revised Corporate Sustainable Development Policy.

RESOLVED that the revised Corporate Sustainable Development Policy be adopted.

155. COUNCIL TAX BASE CALCULATION 2012-2013 REVISION FOLLOWING BOUNDARY CHANGES

The Finance Cabinet Member submitted a report which detailed revisions required to the calculation of the Council Tax Base for 2012- 2013 for Community Councils. The initial report had been approved by Council on 24 November 2011; however due to changes to community area boundaries within the City and County of Swansea, as set out in the Swansea (Communities) Order 2011 (2011 No. 2932 (W.314) this decision needed to be revised.

RESOLVED that:

1) The revised calculation of the Council Tax Base for 2012-2013 for the following Community Council areas be approved;

2) In accordance with the Local Authorities (Calculation of Tax Base) (Wales) Regulations 1995, as amended, the calculation by the City and County of Swansea Council for the Year 2012- 2013 shall be:

For the area of Community Councils: Llanrhidian Higher 1,559 Three Crosses 712

156. AMENDMENTS TO THE COUNCIL CONSTITUTION

The Chair of Council, Constitution Working Group and Monitoring Officer jointly submitted a report which sought to make amendments to the Council Constitution.

RESOLVED that:

1) The third bullet point under “Citizens’ Rights” within Part 1 “Summary and Explanation” be re-written as follows:

“The Council Constitution will be available on the Authority’s web site for Citizen’s to view. A printed copy of the Council Constitution will be provided at a reasonable charge on request”;

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

2) Paragraph 15.3 of Article 15 “Review and Revision of the Council Constitution” within Part 2 “Articles of the Constitution” be re-written as follows:

“The Head of Paid Service or the Proper Officer will give a printed copy of this Constitution to each Member of the Authority upon delivery to him/her of that individual’s Declaration of Acceptance of Office on the Member first being elected to the Council. Following the provision of the initial printed version and unless a Councillor requests in writing/email to the contrary, an electronic link will be provided for the remainder of the duration of their term of office. Hard copies will be placed in Political Group Rooms.”

3) Add a paragraph 7 to the terms of Reference of the Local Authority (LA) Governor Panel be amended as follows:

“Applications must be submitted no later than 7 working days before the date of the Panel and late applications will only be considered at the discretion of the Chair.”

157. NOMINATION OF LORD MAYOR ELECT AND DEPUTY LORD MAYOR ELECT 2012-2013

RESOLVED that the report be deferred to a future meeting of the Council.

158. RESPONSE TO REFERRAL OF NOTICE OF MOTION - SOCIAL INCLUSION UNIT

The Performance and Finance Overview and Scrutiny Board submitted a report which informed Council of the Board’s response following the referral of the Notice of Motion on 3 February 2012.

RESOLVED that the relevant Cabinet Member be requested to consider undertaking a review of the Welfare Rights Service within Swansea and associated funding requirements.

159. OVERVIEW AND SCRUTINY STRATEGIC WORK PROGRAMME

The Overview and Scrutiny Business Committee submitted an information report outlining the Overview and Scrutiny Strategic Work Programme.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

160. WRITTEN RESPONSES TO QUESTIONS ASKED AT THE LAST ORDINARY MEETING OF COUNCIL

The Head of Legal, Democratic Services and Procurement submitted an information report setting out the written responses to questions asked at the last Ordinary Meeting of Council.

161. COUNCILLORS’ QUESTIONS

1) Part A “Supplementary Questions”

Seven (7) Part A “Supplementary Questions” were submitted. The relevant Cabinet Member(s) responded by way of written answers contained within the Council Summons.

Further supplementary questions were asked and the relevant Cabinet Member responded. Those questions requiring a written response are listed below.

a) Question 1. The following question(s) were asked:

Councillor P R Hood-Williams stated that he remained confused regarding the Council’s “Extinguishing of Street Lighting in residential and commercial areas Policy” as he was aware of lights that either remained on / off in certain areas”

The Environment Cabinet Member asked Councillor P R Hood-Williams to identify the areas in question, so that he could look into the matter and then provide a written response.

b) Question 2. The following question(s) were asked:

i) Councillor J E Burtonshaw asked for the reasons that a detailed breakdown of the actual numbers of lighting columns turned off by the Swansea Administration could not be provided on an electoral division basis?

ii) Councillor R C Stewart asked for figures relating to road accidents prior to and following any lighting columns being extinguished.

The Environment Cabinet Member stated that he would provide a written response.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

c) Question 3. The following question(s) were asked:

The Leader of the Main Opposition Political Group asked the Monitoring Officer to determine whether he could be provided with details of staff suspensions on an anonymous basis.

The Monitoring Officer stated that he would arrange a private meeting in order to discuss the issue.

d) Question 5. The following question(s) were asked:

The Leader of the Main Opposition Political Group asked the Environment Cabinet Member to release the Traveller Candidate Site Locations List” to all Councillors.

The Environment Cabinet Member stated that he would seek guidance and provide a written response accordingly.

f) Question 6. The following question(s) were asked:

i) The Leader of the Main Opposition Political Group asked the Leader of the Council to confirm whether he had attended each game and actually sat in the seat / box at the Liberty Stadium that he had accepted hospitality for?

ii) Councillor H M Morris asked for the Authority’s Policy on providing free tickets at the Liberty Stadium for members of the Armed Service?

The Leader of the Council states that he would provide a written response.

2) Part B “Questions Not Requiring Supplementary” Questions

No Part B “Questions Not Requiring Supplementary” Questions were submitted.

162. NOTICE OF MOTION BY COUNCILLORS R H KINZETT AND M SMITH

The Notice of Motion was withdrawn.

Minutes of the Meeting of Council of the City and County of Swansea (19.01.2012) Cont’d

163. NOTICE OF MOTION BY COUNCILLORS D PHILLIPS, M J HEDGES, J B BURTONSHAW, R C STEWART, J C RICHARDS, R J LLOYD, M C CHILD, R FRANCIS-DAVIES, E T KIRCHNER, H M MORRIS AND C R DOYLE

This Council welcomes the proposals of the Welsh Government to simplify the process of producing bye laws. The Council commits itself to providing any assistance needed to help the Welsh Government achieve this aim.

RESOLVED that the Notice of Motion be approved

164. NOTICE OF MOTION BY COUNCILLORS R H KINZETT, C A HOLLEY, D PHILLIPS, P R HOOD-WILLIAMS AND R L SMITH

Council expresses its congratulations to the Chief Superintendent of Police for Swansea and Neath Port Talbot, Mr Mark Mathias, for the award of the Queen's Police Medal in the New Year's Honours.

Council believes that the award of the Queen's Police Medal for Chief Superintendent Mathias is well-deserved and a fitting tribute to his work in making Swansea a safer place to live and work.

Council instructs the Leader and Chief Executive to write to Mr Mathias to congratulate him on this award.

Councillor C A Holley proposed an amendment. The amendment was seconded by Councillor D Phillips. The amendment being to delete the final paragraph and replace it with:

“Council acknowledges the fact that the Leader wrote to Chief Superintendent Mark Mathias on the 4 January 2012 on behalf of the City and County of Swansea congratulating him on being awarded the Queen’s Police Medal.”

RESOLVED that the amended Notice of Motion be approved.

165. COMMON SEAL

RESOLVED that the Common Seal be affixed to any document necessary to bring into effect any decisions passed or confirmed at the meeting.

The meeting ended at 5.53 p.m.

CHAIR OF COUNCIL Item No. 3 b)

CITY AND COUNTY OF SWANSEA

MINUTES OF THE EXTRAORDINARY MEETING OF COUNCIL OF THE CITY AND COUNTY OF SWANSEA

HELD AT CIVIC CENTRE, SWANSEA ON MONDAY, 20 FEBRUARY 2012 AT 4.00 P.M.

PRESENT: Councillor A R A Clement (Chair of Council) presided

Councillor(s): Councillor(s): Councillor(s):

V N Abbott D I E Jones D Price V A Bates Hughes J W Jones S J Rice P M Black M H Jones I M Richard N S Bradley M R Jones J C Richards M C Child S M Jones D A Robinson A C S Colburn J B Kelleher M Smith W J F Davies R H Kinzett P B Smith A M Day E T Kirchner R L Smith C R Doyle R D Lewis R Speht J Evans A Lloyd R J Stanton W Evans R J Lloyd R C Stewart E W Fitzgerald K E Marsh D G Sullivan R Francis-Davies P M Matthews C Thomas M E Gibbs P M Meara C M R W D Thomas J B Hague J T Miles D W W Thomas C A Holley W K Morgan J M Thomas N A Holley J Newbury L G Thomas P R Hood-Williams B G Owen N J Tregoning D H Hopkins D Phillips D P Tucker D T Howells C L Philpott J Woodman D H James

166. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors J E Burtonshaw, W E A Jones, P N May, H M Morris, T H Rees and G Seabourne.

167. DISCLOSURES OF INTEREST

The Head of Legal, Democratic Service and Procurement gave advice regarding any potential personal and prejudicial interests that Councillors may have on the Agenda.

The Chair of Council reminded Councillors that in the event of them having an interest, they must verbally declare the interest and enter the details on the circulated declarations of interest sheet. Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

In accordance with the provisions of the Code of Conduct adopted by the City and County of Swansea, the following interests were declared:

1) Councillors M C Child, A R A Clement, A M Day, W J F Davies, J Evans, M E Gibbs, J B Hague, C A Holley, N A Holley, D T Howells, M H Jones, M R Jones, S M Jones, J T Miles J Newbury, D Phillips, D Price, S J Rice, D A Robinson, C R Richards, R L Smith, C Thomas, J M Thomas and L G Thomas declared a personal interest in Minute 168 “Capital Budget & Programme 2012-2013 to 2015-2016”;

2) Councillors A C S Colburn, A M Day, P R Hood-Williams, J W Jones, E T Kirchner, J T Miles, D Phillips, J C Richards, P B Smith and C M R W D Thomas declared a personal interest in Minute 169 “Revenue Budget 2012-2013”;

3) Councillor P M Black declared a personal interest in Minute 169 “Revenue Budget 2012-2013” and stated that he had a dispensation from the Standards Committee to remain, speak but not vote on general employment matters;

4) Councillors A R A Clement, C A Holley, N A Holley and D P Tucker declared a personal and prejudicial interest in Minute 169 “Revenue Budget 2012-2012” (Reinstatement of the free Life Line Service amendment) and withdrew from the meeting during its consideration;

5) Councillors N S Bradley, A M Day, J T Miles and D Phillips declared a personal interest in Minute 171 “Medium Term Financial Plan 2013-2014 to 2015-2016”;

6) Councillors S M Jones and D Phillips declared a personal interest in Minute 172 “Treasury Management Strategy, Prudential Indicators, Investment Strategy and Minimum Provision Policy Statement 2012-2013”;

7) Councillor D Phillips declared a personal interest in Minute 173 “Housing Revenue Account - Revenue Budget 2012-2013 and Capital Budget 2012-2013 to 2014-2015”;

8) Councillors A C S Colburn, W Evans, E W Fitzgerald, P R Hood- Williams, M H Jones, S M Jones, R D Lewis, K E Marsh, D Phillips, I M Richard, J C Richards, D G Sullivan and D P Tucker declared a personal interest in Minute 174 “Statutory Regulations - Resolutions to be made in accordance with the regulations in the setting of Council Tax 2012-2013”.

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

168. CAPITAL BUDGET AND PROGRAMME 2012-2013 TO 2015-2016

The Section 151 Officer submitted a report which proposed a revised Capital Budget for 2011-2012 and a Capital Budget for 2012-2013 to 2015-2016.

He stated that the spending in the current year would be £49.636M, an increase of £7.584M over the original estimate of £42.052M. The increase is mainly due to the addition of grant funded schemes after Council approved the Capital Budget in February 2011.

The report outlined the following within its appendices:

• Appendix A “Summary of Capital Expenditure and Financing 2011-2012 to 2015-2016”; • Appendix B “Material changes to the original 2011-2012 programme”; • Appendix C “A detailed breakdown of the Capital Budget”.

Amendment

Councillor R C Stewart proposed an amendment. The amendment was seconded by Councillor D Phillips. The amendment being to add an additional recommendation as follows:

“c) Subject to confirmation by the Welsh Government a county wide lighting replacement and renewal scheme will be commenced”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested.

The voting was recorded as follows:

For (29 Councillors): Councillor(s): Councillor(s): Councillor(s): V A Bates Hughes D H Hopkins B G Owen N S Bradley D H James D Phillips M C Child D I E Jones J C Richards A C S Colburn S M Jones M Smith W J F Davies R H Kinzett R L Smith C R Doyle E T Kirchner R C Stewart W Evans A Lloyd C Thomas R Francis-Davies R J Lloyd D W W Thomas M E Gibbs P M Matthews C M R W D Thomas P R Hood-Williams J T Miles

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Against (28 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M R Jones I M Richard P M Black J B Kelleher D A Robinson A R A Clement R D Lewis R Speht A M Day K E Marsh R J Stanton J B Hague P M Meara D G Sullivan C A Holley W K Morgan L G Thomas N A Holley J Newbury J M Thomas D T Howells C L Philpott D P Tucker J W Jones S J Rice J Woodman M H Jones

Abstention (4 Councillors): Councillor(s): Councillor(s): Councillor(s): J Evans D Price P B Smith E W Fitzgerald

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the additional recommendation was added and became part of the substantive motion.

RESOLVED that:

1) The revised budget for 2011-2012 and a budget 2012-2013 to 2015-2016 be approved;

2) Additional unsupported borrowing in accordance with the scheme to be agreed with the Welsh Government be approved;

3) Subject to confirmation by the Welsh Government a county wide lighting replacement and renewal scheme will be commenced.

169. REVENUE BUDGET 2012-2013

The Section 151 Officer submitted a report which proposed a Revenue Budget and Council Tax levy for 2012-2013.

The report detailed the following:

• Financial Monitoring in 2011-2012; • The Local Government Finance Settlement 2012-2013; Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d • Budget Proposals 2012-2013; • Risks and Uncertainties; • Reserves and Contingency Fund requirements; • The Budget Requirement and Council Tax 2012-2013.

Note: The Meeting stood adjourned for 10 minutes during this item in order to facilitate a comfort break.

Amendment 1

Councillor R C Stewart proposed an amendment. The amendment was seconded by Councillor D Phillips. The amendment being to amend the detailed budget proposals set out in Appendix G of the report so that it includes additional budget provision for the following item in 2012-2013 only:

“Additional £100,000 to the Child Poverty Initiative - This item be funded by an additional one-off use of reserves to be determined by the Section 151 Officer”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

For (27 Councillors): Councillor(s): Councillor(s): Councillor(s): N S Bradley D H James D Phillips M C Child D I E Jones J C Richards A C S Colburn R H Kinzett M Smith W J F Davies E T Kirchner P B Smith C R Doyle A Lloyd R L Smith W Evans R J Lloyd R C Stewart R Francis-Davies P M Matthews C Thomas M E Gibbs J T Miles D W W Thomas P R Hood-Williams B G Owen C M R W D Thomas

Against (34 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M H Jones S J Rice V A Bates Hughes M R Jones I M Richard P M Black S M Jones D A Robinson A R A Clement J B Kelleher R Speht A M Day R D Lewis R J Stanton J Evans K E Marsh D G Sullivan E W Fitzgerald P M Meara L G Thomas J B Hague W K Morgan J M Thomas C A Holley J Newbury N J Tregoning N A Holley C L Philpott D P Tucker D T Howells D Price J Woodman Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d J W Jones

Abstention (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

Amendment 2

Councillor N S Bradley proposed an amendment. The amendment was seconded by Councillor D Phillips. The amendment being to amend the detailed budget proposals set out in Appendix G of the report so that it includes additional budget provision for the following item in 2012-2013 only:

“Additional £371,000 to establish a Jobs Fund - This item be funded by an additional one-off use of reserves to be determined by the Section 151 Officer”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

For (20 Councillors): Councillor(s): Councillor(s): Councillor(s): N S Bradley D I E Jones D Phillips M C Child E T Kirchner J C Richards W J F Davies A Lloyd P B Smith C R Doyle R J Lloyd R C Stewart W Evans P M Matthews C Thomas R Francis-Davies J T Miles D W W Thomas D H James B G Owen

Against (41 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott J W Jones I M Richard V A Bates Hughes M H Jones D A Robinson P M Black M R Jones R Speht A R A Clement S M Jones M Smith A C S Colburn J B Kelleher R L Smith A M Day R H Kinzett R J Stanton J Evans R D Lewis D G Sullivan Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d E W Fitzgerald K E Marsh L G Thomas M E Gibbs P M Meara C M R W D Thomas J B Hague W K Morgan J M Thomas C A Holley J Newbury N J Tregoning N A Holley C L Philpott D P Tucker P R Hood-Williams D Price J Woodman D T Howells S J Rice

Abstention (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

Amendment 3

Councillor R C Stewart proposed an amendment. The amendment was seconded by Councillor P M Matthews. The amendment being to amend the detailed budget proposals set out in Appendix G of the report so that it includes additional budget provision for the following item in 2012-2013 only:

“Additional £260,000 to reinstate the free Life Line service - This item be funded by an additional one-off use of reserves to be determined by the Section 151 Officer”.

Note:

1) Councillors A R A Clement, C A Holley, N A Holley and D P Tucker declared a personal and prejudicial interest in relation to “Additional £260,000 to reinstate the free Life Line service” and withdrew from the meeting during its consideration.

2) As Councillor A R A Clement had left the Council Chamber, the Vice Chair of Council, Councillor R D Lewis took the Chair.

Councillor R D Lewis (Vice Chair of Council) Presiding.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

For (23 Councillors): Councillor(s): Councillor(s): Councillor(s): N S Bradley D H James D Phillips M C Child D I E Jones J C Richards A C S Colburn E T Kirchner P B Smith W J F Davies A Lloyd R L Smith C R Doyle R J Lloyd R C Stewart W Evans P M Matthews C Thomas R Francis-Davies J T Miles D W W Thomas M E Gibbs B G Owen

Against (34 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M R Jones S J Rice V A Bates Hughes S M Jones I M Richard P M Black J B Kelleher D A Robinson A R A Clement R H Kinzett R Speht A M Day R D Lewis M Smith J Evans K E Marsh R J Stanton E W Fitzgerald P M Meara D G Sullivan J B Hague W K Morgan L G Thomas P R Hood-Williams J Newbury C M R W D Thomas D T Howells C L Philpott J M Thomas J W Jones D Price N J Tregoning M H Jones

Abstention (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

Withdrawn from meeting due to declarable interest (4 Councillors): Councillor(s): Councillor(s): Councillor(s): A R A Clement N A Holley D P Tucker C A Holley

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

Councillor A R A Clement (Chair of Council) Presiding.

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Amendment 4

Councillor R C Stewart proposed an amendment. The amendment was seconded by Councillor D Phillips. The amendment being to amend the detailed budget proposals set out in Appendix G of the report so that it includes additional budget provision for the following item in 2012-2013 only:

“Additional £19,000 to support the CCTV funding requirement - This item be funded by an additional one-off use of reserves to be determined by the Section 151 Officer”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

For (27 Councillors): Councillor(s): Councillor(s): Councillor(s): N S Bradley D H James D Phillips M C Child D I E Jones J C Richards A C S Colburn R H Kinzett M Smith W J F Davies E T Kirchner P B Smith C R Doyle A Lloyd R L Smith W Evans R J Lloyd R C Stewart R Francis-Davies P M Matthews C Thomas M E Gibbs J T Miles D W W Thomas P R Hood-Williams B G Owen C M R W D Thomas

Against (32 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M H Jones I M Richard P M Black M R Jones D A Robinson A R A Clement S M Jones R Speht A M Day J B Kelleher R J Stanton J Evans K E Marsh D G Sullivan E W Fitzgerald P M Meara L G Thomas J B Hague W K Morgan J M Thomas C A Holley J Newbury N J Tregoning N A Holley C L Philpott D P Tucker D T Howells D Price J Woodman J W Jones S J Rice

Abstention (2 Councillors): Councillor(s): Councillor(s): Councillor(s): V A Bates Hughes R D Lewis -

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

Amendment 5

Councillor P R Hood-Williams proposed an amendment. The amendment was seconded by Councillor R H Kinzett. The amendment was as follows:

“The Schools Delegated Budget should be increased by a further £750,000 in 2012-2013 only and that this should be funded by a one off reduction in reserves to be agreed by the Section 151 Officer”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

For (27 Councillors): Councillor(s): Councillor(s): Councillor(s): V A Bates Hughes P R Hood-Williams B G Owen N S Bradley D H James D Phillips M C Child D I E Jones J C Richards A C S Colburn R H Kinzett M Smith W J F Davies E T Kirchner P B Smith C R Doyle A Lloyd R C Stewart W Evans R J Lloyd C Thomas R Francis-Davies P M Matthews D W W Thomas M E Gibbs J T Miles C M R W D Thomas

Against (34 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M R Jones I M Richard P M Black S M Jones D A Robinson A R A Clement J B Kelleher R Speht A M Day R D Lewis R L Smith J Evans K E Marsh R J Stanton E W Fitzgerald P M Meara D G Sullivan J B Hague W K Morgan L G Thomas C A Holley J Newbury J M Thomas N A Holley C L Philpott N J Tregoning D T Howells D Price D P Tucker J W Jones S J Rice J Woodman M H Jones

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Abstention (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

RESOLVED that the following budget proposals be approved:

1) A Revenue Budget for 2012-2013;

2) A Budget Requirement and Council Tax levy for 2012-2013.

170. ADJOURNMENT OF MEETING – COMFORT BREAK

The Meeting stood adjourned for 10 minutes in order to facilitate a comfort break.

171. MEDIUM TERM FINANCIAL PLAN 2013-2014 TO 2015-2016

The Section 151 Officer submitted a report which proposed a Medium Term Financial Plan 2013-2014 to 2015-2016.

The report detailed the following:

• An overview of financial planning; • A service and financial overview; • A spending and resources forecast; • Potential savings options; • Risks and Uncertainties.

RESOLVED that the Medium Term Financial Plan 2013-2014 to 2015- 2016 be approved as a basis for future service and financial planning.

172. TREASURY MANAGEMENT STRATEGY, PRUDENTIAL INDICATORS, INVESTMENT STRATEGY AND MINIMUM REVENUE PROVISION POLICY STATEMENT 2012-2013

The Section 151 Officer submitted a report which recommended the Treasury Management Strategy, Prudential Indicators, Investment Strategy and Minimum Revenue Provision Policy Statement for 2012- 2013.

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d RESOLVED that:

1) The Treasury Management Strategy and Prudential Indicators (Sections 2-7 of the report) be approved;

2) The Investment Strategy (Section 8 of the report) be approved;

3) The Minimum Revenue Provision Policy Statement (Section 9 of the report) be approved.

173. HOUSING REVENUE ACCOUNT - REVENUE BUDGET 2012-2013 AND CAPITAL BUDGET 2012-2013 TO 2014-2015

The Section 151 Officer and Corporate Director of Regeneration and Housing submitted a joint report which proposed a Revenue Budget 2012-2013, a Capital Budget 2012-2013 to 2014-2015, and a rent increase for properties within the Housing Revenue Account.

Amendment

Councillor R C Stewart proposed an amendment. The amendment was seconded by Councillor J C Richards. The amendment was as follows:

“To amend the profile of capital programme funding and spend detailed in paragraph 7.3 of the report and appendix respectively in order to provide for faster progress towards the Welsh Quality Housing Standard (WQHS). This amendment will allow the Council to bring forward expenditure totalling £11,000,000 from 2013-2014 and 2014- 2015. The additional spending in 2012-2013 will be financed by bringing forward the planned use of existing resources namely capital receipts (£5,000,000) and general balances (£6,000,000) from 2013- 2014 and 2014-2015”.

In accordance with Council Procedure Rule 21 “Voting” a recorded vote was requested. The voting was recorded as follows:

For (25 Councillors): Councillor(s): Councillor(s): Councillor(s): N S Bradley D H James B G Owen M C Child D I E Jones D Phillips A C S Colburn R H Kinzett J C Richards W J F Davies E T Kirchner P B Smith C R Doyle A Lloyd R C Stewart W Evans R J Lloyd C Thomas R Francis-Davies P M Matthews D W W Thomas M E Gibbs J T Miles C M R W D Thomas P R Hood-Williams

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Against (35 Councillors): Councillor(s): Councillor(s): Councillor(s): V N Abbott M H Jones I M Richard V A Bates Hughes M R Jones D A Robinson P M Black S M Jones R Speht A R A Clement J B Kelleher R L Smith A M Day R D Lewis R J Stanton J Evans K E Marsh D G Sullivan E W Fitzgerald P M Meara L G Thomas J B Hague W K Morgan J M Thomas C A Holley J Newbury N J Tregoning N A Holley C L Philpott D P Tucker D T Howells D Price J Woodman J W Jones S J Rice

Abstention (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

Withdrawn from meeting due to declarable interest (0 Councillors): Councillor(s): Councillor(s): Councillor(s): - - -

In light of the result of the Recorded Vote the amendment did not become part of the substantive motion.

RESOLVED that:

1) Rents be increased in line with the Welsh Government guidelines as detailed in Section 4 of the report;

2) Fees, charges and allowances as detailed in Section 4 of the report be approved;

3) The Revenue Budget and Capital Programme proposals as detailed in Section 4 and 7 and within the appendix of the report be approved;

4) Individual schemes as identified within Programmes in Table D of the report be approved;

5) Individual schemes as identified within Table D of the report which are programmed over 2 or 3 years be committed and approved and that their financial implications for funding over subsequent years be approved.

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d 174. STATUTORY RESOLUTION - RESOLUTIONS TO BE MADE IN ACCORDANCE WITH THE REGULATIONS IN THE SETTING OF THE COUNCIL TAX 2012-2013

The Section 151 Officer submitted a report which outlined a number of statutory resolutions.

RESOLVED that:

1) Council notes and adopts the statutory resolutions set out below;

2) It be noted that at its meeting on 24 November 2011, the Council calculated the following amounts for the year 2012-2013 in accordance with Regulations made under Section 33(5) of the Local Government Finance Act 1992:

a) £87,806 being the amount calculated by the Council, in accordance with Regulation 3 of the Local Authorities (Calculation of Council Tax Base) (Wales) Regulations 1995, as amended, as its Council Tax Base for the year;

b) Parts of the Council’s Area:

Bishopston 1,935 Clydach 2,489 Gorseinon 2,957 Gowerton 1,948 Grovesend 400 Ilston 315 Killay 2,081 Llangennith, Llanmadoc and Cheriton 486 Llangyfelach 942 Llanrhidian Higher * 1,559 Llanrhidian Lower 302 Llwchwr 3,192 Mawr 719 Mumbles 9,518 Penllergaer 1,181 Pennard 1,459 Penrice 426 Pontarddulais 2,243 Pontlliw 981 Port Eynon 397 Reynoldston 279 Rhossili 188 Three Crosses * 712 Upper Killay 567 * Amended to take account of the Swansea Communities Order – SI 2011/2932.

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d being the amounts calculated by the Council, in accordance with Regulation 6 of the Regulations, as the amounts of its Council Tax Base for dwellings in those parts of its area to which special items relate;

3) The following amounts be now calculated by the Council for the year 2012-2013 in accordance with Section 32 to 36 of the Local Government Finance Act 1992:

a) £651,454,243 being the aggregate of the amounts which the Council estimates for the items set out in Sections 32(2)(a) to (d) of the Act;

b) £263,720,543 being the aggregate of the amounts which the Council estimates for the items set out in Sections 32(3)(a), 32(3)(c) and 32(3a) of the Act;

c) £387,733,700 being the amount by which the aggregate at (3)(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 32(4) of the Act, as its budget requirement for the year;

d) £299,871,501 being the aggregate of the sums which the Council estimates will be payable for the year into its Council Fund in respect of redistributed non domestic rates, and revenue support grant less discretionary Non Domestic Rate relief;

e) £1,000.64 being the amount at (3)(c) above less the amount at (3)(d) above, all divided by the amount at (2)(a) above, calculated by the Council, in accordance with Section 33(1) of the Act, as the basic amount of its Council Tax for the year;

f) £854,356 being the aggregate amount of all special items referred to in Section 34(1) of the Act;

g) £990.91 being the amount at (3)(e) above less the result given by dividing the amount at (3)(f) above by the amount at (2)(a) above, calculated by the Council, in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no special items relate;

Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d h) Parts of the Council’s area:

Bishopston 1,007.45 Clydach 1,027.07 Gorseinon 1,017.69 Gowerton 1,008.69 Grovesend and Waungron 1,003.41 Ilston 1,000.36 Killay 1,001.72 Llangennith, Llanmadoc and Cheriton 1,006.34 Llangyfelach 1,010.02 Llanrhidian Higher 1,033.15 Llanrhidian Lower 1,002.50 Llwchwr 1,014.40 Mawr 1,041.03 Mumbles 1,003.25 Penllergaer 1,019.70 Pennard 1,018.33 Penrice 1,014.38 Pontarddulais 1,027.47 Pontlliw 1,024.83 Port Eynon 1,004.76 Reynoldston 1,023.17 Rhossili 1,006.21 Three Crosses 1,033.15 Upper Killay 1,022.66

being the amounts given by adding to the amount at (3)(g) above the amounts of the special items relating to dwellings in those parts of the Council’s area mentioned above divided in each case by the amount at (2)(b) above, calculated by the Council, in accordance with Section 34(3) of the Act, as the basic amounts of its Council Tax for the year for dwellings in those parts of its area to which one or more special items relate;

i) Parts of the Council’s Area:

Band Band Band Band Band Band Band Band Band A B C D E F G H I £ £ £ £ £ £ £ £ £ Bishopston 671.64 783.57 895.51 1,007.45 1,231.32 1,455.21 1,679.08 2,014.90 2,350.71 Clydach 684.73 798.83 912.95 1,027.07 1,255.30 1,483.55 1,711.79 2,054.14 2,396.49 Gorseinon 678.47 791.54 904.62 1,017.69 1,243.84 1,470.00 1,696.16 2,035.39 2,374.61 Gowerton 672.47 784.54 896.62 1,008.69 1,232.84 1,457.00 1,681.16 2,017.39 2,353.61 Grovesend & Waungron 668.94 780.43 891.92 1,003.41 1,226.38 1,449.37 1,672.35 2,006.82 2,341.28 Ilston 666.92 778.06 889.22 1,000.36 1,222.67 1,444.98 1,667.28 2,000.74 2,334.19 Killay 667.82 779.12 890.43 1,001.72 1,224.33 1,446.94 1,669.55 2,003.46 2,337.36 Llangennith, Llanmadoc & Cheriton 670.90 782.71 894.53 1,006.34 1,229.97 1,453.61 1,677.24 2,012.69 2,348.13 Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Llangyfelach 673.35 785.57 897.80 1,010.02 1,234.47 1,458.93 1,683.38 2,020.05 2,356.72 Llanrhidian Higher 688.77 803.56 918.36 1,033.15 1,262.74 1,492.34 1,721.93 2,066.31 2,410.69 Llanrhidian Lower 668.34 779.72 891.11 1,002.50 1,225.27 1,448.06 1,670.84 2,005.00 2,339.16 Llwchwr 676.28 788.98 901.70 1,014.40 1,239.83 1,465.26 1,690.68 2,028.82 2,366.95 Mawr 694.02 809.69 925.36 1,041.03 1,272.36 1,503.71 1,735.05 2,082.06 2,429.06 Mumbles 668.84 780.31 891.79 1,003.25 1,226.20 1,449.15 1,672.10 2,006.52 2,340.93 Penllergaer 679.80 793.10 906.40 1,019.70 1,246.29 1,472.90 1,699.50 2,039.40 2,379.29 Pennard 678.89 792.03 905.19 1,018.33 1,244.62 1,470.93 1,697.22 2,036.67 2,376.10 Penrice 676.26 788.96 901.67 1,014.38 1,239.79 1,465.22 1,690.64 2,028.76 2,366.88 Pontarddulais 684.99 799.15 913.31 1,027.47 1,255.80 1,484.13 1,712.46 2,054.95 2,397.44 Pontlliw 683.22 797.09 910.96 1,024.83 1,252.56 1,480.31 1,708.05 2,049.66 2,391.26 Port Eynon 669.84 781.48 893.12 1,004.76 1,228.03 1,451.32 1,674.60 2,009.52 2,344.43 Reynoldston 682.12 795.80 909.49 1,023.17 1,250.54 1,477.92 1,705.29 2,046.35 2,387.40 Rhossili 670.82 782.61 894.41 1,006.21 1,229.82 1,453.43 1,677.03 2,012.44 2,347.84 Three Crosses 688.77 803.56 918.36 1,033.15 1,262.74 1,492.34 1,721.93 2,066.31 2,410.69 Upper Killay 681.78 795.40 909.03 1,022.66 1,249.91 1,477.18 1,704.44 2,045.32 2,386.20

All other parts of the Council area 660.61 770.71 880.81 990.91 1,211.11 1,431.31 1,651.52 1,981.82 2,312.12

being the amounts given my multiplying the amounts at (3)(g) and (3)(h) above by the number which, in the population set out in Section 5(1) of the Act, is applicable to dwellings listed in a particular valuation band divided by the number which in that proportion is applicable to dwellings listed in valuation band D, calculated by the Council, in accordance with Section 36(1) of the Act, as the amounts to be taken into account for the year in respect of the categories of dwellings listed in the different valuation bands;

4) It be noted that for the year 2012-2013 the South Wales Police Authority had stated the following amounts in precepts issued to the Council, in accordance with Section 40 of the Local Government Finance Act 1992, for each of the categories of dwellings shown below:

Band Band Band Band Band Band Band Band Band A B C D E F G H I £ £ £ £ £ £ £ £ £ South Wales 112.94 131.77 150.59 169.42 207.07 244.71 282.36 338.83 395.31 Police Authority

5) Having calculated the aggregate in each case of the amounts at (3)(i) and (4) above, the Council, in accordance with Section 30(2) of the Local Government Finance Act 1992, hereby sets the following amounts as the amounts of Council Tax for the year 2012-2013 for each of the categories of dwelling shown below: Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (20.02.2012) Cont’d

Band Band Band Band Band Band Band Band Band A B C D E F G H I £ £ £ £ £ £ £ £ £ Bishopston 784.58 915.34 1,046.10 1,176.87 1,438.39 1,699.92 1,961.44 2,353.73 2,746.02 Clydach 797.67 930.60 1,063.54 1,196.49 1,462.37 1,728.26 1,994.15 2,392.97 2,791.80 Gorseinon 791.41 923.31 1,055.21 1,187.11 1,450.91 1,714.71 1,978.52 2,374.22 2,769.92 Gowerton 785.41 916.31 1,047.21 1,178.11 1,439.91 1,701.71 1,963.52 2,356.22 2,748.92 Grovesend & Waungron 781.88 912.20 1,042.51 1,172.83 1,433.45 1,694.08 1,954.71 2,345.65 2,736.59 Ilston 779.86 909.83 1,039.81 1,169.78 1,429.74 1,689.69 1,949.64 2,339.57 2,729.50 Killay 780.76 910.89 1,041.02 1,171.14 1,431.40 1,691.65 1,951.91 2,342.29 2,732.67 Llangennith, Llanmadoc & Cheriton 783.84 914.48 1,045.12 1,175.76 1,437.04 1,698.32 1,959.60 2,351.52 2,743.44 Llangyfelach 786.29 917.34 1,048.39 1,179.44 1,441.54 1,703.64 1,965.74 2,358.88 2,752.03 Llanrhidian Higher 801.71 935.33 1,068.95 1,202.57 1,469.81 1,737.05 2,004.29 2,405.14 2,806.00 Llanrhidian Lower 781.28 911.49 1,041.70 1,171.92 1,432.34 1,692.77 1,953.20 2,343.83 2,734.47 Llwchwr 789.22 920.75 1,052.29 1,183.82 1,446.90 1,709.97 1,973.04 2,367.65 2,762.26 Mawr 806.96 941.46 1,075.95 1,210.45 1,479.43 1,748.42 2,017.41 2,420.89 2,824.37 Mumbles 781.78 912.08 1,042.38 1,172.67 1,433.27 1,693.86 1,954.46 2,345.35 2,736.24 Penllergaer 792.74 924.87 1,056.99 1,189.12 1,453.36 1,717.61 1,981.86 2,378.23 2,774.60 Pennard 791.83 923.80 1,055.78 1,187.75 1,451.69 1,715.64 1,979.58 2,375.50 2,771.41 Penrice 789.20 920.73 1,052.26 1,183.80 1,446.86 1,709.93 1,973.00 2,367.59 2,762.19 Pontarddulais 797.93 930.92 1,063.90 1,196.89 1,462.87 1,728.84 1,994.82 2,393.78 2,792.75 Pontlliw 796.16 928.86 1,061.55 1,194.25 1,459.63 1,725.02 1,990.41 2,388.49 2,786.57 Port Eynon 782.78 913.25 1,043.71 1,174.18 1,435.10 1,696.03 1,956.96 2,348.35 2,739.74 Reynoldston 795.06 927.57 1,060.08 1,192.59 1,457.61 1,722.63 1,987.65 2,385.18 2,782.71 Rhossili 783.76 914.38 1,045.00 1,175.63 1,436.89 1,698.14 1,959.39 2,351.27 2,743.15 Three Crosses 801.71 935.33 1,068.95 1,202.57 1,469.81 1,737.05 2,004.29 2,405.14 2,806.00 Upper Killay 794.72 927.17 1,059.62 1,192.08 1,456.98 1,721.89 1,986.80 2,384.15 2,781.51

All other parts of the Council area 773.55 902.48 1,031.40 1,160.33 1,418.18 1,676.02 1,933.88 2,320.65 2,707.43

175. COMMON SEAL

RESOLVED that the Common Seal be affixed to any documents necessary to carry into effect any resolutions passed or confirmed at this meeting.

The meeting ended at 9.39 p.m.

CHAIR OF COUNCIL Item No. 8

Annual Improvement Report

City and County of Swansea Council

Issued: January 2012 Document reference: 120A2012 About the Auditor General for Wales

The Auditor General is independent of government and is appointed by Her Majesty the Queen. He leads the Wales Audit Office and is held accountable by the Public Accounts Committee of the National Assembly for the Wales Audit Office’s work.

The Auditor General is the external auditor of the Welsh Government and its sponsored and related public bodies, the Assembly Commission and National Health Service bodies in Wales. He also appoints the external auditors of Welsh local government bodies, including unitary authorities, police, probation, fire and rescue authorities, national parks and community councils. The Auditor General’s appointed auditors are responsible for the annual audit of the majority of public money spent in Wales, including the £15 billion of funds that are voted to Wales annually by the Westminster Parliament. Nearly £5.5 billion of this funding is passed by the Welsh Government to local government in the form of general and specific grants. Local government, in turn, raises a further £2.1 billion through council tax and business rates.

As well as carrying out financial audit, the Auditor General’s role is to examine how public bodies manage and spend public money, including achieving value in the delivery of public services. The Wales Audit Office aims to make public money count, by promoting improvement, so that people in Wales benefit from accountable, well-managed public services that offer the best possible value for money. It is also committed to identifying and spreading good practice across the Welsh public sector.

Huw Vaughan Thomas, Auditor General for Wales, was supported by Rod Alcott, Jeremy Evans and colleagues under the direction of Jane Holownia in conducting the Improvement Assessment and producing this report.

Cover image © City and County of Swansea

2 Annual Improvement Report - City and County of Swansea Council Contents

Summary and proposals for improvement 4 Detailed report Introduction 8 The Council provides good and improving services in important areas and now needs fewer priorities and better evaluation of its performance in order to support future improvement 9 The Council has many appropriate arrangements in place to support improvement but has too many priorities to provide a clear focus for decision making 10 Overall the Council has done what it set out to do in its priority areas 13 The Council has improved its support for people in need 13 The Council is providing good support to help people develop 15 The Council has done most of what it set out to do to help create and maintain the area as a safe, prosperous and pleasant place 16 The Council monitors progress against actions but does not consistently evaluate the outcome of these actions; this limits the Council’s ability to report and describe improvement in a meaningful way 19

Appendices Appendix 1 Status of this report 22 Appendix 2 Useful information about Swansea and the City and County of Swansea Council 23 Appendix 3 The City and County of Swansea Council’s accounts and use of resources 25 Appendix 4 The City and County of Swansea Council’s improvement objectives and self-assessment 29

3 Annual Improvement Report - City and County of Swansea Council Summary report

1 Each year, the Auditor General must report on • the Council is committed to increasing the how well Welsh councils, fire and rescue public’s influence on its business and authorities, and national parks are planning promoting a wider range of public for improvement and delivering their services. engagement; Drawing on the work of the Wales Audit Office • the Council is meeting its statutory and that of relevant Welsh inspectorates, this obligation with regard to the Welsh report presents a picture of improvement over Language Act; the last year. The report is in three main sections, which cover the planning, delivery • the Council has too many priorities to and evaluation of improvement by the City provide a clear focus for decision making; and County of Swansea Council (the and Council). • the Council has responded well to 2 Overall the Auditor General has concluded previous suggestions for improvement, but that the Council provides good and improving has not fully addressed the statutory services in important areas and now needs recommendation regarding planning fewer priorities and better evaluation of its committee arrangements. performance in order to support future 4 We also found that overall the Council has improvement. The reasons for arriving at this achieved much of what it set out to achieve in conclusion are summarised below. its priority areas. We based this conclusion on the following: 3 We found that the Council has many appropriate arrangements in place to support • Overall, the Council made good progress improvement but has too many priorities to towards achieving its Improvement provide a clear focus for decision making. Objectives in 2010-11, and in most cases We based this conclusion on the following: the Council has an action plan in place to improve performance, where that was not • the Council has a good understanding of as good as expected. its financial situation and, with clear leadership, will remain well placed to • The Council has improved its support for address its financial challenges; people in need. Children’s services are improving. Adult services are being • the Council’s arrangements for reshaped and the Council has laid the developing, using and supporting foundations for future improvement. The technology are likely to support Council has done most of what it set out to improvement; do in its Improvement Objectives relating • the Council’s approach to information to supporting people in need, although the management is increasing in rigour, and effect on performance has been mixed. becoming better able to support further improvement in the future;

4 Annual Improvement Report - City and County of Swansea Council • The Council is providing good support to help people develop. Education performance is good, particularly at secondary level and the Council has done what it set out to do in its Improvement Objective relating to education and this has resulted in an overall improvement in performance. • The Council has done what it set out to do to in its Improvement Objectives relating to helping create and maintain the area as a safe, prosperous and pleasant place. Additionally, the actions of the Council, working alone and with its partners, should have a beneficial impact on economic inactivity in the area. 5 Finally, the report sets out our views on the Council’s own assessment of its performance and arrangements. We concluded that the Council monitors progress against actions but does not consistently evaluate the outcome of these actions. This limits the Council’s ability to report improvement in a meaningful way.

5 Annual Improvement Report - City and County of Swansea Council Proposals for improvement

Proposals for improvement

P1 The Council needs to develop a rationalised set of priorities that form the basis for decision making and determining the allocation of resources.

P2 In order to help citizens fully understand the progress the Council is making in meeting its objectives and improving performance, the Council should: • be clear about what it is trying to achieve; • communicate clearly to local citizens what difference achieving these objectives will make to their lives; • measure its performance so that everyone understands whether and how it is improving; and • ensure its Annual Report is more meaningful and balanced.

P3 The Council needs to continue to address areas for development and improvement set out in previous external audit and inspection reports.

6 Annual Improvement Report - City and County of Swansea Council Detailed report

7 Annual Improvement Report - City and County of Swansea Council Introduction

6 This report is written by the Wales Audit Office • make formal recommendations for on behalf of the Auditor General for Wales. improvement – if a formal On page 2 you can find a brief explanation of recommendation is made the Council must what the Auditor General does. respond to that recommendation publicly within 30 days; and 7 Under the Local Government (Wales) Measure 2009 (the Measure), the Auditor • make proposals for improvement – if we General must report each year on how well make proposals to the Council, we would Welsh councils, fire and rescue authorities, expect it to do something about them and and national parks are planning for we will follow up what happens. improvement and delivering their services. 9 We want to find out if this report gives you the Appendix 1 provides more information about information you need and whether it is easy to the Auditor General’s powers and duties understand. You can let us know your views under the Measure. With help from Welsh by e-mailing us at [email protected] or writing inspectorates, Estyn (for education) and the to us at 24 Cathedral Road, Cardiff CF11 9LJ. Care and Social Services Inspectorate for Wales (CSSIW), we have brought together a picture of what each council or authority in Wales is trying to achieve and how it is going about it. This report also sets out the progress the Council has made since the Auditor General published his last Annual Improvement Report, drawing on the Council’s own self-assessment.

8 Throughout the report, we set out what the Council needs to do to improve its services. Given the wide range of services provided and the challenges facing the Council it would be unusual if we did not find things that can be improved. The Auditor General is able to:

• recommend to Ministers of the Welsh Government that they intervene in some way; • conduct a special inspection and publish the report with detailed recommendations;

8 Annual Improvement Report - City and County of Swansea Council The Council provides good and improving services in important areas and now needs fewer priorities and better evaluation of its performance in order to support future improvement

10 This report sets out the Auditor General’s 13 In addition to promoting the efficient allocation view of the performance of the City and of resources, it is also important to have a County of Swansea Council (the Council) in good understanding of the extent of progress discharging its statutory duty to make and improvement that is being made for the arrangements to secure continuous Council to report performance in a meaningful improvement. This view has been informed by way to local citizens. the work of the Wales Audit Office, Estyn, the Welsh Language Board and the CSSIW.

11 We do not undertake a comprehensive annual review of all council arrangements or services. Our work has focused on the main objectives that the Council has set itself and some other key issues such as self-evaluation and reporting performance to the public. The report builds upon earlier Corporate Assessment and Annual Improvement reports issued to the Council and the conclusions are based on our cumulative and shared knowledge and findings from work undertaken this year.

12 Our overall conclusion reflects the Council’s progress in providing good and improving services in important areas, and recognises the need to develop clear priorities and better evaluation of its performance in order to support future improvement. Clearly defined priorities allied to the ability to accurately evaluate performance are critical to the efficient allocation of resources that are essential to delivering improvement in the current difficult financial climate. Establishing, and gaining commitment to, clear priorities along with creating a culture of well informed critical evaluation, are two of the major challenges facing the Council in its quest for continuous improvement.

9 Annual Improvement Report - City and County of Swansea Council The Council has many appropriate arrangements in place to support improvement but has too many priorities to provide a clear focus for decision making

14 This section of the report sets out our financial health. The Council has begun to assessment of how well the Council is prepare next year’s budget and to update its delivering against the improvement objectives Medium Term Financial Plan and is working that it has set itself (as listed in Appendix 4) on a range of options to achieve a balanced and how the Council is planning and budget. managing its business to maintain and improve services. This section of the report 17 The Council set a net revenue expenditure also considers whether the Council has taken budget of £384.5 million in 2010-11 that sufficient and appropriate action in response contained a challenging programme of to issues raised in our previous reports. savings, totalling £11.3 million, that it needs to implement to achieve the budget. In 15 The Council is starting to change the way it November 2011, the Council’s cabinet does things to become more efficient. considered a financial monitoring report for The Council’s Strategic Programme is the first six months of 2011-12. It highlighted monitoring and driving progress across the that there was a forecast overspend on Council; the Council has successfully service budgets of £4.5 million, primarily implemented a revised business planning arising within Child and Family Services. process and is now giving it appropriate levels Actions designed to achieve a balanced of commitment and support. This has put the budget and the availability of the Council’s Council in a good position to ensure that Contingency Fund, which stands at £14.7 business planning drives progress, as well as million, to meet potential unbudgeted aligning departmental activity with the spending requirements in 2011-12 and future Council’s strategic aims. years were noted.

The Council has a good understanding of its 18 The auditor appointed by the Auditor General financial situation and, with clear leadership, gave his opinion on the Council’s 2010-11 will remain well placed to address its financial accounts on 30 September 2011 and found challenges that the financial statements were generally satisfactory. Appendix 3 gives more detail. 16 For a number of years a medium term financial plan has been produced annually by The Council’s arrangements for developing, the Council as part of an established suite of using and supporting technology are likely to budget papers approved by members each support improvement spring. In February 2011, the Medium Term Financial Plan 2012-13 – 2014-15 was 19 Our review of the way the Council uses approved as the basis for future service and technology, which is essential for transforming financial planning. The Council has the delivery of public services, improving demonstrated, through the implementation of outcomes for citizens and delivering efficiency successive medium term financial plans and savings, concluded that: annual budgets, that it can make clear • the Council’s arrangements for choices on a timely basis to maintain its developing, using and supporting

10 Annual Improvement Report - City and County of Swansea Council technology are likely to support • Performance is generally sound and the improvement, but stronger corporate drive Council is addressing many of the current and support is needed if the Council is to weaknesses and building a solid exploit technology more effectively; foundation upon which it can secure further improvement. • arrangements are sound with examples of good practice, but lack strong senior The Council is committed to increasing the management ownership of, and public’s influence on its business and engagement with, the implementation of promoting a wider range of public engagement strategies, plans and policies; and 21 Public engagement can be defined as ‘a • performance in some areas is sound and process that brings people together to robustly managed, but the Council needs address issues of common importance, to to exploit technology more effectively to solve shared problems, and to bring about maximise benefit realisation and savings. positive social change. Effective public The Council’s approach to information engagement invites citizens to get involved in management is increasing in rigour and deliberation, dialogue and action on issues becoming better able to support further that they care about’.1 improvement in the future 22 Our work at the Council focused on the 20 Due to the increasing financial pressure on overall corporate approach to public the public sector, there is a need to maximise engagement with a specific focus on public and exploit the information held to deliver and participation in recycling. From our work, we plan for quality services effectively. Our concluded that the Council’s officers and review of the way the Council manages members are very committed to increasing information concluded that: the influence of the public on its business through promoting a wider range of public • The Council’s approach to information engagement, but needs to better respond to management is increasing in rigour and the results of public engagement. We came to the arrangements are likely to better this conclusion because: support improvement as remaining weaknesses are resolved. • the Council has recognised the benefits of greater public engagement and is • Current arrangements are sound. The committed to this aim; and Council has governance arrangements in place, but the allocation of some • as expected, there are more current responsibilities needs further debate to examples of informing and consultation ensure they are allocated to officers with than engagement involving joint decision appropriate seniority. making, joint activity and empowerment.

1 Definition taken from ‘Public Agenda’ website 2010.

11 Annual Improvement Report - City and County of Swansea Council The Council is meeting its statutory obligation The Council has responded well to previous with regard to the Welsh Language Act suggestions for improvement but has not fully addressed the statutory recommendation 23 The Welsh Language Board praised the regarding planning committee arrangements Council for attaining positive judgements in electoral documentation and website 26 The Corporate Assessment reports of 2010 inspection exercises and for undertaking to and 2011 and the Annual Improvement address any outstanding issues. The Board Report of 2011, contained a number of Areas did, however, continue to express concern for Improvement for the Council. As reported over the lack of progress against targets in the Corporate Assessment Update in June contained within the Council’s Welsh 2011, the Council has made good progress in Language Scheme. The problems included: addressing these. first contact services, particularly the Council's Contact Centre, and also the 27 Our previous Annual Improvement Report preparation and implementation of the also contained a statutory recommendation Council’s Linguistic Skills Framework. Further requiring the Council to set out its response to information was provided to the Board on the recommendations contained in our these issues as part of a feedback meeting, November 2010 report on planning committee and there are positive indicators that the arrangements. The Council has made some Council is working to improve these areas. progress in addressing these recommendations but more remains to be The Council has too many priorities to provide done. In particular, the Council has effectively a clear focus for decision making chosen to ignore the recommendation requiring it to fully consider alternative 24 The Council does not have a track record of planning committee arrangements. In clearly articulated and documented priorities response to our recommendations the that provide a strong sense of direction for the Council decided (on 3 February 2011) to Council. Priorities exist in many formats, in reinstate a two Area Committee arrangement many places and are too numerous to provide on an interim basis, pending consideration of a clear focus for improvement. The options in further detail. However, a Notice of appointment of a new Chief Executive in Motion to Council on 4 August 2011 confirmed 2011, and the start of a new electoral cycle this interim arrangement of two Area following the local government elections in Committees as the Council’s preferred May 2012, creates an opportunity for the approach. The rationale for this decision is Council to develop a rationalised set of unclear and lacks transparency. It was made priorities. without any accompanying report or public 25 Where clear priorities have existed, they have record of the reasons for the Motion or record been the product of external forces rather that of any associated debate on the matter. the result of internal corporate decision 28 We will be meeting with the Council early in making. The most recent example being the 2012 to consider what action we need to take priority afforded to Child and Family Services in response to our concerns. in response to the setting up of an Intervention Board.

12 Annual Improvement Report - City and County of Swansea Council Overall the Council has done what it set out to do in its priority areas

29 This section of the report sets out our 32 There are still a number of challenges for the assessment of the Council’s performance in: Council including stabilising its budget for child and family services to facilitate • supporting people in need; sustainable long-term development. • helping people to develop; Additional resources were made available to support the improvement agenda in the short- • helping to create a safe, prosperous and term, but the level of spend can’t be pleasant environment; and maintained. There is a plan in place to • achieving the improvement objectives it address this issue and corporately there has set for itself for 2010-11. been significant focus on children’s services to ensure progress is closely monitored and The Council has improved its support for reviewed. The child and family services people in need overview and scrutiny board won a national award in the ‘Good Scrutiny Awards 2011’ 30 This part of the report sets out how well the which is run by the Centre for Public Scrutiny. Council is improving the way in which it supports people in need. It reflects the views Adult services are being re-shaped and the of CSSIW in relation to adult and children’s Council has laid the foundations for future services; and draws upon our own reviews of improvement the Council’s performance against other 33 In adult services the direction of travel is now relevant improvement objectives. much clearer than was evidenced previously. Children’s services are improving Many of the milestones and actions set out in 2010-2011 have been completed, and the 31 There has been improvement in child and establishment of an overarching family services during 2010-11. The commissioning framework is now in place. Intervention Board put in place in 2009 to This has given adult services a higher profile promote improvement was disbanded in across the Council, both corporately and October 2010; but the progress evidenced politically. Key strategies and commissioning during the three reviews carried out by plans provide the underpinning detail which is CSSIW in 2010 has been continued. The beginning to demonstrate how the Council planned restructuring of the service was intends to transform adult services. This work completed in October 2010 and is still being needs to be further developed in 2011. closely monitored and reviewed by management. Such a large scale 34 The integration of services, particularly with reorganisation of service delivery could have health, is a priority area if the Council is going disrupted overall progress but, based on the to improve its performance in promoting available evidence, this has not been the independence and supporting people to live in case. the community, as well as improving performance in hospital discharge arrangements. There are indications of improved outcomes in the development of partnerships with health and with other

13 Annual Improvement Report - City and County of Swansea Council councils on a regional basis. Further targets were not met. A performance Indicator development of integrated services is now a relating to ’the percentage of child protection priority for development in 2011 if the Council reviews carried out within statutory is going to deliver its key aims. In 2010-11 timescales’ was included in the June 2010 adult services had managed within their improvement plan as a relevant indicator, but allocated budget and achieved all of the no detail about it was given in the September required savings; a further reduction in budget 2011 retrospective report. The targets for of around two per cent will be required for three indicators were below the levels 2011-12. achieved in the prior year. We have been unable to assess formally if the improvements The Council has done most of what it set out to in performance have resulted in benefits to do in its Improvement Objectives relating to the users of the service. Although, it would not supporting people in need, although the effect be unreasonable to conclude that the service on performance has been mixed users are probably better off as a result of the 35 In respect of Improvement Objective1 Priority improvements in performance. 3 – ‘Reduce the impact of poverty on children 37 In respect of Improvement Objective 4 Priority and young people in conjunction with others’, 9 – ‘Reshape and reconfigure Health and the Council has broadly achieved the actions related services in Swansea’, the Council has it set out for 2010-11. There were nine made progress in achieving three of the four Relevant Success Indicators identified by the actions it set out for 2010-11. Four relevant Council. All of these are also used for Priority success indicators were identified by the 2. There has been an improvement in seven Council. For ‘delayed transfers of care’ there of the PIs and a very slight decline in two has been a significant decline in performance (school attendance). The target has been from an average of three in 2009-10 to 9 in achieved for all of them apart from levels of 2010-11 against a target of six. The ‘care plan primary school attendance, which was just reviews during the year’ and ‘percentage of below target. clients aged 18 to 64 supported within the 36 In respect of Improvement Objective1 Priority community’ have both improved over the past 1 – ‘Improve Child & Family Services’, few years. The percentage of clients aged progress has been made on delivering the 65+ supported within the community has planned actions, which has resulted in some declined to 80.4 per cent from 83.7 per cent in improvement in performance. This conclusion the previous year, and is now at the Welsh is mirrored in the 2010-11 CSSIW letter. average. There were nine Relevant Success Indicators 38 In respect of Improvement Objective 4 Priority identified by the Council. Targets were met for 10 – ‘Promote and encourage healthier timely placements and care plans and lifestyles’, the Council has mostly done what it referrals for allocation; but there was a slight said it would do. However, this does not seem decline in performance for referrals for to have had an impact at this stage in terms allocation. There was an improvement for of the PIs. Seven relevant success indicators initial assessments and core (in-depth) were identified by the Council; four of which assessments completed within time, but the

14 Annual Improvement Report - City and County of Swansea Council were also considered relevant to Priority 9 measures that involve English or Welsh and and are reported on above. Performance on mathematics. On these indicators, over half of ‘Adults achieving 5 x 30 minutes exercise per the secondary schools are in the top quarter week ‘ was consistent with the previous year when compared to similar schools. at 27 per cent and below the 32 per cent target. ‘Participating visits to Council run 42 In 2010 Swansea met or exceeded two of the leisure centres’ saw a decline in performance three Welsh Government benchmarks for on previous years, was below target and performance in Key Stages 3 and 4, based on below the Welsh average. The percentage of entitlement to free school meals. This was an ‘high risk businesses inspected for Health & improvement on the previous year but not as Safety’ remains at 100 per cent. The good as in 2008 when Swansea met all performance measures in place for this benchmarks. priority do not allow the Council to monitor 43 Attendance in primary and secondary schools progress in this area fully. However, the use is slightly below average when contextual of milestones allows the Council to quantify information is taken into account. The number achievement in respect of particular actions. of exclusions from schools improved in 2010 The Council is providing good support to and is better than the average for Wales. help people develop The Council has done what it set out to do in its Improvement Objective relating to education 39 This part of the report sets out how well the and this has resulted in an overall improvement Council is improving the way in which it helps in performance people to develop. It draws on evidence from 44 In respect of Improvement Objective 1 Priority our own reviews of the Council’s performance 2 – ‘Progress the Quality in Education 2020 against specific improvement objectives and (QED2020) programme and improve skills for Estyn’s views on education performance. learning, work and life’, the Council has Education performance is good, particularly at achieved the actions it set out for 2010-11. secondary level There were 13 Relevant Success Indicators identified by the Council. The first nine of 40 The above conclusion and the following these were also used for Priority 3. There has paragraphs that underpin that conclusion been an improvement in 10 of the PIs and a represent the views of Estyn. very slight decline in three (both school attendances and ‘Teacher Assessment in 41 Overall, standards of achievement for Welsh (first language)’ at the end of Key learners in Swansea schools are good. When Stage 2. The target has been achieved for all a range of contextual information is taken into PIs, apart from three - levels of primary account, the performance of pupils in school attendance and both teacher Swansea is slightly below average in Key assessments in Welsh, which were just below Stage 1, average in Key Stage 2 and good in target. The targets for seven indicators were Key Stage 3. At Key Stage 4, performance is below the levels achieved in prior years. generally good and very good on those

15 Annual Improvement Report - City and County of Swansea Council The Council has done most of what it set 49 Key actions during the year have been the out to do to help create and maintain the production of a Swansea Project Directory area as a safe, prosperous and pleasant and the use of networking events between project teams to facilitate the efficient use of place resources through information sharing, and cross-working between the various projects. 45 This part of the report sets out how well the Council is improving the way in which it helps 50 One of the key ambitions of the Council was people to create and maintain the area as a to pull all of the different elements of the safe, prosperous and pleasant place. It draws projects addressing economic inactivity on evidence from our review of the Council’s together, under the Gateway project, to performance in addressing economic provide a single point of reference for inactivity and our reviews of the Council’s individuals that the Council was trying to performance against specific improvement reach. This has proved to be more difficult to objectives. attain than envisaged, as different projects and initiatives run at different speeds and to The actions of the Council, working alone and different deadlines. So, for instance, by the with its partners should have a beneficial time the Workways project was agreed at a impact on economic inactivity in the area regional level, other initiatives had moved forward. 46 The Council is involved in a number of projects to address economic inactivity. 51 There is a positive level of engagement Particular initiatives are Workways, Beyond between the Council and its partners in these Bricks and Mortar (BBM) and a project to projects to address economic inactivity and improve collaboration between the various responsibilities, and accountability in relation forms of support available to individuals who to these projects is clearly understood. are economically inactive. Importantly, the existence and involvement of partners has meant that the Council has been 47 The Council has made good overall progress able to progress some key parts of its towards delivering the outcomes sought. In projects, not just within the Council, but many cases key targets have been exceeded, through its partner organisations too. for example, the number of temporary job opportunities created, the number of 52 The Council reports progress on projects to signatories to the BBM initiative and the address economic inactivity to a number of number of local Small and Medium stakeholder groups and this is tailored to each Enterprises given development support. group. Some improvements can be made to formal reporting and the Council should 48 There is evidence of some good actions to consider its scrutiny arrangements in respect progress the project to improve collaboration, of these projects. In particular, scrutiny but the nature of this project makes it difficult officers should consider how best to update to assess what the impact of these have been members of the partnership overview and on securing the desired outcome. scrutiny committee on the background to

16 Annual Improvement Report - City and County of Swansea Council projects, so that meetings can focus on are achieving the 2009-10 target set by the partnership aspects in accordance with the Welsh Government of 40 per cent. This target terms of reference of the committee. becomes 52 per cent for 2012-13. Consideration should be given to finding time for the environment and community service 55 In respect of Improvement Objective 2 Priority overview and scrutiny board to consider these 6 – ‘Encourage the provision of affordable, projects. good quality, well-managed housing in Swansea and work towards improving The Council has done most of what it set out to Council Housing up to the Welsh Housing do in its Improvement Objectives relating to Quality Standard’, the Council has achieved helping create and maintain the area as a safe, two of the four actions it set out for 2010-11. prosperous and pleasant place, although the There has been an improvement in the effect on performance has been mixed relevant PIs, although a number of the PIs did not have targets set for them. 53 In respect of Improvement Objective 2 Priority 4 – ‘Ensure that all public spaces in 56 In respect of Improvement Objective 3 Priority neighbourhoods are well maintained’, the 7 – ‘Provide a more integrated transport Council has broadly achieved the actions it system that promotes the use of public set out for 2010-11, but there has been a transport’, the Council has achieved the marginal decline in 2010-11 compared to actions it set out for 2010-11. The Council has 2009-10 in each of the chosen indicators. not identified PIs that are particularly relevant The target of 95 per cent for ‘highways to the priority or planned actions. Two were cleanliness’ was not achieved. The targets for selected and there has been a reduction in fly-tipping and graffiti were achieved, but both Park and Ride usage from the prior year and targets were a reduction on the performance the target was not achieved. The target of 95 in the previous year. per cent of adults aged over 60 holding concessionary bus passes was achieved. 54 In respect of Improvement Objective 2 Priority 5 – ‘Reduce Swansea’s ecological footprint by 57 In respect of Improvement Objective 3 Priority encouraging: the minimisation of waste, an 8 – ‘Improve and develop infrastructure that increase in recycling and a decrease in the supports Swansea’s economic regeneration amount of waste sent to landfill’, the Council focusing on the City Centre, Waterfront, has broadly achieved the actions it set out for Strategic Employment Sites and 2010-11. It achieved its targets for both the Regeneration Areas’, the Council has chosen PIs. Performance of PI ‘amount of achieved the majority of the actions it set out waste sent to landfill’ has improved but, at 59 for 2010-11. Some of the performance per cent, is worse than the Welsh average of indicators identified by the Council do not 51 per cent. Similarly, the PI ‘amount of waste appear to be particularly relevant to the recycled/composted’ at 40 per cent is slightly actions planned by the Council to achieve this worse than the Welsh average of 44 per cent. priority. The ‘speedy determination of major For this PI there was no explicit Welsh planning applications’ declined in Government target for 2010-11, the Council performance from 42 per cent to 17 per cent

17 Annual Improvement Report - City and County of Swansea Council and did not meet the 40 per cent target. There 60 The situation with regard to improvement was a slight improvement in ‘speedy objectives has been further complicated by a determination of householder planning perceived lack of ownership of them within applications’. The ‘Value of inward investment directorates and the plethora of competing for property based projects’ at £45 million was priorities that exist across the Council. This a big improvement from the previous year of has resulted in poor links between the £23 million and far beyond the target of improvement objectives and departmental £25 million. activity plans which were not focused on achieving the improvement objectives. These The breadth of the Council’s improvement factors combine to give the impression that objectives for 2010-2011 made it difficult for it the process of identifying and achieving to demonstrate improvement across them all improvement objectives sits outside the 58 2010-11 was the first year that councils were Council’s day-to-day activity. The lack of required to produce improvement objectives. ownership and incompatibility between the The Improvement Objectives identified for breadth of ambition and the resources to 2010-11 were very much transitional and the deliver may go some way towards explaining Council was always aware of this and fully why, in some instances, improvement targets intended to revise them for 2011-12. In line were set below the level achieved the with our suggestions in our corporate previous year. Setting reduced targets is assessment in 2010-11, the Council’s perfectly legitimate for areas where the improvement objectives for 2011-12 are better Council has made a conscious decision to informed by public consultation and disinvest, but are hard to justify in areas that engagement than last year. Again, in line with have been selected for improvement. our suggestions, the Council has replaced the 61 A further complication when assessing the very broadly based improvement objectives it Council’s achievement with regard to its set last year with five that focus on key improvement objectives, is that while it is service areas. possible to determine whether or not the 59 In our last Annual Improvement Report we proposed actions were carried out, it is not stated that: possible to establish what impact these actions had. As evidenced above, the overall ‘The Council’s transitional improvement the picture is one of actions being largely objectives are very broad, covering almost all completed but the effect on performance of the main services that the Council delivers. being mixed. This approach does not enable citizens to easily understand what the priorities for the Council are and causes us to question whether they can all be delivered at a time of public spending cuts. We also think that such an approach makes it more difficult for citizens to hold the Council to account or to understand precisely what the Council is trying to achieve.’

18 Annual Improvement Report - City and County of Swansea Council The Council monitors progress against actions but does not consistently evaluate the outcome of these actions; this limits the Council’s ability to report and describe improvement in a meaningful way

62 Robust self-assessment is critical to the 65 The accountability for areas that underpin Council’s ability to: many parts of the Council’s Improvement Plan, for example the Strategic Programme, • recognise the progress it is making; is well established. However, it appears that • take remedial action when performance is ownership of the Improvement Plan and the not reaching anticipated levels; and Annual Report outside of the central business performance team is more limited. Drafting • report its performance to local citizens in a the Annual Report could be improved by balanced way. securing greater input from lead officers and 63 To assess the progress it is making, the the Heads of Service. Council needs good performance information and robust monitoring arrangements. 66 The Council has used a range of sources Performance information is reported and within its Annual Report. These include monitored at a number of levels within the performance indicators with trends and Council. The Council holds monthly comparators, opinions from its citizen panel Performance and Financial Monitoring (PFM) and tenant surveys. The Council has been meetings, which includes consideration of able to evidence whether it completed the performance information and relevant actions and milestones that it planned to indicators. These meetings include a review undertake within each of the improvement of performance indicator information, as well objectives and, therefore, form a view on its as updates on key priorities and targets progress. However, due to problems including Outcome Agreements. In areas regarding the relevance of some performance where the Council has identified the need for indicators and seemingly perverse target improvement, action plans are developed. setting, it is difficult to assess if the completion of actions has resulted in benefits 64 The Council’s performance indicators are to service users. monitored and reported on a quarterly and annual basis to the Corporate Management 67 As stated above, a full evaluation of Team and also to Members and the public performance is frustrated by lack of measures through Cabinet and the Council’s Scrutiny to assess whether progress made is in line Boards. Additionally, where a Strategic with what the Council was aiming to achieve. Programme is in place (for example in Child & The Report lacks an overall assessment of Family Services, QED2020), progress against the Council’s progress and many citizens the programme is reported to the Strategic would find it difficult from reading this report to Programme Board on a monthly basis. There come to an accurate conclusion of the was no mechanism in place to enable the Council’s progress in 2010-11. The Report Council to directly monitor progress against lacks a real critical appraisal of how the the Improvement Plan as a whole during the Council thinks it has done overall, and what it year. Progress against the Improvement Plan is going to do differently as a result. was only undertaken to enable the retrospective review report to be produced.

19 Annual Improvement Report - City and County of Swansea Council 68 The Council’s overall view of its success in • providing a clear explanation of why the achieving its Improvement Objectives is that it comparisons that have been made, and has made good progress against a those that have not been made, are challenging backdrop. This is not in itself an included; unreasonable assessment. However, at the • better explaining how it considered more detailed level of the individual priorities whether to collaborate, and if collaboration that underpin the Improvement Objectives the achieved the intended outcomes; and main publication does not always present a meaningful and balanced picture of • presenting the information in a more performance. There are many positive points meaningful and balanced way. made, but areas where performance has declined, areas where targets have not been met and areas where the Council is performing below the Welsh average, are not always mentioned in the narrative. Although the raw Performance Indicator data is available in Appendix B of the report, this requires the reader to perform their own analysis to be able to draw a conclusion on performance. In particular, we note that the same phrase has been used for each priority, namely: ‘we have made good progress delivering this priority and delivered the actions set out within last year’s improvement Plan’.

69 The Auditor General has determined that the Council has discharged all of its duties in relation to publishing improvement information. However the Council should ensure that it acts more in accordance with Welsh Government guidance when publishing information, specifically in:

• developing better focused measures to evidence outcomes; • better comparing its performance with other Welsh improvement authorities and other public bodies;

20 Annual Improvement Report - City and County of Swansea Council Appendices

21 Annual Improvement Report - City and County of Swansea Council Appendix 1 Status of this report

The Local Government (Wales) Measure 2009 (the Measure) requires the Auditor General to undertake an annual Improvement Assessment, and to publish an Annual Improvement Report, for each improvement authority in Wales. This requirement covers local councils, national parks, and fire and rescue authorities.

This report has been produced by the Auditor General to discharge his duties under section 24 of the Measure. The report also discharges duties under section 19 to issue a report certifying that he has carried out an Improvement Assessment under section 18 and stating whether, as a result of his improvement plan audit under section 17, he believes that the authority has discharged its improvement planning duties under section 15.

Improvement authorities are under a general duty to ‘make arrangements to secure continuous improvement in the exercise of [their] functions’. Improvement authorities are defined as local councils, national parks, and fire and rescue authorities.

The annual Improvement Assessment is the main piece of work that enables the Auditor General to fulfil his duties. The Improvement Assessment is informed by a forward-looking assessment of an authority’s likelihood to comply with its duty to make arrangements to secure continuous improvement. It also includes a retrospective assessment of whether an authority has achieved its planned improvements in order to inform a view as to the authority’s track record of improvement. This report also summarises the Auditor General’s conclusions on the Council’s self-assessment of its performance.

The Auditor General may also in some circumstances carry out special inspections (under section 21), in respect of which he will provide a report to the relevant authorities and Ministers, and which he may publish (under section 22). The Auditor General will summarise audit and assessment reports in this published Annual Improvement Report (under section 24). This will also summarise any reports of special inspections.

An important ancillary activity for the Wales Audit Office is the co-ordination of assessment and regulatory work (required by section 23), which takes into consideration the overall programme of work of all relevant regulators at an improvement authority. The Auditor General may also take account of information shared by relevant regulators (under section 33) in his assessments.

22 Annual Improvement Report - City and County of Swansea Council Appendix 2 Useful information about Swansea and the City and County of Swansea Council

The Council

The City and County of Swansea Council spends approximately £545 million per year (2010-11). This equates to about £2,350 per resident. In the same year, the Council also spent £55.5 million on capital items.

The average band D council tax in 2010-11 for Swansea was £1,121.26 per year. This has increased by 3.6 per cent to £1,161.65 per year for 2011-12. Within Swansea, 76.6 per cent of the dwellings are in council tax bands A to D.

The Council is made up of 72 elected members who represent the community and make decisions about priorities and use of resources. The political make-up of the Council is as follows:

• 3 Communities of Swansea • 26 Labour • 1 Non-aligned • 36 Swansea Administration • 5 Welsh Conservatives

The City and County of Swansea Council’s Chief Executive is Jack Straw, he is supported by:

• Corporate Director of Education: Richard Parry • Corporate Director of Social Services: Phil Hodgson • Corporate Director of Regeneration and Housing: Phil Roberts • Corporate Director of Environment: Reena Owen

23 Annual Improvement Report - City and County of Swansea Council Other information

The Assembly Members for Swansea are:

• Edwina Hart, Gower, Labour • Mike Hedges, Swansea East, Labour • Julie James, Swansea West, Labour • Suzy Davies, South Wales West, Welsh Conservative • Peter Black, South Wales West, Welsh Liberal Democrat • Byron Davies, South Wales West, Welsh Conservative • Bethan Jenkins, South Wales West, Plaid Cymru

The Members of Parliament for Swansea are:

• Martin Caton, Gower, Labour • Sian James, Swansea East, Labour • Geraint Davies, Swansea West, Labour

For more information see the Council’s own website at www.swansea.gov.uk or contact the Council at City and County of Swansea Council, Civic Centre, Oystermouth Road, Swansea SA1 3SN.

24 Annual Improvement Report - City and County of Swansea Council Appendix 3 The City and County of Swansea Council’s accounts and use of resources

The auditor appointed by the Auditor General issued the following auditor’s report on 30 September 2011. Independent auditor’s report to the Members of the City and County of Swansea

I have audited the accounting statements and related notes of:

• The City and County of Swansea • The City and County of Swansea Group • The City and County of Swansea Pension Fund for the year ended 31 March 2011 under the Public Audit (Wales) Act 2004.

The City and County of Swansea’s accounting statements comprise: the Movement in Reserves Statement, the Comprehensive Income and Expenditure Statement, the Balance Sheet, the Cash Flow Statement, the Movement on the Housing Revenue Account Statement and the Housing Revenue Account Income and Expenditure Statement.

The City and County of Swansea Group’s accounting statements comprise: the Group Movement in Reserves Statement, the Group Comprehensive Income and Expenditure Statement, the Group Balance Sheet and the Group Cash Flow Statement.

The City and County of Swansea Pension Fund’s accounting statements comprise: the Fund Account and the Net Assets Statement.

The financial reporting framework that has been applied in their preparation is applicable law and the Code of Practice on Local Authority Accounting in the United Kingdom 2010-11 based on International Financial Reporting Standards (IFRSs). Respective responsibilities of the responsible financial officer and the independent auditor

As explained more fully in the Statement of Responsibilities for the Statement of Accounts set out on page 193, the responsible financial officer is responsible for the preparation of the Statement of Accounts, including Group and Pension Fund accounts, which gives a true and fair view.

My responsibility is to audit the accounting statements and related notes in accordance with applicable law and International Standards on Auditing (UK and Ireland). Those standards require me to comply with the Auditing Practices Board’s Ethical Standards for Auditors.

25 Annual Improvement Report - City and County of Swansea Council Scope of the audit of the accounting statements

An audit involves obtaining evidence about the amounts and disclosures in the accounting statements and related notes sufficient to give reasonable assurance that the accounting statements and related notes are free from material misstatement, whether caused by fraud or error. This includes an assessment of: whether the accounting policies are appropriate to the City and County of Swansea’s and City and County of Swansea Group’s and City and County of Swansea Pension Fund’s circumstances and have been consistently applied and adequately disclosed; the reasonableness of significant accounting estimates made by the responsible financial officer and the overall presentation of the accounting statements and related notes.

In addition, I read all the financial and non-financial information in the Explanatory Foreword and Sustainability and Environmental Reporting disclosure to identify material inconsistencies with the audited accounting statements and related notes. If I become aware of any apparent material misstatements or inconsistencies, I consider the implications for my report. Opinion on the accounting statements of the City and County of Swansea

In my opinion the accounting statements and related notes:

• give a true and fair view of the financial position of the City and County of Swansea as at 31 March 2011 and of its income and expenditure for the year then ended; and • have been properly prepared in accordance with the Code of Practice on Local Authority Accounting in the United Kingdom 2010-11. Opinion on the accounting statements of the City and County of Swansea Group

In my opinion the accounting statements and related notes:

• give a true and fair view of the financial position of the City and County of Swansea Group as at 31 March 2011 and of its income and expenditure for the year then ended; and • have been properly prepared in accordance with the Code of Practice on Local Authority Accounting in the United Kingdom 2010-11.

26 Annual Improvement Report - City and County of Swansea Council Opinion on the accounting statements of the City and County of Swansea Pension Fund

In my opinion, the pension fund accounts and related notes:

• give a true and fair view of the financial transactions of the City and County of Swansea Pension Fund during the year ended 31 March 2011 and of the amount and disposition of the fund’s assets and liabilities as at that date; and • have been properly prepared in accordance with the Code of Practice on Local Authority Accounting in the United Kingdom 2010-11. Opinion on other matters

In my opinion, the information contained in the Explanatory Foreword and the Sustainability and Environmental Reporting disclosure or the financial year for which the accounting statements and related notes are prepared, is consistent with the accounting statements and related notes. Matters on which I report by exception

I have nothing to report in respect of the Governance Statement on which I report to you if, in my opinion, it does not reflect compliance with Delivering Good Governance in Local Government: Framework published by CIPFA/SOLACE in June 2007, or if the statement is misleading or inconsistent with other information I am aware of from my audit. Delay in certification of completion of the audit

I am required to give an opinion on the financial statements of the pension fund included in the Pension Fund Annual Report of the City and County of Swansea Pension Fund. The Local Government Pension Scheme (Administration) Regulations 2008 require authorities to publish the Pension Fund Annual Report by 1 December 2011. As the Authority has not yet prepared the Annual Report, I have not yet been able to read the other information to be published with those financial statements and I have not issued my report on those financial statements. Until I have done so, I am unable to certify that I have completed the audit of the accounts in accordance with the requirements of the Public Audit (Wales) Act 2004 and the Code of Audit Practice issued by the Auditor General for Wales.

Anthony Barrett Appointed Auditor Wales Audit Office 24 Cathedral Road Cardiff CF11 9LJ

Date: 30 September 2011

27 Annual Improvement Report - City and County of Swansea Council The maintenance and integrity of the City and County of Swansea website is the responsibility of the City and County of Swansea; the work carried out by the auditors does not involve consideration of these matters and, accordingly, the auditors accept no responsibility for any changes that may have occurred to the Statement of Accounts since it was initially presented on the website.

Local electors and others have a right to look at the Council’s accounts. When the Council has finalised its accounts for the previous financial year, usually around June or July, it must advertise that they are available for people to look at. You can get copies of the accounts from the Council; you can also inspect all books, deeds, contracts, bills, vouchers and receipts relating to them for 20 working days after they are made available. You can ask the auditor questions about the accounts for the year that they are auditing. For example, you can simply tell the auditor if you think that something is wrong with the accounts or about waste and inefficiency in the way the Council runs its services. For more information see the Wales Audit Office leaflet, Council accounts: your rights, on our website at www.wao.gov.uk or by writing to us at 24 Cathedral Road, Cardiff CF11 9LJ.

28 Annual Improvement Report - City and County of Swansea Council Appendix 4 The City and County of Swansea Council’s improvement objectives and self-assessment

The City and County of Swansea Council’s improvement objectives

The Council is required by the Welsh Government to make plans to improve its functions and the services it provides. Each year it must publish these plans along with specific ‘Improvement Objectives’ that set out the key things that the Council intends to do to improve. The Council must do this as soon as possible after 1 April each year.

Swansea’s Annual Corporate Improvement Plan 2010-2011 ’Meeting the Challenge’ set four Improvement Objectives for it to achieve during that year. For 2011-12, the Council has reviewed these objectives and added a fifth objective for delivery during this year. The Council’s Improvement Objectives from both last year and this year are as follows:

The Council’s Improvement Objectives The Council’s Improvement Objectives for 2010-11 for 2011-12

1 Improve services for children and young 1 Ensure that younger adults, older people and people, maximise wellbeing, raise standards carers have more choice and control over of attainment and achievement and ensure how they are supported by transforming adult they are safe so that the City & County social services. provides excellent education opportunities. 2 Ensure that vulnerable children are 2 Improve and protect our environment and safeguarded and supported by maintaining make communities feel safer so that the City and continuing improvements to Child and & County is a great place to live. Family services.

3 Improve Swansea’s economic performance 3 Improve learning outcomes and assist pupils so that the City & County of Swansea to achieve their potential. supports a prosperous economy. 4 Minimise waste and increase composting and 4 Improve health and social care services for all recycling by promoting and facilitating the so that the City & County supports and delivery of waste management and recycling promotes good health. services. 5 Improve people’s employability by maximising the impact of the Council’s regeneration programme to offer and facilitate training and work placements.

The Council’s Annual Corporate Improvement Plan can be found on the Council website at http://www.swansea.gov.uk/index.cfm?articleid=155

29 Annual Improvement Report - City and County of Swansea Council The City and County of Swansea Council’s self-assessment of performance

The Council’s self-assessment of its performance during 2010-11 was published by 31 October 2011 and can be found in its Annual Performance Review 2010-11 Making a Difference on the Council website at http://www.swansea.gov.uk/index.cfm?articleid=155

30 Annual Improvement Report - City and County of Swansea Council

Item No. 9 (1)

Report of the Cabinet Member for Community Leadership and Democracy

Council – 15 March 2012

MEMBERSHIP OF COMMITTEES

Purpose: Council approves the nominations / amendments to the Council Bodies.

Policy Framework: None.

Reason for Decision: To agree nominations for Committee Membership.

Consultation: Political Groups.

Recommendation: That any late changes submitted by the Political Groups be approved.

Report Author: Sam Woon

Legal Officer: Rod Jones

Finance Officer: Carl Billingsley

1. Introduction

1.1 The Annual Meeting of Council on 16 May 2011, agreed membership of the various Committees / Boards as reflected in the lists submitted by the Political Groups.

2. CHANGES TO COUNCIL BODY MEMBERSHIP

2.1 The Political Groups have indicated that they may have changes to Council Bodies.

2.2 This report has been included on the agenda to facilitate any possible changes.

3. OUTSIDE BODIES

3.1 The Leader has made the following change:- Swansea Children’s Relief in Need – delete Councillor NJ Tregoning and appoint Councillor MH Jones

Background papers: Local Government & Housing Act 1989, the Local Government (Committees & Political Groups) Regulations 1990.

Appendices: None Item No. 10 (1)

Report of the Cabinet Member for Business Improvement & Efficiency

Council – 15 March 2012

STRATEGIC EQUALITY PLAN 2012 – 2016

Purpose: To present the Strategic Equality Plan for adoption by Council.

Policy Framework: Equality and Diversity Scheme 2009-2012 Equality Act 2010 Equality Act 2010 (Statutory Duties) (Wales) Regulations 2011

Reason for Decision: The Strategic Equality Plan is a new legislative duty and is required by April 2012.

Consultation: A variety of consultation and engagement activities have been undertaken in line with the legislative requirements

Recommendation(s): It is recommended that the Strategic Equality Plan 2012-16 is adopted.

Report Author: Sherill Hopkins / Euros Owen

Finance Officer: Carl Billingsley

Legal Officer: Tracey Meredith

1.0 Introduction

1.1 The development of a Strategic Equality Plan (SEP) is a new legislative requirement, contained within the Equality Act 2010 (Statutory Duties) (Wales) Regulations 2011. There are 16 regulations for Welsh public authorities, of which the SEP is just one.

2.0 Strategic Equality Plan (Appendix 1)

2.1 The SEP must set out the Council’s arrangements for meeting the Public Sector Equality Duty and also contain a set of Equality Objectives. Equality Objectives must be based on both evidence and engagement, and be outcome-focused. It is important to note that the concept of engagement is a very strong theme within the new legislation with a specific regulation that includes engagement requirements when preparing, publishing or reviewing a Strategic Equality Plan.

2.2 The Council’s process for developing a SEP has been dictated by the legislative deadline of April 2012 – the timeline is very restrictive but

arrangements have swiftly been implemented and the support of service areas has been both crucial and positive. The work builds on our current Equality and Diversity Scheme 2009-12 which, as the Council’s first ‘single equality scheme’, anticipated some of the provisions of the Equality Act 2010.

2.3 Internally, a Task and Finish Group has been in place since July 2011 – this group is made up of representatives from all Council services and was tasked with identifying potential Equality Objectives. The Objectives have been developed by service areas with considerable involvement by Heads of Service.

2.4 In terms of evidence, an information gathering exercise was undertaken earlier this year. One key source of evidence was the EHRC report “How Fair is Wales?” which highlighted continuing inequalities in relation to five key themes: • Life and health • Education and skills • Power and voice • Employment • Legal and physical security.

A report was produced and provided to the Task and Finish Group to assist in the objective setting process.

2.5 In relation to engagement, the Equality Stakeholder Group has met regularly to give feedback on both the process and draft Equality Objectives. This group is made up of representation from:

• Swansea Bay Regional Equality Council (SBREC) • Disability Forum/Swansea Access for Everyone (SAFE) • Menter Iaith • Minority Ethnic Women’s Network (MEWN) • Lesbian, Gay, Bisexual and Transgender (LGBT) Excellence Centre • Network 50+ • Interfaith Forum

2.6 In addition, the draft objectives have been presented to the Equality Member Champions and Councillor Forum. A general stakeholder meeting was held on 6th October and an informal drop-in session on 12th October at the Central Library. The draft objectives were also discussed at the Network 50+ first Engagement Forum and a Disability Forum meeting. The SEP was discussed by Corporate Management Team on the 2nd of November. Further work was then undertaken with Heads of Service to ensure the draft Equality Objectives were measurable and achievable within the proposed timescales and budgetary work.

2.7 A short, formal public consultation on both the draft SEP and Equality Objectives ended on 16th January 2012. The following activities were undertaken:

o An on-line survey o Targeted distribution of the draft document and survey o Two informal drop-in sessions at Central Library (one for staff and Members – the other for members of the public) o Presentation to Performance and Finance Overview and Scrutiny Board o Targeted sessions with:

ƒ A youth club ƒ A Young Mum’s group ƒ Swansea Deaf Club.

2.8 A lot of feedback was received through the above activities, mainly in relation to the Equality Objectives. This was passed to the relevant service areas for consideration. Representatives provided responses to the comments/feedback and made changes to their objectives where appropriate to inform the final version. A newsletter will now be produced and distributed to all those who took part in the engagement process, providing answers to the points raised.

2.9 In addition, concerns raised around the accessibility of the full SEP led to the development of both a summary and easy-read version. The easy- read has been presented to both the local deaf club and a learning disability organisation with very positive feedback.

2.10 It is important to note that the Equality Objectives, once published, can be altered at any time so this document can be amended to reflect changes that take place across the organisation.

2.11 The legislation requires an annual review of progress against the objectives, as well as a full review after 4 years. A review process is being developed that will include the input of the Equality Stakeholder Group.

2.12 In addition to the Plan itself, the following supporting documentation is under development and will also be published in April: • Strategic Equality Plan Summary • Easy-read version • Alternative formats • Guidance documents for managers, staff and Councillors • Consultation and Engagement Report – to demonstrate our compliance with the particular engagement regulation (the report will relate to the Plan’s development) • Workforce Information Report - to demonstrate our compliance with the regulation in relation to training and the collection of employment information • Information report – to demonstrate our compliance with the Public Sector Equality Duty we have to publish any relevant information held across the organisation. This work is underway with the Task and Finish Group and will be provided to CMT prior to publication.

3.0 Financial Implications

3.1 Whilst there are no immediate financial implications arising from this report, acceptance of the SEP could result in additional expenditure at a future time. Acceptance of the SEP does not mean that additional resources will be made available and it should be assumed that future spending needs will need to be contained within existing budget provision.

3.2 Within the development of the Equality Objectives, the support and guidance of the Access to Services Team has focused heavily on the financial aspect. All service areas have been advised to only set Objectives that are achievable as additional funds are not available.

4.0 Legal Implications

4.1 There is a clear legal framework for this work. The Equality Act 2010 has brought together past legislation to simplify, strengthen and harmonise the legal framework. It aims to protect individuals from unfair treatment and promote a fair, more equal society. This includes the Public Sector Equality Duty, which requires all public authorities to pay due regard to the need to:

• Eliminate unlawful discrimination, harassment and victimisation • Advance equality of opportunity • Foster good relations.

4.2 The Equality Act 2010 (Statutory Duties) (Wales) Regulations 2011 sets out the framework for implementing the Act and duty in Wales. There are 16 regulations focused on areas such as: • assessment of impact • engagement • employment and other • SEP development information

The Equality Impact Assessment for the Strategic Equality Plan is attached as Appendix 2.

4.3 The Equality and Human Rights Commission (EHRC) is the regulator for this legislation and has the power to conduct investigations into unlawful acts of discrimination or harassment. It also provides guidance, good practice and implementation support.

Background Papers: None Appendices: Appendix 1: Strategic Equality Plan 2012 - 2016 Appendix 2: Strategic Equality Plan - Equality Impact Assessment Report

Appendix 1

City and County of Swansea

Strategic Equality Plan

2012-2016

If you require this document in a different format, e.g. large print, Braille, audio version, etc. please contact the Access to Services Team on 01792 636736, email [email protected] or write to Room 3.1.15, Civic Centre, Oystermouth Road, Swansea, SA1 3SN

Contents:

Foreword … Page 3

Abbreviations Index and Glossary of Terms … Page 4

Strategic Equality Plan:

Introduction … Page 7 Swansea’s Profile … Page 7 The Legislative Background … Page 8 Developing Equality Objectives & Engagement … Page 9 The Evidence Base … Page 10 Assessment of Impact … Page 11 Recruitment and Employment Information … Page 12 Knowledge, Awareness and Training … Page 13 Procurement … Page 13 Publication, Monitoring and Review … Page 13

Appendix 1: Equality Objectives … Page 15

Appendix 2: Links to Additional Information … Page 45

Foreword

We are pleased to present the City and County of Swansea’s first Strategic Equality Plan. This Plan sets out our first set of Equality Objectives for the next four years, and builds on the progress made via our previous Equality and Diversity Scheme.

A change in equality legislation has given us a new focus and this Plan outlines the key Equality Objectives identified by our services and stakeholders.

The basic aim of this plan is to bring about real improvements and outcomes for our staff and customers. When we talk about equality, we are talking about fairness for everyone so this Plan really is for the whole community of Swansea, as well as every member of staff working for the Council.

The commitments made within this Plan will now be monitored and reported on every year – and the necessary links to other key Council agendas will continue to be made.

We are grateful to everyone who has taken the time to be involved in this Plan’s development – and those who will continue to be involved by helping us with the annual review and reporting process.

Chris Holley Jack Straw Council Leader Chief Executive

Abbreviations Index and Glossary of Terms

The following abbreviations are used in this document:

BME – Black Minority Ethnic BSL – British Sign Language CCS – The City and County of Swansea CMT - Corporate Management Team CRU – Community Regeneration Unit CYP – Children and Young People EIA – Equality Impact Assessment HoS – Head of Service HR – Human Resources HWWG – Health and Wellbeing Working Group KS2 – Key Stage 2 (the four years of schooling normally known as Years 3 to 6) KS3 – Key Stage 3 (the three years of schooling normally known as Years 7 to 9) LGBT – Lesbian, Gay, Bisexual and Transgender SMART – Specific, Measurable, Achievable, Realistic and Timed NEET – Not in Education, Employment or Training SAFE – Swansea Access for Everyone group SILP – Social Inclusion Learning Programme

The following terms are used in this document:

City of Sanctuary – A national movement dedicated to welcoming people seeking sanctuary from war or persecution

Corporate Health Standard (Gold Level) – A quality mark awarded to organisations to acknowledge work undertaken to promote employee health and wellbeing

Councillor Forum – An opportunity for elected members to meet and obtain an in depth knowledge of relevant issues

Disability Two Ticks - A symbol awarded by Jobcentre Plus to employers who have made commitments to employ, keep and develop the abilities of disabled staff

Dragon Sport – A Sport Wales initiative funded by the National Lottery, designed to offer 7-11 year olds fun and enjoyable sporting opportunities

E-Learning – A method of training that can be completed electronically

Equality Act 2010 – A law that protects people from discrimination and promotes equality of opportunity on the basis of the ‘protected characteristics’

Equality Act Partnership Group – A group of officers working for partner organisations each of whom is responsible for producing Strategic Equality Plans and Equality Objectives

Equality Champions – A group of elected Members who represent the interests of members of the protected groups across all areas of the Council’s work

Equality Objective – The intended result of specific action(s) undertaken by the Council to reduce an identified inequality

Equality Stakeholder Group – A group made up of representatives from local organisations and community groups

Gender identity – A person’s mental sense of being male or female, irrespective of their physical anatomy

Gender reassignment – A term used to describe when a person proposes to, has started or completed a process to change their sex

Hearing loops – Equipment used to assist people with a hearing impairment

Housing Options – The Council’s Housing Advice Service

ISIS – The integrated Human Resources and Payroll database used by the Council

Level 2 Threshold – Achieving 5 or more GCSE grades A*- C (or equivalent qualification)

Network 50+ - A Swansea based network of groups and individuals aged 50 and over.

PACT – ‘Partnerships and Communities Together’ are meetings held to discuss issues affecting the community

Participation poverty – Where someone is not included in activities (social, cultural, leisure, etc.) or in decisions/discussions/actions affecting their life

Pavements for People policy – A Council policy which aims to ensure that pavements are suitable for use by all

Public Sector Equality Duty – Places legal duties on all public bodies in line with the Equality Act 2010

Rainbow Mark – An accreditation awarded to organisations (or service areas within organisations) to demonstrate commitment to LGBT equality

Regulations – Rules specific to Wales laid down by the Welsh Government prescribing how public bodies will comply with the Public Sector Equality Duty

RNIB REACT system – The Royal National Institute for the Blind’s talking sign system that enables blind or visually impaired people to have more independence when using public facilities

Socio-economic factors – Factors affecting a person’s life and opportunities particularly in relation to income, employment and background

Swansea Leader – A free publication produced by the City and County of Swansea

Transgender – A person who considers themselves to be the opposite gender to that which they were assigned at birth (whether they have undergone surgery or not)

U18s – Young people under the age of 18

WHMS (Welsh Housing Management Standard) – Voluntary standards aimed at Local Authority Housing Departments relating to their commitment to tackling anti-social behaviour.

WITS – Wales Interpretation and Translation Service

5x60 – A Sport Wales initiative which encourages young people to participate in extra curricular sport and physical activity

Introduction

This is the City and County of Swansea’s first Strategic Equality Plan (SEP). While it is a legal requirement, it gives us the opportunity to further our commitment to equality and fairness as an organisation. This Plan’s content has been designed to build on the achievements of our previous Equality and Diversity Scheme as well as to meet the legal duties. Our progress will be regulated by the Equality and Human Rights Commission.

This Plan supersedes our Equality and Diversity Scheme 2009-2012. However, the progress made to date has not been forgotten. A final review of the Scheme’s action plan will be undertaken and published by May 2012. Colleagues involved in developing this Plan have used the lessons learnt from the last three years.

The SEP cannot be a stand-alone document. It has very close links to a number of key Council strategies and plans, for example:

• Community Strategy • Strategy for people aged 50 • Improvement Objectives and over • Health, Social Care and Well Being • Welsh Language Scheme Strategy • Consultation & Engagement • Social Inclusion Strategy Strategy • Communities First • Local Development Plan. • Community Cohesion • Domestic Abuse Strategy • Children and Young People’s Plan

Equality is a key theme throughout all of this work and in developing this Plan we have engaged with colleagues to ensure that we build on current and planned work where appropriate.

This is particularly important given the current economic climate. As a result, we set up an Equality Act Partnership Group in March 2011, consisting of colleagues from other local and regional public sector organisations – this group meets regularly and is looking at opportunities to share information and work together wherever possible.

Swansea’s Profile

The City and County of Swansea currently employs over 11,000 people across five directorates. The Council is composed of 72 Councillors who are elected every four years. The Leader chairs an Executive Cabinet of 10 and full Council meets on an 8-weekly basis. There are also 11 Elected Member Equality Champions.

As an area, Swansea is home to 232,500 residents and in 2010 attracted over 4 million visitors.

Swansea has the 3rd highest population of the 22 Welsh Unitary Authorities, and according to the latest (2010) population estimates:

• 114,800 of the population are male compared with the 117,700 who are female. • Children and young people aged 0-24 years represent 32.2% of the population. • Over 50s represent 36.7% of the population.

In addition, according to the 2001 Census:

• Almost a quarter of the population (24.7%) have a limiting long term illness (LLTI). Also, 9.8% of those aged 16-74 are economically inactive due to permanent sickness or disability. • There are 29,114 Welsh speakers in Swansea. 22.5% of the population have Welsh language skills. • In terms of religion, 1.7% of the population belong to non-Christian faiths. • The latest (2009) estimates suggest that approximately 4.8% of the population in Swansea are from a minority (non-white) ethnic group, while 8.3% identify as ‘non-White British’.

We acknowledge that this overview does not contain information across the full equality spectrum, but the evidence base developed alongside this SEP (which is discussed later on) has gone some way to address the ‘statistical gap’.

More information on Swansea’s facts and figures can be found at: www.swansea.gov.uk/research_info.

The Legislative Background

The Equality Act 2010 protects people from discrimination, victimisation and harassment on the basis of the following characteristics:

• Age • Disability • Gender reassignment • Marriage and civil partnership (protection against direct discrimination only) • Pregnancy and maternity • Race • Religion or (non-)belief • Sex • Sexual orientation.

As mentioned in the introduction, this Plan is a requirement of the Welsh Public Sector Equality Duty. We have 16 regulations in Wales, and this Plan sets out how we will meet the Duty and regulations and continue to improve our equality performance via our newly set Equality Objectives (further information is provided in the next section and at Appendix 1).

In developing this Plan and our Equality Objectives, we have not looked at the protected characteristics in isolation. Our evidence to date highlights the inherent links between inequality and socio-economic issues. Other issues include poverty, domestic abuse and educational attainment – but there are many others and lots of these concern a number of protected characteristics. The issue of ‘equality’ as a whole is now much more focused on people and communities, rather than individual ‘equality strands’.

In addition, the areas of Human Rights and Welsh Language have not been forgotten – evidence in the Human Rights arena has also been part of our information gathering exercise, and we adopted our latest Welsh Language Scheme in 2011.

Developing Equality Objectives & Engagement

This section provides only an overview of the work undertaken in this area – a full report will be produced and published in April 2012.

A group of staff from across the council were brought together in July 2011 and tasked with identifying Equality Objectives within their individual services, with support and advice from the Access to Services Team.

Alongside this group, our Equality Stakeholders met regularly to assess and give feedback on our progress. We also presented the Equality Objectives (in their initial draft format) to our Equality Member Champions (and subsequently the Councillor Forum) in order for them to have an input.

We contacted a large number of local groups and individuals, inviting them to get involved and have their say. We realised that a range of engagement options were needed throughout the process, so we offered a variety of opportunities: • Drop-in sessions – an opportunity for everyone to have their say in a more informal setting (this was also available to staff and Councillors). • Group visit – members of the Access to Services Team would go to a group for a meeting or informal discussion – depending on the group’s preference. • Feedback via email – the objectives were provided electronically so that people could have their say without having to speak to us themselves. • The opportunity to complete an online survey • Stakeholder meetings

All of these activities contributed to the set of objectives found at Appendix 1. Our legislative duties allow the objectives to be changed at any time so we are keen to maintain a high level of engagement via our Equality Stakeholder Group in order to ensure that where changes are appropriate or necessary, they are made swiftly and with the support of interested parties. Any changes will be published in accordance with the legislation.

We have also set an Equality Objective around Consultation and Engagement, which includes the implementation of our new Consultation and Engagement Strategy. We will continue to seek out the most effective methods of engagement via our existing links to local community groups and organisations. We will also continue to seek out new groups and communities.

The Evidence Base

In developing our Equality Objectives, we have utilised a number of sources:

• Evidence base • Business plans from the Council’s service areas • Improvement objectives • Existing strategies and plans • Equality Impact Assessment reports • Consultation report on the development of the Equality and Diversity Scheme 2009-12.

The Evidence Base was collated by the Access to Services Team with the support of the Research and Information Team, and consists of national and local information, based on the themes of the recent Equality and Human Rights Commission report ‘How Fair is Wales?’:

1. Life and Health 2. Education and Skills 3. Employment 4. Legal and Physical Security 5. Power and Voice

The data gathered has been recorded under these headings and sets out to demonstrate (where information is available) how Swansea compares to Wales and the UK as a whole.

The scope of the equality agenda is so wide that this initial evidence trawl was centred on ‘How Fair is Wales?’ in order to provide colleagues with baseline information to assist in setting Equality Objectives.

The findings of the Evidence Base Summary Report highlight some key areas of inequality across the City and County of Swansea, including some significant differences between the east and west parts of the city.

A recurring theme throughout the report is the impact of socio-economic factors on all aspects of an individual’s life chances. For example, in relation to health, Census figures indicate that the number of people in Swansea suffering from a Limiting Long Term Illness is higher than the Wales and England average, with certain wards ranking significantly higher than others.

Analyses of educational attainment figures reveal that girls in Swansea continue to outperform boys at GCSE level. Attainment levels for pupils from ethnic minority backgrounds are higher than the overall Swansea average,

although a study of the performance of individual ethnic groups identifies a marked difference in attainment.

The NEET (Not in Education, Employment or Training) figures for Swansea paint a positive picture, with 2010 seeing a total elimination of Year 11 school leavers whose status is unknown to the local authority.

Evidence relating to employment shows that older and disabled people are at a clear disadvantage in the current labour market, with Swansea falling slightly short of the Wales average for economic activity in relation to these groups.

Crime and fear of crime continue to be a worry for residents, with people from lower socio-economic groups expressing the most concern. Fears with regard to personal safety are considerably higher in certain areas of the city, especially when venturing out after dark.

There is little evidence relating to people’s perceptions of their level of involvement in and influence upon the local and national political agenda. What is clear is that certain groups are under-represented in the political domain, which highlights the need for increased participation and further efforts to ensure the voices of all citizens are heard.

It is important to note that the Evidence Base Summary Report will be a ‘living’ document – we have already started collecting more evidence (outside of the current themes), and will update our baseline information on an annual basis to ensure that our Equality Objectives remain appropriate and effective.

The full report, as well as links to additional information sources will be available on our website from April 2012.

Assessment of Impact

This is another requirement of the legislative duties, and we have amended our process in response to the Equality Act 2010. Our Equality Impact Assessment (EIA) process is the second for the Council and has built on the lessons learnt from the first. It has had a positive reception from colleagues as being user-friendly and helpful in identifying potential issues. We will continue to use it as our assessment of impact tool.

Our process consists of the following steps:

• Screening for relevance – a short form that helps colleagues to ascertain whether or not a full EIA is required. • EIA report – a concise template that takes colleagues through the full assessment process. This is in a report format that contains a series of open questions, taking colleagues through all relevant considerations in relation to assessing any positive or negative impact. • Review – a series of questions that ensure colleagues know exactly what to do at the point of an EIA review.

Every step is supported by guidance, as well as advice and support from the Council’s Access to Services Team: • Every service area has a dedicated EIA support officer to provide tailored advice, help and expertise at any time. • An E-Learning tool based solely on EIAs has been developed. • A series of short guidance documents are provided to all staff tasked with completing EIAs.

All of this work is based not only on the legislative requirements but also on other key priority areas such as customer service and our work on social inclusion and poverty.

In the interests of openness and transparency, we will continue to publish all completed EIA reports on the Council’s website.

We will also monitor all completed EIAs (via their action plans) on an annual basis; this will be built into our annual review procedure.

Recruitment and Employment Information

Under our legislative duties, we must collect and publish a range of recruitment and employment information on an annual basis. This includes data on all protected characteristics, as well as additional information requirements for gender and pay difference.

Additional information must be published on our training provision – this will also be required for all protected characteristics and reported annually.

This information will be published in our Annual Strategic Equality Plan Review Report. However, the amount of data gathered will fully depend on our staff; colleagues do not have to declare any equality monitoring information, so work is underway to ensure that people understand the reasons behind the data collection (and feel comfortable disclosing personal information).

In relation to the regulation on pay difference, the concepts of equality and gender pay are central to our current work on both pay & grading and Single Status. We are engaging a specialist company, Northgate, to carry out a full analysis and equality impact assessment of our pay model. We will then make any necessary adjustments to ensure equality.

We do not anticipate having any equality issues when we complete this work. However, once this work (and subsequent analysis) has been completed, a gender pay equality objective and action plan will be published if these are found to be required.

Knowledge, Awareness and Training

While the legislative duties require the reporting of data (as outlined above), we must also:

• promote knowledge and understanding of the general and specific duties amongst our employees • use any performance assessment procedures to identify and address training needs of employees in relation to the duties.

Our Corporate Training and Development Team (as well as some individual services) has set Equality Objectives to meet these requirements and they are contained in Appendix 1.

Procurement

As set out in our Corporate Procurement Strategy, we will:

• ensure that the Authority’s commitment to equality and diversity is supported effectively throughout our procurement processes • ensure that the Council’s procurement policies and practices fully meet the requirements of legislation • support the Welsh Language scheme throughout the procurement process.

A corporate Equality Objective has been set around Procurement; this can be found at Appendix 1.

Publication, Monitoring and Review

This plan will be published in full on our website and available in a range of formats on request. We will also publish a summary of the Plan and an easy- read version.

The plan will be distributed to Council venues and local groups. It will also be promoted via our links with different community organisations and forums,

We have an obligation to report on our equality progress annually. Our reports are submitted to the Equality and Human Rights Commission and published on the Council’s website.

We will continue to involve staff, Councillors and the Equality Stakeholder Group in this process, and put in place arrangements for service managers to provide regular updates on their Equality Objectives.

Corporate Management Team and Cabinet will also be part of the annual monitoring and review process.

Our annual review reports will also contain employment and training monitoring information, as required by the legislative duties.

Appendix 1 - Equality Objectives

Equality Objective – Consultation and Engagement

Equality Objective 1 Ensure consultation and engagement is inclusive and representative Associated actions Deadline Proposed outcome Responsible Officer Corporate Implement new Consultation and March 2014 Strategy action plan implemented and Rhian Millar Engagement Strategy reviewed – specific outcomes are outlined in the Strategy, which is available on the Council’s website (see Appendix 2) Departmental Economic Regeneration and Planning Establish a focused Officer Group made March 2013 à To gain a clear understanding of Phil Holmes up of representatives from Access to (ongoing) equality issues relevant to ongoing Services Team and Economic work programmes (Identify and Regeneration and Planning Department record issues from Officer Group in order to help address key equality sessions) issues arising from consultation on à To employ effective involvement ongoing work programmes and consultation processes à Deliver at least 3 Officer Group (Actioned within work sessions a year; programmes) à Utilise the Equality Stakeholder à To help identify effective Group as a forum to consult on responses to the equality ongoing/forthcoming key work expectations of diverse groups programmes; (Identify appropriate groups and à Ensure responsive and continuous ensure that they are given the

communication between Officer and opportunity to become involved) Stakeholder Group representatives; à Identify equality issues and potential responses which will help improve the delivery of ongoing work programmes Culture and Tourism Link with transgender forums/groups to March 2013 To increase understanding and Robert Bowen/Tracy discuss service developments provide opportunities for joint working Williams Following consultation, review the March 2013 People can participate in targeted Elle Moore/Culture and feasibility and options to provide activities that interest them Tourism Equality Working additional activities across Culture and Group Tourism services that interest Black Minority Ethnic (BME) communities Set up an Equality Impact Assessment March 2013 To ensure major events are planned John Birmingham process for major events and continue to with equality and access issues in consult with SAFE and Swansea mind Disability Forum Consult with lesbian, gay, bisexual and March 2013 To ensure there are no reasons other Robert Bowen transgender (LGBT) forums to identify than preference that limit a persons any potential barriers to participation choice in accessing Culture and Tourism services Housing Develop, draft, consult and publicise an April 2012 Tenants and Leaseholders will have Lynda Grove updated Local Tenant Participation (ongoing) greater opportunities to get involved in Strategy housing issues that affect them

Equality Objective – Training and Awareness

Equality Objective 2 Improve staff awareness of equality and diversity issues and roll-out an updated and improved programme of equality and diversity training Associated actions Deadline Proposed outcome Responsible Officer Corporate Review training material and resources April 2013 Fit for purpose equality training materials and Khan Prince relating to equality training & EIA training courses Consider the developments of E- April 2013 Appropriately targeted E-learning training Khan Prince Learning training provision/blended provision learning relating to equality and EIA training Initially key staff, but eventually all staff April 2013 Increased awareness and understanding of Khan Prince to receive mandatory training on the the responsibilities relating to the Equality Act Equality Act 2010 2010 All managers to receive awareness April 2013 Enhancing managers’ responsibilities Khan Prince raising training on the Equality Act 2010 and EIA procedures (where appropriate) Ensure that all training courses, including April 2013 Embed equalities issues in to all relevant Khan Prince Corporate Induction reflect up to date corporate training courses equality regulations and best practice Ensure that monitoring of corporate April 2013 Meet statutory duties Khan Prince training is carried out to reflect accurately the attendance on all corporate training courses Review Customer Service guidelines (in April 2013 Customer Service guidelines matching Deborah Reed relation to those sections based on current equality legislation made available to equality and diversity issues) and further staff and others

promote both within the Council and externally.

Further build knowledge and data April 2013 and Better indication of the demographic picture Steve King covering all protected characteristics and reviewed of Swansea in relation to all protected Dave Tosh maintain a robust demographic picture of annually characteristics the City & County of Swansea

Social Services To deliver the Social Inclusion Learning Commence Each year we will deliver; Karen Grunhut Programme to increase the awareness of April 2012 à 2 x 2 day courses to frontline staff (32 staff across CCS of the issues faced by staff individuals and groups experiencing à 2 X 1 day courses to middle managers (32 exclusion in relation to income, service Staff ) and participation poverty. à 1 x ½ day course to Members and Senior Managers (16 Members & Staff) Provide a welfare rights advice line 3 Annually – à Deliver 130 advice line sessions each Karen Grunhut days per week to support staff from CCS commencing year and partner organisations to negotiate April 2012 à Increase support staff’s awareness and the significant changes to the benefits confidence in supporting clients to access system resulting from Welfare Reform. benefits entitlement. Continue the programme of informal staff Minimum of Increased staff awareness. Contacts Heather Hughes lunch-time fora which raise staff twice a year identified within the community representing a awareness of all equality issues range of protected characteristics. Explore opportunities to link with December 2012 Training plan and priorities agreed Hywel Jones corporate training initiatives and plan and develop equality training appropriate to the needs of Social Services staff

Corporate Building and Property Services (CB & PS) Briefing for April 2012 Our aim is to ensure that staff understand Co-ordinated by Emma Managers their roles and responsibilities in respect of Lewis in conjunction with all equality legislation and council policy, when CB&PS managers All employees of CB & PS receive up-to- March 2013 dealing with all of our customers (both Co-ordinated by Emma date training external service users and internal Lewis in conjunction with all colleagues). CB&PS managers

Environment Develop guidelines for public toilet staff Reviewed Six Increased awareness of staff with regard to Bob Fenwick/Paul Griffiths to raise awareness of gender identity monthly gender identity issues issues Culture and Tourism Ensure that all staff in Culture and September No mother is refused the option to breastfeed Robert Bowen Tourism are aware of the council’s 2012 their child at a Culture and Tourism venue breastfeeding policy Develop and roll out transgender March 2013 To ensure staff awareness and the ability to Robert Bowen guidance for all services in Culture and respond to access requirements Tourism. To also be applicable for community building volunteer staff. Housing and Community Regeneration Continue to promote the Welsh language April 2012 Housing staff aware of the history/context of Lynda Grove and culture to staff in the on-line (ongoing) Welsh language in the area induction booklet and the customer services information manual

Continue to provide equality training for April 2012 Staff will feel confident in providing advice Lynda Grove/all managers

all Housing and Community (ongoing with and assistance to all. Staff will be aware of Regeneration staff with regular updates annual updates) the relevant legislation which will assist them and monitoring in service delivery

Equality Objectives - Human Resources

Equality Objective 3 Review all HR Policies ensuring that they comply with our obligations under the Equality Act 2010 Associated actions Deadline Proposed outcome Responsible Officer Review HR policies via Trade Union April 2012 Legally compliant, user friendly Steve Rees Working Group. policies Creation of web based Staff Handbook April 2012 Interactive, user friendly handbook Martin Halmkan which will include HR Policies, Terms & Conditions and information for staff in relation to the Equality Act. Review HR Policies thereafter on an March 2013 Legally compliant policies Steve Rees annual basis. Brief Managers on key HR policies April 2012 Managers fully understand and Steve Rees comply

Equality Objective 4 Attain the Welsh Government’s Corporate Health Standard at Gold Level Associated actions Deadline Proposed outcome Responsible Officer Apply on behalf of CCS for assessment April 2012 Achieve Gold Standard and improve Heather Swinnerton against Gold Level the health & well being of our employees. Deliver employee attitude/wellbeing March 2013 Assess employees’ wellbeing status. HWWG survey Required to achieve Gold Award

Review drug and alcohol policy April 2012 New policy will prohibit consumption HWWG of drugs and alcohol during working day and provide support to employees Adopt core values for employee health April 2012 Authority demonstrating commitment HWWG/CMT and wellbeing to improving employee health and wellbeing Required to achieve Gold Award To have a healthy vending policy and April 2012 Provision of healthy vending options HWWG/CMT secure healthy vending in main buildings for employees Required to achieve Gold Award

Equality Objective 5 Ensure that the Council as an employer is accessible to everyone in the community Associated actions Deadline Proposed outcome Responsible Officer Achieve the Disability Symbol (Two Ticks April 2013 Achieve accreditation and improve the Steve Rees Scheme) accreditation service to disabled applicants and employees

Equality Objective 6 The creation of a fully equality proofed Pay & Grading System that will address any current gender pay differences together with harmonised and transparent financial terms & conditions of employment Associated actions Deadline Proposed outcome Responsible Officer Continue to consult with Trade Unions to April 2012 Fully equality proofed Pay & Grading Patrick Arran develop a fully equality proofed pay & System that will address any current grading system. gender pay differences. Continue to consult with Trade Unions to April 2012 Modernised and harmonised terms & Patrick Arran harmonise and modernise terms & conditions conditions.

Equality Objective 7 Comply with our duty to publish Workforce Data/Employment Information. Associated actions Deadline Proposed outcome Responsible Officer Develop our HR ISIS system to record April 2012 System fit for purpose and able to Steve Rees details in respect of the protected report effectively characteristics Undertake a staff survey to collect data April 2012 Up to date data set and fuller profile of Steve Rees in respect of the protected characteristics our staff and language skills Publish the Employment Information as April 2012 Duty met Steve Rees/Euros Owen per our duty Analyse the above data to identify key December 2012 Outcomes will depend on the analysis Steve Rees issues for the Authority of results

Equality Objective – Access to Services

Equality Objective 8 Improve access to Council services for d/Deaf people Associated actions Deadline Proposed outcome Responsible Officer Recruit a dedicated Policy and Service September Work will be underway with both Euros Owen Development Support Worker (d/Deaf 2012 council services and local groups to people and groups) (part-time improve access and information secondment basis – 2-year contract) across the Council. This objective will be updated as work develops Identify specific access issues for d/Deaf March 2013 Specific work will be planned to Deborah Reed – with the people within the Council’s Contact address the issues identified Policy and Service Centre Development Support Worker

Equality Objectives - Education

Equality Objective 9 Improve the performance of Ethnic Minority Learners at GCSE level Associated actions Deadline Proposed outcome Responsible Officer Children and young people from ethnic Annual analysis Children and young people from ethnic Diane Vanstone minority backgrounds continue to of results in minority backgrounds achieve at least achieve at least as well as their peers autumn term as well as their peers Children and young people from Asian Annual analysis Improvement in the performance of Diane Vanstone Bangladeshi backgrounds achieve at of results in children and young people from Asian least as well as their peers autumn term Bangladeshi backgrounds

Equality Objective 10 Close the Performance gap in educational attainment between boys and girls Associated actions Deadline Proposed outcome Responsible Officer Maintain improving trends in assessment July 2012 Improving trend is maintained Roger Davies of boys and girls at KS2 and KS3 Close the performance gap between July 2012 Performance gap reduces Roger Davies boys and girls

Equality Objective 11 Improve the educational performance of Gypsy and Traveller children Associated actions Deadline Proposed outcome Responsible Officer Continue to find ways to improve the Annual Improved attendance year on year Ian James attendance rates of Gypsy and Traveller children and young people at secondary schools so that attainment improves

Equality Objective 12 Improve the awareness of all children and young people of key information about sexual orientation and gender identity Associated actions Deadline Proposed outcome Responsible Officer Ensure schools are directed to relevant As guidance is Schools can demonstrate they have Rhodri Jones Welsh Government guidance so this can issued promoted good practice. be practiced in schools, for example: provision of counselling, good practice Children and young people have the regarding lesbian, gay, bisexual and information they need. transgender (LGBT) issues

Equality Objective 13 Improve access to education for physically disabled pupils Associated actions Deadline Proposed outcome Responsible Officer Resume progressive improvement to April 2013 Accessibility to schools infrastructure Brian Roles access to infrastructure in schools improves faster than in recent years Lobby for the reinstatement of the Small April 2013 Small changes can be made in Brian Roles Adaptations capital funding to provide for schools to help children and young the individual needs of disabled children people access learning more easily and young people in schools

Equality Objective 14 – Please note that this is a Partnership Objective already set within Children and Young People’s Plan, hence the different layout To reduce the inequalities that exist in the health, education and economic outcomes for children living in poverty, by improving the outcomes of the poorest

Associated actions Deadline Proposed outcome Responsible Officer To reduce the inequalities that exist in March 2014 Success indicators within the CYP Jo Portwood the health, education and economic Plan 2011/14: outcomes for children living in poverty, by improving the outcomes of the 1A To reduce the number of babies poorest with low birth weight in target localities

2A To reduce the rate of conceptions for U18s in target localities

2C To reduce the proportion of 4-5 yr olds and 8-9 yr olds who are overweight and obese in target areas

1B & 4A To increase the average All Wales Reading Test scores for 6-7yr olds and 10-11 yr olds in target areas

4B To increase primary and secondary school attendance in target areas

4F To increase the proportion of 15- 16 yr olds achieving Level 2 threshold including English, or Welsh and Maths

1C To reduce the number of children living in workless households in targeted areas

Equality Objective - Housing

Equality Objective 15 Improve customer access to Housing Services Associated actions Deadline Proposed outcome Responsible Officer Attain the Welsh Housing Management Consult tenants Attainment of the WHMS will D Samuel Standard (WHMS) August 2011- demonstrate our commitment to Work towards reducing anti-social behaviour and the achieving fear of crime Standard by August 2012

Develop a Rents Strategy June 2012 A Rents Strategy, which reflects the J Williams/S White aims and objectives of delivering an effective Rents Management service that is accessible and meets the needs of a diverse community. Implement new Housing Advice Website September Customers will be able to access up to Steve Porter 2012 date and personalised housing advice and information from their own homes.

This will particularly benefit people who are unable to visit the Housing Options service in person (e.g. disabled people) Fully implement telephone application September Customers will no longer be required Steve Porter/Mark Wade service for Disabled Facility Grants, 2012 to visit our city centre office or submit Homelessness and waiting list a written application but will have the applications for customers who option of accessing services by prefer/need to access services by telephone. This will particularly benefit telephone people who are unable to visit the Housing Options service in person e.g. disabled people. It will also benefit those who have problems completing forms Develop, consult and produce a Local December 2012 Monitoring and addressing the needs Peter Williams Black Minority Ethnic (BME) Housing of BME communities and improving Strategy the level of customer service

Promote the provision of a Welsh April 2012 with Promotional materials made available Lynda Grove Language service at public reception annual reports and displayed. Increased percentage areas and through the Tenants Magazine on progress of customers requesting the Welsh language service

Equality Objective – Community Regeneration

Equality Objective 16 Undertake partnership work on the Community Cohesion agenda Associated actions Deadline Proposed outcome Responsible Officer Introduce a volunteer Scheme for the March 2013 A number of sections in the Council CRU – Principal CR Officer City of Sanctuary take on refugee volunteers.

Greater staff awareness of refugee issues.

This will continue in 2013-14 with the aim of increased numbers of volunteers. Implement and monitor a corporate April 2013 Community Cohesion mainstreamed CRU – CR Co-ordinator Community Cohesion Strategy Action (ongoing) across council Plan Raise awareness of Community April 2013 A number of specific events organised CRU – Caroline Carter Cohesion issues externally and internally in the community (through the Community Cohesion Fund) delivered to promote community cohesion. This is partially dependant on continuation of the Community Cohesion Fund by the Welsh Government.

Corporate Management Team ownership and community cohesion mainstreamed across the Council

Selected training modules reviewed for inclusion of community cohesion

Equality Objective – Culture and Tourism

Equality Objective 17 Encourage greater participation and improve access to cultural, leisure and sporting services/facilities

Associated actions Deadline Proposed outcome Responsible Officer Cultural Venues and Parks Expand the Archives Education Service March 2013 Greater access of the Archive Service Rosemary Davies across Swansea and Neath Port-Talbot. by young people and contribution to a The Archives education service provides quality education schools with the opportunity to visit the Archive Service or for a talk to be conducted at the school which links in with the curriculum. Develop, implement and publicise a March 2013 Improving older adults’ access to Jayne Trumper project in libraries to introduce or library services and equipping over improve the computer skills of the over 50s with computer skills to open up 50s additional access opportunities via electronic means Ensure all staff in libraries have been March 2013 People with hearing impairments can Jayne Trumper trained/refreshed to use the hearing effectively communicate with library loops staff and better access library services Source and implement March 2013 People with visual impairments can Jayne Trumper additional/improved visual impairment effectively access library services computer aids in libraries Arrange a variety of Museum talks that March 2013 Taking the Museum to target groups Phil Treseder

takes the Museum to older people. (older people) who may otherwise not be able to access the Museum

Encourage more visitors between the March 2013 Improved access and Karen Mackinnon ages of 14 – 18 to the Glynn Vivian Art creativity/educational opportunities Gallery through forming a young people’s and involvement for young people focus group and a forthcoming learning project in collaboration with Tate as one of the regional partners Improve the access information March 2013 Customers can make informed John Hopkins/Marketing regarding parks on the web to give choices about which parks they visit potential users advance notice of which parks are accessible to disabled people and where the entrances are Review the option to add access March 2013 Give customers increased awareness John Hopkins information to Parks signage which of accessible routes in parks would indicate accessible routes Sport and Leisure Services To achieve the Rainbow Mark across the March 2013 All leisure centre facilities meet the Dave Osborne Leisure Operations department Rainbow Mark quality criteria to be able to sensitively accommodate the requirements of LGBT customers Review the feasibility and options to March 2013 Improve the number of opportunities Steve Smith expand the women-only activity for participation in women only programme in leisure centres physical activities either due to preference or cultural requirements To develop opportunities for March 2013 Increased participation by disabled David Jones participation, volunteering and coaching people in sports in sport for disabled people and provide

support for existing disability clubs

To encourage and support mainstream March 2013 Increased integration of disabled David Jones sport clubs to integrate disabled people people into community sports clubs. into their clubs through national governing body of sport pathways. More disabled people getting involved in sports Review the sports pitch options to March 2013 Meeting customer needs and Jamie Rewbridge provide more opportunities to providing a pitch service aimed at accommodate mini-football young children facilitating early participation in sports Increase opportunities for young people March 2013 Create and sustain links between David Jones to participate in after-school (extra school sport and community based curricular) sporting opportunities. clubs and activities

Programme a wider variety of sports and types of physical activity available to young people outside the school curriculum

Take steps to further reduce the gender March 2013 More girls involved in sport and gap in participation in sport and physical physical activity during school age and activity by developing the Dragon Sport post 16 years of age and 5x60 opportunities, consulting with girls of school age about physical activity The gender gap in Swansea was preferences and by working with sports considerable, but has been gradually

clubs to encourage post 16 participation. reducing over the last 6 years. At present the 5x60 scheme at KS3 has a 50/50 split between boys and girls participation. However, across other school key stages the gender split is not as favourable and still needs improving. The participation split in community sports also needs improving Across all venues Review the Carers Access policies March 2013 A consistently applied policy across Robert Bowen across the Culture & Tourism Culture and Tourism venues ensuring Department for consistency and fairness. fair access for disabled people and Once completed, ensure policies are carers promoted to ensure awareness Advertise to customers Culture and September Customers are aware of the council’s Liz Shellard Tourism’s commitment to the council’s 2012 policy and mothers know that they can breastfeeding policy by ensuring web breastfeed at Culture and Tourism pages have the ‘mothers milk’ logo venues if they wish added and that facilities have stickers/posters.

Review the provision of baby changing March 2013 To ensure mothers/families can Robert Bowen areas across Culture and Tourism access Culture and Tourism services services and are not limited due to the lack of baby changing facilities Support, target and provide Black March 2013 People of different ethnic backgrounds Culture and Tourism Minority Ethnic (BME) events, exhibitions can participate in targeted activities Equality Working Group

and workshops across Culture and that interest them Tourism services Improve ‘What’s on’ communication with September Greater awareness of the services Elle Moore/Marketing BME organisations so that communities 2012 offered may lead to improved take up are aware of the services and by BME communities opportunities provided by Culture and Tourism Where possible introduce ‘Welcome March 2013 Set up a welcoming atmosphere for Elle Moore/Marketing Boards’ in different languages at Culture people of different ethnicities when and Tourism venues entering Culture and Tourism venues Ensure Culture and Tourism services March 2013 Culture and Tourism services planned Iwan Davies and events are aware of and where with cultural/religious customs in mind possible make reasonable adjustments to increase the potential take-up from to respond to cultural/religious customs all groups To achieve the Rainbow Mark across March 2014 Applicable services meet the Rainbow Robert Bowen other applicable Culture & Tourism Mark quality criteria to be able to services sensitively accommodate the requirements of LGBT customers

Equality Objectives – Social Services

Equality Objective 18 Improve access to Social Services provision, ensuring that the service user’s needs are at the centre of all planning and commissioning activities. Associated actions Deadline Proposed outcome Responsible Officer Increase the take-up of Direct Payments December 2012 Increased number of service users Paul Littlewood as a way to ensure that people with accessing Direct Payments, in order eligible social care needs are able to to have more control and more access services that are suitable for their personalised care cultural and other needs Review the commissioning plans for December 2012 Commissioning plans for all client Carol Rea Adult Social Services across all client groups will be reviewed in order to groups: Older People, Learning ensure the department is Disability, Adults with Physical commissioning the most appropriate Disability/Sensory Impairment, Mental services. Service users and their Health and Carers carers will be involved in the review process. As part of the revision of the Unified December 2012 Increased information about the Carol Rea Assessment form, investigate the protected characteristics of people collection of information on a wider range who are eligible for social services. of protected characteristics Continue with the Transformation of December 2014 Services are citizen directed and Deborah Driffield Adult Services Strategic Programme in social inclusion is enhanced order to ensure more personalised and citizen directed services Maintain the Social Services sections of December 2013 Web pages maintained – and Carol Rea the Swansea Lives and Swansea People (review) extended if appropriate websites for people with a learning

disability

Equality Objective 19 Provide a high level of information about domestic abuse and support services available Associated actions Deadline Proposed outcome Responsible Officer Open a ‘One Stop Shop’ information and December 2012 People in Swansea are well informed Ali Morris advice service in Swansea City Centre. about the wide range of domestic This will provide on the spot support and abuse services and support available resources to women, men and children who have experience of domestic abuse The first stage of The ‘One Stop Shop’ will initially open to provide a drop-in service for information and resources. The next stage (provisional plans for implementation in 2013) will expand its facilities and resources to include a wider range of support, with proposals including group work and services for children

Organise awareness raising events April 2013 People in Swansea are well informed Ali Morris including White Ribbon Day (The about the wide range of domestic Elimination of Violence Against Women abuse services and support available Day) and International Women’s Day. These are two of the biggest events in These events will target ‘hard to the Domestic Abuse Forum’s calendar reach’ groups of women including but with single sex services (women only) not exclusive to BME women, older being the focus of the information given women and LGBT women. Events will take place in as wide a variety of locations as possible to ensure the

widest possible audience

Attend other events such as World April 2013 People in Swansea are well informed Ali Morris Mental Health Day to raise awareness of about the wide range of domestic the issues around domestic abuse abuse services and support available

These events will be another platform to inform people who may otherwise not access domestic abuse information

Equality Objective – Benefits

Equality Objective 20 The Benefits Take-up Team will increase the number of council tax benefit recipients by 1.5% of the council tax benefit caseload by 31 March 2013 (compared to the previous year). Associated actions Deadline Proposed outcome Responsible Officer Plan and undertake a variety of activities March 2013 1.5% increase in council tax benefit Rose McCreesh and initiatives to achieve target, as set recipients, (compared to recipients as out in our Take Up Strategy at 31 March 2012), gained as a direct consequence of the take- up team’s work.

Equality Objectives – Environment and Safety

Equality Objective 21 Improve access to the infrastructure around pavements, roads and parking provision for disabled and older people, as well as families with young children. Associated actions Deadline Proposed outcome Responsible Officer Implement the Pavements for People April 2013 Policy is successfully in use across Pavements for People Policy (reviewed the Council Policy Group annually) Installation of dropped kerbs to assist Continuous Review numbers requested Bob Fenwick access where needed. Provide pedestrian crossing with facilities 95% by April Target met and new targets set year Mark Thomas for disabled people 2012 on year Consider equality issues when designing Incorporate in Satisfaction by various user groups. Geoff Sheel highway and traffic schemes design process Engagement with residents, focus for each project groups, PACT as appropriate Provide permits for qualifying care Continuous Review numbers requested and Mark Thomas organisations and carers to park within numbers approved. residents parking bays. To be operated in accordance with the Council’s Residents Parking Policy.

Equality Objective 22 Transportation: Improve access to public transport by bus for disabled people, older people and families with young children Associated actions Deadline Proposed outcome Responsible Officer Launch the RNIB REACT system for October 2011 Positive Feedback from RNIB and Cath Swain visually impaired people at the Bus other groups – take up figures. Station.

Offer, in return for refundable deposit, fobs to trigger messages to blind & visually impaired bus users. Provide bilingual usage instructions in Braille, audio CD and large font. The system gives audio messages about the services at each departure bay and provides a wayfinding tool in association with the tactile strip through the concourse. Develop a programme to provide raised Programme in Satisfaction from disability groups. Cath Swain kerbs at bus stops to allow easy access place by 2015 Prioritisation and plan of works in for passengers with mobility problems. place Meet with Disability Groups to seek views on prioritisation. Legislation is in place which requires buses to be accessible by 2015, which will increase the need for the Council to provide raised kerbs.

Equality Objective 23 Improve Community Safety provision – and perceptions of safety – across Swansea’s communities. Associated actions Deadline Proposed outcome Responsible Officer Provision of fixed and mobile CCTV. Continuous Provision of fixed and mobile CCTV Jeff Davison Provide crime prevention advice. Provide crime prevention advice Positive communication and Review every 6 Positive communication and reassurance. months, with reassurance Community engagement by officers. Annual Community engagement by officers Anti Social Behaviour reduction. Progress Report Anti Social Behaviour reduction

Equality Objective 24 To launch a campaign in partnership with South Wales Police to raise awareness of disability hate crime in Swansea. Associated actions Deadline Proposed outcome Responsible Officer Liaise with local disability groups to April 2013 Report completed and published on Access to Services Team capture experiences of hate and CCS and SW Police websites. and SW Police harassment & include information gathered in a report.

Include campaign details and information April 2013 All up to date campaign information Access to Services Team on methods of reporting on SW Police & available on both websites. and SW Police CCS websites.

Undertake a minimum of 4 awareness April 2013 Sessions delivered and awareness of Access to Services Team raising sessions with community groups disability hate crime increased. and SW Police within the first year of the campaign.

Equality Objectives 25 Work in partnership locally on health promotion initiatives that focus on outcomes for all communities. Associated actions Deadline Proposed outcome Responsible Officer Set out the terms of reference for the January 2012 Prepared terms of reference with the Chris Steele Tobacco Action Group. aims of the group being to: Reduce prevalence of smoking Prevent people taking up smoking Provide smoke free environments

Develop a Tobacco Action Plan for Plan developed Tobacco Action Plan implemented Chris Steele Swansea, which will concentrate on by June 2012 which will contribute towards reducing

areas identified in local needs the prevalence of smoking in assessments and mapping exercises. Swansea Increase the number of young people To be set when Increase number to more than 3323. Mark Thomas travelling to / from school in the Safer funding known Work with schools to promote project Routes in Communities project areas by for 2012/13 cycling or walking

Equality Objective 26 Improve internal processes and procedures within services relating to Swansea’s environment to ensure that equality considerations are not only included but result in outcomes based on relevant information Associated actions Deadline Proposed outcome Responsible Officer Building Control Continue with customer consultation Continuous Consultation distributed / returned / Building Control Admin surveys covering all users of the service survey issued analysed. Action taken where J Davey on project appropriate to delivery of service completion Check all levels of impact on different 6 monthly Results analysed and action taken Peter Richards society groups, including any adverse where necessary. J Davey level of enforcement. Analyse complaint / comment data Continuously on Data analysed and action taken where Peter Richards receipt appropriate J Davey Publish results April 2012 Results published on web J Davey (annually) All information, forms, leaflets etc to be Available on Monitor Numbers requested J Davey made available in any language / format demand on request Advertise WITS / provide interpreter Available on Provide service and monitor numbers Peter Richards/J Davey/ when necessary demand Building Control officers Burials and Cremations

Provide burial/cremation arrangements in Continuous Satisfaction of groups – meetings held Noel Evans line with the requirements of ethnic and during set-up of process religious/belief groups in Swansea Number of complaints received

Feedback from funeral directors Waste Management Assisted waste collections for disabled Review Monthly Review numbers of assisted Wynn Lawrence people and older people collections requested

Equality Objective – Corporate Building and Property Services (CB & PS)

Equality Objective 27 Ensure the recruitment of a diverse workforce within CB&PS Associated actions Deadline Proposed outcome Responsible Officer Recruitment – Ensure that all future March 2013 A fair and transparent Sharon Jones/Emma Lewis recruitment within CB & PS continues to recruitment process is be undertaken within the realms of the embedded within Equality Act 2010; paying particular CB & PS attention to the apprenticeship recruitment programme. Further develop links with external groups/organisations to enable wider awareness of the initiative and support CB & PS. The continuation of the apprenticeship programme is dependent on future budget approval

Equality Objective – Procurement

Equality Objective 28 Comply with the Procurement regulation set out in the Equality Act 2010 (Statutory Duties) (Wales) Regulations 2011 Associated actions Deadline Proposed outcome Responsible Officer When procuring works, goods or April 2012 All procurement activities across the Simon Griffiths services, we will: organisation will comply with the • have due regard to whether it legislative requirements would be appropriate for the award criteria for that contract to include considerations to help meet the general duty • have due regard to whether it would be appropriate to stipulate conditions relating to the performance of the contract to help meet the three aims of the general duty

Equality Objectives – Communications, Marketing, Overview and Scrutiny

Equality Objective 29 To investigate potential adaptations to multi-functional devices (photocopiers) in public-facing services such as libraries, schools and internal offices. Adaptations could possibly include lowering the control panels to assist wheelchair users when photocopying, scanning and collecting documents Associated actions Deadline Proposed outcome Responsible Officer Research supplier modifications June 2012 Record of multi-functional devices and Anthony Evans their functionality in respect of accessibility

Consult with multi-functional device June 2012 Consultation resulting in cross Anthony Evans users in relation to requirements referencing of requirements versus functionality Write multi-functional device tender to July 2012 Tender document completed Anthony Evans include costs and availability of modifications for access In conjunction with multi-functional Ongoing from User requirements are met Anthony Evans device customers, identify and install March 2013 multi-functional device fleet with regard to access requirements

Equality Objective 30 Take appropriate action to ensure that the Swansea Leader is appropriately accessible to visually impaired people Associated actions Deadline Proposed outcome Responsible Officer Review current provision for visually June 2012 Establishes the situation in relation to Patrick Fletcher impaired people the issue

Research other local authorities on how June 2012 Identifies best practice Patrick Fletcher they provide services to visually impaired people in relation to their community newspaper

Research views of relevant local July 2012 Gain understanding of requirements of Patrick Fletcher organisations future service Review resource implications of report October 2012 Identifies resources and steps to be Patrick Fletcher and develop action plan taken in the light of reports

Sign-off action plan December 2012 Ensure commitment of the service to Patrick Fletcher

implementing a plan that is SMART Implement action plan, undertaking April 2014 Ensures successful delivery of the Patrick Fletcher annual reviews and amendments where equality objective within the timescale appropriate

Appendix 2 – Links to additional information

• Community Strategy http://www.swansea.gov.uk/index.cfm?articleid=11050

• Improvement Objectives http://www.swansea.gov.uk/index.cfm?articleid=155

• Health, Social Care and Well Being http://www.swansea.gov.uk/index.cfm?articleid=43776

• Social Inclusion http://www.swansea.gov.uk/index.cfm?articleid=1449

• Communities First http://www.swansea.gov.uk/index.cfm?articleid=14868

• Community Cohesion http://www.swansea.gov.uk/index.cfm?articleid=39978

• Children and Young People’s Plan http://www.cypswansea.co.uk/index.cfm?articleid=40568

• Local Development Plan http://www.swansea.gov.uk/index.cfm?articleid=28061

• Corporate Improvement Plan http://www.swansea.gov.uk/index.cfm?articleid=44680

• Welsh Language Scheme http://www.swansea.gov.uk/cymraeg

• Consultation and Engagement Strategy http://www.swansea.gov.uk/index.cfm?articleid=44893

Appendix 2: Equality Impact Assessment (EIA) Report This form should be completed for each Equality Impact Assessment on a new or existing function, a reduction or closure of service, any policy, procedure, strategy, plan or project which has been screened and found relevant to Equality and Diversity.

Please refer to the ‘Equality Impact Assessment Guidance’ while completing this form. If you would like further guidance please contact the Access to Services Team (see Guidance for details).

Where do you work? Service Area: Performance and Strategic Projects Directorate: Chief Executive

(a) This EIA is being completed for a…

Service/ Policy/ Function Procedure Project Strategy Plan Proposal

(b) Please name and describe below… The Strategic Equality Plan is required by the Equality Act 2010 (Welsh Regulations) and has to be published by April 2012. The Plan must: • set out the Council’s arrangements for achieving compliance with the Regulations • contain Equality Objectives, which are evidence-based and focused on outcomes and improvements for the community.

(c) It was initially screened for relevance to Equality and Diversity on…(dd/mm/yyyy)

(d) It was found to be relevant to… Age ...... Race ...... Disability ...... Religion or (non-)belief ...... Gender reassignment ...... Sex ...... Marriage & civil partnership ...... Sexual orientation...... Pregnancy and maternity ...... Welsh language......

(e) Lead Officer (f) Approved by Head of Service

Name: Sherill Hopkins/Kirsty Roderick Name: Jeremy Stephens

Job title: Policy Development Officer Date (dd/mm/yyyy): 24.8.11

Date (dd/mm/yyyy): 24.8.11

Section 1 – Aims (See guidance):

Briefly describe the aims of the function, service, policy, procedure, strategy, plan, proposal or project: What are the aims? • To ensure the Council meets its legislative requirements under the new Public Sector Equality Duty (Equality Act 2010). • To set Equality Objectives, which are evidence-based and focused on achieving positive outcomes for the community. • To demonstrate and further progress our commitment to the diversity agenda. Who has responsibility? Access to Services Team, Performance and Strategic Projects, Corporate Management Team, Chief Executive, Equality Member Champion, Leader. Who are the stakeholders? Everyone who lives in Swansea and utilises Council services, as well as visitors to the area. The Council has legislative duties as an employer as well as a service provider; therefore, the SEP is also of interest to staff.

Section 2 - Information about Service Users(See guidance): Please tick what information you know about your service users and provide details/

evidence of how this information is collected. Age ...... Race ...... Disability ...... Religion or (non-)belief ...... Gender reassignment ...... Sex ...... Marriage & civil partnership ...... Sexual orientation...... Pregnancy and maternity ...... Welsh language......

What information do you know about your service users and how is this information collected? In terms of the whole population of Swansea, the Council’s Research and Information Unit keep colleagues up to date with statistical/data updates and have developed equality profiles by ward areas to inform service areas. In addition, an evidence base has been developed to inform the SEP’s development – this has drawn together local information based on the key themes of ‘How Fair is Wales?’ a recent report published by the Equality and Human Rights Commission. The report is attached to this EIA as an appendix for information. Customer monitoring across the Council varies by department – many undertake profiling to inform their services, and where necessary these processes are being updated to reflect the legislative changes contained within the Equality Act 2010.

Any Actions Required? • Maintain data/evidence collection to expand current equality evidence base. • Work with Research and Information to increase knowledge and information on ‘new’ protected characteristics. • Support departments in updating their profiling questionnaires.

Section 3 - Impact on Protected Characteristics (See guidance): Please consider the possible impact on the different protected characteristics. This could be based on service user information, data, consultation and research or professional experience (e.g. comments and complaints).

Positive Negative Neutral Needs further investigation Age Disability

Gender reassignment Marriage & civil partnership Pregnancy and maternity Race Religion or (non-)belief Sex Sexual orientation Welsh language

Thinking about your answers above, please explain in detail why this is the case including details of any consultation (and/or other information), which has been undertaken to support your view? Due to the nature of the SEP, its whole focus is on the promotion of equality and elimination of discrimination. Therefore, its aim is to have a positive impact on all groups – particularly as we have a legal duty to set equality objectives for all protected characteristics. Equality objectives must also be evidence-based and focused on the achievement of real outcomes and results, so there is a real emphasis on making positive changes. The Welsh Language has been marked as ‘neutral’ as this is still dealt with somewhat separately via our Welsh Language Scheme; however joint working will be undertaken wherever possible. Any actions required (to mitigate adverse impact or to address identified gaps in knowledge) • Develop a robust review process for the SEP to ensure it is delivering on its commitments. • A similar process will be required for the Equality Objectives to ensure these are measured and amended/expanded when appropriate.

Section 4 - Other Impacts: Please consider how the initiative might address the following issues. You could base this on service user information, data, consultation and research or professional experience (e.g. comments and complaints). Foster good relations between Advance equality of opportunity different groups between different groups Elimination of discrimination, Reduction of social exclusion and harassment and victimisation poverty

(Please see guidance for definitions on the above) Please explain any possible impact on the above. The whole essence of equality legislation (and therefore the SEP) is to address these impacts and have a positive effect. The Plan will be developed with the help of our Equality Stakeholder Group and in collaboration with colleagues from across the Council.

What work have you already done to improve any of the above? • We have linked the SEP to key Council activities such as the Social Inclusion Unit’s work. • We are widening the membership of our Equality Stakeholder Group to ensure it is representative of both our communities and the protected characteristics covered by the legislation. • We have planned a series of engagement activities to ensure as many people as possible are given the opportunity to have their say on both the Plan and Equality Objectives.

• We have raised awareness of the new equality legislation across the Council via presentations to senior managers and departmental groups. Actions (to mitigate adverse impact or to address identified gaps in knowledge) • Develop an ongoing engagement plan for the Equality Stakeholder Group to ensure continued involvement of interested parties. • Continue to seek out opportunities for meeting individuals/groups/colleagues to ensure ongoing communication and opportunities for feedback.

Section 5 - Monitoring arrangements: Please explain the arrangements in place (or those which will be put in place) to monitor this function, service, policy, procedure, strategy, plan or project:

Monitoring arrangements: The Plan will be reviewed on an annual basis, involving colleagues from across the Council as well as members of the public/local community groups in the form of a stakeholder review panel. The Access to Services Team will monitor the Equality Objectives via each individual service area and continue to collect good practice examples to promote the positive work undertaken by departments.

Actions: • Develop full review procedure for implementation.

Section 6 – Outcomes: Having completed sections 1-5, please indicate which of the outcomes listed below applies to your initiative (refer to guidance for further information on this section).

Outcome 1: Continue the initiative… Outcome 2: Adjust the initiative… Outcome 3:Justify the initiative… Outcome 4: Stop and remove the initiative…

For outcome 3, detail the justification for proceeding here.

Section 7 - Publication arrangements: On completion, please follow this 3-step procedure:

1. Forward this EIA report and action plan to the Access to Services Team for feedback and approval – [email protected] 2. Make any necessary amendments/additions. 3. Provide the final version of this report to the team for publication, including email approval of the EIA from your Head of Service. The EIA will be published on the Council’s website - this is a legal requirement.

Action Plan:

Objective - What are we Who will be When will it be done Outcome - How will Progress going to do and why? responsible for by? we know we have seeing it is done? achieved our objective? Maintain data/evidence Access to Services Ongoing – as data Increased evidence collection to expand current Team becomes available it will base, with quality data equality evidence base be added to our and information across information all protected characteristics Work with Research and Access to Services Ongoing – as Increased evidence Information to increase Team information becomes base, with quality data knowledge and information available and information across on ‘new’ protected all protected characteristics characteristics Support departments in Access to Services 2012 Updated profiling updating their profiling Team questionnaires in use questionnaires where required Develop a robust review Access to Services 2012 Review process in process for the SEP to Team place and ensure it is delivering on its demonstrating commitments progress in a clear manner Develop a robust review Access to Services 2012 Review process in process for the Equality Team place and Objectives to ensure these demonstrating are measured and progress in a clear amended/expanded when manner appropriate Develop an ongoing Access to Services 2012 Engagement Plan engagement plan for the Team developed and Equality Stakeholder Group underway to ensure continued involvement of interested parties

Continue to seek out Access to Services Ongoing Increased membership opportunities for meeting Team of Equality individuals/groups/colleagues Stakeholder Group to ensure ongoing achieved and ongoing communication and dialogue with a range opportunities for feedback. of groups across all protected characteristics

* Please remember to be ‘SMART’ when completing your action plan.

Item No. 11 (1)

Report of the Cabinet Member for Education

Council – 15 March 2012

ADMISSION ARRANGEMENTS 2013-2014

Purpose: To Determine the Admission Arrangements for maintained schools for the academic year 2013/2014.

Policy Framework: The Admission Arrangements to Schools Policy

Reason for Decision: There is a duty on the LA to determine its admission arrangements annually.

Consultation: Education; Finance; Legal; all Headteachers and Governing Bodies including Voluntary Aided schools; neighbouring admission authorities; the Admissions Forum.

Recommendation(s): That Council approves: 1) The proposed Admission Arrangements for 2013/2014 as set out in Appendix A. 2) The Schedule of Events at Appendix B. 3) The Admission Numbers for primary and secondary schools be noted, as set out in Appendix C.

Report Author: Claire Abraham

Finance Officer: Ben Smith

Legal Officer: Stephanie Williams

1.0 Introduction

1.1 By virtue of Section 89 of the School Standards & Framework Act (1998) the Authority is responsible for determining the admission arrangements for County maintained schools. In accordance with the Education (Determinations of Admission Arrangements) (Wales) Regulations 2006 the Council has a duty to review the Admissions to Schools Policy and to consult Governing Bodies of voluntary aided schools on their admission arrangements.

1.2 The Welsh Government in July 2009 issued the School Admissions Code and the School Admission Appeals Code. The School Admissions Code applies to arrangements made for the 2013/2014 academic year and covers admissions to primary and secondary schools.

1.3 Copies of the proposed Admission Arrangements for Primary and Secondary Schools are attached at Appendix A.

1.4 The proposed Schedule of Events for the admission process is shown at Appendix B.

1.5 The Admission Numbers (ANs) for Primary and Secondary schools are shown at Appendix C.

2.0 Admission Limits

Primary

2.1 The capacity of each Primary school has been calculated using the Welsh Government formula and from this an Admission Number (AN) has been set. The Admission Numbers are shown in Appendix C.

All schools must admit up to their AN in the year of entry (ie, Reception in Infant and Primary schools and Year 3 in Junior schools). In the year of entry, and in all other year groups, a child will be refused a place by the LA once the AN is reached.

2.2 The School Standards and Framework Act 1998, Education (Infant Class Size) (Wales) Regulations 1998 and Education (Infant Class Size) (Wales) (Amendment) Regulations 2009, restricts infant class sizes to a maximum of 30 (ie, Reception, Year 1 and Year 2). Welsh Government has also introduced a recommended limit of 30 for KS2 class sizes.

Secondary

2.3 The Admission Numbers (ANs) shown at Appendix C are the limits for each year group.

2.4 Schools must not exceed their AN in the year of entry (Year 7 for secondary admissions or in any other year group).

2.5 Primary and Secondary

Even if parents living within the catchment area of a school apply for a place before the parental deadline, there is no guarantee of a catchment place if the AN has been reached.

3.0 Admissions Criteria

3.1 The Education (Admission of Looked After Children) (Wales) Regulations 2009 places a duty on admission authorities in Wales to admit children looked after by a local authority in Wales where an application for admission is made even if the AN has been reached. Should an admission authority wish to refuse an admission application then they must refer the matter to the Welsh Ministers within 7 days of receiving the application for decision. The decision of the Welsh Ministers is binding.

3.2 Pupils with a statement of Special Educational Needs do need to be included and accounted for when places are allocated and schools are informed of this.

3.3 Oversubscription

Where more applications are received for a particular school than places available, places will be awarded using the admissions criteria set out in the admission arrangements (see Appendix A).

3.4 Results of the Consultation

Primary: One response was received acknowledging and accepting the proposal.

Secondary: No comments were received.

4.0 Financial Implications

Whilst there are no immediate financial implications arising from this report, acceptance of this policy could result in additional expenditure at a future time. Acceptance of the policy does not mean that additional resources will be made available and it should be assumed that future spending needs will need to be contained within existing budget provision.

5.0 Legal Implications

Section 89 of the School Standards and Framework Act 1998 and Regulation 4 of the Education (Determination of Admission Arrangements) (Wales) Regulations 2006 require Admission Authorities to consult and determine school admission arrangements annually. The Regulations set requirements for consultation and determinations of admission arrangements. The Welsh Government has issued a guidance circular ‘Measuring the Capacity of Schools in Wales’, which sets out methodology for Local Authorities to follow when determining their admission arrangements. There is also a requirement to consider the guidelines contained in the Welsh Government School Admissions Code.

Background Papers: Education (Determination of Admission Arrangements) (Wales) Regulations 2006 Welsh Government (WG) guidance document ‘Measuring the Capacity of Schools in Wales’. School Admissions Code, School Admission Appeals Code. WG July 2009.

Appendices: Appendix A - Admission Arrangements 2013/2014 Appendix B - Schedules of Events 2013/2014 Appendix C - Admission Numbers (ANs)

Appendix A

ADMISSION ARRANGEMENTS 2013/2014 (Infant, Junior, Primary)

Initial Placement, Parental Preference and Transfer Requests

The Local Authority, the LA, is the admitting authority for all community schools in the area.

Admission to Infant, Junior and Primary Community Schools

Each child about to commence full time education or transfer between an infant and junior school will be invited to apply for a place at the catchment school maintained by the LA.

Parents can either apply on line or in writing for a place at the catchment school or express a preference for a placement at an alternative school. Requests for a preferred placement will be granted unless to do so would:

• prejudice the provision of efficient education or the efficient use of resources, and • for voluntary aided schools, be incompatible with the admission arrangement agreed between the Governing Body and the LA.

Those parents who express a preference on line or in writing for a place at any school will be given priority over those who have not.

(a) Admission Limits – Community Schools

All schools must admit up to their Admission Number in the year of entry (ie. Reception in Infant and Primary schools and Year 3 in the following Junior schools – Brynhyfryd and Clydach). In the year of entry a child will be refused a place once the Admission Number has been reached. Parents who are refused a place at the school must be given right of appeal.

The Admission Number applies to all year groups.

(b) Admission Criteria – Community Schools

If more applications have been received for any school than there are places available, the following order of priority will apply:

1. Children who are in the care of the Local Authority (LAC). 2. Children who live within the school’s defined catchment area. If there are more applications than places, the places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 3. Children who have a brother or sister attending the school at the date of their admission.** If there are more applications than places, the places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 4. For entry to a community junior school, children attending a designated partner infant school but who live outside the catchment area of that school. If there are more applications than places, the places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 5. Other children for whom a place has been requested for whom criteria 1 to 4 above do not apply. If there are more applications than places, the places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*

*The measurements will be taken from outside the entrance to the property (house or flat) to the nearest official school entrance. A computer programme is used when undertaking the measurement.

**A brother or sister will be defined as a natural or legally adopted child of either parent living at the same address. In any circumstances in which there is one place available and the next eligible children are twins/triplets then the LA will admit both/all children.

*Note that schools have a duty to admit children with a Statement of Special Educational Needs who have been placed in a school by the LA and these pupils are counted towards the number admitted up to the Admission Number unless they are placed in a Special Teaching Facility with planned places.

Requests for admission to voluntary aided schools will be determined by reference to admission criteria set by the Governing Body. (The Governing Bodies of Voluntary Aided Schools are responsible for determining their own admission arrangements).

Requests for children to transfer between schools at periods other than the normal transfer age will be determined by applying the above admission criteria.

The LA will not provide transport or make any contribution towards transport costs for children admitted from outside the school’s defined catchment area. However, if the catchment area school is full in the year group, transport will be provided to the next nearest school with room if that school is more than 2 miles from home.

(c) Admission Procedures – Community Schools

Parents will be asked to apply on line or in writing, for a place for their child at the catchment school or to state a preference for an alternative placement using the Admissions form.

Requests for admission will be granted provided there are places available. Where admission requests exceed the number of places available, as determined by the published Admission Number, applications will be allocated by applying the LA’s admission criteria.

Children attending the nursery class of a school will not have an automatic right of admission to full time education at the same school. Parents will need to apply for a place along with other applicants.

Although the LA permits pupils to start Reception full time at the start of the year in which they become five, the law does not require a child to start school until the start of term following the child’s fifth birthday. Therefore, if the parent of a Reception child wishes to defer entry until later in the school year a place must be allocated to this child and this place is not available to be offered to another child. Entry cannot however be deferred beyond the beginning of the term after the child’s fifth birthday nor beyond the academic year for which the original application was accepted.

Requests for admission to the relevant age group (i.e. the age group at which children are normally admitted to the school) submitted on or before the administrative closing date, Thursday 7th March, 2013 will be processed collectively and places allocated according to the above admission criteria. In this respect, no advantage shall be gained from the early submission of an admission request. Requests submitted after the closing date will be processed upon receipt.

Admissions will not be determined on the basis of selection criteria involving the sitting of tests, viewing of school reports, or interviewing pupils with or without parents for the purpose of assessing ability or aptitude.

Right of Appeal – Parents will be informed, in writing, as to whether their application has been successful. Where their application has been refused parents will be informed in writing that they have right of appeal to an Independent Appeal Panel. If they exercise that right, the appeal must be forwarded to the School and Governor Unit at the Civic Centre by Friday 24th May 2013. The appeal will be considered by an Independent Appeal Panel of 3 or 5 people comprising lay members, and persons with experience in education.

Please note: Because of the statutory class size maximum of 30, there are very restricted circumstances in which an appeal for a place in an Infant class (Reception, Year 1 and Year 2) can be successful.

Waiting Lists The LA will keep a waiting list of unsuccessful applicants ranked in order of priority according to the LA’s admission criteria. As places become available, these will be offered to parents who have requested that their child’s name be kept on such a list. The waiting list will only be kept until the Friday before the October half term. Parents wishing to be considered for a place for their child after this time will need to make a new application.

For admissions during the year, outside the admission round, names will be kept on a waiting list for 4 months. Parents wishing to be considered for a place for their child after this time will need to make a new application.

The LA will be under no duty to comply with preference expressed otherwise than in accordance with its arrangements.

NB The admissions criteria do not apply to pupils for whom the LA holds a statement of special educational needs although the rights of parents to be involved in the placement of their child are protected in law. The LA in consultation with parents and schools will determine the school at which education is to be provided. The LA reserves the right to name a school which is not the catchment area school.

ADMISSION ARRANGEMENTS 2013/2014 (Secondary)

Initial Placement, Parental Preference and Transfer Requests

The Local Authority, the LA, is the admitting authority for all community schools in the area.

Each child about to transfer from primary to secondary education will be invited to apply for a place at the catchment school maintained by the LA.

Parents can either apply on line or in writing for the catchment place or express a preference for a placement at an alternative school. Requests for a preferred placement will be granted unless to do so would:

• prejudice the provision of efficient education or the efficient use of resources, and

• for voluntary aided schools, be incompatible with the admission arrangement agreed between the Governing Body and the LA.

Those parents who express a preference on line or in writing for a place at any school will be given priority over those who have not.

(a) Admission Limits – Community Schools

Availability of places is determined by reference to the school’s Admission Number. Schools must admit up to the Admission Number in the year of entry and must not exceed this number.

The Admission Number applies to all year groups.

(b) Admission Criteria – Community Schools

If more applications have been received for any school than there are places available, the following order of priority will apply:

1. Children who are in the care of the Local Authority (LAC). 2. Children who live within the school’s defined catchment area. If there are more applications than places, places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 3. Children who have a brother or sister attending the school at the date of their admission**. If there are more applications than places, places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 4. Children attending a designated partner primary school but who live outside the catchment area of that school. If there are more applications than places, places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*. 5. Other children for whom criteria 1 to 4 above do not apply. If there are more applications than places, places will be allocated in distance order with those living nearest (shortest available walking route) receiving priority*.

*The measurement will be taken from outside the entrance to the property (house or flat) to the nearest official school entrance. A computer programme is used when undertaking the measurement.

** A brother or a sister will be defined as a natural or legally adopted child of either parent living at the same address. In any circumstances in which there is one place available and the next eligible children for that place are twins/triplets, the LEA will admit both/all children.

*Note that schools have a duty to admit children with a Statement of Special Educational Needs who have been placed in a school by the LA and these pupils are counted towards the number admitted up to the Admission Number unless they are placed in a Special Teaching Facility with planned places.

Requests for admission to voluntary aided schools will be determined by reference to admission criteria set by the Governing Body.

Requests for children to transfer between schools at periods other than the normal transfer age will be determined by applying the above admission criteria.

The LA will not provide transport or make any contribution towards transport costs for children admitted from outside the school’s defined catchment area. However, if the catchment area is full in the year group, transport will be provided to the next nearest school with room if that school is more than 3 miles walking distance from home.

(f) Admission Procedures – Community Schools

Parents will be asked to apply on line or in writing, for a place for their child at the catchment school or to state a preference for an alternative placement using the Admissions form.

For transfers at other times during the school year an admissions application form must be completed and returned either electronically or by post to the school and Governor Unit in the Civic Centre.

Requests for admission will be granted provided there are places available as determined by the published Admission Number.

Where admission requests exceed the number of places available, places will be allocated by applying the LA’s admission criteria.

Applications for admission to the relevant age group (i.e. the age group at which children are normally admitted to the school) submitted on or before the administrative closing date, 28 November 2012 will be processed collectively. In this respect, no advantage shall be gained from the early submission of an admission request. Requests submitted after the closing date will be processed upon receipt.

Admissions will not be determined on the basis of selection criteria involving the sitting of tests, viewing of school reports, or interviewing pupils with or without parents for the purpose of assessing ability or aptitude.

The LA will be under no duty to comply with preference expressed otherwise than in accordance with its arrangements.

Right of Appeal – Parents will be informed, in writing, as to whether their application has been successful. Where their application has been refused parents will be informed in writing that they have right of appeal to an Independent Appeal Panel. If they exercise that right, the appeal must be forwarded to the School and Governor Unit at Civic Centre by 22 March 2013. The appeal will be considered by an Independent Appeal Panel of 3 or 5 people comprising lay members, and persons with experience in education.

Waiting Lists The LA will keep a waiting list of unsuccessful applicants ranked in order of priority according to the LA’s admission criteria. As places become available, these will be offered to parents who have requested that their child’s name be kept on such a list. The waiting list will be kept open until the Friday before the October half term. Parents wishing to be considered after this time will need to make a new application.

NB The admissions criteria do not apply to pupils for whom the LA holds a statement of special educational needs although the rights of parents to be involved in the placement of their child are protected in law. The LA in consultation with parents and schools will determine the school at which education is to be provided. The LA reserves the right to name a school which is not the catchment area school.

Appendix B

SCHEDULE OF EVENTS FOR ADMISSION ARRANGEMENTS 2013/2014 PRIMARY SCHOOLS

7 December 2011 Issue of admission arrangements to schools for consultation.

13 January 2012 Return of responses to LA

14 January – 25 January 2012 Period to resolve queries

26 January 2012 Report of consultation to Corporate Briefing.

9 February 2012 Report of consultation to Cabinet

15 March 2012 Determination of Admission arrangements by Council

17 September – 27 September 2012 Distribution to schools of “Information for Parents”

28 September 2012 Schools issue to parents “Information for Parents” booklets

10 January 2013 Parents are invited to apply for a school place

10 January 2013 – 7 March 2013 A period of 8 weeks for parents to make their admission applications

7 March 2013 Parental deadline for parents to return forms to the School and Governor Unit, Civic Centre

8 March 2013 – 25 April 2013 LA process requests

26 April 2013 LA notifies applicants

EASTER HOLIDAY 29 March – 12 April 2013 24 May 2013 Date by which parents lodge appeal

SCHEDULE OF EVENTS FOR ADMISSION ARRANGEMENTS 2013/2014 SECONDARY SCHOOLS

7 December 2011 Issue of admission arrangements to schools for consultation.

13 January 2012 Return of responses to LA

14 January – 25 February 2012 Period to resolve queries

26 January 2012 Report of consultation to Corporate Briefing.

9 February 2012 Report of consultation to Cabinet.

15 March 2012 Determination of Admission arrangements by Council.

17 September – 27 September 2012 Distribution to schools of “Information for Parents”.

28 September 2012 Schools issue to parents “Information for Parents” booklets.

28 September 2012 Parents are invited to apply for a school place.

28 September – 28 November 2012 A period of 8 weeks for parents to make their admission applications.

28 November 2012 Parental deadline for parents to return forms to the School & Governor Unit.

8 February 2013 Applicants notified.

HALF TERM HOLIDAY 11 – 15 February 2013 22 March 2013 Date by which parents lodge an appeal.

Appendix C

CITY AND COUNTY OF SWANSEA PRIMARY SCHOOLS

ADMISSION NUMBERS 2013/2014

Birchgrove Primary 60 Bishopston Primary 38 Blaenymaes Primary 34 Burlais Primary* 84 Brynhyfryd Infant 60 Brynhyfryd Junior 60 Brynmill Primary 45 Cadle Primary 48 Casllwchwr Primary 30 Christchurch Primary 13 Cila Primary 17 Clase Primary 38 Clwyd Primary 37 Clydach Primary 43 Craigcefnparc Primary 15 Craigfelen Primary 21 Crwys Primary 24 Cwm Glas Primary 40 Cwmrhydyceirw Primary 60 Danygraig Primary 40 Dunvant Primary 60 Gendros Primary 43 Glais Primary 15 Glyncollen Primary 30 Gors Primary 51 Gorseinon Primary 50 Gowerton Primary 57 Grange Primary 30 Gwyrosydd Primary 62 Hafod Primary 30 Hendrefoilan Primary 30 Knelston Primary 19 Llangyfelach Primary 29 Llanrhidian Primary 18 Mayals Primary 30 Morriston Primary 30 Newton Primary 28 Oystermouth Primary 30 Parkland Primary 60 Penclawdd Primary 30 Pengelli Primary 15 Penllergaer Primary 40 Pennard Primary 30 Pentrechwyth Primary 19 Pentre’r Graig Primary 57 Penyfro Primary 30 Penyrheol Primary 45 Plasmarl Primary 34 Pontarddulais Primary 54 Pontlliw Primary 26 Pontybrenin Primary 45 Portmead Primary 32 Sea View Primary 19 Sketty Primary 60 St. Helen’s Primary 30 St. Thomas Primary 51 St. David’s Primary 30 St. Illtyd’s Primary 30 St. Joseph’s Cathedral Pri 60 St. Joseph’s Primary 30 Talycopa Primary 28 Terrace Road Primary 47 Townhill Primary 60 Trallwn Primary 36 Tre Uchaf Primary 30 Waun Wen Primary 28 Waunarlwydd Primary 42 Whitestone Primary 27 Ynystawe Primary 24 Y.G.G. Bryniago 31 Y.G.G. Brynymor 37 Y.G.G. @ Cwm site 23 Y.G.G. Felindre 9 Y.G.G. Gellionnen 43 Y.G.G. Llwynderw 45 Y.G.G. Lon Las 67 Y G G. Pontybrenin 58 Y.G.G. Tan Y Lan 15 Y.G.G. Tirdeunaw 57 Y.G.G. Y Login Fach 30 *Burlais Primary School is the new school serving the catchment area previously held by Cwmbwrla & Manselton Primary Schools.

CITY AND COUNTY OF SWANSEA SECONDARY SCHOOLS

ADMISSION NUMBERS 2013/2014

Birchgrove 163 Bishop Gore 218 Bishop Vaughan 203 Bishopston 218 Cefn Hengoed 171 Dylan Thomas 127 Gowerton 213 Morriston 211 Olchfa (11 to 16) 275 Olchfa (6th Form) 250 Pentrehafod 225 Penyrheol 208 Pontarddulais 160 Y G Bryntawe 179 Y G Gwyr 149

Item No. 12 (1)

Report of the Cabinet Member for Housing

Council – 15 March 2012

INTRODUCTORY TENANCIES

Purpose: To report the findings of a consultation exercise with tenants regarding their views on Introductory Tenancies and to recommend their adoption.

Policy Framework: The Authority’s Tenancy Management Policy (1997)

Reason for Decision: To endorse the adoption of Introductory Tenancies for all new Council Tenancies

Consultation: Legal, Finance & Council Tenants of the City & County of Swansea

Recommendation(s): That Introductory Tenancies are adopted for all new Council tenancies and that the Housing Allocations Policy is changed to reflect this.

Report Author: Peter Williams

Finance Officer: Kim Lawrence

Legal Officer: Sandie Richards

1. Introduction

1.1 Under Section 124(1) of the Housing Act 1996, Local Housing Authorities were given powers to elect to operate an Introductory Tenancy Scheme. The Introductory Tenancy is adopted for a set period of 12 months and during this time, tenants have fewer rights than secure tenants and can be evicted more easily. Compared to tenants with secure tenancies, tenants with an introductory tenancy have:-

• no security of tenure afforded by a secure tenancy;

• no right to assign (unless part of a divorce or separation settlement);

• no right to transfer; • no right to take in lodgers;

• no right to make improvements (tenant can improve their property but if they move out during their probationary period, they have no right to compensation);

• no right to buy (although their probationary time does count for discount purposes if their tenancy becomes secure after the probation period has been completed);

• no right to vote prior to transfer to a new landlord.

. 1.3 The Introductory Tenancy automatically becomes a Secure Tenancy on the anniversary of the date the tenancy started. However, if there are any breaches of the tenancy conditions during the introductory period, the landlord can decide to end the tenancy by serving a Notice of Proceedings and applying to the County Court for an immediate possession order.

1.4 If Introductory Tenancies were adopted by the Authority, all new tenancies would be introductory. There are specific statutory exemptions regarding properties occupied by resident employees for the purposes of employment, or those occupied by homeless persons on a temporary basis. Introductory Tenancies would not apply to existing tenants who are transferring from one Council property to another. Introductory Tenancies cannot be granted retrospectively to existing secure tenancies.

1.5 The 12 month introductory period can be extended once by 6 months provided that the Authority serves a notice of extension on the tenants at least 8 weeks before the original expiry date with reasons given as to why it is being extended.

1.6 Introductory Tenancies, like secure tenancies can only be terminated by obtaining a court order. However, unlike secure tenancies, the court must make an order for possession provided that the correct procedures have been adhered to by the landlord. These procedures include the service of a notice of proceedings setting out full reasons for the decision to take proceedings. If Introductory Tenancies are adopted by the Council, then these procedures will also need to set out that proceedings will only be taken where there has been a clear breach of the tenancy conditions.

1.7 The reasons must be lawful and they must not be irrational or in bad faith. Following receipt of the notice the tenant is entitled to request a review of the decision. The review must be undertaken by a person who was not involved in the decision to apply for an order of possession and the decision must be given in writing.

1.8 If Introductory Tenancies were adopted, minor changes would need to be made to the Authority’s Housing Allocations Policy to reflect the fact that Introductory Tenancies would be given to all new tenants. A new Tenancy Agreement would need to be developed for new tenants.

2. The Case for Adopting Introductory Tenancies

2.1 Since Introductory Tenancies have been available, the case for this Council to adopt them has been regularly reviewed. Until relatively recently, the evidence of their effectiveness from those authorities who had chosen to use them was mixed and no clear cut case for their introduction emerged.

2.2 In addition, there have been a number of high profile legal challenges to the concept of Introductory Tenancies in the Supreme Court and the European Court on the grounds that they might contravene parts of the Human Rights Act.

2.3 However, most Welsh authorities now use Introductory Tenancies and recent feedback from them has been more positive than in previous years. In addition, whilst the concept of Introductory Tenancies continues to be challenged in the Courts from time to time, all the major legal challenges so far have been unsuccessful and organisations such as the Ombudsman Service now have an expectation that Authorities should be using Introductory Tenancies.

2.5 Given these recent developments, it is now appropriate for the authority to formally consider whether to adopt them.

3. Consultation Exercise

3.1 ‘Best practice’ issued by the Welsh Government states that a consultation exercise involving tenants and other key stakeholders should be undertaken before an Authority formally considers whether to adopt Introductory Tenancies.

3.2 The latest edition of the tenant’s magazine ‘Open House’ invited all tenants to comment on the proposal for the Authority to adopt Introductory Tenancies for all new tenants in future. The level of response to this consultation exercise was low, with only two comments being received (one in favour and one against). Given this low response, it has been assumed that most tenants are either content with the proposal or have no strong views about it. The low response rate can also be partly attributed to the fact that the proposals do not directly affect current tenants.

4. Financial Implications

4.1 The cost of implementing Introductory Tenancies will be met from existing budgets.

5. Legal Implications

5.1 Part V of the Housing Act 1996 confers upon Local Authorities the discretion to grant introductory tenancies to all new Local Authority tenants if they would otherwise be a secure tenancy subject to the exemptions referred to in paragraph 1.4 above.

5.2 Recent case law has indicated that Introductory Tenancy regimes are compatible with current Human Rights legislation.

5.3 Advice has been sought from Legal Services on the process and procedures required to run a successful Introductory Tenancy Scheme.

5.4 Local Authorities can revoke the scheme at any time without prejudice to re-establish a new scheme in future. In the event that this occurs all introductory tenants would become secure tenants.

5.5 The Housing Act 1985 requires the Local Authority to consult its tenants when implementing any changes to housing management which affect all or a group of tenants.

6. Conclusion

6.1 The case for adopting Introductory Tencies is now more compelling than in previous years (as highlighted in paragraph 2 of this report) and the conclusion is that the required preparatory work is undertaken to adopt Introductory Tenancies, with a view to introducing them for new tenants by mid 2012.

Background Papers: The Use of Introductory & Starter Tenancies (Welsh Assembly Government 2004)

Appendices: None.

Item No. 13 (1)

Report of the Chief Executive

Council – 15 March 2012

2013 REVIEW OF PARLIAMENTARY CONSTITUENCIES IN WALES – RESPONSE TO INITIAL PROPOSALS

Purpose: To outline the responses received from the Councillors Drop In Session of 15 February 2012 and the Councillors Forum of 20 February 2012 and propose that they form the Authority’s formal response to the Boundary Commission for Wales.

Policy Framework: None.

Reason for Decision: To enable the Authority’s response to the 2013 Review Of Parliamentary Constituencies in Wales – Response to Initial Proposals which closes on 3 April 2012. Consultation: Councillors, Legal and Finance.

Recommendation(s): It is recommended that the response outlined in paragraph 3 be used as the Authority’s response to the Boundary Commission for Wales

Report Author: Huw G Evans

Finance Officer: Carl Billingsley

Legal Officer: Rod Jones

1. Introduction

1.1 The Boundary Commission for Wales forwarded the “2013 Review of Parliamentary Constituencies in Wales – Initial Proposals” document to the Authority on 10 January 2012. This document was circulated to all of the Libraries within the City and County of Swansea and a web link forwarded to all Councillors.

1.2 The consultation being 11 January to 4 April 2012. During this period a Councillors Drop In Session was arranged for 15 February 2012 and a Councillors Forum arranged for 20 February 2012. Both of which were designed to inform Councillors of the proposals and to coordinate any comments that they may have which would form the Authority’s formal response.

2. Initial Proposals

2.1 The proposals are to cut the number of Welsh MP’s from 40 to 30 and to establish each Constituency Boundary within +/- 5% of the UK Electoral Quota. The 2013 UK Electoral Quota is 76,641. therefore a Constituency would have to be: a) No less than 95% of the UKEQ (72,810); b) No more than 105% of the UKEQ (80,473).

2.3 The Electoral Divisions within Swansea would be placed within the following Constituencies: a) Gower & Swansea West (77,453 Electors)

Electoral Divisions – Gower Constituency Currently Bishopston Gowerton Newton Pennard Fairwood Kingsbridge Oystermouth Upper Loughor Gower Lower Loughor Penclawdd West Cross

Electoral Divisions – Swansea West Constituency Currently Dunvant Killay South Sketty Uplands Killay North Mayals Townhill - b) Llanelli (76,970 Electors)

Electoral Divisions – Gower Constituency Currently Gorseinon Penllergaer Penyrheol Pontarddulais Llangyfelach - - - c) Neath (76,747 Electors)

Electoral Divisions – Gower Constituency Currently Clydach Mawr - -

Electoral Divisions – Swansea West Constituency Currently Llansamlet (Community of Birchgrove) Only d) Swansea East (76,637 Electors)

Electoral Divisions – Swansea East Constituency Currently Bonymaen Landore Morriston Penderry Cwmbwrla Llansamlet *1 Mynyddbach St. Thomas *1 Llansamlet (Community of Llansamlet) Only

Electoral Divisions – Swansea West Constituency Currently Castle Cockett - -

3. Proposed Response of the Authority in relation to the 2013 Review

3.1 The Authority has no comment to make with regard to the “2013 Review of Parliamentary Constituencies in Wales – Initial Proposals” document; however it would like to comment on the process of Boundary Reviews.

3.2 The Parliamentary Boundary Commissions in Wales and the Local Government Boundary Commission for Wales routinely conduct reviews of Parliamentary, Local Government and Community boundary reviews. Unfortunately these reviews are conduct as separate reviews, which in turn potentially cause delays and confusion to members of the public.

3.3 This Authority suggests that in future any boundary reviews conducted in Wales should be carried out simultaneously.

4. Financial Implications

4.1 None.

5. Legal Implications

5.1 None.

Background Papers: None

Appendices: None

Item No. 13 (2)

Report of the Chief Executive

Council – 15 March 2012

PAY POLICY 2012-2013

Purpose: To seek Council approval of the Pay Policy 2012-2013

Policy Framework: None

Reason for Decision: To comply with the Localism Act 2011.

Consultation: Human Resources, Legal and Finance.

Recommendation: That Council adopt the Policy.

Report Author: Steve Rees

Finance Officer: Mike Trubey

Legal Officer: Patrick Arran

1. Background

1.1 The Localism Act 2011 requires the Authority to prepare a pay policy statement which articulates its policy towards a range of issues relating to the pay of its workforce, particularly senior staff and the lowest paid employees.

1.2 The statement must be:

• prepared each financial year, beginning with 2012-2013 • approved by Full Council, • published on relevant authorities websites • the first statement must be prepared and approved before the end of March 2012

2. Pay Policy

2.1 The Policy has been drafted in accordance with the Welsh Government Guidance issued in January 2012 and as appended as Appendix 1.

2.2 The Policy will be reviewed each year and brought before Council for approval.

3. Financial implications The costs arising from the Council’s pay policy statement are reflected in the approved 2012-2013 budget.

4. Legal Implications All of the legal implications have been set out in the Policy.

Background Papers: None

Appendices: Pay Policy 2012-2013.

Appendix 1

CITY & COUNTY OF SWANSEA PAY POLICY 2012/13

1. INTRODUCTION AND PURPOSE

1.1 Under Section 112 of the Local Government Act 1972 the Council has ‘the power Section to appoint officers on such reasonable terms and conditions as the Authority thinks fit’. This Pay Policy statement sets out the Council’s approach to Pay Policy in accordance with the requirements of 38 (1) of the Localism Act 2011 which requires English and Welsh Local Authorities to produce and publish a Pay Policy Statement for 2012/3 and for each financial year after that, detailing:

a) The Authority’s Policies towards all aspects and elements of the remuneration of Chief Officers b) Their approach to the publication of and access to information relating to all aspects of the remuneration of Chief Officers c) The Authority’s Policies towards the remuneration of its lowest paid employees (including the definition adopted and reasons for it) d) The relationship between the remuneration of its Chief Officers and other employees.

1.2 Local Authorities are large complex organisations with multi-million pound budgets. They have a very wide range of functions and provide and/or commission a wide range of essential services. The general approach to remuneration levels may therefore differ from one group of employees to another to reflect specific circumstances at a local, Welsh or UK national level. It will also need to be flexible when required to address a variety of changing circumstances whether foreseeable or not.

1.3 The global economic crisis and the reduction in budgets during the current Comprehensive Spending Review (CSR) period has necessitated councils going through unprecedented and painful cuts in jobs and services in response. This process has avoided some of the potential financial difficulties for councils but has been essentially reactive, and will require ongoing strategic review going forward.

1.4 Once approved by the full Council as required by the legislation, this policy statement will come into immediate effect and will be subject to review on a minimum of an annual basis in accordance with the relevant legislation prevailing at that time.

2. LEGISLATIVE FRAMEWORK

2.1 In determining the pay and remuneration of all of its employees, the Council will comply with all relevant employment legislation. This includes the

a) Equality Act 2010 b) Part Time Employment (Prevention of Less Favourable Treatment) Regulations 2000 c) Agency Workers Regulations 2010 and where relevant, the d) Transfer of Undertakings (Protection of Earnings) Regulations

2.2 With regard to the Equal Pay requirements contained within the Equality Act, the Council is currently working to ensure that there is no pay discrimination within its pay structures and that all pay differentials can be objectively justified through the use of equality proofed Job Evaluation mechanism which directly relate salaries to the requirements, demands and responsibilities of the role.

3. SCOPE OF THE PAY POLICY

3.1 The Localism Act 2011 requires Authorities to develop and make public their Pay Policy on all aspects of Chief Officer Remuneration (including on ceasing to hold office), and that pertaining to the ‘lowest paid’ in the Authority, explaining their Policy on the relationship between remuneration for Chief Officers and other groups. However, in the interests of transparency and accountability the Council has chosen to take a broader approach and produce a Policy covering all employee groups with the exception of School Teachers (as the remuneration for this latter group is set by the Secretary of State and therefore not in Local Authority control).

3.2 Nothing within the provisions of the Localism Act 20111 detract from the Council’s autonomy in making decisions on pay that are appropriate to local circumstances and which deliver value for money for local tax payers. However, this Policy will be complied with in setting remuneration levels for all groups within its scope.

4. BROAD PRINCIPLES OF OUR PAY STRATEGY

4.1 Transparency, accountability and value for money

4.1.1 The Council is committed to an open and transparent approach to pay policy which will enable the tax payer to access, understand and assess information on remuneration levels across all groups of council employees. To this end the following are provided as Appendices to this policy:-

i) Employee Pay Scales (Appendix A) ii) Chief Officer Pay Scales (Appendix B) iii) Soulbury Pay Scale (Appendix C) iv) JNC Chief Officer Terms and Conditions (available from Human Resources) v) JNC Employment Rules (http://www.swansea.gov.uk/index.cfm?articleid=1758?Lang=eng ) iii) Policy on Redundancy and Severance Payments (including additional pension payments) http://www.swansea.gov.uk/index.cfm?articleid=903

4.2 Development of Pay and Reward Strategy

4.2.1 The primary aim of a reward strategy is to attract, retain and motivate suitably skilled staff so that the Authority can perform at its best. The biggest challenge for the Council in the current circumstances is to maximise productivity and efficiency within current resources. Pay Policy then is a matter of striking a sometimes difficult balance between setting remuneration levels at appropriate levels to facilitate a sufficient supply of appropriately skilled individuals to fill the Authority’s very wide range of posts, and ensuring that the burden on the taxpayer does not become greater than can be fully and objectively justified.

4.2.2 In this context it does need to be recognised that at the more senior grades in particular remuneration levels need to enable the attraction of a suitably wide pool of talent (which will ideally include people from the private as well as public sector and from outside as well as within Wales), and the retention of suitably skilled and qualified individuals once in post. It must be recognised that the Council will often be seeking to recruit in competition with other good public and private sector employers.

4.2.3 In addition, the Council is the major employer in the area. As such we must have regard to our role in improving the economic well-being of the people of the City & County. The availability of good quality employment on reasonable terms and conditions and fair rates of pay has a beneficial impact on the quality of life in the community as well as on the local economy. The Council also has a role in setting a benchmark example on pay and conditions to other employers in the area for the same reasons.

4.2.4 In designing, developing and reviewing Pay and Reward Strategy, the Council will seek to balance these factors appropriately to maximise outcomes for the organisation and the community it serves, while managing pay costs appropriately and maintaining sufficient flexibility to meet future needs. This Pay Policy will be reviewed an annual basis in line with our strategy for pay and approved annually by the Full Council.

4.3 Pay Structure - Pay Spine

4.3.1 The Council uses the nationally negotiated pay spine as the basis for its grading structure. This determines the salaries of the larger majority of the non-teaching workforce, together with the use of other nationally defined rates where relevant. There have been no increases in the national pay spine since 2009 (See Appendix A).

4.3.2 All other pay related allowances are the subject of either nationally or locally negotiated rates, having been determined from time to time in accordance with collective bargaining machinery and/or as determined by Council Policy.

4.3.3 New appointments will normally be made at the minimum of the relevant grade, although this can be varied where necessary to secure the best candidate.

4.4 Job Evaluation

4.4.1 Job evaluation is a systematic way of determining the value/worth of a job in relation to other jobs within an organisation. It aims to make a systematic comparison between jobs to assess their relative worth for the purpose of establishing a rational pay structure and pay equity between jobs.

4.4.2 The Council is currently working towards achieving Single Status for all staff in terms of Pay & Grading and Terms & Conditions. The aim is to achieve this in the first half of 2012/13. The concept of equality is central to this work and our Equality Impact Assessment (EIA) process is being utilised throughout. It has already informed the Council’s negotiating position in relation to a number of Terms and Conditions. The Council is also engaging Northgate to assist us to carry out an EIA in respect of our proposed pay model.

4.5 Chief Officer Job Evaluation

4.5.1 Director and Head of Service level posts were job evaluated in 2009 using the GLEA Job Evaluation Scheme for Chief Officers in Local Government (1993). The exercise was undertaken by the Pay & Grading Team and the Head of HR & OD. Corporate Management Team then determined and agreed a new pay structure. Appeals were heard by an independent expert and a Principal Pay & Grading Officer.

4.6 Market Supplements

4.6.1 Job evaluation will enable the council to set appropriate remuneration levels based on internal job size relativities within the council. However, from time to time it may be necessary to take account of the external pay market in order to attract and retain employees with particular experience, skills and capacity.

4.6.2 Therefore, the Council will draft a Market Supplements Policy to ensure that the requirement for such is objectively justified by reference to clear and transparent evidence of relevant market comparators, using appropriate data sources available from within and outside the local government sector. It is the Council’s policy that any such additional payments be kept to a minimum and be reviewed on a regular basis so that they can be withdrawn where no longer considered necessary.

4.7 Honoraria

4.7.1 There may be occasions when an employee is asked to carry out additional duties to those of their substantive post for a period of time. In such circumstances an additional payment may be made in line with the Council’s policy on Payment of Honoraria. The Policy is currently in draft form.

4.8 Pay and Performance

4.8.1 The Council expects high levels of performance from all employees and has an Annual Appraisal Scheme in place to monitor, evaluate and manage performance on an ongoing basis.

For Chief Officers, the annual increment (if not already at top of scale) is only awarded once the Annual Appraisal has been deemed as satisfactory.

5. CHIEF OFFICER REMUNERATION

5.1 Definitions of Chief Officer & Pay Levels

5.1.1 For the purposes of this statement, ‘Chief Officers’ are as defined within S43 of the Localism Act. The posts falling within the statutory definition of S43 of the Localism Act are set out below: (details of the salary of each are included at Appendix B):

a) Chief Executive b) Corporate Directors c) Heads of Service

5.1.2 No bonus or performance related pay mechanism is applicable to Chief Officers’ pay; although the annual increment (if not already at top of scale) is only awarded once the Annual Appraisal has been deemed as satisfactory.

5.1.3 In respect of the nationally agreed JNC Pay Award for the Chief Executive’s salary, half is afforded automatically with the other half subject to the performance rating at the Annual Performance Appraisal. It should be noted that there has been no JNC national Pay Award since 2008 and that the current Chief Executive has been appointed on a spot salary of £140,000 p.a.

5.2 Recruitment of Chief Officers

5.2.1 The Council’s Policy and Procedures with regard to recruitment of Chief Officers is contained within the Officer Employment Procedure Rules as set out in Part 4 of the Constitution. The determination of the remuneration to be offered to any newly appointed Chief Officer will be in accordance with the pay structure and relevant policies in place at the time of recruitment.

5.2.2 Where the Council remains unable to recruit Chief Officers under a contract of service, or there is a need for interim support to provide cover for a vacant substantive Chief Officer post, the Council will, where necessary, consider and utilise engaging individuals under ‘contracts for service’. These will be sourced through a relevant procurement process ensuring the Council is able to demonstrate the maximum value for money benefits from competition in securing the relevant service. The Council does not currently have any Chief Officers engaged under such arrangements.

5.3 Additions to Salary of Chief Officers

5.3.1 The Council does not apply any bonuses or performance related pay to its Chief Officers. However, the annual increment (if not already at top of scale) is only awarded once the annual appraisal has been deemed as satisfactory.

5.3.2 The Council does pay all reasonable travel and subsistence expenses on production of receipts and in accordance with JNC conditions and other local conditions.

5.3.3 The cost of membership of one professional body is met by the Authority (currently under review as part of the review of terms & conditions).

5.3.4 The Chief Executive’s salary and Job Description include his role as Returning Officer for Local Government Elections. All other Elections and referenda are not and are covered by the JNC Terms and Conditions of Employment.

5.4 Payments on Termination

5.4.1 The Council’s approach to statutory and discretionary payments on termination of employment of Chief Officers (and all other employees), prior to reaching normal retirement age, is set out within its Early Retirement & Redundancy Policy in accordance with Regulations 5 and 6 of the Local Government (Early Termination of Employment) (Discretionary Compensation) Regulations 2006. This is in respect of a redundancy payment being based on actual weekly earnings (Regulation 5) and when an enhanced redundancy payment of up to 45 weeks pay would be granted (Regulation 6). Regulations 12 and 13 of the Local Government Pension Scheme (Benefits, Membership and Contribution) Regulations 2007 do not apply as the Authority does not increase the total membership of active members (Regulation 12) or award additional pension (Regulation 13).

5.4.2 Any other payments falling outside the provisions or the relevant periods of contractual notice shall be subject to a formal decision made by the Chief Executive and Leader of the Council or relevant Elected Members, Committee or Panel of Elected Members with delegated authority to approve such payments.

6. PUBLICATION

6.1 Upon approval by the full Council, this statement will be published on the Council’s Website. In addition, for posts where the full time equivalent salary is at least £60,000, as required under the Accounts and Audit (Wales) (Amendment) Regulations 2010, the Councils Annual Statement of Accounts will include a note setting out the total amount of:

a) salary, fees or allowances paid to or receivable by the person in the current and previous year; b) any bonuses so paid or receivable by the person in the current and previous year; c) any sums payable by way of expenses allowance that are chargeable to UK income tax; d) any compensation for loss of employment and any other payments connected with termination; e) any benefits received that do not fall within the above

7. PAY RELATIVITIES WITHIN THE AUTHORITY

7.1 The lowest paid persons employed under a Contract of Employment with the Council are employed on full time [37 hours] equivalent salaries in accordance with the minimum spinal column point currently in use within the Council’s grading structure. As at 1st April 2012, this is £12,145 per annum. The Council employs Apprentices [and other such Trainees] who are not included within the definition of ‘lowest paid employees’ as they are not employed under Contracts of Employment.

7.2 The relationship between the rate of pay for the lowest paid and Chief Officers is determined by the processes used for determining pay and grading structures as set out earlier in this Policy Statement.

7.3 The statutory guidance under the Localism Act recommends the use of pay multiples as a means of measuring the relationship between pay rates across the workforce and that of senior managers, as included within the Hutton ‘Review of Fair Pay in the Public Sector’ (2010). The Hutton Report was asked by Government to explore the case for a fixed limit on dispersion of pay through a requirement that no public sector manager can earn more than 20 times the lowest paid person in the organisation. The report concluded that the relationship to median earnings was a more relevant measure and the Government’s Code of Recommended Practice on Data Transparency recommends the publication of the ratio between highest paid salary and the median average salary of the whole of the Authority’s workforce.

7.4 The current pay levels within the Council define the multiple between the lowest paid (full time equivalent) employee and the Chief Executive as 1:12 and; between the lowest paid employee and average Chief Officer as 1:7. The multiple between the mean (average) full time equivalent earnings and the Chief Executive is 1:8 and; between the mean (average) full time equivalent earnings and average Chief Officer is 1:4. The Council is unable to provide the median ratios at this time but will do so in due course.

7.5 As part of its overall and ongoing monitoring of alignment with external pay markets, both within and outside the sector, the Council will use available benchmark information as appropriate.

8. ACCOUNTABILITY AND DECISION MAKING

8.1 In accordance with the Constitution of the Council, the Cabinet is responsible for decision making in relation to the recruitment, pay, terms and conditions and severance arrangements in relation to employees of the Council.

9. RE-EMPLOYMENT

9.1 No Chief Officer who was previously made redundant or granted early retirement from the Council will be later re-employed or re-engaged either as an employee (Contract of Service), as a Consultant (Contract for Service) or through an external contractor commissioned to work on behalf of the Council.

10. REVIEWING THE POLICY

10.1 This Policy outlines the current position in respect of pay and reward within the Council and it will be reviewed over the next year to ensure that it meets the principles of fairness, equality, accountability and value for money for citizens of Swansea. The Policy will be reviewed annually and reported to Council.

APPENDIX A

PAY SCALES FOR NJC EMPLOYEES.

NJC GRADE SCP ANNUAL SALARY 4 £12,145 5 £12,312 6 £12,489 Scale 1 7 £12,787 8 £13,189 9 £13,589 10 £13,874 11 £14,733 Scale 2 11 £14,733 12 £15,039 13 £15,444 Scale 3 14 £15,725 15 £16,054 16 £16,440 17 £16,830 Scale 4 18 £17,161 19 £17,802 20 £18,453 21 £19,126 Scale 5 22 £19,621 23 £20,198 24 £20,585 25 £21,519 Scale 6 26 £22,221 27 £22,985 28 £23,708 SO1 29 £24,646 30 £25,472 31 £26,276 SO2 32 £27,052 33 £27,849 34 £28,636 PO RANGE 35 £29,236 36 £30,011 37 £30,851 38 £31,754 39 £32,800 40 £33,661 41 £34,549 42 £35,430 43 £36,313 44 £37,206 45 £38,042 46 £38,961 47 £39,855 48 £40,741 49 £41,616 50 £42,522 51 £43,413 52 £44,313 53 £45,237 54 £46,179 55 £47,412 APPENDIX B

CHIEF OFFICERS PAY SCALES

CHIEF EXECUTIVE PAY RANGE

£145,508 to £155,901*

(*Current Chief Executive appointed on a fixed term at £140,000)

DIRECTORS’ PAY SCALES £95,000 to £110,000

Point 1 Point 2 Point 3 Point 4 Point 5 Point 6 Point 7

£95,000 £97,500 £100,000 £102,500 £105,000 £107,500 £110,000

HEADS OF SERVICE BAND 1 ‐ £65,000 to £80,000

Point 1 Point 2 Point 3 Point 4 Point 5 Point 6 Point 7

£65,000 £67,500 £70,000 £72,500 £75,000 £77,500 £80,000

HEADS OF SERVICE BAND 2 ‐ £55,000 to £70,000

Point 1 Point 2 Point 3 Point 4 Point 5 Point 6 Point 7

£55,000 £57,500 £60,000 £62,500 £65,000 £67,500 £70,000

HEADS OF SERVICE BAND 3 ‐ £50,000 to £60,000

Point 1 Point 2 Point 3 Point 4 Point 5

£50,000 £52,500 £55,000 £57,500 £60,000

APPENDIX C

SOULBURY PAY SCALES

EDUCATIONAL PSYCHOLOGISTS ‐ SCALE A SPINE POINT SALARY FROM 01.09.2009 1. £33,934 2. £35,656 3. £37,378 4. £39,100 5. £40,822 6. £42,544 7. £44,165 8. £45,786 9. £47,305 10. £48,825 11. £50,243 NOTES: 1. Salary scales to consist of six consecutive points, based on the duties and responsibilities attaching to posts and the need to recruit, retain and motivate staff. 2. Extension to scale to accommodate structured professional assessment points.

SENIOR & PRINCIPAL EDUCATIONAL PSYCHOLOGISTS ‐ SCALE B SPINE POINT SALARY FROM 01.09.2009 1. £42,544 2. £44,165 3. £45,786 4. £47,305 5. £48,825 6. £50,243 7. £50,825 8. £51,912 9. £52,989 10. £54,085 11. £55,159 12. £56,255 13. £57,370 14. £58,447 15. £59,575 16. £60,693 17. £61,618 18. £62,942 Notes: 1. Salary scales to consist of not more than four consecutive points, based on the duties and responsibilities attaching to posts and the need to recruit, retain and motivate staff. 2. Normal minimum point for the Principal Educational Psychologist undertaking the full range of duties at this level. 3. Extension to range to accommodate discretionary scale points and structured professional assessments 4. Principals are paid on a 4 point scale 8 ‐ 14 (this includes 3 spa points as well

Item No. 14 (1)

Joint Report of the Chair of Council, Constitution Working Group and Monitoring Officer

Council – 15 March 2012

AMENDMENTS TO THE COUNCIL CONSTITUTION

Purpose: To report on amendments to the Council Constitution.

Policy Framework: None.

Reason for Decision: To adopt and note amendments to the Council Constitution.

Consultation: Constitution Working Group, Legal and Finance,

Recommendation(s): It is recommended that the amendments to the Council Constitution listed in Paragraph 3 be adopted following the closure of this meeting.

Report Author: Huw G Evans

Legal Officer: Rod Jones

Finance Officer: Carl Billingsley

1. Introduction

1.1 In compliance with the Local Government Act 2000, the City and County of Swansea has adopted a Council Constitution. A number of issues have arisen since adoption and in order to maintain the aims, principles and procedures set out in Articles 1 and 15 of the Council Constitution it is proposed that the amendments set out below should be made to the Constitution.

2. Delegated Minor Corrections to the Council Constitution

2.1 There are no minor corrections that have been made to the Council Constitution by the Head of Legal, Democratic Services and Procurement.

3. Amendments to the Council Constitution

3.1 All of the following suggested amendments to the Council Constitution have been discussed by the Constitution Working Group.

3.2 Part 4 – Rules of Procedure – JNC Officer Appointment Procedure Rules - Appointments Procedure – Page 286.

Following the ‘General’ heading point ‘c’ – addition to the end of the paragraph as follows “Members shall consider at the commencement of the process whether they are able to commit to attending all the relevant formal meetings and if they are unable to do so, should absent

themselves at the start of the process”.

3.3 Part 4 – Rules of Procedure – JNC Officer Appointment Procedure Rules - Appointments Procedure – Interview by Appointments Committee – Page 289

Paragraph 4.1 to be amended to read “Presentation topics and questions designed to test the areas of knowledge/weakness of the candidates shall be prepared by the Officer/professional consultant, together with model answers. The questions may be provided to the candidates in written format. The Chairperson of the Committee will put the questions to the candidate.

3.4 Part 4 – Rules of Procedure JNC Officer Appointment Procedure Rules - Appointments Procedure – Interview by Appointments Committee – Page 289

Paragraph 4.3 to be amended to read “The Chief Executive, their nominated representative and/or any professional advisor will outline their opinion on the performance of each candidate after each candidate has made their presentation and been interviewed. Members of the Committee are required to evidence their provisional scoring of the candidates in writing during the interview process. For clarity the allocation of scores shall not be undertaken until after the advice of the professional advisor/Chief Executive has been given.

3.5 Part 4 – Rules of Procedure – JNC Officer Appointment Procedure Rules - Appointments Procedure – Interview by Appointments Committee – Page 289

Paragraph 4.4 to be amended to read “Members of the Appointments Committee will then allocate a final score for each candidate on their performance on a score of one to ten, one being poor and ten being excellent. This however is one of two considerations that Members must take into account when deciding whether they have a candidate that they can appoint or recommend to Council for appointment. The Members must also take into account the report of the Officer and/or the professional consultant and weigh up all of the information when coming to a decision. For the avoidance of doubt this will occur prior to members finalising their scores for each candidate.

3.6 Part 2 – Articles of the Constitution – Article 12 – Officers – page 41

New paragraph 12.3 (c) as follows “The Chief Executive is authorised to respond on the Council’s behalf to any consultation received by the Council and also to authorise any other officer of the Council to respond to any consultation received by the Council”.

3.7 Part 5 – Codes and Protocols – How Councillors Deal with Planning Applications – Page 345

Revised Section 7 as follows:

Site Visits Site visits can be useful to identify features of a proposal which may be difficult to convey in a written report, but site visits do delay the decision on an application.

• When appropriate, however, they will be normally requested by a ward member at the time of calling an application to committee; or • Be requested by a ward member when contacted by the relevant Team Leader or Planning Control Manager as part of the Area Committee agenda signing-off process (to confirm the ward member’s continued wish for Committee to determine an application); or • Be authorised by the relevant Committee or by the Head of Planning Services in consultation with the Chair of the relevant Committee.

Normally, the site visits will be held between the publication of the Area Committee Agenda and the Committee meeting.

Note -This change to be implemented following the Annual Meeting in May 2012.

4. Financial Implications

4.1 There are no financial implications associated with this report.

5. Legal Implications

5.1 There are no legal implications associated with this report.

Background papers: None

Appendices: None

Item No. 14 (2)

Joint Report of the Chair of Council, Constitution Working Group and Monitoring Officer

Council – 15 March 2012

NOMINATION OF LORD MAYOR ELECT AND DEPUTY LORD MAYOR ELECT 2012-2013

Purpose: To nominate the Lord Mayor Elect and Deputy Lord Mayor Elect for 2012-2013.

Policy Framework: Election of Lord Mayor and Deputy Lord Mayor Protocol.

Reason for Decision: To enable arrangements for the Inauguration of the Lord Mayor’s to proceed.

Consultation: Constitution Working Group, Legal and Finance.

Recommendation(s): It is recommended that: 1) Council nominates Councillor Dennis H James as Lord Mayor Elect for 2012-2013;

2) Council nominates Councillor R June Stanton as Deputy Lord Mayor Elect for 2012-2013.

Report Author: Huw G Evans

Finance Officer: Carl Billingsley

Legal Officer: Rod Jones

1. Introduction

1.1 The Election of Lord Mayor and Deputy Lord Mayor Protocol, as outlined within the Council Constitution, was initially approved by Council on 28 February 2008.

1.2 Council considers nominations for the Lord Mayor and Deputy Lord Mayor elect early in each calendar year so that the appropriate arrangements for the Inauguration of the Lord Mayor may proceed.

2. Nominations

2.1 The Protocol states that the Constitution Working Group will determine whether the candidates meet the criteria set out in the Protocol and discuss the appropriateness of the candidates nominated for the role of Lord Mayor and Deputy Lord Mayor.

2.2 The Constitution Working Group at its meeting on 21 November 2011 considered the matter and recommended the following nominations for 2012-2013:

Lord Mayor Elect Councillor Dennis H James Deputy Lord Mayor Elect Councillor R June Stanton

3. Financial Implications

3.1 None.

4. Legal Implications

4.1 None.

Background papers: None

Appendices: None

Item No. 14 (3)

Joint Report of the Chair of Council, Constitution Working Group and Monitoring Officer

Council – 15 March 2012

SECTION 249 “HONORARY TITLES” - LOCAL GOVERNMENT ACT 1972

Purpose: To set a framework for the conferring of the title Honorary Alderman. Policy Framework: None.

Reason for Decision: To create a clear framework for the conferring of the title Honorary Alderman.

Consultation: Constitution Working Group, Legal, Finance.

Recommendation(s): It is recommended that the words outlined in Paragraph 3.2 of the Report become the Council’s Criteria for granting Honorary Alderman status.

Report Author: Huw G Evans

Finance Officer: Carl Billingsley

Legal Officer: Rod Jones

1. Introduction

1.1 Council at its meeting on 11 August 2005 considered the following Notice of Motion (Minute 72 refers):

“Council agrees to carry on the tradition of granting an Honorary Alderman Status to all former members of this Council who have held the position of Lord Mayor of the City and County of Swansea and the former Swansea City Council and to those who have held the position of Chairman of the former West Glamorgan County Council, the former Lliw Valley Borough Council and the former Llwchwr Urban District Council who do not intend returning as Councillors. This Council therefore agrees to write to ex-Councillors Alan Ayres, Derek Cox, Vernon Davies, Lilian Hopkin, Howard Morgan, Byron Owen and Gareth Williams offering them the status of Honorary Alderman of the City and County of Swansea.”

1.2 Council resolved that: a) The Notice of Motion be approved subject to the addition of the name of ex Councillor L B Howell;

b) The Presiding Officer set up an All-Party Member Group to review the criteria for granting Honorary Alderman Status.

1.3 It appears that no All Party Member Group was ever established and therefore a review of the criteria for granting Honorary Alderman status was never carried out. In light of this, it is proposed that the Constitution Working Group review the criteria.

2. Criteria for Granting Honorary Alderman Status

2.1 The Council’s current criteria stems directly from the Notice of Motion which was considered and agreed by Council on 11 August 2005. The criteria being to grant Honorary Alderman Status to:

a) Those former Councillors who do not intend returning or failed to be re-elected as Councillors within the City and County of Swansea providing that they are:

b) Former Councillors of this Council who have held the position of Lord Mayor of the City and County of Swansea and the former Swansea City Council;

c) Former Councillors who have held the position of Chairman / Mayor of the former West Glamorgan County Council, the former Lliw Valley Borough Council and the former Llwchwr Urban District Council.

3. Review of the Criteria

3.1 The current criteria omits those former Councillors who may have served within the boundaries of the City and County of Swansea as Mayor / Chair of the Council on the former Gower Rural District Council, Swansea Borough Council and Glamorgan County Council. As such, it is proposed that the above criteria should be amended as follows:

3.2 “Council shall grant an Honorary Alderman Status to:

a) Those former Councillors who have served within the boundaries of the City and County of Swansea providing that they:

i) Do not intend returning or have failed to be re-elected as Councillors within the City and County of Swansea and that;

ii They have held the position of Lord Mayor of the City and County of Swansea or Lord Mayor / Mayor / Chair of the Council or any of the predecessor Authorities of the City and County of Swansea.

b) Any Individual that the Council deems appropriate.”

4. Financial Implications

4.1 The proposal does not have any budgetary impact.

5. Legal Implications

5.1 The proposals are in accordance with the relevant legislation.

Background Papers: None

Appendices: None Item No. 15 (1)

Report of the Head of Legal, Democratic Services & Procurement

Council – 15 March 2012

CONSTITUTIONAL MATTERS

Purpose: To enable the Authority to continue on a business as usual footing pending the result of the Local Government Election on 3 May 2012 and to provisionally deal with those matters which require decisions in accordance with Council Procedure Rule 3 “Order of Business”.

Policy Framework: Council Constitution.

Reason for Decision: None.

Consultation: Legal and Finance.

Recommendation(s) It is recommended that the following be provisionally agreed for the 2012-2013 Municipal Year pending final confirmation at the First Annual Meeting of Council on 24 May 2012: 1) The Council Bodies and the Number of Seats allocated to them as listed in: a) Table 1 of the report be provisionally established in line with legislation / statutory guidance; b) Table 2 of the report be considered individually by Council as to whether they need to be re-established; 2) The Democratic Services Committee be provisionally established with a membership of 11; 3) The Terms of Reference within the Council Constitution be provisionally reaffirmed for those Council Bodies identified in Tables 1 and 2 of the report; 4) The Council Bodies Diary for 2012-2013 provisionally be adopted; 5) The recommendations contained within Appendix C of this report be provisionally agreed; 6) The Council Bodies listed in Appendix F of the report be provisionally re-established as being exempt from the Local Government (Committees and Political Groups) Regulations 1990 subject to all Councillors present voting in favour of the recommendation.

Report Author: Huw G Evans

Finance Officer: Carl Billingsley

Legal Officer: Rod Jones

1. Introduction

1.1 In dealing with the discharge of its business the Council operates within a legal framework established by the Local Government Act 1972, the Local Government and Housing Act 1989, the Local Government Act 2000, the Local Authorities (Executive Arrangements) (Functions and Responsibilities) (Wales) Regulations 2007, the Local Government (Wales) Measure 2011 and other relevant legislation (“the legislation”). In addition to the legislation the reports of the Independent Remuneration Panel for Wales (IRP) are significant for outlining the way in which the Council can operate.

2. Independent Remuneration Panel (IRP) for Wales

2.1 The December 2011 IRP Annual Report determined that the maximum proportion of Swansea membership eligible for payment of a Senior Salary as 26% of its total membership. Put simply this means that the City and County of Swansea is permitted to have a maximum of 19 Councillors in receipt of a Senior Salary (formally referred to as Special Responsibility Allowances).

2.2 The IRP have also determined that Authorities are permitted to pay a Civic Salary to the Civic Head and Deputy Civic Head. These payments do not count towards the 19 Senior Salaries permitted. This takes the number of Civic Salaries and Senior Salaries to 21. A Councillor may not be in receipt of both payments.

2.3 The IRP have prescribed actual payment levels for Basic Salary, Senior Salary and Civic Salary. The prescribed levels for the salaries are outlined in Appendix A to this report.

2.4 The Authority shall determine whether to pay Civic / Senior Salaries.

3. First Annual Meeting of Council

3.1 The Council Constitution which is based on the legislation provides that at the First Annual Meeting of Council following a Local Government Election, Council shall (amongst other things):

a) Elect the Leader of the Council;

b) Receive the names of Councillors that the Leader of the Council has chosen to be members of the Cabinet;

c) Appoint at least one Overview and Scrutiny Committee (Board), a Standards Committee and such other Committees as the Council considers appropriate to deal with matters which are neither reserved to the Council nor are Executive Functions as set out in Part 3 “Scheme of Delegation” of the Council Constitution;

d) Determine the size of those Council Bodies;

e) Determine the Terms of Reference for those Bodies;

f) Determine the Allocation of seats to Political Groups in accordance with the Political Balance Rules;

g) Receive nominations and appoint Councillors to serve on each Committee and other statutory nominations;

h) Approve a programme of Ordinary Meetings of the Council for the ensuing Municipal Year.

3.2 At the first meeting of those relevant Council bodies, a Chair and Vice Chair (if required) should be appointed.

4. Committees and Roles which each Authority must have

4.1 The legislation outlines a number of Committees / Roles which each Local Authority must have. These Committees / Roles together with brief comments are attached as Appendix B.

4.2 Appendix C contains a report from the Overview and Scrutiny Business Committee giving its recommendations on the future structure of Overview and Scrutiny Boards within the City and County of Swansea. Council should consider the recommendations of the Committee in deciding the overall structure of Council bodies for the next Municipal Year.

5. Political Balance / Committee Proportionality

5.1 Council is required to decide the allocation of seats to Political Groups in accordance with the Political Balance Rules contained in the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990 (SI 1553/90) as amended. A simple explanation of these rules is appended as Appendix D.

5.2 It is anticipated that a Ruling Group will be formed following the Local Government Election and that representatives of the Ruling Group will liaise with the Democratic Services Team in order to outline its view on the structure and size of the Council Bodies. Based on this guidance, relevant proportional calculations will be made by the Team which in turn will be shared with all other Political Groups. This will end with a report to Council seeking approval to the structure and size of Council Bodies.

5.3 Should any changes be made to the size of these Council Bodies then it will necessitate the calculations of Political Balance having to be recalculated.

5.4 A number of Committees are exempted from the Local Government (Committees and Political Groups) Regulations 1990 as they are covered by separate legislation. Council also has the right to exempt a Committee from the legislation providing that it has the unanimous backing of all Councillors voting at the meeting. A list of such Committees in the Council’s current structure together with brief comments is attached as Appendix E.

6. Appointment and Size of Committees

6.1 There is legislative / statutory guidance requirement in place outlining the necessity to establish certain Committees / Roles (See Appendix B). These Committees are outlined in Table 1 below.

6.2 In addition to those Committees listed in Table 1, there are other Council Bodies which Council has chosen to establish over time. Those Council Bodies listed in Table 2 need not be re-established. It is a matter for Council to determine at the (First) Annual Meeting of Council whether to do so or not.

6.3 In order to maintain the status quo and to satisfy legislation the Council Bodies Diary has been drafted to include those Council Bodies on a set weekly frequency which are listed in Tables 1 and 2.

6.4 The size of the Council Bodies should reflect the need to achieve a political balance in accordance with the Local Government (Committees and Political Groups) Regulations 1990. The proposed size of each Council body is indicated below.

6.3 Eleven (11) seats are proposed for the Democratic Services Committee.

6.4 Council Bodies exempted by legislation from the Local Government (Committees and Political Groups) Regulations 1990 are shaded and shown in Italics.

6.5 Council Bodies previously exempted by Council from the Local Government (Committees and Political Groups) Regulations 1990 are shown in Bold Italics.

Table 1 - List of Committees to be Established due to Legislation

Committees Seats Audit Committee 11 Democratic Services Committee 11 Licensing Committee 11 Licensing Sub Committee 3 from 11 Planning Committee 72 Standards Committee 4 Overview and Scrutiny Boards (Only 1 Required by Law) Child & Family Services Overview & Scrutiny Board 11 Children Young People & Learning Overview & Scrutiny Board 11 Environment & Communities Overview & Scrutiny Board 11 Health Social Care & Well Being Overview & Scrutiny Board 11 Performance & Finance Overview & Scrutiny Board 11

Table 2 - List of Committees which Council needs to determine whether to Re-establish

Committees Seats Appeals and Awards Committee 7 Appointments Committee 11 Area 1 Development Control Committee 35 Area 2 Development Control Committee 37 Chief Executive’s Appraisal Committee 7 Chief Officers Disciplinary Committee 11 Chief Officers Disciplinary Appeals Committee 11 Community / Town Councils Standards Sub Committee 0 Joint Consultative Committee 7 Partnership Overview and Scrutiny Committee 19 Petitions Committee 72 Rights of Way and Commons Sub Committee 14 West Glamorgan Archives Committee 5 Panels Admissions Panel 5 Challenge Panel 13 Local Governor Appointment Panel 11 Pension Fund Investment Panel 5 Standards Committee Vacancy Panel 3 Trustees Panel 17 Forums Cemetery Liaison Forum 7 Community / Town Councils Forum 10 Corporate Parenting Forum 6 Gypsy Traveller Liaison Forum 8 Student Liaison Forum 23 Taxi Consultative Forum 5 Groups Constitution Working Group 11 Councillors ICT Working Group 7 Gower AONB Partnership Group 6 • Interactive Sub Group 0 • Resources Sub Group 0 • Sustainable Development Fund Panel 1 Gypsy Traveller Site Task and Finish Group 5 Local Development Plan Advisory Group 12 Planning Services Member Task Group (This is Proportional) 12 Social Services Rota Visits Group 15 West Wales Valuation Tribunal Joint Appointments Group 2

7. Council Bodies which need not be Re-established

7.1 Those Council Bodies that need not be re-established are listed below:

• Overview & Scrutiny Business Committee; • Member Support and Development Working Group.

8. Terms of Reference

8.1 The existing terms of reference for the majority of the above bodies are as set out in the Council Constitution.

9. Council Bodies Diary 2012-2013

9.1 The Constitution Working Group provisionally agreed the draft Council Bodies Diary 2012-2013 at its meeting on 16 January 2012. The provisional Diary of Meetings for the 2012-2013 Municipal Year is attached at Appendix F.

9.2 For ease, the Meetings have been grouped in relation to the frequency which they will meet. Whilst Council is shown as being on an 8 weekly cycle there are occasions when the cycle will be increased or decreased by a number of weeks in order to avoid clashes with Elections and other factors:

Table 3 – Frequency of Meetings 12 Week Cycle Gower AONB Partnership Group; South West Wales Integrated Transport Consortium (SWWITCH); Taxi Consultative Forum; West Glamorgan Archives Committee. 8 Week Cycle Audit Committee; Council; Community/Town Councils Forum; Corporate Parenting Forum; Councillors ICT Working Group; Democratic Services Committee; Joint Consultative Committee; Partnership Overview & Scrutiny Committee; Planning Committee; Petitions Committee; Rights of Way & Commons Sub Committee. 6 Week Cycle Standards Committee. 4 Week Cycle Area 1 & 2 Development Control Committee; Cabinet; Constitution Working Group; Child & Family Services Overview & Scrutiny Board; Children, Young People & Learning Overview and Scrutiny Board; Environment & Communities Overview & Scrutiny Board; Health, Social Care & Well Being Overview & Scrutiny Board; LA Governor Panel; Licensing Committee; Performance & Finance Overview & Scrutiny Board. 2 Week Cycle Appeals and Awards Committee

9.3 The frequency of Area Development Control Site Visits is the Tuesday morning preceding an Area Development Control Committee.

9.4 The first Annual Meeting of Council for the 2012-2013 Municipal Year is scheduled for 24 May 2012.

9.5 Ceremonial Council for the 2012-2013 Municipal Year is scheduled for 1 June 2012.

10. Appointment of Chairs & Vice Chairs

10.1 The Appointment of Chairs and Vice Chairs of some of the Council Bodies shall take place immediately following the (First) Annual Meeting of Council following the serving of the due and proper notice period.

10.2 The Local Government (Wales) Measure 2011 states that the Chair of the Democratic Services Committee must be appointed by Council.

11. Financial Implications

11.1 The financial impact of this report will be contained within existing budget.

12. Legal Implications

12.1 There are no legal implications associated with this report other than those identified within it.

Background papers: None

Appendices: Appendix A Actual Payment Levels for Basic Salary, Senior Salary and Civic Salary (Group A Council’s) as Prescribed by the IRP - December 2011

Appendix B Committees / Roles that Local Authorities Must Have

Appendix C Overview and Scrutiny Business Committee Report – Future of Overview and Scrutiny Boards

Appendix D Political Balance / Committee Proportionality

Appendix E Proportionality Relating to Certain Committees due to Legislation and Previous Council Decisions

Appendix F Provisional Council Bodies Diary 2012-2013

Appendix A

Actual Payment Levels for Basic Salary, Senior Salary and Civic Salary (Group A Council’s) as Prescribed by the IRP – December 2011

Salary Type £

Basic Salary 13,175

Senior Salaries (inclusive of Basic Salary)

Band 1 Leader of the Council £52,700 Deputy Leader of the Council £37,100

Band 2 Executive Member £31,900

Band 3 Committee Chairs £21,910 Leader of the Largest Opposition Political Group £21,910

Band 4 Leader of Other Political Groups *1 £16,920

Civic Salaries (inclusive of Basic Salary) *2

Civic Head (Mayor / Chair of Council) £23,715 Deputy Civic Head (Deputy Mayor / Vice Chair of Council) £18,445

Note:

*1 Leaders of the Other Political Groups – They are only entitled to a Senior Salary if they have 10% or more of the total number of Council seats in their Political Group.

*2 Civic Head / Deputy Civic Head – The IRP have clearly stated that the Lord Mayor / Deputy Lord Mayor of the City and County of Swansea must be the Civic Head / Deputy Civic Head. This means that the Chair of Council / Vice Chair of Council shall not be allowed a Civic Salary or a Senior Salary.

There is nothing preventing the Lord Mayor / Deputy Lord Mayor from being the Chair of Council / Vice Chair of Council respectively. They could hold both posts; however only one Civic Salary would be paid.

Appendix B

Committees / Roles that each Local Authority Must Have

1. Civic Head (Mayor / Chair of Council) and Deputy Civic Head (Deputy Mayor / Vice Chair of Council)

1.1 Civic Heads are paid Civic Salaries and don’t count towards the 19 Senior Salaries. The IRP have stated that with regard to Swansea the payments if made must be for the Lord Mayor / Deputy Lord Mayor.

2. Cabinet / Executive (including Leader of the Council and Deputy Leader of the Council)

2.1 Section 11 of the Local Government Act 2000 sets the maximum size of Cabinet as 10 Councillors. A minimum number appears not to have been set.

3. Committees

3.1 Audit Committee

3.2 The Chair must be an Opposition Councillor (not necessarily from the largest opposing Group) or an Independent Person.

3.3 Democratic Services Committee

3.4 The Chair must be an Opposition Councillor (not necessarily from the largest opposing Group).

3.5 Licensing Committee

3.6 This is established under the Licensing Act 2000.

3.7 Standards Committee

3.8 Standards Committee must be chaired by an Independent Person. The IRP have set a daily fee for the Chair. The Chair is not entitled to a Senior Salary.

4. Overview and Scrutiny Committee (Board)

4.1 Legislation states that an Authority must have at least 1 Overview & Scrutiny Board. The Overview and Scrutiny Business Committee considered the future of Overview and Scrutiny for 2012-2012 at its meeting on 29 February 2012. The report with the recommendations is attached as Appendix C.

4.2 The Chairs of the O & S Committees must be appointed in proportion to reflect political balance between the Executive Group and all Opposition Groups taken together.

4.3 Opposition Groups must appoint their share of Chairs in proportion to Opposition Group sizes.

5. Leader of the Largest Opposition Political Group

5.1 The IRP have identified this role as being entitled to a Senior Salary.

6. Leaders of the Other Political Groups

6.1 Leaders of the Other Political Groups are only entitled to a Senior Salary if they have 10% or more of the total number of Council seats in their Political Group. Appendix C

Overview and Scrutiny Business Committee Report – Future of O & S Boards

Item No. 5

Draft Report from the Overview & Scrutiny Business Committee

Council – 15 March 2012

OVERVIEW AND SCRUTINY ARRANGEMENTS FOR 2012-13

Purpose: To establish the Council’s Overview and Scrutiny Arrangements for the municipal year 2012-13. Policy Framework: Council Constitution

Reason for Decision: To ensure the Council’s Overview and Scrutiny arrangements are efficient and effective and meet the requirements of the Local Government Measure (2011).

Consultation: Legal, Finance, Constitution Working Group

Recommendations: 1. The Council retains its five Overview and Scrutiny Boards for the Municipal Year 2012- 13 2. The terms of reference of the Boards and Committees are reviewed and presented to the Annual Meeting of Council for decision 3. The Overview and Scrutiny Business Committee is deleted for the municipal year 2012-13 4. The functions of the Overview and Scrutiny Business Committee are transferred to the new Democratic Services Committee 5. Proposals for a multi agency scrutiny panel be developed by the relevant scrutiny committee and reported back to Council for consideration 6. A work planning conference is held for all overview and scrutiny councillors as soon as is practical after the Annual Meeting of Council 7. The proposals for induction and training set out in this report are endorsed

Report Author: Dave Mckenna

Finance Officer: Carl Billingsley

Legal Officer: Debbie Smith

1. Introduction

1.1 In August Council considered a review of the new overview and scrutiny arrangements that had been introduced in May 2010. Council agreed that:

The Overview and Scrutiny Business Committee develop proposals for new overview and scrutiny arrangements for the 2012/13 municipal year based on the principles set out in this report

1.2 The Overview and Scrutiny Business Committee considered this issue in November and agreed the principles and proposals set out in this report. The report was subsequently considered at the Committee’s February meeting.

1.3 The arrangements for overview and scrutiny will of course be a matter for the new Council when it meets in May 2012. Establishing the arrangements now, however, will allow more time for preparation and ensure that the new Council can hit the ground running. The work done by the Committee in producing this report should in any case be of value for Council when considering any different arrangements.

2. A History of Swansea’s Overview and Scrutiny Structures

2.1 Since 1999 there have been seven different sets of arrangements for overview and scrutiny in Swansea. The table below shows the different structures that have been used since the first pilot arrangements were put in place in 1999. In that time no arrangements have been in place for more than three years.

Year Arrangement 1999 2 Pilot Committees 2000 12 Scrutiny Committees 2002 8 Policy and Performance Review Boards 2003 4 Performance Review Boards (8 Cabinet Advisory Committees*) 2006 8 Scrutiny Boards 2008 5 Overview Boards 5 Scrutiny Boards 2010 5 Overview and Scrutiny Boards 2 Overview and Scrutiny Committees *The CACs were not overview and scrutiny bodies as they supported the work of Cabinet

2.2 Overview and scrutiny arrangements have been subject to more or less continuous change. Given the challenging nature of overview and scrutiny the emphasis should now be on continuity as far as possible. Any new arrangements, once in place, should be retained for as long as is practicable.

3. Boards and Committees

3.1 The building blocks of the current structure are the Overview and Scrutiny Boards and the Overview and Scrutiny Committees. The differences between the two are as follows:

Overview and Scrutiny Boards Overview and Scrutiny Committees

• Have a specialist policy and service • Have a cross cutting remit remit • Have a coordinating role • Undertake performance monitoring • Can call cabinet members to attend if • Hold cabinet members to account required • Undertake in-depth reviews • Do not undertake in-depth reviews • Meet on a four weekly cycle • Meet on an eight weekly cycle • Require the direct support of one full • Require the support of half of one full time officer time officer

3.2 Swansea Council’s overview and scrutiny boards have been recognised internally and externally as a highly effective way of working, particularly in the area of Child and Family Services. It is less clear, however, that the overview and scrutiny committee model is as effective. It is not always clear, for example, how the work of these cross cutting committees is coordinated with the work of the boards.

4. The Reasons for Change

4.1 While there is a strong argument for continuity there are also two good reasons for change; the Local Government (Wales) Measure (2011) (the Measure), which will have implications for both the structure and operation of overview and scrutiny; and the budget challenge faced by the Council.

4.2 The Measure is likely to come fully into effect in May 2012. An increased emphasis on involving the public and on external scrutiny will both have implications. However, it will be the introduction of a new Democratic Services Committee (DSC) that will have the most direct impact. The functions of DSC are prescribed by the Measure. The DSC will be responsible for reviewing the advocacy of the provision of resources to discharge Democratic Services functions and also for making reports and recommendations to the Council in relation to the provision of those functions. Democratic Services Functions’ are defined in the Measure and include promoting the role of the Authority’s Overview and Scrutiny Committee(s), providing support and advice to Overview and Scrutiny Committees and members of those Committees and providing advice and support in relation to the functions of the Overview and Scrutiny Committees to members, members of the executive and officers. In practice it is likely that that the DSC will take on many of the functions currently undertaken by the Overview and Scrutiny Business Committee.

4.3 Over the next three years the council will need to find savings to address an estimated revenue budget shortfall of £41.2m by 2014/15. This will have implications for overview and scrutiny in terms of; the direct resources available; the support that can be provided by departments; and the role that overview and scrutiny might play in the budget process.

5. The Principles Underpinning a New Structure

5.1 When Council agreed in August that proposals for a new overview and scrutiny structure should be developed, it set out the principles that should underpin any structure. These were:

a) Whilst overview and scrutiny is not a special case, support nevertheless remains important. Reductions in direct support should therefore be consistent with reductions for non priority areas and no more. b) Effective scrutiny depends on effective support. The current level of one dedicated officer per board should therefore remain. c) An adequate level of support for research needs to be maintained d) Effectiveness can only be maintained if overview and scrutiny is focused on the most important areas of service delivery. The success of the Child and Family Services Board is partly due to its clear and narrow focus. e) Subject Boards should be flexible and able to pursue relevant topics as needed f) Subject Boards should be matched with the interests and expertise of members. g) More specialised boards will need to be balanced with a general board that can monitor performance across the Council.

6. A More Radical Alternative?

6.1 The Overview and Business Committee debated whether a more flexible structure should be put in place with a small number of narrowly focused subject boards balanced with one generic board. The advantage of this arrangement would be that areas considered a priority by the Council could be scrutinised in-depth. The Committee were concerned, however, that many issues would not receive attention and that the remit of the generic board would be simply too broad. For this reason the Committee felt that it was better to pursue an approach of evolution rather than revolution and to maintain the current structure with some adaptations.

7. Proposed Arrangements

7.1 The Committee believes that the Council should retain its five overview and scrutiny boards for the forthcoming municipal year. These boards have been able to contribute to service improvement through a range of activities and they continue to have an important role in protecting standards in areas such as social services and education. Furthermore, it is clear from the feedback received from the Council’s external auditors that all of the scrutiny boards are either performing extremely well or demonstrating improvement.

7.2 The Committee would ideally like to see more boards established to effectively cover the whole range of issues that need scrutiny. However, the committee also recognises that this is not possible at the current time given the extreme pressure on resources.

7.3 The start of a new Council will provide a good opportunity to review the terms of reference of the five boards in order to ensure that they are fit for purpose and that responsibilities are balanced. Council could also consider aligning the boards more closely to the council’s improvement objectives or to the themes in the community strategy. The most practical time to review the terms of reference will be at the Annual Meeting of Council when the portfolios of Cabinet Members will be known.

7.4 The Committee believes that the Overview and Scrutiny Business Committee will no longer be required. Many of the functions of this committee, such as coordinating the workplan, producing the annual report and overseeing improvements, will fall within the remit of the new Democratic Services Committee that will need to be established as a consequence of the Measure.

7.5 One of the big challenges for scrutiny over the next few years is the scrutiny of multi agency partnerships and in particular of Swansea’s Local Service Board. The Measure places a requirement on scrutiny committees to scrutinise partner agencies in their area and provides scrutiny committees with the power to call ‘designated persons’ to committees who will then have to respond to recommendations and reports. At the same time Welsh Government is overhauling local partnership arrangements under the heading of ‘Plan and Partnership Rationalisation’. An important strand of this agenda is the need to make Local Service Boards more open and accountable.

7.6 The Partnership Overview and Scrutiny Committee have looked at the issue of local service board scrutiny and concluded that further work needs to be done to assess the viability of a multi agency panel such as that employed by Cardiff or Bridgend. A final decision on how to proceed should be made once this further work has been done.

7.7 The Committee believes that the biggest challenge for the new arrangements will be prioritisation. While the workload for overview and scrutiny continues to grow, there are fewer boards and committees than there have ever been previously. This has led to considerable time pressure on overview and scrutiny councillors. In order to improve the way in which in depth review topics are selected the Committee proposes that a work planning conference is held at the beginning of each municipal year. This conference, which would be open to all scrutiny councillors, would establish the main items to be considered by overview and scrutiny and could also consider potential items for cross border scrutiny. The boards and committees would continue to determine their own workplans and would retain flexibility should it be required.

8. Induction and Training

8.1 The effectiveness of any overview and scrutiny arrangement depends in large part upon the knowledge and skills of the councillors involved. The Committee is therefore shaping a programme of induction and training that includes:

• An overview and scrutiny induction session to be run as part of the Council’s overall induction programme • A session on chairing skills, facilitated by the Welsh Local Government Association, to be held shortly after the Annual Meeting of Council • Team building and development sessions for each board and committee

9. Financial Implications

9.1 The proposed approach will require no additional resources.

10. Legal Implications

10.1 The Local Government Act 2000 requires that executive arrangements by a Local Authority must include provision for the appointment of at least one overview and scrutiny committee. While previous guidance from the National Assembly (on executive arrangements) stated that the precise arrangements for overview and scrutiny were a matter for local choice, the Measure gives Welsh Ministers the power to give guidance and / or direction to local authorities in respect of their overview and scrutiny structures.

10.2 The Police and Justice Act (2006) requires every local authority to have a crime and disorder scrutiny committee and further Welsh Government guidance was published in 2010. Currently the Partnership Overview and Scrutiny Committee has been designated by Council to perform this role. Council will need to ensure that there is a clearly designated crime and disorder committee following any changes to the current arrangements.

10.3 Many aspects of the Measure relevant to scrutiny will not come into force until (at least) May 2012. Detailed guidance on issues such as the operation of the Democratic Services Committee, public involvement in scrutiny and partnership scrutiny are expected to be the subject of consultation. The proposals contained within this report are consistent with what is known about the draft guidance to date. However, to take account of these changes, a revised Overview and Scrutiny Protocol for the Council Constitution will need to be presented to the Annual Meeting of Council.

Background Papers: Review of the New Overview and Scrutiny Arrangements, Council, 4th August 2011

Appendices: none

Appendix D

Political Balance / Committee Proportionality

1. Legal Requirement

1.1 The legal requirement for every Council Committee to reflect the political make up of the whole Council is set out in the Local Government and Housing Act 1989, (LG&HA), mainly in Section 15, and in Schedule 1, with additional provisions in the Local Government (Committees and Political Groups) Regulations 1990 (SI 1552/90).

2. The Broad Principle

2.1 Each decision making body of a Council must be proportional to the overall make up of the Council. This includes any Sub Committee or Working Group etc., which has the power to carry out any delegated function of the Authority, regardless of its title. It also includes any ‘advisory committees’ or ‘advisory sub committees’.

2.2 The only exceptions being:

2.2.1 Area based Committees, which, if they are not proportional, must consist of all the members representing that area.

2.2.2 Any alternative arrangement that is passed by the Council with no votes against (thus giving any individual councillor the right to veto any non proportional scheme).

3. How the Rules Apply

3.1. If the Council has any of its members as a ‘Political Group’ under the LG&HA then proportionality has to be applied to that Group. Any two or more councillors can register as a Group. They do not have to share a political programme, or be committed to working together. A registered Group must be allocated the same proportion of committee places that they have seats on the Council (e.g. for a Group with 18 Councillors on a 72 seat Council, they will be entitled to 18 committee places in every 72).

3.2 To do this the first step is to add up the total of all Committee places. If the total was, say 216, then the Group is entitled to 54 places (216 x 18/72nds). Each Committee has to be made up as near as practicable proportionally (so a small Political Group cannot be palmed off with two seats on the Challenge Panel and none on an Overview and Scrutiny Board).

3.3 Unless the arithmetic is very easy, Political Groups are likely to find they cannot always have the same number on every Committee. If all Committees are the same size there has to be some negotiating on where their ‘extra’ place (or ‘no place’) should be. This process is carried out in Swansea on a larger Political Group down basis. The larger Political Groups get first choice etc. Not all Committees have to be of equal size.

3.4 No Committee is allowed to be entirely of one Political Group (unless every member of the Council is in it), but a Group with a majority of seats on the Council (50%+1) is entitled to a majority on every Committee.

3.5 In Section 15 of the LG&HA the rules on proportionality apply sequentially (the Council has to satisfy the first and second rules and then if possible the third, and so on). This is because it may not be arithmetically possible to satisfy them all fully.

3.5.1 Rule 1: No single party Committees;

3.5.2 Rule 2: A majority Group should have a majority on all Committees;

3.5.3 Rule 3: The total number of places on all Committees should be distributed in proportion to the Groups’ strength on the Council;

3.5.4 Rule 4: The proportion of seats on each Committee and Sub Committee should be in proportion to the Groups’ strengths on the Council.

4. What is a ‘Committee’ and a ‘Sub Committee’?

4.1 A ‘Committee’ is any body established by the Council (LG Act 1972, S102 (1) (a). A ‘Sub Committee’ is any other body established by a Committee (LGA S102 (1) (b). The names by which they are commonly known on the Council is irrelevant. The test is whether the membership and duties are voted in by the whole Council, or by the members of a particular Committee. A ‘Working Party’ or ‘Task Group’ may therefore be either a ‘Committee’ or a ‘Sub Committee’ depending solely on which body set it up.

5. The Timetable for Implementation

5.1 Whenever there is a change in Political Group sizes, whether due to annual elections, casual vacancy, defections or recruitment, the Council should ‘so soon as is practicable’ make the necessary changes to Committee places. That must be by the next ordinary meeting of the Council, but of course an Extraordinary meeting of Council can be called to do so earlier.

5.2 There is a requirement to re-jig Committee places whenever there is a vacancy on the Council. Commonly there is an agreement not to do so until the vacancy is filled but (Brent LB in 1996) this is only a courtesy.

6. What If Some Councillors Are Not In A ‘Group’?

6.1 If some, but not all, Councillors are in a registered Political Group or Groups, then the Council must give those Groups the places to which they are entitled (i.e. a proportional share on every Committee and Sub Committee). The Groups then nominate people to fill those places. The remaining places are filled by the Council, nominating from those councillors who are not in any Group, but with all councillors voting.

6.2 Political Groups are NOT entitled to have MORE than their share. Thus they cannot exclude, say, one Councillor who is not in a Group from having any Committee places. They must make e.g. 1/72nd of the places available. Appendix E

Proportionality Relating to Certain Committees due to Legislation and Previous Council Decisions

1. A number of Committees are except from the Local Government (Committees and Political Groups) Regulations 1990 as they are covered by other separate legislation. Council also has the right to exempt a Committee from the legislation providing that it has the unanimous backing of all Councillors voting at the meeting. The following is a list of the Committees covered by separate legislation together with a reference to that legislation and those exempted by Council.

1.1 Chief Executive’s Appraisal and Remuneration Committee. Council has previously resolved that this must contain a representative from each of the Authority’s Political Groups.

1.2 Joint Consultative Committee (JCC). Council has previously resolved that this must contain the following Cabinet Members (Business Improvement and Efficiency, Educations, Finance).

1.3 Standards Committee. This is made up of 5 Independent Members and 4 Councillors. By virtue of Section 53 (10) of the Local Government Act 2000 a Standards Committee and the Standards Committees (Wales) Regulations 2001, the Standards Committee is not required to comply with Section 15 of the Local Government and Housing Act 1989 (duty to allocate seats to Political Groups).

1.4 Community / Town Councils Standards Sub Committee. This is a Sub Committee of the Standards Committee. It is made up of 4 Independent Members and 3 Community / Town Councillors.

1.5 Challenge Panel. The Council Constitution states that the Chair of the Challenge Panel shall be the Leader of the Main Opposition Political Group and that the Vice Chair shall be the Leader of the Minor Opposition Political Group.

1.6 Local Authority (LA) Governor Panel (Cttee). It is proposed that this be renamed as a Committee so that consistency of naming Council Bodies is introduced within the Authority. The Council Constitution states that the LA Governor Panel shall be Chaired by an Independent Person (Non Councillor).

1.7 Community / Town Councils Forum. This is made up of all Cabinet Members.

1.8 Gypsy Traveller Liaison Forum – Currently includes reps from all Political Groups.

1.9 Student Liaison Forum. Council has previously resolved that this Forum will be exempt from proportionality and made up of the Environment Cabinet Member and the Councillors from the following Electoral Divisions (Castle, Gorseinon, Killay North, Kingsbridge, Loughor Lower, Loughor Upper, Mayals, Sketty, Townhill and Uplands).

Item No. 16

Report of the Returning Officer

Council – 15 March 2012

CHANGE OF GLAIS POLLING PLACE

Purpose: To amend the polling place for the Glais polling district (Register DU) within the Clydach electoral division.

Policy Framework: None

Reason for Decision: To provide a suitable polling station for the electors of the Glais polling district (Register DU) within the Clydach electoral division.

Consultation: Legal, Finance, Local Councillors

Recommendation(s): That 1) The Polling Place for the Glais polling district (Register DU) within the Clydach electoral division be amended to encompass Glais Senior Citizen’s Hall in the Glais polling district (Register FE) within the Llansamlet electoral division. 2) D8 “Duty to Divide Constituency into Polling Districts” within the Scheme of Delegation (Functions Relating to Elections) be delegated to the Returning Officer in consultation with the relevant Local Councillors.

Report Author: Huw G Evans

Legal Officer: Patrick Arran

Finance Officer: Carl Billingsley

1. Introduction

1.1 Historically, Seion Chapel Vestry, Ynys y Mond Road, Glais has been utilised as a polling station for the Glais polling district (Register DU) of the Clydach electoral division. It has come to the attention of the Returning Officer that this venue is no longer suitable as a polling station due to health and safety concerns. Under the Health and Safety at Work Act 1974, employers (RO) have a duty of care to employees and, of course, the public.

1.2 During the Polling Station Inspector’s visit at the National Assembly for Wales election in May 2011, it was noted that there could be access issues due to the entrance of the building which could be a barrier to disabled electors. This could be a breach of the Equality Act 2010.

1.3 A survey has been undertaken of the polling district to ascertain whether there is a suitable alternative venue or land on which to place a mobile polling station. This survey has been unsuccessful.

1.4 A polling place is an area in which the polling station is situated. The City and County of Swansea have designated that the polling place will match the polling district boundaries.

1.5 The Representation of the People Act 1983, section 18B covers polling places at parliamentary elections and subsequently cascades through other election legislation. Part 3 states:

“A relevant authority must –

(a) designate the polling places for the polling districts in its area, and (b) keep the polling places in its area under review.”

1.6 The Representation of the People Act 1983 states in section 18B 4(d) that “The polling place for a polling district must be an area in the district unless special circumstances make it desirable to designate an area wholly or partly outside the district”. It is the opinion of the Chief Executive that the circumstances above can be deemed special circumstances and a partial amendment to the polling place is required to encompass an alternative suitable venue.

2. Proposal

2.1 It is proposed that the polling place for the Glais polling district (Register DU) of the Clydach electoral division is slightly amended to encompass a section of the Glais polling district (Register FE), which is part of the Llansamlet electoral division.

2.2 This amendment will allow for the use of Glais Senior Citizen’s Hall, Birchgrove Road, Glais as a double polling station. This polling station is 0.3 miles from the current one. If this amendment is refused, the nearest polling station that could be utilised would be the Community Hall, Vardre Road, Clydach which is 1 mile away and necessitates the crossing of the A4067 bypass.

2.3 As the Returning Officer has a duty to keep polling stations under review, if a suitable polling station were to become available in the Glais polling district (Register DU), then this would then be utilised.

3. Scheme of Delegation – Functions Relating to Elections

3.1 The Authority’s Scheme of Delegation D8 “Duty to Divide Constituency into Polling Districts” currently rests with Council; however in order to speed up the process and keep such minor issues away from Council it is proposed that the Scheme of Delegation (Functions Relating to Elections) – D8 be delegated to the Returning Officer in consultation with the relevant Local Councillors. 4. Financial Implications

4.1 None.

5. Legal Implications

5.1 None other than those set out in the report

Background Papers: None

Appendices: None Item No. 17 (1)

Report of the Overview & Scrutiny Business Committee

Council – 15 March 2012

OVERVIEW & SCRUTINY STRATEGIC WORK PROGRAMME

Purpose: The report presents the final Overview & Scrutiny Strategic Work Programme for 2011/12.

Report Author: Dave Mckenna Legal Officer: Debbie Smith Finance Officer: Carl Billingsley

FOR INFORMATION

1. Background

1.1 In order to ensure a coordinated approach to the work of overview and scrutiny, Overview & Scrutiny Board / Committee work plans operate within the framework of an overarching Annual Overview & Scrutiny Strategic Work Programme, which is overseen by the Overview & Scrutiny Business Committee.

1.2 It is expected that the work of overview and scrutiny should represent a significant and constructive programme of activities that will:

• help improve services • provide an effective challenge to the executive • engage Members in the development of polices, strategies and plans • engage the public

2. Overview & Scrutiny Strategic Work Programme

2.1 The current work programme is attached at Appendix 1.

2.2 The Work Programme summarises the main areas of overview & scrutiny work under the following headings:

• Current in Depth Reviews • Active Task and Finish Groups • Reports to the Boards and Committees (Next Two Months) • Reports for Cabinet Decision • Referrals from Council • Follow Up on Recommendations Agreed by Cabinet • Chairs Letters

2.3 To raise awareness and to encourage wider involvement in the work of overview & scrutiny, the Strategic Work Programme will also be publicised through the relevant pages on the Council’s website (www.swansea.gov.uk/scrutiny). Aspects of the work programme will also be publicised informally through the Swansea Scrutiny Blog (http://scrutiny.cityandcountyofswansea.org.uk/).

3. Legal Implications

3.1 There are no legal implications.

4. Financial Implications

4.1 There are no financial implications.

Background papers: None Appendices: Work Programme

APPENDIX 1

Overview & Scrutiny Strategic Work Programme (March 2012)

1. Current In-Depth Reviews

Issue Board Start Date Completion Expected Stage Leaving Care Child & Family Services January 2011 March 2012 Report Writing Support for Carers Health, Social Care & Wellbeing November 2011 March 2012 Report Writing

2. Active Task and Finish Groups

Issue Board / Committee Date of Next Meeting Purpose Child & Family Services Cases Child & Family Services 04/04/2012 Briefing

3. Reports to the Boards and Committees (12th March – 17th April)

Issue Purpose Cabinet Portfolio Board / Committee Date CYP Plan - 6 month Interim report Director Report Education Children, Young People & 19/03/2012 Learning Scrutiny with Schools - Session 3 Challenge Session Education Children, Young People & 19/03/2012 Learning Waste Minimisation, Recycling & Composting Follow up - Final Environment Environment & Communities 20/03/2012 Progress Cabinet Member Question Session - Business Cabinet Member Business Improvement & Performance & Finance 02/04/2012 Improvement & Efficiency Report Efficiency Quarter 3 Performance Monitoring Monitoring Report Business Improvement & Performance & Finance 02/04/2012 Efficiency Annual Work Plan Review Briefing None Performance & Finance 02/04/2012 Annual Work Plan Review Briefing None Health Social Care & Well 03/04/2012 Being Child & Family Services Performance Report Monitoring Report Social Services Child & Family Services 04/04/2012 Annual Work Plan Review Briefing None Child & Family Services 04/04/2012 Four Site Model - Progress Update Director Report Education Children, Young People & 16/04/2012 Learning Education Annual Review - Self Evaluation Cabinet Member Education Children, Young People & 16/04/2012 APPENDIX 1

Report Learning Annual Work Plan Review Briefing None Children, Young People & 17/04/2012 Learning Annual Work Plan Review Briefing None Environment & Communities 17/04/2012

4. Reports to be presented to Cabinet

Issue Board / Committee Portfolio Review Completed Date Teaching Assistants Children, Young People & Learning Education January 2012 08/03/2012 City Centre Review Environment & Communities Economic February 2012 05/04/2012 Regeneration & Planning Support for Carers Health Social Care & Well Being Social Services March 2012 05/04/2012 Leaving Care Child & Family Services Social Services March 2012 05/04/2012

5. Referrals from Council

Issue Board / Committee First Referred Purpose Scheduled for Council Overview and Scrutiny Business Committee August 2011 To provide proposals 15/03/2012 Arrangements for 2012/13

6. Follow Up on Recommendations Agreed by Cabinet

Review Board / Committee Cabinet Portfolio Review Completed Date Scheduled Youth Support Services Children, Young People & Learning Education April 2010 20/02/2012 Communities First Environment & Communities Community Regeneration June 2010 21/02/2012 Waste minimisation, recycling & Environment & Communities Environment April 2011 20/03/2012 composting Review of Eligibility Criteria for Child & Family Services Social Services July 2011 07/03/2012 Services to Disabled Children Supporting Older People in the Health Social Care & Well Being Social Services April 2011 July 2012 Community APPENDIX 1

Literacy Children, Young People & Learning Education April 2011 August 2012 Role of Councillors as Corporate Child & Family Services Social Services November 2010 August Parents 2012

7. Chairs Letters (May 2011 – April 2012)

Issue(s) Board / Committee Cabinet Portfolio Letter Sent Response Received Cabinet Member attendance at Board meeting & Performance & Finance Business Improvement 20/06/2011 05/07/2011 provision of written Cabinet Member reports & Efficiency Cabinet Member attendance at Board meeting & Performance & Finance Finance 20/06/2011 27/06/2011 provision of written Cabinet Member reports Cabinet Member attendance at Board meeting & Performance & Finance Community Leadership 20/06/2011 provision of written Cabinet Member reports & Democracy Work Planning and scoping of review of Teaching Children, Young People Education 20/06/2011 Not required Assistants and Learning Proposed Closure of ChildLine Service in Child & Family Services Social Services 21/06/2011 01/07/2011 Swansea (to NSPCC) Cabinet Member attendance at Board meetings Health Social Care & Social Services 28/06/2011 27/07/2011 and work plan decisions Well Being Children and Young People Plan views and Children, Young People Education 18/07/2011 Not required Progress Update on Review of Child Poverty and Learning Proposed Closure of ChildLine Service in Child & Family Services Social Services 13/07/2011 14/07/2011 Swansea (to NSPCC) Strategic Delivery Plan / May’s Performance Child & Family Services Social Services 20/07/2011 Not required Strategic Programme and the Improvement Performance & Finance Business Improvement 21/07/2011 Not required Objectives & Efficiency Proposed Closure of ChildLine Service in Child & Family Services Social Services 24/07/2011 Swansea (to NSPCC) Informal meetings with Cabinet member & Chair & Health Social Care & Social Services 09/08/2011 Vice-Chair, business case position statement Well Being Youth Support Services progress Children, Young People Education 15/08/2011 Not required and Learning APPENDIX 1

End of Year Performance Monitoring relating to a Performance & Finance Business Improvement 17/08/2011 19/08/2011(Environm number of different Cabinet portfolios & Efficiency ent) 26/08/2011(Culture & Tourism) 30/08/2011(Housing) 05/09/2011 (Regen & Planning) 27/09/2011 (BI&E) Education – not received Budget outturn for 2010/2011 Performance & Finance Finance 17/08/2011 12/09/2011 Invitation to Board Meeting to discuss Progress on Environment & Community Leadership 22/08/2011 Not required City Centre Action Plan & the Board’s review Communities & Democracy and Economic & Strategic Development Follow up on Communities First Scrutiny Environment & Community 22/08/2011 19/09/2011 Recommendations - Action Plan Communities Regeneration Performance Monitoring 1st quarter (BI&E, Performance & Finance Business Improvement 14/09/2011 27/09/2011 – BI&E Environment, Culture & Tourism, Housing & Social & Efficiency Services) Financial Monitoring 1st quarter (Environment, Performance & Finance Finance 14/09/2011 21/11/2011 Social Services & Fforestfach fire) Service Quality; Corporate Parenting Child & Family Services Social Services 14/09/2011 Not required Management of the Service / Progress with the Child & Family Services Social Services 06/10/2011 Child & Family Services Strategic Delivery Plan Schools Challenge – Session 2 Children, Young People Education 10/10/10 Not required and Learning Welsh Housing Quality Standard Performance & Finance Housing 17/10/2011 Business Case – Board’s pre-decision response Health Social Care & Social Services 18/10/2011 Well Being Corporate Assessment Letter, ICT and Auditors Performance & Finance Business Improvement 19/10/2011 11/10/2011 & Letter & Efficiency 26/10/2011 APPENDIX 1

Budget and comparisons with other Local Performance & Finance Social Services 24/10/2011 Authorities, cost of placements & legal costs & Child & Family Services City Centre Ambassador Environment & Community Leadership 25/10/2011 15/12/2011 Communities & Democracy City Centre & European Structural Funds Performance & Finance Community Leadership 10/11/2011 14/11/2011 & Democracy Schools Challenge – Session 3 Children, Young People Education 07/11/2011 Not required and Learning Libraries Environment & Culture, Tourism and 14/11/2011 23/11/2011 Communities Recreation Schools Performance Data - Annual Children, Young People Education 05/12/2012 Not required and Learning Performance Monitoring 2nd Quarter Performance & Finance Education 15/12/2011 03/01/2012 Performance Monitoring 2nd Quarter Performance & Finance Housing 15/12/2011 29/12/2011 Performance Monitoring 2nd Quarter Performance & Finance Social Services 15/12/2011 Performance Monitoring 2nd Quarter Performance & Finance Economic 15/12/2011 10/01/2012 Regeneration & Planning Swansea Safeguarding Children Board (SSCB) Child & Family Services Social Services 03/01/2012 26/01/2012 (to Chair of SSCB) Child Poverty Review Progress update Children, Young People Education 23/01/2012 Not required and Learning Business Improvement & Efficiency Partnership Working & Regionalisation / Single Performance & Finance Education 25/01/2012 Status / Equalities Plan / ICT Services Business Improvement & Efficiency Libraries Environment & Culture, Recreation & 01/02/2012 Acknowledgement Communities Tourism rec’d 02/02/12, further info to follow APPENDIX 1

Local Safeguarding Children Boards In Wales Child & Family Services Social Services 07/02/2012 (to Gwenda Thomas AM) Swansea Safeguarding Adult Board Annual Health Social Care & Social Services 16/02/2012 Report Well Being Strategic Programme / Single Status / Shared Performance & Finance Education 16/02/2012 Not Required Services Review Business Improvement & Efficiency

Contact: Dave Mckenna, Overview & Scrutiny Manager, 636090, [email protected] For more information see www.swansea.gov.uk/scrutiny

Item No. 18

Report of the Head of Legal, Democratic Services & Procurement

Council – 15 March 2012

WRITTEN RESPONSES TO QUESTIONS ASKED AT THE LAST ORDINARY MEETING OF COUNCIL

The report provides an update on the responses to Questions asked during the last ordinary meeting of Council on 19 January 2012.

FOR INFORMATION

1. INTRODUCTION

1.1 It was agreed at Council on 8 April 2010 that a standing item be added to the Council Summons entitled “Written Responses to Questions Asked at the Last Ordinary Meeting of Council”.

1.2 A “For Information” report will be compiled by the Democratic Services Team collating all written responses from the last Ordinary Meeting of Council and placed in the Agenda Pack;

1.3 Any consequential amendments be made to the Council Constitution.

2. RESPONSES

2.1 Responses to questions asked during the last ordinary meeting of Council are included as Appendix A.

Background Papers: None

Appendices: Appendix A (Questions & Responses)

Appendix A Providing Council with Written Responses to Questions at Council – 19 January 2012 1. Mr T Beddow to Leader. Questions 1) Why the Council saw fit to be party to a plan of such short duration when all indicators surrounding this tripartite partnership would have suggested that a minimum period of 24 months was required. 2) What fraction of the accumulated losses is planned to be repaid in the 12 months of the business plan. 3) In what year the Council expects income from the SSMC.

Responses 1) The legal agreements between the Council and SSMC identify the requirements with respect to the business plan and SSMC has fulfilled its obligation to produce an annual plan. This plan is obviously developed in the context of a longer time period, particularly in relation to the maintenance of the Stadium over its life cycle. As such the Council has identified a minimum annual amount that has to be set aside for future stadium maintenance whatever league status the Clubs achieve. The income accruing to the Company is inextricably linked to share of gate receipts, profit share on catering concessions and Premier Club and Box income. Annual attendance/gate receipts are factors entirely dependant on League status, potential European participation, potential cup engagements, performance and results. In a hugely competitive environment predicting the above for more than one season is ambitious. The other significant potential source of income arising to the Company is from Concert revenues. However, the timescale for planning and confirming the type and scale of events at the Liberty Stadium means that potential events for the summer of 2012 cannot be confirmed at the present time. At the present time the Company will be working on drafts of the 2012/13 business plan which will need to factor in the variables listed above none of which are yet certain even in respect of the next Company year. 2) For the current year the Company is predicting a profit of £62,000 which represents 10% of accumulated losses. The Stadium is currently operating at capacity for Swansea City FC matches. The Company will obviously benefit from a gross income perspective and on a match contribution basis from any additional revenues that might be generated from annual spectator fee increases. It is anticipated that future years profits will rise and the Company has been asked to set a three year target (including the current year) to eliminate past deficits. This is inextricably linked to the issues in a) above. 3) Income in the form of rent is only forthcoming if a surplus is made and then distributed to the shareholders as a dividend. Dividends cannot legally be declared until past accumulated losses have been paid off.

2. Councillor PR Hood-Williams to Councillor JB Hague, Cabinet Member for Environment. Question Councillor P R Hood-Williams stated that he remained confused regarding the Council’s “Extinguishing of Street Lighting in residential and commercial areas Policy” as he was aware of lights that either remained on / off in certain areas” (The Environment Cabinet Member asked Councillor P R Hood-Williams to identify the areas in question, so that he could look into the matter and then provide a written response.)

Response Response Pending – Awaiting Clarification from Councillor Hood-Williams 3. Councillor JE Burtonshaw to Councillor JB Hague, Cabinet Member for Environment. Question Asked for the reasons that a detailed breakdown of the actual numbers of lighting columns turned off by the Swansea Administration could not be provided on an electoral division basis.

Response I am pleased to attach a breakdown (Appendix A) of lights switched off or removed in each Ward. The figures are approximate only as some Ward boundaries run down the centre of a street. The variation in the number of lights per Ward, reflects the number of by-passes in the area and the concentration of ‘non residential areas’.

4. Councillor RC Stewart to Councillor JB Hague, Cabinet Member for Environment. Question Asked for figures relating to road accidents prior to and following any lighting columns being extinguished.

Response The Council’s road traffic accident data relies on information supplied by the South Wales Police. The Council currently has access to road traffic accident data up to the end of March 2011, which pre-dates the first reductions in street lighting in July 2011. It is standard practice to use road traffic accident data covering three years ‘prior to’ and ‘after’ any changes that have occurred on the highway, to ensure that any conclusions drawn are valid. However officers will review a full year of “post switch-off” data, once this becomes available from South Wales Police. This data is expected to be received in December 2012. I would add that road traffic accident data was considered as part of the assessment for streets where lighting might be reduced or switched off. The Council’s Road Safety Officer is also in regular contact with lighting officers and South Wales Police regarding the changes that have been made to street lighting.

5. Councillor D Phillips to Councillor JB Hague, Cabinet Member for Environment. Question Asked the Environment Cabinet Member to release the Traveller Candidate Site Locations List” to all Councillors.

Response The situation remains as set out in the written answer to the question at Council. No shortlist has been agreed until Cabinet has considered the report back from the task and finish group. There is a need to maintain confidentiality whilst this process is being undertaken. At present therefore the information will only be made available to Councillors on a "need to know" basis. This would normally only extend to the Members involved in the task and finish group, but the Monitoring Officer has advised me that it would be in order to allow Group Leaders to view the list. Should you personally wish to avail yourself of this opportunity as Group leader, please contact me further.

6. Councillor HM Morris to Councillor CA Holley, Leader of the Council. Question Asked for the Authority’s Policy on providing free tickets at the Liberty Stadium for members of the Armed Service.

Response Under the Council’s hospitality protocol agreed by Constitution Working Group, 20 tickets are available for distribution for each game. Ten tickets are offered to Councillors to distribute within their ward. The remaining 10 are available as a way of recognising and rewarding a variety of good causes and achievements. Four of these 10 tickets at each home fixture of Swansea City FC and Ospreys are offered to the Tickets for Troops Charity to distribute to serving armed forces. This arrangement was introduced for the 2011/12 season and will be reviewed at the end of the season.

7. Councillor D Phillips to Councillor CA Holley, Leader of the Council. Question To confirm whether he had attended each game and actually sat in the seat / box at the Liberty Stadium that he had accepted hospitality for.

Response As Leader of the Council I am invited to the Liberty Stadium and other venues to support our local teams. I normally accept, but there have been some occasions when I have not been able to attend and have given my apologies. In the case of Swansea City AFC, I have a blanket invite at the beginning of each season to attend each home game. The same situation applies to the Ospreys RFC. If I have been invited to the Council box then the ticket I have been allocated by Swansea City AFC Club would remain with the Club, in the case of the Ospreys RFC the same applies. The invitation would remain on my hospitality register as I have said yes to all games at the start of the season. I will now change the system so that it reflects when I have either accepted hospitality from the Council or hospitality from Swansea City AFC or hospitality from Ospreys RFC

Appendix A Lighting Columns Switched Off and Cut Down Ward Columns Switched Off Columns Cut Down Bishopston 0 16 Bonymaen 335 15 Castle 0 46 Clydach 62 13 Cockett 131 39 Cwmbwrla 0 8 Dunvant 0 10 Fairwood 6 9 Gorseinon 16 6 Gower 0 6 Gowerton 51 60 Killay North 0 3 Killay South 0 2 Kingsbridge 55 5 Landore 60 27 Llangyfelach 116 3 Llansamlet 518 61 Lower Loughor 0 2 Mawr 93 8 Mayals 20 5 Morriston 219 49 Mynyddbach 15 24 Newton 11 13 Oystermouth 10 23 Penclawdd 242 60 Penderry 22 8 Penllergaer 24 15 Pennard 0 8 Penyrheol 26 6 Pontarddulais 15 30 Sketty 15 31 St. Thomas 80 16 Townhill 22 8 Uplands 0 3 Upper Loughor 0 5 West Cross 0 7

Total Columns Switched Off: Total Columns Cut Down: 2164 650

Item No. 19

Council – 15 March 2012

COUNCILLORS’ QUESTIONS

PART A - SUPPLEMENTARIES

1. Councillors PR Hood-Williams, ACS Colburn and CWRWD Thomas.

What investigations have taken place to ascertain any likely damage caused to the foreshore by the movements of sand to enable the Welsh Beach Race to take place? Also what actions will be taken to localize the movement of motorized vehicle on the foreshore to prevent damage to the SSSI’s to the west of the race area?

Response of the Cabinet Member for Culture, Recreation & Tourism

Sand samples have been taken at various locations on the beach. However, the movement of sand below the tide line would be minimal. The majority of sand moved would be the current wind blown sand above the tide line; sand movement of this nature and in this area is something the Authority has undertaken for over 20 years as part of the efforts to minimise wind blown sand blocking Oystermouth Road and the Promenade.

Sand would be returned to locations as requested by CCS. It is envisaged that this may save the Authority money / efforts in future years as the Authority currently spends hundreds of man hours moving the wind blown sand from against the sea wall. This could well be mitigated by the race organisers undertaking this work as part of the reparation of the site

The beach race site does not extend into the SSSI

The boundary of the beach race site will be de-marked by Heras style security fencing and staffed with security guards. No vehicles will be required to or permitted to pass this point.

2. Councillor RH Kinzett.

Will the Cabinet Member inform Council as to measures taken to improve cycle and motorcycle safety in Swansea?

Response of the Cabinet Member for Environment.

The Council takes cycle and motorcycle safety very seriously and works with partners, to improve safety for these groups. This work includes physical measures to improve provision for cyclists and education measures to inform and advise both cyclists and motorcyclists. To encourage and promote safe cycling, the Council includes cycle storage, construction of cycleways, toucan crossings and links to cycle routes, in improvement and Safe Routes in Communities schemes, and over 30 schools have so far benefitted from such measures. This will continue, subject to Welsh Government funding announcements, in 2012/13.

The Council’s Road Safety team is also committed to providing cycle training to Primary School children in year 6, during Spring and Summer terms. All schools benefitting from physical measures provided through Safe Routes in Communities schemes have also received additional road safety education and training.

Considerable emphasis is given motorcyclist safety, with 5 two-day BikeSafe courses organised by the Council and provided by South Wales Police during the 2011/12 year. The Council hosts the Wales Road Casualty Reduction Partnership and, through this Partnership, supports initiatives such as the “Wales by Bike” website and the “Ride Wales” leaflet, which aim to improve safety amongst motorcyclists.

In 2012-13, 6 BikeSafe courses are planned in Swansea, and a new “Dragon Rider” enhanced motorcycle skills scheme will be piloted in South West Wales. I welcome the road safety funding provided in recent years by the Welsh Government and hope that this will allow the work on cycle and motorcycle safety to continue.

3. Councillors RL Smith, ME Gibbs & G Seabourne

I note that in recent weeks the highway surface on many roads within this Authority are being repaired or patched with recycled tarmac. Within a few days the repaired surface is breaking down and holes re appear. It is commendable, that we are making an effort to “save the planet” I would question if this is cost effective when our workforce is having to return to make good the repairs within days. Can the Cabinet Member confirm if the correct chemical additives blend has now been achieved?

Response of the Cabinet Member for Environment.

The recycling process as Members point out relies on the correct additives being used. There have been isolated failures in the wearing or surface course material. The Head of Service advises that he has suspended use of this material until he is satisfied that it is fit for purpose. Use of this material as a base course material will continue as this has proven durability in line with quarry purchased products.

4. Councillors D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

Would the Leader or relevant Cabinet Member/s list the savings/efficiency cash target for 2009/10, 2010/11 and 2011/12 and the cash savings actually achieved in the first two years specified, together with the saving made to date in the current year

Response of the Leader

The agreed budgets provided for the following savings: 2009/10 £ 7.000m 2010/11 £ 9.680m 2011/12 £11.350m

The cash savings achieved in each year are as follows: 2009/10 £ 6.040m 2010/11 £ 9.620m 2011/12 £ 9.719m The shortfall in 2009/10 was mainly due to a delay in achieving the agreed savings. A significant proportion of the shortfall was achieved in subsequent years. 5. Councillor RH Kinzett.

Will the Cabinet Member outline: a) the details of any planning applications received for the construction wind turbines within the City & County of Swansea since 2004 including what stage any such applications reached, what the total generating output was of any such wind turbines and what the officer recommendation was in each case; b) the current total energy output of all online wind turbines currently situated within the City & County of Swansea; c) what policies the City & County of Swansea has in respect of encouraging wind turbine development.

Response of the Cabinet Member for Economic Regeneration & Planning.

a) The council has had ten such applications since 2004. • Two were approved in line with officer recommendations; • Two were refused contrary to officer recommendations; • Three were withdrawn; • Two are in-hand; • One was dismissed on appeal & is the subject of a judicial review; • Total approved generating power is 8.5 KWs. • Individual details are given in the attached spread sheet. b) this information is not held by the planning authority. c) the relevant development control policy is R11 of the UDP. This states: Policy R11 Proposals for the provision of renewable energy resources, including ancillary infrastructure and buildings, will be permitted provided: (i) The social, economic or environmental benefits of the scheme in meeting local, and national energy targets outweigh any adverse impacts, (ii) The scale, form, design, appearance and cumulative impacts of proposals can be satisfactorily incorporated into the landscape, seascape or built environment and would not significantly adversely affect the visual amenity, local environment or recreational/tourist use of these areas, (iii) There would be no significant adverse effect on local amenity, highways, aircraft operations or telecommunications, (iv) There would be no significant adverse effect on natural heritage and the historic environment, (v) The development would preserve or enhance any conservation areas and not adversely affect listed buildings or their settings, (vi) The development is accompanied by adequate information to indicate the extent of possible environmental effects and how they can be satisfactorily contained and/or mitigated, (vii) The development includes measures to secure the satisfactory removal of structures/related infrastructure and an acceptable after use which brings about a net gain where practically feasible for biodiversity following cessation of operation of the installation.

Proposals for large-scale (over 25MW) onshore wind developments shall be directed to within the Strategic Search Area defined on the Proposals Map subject to consideration of the above criteria.

Amplification 4.4.17 The inclusion of appropriate renewable energy features in the design of new development will be encouraged, subject to any environmental issues being resolved. Examples of renewable energy technologies include solar panels on buildings to generate electricity or to collect heat for domestic hot water systems, swimming pools, etc, ground source heat pumps, biomass, and small hydro power schemes. The planning controls and considerations, such as noise, odour and visual intrusion, vary across different technologies and between locations. Accordingly, guidance relating to the scale and form of specific renewable technologies will be provided in the forthcoming Energy SPG. 4.4.18 The integration of energy efficiency and conservation objectives into the planning and design of new and existing development is also encouraged through resource efficient layout, building design, use of materials and construction techniques, optimal use of local topography to maximise solar gain, light penetration and use of shelter vegetation. Where a new development will generate significant energy demands, consideration should be given to the provision of combined heat and power (CHP) systems and district heating schemes to serve the development. A Sustainable Energy Action Plan is currently being prepared for the County, which will review and focus on the capacity to use energy saving technologies and the deployment of renewable energy sources. This Action Plan will inform the preparation of future policy/SPG.

4.4.19 Developers of proposed renewable energy sources are encouraged to actively consult and engage communities at an early stage and, where possible, ensure the community most affected or where the scheme is to be sited, will gain social, economic and/or environmental benefits proportionate to the development proposed. Planning applications for non-residential buildings over 1000 sq.m. should be accompanied by an Energy Design Advice Report, including recommendations relating to energy efficiency and appropriate renewable energy technologies. A response to the report from the developer should also accompany the application.

4.4.20 Both within and outside the SSA small-scale and domestic (less than 50kW) or community based renewable energy developments (less than 5MW) will be encouraged subject to consideration of the above policy criteria. Such proposals should be of good design, and if sited within the AONB respect the qualities that underlie its designation.

4.4.21 Proposals for wood fuel systems based on small–scale heating projects, such as community wood chip or pellet burners, have strong local benefits particularly in rural areas where they can assist in the process of rural diversification and will be supported.

4.4.22 There may be scope for the anaerobic digestion of agricultural wastes and sewage to generate methane for use as a fuel where these are developed in close proximity to arisings. Proposals for the development of anaerobic digestion schemes associated with existing agricultural or large sewage treatment facilities will require consideration to be given to the impact on the local setting, environmental interests and scale of activity.

4.4.23 Offshore renewable energy developments such as wind farms or tidal power installations have the potential to make significant contributions towards meeting national targets for renewable energy generation, particularly in the long terms. The Council is only a consultee in the decision making process relating to offshore developments, however planning permission may be required for associated onshore infrastructure requirements and installations, which will need to be appropriately sited.

4.4.24 The satisfactory removal of structures/related infrastructure following cessation of operation will be secured by way of financial guarantees/planning obligations as part of the grant of planning permission.

Site Kilo Officer App No: Date Location Description wattage Recommendation Decision

Tesco Extra Store, Construction of a 20 Nantyffin KW wind turbine 2006/1339 Approve 07/11/2006 Road, (overall blade height Llansamlet, 18.50 metres, hub Swansea height 12.982 metres) 20 kw Refused 45 Castle Construction of a 20 Graig Road KW wind turbine 2007/0243 Morriston (overall blade height Withdrawn Swansea 18.50 metres, hub Not SA6 8NW height 12.982 metres) indicated N/A 20/03/2007 Land fronting Tesco's and Comet, 2007/2591 Nantyffin Refused Road, Installation of 3 no. Llansamlet, micro wind turbines, Swansea 10.6 m tall 6kw Approve 20/06/2008 Bishop Vaughan School, Mynydd 2008/0926 Garnllwyd Granted Road, Morriston, Swansea, Installation of a wind SA6 7QG turbine 6Kw Approve 10/10/2008 Ller Fedwen Farm, 2008/1571 Felindre, Granted Swansea, Installation of a 10m SA5 7PX domestic wind turbine 2.5kw Approve 09/12/2008 Parkland Primary School, Installation of wind Sketty Park turbine with a 2008/1662 Withdrawn Drive, maximum height of Sketty, approximately 17.8 Swansea, metres including rotor SA2 8NG arms 05/09/2008 Installation of 19 wind turbines (maximum height to blade tip of 127 metres with a hub height of 80 metres), with associated tracks and ancillary infrastructure (including 80m high anemometer mast, Dismissed electrical substation at appeal, Mynydd Y compound, Judicial 2008/1781 Gwair, hardstandings, Review of Swansea transformers and decision in underground cabling) progress and construction of new access track from A48 (Bolgoed Road at Pontarddulais) (approximately 13.8km in length) with improvements to 3.9km of existing road not across Mynydd exceed Appeal against non Pysgodlyn 50MW determination 21/02/2011 Ysgol Crug Glas, Croft Installation of 12.75m 2008/1905 Street, turbine (including rotor Withdrawn Swansea, blades) (amended SA1 1QA plans received) 2.5kw 27/07/2010 Ty'r Gwynt, Port Eynon, 2011/1295 Not made Swansea, Micro domestic roof Not Currently being SA3 1NL mounted generator indicated considered. N/A Land at Bay Wastewater Treatment 2011/1658 Works (Ww Erection of a 104m Not made Tw) Fabian high wind turbine, Way detached outbuilding Currently being Swansea and associated works 1.5MW considered. N/A

6. Councillor RH Kinzett Will the Cabinet Member inform Council how much monies have been collected from stall holders at Swansea Market since 2004 and how much public money has been spent on the Market and on what.

Response of the Leader / Cabinet Member for Economic Regeneration & Planning.

a) Income derived from stall holders at Swansea Market since 2004 amounts to £8,974,045. This includes rent collected from lease holders, licence holders and casual daily rents. For lease holders, rents are calculated according to stall area and multiplied by the rate per square foot. The square foot rate depends upon which Zone the stall is located e.g. Zone A = highest footfall and highest rate. b) Since 2004, £4,580,315 has been spent on the daily operation of the market. This includes salary costs of market staff, premises costs (e.g. security, insurance, utilities), service and supplies costs (e.g. waste disposal, marketing, cleaning materials, hygiene services) and an estimate for general maintenance. These operating costs exclude central overheads such as IT, Finance and Legal which average around £75k p.a. c) £879,241 of capital budget has also been invested in the market. The market was built during the 1950s and requires some investment to ensure that it continues to be fit for purpose and offers an attractive shopping environment. The capital budget has been utilised to improve the entranceways and accessibility, upgrade fire safety measures (e.g new alarm system installed and infrastructure improvements made), roofing, glazing and ventilation works, electrical and water system upgrades and general improvements. Budget has also been spent on surveys and studies to prioritise the projects and determine the long term development potential of the market.

7. Councillors D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

Could the Cabinet Member for Community Regeneration advise Council of his plans to improve the prospects of those living in the City’s poorest wards over the next 4 years. How will he guarantee that his performance in this respect will exceed that of the last four years?

Response of the Leader & Cabinet Member for Community Regeneration

This Council, directly and through key partnerships, has the potential to improve the prospects of those living in the City’s poorest wards. Community Regeneration can play a key role, as it can access resources from the Welsh Government and other organisations to tackle poverty, deprivation and social exclusion both within particular geographical areas, and focusing on specific groups of people.

One of the key community regeneration initiatives is Communities First, and as Cabinet Member for Community Regeneration I have been proud to champion this Programme, which is targeting the most deprived wards in Swansea.

There are many examples of initiatives and projects that are successfully addressing poverty and deprivation under Communities First. A few examples of these would include:- • the ‘Change 2 Save’ project that targeted households with lower than average income to save money via energy saving, reducing waste, and IT training. The project made total savings of approximately £5,330 across 29 households over a 12month period.

• In Penlan, the Community Job Fair, jointly organised by Communities First and Job Centre Plus, provided opportunities for employment support, training and volunteering, assisting local people to find employment. 163 local residents attended the event, 13 of whom gained employment, 13 enrolled in training, 6 started volunteering, 3 parents started accessing childcare provision, 6 became members of the library, 59 were formally referred to partner employment support agencies for ongoing support.

• In Castle ward The ‘Targeted Intervention and Community Safety Project’ is designed to both reduce actual crime and the fear of crime in the community. To date the project has exceeded its target by processing 31 referrals of tenants at risk of losing their tenancy. Of those 31, the project is currently working with 15 and 6 of these have fully completed their intervention with positive results.

Since 2009 I have also been actively involved in the Community Cohesion programme in Swansea. A number of community projects have been supported from the Community Cohesion Fund, including:

• Classes in English for Speakers of Other Languages (known as ESOL) were provided in 3 local schools. • A Disability Hate Crime conference was held which raised awareness of the issue and brought together key stakeholders to identify the current position within Swansea with regard to disability prejudice and hate crime. • EYST (The Ethnic Youth Support Team) was funded to run the ‘Think’ Project - a series of workshops for young people which used facts about race, religion and migration to challenge racism and to refute myths and stereotypes. • Community safety workshops, facilitated by the City of Sanctuary, were held in four Communities First areas, which brought together relevant organisations and residents, including those seeking sanctuary, to discuss racist and hate crime.

In relation to community safety, significant and sustained reductions in crime levels have been achieved in Swansea over the past 4 years. This has benefitted all our residents, including those living in our poorest wards, who may otherwise suffer disproportionately from crime and the fear of crime. As a result of the excellent partnership working arrangements in place in Swansea, and due to the commitment of all the relevant agencies, I am confident that progress will continue to be made.

The Community Recreation Section, currently support 31 Community Centres and 10 Senior Citizen Pavilions. These centres offer local, affordable and accessible social, recreational, educational and community activities run by hundreds of volunteers with 485, 000 attendances during the financial year 2010/11.

Most centres receive financial investment from a combination of sources, which include external grants, centre funds and funding from the Authority. We will continue to try and maximise funding for these centres and pavilions from a range of organisations. I was particularly proud of how the service rose to the challenge following the fire at the Bonymaen Community Centre and ensured that activities continued in the community whilst the rebuilding work was carried out.

As I have stated already, many community regeneration initiatives have been established in recent years in what has been a particularly challenging economic climate and there is evidence that these initiatives have had a positive impact on many people’s lives. Work will continue to ensure that we build on these successful initiatives.

However, the next four years will present all Local Authorities in Wales with significant challenges with regard to regenerating communities. The Welsh Government has made major changes in the way it wants Local Authorities to operate in this area. In addition, some schemes such as Community Cohesion face reduced funding from the Welsh Government.

Major changes to the way the Communities First programme operates are underway with there being particular emphasis on achieving Prosperous, Healthier and Learning Communities. In practice this means for example making a difference to young people ‘Not in Employment, Education or Training’ (NEETS) and reducing the gap in life expectancy between the most and least deprived areas as well as improving the absence rate in schools.

Key to the new arrangements will be the establishment of ‘clusters’ of communities’ in order to target resources in future. Recently I have been playing an active role in deciding which communities should form these clusters. While the Council does not have complete autonomy in relation to the Communities First work programmes, we do know how to get the best out of the programme in terms of outcomes for the communities and particular effort will be directed to drawing down European structural funds.

The Chief Executive has also been undertaking a full analysis of the Authority’s activity in the area of Child Poverty and a programme for change will inevitably develop as a result. I see this portfolio playing a major role in delivering and promoting this programme.

There will also be significant changes to the Community Cohesion scheme with a ‘regional’ approach being adopted by the Welsh Government to both the funding and the delivery of projects. I will ensure that the Authority leads the way in the region that the City and County of Swansea will be part of.

We will continue to adopt innovative approaches to regenerating communities and this is particularly important in the current economic climate. For example, we will be launching a ‘Get Cooking Swansea’ initiative shortly that will involve using a mobile kitchen to deliver cookery courses to specific communities and to promote the concept of healthy eating

The planned changes in Communities First, taken alongside the on-going developments and improvements in community cohesion, community safety and community recreation, give me the confidence that we will be well placed to continue to improve the prospects of those living in the City’s poorest wards.

8. Councillors RL Smith, ME Gibbs & G Seabourne There has been much media interest recently regarding Doormen / Bouncers. Can the Cabinet Member confirm in relation to SIA registered doormen in the City & County of Swansea? What powers, control and responsibility they have to the general public outside the curtilage of these premises.

Response of the Cabinet Member for Environment.

The Private Securities Industry Act 2001 provides a licensing arrangement for Door Staff previously registered under local schemes by Local Authorities. This took effect in 2003. Information from the Security Industry Authority describes their responsibilities below.

“Door Staff are contracted to a premises or event to provide security in controlling access, protecting the property and supervising and removing customers when required”. This includes external areas if it is still within the curtilage of the premises. With respect to a public area, which is not within the curtilage of the premises, then any responsibilities for door staff would be similar to those as a member of the public. They would rely on Sect 3 Criminal Law Act 1967, that is: Use of force in making arrest, etc.

(1)A person may use such force as is reasonable in the circumstances in the prevention of crime, or in effecting or assisting in the lawful arrest of offenders or suspected offenders or of persons unlawfully at large.

(2)Subsection (1) above shall replace the rules of the common law on the question when force used for a purpose mentioned in the subsection is justified by that purpose.

There is not a requirement for Licensed Door Staff to have a first aid certificate, but there is some content in their training course which covers the following; -how to act in a first response situation requiring first aid -who to contact in first aid situations -briefly describes the first aid procedures to be observed for the most common injuries sustained on licensed premises.

9. Councillors D Phillips, W Evans, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle Would the Education Cabinet Member provide a statement in response to the Estyn report into City & County Employment Training (CCSET) which identified a number of significant failings.

Response of the Cabinet Member for Education

The Estyn inspection of Work Based Learning (WBL) provided by Employment Training looked at WBL performance data for 2008/09 & 2009/10 in Level 2 Foundation Apprenticeships & Level 3 Apprenticeships. Whilst the overall success rates for learning activities in 2008/09 showed Employment Training achieving a 75% overall success rate for Apprenticeships this was 2% points below the national comparator. However, in 2009/10 the overall Apprenticeship learning activities success rate was 83% compared to a national comparator of 82%. The trend for 2010/11 shows Employment Training to be achieving an 80% overall Apprenticeship learning activities success rate which is the same as the national comparator. The 2010/11 verified data from the Department for Education and Skills (DfES) will be available in April 2012.

However, during the inspection Estyn concentrated on the attainment by learners of Full Frameworks for Foundation Apprenticeships (Level 2) and for 2008/09 the National Comparator was 76% and Employment Training was 67%; in 2009/10 the National Comparator was 82% and Employment Training 76%. Because the performance of Employment Training was 5% points below the National Comparator on this comparator in successive years it meant that provision in Foundation Apprenticeships was unsatisfactory. The attainment of the full framework is one of the key measures used by Estyn and failure to reach the national comparator or be with in 5% points will result in an unsatisfactory grading. This National Comparator used by Estyn is the average performance by all providers on that indicator.

The Modern Apprenticeship (Level 3) Framework Success rate for 2009/10 was National Comparator 81% and Employment Training 77% (Adequate).

Elected Members will be aware that Employment Training is an inclusive organisation and its approach and type of training opportunities support work with some of the most challenging and disadvantaged client groups in the City and County of Swansea. It does not select learners on educational ability or aptitude but seeks to support all learners to gain the skills and confidence to secure employment whether it be through an Apprenticeship or one of the Traineeship programmes. Estyn recognised this additional support by awarding Employment Training a ‘Good’ grade for the care, support and guidance it provides to learners.

Whilst it is disappointing to receive such a report a number of actions have already been taken to ensure that managers at Employment Training focus their attention on improving the overall quality of all WBL provision across all occupational sectors. Estyn Inspectors will be re-inspecting Employment during the next 12 months and a Post Inspection Action Plan (PIAP) has been drafted and submitted to the DfES for approval. The PIAP outlines the actions needed to respond to the recommendations identified by Estyn in their report

10. Councillors D Phillips, W Evans, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

Would the Education Cabinet Member and/or other relevant Cabinet Member/s provide a full statement as to what happened in regards to the disruption to schools’ ICT services following power outages on February 14th? Would he advise Council why the EDUNET network failed so spectacularly, why there appeared to be inadequate emergency recovery/back up systems and why it proved so difficult to restore data (and whether any was lost). Would he also advise of the impact of the failure on schools, absence records, curriculum and pupil work. Can the Cabinet Member provide an assurance that lessons have been learnt from this debacle and that steps have been taken to ensure that it will not repeat in the event of further similar power outage.

Response of the Cabinet Member for Education

The disruption to ICT services to schools and some Education Directorate ICT services followed a power failure, which affected parts of Swansea, on the evening/night of 14th February. As a result, the main electricity supply to the Civic Centre was cut off for over 35 minutes and, over the next 5 -6 hours there were repeated fluctuations to the power supply as work progressed to restore it.

All ICT systems are protected by UPS technology which maintains battery- supplied power for 20 minutes, on average. Clearly, given the length of this outage, the UPS protection was exceeded and systems shut down. Power cuts in the area of the Civic Centre are not uncommon; however, over recent years, loss of power has been of the order of 1 – 2 minutes at most, so clearly 35 minutes is exceptional.

Ordinarily, once power is resupplied, systems restart with some minor disruption likely; however, experience tells that within an hour stable services are usually restored. In this case, the repeated power fluctuations (‘spikes’), over a 5-6 hour period caused the damage, with systems attempting to restart then suffering sudden power loss.

Specifically, the Edunet network is controlled by a Primary Domain Controller (PDC), a server that maintains a database of all network resources and configurations. During one of these power ‘spikes’ the PDC configuration became corrupted and could not restart.

The PDC is backed-up as a matter of routine; however, when the backup was restored, whilst it completed cleanly, the PDC could still not be brought back into its role.

Frustratingly for the technical server staff, there were no displayed error messages to provide information as to the state of the PDC.

At this point it was decided to build a new PDC and restore the last good backup to it; the technical team also formulated a recovery plan with options and at that point Microsoft was also contacted for advice. It is encouraging that Microsoft has endorsed all of the actions taken by the team and the recovery plan. Following the building of the PDC and the backing up of available reserve Domain Controllers, to ensure retention of network configuration, a series of routines and additional resources, supplied by Microsoft, were successively applied, finally resulting in the restoration of a stable PDC on Wednesday 22 Feb.

The situation now is that Edunet is stable, the new PDC is performing well, there are some tidying-up actions ongoing and importantly, there has been no data loss.

Firstly, thanks must go to the schools themselves for patience and forbearing. Credit must also go to the technical team which worked many long days to recover Edunet from this difficult situation, to the other staff that maintained a good system of communications to schools and who put into place specific local arrangements for some schools to proceed with or prepare for inspections. For the future, the ongoing server virtualisation will improve overall resilience.

A change to the power-down routine is being made so that all servers will power down after 15 minutes loss of mains and will stay powered down. This will require a period of time to restart services, but will avoid the risk of server corruption due to power spiking.

As an additional resilience measure a further physical PDC server will be built and located on one of the secondary school sites.

The Council will meet with its power provider to understand the issues with the local power supply. Out of this discussion, there may need to be further measures introduced to protect Council systems from similar outages and these will be considered and applied where appropriate.

In conclusion, this incident is the only significant disruption to Schools ICT services to have occurred in the last 7 years. Therefore, the systems are inherently reliable and resilient; however, the learning from this outage will result in additional measures to further reduce risks to the service for the future.

11. Councillor RH Kinzett

Given that the programme goes live on 1st April 2012 and other local authorities such as Denbighshire and Bridgend had a tender exercise back in January, can the Leader of Council provide an update on the implementation of Families First in Swansea and outline the timetable for procuring services.

Response of the Cabinet Member for Business Improvement & Efficiency

Families First is a multi-agency Partnership Programme and a Strategic Plan has been submitted to Welsh Government which is available on www.cypswansea.co.uk . The Families First Programme has however been operating since 1st April 2011 as Welsh Government required local partnerships to further develop the programme during this transition year to ensure that it was fully aligned to the principles of Families First and to meeting the needs identified in local needs assessments. Swansea has invested considerably in reviewing and refocusing projects and rolling out the Results Based Accountability process so that all projects are fully trained and working within this framework to measure outcomes for children and young people. In addition there are specific requirements within the guidance relating to the Team Around the Family, Joint Assessment Family Framework and Regional Learning Sets all of which are already in place and will continue to be an important focus for 2012/13 as these elements are further developed. In order to ensure that the Programme is responsive to the needs of families in Swansea further grant opportunities will be determined by local needs assessments including those identified within the operation of the Programme through the co-ordination of services to families via the Team Around the Family process. The Swansea Children and Young People Partnership's approach to the Families First Programme is in line with other local authorities including our neighbouring authorities of Neath Port Talbot and Carmarthenshire. The timeline for the future development of the Programme in Swansea will be determined by Welsh Government approval of the Plan which we are awaiting.

12. Councillor RH Kinzett

Will the Cabinet Member outline: a) the targets currently in place for recycling household waste in Swansea; b) the current percentage of domestic waste recycled in Swansea; c) any change in the amount of household waste recycled in Swansea as compared with the target since 2004.

Response of the Cabinet Member for Environment.

Within Wales recycling targets are based on Municipal Solid Waste (MSW) and not household waste in isolation. MSW broadly consists of all wastes generated by households, street cleansing activities; fly tipping and commercial waste collected by the authority. a)Targets which are currently in place for the authority are to recycle/compost/reuse • 52% of MSW by 2012/13 • 58% of MSW by 2015/16 • 64% of MSW by 2019/20 • 70% of MSW by 2024/25 b) During 2010/11 the authority recycled/composted/reused a total of 40.47% of its MSW c) In 2003/4 the authority recycled/composted 19.76% of its MSW, current estimates indicate that is likely to rise to around 45% in 2011/12.

13. Councillors D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

Would the Housing Cabinet Member advise Council what his priorities would be if he (his portfolio) had £11million to spend.

Response of the Cabinet Member for Housing

The priority in terms of Council Housing is to improve the stock up to the Welsh Housing Quality Standard as set out in the recently approved Housing Revenue Account budget which established a proposed Capital programme of £80m over the next three years.

PART B – NO SUPPLEMENTARIES

14. Councillors PM Matthews, DH James, CR Doyle, D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis- Davies, ET Kirchner and HM Morris Will the relevant Cabinet Member advise when the much needed work on the listed Scotts Pitt in Birchgrove is likely to be undertaken.

Response of the Cabinet Member for Economic Regeneration & Planning

Scott’s Pitt engine house in Birchgrove was grade II* listed by Cadw in 2003 as a remarkably complete earlier C19 Cornish beam engine house. The engine house and other remains on the site are also a Scheduled Ancient Monument. In the past, £820 was committed within the 2010/11 financial year to replace missing security grills on the openings into the main pit and associated features. No specific funds have been allocated for Scott’s Pit for the Financial Years 2011/12 or 2012/13. The building was externally surveyed by a Buildings at Risk consultant in 2008 on behalf of the Planning Department and their conclusion was that the building was not at risk, but that it is vulnerable to further deterioration. There is no specific Council policy with regards to repair and maintenance of ancient monuments or listed buildings other than within the Council’s wider repair and maintenance policy. If works are proposed at a future date, then this may require scheduled ancient monument consent which must be obtained from Cadw.

15. Councillors D Phillips, JE Burtonshaw, RC Stewart, JC Richards, RJ Lloyd, MC Child, R Francis-Davies, ET Kirchner, HM Morris and CR Doyle

Would the Housing Cabinet Member advise Council • how many Council housing units there currently are • how many current voids • how many of the council housing units that meet Welsh Quality Housing Standards. This information should be provided by ward/electoral division.

Response of the Cabinet Member for Housing

The Council housing stock currently stands at 13,616 units. The following table shows the number of council housing units by ward together with the number of voids by ward as at 27th February, 2012. Ward No. of Council No. of Voids housing units Bishopston 10 0 Bonymaen 781 11 Castle 729 17 Clydach 462 8 Cockett 1,001 18 Cwmbwrla 212 5 Dunvant 11 0 Fairwood 124 3 Gorseinon Central 35 1 Gorseinon East 87 4 Gower 54 1 Gowerton East 43 0 Gowerton West 125 1 Kingsbridge 65 0 Landore 84 2 Llangyfelach 18 0 Llansamlet 505 4 Loughor Upper 52 0 Loughor Lower 244 6 Mawr 83 1 Morriston 868 17 Mynyddbach 691 27 Penclawdd 96 1 Penderry 2,514 43 Penllergaer 86 2 Penyrheol 353 4 Pontardulais 273 5 Sketty 691 21 St. Thomas 316 5 Townhill 2,361 51 Uplands 37 1 West Cross 605 7 Total 13,616 266 The Welsh Housing Quality Standard sets out minimum requirements across a range of building elements which are grouped under seven separate headings. The Welsh Government is currently consulting on how compliance should be finally calculated and the methodology is likely to involve a measurement against a small number of key components of the standard. The Welsh Government provided a draft template in 2010 as a pilot study to inform their consultative arrangements and whilst this is unlikely to be the final version, the up to date data using that format is as follows: Component Compliant Roofs and associated components 90% Windows 98% External doors 62% Kitchens 33% Bathrooms 34% Energy rating SAP 45% Central heating systems 61% Electrical systems 91% Mains powered smoke detectors 99% All Components* 6% *This figure is the percentage of properties which comply with all of the above components. Until the final methodology is published and recording systems are configured accordingly, the data is currently only available on an authority wide basis.