Bwrdd Gwasanaethau Cyhoeddus Ceredigion Public Services Board Meeting 2 4th of July, 2016 Council Chamber, Penmorfa, Aberaeron 10am – 12:00pm MINUTES Present: Cllr Ellen ap Gwynn Ceredigion County Council Bronwen Morgan Ceredigion County Council Chief Executive Martin Cox Natural Resources Wales Rob Quin Mid & West Wales Fire and Rescue Service Bernardine Rees Hywel Dda University Health Board Peter Skitt Hywel Dda University Health Board Ifan Evans Welsh Government Hazel Lloyd-Lubran Ceredigion Association of Voluntary Organisations Chief Insp. Nicola Carter Dyfed Powys Police Cllr Hag Harris Chair, Children and Young People Executive Group Cllr Gareth Lloyd Chair, Sustainable Futures Executive Group Ian Scale Hywel Dda Public Health Team, Public Health Wales Ben Davies One Voice Wales Rhodri Llwyd Morgan Aberystwyth University Ella Rabaiotti Wales Community Rehabilitation Company Menna Davies Department for Work and Pensions Policy Support: Alun Williams Head of Policy Support, Ceredigion County Council Diana Davies Future Generations and PSB Manager, Ceredigion County Council Steffan Gruffudd PSB Project Officer, Ceredigion County Council Mererid Jones PSB Support Officer, Ceredigion County Council Also in Attendance: Naomi McDonagh Health, Social Care & Wellbeing Executive Group Cathryn Morgan Syrian Refugees Task and Finish Group 2.1 Apologies, Introductions & Disclosures of interest Apologies: Jane Davidson, University of Wales Trinity Saint David; Supt. Ian John, Dyfed Powys Police; Sarah Jennings, Hywel Dda University Health Board; Caroline Jones, Sustainable Futures Executive Group; Sue Darnbrook, Strategic Director, Care, Protection and Lifestyle, Ceredigion County Council; Elen James, Head of Youth Engagement and Continuous Education; Cllr 1 Catherine Hughes, Chair, Health, Social Care and Wellbeing Executive Group; Dafydd Llywelyn, Dyfed Powys Police and Crime Commissioner; Jocelyn Llewhellin, Department for Work and Pensions; Mike Shaw, Ceredigion County Council; Alan Garrod, Community Safety Executive Group; Lewis Barron, Ceredigion County Council; Jacqui Weatherburn, Coleg Ceredigion; Christine Harley, National Probation Service. The Chair welcomed all to the meeting. A warm welcome was extended to Rob Quin from Mid & West Wales Fire and Rescue Service to his first Ceredigion PSB meeting. The Chair informed the Board that a letter was received earlier in the morning from the Cardigan and North Pembrokeshire Amnesty International Group, commending Ceredigion PSB on their work on the Syrian Persons Relocation (SPR) scheme. The letter states that Ceredigion had become a trailblazing County in Wales by being one of the first to relocate Syrian Refugees in the County. The letter continued to say that it is hoped other Counties use Ceredigion as an example to welcome many more Syrian refugees as well as Ceredigion relocating more Syrian refugees in the near future. The Chair reminded the Board that the PSB established a Syrian Refugee Task and Finish Group of statutory bodies and voluntary organisations to co-ordinate this work and thanked all of the organisations and officers that have been involved in the process for their hard work and commitment. 2.2 Minutes of previous Ceredigion PSB meeting – 18.04.16 The Chair referred to the minutes of the previous meeting. Ifan Evans raised that in the minutes for the previous meeting it’s noted in point 1.7.3 Assessment of Local Well-being – Joint Methodology Framework that he raised concern that the Economy theme had appeared as the first theme in one list but then appeared as the last in another document. Ifan clarified that what he meant was that consistency was needed throughout the document on the order of the themes listed. Diana Davies noted that the list of themes is now consistent and that the Economy is on top of the list. The minutes of the previous meeting were then agreed as correct. 2.3 Matters arising from previous meeting It was noted that any matters arising from the previous PSB meeting were on the Agenda. 2.4 PSB Terms of Reference Following the decision at the last meeting to re-visit the PSB’s Terms of Reference (ToR) Diana Davies (DD) highlighted minor changes that had been made in the revised version mainly as points of clarification and to provide information on substitutes and the role of the FG Commissioner. DD noted that the revised ToR have also taken into account the points relevant to Ceredigion contained in the composite ToR review undertaken by HDdUHB for the three PSB’s within their area. The other matter under consideration was options on decision making. Based on discussions at the last meeting the following four options were presented to the Board OPTION 1 (consistent with Carmarthenshire and Pembrokeshire PSB’s) • The quorum of a PSB meeting is all four of its statutory members. • Board decisions (for example the agreement of the Assessment of Local Wellbeing and the Local Well-being Plan) will be taken on a consensus basis and are only valid when made jointly and unanimously by all members of the board and with all statutory members present. 2 OPTION 2 • The quorum of a PSB meeting is all four of its statutory members. • Board decisions (for example the agreement of the Assessment of Local Wellbeing and the Local Well-being Plan) will be voted upon with all statutory members present. All PSB member organisations will have one vote each. Those organisations with more than one representative on the board should make it clear who will be voting on their behalf before the vote commences. OPTION 3 • The quorum of a PSB meeting is all four of its statutory members. • Board decisions (for example the agreement of the Assessment of Local Wellbeing and the Local Well-being Plan) will be voted upon by the four statutory members only. All statutory members will have one vote each. The statutory members with more than one representative on the board should make it clear who will be voting on their behalf before the vote commences. OPTION 4 • The quorum of a PSB meeting is all four of its statutory members. • Board decisions (for example the agreement of the Assessment of Local Wellbeing and the Local Well-being Plan) will be voted upon with all statutory members present. All statutory members will have two votes each, all other member organisations will have one vote each. All board members should make it clear who will be voting on their behalf before the vote commences. Rob Quin noted that his preference would be to go for option 1 to give all of the members a fair say in Board decisions. Bernardine Rees noted that her preference was also for option 1, as it is consistent with Carmarthenshire and Pembrokeshire PSB’s and that it was important to keep consistency between the three Boards in the Dyfed region. The Chair also noted that she favoured option 1 as that is how the LSB took decisions prior to the statutory PSB and that it worked well for the Board over the years. It was agreed by the members of the Board to use option 1 as the decision making procedure for the Ceredigion PSB, and to include it in the ToR document. The Board accepted the revisions made in the revised ToR document and agreed to accept the document as the Ceredigion PSB Terms of Reference. 2.5 The Well-being of Future Generations (Wales) Act - Assessment of Local Well- being Update Diana Davies (DD) referred to the cover report on this item and gave a brief update to the Board on the developments of the Assessment of Local Well-being. It was reported that since the last meeting, Ceredigion County Council (CCC) has led on a successful grant application to the Assessment of Local Well-being Fund on behalf of the South West Wales region. The funding is being used to employ an individual on a ten month temporary basis to work in an analytical and co-ordinating role on the Assessments of Local Well-being for all three Counties. Mrs Polly Sills-Jones commenced her role as the Regional Well-being Assessment Co- ordinator on the 1st of June 2016 and has already been working with officers from all three counties on the analytical and engagement work. DD thanked all that had been involved with the grant application process. 3 The Well-being Assessment Lead Officer Group of nominated individuals from all PSB organisations across the region has been preparing the initial Situation Analysis for the assessment. This information will be used as the basis for the engagement campaign that will inform the assessments and will be held between July and September 2016. The newly appointed Regional Well-being Assessment Co-ordinator has been working with identified leads from across the three areas to develop an outline of the key messages that have come out of the initial Situation Analysis so as to provide the context and narrative for the engagement work. DD noted that a copy of the initial Situation Analysis and the Engagement Briefing Note had been sent to all PSB members prior to the meeting via email. DD noted that a meeting was held between engagement officers from PSB organisations th across the region on the 10 of June in order to discuss engagement around the assessment. A draft regional engagement framework was discussed and a Wellbeing survey has been developed across the region with the context and narrative differing for the three areas. DD referred to the copy of the draft Well-being survey that had been sent to all PSB members prior to the meeting via email. An additional group made up of representatives from PSB organisations in Ceredigion met on the 22nd & 28th of June to develop a specific engagement plan for the county. The work is moving on smoothly and DD extended a thank you to all that have been involved in the process so far.