30 July 2009 at 4.00Pm

Meeting of the Council of The City and County of Swansea th 30 July 2009 at 4.00pm

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, 30th July 2009 at 4.00 p.m.

The following business is proposed to be transacted:

1. Apologies for Absence.

2. To Receive Disclosures of Personal and Prejudicial Interests from Members in accordance with the provisions of the Code of Conduct adopted by the City & County of Swansea.

(NOTE: You are requested to identify the Agenda Item / Minute No. Planning Application No. and Subject Matter to which the interest relates).

3. To receive and sign as a correct record the Minutes of the Council 6-20 meeting held on 18th June 2009, and the minutes of Extraordinary Council meetings held on 26th June and 11th July 2009.

4. Presiding Officer’s Announcements.

5. Leader’s Announcements.

6. Public Questions in accordance with Procedure Rule 16. Questions must relate to matters on the open part of the Agenda of the meeting and will be dealt with within a ten minute period.

7. Public Presentations: Importance of the Commons to the City & County of Swansea – Malcolm Ridge, Gower Society.

8. Annual Report of the Standards Committee for 2008/09. 21-30

9. Cabinet Member Reports:

(A) Community Leadership and Democracy (1) Membership of Committees/Outside Bodies. 31-32

(B) Economic & Strategic Development (1) Wales Audit Office Report “Development Control” – Composition of 33-35 Planning Committees.

10. Report of the Head of Communications (1) Review of Respite Services for Older People in Swansea - Health 40-59 Social Care & Well Being Overview Board.

11. Report of the Corporate Director (Social Services) (1) Child and Family Services. 60-78

12. Report of the Chief Executive (1) Review of Electoral Arrangements. 79-82 (2) Update to Councillors Allowances Handbook. 83-108 (3) Independent Remuneration Panel for Wales ‘Way Forward’ Policy 109-131 Consultation July 2009. (4) Councillors Allowances & Expenses 2008/09. 132-135

13. Councillors’ Questions under Council Procedure Rule 15 136-147

14. Notice of Motion from Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

This Council believes that every child should be given the support and encouragement to realise their full potential and that a strong, stable family environment offers the best basis to achieve this. However it also recognises that not all children have the benefit of such a supporting family environment and that some children, through no fault of their own, face the upheaval and trauma of being taken into care. This Council believes that responding to the complex causes of family breakdown that put children at risk, and which are leading to a significant increase in the numbers of children being taken into care, requires sensitivity and compassion. Council considers it is imperative that there is an evident commitment to such sensitivity and compassion at all levels in the authority and that this is expressed by both its political and administrative leaders.

Council states unequivocally that it is unacceptable for any member of council or the authority to publicly pronounce or privately harbour views that some parents of children in care should be prevented from having any more children, by compulsory sterilisation if necessary. It believes that such extremist views have no place in mainstream politics in Britain.

Council calls upon the Leader of Council and the Chief Executive to unambiguously condemn such views and explicitly assure Council that such statements not only have not, but also do not, form part of the policy considerations of the Authority.

Council calls on them to ensure that no member of the Cabinet or Senior Management team hold or agree with such views, and provide an assurance that such statements will not be tolerated within the Authority.

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

David Daycock Head of Legal and Democratic Services Civic Centre Swansea 23rd July 2009 To: All Members of the Council

Item No. 2

Disclosures of Personal Interest from Members

To receive Disclosures of Personal Interest from Members in accordance with the provisions of the Code of Conduct adopted by the City and County of Swansea. You must disclose orally to the meeting the existence and nature of that interest.

NOTE: You are requested to identify the Agenda Item / Minute No. / Planning Application No. and Subject Matter to which that interest relates and to enter all declared interests on the sheet provided for that purpose at the meeting.

1. If you have a Personal Interest as set out in Paragraph 10 of the Code, you MAY STAY, SPEAK AND VOTE unless it is also a Prejudicial Interest.

2. If you have a Personal Interest which is also a Prejudicial Interest as set out in Paragraph 12 of the Code, then subject to point 3 below, you MUST WITHDRAW from the meeting (unless you have obtained a dispensation from the Authority’s Standards Committee)

3. Where you have a Prejudicial Interest you may attend the meeting but only for the purpose of making representations, answering questions or giving evidence relating to the business, provided that the public are also allowed to attend the meeting for the same purpose, whether under a statutory right or otherwise. In such a case, you must withdraw from the meeting immediately after the period for making representations, answering questions, or giving evidence relating to the business has ended, and in any event before further consideration of the business begins, whether or not the public are allowed to remain in attendance for such consideration (Paragraph 14 of the Code).

4. Where you have agreement from the Monitoring Officer that the information relating to your Personal Interest is sensitive information, as set out in Paragraph 16 of the Code of Conduct, your obligation to disclose such information is replaced with an obligation to disclose the existence of a personal interest and to confirm that the Monitoring Officer has agreed that the nature of such personal interest is sensitive information.

5. If you are relying on a grant of a dispensation by the Standards Committee, you must, before the matter is under consideration: (i) disclose orally both the interest concerned and the existence of the dispensation; and (ii) before or immediately after the close of the meeting give written notification to the Authority containing -

- details of the prejudicial interest; - details of the business to which the prejudicial interest relates; - details of, and the date on which, the dispensation was granted; and - your signature

Z:\Committees\A Agenda Pack\Council\2008-09\08 June 26\02 - Disclosures of Personal Interest.doc CITY AND COUNTY OF SWANSEA

MINUTES OF THE COUNCIL OF THE CITY AND COUNTY OF SWANSEA

HELD AT CIVIC CENTRE, SWANSEA ON THURSDAY 18TH JUNE 2009 AT 4.00 P.M.

PRESENT: Councillor E W Fitzgerald (Presiding Officer) presided

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

V N Abbott D H James D Phillips V A Bates Hughes D I E Jones G Phillips P M Black J W Jones C L Philpott J E Burtonshaw M H Jones D Price M C Child M R Jones T H Rees A R A Clement S M Jones S J Rice A C S Colburn W E A Jones I M Richard W J F Davies J B Kelleher D A Robinson A M Day R H Kinzett G Seabourne C R Doyle E T Kirchner P B Smith J Evans R J Lloyd R C Stewart W Evans K E Marsh R J Stanton R Francis-Davies P M Matthews D G Sullivan M E Gibbs P N May C Thomas J B Hague P M Meara D W W Thomas M J Hedges J T Miles L G Thomas C A Holley W K Morgan J M Thomas N A Holley H M Morris N J Tregoning D H Hopkins J Newbury D P Tucker D T Howells B G Owen S M Waller Thomas B J Hynes

14. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors N S Bradley, P R Hood-Williams, A Jopling, R D Lewis, A Lloyd, J C Richards, M Smith and R L Smith.

15. DISCLOSURES OF INTEREST

The Monitoring Officer gave advice regarding declarations of interest in relation to items on the Council Summons. In accordance with the provisions of the Code of Conduct adopted by the City & County of Swansea, the following interests were declared: Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

Councillor P M Black - Item 8(b)(i) - Wife is employed by the Council and based at St Helens School - personal and prejudicial and left the meeting while the item was being discussed.

Councillor A M Day - Item 8(b)(iii) - Trustee of Parklands Church in Maes-y-Gollen, Sketty - personal and prejudicial and left the meeting while the matter was being discussed. Item 9(a) - mother-in-law in receipt of Social Services transport - personal.

Councillor J B Hague - Item 10 - Councillor questioned No. 3 - Director of Swansea Stadium Management Company - personal and prejudicial and left the meeting while the matter was being discussed.

Councillor D H Hopkins - Item 8(a)(i) - Family living at Gloucester House - personal and prejudicial and left the meeting while the item was being discussed.

Councillor B J Hynes - Item 8(b)(i) - Governor at St Helens School.

Councillor J W Jones - Item 9(b) - Review of Door to Door Rent Collections - personal and prejudicial - daughter employed in Housing Department and left the meeting while the item was being discussed.

Councillor M H Jones - Item 9(b) - Door to Door Rent Collections - daughter works in Housing Department. Item 10 - Councillor questioned No. 13 - re. Capital Revenue Expenditure of Wales National Pool - Director of Wales National Pool.

(Noted that Councillor M H Jones had been granted dispensation from the Standards Committee).

Councillor M R Jones - Item 8(b)(i) - Having the same problems as the teaching staff regarding parking in the Sandfields area, i.e. Bond Street, like all our staff of the Co-operative Funeral Services - personal and prejudicial and left the meeting while the item was being discussed.

Councillor J Newbury - Item 10 - Councillor questioned No. 3 - Director of Stadco Liberty Stadium - personal and prejudicial and left the meeting while the item was being discussed.

Councillor C L Philpott - Item 8(b)(iii) - Owns a property in Beech Street, Sandfields - personal and prejudicial and left the meeting while the item was being discussed.

Councillor D G Sullivan - Item 8(e)(i) - personal. Item 10 - Councillor questioned No. 13 - member of Wales National Pool. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

Councillor L G Thomas - Item 10 - Councillor questioned No. 3 - Chairman of Swansea Stadium Management Company. Councillor questioned No. 13 - Director of Wales National Pool - personal and prejudicial and left meeting while the items were being discussed.

16. MINUTES OF COUNCIL

RESOLVED that:

(1) the Minutes of the Ordinary Meeting of Council held on 8th May 2009 be accepted as a correct record subject to the following amendments:

Councillor A M Day be added to the list of apologies;

(2) the Minutes of the Ordinary Meeting of Council on 11th May 2009 be accepted as a correct record subject to the following amendment:

Minute 5 - Correct the spelling of Councillor S M Waller Thomas.

Minute 7 - Leader’s Announcements - alter the first paragraph to read “the Leader stated that there was no change to the Cabinet Members. However, Planning had been removed from the Environment Portfolio and added to the Economic & Strategic Development Portfolio”.

17. PRESIDING OFFICER’S ANNOUNCEMENTS AND/OR HEAD OF PAID SERVICE

Standards Committee

The Presiding Officer welcomed Clive Walton, Meirion Howells and Jennifer Gomes, Independent Members of the Standards Committee who had been invited to attend the meeting.

Morriston RFC

The Presiding Officer congratulated Morriston RFC on winning the inaugural WRU SWALEC Bowl against Lampeter at the Millennium Stadium on 9th May 2009.

Congratulations

The Presiding Officer was pleased to refer to the following recipients who had received awards in the Queen’s 2009 Birthday Honours List. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

CBE

Professor David Allan Warner - Vice Chancellor, Swansea Metropolitan University. For services to local and national higher education.

MBE

Keith Broadbent. For services in West Glamorgan.

David Albert Burgess - Chairman, Carers UK, Swansea Branch. For services to disadvantaged people.

Elizabeth Howecroft. For charitable services in Swansea.

Peter John Richards - lately Head Teacher, St Joseph’s Cathedral Primary School, Swansea. For services to education in Wales.

Peter Ricketts - Chairman, Neath & Tenant Canals Trust. For services to heritage conservation in Wales.

Anne Carolyn Williams - Head, Electronic Customer Services, Electronic Vehicle Licensing, DVLA, Swansea.

OBE

Andrew John Beale. For services to intellectual property and to business in Wales.

Condolences

The Presiding Officer referred to the sad passing of Hayden Tanner of Penclawdd who had been the oldest surviving British Lion and Welsh Rugby International.

The Presiding Officer also referred to the tragic death in a ballooning accident of scientist Dr Kevin Beurle, who hailed from Swansea.

Welcome Back

The Presiding Officer welcomed back Councillors John Hague, Viv Abbott and John Miles after recent spells in hospital.

18. LEADER’S ANNOUNCEMENTS

The Leader referred to the long-awaited commencement of work to the Quadrant Bus Station. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

19. PUBLIC QUESTIONS

Mrs Liz Davies asked a question of Councillor R H Kinzett in respect of Item No. 10 - Councillor Questions - Question No. 1. Councillor R H Kinzett responded.

Mr Tony Beddow asked a question in respect of Item No. 8(d)(i) - Corporate Asset Management Plan for Property Assets 2009/10. The Cabinet Member for Finance responded.

Mr Tony Beddow asked a further question in relation to Item No. 10 - Councillor Questions - Question No. 2. The Leader responded.

Mrs Liz Davies asked a further question in relation to Item No. 10 - Councillor Questions - Question No. 4. The Leader provided a reply.

Mr Tony Beddow asked an additional question in respect of Item No. 8(b)(iv) - Highway and Transport Policy Framework. The Cabinet Member for Environment responded and undertook to give a written reply to Mr Beddow when the information required was received.

20. PUBLIC PRESENTATIONS

No public presentations were made.

21. PETITION - REQUEST FOR INSTALLATION OF A CAR PARKING BARRIER AT GLOUCESTER HOUSE

The Cabinet Member for Housing reported that a petition had been received from residents of Gloucester House requesting the installation of a car parking barrier at the Gloucester House Sheltered Housing Complex.

He advised that the petitioners had highlighted the fact that members of the public had been parking in the Gloucester House car park to access facilities in the Marina and had been ignoring the signs stating parking was for residents only. He added that the complex had 49 separate units with a car park that had enough car parking spaces for 15 cars. Car parking provision at the complex was similar to other sheltered complexes of comparable size. Parking was on a first come, first serve basis and no residents had designated car parking spaces.

It was added that a consultation exercise had been undertaken involving residents and Ward Members and following this a decision had been made to install a barrier. The barrier would be installed utilising existing Housing Revenue Account resources at a cost of Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

approximately £3,400 and there would be a minor annual maintenance charge which would be met by the Housing Revenue Account.

RESOLVED that the petition be noted as work was underway to install a car parking barrier which would address the issues raised in the petition.

22. PETITION - AGAINST TRAFFIC REGULATION ORDERS IN THE SANDFIELDS AREA

The Environment Cabinet Member reported on a petition objecting to proposals to introduce waiting restrictions in the Sandfields area. The petition had been submitted from the Head Teachers of Christchurch and St Helens Primary Schools, who felt that parking badges for school staff (Monday to Friday, 8.00 a.m. to 6.00 p.m., term time only) should be provided and that school staff should be entitled to parking permits during school hours in term time.

He reported that the purpose of the proposals was to provide parking spaces for permit holding residents and short term parking for visitors (including parents picking up from the schools in the controlled zone). An additional aim was to discourage long term parking in the area. Therefore, to issue permits for non-resident’s vehicles would severely undermine these intentions. Since the Council had taken on civil parking enforcement powers, the Traffic Regulation Orders within the Sandfields area had been rigorously enforced and had helped residents to park close to their homes.

Following the introduction of the Council’s Travel Plan, allocation of staff car parking permits for the Guildhall, Civic Centre and Paxton Street car parks were assessed against set criteria. The school teachers of St Helens and Christchurch Primary Schools were also subject to the same criteria. He advised that the school teachers of St Helens and Christchurch Primary Schools had undoubtedly experiences changes through the implementation of Traffic Regulation Orders within the Sandfields, and have had to adapt their travel times and parking arrangements accordingly. However, it should be noted that there was still some unregulated parking available within the Sandfields which may be available to teachers and that subject to meeting the qualification criteria set by the Council’s Travel Plan, they were able to park in the Civic Centre’s car parks.

RESOLVED that:

(1) the petition be noted; Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

(2) the teaching staff of St Helens and Christchurch Primary Schools be considered for permits to enable them to park their vehicles in either the Civic Centre car parks or Paxton Street car park, subject to meeting the appropriate criteria.

23. PETITION - REQUESTING PROHIBITION OF COMMERCIAL VEHICLES IN BRYNGWYN AVENUE, GARDEN VILLAGE

The Environment Cabinet Member reported on a petition from residents of Bryngwyn Avenue and Garden Crescent, Garden Village expressing concern regarding commercial vehicles being parked in the area.

Mr S Evans made representations on behalf of the petitioners.

RESOLVED that the petition be noted and the location added to the Council’s waiting list for parking restrictions to be investigated once the necessary funding became available.

24. PETITION - REQUESTING RESIDENTS PARKING AT MAES-Y- GOLLEN, SKETTY

The Environment Cabinet Member reported on a petition from residents of Maes-y-Gollen, Sketty expressing their concerns regarding the lack of parking for residents on their street, which they considered to have been exacerbated as a result of the recent development at Hazel Court.

Mr J Williams made representations on behalf of the petitioners.

RESOLVED that the petition be noted and the location added to the Council’s waiting list for residents parking to be investigated once the necessary funding became available.

25. HIGHWAY AND TRANSPORT POLICY FRAMEWORK

The Environment Cabinet Member reported on the need to adopt the Highway and Transport Policy Framework for delivery of services and to ensure the Authority discharged its statutory duty and delivered improvements in accordance with its Corporate Plan.

RESOLVED that the Policy Framework be adopted.

26. GYPSY TRAVELLER POLICY

The Environment Cabinet Member reported on the proposal to adopt the Gypsy Traveller Policy. It was outlined that the Draft Gypsy Traveller Policy was presented to Council in December 2008 and Council had agreed to adopt the policy as a basis for consultation, which had now been completed. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

He advised that the consultation exercise had not identified any significant issues and that the proposal was to present the original draft policy. It was further proposed that the action plan for implementation of the strategy be finalised and submitted to Cabinet for approval. Progress on the action plan would be monitored by the Officer Working Group with periodic reports to the Gypsy Traveller Member Liaison Forum.

An amendment was moved by Councillor R Francis-Davies, seconded by Councillor P M Matthews to defer the matter.

The amendment was lost.

The substantive motion was then put and carried.

RESOLVED that:

(1) the Gypsy Traveller Policy be adopted;

(2) the required funding be provided in future budgets.

27. MEMBERSHIP OF COMMITTEES/OUTSIDE BODIES

The Cabinet Member for Community Leadership and Democracy reported that the Council, at its Annual Meeting on 11th May 2009, had agreed membership of the various Committees/Boards as reflected in the list submitted by the political groups. He indicated that the groups shown had since submitted further minor changes/nominations which were outlined. He also referred to an addendum to the report which had been prepared since the Council papers had been published.

RESOLVED that the following changes be approved:

Area 1 Development Control Committee

Remove Councillor P M Black as Voting Member and appoint as Non- voting Member.

Remove Councillor J B Hague as Non-voting Member and appoint as Voting Member.

Appoint Councillor R C Stewart as Voting Member; remove as Non- voting Member.

Remove Councillor P R Hood-Williams. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

West Glamorgan Archives Committee

Remove Councillor C L Philpott and appoint Council P N Meara.

Joint Consultative Committee

Remove Councillor D P Tucker and appoint Councillor D Price.

Gower Countryside Forum - Sustainable Development Fund Panel

Appoint Councillor K E Marsh.

Outside Bodies

Swansea Bay Port Health Authority

Remove Councillor C L Philpott and appoint Councillor P N Meara.

Mid and West Wales Fire Authority

Remove Councillors G Seabourne and G Phillips and appoint Councillors B J Hynes and E T Kirchner.

South West Wales Regional Waste Management Committee

Remove Councillor J E Burtonshaw and appoint Councillor W E A Jones.

28. CORPORATE ASSET MANAGEMENT PLAN FOR PROPERTY ASSETS 2009/10

The Cabinet Member for Finance submitted a report which considered the Draft Asset Management Plan 2009/10. He outlined that the Corporate Asset Management Plan formed part of the Strategic Policy Framework of the Council and linked to the Council’s mission and core aims identified in the Council’s Improvement Plan 2008/11.

The Asset Management Plan also identified priority actions for 2009/10.

RESOLVED that the Corporate Asset Management Plan for 2009/10 be adopted. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

29. EQUALITY AND DIVERSITY SCHEME

The Cabinet Member for Business Improvement and Efficiency reported the Council’s first integrated Equality and Diversity Scheme which built on the Council’s previous Equal Opportunities Policy and Equality Schemes - replacing these to provide a single scheme. The scheme also addressed other aspects of Equality to meet current legislation.

RESOLVED that the Equality and Diversity Scheme and supporting documentation be adopted.

30. REVIEW OF SOCIAL SERVICES TRANSPORT

The Head of Communications reported the findings, conclusions and recommendations resulting from the recent Scrutiny Review by the Health, Social Care and Wellbeing Scrutiny Board into Social Services Transport and the outcomes following its admission to Cabinet for decision.

RESOLVED that the report be noted.

31. REVIEW OF DOOR TO DOOR RENT COLLECTIONS

The Head of Communications reported the findings, conclusions and recommendations resulting from the recent Scrutiny Review by the Health, Social Care and Wellbeing Scrutiny Board into the Review of Door to Door Rent Collections and the outcome following its submission to Cabinet for decision.

RESOLVED that the report be noted.

32. RESPONSE TO REFERRAL OF NOTICE OF MOTION - UNITED CITIES AND LOCAL GOVERNMENT CAMPAIGN - STAND UP AND TAKE ACTION

RESOLVED that the report be withdrawn.

33. COUNCILLORS’ QUESTIONS UNDER COUNCIL PROCEDURE RULE 15

15 Councillor questions were submitted under Council Procedure Rule 15. The relevant Cabinet Members responded by way of written answers. Supplementary questions were dealt with in the allotted time and the relevant Cabinet Member responded. Minutes of Council of the City & County of Swansea (18.06.09) Cont’d

34. COMMON SEAL

RESOLVED that the Common Seal be affixed to any necessary documents to bring into effect any decisions taken at this meeting.

The meeting ended at 7.33 p.m.

CHAIRMAN

S: Council - 18 June 2009 (JEP/KL) 23.06.2009 CITY AND COUNTY OF SWANSEA

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

HELD AT CIVIC CENTRE, SWANSEA ON FRIDAY 26th JUNE 2009 AT 4.00PM

PRESENT: Councillor E W Fitzgerald (Presiding Officer) presided

Councillor(s): Councillor(s): Councillor(s): V N Abbott D H Hopkins D Phillips J E Burtonshaw D T Howells G Phillips M C Child D I E Jones C L Philpott A R A Clement J W Jones S J Rice A C S Colburn M R Jones I M Richard W J F Davies S M Jones J C Richards A M Day J B Kelleher P B Smith C R Doyle E T Kirchner R L Smith J Evans A Lloyd R J Stanton W Evans R J Lloyd R C Stewart M E Gibbs K E Marsh D G Sullivan J B Hague P M Matthews J M Thomas M J Hedges P N May L G Thomas C A Holley P M Meara N J Tregoning P R Hood-Williams J Newbury

35. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors R Francis- Davies, M E Gibbs, B J Hynes, D H James, M H Jones, W E A Jones, R H Kinzett, R D Lewis, W K Morgan, H M Morris, D Price, T H Rees, G Seabourne, M Smith, C Thomas and J Woodman.

36. DISCLOSURES OF INTEREST

The Monitoring Officer gave advice regarding declarations of interest in relation to the items on the Council Summons.

In accordance with the provisions of the Code of Conduct adopted by the City and County of Swansea, no interests were declared.

37. PRESIDING OFFICER’S ANNOUNCEMENTS

The Presiding Officer made no announcements.

38. LEADER’S ANNOUNCEMENTS

The Leader made no announcements. Minutes of the Extraordinary Meeting of Council (26.06.2009) Cont’d

39. DRAFT STATEMENT OF ACCOUNTS 2008-2009

The Executive Director advised that under the Accounts and Audit Regulations, the Council as a whole had to approve the Draft Statement of Accounts prior to their submission to the external auditors, Price Waterhouse Coopers.

The timescale for approval by the Council and the subsequent issue of an Audit Certificate was laid down within the Regulations and for the 2008/09 Financial Year the presentation of the accounts for approval must take place before 30th June 2009 with a latest date for the issuing of an Audit Certificate being 30th September 2009. The format of the Statement of Recommended Practice 2007, as issued by the Chartered Institute of Public Finance and Accountancy, was laid out under the Regulations as being best practice and was therefore effectively mandatory.

A detailed question and answer session ensued and the Executive Director and Cabinet Member for Finance agreed to provide written responses to a series of questions raised by Members.

RESOLVED that the Draft Statement of Accounts 2008/09 be approved and submitted to external audit.

The meeting ended at 4.54 p.m.

CHAIRMAN

CITY AND COUNTY OF SWANSEA

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

HELD AT THE GUILDHALL, SWANSEA ON SATURDAY, 11TH JULY 2009 AT 10.15 A.M.

PRESENT: Councillor T H Rees (Deputy Presiding Officer) presided

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

J E Burtonshaw S M Jones D Phillips A C S Colburn W E A Jones C L Philpott J Evans R H Kinzett J C Richards W Evans A Lloyd D A Robinson M E Gibbs R J Lloyd M Smith C A Holley P Matthews P B Smith N A Holley P N May R L Smith P R Hood-Williams P M Meara D G Sullivan J W Jones J Newbury L G Thomas M H Jones

40. PRAYERS

The Lord Mayor’s Chaplain, Reverend Andrew Vessey commenced proceedings with prayers.

41. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors V N Abbott, P Black, A R A Clement, W J F Davies, A M Day, E W Fitzgerald, R Francis-Davies, J B Hague, M J Hedges, D H Hopkins, B J Hynes, D H James, M R Jones, E T Kirchner, K E Marsh, J T Miles, W K Morgan, H M Morris, D Price, S J Rice, G Seabourne, R Speht, R C Stewart, R J Stanton, C Thomas, D W W Thomas, N J Tregoning, D P Tucker.

42. DISCLOSURES OF INTEREST

In accordance with the provisions of the Code of Conduct adopted by the City and County of Swansea, no interests were declared.

43. HONORARY FREEDOM OF THE CITY AND COUNTY OF SWANSEA

The Deputy Presiding Officer welcomed the Lord Lieutenant, High Sheriff, Civic Dignitaries, Distinguished Guests, Members of the Council of the City and County of Swansea and called upon the Leader of the City and County of Swansea, Councillor Christopher Holley to propose the motion. Minutes of the Extraordinary Meeting of the Council of the City and County of Swansea (11.07.2009) Cont’d

Whereupon it was moved by the Leader, Councillor Christopher A Holley, seconded by Councillor D Phillips, Leader of the Labour Party and supported by Councillor Rene Kinzett, the Leader of the Conservative Party that “the Council of the City and County of Swansea confers the Honorary Freedom of the City and County of Swansea on First The Queen’s Dragoon Guards in recognition of their 50th anniversary and their links with the City and County of Swansea.

RESOLVED that the motion be AGREED unanimously.

The Lord Mayor then presented the Colonel of the Regiment of First The Queen’s Dragoon Guards with the scroll conferring on the Colonel and the Regiment the Honorary Freedom of the City and County of Swansea.

The Colonel responded.

44. COMMON SEAL

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

The meeting ended at 10.50 a.m.

CHAIRMAN

S: Extraordinary Council - 11 July 2009 (AB/HCR) 13th July 2009 Item No. 8

Report of the Standards Committee

Council – 30th July 2009

ANNUAL REPORT OF THE STANDARDS COMMITTEE FOR 2008 – 2009

Summary

Purpose: This report sets out the work of the Standards Committee and Community Councils Standards Sub-Committee from January 2008 to May 2009.

Policy Framework: None.

Reason for Decision: For Information

Consultation: Standards Committee and Legal and Democratic Services.

Recommendation(s): It is recommended that the report be noted.

1. Background:

1.1. The Local Government Act 2000 required the Council to set up a Standards Committee to promote and maintain high standards of conduct and probity in the conduct of elected Members of the City and County of Swansea. The Standards Committee has been in operation since October 2000.

1.2. The fifth Report of the Standards Committee up to December 2007 was presented to Council on 23rd October 2008. This is the sixth Report of the Standards Committee and covers the period from January 2008 to May 2009.

2. Membership:

2.1. The membership of the Standards Committee and Community Councils Standards Sub-Committee during this period was as follows:-

Standards Committee:

There are nine members on the Committee. Five of these are independent members and four are Councillors.

Independent Members: Council Members:

Professor I. Davies Councillor John Newbury (Chair) Mr M Howells (from 1.08.08) Councillor Alun Lloyd Mrs J Gomes(from 5.12.08) Councillor June Evans Mr A. Novis Councillor Mary Jones Mr. C. Walton

During the period covered by this Report, the term of office of the following members came to an end and the dates specified:-

Mrs S Jones (1.08.2008), Mrs W Hainsworth (1.08.2008), Councillor DG Sullivan (1.05.2008), Councillor Miles (1.05.2008) and Councillor Woodman (1.05.2008).

Community Councils Standards Sub-Committee:

There are 7 members on the Committee. Four of these are independent members and three are Community Councillors.

Independent Members: Community Council Members

Mr M Howells (from 1.08.08) Councillor G Bateman (from 26.02.2008) Mrs J Gomes(from 5.12.08) Councillor L Pritchard (from 26.02.2008) Mr A. Novis Councillor D Richards Mr. C. Walton

During the period covered by this Report, the term of office of the following members came to an end on the dates specified:-

Community Councillor L James (1.05.2008), Community Councillor S Jones (1.05.2008), Mrs S Jones (1.08.2008) and Mrs W Hainsworth (1.08.2008).

2.2 After many years of valued service, Mrs W Hainsworth and Mrs S Jones were given a presentation on 22nd December in recognition of their efforts and support.

3. Chairmanship

3.1 Professor Iwan Davies is the Chairman of the Standards Committee. He was reappointed as an independent member by Council on 31st July 2008 for a further four years. Mr Adrian Novis is the Chairman of the Community Councils Standards Sub-Committee.

4. The Standards Committee

4.1. The Standards Committee has met on 12 occasions since January 2008 and details of the work undertaken are set out below.

4.1.1 Dates of Standard Committee meetings during this period:

11th January 2008 21st November 2008 22nd February 2008 28th November 2008 4th April 2008 22nd December 2008 23rd May 2008 6th January 2009 16th September 2008 9th March 2009 24th October 2008 24th April 2009

4.1.2 Work Undertaken by the Standards Committee:

Dispensations:

i) 24/10/2008 – Dispensation granted to Councillor J E Burtonshaw: • to remain, speak and vote at meetings which discuss Cap Gemini. ii) 24/10/2008 – Dispensation granted to Councillor M J Hedges: • to remain, speak and vote at meetings which discuss all matters, including budget matters, in respect of Social Services matters, including Area 4 Social Services, other than matters directly affecting his wife’s employment. iii) 24/10/2008 – Dispensation granted to Councillor K E Marsh: • to remain and speak (but not vote) at meetings on all general employment matters, other than those directly affecting his Grandson’s employment at the City and County of Swansea Building Services. iv) 24/10/2008 – Dispensation granted to Councillor B G Owen: • to remain and speak (but not vote) at meetings on all general employment matters, other than those directly affecting his daughter’s employment in the City and County of Swansea Housing Benefits and his son’s employment at the City and County of Swansea Building Services; v) 24/10/2008 – Dispensation granted to Councillor M H Jones: • to remain and speak (but not vote) at meetings on all general employment matters other than those directly affecting her daughter’s employment in the City and County of Swansea Housing Department; vi) 28/11/2008 – Dispensation granted to Councillor Chris Holley: • to remain and speak (but not vote) In relation to business directly affected Cwmbwrla and Manselton Primary Schools, where the exemption from having a prejudicial interest did not apply; • to remain and speak (but not vote) on Social Services matters, other than those directly affecting his daughter’s employment in the City and County of Swansea Social Services.

Complaints of Breach of the Code of Conduct and Investigations:

(i) The Public Services Ombudsman for Wales (“the Ombudsman) has issued his 4th Annual Report for 2007 -2008. For information an extract of the report is attached at Appendix 1, which shows a break down of the number of code of conduct complaints that the Ombudsman has received from all the local authorities in Wales.

(ii) During the period up to the May 2009 the following were reported to the Committee:

Complaints made but not investigated by the Ombudsman under the provisions of section 69(2)

There were 10 cases reported to the Standards Committee where the Ombudsman refused to investigate an alleged breach of the code of conduct following a complaint.

Investigations completed by the Ombudsman and reported to Standards Committee for Information where the decision was - no evidence of breach or no action taken

There were 5 cases reported to the Standards Committee where the Ombudsman investigated but found that there was no evidence of any failure to comply with the Code of Conduct.

Investigations under the provisions of Section 70 (4) of the Local Government Act 2000 – referred to the Standards Committee for consideration.

The following allegations of breaches of the Code of Conduct were referred to the Monitoring Officer by the Ombudsman under the provisions of Section 69 (c) and 71(2) of the Act for consideration by the Standards Committee. Public Reports on each case were published on the Council’s website and therefore the names of the Councillors are included in this Report.

There was one such report Re: Councillor Rob Speht (22/12/2008).

The Standards Committee determined that:

(1) Councillor Rob Speht breached paragraph 16 (1) of the Code of Conduct for Members as adopted by the City and County of Swansea in failing to declare a personal interest under paragraph 12 of the Code, but that no action be taken against Councillor RS in respect of the breach. (2) A letter be sent to all Members of the Council reminding them of the importance of declaring personal interests, attending training on the Code of Conduct and seeking timely legal advice on potential interests. This letter was circulated to members on 9th January 2009.

5. Other matters considered by the Standards Committee during 2008 – 2009:

5.1 The Corporate Complaints Officer Report – in January 2009, the Committee received a presentation by the Corporate Complaints Officer, outlining the number, nature and outcome of complaints made against the Council which fell within the remit of the Corporate Complaints Procedure including the annual reports of Adult and Children’s Social Services Complaints, Freedom of Information and the Annual Report on Regulation of Investigatory Powers.

5.2 Council Representation on the Swansea Local Health Board – the Committee endorsed the appointments made by Council in February 2009 of the Local Authority Members to serve on the Swansea Local Health Board. The Welsh Assembly Government had confirmed in January 2009 that it still remained a requirement that the Standards Committee endorse the nominations. However WAG advised that the NHS is currently in the middle of a restructuring that will affect this process.

5.3 Dealing with unreasonable or unacceptable behaviour by members of the public policy and the role of Standards Committee in appeals – the policy adopted by Council contains an appeal to the Standards Committee. In April 2008 the Committee considered and agreed the appeal procedure. There have been no appeals to date.

5.4 The Local Authority’s Model Code of Conduct (Wales) 2008 - the Committee considered the new statutory code of conduct. The Committee recommended that Council adopt the code and recommended the Council set a De minimis value of any gift, hospitality, material benefit or advantage at £25. The Committee noted that that it would review the Code in due course to consider if any local variations should be added. The new code of conduct was adopted by Council on 10th April 2008 and came into force after the elections in May 2008.

6. Vacancy Panel

6.1 Independent Vacancy Panel

6.1.1 As mentioned earlier in the report the terms of office of independent members expired during the period of this report and therefore it was necessary for a vacancy panel to be convened to make a recommendation to Council to appoint new independent members to the Standards Committee.

6.1.2 The appointments were advertised and interviews were arranged. The vacancy panel met on 4 occasions as on the first meeting no recommendations were able to be made.

6.1.3 The vacancy panel subsequently recommended the appointment of Mr M Howells and Mrs J Gomes. These recommendations were approved by Council on 1st August 2008 and 5th December 2008 respectively.

6.2 Community Councillor Members of Standards Sub-Committee

6.2.1 The terms of office of Community Councillors came to an end during this period. Therefore all Community Council clerks were invited to nominate members to sit on the Sub-Committee.

6.2.2 Following this invite nominations were received. The vacancy panel was convened and made a recommendation to Council that Town Councillor G Batemen and Community Councillor L Pritchard be appointed. These recommendations were approved by Council on 26th February 2008.

6.2.3 Town Councillor D.C. Richards was eligible for re-appointment and a recommendation was made to Council that he be re-appointed for a further term of fours. This recommendation was approved by Council on 26th February 2008.

7. Training Presentations by the Monitoring Officer:

7.1 The Monitoring Officer has trained all new members of the Standards Committee and Sub-Committee on the new code of conduct. The detailed training also included examples of cases dealt with both under the Welsh and English Codes of Conduct.

7.2 The Monitoring Officer also provided a Guidance Note for Members of the Standards Committee on Predetermination recommending it to be circulated to all Council members.

B. The Community Councils Standards Sub-Committee

The Community Councils Standards Sub-Committee has met on 2 occasions since January 2008.

Dates of Standards Sub-Committee Meetings:

6th February 2008 20th May 2009

Work undertaken:

1. Dispensations

None were requested.

2. Investigation of Complaints

During the period January 2008 to May 2009 the following were reported to the Sub-Committee:

Complaints made but not investigated by the Ombudsman under the provisions of section 69(2)

There were 5 cases reported to the Standards Sub-Committee where the Ombudsman refused to investigate an alleged breach of the code of conduct following a complaint.

3. Training

The Monitoring Officer gave a detailed presentation to the Sub- Committee on the Code of Conduct with examples of cases dealt with both under the Welsh and English Codes of Conduct

C. FUTURE WORK ISSUES

1. The Standards Committee have requested to invite the Chief Executive, the Leader, the Group Leaders and the Presiding Officer to attend a Committee Meeting.

2. The Ombudsman has also been requested to attend a meeting of the Committee. The Ombudsman has agreed and a date will be arranged for this during the year.

3. The members of the Committee are to attend a meeting of Council as observers.

D. Expiry of Terms of Office of Members of the Committee

i) The term of office of all Local Authority Members and Community Councillor Members expired at the elections in May 2008. New Council members were appointed by the Council and new Community Council members were also appointed as mentioned earlier in the report.

ii) The term of office for Independent Members can be for not less than 4 nor more than 6 years. They can be re-appointed for one further consecutive term but that term cannot be for more than 4 years. This has the following effect on the Independent Members of the Standards Committee:

Independent Appointment Terms Members Start End

Professor Iwan 1st September 31st August 2008 Cannot be extended Davies (Chair) 2002 – Extended to 31st August 2012 Adrian Novis 22nd February 21st February (Chair of Sub- 2005 2011 Committee)

Clive Walton 22nd February 21st February 2005 2011

Meirion Howells 1st August 2008 31st July 2012

Jennifer Gomes 5th December 4th December 2008 2012

Recommendation: that the report be noted.

Background Papers: Agendas and Minutes of the Standards Committee and Community Councils Standards Sub-Committee

Contact Officer: David Daycock 01792 636086

Appendix 1 – Ombudsman Code of Conduct Complaints

County/County Out of Premature Investigation Rejected Discontinued Quick PSOW PSOW PSOW Withdrawn Total Borough Jurisdiction Not Merited Other Fix Public Report Report Cases Council Reasons Interest (Other) (Other) Closed Report – - Complaint Not Upheld Upheld

Blaenau Gwent 3 2 5 7 1 1 2 4 25 Bridgend 6 10 5 6 1 2 2 1 33 Caerphilly 5 8 16 15 6 2 1 4 12 1 70 Cardiff 7 23 23 26 2 6 12 15 114 Carmarthenshire 2 17 13 15 7 3 1 7 6 1 72 Conwy 3 8 7 10 5 4 3 6 1 47 Ceredigion 3 3 10 5 9 1 3 8 42 Denbighshire 2 8 5 4 2 2 4 27 Flintshire 5 7 13 9 7 1 1 9 3 1 56 Gwynedd 4 10 9 10 8 1 3 3 48 Isle of Anglesey 3 8 3 12 3 2 1 2 2 3 39 Merthyr Tydfil 2 3 2 4 3 3 3 20 Monmouthshire 6 7 6 6 2 1 1 5 2 36 Neath Port 5 13 5 12 6 1 4 5 1 52 Talbot Newport 5 5 6 6 3 1 1 3 30 Pembrokeshire 2 9 10 17 5 1 6 12 3 65 Powys 3 12 11 11 4 1 1 1 4 2 50 Rhondda Cynon 4 10 8 15 4 2 2 10 9 2 66 Taf The City and 3 9 12 12 5 5 6 52 County of Swansea The Vale of 4 6 10 10 3 2 1 3 3 2 44 Glamorgan Torfaen 8 11 14 6 3 1 1 3 4 3 54 Wrexham 1 8 3 12 1 1 3 1 30 Totals 84 196 197 228 90 30 14 87 122 24 1,072 Item No. 9 (A) (1)

Report of the Cabinet Member for Community Leadership and Democracy

Council – 30th July 2009

MEMBERSHIP OF COMMITTEES/OUTSIDE BODIES

Summary

Purpose: That Council approves the nominations to the Bodies listed and notes the nominations for membership of the Outside Body below.

Policy Framework: None

Reason for Decision: To agree nominations for Committee Membership/Outside Bodies.

Consultation: Political Groups.

Recommendation(s): It is recommended that:

1) That Council approves the nominations/amendments to the membership of the Bodies listed and notes the nomination to the Outside Body outlined.

1.1 The Council, at its Annual Meeting on 11th May 2009, agreed membership of the various Committees / Boards as reflected in the lists submitted by the political groups to the Head of Community Leadership and Democracy.

2. CHANGES TO MEMBERSHIP OF BOARDS & OUTSIDE BODIES

2.1.1 The Political Groups have since submitted further changes/nominations which are outlined below -

Rota Visit Panel

Appoint Councillors D T Howells and T H Rees in place of Councillors K E Marsh and E W Fitzgerald.

Area 2 Development Control Committee

Remove Councillor A R A Clement (Non-Voting).

Standards Committee

Appoint Councillor J Woodman in place of Councillor M H Jones.

LEA Governor Panel

Appoint Councillor M Smith in place of Councillor M C Child.

Outside Bodies

Community Health Council

Appoint Councillor J W Jones in place of Councillor C L Philpott.

PATROL (Traffic Appeals Tribunal)

Appoint Councillor J B Hague and Councillor M R Jones (Deputy).

Swansea Bay Futures

Remove Chief Executive.

Cymdeithas Caer Las

Appoint Councillor A Lloyd in place of Councillor M C Child.

3. RECOMMENDATION

That Council approves the nominations/amendments to the membership of the Bodies listed and notes the nomination to the Outside Body outlined.

Background papers:

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

Contact Officer: Samantha Jenkins 01792 637292 21.07.2009

Legal Officer: Rod Jones

Item No. 9 (B) (1)

Report of the Cabinet Member for Economic and Strategic Development

Council – 30th July 2009

WALES AUDIT OFFICE REPORT “DEVELOPMENT CONTROL” COMPOSITION OF PLANNING COMMITTEES

Summary

Purpose: To provide an interim report on the findings of the Planning Services Task Group and to request that authority be given to the Group to consider and provide recommendations on other areas of the Planning Service.

Policy Framework: None.

Reason for Decision: To comply with the Council minute of 9th April 2009 that a Task Group of Members under the chairmanship of the Cabinet Member for Environment determine how and the extent to which the recommendations of the WAO report should be implemented.

Consultation: Legal, Planning Recommendation(s):

1. That the conclusions of the Planning Services Task Group in relation to committee sizes be accepted and be reported back to the Wales Audit Office.

2. That in order to complete the review of planning services, the Terms of Reference of the Task Group be extended to include any further issues raised during their deliberations.

1. INTRODUCTION

1.1 At the Council meeting on 9th April 2009, Members resolved that Constitutional Working Group be requested to set up a Task Group of Members under the Chairmanship of the Cabinet Member for Environment to determine how and the extent to which the recommendations of the WAO report should be implemented.

1.2 The Planning Services Member Task Group has since met on 18th May, th 11th June and 14 July2009, under the chairmanship of the Cabinet Member for Economic and Strategic Development, following the transfer of Planning Services to his portfolio.

1.3 At those meetings Members discussed two specific issues covered by the WAO report; i.e. size and composition of planning committees, and speaking rights at Planning Committees. Members decided that these two issues should be reported back to Council in an interim report as it was felt that these had already been the subject of Member consideration. However the formal views of the Group need to be reported to Council and these are set out below. Members also indicated that they would wish to secure Council authority to consider and comment upon other areas of work covered by Planning Services.

2. PLANNING COMMITTEE SIZE AND COMPOSITION.

2.1 It was the conclusion of the Task Group that the recommendations of the Wales Audit Office in relation to planning committee size and composition should be rejected. Members agreed that the existing arrangements should be maintained. They took into account the fact that since 2005 delegated powers of officers to determine applications had been increased and this had led to a streamlining of committee agendas. It was felt that retaining the current number of Members ensured that all wards were adequately represented. It was also felt that combining the two area development control committees into a single committee would not reduce the number of applications being considered at committee level.

2.2 The Task Group are, however, looking further into the issue of ward representation on planning committees.

3. SPEAKING RIGHTS AT PLANNING COMMITTEES

3.1 On 9th April 2009 a report entitled “Amendments to the Council Constitution“ was presented to Council recommending the extension of speaking rights at Area Development Control Committees and at Planning Committee. The report stated that Council had requested that Constitutional Working Group consider this issue which had formed one of the recommendations of the Wales Audit Office Report. Council referred the matter to the Planning Services Task Group for further consideration and recommendation. The matter is to be the subject of further consideration by the Group with the differing needs of the Area Committees and the Planning Committee being fully appraised before a recommendation to Council is made.

4. LEGAL IMPLICATIONS

None.

5. FINANCIAL IMPLICATIONS

None.

6. IT IS RECOMMENDED:

1. That the conclusions of the Planning Services Task Group in relation to committee sizes be accepted, and be reported back to the Wales Audit Office.

2. That in order to complete the review of Planning Services, the Terms of Reference of the Task Group be extended to include any further issues raised during their deliberation.

Background papers: Wales Audit Office Report Contact: Janine Townsley 01792 636125 7th July 2009

Item No. 9 (C) (1)

Report of the Cabinet Member for Environment

Council – 30th July 2009

REGIONAL TRANSPORT PLAN FOR SOUTH WEST WALES

Summary

Purpose: To adopt the Regional Transport Plan.

Policy Framework: Transport (Wales) Act 2006. This Plan will be a new policy, replacing the Local Transport Plan 2000-2005 Reason for Decision: In order that the Regional Transport Plan can be submitted to the Welsh Assembly Government in September 2009. Consultation: There was extensive consultation on the Draft Regional Transport Plan, July – September 2008. Legal and Financial Services.

Recommendation: That Cabinet recommend to Council that the Regional Transport Plan for South West Wales 2010 – 2015 is adopted, to replace the Local Transport Plan 2000 – 2005.

That, when a formula for funding allocations to the SWWITCH Local Authorities is proposed, a further report is presented to Cabinet for consideration of the formula.

1. Introduction

1.1 The Welsh Assembly Government (WAG) took on new powers and responsibilities for transport as a result of the Transport (Wales) Act 2006. WAG now requires local authorities to work together to prepare Regional Transport Plans (RTPs). These plans replace Local Transport Plans and will become the main mechanism for securing Welsh Assembly Government capital funding for transport projects from 2010/11 onwards.

1.2 SWWITCH, the South West Wales Integrated Transport Consortium, is one of the four transport consortia across Wales, made up of Carmarthenshire County Council, Neath Port-Talbot County Borough Council, Pembrokeshire County Council and the City & County of Swansea. 1.3 SWWITCH has been developing the RTP over the last two and a half years. The timescale for completion has been extended by WAG, owing to delays in the publication of the Wales Transport Strategy and also in the preparation of the National Transport Plan. The RTP is now required to be submitted to WAG at the end of September 2009.

2 Consultation Draft Regional Transport Plan

2.1 The Draft RTP, which was published in July 2008, included a Programme Pool of over 80 projects that had been put forward during the preparation of the RTP. This included 22 projects in the City and County of Swansea. All projects were then assessed and prioritised in accordance with the mechanism agreed by Cabinet on 21st February 2008, and in terms of value for money, impact and delivery.

2.2 Stakeholder consultation has formed an essential element of the development of the RTP, with over fifty events held since June 2006. As part of the consultation on the Draft RTP, a number of workshops were held in September / October 2008 for stakeholders and Members of the SWWITCH authorities, including a forum for Swansea Councillors on 8 October 2008.

2.3 Seven priorities were identified, through these consultation exercises, for the City and County of Swansea:

• Landore Park & Ride extension

• Swansea West Park & Ride

• Strategic Bus Priority Corridors

• Development of Valleys Cycle network and Connect 2

• European Boulevard

• Feasibility study for regional tram scheme

• Swansea West Access Road

3 Provisional Draft Regional Transport Plan

3.1 The SWWITCH Joint Committee applied a method of screening projects in the RTP Programme Pool based on a combination of policy fit, deliverability and value for money. As part of this process, SWWITCH authorities identified their top priority projects within the Programme Pool. The priorities detailed in paragraph 2.3 above were included in the provisional draft Regional Transport Plan. 3.2 This provisional draft RTP was submitted to WAG at the end of December 2008. This incorporated, as well as a schedule of projects, a draft Programme for delivery, which was approved by the SWWITCH Joint Committee on 5 December 2008. This reflected three alternative funding levels. The programme consisted of groups of schemes in packages, as follows:

• Bus corridors packages

• Park and ride packages

• Interchange packages

• Sustainable transport packages

• Economic Regeneration packages

4 Final Regional Transport Plan

4.1 The Final RTP (circulated to Group Rooms) takes account of feedback received from WAG on the December 2008 Provisional Draft. In particular this Final RTP strengthens the links with the Wales Spatial Plan and provides a clearer explanation of the results of the appraisal works and how they were used to develop the preferred strategy. It also includes strengthened sections on delivery and monitoring.

4.2 The schedule of RTP projects that were successful in the screening progress, and are therefore included in the RTP, include all the City and County of Swansea priorities set out in paragraph 2.3 above.

4.3 Outline RTP delivery programmes have been prepared for five-year funding levels of £109m, £151m and £191m. Landore Park & Ride extension, Swansea West Park & Ride, Strategic Bus Priority Corridors, Development of Valleys Cycle network / Connect 2 and the European Boulevard are included in programmes at all three levels of funding. Swansea West access road is included in the programmes at funding levels two and three. The feasibility study for a regional tram scheme, which is not a works project at this stage, is not included in the RTP 5 year programme but is a project included within the RTP.

4.4 The Final RTP was approved by the SWWITCH Joint Committee on 5 June 2009, with a recommendation that it is adopted by the four constituent authorities, before submission to WAG at the end of September 2009.

5. Financial Implications

5.1 The Regional Transport Plan is a bidding document which will replace the annual Transport Grant bidding process. Funding will be awarded to the SWWITCH consortium, rather than to individual authorities. WAG has given no clear indication of funding likely to be available over the 5 Year RTP period. It is likely that transport capital expenditure will continue to be at similar levels to the recent past. There are a number of major Transport Grant schemes that are already committed, including the Port Talbot PDR, which will significantly reduce funding available for new RTP schemes.

5.2 There has been some initial discussion between WAG and WLGA about the method of allocating RTP funding to the Consortia. It is expected that WAG will consult the WLGA and Consortia on an allocation formula. It is likely that the final formula will be based largely on demographic factors, together with a small element relating to the quality of the submitted RTP.

6. Legal Implications

6.1 The adoption and implementation of the Regional Transport Plan is a statutory responsibility.

7. Recommendations

7.1 That Cabinet recommend to Council that the Regional Transport Plan for South West Wales 2010 – 2015 is adopted, to replace the Local Transport Plan 2000 – 2005.

7.2 That, when a formula for funding allocations to the SWWITCH Local Authorities is proposed, a further report is presented to Cabinet for consideration of the formula.

Background Papers: Guidance on Regional Transport Plans, Version 3, March 2007, Welsh Assembly Government SWWITCH: Appendices to The Regional Transport Plan for South West Wales

Contact Officer: Chris Vinestock – 01792 63 6844 Legal Officer: Rod Jones – 01792 63 7652 File Reference: bg\regional_transport_plan\ccs_approval\draft_corp_briefing_report Last Updated: 24 June 2009 Version Number: 1.0 Appendix – SWWITCH Regional Transport Plan 2010-2015 – To be circulated electronically

Item No. 10 (1)

Report of the Head of Communications

Council – 30th July 2009

REVIEW OF RESPITE SERVICES FOR OLDER PEOPLE IN SWANSEA

Summary:

This report informs Council of the findings, conclusions and recommendations resulting from a recent Review carried out by the Health, Social Care & Well Being Overview Board and the outcome following its submission to Cabinet for decision.

FOR INFORMATION

1. INTRODUCTION

1.1 Council is provided with reports produced by the Overview and Scrutiny Boards, for information.

1.2 This covering report provides Council with a copy of the Overview or Scrutiny Board’s report and informs Council of the Cabinet decision in respect of the recommendations made by that Board.

2. OVERVIEW BOARD REPORT

2.1 The Health, Social Care & Well Being Overview Board has recently completed a ‘Review of Respite Services for Older People’ and produced a report of the findings, conclusions and recommendations resulting from this work.

2.2 The Board’s report was presented to Cabinet on 25th June 2009 for decision.

2.3 The final report of the Overview Board is attached as Appendix A.

3. CABINET MEMBER RESPONSE

3.1 At the same time as an Overview or Scrutiny Board report is presented to Cabinet, the relevant Cabinet Member is required to present a response to the recommendations made by the Board.

3.2 Cabinet takes into consideration both the Board’s report and the Cabinet Member’s response before making a decision on the recommendations.

3.3 The Cabinet Member’s response that was agreed by Cabinet is attached as Appendix B.

4. FOLLOW UP

4.1 The Health, Social Care & Well Being Overview Board will be following up the Cabinet decision and progress with the implementation of the agreed recommendations. In accordance with the Council Constitution it is entitled to receive an action plan from the Cabinet Member within 2 months of the Cabinet decision. This Board is expected to consider the Action Plan at its meeting on 9th September 2009.

4.2 The Board will also schedule a review of progress and is entitled to receive a report back after a period of 6 months from decision to measure the implementation and impact of its work. This is expected to take place between February 2010 - April 2010 but will be dependent on the timescales within the Action Plan.

FOR INFORMATION

Background Papers: None

Contact Officer: Delyth Davies Overview & Scrutiny Officer 01792 637491

Date: 21st July 2009

Appendix A

City and County of Swansea

‘Respite services for older people in Swansea’

A Review of Short Break Respite Services provided by the Council

Health Social Care & Well Being Overview Board May 2008

City and County of Swansea Dinas a Sir Abertawe

Appendix A

Why This Matters

June Evans (Chair) Keith Morgan(Vice Chair)

The Overview Board has completed its review of respite provision for older people in Swansea. I would like to take this opportunity to thank all those who contributed to this review, in particular the service users who gave up their valuable time to share their experiences and opinions with the Councillors on the Overview Board.

The Board agreed to undertake this review because it felt that respite care for older people is an important aspect of Adult Social Services and Councillors were interested to investigate how the different needs of people were being met. The Board also felt that given the current budgetary pressures on the Council, it could provide a valuable contribution in the form of this review.

The Board undertook a number of consultation exercises and site visits; it commissioned research and took evidence from officers. What became apparent as we progressed through the evidence gathering was the value placed on respite provision by recipients of care and carers.

The Overview Board was keenly aware that the Council’s “one size fits all” approach to respite provision does not suit everybody. The Board agreed that in order to meet current and future demand for respite provision the current service would need to undergo significant change with the introduction of new, flexible and innovative ways to provide respite care for older people.

There were good examples of partnership working and the Board commends these and hopes to see greater and more effective partnership working in the future where respite is concerned.

The Board was faced with some difficult evidence pertaining to the Council’s in-house residential service at Earlsmoor. However, the evidence was clear and led the Board to agree that, given Council’s agreement to reduce the respite budget and the growing need for flexible respite services that meet the needs of more people, Social Services should cease to use the current respite provision at Earlsmoor. The Board felt that the budget associated with this could be used to develop new, flexible and innovative models of respite provision. This was an emotive issue and the Board did not come to this conclusion Appendix A lightly and it based its judgements on the evidence it was presented with.

I think I speak for all the Councillors when I say that this was a challenging review, but one which was carried out well and I look forward to submitting it to the Cabinet Member in due course.

Appendix A

Summary

1. Aims of the Review

1.1 The aim of this review was: • to consider the current provision of residential respite services for older people in Swansea • contribute to the development of policy in this area.

1.2 The objectives of the review were: • to examine current respite provision and assess whether it meets the needs of older people • consider good practice in other local authorities • propose a set of recommendations to improve respite provision for older people in Swansea

2. Evidence Considered

• Residential Respite Services in Swansea – Policy Briefing • Research on practice in other local authorities, including Beacon Authorities • Evidence from users of Direct Payments • Consultation with service users and providers – Carer’s Rights Day, Liberty Stadium • Two consultation sessions with service users and providers – Alzheimer’s Centre, Garn Goch • Consultation with representatives from the Black and Minority Ethnic Communities – MEWN • Site visits to Ty Waunarlwydd and Earlsmoor • Consultation with staff at Earlsmoor • Cost of alternative models of service provision and charging policies • File audit of dependency levels of service users at Earlsmoor

3. Conclusions 3.1 The Board concluded that the Council’s current respite provision of a ‘one size fits all’ requires a greater degree of flexibility which would enable the Council to provide respite care in different ways to a greater number of people 3.2 The Board found that there was a lack of engagement with current respite services for older people from the Black and Minority Ethnic Communities across Swansea 3.3 Information on respite services provided by the Council, the voluntary sector and other providers was found to be un-coordinated. 3.4 During the investigation the Board found service users, if provided with a choice would welcome and use a range of models of respite care 3.5 The evidence gathered by the Board suggested that greater levels of efficiency in service provision can be achieved Appendix A

3.6 The Board found good examples of partnership working and would encourage an increase in partnership working to the needs of those with high dependency needs 3.7 The evidence gathered by the Board through consultation with service users suggested that carers and recipients of care respond well to person centred designed and delivered services

4. Recommendations

The Board recommends that:

4.1 The Council’s current respite provision of a one size fits all, should be re- designed to a tiered model of support which will meet the needs of a greater number of service users

4.2 The Director of Social Services undertake an exercise to determine the genuine measure of costs, including back office costs, on a range of alternative respite models of care

4.3 The availability of choice of respite care is increased amongst service users through an increase in the number of people who receive a direct payment to procure respite services, such as short breaks

4.4 Social Services engage current respite staff, drawing on their skills, experience and expertise, to shape future respite provision

4.5 Social Services examine the needs of all the equality and minority groups, including the Chinese, Afro-Caribbean and other minority communities through equality impact assessment and address accordingly within existing resources

4.6 Social Services develop a more co-ordinated approach to the provision of information & planning of respite care, including where this would be best sited

4.7 Social Services explore with health partners the provision of respite opportunities for those service users with higher dependency / nursing care needs

4.8 Social Services review the connections between current services and funding steams

4.9 Social Services develop an emergency respite model within existing resources based on good practice from Beacon authorities

4.10 Any future respite services and/or policy should be explicit in promoting the person centred approach in design and delivery

4.11 Social Services cease to use the current respite provision at Earlsmoor and transfer the budget associated with Earlsmoor into the development of a new tiered model of respite provision.

Appendix A

1. Aim of the Review

1.1 The aim of this review was: • to consider the current provision of residential respite services for older people in Swansea • to contribute to the development of policy in this area

1.2 The objectives of this review were: • to examine current respite provision and assess whether it meets the needs of older people • consider good practice in other local authorities • propose a set of recommendations to improve respite provision for older people in Swansea

2. Evidence Considered

The Board considered the following evidence during its investigations. A fuller report which details the findings in greater depth is attached at Appendix 1.

24/09/08 Residential Respite Services in Swansea – Policy Briefing 30/10/08 Site visit to Ty Waunarlwydd 05/11/08 Consultation with service users and providers – Carer’s Rights Day, Liberty Stadium 06/11/08 Site visits to Earlsmoor 17/12/08 Research report on practice in other local authorities, including Beacon Authorities 13/01/09 Evidence from users of Direct Payments 04/02/09 consultation with service users and providers – Alzheimer’s Centre, Garn Goch 04/02/09 Consultation with representatives from the Black and Minority Ethnic Communities – MEWN 11/02/09 consultation with service users and providers – Alzheimer’s Centre, Garn Goch 20/02/09 Consultation with staff at Earlsmoor 23/03/09 Costings report of alternative models of service provision and charging policies 23/03/09 File audit of dependency levels of service users at Earlsmoor

3. Conclusions

3.1 The Board concluded that the Council’s current respite provision of a ‘one size fits all’ requires a greater degree of flexibility which would enable the Council to provide respite care in different ways to a greater number of people

Appendix A

The Board found that the current respite provision for older people in Swansea is almost entirely provided within traditional care home settings and it agreed that this did not meet the needs of all those older people who require respite care. The Board agreed that a range of flexible and innovative services are needed if the Council is to meet the different and growing need for respite services for older people in the City and County of Swansea.

The Board, and indeed consultees, generally supported the different and flexible models of respite care that their research uncovered and were keen that the Council consider how these different models could be used in future service provision within the City and County of Swansea.

The Board found that the Council had an invaluable resource at its disposal in the form of a highly skilled, experienced and expert staff already providing good quality respite care for older people.

The Board is keen that Social Services Managers draw upon the existing skills, experience and expertise to develop and support flexible and innovative respite services for older people.

The Board also found that the availability of emergency respite care for older people is an important feature of respite service provision. However, there was found to be a low level of emergency respite care available for older people in Swansea. The Board is of the opinion that emergency respite provision should be a feature of any future service provision.

3.2 The Board found that there was a lack of engagement with current respite services for older people from the Black and Minority Ethnic Communities across Swansea

3.2.1 The Board recognised that there were low levels of engagement with respite services for older people amongst black and minority ethnic (BME) communities across the City and County of Swansea. During the consultation with BME groups a number of barriers were identified (these can be found in the equalities and diversity section of Appendix 1) and the Board is keen that these barriers are addressed to ensure future respite services are accessible to all the BME communities that live in Swansea and that these services are provided in a culturally appropriate manner.

3.3 Information on respite services provided by the Council, the voluntary sector and other providers was found to be un- coordinated

3.3.1 The Board discovered that information on respite services for older people is available through many organisations and agencies. However, after consultation with service users, the Board felt that the Appendix A

provision of information on respite services for older people was un- coordinated. The evidence collected by the Board clearly demonstrated that good information and communication about services is an essential part of the process for many service users. The Board’s investigations also found support amongst service providers and service users for a centrally co-ordinated information resource which would improve accessibility to information and respite services.

3.4 During the investigation the Board found service users, if provided with a choice would welcome and use a range of models of respite care

3.4.1 The Board found that choice was an important element of respite service provision for carers and recipients of care. The evidence gathered by the Board during its investigations suggested that if provided with a choice of different types of respite care, carers and recipients of care would consider and use a range of respite care options. This was supported by the generally positive comments when consultees were asked to provide their opinions on a range of different respite care models. The Board agreed that diversity of choice would encourage more people to take up respite care services for older people.

3.5 The evidence gathered by the Board suggested that greater levels of efficiency in service provision can be achieved

3.5.1 The Board was aware during its investigations that Council approved a respite budget reduction of £200,000 which would take effect within the 2009/2010 financial year and that this would be an important consideration for the Board during its investigation.

From the evidence presented to the Board it concluded that respite care for older people provided in in-house residential units was an expensive way to provide respite care and of all the respite care models considered by the Board, this model was the most expensive. The evidence presented to the Board also indicated that occupancy levels at the in-house respite unit at Earlsmoor were not at capacity and therefore not achieving the best value for money.

In addition to this, the Board also found that a large majority of service users at Earlsmoor were either slightly dependent or moderately dependent. After consideration of this finding the Board concluded that the needs of many of these service users could be met by less intensive support services.

The Board was keen to examine respite services for older people in other Councils and it commissioned research on respite service provision for older people in a number of Councils across England and Wales which included Beacon Councils. The Board was able to conclude that there was a trend towards small respite units in these Appendix A

Councils with between four and eight beds. Indeed, the Ty Waunarlwydd model is a good example of a smaller unit.

The Board agreed that given the budget reduction, the low levels of occupancy at the Earlsmoor respite unit, the slight or moderate dependency levels of service users, and the trend towards smaller respite units greater levels of efficiency, and indeed need, could be achieved through a transfer of the budget associated with Earlsmoor into the development of a new tiered model of respite provision.

3.6 The Board found good examples of partnership working and would encourage an increase in partnership working to the needs of those with high dependency needs

3.6.1 The Board found a number of voluntary organisations which work in partnership with the local authority to deliver respite care for older people in Swansea and they provide a valuable service. The Board agreed that the Council may draw a number of benefits from an increase in partnership working with the voluntary sector and from making the connections between all current services which could be viewed as respite and also their funding streams.

From the evidence gathered by the Board it was apparent that a gap existed in the Council’s respite provision for older people with high dependency or nursing needs. The evidence also suggested that a joint approach between the Council and health providers could bridge this gap and thus enable recipients of care with high dependency or nursing needs to access respite care instead of the current practice of being admitted to a nursing home when respite was needed.

The Board concluded that a greater degree of collaboration in funding and budgets and in service planning between health care providers and the Council would fill the gap that exists in current respite care for older people with high dependency or nursing needs.

3.7 The evidence gathered by the Board suggested that carers and recipients of care respond well to person centred designed and delivered services

3.7.1 The Board found some evidence of an initial reluctance amongst some recipients of care and carers to approach social services and request help to access respite care. However, the evidence collected by the Board suggested that improvements in the relationship approach to service provision may help both carers and care recipients of care feel very differently. The Board agreed that any future respite service planning and provision should promote person centred design and delivery.

4. Recommendations Appendix A

The Board commends Cabinet to consider all issues and ideas raised by this review and, in particular, the recommendations set out below.

The Board recognises that the Authority (a) will need to ensure that any subsequent actions are legal and meet the requirements of any relevant legislation; (b) has a responsibility to make the best use of limited resources and that any additional costs will need to be considered carefully as part of the annual budget setting process.

The Board has kept these principles in mind in the course of its investigations.

The Board recommends that:

4.1 The Council’s current respite provision of a one size fits all, should be re-deigned to a tiered model of support which will meet the needs of a greater number of service users

4.2 The Director of Social Services undertake an exercise to determine the genuine measure of costs, including back office costs, on a range of alternative respite models of care

4.4 Social Services engage current respite staff, drawing on their skills, experience and expertise, to shape future respite provision

4.6 Social Services develop a more co-ordinated approach to the provision of information & planning of respite care, including where this would be best sited

4.7 Social Services explore with health partners the provision of respite opportunities for those service users with higher dependency / nursing care needs

4.8 Social Services review the connections between current services and funding steams

4.9 Social Services develop an emergency respite model within existing resources based on good practice from Beacon authorities

Appendix A

4.10 Any future respite services and/or policy should be explicit in promoting the person centred approach in design and delivery

4.11 Social Services cease to use the current respite provision at Earlsmoor and transfer the budget associated with Earlsmoor into the development of a new tiered model of respite provision.

Acknowledgements The Carers Centre Alzheimer’s Society Day Centre, Garn Goch Hospital Age Concern Cross Roads MEWN Staff team at Earlsmoor Staff team at Ty Waunarlwydd Social Services, City & County of Swansea Earlsmoor League of Friends The Bevan Family Mrs B Lewis Mr D Payne Mrs H Casey Ms H Hicks Ms C Davies

Further Information

Background Papers:

Briefing Scope Findings Report

Contact: Delyth Davies Date: 28 April 2009

Legal Officer: Adrian Jeramiah Appendix A

About the Health Social Care & Well Being Overview Board

The Health Social Care & Well Being Overview Board is a body of Councillors who are not members of the Cabinet. Their role is to contribute to policy development and to make recommendations about how things can be improved. The Health Social Care & Well Being Overview Board, one of four Overview Boards, has responsibility for:

• Adult Services • Housing

Members of the Board 2008/09

Cllr. J Evans (Chair) Cllr. K Morgan (Vice Chair) Cllr. V A Bates-Hughes Cllr. B J Hynes Cllr. P Hood-Williams Cllr. D Howells Cllr. W E A Jones Cllr. A Jopling Cllr. R J Lloyd Cllr. P B Smith Cllr. S Waller Thomas

For further information contact:

Delyth Davies Overview & Scrutiny Officer City and County of Swansea [email protected] 01792 637491 APPENDIX B

Item No. 6 (2)

Report of the Cabinet Member for Social Services

Cabinet - 25th June, 2009

RESPONSE TO THE REPORT OF THE HEALTH, SOCIAL CARE AND WELL BEING OVERVIEW BOARD ON ‘REVIEW OF RESPITE PROVISION FOR OLDER PEOPLE IN SWANSEA’

Summary

Purpose: To outline the response of the Cabinet Member to the recommendations of the Health, Social Care and Well Being Overview Board.

Policy Framework: None

Reason for Decision: To comply with the requirements of the Council Constitution.

Consultation: Legal Services, Financial Services

Recommendation(s): It is recommended that:

1) Cabinet notes the recommendations of the Health, Social Care and Well Being Overview Board.

2) The Cabinet Member response as outlined in the report be agreed.

1. Introduction

1.1 This review of current respite provision for older people within the City and County of Swansea has been a truly collaborative process. The findings within the report reflect the complex issues that we are facing within adult Social Services across Britain today.

APPENDIX B

2. Response to Board Recommendations

Recommendation 1

The Council’s current respite provision of a one size fits all, should be re- deigned to a tiered model of support which will meet the needs of a greater number of service users.

Cabinet Member Response:

Recommendation is AGREED.

Proposed Action: Evidence from this review found that there was no process for tiering individual needs to varying levels of support. It is crucial given the increasing numbers of older people and the emphasis on person centred support that we adopt a more flexible respite service.

Recommendation 2

The Director of Social Services undertake an exercise to determine the genuine measure of costs, including back office costs, on a range of alternative respite models of care.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: To allow us to develop more flexible services we will need to be clear about actual costs of developing these services to ensure we can fund the new service within the reduced budget agreed as part of the medium term financial plan (£200k reduction). A detailed costing and needs analysis will be undertaken.

Recommendation 3

The availability of choice of respite care is increased amongst service users through an increase in the number of people who receive a direct payment to procure respite services, such as short breaks.

Cabinet Member Response:

Recommendation is AGREED

APPENDIX B

Proposed Action: Direct Payments should be offered as a first choice to all service users who are willing and able to manage one. A recent example within the City and County of Swansea showed how Direct Payments can be used to develop imaginative and flexible respite support plans as an alternative to building based respite.

Recommendation 4

Social Services engage current respite staff, drawing on their skills, experience and expertise, to shape future respite provision.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: A plan will be drawn up to engage with current respite staff - who will play a crucial role in identifying the ongoing support needs of current service users and who will also play a part in developing support plans to meet individual needs. Staff will be inked into a number of community development projects already underway within the City and County of Swansea to develop their awareness of redesigning service provision.

Recommendation 5

Social Services examine the needs of all the equality and minority groups, including the Chinese, Afro-Caribbean and other minority communities through equality impact assessment and address accordingly within existing resources.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: Findings from the respite review identified that BME groups were under represented - this will need to be addressed as part of the redesign of service provision, through consultation with minority groups and their representatives.

APPENDIX B

Recommendation 6

Social Services develop a more co-ordinated approach to the provision of information and planning of respite care, including where this would be best sited.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: If we are to develop a tiered approach to respite we will need to ensure that access to information and to services is well published and co-ordinated - we will consider how this will be achieved during the next phase of the review.

Recommendation 7

Social Services explore with health partners the provision of respite opportunities for those service users with higher dependency / nursing care needs.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: Nursing care is funded by health so we will need to involve our health partners in the next stage of the review to ensure that service users with nursing care needs are able to access flexible respite provision easily and when required.

Recommendation 8 Social Services review the connections between current services and funding streams.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: There are a variety of funding streams associated with current respite provision if seen in its broadest sense. It will be crucial to include all of these disparate budgets when developing the new tiered approach to respite support.

APPENDIX B

Recommendation 9

Social Services develop an emergency respite model within existing resources based on good practice from Beacon authorities.

Cabinet Member Response:

Recommendation is PARTIALLY AGREED

Proposed Action: Access to respite support should be available when required including in emergencies - this should be part of the reshaped service rather than a separate model and will need to be funded within the revised respite budget.

Recommendation 10

Any future respite services and / or policy should be explicit in promoting the person centred approach in design and delivery.

Cabinet Member Response:

Recommendation is AGREED

Proposed Action: The underlying principle of the review of respite provision is that we need to ensure that our services are person centred and fit for purpose for the citizens of Swansea both now and in the future. This will continue to be a core theme throughout the reshaping process.

Recommendation 11

Social Services cease to use the current respite provision at Earlsmoor and transfer the budget associated with Earlsmoor into the development of a new tiered model of respite provision.

Cabinet Member Response:

It is AGREED in principle in terms of the future approach for the model of respite provision. Appropriate consultation will need to be undertaken before a decision is determined.

APPENDIX B

Proposed Action: The current model of respite provision - which is mainly building based respite is no longer fit for purpose - both in terms of increasing expectations, increasing levels of demand and the building itself. A tiered approach to respite provision - with a person centred, flexible approach was the preferred future model identified via the recent Overview Board respite review - which included the views of key stakeholders. It is envisaged that this new model of respite provision would be financed by the release of funds created by the phased closure of Earlsmoor. Formal consultation with the Trade Union and staff members will form a crucial part of this process.

3. Legal Implications

3.1 Formal consultation with the Trade Union and staff will be undertaken in line with current policy.

4. Financial Implications

4.1 Any redesign of respite provision will need to be financed from the revised budget identified as a savings target within the medium term financial plan.

5. Recommendations

5.1 Cabinet notes the recommendations of the Health, Social Care and Well Being Overview Board.

5.2 The Cabinet Member response as outlined in the report be agreed.

Background Papers:

None.

Contact Officer: Deborah Driffield 01792 636249 dd95035/sd

Item No. 11 (1)

Report of the Corporate Director (Social Services)

th Council – 30 July 2009

CHILD AND FAMILY SERVICES

Summary

Purpose: To provide an update about Child and Family Services.

Policy Framework: Children and Young People Plan, Health, Social Care and Well Being Strategy and the Corporate Plan.

Reason for Decision: No decision is required.

Consultation: Legal and Finance.

Recommendation(s): This report outlines the position regarding the overview of activity across Child and Family Services. Detailed analysis and discussion will continue to be addressed via the Child and Family Services Overview and Scrutiny Board. This report is for information.

1. Introduction

1.1 Council received a presentation on the 31st March, 2009 by the Care and Social Services Inspectorate Wales in respect of the Review of Children’s Social Services in the City and County of Swansea undertaken in December, 2008. It is also the case that the Deputy Minister for Social Services, Gwenda Thomas has established an Intervention Board.

1.2 The first meeting with the Intervention Board took place on the 8th May and the Intervention Board was present in Swansea on the 29th and 30th June. Arrangements have now been established for the Intervention Board to be in Swansea for two days a month.

1.3 This report seeks to provide an overview in terms of issues relating to Child and Family Services. The following elements of the report will consider the Child and Family Services Overview and Scrutiny Board, the Child and Family Services Strategic Delivery Plan and the Intervention Board.

2. Child and Family Services Overview and Scrutiny Board

2.1 The Board was established by Council on the 9th April, 2009 and has subsequently met on a number of occasions. This is the case both in terms of the Board and the Task and Finish Groups that have been established.

2.2 It has been agreed that the Chair of the Child and Family Services Overview and Scrutiny Board will write to the Cabinet Member for Social Services after each Board meeting and that the Cabinet Member will then respond to the Chair. The letters that have been produced thus far are as follows:

a. Letters by the Chair of the Child and Family Services Overview and Scrutiny Board.

1. Letter of the 24th April Appendix 1. 2. Letter of the 28th May Appendix 2. 3. Letter of the 30th June Appendix 3.

b. Letters by the Cabinet Member for Social Services

1. Letter of the 6th July Appendix 4. 2. Letter of the 20th July Appendix 5.

2.3 It is intended that I include further letters by the Chair of the Child and Family Services Overview and Scrutiny Board along with those by the Cabinet Member for Social Services in future reports to Council.

3. Child and Family Services Strategic Delivery Plan 2009 - 2010

3.1 This plan has been produced to set out the strategy for the development and improvement of Child and Family Services. It builds on and replaces the interim plan ‘A Strategy for Taking Children’s Services Forward’ November 2008. It is important that activity is clear and communicated across Child and Family Services.

3.2 The vision for the service is as follows:

We aim to ensure that children and young people who may be disadvantaged by their needs or circumstances are supported to enjoy a happy, healthy and productive childhood and have the opportunities they need to reach their potential.

3.3 There is a need to focus on particular approaches and the overarching aims are identified:

Ensuring that staff are valued and are supported to deliver their best.

Providing effective evidenced based services to improve outcomes for children in need, including disabled children.

Providing effective evidenced based services to improve outcomes for children in need of protection.

Providing effective based services to improve outcomes for looked after children and young people.

Ensuring we have robust systems in place to monitor what we do and which demonstrate that we provide high quality, effective services to children and families.

Ensuring that we are an effective member of local partnerships and that Child and Family Services plays a lead role in driving the strategic agenda for children and young people in Swansea.

Working closely with other agencies to co-ordinate the delivery of services at a strategic and individual level.

Ensuring that Child and Family Services are innovative, creative and inclusive.

3.4 The detail of the Strategic Delivery Plan is currently being considered by the Child and Family Services Overview and Scrutiny Board. This is an important framework document and will need to be updated subject to progress and any changing circumstances that might occur. Two copies of the Child and Family Services Strategic Delivery Plan have been placed in the Members Library.

4. The Intervention Board

4.1 Members of the Intervention Board met both senior officers and Elected Members on the 29th and 30th June. It is expected that a similar approach will be used each month when the Intervention Board is present in Swansea.

4.2 The discussions that took place were based on the research that the Intervention Board members have undertaken in recent weeks. A number of areas for improvement have been identified by the Intervention Board as follows:

1. Prioritising and targeting both the Children and Young People’s Plan 2008 - 2011 and the Child and Family Services Strategic Delivery Plan 2009 - 2010, so that change is not overwhelming.

2. The Corporate Management Team will need to show that it is starting to take ownership of the issues identified in the CSSIW reports.

3. Ensure that the key positions of Statutory Director of Social Services, Head of Children’s Services and the Lead Director of Children’s Services work together with Corporate Management Team and Council support to promote the interests of children and families.

4. Work is required to ensure that the statutory partnerships work more effectively within the Authority, with partner agencies, and the public, to deliver improved services for children and families.

5. Improving all Council Members understanding of their duties and responsibilities for children and family services and corporate parenting.

6. Further develop Scrutiny of Children’s Services and Corporate Parenting in the Authority.

7. Performance Management needs to assume a higher priority so that there is a clear line of sight between Councillors, Senior and Middle Managers and front line staff.

4.3 All of the items identified above reflect matters that have been discussed, to a greater or lesser extent, by the Child and Family Services Overview and Scrutiny Board or have been discussed by the Corporate Management Team or are identified in the Child and Family Services Strategic Delivery Plan.

5. Financial Implications

5.1 There are no additional financial implications associated with this report.

6. Legal Implications

6.1 There are no additional legal implications associated with this report.

7. Recommendations

7.1 This report outlines the position regarding the overview of activity across Child and Family Services. Detailed analysis and discussion will continue to be addressed via the Child and Family Services Overview and Scrutiny Board. This report is for information.

Background Papers Child and Family Services Strategic Delivery Plan

Contact Officer: Chris Maggs Corporate Director (Social Services) Extension: 6249 cm97028/sd

Legal Officer: Janet Hooper

C ITY A ND C OUNTY O F S WANSEA APPENDIX 1. ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

Councillor Tregoning Please ask for: Overview & Scrutiny Gofynnwch am: Cabinet Member for Social Services Direct Line: 01792 637257 Room 2.1.13 Llinell Uniongyrochol:

Civic Centre e-Mail [email protected] e-Bost: Oystermouth Road SWANSEA Our Ref Ein Cyf: SA1 3SN Your Ref Eich Cyf:

Date 24th April 2009 Dyddiad:

Dear Councillor Tregoning,

Child & Family Services Overview & Scrutiny Board - 20th April 2009

Thank you for coming to the first meeting of the Child and Family Services Overview & Scrutiny Board.

This letter is to communicate the key issues raised by the Board. Similar letters will be produced following each meeting containing the comments, observations or recommendations we wish to make. We hope this will be a key element of a constructive dialogue between the Board, the Executive, Council and the public.

The Board aims to be an exemplar of overview and scrutiny. In doing so it will take note of best practice wherever it occurs.

The first meeting was an opportunity for Board Members to understand the findings of the CSSIW and the position the Authority finds itself in, and through questioning were able to dig beneath the key issues arising from the inspection findings and consider the improvement work both underway and required ahead.

The Board were particularly concerned that • Improvements support and develop joined up working with other services and external agencies (including voluntary) involved in the care of children. • There is investment at early year’s stages. • Staff are well supported, equipped with the tools and training to serve and protect those in need. • Individual’s responsibilities are clear.

Cont’d…

OVERVIEW & SCRUTINY / TROSOLWG A CHRAFFU

CITY AND COUNTY OF SWANSEA / DINAS A SIR ABERTAWE CIVIC CENTRE, SWANSEA, SA1 3SN / CANOLFAN DDINESIG, ABERTAWE, SA1 3SN

www.swansea.gov.uk With regard to performance data the Board is concerned that • They focus on quantitative aspects of the service and give little indication of the quality of service. • A more effective and meaningful framework for performance measurement and management be presented, particularly in respect of initial & core assessments, care planning, staffing, and looked after children. • Trends and comparisons with other Authorities are made. • There is clarity over the messages and stories that emerge from the data. • Timely performance measures are available • Evidence of the speed and sustainability of improvements is vital well before the next CSSIW inspection. • The reliability of the management information should not be called into question.

The Board will meet again soon to develop its own work plan which will support the improvement process. For this it will need the Child & Family Social Services Action Plan which we understand is imminent. It will also need to liaise with the Assembly appointed Intervention Board. We are disappointed that its membership has not yet been announced, so it has not met, established its meeting pattern or developed its remit. We would very much welcome discussion with this Board, however the matter is currently of sufficient gravity that a delay to meet on our part was not necessary.

Yours sincerely,

COUNCILLOR MARK CHILD Chairman, Child & Family Services Overview & Scrutiny Board [email protected] cc Cllr. Chris Holley – Leader Cllr. Paxton Hood-Williams – Vice-Chairman of the Child & Family Overview & Scrutiny Board Paul Smith – Chief Executive Chris Maggs – Corporate Director (Social Services) Steve Walker – Head of Child & Family Services

APPENDIX 2.

Councillor Tregoning Please ask for: Overview & Scrutiny Gofynnwch am: Cabinet Member for Social Services Direct Line: 01792 637257 Room 2.1.13 Llinell Uniongyrochol:

Civic Centre e-Mail [email protected] e-Bost: Oystermouth Road SWANSEA Our Ref Ein Cyf: SA1 3SN Your Ref Eich Cyf:

Date 28th May 2009 Dyddiad:

Dear Councillor Tregoning,

Child & Family Services Overview & Scrutiny Board – 13th May 2009

This letter is to report on our second meeting.

Having considered the presentation given by Steve Walker on the developing Child & Family Services Strategic Delivery Plan, a number of comments and observations were made by the Board:

• It welcomed that the Strategic Delivery Plan, and Action Plan which will arise from it, was looking at the wider improvement of the service and not just about addressing the specific issues raised by the CSSIW. However it was important that the relationship between the Plan and the CSSIW findings can be demonstrated to ensure that those both within and outside of the Service understand how it will address the concerns raised • The Action Plan should be clear about timescales, resource implications and show evidence which confirms achievements • What corporate ownership and support is behind the plan and what it means in practice? • Assurance required of the ongoing commitment to training and development of staff • It supported the proposed establishment of a peripatetic team as a key element in supporting workloads of frontline staff, improving the quality of work and making better use of finances. Once in place however, the effectiveness of how this team is used should be assessed, particularly if at times they are not required to fill front line vacancies. • Partnership working is key to improvement and the more that the IT solutions supporting the practice can enable information sharing between organisations the better. More influence needed to be exerted over partners in supporting and safeguarding children

Cont’d…

OVERVIEW & SCRUTINY / TROSOLWG A CHRAFFU

CITY AND COUNTY OF SWANSEA / DINAS A SIR ABERTAWE CIVIC CENTRE, SWANSEA, SA1 3SN / CANOLFAN DDINESIG, ABERTAWE, SA1 3SN

www.swansea.gov.uk • The importance of effective communication between schools and those in Child & Family Services • The need to identify measures of quality as well as quantity, and trends, particularly with assessments • The presentation of data across age groups should be consistent – i.e. age groups should be equally split

The Board has asked Steve to provide some further information:

• the total number of children in contact with the Local Authority • the current number of social work vacancies • a breakdown of the Child & Family Services budget that will support the delivery plan • a copy of the audit carried out as a result of Baby P to compare the outcomes with the findings of the CSSIW and ensure that the Action Plan also reflects the findings of the audit • management performance statistics to be made available to Board Members at the earliest opportunity

The presentation was also important in informing our work plan. As well as agreeing the broad aims and objectives of its work which will include a range of activities, the presentation significantly helped the Board identify 3 key areas for development to target its initial efforts, and as a result it has set up Task & Finish Groups in the following areas:

Workforce Family Support Initial and Core Services Assessments Darren Price June Evans Christine Richards John Newbury Cheryl Philpott Janet Thomas John Miles David Phillips Susan Jones

These are tasked to report back to the Board conclusions and recommendations, by end of August, based on an examination of the robustness of the delivery plan / action plan to address the key issues, performance in these areas and the improvement work underway, and collection of evidence elsewhere to generate ideas for improvement and development of services here.

The Board also decided to aim to get a wider view of children’s services in Swansea through the main Board meeting by engaging with key people from other parts of the Authority, other agencies and the voluntary sector.

Cont’d… The establishment of the Intervention Board was welcomed, and we looked forward to meeting and working with the members of this Board at the earliest opportunity. It was clear that their current focus was on the level of corporate and political priority Child & Family Services had in Swansea, and what affect that was having.

The Board will meet again in a few weeks and will, in the meantime, develop a timetable for its work. The Board will also establish pre and post meetings to assist in the efficient management of its work and to ensure all members have the opportunity for full involvement in the preparation and planning of meetings and determining conclusions from the work.

May I conclude by adding that you have a standing invitation to attend our meetings. I understand meetings may clash and other matters get in the way, but you will be welcomed whenever you can attend.

Yours sincerely,

COUNCILLOR MARK CHILD Chairman, Child & Family Services Overview & Scrutiny Board [email protected] cc Cllr. Paxton Hood-Williams – Vice-Chairman of the Child & Family Overview & Scrutiny Board Cllr. Chris Holley – Leader Paul Smith – Chief Executive Chris Maggs – Corporate Director (Social Services) Steve Walker – Head of Child & Family Services

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE APPENDIX 3.

Councillor Tregoning Please ask for: Overview & Scrutiny Gofynnwch am: Cabinet Member for Social Services Direct Line: 01792 637257 Room 2.1.13 Llinell Uniongyrochol:

Civic Centre e-Mail [email protected] e-Bost: Oystermouth Road SWANSEA Our Ref Ein Cyf: SA1 3SN Your Ref Eich Cyf:

Date 30th June 2009 Dyddiad:

Dear Councillor Tregoning,

Child & Family Services Overview & Scrutiny Board – 17th June 2009

Thanks for your offer to respond to the “Chair’s letter” from each meeting of our Scrutiny Board. This is a welcome development in establishing and evidencing a dialogue between ourselves. The Board also felt that there should be some means of regular update given to full Council, although came to no conclusion on what form this should take.

The Board took evidence from the Chief Executive and the Corporate Director (Education) regarding corporate leadership and priorities, and concluded that Child & Family Services was being considered regularly at corporate level, both in its own right with reviews of performance measures provided from the service, and with its inclusion as an element of many wider policy discussions and initiatives. It seemed there was ownership across all members of the Corporate Management Team, and the Board was given evidence of how the work of individual Directors directly impacted on Child & Family Services, and how the policies developed for this service are used to inform their actions elsewhere. It will, however, be necessary to be clear about what is meant by ‘corporate leadership and support’ to ensure that the concerns of the CSSIW in this regard are sufficiently addressed.

They clearly recognised the importance of the service both in itself and to the image of Swansea and the self image of staff. It was a key element in how the Council performed and that meant how they as the corporate managers of the Council performed. It was an aim that all staff shared all corporate priorities, and could place the work they did in context with these, as well as accepting their appraisals would be related to these. They think that significant progress has been made along this path, in terms of corporate working cascading through all layers of the organisation. The Board will want to see how far this is true in future.

Cont’d…

OVERVIEW & SCRUTINY / TROSOLWG A CHRAFFU

CITY AND COUNTY OF SWANSEA / DINAS A SIR ABERTAWE CIVIC CENTRE, SWANSEA, SA1 3SN / CANOLFAN DDINESIG, ABERTAWE, SA1 3SN

www.swansea.gov.uk It was felt that in the past the Authority had been behind the curve on this matter, reacting for CSSIW reports rather than being able to anticipate them. This was because whatever measures were being used had not alerted them to the decline in performance of this service. However, it was also agreed that this is much less the case now. Although not yet ahead of the matter, not in a position to anticipate future problems, or changes in demand, there was evidence that corporate policy was much more in tune with what is currently required by the service. There was an understanding that quantative data was not the only arbiter of what was happening and more qualitative measures were needed, and more challenge was needed too.

The Board felt that changes at corporate level were more sustainable than before, and that the interlinking of functions, the increased ownership of corporate goals and the attempts to bring all other agencies on board in prioritising Child and Family Services had provided structures through which sustainable improvements could be achieved. What the Board will want to do in future is test how the structures are actually working, and whether they are adding value.

Within Education there were clearly extensive arrangements to assist children known in whatever capacity to social services, and they are intimately linked to the assessment of a child’s needs and in planning their provision. They said they had more contact with children than any social worker, and every school had someone trained to recognise possible issues with a pupil and had access to on-line requests for initial assessments. They also seemed very conscious of the importance of picking up possible problems affecting a child’s education below the levels at which social services would be come involved. The Board hopes it will be able to look at how these procedures work in practice to ensure that schools are actively engaged. It appears that children at risk, or Looked after Children do not attract any additional funding to a school, although there was clearly extra work and responsibility involved. It appeared that there was a much more even spread of these children across schools in Swansea than there was across wards. This may be something the Board want to look more closely at to understand why.

The Board looks forward to your reply. I will put each Chair’s letter on the next available Board agenda and invite you to give a response at the meeting. If you are unable to attend then a written response will be appreciated.

Cont’d… Yours sincerely,

COUNCILLOR MARK CHILD Chairman, Child & Family Services Overview & Scrutiny Board [email protected] cc Cllr. Paxton Hood-Williams – Vice-Chairman of the Child & Family Services Overview & Scrutiny Board Cllr. Chris Holley – Leader Cllr. Mike Day – Cabinet Member for Education Cllr. Mary Jones – Cabinet Member for Business Improvement & Efficiency Corporate Management Team Chris Maggs – Corporate Director (Social Services) Steve Walker – Head of Child & Family Services

APPENDIX 4.

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

Please ask for: Cllr Nick Tregoning Gofynnwch am: Councillor Mark Child Direct Line: 01792 637426 City & County of Swansea Llinell Uniongyrochol:

Civic Centre E-Mail / E-Bost: [email protected] / [email protected] Our Ref / Ein Cyf: NT/VH

Your Ref / Eich Cyf:

Date / Dyddiad: 6th July 2009

Dear Councillor Child, Re: Child & Family Services Overview & Scrutiny Board Thank you for your letter of the 28th May outlining the thinking of the Child and Family Services Overview and Scrutiny Board after the meeting on 13th May which considered the evolving Strategic Delivery Plan. It might perhaps be useful if I both attended to the specific points raised, and added some further comments of my own. The Board is wholly correct in pointing out that any plan must address the points of weakness identified in the CSSIW report to be successful. I have stressed this point, as has the Leader, and I can confirm that the Directorate have the same view. All parties are determined to see that this is done. However, as you also say the responsibilities placed upon myself and the senior management of the Directorate are not only to ensure that the service has a strategy that reaches beyond the rectification of those weaknesses that the CSSIW report identified but also to identify and implement strategies that will allow the authority to meet future needs and priorities in the field of Child and Family Services. We are aware of that imperative, and will meet it to the best of our ability. Any action plan of this nature and drawn up in these circumstances must conform to the need to be realistic, specific, and to produce measurable outcomes within a sensible timeframe. In addition, those outcomes must focus on both quantity and quality. It must also be communicated clearly to our partners. -1- COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

Corporate ownership of the solution is vital, and the establishment of the Child and Family Services Overview and Scrutiny Board itself is one clear example of how that ownership is being put into practice. The establishment of the Corporate Parenting Forum is another. Awareness raising sessions for all members have begun to take place. Two events have been delivered to date, and as the action plan progresses there will be the opportunity to deliver more. I meet weekly with the Head of Child and Family Services, and separately with the Director, again on a weekly cycle. The Head of Communications is also involved in the first part of the latter meetings. On a fortnightly basis the Director, Head of Service, and I meet with the Leader officially to review progress and discuss outstanding issues. All this is in addition to the usual networking that is part of the normal working environment. I have alerted Cabinet colleagues to the need for a corporate approach to the delivery of the finalised action plan. I have indicated to relevant colleagues that I plan to hold an initial meeting to discuss how the plan can be furthered across portfolios once the Intervention Board has had a chance to comment. Training and development of staff, particularly of unqualified staff, remains a priority. The establishment of a peripatetic social work team is a considerable step forward. When team members are not required to support front line staff, that will be used strategically to support the objectives outlined in the action plan. Partnership working is a vital component in safeguarding children, and as I have mentioned above it will be necessary to both share our plan with all our partners and obtain their active commitment to assisting us in the delivery of the plan. At a time of considerable upheaval in one of our major partners, coupled with the sad fact that we do not all share the same performance indicator regime as CCS in this area, this will not be easy. The point concerning IT sharing is taken, but here once again we are in the hands of our partners. The point concerning better contact between partners and Child and Family Services is one of the items already under discussion, and I have already met with the Cabinet Member for Education and the lead member for Children and Young People.

-2-

COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

I am also of the view that both quality and quantity should be measured. There has been a suggestion from some in Welsh local authorities that the present PI regime is not always geared to measuring the quality of what is done, I am aware that the Welsh Government is turning its attention to this matter in respect to the Welsh NHS. In this context, colleagues will recollect that one of the senior WG officials urged us to look behind the present performance indicators to ascertain quality in his response to a question posed at the Special Council that considered the CSSIW report. I am determined, as is the Directorate, to ensure that both quality and quantity are addressed and evidenced. I welcome the establishment of the Intervention Board, and have said as much to them. I look forward to working with them to accelerate and embed progress in Child and Family Services in Swansea.

Yours sincerely,

COUNCILLOR NICK TREGONING CABINET MEMBER FOR SOCIAL SERVICES

-3-

COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

APPENDIX 5.

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

Please ask for: Cllr Nick Tregoning Gofynnwch am: Councillor Mark Child Direct Line: 01792 637426 City and County of Swansea Llinell Uniongyrochol:

Civic Centre E-Mail / E-Bost: [email protected] Our Ref / Ein Cyf: NT/SH

Your Ref / Eich Cyf:

Date / Dyddiad: 20th July 2009

Dear Councillor Child Re: Child & Family Services Overview & Scrutiny Board The exchange of letters is a useful exercise and will make it easier to track the impact of the Overview and Scrutiny process as well as providing a record of how progress under the Action Plan is developing.

I also see the letters as being the best way to update Council. Normal practice would mean that concluded reports from an Overview or a Scrutiny Board dealing with a discrete piece of work would come before Council for note together with a response from the relevant Cabinet Member detailing the actions that were to take place as a consequence of the report. Clearly, such a process would not be appropriate here both because of the timeframe involved and because the purpose of the Board is to oversee a process of improvement in a number of differing but interconnected areas. What I suggest therefore is these letters come before Council as part of a report by the Director. Councillors will be able to see what work has been done, and will have the opportunity to seek clarification from either you or myself or both of us as appropriate. The Director will also be able to answer technical questions.

The provision of corporate leadership and support seems to me to connote a number of interconnected strands. First, it must mean that the Director and Head of Service must be supported not only by expressions of solidarity, but also by senior manager colleagues agreeing to share responsibility for delivery of the specifics of the Action Plan.

COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

- 2 -

Second, it must mean that the political leadership of the Council ensure that the improvement of Child and Family Services is a corporate priority and is resourced accordingly. Third, it must mean that the fulfilment of the Action Plan is seen as a partnership across Directorates, and also with strategic partners outside CCS. Fourth, it must mean a greater engagement than hitherto across political parties, and by all members. Work to achieve these objectives has already started as you noted. With particular reference to the final objective, the establishment of your own Board, and of the mechanism for notifying Council of progress referred to above, as well as our own agreement to set aside time to meet informally to discuss matters, the provision of training in corporate parenting and safeguarding for all members, makes a beginning, but more will need to be done, particularly to ensure the engagement of all 72 members. With reference to the matter of corporate priority, the improvement of Child and Family Services is a clear corporate priority, and extra resources have been committed to the area. Regular fortnightly meetings between the Leader, the Head of Service, the Director, and myself were established at my instigation in March, and I meet weekly with both the Head of Service and the Director in order to discuss progress. I also update my Cabinet colleagues on a weekly basis. Now that the Intervention Board has carried out its first visit, I am arranging a meeting between all Cabinet members and senior managers to demonstrate that delivery of the Action Plan is owned on a cross Directorate basis.

It is a truism to say that the commitment and morale of our staff will be the single most significant determining factor in delivering and sustaining improvement; but that does not make it any the less true. That is why I took immediate steps to meet with the trade unions, and informally with staff at the Oldway Centre upon becoming the lead member. This is in addition to the meetings with staff that are scheduled together with the Leader and the Head of Service. I will be continuing with the informal meetings mentioned above, and dates are already scheduled. This is important both because it enables me to get a ‘snapshot’ of staff views and morale, and because it demonstrates that staff are listened to and valued. I have been deeply impressed by the commitment shown by staff that I have met at all levels, and by their focus upon ensuring that children are protected and families supported. It is clear that the culture is beginning to change. What is now an imperative is for that culture change to be accelerated and embedded.

COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

C ITY A ND C OUNTY O F S WANSEA ——————————————————————————————————————————————— D INAS A S IR A BERTAWE

- 3 -

The inspection in December 2008 highlighted a seeming dichotomy between an improvement in practice since the previous one, and a plateau in the sustaining of that improvement. In such a circumstance, there must be a doubt over the solidity of any gains. The situation is changing however. Certain inadequate practices have been stopped, assistance in the shape of the peripatetic team has been introduced, and an action plan has been envisaged, consulted upon, and is now being implemented. Nor can the need – the necessity in my book – to raise our eyes from this particular situation to begin to think in a truly strategic and holistic manner about taking action to break the cycle of disadvantage be neglected.

In conclusion, I hope that this letter provides a basis for a continuing dialogue at the next meeting of the Board.

Yours sincerely

Nick

COUNCILLOR NICK TREGONING CABINET MEMBER FOR SOCIAL SERVICES

COUNCILLOR/Y CYNGHORYDD NICK TREGONING CABINET MEMBER / AELOD CABINET

CABINET OFFICE, CIVIC CENTRE, OYSTERMOUTH ROAD, SWANSEA SA1 3SN SWYDDFA’R CABINET, CANOLFAN DDINESIG, HEOL YSTUMLLWYNARTH, ABERTAWE SA1 3SN

(01792) 637441 (01792) 636196 [email protected] www.swansea.gov.uk

Item No. 12 (1)

Report of the Chief Executive

Council – 30th July 2009

REVIEW OF ELECTORAL ARRANGEMENTS

Summary

Purpose: To inform Council that the Local Government Boundary Commission for Wales (LGBC) has published an additional Draft Proposals report and to ask Council to consider the proposals in order that a response be forwarded to the Local Government Boundary Commission. Policy Framework: None.

Reason for Decision: A response is required by 4 September 2009.

Consultation: Legal Services and Finance

Recommendation(s) It is recommended that the Commission’s proposals are supported and that a letter confirming the Council’s support be sent to the Boundary Commission for Wales.

1. INTRODUCTION

1.1 On the 13th September 2007 the Presiding Officer presented a report which sought authority for a local review of Community Boundaries within the City and County of Swansea pursuant to Section 55 of the Local Government Act 1972

1.2 It was resolved that Council authorise a review of Community Boundaries or Community electoral arrangements within the City and County of Swansea and that a direction be sought from the Welsh Assembly Government to the Local Government Boundary Commission to undertake some or all elements of the local review.

1.3 The Local Government Boundary Commission for Wales was directed by the Welsh Assembly Government to conduct a review of community boundaries in late December 2007.

1.4 The Commission commenced its review by asking the City and County of Swansea to hand over all comments/proposals received that were relevant to this review. The Commission also wrote on the 9th January 2008 to the following bodies inviting initial observations by 14 March 2008: Community and Town Councils, AMs, MPs, Swansea Health Board, Local Government Association, One Voice Wales, Labour, Conservative, Plaid Cymru, Green, Cooperative, Welsh Liberal Democrats Parties, Electoral Commission, Local Government Chronicle, Principal Journal, Welsh Socialists, Welsh Liberal Party, The Association of Larger Local Councils and Public Law Group.

1.5 The Commission completed the first stage of their review and produced its Draft Proposals in October 2008. The Commission invited views on the Draft Proposals by 5 December 2008. A report was taken to Council on 4 December 2008 and a formal response was lodged with the Commission on 5 December 2008.

1.6 In response to the above Draft Proposals, the LGBC received a number of representations that made suggestions for changes to community boundaries which were not considered at Draft Proposals stage. As the LGBC considered that some of these suggested changes had merit and as they had not been included in their Draft Proposals report, they considered it appropriate to issue a further report so as to allow interested parties an opportunity to comment on these proposals.

1.7 All representation received in response to the Draft Proposals set out in October 2008 will be considered along with the representations made in response to these subsequent Draft Proposals.

2. PURPOSE OF REVIEW

2.1 The purpose of the review is to consider whether, in the interests of effective and convenient local government, the Commission should propose changes to the present community boundaries. The review is being conducted under the provisions of Section 56(1) of the Local Government Act 1972 (the Act).

2.2 This review is required so that any issues in respect of community boundaries or community electoral arrangements are addressed before the Commission commences it’s review of electoral arrangements for every principal area in Wales which is due to commence shortly.

3. PROPOSALS

3.1 The officers have reviewed the proposals purely from the electoral services viewpoint as to the best arrangements for electors and from the LGBC’s perspective “In the interests of effective and convenient local government”. The comments below on each proposal are therefore put forward on that basis.

3.2 Bishopston and Pennard This suggestion is to move a property together with adjoining buildings from the Community of Pennard into the Community of Bishopston.

It is suggested that this proposal be supported in the interests of effective and convenient local government, which will result in properties – Brookside and the Orchards and some outer buildings being transferred into the Community of Bishopston, Bishopston Electoral Division.

3.3 Bishopston and Pennard This suggestion is to move 3 properties from the Community of Pennard into the Community of Bishopston.

In the interests of effective and convenient local government , it is suggested that this proposal be supported which will result in properties – Cliff Cottage, Ship Cottage and Beaufort House being transferred into the Community of Bishopston, Bishopston Electoral Division.

3.4 Castle and Landore This suggestion is to realign the boundary between the Community of Castle and the Community of Landore at Llangyfelach Street, Hafod Park and Pentre Mawr Road and Odo Street.

In the interests of effective and convenient local government, it is suggested that this proposal be supported which will result in all of Odo Street, Hafod Park, Pentremawr Road and nos. 189 to 215 Llangyfelach Road falling within the Landore Community, Landore Electoral Division.

4. CONSEQUENTIAL ARRANGEMENTS

Changes to the electoral divisions as a consequence of the community boundary changes are considered under section 6 of the Commission’s report. If the proposals go through and are accepted by the Welsh Assembly, then these consequential changes to the electoral division boundaries will be included in the same Order as the community boundary changes and will come into effect at the same time.

5. LEGAL IMPLICATIONS

None – apart from those set out in the report.

6. FINANCIAL IMPLICATIONS

Additional costs in printing new boundary maps and postage in respect of informing the appropriate electorate are expected to run to approximately £450.00. This will be accommodated within existing Electoral Services resources by curtailing expenditure elsewhere.

7. RECOMMENDATION

It is recommended that the Commission’s proposals are supported and that a letter confirming the Council’s support be sent to the Boundary Commission for Wales.

Background papers:

Maps – Reference:- Appendix 4- Bishopston and Pennard Appendix 5- Bishopston and Pennard Appendix 6 –Castle and Landore

Contact Officer: Huw G. Evans 01792 637290 21.07.2009

Legal Officer: Rod Jones

Z: Word /Committee /Reports/Council/08 Jul 09 Item No. 12 (2)

Report of the Chief Executive

Council – 30th July 2009

UPDATE TO COUNCILLORS ALLOWANCES HANDBOOK

Summary

Purpose: To update the Councillors Allowances Handbook

Policy Framework: Councillors Allowances Scheme

Reason for Decision: To provide up to date administrative guidance for Councillors on the application of the scheme.

Consultation: Political Group Leaders, Legal, Finance & Internal Audit.

Recommendation(s): The revised Councillors Allowances Handbook be adopted.

1. Introduction

1.1 The Councillors Allowances Handbook provides administrative guidance on the application of the Councillors Allowances Scheme. Following new regulations from the Independent Remuneration Panel for Wales and a need to clarify and update some issues, the handbook has been revised.

1.2 The amendments have been proposed following discussions with Political Group Leaders, Finance, Legal, and Internal Audit.

1.3 The Independent Remuneration Panel for Wales met with Councillors and Officers in May 2009 and they will be reporting back in due course with further recommendations. These in turn will again be reported to Council.

2. Proposed Amendments

2.1 Attached as Appendix 1 to this report is the draft copy of the amended Councillors Allowances Handbook. The draft has had a number of minor amendments made to it in order to reflect inaccuracies or changes of responsibility. These changes are not highlighted in the report.

2.2 The draft Handbook highlights key areas that have been identified as needing clarification and / or to reflect the recommendations from the Remuneration Panel for Wales. The rationale for these amendments are listed below (the paragraphs refer to the actual paragraph within the Handbook).

Paragraph 2.2.1 “Basic Allowance”. This simply clarifies the period that a Councillor shall be in the receipt of the Basic Allowance.

Paragraph 2.2.3 “Council Mobile Phones”. The Cabinet Members, Presiding Officer and the Political Group Leaders currently have Council mobile phone provided to them. The existing handbook refers only to the Cabinet Members, Presiding Officer and the Leader of the Main Opposition Group. This amendment brings the Handbook in line with current practice.

Paragraph 2.2.4 “Reimbursement of personal usage on a Council Mobile Phone”. This sentence is strengthened by the deletion of the words “will be required to” and being replaced by “MUST” reimburse the Council for their personal usage in relation to the Council owned mobile phone.

Paragraph 2.4.2 “Special Responsibility Allowances (SRA) Roles”. This paragraph has been deleted in its entirety as it is replicated within Part 6 of the Council Constitution. Its removal will avoid any confusion as to which is the latest version.

Paragraph 2.5.2 “Care Allowance”. This additional paragraph reflects the guidance provided by the Remuneration Panel for Wales.

Paragraph 3.6 “Travel by Private Car”. Council on 15 May 2008 resolved that following growing public interest in Councillors mileage and allowances that the existing arrangements at that time should be reviewed.

This led to Council resolving to pay Councillors mileage claims based on the mileages listed on the RAC Route Planner (http://route.rac.co.uk/); postcode to postcode, rounded up to the nearest half mile for a return journey from 1 June 2008. The intention was to provide a system that is clearly defined, unambiguous and accessible to all.

As a result of the Council decision on 15 May 2008, the Member Support Unit (MSU) prepares and holds a list of the distances relating to the most frequent or routine journeys undertaken by each Councillor based on the RAC Route Planner and not on the actual miles travelled by the Councillor.

The onus was placed on Councillors to submit accurate and valid claims. Although Officers will undertake checks on the forms submitted this cannot negate the responsibility of the Councillor.

Whilst the guidance outlined in the Councillors Allowance Handbook is helpful, it now needs clarifying in order to give clear guidance to Councillors and Officers and to keep the Council at the forefront of other Public institutions in being open and transparent with regard Councillors claims against the public purse.

The amendments clarify how the postcode to postcode facility will be utilised i.e. by using the home postcode as the start and end point with the destination being entered as the via point. The reason for this is to reflect that distances can alter for return journeys especially when one considers traffic systems such as one way road systems.

The paragraph has been further amended to put the onus on the MSU Officers to review the RAC website on an annual basis and report any mileage changes to the Annual Meeting of Council as part of the Councillors Allowances Handbook. Any changes to a Councillors mileage will then be implemented from day 1 of the month that follows the Council meeting.

For clarity, should Council adopt these changes today (Council - 30 July 2009), any Councillors that have a change to their mileage will commence on the new mileage rates from 1 August 2009. The new rates will then be reviewed at the next Annual Meeting of Council.

The Council Constitution will also need to be amended to show that the Councillors Allowances Handbook is to be presented to each Annual Meeting of Council.

Paragraph 3.10.1 “Travel by Bicycle”. This paragraph now reflects the guidance provided by the Remuneration Panel for Wales.

Paragraph 4.1.4 “Subsistence Payments will only be made if Accompanied by a receipt”. This paragraph now reflects the guidance provided by the Remuneration Panel for Wales.

Paragraph 4.1.7 “Subsistence”. This paragraph has been deleted in its entirety as it is no longer relevant following the guidelines outlined in paragraph 4.1.4 above.

Paragraph 8.1 & 8.2 “Income Tax”. The amendments here simply reflect the latest guidance in relation to Income Tax.

Paragraph 11.3 “Insurance & Capital Sum Payable”. The amount has been incorrectly quoted as £150,000. The correct amount is £100,000.

Appendix A “Rates of Allowances”. Council resolved as part of the Revenue Budget 2009 / 2010 on 23 February 2009 to freeze the “Basic Allowance”, “Care Allowance” and “Special Responsibility Allowance (SRA) payable to Councillors.

In addition to this the level of SRA due to be paid to the Second Opposition Leader was incorrect. The sum should actually be £3,243. There is no issue of over or underpayment here however as the Second Opposition Leader would only be entitled to the payment if the Political Group s/he represented had at least 10% of the seats on Council. Currently that Political Group falls short of this requirement.

Appendix A “Mileage Allowances within Wales”. The rate per mile of 20p has been added for travel by bicycle / pedal cycle in line with the guidance given by the Remuneration Panel for Wales.

3. Financial Implications

3.1 Councillors Allowances are fully funded within existing resources.

4. Legal Implications

4.1 A Councillors Allowance Scheme is required under “The Local Authorities (Allowances for Members of County and County Borough Councils and National Park Authorities) (Wales) Regulations 2007”. The Councillors Allowances Handbook provides administrative guidance on the application of the Scheme.

5. Recommendation

5.1 That the revised Councillor Handbook be adopted.

Background Papers: Councillors Allowances Scheme

Contact Officer: Huw G Evans – Democratic Services & Complaints Manager 01792 63 7290

Legal Officer: Rod Jones Appendix 1

COUNCILLORS ALLOWANCES HANDBOOK

CONTENTS

SECTION

1. Introduction

2. Councillor Allowances

3. Travel Expenses

4. Subsistence

5. Payment

6. Claim Form & Claiming

7. Interests, Gifts and Hospitality of Councillors

8. Income Tax

9. National Insurance Contributions

10. Social Security Benefits

11. Insurance

12. Further Information Contact List

APPENDICES

A Rates of Allowances

B Overseas Allowances

C Interests, Gifts and Hospitality

D Sample Claim Form

E Confirmation of Councillor Attendance (with Officer) Form

F Confirmation of Councillor Attendance (Outside Body) Form

1 INTRODUCTION

1.1 The remuneration of elected Councillors is determined on the basis of a Scheme approved by the Council in accordance with the provisions of the Local Government Act 1972 and the Local Government and Housing Act 1989. The elected Councillors of the Council are not employees, although the treatment of their remuneration for most purposes is the same as if they were employees.

1.2 This guidance provides Councillors with practical information relating to the operation of the Scheme and any queries in the first instance should be directed to the Member Support Unit (MSU).

2. COUNCILLOR ALLOWANCES

2.1 The Council Constitution sets out the executive, scrutiny and regulatory arrangements which the Council has adopted. It contains the Members Allowances Scheme which sets out the entitlement to the different types of Allowances (and expenses) and the roles and responsibilities associated with them. The categories of Allowance are shown below:

• Basic Allowance; • ICT Allowance; • Special Responsibility Allowance (SRA); • Care Allowance.

2.2 Basic Allowance

2.2.1 Basic Allowance is payable from the date in which a Councillor signs the “Declaration of Acceptance of Office” following election and ceases either on the fourth day after the election (LG Act 1972 S35 (1)) or on the date that the Councillor resigns from Office. It is payable at the same rate to all Councillors to recognise their responsibilities in undertaking the role of a Councillor. The payments are made through the Payroll system on monthly basis.

2.2.2 Councillors are to meet their home and personal mobile telephone bills from the Communication (Voice & Data) element within their Basic Allowance.

2.2.3 Council Mobile phones will be provided and paid for by the Authority for Cabinet Members, the Presiding Officer and the Political Group Leaders When a Councillor ceases to become a Cabinet Member, Presiding Officer or Political Group Leader, their mobile phones MUST be returned to the Cabinet Office or the Members Support Unit.

2.2.4 Councillors entitled to a Council mobile phone MUST reimburse the Council via the Cabinet Office or Member Support Unit for their personal mobile phone usage.

2.3 Information Communication & Technology (ICT) Allowance

2.3.1 The Council adopted arrangements for the provision of ICT to Councillors in 2006. In essence Councillors can either be provided with Council laptops or they are able to choose to purchase their own equipment. (Councillors should familiarise themselves with the ‘ICT provision to Councillors’ policy.)

2.3.2 If a Councillor wishes to purchase their own ICT equipment they must comply with the current Council requirements set out in the ‘ICT provision to Councillors’ policy. The ICT Allowance will be paid to the Councillor concerned. Councillors will need to comply with the administrative procedures in order to receive the ICT Allowance.

2.3.3 Where a Council laptop computer is provided for a Councillor the ICT Allowance will not be paid. The Council laptops supplied are in effect being funded from ICT Allowance.

2.3.4 Should a Councillor choose to return the Council’s laptop and purchase their own ICT equipment then payment of the ICT Allowance would not commence until the Council’s laptop had been returned to the Member Support Unit.

2.3.5 Where a Councillor has chosen not to take a Council laptop or purchase their own ICT equipment the ICT Allowance will be not be paid.

2.3.6 The Council will provide broadband connections for all Councillors at their home address. The cost of the broadband connection and the standard monthly package (agreed as part of the ICT arrangements) will be met by the Council.

2.3.7 Where a Councillor uses their own privately provided Broadband connection they will receive a payment towards their Broadband costs. The amount is set out in Appendix A.

2.4 Special Responsibility Allowances (SRA)

2.4.1 In addition to the Basic Allowance and ICT Allowance, a Special Responsibility Allowance (SRA) can be paid. The roles and definitions attached to each of the positions for which an SRA is payable, and the current amounts payable, is set out in Part 6 “Members Allowances” of the Council Constitution.

2.5 Care Allowance

2.5.1 Councillors are able to claim a monthly “Care Allowance”. The amount which can be claimed is outlined in Appendix A.

2.5.2 The scheme allows payment to a Councillor of the authority an Allowance in respect of such expenses of arranging for the care of children or dependants as are necessarily incurred in the carrying out of that Councillor’s duties as a Councillor, providing that no payment is made in respect of:

• A Care Allowance in respect of any child over the age of fifteen years or dependant unless the Councillor satisfies the authority that the child or dependant required supervision which has caused the Councillor to incur expenses that were necessary in respect of the care of that child or dependant in the carrying out of that Councillors duties as a Councillor; • A Care Allowance to more than one Councillor of the authority in relation to the care of the same child or dependant; or • More than one Care Allowance to any Councillor of the authority who is unable to demonstrate to the reasonable satisfaction for the care of different children or dependants.

2.6 Foregoing Of Allowances

2.6.1 Councillors may elect to forego any part of their entitlement to an Allowance by giving written notice to the Monitoring Officer / Head of Legal and Democratic Services who will liaise with the Head of Finance and then inform payroll.

2.6.2 However, Social Security rules take into account any income that is available to Councillors even if they choose not to take advantage of it. Thus, even though Councillors may elect to forego their Allowances, the Benefits Agency or the Council’s Housing Benefits Section can treat Councillors as if they had been paid and reduce their benefits accordingly.

NOTE: See additional Guidance:

• Income Tax is outlined in Section 8; • Social Security Benefits is outlined in Section 10.

3. TRAVEL EXPENSES

3.1 Councillors are able to claim for travel and subsistence expenses incurred when undertaking an ‘approved duty’. Travel and Subsistence Expenses are paid in addition to the Basic and Special Responsibility Allowances and are subject to the following rules:

3.2 Approved Duty

The current Regulations define an ‘approved duty’ as: a) Attendance at a meeting of the authority or of any committee of the authority or of any body to which the authority makes appointments or nominations or of any committee of such a body;

b) Attendance at a meeting of any association of authorities of which the authority is a member; c) Attendance at any other meeting the holding of which is authorised by the authority or by a committee of the authority or by a joint committee of the authority and one or more other authorities; d) A duty undertaken for the purpose of or in connection with the discharge of the functions of an executive where the authority is operating executive arrangements within the meaning of Part II of the 2000 Act; e) A duty undertaken in pursuance of a standing order which requires a member or members to be present when tender documents are opened; f) A duty undertaken in connection with the discharge of any function of the authority which empowers or requires the authority to inspect or authorise the inspection of premises; g) Attendance at any training or development event approved by the authority of its executive or board; h) Any other duty approved by the authority, or any other duty of a class so approved, undertaken for the purpose of, or in connection with, the discharge of the functions of the authority or any of its committees.

3.3 Clarity of interpretation relating to Approved Duties – to establish greater clarity and transparency the Handbook will include guidance on the nature of meetings for which Councillors can claim.

3.3.1 Examples where meetings would constitute an approved duty:

• Meetings with Officers called to cover a specific item of council business at which there are at least the Chief Executive/Chief Officer or Head of Service present. These meetings will have been ‘summoned’ i.e. either formally convened or requesting a Councillors attendance by letter or email (see Appendix E).

3.3.2 Examples where meetings would NOT constitute an approved duty:

• Personal meetings with the Chief Executive/Chief Officers to discuss private matters. • Group meetings • Meetings relating to Ward matters • Member only meetings

3.4 Administration via Member Support Unit

3.4.1 The Member Support Unit should make all bookings associated with travel requests on behalf of Councillors. Where possible any costs will be covered by the use of the Corporate Purchasing Card.

3.5 Travel by Rail

3.5.1 Councillors (and Officers travelling with Councillors) will travel standard class unless first class rail travel can be found cheaper than the standard class open ticket as advertised at the www.trainline.co.uk website.

3.5.2 Incidental costs associated with rail travel, such as parking at stations, taxi, tube, etc. will be reimbursed subject to production of receipts.

3.5.3 Rail cards may be purchased for all eligible Councillors who intend travelling on the Council’s behalf where it will reduce the cost. The cost to the Council of rail travel can be reduced significantly if Councillors, who are eligible, have one of the following rail cards: Senior Railcard or Disabled Persons Railcard. An eligible Councillor should provide all the necessary documentation for the relevant railcard to MSU who will obtain the railcard on the Councillors behalf. Privately purchased rail cards will be reimbursed providing it is deemed to be of benefit to the Authority.

3.6 Travel by Private Car

3.6.1 Mileage Claims from home - The Council will pay Councillors mileage claims based on the mileages listed on the RAC Route Planner website (http://route.rac.co.uk/), postcode to postcode.

In relation to single journeys, Members Support will enter the Councillors home postcode and the destination postcode. The quickest route will always be selected. The distance will be rounded up if over 0.5 of a mile or down if less than 0.5 of a mile.

In relation to return journeys, Members support will enter the Councillors home postcode as the start and end point and enter the destination postcode using the “via” option. The quickest route will always be selected. The distance will be rounded up if over 0.5 of a mile or down if less than 0.5 of a mile.

The Authority will hold a list of the distances relating to the most frequent or routine journeys undertaken by each Councillor. This list will be reviewed and updated on an annual basis by the Members Support Unit using the RAC website and reported back to the Annual Meeting of Council.

3.6.2 Mileage Claims from a Place of Work - Councillors are expected to personally cover the cost of their travel:

• To or from their place of work; • When attending any venue in a private capacity; • When undertaking their electoral division duties.

Therefore travelling allowances for journeys from a place of work, private venue or other electoral division duty, to carry out an approved duty will be based on the extra distance incurred e.g. place of work to home is 14 miles; place of work to Civic Centre to home is 16 miles; claim is for 2 miles

3.6.3 Site Visits - Councillors are expected to use the transport provided to attend Site Visits as this reduces the overall cost to the Council and as such Councillors cannot claim mileage in respect of site visits. However, in some cases the distance to Civic Centre from home to pick up the transport provided would be in excess of the mileage to the Site Visit itself. Where this is the case mileage can be claimed

3.6.4 Councillors should where possible travel together.

3.6.5 Authorised journeys within Wales are reimbursed at the approved mileage rates for Councillors (see Appendix A) subject to 3.6.7 below.

3.6.6 Authorised journeys outside Wales are also reimbursed at the approved mileage rates, set out in the Appendix A, but only if it is deemed reasonable in the circumstances. Reasonable is taken to mean to be cost effective in terms of time and money subject to 3.6.7 below.

3.6.7 If a Councillor will be travelling over 100 miles in total (from a starting point of Civic Centre, Swansea) then a hire car must be used. If that Councillor chooses to use their own vehicle then they will be paid the cost of a hire car (at the rate the Council would pay for the hire car) and the cost of fuel used for the journey. The cost of fuel will be calculated by the rates advertised at the www.rac.co.uk (Fuel reimbursement table for company cars) website. If satisfactory travel arrangements can be made at a significantly lower cost than paying mileage, then either those alternative arrangements should apply or the arrangements set out in this paragraph will apply.

3.6.8 Where transport is provided, Councillors will not be entitled to claim mileage if they choose to take their own vehicle unless otherwise agreed in writing (preferably e-mail) with the Chief Executive.

3.6.9 Incidental costs associated with travel by private car such as fuel, tolls, ferries and parking fees will be reimbursed subject to production of receipts and the completion of a claim form. Relevant VAT receipts for fuel are required for all mileage claims i.e. the dates on the receipt must reflect the period of the claim. If a VAT receipt for fuel is not attached then the payment will only be paid on an exceptional basis and with the written authorisation of the Head of Legal and Democratic Services.

3.7 Travel by Hired Car

3.7.1 Councillors and Officers will hire a C Class vehicle but the opportunity to choose to hire a D class vehicle will remain if they feel it is appropriate*.

*Discretion would need to be exercised on all occasions. Examples of circumstances that may deem an upgrade appropriate could include the ability to work on the journey, the length of the journey or the time of the journey.

3.8 Travel by Taxi

3.8.1 Normal public transport fares are paid, unless it is unreasonable, when actual taxi fare may be claimed subject to production of receipts. Actual taxi fares claimed for journeys taken on a regular basis within normal working hours will only be allowed with prior authorisation by the Head of Finance.

3.9 Travel by Air

3.9.1 The actual fare is payable in appropriate circumstances and Councillors should, therefore, consult the Monitoring Officer / Head of Legal and Democratic Services in advance in each individual case. Flights will be arranged via the MSU. Councillors and Officers will travel Standard Class.

3.10 Travel by Bicycle

3.10.1 A cycling allowance will be available to Councillors as outlined in Appendix A.

3.11 Travel By Bus

3.11.1 Bus fares will be reimbursed subject to the production of the appropriate tickets.

4. SUBSISTENCE

4.1 Councillors are able to claim for travel and subsistence expenses incurred when undertaking an ‘approved duty’. They are paid in addition to the Basic and Special Responsibility Allowances and are subject to the following rules:

4.1.1 Subsistence within the Authority’s area is paid as a fixed round sum Allowance. The sum currently payable is shown in Appendix A.

4.1.2 Subsistence outside the Authority’s area is payable for absences from Council Offices or from a Councillors’ residence and / or work as shown in Appendix A.

4.1.3 The right to claim for subsistence covers both the time spent on Council business and also the expenditure that Councillors have incurred on meals during the periods specified (which may overlap).

4.1.4 Subsistence is payable only where receipts are attached to the claim form. These must be itemised receipts not just a credit card receipt. Expenses incurred can be re-claimed up to a maximum as shown in Appendix A. Claims without a receipt will not be authorised.

4.1.5 In determining the duration of a Councillor’s duties for the payment of this Subsistence Allowance, the method of calculation is as follows:

• Actual travelling time, plus • Actual length of time of the meeting

These are the only times allowable in the calculation of subsistence and must conform to the requirements detailed in Appendix A.

4.1.6 Where meetings are held on the same day both inside and outside the Authority’s area then subsistence is payable for the outside meeting only and should be calculated as described above. The time taken for the meeting within the Authority’s area is not to be included in this calculation.

4.2 Inclusive Costs

4.2.1 Where seminar or conference fees paid direct by the Authority are inclusive of accommodation but do not include meals then any meals incurred will be paid at the approved rate as shown in Appendix A. Where meals are included, no additional Allowance will be paid.

4.3. Overnight Costs

4.3.1 Where an approved duty involves an overnight stay the accommodation must be organised via the MSU. If a rail warrant, hire car or flight is required this must also be arranged via the MSU. Any additional subsistence incurred in respect of meals taken during the period of absence will be paid at the approved rate as shown in Appendix A.

4.3.2 The circumstances in which it would be considered reasonable to stay overnight in order effectively to perform an approved duty, are as follows:

• Where the round trip is more than 250 miles and the relevant meeting / duty starts before 12.00 noon (for the night before) and / or where the relevant meeting / duty finishes after 4.00 pm (for the night after);

• Where the round trip is more than 500 miles and the relevant meeting / duty starts before 1.00pm and / or finishes after 3.00pm.

NOTE: It is important to stress that Councillors must have incurred overnight expenditure in order to claim reimbursement.

4.4 Overseas Allowances

4.4.1 Councillors MUST gain authority from the Chief Executive prior to travelling abroad. Detailed guidance on the procedure and entitlement is set out in Appendix B.

4.4.2 Foreign Currency - To obtain foreign currency a Councillor would be required to obtain a cash advance for this purpose and arrange to have the money converted into the appropriate currency themselves, retaining the receipt for submission with the appropriate paperwork.

5. PAYMENT

5.1 The payment of Basic and Special Responsibility Allowances is incorporated into the monthly payroll system and paid automatically by bank credit transfer without any action required by Councillors.

5.2 These payments are enhanced by the Travelling and Subsistence Allowances claimed for the previous month. Claims must be submitted on the appropriate form to the MSU within 3 months of the meeting to which the expenditure refers. Travelling expenses may not be claimed via cashiers and must be processed through payroll.

5.3 The current day for monthly payment is the 25th of each month or the previous working day if falling on a Saturday, Sunday or Bank Holiday.

5.4 Cash advances of Travelling and Subsistence Allowances exceeding £50 can be made through the Cashiers Office, if authorised by the Head of Finance.

6. CLAIM FORMS AND CLAIMING

6.1 Attendance at Meetings - Councillors must sign the Members attendance book and check the published minutes to ensure that their presence was recorded, otherwise they will be deemed not to have attended meetings. For ease of reference Councillors are required to print their name along with their signature.

6.2 Meetings with Officers – As part of the daily business of the Council there are some meetings which take place with Officers that can be classed as an Approved duty. These will generally be when the meeting has been initiated from the Officer. Where this is the case a form will be signed by the Officer for submission with the Claim Form by the Councillor (see Appendix E).

6.3 Representation on Outside Bodies – When claiming for attendance at Outside Bodies the onus is on the Councillor to be able to provide adequate evidence of attendance at the meetings claimed for. A standard form will be produced should Members require it that can be signed by the Chair of the relevant body to confirm attendance (see Appendix F). The MSU team will spot check claims.

6.4 Claim Form

6.4.1 Appendix D sets out a sample claim form for travel and subsistence claims as a guide to completion.

6.4.2 Councillors must complete the claim forms themselves, no one else should be allowed to insert additional expenses. In the case of errors any alteration must be initialled by the Councillor. The responsibility lies with the Councillor for the accuracy of the claim.

6.4.3 All sections must be completed by the Councillor. When attending more than one meeting a day and claiming more than one journey, the times and place of ‘commencement’ and ‘completion’ of duties must be inserted for each and every journey. The form must be signed and dated.

6.4.4 All receipts for petrol, taxi fares, meals etc. must be retained and attached to the claim form

6.4.5 To ensure that the information provided is adequate for verification purposes in future the details entered onto the Claim Form will need to include the location of the meeting or activity being claimed for. For non routine journeys i.e. those not identified on the list mentioned in 3.6.1 above postcodes to identify the start and end of each individual element of the journey would be required.

6.4.6 Councillors are required to complete the Claim Form with all relevant information in a legible manner. Forms that are either illegible or incomplete will not be processed.

6.4.7 Councillors must forward expense claim forms to MSU for validation no later than 5th of the month if they wish to receive payment on the 25th of the month. Following validation, MSU will refer validated expense forms to payroll by 9th of the month for payment.

6.4.8 All claim forms must be submitted within a three month period. For clarity this requires that claim forms submitted for payment in any pay period can only be for claims for the preceding three calendar months (e.g. claims submitted at the beginning of December for payment in the December payroll should only be for September, October and November. Ideally Councillors should submit their claim forms on a monthly basis.

6.5 Claiming

6.5.1 Councillors need to keep an accurate record of expenses claimed:

• in order to minimise the risk of duplication of claims; and

• in order to demonstrate that amounts claimed are fully supported by evidence of expenditure incurred.

6.5.2 Councillors claiming more than one return journey when attending more than one meeting a day must spend, either at home or work, a minimum period of ½ hour between each meeting. If the period between meetings spent at home or work is less than ½ hour then Councillors will only be entitled to claim one return journey.

6.5.3 Councillors must therefore judge whether it would be constructive whenever possible to remain within the area if meetings are within a reasonable period of one another. This also applies to rota visits. Councillors are requested where possible to visit establishments in the same vicinity at the same time.

6.5.4 When claiming subsistence outside the boundary of the Authority and overnight Allowances Councillors must be aware of the various rates allowable and that the time taken for Council duties within the boundary performed on the same day cannot be included in the calculation of hours spent on duties outside the boundary when subsistence and overnight Allowances are involved.

6.6 Overseas Claims

6.6.1 Any claims relating to overseas duties must be approved by the Chief Executive. A detailed itinerary of the trip giving the names of all people travelling, modes of transport between venues and specifying items of expenditure which have been paid in advance by the Authority or provided by an outside body should be attached to the claim form.

6.6.2 In any cases of urgency, approval must be obtained under the Chief Executive’s delegated powers, exercised after consultation with the Leader.

6.7 Welsh Local Government Association (WLGA)

6.7.1 Councillors are required to submit all claims on the relevant forms for WLGA (blue) duties direct to the Authority for payment. These claims must be submitted as soon as possible in order for the Authority to reclaim the amounts from the WLGA on a monthly basis.

6.8 Claims not Allowable

6.8.1 Councillors are not entitled to claim expenses for ‘Civic Duties’, ‘Group’, or ‘Governors’ meetings. In respect of ‘Governors’ meetings any expenses incurred must be claimed direct from the school.

6.8.2 Councillors are not allowed to claim for meetings of ‘Outside Bodies’ unless they are the named representative or substitute. In the event that a Councillor is requested by the whips to represent the Authority instead of the named representative or substitute then the Councillor concerned must ensure that the Head of Legal and Democratic Services has been informed accordingly.

6.8.3 Rota visits outside the designated periods will not be paid.

6.9 Checking of Travelling and Subsistence Allowances Claim Form

6.9.1 The onus is on the Councillor to submit accurate claim forms.

6.9.2 The Cabinet Office / Member Support Unit will perform the following checks to assist in verifying the claim forms:

• Checks against Attendance Records • Checks on attendance at Outside Bodies (if form not attached to claim) • Checks on attendance at Officer meetings (if form not attached to claim) • Checks on other unclear entries

6.9.3 The Payroll Section will perform the following checks to assist in verifying the claims forms:

• Checks on the arithmetic • Check on receipts

7. INTERESTS, GIFTS AND HOSPITALITY OF COUNCILLORS

7.1 Attached as Appendix C is an extract of the Council Constitution. The extract outlines the Code of Conduct and makes reference to Interests, Gifts and Hospitality of Councillors.

8. INCOME TAX

8.1 Basic and Special Responsibility Allowances are taxable and Councillors will be taxed at the basic rate under the normal PAYE system, with the exception of £120 per year, which is a tax free element. However, Councillors should contact the Payroll section for a P46 form if they feel they are entitled to Allowances against this income.

8.2 Currently there is no “profit” element on Mileage due to the fact that the Council pays the Inland Revenue rate of 40p per mile . As it is deemed there is no profit, no end of year report is submitted.

9. NATIONAL INSURANCE CONTRIBUTIONS

9.1 Since the current levels of Councillors Allowances (Appendix A) exceeds the current lower earnings limit for all Councillors under 65 years of age (60 for women), there is a liability for Class 1 National Insurance contributions at the standard rate.

9.2 Married women and certain widows who have exercised their right not to pay the full rate will need to produce their reduced liability certificate.

9.3 Each employment is considered separately for contribution purposes and no account is taken of the fact that a Councillor may have another job or be self employed.

9.4 However, there is an annual maximum for contribution liability and in certain instances a Councillor may be entitled to a refund. Information regarding this can be obtained from the local Benefits Agency.

10. SOCIAL SECURITY BENEFITS

10.1 Social Security benefits is an area of growing complexity and detailed specialist advice must be obtained from the local office of the Benefits Agency.

10.2 Councillors must notify the Department of Social Security Office from which they receive the benefits that they are an elected Councillor.

10.3 If a Councillor is minded to renounce all or part of his / her Basic or Special Responsibility Allowance, because of the potential impact on benefit entitlement, he / she should consult the Benefits Agency before doing so. In most cases it is the amount to which a Councillor is entitled, not the amount actually claimed, which will be taken into account in calculating benefit.

10.4 The treatment of Councillor’s Allowances varies from benefit to benefit. For some benefits, the very fact that they are undertaking Council duties (whether or not they get paid for them) can affect their rights to claim. In other cases, it is the level of income from the Allowance that affects entitlement.

11. INSURANCE

11.1 The Council maintains a personal accident insurance policy which provides cover for Councillors who sustain bodily injury by accidental, external, violent and visible means as a result of which death or disablement occurs within 24 months of sustaining such injury. This also covers bodily injury resulting from violent or criminal assault, including attack with explosives, providing that such assault or attack arises solely from the injured persons being Councillors.

11.2 Councillors have to be engaged on Council business, which can be anywhere in the world, at the time of the injury. This includes, for example:

• Attending meetings of and duties carried out for the Local Authority Associations;

• Service, on behalf of or with the approval of the Council, on Committees of Other Authorities or Bodies (e.g. LEA appointed representatives on School Governing Bodies);

• Direct travel;

• Councillors’ surgeries;

• Complementary activities.

11.3 The Capital Sum payable in the event of death, loss of limbs or eyes, total loss of hearing or speech or permanent total disablement from usual occupation is £100,000. Lesser injuries of a permanent nature will attract benefits in accordance with a sliding scale based on the capital sum but relatively minor injuries, especially where there is no permanent effect, will not necessarily rank for any payment.

11.4 In the event of minor injury, the Policy covers temporary disablement from engaging in or giving attention to usual profession or occupations for a maximum period of 104 weeks, the benefits being £330 per week for total disablement and £165 per week for partial disablement.

11.5 Personal effects consisting of money, articles of clothing, footwear and other property worn or carried by a Councillor whilst engaged on Council business are also covered without limit in the event of injury. At any other time, the limit is £400, with a maximum for loss of cash of £100.

11.6 Councillors cars are not covered for damage and Councillors are advised by their respective insurers should they want to extend coverage.

12. FURTHER INFORMATION CONTACT LIST

For further information or queries, please contact in the first instance:

Name Title Tel: Allison Lowe Councillor Support Officer 636424 Sonia Hansford Cabinet Support Officer 636141

Other Relevant Contacts:

Paul Smith Chief Executive 637501 Jack Straw Executive Director/Section 151 637510 Officer David Daycock Monitoring Officer / Head of Legal 636699 and Democratic Services Marge Tanner Payments Officer 636541 Huw Evans Democratic Services & Complaints 637290 Manager Caroline Davies Member Support Unit 636923 Katherine Jones Karen Thomas Victoria Hartson de Vulgt PA’s to Cabinet Officer 636141 Caroline Miller Jane Walters

APPENDIX A RATES OF ALLOWANCES

Basic Allowance £12,334 per annum

ICT Allowance £384 per annum. This is the ICT element of the Basic Allowance. It is only paid to those Councillors that have purchased their own ICT equipment.

Broadband Allowance £21.13 per month

Care Allowance £384 per month (maximum)

Special Responsibility Allowances (SRA’s)

No. Office £ 1 Leader 32418 1 Deputy Leader 17830 8 Cabinet Member 16209 1 Presiding Officer 9725 1 Deputy Presiding Officer 6484 8 Scrutiny Board Chair 9725 8 Scrutiny Board Vice Chair 6484 2 Area Planning Chair 9725 2 Area Planning Vice Chair 6484 1 Chair of Licensing 9725 1 Vice Chair of Licensing 6484 1 Main Opposition Leader 9725 1 Second Opposition Leader 3243 *Note

*Note: The Second Opposition Leader will not automatically receive a special responsibility Allowance as the statutory provision requires the group to have at least 10% of the seats on Council to be eligible.

Where an authority operating executive arrangements has more than one deputy cabinet leader the additional sum of 10% payable by way of special responsibility allowance for such responsibility may be apportioned amongst those deputy leaders.

The role and definitions attached to each of the positions for which an Special Responsibility Allowance is payable as set out in the Council Constitution.

Subsistence Allowances

Subsistence Allowance (within City and County of £140.00 Swansea Council boundary)

Travelling Allowances:

Private motor vehicle Rate per Mile – Up to 10,000 miles 40p Rape per Mile – Over 10,000 miles 25p Passenger Supplement (per passenger per mile) 5p Private Motor cycles (per mile) 24p Pedal Cycle (per mile) 20p

Subsistence Allowances Outside of the City and County of Swansea Area

The day subsistence rate for 2009/10 is a maximum of £28 per day (including breakfast when not provided as part of overnight accommodation). This would be a reimbursement of actual costs for approved duties with receipts to be provided.

Overnight allowances for accommodation is as follows:

London - £124 Elsewhere - £95 (with receipts to be provided for approved duties).

A maximum of £25 can be claimed for an overnight stay with friends or relatives whilst on approved duty.

Overseas overnight allowance - £12

APPENDIX B OVERSEAS ALLOWANCES

Claims Procedure

Claims for overseas duties must be approved by the Chief Executive. The Council Minute authorising attendance must be quoted on the claim form, together with a detailed itinerary of the trip giving the names of all people travelling, modes of transport between venues and specifying items of expenditure which have been paid in advance by the Authority or provided by an outside body. In any cases of urgency, approval must be obtained under the Chief Executive’s delegated powers, exercised after consultation with the Leader.

Travelling Allowances

Whilst abroad reasonable travelling expenses will be determined by the Head of Legal and Democratic Services in consultation with the Head of Finance may be claimed at actual cost but the normal rules will apply to any part of the trip within the UK.

Subsistence Allowances

Reasonable Subsistence Allowances for accommodation and main meals (breakfast, lunch and dinner), if not included in the cost of the accommodation or otherwise provided, may be claimed at actual cost upon production of valid receipts.

(Note: Receipts must be formal documents showing the name of the business, the date and the nature of the supply. Basic non detailed till roll receipts are not acceptable).

If a proper receipt cannot be produced the maximum amount that will be paid is as per the Subsistence Allowance rate (see Appendix A).

All other items, e.g. tea, snacks, etc. are covered by the overnight Overseas Allowance (see Appendix A) which is payable for each 24 hours abroad. This also covers any private telephone calls made.

If Subsistence is claimed for travelling time within the UK then full details of departure and arrival times must be given in the itinerary.

Other Expenses

Foreign Currency - To obtain foreign currency a Councillor would be required to obtain a cash advance for this purpose and arrange to have the money converted into the appropriate currency themselves, retaining the receipt for submission with the appropriate paperwork.

Business telephone calls and any other valid business costs relating to the trip will only be paid on production of the relevant receipts.

Appendix C

Interests, Gifts and Hospitality of Members

PART 1 THE REGISTER OF MEMBERS’ INTERESTS

Registration of Financial and Other Interests and Memberships and Management Positions

1.—(1) Subject to sub-paragraphs (3) and (4), you must, within 28 days of— (a) your authority’s code of conduct being adopted or the mandatory provisions of this model code being applied to your authority; or (b) your election or appointment to office (if that is later), register your financial interests and other interests, where they fall within a category mentioned in paragraph 10(2)(a) in your authority’s register maintained under section 81(1) of the Local Government Act 2000 by providing written notification to your authority’s monitoring officer. (2) Subject to sub-paragraph (3) You must, within 28 days of becoming aware of any new personal interest or change to any personal interest registered under sub-paragraph (1), register that new personal interest or change by providing written notification to your authority’s monitoring officer. (3) Sub-paragraphs (1) and (2) do not apply to sensitive information determined in accordance with paragraph 16(1). (4) Sub-paragraph (1) will not apply if you are a member of a relevant authority which is a community council when you act in your capacity as a member of such an authority.

Sensitive information 2.—(1) Where you consider that the information relating to any of your personal interests is sensitive information, and your authority’s monitoring officer agrees, you need not include that information when registering that interest, or, as the case may be, a change to the interest under paragraph 15. (2) You must, within 28 days of becoming aware of any change of circumstances which means that information excluded under sub-paragraph (1) is no longer sensitive information, notify your authority’s monitoring officer asking that the information be included in your authority’s register of members’ interests. (3) In this code, “sensitive information” means information whose availability for inspection by the public creates, or is likely to create, a serious risk that you or a person who lives with you may be subjected to violence or intimidation.

Registration of Gifts and Hospitality 3. You must, within 28 days of receiving any gift, hospitality material benefit or advantage above a value specified in a resolution of your authority, provide written notification to your authority's monitoring officer of the existence and nature of that gift, hospitality material benefit or advantage.

The Monitoring Officer shall maintain a Register for the declaration of any gifts or hospitality of more than £25 in value in accordance with of the Code of Conduct.

Appendix D

C I T Y A N D C O U N T Y O F S W A N S E A CLAIM FOR TRAVELLING AND SUBSISTENCE ALLOWANCES ______D I N A S A S I R A B E R T A W E

Councillor: ______Vehicle Registration No: ______Engine Size: ______Address: ______Month Ending: ______

Start of Duty End of Duty Travelling Allowances Subsistence

Date Place Time Place Time Description of Travel by Fares, Allowance Outside the Totals Vehicle Tolls, Authority’s Approved Duties Parking, Claimed Area Only Miles Rate etc (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) p £ p £ p £ p £ p

Where travel is by own vehicle, please state vehicle registration no and engine size TOTAL If the mileage rate claimed in column 8 is the higher mileage rate please give Less payment received or claimed reason for claiming at this rate: from any other body or authority Amount Claimed

A I declare that I have necessarily incurred expenditure on travelling and subsistence for the purpose of enabling me to perform approved duties as For Office Use a member of this Authority and that I have actually and necessarily paid the fares, fees and made the other payments shown in column 9 and incurred the actual mileage in column 7 above. The amounts claimed are in accordance with the rates determined by the City and County of Checked by: ______Swansea. B I declare that the statements above are correct. Except as shown above I have not made, and will not make, any claim under any enactment for travelling or subsistence expenses in connection with the duties indicated above. Payroll No: ______

Date ...... Signature of Councillor ...... Month Paid: ______

S:\Committees\A Agenda Pack\Council\2009-10\09July30\12 2 (2 of 2) - Update to Councillors Allowances Handbook - Appendix A.doc Appendix E Confirmation of Councillor Attendance

This form provides confirmation of your attendance at a meeting with an officer as an approved duty. Please attach this signed form to any expense claim form submitted for this meeting.

Councillor Name: ………………………………………………………………………………

Reason for Meeting: ……………………………………………………………………......

………………………………………………………………………………………………….

Date of Meeting: ………………………………………………………………………………..

Time of Meeting: ………………………………………………………………………………..

Location of Meeting: …………………………………………………………………………..

(including postcode) …………………………………………………………………………..

Attendance Confirmed as an Approved Duty (see overleaf for guidelines on an approved duty)

I confirm that the named Councillor was present at the meeting as detailed above.

Officer Signature: ……………………………………………………………………………..

Name of Officer: ……………………………………………………………………………….

Contact Number: ………………………………………………………………………………

Date : …………………………………………………………………………………………..

S:\Committees\A Agenda Pack\Council\2009-10\09July30\12 2 (2 of 2) - Update to Councillors Allowances Handbook - Appendix A.doc Appendix F Confirmation of Councillor Attendance

This form provides confirmation of your attendance as a representative on an outside body. Please attach this signed form to any expense claim form submitted for this meeting.

Councillor Name: ………………………………………………………………………………

Reason for Meeting: ……………………………………………………………………………

………………………………………………………………………………………………….

Date of Meeting: ………………………………………………………………………………..

Time of Meeting: ………………………………………………………………………………..

Location of Meeting: …………………………………………………………………………..

(including postcode) …………………………………………………………………………..

Attendance Confirmed

This section needs to be completed and signed by a representative of the Outside Body

I confirm that the named Councillor was present at the meeting as detailed above.

Signature………………………………………………………......

Name: ……………………………………Position: ………………………………………….

Contact Number: ………………………………………………………………………………

Date: …………………………………………………………………………………………..

S:\Committees\A Agenda Pack\Council\2009-10\09July30\12 2 (2 of 2) - Update to Councillors Allowances Handbook - Appendix A.doc Item No. 12 (3)

Report of the Chief Executive

Council – 30th July 2009

INDEPENDENT REMUNERATION PANEL FOR WALES “WAY FORWARD” POLICY CONSULTATION JULY 2009

Summary

Purpose: To report the Independent Remuneration Panel for Wales “Way Forward” Policy Consultation July 2009 to Council.

Policy Framework: None.

Reason for Decision: To remind Councillors of the need to respond by 4 September 2009. Consultation: Section 151 Officer, Legal & Finance.

Recommendation(s): For Information Only

1. Introduction

1.1 During July 2009, the Independent Remuneration Panel for Wales circulated its “Way Forward” Policy Consultation document. This led to the Council’s Democratic Services Team e-mailing the Panel’s questionnaire to all Councillors on 14 July 2009 for comment.

1.2 Attached as Appendix 1 to this report is the Independent Remuneration Panel for Wales “Way Forward” Policy Consultation document. Councillors are reminded that they should respond directly to the Panel by 4 September 2009.

2. Financial Implications

2.1 This report is for consultation only. Any financial implications arising from the Remuneration Panel’s final decision will be reported once the process is complete.

3. Legal Implications

3.1 There are no financial implications associated with this report.

4. Recommendation(s). For Information Only.

Background Papers: None. Contact Officer: Huw G Evans (Democratic Services & Complaints Manager) 01792 637347 Legal Officer: Rod Jones INDEPENDENT REMUNERATION PANEL FOR WALES

‘Way Forward’ Policy Consultation: July 2009

1. Introduction

1.1 In its Supplementary Report dated December 2008, the Independent Remuneration Panel for Wales (the ‘Panel’), indicated its intention to carry out a ‘root and branch’ review of the current councillor remuneration framework for unitary councils in Wales. The review, which is now largely complete, had a number of elements.

1.2 At its core was a visit undertaken by Panel members to each of the 22 unitary councils in Wales, preceded by a questionnaire sent electronically to every county and county borough councillor in Wales and responded to by 30% of councillors. In addition, several Leaders and Committee Chairs submitted their diaries or agreed to be ‘shadowed’ by a Panel member. Several councils also submitted further evidence to demonstrate the responsibility and workload of Standards Committees and Scrutiny Committees. There were also opportunities to undertake more detailed discussion with `Scrutiny Chairs, members and support officers.

1.3 It is anticipated that a report and analysis of all the evidence gathered in this fundamental review will be made available alongside the Panel’s determinations and recommendations for councillor remuneration in 2010/2011 to be published in the Panel’s Annual Report in December 2009.

1.4 ‘Way Forward’ Consultation: Context & Purpose The visits to each council in Wales and to speak with a range of councillors affected by the Panel’s determinations – backbenchers, cabinet and board members, regulatory and scrutiny chairs, leaders, deputy leaders and opposition leaders - have greatly enhanced our knowledge base. We also met with independent Chairs and/or members of Standards Committees in each council and, somewhat disappointingly, with fewer statutory and non-statutory co-optees on Education Scrutiny Committees. Discussion with relevant officers at each council, almost always including the Chief Executive, also added to our understanding of how members’ remuneration schemes have been administered throughout Wales and any difficulties which have arisen.

1.5 Learning more about how the members’ remuneration framework that was devised in 2002 works in practice, how well or otherwise it is understood, where the pressure points are, how they could be addressed

1 and where value-for-money was being compromised, has encouraged the Panel to think about improvements which could be made and over what sort of timescale in the event that desirable improvements required changes to the current legislative framework. It helped that the Panel’s programme of visits took place over a period of five months because it enabled us to try out our emerging thoughts with the next set of councils visited.

1.6 This iterative process has brought the Panel to a position where it wishes to undertake a second phase of consultation with all councils and particularly those we met with early in our visit programme, the benefit of whose thinking on our emerging thoughts the Panel has yet to register. On this occasion our intention is to seek consensus where possible on our emerging views about the way forward. Hence, this consultation is more specifically focused on a set of principles and policy positions in respect of the remuneration framework which the Panel has arrived at, and on which it intends to rely, to frame its determinations and recommendations, initially for 2010/2011 and then further into the future beyond 2011/2012.

1.7 The paragraphs below set out:-

· issues of terminology and determination common to more than one allowance on which there has been broad agreement; · a statement of Principles which the Panel wishes to adopt to underpin its determinations; and · in respect of each allowance, a short explanatory narrative on the policy position the Panel wishes to adopt, followed by a statement of the Panel’s determinations and recommendations for 2010/2011, and beyond given any change to legislation.

1.8 You are invited in respect of the common terminology and determinations issues, the Statement of Principles, and with regard to each allowance, to indicate agreement or otherwise to the way forward indicated. You are invited to do so in the ‘Way Forward Responses Form’ which accompanies this policy paper. Please return the form by Friday, 4 September either by email or by post to [email protected] or Caroline Thomas, Secretariat, Independent Remuneration Panel for Wales, N07, First Floor, North Wing, New Crown Buildings, Cathays Park, Cardiff, CF10 3NQ.

2 2. Common Issues of Terminology and Determination

2.1 Proposed Panel Determinations for 2010/2011

· that the ‘Basic Allowance’ be referred to as ‘Basic Salary’ (denoting recompense for time, worth and responsibility rather than an entitlement as at present); and · that the annual up rating index for Basic Allowance, Special Responsibility Allowance and Co-optees Allowance continues to be the projected public sector pay award and that the Retail Price Index (RPI) continues to be used for the annual up rating of the Care Allowance and Subsistence Allowance.

2.2 Proposed for 2011/2012 and Beyond

· that the Panel prescribes the level of the Basic Allowance to be payable in Wales (in place of setting the maximum as at present); · that the Panel prescribes the level of Leaders’ Special Responsibility Allowance to be payable in Wales and any consequent matrix of remuneration for special responsibility; and · that the Panel monitors the implementation and management of members’ remuneration schemes by councils.

3. Principles of Councillors’ Remuneration

3.1 Maintaining the democratic values of local government is not cost free. Councillors are elected to represent the interests of local people and to undertake the governance of local communities. They receive remuneration in return for the contribution they make. Despite public perception to the contrary, the cost of councillors’ remuneration is less than 0.5% of a council’s budget.

3.2 As a means of promoting and safeguarding local democracy, the Independent Remuneration Panel for Wales (the ‘Panel’), which sets the national framework for councils’ remuneration schemes, has adopted these principles to underpin its determinations.

Clarity

3.3 In general, the simpler the remuneration scheme, the clearer it is, the better understood by council tax payers, and the easier it is to administer.

3 Recompense

3.4 Remuneration needs to adequately reward all councillors for the responsibility they carry in serving their communities and in contributing to the governance duties of their councils. The level of remuneration should not be a barrier to taking up the role of councillor. The Panel’s framework will provide additional recompense for those given greater levels of responsibility.

Accountability

3.5 Council tax payers have the right to receive value for money from public funds committed to councillors’ remuneration. Consequently, councils should make information available about the activity of councillors in support of public services, and councillors should be prepared to give a publicly-accessible account of their council-related activity.

Quality

3.6 The Panel recognizes that the governance, scrutiny and regulatory duties incumbent upon a councillor in modern local government require continuous quality improvement. As a result, councillors should be prepared to undertake such training and personal development opportunities as are necessary to acquire the competencies required to properly discharge the duties for which they are remunerated.

Consistency

3.7 Councils’ remuneration schemes should be applied through a national framework that promotes consistency and is fair.

Acceptability

3.8 Councillors’ remuneration should not be so great as to require a significant diversion of resources from key council priorities.

4. Basic Allowance

4.1 Current Position The Basic Allowance (set at a maximum of £13,356 p.a. for 2009/2010) is the current value of councillor remuneration deriving from a calculation in 2002, inclusive of subsequent indexation. It was then based on an estimated time-requirement of around 22 hours a week (the equivalent of three full-time working days) and a financial worth aligned to the then median male non-manual wage in Wales. The time requirement contained in the original calculation was discounted by around one-third to reflect the volunteer public service nature of councillor commitment (the so- 4 called ‘public service discount’), and £900 was added to the remaining sum to help meet the costs of councillors using their telephone (£300), IT (£300) and home as an office (£300).

4.2 Most councillors who met the Panel said that they were unaware of this background. Many remarked on the lack of clarity and transparency in the remuneration amount as it currently stood particularly in terms of public accountability and in this regard they share the Panel’s view.

4.3 Basic Responsibility The call for more clarity and transparency in regard to councillor remuneration was linked by many the Panel met with a call for more clarity on the councillor role, one which would be understood and shared by all councillors and which could then be communicated with more clarity and confidence to the wider public. What expectations should a councillor meet in a ward role? as a representative of the community in local governance? in a scrutiny role? in a regulatory role? In short: what is the basic responsibility of a councillor for which the Basic Allowance is recompense?

4.4 Public Accountability: Annual Reporting The Panel heard some very strongly expressed views on the variable attendance, commitment and performance of some councillors (always acknowledged as a small minority, very much the exception rather than the rule) in both their ward and council duties, and where this was expressed the Panel heard some desire to link receipt of the full Basic Allowance to acceptable levels of attendance and performance.

4.5 But the Panel also heard widespread, if somewhat guarded, support for annual reporting in the public domain by each councillor of activity, attendance and competency development. However, the point was made by many that the timing of council meetings (including development sessions offered by some but not all councils) is not best suited to maximize attendance, particularly for those in employment elsewhere, or with caring responsibilities.

4.6 Time Requirement A clear majority of councillors consider that their back-bench and ward duties do not require a five day full-time commitment, although a significant minority says either that it does, or that they could offer a better service to their constituents if it was.

4.7 Councillors share a widespread perception that they are on call ‘24/7’ to their constituents and while reports of the time committed to constituency and council duties can vary from 12 hours per week to 50+, the most common nomination from councillors who met the Panel for time committed was 25-27 hours a week. However, among those able to nominate the time required properly to discharge the basic responsibility 5 of a modern councillor, few challenged the three full-time working days equivalent a week assumption as a minimum.

4.8 It should be noted that the Panel heard nothing during its visits to persuade it to alter its view of the central importance of an elected membership rooted in the broader social life of the community for the continued vitality of local governance. Hence, the Panel will maintain its support for part-time councillors discharging the basic responsibility of local representation and governance in the time equivalent of three full- time working days a week.

4.9 Councillors’ Income Profile Most councillors who responded to the questionnaire are not in paid work: only a minority work full-time and even fewer part-time. During visits, many reported having to give up work, including those who had ‘downsized’ to part-time work, or even fewer reduced hours. Those that remained in paid work acknowledged that without flexible terms of employment, self-employed status or a ‘good’ employer, the combination of paid work and council work is not often feasible.

4.10 The Panel notes the range of income profile for councillors:

· for many councillors, income received as recompense for council duties is the only income received; · for a substantial number, council remuneration supplements a state and/or occupational pension; · for a minority, welfare benefits are lost when council remuneration is received (a matter which the Panel will consider recommending that the Assembly Government formally raise with the UK government with a view to seeking a relaxation of the current policy); and · and for some, council remuneration supplements income from paid work.

4.11 The challenge that this varied income profile presents to the Panel in determining the level at which the Basic Allowance should be set is to find the appropriate balance between the time required to discharge properly a councillor’s basic responsibility and a rate which is perceived to be fair and which, importantly, provides no barrier to taking up the role of councillor. When asked, most councillors said that an annual remuneration of £15,000 was necessary to recruit and retain a more diverse range of councillors.

4.12 Basic Allowance Alignment The Panel believes that there is a self-evident justification in aligning councillor remuneration to the median income of their constituents. The male/female, manual/non-manual median analysis of full-time earnings is no longer available in the Index of All Wales Earnings and while the

6 male/female median split of full-time earnings is available, the Panel believes that it is not appropriate to rely on the male-only index, and proposes therefore to use the All Wales Full- Time Male and Female Median Earnings to derive the Basic Allowance equivalent to three full- time working days.

4.13 Public Service Discount The Panel is left in no doubt about the enthusiasm of councillors for the ideals of public service and how it is these ideals that motivate the actual time spent on representation and governance duties, very often well beyond the assumed equivalent of three working days. But such enthusiasm is not reflected in support for retaining the ‘public service discount’ in its present form, the effect of which is to reduce (by a day) the number of days remunerated (to two). If the notion of a public service discount is to be retained, the Panel proposes that it is conceptualized as unremunerated time beyond the equivalent of three full-time working days.

4.14 Additional Support Expenses While most councillors endorse the need for support other than remuneration as necessary for them to perform their role – council related telephone rental and calls, broadband and computer and peripherals, home office and stationery costs – only a minority are aware that the current Basic Allowance includes approximately £1,000 (once indexation is taken into account) to meet these expenses. Most councillors regard the Basic Allowance of £13,356 pa (or any lesser figure adopted by their council) as the whole remuneration amount when the real (maximum) remuneration is in fact £12,356 pa, the remaining £1,000 being by way of expenses reimbursement of support costs.

4.15 There is also much variation in how councils provide for these additional supports. Some councils provide telephone and IT without making any deduction from the Basic Allowance, others make the deduction, and some make no provision of support expecting the councillor to provide all that is necessary from the £1,000 support expenses element within the Basic Allowance.

4.16 Furthermore, some councils are very proactive in negotiating block tax dispensation for home office support, others do not even signpost access to tax advice. The point was well made by councillors that including the support £1,000 element in the Basic Allowance makes it subject to tax when such expenses could increase the tax allowance.

4.17 The Panel is not content to let this lack of transparency lie and proposes in future to set a Basic Allowance which does not include any cash element to provide additional support. The Panel recognizes that this will have a consequential effect on councils which will need to arrange direct provision as is necessary for the efficient discharge of councillor duties. 7 Proposed for 2010/2011

4.18 Proposed Panel Determinations

· that the Basic Allowance be reset in line with the All Wales full-time male and female median salary which in 2008/2009 was £22,115 pa. In this alignment remunerated public service set at the equivalent of three working days per week results in an (indicative) Basic Allowance of £13,269 pa; · that the Basic Allowance for 2010/2011 be set at the equivalent of three working days derived from the 2009/2010 All Wales full-time male and female median salary when advised; · that the Basic Allowance for 2010/2011 be uprated in line with the public sector pay increase when advised; · that the ‘public sector discount’ be reconceptualised to denote the unremunerated time committed in excess of three working days per week; and · that the support expenses element of around £1,000 included in the £13,356 maximum Basic Allowance for 2009/2010 be discontinued (note: the 2008/2009 alignment of £13,269 does not include the £1,000 support expenses element).

4.19 Proposed Panel Recommendations

· that councils note the discontinuation of support expenses included in councillors’ Basic Allowance and arrange direct provision of support as is necessary for the efficient discharge of councillor duties; · that councils consider negotiating block tax dispensations for their elected membership in respect of office expenses in the councillor’s home; · that councils, in association with the WLGA, consider, adopt and publish a statement of basic responsibility setting out councillor duties in regard to democratic representation and local governance; and · that councils, in association with the WLGA, consider, and where possible implement mechanisms and formats for the annual reporting of activity, attendance and relevant training for each member, to be placed in the public domain.

4.20 Proposed for 2011/2012 and Beyond

· that adoption of a basic responsibility statement for councillors becomes obligatory; and · that annual reporting in the public domain of each councillor’s activity, attendance and relevant training becomes obligatory.

8 5. Special Responsibility Allowances (SRAs)

5.1 Current Position The existing structure of remuneration for councillors who have special responsibilities was set in 2002. The eligibility to receive a SRA has changed little in the intervening years, although the actual payments have usually been uplifted annually.

5.2 Meetings with Leaders, portfolio holders and committee chairs throughout Wales revealed to the Panel a marked variation in the structures of cabinet in councils which operate executive arrangements, and similar variation in 4th option committees where alternative Board arrangements prevail. Cabinets range in size from as few as 6 to the maximum of 10 permitted and the level of delegation to individual executive members varies considerably.

5.3 Moreover, the right of councils not to pay eligible posts, to pay less than the maximum amounts allowed and to refuse the annual up rating means that the All Wales perspective presented to the Panel is one where there is substantial variation between councils within the same population groupings on the range of special responsibility posts paid and even more in the levels paid.

5.4 Nonetheless, the political structures that were new in 2002 are now well embedded in all of the 22 Welsh unitary councils. There is now much more experience to rely on and much improved information available on the roles of leaders and chairs of boards, cabinet and board members and other members with specific responsibility beyond those of a backbench councillor.

5.5 This significantly enhanced knowledge base has encouraged the Panel to review the current configuration of special responsibility remuneration in the light of the Panel’s proposed principles, and, always having regard to the democratic right of councils to adopt governance arrangements as thought fit, to propose improvements in the interests of clarity, accountability and consistency.

5.6 Council Leaders The overwhelming view from all unitary councils in Wales – those operating executive arrangements and 4th option councils operating alternative arrangements – is that the Leader’s role requires a full-time commitment. The majority of Leaders do not hold other full-time employment, and the few that do are self-employed with the flexibility to attend to council business as required.

5.7 Many councillors in 4th option councils believe that the responsibility of their leaders is no less than those in executive structures and that this should be reflected in the level of remuneration. The Panel accepts this 9 view and notes that two of the three 4th option councils operate in reality in a similar way to some cabinets in respect of the balance between individual and corporate executive responsibility.

5.8 Deputy Leaders/Vice Chairs During Panel visits many councillors commented that the 10% addition over cabinet/board members’ maximum remuneration was an inadequate recognition of that full time function and responsibility. This is a conclusion reached also by the Panel which proposes that the maximum remuneration for Deputy Leaders and Vice Chairs of Boards in 4th option councils be 65% of the Leader/Chair of Board remuneration.

5.9 Cabinet/Board Members Reaffirming the view expressed in the Panel’s Initial Report of July 2008, the Panel notes that the majority of councillors perceived these posts as requiring a full-time input to be effective in fulfilling the responsibility, although there is an acceptance that this can vary depending on the scope and volume of specific portfolios.

5.10 Other SRAs: Value for Money While there is a general acceptance among councillors that other SRA posts do not require a full-time commitment, there is a wide difference in the extent of responsibility workloads within councils and between councils. Evidence gained from the visits has confirmed to the Panel that value-for-money is challenged in other special responsibility remunerated posts as follows:

· the view that chairs of committees (Planning; Licensing; Scrutiny) have the same level of responsibility in all councils irrespective of population size is widely held. The Panel accepts that while the functional responsibility is shared across all councils, workload adjustments may be needed within councils to reflect local need and circumstance. The Panel also proposes to treat Chairs of Audit and leaders of the largest opposition groups as having similar functional responsibilities. Leaders of other political groups (as defined in the 2002 Regulations1), are also regarded as having a functional responsibility, though to a lesser extent than Chairs of Audit etc; · there is a significant view that vice-chairs should not be remunerated and that many of these posts have limited responsibilities. In fact, in many councils these posts are not remunerated. The Panel accepts this view; and · in regard to chairs of other committees the Panel notes that in the evident wide range of responsibility involved, the responsibility of some chairs appears very limited. The Panel is not convinced that this level of additional remuneration remain available generally within the

1 The Local Authorities (Allowances for Members of County and County Borough Councils and National Park Authorities) (Wales) Regulations 2002: SI No 1895 (W.196) 10 framework without a specific assessment of the responsibility level to be rewarded.

5.11 SRA Matrix: Responsibility Bands Accordingly, the Panel proposes to reduce the responsibility bands from six to four as follows:

· the current Band 1 to be removed as there are no directly elected mayors in Wales. If, following a local referendum this constitutional arrangement arises, the Panel will set a specific remuneration for the post and make other consequential amendments for payments in that council; · vice-chairs will no longer be remunerated; · chairs of other council committees will no longer feature within the responsibility matrix, but the Panel will consider requests from councils upon application; and · the current Band 6 is deleted.

5.12 SRA Matrix: Population Groups While it is widely accepted that population size should be retained as the most readily understood differential in assessing the range, scope and complexity of governance responsibilities between councils, many who met the Panel expressed the view that the differential between councils should be reduced. The Panel proposes to simplify the matrix by reducing the population groups from four to three as follows:

· Group A – councils with populations above 200,000; · Group B – councils with populations between 100,000 and 199,999; and · Group C – councils with populations below 100,000.

5.13 SRA Matrix: Flexibility In order to preserve the flexibility of political administrations to arrange local governance as best suited to local need, councils will continue to be permitted to appoint a maximum of 50% of the total elected membership as special responsibility post holders. In this respect however, councils should note that the Panel does not expect, as a consequence of its decision to remove SRAs from vice-chairs, that there will be an increase in the number of committees attracting a SRA other than with a well- evidenced rationale which can be publicly justified.

5.14 Indeed in considering the disposition of SRAs across all unitary councils in Wales, the Panel is mindful that in the interest of promoting consistent and fair remuneration for responsibility posts of broadly equal value in the proposed new responsibility bands, it may be necessary to consider further the extent to which councils where 50% of the elected membership hold special responsibility posts achieve value-for-money

11 within the Panel’s proposed Principles. Hence, councils should note the Panel’s intention to consider the continuation of the 50% maximum limit at the earliest opportunity.

5.15 Moreover, to support councils’ flexibility in awarding responsibility posts, the Panel proposes to set the total amount available for the remuneration of members of cabinets and boards. From this quantum each council will be able to decide the individual remuneration of each cabinet/board member to reflect relative portfolio responsibility, up to the maximum remuneration identified for the given population group.

5.16 SRA Baseline Comparator In its Initial Report in 2008 the Panel abolished the link between the remuneration of a backbench Assembly Member and leaders of councils on the basis of the significant difference in their respective responsibilities. This link, put in place in 2002, formed the basis of all special responsibility remuneration derived from leaders’ remuneration. While the Panel found general acceptance among councillors that the link was not justified in light of experience of both roles since 2002, it was much more difficult for councillors to suggest other responsibility and remuneration comparators which were suited to the range, scope and complexity of special responsibility in local governance.

5.17 As a way forward, the Panel proposes to give further consideration to the remuneration determinants set out below:

· In Band 1, setting Leaders’ remuneration as a multiple of the All Wales full-time male and female median salary which in 2008/2009 was £22,115 and varying the multiple with the population differential; · In Band 2, setting cabinet/board members’ remuneration as a percentage of Leaders’ remuneration in each population group, at the full-time median salary level of £22,115 (2008/2009 index) to reflect the full-time nature of these responsibilities; · In Band 3, setting remuneration for the functional special responsibilities of the chairs of regulatory committees (Audit, Planning, Licensing) and scrutiny committees, and the leader of the largest opposition group, as a multiple of the new Basic Allowance £13,269 (2008/2009 index) to reflect the part time nature of these roles over and above councillors’ basic responsibility, with a single remuneration set across all Welsh unitary councils (that is, not varied by population); and · In Band 4, setting remuneration for the functional special responsibility of leaders of other political groups (as defined by the 2002 Regulations) as a multiple of the new Basic Allowance of £13,269 (2008/2009 index) to reflect the part time nature of this role over and above councillors’ basic responsibility, with a single

12 remuneration set across all Welsh unitary councils (that is, not varied by population).

5.18 Furthermore, in the interest of transparency, the Panel proposes that the remuneration of all special responsibility post holders should be expressed as a consolidated amount - not, as at present, as an addition to the Basic Allowance - and that this amount be known as a ‘Senior Salary’ or ‘Executive Salary’.

5.19 SRA Matrix: Proposed Framework with Indicative Figures (Please note that the figures given are indicative only and are not the proposed maximum amounts for 2010/2011.) (Please note also, that in accord with current practice [which will not be followed in future], these indicative figures are illustrated without the addition of the Basic Allowance. Thus £13,356, the current maximum Basic Allowance should be added to each amount to derive the indicative actual per annum amount.)

SRA Group A Group B Group C

Band 1 £42,554 £35,462 £29,965

Band 2 £21,276 £17,731 £14,185

Band 3 £10,637 £10,637 £10,637

Band 4 £ 3,547 £ 3,547 £ 3,547

5.20 Multiple Remuneration The Panel heard no wish to move away from the current position that councillors should not be able to claim more than one special responsibility allowance. However, what was brought to the Panel’s attention were instances where councillors are receiving additional remuneration, and sometimes senior remuneration, for membership of other public bodies such as Fire & Rescue Authorities, Police Authorities and Health Trusts.

5.21 Given that there is a general acceptance that Leaders/Chairs of Boards and Cabinet Members/Board Members require a full-time commitment, the Panel is of the view that where such special responsibility holders receive additional remuneration councils should give serious consideration whether this is appropriate and can be publicly justified. And in this regard, the Panel recommends that all councils should publish widely all public service payments received by Members at least once a year. This should include all payments and expenses received for public appointments.

13 Proposed for 2010/2011

5.22 Proposed Panel Determinations

· that, for the purpose of determining the scope and complexity of special responsibility remuneration, councils be grouped by population as follows:

Group A: (population over 200,000) Cardiff; Rhondda Cynon Taf; Swansea

Group B: (population 100,000 to 199,999} Bridgend; Caerphilly; Carmarthenshire; Conwy; Flintshire; Gwynedd; Neath Port Talbot; Newport; Pembrokeshire; Powys; Vale of Glamorgan; Wrexham

Group C: (population below 100,000) Blaenau Gwent; Ceredigion; Denbighshire; Isle of Anglesey; Merthyr Tydfil; Monmouthshire; Torfaen

· that, for the purpose of determining the level of responsibility within councils, the following responsibility bands will apply:

Band 1 Leaders of councils in a leader and cabinet executive Chairs of Boards in councils operating alternative arrangements

Band 2 Members of Executives in leader and cabinet executives Members of Boards in councils operating alternative arrangements

Band 3 Leaders of the largest Opposition Group Chairs of Overview and Scrutiny Committees Chairs of Planning; Chairs of Licensing; Chairs of Audit

Band 4 Leaders of other political groups (as defined in the 2002 Regulations).

The Panel will consider specific requests from councils for a SRA outside of those set in this matrix.

· that, in line with the population grouping of councils, the Panel will set the total amount available for the remuneration of members of cabinets and boards, with each council setting the individual remuneration of each cabinet/board member up to the total amount identified; 14 · that the Panel will use multiples (varying with population grouping) of the All Wales full-time male and female median earnings in the 2009/2010 index when available, as the baseline for setting Leaders/Chairs Special Responsibility Allowances (£22,115 in the 2008/2009 index); · that the Panel will set the remuneration for Deputy Leaders/Vice Chairs at 65% of the Leaders’ remuneration in each population group; · that the Panel will set the remuneration for Cabinet/Board members as a percentage of the Leaders’ remuneration in each population group; · that the Panel will use multiples of the new Basic Allowance derived from the 2009/2010 index when available (£13,269 in the 2008/2009 index) as the baseline for setting a single Special Responsibility Allowance across all Welsh unitary councils for the functional roles of chairs of Audit, Licensing, Planning and Scrutiny Committees, and leaders of the largest and other political groups; · that the Panel will publish a consolidated total of Basic Salary + Special Responsibility Allowance as the remuneration for Leaders and all special responsibility post holders; and · that the Panel will term this consolidated amount ‘Senior Salary’ or ‘Executive Salary’.

5.23 Proposed Panel Recommendations · that all councils publish widely all public service payments received by their members at least once a year. This should include payments and expenses for all public appointments; and · that councils consider whether, consequent on the Panel’s decision to remove SRAs from vice-chairs, they can publicly justify any increase in the number of committees attracting a SRA to the 50% maximum.

5.24 Proposed for 2011/2012 and Beyond

· that the Panel considers further the current 50% limit on special responsibility posts held in councils.

6. Care Allowance

6.1 Current Position Most councillors report that they receive clear guidance from their councils on how to claim the Care Allowance. But there is little else that is consistent as to the availability, application and regulation of the Care Allowance:

15 · some councils introduced the Care Allowance for the first time in 2009/2010, and a few have yet to introduce it; · some councils require receipts from carers, others are content to use the more generalized certification set out in the Panel’s reports; · some councils make the allowance available only to facilitate attendance at council meetings – a stricter interpretation than that contained in the Regulations which is that the Care Allowance is available to facilitate all councillor activity; and · some councils reimburse expenses only from formal carers thus disadvantaging councillors who use informal carers.

6.2 Care Allowance Take-Up Given the variability among Welsh councils in the administration of the Care Allowance it is not surprising that the take-up is low. What does give cause for concern is that the need may be higher than currently met by the allowance. Both the survey and the visits confirmed that many councillors whose circumstances entitled them to claim the Care Allowance (and in particular those with adult dependants) did not do so. Among the reasons offered were:

· the unavailability of formal carers in the unsocial hours council meetings are often held; · the reluctance of informal carers to provide receipts; · embarrassment caused by the annual publication of the Care Allowance claimed because with publication came unwelcome, and some said, unnecessary disclosure of personal circumstances; and · the Care Allowance is not available in other employment or other paid public service where care costs have to be met through taxed income, so why should it be available to councillors when not to their constituents?

6.3 Evidence of low take-up against higher levels of need has challenged the Panel to reconsider how assistance with care costs may best be arranged particularly when several councillors remarked that the availability of the Care Allowance had not noticeably changed the all-Wales profile of councillors – which was the main policy intention. And in this respect while a substantial minority supported the Care Allowance being subsumed within the Basic Allowance, many also commented that it was more the inflexibility of the council meetings cycle which made it difficult for councillors with caring responsibilities to attend to their duties, a matter which had little to do with financial recompense. A few councillors mentioned the ‘salary sacrifice scheme’ to the Panel as a means of assisting with child care costs.

6.4 A Claims Based Allowance Most notably, there is strong majority support for the Care Allowance to become a claims-based allowance, where actual costs incurred are

16 reimbursed on the production of receipts, including from informal carers. The Panel was left in no doubt that councillors would welcome such a change to guard against any perception of abuse.

Proposed for 2010/2011

6.5 Proposed Panel Determinations

· that the Care Allowance (set at a maximum of £403 per month for 2009/2010), continues to be available to facilitate all councillor activity, as a contribution towards the costs for caring for adult and child dependants; and · that the Care Allowance be reimbursed only upon the production of receipts from formal and informal carers for actual expenses incurred, up to £403 per month (2009/2010 maximum).

6.6 Proposed Panel Recommendations

· that councils bring the ‘salary sacrifice scheme’ to the attention of councillors as an alternative means of assisting with child care costs; and · that councils consider introducing more flexibility in the scheduling of meetings/meeting cycles to assist councillors with caring responsibilities.

6.7 Proposed for 2011/2012 and Beyond

· that consideration be given to discontinuing the Care Allowance as a separate allowance when the Basic Salary may be at a level which better assists in meeting caring costs.

7. Co-optees’ Allowance

7.1 Current Position The Co-optees’ Allowance is a new allowance, introduced by the 2007 Regulations2 and payable for the first time in 2008. It is currently payable only to statutory co-optees with voting rights on Standards and Education Scrutiny Committees.

7.2 However, on 1 October 2009 Home Office Regulations3, under sections 19 and 20 of the Police and Justice Act 2006, come into effect. These Regulations will require councils to establish new Crime and Disorder Scrutiny Committees and will enable councils to recruit statutory co-

2 The Local Authorities (Allowances for Members) (Wales) Regulations 2007: SI No 1086(W.115) 3 Crime and Disorder (Overview and Scrutiny) Regulations 2009 17 optees with full voting rights to such committees. Such co-optees will then become eligible to receive the Co-optees’ Allowance.

7.3 Payment of Remuneration The decision on whether to remunerate statutory co-optees with voting rights is for each council to determine, and a significant minority of councils have chosen not to remunerate co-optees. A further small minority of councils have provided insufficient information to their statutory co-optees about the availability of the allowance.

7.4 Statutory co-optees are entitled to claim such expenses for travel and subsistence as are necessary for the carrying out of their roles, but they are not able, under current Regulations, to claim the Care Allowance during the time they attend meetings. The Panel accepts that the ability to claim the Care Allowance may make it easier for co-optees to attend meetings, particularly parent governor representatives who are likely to have caring responsibilities.

7.5 The Views of Co-optees’ and Councils Co-optees’ views of this new allowance are mixed. Whilst most welcome the allowance as confirmation of the importance of the duties they carry out on behalf of Welsh councils many have chosen not to accept remuneration lest it be seen as compromising their independence.

7.6 There are mixed views, too, of the desirability or otherwise of extending the allowance to other categories of co-optee. No council has expressed a strong desire to extend the allowance, and nor did other co-optees in the few instances they came to meet with the Panel. It is unlikely, therefore, that the Panel will seek to extend the eligibility criteria for claiming the allowance.

7.7 However, at the request of a few councils, the Panel will need to determine whether an individual appointed as a statutory co-opted member to more than one committee (Standards; Education Scrutiny; Crime and Disorder Scrutiny) could claim two allowances to reflect the additional time commitment involved.

7.8 Time Commitment, Workload and Attendance Underpinning the annual value of the Co-optees Allowance was the Panel’s assumption that both Education Scrutiny and Standards Committees would meet, on average, on four occasions each year. The Panel’s review has revealed that there are significant differences between individual councils in regard to the annual calendar of meetings for such committees. A small minority of councils programme fewer meetings; a very few programme more, and in one case considerably more, meetings. But the number of meetings of Education Scrutiny and Standards committees in most councils is closer to six than four.

18 7.9 The Panel recognizes that the additional workload of the independent Chair of Standards Committee would be in excess of six meetings and noted in discussion with Chairs that its assumption of a further two day commitment was about right. However, some Chairs made the point that where the number of community and town councils results in a vice- chair being appointed to take on that additional responsibility, the Panel should consider remunerating the additional workload.

7.10 In respect of workload, it is not unusual to find that councils have assigned non-statutory functions to their Standards Committees such as performance oversight, or audit and governance functions. One council’s Standard Committee has been tasked with monitoring members’ attendance; in another council Standards Committee members are delegated to attend council meetings to assess the standard of behaviour of councillors. And in a substantial number of councils, co-opted members of Education Scrutiny Committees also attend time-limited working parties established to review aspects of Local Education Authority performance such as strategies for school improvement.

7.11 Attendance levels of statutory co-optees vary considerably: attendance of independent members of Standards Committees would appear to be higher than attendance of statutory co-optees on Education Scrutiny Committees.

Proposed for 2010/2011

7.12 Proposed Panel Determinations

· that the annual remuneration for co-optees reflects an expected position of attendance at six meetings. At the levels set for 2009/2010 this would raise statutory co-optees’ allowance to a maximum of £1,200 per year and that for Chairs of Standard Committees to a maximum of £2,230 per year; and · that where independent vice-chairs of Standards Committees carry a demonstrable additional responsibility (usually for Community and Town Councils) the remuneration be based on an expected position of attendance at seven meetings. This would result in an annual allowance of a maximum of £1,400.

7.13 Proposed for 2011/2012 and Beyond

· that the Panel considers extending the eligibility for the Care Allowance to statutory co-optees; and

19 · that the Panel considers whether statutory co-optees are eligible to claim more than one allowance when they sit on more than one council committee.

8. Travel and Subsistence Allowances

Current Position

8.1 Mileage Allowance Despite a minority view from councillors that the HMRC mileage rates are inadequate for reimbursing the costs of travelling on council duties, there was no significant expressed desire for the Panel to move away from such rates notwithstanding that mileage allowances available to officers are often higher than rates available to councillors.

8.2 In all councils, elected members are able to claim mileage allowance when undertaking ‘approved duties’. The Panel notes that in a significant number of cases, councillors do not claim a mileage allowance because:

· in urban authorities the distances travelled by councillors may not be significant, resulting in a disinclination to claim; · embarrassment caused by the annual publication of councillors’ remuneration and expenses resulting in some councillors choosing not to claim a mileage allowance as a means of limiting the total amount subject to publication; and · in some councils, minority groups have adopted a political position of not claiming mileage allowances.

8.3 There are mixed views on whether the Panel should seek to extend the definition of ‘approved duty’ to enable mileage allowance to be claimed for constituency activity with many councillors taking the view that the Basic Allowance is sufficient to cover the mileage costs involved in undertaking constituency duties.

8.4 The Panel accepts however, along with the majority of councillors, that members representing rural wards face additional expense in carrying out their constituency duties because of the often significant distances travelled. Similarly, councillors in predominantly rural authorities, who represent wards that are a significant distance from the council premises where meetings are held, also face additional travel costs attending to their council duties.

8.5 There was general support for travel allowances to be designed to encourage the use of more eco-friendly transport, and support also for increasing the existing passenger supplement as a means of encouraging car-sharing.

20 8.6 Subsistence Allowance Current Regulations permit the payment of a subsistence allowance to elected members for the carrying out of an ‘approved duty’ within a council’s boundaries. But a significant number of councillors support the removal of this allowance on the basis that they would need to take sustenance whether or not they were undertaking ‘approved duty’.

8.7 The Panel’s day subsistence rate for undertaking ‘approved duty’ is set at a maximum of £28 for 2009/2010. In a number of councils this daily rate has been further broken down into fixed-cost elements for breakfast, lunch and evening meal. The Panel’s view is that this kind of arrangement serves to reduce the flexibility established by a daily rate, and is unnecessary, since reimbursement can only be made on the basis of actual costs supported by receipts.

8.8 The value of the overnight allowance for London is felt to be inadequate by a majority of councillors. A similar view was expressed in regard to the perceived inadequacy of the maximum overnight allowance (£95 outside London in 2009/2010) for meeting the cost of hotel accommodation in Cardiff. Councillors were much more likely to require accommodation in Cardiff than in London; consequently, there was a call to introduce a new overnight allowance for Cardiff.

8.9 In a significant number of councils, officers support the incorporation of both a notional mileage and subsistence allowance within an increased Basic Allowance. This is seen as a way of reducing administrative costs. However, the Panel’s view is that such a change would reduce the transparency of Members’ expenses; treat councillors in urban areas advantageously in that they would receive more benefit from this proposal than councillors in rural areas and, moreover, render mileage and subsistence expenses liable to taxation which they currently are not. For these reasons the Panel is not minded to implement such a change.

Proposed for 2010/2011

8.10 Proposed Panel Determinations

· that the Panel maintains mileage allowance at HMRC rates.

Current maximum rates payable are:-

All vehicle sizes of private motor vehicle up to 10,000 miles – 40p per mile over 10,000 miles – 25p per mile

21 passenger supplement – 5p per mile

private motor cycles – 24p per mile

pedal cycles – 20p per mile

· that the Panel increases the overnight allowance for London to a maximum of £150; and · that the Panel introduces a new overnight allowance for Cardiff at a maximum of £120.

8.11 Proposed Panel Recommendations for 2010/2011

· that all arrangements for travel outside the council’s area (including overseas travel) be arranged by Member Services; · that councils negotiate with HMRC for identified named rural wards only, an increase in the 10,000 mileage allowance at the 40p rate; and · that councils consider further whether it is necessary, given the receipt based nature of claims made, to reduce the flexibility intended by setting a daily subsistence rate by setting fixed cost elements for constituent meals.

8.12 Proposed for 2011/2012 and Beyond

· that consideration be given to removing the ability to claim subsistence allowance for ‘approved duty’ within a council’s boundaries; · that consideration be given to extending the definition of ‘approved duty’ to include constituency duties for the purposes of claiming a mileage allowance in council identified named rural wards; and · that consideration be given to developing a Green Travel Policy, including discussing with HMRC more favourable mileage rates for low carbon emission cars and an increased passenger supplement.

22 Item No. 12 (4)

Report of the Chief Executive

Council – 30th July 2009

COUNCILLORS ALLOWANCES & EXPENSES 2008/2009

Summary

Purpose: To report the amounts paid to each Councillor in respect of allowances and expenses in the last financial year.

Policy Framework: Councillors Allowances Scheme (Part 6 of the Council Constitution). Reason for Decision: To meet the legal requirement to publish the amounts.

Consultation: Section 151 Officer, Legal & Finance.

Recommendation(s): That the report be noted.

1. Introduction

1.1 The Councillors Allowances Scheme as laid out in Part 6 of the Council Constitution sets out a framework for the payment of allowances and expenses to Councillors.

1.2 The legislation on which the Scheme is based requires that:

“As soon as practicable after the end of a year to which a scheme relates, an authority must make arrangements for the publication within the authority’s area of the total sum paid by it in that year under the scheme to each member who is a councillor in respect of each of the following— • Basic allowance; • Special responsibility allowance; and • Care allowance. • Travelling allowance; and • Subsistence allowance”.

This information is contained in Appendix A. The information is also published on the Internet.

1.3 The amounts of Allowances for the year 2008 / 2009 were set out in the Council Constitution. Expenses paid represent reimbursement to Councillors for the cost of travel and subsistence they incurred in performing approved duties.

1.4 The columns marked Travel (PC) and Subsistence (PC) in Appendix A refer to amounts for travel and subsistence paid for directly by the Authority.

1.5 Historically transactions on the Corporate Purchasing Card have been based on the financial year (April to end of March). This is out of kilter with the travel and subsistence transactions which are based on the year March to end of February.

1.6 These reporting periods have now been aligned, by altering the reporting period for the Corporate Purchasing Card. The reporting period for both will now be 1 March to end of February each year.

1.7 Appendix B highlights those transactions either previously unreported due to the reporting period difference and those that overlapped during the reporting period 1 March 2008 to 31 March 2008.

2. Financial Implications

2.1 There are no financial implications associated with this report.

3. Legal Implications

3.1 This report is made with regard to The Local Authorities (Allowances for Members of County and County Borough Councils and National Park Authorities) (Wales) Regulations 2007.

4. Recommendation(s)

4.1 That the report be noted.

Background Papers: Councillors Allowances Scheme (Part 6 of the Council Constitution).

Contact Officer: Huw G Evans (Democratic Services & Complaints Manager) 01792 637347

Legal Officer: Rod Jones

PPENDIX A - MEMBERS ALLOWANCES & EXPENSES 2008/20 ALLOWANCES EXPENSESSheet1 Subsistence Attendance Councillor Basic Allow. ICT SRA Total Allow Travel Subsistence Travel (PC) (PC) Allowance Total Exp Grand Total £££ £ £££ £££ £ V N Abbott 12334.00 384.00 5699.61 18417.61 140.00 140.00 18557.61 V A Bates-Hughes 11273.00 350.97 5699.61 17323.58 128.00 128.00 17451.58 P M Black 12334.00 12334.00 140.00 140.00 12474.00 N S Bradley 11273.00 350.97 11623.97 128.00 128.00 11751.97 G H Burtonshaw 1193.61 37.16 627.48 1858.25 13.55 13.55 1871.80 J E Burtonshaw 12334.00 384.00 9725.00 22443.00 116.40 140.00 256.40 22699.40 M C Child 12334.00 384.00 9332.97 22050.97 140.00 140.00 22190.97 A R A Clement 12334.00 8548.62 20882.62 223.11 140.00 66.00 105.00 534.11 21416.73 G G Clement 1193.61 1568.61 2762.22 186.37 13.55 435.70 635.62 3397.84 A C S Colburn 11273.00 350.97 11623.97 335.72 128.00 463.72 12087.69 W J F Davies 12334.00 384.00 1176.42 13894.42 271.82 140.00 411.82 14306.24 A M Day 12334.00 16209.00 28543.00 604.49 140.00 744.49 29287.49 C R Doyle 11273.00 350.97 11623.97 128.00 128.00 11751.97 P Downing 1193.61 37.16 627.48 1858.25 60.12 13.55 73.67 1931.92 J Evans 12334.00 8548.62 20882.62 489.62 236.45 726.07 21608.69 W Evans 11273.00 350.97 11623.97 541.65 128.00 669.65 12293.62 W G Evans 1193.61 941.13 2134.74 63.13 13.55 76.68 2211.42 E W Fitzgerald 12334.00 15511.84 27845.84 824.34 173.35 48.00 1045.69 28891.53 R Francis-Davies 12334.00 12334.00 140.00 140.00 12474.00 M E Gibbs 12334.00 12334.00 140.00 140.00 12474.00 J B Hague 12334.00 17829.96 30163.96 312.80 197.40 92.65 101.30 704.15 30868.11 M J Hedges 12334.00 384.00 12718.00 140.00 140.00 12858.00 C A Holley 12334.00 32418.00 44752.00 861.55 817.60 252.70 99.00 356.50 2387.35 47139.35 N A Holley 11273.00 11273.00 128.00 128.00 11401.00 P R Hood-Williams 12334.00 784.35 13118.35 140.00 140.00 13258.35 D H Hopkins 12334.00 12334.00 140.00 140.00 12474.00 D T Howells 11273.00 267.35 11540.35 803.77 128.00 931.77 12472.12 B J Hynes 12334.00 384.00 12718.00 78.20 140.00 218.20 12936.20 D H James 12334.00 12334.00 332.40 140.00 472.40 12806.40 D R James 1193.61 37.16 1230.77 8.00 13.55 21.55 1252.32 Y V Jardine 1193.61 37.16 1230.77 13.55 13.55 1244.32 D I E Jones 12334.00 106.67 784.35 13225.02 140.00 140.00 13365.02 J W Jones 11273.00 5699.61 16972.61 387.89 128.00 515.89 17488.50 M H Jones 12334.00 16209.00 28543.00 807.23 173.00 153.90 1134.13 29677.13 M R Jones 11273.00 350.97 11623.97 207.57 128.00 335.57 11959.54 S M Jones 11273.00 350.97 11623.97 580.86 128.00 708.86 12332.83 W E A Jones 12334.00 12334.00 140.00 140.00 12474.00 A Joppling 11273.00 296.53 11569.53 128.00 128.00 11697.53 J Kelleher 11273.00 350.97 5699.61 17323.58 345.60 128.00 473.60 17797.18 R H Kinzett 12334.00 1176.42 13510.42 140.00 140.00 13650.42 E T Kirchner 12334.00 384.00 12718.00 140.00 140.00 12858.00 R D Lewis 12334.00 8548.62 20882.62 672.66 140.00 66.00 105.00 983.66 21866.28 S M Lewis 1193.61 1193.61 27.06 13.55 40.61 1234.22 A T Lloyd 1193.61 941.13 2134.74 13.55 13.55 2148.29 R Alan Lloyd 12334.00 384.00 1176.42 13894.42 110.25 159.00 269.25 14163.67 R J Lloyd 12334.00 1176.42 13510.42 140.00 140.00 13650.42 K E Marsh 12334.00 5699.61 18033.61 649.91 140.00 789.91 18823.52 P M Matthews 12334.00 384.00 12718.00 339.02 140.00 479.02 13197.02 P May 12334.00 281.81 14248.23 26864.04 87.80 140.00 227.80 27091.84 P M Meara 11273.00 350.97 5699.61 17323.58 128.00 128.00 17451.58 J T Miles 12334.00 384.00 9725.00 22443.00 350.00 140.00 490.00 22933.00 W K Morgan 12334.00 5699.61 18033.61 140.00 140.00 18173.61 H M Morris 11273.00 350.97 11623.97 128.00 128.00 11751.97 J Newbury 12334.00 10509.39 22843.39 450.90 140.00 124.30 92.50 807.70 23651.09 B G Owen 11273.00 287.11 11560.11 144.80 128.00 272.80 11832.91 J T G Peters 1193.61 1568.61 2762.22 13.55 13.55 2775.77 D Phillips 12334.00 70.19 9725.00 22129.19 140.00 140.00 22269.19 G Phillips 12334.00 384.00 12718.00 85.20 140.00 225.20 12943.20 C L Philpott 12334.00 4392.36 16726.36 125.14 232.75 357.89 17084.25 D Price 12334.00 384.00 9725.00 22443.00 140.00 140.00 22583.00 A H Rees 1193.61 627.48 1821.09 13.55 13.55 1834.64 T Huw Rees 12334.00 5699.61 18033.61 136.48 140.00 276.48 18310.09 S J Rice 12334.00 332.42 14248.23 26914.65 140.00 87.95 227.95 27142.60 I M Richard 12334.00 8548.62 20882.62 545.09 140.00 685.09 21567.71 A R Richard 1193.61 1193.61 13.55 13.55 1207.16 J C Richards 11273.00 350.97 11623.97 97.60 128.00 225.60 11849.57 D A Robinson 12334.00 281.81 14248.23 26864.04 555.13 140.00 695.13 27559.17 A Seabourne 1193.61 37.16 1230.77 13.55 13.55 1244.32 G Seabourne 12334.00 384.00 784.35 13502.35 273.83 140.00 57.50 92.50 563.83 14066.18 M Smith 12334.00 784.35 13118.35 205.04 140.00 345.04 13463.39 P Smith 11273.00 30.97 11303.97 234.15 128.00 362.15 11666.12 R L Smith 12334.00 384.00 784.35 13502.35 323.85 140.00 463.85 13966.20 R Speht 12334.00 384.00 8548.62 21266.62 140.00 140.00 21406.62 R J Stanton 12334.00 5699.61 18033.61 106.37 140.00 246.37 18279.98 R C Stewart 12334.00 384.00 1176.42 13894.42 28.80 140.00 168.80 14063.22 D G Sullivan 12334.00 267.35 16209.00 28810.35 182.52 140.00 322.52 29132.87 C Thomas 12334.00 384.00 784.35 13502.35 140.00 140.00 13642.35 D W W Thomas 12334.00 235.35 9725.00 22294.35 50.40 140.00 31.20 92.50 314.10 22608.45 J M Thomas 11273.00 11273.00 128.00 128.00 11401.00 L G Thomas 12334.00 16209.00 28543.00 669.65 140.00 109.50 919.15 29462.15 Rhodri Thomas 1193.61 941.13 2134.74 13.55 13.55 2148.29 R M Thomas 1193.61 627.48 1821.09 62.12 13.55 75.67 1896.76 N J Tregoning 12334.00 8827.50 21161.50 209.00 209.00 21370.50 D P Tucker 12334.00 5699.61 18033.61 140.00 140.00 18173.61 C M Waller 1193.61 1193.61 100.70 13.55 270.30 384.55 1578.16 S M Waller 12334.00 12334.00 50.40 140.00 190.40 12524.40 E V Webb 1193.61 37.16 627.48 1858.25 13.55 13.55 1871.80 A R Welsby 1193.61 1193.61 13.55 13.55 1207.16 J Woodman 12334.00 337.55 5699.61 18371.16 140.00 140.00 18511.16 0.00 SUB TOTALS 889241.37 13406.74 380152.73 1282800.84 15107.51 11172.90 1250.50 1233.00 356.50 29120.41 1311921.25 Reclaimed from outside bodies -394.99 -645.77 -356.50 -1397.26 -1397.26 FINAL TOTALS 889241.37 13406.74 380152.73 1282800.84 14712.52 10527.13 1250.50 1233.00 0.00 27723.15 1310523.99

The travelling and subsistence figures above are for claims in respect of approved duties carried out on behalf of the City and County of Swansea, paid in the Financial Year 2008/2009

Attendance Reclaims from outside bodies: Travel Subsistence Allowance WLGA (In respect of Councillor C A Holley) 394.99 645.77 356.50

NB - 'PC' refers to payments made directly by the Council

Page 1 Appendix B

2008 / 2009 Councillor Allowances - Corporate Purchasing Card (PC) 2007 / 2008 entered from End of March 2007 - End of March 2008 (Note: Should have entered from 01/03/07 - 29/02/08)

Previously Unreported Transactions 01/03/07 - 31/03/07 & Overlap 01/03/08 - 31/03/08 Cllr G G Clement Previously Unreported Order 112 £210.00 Accommodation Order 161 £225.70 Accommodation Overlap Order 152 £198.00 Accommodation

Cllr C A Holley Previously Unreported No Previously Unreported Transactions Overlap Order 153 £88.09 Flight Overlap Order 154 £83.33 Flight Overlap Order 155 £57.50 Accommodation Overlap Order 162 £120.11 Accommodation

Cllr M H Jones Previously Unreported Order 116 £66.80 Train Overlap Order 160 £6.70 Train

Cllr J Newbury Previously Unreported Order 114 £92.50 Accommodation Previously Unreported Order 115 £57.50 Train Previously Unreported Order 116 £66.80 Train Overlap Not Applicable

Cllr G Seabourne Previously Unreported Order 114 £92.50 Accommodation Previously Unreported Order 115 £57.50 Train Overlap Not Applicable

Cllr D W W Thomas Previously Unreported Order 114 £92.50 Accommodation Previously Unreported Order 115 £31.20 Train Overlap Not Applicable

Cllr C M Waller Previously Unreported Order £270.30 Flight Overlap Not Applicable

• ‘Previously Unreported’ Transactions have been added to the total and entered on 2008/2009 • ‘Overlapped’ Transactions have been excluded from Members Allowances 2008/2009.

Item No. 13

Council – 30th July 2009

COUNCILLORS QUESTIONS UNDER PROCEDURE RULE 15

1. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

A Public Question at the last Council meeting sought clarification of the involvement of Mr.Tony Fitzgerald, as the Leader of the Independents@Swansea, in discussing or determining the policies and strategies of the Swansea Administration. In his reply, the Leader of Council stated that Cllr John Hague was the Leader of the Independents and went on to imply that the claim made in the Councillor’s Question in the name of Cllr Kinzett and others (Item 10 No.2.) in regard to Mr Fitzgerald's position as the Leader of that political party was incorrect.

The Leader of Council has now had some six weeks to reconsider the matter. Does he now accept that he mislead Council and will he unequivocally now confirm that Mr T Fitzgerald is indeed the Leader of the Independents@Swansea?

Response of the Leader

The Leader of the Independent Group for the City and County of Swansea is Councillor John Hague. I have no knowledge of any details held by the Electoral Commission for parties I am not a member of.

2. Councillors D. Phillips, A. Lloyd, E. Kirchner, B. Hynes, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Could the Leader of Council advise his appointment as Presiding Officer, Cllr Wendy Fitzgerald, on the extent of the responsibilities of that position?

Response of the Leader

The responsibilities of the Presiding Officer are clearly set out in our Constitution.

3. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Would the Leader advise whether Messrs Tony Fitzgerald, Peter Woollard or Eamonn Kinsella, who are all officers of the Independents@Swansea, a registered political party, have (or have ever) been issued with a security swipe card for any part of County Hall?

Response of the Leader

I have not authorised, or been party to any authorisation, with regard to the issuing of security swipe cards to any of the people in this question. There are no records of any being issued.

4. Councillors D. Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Can the relevant Cabinet Member/s explain why no assurance will given to students in regards to the future of Adult Education classes beyond September this year? In particular, will he explain why no assurances will given in regards to Basic Skills classes?

The Education Cabinet Member will know from his own experience the value of the Basic Skills courses and the benefits they give in well-being, increased confidence and improved life chances to the students. He and his colleagues will appreciate the enormous contribution these courses make to community regeneration and capacity building.

Will the relevant cabinet Member/s now give an unequivocal assurance that these classes will continue at, at least, their current level of provision into the next academic year and beyond?

Response of the Cabinet Member for Education

I recognise the importance that acquiring competence in basic skills has on the social and economic life of individuals and families and the Authority has a proud record of providing high quality basic skills provision via its Family Learning and open access basic skills programmes. However, this year we are beginning to see the impact of the ending of Objective 1 funding on provision and the delay in the allocation of ESF Convergence funding. On-going discussions are taking place with staff to try to find ways of maintaining Family Learning classes in schools and open access basics skills classes in communities within the available budget for the forthcoming academic year. Basic Skills Cymru is currently consulting on its proposals for a new National Basic Skills Strategy for 2010 and beyond. We are actively contributing to the development of the new strategy and it is important that we maintain a viable basic skills programme locally within the existing budget so that we have the structure to implement the new strategy beyond 2010. The funding available from Basic Skills Cymru from 2010 onwards is still to be confirmed but I fully expect the LEA to be providing basic skills classes in schools and communities.

The situation regarding the funding of Adult Community Learning (ACL) is that the ACL Programme for the coming academic year will be provided as published in the Adult Education Programme 2009-10 Prospectus. However, Elected Members will be aware that Gorseinon and Swansea Colleges have withdrawn from providing adult community learning courses, this has put an added burden on the LEA’s provision and staff from the Lifelong Learning Service are working with colleagues in both colleges and the Department of Continuing Education at Swansea University to try to find ways of providing opportunities for people to participate in courses in their local community. The Swansea Learning Partnership is also considering the longer term planning and delivery of adult community learning as part of proposals to transform post 19 education and training.

5. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Will the appropriate Cabinet Member(s) remind Council of the following details:

• How much was paid to Cap Gemini for the Payroll system that was abandoned? • How much has been paid for the new payroll system? • Is the new system working?

Response of the Cabinet Member for Business Improvement & Efficiency

Cabinet received a report on the 5th June 2008 ‘Update on Payroll implementation and legal commercial position’. This report was included on the Council Agenda of 31st July 2008.

Para 5.35 of the report clearly identifies the settlement with Capgemini, and the report sets out all of the costs. The full cost of the Capgemini payment relating to payroll was £771,077.

The detailed reports on these matters are available to all members.

Cabinet on 21st May 2009 approved a report on the new payroll system ‘Contract Award for Payroll System completion’.

This makes clear that the estimated costs of the current implementation are £921k.

The system is currently being implemented and is estimated to be fully operational during 2010.

6. Councillors D. Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Will the appropriate Cabinet Member/s give details on • the number of Temporary staff in our employment • how long are they employed prior to being made permanent • how many agency staff do we employ?

Response of the Cabinet Member for Business Improvement & Efficiency

On occasions, the Authority experiences pressure and difficulty in providing adequate levels of service to service users and in meeting statutory obligations. Situations can arise for a number of reasons such as turnover of staff; difficult to fill posts, sickness absence and annual leave etc. Therefore, in order to comply with statutory responsibilities and to meet the demands of the service, the ability to employ temporary employees and engage agency workers in certain circumstances is essential.

In some cases, it is more cost effective to utilise Agency Workers as the Authority can get more flexibility and there are less over heads. However, in more knowledge based posts (e.g. Social Workers) where there can be a skills shortage, then the costs can be significantly higher but there is a requirement to engage with agency workers in order to continue the provision of services.

The Authority will also employ temporary employees and engage agency workers to cover peaks in workload, seasonal work, where posts are externally funded and on specific projects and tasks which are time bound.

Since 1st January 2008 a Corporate Employment Agency Contract has been in place with Select and RSD Technology being the preferred contractors. As at 13th July 2009, the number of workers engaged through these companies was 125 and 21 respectively.

Select Agency Workers are placed within all of the Departments of the Authority (with the exception of the Education Department). These staff include Refuse Collectors/ Waste Management Staff; HR/Finance/IT/ Admin/Clerical staff; Parks staff and Building Services staff.

RSD Agency provide workers mainly in the Social Services Department and include Social Workers, Senior Practitioners and Support Workers.

There is no Council practice whereby a temporary employee is automatically made permanent following a certain amount of time. Legislation dictates that a temporary employee can make a claim for unfair dismissal after one year’s employment and are entitled to a redundancy payment after 2 year’s service. Furthermore, the Fixed Term Employees (Prevention of Less Favourable Treatment) Regulations 2002 state that employees who have successive contracts which take them over 4 years service attain permanent status.

Current Number of temporary employees:

DIRECTORATE NUMBER OF TEMPS @ 15.07.09 SOCIAL SERVICES 120

REGENERATION & HOUSING 352

CHIEF EXECUTIVE’S/ RESOURCES 85

EDUCATION (SCHOOLS) 1728

EDUCATION (NON- SCHOOLS) 490

ENVIRONMENT 30

AGENCY - SELECT 125

AGENCY - RSD 21

TOTALS 2951

With regard to School based staff, the majority of these temporary employees consist of;

After School Club Assistants Breakfast Club Assistants Lunchtime Supervisors Teachers & Teaching Assistants Caretakers Clerical/Admin Staff

With regard to non-School based staff, the majority of these temporary employees consist of:

Catering & Cleaning Employment Training Adult Education Peripatetic Teachers

7. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Would the Leader of Council advise whether there are or have ever been any discussions or meetings between him, his Cabinet colleagues and/or Council officers with Mr Peter Woollard or Mr Eamonn Kinsella (officers of the Independents@Swansea) who, like Mr Tony Fitzgerald, the Leader of the Independents@Swansea, are often to be seen about County Hall, and in particular the Cabinet suite; have Mr Woollard or Mr Kinsella ever been consulted on any aspect of Council business?

Response of the Leader

I personally have not had any discussions or arranged meetings involving Cabinet Members or Council Officers with any of the gentlemen mentioned nor have I consulted with them about any aspects of Council business.

8. Councillors D. Phillips, A. Lloyd, E. Kirchner, B. Hynes, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

The Cabinet Member for Environment will remember that Castle ward councillors were assured that relocation work on the Waun Wen barrier would commence July 2008. A year on that work is still to start. Could the relevant Cabinet Member provide an update on the project and advise when the physical work on moving the Waun Wen barrier is now planned to begin?

Response of the Cabinet Member for Environment

Members will be recall that all Members Environmental Improvement schemes last year were delayed to allow the extensive work on decriminalised parking to be completed to commence implementation in September 2008. I wrote to all Members explaining this at the time, and this did lead to a backlog of this work.

Therefore this particular proposal was advertised in January 2009 with an objection period ending in February. A resident voiced objections to the proposals, and those concerns needed to be considered before the Traffic Order could be completed. The details of the objection were clarified, discussed and considered by officers. Since the Order affects access to property, the issues were more complex and it was important that specific legal advice was obtained.

Subsequently a meeting was held with Castle Ward Members and following that meeting the Traffic Order was finalised. Castle Ward Members were advised that the work would be started in mid July, and I can confirm that work has now started as planned.

9. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

During the period 1st April 2008 to 30th June 2009 (or the latest date for which information is available) will the Leader/appropriate Cabinet Member confirm:-

i) How many civil legal actions involving the City and County of Swansea have been concluded/settled, and of these

• How many involved the Council as defendant, how many ‘out of court’ and how many were settled by court/tribunal etc judgement? • In how many of these cases were penalties, costs, damages or other sums awarded against (or settled/agreed by) the Authority and what was the total of these? • What was the total financial expenditure incurred by the Authority (excluding the sums requested above) in pursuing these actions? • Which of the Authority’s departments were involved and how many of these cases each had in the period?

ii) How many criminal prosecutions were concluded against the Authority?

• In how many of these was the Authority found guilty? • What was the total cost to the Authority in legal fees, fines and other reparations? • Which of the Authority’s departments were involved and how many of these cases each had in the period?

Response of the Cabinet Member for Business Improvement & Efficiency i) How many civil legal actions involving the City and County of Swansea have been concluded/settled

• 673 civil claims (dating back to 2000) concluded. These relate to insurance claims - including personal injury ie tripping, employer liability and vehicle/property damage claims. • 22 housing claims - possession orders and Anti Social Behaviour Injunctions. • 5 other civil claims - Brynmill Wall, Traveller, Traffic Order, Commercial Possession action and planning matter. • 2314 debt claims • 5 employment claims were settled

How many involved the Council as Defendant, how many ‘out of court’ and how many were settled by court/tribunal etc judgment?

• 679 involved the Council as Defendant

• 154 civil claims were settled of which 8 settled by court and 146 settled out of court • 21 housing claims settled by court • 3 other civil claims settled out of court and 1 by court • Without going through each debt file information is unavailable • 1 employment claim was settled out of court and 2 by court (2 ongoing)

In how many of these cases were penalties, costs, damages or other sums awarded against (or settled/agreed by) the Authority and what was the total of these?

• Costs and damages were paid out on 161 civil claims.

Total paid out to Claimant re damages - £363,384.09

Total costs paid out to external Claimant solicitors - £701,694.27

• Traffic order – costs paid out to Claimant solicitors - £15,750 • Traveller claim – Claimant’s bill of costs awaited.

• Brynmill Wall – costs paid out to Claimant solicitors - £16,517 (this related to proceedings in the Magistrates Court and not the main action to determine ownership)

• Planning matter A - £6,500

What was the total financial expenditure incurred by the Authority (excluding the sums requested above) in pursuing these actions?

NB Covers cases referred to in i) above

Type of External Disbursements Claims Counsel’s Claim Solicitors engineering Handlers Fees fees and medical fees Civil claims 265,605.99 20,162.55 45,015.63 t.b.c. (these costs would fall on the Insurance Fund) Housing Nil Nil N/A Nil Traveller Nil Nil N/A 30,225.00 claim Brynmill Nil (Engineering n/a 43,000 Wall expert fees) 4,833 Employment Nil (Medical n/a 36,837.50 Case A Expert) 3462.00 Employment 29,024.93 (Medical n/a 11,306 Case B Expert) 2991.50 Debt Nil Nil n/a n/a

*Tbc will involve review of each individual file for amount.

Which of the Authority’s Departments were involved and how many of these cases each had in the period. Civil Claims

Department No of Cases Environmental Health 5 Transportation & Engineering 375 Planning and Resources 20 Housing 208 Child and Family Services 1 Corporate Building 5 Culture & Recreation 47 Community Regeneration 3 Environmental Protection 14 Strategic Development 1 Corporate Property 16 Elderly & Disabled Services 2 Inclusion 2

Debt Claims

Head of Adult Services 15 Head of Child & Family Services 2 Head of Community Regeneration 5 Head of Corporate Property 98 Head of Culture & Tourism 122 Head of Education Effectiveness 22 Head of Education Inclusion 2 Head of Education Planning & Resources 44 Head of Environmental Health 155 Head of Environmental Protection 190 Head of Financial Services 213 Housing Benefits Fin 528 Head of Human Resources & OD 112 Head of Legal Services 1 Head of Planning 1 Head of Strategic Developments & Projects 14 Head Of Strategic Procurement 66 Head of Transportation & Engineering 108 Housing Department (Private Housing) 90 Housing HRA (Public Housing) 468 Marina - Debt Recovery 57

Employment cases – Legal Services, Education and Social Services Department.

ii) How many criminal prosecutions were concluded against the Authority?

• No criminal prosecutions have been brought against the Authority during the period prior to this period.

In how many of these was the Authority found guilty?

• See above.

What was the total cost to the Authority in legal fees, fines and other reparations?

• Costs awarded in the Council’s favour - £7,707.50

Which of the Authority’s Departments were involved and how many of these cases each had in the period.

• The Council has taken 134 prosecutions during this period. Of these, 56 are ongoing; there have been 70 convictions; 7 cases were withdrawn and 1 Defendant was found not guilty after trial. The prosecutions include fly-tipping, housing and council tax benefit fraud, noise pollution, Trade Mark Act offences, Video Recordings Act offences, offences under Consumer Protection regulations, Offences under the Town Police Clauses Act 1847 and Local Government Miscellaneous Act 1976 relating to Hackney Carriage/Private Hire Licensing, failure to licence houses of multiple occupation.

In a case where a prosecution is unsuccessful, costs will not be paid by the Council as they are paid out of Central Funds

10. Councillors D Phillips, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Will the Leader of Council confirm what consultation/discussion arrangements – formal or informal – have and/or continue to operate between him and Mr Tony Fitzgerald, the Leader of the Independents@Swansea, in regards to any aspect of council policy or business? Will he advise whether there are or have ever been any discussions or meetings between Mr Fitzgerald and Council Officers or Cabinet Members on any aspect of Council business? Specifically, would he advise whether he had had any discussion with Mr. Fitzgerald about his wife, Cllr Wendy Fitzgerald, in regards to

i) her position as Cabinet Member of Social Services, ii) her resignation from that position and the price of that resignation iii) her nomination as Presiding Officer?

Response of the Leader

The answer to all the questions posed is no.

NO SUPPLEMENTARIES

11. Councillors J Davies, R Francis-Davies, M Hedges, B Lloyd & R Stewart

Will the Cabinet Member for Regeneration tell Council how much has been spent in the last 5 years on the new sports field at Morriston Comprehensive School? When will the field be able to be used for sports?

Response of the Cabinet Member for Regeneration

The new sports field at Morriston Comprehensive School has been redeveloped to house two full size Football pitches and a cricket wicket in addition to new outdoor changing facilities as part of the Morfa Redevelopment scheme and was funded by a grant from the Sports Council for Wales. The accounts are yet to be finalised but the indicative figure is £180k.

The pitches will be usable as part of the football league fixtures for the forthcoming season.

12. Councillors D. Phillips, A. Lloyd, E. Kirchner, B. Hynes, J Burtonshaw, J Miles, B Lloyd, C Thomas, R Stewart, M Child, R Francis-Davies, C Richards and P Matthews

Will the Leader advise Council what actions were taken by the Returning Officer under the recent new statutory obligations to encourage participation by UK and other qualified EU citizens in the recent European elections?

Response of the Leader

The question relates to the actions of the Electoral Registration Officer and the Returning Officer roles. These two roles can be independent of the Council, however in the case of Swansea the two roles are carried out by the Chief Executive.

Encouraging participation from all eligible citizens is not new to electoral services. The introduction of the Electoral Administration Act 2006 (Section 69) placed a duty on local electoral officials to encourage participation of the public in the electoral process.

The Electoral Administration Act 2006 also introduced Performance Standards which the Electoral Commission was responsible for setting and monitoring. The Performance Standards involve two distinct parts – one for electoral registration which was introduced in July 2008 and two for elections and referendums which was introduced in December 2009.

The first set of results for performance standards based on electoral registration were published earlier this year and were based on the annual canvass of 2009. Swansea meets the performance standards on: completeness and accuracy of electoral registration records, maintaining the property database, house to house enquiries and public awareness strategy.

Here at Swansea we achieved these standards by closely working with our neighbouring authorities on getting the message out there via a radio campaign, bridge banners, working with key groups and charities within our community such as Age Concern, hospital radio, Swansea University, Armed Forces and Swansea Bay Race Equality Council. We also have a comprehensive website with links to relevant sites offering advice and information on the voting process.

Similar relationships are also encouraged for the participation in the voting process as well as promoting the opportunity to work on the election within the ethnic groups.

We evaluate all activity that we carry out as to whether it was successful and whether it offered value for money and are committed to ensuring that all eligible citizens have the right to exercise their vote.