Equality and Diversity Cydraddoldeb ac 1 Amrywiaeth Monmouthshire County Council’s Annual Welsh Language Monitoring Report 2013 – 2014 2 Version Control Title Monmouthshire County Council Annual Welsh Language Monitoring Report 2013 - 2014 Purpose Legal document required under the Welsh Language Act 1993 Owner Monmouthshire CC Approved by Cabinet Date 4 /6 /2014 Version Number One Status Official version Review Frequency Annual Next review date 30/06/2015 GAVO ,Monmouthshire Equality and Diversity Group (MEDG), Corporate Equality Network (CEN), e mail to all Consultation stakeholders, Departmental Management Teams, Monmouthshire Welsh Speakers Network (Siaradwyr Cymraeg Sir Fynwy). 3 Introduction 4 Welsh Language Scheme Compliance 6 • Action Plan . Welsh Language Frontline Services • Youth Service 17 • Welsh Language Indicators 18 . Scheme Management and Administration 20 • Procurement • Robust governance and scrutiny • Departmental Business Plans • Standard of Welsh Language Services • Website Linguistic Skills-Comparing Service Needs and Capacity 21 • Human Resources skills and training . Mainstreaming the Welsh Language 22 • EQIA, procedural changes and good practice in promoting the language . Analysis of Performance by Priority and Target 24 • Areas that need to be addressed • Good practice • Monitoring . Publishing Information and Performance 25 Other information 26 • E Government Contact details 26 Appendix 1 – Welsh speakers by Ward Census 2011 27 Appendix 2 – MCC Welsh speakers by department 29 4 Introduction Monmouthshire County Council approved a new and updated Welsh Language Scheme on the 22nd November 2012. This Scheme has set out how the Council will provide its services to an equal standard in both the Welsh and English languages. This annual monitoring report reflects the work done during the financial year 2013-14, identifies progress against the Action plan and gives details of good practice and significant developments. The Council continues to make significant advances in developing the scope and quality of its public information available through the medium of Welsh. Clear guidance and resources are in place for staff in relation to translation, the provision of services and Welsh Language requirements. The Council’s website is now bilingual and further work is being carried out to translate key documents etc. We are also working in partnership with the Welsh speaking residents of Monmouthshire and asking them to do the following: • Using the Welsh version of the website when searching for Council information • Telling us when or where Welsh webpages or downloadable documents are not up to date or any other issues that may arise • Looking at key strategic documents and responding to engagement correspondence to ensure that we are giving proper consideration to the Welsh Language in Monmouthshire. • Sending them information regarding Welsh Language events, job vacancies etc. • Acting as an interface between the Council, partners and Welsh Language groups etc to disseminate any Welsh Language information, events etc. Evidence of the significant growth of the Language in Monmouthshire over the last twenty years is that at the time of Monmouthshire County Council’s first Welsh Language Scheme in 1998, the level of demand for Welsh-language services in 5 the county was, by any estimation, extremely low (1991 census – only 2.3% of Monmouthshire’s population spoke Welsh). The census of 2001 revealed that a remarkable 9.3% of the county’s population could speak Welsh. The establishment of the two Welsh-medium primary schools, Ysgol y Ffin and Ysgol Gymraeg y Fenni, the incorporation of Welsh into the national curriculum and a growing interest among residents of all ages in learning the language were all reflected in this substantial increase in the number of Welsh speakers. The Census of 2011 has once more revealed a slight increase in the numbers of Welsh speakers living in Monmouthshire from 9.3% to 9.9% or 8,780 people (alongside Cardiff City Council , we were one of only 2 Welsh Councils to see an increase in the numbers of Welsh speakers). The Council has recently completed the Welsh Language Commissioners’ Welsh Language Standard formal investigation questionnaire which has revealed that we already do a very high proportion of what will be asked of us in the near future. The key issue that needs addressing is the level of consistency of application across the whole Council. Paul Matthews Chief Executive Councillor Peter Fox Leader of the Council Councillor Phylip Hobson Deputy Leader of the Council And Equality Champion 6 Welsh Language Scheme Compliance Monmouthshire County Council’s Welsh Language Scheme contains the following action plan of measures and target dates. Action Plan 2013 -2014 Service Planning and Delivery PARAGRAPH MEASURE YEAR TWO PROGRESS RESPONSIBILITY TARGET 4.1.1 Assess linguistic YR1-Audit Welsh Language one of the Policy Officer Equality +Welsh consequences sample of Protected characteristics Language/Authors of policies etc of new policies Equality Impact considered carefully in the or initiatives Assessments to EQIA process. Included in measure the “Initial Challenge” and number of EQIA Screening document. changes to Also one of the PC’s in any Welsh language MCC EQIA and Induction policies.YR2- As training. EQIA of The year 1, whilst Council’s financial savings seeing a proposals was a key piece of percentage work that once more had the increase in Welsh Language as an effectiveness additional Protected characteristic. This process had in depth conversations regarding charging for school transport and the right to Welsh Medium education. 4.1.2 Issue guidance Review EQIA policy reviewed and sessions Policy Officer E+WL to staff on guidance with Departmental Management assessing new available and Teams. Guidance revised, re-issued proposals re-publicise and re-publicised on “The Hub” 7 4.3, 4.4, 4.5, 4.6 Ensure the Bi-annual audit Details regarding Welsh Language Policy Officer E+WL/Procurement Council and any Act 1993 compliance are now Team relevant third included in contract documents. Any parties conform issues of non- compliance during with Scheme monitoring will be formally addressed Dealing with the Welsh Speaking Public PARAGRAPH MEASURE YEAR TWO PROGRESS RESPONSIBILITY TARGET 5.1.1, 5.1.2 Welcome Quarterly audit All Welsh correspondence comes to Customer Access Manager/ Welsh correspondence of procedures Welsh Language Support Officer Language Support Officer/ Policy in Welsh + and Policy Officer E+WL for Officer E+WL English + reply translation. Also ensure that in language of responses translated in return choice 5.1.3 Ensure equal Quarterly audit All translations dealt with by the Customer Access Manager/ Welsh timescale for of procedures Welsh Language Support Officer/ Language Support Officer/ Policy replying to Policy Officer E+WL therefore Officer E+WL Welsh + English ensuring timescales are complied letters with. 5.1.4 Compile list of Monitor Excel Database being kept by Policy Policy Officer E+WL/Innovation those wishing to database Officer E + WL. Working group to be Officer /SRS IT receive established to look at this issue. correspondence in Welsh 8 5.1.5 Issue revised Review, update and New Welsh Language Policy Officer E+WL/Customer guidance to staff re-publicise guidance Scheme containing precise Access Manager on as appropriate details sent to key staff and correspondence published on “The Hub” in Welsh 5.1.6 Ensure circulars Compose document in Circular and standard letters All relevant divisional staff and standard conjunction with to the public are issued letters to public service areas outlining bilingually are issued protocols bilingually 5.1.7 Ensure that any Quarterly audit of All Welsh correspondence Customer Access Manager/ Welsh correspondence procedures comes to Welsh Language Language Support Officer/ Policy in Welsh Support Officer and Policy Officer E+WL followed by Officer E+WL for translation. Welsh response Also ensure that responses translated in return 5.1.8 Ensure email Quarterly audit of All Welsh correspondence Customer Access Manager/ Welsh correspondence procedures comes to Welsh Language Language Support Officer/ Policy in Welsh is Support Officer and Policy Officer E+WL replied to in Officer E+WL for translation. Welsh Also ensure that responses translated in return 5.1.9 Develop Make all automated Council tax and election Welsh Language Support Officer/ bilingual correspondence material all produced Policy Officer E+WL/Service heads automated bilingual. bilingually automatically correspondence Audit and review current procedures 9 5.2.1 Answer Audit and review via This area needs addressing Customer Access Manager/Policy telephone calls ‘mystery shopper’ Officer E+WL/Menter Iaith BGTM bilingually exercise. 5.2.2 Provide Evaluation of current Telephone training and Corporate Training/Policy Officer telephone procedures awareness session included E+WL training and as a part of the Staff Welsh Induction Programme and awareness included in the new Welsh training to new Language Scheme members of staff 5.2.3 Issue guidance Review ‘Welsh Details in the Welsh Policy Officer E+WL/ Customer to existing staff Language Scheme - Language Scheme and Access Manager on telephone Guidelines for Staff’ covered in staff Induction calls in Welsh and re-publicise. programme 5.2.4 Provide bilingual Audit and review This area needs addressing Supervisor Reception/Customer corporate current processes. Access manager/Policy Officer E+WL answer-phone