Agenda and minutes

The Chair welcomed all those present to Talwrn Community Hall for this meeting of the Voluntary Sector Liaison Committee.

To receive any declaration of interest by any Member or Officer in respect of any item of business.

No declaration of interest as received.

To submit the minutes of the previous meeting of the Liaison Committee held on 11^th July, 2013.

The minutes of the previous meeting of the Liaison Committee held on 11 July, 2013 were presented and confirmed as correct.

Arising thereon –

•           With reference to the Third Sector’s participation in the Authority’s Scrutiny process the Head of Service (Policy) confirmed that the Scrutiny Section had been in contact with the Chief Officer of Medrwn Môn to take the matter forward. The Officer explained that the Executive updates its work programme via its monthly meetings which in turn feeds into and informs the priorities of the Scrutiny Work Programme. As has been agreed a work programme jointly with the Third Sector based upon the outputs of the Liaison Committee is in the early stages of development and this will facilitate the Third Sector’s involvement in the Council’s democratic arrangements, including scrutiny.

The Chief Officer of Medrwn Môn confirmed that he had discussed the matter with the Scrutiny Manager and that  he would like to receive assurance that definite progress will be made. However, potential Third sector participants need to be appropriately trained to ensure that they bring a broad breadth of experience and expertise to scrutiny proceedings and that they are not just present as representatives of their individual organisation. The Third Sector however does have pool of individuals who have an understanding of what it means to act as representatives and to work in partnership. The Chief Officer of Medrwn Môn said that whilst he was conscious that this matter has been on-going for some time, it does involve more than simply selecting individuals to undertake the role and is a matter of making sure that ultimately there is available a group of trained people who are able to act effectively.

The Council Leader concurred with the analysis made and he reminded the Committee that scrutiny committees are a-political and are meant to utilise the experience and expertise of their membership to inform better decision making.

The Chief Officer of Medrwn Môn said that he would co-ordinate the process of selecting suitable scrutiny representatives when it is timely to do.

Position noted. No further action arising.

•           With reference to the Compact Agreement and Volunteering Policy the Head of Service (Policy) informed the Committee that he had had discussions with the Chief Officer of Medrwn Môn regarding the formal launch of the Compact Agreement which has been set for 7 November. The Chief Officer of Medrwn Môn confirmed that the Leader of the Council had been invited to be part of the launch which will serve to emphasise the partnership character of the Compact as a tripartite agreement. The Director of Community updated  Members with regard to putting the Volunteering Policy into effect and she said that the priority remains to raise Service Heads’ awareness of the policy and to identify those volunteers who are currently active in the system and to ensure that appropriate arrangements are in place to support that group and thereafter to identify opportunities.

•           With reference to the Funding Code, the Chief  ...  view the full minutes text for item 2.

To receive a presentation on the LSB by Mr Trystan Pritchard, Gwynedd and Anglesey Partnership Unit Manager.

The Chair welcomed Tristan Pritchard, Gwynedd and Anglesey Partnership Unit Manager to the meeting and invited him to address Members on the Joint Local Services Board.

The Partnership Unit Manager updated the Committee on the developments to date and the role of the Joint Local Services Board (JLSB) by reference to the following –

•           The merger of the key strategies encompassing Children and Young People, Community Safety, and Health and Wellbeing and the Community Strategy to form one Integrated Strategy for Gwynedd and Anglesey. This process has been planned, driven and overseen by the creation of a Joint Local Services Board with the voluntary sector as a full partner.

•           Establishment of the Joint Local Services Board as the principal strategic partnership for all the services within its remit i.e. Children and Young People; Health and Wellbeing; and Community Safety.

•           Modus Operandi whereby the JLSB sets the priorities within the Integrated Plan supported by a sub-structure focussing on outcomes. The Integrated Plan is the main vehicle for realising the priorities set.

•           A focus on improving engagement, joint-ownership and the deletion of establishment boundaries.

•           The Integrated Plan as a preventative agenda. The early priorities of the JLSB which include the Language, Poverty, the Economy and strengthening engagement.

•           Aims and Objectives of the Joint Partnership Unit including adding value and leading on matters that require joint strategic intervention.

•           The governance structure comprising of the Joint Local Service Board setting the strategic direction; a Delivery Board to ensure effective implementation and Delivery/Project Groups achieving results. The governance structure is designed so that the emphasis is more on achieving outputs than on a cycle of meetings with the JLSB commissioning clear objectives in specific areas to be realised by the delivery and project groups.

•           Next steps including the formulation of a Single Integrated Plan which process has already been implemented.

Members were given the opportunity to question the Partnership Unit Manager on the information presented. The Leader of the Council said that it would be useful for the Committee in due course to receive a presentation and/or information on the direct activities of the Joint Local Services Board. The Partnership Unit Manager said that he would be happy to do so once the thematic/project groups have gone through the channels for reporting back and that he would also share the draft Single Integrated Plan with the Committee.

The Chief Officer of Medrwn Môn said that before the advent of the Joint Local Services Board there was a local structure of thematic groups with the voluntary sector a part of that structure. He did have some concerns that with arrangements being spread over the two counties the voluntary sector’s role will diminish and he emphasised that it was important to continue to consult with the smaller organisations.

The Partnership Unit Manager said that the aim is to preserve local activity and that work is being done on developing a different model of working e.g. through workshops. Whilst there  ...  view the full minutes text for item 3.

Director of Community to report on the documentation in relation to the above.

A consultation document on the Framework for the Provision of Integrated Health and Social Care along with correspondence and a written Statement by the Welsh Government’s Minister for Health and Social Services was presented for the Committee’s consideration. The documentation set out the objectives in putting forward the Framework in response to the growing demand for services by an ageing population as well as the benefits of integration in creating greater consistency in health and social care outcomes; a shift in the focus of care from the hospital to the home and the concentration of early intervention, reablement and intermediate care in a single system.

The Director of Community said that the timescale for response with regard to the above document is limited and she informed the Committee that a task group has been already established since March to promote the integration of services with the Health sector. She explained that given the expectation that each Council and partner Local Health Board produce signed agreed statements for the integration of services for older people with complex needs by the end of January, 2014, she proposed that a group of partners comprising of representatives of the voluntary sector; the independent sector, elected members and officers meet to establish an initial baseline for progressing integrated services with health by the end of December, 2013 in terms of obtaining an understanding of what is already in place and what further integration is required and possible. She said that as a professional officer she supported the proposals and was keen to move forward on them and to utilise the arrangements within the Liaison Committee as a marker.

In the ensuing discussion, questions were asked about the resource position; about pooling resources and whether there was sufficient resources available to implement the Framework proposals in full. Mention was made also of how might the outcome of the Commission on the Governance and Delivery of Public Services influence and/or fit with the Framework proposals as regards what the Commission  might envisage as the best vehicle for the delivery of social care for older people.

The Director of Community said that the starting point must to conduct a discussion about what requires attention in Anglesey and to relate the Framework proposals to current plans in Anglesey.

The requirements of the documentation were noted.

Action Arising: Director of Community to co-ordinate arrangements for a meeting with partners in response to the Framework proposals with a view to establishing a baseline for integrated services on Anglesey in preparation for the issuing of a Statement of Intent by the end of January, 2014.

The Corporate Transformation Programme Manager to provide an overview of the Council’s Corporate Transformation Programme.

In the absence of the Corporate Transformation Programme Manager, the Head of Service (Policy) provided the Committee with a summary of the aims and objectives of the Authority’s Corporate Transformation programme and the structure for their delivery. He referred to the three Programme Boards and their themes around service excellence; enterprise, and business transformation and to the sub-structure of project boards focussing on specific themes. The Council Leader elaborated on the work streams under each Programme Board.

The Chief Officer of Medrwn Môn questioned whether the Corporate Transformation Programme will have an effect on the Authority’s links with the community and with the third sector in terms of introducing new ways of supporting the sector and communities. He said that he would appreciate a discussion regarding this matter.

The Council’s Leader said that a work stream has been established that covers customer care and that the third sector would be included in consultations linked to the process of identifying ways of better serving the public as that evolves and progresses.

Information noted.

Action Arising: Head of Service (Policy) to prepare a summary/flow chart of the Corporate Transformation Programme structure to be circulated to the Committee’s voluntary sector members for their information.

To consider financial issues arising.

The Chief Officer of Medrwn Môn said that as preparations to formulate the 2014/15 budget progress, the Third Sector would wish to be alert to the main themes of the discussions so that organisations are aware of the prospects and are able to plan accordingly. He said that it would be helpful if the aspirations of the Third sector are fed into the process and that the sector is apprised of developments as regards opportunities and the Authority’s commissioning intentions.

The Director of Community confirmed that work on reviewing Third Sector contracts is ongoing and has included some remedial work as well as strengthening processes. Due to capacity issues the schedule for completion has been re-set to October/ November. The Officer confirmed that correspondence has been sent to the Third Sector regarding the Council’s indicative financial position with cutbacks in the region of 5% expected. She said that the Department is also in the process of reviewing areas wherein Third Sector activity and expenditure coincide with strategic intentions and service priorities. She said that there are a number of potential areas for savings but that none represent easy opportunities – it has already been agreed with the Third Sector that priorities will be shared and efforts are being made to strengthen the natural process of engagement whilst also recognising that there is room to improve on the formal side i.e. on the “hard” processes. It is proving challenging to identify savings within Adults’ Services; a meeting of the Older People’s Board has examined expenditure and financial plans in detail with a view to finding a way to provide services that are sustainable. The position and process across the whole of Social Services are complex. Some individual voluntary sector organisations have not responded to the request for information but efforts are being made to give stability to those whose activities chime with Social Services’ priorities.

The Council’s Leader said that savings in the region of 5% will have to be found and it is therefore likely that there will be cuts in the funding allocated.

With reference to consultation and raising awareness about what is happening with the financial situation and otherwise,  suggestions were made as to how communities might be reached e.g. by invitation to meetings of the Liaison Committee in whichever community those are staged and through the Medrwn Môn newsletter and on the website.

Position noted. No further action arising.

To agree a venue for the Committee’s next meeting scheduled for Friday, 17^th January, 2014.

It was agreed that the next meeting be held at 2:00 p.m. on Friday, 17th January, 2014 in the W.I. Hall, Llanfairpwll.