Agenda and minutes

County Councillor A. Wintle declared a personal, non-prejudicial interest in relation to items 4 and 5 as a board member of Monmouthshire Housing Association.

The minutes of the Joint Adults Select and Children and Young People’s Select Committee meeting held on 22^nd November 2016 were confirmed and signed by the Chairman.

The minutes of the Special meeting of Adults Select Committee held on 29^th November 2016 were confirmed and signed by the Chairman.

The minutes of the meeting held on the 13^th December 2016 were confirmed and signed by the Chairman.

Context:

County Councillor P. Hobson, Deputy Leader and Cabinet Member for Housing, attended the meeting in response to a letter sent by the Chair containing recommendations to Cabinet following the Committee’s pre-decision scrutiny of the Discretionary Housing Payments Policy as part of its wider scrutiny of welfare reform. 

Recommendations:

1.    Cabinet are recommended to give serious consideration to agreeing an uplift to the monies it invests in the Discretionary Housing Payment fund, recognising the demonstrative impact the funding has had on vulnerable people and the risks and implications of not supporting people through further benefit reductions, particularly in terms of preventing homelessness and children being taken into the care of the Council.

2.    Given that much of this work is delivered in a household environment, Cabinet are recommended to recognise the need for an accessible corporate warning system to identify clients and households that may present a risk to lone workers. The Committee understands that Torfaen operates a similar model to protect its workforce.

3.    The Committee recommends that all the agencies working in the benefits arena such as the CAB, RSL’s and the Council consider the potential for sharing best practice and explore opportunities to create efficiencies and economies in the provision of welfare advisory services.

4.    The Committee further recommends a joint meeting with the Planning Committee to consider the relationship between homelessness, housing benefits and the provision of affordable housing in Monmouthshire.

Responses to recommendations by the Cabinet Member

1.    The Cabinet considered the recommendation and is not minded to increase Discretionary Housing Payment budget at this time.  It is forecast that demands on the budget will not be exceeded and that consequently needs and demands are being met.  In terms of the impact and risk of not supporting people, it was commented that the DHP has assisted stability in households otherwise under threat.  It was added that welfare policy and benefit change is the responsibility of Central Government; local authorities address the effects of the changes and Cabinet monitors the demand on the DHP budget as changes occur. 

            The Housing and Communities Officer explained that the support DHP      provides for affordability reasons is significant in Monmouthshire according to            feedback from all agencies. It was agreed to receive more detailed and      frequent monitoring reports to provide clearer information for the Committee.              It was added that more pressure on the budget could be anticipated next year        as the regulation changes progress (Benefit Cap – lower threshold and          changes to Housing Benefit regulations for single people, under 35, in social      housing).

2.    With regard to question of staff members working in a potentially hazardous environment (households), it was advised that it is hoped to introduce an employee warning database for staff across directorates and elected members later this year.  The early warning system in use in Torfaen has been introduced with lots of interest expressed but there is currently a lack of resources to administrate the database.  The Corporate Health and Safety Group will continue to discuss options and  ...  view the full minutes text for item 6.

Context:

To provide an update on the capital budget provided to support disabled facilities grants (DFGs) and Safety at Home (SAHs) grants and the impact on overall service performance and on services provided by Social Care and Health.

Key Issues:

1.         The Council has a statutory duty to provide DFG’s within six months of      receiving a valid application.  Failure to do so lays it open to legal challenge.              It also has discretion to provide SAHs.  Since 2006 a capital budget of           £600,000 has been provided annually to deliver both types of grants. In broad   terms the budget is split into £500,000 to support DFGs and £100,000 to     support SAHs. 

2.         All DFGs are capped at £36,000 and while the majority are in the region of             £4,500, each year a number of large, complex grants are provided to meet         the needs of children with complex disabilities, and increasingly for adults      who are disabled as a result of trauma or degenerative diseases.  It is known             through client feedback that adaptations have a significant impact on the   quality of life of both applicants and carers.  Also, customer satisfaction   scores of 95% are regularly being achieved.

3.         SAHs are intended for smaller works such as handrails, half steps and minor         alterations, often costing less than £250 but which make a dwelling safer for a           disabled resident.  They are often commissioned to facilitate hospital     discharge, or to reduce the risk of falls and injuries which might necessitate      hospitalisation.  Both grants play a key role in facilitating hospital discharge            and preventing admission.

4.         In addition to the impact upon clients who have to wait longer for adaptations         to be carried out, the annual shortage of funds and ever earlier full      commitment (typically in the Autumn) has adverse effects on performance in      respect of DFGs which is a KPI that is monitored closely by Welsh             Government and other stakeholders. 

5.         Alternatives to DFGs and SAHs do exist though none are as attractive as   grant aid. Nevertheless some potential applicants do opt to proceed with the             necessary works at their own cost.  Please see Appendix 1 for other options   available. 

Member Scrutiny:

It was noted that the current allocation of £600,000 is insufficient to meet annual demand and the budget is usually committed before Christmas.  An estimate was provided that the budget is £500,000 short to address the backlog.  At the beginning of January there were 19 applicants waiting for DFG now increased to 44 today, with two months of the financial year to complete.  Up to 70 referrals could be received by the end of the financial year but the demand is unknown.  The majority of adaptations are due to the aging population in terms of wet/shower rooms, stair lifts and ramping but increasingly more complex adaptations to enable release from hospital.

Financial context was provided that the capital programme has been reviewed with consideration given to changing priorities subject to two important principles; it must be self-financing or alternatively must replace something as a bigger  ...  view the full minutes text for item 7.

Context:

To scrutinise the proposed capital budget for 2017/18 and the indicative capital budgets for the three years 2018/19 to 2020/21.

Key Issues:

Capital Medium Term Financial Plan (MTFP) issues:

·         The four year capital programme is reviewed annually and updated to take account of any new information that is relevant.

·         The major component of the capital MTFP for the next few years is the Future Schools Programme. The Council has recently approved further funding for this programme at its meeting on the 20^th October 2016.

·         There are a number of other areas where there is a commitment to invest. However, the schemes currently sit outside the programme as work progresses to identify the funding requirements.  These are:

-       Monmouth Pool – commitment to re-provide the pool in Monmouth as a consequence of the Future Schools Programme.

-       Abergavenny Hub – commitment to re-provide the library with the One Stop Shop in Abergavenny to conclude the creation of a Hub in each of the towns.

-       Disabled Facilities Grants – the demand for grants is currently outstripping the budget. Work is being undertaken to assess the level of investment required to maximize the impact and benefit for recipients.

-       City Deal - 10 Authorities in the Cardiff City region are looking at a potential £1.2 billion City Deal. Agreement to commit to this programme is being sought across the region in January 2017 and so would impact on the capital MTFP. The potential impact on individual authority budgets is currently being modelled in advance of decisions on specific projects and profiles in order for authorities to start reflecting the commitment in their MTFPs.

-       J and E Block – the office rationalization programme is being considered to see if there is a solution that would enable the Magor and Usk sites to be consolidated, releasing funding to pay for the necessary investment to bring the blocks into use.

·         A strategy that enables the core programme, Future Schools and the above schemes to be accommodated is being developed. Notwithstanding this, there will still remain a considerable number of pressures that sit outside of any potential to fund them within the Capital MTFP and this has significant risk associated with it.  Cabinet has previously accepted this risk.

·         The current policy is that further new schemes can only be added to the programme if the business case demonstrates that they are self-financing or the scheme is deemed a higher priority than current schemes in the programme and therefore displaces it.

·         In summary, the following other issues and pressures have been identified:

-       Long list of back log pressures – infrastructure, property, DDA work, Public rights of way, as outlined in Appendix 1 of the report.  None of these pressures are included in the current capital MTFP, but this carries with it a considerable risk.

-       Capital investment required to deliver revenue savings – this is principally in the area of office accommodation and looking at alternative delivery models for leisure and culture, social  ...  view the full minutes text for item 8.

Context:

·         To provide detailed draft proposals on the budget savings required to meet the gap between available resources and need to spend in 2017/18, for consultation purposes.

·         To consider the 2017/18 budget within the context of the 4 year Medium Term Financial Plan (MTFP) and the emergence of priorities to guide forward activities through Future Monmouthshire.

Key Issues:

The Select Committee scrutinised the Social Care and Housing Directorate’s budget proposals, as outlined in Appendix 3F of the report, which equated to a saving in the sum of £236,024.

Background information was provided by the Assistant Head of Finance that this report concentrates on revenue and running costs distinct from the previous report based on capital budgets. It was clarified that, historically, a mandate process has been applied where officers offer mandates and then deliver upon them.  This approach has been revised to challenge service managers to offer suggestions to make e.g. 5% or 10% savings to make services more sustainable.  This was undertaken across the directorates and a comprehensive list of proposals was compiled accordingly some viable and some less realistic.

Additional context was provided that a budget problem for next year has been resolved instead of preparing a four year Medium Term Financial Plan to allow some flexibility for the new administration following the local government elections in May 2017.

It was added that funding from Central Government is better than anticipated in recognition of the rurality of the County, however the best outcome remains a standstill (0%) budget despite annual pressures of salary increments, cost of living increases and rising contract inflation etc.  Attention was drawn to the report, para 3.2 budget assumptions for the year accordingly. It was pointed out if there were no changes implemented, the result would be £2.5million pressures next year from inflation. Additionally, pressures within services have been considered, e.g. where mandates have not materialised as originally planned and the position revised.  Pressures will rise to £4million accordingly. £4million savings have not been made in services in view of MRP proposals to progress paper savings instead.  This approach provides £1.5million headroom but it is implicit that saving are still made.  It was highlighted that the proposed percentage savings put forward by managers varied. Work on the budget and savings continues. 

Members were asked to consider the proposals for saving within Adults remit (Appendix 3f).

The Cabinet Member, Resources, provided clarification that recognition of the county’s rurality has allocated additional funding but it has not altered the overall funding position.  The County continues to receive the least funding of all Welsh authorities; per capita population has dropped from £1060 to £995. 

The Committee was informed that this is the opportunity to offer alternative proposals.

Member Scrutiny

The suggestion, Adult Commissioning (5.2), referring to the termination of room rental in Abergavenny was queried.  It was confirmed that the My Day My Life project will not be adversely affected through the amalgamation of arrangements. 

Adult Resources (5.1) was queried what was meant by “Restructure finance and  ...  view the full minutes text for item 9.

An updated version of the Forward Work Plan was received.  In doing so the following schedule of meetings was agreed:

6^th February 2017: Joint Children and Young People’s Select and Adults Select Committees to scrutinise the Population Needs Assessment.  

14^th February 2017: Joint Select Economy and Development Select, Strong Communities Select and Adults Select Committees (hosted by one Select Committee, not yet determined) with Planning Committee to scrutinise:

·         Supplementary Planning Guidance on affordable housing  

·         Monmouthshire Letting Service: the proposed approach for accessing private rented sector accommodation to prevent homelessness

·         Homeless Prevention – Rent Guarantee Scheme (an element of the Monmouthshire Letting Service)

A Committee Member questioned why Economy and Development Select Committee had taken over responsibility from Strong Communities Select Committee.  It was explained that Strong Communities Select Committee is responsible for scrutiny of housing provision, Adults Select Committee’s remit is homelessness, welfare reform and affordable housing and Economy and Development has responsibility for developers’ affordable housing percentages in the LDP so there are overlapping themes. The joint meeting has been arranged to avoid duplication.

27^th February 2017: Special Joint Select Committees to scrutinise the Alternative Delivery Model

28^th February 2017: Adults Select Committee

31^st January 2017:  Joint Select Committees to scrutinise the Budget

The Chair queried the process of what happens after a Select Committee sends a recommendation to Cabinet and noted that Co-Ordinating Board will consider this matter.

The Cabinet and Council Work Planner was noted.