SUBJECT: Establishment
of a Regional PSB Scrutiny Committee
Report written and submitted by: GSWAG Sub Group (led
by Blaenau Gwent County Borough Council)
Author: Sarah King, Blaenau Gwent County Borough
Council
Consultees: Gwent PSB Partners (following June 22 GPSB
meeting), GSWAG Partners and Local Authority Scrutiny Officers). This paper builds on the paper brought to
Gwent PSB meeting on June 2022.
1 |
Areas
Affected |
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1.1 |
The full Gwent
PSB will be impacted by the establishment of a Regional Scrutiny Committee
and all areas of Gwent represented. |
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2 |
Purpose of
Report |
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2.1 |
The purpose
of the report is to outline progress on the establishment of a Regional PSB
Scrutiny Committee, and seek approval of recommendations to progress approach. |
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3 |
Background |
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3.1 |
The
PSB has agreed to establish regional scrutiny arrangements to review and
scrutinise the work of the Gwent PSB. |
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3.2 |
In
June 22, the PSB received a paper outlining a series of recommendations for
consideration for establishing regional scrutiny (appendix 1), taking into
account the precedent already set by established arrangements of other joint committees
such as: CCRCD / CJC; Regional Partnership Board; Cardiff and the Vale
Partnership Board; and Cwm Taf Public Services Board Joint Overview and
Scrutiny Committee. |
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3.3 |
The
PSB discussed the recommendations and
agreed further work was required between meetings where partner organisations
would establish an appropriate pathway and consider practicalities to operate
the arrangements. |
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4 |
Recommendation to the PSB |
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4.1 |
Recommendation 1 – Operating
Organisation That Blaenau
Gwent County Borough Council is identified as the lead organisation to
facilitate committee support, with each other statutory partner organisation to
identify a liaison Single Point of Conduct (SPOC) to interact with lead
organisation. Action:
Subject to approval of recommendations, BGCBC will begin planning the
implementation for regional scrutiny in-line with Terms of Reference and
noted meeting arrangements outlined in June 2022 paper. Action:
Each statutory partner organisation identifies a SPOC to
liaise with lead organisation. |
4.2 |
Recommendation 2 – Resourcing
Committee Support That each
statutory partner organisation (excluding the lead organisation, BGCBC, who
will provide support in-kind) provides a nominal financial contribution to
support the development and operation of the scrutiny committee. It is
anticipated the costs will be £15,000 and should be shared equally by the seven
remaining organisations (i.e. Caerphilly County Borough Council, Monmouthshire
County Council, Newport City Council, Torfaen County Borough Council, South
Wales Fire and Rescue, Natural Resources Wales, and Aneurin Bevan University
Health Board). The cost is based on
existing models in place for CCRCD scrutiny processes, hosted by RCTCBC. Action:
Each statutory partner organisation raises a Purchase Order for £2,140 to
BGCBC for invoicing, this will cover the costs for calendar year 2023. Costs for
operating the scrutiny committee will be monitored by BGCBC as the lead
organisation and can be considered for fairness and sustainability as part of
an initial evaluation of regional scrutiny arrangements after one year of
operation (see recommendation 6). |
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4.3 |
Recommendation 3 – Identifying
Membership |
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Two local authority
elected member are identified by each of the five local authorities, and an
additional one representative from the following partner organisations (note these cannot be officers of the
organisations): ·
The
Fire and Rescue Authority ·
Third
Sector ·
Health
Board Member ·
NRW This will
lead to 14 elected official participating in regional scrutiny processes for
Gwent PSB, and should be based on general principles set by existing regional
processes already in place i.e.: The Committee should have an equal number of
elected members from each appointing local authority, none of which are
executive or cabinet members; and that each local authority and statutory
partner organisation will determine and nominate its representative(s) in
accordance with its own arrangements. The term of office of the nominated elected
members shall be a matter for each nominating local authority. Action:
Each partner organisation to identify their nominated elected representative(s)
by no later than the end of December 2022. |
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4.4 |
Recommendation 4: Timeframe for
Regional Scrutiny |
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Regional
Scrutiny to commence from 2023, with: Initial
Six Months (Jan to June 2023) Training for
identified members from each organisation in January /February 2023, this
session will outline roles and responsibilities, go over the remit of the
committee via the appended Terms of Reference (proposed to PSB in June 22
paper), and deal with any emerging considerations and issues. This will place
members of the committee in good stead, for an initial formal meeting of the
committee in March/April (subject to PSB date confirmation) to scrutinise the
final draft well-being plan, and allow the committee to report back any
observations or recommendations to Gwent PSB before the plan is considered
for agreement in-line with the legal timeframe. During this
initial period a draft forward work programme aligned to the work of the
Gwent PSB will be developed to be considered by the committee at their first
meeting. Following
Six Months (July to December 2023) Regional
Scrutiny will follow a forward work programme, with meetings being aligned to
the Gwent PSB meeting cycle to allow for effective interaction between the
committee and PSB. This would see meetings
4 weeks before each scheduled formal Regional PSB Meeting (quarterly). Action:
BGCBC to draft timeframe and liaise with SPOCs from each organisation to
avoid clashes with individual partner organisation programmes. |
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4.5 |
Recommendation 5 – Agree Draft Terms
of Reference |
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Agree the Draft
Terms of Reference for the Regional PSB Scrutiny Committee, to include other
key recommendations from June meeting (appendix 2) i.e.: ·
Voting: One vote per organisation (regardless of
number of members). ·
Chairs
and Vice Chairs to be identified at the first meeting of the Committee. BGCBC to make formal nomination for Chair
to aid the inception of the process as the lead organisation. ·
Meeting
arrangements as previously included e.g. key issues for hybrid meetings, with
physical location for all meeting being General Offices, Ebbw Vale, Blaenau
Gwent. ·
Quorum
status of each local authority area to be represented, and at least one-third
of the overall number e.g. 5 members. |
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4.6 |
Recommendation 6 – Evaluation Approach |
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Agree that
the arrangements set out for implementing and operating the Regional Scrutiny
Committee are reviewed after one calendar year of operation to include key
areas such as: ·
Effectiveness
of approach ·
Expected
tenure of lead organisation ·
Financial
contributions and sustainability ·
Membership
participation ·
Effectiveness
of approach and interaction between PSB and Committee ·
Any
other relevant factors that were identified in the initial year of operation. Action:
BGCBC to draft paper on evaluation of scrutiny processes for final calendar
quarter of 2023 for Gwent PSB consideration and approval. |
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Report
Date: Sept 2022
Appendix
2 - Draft Terms of Reference – Regional
PSB Scrutiny Committee
DRAFT Terms of Reference – Regional PSB
Scrutiny Committee
The Regional
PSB Scrutiny Committee will have the strategic oversight of the PSB and will
hold the Regional PSB and Partners to account for the delivery of the
Well-being Plan and supporting projects.
The Regional
PSB Scrutiny Committee will:
·
Perform
the Overview and Scrutiny function for the Regional PSB on behalf of the five
local Authorities of Gwent.
·
Develop
a forward work programme reflecting its functions.
·
Review,
scrutinise and challenge the performance, decisions made or actions taken by
the Board;
·
Review
and scrutinise the Board’s governance arrangements and function;
·
Review
and scrutinise the performance of the PSB projects including delivery and
outcomes
·
Make
reports or recommendations to the Board regarding its functions or governance
arrangements;
·
Promote
public engagement and participation;
·
Consider
matters relating to the Board as Welsh Ministers may refer to it and report to
the Welsh Ministers accordingly; and
·
Carry
out other functions in relation to the Board that are imposed on it by the
Well-Being of Future Generations (Wales) Act 2015. c).
·
Review
or scrutinise the progress of any joint project.
·
Refer
any matter to the Regional Gwent PSB which is relevant to its functions:
·
The
matter relates to one of the functions of the authority and is relevant to the
functions of the Regional scrutiny committee; and
·
It
effects the electoral area of the member or it effects any person who lives or
works there.
When
considering whether to refer a matter to the Regional Scrutiny Committee a
member should first consider if it falls within the remit of a single overview
and scrutiny committee within the member’s local authority, and if that is the
case the member should raise the matter there. Members should only refer a
matter to a Joint scrutiny committee if it falls clearly within the
responsibilities and terms of reference of the Regional Scrutiny Committee and
if there is no scrutiny of the issue in the local authority to which the member
belongs.
It is
acknowledged that the establishment of a Regional Scrutiny Committee shall not
serve to exclude a local authority’s right to carry out its own individual
Scrutiny of any decision of the Regional Gwent PSB.
In addition to
these functions the Regional Scrutiny Committee’s lines of Inquiry can include
(but not be limited to), the following:
·
The
effectiveness of the Wellbeing Assessment;
·
The
effectiveness of the Wellbeing Plan;
·
The
effectiveness of performance measurement arrangements;
·
The
level of commitment from individual partners to the work of the Regional Gwent
Public Services Board;
·
The
effectiveness of the Regional Gwent Public Services Board in communicating its
work, objectives and outcomes to its stakeholders; and,
·
The
effectiveness of the Regional Gwent Public Services Board in addressing the
issue of pooled funding to tackle priorities
The WBFG act
allows for scrutiny of the PSB as a ‘collaborative body’, not the individual
partners comprising the PSB. Paragraph 180 of the Future Generations guidance
states that; ‘The committee can require any member of the board to give
evidence, but only in respect of the exercise of joint functions conferred on
them as a member of the board under this Act.’ This includes any person that
has accepted an invitation to participate in the activity of the Regional Gwent
PSB. The Regional Scrutiny Committee will therefore scrutinise the work of the
Regional Gwent PSB and not
the individual activities of partners.