Agenda item

To report to the Scrutiny Committee on the performance of the Corporate and Legal Services Departments.

·       To accept the report and to note the observations.

·       To welcome that a detailed work programme is being drawn up to address the recommendations of the Information Commissioner's Office following an audit of the Council's arrangements in relation to freedom of information requests

·       That the Committee receive an update on the Customer Care Plan as it develops

·       That Heads of Department need to be encouraged to respond to the annual questionnaire from the Legal Service

·       To request that the Scrutiny Committee receive information about prosecutions relating to pupil absences.

The report was submitted by the Cabinet Member, noting that she was going to start with the Corporate Services. It was expressed that it was good to report that there had been significant progress in the Council's strategic priorities, and that many successes were seen in the quantitative performances. It was noted that some challenges continued in fields such as occupational health, staff sickness and contracting promptly.

It was highlighted that there had been an increase in the procurement field, with an increase of 1% in the Council's use of local companies bringing the percentage to 59%. It was noted that work had been done in the employment field, but it was highlighted that the jobs matrix was now to be completed in 2025/26, but it was highlighted that a general staff training framework was now underway.

In the equality field, it was noted that a staff equality forum had been established, and work was being done to the Council's website to ensure that it was accessible. It was further highlighted that autism and neurodiversity training was available to staff.

Progress in the Women in Leadership plan was highlighted, with 45% of the individuals now having moved to senior positions, and it was noted that the development programmes and teatime chats for staff were continuing, as well as launching a new brand for the project.

The Legal Service was then discussed, highlighting that there were 4 teams - Legal, propriety of elections and registration and support for the coroner’s service. It was highlighted that the officers receiving the service were satisfied or very satisfied with the service and an annual report from the heads of department reported positive results. It was explained that the department's staffing situation was now healthy, and locums were no longer used.

Attention was drawn to the fact that the propriety team had held training on the code of conduct for members, and that many members had still not completed it which was a matter that arose often in the Standards Committee. 

Staff from both departments were thanked for their work.

During the discussion, the following observations were made: 

It was highlighted that many projects had slipped from this year to the following year, and it was asked whether this was as a result of a shortage of staff to complete the work. It was noted that the shortage of staff was not the problem but workloads could be heavy and, as a result, it was difficult to complete them without the impact on day-to-day work. The key job matrix was highlighted as an example, noting that many complications had come up, but work on the plan had restarted with a higher staff capacity in place to finish the work.

It was expressed that many measures had been highlighted red, it was asked whether this caused concern. In response, it was noted that many were red as a result of the high challenge that the department gave in terms of measures. However, it was noted that there were some concerns, such as the occupational health service where an increase in the number of referrals, as well as a shortage of nurses meant that the measure was red.

Attention was drawn to the 'An Efficient Gwynedd' priority field which incorporated a lot of Ffordd Gwynedd, and a lot of frustration was noted with Ffordd Gwynedd. It was highlighted that there were many examples of departments continuing to fail to respond to enquiries from members of the public which was very frustrating. It was asked whether Ffordd Gwynedd was working, as a lot of funding was provided for it, and if some Heads of Department did not operate in accordance with 'Ffordd Gwynedd', how were staff expected to do so. It was noted that the Ffordd Gwynedd contribution was completely dependent on the departments' collaboration. It was noted, in terms of the lack of response to correspondence, that the New Customer Care plan had been developed which would set standards to respond to enquiries. An understanding of the frustration and the need to track further was expressed.

Reference was made to the 'A Welsh Gwynedd' priority field and the promoting the use of the Welsh language project. It was noted that a two-year work programme was in place. It was asked what was being done and whether there were any measures. It was noted that a specific report on the matter would be presented to the Language Committee the following week, and it was explained, with a very small team, that demands were heavy, but they were trying to work in different ways.

Attention was drawn to the freedom of information requests, highlighting that the performance was slightly lower and it was asked whether there were specific fields or a pattern. The Head of Department explained that the Council received approximately 1000 requests per year, varying in their nature. It was highlighted that this field had been the subject of an investigation by external regulators and a report would be presented to the Governance and Audit Committee which would highlight the 10 recommendations to address and the work programme in response. It was noted that there was progress, but staff needed training to better deal with them, as well as publishing more information so the information was available to the public.

It was highlighted that very good work was being done in the Democracy Team with documents being sent in a timely manner.

It was noted, in terms of questionnaires by the departments in the Legal Service, that only one in three of the heads of departments had responded. It was asked about the other parties such as individuals waiting for 106 contracts deriving from planning permission conditions. It was noted that departments' satisfaction showed the support that they received to fulfil their work, and therefore that it highlighted an important resource. In terms of the one in three responses, the need to ask heads of departments to respond to the annual questionnaire was noted. It was noted, in terms of the other parties, that it was difficult to get their views and how appropriate it would be.

It was asked how much work was being outsourced and how much was kept local. It was noted that the department tried not to outsource, but it was dependent on the nature and risk of the work. It was highlighted that they used a barrister, as well as solicitors in expert fields, but they tried to keep the benefit local.

Attention was drawn to prosecutions, specifically about non-attendance of children at school, it was asked whether there was more information, an increase in the number and whether costs were transferred to parents. It was explained that the Education department would be better-place to respond and there was a need to look at the data and work with the department to give a full picture of the process. In terms of transferring costs - it was a matter for the Court to determine costs, this was not in the hands of the Council.

More information about the pilot to automatically register electors which was currently being conducted was requested. It was noted that the plan was for the whole of Gwynedd, and the Council was one of 5 counties part of the pilot. It was expressed that Gwynedd looked specifically at groups that were difficult to reach and worked with enterprises such as GISDA to support the Council to move the plan forward.

RESOLVED

·       To accept the report and to note the observations.

·       To welcome that a detailed work programme is being drawn up to address the recommendations of the Information Commissioner's Office following an audit of the Council's arrangements in relation to freedom of information requests

·       That the Committee receive an update on the Customer Care Plan as it develops

·       That Heads of Department need to be encouraged to respond to the annual questionnaire from the Legal Service

·       To request that the Scrutiny Committee receive information about prosecutions relating to pupil absences.