Minutes
Community Planning and Development Scrutiny Committee
Date:
8 April 2015
Time:
4.00 pm
Present:
Councillors D Atwell (Chair), T Suller and T Watkins
In Attendance:
Jonathan Griffiths (Head of Adult & Community Services), Alys Jones (Quality
Assurance Manager, Adult and Community Services), Rebecca Dawkins (Interim
Carers Development Officer), Beverly Owen (Head of Regeneration, Investment
& Housing), Keir Duffin (Community Development Manager), Mike Jones
(Housing Regeneration and Property Manager) and Meryl Lawrence (Overview
and Scrutiny Officer)
Jackie Mills (Newport Carers Forum)
Alison Thomas (Newport Carers Forum)
Apologies:
1
Councillors V Delahaye, A Morris and J Mudd
Declarations of Interest
None.
2
Carers Update
Consideration was given to an update report upon the third Newport Carers Strategy; a
response to the needs expressed by carers and the priorities established by a review of the
previous strategy. It reflects all Carer Legislation including the Social
Care and Wellbeing (Wales) Bill, the aims set out in One Newport’s Single Integrated
Plan and it contains the following vision:
• To improve the lives of carers supporting people who live in Newport
• All carers in Newport achieve their full potential
• All carers in Newport are healthy and thriving
In Newport there are approximately 16,604 people who provide unpaid care; that is 11.4% of
the population (2011 Census). It is estimated that of these 4,510 people provide 50 or more
hours of unpaid care per week (Daffodils projection). The Carers Strategy 2013-2018 has been
developed to help to work towards, identifying, recognising and supporting people in their
caring role and sets out the agenda for progress for improving the experience of Carers in
Newport from 2013 to 2018.
The Chair welcomed Jackie Mills and Alison Thomas as representatives from Newport Carers
Forum to the meeting and encouraged them to contribute the Carers Forum views upon the
report.
The following points from Newport Carers Forum were submitted to the Committee:
-
-
-
-
-
The last 12 months has been a difficult time for carers. There has been significant
changeover in staff supporting carers which has had a detrimental impact.
There has been no capacity to carry out Carers Assessments, leaving these to be
completed by Social Workers. The waiting list did stand at 40 people – currently the
Carers Forum is aware of 15 urgent cases awaiting assessment, but would like to know
the accurate figure of all urgent and non-urgent cases awaiting assessment - we would
expect this to be a high number.
The Carer Community Connectors are just in place, behind schedule, with high
expectations for the impact they will have. However at present it is not clear if continued
funding for this has been confirmed.
The Carers Forum is concerned at the lack of progress that has been made this year,
due to the changes and gaps in staffing and support. The update to the Scrutiny
Committee demonstrates progress, but the Carers Forum has seen little evidence of this
through the year.
Newport Carers Forum have always been involved in the response to the Carers
Measure, and sit on the Programme Board. This is a high level meeting, but no senior
officer attends from NCC. The Carers Development Officer attends, but if they are not
available, NCC is not represented.
The Carers Forum would support more regular updates on the strategy to ensure
progress is made and monitored throughout the year, rather than just at the end of year
point.
The Chair asked Officers to respond to the points raised and in response Officers advised that:

There had been a number of changes to staff in the Authority, with the substantive post
holder on maternity leave, the replacement Officer leaving and then over for a brief
period by secondment, but that the post holder was returning to work the next day. In
Social Care assessment there had been similar difficulties with vacancies, but that two
Officers had been appointed in Community Connector roles, so the figures will improve.
It was confirmed that both appointments had received training in carer assessments
and have backgrounds in social care, but they had commenced late in the day.

Fair funding Care Grant has been continued for a further year, which provides
continuity for the Community Connector posts and the Carer Development post, but
had not yet been confirmed as recurring funding from Welsh Government.

The Quality Assurance Manager is now responsible for managing the Carers
Development Officer and attending meetings where Carers are being discussed. In
addition, it has been requested that rather than Annual reports to Scrutiny, there would
be quarterly reports to Scrutiny and Carers form part of a wider programme.
Newport Carers Forum representatives asked why changes were happening without
consulting with them e.g. friendship groups in Brynglas House one day, then
somewhere else, which is having a huge effect on groups as some people have been
going there for 20 years and haven’t had time to adjust to changes? – The Head of
Service advised that there is a lot of evidence of carers consultation. For those
assessments not assessed in isolation, there’s a parent or relative present. There is
discord, due to the reduction in provision of service but in regular contact with some
disaffected by those services. While some individuals want to go off and do things,
some have got used to spending their time in that centre. Examples were given of
friendship groups maintained in different settings, e.g. Community cafes, or a pub to
try and keep friendship groups together. The service is trying to develop in community
settings, not day care settings, it was recognised that its difficult, but there were some
examples of changes over a period of time and some obstacles where there is an
unwillingness to accept changes. It was stressed that provision is based upon
assessed needs with the duty to deliver as much of the service to those with needs
and that it’s a challenge going through difficult times.
Comments made included:












It was questioned how long was the waiting list for Carers Assessments? – It was
clarified that of those asking for an assessment there are 25 on the waiting list in
progress and 31 completed.
A Carer was waiting for an assessment to complete the form and it was questioned
why the form was sent? – It was clarified that there is an option to compete a form,
but if it was felt an assessment was needed, then it can be provided.
It was questioned when will all assessments be completed? – The Officers had been
in post from late February assessing from March and had completed 20 assessments
between them to date and there were 22 in progress awaiting a time to call. It was
estimated that it would take 4 to 6 weeks to complete, but there would be a rolling
programme of work to be carried out in the wider arena around the duty function in
the Information Station to support carers.
It was questioned whether without continued Carer Grant funding post 2015-16, there
would be any posts to undertake this work? – It was explained that funding has been
continued for 2015-16 and when the terms of the grant are received it may be that
funding is recurring. At present there is a designated social work post for this work, but
the 2016 Social Care & Wellbeing Act will require the duty to assess and provide
services where needed, by then.
It was questioned when the next inspection would take place and any weaknesses that
were foreseen? – Care and Social Services Inspectorate Wales (CSSIW) thematic
inspections will next inspect mental health adult services and will look at carers
assessments when they look at any field service. Some instances reported back that
carers assessment requests were lost where personnel changed. These areas need to
be looked at before the next inspection.
As 2015-16 funding had been secured if was queries why Financial Comments state:
“There is an element of core funding from Newport City Council that is committed as
shown and it is also recognised that due to financial pressures this could change”? – It
was explained that any core funding the Council has will be subject to a review over
the next three years, so it is not possible to say any funding can be safe. It was also
clarified that 99.9% of provision in social services is statutory provision.
Without the help of Carers the Authority would be in difficulties. It was acknowledged
that if Carers decided not to care, the State would be unable to cover all the provision.
It was asked whether the Authority uses private Carers, that had been in the News
recently for being removed from some Local Authority’s lists? – It was explained that
one was a provider local to Powys and one we don’t contract with and also that the
Domiciliary Care Contract will be reviewed towards the end of 2015.
A Member stressed that Mental Health problems need continuity.
The level of involvement by the ABUHB was queried? – It was explained that Carers
Measure Strategy Coordinator had been active, and had concentrated on getting other
Health colleagues on board over the last 12 to 18 months. The next steps are to train
staff together and develop services together. It was clarified that the Health Duty under
the Carers measure is to make sure right advice is given to carers while Local
Authorities have a duty to assess and provide services. A request had been made for a
ABUHB representative to attend the Committee and feedback can be taken back to
them.
It was clarified that there is evidence of a high volume of requests from the Gwent for
assessments but that its sometimes safe to discharge with the support of family, etc.
It was queried how Carers are coping and being supported e.g. if a carers assessment
is carried out on an individual and they need x, y and z, do they get those needs met?
– It was explained that if there’s a need and we provide those services and they can
they be met, otherwise there’s unmet need.


Concern was expressed about the sharp increase in demand for Carers in the future,
how this would be managed and whether it could put extra pressure on carers? - It
was explained that the reality of the population in the future, will require meeting need
to shift away from acute provision in hospital into the community. That would require a
shift in resource from Health based to community provision. There is a great difficulty in
accommodating the demand for carers services, working to a reduced budget but
increasing pressure for these services. Meeting small number of population in need,
versus wider community. Need to continue to push that message forward.
There is much progress, but looking forward to seeing the end result.
Resolutions and Actions
To note the report, provide the Committee’s comments and to receive more regular updates
to the Scrutiny Committee.
3
Communities First
Consideration was given to a report to monitor progress of the delivery of the Communities
First Programme, by the Council as lead delivery body for the programme in Newport for
2013-15.
The Community Development Manager gave a presentation upon the impact and key
outcomes from the Programme to date.
Comments made included:







The presentation upon the outcomes portrays the Communities First work done
positively because there was clear evidence that the programme was working. In
particular the short film demonstrated happy participants, feeling confident to
participate and its success.
The report is excellent and it’s good to see the good work coming out of it, but there
are hard times coming with a five per cent cut in finance, how will we cope with the
demand if finance is cut? – With a 5% cut in backroom costs, as become more
proficient in running the programme less impact. Only funded for 2015-16 and
awaiting the outcome of further funding but hopeful. Shared outcome framework
bringing together Flying Start, Families First and Communities First, there’s an
expectation from WG of further savings from combination. Also could develop more
systems like CEMP database to generate income.
With regard to the Tredegar Park cuts, does Communities First work with social
housing? – Communities First works closely with Newport City Homes and Seren,
with apprenticeships and work base academy. Community benefit links with
Registered Social Landlords in future, can’t do it alone need partners.
What about Councillors putting pressure on WG for funding and stressing excellent
outcomes? – There are difficulties in getting the positive message out there –
Newport is in the top three of the 22 Local Authorities.
There was concern that the poorly performing will get the funds, not the best
performing? - In response, Members were advised that for 2013-14 Lead bodies
were told that unspent funding would be withdrawn, so those funds could be
recouped and redistributed. Having regard to the onus that Welsh Government places
upon Scrutiny, Members proposed that a letter be sent to the Cabinet Member for
Social Care & Wellbeing to put pressure on WG to recoup and redistribute the funds
allocated but not spent.
The report and presentation was very positive and had changed opinion upon
Communities First.
The number of volunteers: 12,000 in 2014-15 is tremendous and reflects the huge
number of people becoming involved in their areas and caring about them.

There is a need to get the message out there to those not involved and put a case
forward for the redistribution of the unspent funds.
Resolutions and Actions
To endorse the progress made in the delivery of the Communities First Programme to date
and to send a letter from the Committee to the Cabinet Member requesting that WG be
encouraged to pursue money allocated but not spent by other Lead delivery bodies within the
time set in conditions attached to the funding and consider redistributing those funds.
4
Disabled Facilities Grants
The Housing, Regeneration and Property Manager presented a report updating the
Committee on the Council’s performance in delivering Mandatory Disabled Facilities Grants
in the last three years and the target of 239 days set for 2015-16, which is the Welsh
average, with an underpinning aim for the service to achieve an actual as close as possible
to 206 days, which would place Newport in the upper quartile.
The success in reducing the PI has been supported with a change in working practices with
Social Services and Housing and a much more joined up process. There is some more work
to do in this area and this already being built into the next two year action plan with the
intention of reducing Occupational Therapy assessment times further, which if on all cases is
able to happen would help reduce the PI considerably. A number of cases were highlighted
to demonstrate where performance can be improved further, which is being built into the next
two year action plan.
There are a number of risks emerging for the DFG service in 2015-16 as a result of the
recommendations arising from the recently published Welsh Government commissioned
“Review of Independent Living – Adaptations” attached to report as Appendix A. In
particular, Recommendation 1 of Review proposes moving towards adoption of universal
provision of adaptations without means testing in the long term. The removal of the test of
resources would be a game changer and a paper on the implications of all the
recommendations will be reported to a future meeting, providing further information on
identified risks and how the service plans to mitigate against these issues.
Comments made included:




How confident can we be of achieving the actual proposed? – Processes have
already been amended e.g. where information is requested to support an application
two letters are sent over two weeks and if the information is not provided, the file can
be closed which removes dead waiting times and can be opened in the future if the
information is provided. Additionally, there is tighter management of contractors and if
they are unable to deliver timely, they will not be given further work.
The failure to maintain staffing levels in the Risk table was questioned? – This
referred to early recruitment of a surveyor to cover maternity leave and receive
training beforehand for continuity of service.
How will the increased workload due to a shift away from provision in hospital into the
community be coped with? - More people will come into the community but many of
them will have private pensions, etc. which places them above the financial threshold
for eligibility for a DFG.
Given the volume of individuals in the community, is this provision is cheaper and
more preferable to staying in hospital? - An element of it going on now. In the past
stair lift grants were provided quite quickly in isolation to get someone out of hospital,
but the likelihood is if an individual need one they probably need other things and so
need an overall assessment.



Are Housing Association responsible for adapting their stock within their own budget?
– Housing Associations should do their own adaptations with their own budget,
however, if refused tenants still have a right to have it done and if the tenant can’t
afford it they have the right to apply to the Council for a DFG.
The timescales for the delivery of equipment was raised? – Requests purely for
equipment are provided within the social services budget, minor adaptations like
handrails take around 10 days. The steer towards reablement and rehabilitation now
means fitting more handrails in rather than stair lifts. Statistics suggest that savings
are substantial for every pound invested.
The processes outlined in the report including changes in working practices should be
continued and progressed and introduced into the future Improvement Plan.
Resolutions and Actions
To note the update provided upon the overview of performance improvement
achieved in the delivery of Mandatory DFGs over the last three years and provide the
Committee’s comments upon suggestions that could be introduced into the future
Improvement Plan.
5
Work Programme
Consideration was given to a report on the proposed work programme for the Committee.
Resolutions and Actions
To endorse the Work Programme and the Agenda content for the next two meetings
and request that arrangements be made for Members of the Committee to visit
Blaen-Y-Pant and Parklands Residential Homes, in advance of the next Committee
meeting to be held on 10 June 2015.
The meeting closed at 6.20pm
Signed
Councillor David Atwell, Chairman
COMMUNITY PLANNING AND DEVELOPMENT SCRUTINY COMMITTEE
ACTION SHEET – 8 APRIL 2015
TOPIC
ACTION
RESPONSIBILITY
OUTCOME
1
Carers Update To note the report, provide the
Committee’s comments and to
receive more regular updates
to the Scrutiny Committee.
Scrutiny
Team/JG/AJ
To be scheduled in
the Work
Programme.
2
Communities
First
To endorse the progress made
in the delivery of the
Communities First Programme
to date and to send a letter
from the Committee to the
Cabinet Member requesting
that WG be encouraged to
pursue money allocated but
not spent by other Lead
delivery bodies within the time
set in conditions attached to
the funding and consider
redistributing those funds.
Scrutiny
Team /BO/KD
Response to be
drafted by Chair and
shared with KD.
3
Disabled
Facilities
Grants
To note the update provided
upon the overview of
performance improvement
achieved in the delivery of
Mandatory DFGs over the last
three years and provide the
Committee’s comments upon
suggestions that could be
introduced into the future
Improvement Plan
Scrutiny
Team/BO/MJ
Achieved –
comments fed back
in the minutes.
4
Work
Programme
To endorse the Work
Programme and the Agenda
content for the next two
meetings and request that
arrangements be made
for Members of the Committee
to visit Blaen Y Pant and
Parklands Residential Homes,
in advance of the next
Committee meeting to be held
on 10 June 2015.
Scrutiny
Team
Work Programme
updated and
potential dates for
visits emailed to
Members.