Policy & Resources
Scrutiny Committee

Task & Finish Review 2013/14

Review of the Council’s Consultation & Engagement Mechanisms

CONTENTS

   

Page

 

Members of the Task & Finish Group

3

1.0

Chair’s Foreword

4

2.0

2.1

2.2

2.3

Introduction

Approach

National Context

Benefits of Good Engagement?

5

5

7

8

3.0

3.1

3.2

3.3

3.4

3.5

3.6

3.7

Key Findings & Improvement Areas

National Survey for Wales (2013)

Corporate Mechanisms

Statutory Consultation

Non-Statutory Consultation

Digital Communication

Communication and Elected Members

Role of Scrutiny

9

9

12

13

15

16

17

22

4.0

4.1

4.2

Conclusions and Recommendations

Conclusion

Recommendations

24

24

24

5.0

5.1

5.2

5.3

5.4

5.5

5.6

5.7

Appendices

Appendix 1 – Corporate Mechanisms: Customer Focus & Policy Officers

Appendix 2 – Statutory Consultation: Departmental Officers

Appendix 3 – Non-Statutory Consultation: Departmental Officers

Appendix 4 – Digital Communication: List of Officers

Appendix 5 – Scrutiny: List of Officers

Appendix 6 – Background Papers

Appendix 7 – Participation Cymru: National Principles of Public Engagement

26

26

26

27

28

28

29

30

MEMBERS OF THE TASK & FINISH GROUP

Cllr. Deryk Cundy
Bynea
Labour

 

Cllr. Glynog Davies (Chair) Cwarter Bach
Plaid Cymru

Cllr. Hazel Evans
Cenarth
Plaid Cymru

 

Cllr. Edward Thomas Llandeilo
Independent

Cllr. Hugh Richards
Felinfoel
Independent

 

Cllr. Jan Williams
Lliedi
Labour

Mae'n bleser mawr gennyf gyflwyno'r adroddiad hwn ar ran y Grŵp Gorchwyl a Gorffen a sefydlwyd yr hydref diwethaf gan y Pwyllgor Craffu Polisi ac Adnoddau. Mae'r broses wedi bod yn fuddiol dros ben, ac rwyf yn hyderus y bydd casgliadau ac argymhellion yr adroddiad yn gyfraniad cadarnhaol at y modd rydym yn ymgynghori phobl Sir Gaerfyrddin ac yn gwrando arnynt.

Yn ystod yr adolygiad gwelsom enghreifftiau rhagorol o arferion da, ac rydym bellach yn deall pwysigrwydd ymgysylltu effeithiol. Rydym fel Pwyllgor yn bendant ein barn fod hyn yn elfen hanfodol o ran gwneud penderfyniadau da. Mae'n rhaid inni beidio ag anghofio ein bod yma i wasanaethu'r cyhoedd, ac er mwyn gwneud hynny bod angen dealltwriaeth drylwyr o anghenion a barn y cyhoedd.

Carwn ddal ar hyn o gyfle i ddiolch i holl aelodau'r Grŵp Gorchwyl a Gorffen am eu hymroddiad a'u cyfraniad adeiladol yn ystod y broses. Gwn fod gennych chi oll ddiddordeb gwirioneddol yn y modd rydym yn ymgysylltu 'r cyhoedd wrth wneud ein gwaith o ddydd i ddydd.

Carwn ddiolch hefyd i'r swyddogion hynny fu'n hael 'u hamser er mwyn cyflwyno tystiolaeth yn ystod ein cyfarfodydd ac er mwyn rhannu arferion da iawn. I gloi carwn ddweud fy mod yn dra diolchgar i'r swyddogion sydd wedi bod mor barod i roi cymorth, cyngor ac arweiniad - mae cydweithio chi wedi bod yn bleser.

   

I am very pleased to present this report on behalf of the Scrutiny Task and Finish Group that was set up by the Policy & Resources Scrutiny committee last autumn. The process has been extremely informative and I am confident that the report findings and recommendations will make a positive contribution to the way in which we consult and listen to the people of Carmarthenshire.

During the course of the review we have seen some excellent examples of good practice and have grown to understand the importance of effective engagement. As a Committee we strongly believe that it is an essential part of making good decisions. We must never forget that we are here to serve the public and to do so we need a thorough understanding of their needs and views.

I would like to take this opportunity to thank all the members of the task and finish group for their commitment and constructive input during the process. I know that you are all genuinely interested in improving the way we engage members of the public in our day to day work.

My thanks also go to the officers who gave up their time to give evidence during our meetings and to share, what is evidently, some excellent practice. Finally I would like to express my gratitude to the officers who have provided support, advice and guidance – it has been a pleasure working with you.

Cynghorydd / Councillor Glynog Davies

Cadeirydd y Grŵp Gorchwyl a Gorffen / Chair of the Task and Finish Group

2.0 INTRODUCTION

2.1 Approach

Councillor

Group

Glynog Davies (Chair)

Plaid Cymru

Deryk Cundy

Labour

Hazel Evans

Plaid Cymru

Hugh Richards

Independent

Edward Thomas

Independent

Jan Williams

Labour

2.2 National Context

2.3 Benefits of Good Engagement

3.0 KEY FINDINGS & IMPROVEMENT AREAS


3.1 National Survey for Wales (2013)

3.1.2 Improvement Areas

3.2 Corporate Mechanisms

3.2.2 Improvement Areas:

3.3.1 Key Findings

3.3.2 Improvement Areas

3.4 Non-Statutory Consultation

3.4.2 Improvement Areas

3.5 Digital Communication

3.5.1 Key Findings

3.5.2 Improvement Areas

3.6 Communication with Elected Members

3.6.1 Approach

3.6.3 Improvement Areas

3.7 Role of Scrutiny

3.7.1 Findings

The Group found that:

3.7.2 Improvement Areas

4.0 CONCLUSIONS & RECOMMENDATIONS

4.1 Conclusion

4.2 Recommendations

5.0 APPENDICES

5.1 Appendix 1 – Corporate Mechanisms: Customer Focus & Policy Officers

5.2 Appendix 2 – Statutory Consultation: Departmental Officers

5.3 Appendix 3 – Non-Statutory Consultation: Departmental Officers

Officer

Designation

Service Area

Tina Brice

Waste Services Manager

Waste Services

Mario Cresci

Head of Street-Scene Services

Street-Scene

Jackie Edwards

Principal Business & Development Officer

Technical Services

Gareth John

Head of Mental Health & Learning Disabilities Services

Mental Health & Learning Disabilities Services

Emma Jones

Web Communications Officer

Corporate Communications

Matt Morden

Lifelong Learning Networks Manager

Community Learning

Sarah Powell

Young People's Participation Officer

Services for Young People

Jon Rees

Carers’ Development Officer

Carers’ Services

Robin Staines

Head of Housing

Housing Services

Wendy Thomas

Planning and Commissioning Manager

Children’s Services

5.4 Appendix 4 – Digital Communication: List of Officers

5.5 Appendix 5 – Scrutiny Support Team: List of officers

5.7 Appendix 7 – Participation Cymru: National Principles of Public Engagement