Overview and Scrutiny

Overview and Scrutiny Annual Report 2023-2024

Scrutiny provides opportunities for members of the public to get involved with the work of the Council.

On this page

Chair's review

Overview and Scrutiny in Pembrokeshire

Schools and Learning Overview and Scrutiny Committee

Corporate Overview and Scrutiny

Services Overview and Scrutiny Committee

Policy and Pre-Decision Overview and Scrutiny Committee

Social Care Overview and Scrutiny Committee 

Training

Public engagement

Getting involved





Chairs' review

Welcome to Pembrokeshire County Council’s Annual Scrutiny Report which highlights the work of our five Overview and Scrutiny Committees during 2023-2024. The Overview and Scrutiny process is an essential part of the Council’s democratic structure and governance framework. It plays a key role in scrutinising the delivery and performance of Council services and holding decision-makers to account through an approach based on positive pressure and constructive challenge. 

Theme-based scrutiny is now weaved through the work programmes of Overview and Scrutiny Committees to support the effective delivery of the Council’s objectives as set out in the Corporate Plan. The Committees recognise the sustained pressures on services and are keen to manage them carefully by designing reviews to support service activity.

This report covers the period April 2023 to April 2024. During this period meetings have been held as hybrid meetings with some being held fully remote which has enabled sustained levels of Member engagement and attendance by experts.   

As Chairs of Overview and Scrutiny Committees we have met informally with our Vice-Chairs, the Chair of the Governance and Audit Committee, the Scrutiny Champion and Democratic Services after each cycle of meetings to reflect and self-evaluate the performance of each Committee and this has been a great support to us in our role as Chairs.

Targeted communications have continued to be undertaken to inform the public of scrutiny topics to improve engagement in recognition of the benefits that wider opinions bring to the table.  Although there has been limited public submissions during the period of the report, there is an improvement on the previous year which is encouraging and we want to continue that improvement going forward. There has also been a significant increase in the number of viewers to webcasts following the sharing of the links to scrutiny meetings and we want to build on that to make scrutiny more visible. 

Action Logs have been introduced during the year to ensure that actions and any referrals requested by Members are undertaken by Officers and an update reported back to the following meeting to give assurance that decisions are being implemented.

We would like to thank elected and co-opted Members for their contributions and commitment in scrutinising the Authority’s performance and policies. We would also like to take the opportunity to thank Democratic Services, Directors, Officers and Cabinet Members for their input and professionalism in supporting the work of each of the Committees.

As Chairs of Overview and Scrutiny Committees we recognise our shared responsibility to work together to strengthen the Council’s governance arrangements through delivering value-added scrutiny.  We hope to continue to demonstrate a shared commitment to focus on the issues which matter most to Pembrokeshire residents.



Overview and Scrutiny in Pembrokeshire

Overview and Scrutiny is a key component of Pembrokeshire County Council’s governance and democratic framework. Its role is to help shape and develop policy, to identify and challenge under-performance, to strengthen decision-making and to hold the Executive to account for the decisions it takes.  It is common to think of Scrutiny as a ‘critical friend’, and through constructive challenge and support it seeks to provide assurance to people for the actions and decisions the Council takes.  

Overview and Scrutiny is a legislative requirement under the Local Government Act 2000 which introduced major changes to the way in which Councils make decisions. The Act enabled Councils to introduce new political structures, including one involving a Leader and Cabinet model (the Executive) and Overview and Scrutiny Committees.  

The Executive is responsible for taking key decisions about services in accordance with the policies adopted by the Council. Overview and Scrutiny Committees monitor performance, contribute to policy development and review and investigate matters which affect the County and its residents.  Another function of Overview and Scrutiny Committees is to balance the Executive's powers, if necessary, by holding the Executive to account by examining and questioning their decisions. In simple terms, the function of Scrutiny allows non-Executive Members to influence how decision-makers can work more effectively for the people they serve.  

Overview and Scrutiny Committees are responsible for developing their own work programmes and are encouraged to adopt an outcome-focussed, risk-based prioritised approach to the topics it decides to scrutinise. It is important to note that an Overview and Scrutiny Committee cannot make decisions; it can only make recommendations. It is for the Executive to determine whether to accept or not recommendations made by a Committee.

This annual report provides an overview of the work of each of the five Committees over the past 12 months and highlights some of the good practice and positive outcomes which have been achieved, as well as noting some of the challenges the Committees face. 



Schools and Learning Overview and Scrutiny Committee

Role and remit

The role of the Schools and Learning Overview and Scrutiny Committee is to review and scrutinise services delivered to improve outcomes for children and young people, youth support and other community based services including Adult Learning, and to support the raising of educational standards and outcomes for learners.  

 The remit and scope of the Committee includes the following:

• Educational outcomes for all ages, particularly at Key Stage 4
• School categorisation
• School support through Regional Working
• Individual Schools (through a Schools Scrutiny Panel)
• Inclusion Services
• Youth support and other community based services
• Post-16 learning, skills and training
• Music Service
• Sports Development
• Children’s voice and participation
• Financial arrangements in relation to schools and learning
• Safeguarding in Education

 

Membership and Attendance

The Committee has 13 Members and 4 statutory co-optees. As at March 2024, the Membership was as follows:

 

• Cllr Huw Murphy, Chair (Independent)
• Cllr Sam Skyrme-Blackhall, Vice-Chair (Not affiliated to any group)
• Cllr Maureen Bowen (Labour)
• Cllr Alistair Cameron (Welsh Liberal Democrats)
• Cllr David Howlett (Welsh Conservatives)
• Cllr Rhys Jordan (Welsh Conservatives)
• Cllr Mel Phillips (Independent)
• Cllr Bethan Price (Not affiliated to any group)
• Cllr Michael Stoddart (Not affiliated to any group)
• Cllr Viv Stoddart (Not affiliated to any group)
• Cllr Marc Tierney (Labour)
• Cllr Anji Tinley (Independent)
• Cllr Iwan Ward (Independent)
• Cllr Michele Wiggins (Not affiliated to any group) – Reserve Member
• Cllr Jacob Williams (Not affiliated to any group) – Reserve Member

 

Co-optees:

• Rev. John Cecil (Church in Wales representative)
• Mrs Alison Kavanagh (Parent Governor Representative)
• Mr James Parkin (Parent Governor Representative)

Mr Parkin was appointed in March 2024 replacing Mr Tom Moses, whose term of office expired in August 2023.  The other Church Representative vacancy has been a long standing one.

Member attendance at Meetings of this Committee was 96% (previous year 91%). 

 

Work of the Committee in 2023 - 24

The Committee has scrutinised a broad and diverse range of topics related to schools during 2023-24. During this period, the Committee conducted its annual reviews in relation to the Effectiveness of the Memorandum of Understanding for delivery of Post-16 Education in Pembrokeshire, the Section 175 Safeguarding Audit and the Safeguarding Action Plan. 

Following a work programme planning session, the Committee focused more on different aspects that affected schools. In the last year, unique/one-off topics that the Committee looked at included swimming programmes for schools, school attendance, school placement data and the impacts that vacant places in schools had, catering arrangement, counselling in schools, the impact that staff absences had on schools, school governors, Partneriaeth, Estyn inspection outcomes, Trauma Schools, school curriculum, and the pupil development grant. The Committee also continued to monitor the progress of the redevelopment of Manorbier School and the wellbeing of its pupils and staff.

Throughout the year, the Committee scrutinised the following:

 

April 2023

• Manorbier School Update
• School Attendance Data
• Adult and Community Learning and Youth Service Provision
• Scrutiny of external education providers
• Curriculum Update including Learning within the Outdoor Provision Audit
• Schools Scrutiny Panel Monitoring Report - Ysgol Y Preseli

June 2023

• Memorandum of Understanding for the delivery of Post-16 Education in Pembrokeshire
• Partneriaeth Update
• Directorate Plan Update
• Schools Scrutiny Panel Reports - (Greenhill School & Goodwick School)

September 2023

• School Governors Survey 2023
• Schools Swimming Programme
• Section 175 Safeguarding Audit
• Education Quarterly Evaluation

November 2023

• Planning School Places
• Section 175 Safeguarding Action Plan
• School Attendance Data
• Manorbier Primary School
• Partneriaeth Membership
• County Council Budget Monitoring report Quarter 2 2023-24

February 2024

• Committee Referral – Ysgol Harri Tudur Financial Review
• School Scrutiny Panel Visit - Ysgol Penrhyn Dewi
• School Scrutiny Panel Visit - Ysgol Caer Elen
• School Staff Absence and Supply Teacher Arrangements
• Estyn School Inspection Reports
• Trauma Informed Schools Outcomes
• Proposed Holiday Term Changes by Welsh Government
• Revised Memorandum of Understanding for the delivery of Post-16 Education in Pembrokeshire

March 2024

• Petition relating to Newport Youth Club
• Curriculum Update
• Cost of Spare / Surplus School Places
• Exam Results for 2022-2023
• Pupil Development Grant
• Catering Arrangements and the Implementation of Universal Free Primary School Meals
• Counselling Service and the Schools in-Reach Service in Schools
• Manorbier Primary School

 

What difference did the Committee make?

Following Welsh Government’s proposal to change the term times, the Committee listened to the new proposals and had a feedback/evidence gathering session with the members, a parent governor, head teachers and officers in February 2024. After hearing the different views, the Committee as a collective shared their views as part of the consultation from Welsh Government. They were also given the opportunity to provide their views on an individual basis.

Following the change to the Council’s Petition Scheme, the Committee received a petition on Newport Youth Club in March 2024. It was the first Committee to receive a petition following the change and it enabled members of the public to speak and give their views on a topic that was very important to them. They could also get answers to their concerns first-hand. The Committee also provided support by asking questions of officers on youth clubs that would be of interest to the public.  The Committee was advised that the Youth Club was not due for closure and asked for a breakdown of costs of all Youth Clubs which was provided.

Regular scrutiny of the Education Improvement Priorities, Directorate Plan, and Memorandum of Understanding for the delivery of Post-16 Education in Pembrokeshire was undertaken to ensure their progression. All individual items debated by the Committee received effective scrutiny and all Committee Members were able to ask questions and share their views. Due to the varied amount of items debated last year, the Committee was able to expand their area of discussion and influence. The Committee has the option to debate these topics again this year. 

Six school visits were carried out by the Schools Scrutiny Panel from May 2023 to April 2024. They looked at a variety of schools including primary, secondary and all-age schools. Pembrokeshire County Council was unique compared to other Welsh authorities with their school visits as they invited the head teachers, and governors when available, to the meeting where the visit report was presented. This approach was praised by Estyn.

The schools visited were Greenhill School, Goodwick School, Ysgol Penrhyn Dewi, Ysgol Caer Elen, Ysgol Harri Tudur/Henry Tudor School and Portfield School.

 

• Greenhill had a positive ALN transformation that was operated through targeted group support which encouraged independence of learners but it had limited resources for the school body.
• Goodwick created a strong community and pupils were well supported academically and with their wellbeing but they struggled with staff retention and fulfilling the needs of all the pupils.
• Penrhyn Dewi had a unique mobile phone policy which was shown to improve student behaviour and academic attitudes at the school; this policy will be looked at being rolled out to all Pembrokeshire schools. However, they struggled with staff retention.
• Caer Elen had very high education attainment, and was very successful in expanding Welsh language provision in Pembrokeshire. The demand of Welsh medium schools in Pembrokeshire led to them having a long waiting list and needing to cater to a variety of student needs.
• Harri Tudur provided an extensive variety of GCSE and A Level options for their student body and strong support for its ALN students. However, while working to accommodate its student body, the school has had financial difficulties.
• Portfield School is Pembrokeshire’s only specialist school which puts a demand on the services they provide. The school itself provided a variety of care and therapy in order to support all their students and their needs. 

 

Future challenges

All schools visited by the Panel expressed a difficulty with hiring and retaining staff which led to high costs with hiring supply teachers and shortage of teachers in schools. This will be a topic that the Committee will monitor with the support of the Council’s HR Team.

Due to rising costs in construction, schools that needed rebuilding or repair works had to wait due to the Council’s finances. Some construction schemes would also need to be delayed due to the approval process of extra funds. The Committee was aware of the positive impacts that the school construction projects had for the schools.

Through work programming and oversight of educational outcomes and other relevant data, the Committee will continue to provide assurance that there is appropriate Member oversight and challenge of school performance, educational standards and outcomes for all learners and that appropriate support is being provided to Pembrokeshire Schools by Partneriaeth (Regional body for Education improvement services).

Following Manorbier Primary School suffering a major fire in October 2022, the Committee will continue to receive updates regarding the ongoing matter to ensure that all is being done to enable to school to fully. 

Continual consideration of the Committee’s work programme will give assurance of dedicated and effective scrutiny for the year ahead, but to ensure scrutiny is meaningful and manageable, it is important that the Committee organises its work programme to avoid taking on too many items at meetings.

Numerous issues identified by the Committee were areas that the Council had a limited impact on. These were particularly noted on visits undertaken by the School Scrutiny Panel i.e. small free school meal portions and ALN funding not being enough for schools to cater for their ALN students. The Committee will carry out any actions that could be done with this.



Corporate Overview and Scrutiny

Role and remit

 The role of the Corporate Overview and Scrutiny Committee is to review and scrutinise corporate functions and support services and its scope includes oversight of the overall strategic direction, policies, plans and priorities of the Cabinet and Council (post decision) and to monitor the implementation of these as appropriate.

 The Committee’s scope also includes scrutiny of corporate support services through a risk-based approach utilising relevant management information such as Service Transformation Plans, performance measures, business risk and external inspection / regulatory reports.  The remit of the Committee specifically covers the following:

Corporate functions:

• Office of the Leader
• Cabinet Member annual reports
• Chief Executive
• Budget monitoring
• Corporate performance monitoring
• Corporate planning
• Audit Wales corporate reports
• Corporate safeguarding 
• Welsh Language
• Risk Management
• Whistleblowing
• Transformation Programme management
• City Deal Programme management

Corporate services:

• Law and Governance
• Electoral Services 
• Human Resources
• Customer Services
• Audit, Risk and Information
• Information Technology
• Corporate Communications, Press, PR and Marketing
• Financial Services (Including Revenues & Benefits and Procurement)
• Corporate Policy and Partnership 

 

Membership and Attendance

Membership of the Corporate Overview and Scrutiny Committee as at March 2024 was as follows:

• Cllr Michael John, Chair (Independent)
• Cllr Michael Stoddart, Vice Chair (Not affiliated to any group)
• Cllr Steve Alderman (Not affiliated to any group)
• Cllr Aaron Carey (Welsh Conservatives)
• Cllr Alan Dennison (Independent)
• Cllr Jonathan Grimes (Welsh Conservatives)
• Cllr Simon Hancock (Labour)
• Cllr Mike James (Independent)
• Cllr Huw Murphy (Independent)
• Cllr Bethan Price (Not affiliated to any group)
• Cllr Thomas Tudor (Labour)
• Cllr Jacob Williams (Not affiliated to any group)
• Cllr Michael Williams (Plaid Cymru)

Member attendance at Meetings of this Committee was 81% (previous year 93.4%). 

 

Work of the Committee in 2023-24

The Corporate Overview and Scrutiny Committee’s work programme is largely driven by the corporate and financial planning timetable, the review of budget and performance outcomes, and the development of the Council’s strategic objectives and priorities as set out in the Corporate Plan.  The Committee has a role in supporting the creation and delivery of the Authority’s well-being objectives which summarise the priorities for the organisation derived from the Programme for Administration and the Corporate Strategy.

The Committee also has a key role in maintaining oversight of corporate safeguarding matters and Welsh Language Standards.

The Committee has oversight of a number of strategic partnerships which include the Swansea Bay City Deal and South West Wales Corporate Joint Committee; and the work of the Public Services Board (PSB) and Community Safety Partnership (CSP) through a standing Partnerships Panel comprising of the Chairs and Vice-Chairs of all five Overview and Scrutiny Committees.

The Partnerships Panel has considered the new ways of working with Dyfed Powys Police; Poverty in Pembrokeshire; the work of the Public Services Board; and considered its arrangements and effectiveness in undertaking its core functions.

In general, the Committee focuses on the corporate policies and financial management of the Authority and therefore the Committee’s work is heavily weighted towards reviewing past financial performance and scrutinising developing proposals around key strategic corporate planning arrangements.  In doing so, the Committee provides assurance that the Council continues to deliver value for money for Pembrokeshire residents within budget, and that it meets its core statutory corporate responsibilities.

Throughout the year, the Committee scrutinised the following:

June 2023

• Notice of Motion relating to Costs Analysis of Climate Emergency
• Treasury Management Governance Arrangements
• Performance Measurement Quarterly Monitoring
• Improvement and Transformation Programme Board
• Welsh Language Standards Annual Report

September 2023

• HR Services
• Consultation Stage: Draft Annual Self-assessment 2022-23
• County Council Budget Outturn Monitoring Report 2022-23
• County Council Budget Quarter 1 Monitoring Report 2023-24
• Partnerships Panel Update

November 2023 

• County Council Budget Monitoring Report Quarter 2 2023-24
• Methodology to Assess the Longer Term Affordability and Sustainability of the Capital Programme
• Electoral Services
• Strategic Partnerships - Swansea Bay City Region Joint Committee and South West Wales Corporate Joint Committee

January 2024

•  Performance Measurement Quarterly Monitoring
• Outline Draft County Council Budget 2024-25 and Outline Draft Medium Term Financial Plan (MTFP) 2024-25 to 2027-28 and Provisional Local Government Settlement for 2024-25
• Corporate Safeguarding Board Annual Report 2022-3
• Call-in of Cabinet Member Decision on Procurement of Hybrid Mail Solution for Bulk Printing and Mailing

March 2024

• Notice of Motion relating to Anti-Racist Pembrokeshire County Council Action Plan
• Overview of Well-being Objectives
• Members' Rights to Information
• Swansea Bay City Deal Deed of Variation

 

What difference did the Committee make? 

The Committee continued to scrutinise individual corporate service areas, and this year had detailed reports from the HR and Electoral Services.

Through this Members were able to have an insight from the recently appointed Head of HR on her vision for the Authority, and actions to address previously raised concerns over development and retention of staff.

Although coming to the fore at times of elections, the extraordinary amount of work undertaken by the Elections Team was explained to Members and provided oversight of how the service prepared and ensured elections run smoothly.

The Committee had oversight of the Minutes of meetings of the West Wales Corporate Joint Committee and Swansea Bay City Region, questioning the quorum of those bodies to ensure Pembrokeshire was being represented appropriately and that it had equal consideration to local projects.

The Committee also scrutinised the work of the Public Services Board and its partners through the Partnership Panel, ensuring democratic oversight.

The Committee gave consideration to the costs analysis of the climate emergency and provided direction on future challenges facing the Authority.

On considering a call-in request on a decision made under the Cabinet scheme of delegation, the Committee scrutinised the Cabinet Member and Head of Service over the procurement of hybrid mail. The extraordinary meeting gave an opportunity for Members to challenge and question the decision, ensuring that democratic oversight was present in the decision-making process. The initial decision was upheld by the Committee.

The Committee had timely input into the development of the Council’s Well-being Objectives under the Well-being of Future Generations (Wales) Act 2015, ensuring Members’ views were part of the final report.

Following concerns raised by Members over information being withheld, the Committee asked for a report from the Head of Law and Governance to provide clarification for future access and responsibilities around confidential information.

As part of the regular review and scrutiny of the Medium-Term Financial Plan, the Committee considered the capital programme and value of proposed schemes. Focus was given to the impact on the Revenue Budget on borrowing for capital schemes.

 

Future challenges  

The greatest challenge is the continued financial pressures faced by the Authority, which is becoming much greater year-on-year and will provide a significant challenge over the Medium-Term Financial Plan (MTFP). The late change to the 2024-25 budget has led to increased pressure to meet further efficiencies, and the Committee’s focus over the next 12 months will be to monitor the quarterly budget monitoring reports for progress, or slippage on capital projects. Any concerns will be highlighted as necessary to ensure the sustainability of the MTFP.  

Concerns have been raised by Members of the Committee over the delivery of broadband in rural areas and its impact on the rural economy. As part of the forward work programme, the Committee has asked for a report on this and will make any recommendations following investigations.

The Committee has requested, and will be considering, a report from the Council’s Financial Services including Revenues and Benefits along with Procurement.

Standing items that come before the Committee for any input or concerns to ensure they are current and relative, include the Corporate Safeguarding Board Annual Report, Welsh Language Standards Annual Report and the Annual Corporate Self-Assessment.

It is vital that performance data continues to be regularly scrutinised to ensure that issues requiring intervention around performance of key areas are identified and dealt with in a timely manner.

The Committee will continue with information sessions to review and adapt the forward work programme to ensure it is current and captures any areas of concern promptly.



Services Overview and Scrutiny Committee

Role and remit

The Services Overview and Scrutiny Committee reviews services delivered by the Council to its customers. To determine its priorities the Committee assesses the quality and performance of Council services using a range of management information including Service Transformation Plans, performance measures, business risk and external inspection / regulatory reports.  

Specifically, the remit and scope of the Committee covers the following Council services (and divisions within them):

• Infrastructure
• Environment and Civil Contingencies
• Housing
• Building Maintenance
• Planning 
• Property
• Public Protection
• Economic Development and Regeneration 
• Cultural Services
• Leisure Services

 

Membership and Attendance

The membership of the Services Overview and Scrutiny Committee as at March 2024 was as follows:

• Cllr Mark Carter, Chair (Welsh Conservatives)
• Cllr Rhys Jordan Vice Chair (Welsh Conservatives)
• Cllr Steve Alderman (Not affiliated to any group)
• Cllr Di Clements (Welsh Conservatives)
• Cllr Terry Davies  (Independent)
• Cllr Tim Evans (Not affiliated to any group)
• Cllr Brian Hall (Independent)
• Cllr Shon Rees (Independent)
• Cllr Viv Stoddart (Not affiliated to any group)
• Cllr Vanessa Thomas (Independent)
• Cllr Thomas Tudor (Labour)
• Cllr Tony Wilcox (Labour)
• Cllr Chris Williams (Not affiliated to any group)
• Cllr Mike Stoddart (Not affiliated to any group) – Reserve Member
• Cllr Jacob Williams (Not affiliated to any group) – Reserve Member

 Member attendance at Meetings of this Committee was 92% (previous year 94%). Details of webcast views can be found on page 37.

 

Work of the Committee in 2023-24

During 2023-24, the Committee Members have continued to scrutinise the functions of the Council ensuring an increased understanding of the issues faced by residents.  They have undertaken three site visits including the Haverfordwest Airport, Havens Head and Lower Priory Flooding site and the Withyhedge Landfill Site to ensure they are making fully informed decisions when scrutinising operations. 

June 2023

• Service Performance Data
• Housing, Building Maintenance Service Update
• Nutrient Neutrality (Phosphates) within Pembrokeshire County Council
• Property Service
• Strategic Asset Management Group (SAMG)

September 2023

• Incidents of Vandalism on the Authority's properties
• Environmental Crime - Enforcement Team Update
• Committee Referral

November 2023

• Visit Pembrokeshire - Annual Update Report
• Haverfordwest Airport
• Update on the percentage of staff now working out of County Hall
• Regeneration Programme
• Review of Cabinet Decision on Proposed fee for Collection of real Christmas Trees

January 2024

• Leisure and Library Services
• Havens Head and Lower Priory Flooding
• Delivery of the Planning Service
• Incidents of Vandalism on the Authority's properties
• Property Service

March 2024

• Review of Cabinet Decision on Haverfordwest footbridge and Western Quayside Phase 2 Tender Award
• Havens Head and Lower Priory Flooding
• Haverfordwest Airport
• Pembrokeshire Nature Partnership
• Withyhedge Landfill Site

 

What difference did the Committee make?

The Decision of Cabinet in relation to the proposed fee for collection of real Christmas Trees was called in by seven Members of the Independent Political Group due to concerns of fly-tipping with a cost of living increase.  During the Extraordinary meeting, Members received presentations from the Cabinet Member and Officer and, following much deliberation and assurance, the decision of Cabinet was upheld.

The Haverfordwest footbridge and Western Quayside Phase 2 Tender Award Decision by Cabinet was called in by 11 Members of the Welsh Conservative Group and six Members of the Independent Group over concerns of the very short amount of time taken to debate the issue and the price increase.  Members resolved to refer the decision back to Cabinet for further clarification on the quotes and the financial implications.

An Extraordinary meeting of the Committee was called following a Call-In of the Decision of Cabinet regarding the Haverfordwest Transport Interchange – Tender Award of the Stage 2 contract for construction services.  This was called-in by eleven Members of the Welsh Conservative Group and one unaffiliated Member due to the increased costs of the project.  Members resolved to uphold the decision of Cabinet following deliberations and the assurances given.

The Committee received seven items of correspondence representations from a resident’s petition regarding the Withyhedge Landfill site due to the residents undergoing eight months of intolerable odour from the site.  The Committee undertook a site visit and received presentations from the operators and regulators of the site to fully understand and appreciate the issues. The Committee resolved to ensure close working arrangements with the operator and regulators and for an update to be presented at the next Council meeting and Committee meeting.

The Committee has continued to have oversight of the flooding at Havens Head and Lower Priory undertaking a site visit accompanied with Officers and representatives of Milford Haven Port Authority and speaking with residents; and have continued to ensure receipt of regular updates.

When concerns were raised on the future of Haverfordwest Airport, a site visit was undertaken to fully appreciate the operation and scope of the site.  The decisions were then presented and fully scrutinised by Officers with representations from users of the site and available options returning to the Committee in March 2024.

The Committee has remained committed to oversight and scrutiny of the services of the Authority. 

Through its work programming and oversight of service performance information the Committee will continue to provide assurance that there is appropriate Member oversight and challenge of service performance and delivery.

 

Future challenges

In the year ahead the Committee will continue to use relevant service performance information to determine its work programme, again with a particular focus on services that are seen to be underperforming.  

One of the main challenges that has continued to face the Committee is public engagement which has been actively encouraged through the Chair, Vice-Chair, Committee Members and a targeted approach via Social Media. 

Increased posting of the upcoming meetings has been undertaken and, following the submission of seven items of correspondence and public representatives at the meeting regarding the Withyhedge Landfill site, the Committee is keen to continue the momentum. 

Regular updates on the work of various projects and services from across the Authority are planned for the coming year from both internal and externally supported projects including Visit Pembrokeshire and the Pembrokeshire Nature Partnership to support the continuation of the excellent work undertaken by the Authority.

The challenge to engage with residents and to keep meetings purposeful continues with our Forward Work Programme.



Policy and Pre-Decision Overview and Scrutiny Committee

Role and remit

The role of the Policy and Pre-decision Overview and Scrutiny Committee is to undertake pre-decision scrutiny of policies, plans and strategies in order to contribute to the quality and robustness of Cabinet decision-making.   The remit and scope of the Committee includes:

• Cabinet’s forward work programme
• Proposals for services changes, transformation and / or efficiencies
• Integrated Impact Assessments
• Strategies and plans, as appropriate
• Annual budget proposals

 

Membership and Attendance

Membership of the Policy and Pre-decision Overview and Scrutiny Committee as of March 2024 was as follows:

• Cllr Joshua Beynon, Chair (Labour)
• Cllr Aled Thomas, Vice Chair (Welsh Conservatives)
• Cllr Maureen Bowen (Labour)
• Cllr Pat Davies (Not affiliated to any group)
• Cllr Alan Dennison (Independent)
• Cllr Mike James (Independent)
• Cllr Huw Murphy (Independent)
• Cllr Jordan Ryan (Labour)
• Cllr Bethan Price (Not affiliated to any group)
• Cllr Viv Stoddart (Not affiliated to any group)
• Cllr Michele Wiggins (Not affiliated to any group)
• Cllr Michael Williams (Plaid Cymru)
• Cllr Steve Yelland (Welsh Conservatives)
• Cllr Jacob Williams (Not affiliated to any group) – Reserve Member
• Cllr Michael Stoddart (Not affiliated to any group) – Reserve Member

Member attendance at Meetings of this Committee was 86% (previous year 82%).  

 

Work of the Committee in 2023-2024

The Committee’s work programme has covered a broad range of important topics over the past year. It has included one off policy topics and areas, which the Committee are continuing to scrutinise and review. Such topic areas that the Committee looked at this year included the Local Toilet Strategy, Poverty Strategy, Rights of Way Improvement Plan, Transport Plan Work Streams, Council Tax Premiums, Housing Strategy, Participation Strategy, Bus Services, Asset Management, Council House Rent Setting Policy, Draft Council Budget 2024-2025, Future Workforce Plan, Pay Policy Statement 2024-25, Complaints Policy, ‘Pembs Stop’, Choice Homes Allocations Policy and updates on the Committees working groups.

The Committee has appointed a standing Finance Panel which as of March 2024, the Membership of the Panel was:

• Councillor Joshua Beynon (Chair)
• Councillor Aled Thomas (Vice-Chair)
• Councillor Mike James
• Councillor Jordan Ryan
• Councillor Michael Williams
• Councillor Alan Dennison (Reserve)
• Councillor Huw Murphy (Reserve)

This was to ensure ongoing non-Executive Member engagement and involvement in the development of the Council’s budget, thereby enabling the Committee to effectively deliver on its remit to scrutinise Council budget proposals.

When the Cabinet is faced with increasingly challenging decisions about how and where to allocate resources and what the future shape of Council services should look like, the Policy & Pre-decision Overview and Scrutiny Committee will continue to provide non-Executive Members with a vehicle through which they can have a voice and represent the views and concerns of residents in order to inform and shape the decision-making process.

Throughout the year, the Committee scrutinised the following:

May 2023

• Local Toilet Strategy

June 2023

• Digital Connectivity (Broadband)
• Notice of Motion relating to Reinstatement of County Farms Working Group
• Poverty Strategy - Working Group Update Report
• Consideration of a Local Choice Function: Self-Assessment and Panel Performance Assessment

September 2023

• Work streams Feeding into the Transport Plan
• Review of Council Tax premiums

October 2023

• Housing Strategy (draft)
• Review of Council Tax Premiums

November 2023

• Public Bus Services: Funding & Prioritisation
• Asset Management - State of the Estate Report
• Local Toilet Strategy
• Council Housing Rent Setting Policy
• Local Government and Elections Wales Act 2021 - Participation Strategy (Update)

January 2024

• Outline Draft County Council Budget 2024-25 and Outline Draft Medium Term Financial Plan (MTFP) 2024-25 to 2027-28 a  Provisional Local Government Settlement for 2024-25
• Poverty Strategy
• Strategic Equality Plan 2024-28
• Future Workforce Plan
• Pay Policy Statement 2024 – 2025
• Disposal of County Farm Land

March 2024

• Rights of Way Improvement Plan
• Compliments, Concerns and Complaints Policy
• Operational policy approach for responding to requests for flag flying and lighting up at County Hall
• Finance Panel Update

 

What difference did the Committee make?

The Committee’s primary functions are to provide effective non-Executive Member engagement in the development of major proposals prior to Cabinet decision through focussed and appropriate constructive challenge, and in the development and review of Council policy and strategy. Through using its positive pressure and influence, the Committee contributes to a stronger and more robust decision-making and policy framework, which fully represents the needs and concerns of Pembrokeshire’s residents.

While much of the Committee’s work takes place in the formal public meeting setting some of its most effective work occurs as a result of establishing working groups which act on behalf of the full Committee. These working groups enable Members to properly explore and understand the rationale and drivers for potentially significant service or policy changes in the kind of detail that is not possible in a one-off Committee meeting.  Through the process of utilising working groups the full Committee is able to make clear, evidence-based recommendations. 

One of the Committee’s working groups is the Finance Panel who meet every three months. In the 2023-24 year, the group met on three occasions and is supported in its work by the Cabinet Member for Corporate Finance, the Finance Team and other officers as appropriate. The Panel has been able to delve into the issues and provided valuable feedback to Officers and the Committee. Some key areas identified going forward are the Medium Term Financial Plan, School Budgets and scrutinising the proposed MIM (mutual investment model). In the future they will look at topics like translation costs for the Council.

Following the reinstatement of the County Farms Working Group in March 2023, it has met on four separate occasions with an ongoing plan to meet every other month.  Topics they have looked at included reviewing the recommendations from the Cabinet report from 2020, monitoring the county farm estate, and meeting with the NFU and FUW to get their views on current farming policies. In the future, the group intends to carry out visits to farms as well as look at other topics like how carbon zero goals would impact farms.

The Committee considered in detail three important Housing Policies, which were the Housing Strategy, Council Housing Rent Setting Policy, and the Choice Homes Allocation Policy.  In relation to the Council Housing Rent Setting Policy, the Committee proposed their preferential option to Cabinet for it to be implemented.  The Committee held two extraordinary meetings for the other housing items; in these cases, the Committee voted for their implementation to proceed via Cabinet.

Another topic frequently monitored by the group was the Local Toilet Strategy following a call-in to the Committee. The Committee called for Cabinet to postpone the proposed closure of 32 toilets until 31 March 2024 until full costs were further examined and to allow external agencies to liaise with the Council for the transfer of public toilets deemed suitable, to be taken on by another organisation. At their November 2023 meeting, the Committee received an update on the strategy, including how the Council was working with the town and community councils following the call-in.

Following its approval at Cabinet in February 2024, the Committee requested that the ‘Pembs Stop’ trial be presented to the Committee for them to scrutinise. After a debate and hearing evidence from Visit Pembrokeshire and CAMPRA, the Committee voted to send the item back to Cabinet with the recommendation that the ‘Pembs Stop’ trial be scrapped due to the concerns it would have on local businesses, towns, parking in general and the environment.

To ensure oversight of the development of a Poverty Strategy in Pembrokeshire, the Committee has considered this matter on two occasions over the last year and it is due to come back later in the year. The Committee has looked at the work of the Poverty Working Group, which is a sub-group of the Public Services Board and is a ‘whole county’ approach. The Committee has scrutinised the steps the group has made towards the development of an initial strategy for poverty, with information about strategies developed in other areas, research both from a national and a local perspective contributing to discussion. The Committee will continue to look at this matter to try and drive this work forward and will have ongoing oversight by Members. Spreading awareness and resolving the root cause of poverty have been the biggest goals for the Committee.

 

Future challenges

Given its pre-decision function, the Committee’s work programme needs to be fully aligned with that of Cabinet’s so that sufficient time is built into the decision-making process to allow the Committee to undertake its work in a timely, informed way. There have been occasions when items that should have been presented to the Committee were not and went straight to Cabinet.

Public engagement remains an area for improvement as this provides a means to ensure that the scrutiny process provides a more rounded view of what matters most to people. 

The positive relationships which have formed between Executive and non-Executive Members through scrutiny is a positive sign of improving governance arrangements in the Council and a recognition that working together ensures better decisions and in turn that effective, efficient services are provided for the people of Pembrokeshire. 

Due to the workload of officers and the meeting requirements external to the Committee, the Committee has held three extraordinary meetings within six months; this is excluding the call-in meeting. The heavy workloads on officers has been a concern raised by the Committee.  

The Committee will be looking at Alternative Housing Methods which has been referred from the Services Overview and Scrutiny Committee; Introduction of Overnight Stops for Motorhomes/Camper Vans in Off Street Parking Places (Car Parks) 'Pembs Stop' Trial Scheme and the Choice Homes Allocations Policy review.  The Committee will also look at an Operational policy approach for responding to requests for flag flying and lighting up at County Hall.

 



Social Care Overview and Scrutiny

Role and remit

The Social Care Overview and Scrutiny Committee is focused on the care, support and well-being needs of children and adults. Its purpose is to scrutinise the quality and performance of all Social Care related services delivered by the Council, through the development of a risk-based approach utilising relevant management information such as:

• service improvement plans
• financial information
• performance measures
• business risk
• self-assessment
• customer feedback / surveys
• external inspection / regulatory reports

The Committee’s remit and scope provides for a specific focus on the following services, functions and partnership arrangements:

• Adult Care
• Children’s Services
• Strategic Joint Commissioning
• Carers
• Integrated services and well-being
• Domiciliary care
• Work with third sector
• Compliance with the Social Services and Well-being Act
• West Wales Care Partnership
• Regional Safeguarding 
• Regional Fostering 
• Regional Adoption

 

Membership and Attendance

Membership of the Social Care Overview and Scrutiny Committee as at March 2024 was as follows:

• Cllr David Bryan, Chair (Welsh Conservatives)
• Cllr Steve Alderman, Vice-Chair (Not affiliated to any group)
• Cllr Maureen Bowen (Labour)
• Cllr Alistair Cameron (Welsh Liberal Democrats)
• Cllr Nicola Gwynn (Labour)
• Cllr Delme Harries (Independent)
• Cllr Mike James (Independent)
• Cllr Mel Phillips (Independent)
• Cllr Sam Skyrme-Blackhall (Not affiliated to any group)
• Cllr Anji Tinley (Independent)
• Cllr Michele Wiggins (Not affiliated to any group)
• Cllr Danny Young (Welsh Conservatives)
• Cllr Jacob Williams (Not affiliated to any group) – Reserve Member

Member attendance at Meetings of this Committee was 84% (previous year 90%). 

 

Work of the Committee in 2023-24

The Social Care Overview and Scrutiny Committee’s work programme is largely driven by the requirement to scrutinise a diverse range of services relating to the care, support and well-being needs of children and adults. 

The Committee has maintained a strong focus on scrutinising the Director of Social Services’ Annual Report and Directorate performance reports to ensure services are being delivered to key areas.  Some Members of the Committee were involved in the interview and recruitment of a new Head of Adult Services. 

Throughout the year, the Committee scrutinised the following:

June 2023

• Working with the 3rd Sector
• Shared Lives Initiative
• West Wales Regional Partnership Board

September 2023

• Collaboration between PCC and Hywel Dda Health Board
• Citizens Advice Bureau
• Update from the West Wales Regional Partnership Board
• Safeguarding

November 2023

• LLAIS - formerly known as Pembrokeshire Community Health Council (CHC)
• Director of Social Care Directors Report
• Care Farm Visits

January 2024

• Out of County placements - Referral from Corporate Overview and Scrutiny Committee 
• Social Care Working Group update
• Children's Services - Presentation

April 2024

• Advocacy - Update of the Regional Advocacy Action Plan
• Carers - Update on the work to support unpaid carers in Pembrokeshire
• Keeping Families Together
• Safeguarding
• Social Care Site Visits

 

What difference did the Committee make? 

This year, the Committee has visited various In-House Day Services as well as a visit to see first-hand the excellent work of Norman Industries at Scolton Manor. 

The Committee has expanded its focus to include paid and unpaid carers in the Authority as well as the individual services that are provided.  The team have also looked at the efficiencies throughout the Directorate to ensure the wellbeing of unaccompanied asylum seekers that are housed out of county. 

The Committee has welcomed a new Head of Adult Care and have remained focus on the excellent work of the Social Care Directorate.

Furthermore, the Committee scrutinised quarterly performance reports on Social Services and Safeguarding arrangements seeking assurances that services were being maintained and have seen the introduction of a new trainee Social Worker programme which has been introduced.

The Strategy for Keeping Families Together and Action Plan (formerly known as the Looked After Children Strategy) has been continually scrutinised by the Committee and Members requested that six-monthly updates be provided to enable the Committee to continue to monitor performance.

The Committee reviewed reports on the Workforce Action Plan, the four Social Care Medium Term service plans detailing an assessment of where the service was currently and the current challenges together with areas for improvement; plus the multi-agency Community Hub which had provided a vital service during the pandemic.

The Committee had been keen to receive updates from the Micro-Enterprises and social enterprises across the County that had developed during the Pandemic delivering social care projects working with the Third Sector.

 

Future challenges 

The delivery of core, statutory social care services will present an increasing challenge in view of increasing demand, a growing ageing population, recruitment and retention of staff and the financial constraints under which the Council is operating. 

The Committee will continue to scrutinise various projects including the Shared Lives Initiative, West Wales Regional Partnership Board as well as updates from the Citizens Advice Bureau and collaborations with the Pembrokeshire Health Council and Health Board.

 



Training 2023-2024

Members are required to attend training to develop their knowledge and understanding of the work of the Authority and their roles as Members.

A Training Plan has been developed based on what Members said they needed training on to support them in undertaking their roles. This is supplemented by information seminars on topics as required to assist Members in their understanding of pertinent issues.

In September 2023, all Scrutiny Members had the opportunity to attend workshops facilitated by the Welsh Local Government Association and Democratic Services Officers to assess and evidence how effective our scrutiny arrangements were and what can be done to improve them.  The first workshop explored the characteristics of effective scrutiny; the role and purpose of scrutiny and our approaches to scrutiny. The second workshop looked at self-evaluation and evidence of how effective our scrutiny arrangements are; reflections on individual and Committee practices and identifying improvements that could be made personally and locally.

Those Members who attended the workshops found them extremely useful in expanding their understanding of the role and sharing experiences. Key areas highlighted for improvement were:

• The importance of having focussed agendas with the right items of business included which add value to the work of the Authority, referring to the Corporate Risk Register and Performance data;
• Managing the agenda, not overloading items and avoiding items for noting;
• Annual Forward Work Programme sessions being held to consider relevant items and reviewed each meeting to ensure they were still appropriate;
• Considering the Forward Work Programme earlier on the agenda;
• Providing clear recommendations which are SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound);
• Using site visits/hosting meetings off-site where appropriate to gain a greater understanding of the issues facing the delivery of services on the ground;
• Evidencing the good work and impact that Scrutiny was making.

In addition, Members have received training on the following areas:

• Property & Asset Management
• Phishing Awareness
• Corporate Parenting, Corporate Responsibility and Keeping Families Together Strategy Seminar
• Housing and Public Protection – Annual Update
• Site visit to view developments approved by the Planning Committee
• Planning Committee mop-up training
• Webinar for Community Power
• Planning Committee mop-up training
• Health Board meeting with Pembrokeshire County Councillors
• Seminar for Members on public & school transport and concessionary passes
• Milford Haven Port Authority - Haven Boat Tour
• Data 101 - An introduction to understanding and using Data
• Code of Conduct – Refresher
• Understanding and Using Performance Data
• Treasury Management
• Preventions and Community Recovery
• River and Coastal Waters Quality Members Seminar with Dwr Cymru Welsh Water and Natural Resources Wales
• Community Review and Council Size Policy Seminar (Boundary Commission)
• Public speaking / facilitation – Phase 1 - Speaking confidently
• Part 1 Scrutiny Training - Effective Scrutiny Skills
• Budget Planning - Budget 24-25 
• Part 2 Scrutiny Training - Self Evaluation
• Workforce Strategy for Social Services
• Planning and Licensing Training
• New Procurement Strategy
• Planning Enforcement Seminar
• Brynhir Development - Members briefing
• New Constitution
• Budget Seminar
• Freeport update seminar
• Mid & West Wales Fire Service Presentation
• What does Community Power mean for Councillors in Pembrokeshire
• Budget Modeller Training
• Council Housing Rent Setting Seminar
• Budget Modeller Training
• Transport Strategy Seminar
• Social Services Finance Seminar
• Presentation by PEDW on Planning Appeals process
• Budget Seminar - Outline Draft Budget 24-25 and Outline Draft MTFP 24-25 to 27-28 
• Sustainability Advisory Board Update Seminar
• Budget Seminar
• Social Services and Well-being Act – Duties of the Authority
• Governance Training - Follow up
• Budget Seminar
• Max Caller presentation
• Anti-Racism Training
• Milford Haven Housing Development Programme - Local Member Briefing
• Well-Being of Future Generations Act Seminar
• Safeguarding - refresher
• Draft Choice Homes Allocations policy review - Members Workshop
• Members Workshop 2 - Review of Choice Homes Allocations Policy
• Council Housing Development Programme Members Briefing
• Members Briefing – Brynhir Development

 



Public engagement

Public engagement is an essential element of effective Scrutiny as it enables the 'voice' of local people and communities to be heard as part of the decision and policy-making processes.  

As we stated in last year’s Annual Report, the Team has been undertaking targeted communications with the support of the Communications Team to inform the public of scrutiny topics to improve engagement in recognition of the benefits that wider opinions bring to the table.  A Communications Strategy was developed to raise awareness of the Overview and Scrutiny process and to better engage with the public in scrutiny activity.

Since the beginning of the year, the Democratic Services Team has been proactively posting items of forthcoming meetings on social media to encourage members of the public to submit questions or suggest topics that need a closer look. 

At the beginning of each cycle a post is shared outlining the main topics each of the Overview and Scrutiny Committees will be looking at. 

 

Accompanying text:

As the Council considers its budget for the year ahead, our Overview and Scrutiny Committees are busy readying themselves for the next cycle of meetings 

The Committees are keen to look into the issues or interests, which may concern you or your community

• Some of the areas being explored this time include:
• Carers and the cost of living crisis
• Cost of decarbonising the Council’s housing stock 
• A review of schools in financial difficulty
• Status of the County’s footpaths, bridleways and byways and how they can be improved
• The ‘Pembs Stop’ trial to allow motorhomes and campervan 🚐 users to park and sleep at four Council car parks

Once the Agenda is published, a further post is shared on how to view the webcast and a further reminder on how to submit a question or idea. Below is an example of the post for the March Services Overview and Scrutiny Committee.

 

Accompanying text:

In a change to its Forward Work Programme, the Council’s Services Overview and Scrutiny Committee meets on Tuesday (26 March) and will be gathering evidence on issues affecting local people.

The Agenda includes a referral of a petition and presentation made to Full Council on the Withyhedge Landfill Site as well as a Member call-in on the Haverfordwest Footbridge and Western Quayside Phase 2 Tender Award and an update on Haverfordwest Airport. 

We will be live streaming the meeting from 10am and you can watch online.

Withyhedge Landfill Site is due to be discussed from 2pm that day.

 

It is early days on how much impact the social media posts are having on engaging the public but as a Team we are committed to promoting the work of the Committees with the support of the Chairs and Vice-Chairs.

There has been an increase in public correspondence and submissions received this year, particularly for contentious issues such as the Withyhedge landfill site when the Services Overview and Scrutiny Committee discussed the petition received from residents; the outcome was to make a number of recommendations back to Council.  That meeting also attracted the highest level of views across all the Committees.

In addition, the Corporate Overview and Scrutiny Committee received a letter expressing the support of a Notice of Motion relating to Climate change; the outcome was the Notice of Motion was supported and referred back to full Council.

An analysis of activity on the Democracy web pages for the period of the report indicated that there has been 119 tags (mentioning someone in a post) an increase of 422% over the previous 12 months; with 119 people receiving these tags; 129,195 impressions (someone viewing the post on their screen) an increase of 456% over the previous 12 months; and 5091 post engagements, an increase of 356%. 

 

Getting involved



Citizen engagement is an essential element of effective Scrutiny as it enables the 'voice' of local people and communities to be heard as part of the decision and policy-making processes.  

There are a number of ways that people who live and work in the County can get involved.  Forward work programmes are available on the Overview and Scrutiny pages of the Council’s website and are updated following each round of Committee meetings so that members of the public are kept informed of the work of the Committee.  Residents are able to bring views on any topic under consideration by Scrutiny to a Committee’s attention.  

Forms are available on the website to enable people to submit their views on any matter already due to be considered by a Committee or to suggest topics for consideration by a Committee.  A protocol for speaking before a Committee is also available for those invited to attend to present their views. 

 

Contact the Democratic and Scrutiny Services team if you would like to find out more:

Susan Sanders

Head of Democratic Services

01437 775719

Susan.sanders@pembrokeshire.gov.uk

Democraticservices@pembrokeshire.gov.uk