To receive reports from, and to put questions to, Cabinet Portfolio Holders:
Councillor Liam Fitzpatrick – Cabinet Portfolio Holder: Highways
Councillor James Evans – Cabinet Portfolio Holder: ICT, HR and Communications
Minutes:
Members welcomed the opportunity to receive reports from, and to put questions to, Cabinet Portfolio Holders. During discussion particular reference was made to:
Councillor Liam Fitzpatrick - Cabinet Portfolio Holder: Highways
a. Parking Review – the Portfolio Holder confirmed that there would be a review of policy (the current policy having been adopted by the previous Cabinet). It is recognised that local needs differ, the policy would allow for local variation but apply consistency
b. Visible Services – the Portfolio Holder is very aware that most services in his area are very visible to the public and are often the cause of contacts from residents
c. Budget Cuts – services within the portfolio had, in comparison to other services, been subject to significant cuts over recent years
d. Grass Cutting- Cabinet would re-consider how best to provide the service which would include options for bringing the service back in-house
e. Engaging with Members – the Portfolio Holder encouraged members to raise issues with him so that he could be made aware and address any concerns quickly
Councillor James Evans – Cabinet Portfolio Holder: ICT, HR and Communication
a. Recruitment and Retention – there are recognised recruitment and retention issues that would be addressed. There would be a period of targeted recruitment to look to appoint to vacant positions
b. Health and Safety – there are four health and safety advisors and a secondment of a team member to the health board. There had been a review of towered housing in response to the Grenfell Tower incident. Dwellings meet safety standards
c. Welsh Community Care Information System (WCCIS) – the system went live in April and allows for the local authority and health service to have joint use. The system allows for the sharing of patient information
d. E-mail – the Authority’s contract with the NHS for use of their e-mail system is nearing an end (it had been a five year contract). There are options to explore in terms of use of web-based systems
e. Mobile Phones – the decision to provide members with mobile phones had been taken by the previous portfolio holder. The portfolio holder would be reviewing the position given that members had experienced issues with operating them. The review would include re-considering whether they were fit for purpose. A member requested that phones be pre-loaded with direct officer contact information
f. Skype – using skype in order to modernise IT activity would continue to be explored. The telephone system had moved to being skype based. There are some teething problems and the positon would be monitor
g. Web Filters – a member expressed concern with regard to blocked access to internet sites. It was his view that the filters used were excessive and blocked access to needed sites. The Portfolio Holder would welcome detail of blocked sites
h. Events – the Council supports a number of very significant and important events that are held in Powys each year. Events which are very important to the local economy. The Portfolio Holder reported that 70 applications had been received for the 2017 staff awards
i. Intranet – the intranet would be re-vamped which would include providing intranet information bilingually in order to meet requirements (the intranet site needs to be bilingual by 2018 in order to comply with a Welsh Government standard)
j. Social Media – the Council recognises the importance of social media and operates relevant accounts. There’s a programme of staff training in order to skill staff in social media. Members could help in responding to matters raised via. social media
k. Telephony – customer service operatives managed 10,000 calls in-year and received 2000 e-mail service contacts. In some Council buildings the telephone system has been operating for 25 years. A member expressed concern regarding having to call general office numbers i.e. customer services as opposed to being able to speak direct with officers. The Portfolio Holder agreed that members should be able to speak direct with officers as opposed to having to link via. automated systems
l. Complaints Procedure – there would be a review of the complaints procedure. The Portfolio Holder is of the view that members could be more involved in terms of looking to resolve matters locally and before they become issues to complain about
m. Community Area Meetings – Cabinet recognise the importance of good engagement with communities and would be reviewing how to work with town and community councils in this regard
n. Engagement Policy – the Cabinet view engagement with the community, businesses and other service provider partners as important
o. Community Awards – Cabinet would introduce a community award scheme in order to recognise those in the community who excel
p. Income Generation – the Portfolio Holder would continue to explore options for generating income from services within his portfolio
q. Census Testing – areas of Montgomeryshire had been chosen for census testing. The Authority was waiting feedback
While discussing matters under this item of business the Cabinet Portfolio Holder: Schools (Councillor Myfanwy Alexander) updated members in relation to the Welshpool town school review. The Portfolio Holder reported that contracts had been awarded and designs for the two new builds to replace the current four school estate had been agreed and would be submitted for planning consideration soon. One school would be sited on the current site of Ysgol Maesydre, the other would be on the Welshpool High School site.