resources section 2 draft service planning actions for

1

RESOURCES

SECTION 2 – DRAFT SERVICE PLANNING ACTIONS FOR 2017/18, 2018/19 and 2019/20 FINANCIAL YEARS

High level action Key

Activities

Expected outputs

from the activity Timescale for the activity

Teams / officers responsible for delivering the activity

2017/18 2018/19 2019/20

HIGH QUALITY, INSIGHTFUL AND PROFESSIONAL SUPPORT & GOVERNANCE SERVICES

R1 - Update the Medium Term Financial Plan and Strategy annually. (Risk Ref 11) (KEY DECISION 2 )

R2 - Produce a balanced

budget for the

forthcoming financial

year. (Risk Ref

11) (KEY

DECISION 1)

R3 - Monitor the forecast expenditure to the approved budgets for the current year. (Risk Ref 30) (KEY

DECISION 3)

R4 - Prepare, facilitate the audit and report on the Council’s statutory accounts. (KEY DECISION 4)

Medium Term Financial Plan produced to ensure we plan for a financially stable and sustainable Council. The Council meets its Statutory requirement to set a legal budget and council tax annually. Monthly Monitoring Reports produced and reported to allow the appropriate action to ensure finite resources of the Council are not exceeded. Unqualified Audit opinion received to evidence the Council has a sound financial infrastructure and internal control environment

March 2018

By 10 March 2018

May 17- Feb 18

Approval of

Statement July 2017

March 2019

By 10 March 2019

May 18- Feb 19

Approval of

Statement June 2018

March 2020

By 10 March 2020

May 19- Feb 20

Approval of

Statement June 2019

Assistant Chief Executive (Resources) Head of Financial Services Assistant Chief Executive (Resources) Head of Financial Services Assistant Chief Executive (Resources) Head of Financial Services Head of Financial Services

2


Activities

Expected outputs



2017/18 2018/19 2019/20

R5 - Ensure purchase

orders and invoices are

processed in line with

corporate standards.

Invoices are paid on time to assist the cash flow of our suppliers/businesses.

Financial Services

R6 - Administer and collect Council Tax and Non Domestic Rates, in accordance with legislation R7 - Administer and collect all other debts owed to Council.

Council tax & NDR collected to pay

for services

All debtor income is collected for services received.

Revenues Team Revenues Team

R8 - Embed Workforce Planning principles at Corporate and Service level. (Risk Ref 12) (KEY DECISION 5) (CPA IMPROVEMENT REF

P4 - Ensuring detailed workforce plans are developed and integrated with service plans)

Workforce Plan embedded to ensure we manage our people in the best and most flexible manner possible.

March 2018

March 2019

March 2020

Assistant Chief Executive (Resources ) Head of Human Resources & Pensions

3


Activities

Expected outputs



2017/18 2018/19 2019/20

R9 - Deliver the activities contained within the Workforce Development Plan (Risk Ref 12) (KEY DECISION 6) R44 – Develop mechanisms to ensure the Council is addressing issues identified within the annual staff survey (CPA IMPROVEMENT REF

P4 - Develop mechanisms to ensure the Council is addressing issues identified within the annual staff survey)

R10 - Produce the Annual Pay Policy for the Council. KEY DECISION 7)

R40 - Provide a Transactional HR service, incorporating recruitment,

Workforce Plan embedded to ensure we manage our people in the best and most flexible manner possible Issues identified by staff are addressed to ensure a content and motivated workforce Annual Pay Policy produced Appropriate discharge of responsibilities to enable the efficient provision of the service to employees in accordance with legal requirements.

March 18

March 19

March 20

Head of Human Resources & Pensions Head of Human Resources & Pensions Head of Human Resources & Pensions Head of Human Resources & Pension

4


Activities

Expected outputs



2017/18 2018/19 2019/20

amendment and termination processes. R11 - Ensure compliance with Health & Safety guidance and advising on appropriate corrective action and reporting thereof. (Risk Ref S33) R12 - Monitor sickness absence and undertake quarterly review sessions with all services. (Risk Ref S32)

Regular reports to Leadership including the annual report to demonstrate our Health & Safety statutory requirements are met to protect our staff and the public Quarterly reports to allow services to manage sickness levels appropriately and to achieve the corporate target.

Head of Human Resources & Pension Head of Human Resources & Pension

R13 - Analyse Council spend with a view to renegotiating better contracts and/ or recommend smarter spending decisions. R14 – Deliver the Procurement Policy and ensure it remains relevant. KEY DECISION 8)

Quarterly reports to Resources and where appropriate Corporate Leadership to ensure the Council’s finite resources are managed effectively and not wasted. The Council’s finite resources are managed effectively and not wasted

Head of Procurement Head of Procurement

5


Activities

Expected outputs



2017/18 2018/19 2019/20

R15 - Effective procurement and tendering processes adhered to.

Contracts correctly let which achieve value for money for the Council,

Head of Procurement

R16 - Deliver the Internal Audit Plan for the current financial year. (Risk Ref 42) (KEY DECISION 9)

Internal Audit Plan completed and the Annual Report of the Head of Internal Audit produced to report on the effectiveness of the Council’s control environment.

Annual Report July 17



Head of Internal Audit

R17 - Maintain and update the Constitution. R18 – Ensure the Council has effective governance arrangement in place. (KEY DECISION 10) CPA IMPROVEMENT REF P3

- formalisation of the Governance Review Group terms of reference)

R19 - Acting upon reports referred from ombudsman and/or conduct Local Investigations, as required.

Constitution in place to aid appropriate and lawful decision making Annual Governance Statement produced which reports on the effectiveness of the Council’s governance arrangements Formal referral to Ethics & Standards Committee of any Ombudsman/Local Report and ensure the Council takes future corrective action if required

July 17

July 18

July 19

Chief Legal & Monitoring Officer Chief Legal & Monitoring Officer Head of Internal Audit Chief Legal Officer & Monitoring Officer

6


Activities

Expected outputs



2017/18 2018/19 2019/20

R20 - Provide appropriate legal advice and action on behalf of the Council.

Protecting the Council’s position and ensure people act within the law.

Chief Legal Officer & Monitoring Officer

R21 – Deliver the Asset Management Plan, associated action plans and ensure it remains relevant and updated. (Risk Ref 37) (KEY DECISION 11) (CPA IMPROVEMENT REF

P5 – consolidate information on the operation and performance of its assets to enable it to strengthen its performance management arrangements and ensure the Strategic Asset Management Plan clearly articulates its future asset requirements to support the delivery of its strategic priorities) R22 - Manage the

commercial property

estate effectively and

efficiently.

Asset Management Plan delivered to ensure the effective and efficient use of the Council’s asset to support the Councils strategic priorities both in the present and future.

Realise rental income and reduce

the overall cost for the Council and

provide an effective landlord

function to our tenants.

March 2017

March 2018

March 209

Assistant Chief Executive (Resources) Chief Legal Officer & Monitoring Officer Asset Management Assistant Chief Executive (Resources) Chief Legal Officer & Monitoring Officer

7


Activities

Expected outputs



2017/18 2018/19 2019/20

R23 – Deliver the Action Plan developed following the review the industrial portfolio with a view to improving the assets and increasing rental income and reducing costs.

R24 - Dispose of surplus land and properties (KEY DECISION 13)

Action Plan delivered.

Realise capital receipts to finance

our spending plans

Asset Management

R25 – Manage our key

suppliers through regular

engagement meetings

(particularly our

software/IT suppliers.)

.(Risk Ref 36)

R26 - Develop an outline

business case for a

regional HR service. (KEY

DECISION 14)

COLLABORATIVE SERVICE

R26 (a) – Establish a

regional HR service

should the business case

support such a move.

Our services are not impeded by ineffective service provided to us by our key suppliers. Business Plan developed to explore whether a regional transactional HR function would be feasible. Shared service establish so increasing resilience and/or saving resource.

All Assistant Chief Executive (Resources) Assistant Chief Executive (Resources)

8


Activities

Expected outputs



2017/18 2018/19 2019/20


R38 Financial support and

advice to the City Deal

project from both a

regional perspective and

to protect the interests of

Torfaen.


R39 Understanding and

helping to shape our

response to the emerging

public reform agenda

both from a Resources

and wider authority

perspective.

R43- Continue to review

and refine our approach to

risk management.

CPA IMPROVEMENT REF P8

– apply a consistent and

Ensuring that the City Deal that has been agreed in principle addresses and overcomes any financial challenges to ensure it delivers on its stated aims to provide economic growth to the Cardiff City Region. Sustainable public and support services within the context of the new reform arrangements Council risks are manged effectively.

Assistant Chief Executive (Resources) Assistant Chief Executive (Resources) Head of Internal Audit

9


Activities

Expected outputs



2017/18 2018/19 2019/20

robust approach to risk

identification and

management across all

services and for all key

decisions)

10

Key tracking indicators / measures of success for this high level action

target for

2016/17

actual performance in

2016/17

Target for

2017/18

Target for

2018/19

Target for

2019/20

Percentage of council tax collected in year 97% 47.75% (August 16) 97%

97%

97%

Percentage of NDR collected in year 97% 51.92% (August 16) 97%

97%

97%

Percentage of undisputed trade creditor invoices paid within 30days

95% 93.39% (QTR 2) 96%

97%

98%

Percentage of trade creditors paid by BACS (by number) 96% 97.90% (QTR 2) 97%

98%

99%

Number of sickness days per FTE (whole authority) 10 10

10

10

Cashable Savings realised 200,000 0 150,000

150,000

150,00

Percentage increase in spend with suppliers “on contract”. 5%

1% (QTR 1) 5%

5%

5%

Number of Ombudsman referrals 0 0 0 0

0

Reduction in the overall cost of the industrial portfolio 0 0 £150,000

N/A

N/A

Percentage of work smart reviews completed 100% 100%

100%

100%

11


target for

2016/17


2016/17

Target for

2017/18

Target for

2018/19

Target for

2019/20

Percentage of records cards completed for externally reported KPI’s

100% 100%

100%

100%


Activities

Expected outputs


Teams / officers responsible for

delivering the activity

2017/18 2018/19 2019/20

SUPPORT FOR TORFAEN’S MOST

VULNERABLE RESIDENTS

R27 -Process Housing

Benefit and Council Tax

Reduction Scheme new

claims and change events.

R28 - Award Discretionary

Housing Payments in

accordance with Council

Policy

Correct benefits granted in a timely

manner.

Appropriate awards made

Head of Revenues & Benefits


12


Activities

Expected outputs




2017/18 2018/19 2019/20

R29 -Effective communication of the Housing Benefit (HB) and Council Tax Reduction (CTRS) schemes.

Income is maximised for those entitled to CTRS & HB.

Head of Revenues &

Benefits

R30 -Provide a comprehensive Benefits Service to Monmouthshire County Council as part of a collaborative arrangement between the two authorities *COLLABORATIVE SERVICE

R41 – Further explore the expansion of the successful shared HB service (KEY DECISION 18) *COLLABORATIVE SERVICE

An efficient managed shared service provided to Monmouthshire County Council & Torfaen County Borough

Council

Expanded shared service model which offers greater economies of

scale and enhanced service offering to customers.



13


Activities

Expected outputs




2017/18 2018/19 2019/20

R31 -Identify and investigate cases of CTRS fraud, ensuring that appropriate action is taken.

CTRS is only paid to those entitled to

it.


R37 – Obtain Council approval of the Council Tax Reduction Scheme for the forthcoming financial year. (KEY DECISION 15)

Council Tax Reduction Scheme

approved. 31

st Jan

18 31

st Jan

19

31

st Jan

20

Head of Revenues & Benefit

R42 – Support the work of the Council’s welfare Reform Group.

Identification and delivery of practical

measures which support Torfaen

residents adversely affected by the

Governments Welfare reforms

Head of Revenues &

Benefits

14


target for

2016/17


2016/17

target for 2017/18

target for 2018/19

target for 2019/20

Average time taken in calendar days to process all new claims and change events for HB & CTRS.

7 5.37 (Aug 16) 7 7

7

Outstanding benefit claims to be processed (backlog) 400 300 (Aug 16) 400

400

400

Number of Discretionary Housing Payments made

2,000 1,469 (Aug 16) 2,000

2,000

2,000

Value of discretionary housing payments made in year 355,684 143,337 (Aug 16) 355,684

355,684

355,684

Number of successful prosecutions, admin penalties &

cautions accepted during the year

20 3 (Aug 16) 20

20

20

15


Activities

Expected outputs



2017/18 2018/19

2019/20

OPERATE THE GREATER GWENT

PENSION FUND

R32 -Effective management of the Pension Funds Investment portfolio. (Risk Ref 34)

(KEY DECISION 16) R33 -Support the implementation of the all wales collaboration in respect of Pension Fund Investment Pooling and reviewing the associated internal procedures accordingly . (KEY DECISION 17) R34 -Ensure adequate governance arrangements are in place for the pension fund. R35 -Administer all member benefits and administration

(Risk Ref 43)

Financially sustainable pension fund to be able to meet its liabilities. Investment funds are increasingly invested via the All Wales Pool. Appropriate discharge of responsibilities Appropriate discharge of responsibilities Statutory LGPS process concluded and results published.

Head of Human Resources & Pensions





16


Activities

Expected outputs



2017/18 2018/19

2019/20

R36 – Facilitate the Actuarial Valuation


target for

2016/17


2016/17

target for

2017/18

target for

2018/19

target for

2019/20

Over 1 year in excess of fund benchmark 0.5% -2.38 (QTR1) 0.5%

0.5%

0.5%

Absolute Investment Return +5.6% -2.38 (QTR 1) +4.0%

+4.0%

+4.0%

17

EXECUTIVE FORWARD PLAN – RESOURCES 2017/18 (completed for only year one – anything longer is less meaningful)

DECISION TO BE TAKEN RESAON FOR DECISION RESULT TIMESCALE WARDS AFFECTED WHO WILL TAKE THE

DECISION

1 - Set the 2018/19

budget and council tax

Statutory requirement

for the Council to

approve its budget and

set a council tax for the

forthcoming year.

Broad budget

assumptions to be

incorporated into the

2018/19 budget

approved.

Members updated on

budget 2018/19

progress/emerging

implications.

Approve the Council

Tax Base

Scrutinise the Treasury

Management Policy

Statement and

indicators .

Treasury Management

Policy Statement and

indicators approved

Budget approved and

July 2017

October 17, December

17 & January 18

December 18

January/February 2018

March 2018

ALL

ALL

ALL

ALL

ALL

COUNCIL/CABINET

CABINET

AUDIT COMMITTEE

COUNCIL

COUNCIL/CABINET

18

council tax set for

2018/19

Must be before 11th

March 2018.

2 – Consider the

annually updated

Medium Term Financial

Plan

Council required to

approve the medium

term financial plan so

that sensible choices

around what our

money can afford are

made in a timely

manner.

Annually updated

Medium Term Financial

Plan approved.

March 2018 ALL COUNCIL/CABINET

3 – Consider the

financial monitoring

position reported to

Council.

To update Members on

the 2017/18 financial

forecast position for

the Council and

approve any change in

budget allocation if

required.

To update members on

Treasury Management

activity & prudential

borrowing indicators

Financial position noted

and any changes to

budget allocations

approved.

Treasury Management

Activity considered

September 2017

onwards

September 2017

ALL

ALL

CABINET

AUDIT COMMITTEE

4- Consider the

financial out turn

results and approval of

the Statement of

Accounts for 2016/17


for the Council to

approve the Statement

of Accounts.

Statement of Accounts

2016/17 approved.

Consider the Statement

of Accounts 2016/17.

Key financial results for

2016/17 financial year

JULY 2017

JULY 2017

MAY 2017

ALL

ALL

ALL

COUNCIL

AUDIT COMMITTEE

CABINET

19

considered.

Treasury Management

Activity & prudential

borrowing indicators

considered

JUNE 2017

JULY 2017

ALL

ALL

AUDIT COMMITTEE

COUNCIL

5 – Approve the

annually updated

Workforce Plan

To approve the annual

update to the

Workforce Plan.

Revised Plan approved MARCH 2018 ALL COUNCIL

6 – Consider the

progress made on

implementation of the

Workforce Action Plan .

To update Members

and approve any

changes in policy

required to deliver the

Workforce Action Plan

Progress noted and

approval to specific

change in policy as

required.

AD HOC – as required ALL CABINET

7 –Approve the Annual

Pay Policy

Annual Pay policy

requires approval

Annual Pay Policy

approved

MARCH 2018 ALL COUNCIL

8-Update on the

delivery of the

Procurement Policy


progress made towards

embedding the

Procurement Policy

within the Council

Progress noted AD HOC – as required ALL CABINET and

RESOURCES OVERVIEW

AND SCRUTINY (Audit

Committee 19th

October 2016)

9 – Head of Internal

Audit Annual Report.

on the effectiveness of

the Council’s control

environment for

2016/17

To report to Members

the Head of Internal

Audit’s opinion as to

the effectiveness of the

Council’s control

environment for

Report accepted JULY 2017 ALL AUDIT COMMITTEE

20

2016/17

10 – Annual

Governance Statement


to approve the Annual


To consider and

recommend approval

or change.

To approve the Annual


JULY 2017

JULY 2017

ALL

ALL

AUDIT COMMITTEE

COUNCIL

11 – Asset

Management Plan


progress made in

delivering the Asset

Management plan and

any revisions to the

original plan approved.

Progress noted and any

revisions approved.

AD HOC – as required ALL COUNCIL

13 – To approve the

disposal of major assets

deemed surplus (as

required).

Each sale of asset/land

to be approved.

Disposal approved AD- HOC AS REQUIRED ANY CABINET

14 – To periodically

consider progress re

the outline business

case for a regional HR

service ( if feasible)

Implementation of a

new regional service, if

following the outline

business case that is

the recommended way

forward.

Implementation plan

progressing

THROUGHOUT 2017/18 ALL CABINET

15 – Approve the

Council Tax Reduction

Scheme for 2017/18


to approve the Council

Tax Reduction Scheme

annually.

Council Tax Reduction

Scheme 2017/18

approved

31st January 2018 ALL COUNCIL

21

16- Consider the

Pension Fund

Investment portfolio

Pension Fund

Investment portfolio

considered /scrutinised

by Members

Report Accepted Through out 2017/18 ALL PENSION COMMITTEE

17 – Approve the

implementation

arrangements for the

All Wales Collaboration

of Investment Pooling.


to explore investment

pooling across LGPS

pension funds

Implementation of the

Investment Pooling

arrangements

approved/noted as

appropriate

Through out 2017/18 ALL PENSION COMMITTEE

20- Approve expansion

of Shared HB Service.

Approve the expansion

of the Shared HB

Service if considered

beneficial to both

Torfaen and any

subsequent partner

authority joining the

existing service

Expansion approved AD Hoc ( if any

opportunities develop)

ALL CABINET

resources section 2 draft service planning actions for

Documents