Vale and Cardiff RCC
Induction Pack
1
Vale and Cardiff RCC
Induction Pack
Contents
Overview of the induction process
3
Introduction to the Supporting People Programme
3
Overview of the Supporting People Programme Grant Guidance
4
Regional and National Meeting Structure
7
The Role of the Regional Collaborative Committee (RCC)
7
Local & Regional Commissioning Plan links
8
Scheme Visit Schedule
8
Key Contacts
8
The Vale and Cardiff RCC Terms of Reference
9
Declaration of interest form
20
Notes and feedback form
22
Induction checklist
23
Acronyms
LA: Local Authority
LCP: Local Commissioning Plan
LHB: Local Health Board
LSB: Local Service Board
RCC: Regional Collaborative Committee
RDC: Regional Development Co-ordinator
RCP: Regional Commissioning Plan
RSL: Registered Social Landlord
SPIN: Supporting People Information Network
SPNAB: Supporting People National Advisory Board
SPPG: Supporting People Programme Grant
SPLPG: Supporting People Local Planning Groups
SP: Supporting People
WG: Welsh Government
2
Vale and Cardiff RCC
Induction Pack
Congratulations on your appointment and welcome to the Vale
and Cardiff Regional Collaborative Committee.
As part of good working practices, the Vale and Cardiff Regional Collaborative Committee
(RCC) has developed a comprehensive induction programme for all members. This
document will provide new members or deputies of the RCC with the background
information needed to ensure effective collaborative working between all partners.
The RCC Induction Programme will ensure that:





all RCC members are involved in the induction of new members
a ‘mentor’ is allocated to guide new members in their first few months on the RCC
new members are advised of their roles and responsibilities
new members are briefed about the issues the RCC is dealing with now and will be
looking at in the coming months
new members of the RCC are able to comment on the induction process
your feedback will be used to further develop the induction programme.
Principles and benefits of Regional Collaborative Committees
The high level principles and benefits that underpin all activity undertaken by Regional
Collaborative Committees under the local Supporting People planning / commissioning
arrangements include:








a positive approach focussing on finding solutions
improving services and outcomes to the end user and people in need of housing
support
ensuring probity, accountability, transparency and scrutiny
operating on the basis of equality, collaboration and co-production
providing strategic oversight and direction in line with national, regional and local
strategy and Supporting People Commissioning plans
complying with robust and enforceable grant conditions
providing services which are good value for money
familiarity with the Supporting People Programme Grant Guidance.
We hope that the induction process will provide you with the information and training that
you require to take up your appointment as effectively as possible. Induction is, however,
only a starting point and the Vale and Cardiff RCC recognise that it should be the first stage
of further and regular development.
The Regional Development Co-ordinator (RDC) is available to answer any queries you may
have and can be contacted on 01446 709736.
Introduction to the Supporting People Programme
The Supporting People Programme is a Welsh Government funded programme that
provides housing related support to vulnerable people. The programme aims to support
vulnerable people to maximise, maintain and sustain their independence through the
provision of a range of innovative housing related support services. Typically Supporting
People services include floating support services, temporary accommodation services (such
3
Vale and Cardiff RCC
Induction Pack
as, homelessness hostels, domestic abuse refugees), older person services and supported
housing schemes.
Welsh Government defines the following vulnerable client groups eligible for
housing related support services:



















Women experiencing domestic abuse
Men experiencing domestic abuse
People with learning disabilities
People with mental health issues
People with alcohol issues
People with substance misuse issues
People with criminal offending history
People with refugee status
People with physical and/or sensory disabilities
People with development disorders (i.e. Autism)
People with chronic illnesses
Care leavers
Young people with support needs (16 - 24 years old)
Single parent families with support needs
Families with support needs
Single people with support needs (not listed 25 - 54 years old)
People over 55 years old with support needs
People who have a range of different support needs
People who require community alarm services
The Supporting People Programme began on 1 April 2003, bringing together seven
housing-related funding streams from across central government. It provides housingrelated support to help vulnerable people to live as independently as possible.
Supporting People Programme Grant Guidance (Wales) July 2012
The Supporting People Programme is going through a fundamental process of change. In
partnership with local government and the voluntary sector, 25 recommendations are being
implemented as a result of an Independent Review of the Supporting People Programme in
Wales (The Aylward review) undertaken by Professor Sir Mansel Aylward in 2010.
2012 was an important year for the Supporting People Programme with the introduction of
the National Guidance which introduced a new delivery structure for the Supporting People
Programme and which puts, co-production and collaboration at the heart of the
development and delivery of services. 2012 saw the introduction of the new Supporting
People Grant (effective from 1 August 2012) which superseded previous funding streams,
and the guidance introduced a revised funding formula to try and provide more equitable
distribution of funding across Wales.
4
Vale and Cardiff RCC
Induction Pack
The new delivery structure includes the establishment of the Supporting People National
Advisory Board (SPNAB) which provides advice to the Minister for Housing, Regeneration
and Heritage to ensure the Supporting People Programme is focused on meeting the
housing related support needs of vulnerable people in Wales.
The SPNAB is supported by six Regional Collaborative Committees (RCC’s) whose aim
and focus is to provide advice to local authorities and through the SPNAB, to Welsh
Ministers; on regional and local collaborative delivery of the Supporting People Programme.
Membership includes local authority Cabinet Members (or delegated Officials), Health,
Public Health, Probation, support providers and co-opted members and appropriate local
authority officers.
The first Vale and Cardiff RCC was held in November 2012. The Vale and Cardiff RCC
now meets bi-monthly throughout the year. The Guidance requires a Co-ordinating Local
Authority (Vale of Glamorgan for the Vale and Cardiff region) for each region whose role
includes organising the RCC meetings, collating the regional spend plans and developing
and supporting effective partnership working within the region.
The RCC is responsible for developing a three year Regional Commissioning Plan (RCP)
each year, which outlines the commissioning priorities for the region. Local need analysis
and identified priorities for development are still determined at a local level by the
Supporting People Local Planning Groups (SPLPG).
The SPLPG is responsible for developing the Local Commissioning Plan (LCP) which is
adopted by the LA Cabinet, including ensuring commissioners, service providers and most
importantly service users are involved in the planning, development and commissioning of
services. This information feeds into the discussions at the RCCs and into the three year
RCP. The most recent RCP is available on the RCC website at
http://www.valeofglamorgan.gov.uk/en/living/housing/public_sector/supporting_people/TheVale-and-Cardiff-Regional-Collaborative-Committee.aspx
Supporting People in Vale and Cardiff currently funded almost £22 million of housingrelated support services in 2014/15. The funding allocation is shown in the following table.
This is subject to change with a reduced budget from Welsh Government (WG) anticipated
for the coming year.
Local Authority
Area
Funding
2013/14
Funding
2014/15
Vale of Glamorgan
Cardiff
Regional Total
3,653,972
19,079,923
22,733,895
3,666,688.74
18,111,081.82
21,777,770.56
Indicative
Funding
2015/16
3,466,829.23
16,267,470.16
19,734,299.39
Regional Development Co-ordinator (RDC)
The Supporting People Programme Grant Guidance introduces the role of the Regional
Development Co-ordinator (RDC). The Welsh Government has agreed (in principle) to fund
a RDC post within each of the Welsh regions until March 2017. The main purpose of this
role is to support the RCCs so that they function effectively and are appropriately served.
The RDC facilitates on-going dialogue between the SPNAB, RCC and local authorities to
ensure the smooth running of the Supporting People arrangements, and collaborative
5
Vale and Cardiff RCC
Induction Pack
decision making. The post holder is required to develop and support effective partnership
working within the region in relation to the Supporting People Programme, to work
collaboratively with other Supporting People RDCs across Wales and to support the Chair
of the Supporting People Information Network (SPIN) in rotation with the other RDCs, to
administer meetings and promote best practice.
The RDC for the Vale and Cardiff is Sarah Capstick, she can be contacted by email at
scapstick@valeofglamorgan.gov.uk or by telephone on 01446 709736 / 07860784501.
Regional and National Meetings
A structure of meetings has been put in place to support the Supporting People
Programme. The following are a summary of the ones around the Vale and Cardiff RCC.
National: Supporting People Information Network (SPIN)
SPIN is coordinated by the WLGA and is an opportunity for the Supporting People Lead
Officers from the Local Authorities to meet on a quarterly basis, Welsh Government officials
are also normally in attendance. Best practice is shared and presentations are provided on
upcoming legislation and projects of interest and relevance to Supporting People.
National: Regional Development Co-ordinators Network
Quarterly meetings are held with all the RDCs and Welsh Government officials, to ensure
consistent and effective delivery of the Supporting People Programme Grant (SPPG) is
taking place across the regions. It is also an opportunity for the sharing of good practice
and for peer support. The Terms of Reference for this meeting were finalised during the
Network meeting in April, 2013. These are available on request via the Regional
Development Co-ordinator.
Regional: The Vale and Cardiff Regional Provider Forum
The Vale and Cardiff Regional Provider Forum meets bi-monthly to link in with the
frequency of the RCC meetings. The forum ensures that providers have an opportunity to
feed into the RCC agenda. Attendance is open to all those it has a strategic relevance to
i.e. Chief Executive Officer/Managers of services who are in receipt of Supporting People
funding. The Forum is organised by the Policy Officer from Cymorth Cymru.
This forum enables providers to share information and exchange views on local, regional
and national developments in regards to the Supporting People Programme. It also
influences the decisions of the RCC meetings by relaying information from a provider
perspective and maintains constructive and effective working relations between all
providers and the Support Provider Representatives on the RCC. Support Provider
representatives who have been elected to positions within the RCC are responsible for
reporting back to the Forum. The Terms of Reference for this meeting were finalised during
the Forum meeting in July 2013. These are available on request from the Regional
Development Co-ordinator or from the Policy officer at Cymorth Cymru.
National: Supporting People National Advisory Board (SPNAB)
The SPNAB is a middle body which sits between the RCC and the Minister in Welsh
Government. Their role is to review information received from the RCC and other
interested parties on the performance of the RCCs, to be involved where there is a conflict
that cannot be resolved locally and to advise the Minister as required.
Membership of the Board comprises the Head of Operations from Welsh Government
Housing team, and representatives from Welsh Local Government Association, Association
6
Vale and Cardiff RCC
Induction Pack
of Directors of Social Services Cymru, Public Health Wales, Community Housing Cymru,
Cymorth Cymru, All Wales Chief Housing Officers Panel, Wales Probation Trust and three
independent members.
The SPNAB have a number of workstreams all of which have a special focus who report
back to the SPNAB before a recommendation is put before the Minister. The current
workstreams are; strategic finance and governance.
For more information on SPNAB please see the Welsh Government website:
http://gov.wales/topics/housing-and-regeneration/services-and-support/supportingpeople/national-advisory-board/?lang=en
The role of Regional Collaborative Committees
Regional Collaborative Committees (RCCs) make recommendations to the Welsh
Government on Supporting People programme spending in their region.
They are informed by information provided by individual local authorities. RCCs are
advisory only and do not have executive powers or finance. RCCs bring key stakeholders
together from across each region. This ensures that planning and commissioning of
Supporting People services makes the most effective use of Supporting People Programme
Grant and meets local needs.
There are 6 RCCs across Wales: Cwm Taf; Gwent; Mid and West Wales; North Wales; The
Vale and Cardiff and Western Bay.
RCCs are responsible for producing a regional commissioning plan for Supporting People
services. This takes account of local priorities and identifies the most effective way to meet
local needs.
The Vale and Cardiff RCC also have a Supporting People Participation and Involvement
Framework to ensure that those who the services are for also have their voices heard.
Vale and Cardiff RCC task and finish groups
The Vale and Cardiff RCC has a number of task and finish groups which it has set up to
look at specific areas or pieces of work, the groups currently in place are:
 Older persons services task and finish group: This group developed the timeline for
changing all older persons services from tenure to needs based as recommended by
the Aylward review (2010). The group are remaining in place until 2017 to monitor
the progress of the timeline and identify any issues and report them to the RCC.
 Outcomes task and finish group: This group have been asked to look at reducing the
gaps in the outcomes data for the region and to improve consistency.
 Service user involvement task and finish group: The first task and finish group
developed the Participation and Involvement Framework. It was reconvened in 2015
with new members to review the Framework and to take service user involvement
forward across the region.
 Regional Plan 2016/19 task and finish group: This group have one aim which is to
create the three year plan which has to be approved by the RCC and submitted to
the Welsh Government on the 18 January 2016.
7
Vale and Cardiff RCC
Induction Pack
Membership
The Vale and Cardiff RCC is made up of members representing the following organisations:
 Local Authority Cabinet Members (or delegated officials in their absence)
 Cardiff and Vale University Health Board
 Public Health Wales
 Wales Probation
 Providers (representing long and short term services) elected and supported by
Cymorth Cymru
 Landlords elected and supported by Community Housing Cymru
 Co-opted members at the discretion of the RCC
Appropriate Local Authority officers, the Regional Development Co-ordinator and Welsh
Government officials also attend the RCC, but do not have voting rights.
Mentors and Partners
Each Member or Deputy will be assigned a mentor from a different part of the RCC, for
example an LA Member will be partnered with a Provider / Landlord Rep and vice-versa.
The mentor will provide additional support and information and ensure that the different
perspectives around the RCC are clear to any new Members (deputies).
Local Commissioning Plans (LCP’s) and Regional Commissioning Plan
(RCP)
The Local Commissioning Plans (LCP’s) are produced annually and are available from the
Local Authorities and published on the RCC webpage on the Vale of Glamorgan website.
The Regional Commissioning Plan (RCP) for the Vale and Cardiff can be located on the
Vale of Glamorgan website under Supporting People.
http://www.valeofglamorgan.gov.uk/en/living/housing/public_sector/supporting_people/TheVale-and-Cardiff-Regional-Collaborative-Committee.aspx
Scheme Visit Schedule
It is important that as a Member or Deputy Member of the Vale and Cardiff RCC that you
have an understanding of the range of services provided across the two Local Authorities.
Therefore, as part of your induction visits will be arranged to three projects (at least one
from each LA). On the visits you will be accompanied by the Regional Development Coordinator and whenever possible by your mentor. An invite will be issued to all other
Members, Deputies and Advisors of the RCC who may also participate in the visits.
Please contact: Sarah Capstick, Regional Development Co-ordinator,
scapstick@valeofglamorgan.gov.uk Tel: 01446 709736 to arrange an appropriate date for
visits as part of your induction.
Key Contact Details
Name
Sarah
Capstick
Neil Sutcliffe
Position
Regional Development
Co-ordinator
SP Manager (Cardiff)
Email
scapstick@valeofglamorgan.gov
.uk
NSutcliffe@cardiff.gov.uk
Pam Toms
Housing Solutions & SP
Team Leader
(Vale of Glamorgan)
ptoms@valeofglamorgan.gov.uk
Tel number
01446
709736
029 2053
7275
01446
709788
8
Vale and Cardiff RCC
Terms of Reference
Vale of Glamorgan and Cardiff Regional
Collaborative Committee
Terms of Reference
1.42 Name: Vale of Glamorgan and Cardiff Regional Collaborative
Committee
2.0 Role and Responsibilities
2.1 General
2.11 The RCC will inform and advise the Welsh Ministers on the production of
proposed Supporting People Commissioning plans for the allocation of
grant against agreed priorities.
2.12 The RCC does not have executive powers or functions.
2.13 To advise on:

Regional and local delivery and compliance with national Supporting
People Programme Grant Guidance.

Regional and local needs mapping.

The operation of commissioning and procurement practice.

The quality of regional and local services in particular against the
Supporting People National Outcomes framework.
2.14
Make recommendations to the Welsh Government and
Minister on:

Local and regional spend via Supporting People Spend plans against
service user group priorities.

Virement of SPPG between service user groups (over 10% of total
service user group allocation) within the local and regional Supporting
People plan and within the region.
2.15 Planning:

Produce the Regional Commissioning Plan including a spend plan which
is submitted to Welsh Government for confirmation.
9
Vale and Cardiff RCC
Terms of Reference

Recommend escalating any issues that cannot be resolved through local
and/or regional collaboration to the Welsh Ministers.

Develop a mechanism/framework whereby service users can be
involved in developing, commissioning and reviewing support services.

Ensure local authorities provide appropriate monitoring information of SP
spend including timely identification and reporting of under spend.

Develop an awareness of local, regional and national SP services in
order to identify opportunities to realise efficiencies by coordinated
planning and provision of services.

Liaise with other RCC’s in order to identify synergies in service
requirements to enable singular commissioning and procurement
exercises.

Liaise with other RCC’s to provide advice on coordinating
commissioning, procurement and funding of cross-region and national
service provision.

Ensure the regional commissioning plan considers the Single Integrated
Plan/Community Strategy which includes Health Social Care and
Wellbeing, Community Safety and Homelessness strategic objectives.

Develop an awareness of local, regional and national SP services in
order to identify opportunities to realise efficiencies by coordinated
planning and provision of services

Maintain a register of services that may be commissioned or procured at
short notice should funding become available, these may be new
services requiring procurement or expansion of existing services.

Maintain an overview and receive reports on the operation of
commissioning and procurement practice.

Maintain an overview and receive reports on regional and local
compliance with regulation, grant conditions, policy and legislation.

Maintain an overview, and receive reports on the quality of regional and
local services in particular against the Supporting People National
Outcomes framework.
2.16
Administration:

Ensure effective information exchange between the local authorities of
Vale of Glamorgan and Cardiff and the RCC and between RCC’s (noting
confidentiality requirements).

Receive from the coordinating local authority a register of services that
may be commissioned or procured at short notice should funding
become available: these may be new services requiring procurement or
expansion of existing services.

Receive monitoring information on complaints and to escalate any
issues to Welsh government as appropriate.

Advise the coordinating local authority and the Welsh Government
where the RCC considers that local practice is in breach of the Grant
10
Vale and Cardiff RCC
Terms of Reference
conditions. To also advise Welsh Government on any disputes within
the RCC.

Maintain a record of attendance and correspondence.

Maintain continuous assessment on the RCC Membership to ensure
parity of representation, and awareness of and participation by all SP
stakeholders.
3.0
Membership
3.1
The RCC will be made up of:

A Cabinet Member from each of the local authorities of Vale of
Glamorgan and Cardiff.

A Chief Officer or their deputy from each of the local authorities of Vale
of Glamorgan and Cardiff.

Public Health Wales

Cardiff and Vale University Local Health Board

Probation

2 Support Providers (representing long term and short term services)
elected and supported by Cymorth Cymru.

2 Landlords elected and supported by Community Housing Cymru.

Service user representation (the involvement will be determined
following consultation with service users or anyone chosen by service
users to represent them. The representative(s) must be selected by
service users.

Co-opted members at the discretion of the RCC.

The Regional Development Coordinator and Welsh Government officials
will also be able to attend the RCC, but will not have voting rights.
3.2
Selection and de-selection of members
3.21 Each agency shall nominate their own representative/s but with the aim
of achieving overall representation of interests identified.
3.22 Members shall serve for a term of three years, after which time they must
stand down but may offer themselves for reselection. During the first 5
years of operation, interim arrangements will be made so that there is a
staged process and not all members resign in the same year.
3.23 Representatives are expected to attend at least 75% of meetings. If they
fail to do so, the organisation/agency that nominated them will be asked to
provide an alternative representative.
3.24 All stakeholders are encouraged to ensure that they are fully represented
and continued failure of any agency to ensure representation will be
reported to the National Board.
11
Vale and Cardiff RCC
Terms of Reference
3.3
Meetings
3.31
The RCC will meet a minimum of quarterly. During the first six months of
the implementation period, meetings shall take place monthly.
3.32 The Chair shall be one of the local authority members and shall be
appointed annually.
1.42 The Vice Chair shall be selected from one of the other agencies and
shall be appointed annually.
3.34 The RCC may set up task and finish groups at its discretion.
3.4
Responsibilities of the Chair and Vice Chair
3.41
The Chair (and in their absence vice chair) shall have particular duties
and responsibilities.
3.42
The essential duties of the Chair are to:
(a)
Ensure the efficient conduct of the RCC’s business.
(b)
To ensure the RCC operates in line with all SP guidance.
(c)
Ensure that all RCC members are given the opportunity to express
their views before an important recommendation is taken.
(d)
Ensure that any conflict of interest on the RCC is dealt with correctly.
(e)
Take decisions delegated to the Chair with the advice of the Regional
Development Coordinator represent the RCC when necessary.
(f)
Ensure good and effective communication with the other RCC’s.
(g)
Develop positive relationships between the RCC and the constituent
local authorities including with elected members and act to resolve
conflict.
(h)
Establish a constructive relationship with, and provide support for, the
Regional Development Coordinator.
(i)
In partnership with the RCC and the Regional Development
Coordinator to recommend the regional development priorities.
(j)
Review the composition of the RCC and the skills of its individual
members.
(k)
Review the attendance of the RCC’s members and bring to the
attention of the RCC if individual attendance or conduct of members is
not in line with the SPPG guidance.
3.43
The Chair will be required to delegate their duties to the Vice Chair if
they have a conflict of interest about a matter that is being
discussed.
12
Vale and Cardiff RCC
3.5
Terms of Reference
Agenda
3.51 Standard agenda for RCC meetings should include:
I. Accreditation
II. Financial position against budget
III. Needs mapping (on a regional basis including a gap analysis)
IV. Outcomes and performance management (including service reviews)
V. Proposals for strategic remodelling
VI. Commissioning and procurement
VII. Any other issues
3.6
Servicing and resourcing
3.61 The Regional Development Coordinator will provide administrative
support to the RCC.
3.62 Local authorities will provide quarterly reports to the RCC via the
Regional Development Coordinator. These should reflect the content of
the commissioning plan as well as additional issues determined by the
RCC.
3.63 SP Managers may attend, participate in and support the work of the
RCC.
1.42 The Regional Development Coordinator will ensure dialogue and
collaboration takes place between the local and regional levels in order to
ensure any issues are resolved as early as possible in the planning
process.
3.7
Local authority coordinating role
3.71 The nominated coordinating local authority will:

Collate the proposed regional commissioning plans for the local
authorities in that area.

Organise the RCC meetings.

Maintain a register of services that may be commissioned or procured at
short notice.

Employ a regional development coordinator funded by Welsh
Government.

Develop and support effective partnership working within the region on
Supporting People.
13
Vale and Cardiff RCC
Terms of Reference

Support the RCC so that it functions effectively and is appropriately
serviced.

Develop a plan that will incorporate local and regional arrangements and
evidence of the outcomes of user involvement to be evaluated and
presented to the RCC.

Ensure dialogue and collaboration between the local and regional levels
with the aim to resolve any issues before commissioning and spend
plans are put to local authority members.
3.8
Conduct of RCC
3.81
Members of the RCC will be expected to work at all times according to
the Nolan principles of public life.
3.82
The RCC is advisory only and, whether collectively or through its
individual members, may not: in particular –
a) Incur expenditure;
b) Enter into agreements or contracts;
c) Make decisions or purport to take any action on behalf of the Minister
or the Welsh Government or any other body; or
d) Make any statements or engage in any press or media coverage
without the written permission of a named official of the Welsh
Assembly Government.
e) The RCC shall not to make statements without first consulting with the
Welsh Government.
3.9
Code of Conduct
3.91
RCC members agree to:

Contribute time, expertise, and enthusiasm to ensuring effective
operation of the Regional Collaborative Committee

Attend at least 75% of RCC meetings

Contribute in an open and honest manner

Recognise, respect and draw upon the contributions of each member

Ensure principles of equality and diversity underpin the work of the
Group

Positively promote the work of the RCC and raise the profile of
Supporting People.

Facilitate opportunities for discussion/debate in their own
organisation/network and ensure effective 2-way communication.

Seek to influence the aligning of other resources to the work of the SP
Programme, where this is appropriate.
14
Vale and Cardiff RCC
Terms of Reference

Be accountable for their actions and decisions and observe
confidentiality.

Make recommendations based on merit and in the interests of the SPPG
work programme.

Adhere to the ‘Conflict of Interest Policy’ and complete an annual
Declaration of interest form.

Accept majority recommendations.

Prepare appropriately for RCC meetings.
4.0
Conflict of Interest
4.1
The Chair will establish at the beginning of each meeting whether any
conflict of interest exists and how it should be dealt with. The Conflict of
Interest procedure is attached at Appendix 1.
4.11
For clarity the following parties have a responsibility to ensure that the
operation of the RCC is not compromised by any conflicts of interest:

the individual RCC member

the Chair

the stakeholders which have selected the member.
1.42 With specific regard to commissioning and procurement, it is the role of
provider members to not represent that interest, for example by giving
information on the impact on providers of different procurement models.
1.42 Once a project has been proposed by the RCC it will be managed by the
SP teams in the Vale of Glamorgan and Cardiff region. The RCC will
receive information through the budget monitoring function of spend.
The provider representatives (and this may include local authority
representatives where they are also providers) should not be privy to any
detailed procurement information where this might give them an unfair
advantage over other providers.
4.2
Priority setting
4.21
The RCC will develop up to a three year rolling Regional
Commissioning Plan, which will set out priorities / spend for the region
and be reviewed annually. In the transition year, it will be a one year
plan. The plan will be built upon local priorities and the co-ordinating
local authority will put together the plan for the RCC to review. The RCC
will identify regional priorities and any other changes required and then
submit the proposed spend plan to the Welsh Government for
confirmation.
4.22 The Local Commissioning Plan must meet the regional priorities
15
Vale and Cardiff RCC
Terms of Reference
identified in the RCC Regional Commissioning Plan.
4.3
Decision making and reporting
4.31 The RCC will try to reach a decision with which all members can agree
4.32 The quorum shall be one half of the RCC membership and should
include at least one LA representative and one representative from
either providers or CHC. Deputies will be allowed to attend but only if
identified and formally approved on the deputy register – to be reviewed
and updated once annually. Where financial matters are being decided
if there is a significant conflict of interest it is expected that relevant
members would leave the room when these matters are being
discussed.
4.33
The RCC will be expected to demonstrate to the SPNAB that they have
developed and fully implemented a voting and decision making system
that upholds the High Level Principles of the programme in particular the
principle of equality of ownership, co production and collaboration.
4.34
Where a majority decision is made, the minutes will make clear the
voting and will describe the reasons for the dissent.
4.35
Summary reports of RCC decisions that were not unanimous will be
provided to the SPNAB if required.
4.36
Where an issue of importance arises which necessitates formal
discussion in order to reach an urgent decision, an additional meeting of
the RCC may be called by the Chair (in consultation with the Vice Chair
and other Board members).
4.37
An annual report on the operation of the RCC will go to the National
Board.
4.38
All reporting of the RCC will be public except for confidential or
business sensitive information, for clarity service reviews will be public
information.
4.39
The RCC will work in partnership with the Regional Development
Coordinator to prepare the agenda, in addition to programmed business,
and to discuss any changes to the programme of work of the RCC
and/or meeting dates.
4.39.1 Minutes of meetings shall be circulated to each member, present or not.
4.39.2 Minutes of meetings will be produced and hosted on the Welsh
Government website (minus any confidential material).
4.4
4.41
Communication
The RCC will put in place consultation arrangements with the following
stakeholders:

Service users.

Local Supporting People Planning Groups.
16
Vale and Cardiff RCC

Local/regional homelessness forums.

Provider forums.

Other relevant bodies.

The SPNAB will expect to see evidence of this.
Terms of Reference
4.42 RCC members will be expected to communicate with their own
constituency e.g. local authority members, other providers etc.
17
Vale and Cardiff RCC
Terms of Reference
Appendix 1 – RCC Conflict of Interest Policy
The aims of the policy
The aim of this policy is to set out the procedure for handling conflicts of
interest for the members of the Regional Collaborative Committee. It defines:

What constitutes a conflict of interest?

The register of interests.

The procedures for handling conflicts of interest within RCC meetings.
Defining a conflict of interest
Anyone who is in a position to directly or indirectly influence the outcome of the
RCC business must ensure that their external interests do not compete with
their role on the RCC.
Examples of interests which would be regarded as relevant are:

Directorships, including non-executive directorships held in private
companies or Private Limited Companies (with the exception of those of
dormant companies) and Registered Social Landlords;

Ownership or part-ownership of private companies, businesses or
consultants likely or possibly seeking to do business with a participating
County Borough Council, Health Board and the Probation Service;

A position of authority in a charity or a voluntary body in the field of
health and social care;

Any connection with any person contracting for Supporting People
services including spouses, relatives, etc.
Register of Interest
Regional Collaborative Committee members are required to complete an
annual Declaration of Interests form which is attached at Annex A. These will
be reviewed by the Chair and used to avoid potential conflicts during the year.
The Regional Collaborative Committee Regional Development Coordinator or
administrator will hold the Register of Interests. The Register will be updated
on an annual basis and will be made available for internal audit.
Procedure during RCC meetings and the handling of matters
where a conflict of interest may arise.
1. At any meeting where the subject matter leads a participant to believe
that there could be a conflict of interest, this interest must be declared at
the earliest convenient point in the meeting.
18
Vale and Cardiff RCC
Terms of Reference
2. Declarations of interest must be clearly identified within the minutes of
the meeting, including any need to withdraw and the reasons for doing
so.
3. The chair of the meeting must take a decision as to the need for the
member of the meeting to withdraw or not from the proceedings. Where
this may involve the chair, the Vice Chair will take the decision.
4. If the chair of the meeting is the person to whom the declaration of
interests relates the chair should vacate the seat and the meeting for
that item. If there is no Vice Chair present at the meeting, the meeting
must first elect a chair by a show of hands.
5. Members of the meeting who are employed by any County Borough or
County Council are subject to the Council’s Constitution and Code of
Conduct.
19
Vale and Cardiff RCC
Terms of Reference
ToR Appendix 1; Annex A
Declaration of Interest for the period (insert date)
I, …………………………………………………..(Name), being a member of the
……………………………………………………..Regional Collaborative Committee
and employed by ……………………………………………..hereby declare that I
have the following / no interests (delete as appropriate) to declare that are relevant
or material to ……………………………………………………………Regional
Collaborative Committee.
Signed……………………………………..
Date …………………………………
Print name ……………………………………….
List of interests:
Name of organisation where interest
is held
Position held / interest held
If you have additional interests, please enter these below, (please note
that if your circumstances change, you must notify the Regional
Development Worker or Administrator of the Regional Collaborative
Committee).
……………………………………………………………………………
……………………………………………………………………………
……………………………………………………………………………
……………………………………………………………………………
…………………………………………………………………………….
20
Vale and Cardiff RCC
Terms of Reference
Annex B
Declaration and register of interests
I, ……………………………………….. (Name) understand the guidance detailed in the
Regional Collaborative Committee Conflict of Interest policy August 2012.
Signed ………………………………..
Dated
21
Vale and Cardiff RCC
NOTES
Induction Pack
FEEDBACK TO THE RCC
22
Vale and Cardiff RCC
Vale and Cardiff Regional Collaborative Committee Induction Programme
Task
Date
Notes
completed
Overview of role as a RCC member
Induction Pack
Led by
Mentor provided and introductions made
Expectations and requirements of members
Brief history of the SP programme / strategic
links
Aims and key activities of the RCC
Knowledge of Grant Conditions
Principles of the Supporting People
Programme Grant Guidance
Principles of Funding from Welsh
Government
Current commissioning plan
Current budget / spend plan
Outline of roles and responsibilities of
members of the RCC
Scheme visits
Other (please list)
23
Vale and Cardiff RCC
Induction Pack
4+1
RCC Induction
Tried
Learned
Pleased About
Concerned About
Next Steps ?
24