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Vale of Glamorgan Council
Welsh Language Scheme
Annual Monitoring Report 2012-13
Introduction
The council�s current Welsh Language Scheme was approved in March
2012 outlining a commitment to provide Welsh language services on
a basis of equality with English. We have continued to implement
the accompanying action plan and detail is included with
commentary on the progress on each area of work. The plan is
reviewed regularly; implementation is coordinated by the
Equalities team. Actions are incorporated into departmental
service plans, which form an integral part of the council�s
performance management framework. This ensures that performance is
monitored quarterly by the council�s scrutiny committees.
A Welsh language skills audit took place for staff who use
computers. The initial information was collected by means of
special software which loads when a user logs on to their PC. The
completion of the form was compulsory and has provided details for
all staff who use computers. The outstanding information on staff
has been collected since. A second audit will take place in June
2013 as part of the drive to improve our data in line with the
Equality Act.
Information is also routinely collected in the Oracle computer
system of the skills of applicants for posts within the council.
In the meantime the council is continuing to develop the Welsh
language skills of its staff. Fourteen members of staff are
currently attending Welsh language courses. We have also offered
free sessions on a weekly basis for the last year and these have
proved popular and successful. Tea/coffee is provided during the
lunch hour and learners are able to practise their Welsh in an
informal setting. The first hour is for learners and the second
hour is for improvers. Eleven members of staff this year have
taken advantage of this opportunity. Several staff have used these
sessions as a springboard to join formal courses and others have
continued to attend to practise their skills.
The Equalities team continues to work closely with the Welsh for
Adults team to encourage more staff to join formal courses and a
taster day will be held at the end of May to explain the options
for the autumn 2013 term.
We have been disappointed by the dissolution of Menter y Fro and
have not yet received a clear indication of where the funding has
been re-allocated.
However, we have continued to provide a comprehensive sports
programme for all ages through the medium of Welsh. These include
football, netball and athletics as well as multisport which is run
by the Urdd. A 5x60 officer is based at Ysgol Gufn Bro Morgannwg
on a part-time basis and his role is to engage young people in
sport and physical activity in extra-curricular time.
This work underpins the council�s strategic priority to promote
the development of a bilingual workforce to support children and
young people�s opportunities to use the Welsh language.
Guidance on Welsh language training and publications has been
streamlined so that officers are aware of their obligations under
the Welsh Language Scheme. This has helped managers to target
training within their teams and to be aware of where publications
should be produced bilingually.
Welsh language pages are available on the council�s internal
Staffnet to inform staff of language developments in the
workplace. Guidance documents are published on these pages as well
as a copy of the council�s scheme, reports and Publication Guide.
The council has adopted a Content Management System (CMS) to
update its website ( HYPERLINK
"http://www.valeofglamorgan.gov.uk"
www.valeofglamorgan.gov.uk ). This website provides a prominent
toggle button on the front page allowing the user to choose
between an English or Welsh interface/content. The domain name
HYPERLINK "http://www.bromorgannwg.gov.uk"
www.bromorgannwg.gov.uk points users directly to the Welsh
language version of the website. The Welsh website is a replica of
the English version, and the council is committed to translating
it in its entirety down to the first three layers wherever we have
stated we will do so. Beyond three levels, translation of pages
and documents will be undertaken according to demand, so that the
most popular pages are available bilingually. Following
consultation with our Welsh speaking residents, the council has
committed in its action plan to ensure that the top ten most
popular web pages are fully bi-lingual. Every effort will be made
to release key information simultaneously in English and in Welsh,
although this will not always be possible and there may be a
delay.
Our Welsh Web Translator has recently resigned her post, and the
recruitment of a replacement has begun. The post has been
advertised, and we are awaiting responses from potential
candidates. The council�s website is also being re-launched using
a new CMS, and their first job will be to ensure that all existing
translated pages have transferred successfully.
Significant work has been undertaken to ensure that electoral
information and on-line forms are fully bi-lingual. Interaction
with Welsh language web users will increase in order to establish
their existing and changing needs and to aid with continuous
development.
The accuracy of translation of documents into Welsh is given a
high priority throughout the council and all documents are
directed to the Welsh translator who is based within the
Communications team in the Corporate and Customer Services
Department. Approximately 250 documents have been translated so
far this year by the council�s Welsh language translator. These
include letters, forms, public notices and council publications.
The Welsh language and Web translators have been brought together
and Welsh translation software has been purchased by the council
to increase productivity. We have contributed to the provision of
information for a Wales-wide translation service, and await
developments from Welsh Government.
The new Welsh Language Standards will inform how the Council
collects and produces information in the future and constructive
comments have been forwarded to the Welsh Language Commissioner.
We have also responded recently to the Education Minister on Welsh
Language Communities in Wales.
1. Welsh Language Scheme Compliance
WLS 62 Publish and promote the Linguistic Skills strategy. Raise
awareness of staff Completed; the plan has been implemented and
promoted. WLS 63 Develop and implement a Welsh Language Training
and Development Strategy Tailored training is available and
monitored The strategy has been drafted and will be reviewed as
part of the training needs analysis undertaken by the WLGA WLS
64 Promote and publish the Welsh Language Scheme Staff are aware
of their responsibilities Completed; the WLS is widely used as a
basis for responding to requests. Public information not produced
bi-lingually is removed from display and complaints are raised the
officer responsible.
WLS 65 Ensure that linguistic skills
information is collected from all staff Key information is
obtained on staff skills Information is held on a spreadsheet and
is being kept up to date. A new audit will take place in June 2013
and data will be entered onto the Oracle system. WLS 66 Ensure
that signage and badges are visible in reception areas Residents
will feel welcome to speak in Welsh when visiting Council
premises Completed; signs are prominent in all reception areas and
Welsh speakers wear badges.
WLS67 Ensure that adequate numbers
of Welsh speaking staff are available in the Contact Centre Welsh
language users are able to access information and services in
preferred language Completed; of 36 Customer Service
Representatives in the contact centre eight are fluent Welsh
speakers. This represents 22% of the team. WLS 68 Arrange for
the translation of all on-line forms and information regarding
electoral registration Arrangements for elections are
bilingual Completed.
WLS 69 Ensure that staff who speak Welsh
have bi-lingual Email footers Residents are aware of when they can
respond in Welsh This will be implemented by September 2013 and
was discussed with Gareth Smith in the January update
meeting. WLS 70 Ensure that the top ten web pages accessed by
residents are fully bilingual The most popular parts of the
website are available in Welsh Completed; now standard practice.
WLS 71 Ensure that translation of current news, updates and
jobs takes priority over other web translations The most important
elements of the website are translated quickly Completed; now
standard practice.
WLS 72 Review the Welsh language content of the website Regular
checks will ensure that Welsh is correctly used Completed; now
standard practice. WLS 73 Review the job descriptions and person
specifications of reception staff and revise for new staff to
include Welsh language abilities Managers are able to provide
Welsh language facilities in frontline areas Completed.
WLS
74 Assist elected members to publicise and improve their
skills Residents are aware of which members are Welsh speaking 4
training sessions for elected members have taken place in April
and May 2013. These were with The Independent Group, Corporate
Resources (Scrutiny), the Cabinet and Plaid Cymru. WLS
46 Introduce a �jobs fair� with Barry College and Ysgol Bro
Morgannwg to encourage work experience and job applicants with
Welsh language skills Staff skills reflect the needs of the
service to provide bilingual services This action has been amended
to enable a working relationship between ourselves and the Welsh
champion in Barry and Vale College. Plans are under way for
students to visit the call centre for a taster session. WLS
75 Prepare guidance for officers who are involved in partnership
working Officers are aware of the Council�s commitment to the
Welsh Language Completed
WLS 76 Ensure that the HR Strategy and
Workforce Plan reflect the Linguistic Skills Strategy Mainstream
the LSS as part of workforce planning Completed WLS 77 Review
language used in bi-lingual job descriptions to ensure clarity for
Welsh speakers Clear Welsh is used in job descriptions The Welsh
translator will keep a record of any request for job descriptions
and will work with the Corporate Equalities Officer WLS
78 Outline the level of Welsh required in specific job roles
Clarity on level of Welsh for each role The Corporate Equalities
Officer checks on any new advertisements.
WLS 79 Undertake a new �Mae gen ti ddewis� campaign to
encourage more use of the Contact Centre phone line The
availability of the Welsh Language line is publicised and
awareness increased resulting in increased use of the
service Unable to obtain funding to date for this project. WLS
80 Provide awareness training to key staff on a regular basis as
well as informal opportunities to practise their Welsh
skills Staff are aware of Welsh language issues and are able to
improve their skills Informal language sessions have been running
for the last year. Awareness sessions are planned for later in
2013. A successful taster session was held during the Six Nations
for staff to learn some basic Welsh and the national anthem. WLS
81 Develop a structured working relationship with Menter y Fro in
order to help WL development particularly in leisure and in
relation to privatisation Increased support for learners and
residents Menter y Fro has been disbanded.
WLS 82 Include WL issues in recruitment and selection
training Awareness among managers regarding the LSS
requirements Dec 2013 WLS 83 Design and circulate a database for
use by departments to register individuals and organisations who
wish to communicate with the council in Welsh. The council is
aware of those residents who wish to deal with the council in
Welsh Dec 2013 WLS 6 (on-going Undertake an audit of council
publications and documents, and promotional materials Managers are
complying with the Welsh Language Scheme Completed in February
2013 and is an annual event WLS 7 (cf) Contact centre staff
establish and communicate the language preference of customers to
back office staff Welsh language customers receive information in
their preferred language Dec 2013
WLS 9 (cf) Undertake an annual audit of new strategic documents
to assess achievement of WLS objectives All strategic documents
are translated as appropriate Underway; to be completed by the end
of June 2013. WLS 83
Provide information on linguistic skills in the annual
monitoring report Data is provided to WLB on an annual
basis Completed (see below) WLS 84 Monitor Service Plans to
ensure that actions in respect of the Vale Equality Scheme and
targets are being effectively implemented Welsh Language actions
are monitored as part of Service Plans June 2014 WLS 85 Review
the current format of job advertisements in order to increase the
bilingual content More bilingual content in
advertisements Deferred due to Job Evaluation and Workforce
Planning; to be completed in the second half of 2013.
2. Welsh Language Frontline Services
Children and Young People�s Partnership
Since the development of the first Children and Young People�s
Plan in 2008, the Vale of Glamorgan CYP Partnership has forecasted
the demand for Welsh medium education and been planning delivery
and provision accordingly. The original CYPP Plan acknowledged
the substantial increase in Welsh speakers. The proportion is
higher among children and young people than for adults. This
action has progressed well with the development of a Welsh
Education Scheme and a school development plan that is responding
well to the identified need for projected Welsh Medium Education.
The Council�s Welsh-medium Education Strategic Plan highlights
that despite its large and diverse area, Welsh medium education in
the Vale is thriving. The growing demand is highlighted in the
recent establishment of two new Welsh medium schools.
The WESP Group has been established with representatives from
various council departments, schools and local Welsh language
organisations. The group has developed an action plan to address
the strategic priorities of education and include those within the
CYPP Plan to �promote the development of a bilingual workforce�
and �to support children and young people�s opportunities to use
the Welsh language�. This involves training Welsh speakers in
workforce skills shortage areas and raising awareness of children
and young people of their right to use the Welsh language when
participating in activities, services and provision.
Examples include: a bilingual youth provision developed within the
Youth Service on two separate nights; additional support for year
6 pupils in transition to year 7; development of a Welsh language
youth forum; funding for the development of sports activities in
conjunction with the Urdd; In addition the Youth Service is
working in partnership with the Urdd providing Welsh language
curriculum activity training for Welsh speakers and non Welsh
speakers, including OCN Courses and School Radio Training.
On an individual basis all partnership members continue to ensure
that the Welsh language receives recognition within all their
plans and developments. The Corporate Equalities Officer, on
behalf of the Vale of Glamorgan Council, advises the partnership
on Welsh language issues.
Ability to guarantee a Welsh language service at main receptions,
contact centres or one-stop shops
The contact centre has a staff of 35.5 Customer Service
Representatives, and during the year the number of Welsh speaking
staff has increased to 8 front line call handlers, including three
reception trained staff. We are able to provide all contact centre
services through the medium of Welsh.
We advertise bilingually one telephone number for the public to
use to contact the Council, which includes a dedicated Welsh
language option, with every caller to the council given the option
to have their enquiry handled through the medium of Welsh. 100% of
calls received on the Welsh language line have been able to be
answered. The line is fully staffed between 8.00 am and 6.00 pm in
line with the contact centre opening hours. In addition to
telephone calls, the contact centre is able to respond to other
contact channels in Welsh including emails and SMS text messages.
During 2012/13 just over 1,300 calls were answered and dealt with
through the medium of Welsh. The council is confident that the
majority of enquiries can be answered in just one contact, without
having to transfer the caller to other departments within the
council. To date there has been a very positive response to the
Welsh language service from the Welsh speaking public although
numbers of calls have reduced in line with the English line as
more customers choose to contact us via SMS and Email.
Standards of Service
The council�s complaints procedure was assessed by the Welsh
Language Board in January 2009 and found to be fully compliant.
Complaints are logged either on the council�s customer relations
system or by departments. Any complaints relating to the
implementation of the Welsh Language Scheme are recorded and
monitored by the Equalities team. A list of complaints is attached
along with any remedial action required.
Complaints received in the medium of Welsh are also recorded as
part of the customer relations management software within the
contact centre to ensure that a response is sent in Welsh.
3. Scheme Management and Administration
Human Resources � Equality and Diversity � Language Ability
The equalities monitoring form includes questions on candidates�
spoken and written Welsh skills as well as their ability to
understand and read Welsh. This information is recorded on the
Oracle human resources system.
Our linguistic skills audit has indicated that large numbers of
staff have some Welsh skills � in excess of 400 staff have
indicated a basic level of Welsh ability and over 100 declared
themselves competent or fluent. A significant number also
indicated an interest in learning or improving their skills. This
has enabled us to target training invitations and to get in touch
with bilingual staff when we need them. It also helps team leaders
to plan training.
A further audit will take place in June 2013 as part of the
exercise to collect information on protected characteristics.
Procurement
The council�s procurement guidance has been reviewed and the
legal contractual arrangements improved to ensure robust
consideration of the Welsh Language Scheme. Key contracts include
a requirement to comply with the Council�s Welsh Language Scheme.
4.
Linguistic Skills - Comparing service needs and capacity
Welsh in the Workplace Training and Language Awareness Training
Informal sessions have been held on a weekly basis for the last
year. Taster sessions are run by the Welsh for Adults team in
preparation for the Autumn term.
Elected members were offered language awareness sessions either in
their own political groups or as part of the scrutiny meeting.
Cabinet members were also briefed. Sessions took place during
April and May and were well-received.
5.
Mainstreaming
Equality impact assessments covering all equalities strands
including the Welsh language are undertaken on major corporate
policies, the council�s budget and on some functions. This helps
to ensure that Welsh is mainstreamed and monitored equally with
the other issues.
The Welsh language action plan is reviewed regularly by the
Equalities team alongside the action plans for other equalities
strands. This ensures that the issues are at the forefront of dayto-day developments.
Major council strategies were reviewed during 2012 to ensure that
a summary is available in Welsh. Public notices and publications
are checked on an annual basis by the Communications team.
Equalities issues are mainstreamed through the council�s
performance management framework. All departmental service plans
contain equalities objectives, with risks, performance measures
and actions. Measures are reviewed quarterly by the relevant
scrutiny committee; actions are reviewed six-monthly in the same
manner. �
The Equalities team has developed the �Vale Equalities Scheme�
(VES). This was introduced in 2007 and was based on the Welsh
Local Government Association�s Equality Standard of which the
Vale Council had achieved level 3. The VES was developed to assist
in the �mainstreaming� of equalities matters, with managers in
all service areas taking responsibility for equalities. In the
first year, managers were set a target to achieve level 1 and then
further levels each year. The current target is for all relevant
service areas to achieve level 4 and many have already done so.
Language is a key element of the VES. The scheme is developed,
assessed and monitored by the Equalities team.
The council has an internal officer working group (Corporate
Equalities Working Group) through which information is cascaded to
departments, and issues can be raised and discussed. It also
operates a, Equalities Consultative Forum, which is a formal
committee of the council and consists of elected members and
representatives from support and campaigning groups. Until
recently, Menter y Fro was an active member of the group.
6.
Analysis of Performance by priority and target
The council monitors the implementation of the Welsh Language
Scheme through the following mechanisms:
regular monitoring of action plans
annual improvement planning, including achievement of targets and
a summary of achievement of the Welsh Language Scheme;
an annual report to the Corporate Management Team, the Scrutiny
Committee and the Welsh Language Commissioner.
Annual reports are compiled by the Equalities team in consultation
with managers and officers involved in implementation of the
scheme. Complaints in implementation are collated by the
Equalities team and although these are very few it is important to
the Council to identify where improvements can be made. The
Council conducts periodic opinion surveys and arranges focus
groups to consult Welsh speakers on the standard of service that
they are receiving in Welsh.
7.
Publishing Information on performance
The Council collects and reports information on all measures that
are national statutory measures and sets targets for them. We have
also adopted a limited number of local indicators which assists in
measuring progress against this scheme. This information is
publicly available via the council�s Improvement Plan and service
plans, which are published annually and is available on the
council�s website
HYPERLINK "http://www.valeofglamorgan.gov.uk"
www.valeofglamorgan.gov.uk or
HYPERLINK
"http://www.bromorgannwg.gov.uk"
www.bromorgannwg.gov.uk .
In addition to this, once approved by Corporate Management Team,
the council will publish this report on the Equalities section of
the council website along with other data on language matters.
� The level of conformity with Welsh language among third parties
operating on behalf of the Council. The Council will undertake an
annual sample of contracts with third parties to identify
conformity issues with the requirements for the Welsh language as
set out in the Council�s procurement guidance. It will be
reported as a percentage of those sampled (numerator and
denominator will be provided). The council�s procurement guidance
has been reviewed and the legal contractual arrangements improved
to ensure robust consideration of the Welsh Language Scheme. A
large contract was reviewed in December 2012 relating to the
council�s Leisure Services. Compliance with the council�s Welsh
Language Scheme was included.
� Information on current staffing and recruitment to frontline
posts. Frontline posts are those in the �front office� of the
Council and will be measured on the basis of these positions.
Increasingly, this will come to mean the Onevale contact centre.
It will be measured as a percentage of those identified in front
line posts (numerator and denominator will be provided). Of 35.5
Customer Service Representatives in the contact centre eight are
fluent Welsh speakers. This represents almost 23% of the
team. � Number of staff undertaking training and to what
level/degree of proficiency. This will be measured based on the
number of staff undertaking Welsh language training provided by
the Council. This measure will be reported as a number under each
of the categories: Entry and Foundation; Intermediate; Advanced;
Advanced/Mastering. There are currently 15 members of staff who
have enrolled on Welsh language training. (Sept 2012)
10 Entry and Foundation
2
Intermediate
3
Advanced � Number of staff with Welsh skills in the Council.
This indicator was measured via the Linguistic Skills audit in
2012. A further audit will take place in 2014. 118 members of
staff are �competent� or �fluent� and 400 members of staff have
some basic skills. A new audit will take place in June 2013 and
new figures will be available for the next annual report.
� Number of complaints about implementation of the Welsh Language
Scheme. This performance indicator will be measured on the basis
of the number of those complaints about the content or
implementation of the Welsh language scheme, which will be
investigated by and responded to by the Equalities Team. 10
complaints have been received during 2011/12. Detail is recorded
by the Corporate Equalities Officer and a summary is attached as
Appendix A.
8. Additional Information
In the next year the council will build on its current successes
in Welsh language provision and will develop further awareness
sessions as well as working with Barry and the Vale College and
the Welsh for Adults team.
Consultation took place with residents as part of the preparation
for the Welsh Language Scheme and has been incorporated in the
action plan.
Welsh Language Scheme Annual Monitoring Report 2012-13
June 2013
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