Funding and Funding Advice
Resources and Sustainable Communities Scrutiny Panel
Follow-up Reviews
Provision of Funding and Funding Advice from the Council to the Voluntary and Community Sector
The Effectiveness of the Third Sector Coalition
- Chairs Introduction
- Terms of Reference
- Members of the Panel
- Methodology
Part 1 - Provision of Funding and Funding Advice from the Council to the Voluntary and Community Sector - Background to the Review
- Follow-Up Review Findings
Part 2 - The Effectiveness of the Third Sector Coalition (T3SC) - Background to the Review
- Follow-Up Review Findings
- Borough Treasurer's Observations
- Borough Solicitor's Observations
1. Chair's Introduction
A vital part of any effective scrutiny exercise is the follow up report where a Scrutiny Panel revisits an earlier review to find out whether the recommendations that were contained in the original report and adopted by the Executive have been implemented and how effective they have been.
This report follows up two reports previously published by the Resources and Community Services Scrutiny Panel. The first considered how funding and funding advice was given to the voluntary and community sector and the second was a review undertaken at the request of the Executive into the effectiveness of the Third Sector Coalition.
Following an initial meeting between the Scrutiny Panel and the Cabinet Deputy - Personal and Community Services and two senior officers the Scrutiny Panel made a number of interim recommendations in relation to actions that members felt should have been undertaken. These were fully supported by the Cabinet Deputy and addressed in a second meeting of the Scrutiny Panel.
The Scrutiny Panel has made some further recommendations and in particular feel that clear easy to follow web site links to the Tameside Third Sector Coalition are essential and comparatively easy to provide. This is essential as the Third Sector Coalition has a very important role to play in supporting voluntary and community organisations in Tameside and needs to work collaboratively with all organisations supporting the sector.
I would like to thank my Deputy Chair and fellow members of the Scrutiny Panel for their commitment and support and for their team, non partisan approach to this and other reviews.
Councillor Michael J Smith,
Chair of the Resources and Sustainable Communities Scrutiny Panel
2. Terms of Reference
2.1 The aims of this follow-up review are;
- To monitor the progress towards the implementation of the recommendations contained in the Executive Responses to the Scrutiny Review of Funding and Funding Advice from the Council to the Voluntary and Community Sector and The Effectiveness of the Tameside Third Sector Coalition (T3SC) on behalf of the Executive Board.
- To identify conclusions and any further recommendations.
3. Membership of Panel
2006/07
Councillor M Smith (Chair), Councillors Dickinson, Sidebottom, Travis, Walsh, Wareing, White, Whitley and K Wright
4. Methodology
4.1 At a meeting of the Scrutiny Panel held on 7th September 2006, Members met with the Cabinet Deputy (Personal and Community Services), the Assistant Executive Director (Sport and Cultural Services) and the Community Economic Development Manager (Economy and Environment) to discuss the progress made against the implementation of recommendations contained in the Panel's original report on "Funding and Funding Advice Available from the Council to the Voluntary and Community Sector" which was published in July 2004.
4.2 Following this meeting, the Scrutiny Panel acknowledged that some developments had been made, however it felt that further work was required towards the implementation of the original recommendations. This was drawn to the attention of the Cabinet Deputy for Personal and Community Services in a letter from the Chair of the Scrutiny Panel which identified those areas the Panel felt required further attention. The Panel made a number of interim recommendations which are addressed within this report.
4.3 At a meeting of the Scrutiny Panel held on the 16th November 2006, the Panel received further information from the Cabinet Deputy for Personal and Community Services together with the Assistant Executive Director (Sport and Cultural Services) and Community Economic Development Manager with regard to the implementation of recommendations.
4.4 At the meeting held on the 16th November 2006, the Panel also took the opportunity to address the implementation of 6 recommendations contained in the Panel's report on The Effectiveness of the Tameside Third Sector Coalition (T3SC) on behalf of the Executive Board, published in May 2004.
Part One - Funding and Funding Advice from the Council to the Voluntary and Community Sector
5. Background to the Follow-up Review of the Scrutiny Panel's Report on Funding and Funding Advice from the Council to the Voluntary and Community Sector
5.1 The Resources and Community Services Scrutiny Panel published its report on "The Provision of Funding and Funding Advice from the Council to the Voluntary and Community Sector" in July 2004. The report contained 10 recommendations, all of which were accepted by the Executive.
5.2 The Executive Response to the report contained actions and dates between March 2005 and March 2006 for the implementation of each recommendation.
5.3 As part of the work programme for 2006/07, Members of the Resources and Sustainable Communities Scrutiny Panel agreed to carry out a follow-up review of the progress made towards meeting the recommendations contained in the Executive Response.
5.4 This follow-up review is important as it provides the Scrutiny Panel with an opportunity to hold the Executive to account in order to ensure the approved recommendations are implemented in a way that has positive outcomes for the voluntary and community sector and contributes to Council priorities. In addition, this follow-up review also provides the Scrutiny Panel with an opportunity to assess the effectiveness of some of the Panel's previous recommendations.
6. Follow-up Review Findings
6.1 Original Recommendation 1
That the inclusion of other stakeholders in the decision-making process for sporting related grants be considered when the process is transferred to the Sports Federation.
Executive Response Update:
The Sports Federation will be Tameside's "Sport and Physical Activity Alliance" (SPAA). Sport England are now channelling all their funding to Councils through SPAA's and as such are issuing guidance as to how a SPAA should be constituted and their suggested memberships. This guidance is expected imminently and all indicators are that we can satisfy both Sport England's and the Scrutiny Panel's expectations for the Sports Federation, ensuring that other stakeholders are included in decision making.
Interim Recommendations:
Having considered the information contained in the Executive Response Update the Panel made the following interim recommendations:
- That the Service try to expedite information from Sport England regarding the constitution and the role of SPAAs
- That the Service investigate how other Local Authorities are currently developing SPAAs.
Panel Findings:
Final guidance regarding the constitution and role of Sport and Physical Activity Alliances from Sport England has been received and a first meeting of the Tameside Alliance arranged to take place in December 2006. An Action Plan would be in place by April 2007 to meet its priorities. Subsequently, it has become evident due to delays in relation to the publication of guidance, that the Action Plan will not now be published until September 2007 at the earliest. Information on the grants available to local clubs would be disseminated through Sports Development and authorised by Senior Officers.
The Panel was informed that feedback on the development of SPAAs in other areas had been received.
Conclusion
(1) The Panel has not yet received information on the ways in which stakeholders will be included in the decision-making process for sporting related grants be considered when the process is transferred to the Sports Federation.
Recommendation
(1) That the Scrutiny Panel be provided with a copy of the Tameside Sport and Physical Activity Alliance's Action Plan as soon as it is published.
6.2 Original Recommendation 2
That the membership of the Starter and Maintenance Grant Panel be reviewed to include representation of Council Officers, Elected Members and other relevant stakeholders.
Executive Response Update:
In light of the Scrutiny Panel's recommendation the Starter and Maintenance Grant has been reviewed and as a consequence of this review, the grants from this fund are now allocated through a representative board at Tameside Third Sector Coalition. Elected Members were not part of the grant allocation process.
Interim Recommendation:
- That grant allocations recommended by the Starter and Maintenance Grant Board at the Tameside Third Sector Coalition (T3SC) should be approved by the Cabinet Deputy for Personal and Community Service
Panel Findings:
The Assistant Executive Director acknowledges that elected members were not represented on the Starter and Maintenance Grant Board and suggested that for monitoring purposes, the Cabinet Deputy for Personal and Community Services receive a quarterly report which identifies grant allocations recommended by the Starter and Maintenance Grant Board.
Conclusion
(2) The membership of the Starter and Maintenance Grant Panel has been reviewed to include relevant stakeholders. Elected members however do not form part of this grant allocation Board.
Recommendations
(2) That for monitoring purposes, the Cabinet Deputy for Personal and Community Services receives a quarterly report identifying grant allocations recommended by the Starter and Maintenance Grant Board.
(3) That the Scrutiny Panel be provided with information on what impact the new decision making process has had on the allocation of grants.
6.3 Original Recommendation 3
That grant providers aim to ensure that the total budget available is allocated each year, to maximise the benefit to the voluntary and community sector.
Executive Response Update:
Closer monitoring of the Sports Club Development Fund is in place with regular reporting to the Project Head of Sport. Budget monitoring and reporting has been reviewed and improved to provide a clearer picture of grants issued and the funding remaining within that year.
Interim Recommendation:
- That funds allocated, but not yet distributed, should be reviewed regularly to ensure that they are utilised within a reasonable timescale.
Panel Findings:
The Project Head of Sport receives on-going monitoring reports, which details the funding available for allocation from the Sports Club Development Fund. Funding which has been allocated but not yet distributed was to be reviewed to ensure that funding was utilised within a reasonable timescale. The Scrutiny Panel noted however, that allocated funds were not distributed to a club until additional funding was received from elsewhere, which could take up to 8 months.
The Panel received information that the Administrative Officer, (Sport and Development) contacts clubs who have not spent their grant after 10 months to ensure they meet the 12 months time window or otherwise advises them accordingly.
Weekly meetings take place to ensure prompt consideration of applications. However, grant applications are not always straight forward and can be delayed where more information is required. Clubs will be reminded to apply in strict accordance with the criteria to avoid receiving applications where the links to juniors are weak or receiving applications from different clubs which look very similar for equipment.
Conclusion
(3) Efforts are being made to ensure allocated funding is properly utilised by clubs, although it is realised it can not be held indefinitely in abeyance.
6.4 Original Recommendations 4
That the Head of the Youth Service, in conjunction with the Starter and Maintenance Grants Panel undertake a review of the grant and, if necessary, recommend any amendments to the Cabinet Deputy for Community Services.
Executive Response Update:
The Starter and Maintenance Grant has been reviewed and as a consequence of this review, the grants from this fund are now allocated through T3SC.
Interim Recommendation:
- The Scrutiny Panel would like to receive a report form the Youth Service regarding the criteria for the allocation of the Starter and Maintenance Grant; and what impact the new decision making process has had on the allocation of grants.
Panel Findings:
See paragraph 6.2
6.5 Original Recommendation 5
That the Service Unit Manager, Exchequer and Community Services, be recommended to explore with appropriate services, incentives to encourage eligible organisations to take up the Community Amateur Sports Club Scheme.
Executive Response Update:
All sporting organisations eligible for this scheme have been written to asking if they wish to sign up. Take up has been limited and a second mail shot is being considered. Additionally this will be raised at all Sports Development Groups which take place between Sports Development Staff and the clubs.
Interim Recommendations:
- That rather than mail-shots, Sports Development Workers should make direct contact with eligible organisations in order to encourage take-up of the Community Amateur Sports Club Scheme.
- In addition, eligible organisations should be offered support in completing application forms.
Panel Findings:
The Panel heard that approximately 22 sports clubs were eligible to receive funding through the Community Amateur Sports Club Scheme.
A Community Amateur Sports Club Scheme workshop was arranged to take place in February 2007. The workshop was free of charge and intended to educate clubs about the opportunities for sports clubs to receive tax relief and how to progress with registration.
The Scheme will be promoted through forthcoming Development Group meetings. A list will be compiled of clubs eligible for the scheme but have not yet registered and arrangements made to follow-up with them if they do not sign up for the workshop. At the time of this review there were 7 clubs in Tameside registered as Community Amateur Sports Clubs.
Conclusion
(4) Alternative measures to increase take-up of the grant are being explored.
Recommendation
(4) That the Panel receive information on the impact of measures to increase take-up of the grant in July 2007
6.6 Original Recommendation 6
In the light of consultation undertaken by the Scrutiny Panel with voluntary and community groups, grant managers may wish to review the information available and how this is made available to potential applicants.
Executive Response Update:
Review of information available put on hold until results of internal audit and policy reviews completed.
Interim Recommendation:
- The Scrutiny Panel would like to receive a report on the effect on the provision of funding and funding advice of the reviews produced by the Policy Unit and Internal Audit
Panel Findings:
The review undertaken by the Policy Unit found that the Council offered large amounts of grants and other support, such as contributions in the form of discretionary relief on business rates, together with "in-kind" support (e.g. payroll services) and "in-kind" contributions (e.g. concessionary rates on hire of community buildings and charitable use of market stalls). However, no central record of all support available existed.
The Internal Audit Review found that access to information for voluntary and community sector (VCS) organisations should also include "in-kind" support as support was not just provided in cash grants. Small grants and "in-kind" support for voluntary and community sector organisations were provided by different parts of the Council but no central record or publicity for this support.
Conclusion
(4) The Scrutiny Panel have noted that the internal reviews by the Policy Unit and Internal Audit have been discussed with the Community Development Manager and that they will support further development and that they will support the further development of this service.
Recommendation
(5) That the Panel be informed of the outcome of the further development of the service in the light of the consideration of the reviews referred to above.
6.7 Original Recommendation 7
The consultation highlights a lack of clarity about the role of the Council as a provider of funding and funding advice. The Cabinet Deputy may wish to consider whether this should be clarified.
Executive Response Update:
Two other reviews of funding for the voluntary and community sector were started towards the end of 2005. One from internal audit which we are currently awaiting the final recommendations for and one from the policy unit which has just been completed and agreed by Executive Support Team (EST). These will be used to formulate a policy around the role of the Council with the responsible Cabinet Deputy by October 2007.
Interim Recommendation
- Expedite the completion of the Policy Unit's review and Internal Audit's review, so that the role of the Council can be clarified
Panel Findings:
Internal reviews expedited. See 6.6
Conclusion
(6) See Paragraph 6.6, Conclusion 5
Recommendation
(6) That the Scrutiny Panel receive an update on the development of the policy around the role of the Council as a provider of funding and funding advice.
6.8 Original Recommendation 8
That the web pages on the Council's website relating to funding and funding advice for voluntary and community groups be improved, based on examples of good practice from both within the Council ("Guide to Funding for Sports Clubs" pages) and from other local authority websites.
Executive Response Update:
Information of what funding is available from which partners in Tameside is scattered and not easily accessible. T3SC have been supported in developing a web site which contains information on funding support and advice. This and the Community Foundation for Greater Manchester can be accessed through the Council website but is not readily accessible. Single access point to be developed in order for a formal launch to be done in January 2007.
Interim Recommendations:
- That a link be established from the Council's website to the appropriate pages on the T3SC website;
- Develop a mechanism to ensure that the information contained on the T3SC website is accurate and kept up-to-date.
Panel Findings:
A web site link from the Council's web site to the appropriate pages on the T3SC website had been programmed to be developed by the resource procurement team and launched early 2007. Members were assured that a basic link would be established by the end of December 2006.
Conclusion
(7) It is essential that there is a link between the Council website and T3SC pages in order that people can access information available.
Recommendation
(7) That as a minimum, a clear and useable hyperlink be established from the Council's website to the T3SC and the Panel be informed as soon as this is completed.
6.9 Original Recommendation 9
That the information available on the website to reproduced in hard copy format for those who are unable or who prefer not to access the Council's website.
Executive Response Update:
Current budget commitments and savings targets will not allow a 'glossy' hard copy to be produced.
A hard copy quick guide is to be produced with the T3SC ready for the launch of the web link.
Interim Recommendation
- That a newsletter to publicise the availability of funding and funding advice and how to access provision be produced.
Panel Findings:
A funding advice page had been included as part of the T3SC bi-monthly newsletter which was distributed to all voluntary and community sector groups known to them in Tameside. An agreement had been reached with the T3SC that a canvass of voluntary and community groups would take place in order to ascertain the preferred method for information to be supplied in the future e.g. through the current newsletter, as a separate information leaflet sheet, through the Tameside Citizen. An agreement has been reached with the T3SC to include TMBC grants within this information and if a leaflet is needed to produce a joint publication. T3SC are to set up a bi-monthly email bulleting to groups.
Conclusion
(8) There is still a need for this information to be available to those people and organisations unable to access the website.
Recommendation
(8) That the Scrutiny Panel be informed and receive copies of this information when it is produced in paper format.
6.10 Original Recommendation 10
That the information referred to in recommendations 7 and 8, be made available to all Elected Members.
Executive Response Update:
Information to be made available to elected members once policy agreed.
Part 2 - The Effectiveness of the Tameside Third Sector Coalition
1. Background to the Follow-up Review of the Scrutiny Panel's Report on the Effectiveness of the Third Sector Coalition
1.1 In February 2004, the Executive Board considered a report detailing the development of the community and voluntary sector in Tameside and the formation of the Tameside Third Sector Coalition (T3SC) as the Tameside Council for Voluntary Service (CVS).
1.2 The report also related to a request from the T3SC for core funding from the Council which would enable it to receive funding from the National Lottery Community Fund and the Office of Deputy Prime Minister Infrastructure Fund.
1.3 The Executive Board asked the Scrutiny Panel to review the effectiveness of the Tameside Third Sector Coalition and report back to Board before a decision on the funding request was made.
1.4 Subsequently, the findings of the Scrutiny Panel's report were considered by the Executive Board in reaching its decision to core fund the work of the T3SC in June 2004. A level of core funding had been agreed under a Key Decision in January 2005 and has been available to the T3SC for 2005/06 and 2006/07.
2. Follow-up Review Findings
2.1 Original Recommendation 1
Should the Executive Board agree to core fund the T3SC, then clear unambiguous outcomes, related to Council priorities should be agreed.
Executive Response Update:
It was felt that unambiguous outcomes and priorities had been agreed through the development of the Service Specification set out within the Partnership Agreement between the Tameside Third Sector Coalition and the Council.
2.2 Original Recommendation 2
There needs to be genuine partnership working with all voluntary and community sector support organisations.
Executive Response Update:
Analysis of the support needs of voluntary and community sector groups commissioned in November 2004. Report used to inform Tameside response to the Change Up programme for Greater Manchester in 2005 which determined what support is needed to be delivered locally and what support could/should be delivered at a Greater Manchester level. T3SC carry out periodic surveys to feed information into database indicating current state of the Tameside voluntary and community sector.
Conclusion
(1) The Panel's original recommendation related directly to voluntary and community support organisations in Tameside not just the T3SC.
Recommendation
(1) That continued efforts be made to encourage voluntary and community support organisations in Tameside to work together for the benefit of the Sector.
2.3 Original Recommendation 3
The Council may want to repeat a similar consultation exercise as part of a performance monitoring of the role for the T3SC.
Executive Response Update:
Built into the monitoring arrangements for T3SC.
Panel Findings:
Provision for performance monitoring has been built into the contractual arrangements for the T3SC. Data has been provided to the Community Economic Development Manager in order to ascertain a first year baseline on which performance can be measured in the future. In addition, the T3SC have commissioned questions to the Citizen Panel to measure the wider impact for a 3 year period. See appendix one for details.
2.4 Original Recommendation 4
That the findings of the Panel's report be used to inform the decision of the Executive Board.
Executive Response Update:
The report of the Scrutiny Panel was used in the considerations of the Executive Board in June 2004.
Panel Findings:
A level of core funding has been agreed under a Key Decision in January 2005 and has been available to the T3SC for 2005/06 and 2006/07.
2.5 Original Recommendation 5
That any funding agreements take into account Council priorities.
Executive Response Update:
See recommendation 1. T3SC have commissioned Citizen Panel questions to measure wider impact for a 3 year period and use Local Area Agreement/Safer Stronger Communities Fund outcome measures for reporting purposes.
Conclusion
(2) It is indicated that council priorities are taken into account when measuring the impact of outcomes.
Recommendation
(2) That the Panel receive information on the outcomes of consultation indicated above.
2.6 Original Recommendation 6
That some broad outcomes of the activities of the T3SC be communicated through the Local Strategic Partnership.
Executive Response Update:
Outcomes of the activities of the T3SC have been communicated to thematic partnerships, in particular neighbourhood level community development work to the Safer and Stronger Communities Partnership, the Denton South Partnership Board and to the multi-agency Compact Group, a sub group of Tameside Strategic Partnership.
The preparation of a joint community development strategy with the Local Strategic Partnership has not been achieved. The Economic Development Unit does not have any direct involvement in Community Development activity as this is provided by community regeneration and its partners as well as T3SC. T3SC convene a regular joint community development workers meeting, and delivered a successful cross sector community development conference.
3. Borough Treasurer's Observations
The Voluntary and Community Sector play a vital role in helping to deliver services and information to the people of the Borough. It is crucial to enable us to monitor and evaluate the support and assistance that we provide, that we maintain a central record in terms of both cash and in kind support. The VCS also need to ensure that they can demonstrate their effectiveness and value for money in line with the councils priorities.
4. Borough Solicitor's Recommendations
This is an important review because as part of community leadership the Council has a critical role to play in both distributing appropriate funding to diverse groups who deliver services and create opportunities for people of the borough; and ensuring that various groups know how and where to access resources.