Agenda item

Full Council on 15 February 2022 invited Overview and Scrutiny (OS) to consider the transformation proposals for grant funded lunch and friendship clubs. 

In response a rapid scrutiny (RS) exercise took place on 2 March 2022, the report of which is attached for consideration by the committee. 

The Chairman reminded the committee that, on 15 February, Full Council had invited Overview and Scrutiny to consider the transformation proposals for council grant funded luncheon and friendship clubs. He then outlined the key points from the report about the rapid scrutiny exercise held on 2 March:

• The group established that the historic funding arrangements for the clubs were inconsistent in value and operated under a closed shop for new applicants.

• The new framework would provide an opportunity for providers to evolve to make themselves attractive to potential customers and the funding that will follow.

• The use of plain English was key when communicating with the clubs.

• The new framework would provide more certainty to customers, providers and the council.

• The proposals were not about replacing the community groups who provided luncheon clubs for people without a formal care need.

• The 50 percent grant funding for next financial year would act as a bridge for clubs before they have an opportunity to draw down from the framework.

• The group felt it was key for the Health Select Committee to continue to monitor the roll out of the framework.

The Director of Procurement and Commissioning took the opportunity to update the committee about an engagement session held with the clubs on 9 March. She explained that it was well attended, with 31 of the 34 groups in attendance. Lots of questions had been asked, with the session lasting 90, rather than the planned 60 minutes. Concerns were raised about the changes to the existing grants, as well as the additional steps required to comply with the new framework. However, some organisations did welcome the opportunity to join the open framework, feeling it would allow them to widen the number of people attending their clubs. The director stated that the council was keen to maintain their positive working relationship with the clubs and explained that a further meeting was planned to provide an update and allow additional questions to be answered.

During the discussion the following points were made:

• Members thanked the rapid scrutiny group for the report, as well as the director for providing an update about the meeting held on 9 March.

• Cllr Vigar welcomed the changes to help learning disability groups but reiterated his concerns, raised in the previous item, about luncheon club provision for older people. He highlighted that the report expected approximately two thirds of the 32 clubs currently receiving grants to join the open framework and noted that they would be competing for funding to support no more than 35 individuals over the age of 65, the number of customers currently using spot purchased contracts in that age group. He also noted that 14 of the 277 customers currently supported using spot purchasing arrangements had support with memory and cognition as their primary need, so the clubs might actually be competing for funding for fewer than 35 individuals over the age of 65 if it was not suitable to support them in a lunch club environment.

• The director stated that, as the tendered process was yet to begin, it was not possible at this stage to confirm exactly how many members would attend each club. She explained that some clubs had been able to secure alternative funding. She also noted that self-funders, and carers needing a break, would be able to access services through the open framework. Additionally, the framework would help to provide quality assurance for the services on offer.

• The Cabinet Member for Adult Social Care, SEND, Transition and Inclusion explained that clubs would be supported through the transition to the new system, as funding would still be provided for six months. She also highlighted the unfairness in the current system, informing the committee that clubs in Marlborough were supported with £3.75 per head and the equivalent figure in Chippenham was eight pence.

• The director reiterated that Community Engagement Managers (CEMs) had attended the engagement meeting on the 9 March. Possible funding streams were listed at the meeting, including Health and Wellbeing grants through Area Boards.

• Irene Kohler from Healthwatch Wiltshire, stated that many voluntary groups provided a vital service and expressed reservations about whether Area Boards would be able to bridge the loss of funding to luncheon clubs, given that they only had around £7,500 a year to award to Health and Wellbeing grants.

• The cabinet member acknowledged that funding decisions were often difficult but reiterated that Area Board grants could act as a cushion for clubs as they adjusted to the new arrangements. She felt that the open framework was an improvement, as it addressed much of the inherent unfairness in the existing system and allowed for better safeguarding and oversight.

• The Vice-Chairman noted that he took part in the rapid scrutiny exercise and felt that the report was an accurate reflection of what had been discussed at the meeting. He then added that, given the length of the presentation on the day, he would have welcomed additional time to allow for further debate.

• Cllr Cape sought clarification about the improvements in the council’s budget setting that had been bought about as a result of the rapid scrutiny exercise given the limited time available and lack of change in overall policy. It was noted by the Chairman that the group had recommended the use of plain English as well as encouraged outreach to clubs that would benefit from further engagement.

• Members picked up on the description on page 84 of the agenda pack of the open framework as light touch and sought reassurance about how clubs providing a service below the required standard would be identified. A commissioning manager explained that a robust process would be in place to monitor performance, including issues such as food safety. He stated that there would be a way to remove clubs from the framework and reminded the committee that being on the framework did not guarantee that they would receive any work.

• The Chairman requested that the minutes of the engagement meeting held on 9 March, as well as the forthcoming engagement meeting, were circulated to members.

 Resolved

1. That the luncheon and friendship clubs be given practical council support, including use of Pro-Contract, if they decide to bid to be placed on the new open framework.

2. That all future communications with the luncheon and friendship clubs is underpinned by the use of plain English, including the 9 March engagement event.

3. That the COSA agreements between the council and successful bidders provide certainty of funding for those individuals over a reasonable period.

4. That the council through its commissioning and community engagement team communicate to all 32 clubs the information shared with members on alternative funding sources.

5. That the council use all possible means of communicating the tender opportunity to clubs and organisations not currently receiving day care funding or grant funding – including community lunch clubs and innovative providers such as music clubs, book clubs and ‘gig buddies’.