CYNLLUN IAITH GYMRAEG

WELSH LANGUAGE SCHEME

PEMBROKESHIRE ASSOCIATION

OF VOLUNTARY SERVICES (PAVS)

This Welsh Language Scheme was approved by the Welsh Language Commissioner on

[Date to be inserted]

CONTENTS

Section Page

  1. Introduction 3
  1. Statement 5
  1. Planning and delivering services 6
  1. Communicating with the Welsh speaking public 7
  1. Corporate image 9
  1. Publications 9
  1. Press releases10
  1. Websites and information technology10
  1. Implementing the Scheme11
  1. Implementation and monitoring12
  1. Advertising the Scheme and raising public awareness12

APPENDIX

Timescales and Implementation Plan

SECTION 1 - INTRODUCTION

PAVS is a registered charity and a company limited by guarantee. It is regulated by the Charity Commission and Companies House and prepares accounts in accordance with the SORP accounting standards for charities, which are audited annually by external auditors.

PAVS operates as a member of the Third Sector Infrastructure Partnership, which is funded by the Welsh Government and includes Wales Council for Voluntary Action (WCVA); the Wales Association of County Voluntary Councils (WACVC) and Volunteer Centres.

Pembrokeshire Association of Voluntary Services (PAVS) is the County Voluntary Council for Pembrokeshire, providing support for voluntary and community organisations and volunteers throughout the County.

PAVS works closely with CAVO (Ceredigion Association of Voluntary Organisations); CAVS (Carmarthenshire Association of Voluntary Services) and PAVO (Powys Association of Voluntary Organisations) through a Regional Memorandum of Understanding signed by the Chairs of the Boards on 11th September 2013. Collectively, the four County Voluntary Councils work under the banner “Third Sector Support – Mid & West Wales”. The formal agreement sets out a framework for and commitment to regional working arrangements, which extend across a range of policy and service areas, including the Welsh Language.

Mission, Values and Strategic Aims

PAVS’ Mission Statement, approved by the Board on 10th September 2010, is:

PAVS exists to:

  • Encourage voluntary activity;
  • Support its members;
  • Engage with the public and private sectors; and
  • Promote the vision espoused by the third sector in Pembrokeshire.

PAVS’ values that guide its mission and strategic aims are:

  • Enthusiasm
  • Competence
  • Inclusiveness
  • Collaboration
  • Innovation
  • Sustainability

Engaging with members, service users, staff, trustees and volunteers through their language of choice is a key part of living up to the value of “inclusiveness”.

PAVS’ Strategic Aims

To encourage voluntary activity PAVS will:

  • Build capacity within the third sector by offering information, advice, training, funding and development support, ICT support and consultancy;
  • Provide facilities and offer support services through the Pembrokeshire Centre for Voluntary Action;
  • Run a small grants scheme;
  • Promote volunteering in the community; and
  • Expand its membership base.

To support its full and associate members PAVS will:

  • Accumulate an evidence base to contribute towards their policy development, funding applications and procurement bids;
  • Assist them in identifying and, where possible, quantifying their outcomes and impacts; and
  • Offer discounts on training, ICT support and consultancy.

To engage with the public and private sectors PAVS will:

  • Represent local third sector views to statutory bodies, and;
  • Undertake partnership working with public and private sector organisations.

To promote the vision espoused by the third sector in Pembrokeshire PAVS will:

  • Develop networks linking third sector organisations with similar objectives; and
  • Discover opportunities by identifying market failures, policy failures and unmet needs.

Governance

PAVS is a registered charity and a company limited by guarantee. It is regulated by the Charity Commission and Companies House and prepares accounts in accordance with the SORP accounting standards for charities, which are audited annually by external auditors.

The Board of Trustees (who are also Directors of the Company) has overall responsibility for all aspects of PAVS’ work. The PAVS’ Board is made up of 10 Trustees, 7 of whom are nominated and elected by the members at the Annual General Meeting. The remaining posts (Chair, Vice Chair and TSR[1] Finance) are appointed through an open recruitment process, managed by the elected members of the Board. This ensures that people with the appropriate strategic leadership, management and financial skills are appointed to key positions on the Board.

A skills audit is carried out at regular intervals and all trustees are encouraged to attend training courses, conferences and workshops relating to governance issues. Whole Board training is also organised, as required, and trustees attend joint staff development sessions with staff at least twice a year.

PAVS Staff

The quality of our services is dependent on the skills and commitment of our staff team. Despite the fact that many staff are on annual contracts, PAVS has been fortunate to retain a loyal staff team, many of whom have been with the Association for 10 years or more. This has been achieved through PAVS’ family and carer friendly employment policies, which provide for flexible working patterns and remote working from home, with the agreement of the line manager.

In addition, PAVS is committed to supporting and developing its staff team. All staff are entitled to quarterly work reviews and an annual appraisal, which provides an opportunity to set out work objectives for the coming year and identify training and development needs. Staff development sessions are held each month, providing an opportunity for whole staff training on issues such as implementing the Welsh Language Scheme, PQASSO, Green Dragon, etc.

Staff are encouraged to achieve nationally recognised and accredited courses to support their roles within the Association.

PAVS currently employs 29 staff on a full and part-time basis, led by a full-time Chief Officer. The staff team is organised across three areas of activity, namely:

  • Supporting Voluntary Action – organisational development; governance; sustainable funding; training; volunteering; ICT support and digital inclusion;
  • Representation & Joint Working – citizen engagement and representing the sector on strategic and service planning partnerships at local and regional levels including children and young people; health, social care and well-being; unpaid carers; and the Local Service Board;
  • Support Services – providing finance and administrative support to the Association and its members, including managing the Pembrokeshire Centre for Voluntary Action which is open to the sector and provides access to hot desks, SKYPE facilities, meeting and training rooms, equipment loan, practical office services, printing, photocopying and payroll services.

SECTION 2 - STATEMENT

2.1 PAVS has adopted the principle that in the conduct of its business in Wales, it will treat the English and Welsh languages on the basis of equality so far as is both appropriate in the circumstances and reasonably practical.

2.2 PAVS receives the majority of its funding from public sources. Therefore, we have a duty to make bilingual provision for the public in accordance with our funding guidelines.

2.3 More importantly, PAVS believes that offering services to the public in their preferred language is good practice. We believe that offering services which respect an individual’s choice of language can make a significant difference to the experience of the individual. We wish to encourage people who have dealings with PAVS to feel comfortable using their preferred language.

2.4 A Welsh language service will be considered an integral part of PAVS’ activities. We will identify resources so that services can be offered in English and Welsh whenever that is suitable, reasonable and practical.

2.5 This Welsh Language Scheme outlines how PAVS will achieve this in the provision of services to the public in Wales.

SECTION 3 - PLANNING AND DELIVERING SERVICES

3.1 New policies and initiatives

3.1.1 In planning new and revised policies or initiatives, PAVS will assess the language implications in order to adhere to the terms of this Scheme.

3.1.2 All new or revised policies and initiatives that are adopted will promote and facilitate the use of Welsh wherever possible and take the organisation closer to putting into effect the principle of equality at all times. We will ensure that all staff, volunteers and Trustees are aware of the requirements of this Schemeas well as the contractual requirements placed on the Association by working with other organisations, such as the Welsh Government, Pembrokeshire County Council and the Hywel Dda Health Board under the Welsh Language Act 1993.

3.1.3 When PAVS plans and approves policies or initiatives, we will assess the language outcomes, ensuring that they fulfil the commitments of this Scheme. A check list will be available to staff, volunteers and Trustees to ensure that all relevant matters are considered when developing new policies or initiatives.

3.1.4 A senior management committee, chaired by the PAVS’ Chief Officer, will monitor the compliance of new policies and initiatives with this Scheme.

3.1.5 This Welsh Language Scheme will not be altered without the agreement of the Welsh Language Commissioner.

3.2 Delivery of Services

3.2.1 PAVS’ aim is to provide a consistently high standard of services for English and Welsh speakers in accordance with the commitments set out in this Scheme. The standard of this bilingual service will be regularly reviewed, with the aim of continuously improving the standard.

3.2.2 Within the timescales set out in the Implementation Plan, PAVS will work towards the provision of a comprehensive service of the same high standard in English and Welsh by:

  • Ensuring that all staff/volunteers are aware of the implications of this Welsh Language Scheme
  • Ensuring that service users are made aware of which staff/volunteers speak Welsh by using the “Working Welsh” badges and posters
  • Providing training and guidance for staff/volunteers to facilitate the implementation of this Scheme
  • Providing bilingual workplaces within our offices
  • Finding reliable, professional and accredited translation services of a high standard to ensure that all relevant material is translated quickly and accurately

3.2.3 A description of the bilingual services offered by the various teams within PAVS is given below:

  • Volunteering Pembrokeshire – a Welsh-speaking Volunteer Officer is available to deliver the full range of services offered by PAVS’ Volunteer Centre including one-to-one advice and guidance interviews with potential volunteers;
  • Supporting Voluntary Action – bilingual or Welsh medium development support is available to voluntary and community groups in Pembrokeshire through referral to the County Voluntary Councils in Ceredigion and Carmarthenshire;
  • Representation and Joint Working–groups wanting to engage through the medium of Welsh are offered referrals to County Voluntary Councils in Ceredigion and Carmarthenshire. Responses to consultations are welcome in both languages.
  • Support Services – callers to the office (both on the phone and in person) are greeted bilingually. PAVS responds in Welsh to all written communications that are received in Welsh. PAVS’ recruitment process is fully bilingual – applicants are welcome to submit applications in Welsh and bilingual interviews are offered.

SECTION 4 - COMMUNICATING WITH THE WELSH-SPEAKING PUBLIC

4.1 Written Communication

4.1.1 PAVS welcomes written correspondence (including e-mails and texts) in English and Welsh. All correspondence received in Welsh will be answered in Welsh.

4.1.2 PAVS will endeavour to ensure that its management information system holds information about third sector organisations and individuals who prefer to receive correspondence in Welsh, in English, or bilingually. If it is known that an individual prefers to receive correspondence in Welsh, wherever practical, we will correspond with that person in Welsh.

4.1.3 Standard letters that are sent out to individuals whose language preference is not known will be produced bilingually.

4.1.4 We will endeavour to ensure that all correspondence in Welsh receives attention within the same timescale as correspondence in English. In order to facilitate communication with customers in Welsh, PAVS will maintain a list of professional and accredited translators and make this available to all staff and volunteers.

4.1.5 PAVS’ headed paper and corporate e-mail signature will contain a standard bilingual statement welcoming correspondence in English or Welsh.

4.1.6 “Out of Office” or other automatically generated e-mail messages will, wherever possible, be written bilingually.

4.2 Telephone Communications

4.2.1 People are welcome to speak English or Welsh in dealing with PAVS over the telephone. All external calls will be answered with a standard bilingual greeting.

4.2.2 If a member of staff is unable to provide a bilingual service, they will explain the situation to the individual and offer a Welsh language service from another member or staff or volunteer. If no Welsh speakers are available, the caller may choose to have a Welsh speaker phone them back; submit the request in writing or continue the conversation in English. PAVS can also offer to refer calls to Ceredigion Association of Voluntary Organisations (CAVO) or Carmarthenshire Association of Voluntary Services (CAVS).

4.2.3 PAVS will provide an internal directory of Welsh speakers in the organisation to whom calls may be transferred. The directory will also include telephone numbers for CAVS and CAVO.

4.2.4 Following a telephone conversation in Welsh, all subsequent communications, whether written or verbal, will be in Welsh or bilingually at the request of the caller.

4.2.5 The answer phone message on the main office switchboard and mobile phone will be bilingual.

4.3 Face-to-face Communication

PAVS has undertaken to ensure that anyone who wishes to have face-to-face contact with a Welsh-speaking member of staff or volunteer will be able to do so. This may not be possible at all times, but we will encourage and train Welsh-speaking staff and volunteers to make the most of their Welsh language skills to offer as comprehensive a service as possible.

4.4 Public Meetings and Events

4.4.1 Notices of all public meetings and conferences will be bilingual and will include a statement that the right of those attending to speak English or Welsh will be respected.

4.4.2 Exhibitions and presentations will be bilingual and PAVS will encourage everyone to uphold the principle of equality.

4.4.3 We will assess the need for simultaneous translation facilities by requesting delegates to indicate their preferred language prior to attending the event. If at least 20% of the delegates indicate that they wish to communicate in Welsh, then we will do our best to provide simultaneous translation. If there are no available resources to arrange a translator, Welsh-speaking staff or volunteers will translate questions.

4.4.4 Badges denoting Welsh speakers will be worn to show which members of staff or volunteers speak Welsh.

SECTION 5 - CORPORATE IMAGE

5.1 Corporate Identity

The corporate identity of PAVS will be completely bilingual including the name of the organisation, its address and logo. The corporate identity will be visible on headed paper, fax paper, compliment slips, business cards, publications, premises, etc. Both languages will be equal in terms of size, format, quality, clarity and prominence.

5.2 Signage

5.2.1 When replacing internal and external signage at our offices, PAVS is committed to the provisional of completely bilingual signage and both languages will be equal in terms of form, size, quality and prominence.

5.2.2 The signage will uphold the principle of equality, with the Welsh appearing above or in front of the English.

SECTION 6 - PUBLICATIONS

Documents

6.1 All printed public material such as posters, forms, handbooks, annual reports and statements will be produced bilingually. If the language preference of the intended audience is not known, then documents will be produced with both languages in the same document and in a suitable style for the document, for example, side by side for posters and back-to-back for larger documents.

6.2 Customers will be able to choose to receive information in English or Welsh. If the language preference of the end user is known then separate English and Welsh versions will be published and distributed according to the preferred language of the recipient organisation or individual.

6.3 If it is not possible or appropriate to produce bilingual material, separate English and Welsh versions will be produced. In this case, both versions will be of the same standard and will be published and distributed at the same time. The fact that an English/Welsh version is available will be publicised.

6.4 When a charge is made for a document in bilingual format, the price will not be higher than the single language version of that document. In addition, the price of the Welsh version will not be higher than the price of the English version.

6.5 Current public material will be produced bilingually when revised or re-printed. We will consider how to make the best use of voluntary assistance in preparing bilingual publications. At the same time, we will ensure that the Welsh text is of a high standard and in the correct register and is mindful of the target audience.

6.6 Staff, consultants, designers and printers will be given written guidelines on how to deal with bilingual publications.

SECTION 7 – PRESS RELEASES

7.1 We are committed to issuing bilingual statements and notices to the press and the media in Wales, whenever possible. It is understood that occasionally in an emergency, it will be necessary to issue press releases in English only but, in all other circumstances, the translation process will be incorporated into the planning timescales.

7.2 Press releases will be sent to appropriate English medium and Welsh medium newspapers. A full list of these will be maintained by PAVS and made available to staff and volunteers.

7.3 Interviews will be held in Welsh where appropriate and all press releases will include contact details of a Welsh speaking representative of PAVS. This person will be authorised to represent PAVS within the boundaries of their knowledge. PAVS will keep a list of suitable names and make these known to staff and volunteers.

SECTION 8 – WEBSITES AND INFORMATION TECHNOLOGY

8.1 Members of the public will be able to access information via PAVS’ website in English and Welsh. The website will indicate language choice clearly. PAVS recognises that the best way to steer language is to include language choice on each page where a corresponding version is available.