Powys Children & Young People’s Partnership

MULTI AGENCY SENIOR MANAGEMENT BOARDS (MASMB)

October 2008.V1.0

Multi-Agency Senior Management Board’s

Introduction

Powys Children and Young People’s Partnership has completed its Children and Young People’s Plan 2008-2011. There are a range of priority actions to achieve within the plan including the development of a robust infrastructure that will provide the framework for the delivery of locally based multi-agency services which aim to provide early intervention and prevention of difficulties for those who have additional needs.

As part of the requirements to deliver locally based community services including the development of multi agency teams, it is essential that those senior officers with a responsibility for the operational delivery of services within key agencies work effectively and efficiently together to meet the needs of children, young people and their families and extend productivity within their area. The CYPP has set out a clear geographical framework within which services can be either commissioned or reconfigured to form fully integrated local delivery models; creating real or virtual teams for a specified population base or community. These include the provision of services on a county wide basis, an area basis, or a shire basis.

The development and implementation of delivering integrated multi-agency services will at times be exceptionally difficult and challenging. This paper needs to be read with the understanding that we are on a journey which will develop and change shape as our learning and experience develop, we need to be able to ‘hold’ a level of fluidity with the approaches that we are taking.

Structure

The CYPOG have discussed the setting up of the Multi-Agency Senior Management Boards and are in full agreement that this is an essential element of the infrastructure requirements to enable the CYPP to create a safe and robust framework for the delivery of integrated services. The CYPOG is also aware of the practical and resource implications for this next stage of infrastructure delivery, including being mindful of the current structures that existing partners have in place to manage their services.

In light of these factors and the requirement to make a recommendation that is both deliverable and sustainable, the CYPOG recommends to the CYPP the implementation of the setting up of two Multi-Agency Senior Management Boards on an area basis, one covering the north of the county including the shire of Montgomeryshire and one covering the south of the county incorporating Brecknockshire and Radnorshire. It is important to stress that this does not change or intend to change the current operational delivery of services on the ground.

On the 2 July 2008 the CYPP made the decision to support the development of a north/south model of the MASMB’s.

Terms of Reference of Multi-Agency Senior Management Boards

Purpose of the Multi-Agency Senior Management Board

  • To deliver the vision and principles of the Children and Young People’s Plan
  • To provide strategic and operational leadership at a local and shire based level
  • To provide leadership in respect of the change process in terms of people as well as processes and structures
  • To provide a framework for effective communication and the establishing and building of relationships which will model how we expect services to be delivered at an operational level within the local areas and shires.
  • To provide a work environment which will focus on cultural change and working practises necessary to make the sharing of information more effective.
  • To identify local need and to be able to respond creatively to this through both the redirecting of services and the commissioning of services.
  • To have responsibility for developing and commissioning (possibly tier 3/4) provision that is uneconomical to commission and deliver at a local area level. Of the client group most at risk within the areas under their direction/management.
  • To put in place systems of monitoring, challenging and scrutinising the care plans, health plans and personal education plans of the client group most at risk within the areas under their direction/management
  • To oversee the work and activity of the LRSP’s that are operating within their area.
  • To present the care plan, health plan and education plan to the C&YP Multi-Agency Approval Panel when the needs of a particular child or young person exceed the resources and capabilities of local/shire based provision.
  • To provide a structure through which key strategic developments of the CYPP can be disseminated and delivered.
  • To provide the CYPP with more detailed information and feedback from the 6 areas .e.g. local demand, resourcing and development of local multi-agency teams, accommodation requirements, governance/accountability issues.
  • To provide professional support to each other and at the same time, learn and understand from each other’s professional roles and responsibilities.
  • To understand and collect information from the wealth of activity in the community and voluntary sector.
  • To consider and understand workforce requirements and training issues and input this information through the CYPP workforce development strategy of the CYPP.
  • To provide leadership and support to the implementation of CAF within the six local areas

Core Membership of Multi-Agency Senior Management Board’s

Children’s Services Shire Manager

Senior Area Housing Representative

Special Schools Representative

Service Manager YOS

Schools and Inclusion Senior Manager

Head of Health visiting and School Nursing

Voluntary Sector representative

Primary Heads representative

Secondary heads representative

Senior Area Youth Officer

Leisure and Recreation Senior Officer

Police

Careers Wales.

Officers in attendance: Networking Development officers and CYPP Team.

The MASMB may allow additional individuals to attend meetings, particularly when items of business are to be considered where it could be beneficial to draw on the expertise of individuals other than those on the MASMB.

Full members have the right to fully participate in discussions and decision making.

Deputisation

It is acknowledged that in certain circumstances, it will be necessary for members of the MASMB’S to nominate a deputy to attend in their absence who can take on the role of a full member for the purposes of that meeting.

In such circumstances, it will be essential that the deputy is well briefed and prepared to take on this role. Continuity and consistency of members will be critical to the success of the MASMB.

Reporting and Accountability

The Multi-Agency Senior Management Board will be accountable to the CYPOG on behalf of the CYPP in respect of delivering the requirements outlined above.

In relation to specific requirements and plans for individual children and young people who require specialist provision, accountability for the delivery of multi-agency packages of support rests with the Multi-Agency Approval Panel.

Individual managers will remain accountable to their line managers within their respective agencies.

The Multi Agency Senior Management Board will also be accountable to families in terms of their experience of receiving services within their area.

Outcomes and Outputs

Multi-agency cultures are being brought together.

Timely and effective interventions.

Holistic packages of support in place.

Greater co-ordination and join up of services.

Effective joined up planning and development of services

Reduction of duplication and therefore greater efficiency and value.

Local networks and engagement improved.

Greater local accountability and improved performance management information.

Greater community engagement, consultation and opportunity for transparency of decision making about the nature and type of services and support required and received.

Infrastructure and framework for further local developments and delivery of the Children’s plan.

Removal of ‘silo –based’ thinking.

Improved dissemination of information and decisions on behalf of the CYPP creating a more efficient and effective information sharing system at a local level.

Greater alignment of existing structures and processes.

Frequency of meetings

Dates and venues of future meetings will be arranged and published at least 12 months in advance.

Meetings will be restricted to no longer than 3 hours.

MASMB meetings will be held on a monthly basis although additional development, information and/or training sessions may be organised from time to time.

Alterative methods of communication/decision making may be used between or instead of meetings.

Leadership

The chairing of the multi-agency senior management board will be agreed by the group and a vice chair will also be identified at the same time. The chairing of the meeting will change on an annual basis.

Consideration will need to be given to the chair of the meeting joining the CYPOG as an officer in attendance.

Administrative support

The administrative support for the MASMB meeting will be provided from within the BPU of the Local Authority. The administrative support will:

  • Record and circulate the minutes and relevant documents of meetings
  • Circulate the agenda and supporting papers/documents
  • Maintain accurate contact details of all members
  • Arrange the dates and venues for all meetings
  • Collect lists of attendees and apologies

The agenda for the meeting will be sent out no later than one week in advance of the meeting and the minutes will be distributed to members of the MASMB once they have been signed off by the chair. In addition, they will be sent through to CYPOG and a range of networks and providers within the local area once they have been accepted although the chair will have the ability to agree to their earlier dissemination to CYPOG if required.

Matters Arising will not be a standard agenda item but can be raised by notifying the Chair and Senior CYPP Manager 14 days prior to the meeting

Budgetary Rsponsibility

The MASMB will have at its disposal the delegated budgets that each respective officer brings to the table. There may be occasions when the CYPP has nominated budgets which it can delegate to the MASMB for the commissioning and development of services.

Decision Making Responsibility

It is anticipated that where it is necessary to make decisions that this will be done by consensus. Where an agreement cannot be reached, then this matter will be reported through to the CYPOG for discussion and decision.

Members who have been absent from a meeting will abide by the decisions made.

N.B For the purpose of this document the term ‘local’ refers to the 6 local delivery areas outlined with the Children and Young People’s Plan 2008-2011.

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