Agenda and minutes

Apologies for absence were received  from Cllr Adamou  and Libby Blake.

No items of urgent business were received.

 No declarations of interest were put forward.

To consider the minutes of the meeting held on 02^nd July 2013.

To note the agenda plan for the Committee.

 The Committee noted the  items for the  joint meeting with Corporate Parenting on the 05 November and had no further items were added to the  committee agenda.

This report sets out performance data and trends for an agreed set of measures relating to: Children and Families - Contacts, referrals and assessments and Child Protection.

The Committee considered performance data and trends for an agreed set of measures relating to: Children and Families - contacts, referrals and assessments and child protection. The following key information was noted:

·        Steady decline in the number of looked after children

·        Reduction in the number of contacts being received by the First Response Team

·        Re-referrals stood at 12% against a target of 16% - this was a positive indication that there was  quality initial  contact with the families leading to a low number of re – referrals.

The committee noted that  this was the final occasion for the committee considering  performance on initial and core assessments  as the  new  single assessment had now started. Members noted that , under this new assessment process,  there was an up front interest in seeing the child within in 10 days with a decision also within his timeline. The performance target figure for this would be 95%. A core assessment would need to be completed in 45 days.  This process would be   aided  by a  new referral template which is focused on analysis and reflection.  

 Understanding was sought on the  thinking behind  the choice of days to complete single assessments and it was noted that   the number of days (10) was chosen in consultation with other boroughs. The Committee were keen to   maintain their understanding  of the  service performance  in  taking  forward an initial  assessment of a  case and whether this was  good or not   and questioned how this could now  be done. In response it was noted that  there was scope to compare  the single assessment  figures to  how  many children were seen  within 10 days in previous months and years.

  Understanding was sought on how the Committee could get a better understanding of outcomes for children from looking at performance information.  It was explained that the performance figures provided a comprehension of   the impact of the service’s work and initiatives. A performance  figure which  provided a stark example of this,  was the number of children that had been on a plan for  longer than 2 years would provide an indication if outcomes for the child were being achieved.  The service were continually  examining the  length  of time a child was on a plan in comparison to their age to understand if outcomes were likely to be achieved. All cases were different,  a young person, they may need the security of being of a CP plan to enable the high level monitoring but a young child should not be on a plan for a  long period. As a way of developing understanding about the outcomes being delivered for a child,  agreed a sample of child protection plans could be looked at and outcomes followed up by the Independent member

The speed of decline in the number of children  that were  subject to plan and  also  the number of children coming off plan  was compared  and discussed. This  was attributed to the impact of the safeguarding and support team beginning to work with the  ...  view the full minutes text for item 167.

This initial report will describe the role and responsibilities of the CPAs(Child Protection Advisors),  provide an overview of quantitative and qualitative data captured by the service, without replicating information contained in Children and Families’ Performance Reports;  offer a self assessment of areas of progress, highlight issues requiring attention and make recommendations for further improvement. Finally the report will identify the overarching priorities of the Service for 2013-14.

This was the first report to the Children’s Safeguarding and Policy Committee from the Child Protection Advisors and it provided some detail about the role of a child protection advisor. They will facilitate critical decisions making role about the care of a child on a protection plan. They offer advice to all agencies at conference meetings and outside meetings,    meet with parents of children on plan and they will also ensure that there is advocacy for the child in the conference meeting to make sure their voices are heard.  Further work was being taken forward on better inclusion of fathers in the conference process.  

Within the council, the child protection advisors will make a leading contribution to the quality assurance, work alongside operational managers to raise performance standards, support the work of the LSCB by contributing to policy initiatives, complete training for agencies in the sub groups in the LSCB.

Child Protections Advisors views are sought on the process and they have a clear view on where the outcomes are for a child and whether they are being achieved.

 The Child Protection Advisors recognise that vulnerable children will have parents with needs and there is the focus on the evaluation of the Child Protection process with feedback from parents sought and the commitment to work together and provide an integrated response to children and families. . The Child Protection Advisors seek to capture parents thinking and help them to feel involved with the process. 

 The Committee were provided with information about the daily work of a CPA in chairing conferences and escalating matters when needed.  The minutes and plan of action are compiled within 24 hours and   there was a 95% target on achieving this.

There has been a reduction in the number of children that have been on plans for between 12- 18 months.

In response to a question, it was clarified that pre birth conferences can be taken forward from the first trimester this could involve mental health, midwifery or other agencies involved with the mother. The committee were provided with an understanding of the factors involved in a pre birth referral.

The Committee were pleased to note that the services of an Advocacy service were being commissioned to help ensure that the voice of the child/ young person is available at the child protection conference meeting.

The  Committee to consider the recommendations  and  action plan arising from the Internal Audit on information compliance, compliance with local and statutory requirements, and records management within the Service.

Following on from the Judicial review and  findings against the council in respect of  information sharing,  The Director of Children’s Services had  requested  that the Council’s Internal Auditors, Deloitte and Touche Public Sector Internal Audit Limited conduct an exercise to provide assurance on data and information compliance, compliance with local and statutory requirements, and records management within the Service. Tests were carried out on a number of documents, policies to understand if they were up to date and followed the required line for information sharing between partners. Also the accessibility of the documents to residents was checked there was also a testing completed   on a sample of 10 cases to understand how they were progressed to a section 47 investigation.

Committee members considered the list of documents and protocols that were checked, audit action plan and management action plan arising from the findings of the audit.

The Committee asked the Acting Head of First Response on how confident the team were with implementing and following the legal requirements around the sharing of information.  The committee   noted that there was more confidence in the team following the added training and guidance received on information sharing. Members note d that this would be an ongoing conversation with staff to continually ensure that the requirements behind the information sharing protocols were continually adhered to

 The Chair reiterated the important of following the legal requirements of the information sharing and continually managing risks in relation to keep children safe.  The Chair was assured that there was an increase in recording and Social Workers and Practioners were recording reasons behind their actions. For example, if   consent to share information could not be obtained and information held indicated there was a necessity to act in the   overall safety of the child. The Committee continued to note that there was a stronger sense of the information sharing rules within the service and there was a sense of ownership   for the information being given and teasing out the thresholds by social workers and practioners.

The Chair enquired about the work with partners and ensuring they had an understanding about what their responsibilities were as part of the protocols for information sharing.  It was noted that workshops   had been held with children’s centre staff so they knew the types of information they needed to share.

 More understanding was sought on the nature of the term ‘significant harm’ and the circumstances to trigger a section 47 investigation.  It was explained that this could involve a range of circumstances such as physical abuse, emotional harm or risk of sexual abuse. Social Workers, Practioners and mangers would need to assess risk, impact, and consequence.  This would mean asking questions and gathering information to enable this understanding to be reached.  Committee Members  noted that  this  was a continuing  analytical process , recording and  being aware of serious case reviews findings   , research ,   social work experience, all contributing to  the final judgement of the Social Worker . It was commented that how this  ...  view the full minutes text for item 169.

Further to the previous meeting where the committee considered a  report containing legal advice on information sharing, it was agreed to consider a further progress report on implementing the legal advice in the report and updating relevant documents and guidance. Report to follow

 At the last meeting in July, the Committee had considered a report containing legal advice on information sharing and they had subsequently agreed to consider a further progress report on the updating relevant documents and guidance concerning information sharing which is in use by the council and LSCB.

The action required following the advice was to: a) review the MASH documentation and ensure they adequately address the issue of consent and take into account the Working Together to Safeguard Children (2013) statutory guidance; b) ensure that the revised and improved documents are approved by the appropriate Committee or body; c) prepare an easy guide for the public on the MASH information sharing arrangement; and d) ensure that relevant staff are fully aware of and trained on any new or revised information sharing documents.

The Committee further noted that there was new draft MASH documentation agreement between partner arrangements, governance arrangement to ensure that MASH objectives achieved.

MASH documents were produced by the London MASH Project under the London Safeguarding Children Board. These documents have been discussed, negotiated and approved for use by local authorities with the MASH arrangement.    However,   these documents had been slightly adjusted to ensure ether also responded to local concerns.  This was set out in paragraph 6 of the ‘Working Together Guidance’.

 Committee Members were pointed to the relevant sections in the information sharing agreement (appendix 1) were added explanation was provided about consent and when to share information. Committee members were shown where there guidance added on the importance of recording around decision making. 

 Having considered the enclosed MASH documentation, and booklet for practioners, it was remarked that this was quite detailed and dense information for Social Workers and Practioners to disseminate. Clarification was sought about the ongoing support to ensure that the information sharing advice and guidance was continually understood and adhered to. The Committee were assured that there had been workshops on this guidance with reference given to the key areas of the guidance that needed to be refereed to. There was also the   MASH flow chart attached at appendix 3 which could be referred to as a quick guide and the 7 legal golden rules of information sharing. Legal services and First Response would keep collaborating to ensure that there was a balance between risk and the legal requirements of information sharing

The judgement had demonstrated the need to focus on compliance of statutory and legal requirements for information sharing and the continual need to ensure this was practiced.

At their meeting in April, the Children’s Safeguarding Policy and Performance Advisory Committee requested further sampling of referrals from Children’s Services are taken forward by Adult Services. Adult Services selected a sample of these referrals as part of their case file audit process to look at how Adult and Children’s Services are working together – especially in open cases.

 At the Committee meeting in April, Members had considered an audit concerning cases that had been referred to the Adults through the SOVA (Safeguarding of Vulnerable Adults) referral process. This audit sample did not encompass clients that are responsibility of Adults with Learning Difficulties, Drugs Alcohol Action team; Adults with Physical Disabilities and Adults service were further asked to complete a sample audit which included these service areas. The Committee noted that there were a total of 24 referrals sampled from Children’s services to Adult services for the period of 01 April 2012 to 31^st March 2013.  The Committee questioned the formula applied to the selection of the samples and it was noted that cases were chosen at random with the total number looked at was estimated to be a quarter of the referrals received.  Committee Members continued to consider the findings of the case file audit which was attached to the exempt part of the agenda. This included the date of the referral from Children’s services to Adult services and the actions that had been taken in relation to providing a service and   the outcome delivered.  The Acting Director of Adults services  highlighted that  that there were 5   episodes that were created on the system in error , these were abandoned as the  adult in question was likely to  already be  receiving a service and was known to the Adults service and therefore will already have a FWI file . The security attached around the Framework I system meant that you could not delete episodes once created without manager agreement. 

The committee were informed that the audits completed by the Adults Services will feed into the councils’ internal Quality Assurance Board and will be considered at call over reviews .This will allow findings to be assessed and to understand how working practices can be improved.

Although both Adults Services and Children’s services use Framework I to record episodes on case files, Adults services are not able to access children’s episodes.  The Committee were informed that the Framework I systems permissions were set to be revised, by October this year, to allow access to the children’s episode by Adult services. This would help improve access and analysis.

The Chair asked the Assistant Director to comment on the transition process between Adults and Children’s services. It was noted that the only issue identified was concerning the alignment between Adult services and Children’s services on Framework I which was to be resolved.

In response to a concern about the number of cases abandoned in error, this was attributed to data cleansing and did not reflect that the case had simply been discontinued. It was further explained that in some cases the clients name had been miss – spelt and this meant that a new case had to be created with the right name to avoid any confusion and potential duplication. In terms of data gathering for performance information, the Committee were assured that there is an awareness of duplication on FWI  ...  view the full minutes text for item 171.

To consider new items of business as per item 2.

None

The press and public will be excluded from the meeting for consideration  of the following  items as they contain exempt information  as defined  in section 100a  of the local government act  1972 (as amended by section 12A of the local government act 1985) paragraphs 1&2&3 namely information relating to an individual  and information likely to reveal  the identity of an individual.

As per item 13.

 To approve the exempt minutes of the meeting held on July 2^nd 2013.

Agreed as an accurate record.

To consider new items of exempt business as per item 2.

None

 The  Joint meeting between Children’s Safeguarding Policy and Practice Committee and Corporate Parenting Committee   on Tuesday 05^th  November 2013 7.00pm  Council chamber,

Children’s Safeguarding Policy and  Practice committee  23^rd January 2014 7.30pm.

None