Agenda, decisions and minutes

The Presiding Member welcomed Members to the hybrid Council meeting.

To receive disclosures of personal interests from Members in accordance with the Code of Conduct

1.     Members are requested to identify the item number and subject that their interest relates to and signify the nature of the personal interest;and

2.     Where Members withdraw from a meeting as a consequence of the disclosure of prejudicial interest they must notify the Chairman when theyleave.

In accordance with the Council’s Code of Conduct and following advice given by the Council’s Director of Legal Services & Democratic Services, the following declarations were made pertaining to the agenda and declaration (8) in relation to agenda item 7 was declared later in the meeting (Minute 45 refers):

Agenda item 7 – Review of the Council’s Terms & Conditions:

1.     Councillor D R Bevan declared the following personal interest- “I have two family members who may be affected by what is set out in the report”

2.     Councillor A Morgan declared the following personal interest – “I have a close associate who may be affected”

3.     Councillor G Hughes declared the following personal interest – “My mother works for the Local Authority”

4.     Councillor W Hughes declared the following personal interest – “My wife works for the Local Authority”

5.     Councillor G Stacey declared the following personal interest – ““My daughter, Son and Grandson work for the Council”

6.     Councillor T Williams declared the following personal interest – “My son works for the Council”

7.     Councillor W Lewis declared the following personal interest – “ My son works for the Council”

8.     Councillor W Treeby declared the following personal interest – “Both my sons work for the Council”

To approve as an accurate record, the minutes of the Council Meetings held on the 12^th July 2023.

The Council RESOLVED to approve the minutes of the Council meetings held on the 12^th July 2023 as an accurate reflection of the meeting (subject to it being noted that Councillor S Trask was omitted from those in attendance at the 4pm meeting).

The following announcements were made:

Ø  Councillor R Harris wished to congratulate the Welsh rugby player Josh Adams who had recently achieved his 50^th cap at the Rugby World Cup. He also wished the Welsh Rugby team good luck for their up-and-coming game against Australia on the weekend.

Ø  Councillor M Maohoub led the Council in a Minute’s silence in memory of all those who had lost their lives in the recent tragic events in Morocco and Libya.

Ø  The Service Director Democratic Services & Communication made the following announcement in the absence of Councillor W Treeby which provided information in respect of Councillor Treeby’s Charity Donations during her time as Mayor for Rhondda Cynon Taf during the 2022/23 Municipal Year: 

              Wales Air Ambulance £26,100 

Stroke Association £26,100

These both include £24,000 each of ICCM money.

Green Meadow Riding School for the Disabled £2,100

Total Donations £54,300 

To receive Members questions in accordance with Council Procedure Rule 9.2.

(N.B a maximum of 20 minutes shall be allowed for questions on notice.)

Council was advised that question 3 would fall due to the absence of the Member asking the question:

1.      Question from County Borough Councillor R. Evans to the Leader of the Council, County Borough Councillor A. Morgan OBE:

    “Can the Leader give an update on the Britannia Bridge scheme?”

     Response from County Borough Councillor A. Morgan OBE:

The Leader commented that this question relates to the Eirw Road / Imperial Bridge   scheme in Britannia which is now progressing to its conclusion.  All the bearings which had seized have been replaced, the parapets and structural steel have been repaired with corroded sections also replaced. The whole bridge, at just under 3,000 square metres of surface, has been stripped and repainted. 

The Leader added that the road surfacing has now been removed to re-waterproof the bridge deck and repairs will need to be made to the concrete infill first, and this will add a few weeks onto the programme. He commented that major schemes such as this one and other structural maintenance or replacement schemes can cause disruption locally and therefore the Council is grateful to residents for their patience and cooperation.

Supplementary Question from County Borough Councillor R Evans:

“Can the Leader explain the importance of having a structural repairs and maintenance programme in RCT?”

Response from County Borough Councillor A Morgan:

The Leader commented that it is hugely important and the Council is currently replacing many bridges across the County Borough alongside the capital programme. The Leader acknowledged the disruption this involves but without investing in the structures, they would close which has long term implications for local residents until they are replaced.

The Leader explained that continued investment following Storm Dennis is inevitable and needed and four bridges will shortly be listed into placed. He added that structures will continue to be replaced as they age or else they will fail.

2.       Question from County Borough Councillor H. Gronow to the Cabinet Member for Environment & Leisure County Borough Councillor A Crimmings:

“Could the relevant Cabinet Member please give us an update on fly tipping across the county borough”.

Response from County Borough Councillor A. Crimmings:

Councillor Crimmings responded that Rhondda Cynon Taf Council adopts a zero-tolerance approach to tackling fly-tipping, and we use all available powers to catch those responsible for illegally blighting own towns and countryside and holding them accountable for their actions.

Councillor Crimmings advised that the removal of fly-tipping in the County Borough costs hundreds of thousands of pounds which should be spent on key front-line services, which is obviously vital in the current financial climate. She added that the most frustrating thing is that many of the items recovered on the streets, towns and mountains could have been taken to a Community Recycling Centre or collected from the kerbside at no extra cost. Therefore, there is absolutely no excuse for this behaviour in our communities.

Councillor Crimmings confirmed that once again, Rhondda Cynon Taf has achieved more successful fly-tipping prosecutions than any other  ...  view the full minutes text for item 42.

The Service Director Democratic Services & Communication presented an update regarding the adopted and published Council Work Programme. He advised that any deferred items of business from this month will be considered at the subsequent council meeting on the 25^th October. That meeting will also be the last hybrid Council meeting before work commences to decommission the Council chamber in Clydach Vale ahead of the office relocation to Pontypridd. The Service Director confirmed that an invitation to the Cwm Taf Morgannwg University Health Board to attend Full Council in November would now be postponed and reconvened following the office relocation in the New Year.

In conclusion the Service Director confirmed that a Political Balance report would need to be considered in October in view of the notification of the formation of a new political group, the Independent Group comprising Councillor W Jones and Councillor W Owen.

To receive a report from Deputy Chief Executive & Group Director – Finance, Digital & Frontline Services providing an update on the Medium-Term Financial Plan

The Deputy Chief Executive and Group Director, Finance, Digital and Frontline Services presented an update on the Medium-Term Financial Plan (MTFP) 2023/24 to 2026/27 and Council Reserves through a Power Point presentation under the following headings:

Ø  Council Budget

Ø  Capital Investment

Ø  Medium Term Financial Plan

Ø  Context and Uncertainty

Ø  Council Financial Health and Reserves

Following the presentation, the Director advised that updates will be provided to Council once the provisional settlement has been received from Welsh Government in December 2023. The Director advised that the updated MTFP would be presented to the Overview & Scrutiny Committee as part of the first phase of the Council’s budget consultation process.

Following discussion there were contributions from the Group Leaders,

it was RESOLVED:

1.     That Members note the current position modelled in respect of the ‘Medium Term Financial Plan 2023/24 to 2026/27’ and receive further updates in the autumn as part of the annual budget setting process.

An additional recommendation, which was not supported by the majority of Members, was moved and seconded as follows:

2.     That this Council writes to all Party Leaders in the UK and Wales, putting them on notice that Wales is sick of having the crumbs off the UK Government’s table and that the next UK Government must pledge to substantially increase funding to Wales and ask that the Leaders of all parties that we can call on their support.

To receive the joint report of the Chief Executive, Deputy Chief Executive & Group Director – Finance, Digital & Frontline Services and Director of Human Resources.

The Director of Human Resources presented the joint report to advise Council of the proposal for change in respect of staff terms and conditions of employment.

The Director advised of the commitment to keep further terms and conditions matters, raised by the recognised trade unions, under review in light of operational and service need, following the change agreed by Council at its meeting on the 28th September 2022. The Director referred Members to the enhancement being proposed, as set out at section 4 of the report, for any hours worked on a Sunday, staff will be paid an enhanced rate of Time Plus a Half, starting from the 1^st November 2023. The existing Time plus a Third payment will remain in place for any hours worked on a Saturday.

Following discussion, it was RESOLVED:

1.   That Council agrees to introduce a revised rate of pay for Sunday working based on a Time plus a Half of Time payment;

2.   That this change is introduced from the 1^st November 2023.

(Note: Councillor W Treeby declared the following personal interest – “Both my sons work for the Council”).

To receive the report of the Deputy Chief Executive & Group Director – Finance, Digital & Frontline Services.

The Deputy Chief Executive and Group Director – Finance, Digital & Frontline Services presented the report of the Cabinet which set out the position regarding the opportunity for the Council to further invest in its priority areas, aligned to the Corporate Plan, “Making a Difference” 2020 – 2024.

The report sought Council’s agreement of the additional investment of £7.730M across the areas as set out in paragraph 4.1 of the report which, if agreed, will be incorporated into the Council’s Capital Programme.

Following consideration of the report it was RESOLVED to agree the additional investment and funding arrangements as set out in paragraph 4, which will be incorporated into the Council’s Capital Programme.

To consider the Council’s draft Multi Location Meeting Policy (MLM).

The Service Director Democratic Services & Communication presented the report which sought Members’ endorsement of the draft Rhondda Cynon Taf Multi-Location Meeting policy (attached at Appendix 1) following its consideration by the Democratic Services Committee and Scrutiny Committee Chairs and Vice Chairs.

The Service Director commented that the draft policy seeks to capture the good working arrangements and practices the Council has adopted, initially meeting virtually only following the onset of the pandemic and more recently on a hybrid arrangement in line with the requirements of the Local Government (Wales) Elections Act 2021. The broadcasting of meetings has strengthened the opportunity for the public to view proceedings and has promoted diversity within the Council chamber.

The Service Director advised that the draft policy seeks to formalise the approaches taken to date by recognising the need for the hybrid meetings to be conducted to the appropriate standards of professionalism. It also notes a number of important meeting etiquette rules (and general good housekeeping rules) in terms of the environment in which a Member may attend their meetings, contained within a formal multi location meeting policy for the first time.

In presenting his report, the Service Director stated that the draft policy had been considered and supported by the Democratic Services Committee and the Scrutiny Chairs and Vice Chairs, following which a number of amendments were proposed and are highlighted in red within the attached appendix. The amendments have also been supported by the Constitution Committee who have recommended adoption by Council.

In conclusion, the Service Director referred Members to two areas of more specific direction within the policy, in respect of the use of cameras at section 6 of the report and in respect of location attendance which ensures the same standards of professionalism are maintained. This is in line with the adopted and consistent approach with the expectation placed on all Council employees, which has recently been formalised as part of the Council’s home and agile working arrangements.

In response to a query regarding attendance from remote locations specifically from vehicles, the Service Director referenced section 9 of the report and he emphasised the importance of attending a meeting from a confidential location, one which is professional and fitting for the formal meeting proceedings. He also confirmed the current arrangements for recording votes and the intention to implement the hybrid electronic voting system in the new office location in Llys Cadwyn.

Following discussion, it was RESOLVED to endorse the draft Multi Location Meeting policy (subject to the insertion of the full title of the ‘Local Education Authority Governors Appointments Committee’ at table 4.3), following which the Council Constitution be amended to include a copy of the agreed policy.

To consider the joint report of the Chief Executive, the Director of Legal Services and Democratic Services and the Service Director, Democratic Services & Communication.

The Service Director Democratic Services & Communication presented the joint report which sought Council’s agreement for the creation of a Joint Overview & Scrutiny Committee, as part of the Governance arrangements relating to the Southeast Wales Corporate Joint Committee (the CJC).

The Service Director advised that the process of ‘lifting and shifting’ the functions of the current CCRCD into the corporate joint committee, due to its synergies which exist in respect of its remit for Economic Development is currently underway working towards fully functioning status next year in line with the requirements of the Local Government Wales & Elections Act.

The Service Director advised that thereport proposes that the current Joint Overview and Scrutiny Committee provides the Scrutiny arrangements for the CJC, under a separate term of reference, as this current arrangement would best satisfy the Welsh Government’s intention, as set out in the statutory guidance. He also pointed out that as the report proposes, each local authority would each appoint one substantive member.

The Service Director stated that this would be a lift and shift of the current CCRCD scrutiny arrangements into the new CJC and the regulations require that the 10 constituent Local Authorities would need to formally appoint the Joint Overview and Scrutiny Committee as the Overview and Scrutiny Committee for the CJC

The Service Director confirmed that the JOSC met on 27th July 2023 and have indicated their agreement in principle to the proposal and as such a letter from the Chair of the JOSC to the Interim Monitoring Officer of the CJC dated 27^th July 2023 is attached to the report at Appendix 1. Council was advised that included in the appendices are the draft terms of reference and the Service Director proposed that Council may wish to consider that opportunity is afforded to the new CJC JOSC to review the proposed terms of reference and that any amendments are reported to the constituent local authorities.

In conclusion, the Service Director confirmed that following a request by a number of Members for further information regarding the formation of CJC’s, he confirmed that Members would be given the opportunity to be appraised by the Chief Executive in the future of the CJC of its priorities.

The Vice Chair of the CCRCD JOSC, Councillor D R Bevan spoke of the opportunity they were provided to pre-scrutinise and support the proposals in the summer and he concurred with the proposal for the new CJC JOSC to have opportunity to review its terms of reference

It was RESOLVED:

1.          To appoint the JOSC as the Joint Overview and Scrutiny Committee for the CJC;

2.          To approve the Draft Terms of Reference for its functions in respect of the CJC, as  attached at Appendix 2;

3.          Note the appointment of Rhondda Cynon Taf Council, as the host authority, for the JOSC.

4.          Note that the cost of administering the JOSC for the CJC will be dealt with by a service level agreement between RCTCBC and the CJC, to be concluded  ...  view the full minutes text for item 48.

To receive the report of the Service Director Democratic Services & Communication.

The Service Director, Democratic Services & Communications presented his

report which sought to consider the proposed change to the current

representation on the Governing Body of Coleg Y Cymoedd for the remainder of the

four-year term (culminating in 2025). The Service Director proposed that Council consider the appointment of Ms Kate Owen as the nominated Officer in place of Mrs G Davies, Director of Education & Inclusion Services, following her resignation from the position.

Following consideration of the report it was RESOLVED:

1.   To receive member nominations to represent the Council on the Governing Body of Coleg Y Cymoedd for the remainder of the term of office;

2.   To agree the appointment of Kate Owen as the nominated Officer in place of Mrs G Davies, Director of Education & Inclusion Services, following her resignation from the position; and

3.   That correspondence be sent to Coleg Y Cymoedd advising them of the appointment (and change) to the Authority’s nominated representatives.

To receive the joint report of the Chief Executive and the Director of Human Resources.

The Director of Human Resources presented the joint report which sought ratification of the decision of the Appointments Committee, regarding the appointment of the selected candidate to the post of Director of Social Services.

Members were informed that following completion of the formal recruitment and selection process, the Appointments Committee determined to unanimously recommend that Mr Neil Elliott be appointed to the post of Director of Social Services.

Members wished to express their support for the appointment and it was RESOLVED to:

i.         To ratify the recommendation of the Appointments Committee that Mr Neil Elliot be appointed to the post of Director of Social Services; and

ii.       To note that Mr. Elliot’s start date in this post will be Thursday 21^st September 2023.