Agenda, decisions and minutes

The Presiding Member welcomed all attendees to the hybrid 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, there were no declarations of interest pertaining to the agenda.

To approve as an accurate record, the minutes of the hybrid Council Meeting held on the 20^th September 2023.

The Council RESOLVED to approve the minutes of the hybrid meeting held on the 20^th September 2023 as an accurate reflection of the meeting.

(Note: Councillor K Morgan queried minute no. 49 (i) set out on page 17 to which the Service Director, Democratic Services & Communications provided a response)

The following announcements were made:

Ø  The Presiding Member led the Council in a Minute’s silence in memory of all the Israeli’s and Palestinians who had lost their lives in the tragic events in the Middle East and in memory of the 116 children and 28 adults who died in the Aberfan disaster on the 21^st October 1966.

Ø  The Presiding Member, on behalf of Council, wished to extend his best wishes to Councillor Maureen Webber and Councillor Amanda Ellis for a speedy recovery and swift return to office

Ø  The Presiding Member reminded Council that this would be the final hybrid council meeting to be held in the Council Chamber in Clydach Vale, which has been the Council Headquarters for the past twenty years. He added that the next hybrid meeting of the Council will take place in the new offices in Llys Cadwyn, Pontypridd.

In accordance with Open Government Council Meeting Procedure Rule 2, to receive any statements from the Leader of the Council and/or statements from Cabinet Portfolio Holders:

Cabinet Member for Public Health & Communities, County Borough Councillor B Harris made a statement in respect of the recent closure of UK Windows and Doors Group Ltd formerly Griffin Windows went into administration resulting in a very worrying time for the employees and their families.

He added that the support of Council, the DWP and Welsh Government has been outstanding. The information event which was organised in partnership with DWP on 18^th October and held in Ystrad Sports Centre with 304UK Windows and Doors employees in attendance was well organised with only two weeks’ notice and Councillor Harris extended his gratitude to all those involved in the arrangements. He advised that feedback from the attendees has been excellent citing the professionalism and dedicated advice and support from Council staff and others which has not gone unnoticed and for which he was grateful.

In conclusion, Councillor Harris advised that he has met with a local business who have shown an interest in expanding their operation with the possibility of employing more of the unfortunate staff who remain unemployed, offering them hope for the future.

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.)

The Service Director Democratic Services & Communication advised that there were

no changes to the Council work programme for the period and as previously notified,

confirmed that this would be the last hybrid meeting of full Council.

The Service Director outlined the purpose of the enclosed information report which

provided an update to the Notice of Motion submitted to Full Council on the 14^th June

2023, standing in the names of County Borough Councillors S Trask and K Johnson

(Loneliness & Isolation). The response from Welsh Government and has been

published alongside the original Notice of Motion on the Council website in line with

that agreed by Full Council at its meeting in June 2023.

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

The Service Director, Finance & Improvement Services presented the report of the Deputy Chief Executive & Group Director of Finance, Digital and Frontline Services in respect of Council Tax Discounts – Prescribed Class of Dwellings and advised that the report satisfies the requirement for Council to annually review and affirm or amend the application of discounts for classes of dwellings, mainly long-term empty properties and second homes. The report also confirms the continuation of the Council Tax “premium” for long term empty dwellings as well as the introduction of the “premium” for Class B prescribed dwellings these being described as second homes from the 1^st April 2024.

The Service Director advised that the Council does not currently award any discounts to the full amount of council tax payable on second homes nor does it award any discount on long term empty properties beyond the statutory 6-month exemption period.

The report proposed that Council agrees the continuation of these arrangements in relation to the discounts, namely there is no change to the current arrangements. With regards to the Council Tax Premiums, it is proposed that the 50% premium for properties empty for between 12 and 24 months and 100% premium for properties empty for longer than 24 months, continues in line with that agreed at the Council meeting held on the 18^th January 2023.

In conclusion, the Service Director advised that in respect of second homes, Council is asked to note and reaffirm the introduction of a 100% premium for the Class B properties from April 2024, again as agreed in the Council meeting held in January 2023.

Following discussion in respect of the report, it was RESOLVED to:

i)               Agree the continuation of no Council Tax discount in respect of Class A, B and C properties;

ii)              Agree the continuation of a 50% premium for properties that have been empty for between 12 and 24 months and a 100% premium for properties empty for longer than 24 months; and

iii)             Note and reaffirm the introduction of a 100% premium for Class B properties from 1st April 2024, as agreed in the Council meeting of 18th January 2023.

To receive the report of the Director, Legal & Democratic Services containing the draft Constitution Guide for Rhondda Cynon Taf Council, as required by the Local Government and Elections Act (Wales) 2021.

The Director of Legal & Democratic Services presented his report which sought Members endorsement of the Council’s draft Constitution Guide, as required by statute (Section 45 of the Local Government and Elections (Wales) Act 2021).

The Director advised that Section 45 of the Local Government and Elections (Wales) Act 2021 (the Act) requires principal councils to publish a Constitution Guide which explains in ordinary language the content of the Council’s Constitution. Principal Councils must also publish their Constitution and Constitution Guide electronically and provide on request a copy, either free of charge, or at a charge (representing no more than the cost of providing the copy).

The Director explained that the guide before Members has been designed to help members of the public understand how the Council makes decisions and works to deliver services across the county borough and provides details how local residents can get involved in democracy. The Director referred to the draft Constitution Guide itself, set out at Appendix 1, which was presented to the Constitution Committee at its meeting on the 5^th June 2023, when Members commended the Guide’s adoption by Full Council.

The Director confirmed that any page numbering anomalies in the copy before Members will be amended as part of the process before the Guide is published (although the Guide is correct in the original Word Document).

As the Guide is an evolving document and the first iteration, the Director advised that any potential improvements such as interactive, visual and graphical representations  will be presented to the Constitution Committee as and when resources allow.

Following discussion, it was RESOLVED to endorse the Constitution Committee’s recommendation to adopt the Constitution Guide as attached at Appendix 1 to the report.

To consider the report of the Service Director, Democratic Services & Communication with proposed revisions to the Council’s Petitions scheme, in accordance with the requirements of the Local Government and Elections (Wales) Act 2021.

The Service Director, Democratic Services and Communication presented his report which sought to endorse the recommendations of the Constitution Committee in respect of proposed revisions to the Council’s current petitions scheme, as in accordance with the Local Government and Elections (Wales) Act 2021. The Service Director advised that the Council’s Petition scheme has been in place before the statutory requirement upon local authorities in Wales.

The Service Director referred Members to section four of the report which set out the current procedures which had been adopted by the Council’s Constitution Committee in 2019. Such procedures had demonstrated the Council’s processes following receipt of a petition by the public and/or Members.

The Service Director summarised the suggested improvements to the Council’s petitions scheme at section five of the report which would enhance the current process and look to link and strengthen the wider public participation strategy that the Council is building upon. He referred Members to an area of more specific direction within the scheme, in respect of members of the public being able to submit their online e-petitions in the future to enable them to present their views on key decisions. A further revision is to include a mechanism for a petition, with the support of sufficient signatories, to be noted on a Council agenda, providing the opportunity for Elected Members to request referral of the matter to the Overview & Scrutiny Committee for its consideration.

The Service Director advised that the most significant amendment, seeks any petition with more than 1,000 signatures, to be visible on the Council’s website and for the opportunity for the local Member, on behalf of their residents, to request Scrutiny to consider the item with the support of Full Council. The Service Director stated that as part of the proposed revisions, Council is also asked to approve the development of the detailed guidance booklet by the Overview & Scrutiny Committee.

In presenting his report, the Service Director advised that the mechanism of referring matters to another council committee and the use of e-petitions, already adopted by other local authorities, has been proposed to avoid the need to create an additional administrative burden on the council through the creation of another, additional committee structure, whilst maintaining the same intent.

In response to a query regarding the tiered approach and for the petitions to be referenced only on the council agenda, the Service Director emphasised the significant amount of business currently considered by Full Council each month and the importance of maintaining a balance in this respect.

Following discussion, it was RESOLVED:

i)               To endorse the Constitution Committee’s proposed amendments to the Council’s current petition scheme as set out within section 5 of the report and agree to the proposed revisions;

ii)              To instruct the Monitoring Officer to amend the constitution to reflect these changes; and

iii)             To approve the development of a petition scheme ‘guidance booklet’ to assist members of the public in taking forward a petition and for this booklet to be developed by  ...  view the full minutes text for item 60.

To receive the report of the Service Director, Democratic Services & Communication containing the draft Public Participation Strategy for Rhondda Cynon Taf.

The Service Director Democratic Services & Communication presented the Rhondda Cynon Taf’s draft Public Participation Strategy, following a public consultation as required by the Local Government & Elections (Wales) Act 2021. He confirmed that the Draft Public Participation Strategy was presented and discussed at the Council’s Overview and Scrutiny Committee on the 24th May 2023 and through public consultation.

The Service Director referred Members to section four of the report, and specifically 4.3, which set out the six specific areas that the strategy is required to cover in line with the requirements of Local Government & Elections (Wales) Act 2021, which do not necessarily relate to general public participation approaches. He added that the Council has been proactive on a number of the six areas, such as encouraging members of the community to stand for election in advance of the Local Government Elections in 2022, improving public engagement with the Council’s scrutiny and democratic processes. In addition, the improvements made to the Council Chamber to enable the broadcasting of council proceedings.

The Service Director advised that as the document is a public facing document aimed at facilitating public engagement, the Council has sought enhanced advice from the public relating to the council’s key functions as scrutiny, council and cabinet processes which has confirmed that the Council’s approaches are some of the most flexible in Wales in respect of the opportunities available to the public.

The Service Director commented that section eight of the report highlights that the live document will be updated and improvements made and reviewed by the Democratic Services Committee.

Following discussion, it was RESOLVED:

i)               That following Members’ consideration of the draft strategy and public consultation responses to agree the draft Public Participation Strategy attached as Appendix 1 of the report;

ii)              That the Strategy and relevant guides are made available in the public domain, following appropriate formatting of the documentation; and

iii)             That monitoring and reviewing of the Strategy is taken forward by the Democratic Services Committee.

(Note: The additional form of wording to the first recommendation which was not supported by the majority of Members, was moved by Councillor C Lisles and seconded by Councillor S Trask, as follows)

Following Members consideration of the draft strategy and public consultation responses, to agree the draft Public Participation Strategy attached as Appendix 1 of the report subject to the deletion of paragraph 4 on page 123 of the report.

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

The Service Director Democratic Services & Communication presented the joint report in respect of the Political balance of the Council and the allocation of the notices of motion for the remainder of the 2023/24 Municipal Year.

The Service Director referred Members to section three of the report which set out the outcome of the review of the Council’s political balance and the seats available for appointment by the respective Groups (set out in tables A and B within the Appendix to the report). With regards to section four of the report, which set out specific arrangements in relation to the current Democratic Services Committee membership, the Service Director, in his role as the Statutory Head of Democratic Services proposed that the membership is increased from 17 to 21 members to ensure all political groups play a role in determining matters relating to resources and support for non-executive members (as recognised by Full Council at the Council AGM in 2022 and 2023).

In conclusion, the Service Director sought Council’s instruction in relation to the allocation of the Notices of Motion for the remainder of the 2023/24 Municipal Year In light of the change to political balance.

Following consideration of the report, whereby the Service Director confirmed that following the appointments to politically balanced bodies, the appropriate training and support would be in place for those newly appointed Members, it was RESOLVED:

i)               That the scheme for the allocation of seats to the different political groups and bodies to which Section 15 of the Local Government and Housing Act 1989 applies, as detailed in the Appendix to the report, be adopted;

ii)              That the Service Director – Democratic Services & Communication be authorised to make appointments to politically balanced bodies upon receipt by him of notification of the wishes of the political groups subject to any subsequent requests for amendment of membership of Committees being referred to Council;

iii)             To seek Council’s instruction in respect of the recommendation of the Statutory ‘Head of Democratic Services’ to amend the representation of members upon the Council’s Democratic Services Committee (as set out in table B);

iv)             That the allocation of Notices of Motion for the remainder of the Municipal Year 2023-2024 is as follows:

Labour - 12

Plaid Cymru -4

RCT Independent Group - 2

Conservatives – 1

Independent Group – 1

(Note: Councillors S Trask & K Johnson abstained from voting on this motion (motion iv) refers).

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

The Service Director, Democratic Services & Communication presented his report which sought to advise Members of the need to appoint to the position of Vice Chair on the Education & Inclusion Scrutiny Committee for the remainder of the 2023/24 municipal year.

The Service Director advised that following notification that Councillor K Webb

wishes to stand down from her role as Vice Chair of the Education & Inclusion

Scrutiny Committee, there is a need to appoint a Vice-Chair to the Education &

Inclusion Scrutiny Committee for the remainder of the 2023/24 Municipal Year.

The Service Director, Democratic Services & Communication sought consideration to the appointment of the Vice-Chair of the Education and Inclusion Scrutiny Committee and it was RESOLVED to:

i)               Appoint County Borough Councillor Scott Emmanuel to the role of Vice-Chair of the Education & Inclusion Scrutiny Committee; and

ii)              Authorise the Service Director Democratic Services & Communication to make any consequential membership changes, following receipt of nominations from the appropriate political group.

To receive the report of the Director of Legal & Democratic Services.

The Director of Legal & Democratic Services presented the report which sought Council’s consideration of the re-appointment of the Independent Member of the Standards Committee for a further term.

The Director outlined the term of office of one of the Independent Members on the Standards Committee, namely, Mr. John Thomas, which expires on 30^th November 2023. He added that during his term in office, Mr. Thomas has built up considerable experience and in order to maintain continuity on the Standards Committee, Mr. Thomas has agreed, subject to Council approval, to his term of office being extended for a further period of four years.  

Following consideration of the report it was RESOLVED to re-appoint Mr. John Thomas as an Independent Member of the Standards Committee for a period of four years from 1st December 2023.

To receive the Standards Committee Annual Report 2022-23.

The Director of Legal and Democratic Services presented the Standards Annual

Report for the Municipal Year 2022/23 which provided Council with a summary of the

role and work undertaken by the Standards Committee throughout the

Municipal Year.

The Director advised that the achievements listed in the Annual Report reflect the

number of matters considered by the Committee over the last year. Notable

examples are provided as to how the Standards Committee has worked to continue

to promote high standards of conduct within the Council.

The Director of Legal & Democratic Services commented that ordinarily it would be the role of the Chair of the Standards Committee to present his report but he was unavailable to attend the Council meeting but wished to commend all Members of the Local Authority for continuing to maintain high standards of conduct and for completing the Code of Conduct training following the Local Government Elections and bi elections. He also welcomed any questions from Members in relation to the annual report or any other matter to be directed to him as Chair of the Committee or via the Director of Legal & Democratic Services.

It was RESOLVED to note the Annual Report for the Standards Committee, (attached as Appendix 1 to the report).