Agenda a Chofnodion

The Chair welcomed all members to the meeting and was advised that no apologies had been received.

Derbyn datganiadau o fuddiannau personol gan Gynghorwyr, yn unol â gofynion Cod Ymddygiad y Cyngor.

Nodwch:

1.    Mae gofyn i Aelodau ddatgan rhif a phwnc yr agendwm mae eu buddiant yn ymwneud ag ef a mynegi natur y buddiant personol hwnnw; a

2.   Lle bo Aelodau'n ymneilltuo o'r cyfarfod o ganlyniad i ddatgelu buddiant sy'n rhagfarnu, rhaid iddyn nhw roi gwybod i'r Cadeirydd pan fyddan nhw'n gadael.

In accordance with the Council’s Code of Conduct, there were no declarations made pertaining to the agenda.

Derbyn cofnodion o gyfarfod blaenorol Pwyllgor y Gwasanaethau Democrataidd a gafodd ei gynnal ar 1 Hydref 2020.

It was RESOLVED to approve the minutes of the XXXX as an accurate reflection of the meeting.

The Head of Democratic Services advised members that in relation to Minute 34, nominations had been sought and a date for the inaugural meeting of the working group would be advised upon shortly.

Derbyn adroddiad y Pennaeth Gwasanaethau Democrataidd, sy'n cyflwyno rhaglen waith ddrafft i'w hystyried gan y Pwyllgor.

The Head of Democratic Services presented his report in relation to the draft Work Programme for the 2020/2021 Municipal Year and asked Members to consider and agree the rolling work programme attached as Appendix 1 to the report.

The Head of Democratic Services referenced the importance of a flexible work programme in light of the events of 2020 and focussed Members attention on the core items to be presented at future meetings including updates in respect of webcasting provision, members portal and the work to be taken forward in respect of diversity, as well as the statutory reports that need to be considered by the Committee.

Members commented on the need for flexibility within the present climate with the work programme.  Clarification was sought in respect of the proposed item in relation to ‘extending the franchise to 16 and 17 year olds’ and the Head of Democratic Services advised that the item to be brought forward would concentrate on ‘how the Council will work with young people to make informed decisions at future elections’.

The Head of Democratic Services was questioned on the public viewing figures of the recorded virtual meetings and Members were advised that the highest views to date were in respect of a Council meeting attracting 40 views whilst other committees had viewings in single figures, however he added that this take up could be strengthened and improved upon with live broadcasting of meetings through the webcasting system.

Following consideration of the draft Work Programme 2020/2021 it was RESOLVED to approve the forward Work Programme subject to the amended wording in respect of ‘extending the franchise for 16-17 year olds’ for the Municipal Year 2020/2021.

Derbyn adroddiad Pennaeth y Gwasanaethau Democrataidd sy'n rhoi manylion i'r aelodau am y cymorth sydd ar gael iddyn nhw.

The Head of Democratic Services presented Members with his report which which provided an update on the provision of staff, resources and accommodation available to support Members in their role as set out within the Local Government (Wales) Measure 2011 (the “Measure”). Members were advised that positive changes continue to be progressed in respect of the Council’s scrutiny arrangements, despite the challenges presented by Covid, during the year. 

He added that following the initial suspension of meetings during April, the Council’s updated approaches to scrutiny continue to enhance committee’s ownership of their work programmes. The officer also referenced the Members survey that had been conducted with the feedback providing a positive endorsement of the support provided to members and demonstrated recognition of the improvements delivered over the course of the last year.

The Head of Democratic Services provided an overview of the resources available within the Council Business unit advising Members that permanent funding support had been secured for the graduate research officer adding that the position would continue to provide a scrutiny research resource for Non-Executive Members to support their scrutiny responsibilities and wider elected member roles.

In addition, funding for an additional position of a ‘Senior Democratic and Scrutiny Officer’ was secured with the successful recruitment of an officer in early 2020.   This role had strengthened the support and expertise available within the Unit taking forward the Council’s joint scrutiny approach, outcome focused approaches to scrutiny and also further supporting the Community Charter agreed at the Community Liaison Committee.

Members were further advised of a further role within the unit taken forward by a second graduate officer whose post moved from the Corporate policy and engagement team. The Graduate led on the development of the Members Portal (previously reported to Committee) and the project management of the webcasting provision

The Head of Democratic Services reminded Members of the support provided to the unit via the two dedicated translation officers and advised of the potential need to create additional capacity in this area due to the committed improvements in the democratic process that continue to be taken forward.

Details of the accommodation available to Members was provided although The Head of Democratic Services commented on the need to reflect on the best arrangements for members and Officers of the Council Business, post Covid-19 to build upon agile working and the progress made with virtual meeting arrangements over the last eight months. He acknowledged that the balance members adopted between normal face-to-face interaction and the new agile way, would need to be appreciated and factored into future arrangement planning.

Members conveyed their thanks for the support provided to Members by the Council Business Unit in assisting and equipping Members to undertake their role, with further emphasis on the support provided to Members over the last 8 months to allow Members to conduct their Council business on a virtual basis.

The Head of Democratic Services was queried on the completion of the Council Chamber and the floor space available within  ...  view the full Cofnodion text for item 40.

Trafod adroddiad Pennaeth y Gwasanaethau Democrataidd sy'n rhannu'r newyddion diweddaraf ag Aelodau mewn perthynas â'r trefniadau ar gyfer darlledu cyfarfodydd pwyllgor a gwelliannau mynediad a hygyrchedd mewn perthynas â'r Siambr.

Members were presented with the Head of Democratic Services report which provided Members with an update in respect of the introduction of webcasting and the recently completed access and accessibility improvements to the Council Chamber.

Members were reminded of the benefits provided through webcasting and the Welsh Government support of webcasting to strengthen local democracy and encourage public participation. The Head of Democratic Services commented on The Local Government and Elections Bill (Wales) which also includes promotion of webcasting and the requirement for this provision to be mandatory across all public meetings.

The Head of Democratic Services provided Members with an update on the improvements taken forward with Public-I Group Limited appointed to undertake the webcasting provision which includes providing the hardware, software as well as the support and maintenance package for the full duration of the webcasting contract. It was added that the webcasting solution would also be fully integrated with virtual meeting software including ‘Zoom’ and ‘Teams’. Due to the current COVID-19 pandemic and various lockdown restrictions the installation work is now due to be completed towards the end of November 2020.

Going forward, the Head of Democratic Services proposed that the introduction of live webcasting would be rolled out to all Elected Members on an incremental basis in the New Year to allow for experience to be gained with the live system operations, adding that a comprehensive programme of training would be developed over the coming weeks to provide the opportunity for members to familiarise themselves with this technology.

The Head of Democratic Services concluded his report by advising of the changes that would need to be taken forward in respect of the Council Constitution to ensure the new way of working is reflected in the Council procedure rules.

A member queried when the press and public would be able to attend  Committee meetings going forward, commenting that the current recordings added to the website after a meeting provided a time delay. The Head of Democratic Services referenced the Corona virus Regulations and the instruction within for Members to be ‘’seen and heard’ which provided discretion in respect of the press and public as to how this instruction was provided, adding that the decision was taken to record meetings and publish on the Council website.  The Officer commented that going forward under the webcasting provision the press and public would be able to watch the meetings live virtually or attend the Chamber.

One Member queried the package of hours acquired within the webcasting provision and whether there would be a sufficient number of hours available and also queried which committees would be broadcast.  The Head of Democratic Services advised that the intention was to continue to support the existing committees that are currently being recorded and made available on the Council website.  The Officer advised that he believed there was sufficient capacity with the number of hours procured to support the calendar of meetings, although the calendar would be reviewed and monitored on a regular basis.  Confirmation  ...  view the full Cofnodion text for item 41.

Mae'r ddolen isod i'r ymgynghoriad ar y newidiadau i’r cyfnod absenoldeb, o 2 i 26 wythnos, ar gyfer cynghorwyr sy’n mabwysiadu plentyn. Mae'r ymgynghoriad yn fyw am 8 wythnos o 3 Tachwedd 2020: -

https://llyw.cymru/absenoldeb-mabwysiadu-i-gynghorwyr-awdurdodau-lleol?_ga=2.61889132.1759449596.1606124091-2123980753.1602840563

The Head of Democratic Services referred Members to the consultation being undertaken in respect of changes to adopters absence for Elected Members, with a proposed change from 2 to 26 weeks.  The officer sought Members views as to whether a Committee response was to be submitted or whether Members wished to respond individually.

Members discussed the importance of the consultation in respect of the strengthened opportunities it provided to families and the settling period needed and also the benefits it created by proactively  supporting and retaining Councillors who need to balance their Elected Member duties with family commitments and further removed a potential barrier for any future candidate in their involvement in local democracy through becoming a Councillor.

One Member commented on the importance of the 14 day period prior to placement and sought clarity as to whether this was to be included in the leave of absence period as it was omitted from the statutory guidance that had been drafted. 

Following discussions it was RESOLVED:

1.    That a Committee response to the consultation would be drafted and circulated to Members of the Committee for agreement before submission.

2.    That the consultation link would be circulated to all Members for information.