Agenda and minutes

An apology for absence was received from County Borough Councillor E Stephens.

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

Note:

1.     Members are requested to identify the item number and subject matter 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 a prejudicial interest they must notify the Chairman when they leave.

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

To receive the minutes of the previous meeting of the Democratic Services Committee held on the 1^st March, 2021.

It was RESOLVED to approve the minutes of the 1^st March 2021 as an accurate reflection of the meeting.

To receive the report of the Service Director, Democratic Services & Communication providing Members with details of the requirments of the Act.

Members received the report of the Service Director, Democratic Services & Communication, which provided Members with details of the requirements of the Act.

The Chair thanked officers for the report and noted the Council’s continued commitment to pre-scrutiny, the community liaison committee and public participation. 

Discussions ensued and a Member referenced page 11 of the report and sought clarification on abolition of community calls. The Service Director, Democratic Services & Communication explained that there is the ability for electorates to request the community calls on a particular issue, however, this has been abolished within the Act.

A Member sought clarification on the number of young people who voted in the recent elections. The Service Director explained that he did not have the figures to hand but would be able to circulate these to Members following the meeting.

A Member noted that following Storm Dennis in 2020, outside bodies were called in to Scrutiny and that this was a valuable experience. The Member queried whether this process will continue within the Council. The Service Director confirmed that the intention is to strengthen that ability within the Council an for Members to be able to scrutinise other public bodies.

A Member further queried whether there will be a review of polling stations following the recent elections. The Service Director confirmed that the Council will be required to do this and that it will take place before the 2022 elections.

Discussions continued and a Member sought clarification on whether any training would be provided in relation to the Act. The Service Director confirmed that the intention is for training to be rolled out to every individual Committee following the Council’s AGM. The Chair further confirmed that if any Member felt that they needed any further assistance in relation to the Act then they can contact the Democratic Services Team who will be forthcoming in respect of any training needs.

A Member voiced her agreement with the earlier conversation regarding the figures for the turn out of the number of 16-17 year olds who voted in the recent elections. The Member also noted that in respect of Council employees who wish to stand for election, it would be useful if Members were told in advance of who these employees were. Furthermore, the Member noted that this would avoid the scenario where a candidate could use their position for electoral gain. The Service Director advised Members that the information can be forthcoming and that the Council would of course consider in that scenario what practicalities could be put in place to avoid any undue attention. In respect of posts that are politically restricted, the Service Director advised that anyone on the Senior Leadership Team is in a politically restricted role as well as any statutory posts.

The Chair of the Overview & Scrutiny Committee noted that this point was recently discussed in the Scrutiny Committee and that it was noted Members had been reassured about this point by the Service Director, Democratic services & Communications.

Following discussion, Members RESOLVED  ...  view the full minutes text for item 53.

To receive the report of the Service Director, Democratic Services & Communication providing Members with an updated position in respect of the webcasting arrangements for the Council.

The Service Director, Democratic Services presented his report to provide Members with an update in respect of the introduction arrangements to enable the broadcasting of committee meetings and the engagement opportunities to improve public participation in the democratic process.

The Chair praised the facilities and then Members were then presented with the opportunity to ask questions.

In respect of hybrid meetings, a Member queried how Members would exercise their right to attend virtually or attend in person. The Service Director confirmed that there will need to be a discussion in advance of every meeting, however, the Service Director also stressed that the majority of Members seem to prefer the flexibility of having the options to engage in meetings.

Discussions ensued and a Member sought clarification as to when meetings will start being held again in the Council Chambers. The Service Director explained that at present he was unable to give a date, however, he emphasised his hope that we will be able to resume physical meetings before the school summer holidays. The Chair also emphasised that Members will all need a level of trining in the Chamber to facilitate hybrid meetings.

A Member also noted that the quality of the debate seems to be a lot better during virtual meetings and that Members seem to be far more focused. The Member also questioned whether meetings such as the Strategic Culture & Arts Steering Group would continue to take place in theatres across the County Borough. The Chair confirmed that there will always be the need for flexibility going forward. The Service Director stressd that there is a flexibility there and that the remit of the Steering Group will allow Members to have  degree of flexibility in respect of location of meetings. The Service Director confirmed that the wording “virtual basis only” for certain meetings can be amended within the report to reflect the degree of flexibility.

Following discussion, Members RESOLVED to:  

1.     Note the development of the provision of webcasting within Rhondda Cynon Taf Council, in line with the requirements of the Local Government & Elections Wales Act, 2021;

2.     Support the development of webcasting to further assist with the  promotion of public engagement and transparency  of decision making by the Council; and,

3.     Note the meetings that are proposed to remain as virtual meetings and those that will be facilitated through a future hybrid approach.

To receive an interim update from the Chair of the Diversity in Democracy working group in respect of the work undertaken to date.

The Service Director presented the interim report of the Diversity in Democracy Working Group and sought Members agreement to approve the interim report and the recommendations contained within it.

The Chair of the Working Group, Councillor M Adams, presented this interim report to the Committee.  It was noted that Diversity within Local Government is all about creating an inclusive environment, accepting of every individual’s differences, enabling all Councillors to achieve their full potential and as a result, allowing Council services to reach their fullest potential for the benefit of its residents. Councillor Adams emphasised that the more representative of society and diverse our Councillors are the better understanding they will have of the needs of the local community and therefore are better equipped at carrying out their duties and responsibilities.

The Chair o the Working Group noted that trying to achieve this diverse culture is challenging and as a working group we have, in a short period of time, already identified potential barriers that may dissuade members of the public to stand as a candidate for election.  We need to ensure that any perceived barriers are eradicated and instead celebrate and promote the rewarding experiences of becoming a Councillor. Councillor Adams advised Members that the work will be ongoing until the 2022 Local Government Elections as we work to ensure that the Council achieves all it can to push the diversity agenda and develop a more diverse democratic profile.  However, there are many things outside of our control and work will need to be taken forward in conjunction with political parties and other stakeholders to  push the agenda forward.

In summary, Councillor Adams informed Committee Members that the interim report allows us to compile the work achieved to date and the recommendations we feel are necessary to positively start the engagement and educating of the democratic process within Rhondda Cynon Taf.  We need to act now to reach out to potential candidates. We also need to continue our momentum of engaging with the youth voters through the voting awareness raising campaigns that have been taken forward for the Senedd elections as our young people are the mouthpiece and potential Councillors of the future.

The Chair thanked Councillor Adams and Members were then presented with the opportunity to ask questions.

A Member noted that the new curriculum for Wales has a strong element that relates to democracy and noted that mock elections in schools encourages diversity. The Member queried what the Council could do to engage with schools in respect of democracy and diversity. The Chair noted that the Council is already engaging with schools and working with young people and noted that the work is of a vital importance. The Service Director confirmed that the Council has already facilitated mock elections in schools across the County Borough and agreed that the work will continue moving forward.

Another Member noted the importance of having these conversations with young people in schools but also within their local communities as well.

Discussions  ...  view the full minutes text for item 55.

·       Minister for Housing and Local Government to commission an Independent Review into The ethical standards framework in Wales and the Independent Remuneration Panel for Wales.

·       Independent Remuneration Panel for Wales Annual Report 2021.

The Service Director referenced the information report, in particular the Minister for Housing and Local Government to commission an Independent Review into The ethical standards framework in Wales and the Independent Remuneration Panel for Wales.

Independent Remuneration Panel for Wales Annual Report 2021.

To consider any items, which the Chairman, by reason of special circumstances, is of the opinion should be considered at the meeting as a matter of urgency