Agenda a Chofnodion drafft

Derbyn datganiadau o fuddiannau personol gan Aelodau, yn unol â'r Cod Ymddygiad.

Nodwch:

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

2.    Lle bo Aelodau'n tynnu'n ôl 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.

Trafod fformat a chynnwys yr Adroddiad Craffu Blynyddol ar gyfer 2022 i 2023.

The Service Director, Democratic Services and Communications explained that the agenda item had been brought to seek the views of Members of the Committee, in respect of the formatting, content and approach of the annual reporting mechanisms. The publication of annual reports from the scrutiny function, was a requirement within the council’s constitution, and provided that opportunity for those annual reports, that found their way to full council, to be considered by all Members, as well as an opportunity to highlight the important role that scrutiny played in various matters and subjects, over the course of the municipal year. He continued that as part of the changes to the terms of reference of the Governance and Audit Committee, the annual Overview and Scrutiny report for the previous year, had recently been considered by this Committee, and would continue to do so, as this was a statutory requirement, and this retrospective report, for the previous municipal year, would also be taken to council, before the AGM. In relation to reporting of the current municipal years activities, the approach taken forward, would provide an overarching report, adopted by the Overview and Scrutiny committee, with forewords on behalf of the individual Chairs, relating to the work, the workstreams and the actions undertaken by the individual scrutiny committees, forming one scrutiny report, and would be taken forward either at the AGM depending on business, or the first meeting of the new municipal year. The Service Director, Democratic Services and Communications clarified the position in respect of the Chair of the PSB, explaining that a report would need to be signed off by the Joint Overview and Scrutiny Committee of the PSB and this would be reported independently through to, not just this council, but also Merthyr Tydfil Council and, in the future, Bridgend, as part of those discussions as well.

Following consideration by the Committee it was RESOLVED to note the formatting, content and approach of the annual reporting mechanisms.

Rhoi diweddariad cyffredinol i Gadeiryddion ac Is-Gadeiryddion Craffu mewn perthynas â'r darpariaethau a'r cymorth sydd ar gael i Aelodau'r pwyllgorau craffu i'w helpu i gyflawni eu rôl.

The Service Director, Democratic Services and Communications began by explaining that the purpose of the report was to provide Scrutiny Chairs and Vice-Chairs with a general update in respect of the provisions and support available to scrutiny Members to assist them in undertaking their role, and he would take Members through each heading, providing an explanation, before seeking Members views and opinions.

Scrutiny Chairs Blogs

The Service Director, Democratic Services and Communications explained that after the 2018 Wales Audit Officer (WAO) Fit for Future report, which identified a number of areas for improvement, in terms of scrutiny arrangements, it recommended improvement to the public’s understanding of scrutiny, and the general awareness that scrutiny played. One of the actions, was the development of Scrutiny Chairs’ blogs. These were undertaken to good effect, until the pandemic, when resources were shifted to other areas. The blogs did continue during that period, however the focus, frequency and publicity, was potentially lost. He explained that paragraph 3, of the report, highlighted the proposal to re-introduce the blogs, starting with a blog, from the Chair of Overview and Scrutiny, and between now and the council’s Annual General Meeting (AGM), blogs would be published from Scrutiny Chairs’, with a rolling programme of those on a quarterly basis. These would either be drafted by scrutiny officers, with Chair input, or drafted by Chairs’, for approval by Members of the Committee.

A Member thought this was a great idea but asked for clarification around frequency of the blogs.

The Service Director, Democratic Services and Communications confirmed this would be done quarterly, with that quarter given over to an individual Chair/Scrutiny Committee. This would be promoted on the council’s social media channel as well, whilst encouraging Members to share that blog to ensure the profile of scrutiny, was equal to that of the Cabinet.

A Member asked how the effectiveness of the blogs would be monitored, and whether there was an opportunity to be innovative in some way.

The Service Director, Democratic Services and Communications explained that in terms of being innovative, video blogs would be something to consider, following the initial written blogs, which fitted in with the public engagement and participation strategy, which would be coming forward.

A Members asked if the blogs would be published in the Daily Update.

The Service Director, Democratic Services and Communications confirmed this.

Research Provision / Open Consultations

The Service Director, Democratic Services and Communications explained that the research provision in place, had been introduced in 2019 as an action arising from the 2018 WAO Fit for Future report, but was now a statutory requirement, and it was pleasant to see post elections, new Members actively using that function. What needed to be done now, was introduce the use of that function more into the scrutiny side of things e.g., scrutiny researcher supporting the proposed 21^st Century schools working group.

The Principal Democratic and Scrutiny Officer explained that consultations were circulated to Members, to better capture the relevant consultations for each  ...  view the full Cofnodion text for item 7.

Ystyried polisi cyfarfodydd aml-leoliad y Cyngor a darparu sylwadau fel y bo'n briodol.

The Service Director, Democratic Services and Communications advised that this matter had previously been considered by Democratic Services Committee and one of the recommendations arising from that would be consideration by Chairs and Vice-Chairs. This would find its way to the AGM and what it sought to achieve, was to build upon the good practice in terms of the implementation of virtual / hybrid working. There was nothing revolutionary contained within the report, but there were some key changes, to formalise some of those arrangements and the changes could be identified, within the Multi-Location Meeting policy, at Appendix 1, as tracked changes, in red.  The Service Director, Democratic Services and Communications then highlighted these key changes to Members.

A Member clarified that if a Chair wasn’t happy that a Member was  attending a meeting from an unsuitable location, that after discussion with the relevant officer, a Member could be asked to move to a place that was more appropriate.

The Service Director, Democratic Services and Communications agreed that there had been significant discussion around this to ensure that this wasn’t just a decision for the Chair, as there could be a perception of political bias, in terms of how that standard was being implemented. It would always be in consultation with himself, or officers from democratic services or legal services, supporting the meeting, to ensure the location the Member was engaging from was professional and confidential. 

A Member explained that this had been revolutionary for her and was in agreement in respect of cameras being off, for the Chair to be informed, beforehand. The Member sought clarification whether there were any parameters to say that at least 1 meeting needed to be held as hybrid. The Member also felt it was important that whether a Member attended online or in person, that they were made to feel like an active contributor, and their contribution was valuable and worthwhile, as she wouldn’t want anybody however they attended, to think that their contribution was invaluable or wasn’t being heard.

The Service Director, Democratic Services and Communications emphasised from an officer’s perspective, the service had done its best to go over and above, in terms of ensuring whether a member was engaging online or in the chamber, that their participation was equal, which was the direction of the legislation. In terms of the Chair being online, and participants in the Chamber, it was difficult to achieve, with the current technology, but that technology was catching up, and he was confident that in the medium-term appropriate technology could be introduced. He recognised that it suited Members of Education to be online, and there had been no criticism of that and there was always the statutory requirement to survey Members annually, in terms of attendance at meetings, which would be done shortly.

A Member noted that it was useful to have a digital option, but for important meetings and full Council, she would make every effort to attend in person.

Following consideration by the Committee  ...  view the full Cofnodion text for item 8.

Ystyried unrhyw fusnes brys fel y cytunwyd gan y Cadeirydd.

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