Agenda item

Derbyn adroddiad y Cyfarwyddwr Gwasanaeth – Gwasanaethau Democrataidd a Chyfathrebu 

The Service Director of Democratic Services & Communications presented his report on the proposed ‘digital by default’ approach to resident engagement and consultation in respect of the 2021/22 budget, considered by Cabinet on the 13^th October 2020.

Members were reminded that in previous years the Council

has undertaken a comprehensive approach to its annual budget consultation,

involving a large number of residents and key stakeholders. However,

the current COVID-19 pandemic presents a unique set of circumstances for engagement and consultation. The Service Director emphasised that face-to-face engagement is not possible and may not be for quite some time.

Members were advised that as a result of the COVID-19 pandemic the 2021/22 annual budget consultation will take on a ‘digital by default’ approach, whilst continuing to consider hard to reach groups, those having reduced or no access to the Internet and those who prefer to engage through traditional methods.

Members were advised that a number of different approaches will take place to replace the usual face to face engagement. This will include a number of virtual meetings to outline the budget approach, answer questions and collect views.  These online (Zoom) events will give residents the opportunity to engage with and speak to Cabinet Members and senior officers regarding the Council's budget and investment priorities and will include;

·         A number of Zoom Public meetings;

·         Engagement with older people via the Older Persons Advisory Group meeting;

·         Engagement with young people via Rhondda Cynon Taf’s Youth Forums;

·         A presentation and discussion with young people via our schools;

·         Reporting to the Finance and Performance Scrutiny Committee and the School Budget Forum; and,

·         A presentation at the Community Liaison Committee

The Service Director acknowledged the difficulties of communicating with those having reduced or no access to the Internet and those who prefer to engage through traditional methods. Members were advised that a range of alternative methods have been put in place, such as:-

·         A telephone Consultation option working with the Council’s Contact Centre – The contact centre number would be made available for people to discuss their views or as a minimum to request consultation materials;   

·         Individual call backs if required.  For example, some of the members of the Disability Forum requested phone calls to provide their views during the recent Dog Fouling consultation;

·         Paper surveys and information available on request;  

·         Consultation freepost address for postal responses;

·         Easy Read/Plan English Documents – These will still need to be produced and placed online as well as being available in paper copy on request; and,  

·         Opportunity can also be provided to engage in virtual sessions through a land-line.

Members were subsequently provided with the opportunity to ask questions. The Chair sought clarification as to which Scrutiny Committee would be receiving the results of the dog fouling consultation. The Service Director of Democratic Services & Communications confirmed that the results would be presented to the Public Service Delivery, Communities & Prosperity Committee.

Mr J. Fish, the Voting Parent/ Governor Representative, raised his concern in respect of the Budget consultation and he observed that in previous years the questions could have been more tailored to be more effective in their feedback. Mr Fish referenced previous meetings where he had been reassured that Committee Members could have some involvement in the development of the questions and he sought clarification as to whether this was being done this year. The Service Director of Democratic Services & Communications advised that due to the COVID-19 pandemic and the short timescales involved, it had not been possible this year, however, he stressed that the detail around the consultation will be presented differently to Committee. It was acknowledged that in previous years, the way the questions have been presented in isolation to Committee has not accurately reflected the way that they were presented online or in the roadshow events. Councillor J. Williams noted her agreement with Mr Fish and observed that Members of the Finance & Performance Scrutiny Committee have expressed their wish to be a part of the development of the consultation for the past few years. The Service Director of Democratic Services & Communications reassured Members that the feedback received from those questions in previous years has been taken on board.

The Chair sought clarification as to when the consultation would go ‘live’ to the public. The Service Director emphasised the short timescale involved due to the COVID-19 pandemic and emphasised that originally it was planned to take place on the 21^st October, however, this has been delayed to the end of the week and will still ensure that a 6 week process takes place.

The Chair also sought clarification as to whether the consultation will be sent out to individual schools in the County Borough. The Service Director confirmed that the Council would be asking for representation from specific schools, a focus group to engage a school audience and a bespoke event with Coleg y Cymoedd students. The Chair queried whether every school would receive the consultation so that they could send the information out to parents and guardians. The Service Director of Democratic Services & Communications confirmed that this is something that could be facilitated as part of the process. The Service Director – Finance & Improvement Services confirmed that this suggestion by the Committee will be taken on board and can be facilitated through individual schools in the County Borough. The Chair of the Children & Young People Scrutiny Committee, Councillor S. Rees-Owen, confirmed her agreement with this proposal, however, she also advised the use of caution as young people can often feel overwhelmed by too many consultations, particularly during the COVID-19 pandemic.

Following discussion, Members RESOLVED:

1.    To approve the suggested ‘digital by default’ approach to the Council’s budget consultation for 2021/22, whilst providing alternative means of engagement for those having reduced or no access to the Internet and those who prefer to engage through traditional methods.

2.    To approve the Council’s statutory requirements regarding consultation on the Council Tax Reduction Scheme and Council Tax levels will be met via the proposed approach; subject to the consultation being sent directly to each individual school in the County Borough; and,

3.    To approve the budget consultation process taking place during the autumn of 2020, with the dates to be confirmed following clarification of the likely Welsh Government budget settlement timescales and note the involvement of the Finance & Performance Scrutiny Committee in this process.