Agenda item

To receive the Joint report of the Service Director, Democratic Services and the Director of Legal Services.

The Service Director, Democratic Services & Communications presented the report to Members and set out the proposed amendments to the Council’s Constitution and ancillary matters as outlined in the report and in accordance with the requirements of the Local Government & Elections (Wales) Act 2021. It was noted that if in agreement, Members were asked to commend the adoption of the proposed amendments to full Council for consideration at the Annual General Meeting of the Council being held on 26th May 2021.

Discussions ensued and a Member sought clarity as to the flexibility of the paperless approach. The Service Director confirmed that the Council will meet the individual needs of Members and that a degree of flexibility will be used. Another Member noted his agreement to the proposals and the opportunity to encourage more people to participate in the democratic process. The Member also sought clarification that in future translation Services will be heard in the recording of meetings and queried who would be responsible for making the decision as to whether a meeting would be webcast. The Service Director confirmed that the decision in respect of webcasting lies with the Head of Democratic Services in consultation with the appropriate Chair and that once a precedent is set that Committee meeting will continue to be recorded and published accordingly. It was also emphasised that anything that is a public facing meeting would be required to be publicised. It was also emphasised that there is a limitation on the number of recording hours and that therefore some meetings may not be recorded. All committees of public interest will be required to be broadcast live. Another Member also emphasised that some meetings could not be publicised due to the confidentiality of some reports. In respect of translation services, the Presiding Officer confirmed that it is possible to speak in Welsh and have the translation service. The Service Director accepted that the translation service provided through the Zoom Application isn’t perfect, however, this will be possible through the new Webcasting arrangements.

Discussions continued and Councillor Jarman queried whether social media updates would continue in light of the webcasting arrangements. Councillor Jarman also sought clarification as to whether Members will be treated equally whether they choose to attend the chamber or to attend a meeting remotely under the new hybrid approach to meetings. The Service Director emphasised that each Member will have equal presence to participate in the discussion of the meetings. Members were also advised that in respect of webcasting arrangements, there will be two feeds available so that both English and Welsh will be available on the recording. The Director of Legal also emphasised that in respect of the equality and diversity aspect of the report, the report can be amended prior to going to the Annual General Meeting to reflect that all Members will be allowed access to paper copies where the individual circumstances permit.

Following discussion, Members RESOLVED to recommend the amendments and ancillary matters relating to the Council’s Constitution to full Council.