• Agenda item
  • Agenda item

    To receive the report of the Head of Democratic Services confirming the provision of staff, resources, and accommodation available to support Members in their role.

    Minutes:

    The Head of Democratic Services referred Members to his report which looked to confirm to Members the provision of staff, resources, and accommodation available to support Members in their role as required within the Local Government (Wales) Measure 2011.

     

    Members were provided with a detailed overview of the work of the Council Business Unit which supports all Elected Members, including the future challenges presented to the Unit through the new ways of working identified through the Local Government & Elections Act 2021, with particular reference to the statutory required hybrid and webcasting of meetings.

     

    The Head of Democratic Services positively advised of the recruitment of an apprentice within the Unit to take forward the webcasting provision and the recent creation of an additional role within the Unit to strengthen capacity and resources moving forward.  Members were advised that this role was currently out to advert and it was anticipated that the recruitment of this additional GR10 role would support the delivery of the Units service responsibilities over future months, especially in light of the forthcoming  Local Government Elections and would enhance the Units ability to maintain the momentum of improvement achieved over the last three years.

     

    Members were advised of the recent resignation of a long standing member of staff and also the temporary reduction in staffing over the next few months in relation to maternity absences.  In light of these vacancies Members were advised of the positive internal recruitment undertaken, which provides the opportunity for the successful officer to develop their skills going forward and promotes the ‘growing of own talent’ within the service. In addition two temporary GR8 roles have also been created and Members were advised that successful recruitment to these temporary posts had been secured using the talent pool of the Council through the Council’s graduate scheme.

     

    Going forward, Members were advised that through the good practices performed by the Council, the Head of Democratic Services had been approached by the Programme Director of Cardiff Capital Region City Deal to provide support and guidance to their Committee functions.  Funding would be made available by City Deal to provide such administration and discussions in respect of this support arrangements were still ongoing.

     

    The Head of Democratic Services continued his overview by providing Members with an update in relation to accommodation, although stressed the  the need to reflect on the best arrangements for members and Officers of the Council Business Unit - post Covid-19 - to build upon agile working and the progress made with virtual meeting arrangements over the last eighteen months.

     

    Details of digital support and Members training were also provided within the report which provided a positive position in respect of support available.

     

    The Head of Democratic Services concluded his report by advising that in his opinion, with the additional resources recently acquired to the Council Business Unit, he was of the view that there would be sufficient resilience within the Council Business Unit to continue supporting non-executive Members, without compromising the level of service provided.

     

    The Chair thanked the Head of Democratic Services for his comprehensive report and welcomed Members comments on the resources available to Members.

     

    The Vice Chair took the opportunity to thank the staff of the Council Business Unit for their support during the pandemic, supporting Members to undertake their role confidently through virtual working and also took the opportunity to congratulate Miss Jessica Daniels for her successful promotion within the team.  The Vice Chair spoke of her concerns with the loss of valuable staff for an interim period as a result of maternity leave at a crucial time with the forthcoming local elections and suggested that a further report on the support provision be made available to Members following the election.

     

    One Member of the Committee commented on the new virtual way of working and suggested consideration be taken forward for the provision of dedicated safe spaces within areas across the County Borough for Members to utilise rather than Members having to travel to Clydach Vale. The Head of Democratic Services welcomed the idea and spoke of the potential use of identified key locations across the County Borough and suggested that a future report on this item be brought back to Committee for consideration.

     

    Members spoke of the lead in time for the newly appointed staff members and took the opportunity to speak highly of the support provided by staff members within the Council Business Unit.  The Head of Democratic Services acknowledged the tight timescales and spoke of the acting up arrangements that would also be taken forward to ensure the provision of support to Members and to help develop staff within the Unit.

     

    Following discussions it was RESOLVED

     

    (i)             To note the overall support available to elected Members, as set out within the report and the approaches be taken forward;

     

    (ii)           To support the view of the Head of Democratic Services, as set out within the report; and agree that the proposed restructure advised upon within the report, the future levels of staff, accommodation and other resources are adequate at the present time and that a further report be presented to this Committee by the Head of Democratic Services on the sufficiency of resources for Members’ support following the Local Government Election in May 2022.

     

    (iii)          That a report in relation to identified key locations for Members to utilise across the County Borough is brought to a future meeting of the Committee

    Supporting documents: