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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED to confirm as true the minutes of the meeting held on 5 December 2024. Matters arising It was noted that a workshop would be held during June / July of this year in relation to Artificial Intelligence, and to provide additional support to Members in terms of accessing e-learning, CLIC etc.
RESOLVED to recommend that Council approves the draft protocol for members of the public attending Local authority Meetings in public.
RESOLVED to: a) Recommend to Council that the current arrangements for remotely meetings for the Democratic Services Committee and the Governance and Audit Committee continues; b) To consult with other Committees regarding remote only attendance.
RESOLVED: a) to recommend that the Cross-Party Constitution Working Group review the current delegations within the Constitution in terms of Members reporting on the business of external organisations; b) that following the review by the Cross-Party Constitution Working Group, the guidance is circulated to all Councillors.
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Decision as recorded
RESOLVED to confirm as true the minutes of the meeting held on 5 December 2024. Matters arising It was noted that a workshop would be held during June / July of this year in relation to Artificial Intelligence, and to provide additional support to Members in terms of accessing e-learning, CLIC etc.
It was RESOLVED to confirm as true the minutes of the meeting held on 5 December 2024. Matters arising It was noted that a workshop would be held during June / July of this year in relation to Artificial Intelligence, and to provide additional support to Members in terms of accessing e-learning, CLIC etc.
Decision as recorded
RESOLVED to recommend that Council approves the draft protocol for members of the public attending Local authority Meetings in public.
Nia Jones, Corporate Manager Democratic Services presented the report to the committee noting that the protocol had been considered at the previous meeting and deferred to this meeting in order to consider the matter further. It was also noted that the Health and Safety Officer had confirmed that the capacity for the Council Chamber, based upon the fire exits and safe evacuation was 100. It was confirmed that there are currently 73 conference units within the Members’ area; 2 units within the translation booth; and seating for 9 persons in the public gallery. A further 16 seats can be added immediately in front of the public gallery area bringing the total number of seats to 25, without preventing access to the fire exit at the rear of the Chamber or to the sides. It was also noted that the protocol had been amended following the previous meeting to include a recommendation by Members that all members of the public attending a meeting of the Council must be seated. The Chair of the Committee noted that insufficient consideration had been given to the public gallery area when designing the Chamber, however it was noted that issues relating to capacity are an exception which occur on fewer than 1 in 50 meetings. However, Members reported that during such occasions, members of the public stood immediately behind Members, that it was not possible to leave the Chamber, and that photographs had appeared on social media of Members’ notes and personal belongings on their desk. Members noted that it was not their intention to prevent access to meetings, however the Council is required to comply with health and safety regulations in terms of capacity. They considered alterative options such as an overfill room, opening the doors to the area immediately outside the Chamber, providing a screen in the reception / library area, or asking members of the public to rotate with others if they are attending for a specific agenda item. It was noted that additional resources would be required to facilitate such changes, and that there was concern that noise from the area immediately outside the Council Chamber would carry across to the meeting. It was also noted that all Council meetings are live-streamed and can be viewed remotely, and that the viewing figures for meetings are high. Members also noted that if approved, there would need to be a clear explanation regarding capacity, noting that attendance would be on a first come, first served basis. Following discussion, it was RESOLVED to recommend that Council approves the draft protocol for members of the public attending Local authority Meetings in public.
Decision as recorded
RESOLVED to: a) Recommend to Council that the current arrangements for remotely meetings for the Democratic Services Committee and the Governance and Audit Committee continues; b) To consult with other Committees regarding remote only attendance.
Lowri Edwards, Corporate Lead Officer Democratic Services presented the report to the Committee noting that the pilot exercise for remotely only meetings had been in operation for 18 months, and that Members of the Democratic Services Committee and the Governance and Audit Committee had been consulted for their views. She outlined the advantages and disadvantages highlighted in the responses for Members to consider in terms of continuing and potentially extending the provision of remote only meetings. Members noted that remote only meetings are more suitable for meetings such as the Governance and Audit Committee, where documents are extensive and Co-opted Members and Chairs tend to attend remotely as it is almost impossible to Chair a hybrid meeting when the Chair attends remotely. It was also noted that remote only meetings are more suitable for small committees such as the Democratic Services Committee if half are attending in person and half attending remotely. Members asked Officers for their views of supporting remote only meetings, and it was noted that hybrid meetings demand additional resources in terms of Officers’ time, and the Monitoring Officer noted that it is easier to support the Chair of the Governance and Audit Committee if everyone is attending remotely, that the Co-opted Members generally attend remotely due to distance, and that it can be difficult for them to see who is speaking in the Chamber if they themselves are attending remotely. Members also noted that remote only meetings would not be appropriate for Committees such as the Overview and Scrutiny Committees, large committees, or meetings where members of the public are able to participate. It was also recommended that Officers consult with Members of other committees as to whether the wished to remain as hybrid meetings, or transfer to remote only meetings. Following a discussion, it was RESOLVED to: a) Recommend to Council that the current arrangements for remotely meetings for the Democratic Services Committee and the Governance and Audit Committee continues; b) To consult with other Committees regarding remote only attendance.
Decision as recorded
RESOLVED: a) to recommend that the Cross-Party Constitution Working Group review the current delegations within the Constitution in terms of Members reporting on the business of external organisations; b) that following the review by the Cross-Party Constitution Working Group, the guidance is circulated to all Councillors.
Lowri Edwards, Corporate Lead Officer Democratic Services presented the report to the Committee, noting that the appendices contained a guidance for Members on their role and obligations when representing the Council on external bodies in addition to a proposed mechanism for considering requests for representation. She noted that the Council’s Constitution stipulates that Ordinary Meetings of the Council will “receive reports about and receive questions and answers on the business of joint arrangements and external organisations”, however in practice very few reports are received, therefore it is proposed that the Committee recommends that the Constitution Cross Party Working Group reviews the current practice, as the Overview and Scrutiny Committee may be a more appropriate forum for receiving such reports. Elin Prysor, the Monitoring Officer noted that the Constitution currently enables external organisations to make presentations to Council, such as the Mid and West Wales Fire and Rescue Service presenting an annual report to the Council as part of the budget setting process in terms of the Fire levy, and that this should remain within the remit of the Council. Members agreed, however they noted that there needed to be greater focus upon reports and updates from Members who represent the Council on statutory bodies such as the Mid and West Wales Fire and Rescue Authority, the Dyfed Powys Police and Crime Panel and the Hywel Dda Health Board, as well as other external organisations, meetings of external organisations attended by Cabinet Members and reports by Member Champions, which could be considered by the relevant Overview and Scrutiny Committee. It was also noted that the role of Member Champions would need to be reviewed separately, as it is important that Members are given an opportunity to highlight and promote the work that they do in relation to this. The Monitoring Officer highlighted the need to distinguish between presentations by external organisations, and those by Members who represent the Council on external organisations. There was also a need to consider the added value of representation, especially in terms of issues such as liability, insurance, trustee /director status and costs. Members noted that the list of external organisations needs to be reviewed, as this could potentially lead to a considerable number of reports and committee time, however they agreed that it is important that this information is made public. They also noted that some organisations, such as the Young Farmers’ Club invite them to attend in order to share information as to how the Council works; that Overview and Scrutiny Committees may choose to consider in detail the work of any pro-active organisations; and Members also asked regarding the format for reporting. Officers confirmed that the list is reviewed prior to the commencement of each municipal term, however, there does need to be greater dialogue in terms of the function of Members on such organisations. Councillor Rhodri Evans asked for greater clarity in terms of a Member’s role on the Hywel Dda University Health Board as he was appointed by the Welsh Government Minister, following his nomination by the Council. The Monitoring Officer noted that the guidance aims to address matters such as a conflict of interest, however Members are welcome to contact her directly of advice on specific matters. Following a discussion it was RESOLVED: a) to recommend that the Cross-Party Constitution Working Group review the current delegations within the Constitution in terms of Members reporting on the business of external organisations; b) that following the review by the Cross-Party Constitution Working Group, the guidance is circulated to all Councillors.
Nia Jones, Corporate Manager Democratic Services presented the draft Annual Report to the Committee, noting that following today’s meeting the report would be finalised to include the outcomes of the reports presented, and any amendments to the data relating to e-learning modules completed, attendance figures etc. Members thanked Officers for drafting the report, noting that the revised format is easy to read, interesting and that it highlights the importance of the work carried out by this Committee. The Annual Report will be presented to Council at its meeting held on 12 June 2025.
None.
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