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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 18 March 2024 be approved and signed as a correct record.
RESOLVED: That the information provided relating to training and development be noted and shared with Group Leaders, with a further breakdown of individual member attendance on the mandatory training modules.
It was proposed and seconded that Councillor Cathy Augustine be appointed as Vice-Chair of the Democratic Services Committee. RESOLVED: That Councillor Cathy Augustine be re-appointed as Vice-Chair of the Democratic Services Committee for 2024/2025.
An apology for absence was received from Councillor Sharon Doleman.
None.
None.
Decision as recorded
RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 18 March 2024 be approved and signed as a correct record.
The minutes of the meeting of the Democratic Services Committee held on 18 March 2024 were submitted for approval. RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 18 March 2024 be approved and signed as a correct record.
The Head of Democratic Services presented a report which provided feedback from the Scrutiny Self-Assessment workshops which took place in March 2024. In reviewing the report, the following was discussed: • The main themes seemed to suggest the need for balance between pre and post scrutiny and the use of more task and finish groups • Whilst Members could agree to undertake a review of the Council’s scrutiny arrangements to look at any improvements required, Members were mindful that the Welsh Local Government Association (WLGA) had advised Local Authorities that the Welsh Government were looking to progress work that seeks to improve scrutiny within local government. • Meetings would take place with Heads of Democratic Service and Monitoring Officers and the Scrutiny and Committee Services Officer had emphasised the need for Member involvement in the WG review and proposed conference in the autumn. • It was suggested that value for money was paramount and that consideration be given to officer time due to a lack of resources. • Whilst Local Area Forum’s already scrutinised some local issues, this could be expanded further. • The Education and Skills Overview and Scrutiny Committee had received positive feedback following an Estyn assessment and it was suggested that the self-assessment tool be utilised as a template for good practice. • Whilst concerns were raised that a review could lead to a reduction in the role and effectiveness of scrutiny, it was confirmed that a review would seek to improve the function and not to reduce it. • It was suggested that scrutiny was only effective if Members were fully engaged with the process and asked relevant questions. • It was suggested that best practice be utilised in respect of report writing and that an evaluation document and smart objectives be implemented. • In response to a suggestion that a communication plan was required, the Head of Democratic Services advised that a Public Participation Strategy was already in place. • The need for decision making to be swift, especially due to budget constraints. • Concern in respect of the small number of non-Cabinet Members who attended Cabinet meetings. • That improvements should be made prior to the next financial year. • It was suggested that Members should have more input in respect of scrutiny forward work programmes and that consideration be given to reintroducing pre-meets. • It was proposed that whilst a review of scrutiny was required, it would be prudent to wait for feedback following WG’s autumn conference. The Scrutiny and Committee Services Officer would try and ascertain the timeline for the WG review. RECOMMENDED TO COUNCIL: a) That a formal review of Conwy’s scrutiny arrangements be delayed until feedback is received from the Welsh Government conference due to take place in the autumn, 2024, to better understand the timeframe around any proposed national review and what will form part of the review. b) That, in the meantime, existing good practice be identified and shared across all four of Conwy’s Overview and Scrutiny Committee to ensure a consistent approach, e.g. the introduction of smart recommendations in all scrutiny reports. c) That, should the Welsh Government conference not take place by November 2024, consideration be given to undertaking a formal review of the scrutiny function in Conwy in order that improvements be implemented by the 2025/2026 financial year.
Decision as recorded
RESOLVED: That the information provided relating to training and development be noted and shared with Group Leaders, with a further breakdown of individual member attendance on the mandatory training modules.
The Head of Democratic Services presented a report which provided an update on Members’ attendance at training and development events for the year 2023/2024. In respect of mandatory training modules, Members were advised that the online equalities module had not been available since the beginning of August and Corporate HR were currently pursuing a new on-line offer. In the meantime, learning events on ‘An Introduction to Inclusive Conwy’ were being arranged, attendance at which would count towards the mandatory equalities learning. A feedback survey would be circulated to all Members in order to inform the training and development plan going forward. It was suggested that face to face training was preferable for some Members, however financial implications had to be considered. RESOLVED: That the information provided relating to training and development be noted and shared with Group Leaders, with a further breakdown of individual member attendance on the mandatory training modules.
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