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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 24 November 2025 be approved and signed as a correct record.
RESOLVED: That the Public Access Working Procedure be noted and that Democratic Services, Economy and Culture and Facilities Management jointly monitor the effectiveness of the procedure and make any necessary amendments.
None.
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Decision as recorded
RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 24 November 2025 be approved and signed as a correct record.
The minutes of the meeting of the Democratic Services Committee held on 24 November 2025 were submitted for approval. RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 24 November 2025 be approved and signed as a correct record.
The Head of Audit and Procurement Services introduced the Draft Contract Procedure Rules (CPR), and the Corporate Procurement Manager highlighted key points from within the report. The report outlined the proposed updates to the Council’s CPRs, which reflected the new requirements introduced by the Procurement Act 2023. The following was discussed: • It was confirmed that land transactions did not form part of the CPR, and any disposals must comply with the Council’s Disposal Policy. • Contract management was the responsibility of the relevant service and appropriate training was provided. - Whilst it was suggested that Corporate Procurement should monitor contract outcomes, it was confirmed that the team was small and lacked capacity. - A framework was in place to assist officers with contract management. - The CRP included guidance on contract management. - In respect of the Council Chamber conferencing system, it was noted that performance had improved and that arrangements were in place for the provider to address any issues arising during meetings through a support contract. • It was confirmed that the Procurement Board’s role was to authorise proposed procurement activity, taking into account whether the expenditure was essential and whether value for money would be achieved. • It was confirmed that the use of consultants was determined by individual services. - It was noted some teams were small and therefore required the use of consultants for both resilience and specialist expertise. - It was suggested that additional oversight was required regarding the use of consultants. - The Cabinet Member for Housing, Regulatory and Audit would provide Committee members with an update on the use of consultants via e-mail. RECOMMENDED TO COUCIL: That the Draft Contract Procedure Rules be approved.
Decision as recorded
RESOLVED: That the Public Access Working Procedure be noted and that Democratic Services, Economy and Culture and Facilities Management jointly monitor the effectiveness of the procedure and make any necessary amendments.
The Head of Environment, Roads and Facilities presented a report on improving public access arrangements for democratic meetings at Coed Pella. The report identified the need for a structured Public Access Working Procedure (PAWP) to support operational procedures when the building would normally be closed to the public. The following was discussed: · In response to safety concerns about the layout of the Council Chamber, the Head of Democratic Services advised that discussions had taken place with political group leaders and with Chairs and Vice-Chairs of committees, and that a risk assessment had been completed. - Using all rows and encouraging Members to fill the room from the front backwards, would increase the space between Members and the public. - Consideration would be given to introducing retractable barriers to clearly define the public areas. - Members and officers had access to two fob‑controlled doors leading to a secure area of the building. - If Members needed to view confidential information on their screens, they should choose seats on the side rows of the chamber, which were not overlooked (noting that members of the public were excluded from the meeting when confidential items were discussed). - The risk assessment would continue to be reviewed. - An update on the risk assessment, along with details of the actions to be implemented, would be circulated to all Members via e‑mail. · It was suggested that safety and security arrangements for public access should be formalised due to the low number of officers present during evening meetings - Concerns were also raised that no process was in place for security bag checks and that there was no signing in procedure for attendees. · The Monitoring Officer had previously confirmed the legal requirements relating to public access to the Council Chamber. - The risk assessment limited the number of members of the public permitted to attend the chamber, and once this capacity was reached, additional attendees could view the livestream of the meeting on a screen in the reception area. · It was confirmed that a procedure was in place for managing acceptable behaviour, and that the Chair would be responsible for addressing any inappropriate conduct during meetings. · Whilst it was confirmed that out‑of‑hours disabled access was provided at the rear of the building, it was suggested that this should be reviewed as the distance could be prohibitive. · It was confirmed that, although the main building entrance did not open until 9.00am, Members could access the building via the car park or through the side entrance (both doors were fob activated). · Assurance was given that reviews were undertaken following any adverse incident. · Coed Pella was monitored by CCTV 24 hours a day, with direct links to the police. · Although alternative options for the chamber had been explored as part of the relocation from Bodlondeb, Members had considered the cost to be prohibitive and the chamber therefore had to be accommodated within the existing space. RESOLVED: That the Public Access Working Procedure be noted and that Democratic Services, Economy and Culture and Facilities Management jointly monitor the effectiveness of the procedure and make any necessary amendments.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
Lists the council's current councillors only. Co-opted members, officers and former councillors aren't shown.