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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 14 November 2022 be approved and signed as a correct record.
RESOLVED: That, as the questions within the consultation were more operational, the Chief Executive and the Head of Democratic Services be authorised to provide a response to the Welsh Government consultation on the Single Transferable Vote rules.
RESOLVED: a) That the final determinations within the Independent Remuneration Panel for Wales’ (IRPW) Annual Report 2023/2024 be noted. RECOMMENDED TO COUNCIL: b) That senior salaries are paid to the following post holders: - Chairs of Overview and Scrutiny Committees (4) - Chair of Planning Committee (1) - Chair of General/Statutory Licensing Committee (1) c) That a senior salary is not paid to the Chair of the Democratic Services Committee. d) That a civic salary is paid to the Chair of the Council. e) That a civic salary is not paid to the Vice-Chair of Council. f) That qualifying group leaders are not paid a senior salary. The following Councillors declared a prejudicial interest in the above item as they were in receipt of a Senior Salary and left the meeting whilst the item was discussed and voted upon: - Councillor Cheryl Carlisle, as Chair of the Finance and Resources Overview & Scrutiny Committee - Councillor Alan Hunter, as Chair of the Planning Committee - Councillor Ifor Lloyd, as Chair of the Council - Councillor Austin Roberts, as Group Leader of the Plaid Cymru Group - Councillor Harry Saville, as Chair of the Democratic Services Committee - Councillor Sue Shotter, as Chair of the Social Care and Health Overview and Scrutiny Committee and Vice-Chair of the Council - Councillor Nigel Smith, as Chair of the Economy and Place Overview and Scrutiny Committee. Councillor Emily Owen, as the Group Leader of the Labour Group, left the meeting whilst the Committee discussed whether to remunerate the Group Leaders of qualifying political groups.
An apology for absence was received from Councillor Thomas Montgomery.
The following Councillors declared a prejudicial interest in Agenda Item 5 (iv) – Independent Remuneration Panel for Wales: Annual Report 2023/2024 as they were in receipt of a Senior Salary and left the meeting whilst the item was discussed and voted upon: - Councillor Cheryl Carlisle, as Chair of the Finance and Resources Overview & Scrutiny Committee - Councillor Alan Hunter, as Chair of the Planning Committee - Councillor Ifor Lloyd, as Chair of the Council - Councillor Austin Roberts, as Group Leader of the Plaid Cymru Group - Councillor Harry Saville, as Chair of the Democratic Services Committee - Councillor Sue Shotter, as Chair of the Social Care and Health Overview and Scrutiny Committee and Vice-Chair of the Council - Councillor Nigel Smith, as Chair of the Economy and Place Overview and Scrutiny Committee. Whilst the following interest was not declared at the start of the meeting, Councillor Emily Owen had a prejudicial interest as the Group Leader of the Labour Group and therefore left the meeting whilst the Committee discussed whether to remunerate the Group Leaders of qualifying political groups.
None.
Decision as recorded
RESOLVED- That the minutes of the meeting of the Democratic Services Committee held on 14 November 2022 be approved and signed as a correct record.
The minutes of the meeting of the Democratic Services Committee held on 14 November 2022 were submitted for approval. RESOLVED- That the minutes of the meeting of the Democratic Services Committee held on 14 November 2022 be approved and signed as a correct record.
Decision as recorded
RESOLVED: That, as the questions within the consultation were more operational, the Chief Executive and the Head of Democratic Services be authorised to provide a response to the Welsh Government consultation on the Single Transferable Vote rules.
The Head of Democratic Services presented a report on the Single Transferable Vote (STV). Over a period of eight weeks, commencing 10 February 2023, Welsh Government were consulting on the draft STV Rules, with the consultation ending on 7 April 2023. The following points were highlighted: • The Local Government and Elections (Wales) Act 2021 gave all Principal Councils in Wales the option to choose between the First Past the Post (FPTP) and the STV systems for principal council elections. • FPTP was the current voting system used for principal council elections. • STV was often considered to be a more proportional system than FPTP, meaning that the outcome of the election more accurately reflected the votes cast. • Principal Councils would continue to use FPTP unless they decided to change, in accordance with the statutory procedure. The Council would then be required to pass a resolution before 15 November 2024 (3 years before the next scheduled ordinary elections). • The consultation sought views on several areas including, the issue of electronic counting, non-transferable ballot papers and recounts. Members discussed the following: • Cost implications associated with electronic counting. • It was suggested that STV may reduce the link between the voter and candidate. Members acknowledged that by responding to the consultation, it did not commit or assume the Council was in favour of moving from FPTP to STV. RESOLVED: That, as the questions within the consultation were more operational, the Chief Executive and the Head of Democratic Services be authorised to provide a response to the Welsh Government consultation on the Single Transferable Vote rules.
The Head of Democratic Services presented the Draft Multi-Location Meeting Policy. The Local Government and Elections (Wales) Act 2021 introduced new powers to enable Local Authorities to convene multi-location meetings (MLMs) to enable greater accessibility and public participation in Local Government decision making. Conwy County Borough Council had agreed a Hybrid Committee Meeting Protocol in July 2021, which had been revisited during the development of the MLMs Policy. The following points were highlighted: · A Draft Multi-Location Meeting Policy was set out within Appendix A of the report. · The Council’s Webcasting Protocol was included within Appendix B of the report along with Best Practice guidance, which was included within Appendix C of the report. · In accordance with the 2021 Act, the MLM Policy would apply to all meetings of: - The Council - Cabinet - Regulatory Committees - Overview and Scrutiny - Joint Committees - A committee or sub-committee of Cabinet or Regulatory Committees. • In respect of Cabinet, other Committees and Joint Committee meetings, a note of the meeting, including Members in attendance, any declarations of interest and decisions made, must be published within 7 working days of the meeting. • The following meetings were currently held as MLM, however, this was optional: - Conwy Harbour Advisory Committee - Standing Advisory Council on Religious Education (SACRE) - Corporate Joint Consultative Committee - Corporate Joint Health, Safety and Health Promotion Committee. • Meetings that were not formal committee meetings and not open to the general public would predominantly be held as fully remote meetings, but with the flexibility for individual committees to consider otherwise as part of their terms of reference. • Democratic Services would be reviewing the way in which meeting invitations were sent out to resolve the issue of Members receiving several cancellation notifications. • Currently, recording of meetings (other than by the Council) was not permitted. Members discussed the following: • In respect of exempt items discussed at meetings, it was queried as to how it could be ensured that discussions were not overheard if a participant was joining remotely. - In response, the Head of Democratic Services advised that CCBC guidance stated that remote participants should be alone for exempt items and should use a headset if there was a possibility of being overheard. - The Chief Executive confirmed that the Code of Conduct stated that confidential information should not be shared and that it was the Member’s responsibility to ensure that the information was not overheard. • The Chief Executive extended his thanks to the Head of Democratic Services and her team in relation to the work they had undertaken in order to deliver a hybrid meeting system. - The extra staff resources required in order to deliver hybrid meetings was recognised. • It was queried as to whether sections of meeting recordings could be shared. - In response, the Head of Democratic Services advised that the Policy did not include guidance on sharing recordings. - It may be difficult to pinpoint and share specific sections of the debate, due to the makeup of the current streaming service, however there were no regulations which prohibited this. - Discussions were taking place with IT in relation to identifying timestamps to specific agenda items within recordings. • In respect of the public and press taking photos, being disrespectful or disruptive during meetings, it was queried as to how this would be dealt with and what sanctions were in place. - In response, the Head of Democratic Services advised that the press and public predominantly watched meetings online, as opposed to attending in person. - There had been some confusion in respect of taking photographs during meetings, as Regulations had been introduced which allowed this in England. - The Chair could adjourn a meeting and request an individual to leave if they were being disruptive. - There was an expectation that all attendees (Members, officers, press and public) acted appropriately before, during and after meetings. - As part of their introduction, the Chair would remind all attendees that they were required to behave appropriately, being respectful and professional at all times. • It was proposed that the Standing Advisory Council on Religious Education (SACRE), the Corporate Joint Consultative Committee and the Corporate Joint Health, Safety and Health Promotion Committee be removed from the list of MLMs and be held as fully remote meetings. RECOMMENDED TO COUNCIL: a) That the Draft Multi-Location Meeting Policy be amended as follows: - That the Standing Advisory Council on Religious Education, the Corporate Joint Consultative Committee and the Corporate Joint Health, Safety and Health Promotion Committee be removed from the list of multi-location meetings and included in those meetings to be held predominantly as fully remote meetings. b) That the amended Multi-Location Meeting Policy, Webcasting Protocol and the Best Practice Guidance (Appendix 1) be approved.
The Head of Democratic Services presented Members with the Draft Petition Scheme. The Local Government and Elections (Wales) Act 2021 placed a duty on all Councils to produce and publish a Petition Scheme setting out how the Council intended to handle and respond to petitions. The following points were highlighted: · Whilst the Council already had an Overview and Scrutiny Public Engagement Protocol, which included a section on petitions, this had been reviewed and revised to create an overarching document to meet this new legislative duty. · Additions to the Petition scheme included; - Further explanation on those petitions that were not admissible under the scheme. - An individual could only sign a petition once. - An individual who signed a petition would be required to provide basic personal information including name and address (which wouldn’t be publicly disclosed). Members discussed the following: · Wider public participation was welcomed. · It was queried as to whether a filter system could be utilised in respect of e-petitions to ensure that participants lived, worked or visited the area, as there was a possibility that e-petitions could be signed by someone with no connection to the area. - In response, the Head of Democratic Services advised that certain information was collected as part of the ‘signing’ process. However, the Council had introduced its own e-petition platform a number of years back and during that time only 1 or 2 had been received. · It was suggested that marketing of the petition scheme be improved to ensure that residents were aware of the process. - In response, the Head of Democratic Services advised that the Public Participation Strategy, which was currently being developed with Members, would help promote ways in which the public could engage with the democratic process, including the submission of petitions. - In addition, Conwy County Borough Council (CCBC) Democracy webpages were being reviewed in order to ensure they were user friendly, engaging and easy to navigate. · It was clarified that once a petition had been presented to the Council, the same topic could not be re-submitted for a period of 6 months. · It was queried as to who would present a petition to the Council. - In response, the Head of Democratic Services advised that either the lead petitioner or an Elected Member would present the petition to the relevant Committee meeting. - In the first instance, a petition was reviewed by the Monitoring Officer who, in accordance with the protocol would determine whether it was accepted. · It was proposed that Local Members be informed of petitions relevant to their ward or if the lead petitioner was from their ward. · It was proposed that the time allowed for presenting a petition should be increased from 3 to 5 minutes. Following a vote it was: RECOMMENDED TO COUNCIL: a) That the Petitions Scheme be amended as follows: - That the time allowed for presenting a petition be increased from 3 to 5 minutes. - That Section 3 of the protocol be amended so that Local Members are notified of petitions relevant to their wards, or it the lead petitioner was from their ward. b) That the amended Petitions Scheme (Appendix 2) be approved.
Decision as recorded
RESOLVED: a) That the final determinations within the Independent Remuneration Panel for Wales’ (IRPW) Annual Report 2023/2024 be noted. RECOMMENDED TO COUNCIL: b) That senior salaries are paid to the following post holders: - Chairs of Overview and Scrutiny Committees (4) - Chair of Planning Committee (1) - Chair of General/Statutory Licensing Committee (1) c) That a senior salary is not paid to the Chair of the Democratic Services Committee. d) That a civic salary is paid to the Chair of the Council. e) That a civic salary is not paid to the Vice-Chair of Council. f) That qualifying group leaders are not paid a senior salary. The following Councillors declared a prejudicial interest in the above item as they were in receipt of a Senior Salary and left the meeting whilst the item was discussed and voted upon: - Councillor Cheryl Carlisle, as Chair of the Finance and Resources Overview & Scrutiny Committee - Councillor Alan Hunter, as Chair of the Planning Committee - Councillor Ifor Lloyd, as Chair of the Council - Councillor Austin Roberts, as Group Leader of the Plaid Cymru Group - Councillor Harry Saville, as Chair of the Democratic Services Committee - Councillor Sue Shotter, as Chair of the Social Care and Health Overview and Scrutiny Committee and Vice-Chair of the Council - Councillor Nigel Smith, as Chair of the Economy and Place Overview and Scrutiny Committee. Councillor Emily Owen, as the Group Leader of the Labour Group, left the meeting whilst the Committee discussed whether to remunerate the Group Leaders of qualifying political groups.
At this point in the meeting, as the Chair (Councillor Harry Saville) had declared an interest, the Vice-Chair took over proceedings. The Head of Democratic Services presented the Independent Remuneration Panel for Wales (IRPW) Annual Report for 2023/2024, which set out the type and levels of payments that Local Authorities must or may make available to their Members and Co-opted Members. The following points were highlighted: • The cap on the number of senior salaries payable remained unchanged at 18. Conwy County Borough Council (CCBC) currently paid 17 senior salaries, this was as a consequence of changes in legislation requiring the Chair of the Governance and Audit Committee to be a Lay Member (Co-opted member). • Council appointed the Leader, who selected a Deputy Leader (which was an optional position) and a maximum of 10 Cabinet Members. • The Democratic Services Committee could make recommendations to the Leader, but any changes to Cabinet arrangements would be a decision for the Leader to make. • At the annual Council meeting, Members were required to re-appoint its committees. Some committees were statutory, however, there was only a statutory requirement to have one Overview and Scrutiny Committee and CCBC currently operated with four. • There was an option to appoint a Presiding Member, whose role it was to chair meetings of the full Council. If appointed, there would be a consequential reduction in the responsibilities of the Civic Head. • For the year 2022/2023, CCBC decided to make civic payments to the Chair and Vice-Chair of Council, however, the current Vice-Chair was not remunerated for this role as she was also the Chair of a Scrutiny Committee. Members discussed the following: • It was queried whether there was a requirement to remunerate Committee Chairs. - In response, the Head of Democratic Services advised that the Council were not required to remunerate Committee Chairs. - It was felt that effective Chairs were required and that remuneration was needed in order to reflect their hard work. - Some felt that Chairs of the Planning and Licensing Committees required remuneration as the Committees carried out a quasi-judicial function and the Chair was required to undergo training. - The Chair of Council attended numerous civic engagements. - Whilst there was only a requirement to have one Overview and Scrutiny Committee, Members felt that the work of the four Scrutiny Committees was really important, particularly in the current climate. • It was suggested that the role of Deputy Leader was not required. - In response, the Head of Democratic Services advised that it was the Leader’s decision to determine whether a Deputy Leader was required. - The Leader felt that due to his demanding workload, conflicting demands at a national and local level, a Deputy was required. • CCBC was the only Council in North Wales that remunerated the Chair of the Democratic Services Committee. - The Democratic Services Committee was one of only two committees which were chaired by the opposition and it may not be considered democratic not to remunerate the position. • It was suggested that the salary for an Elected Member was modest in relation to the level of work carried out. - In order to attract a diverse range of Councillors, providing a fair level of remuneration was required. - The increase in remuneration for Elected Members was set by the IRPW. - Members were entitled to accept or refuse the increase on an individual basis. - Elected Members were often employed in other roles, however, this was not always possible for Cabinet Members or Chairs of Scrutiny Committees due to the level of work required. • As residents were expected to pay a 9.9% increase in Council Tax, it was suggested that budget cuts should be made in respect of Democracy. • The following proposals were made but were not seconded. - That it be recommended to the Leader that a senior salary should not be paid to the Deputy Leader. - That a review of Overview and Scrutiny Committees takes place during 2023/2024 with a view of implementing any changes in 2024/2025. The following were proposed and seconded: • That, due to the Council’s budgetary position that Committee Chairs, to include the Chair of the Council should not be remunerated. • That all Committee Chairs continue to be remunerated other than the Chair of the Democratic Services Committee. • That a senior salary should not be paid to qualifying group leaders. • That the Vice-Chair of the Council should not be remunerated. Following a vote it was: RESOLVED: a) That the final determinations within the Independent Remuneration Panel for Wales’ (IRPW) Annual Report 2023/2024 be noted. RECOMMENDED TO COUNCIL: b) That senior salaries are paid to the following post holders: - Chairs of Overview and Scrutiny Committees (4) - Chair of Planning Committee (1) - Chair of General/Statutory Licensing Committee (1) c) That a senior salary is not paid to the Chair of the Democratic Services Committee. d) That a civic salary is paid to the Chair of the Council. e) That a civic salary is not paid to the Vice-Chair of Council. f) That qualifying group leaders are not paid a senior salary. The following Councillors declared a prejudicial interest in the above item as they were in receipt of a Senior Salary and left the meeting whilst the item was discussed and voted upon: - Councillor Cheryl Carlisle, as Chair of the Finance and Resources Overview & Scrutiny Committee - Councillor Alan Hunter, as Chair of the Planning Committee - Councillor Ifor Lloyd, as Chair of the Council - Councillor Austin Roberts, as Group Leader of the Plaid Cymru Group - Councillor Harry Saville, as Chair of the Democratic Services Committee - Councillor Sue Shotter, as Chair of the Social Care and Health Overview and Scrutiny Committee and Vice-Chair of the Council - Councillor Nigel Smith, as Chair of the Economy and Place Overview and Scrutiny Committee. Councillor Emily Owen, as the Group Leader of the Labour Group, left the meeting whilst the Committee discussed whether to remunerate the Group Leaders of qualifying political groups.
Councillor Harry Saville returned to the meeting and continued chairing the proceedings. The Head of Democratic Services presented Members with the Draft Committee Timetable for 2023/2024, which was required to be agreed at the Annual General Meeting of Council in May 2023. As required, a survey was carried out of Members to assess suitability around the timing of meetings and a breakdown of responses was included within the report. Members discussed the following: • Evening meetings were welcomed by those who worked during the day, however evening meetings could be problematic for those with young children. • Some meetings of the Economy and Place Overview and Scrutiny Committee clashed with school governor meetings. • The Education and Skills Overview and Scrutiny Committee alternated between a 2pm and a 5pm start time, which seemed to work well. • As meetings could be lengthy, some Members felt that that holding the Finance and Resources Overview and Scrutiny on a Monday morning was appropriate. • It was vital that meetings days and times were set for the municipal year to allow for Members to plan their diaries accordingly. Members acknowledged that timings would not suit all Members, however, it was felt that there was a good balance of morning, afternoon and evening meetings. RECOMMENDED TO COUNCIL: That the Committee Timetable 2023/2024 be approved.
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.