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RESOLVED to confirm as a true record of the minutes of the meeting held on 07 March 2025 subject to noting that Mrs Llinos James was not a Councillor but an Independent Member of the Committee
RESOLVED to confirm as a true record of the minutes of the meeting held on 19 March 2025
AGREED to note the content of the Action Log as presented subject to the following updates:- Further consideration to the Political Group Leaders compliance assessment template - It was reported that the Group Leaders had met with the Committee on 9/5/25 and it had been agreed that the template was being revised by Officers and would be circulated to Members of the Committee prior to the workshop with Group leaders on 23/6/25 Town and Community Council Code of Conduct Training- It was reported that the recording of the 11/2/25 training had not been circulated as most of the training was delivered in Welsh. It would be a time-consuming task to provide an English transcript of the recording. No voice-over facilities were available. A feedback survey was to be distributed to Town/Community Councillors who attended the training - It was reported that the feedback survey had not been actioned to date, it was therefore agreed that due to the time that had elapsed since the 11/2/25 training that an enquiry requesting the type of training etc that Town and Community Councils would find useful would be sent. ESC Self Evaluation - Councillor Delyth James stated that she had sent comments to the email sent on the revision of the ESC Self Evaluation. It was requested that these comments be sent directly to the MO in _order.to consider, and present at the July meeting for consideration. Protocol for Councillors attending the meeting to present their application to Committee - It was reported that the protocol had been revised and would be presented to the July meeting for consideration.
RESOLVED to grant Councillor Davies a dispensation to speak and vote on the grounds that the nature of the members’ interest was such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise; (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
RESOLVED to grant Councillor Evans a dispensation to speak only on the grounds that the nature of the members' interest was such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business (regulation 2 (d) of the Standards Committees (Grant of Dispensations}Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
AGREED (i)that a workshop would be held to discuss an appropriate template for the report prior to starting the draft report for 25/26 in early April 2026: (ii)reports from other Local Authorities would also be sought for reference: and (iii) to approve the draft Ethics and Standards Committee Annual Report, 2024/5, prior to presentation to Council in July 2025 subject to changes on page 38: add "up to Local government elections May 2027" in respect of the councillors
AGREED to note the content subject to considering adding a question in the Questionnaire that would be sent to Town and Community Council regarding Code of Conduct training on the number of Councillor that had received training in their respective Council.
AGREED to note the content.
AGREED to amend the form to:- (i) Please note that failure to complete this section may result in the application form being returned to you; and (ii) to remove the same sentence in Section 3 of the form Discussion evolved on how flexible the Committee should be regarding considering late applications; however, it was noted that considering these applications would alleviate the need to arrange another meeting which would create further work for officers and additional costs to the Council. Due to only a small number currently being received late, it was AGREED to monitor the issue. Due to the complexity of the form which had to be in line with statutory regulations, it was AGREED that guidance/explanatory notes would be created for users.
AGREED to note the content.
AGREED to note the Committee’ assessment was that: (i)Group leaders were compliant with their statutory duty to take reasonable steps to promote and maintain high standards of conduct by group members; (ii)Group leaders were compliant in their statutory duty to co-operate with the Committee in the exercise of its functions; and (iii)to note the current position would be included in the Ethics and Standards Chair’ Annual Report
AGREED to note the content of the Forward Work Programme as presented subject to the following:- •16/7/25 meeting: report following workshop with Group leaders -to set compliance thresholds •A workshop to consider a revised template for the Chair' Annual Report for 2025/26 prior to starting the draft report early April 2026: •16/7/25: Revised protocol for members presenting dispensation applications in person •A Questionnaire be circulated to all Town and Community Council Clerks on their training needs om the Code of Conduct, to include a question on the number of their Councillors that had received the training since 2022 •Review of PGL compliance template be circulated to Members prior to the 23/6/25 workshop for comment, and to consider further at the July meeting •Dispensation form guidance/explanatory notes would be created for users. •That Local Resolution Procedure would be considered further by the Committee once the revised guidance from the PSOW had been received. •Revised hearings procedure-change from 16/7/25 to 15/10/25 •The revised Protocol for Councillors attending the meeting to present dispensation application to Committee would be presented at the meeting16/7/25
Mrs Gail Storr and Miss Carol Edwards apologised for their inability to attend the meeting.
The Chair thanked Mrs Lisa Evans for her support to the Committee during her time as the Standards Officer and wished her well in her new position within the Council.
Miss Caryl Davies declared a personal interest in item 14 on the agenda.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to confirm as a true record of the minutes of the meeting held on 07 March 2025 subject to noting that Mrs Llinos James was not a Councillor but an Independent Member of the Committee
It was RESOLVED to confirm as a true record of the minutes of the meeting held on 07 March 2025 subject to noting that Mrs Llinos James was not a Councillor but an Independent Member of the Committee
Y penderfyniad fel y'i cofnodwyd
RESOLVED to confirm as a true record of the minutes of the meeting held on 19 March 2025
It was RESOLVED to confirm as a true record of the minutes of the meeting held on 19 March 2025
None.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the content of the Action Log as presented subject to the following updates:- Further consideration to the Political Group Leaders compliance assessment template - It was reported that the Group Leaders had met with the Committee on 9/5/25 and it had been agreed that the template was being revised by Officers and would be circulated to Members of the Committee prior to the workshop with Group leaders on 23/6/25 Town and Community Council Code of Conduct Training- It was reported that the recording of the 11/2/25 training had not been circulated as most of the training was delivered in Welsh. It would be a time-consuming task to provide an English transcript of the recording. No voice-over facilities were available. A feedback survey was to be distributed to Town/Community Councillors who attended the training - It was reported that the feedback survey had not been actioned to date, it was therefore agreed that due to the time that had elapsed since the 11/2/25 training that an enquiry requesting the type of training etc that Town and Community Councils would find useful would be sent. ESC Self Evaluation - Councillor Delyth James stated that she had sent comments to the email sent on the revision of the ESC Self Evaluation. It was requested that these comments be sent directly to the MO in _order.to consider, and present at the July meeting for consideration. Protocol for Councillors attending the meeting to present their application to Committee - It was reported that the protocol had been revised and would be presented to the July meeting for consideration.
It was AGREED to note the content of the Action Log as presented subject to the following updates:- Further consideration to the Political Group Leaders compliance assessment template - It was reported that the Group Leaders had met with the Committee on 9/5/25 and it had been agreed that the template was being revised by Officers and would be circulated to Members of the Committee prior to the workshop with Group leaders on 23/6/25 Town and Community Council Code of Conduct Training- It was reported that the recording of the 11/2/25 training had not been circulated as most of the training was delivered in Welsh. It would be a time-consuming task to provide an English transcript of the recording. No voice-over facilities were available. A feedback survey was to be distributed to Town/Community Councillors who attended the training - It was reported that the feedback survey had not been actioned to date, it was therefore agreed that due to the time that had elapsed since the 11/2/25 training that an enquiry requesting the type of training etc that Town and Community Councils would find useful would be sent. ESC Self Evaluation - Councillor Delyth James stated that she had sent comments to the email sent on the revision of the ESC Self Evaluation. It was requested that these comments be sent directly to the MO in _order.to consider, and present at the July meeting for consideration. Protocol for Councillors attending the meeting to present their application to Committee - It was reported that the protocol had been revised and would be presented to the July meeting for consideration.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to grant Councillor Davies a dispensation to speak and vote on the grounds that the nature of the members’ interest was such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise; (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
An application for dispensation dated 22 April 2025 was received from Councillor Rhydian Tomos Davies, Llanfair Clydogau and Cellan Community Council to speak and vote the infrastructure in the local and surrounding areas, the installation of power generation by means of windfarms (by Belltown and Bute Energy), and power distribution with pylon lines (by Greengen). His parents own a farm whose land is affected by the proposals to construct a pylon line in the Teifi valley. It was RESOLVED to grant Councillor Davies a dispensation to speak and vote on the grounds that the nature of the members’ interest was such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise; (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to grant Councillor Evans a dispensation to speak only on the grounds that the nature of the members' interest was such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business (regulation 2 (d) of the Standards Committees (Grant of Dispensations}Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
An application for dispensation dated 16 May 2025 was received from Councillor Rhodri Evans to speak only on Planning Application A240721 in the Development Management Committee. The applicant was his brother-inlaw' brother. The applicant also rented farmland off his brother in- law. Cllr Evans did not feel he had a prejudicial interest but wanted to bring the case in front of the Ethics and Standards Committee. The application and the applicant lived within his Ward, and as a local member he wanted to be allowed to speak on this application when a decision was made. It was RESOLVED to grant Councillor Evans a dispensation to speak only on the grounds that the nature of the members' interest was such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business (regulation 2 (d) of the Standards Committees (Grant of Dispensations}Wales) Regulations 2001). The dispensation was granted for a period of 12 months.
Y penderfyniad fel y'i cofnodwyd
AGREED (i)that a workshop would be held to discuss an appropriate template for the report prior to starting the draft report for 25/26 in early April 2026: (ii)reports from other Local Authorities would also be sought for reference: and (iii) to approve the draft Ethics and Standards Committee Annual Report, 2024/5, prior to presentation to Council in July 2025 subject to changes on page 38: add "up to Local government elections May 2027" in respect of the councillors
Consideration was given to the Ethics and Standards Chair Annual Report 2024/25. Several Members raised concern on the size of the report, however, it was stated that the work of the Committee was now located in one document and was also in line with the requirements of the Local Government 2011 Act. It was suggested that an easy read report could be also created, if Members agreed to continue with the current template. Following discussion, it was AGREED (i)that a workshop would be held to discuss an appropriate template for the report prior to starting the draft report for 25/26 in early April 2026: (ii)reports from other Local Authorities would also be sought for reference: and (iii) to approve the draft Ethics and Standards Committee Annual Report, 2024/5, prior to presentation to Council in July 2025 subject to changes on page 38: add "up to Local government elections May 2027" in respect of the councillors
Consideration was given to the Local Resolution Procedure Revision. It was reported that the purpose of the report was for Committee to consider whether the Council’ current Local Resolution Procedure contains any potential flaws identified within the advice from counsel to the PSOW., and the Monitoring Officers Working group. By addressing such potential flaws, Committee would be able to ensure that decisions made pursuant to the LRP were valid. (i)the Council' current Local Resolution Procedure be reviewed in light of the conclusions/recommendations of the PSOW Guidance Note and the Monitoring Officers Working Group by the Monitoring Officer, and (ii)thereafter by way of Committee workshop and I(ii) reported back to Committee for consideration thereafter.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the content subject to considering adding a question in the Questionnaire that would be sent to Town and Community Council regarding Code of Conduct training on the number of Councillor that had received training in their respective Council.
It was AGREED to note the content subject to considering adding a question in the Questionnaire that would be sent to Town and Community Council regarding Code of Conduct training on the number of Councillor that had received training in their respective Council.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the content.
It was AGREED to note the content.
Y penderfyniad fel y'i cofnodwyd
AGREED to amend the form to:- (i) Please note that failure to complete this section may result in the application form being returned to you; and (ii) to remove the same sentence in Section 3 of the form Discussion evolved on how flexible the Committee should be regarding considering late applications; however, it was noted that considering these applications would alleviate the need to arrange another meeting which would create further work for officers and additional costs to the Council. Due to only a small number currently being received late, it was AGREED to monitor the issue. Due to the complexity of the form which had to be in line with statutory regulations, it was AGREED that guidance/explanatory notes would be created for users.
Reference was made to the Committee meeting 19 March 2025, Any Other Business a member requested that consideration be given to removing the bold line (Please note that failure to complete this section will result in the application form being returned to you) on the paragraph Grounds for dispensation - Further information. Officers had considered the request and propose replacing the word ‘will’ with ‘may’: Following discussion it was AGREED to amend the form to:- (i) Please note that failure to complete this section may result in the application form being returned to you; and (ii) to remove the same sentence in Section 3 of the form Discussion evolved on how flexible the Committee should be regarding considering late applications; however, it was noted that considering these applications would alleviate the need to arrange another meeting which would create further work for officers and additional costs to the Council. Due to only a small number currently being received late, it was AGREED to monitor the issue. Due to the complexity of the form which had to be in line with statutory regulations, it was AGREED that guidance/explanatory notes would be created for users.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the content.
It was AGREED to note the content.
Y penderfyniad fel y'i cofnodwyd
AGREED to note the Committee’ assessment was that: (i)Group leaders were compliant with their statutory duty to take reasonable steps to promote and maintain high standards of conduct by group members; (ii)Group leaders were compliant in their statutory duty to co-operate with the Committee in the exercise of its functions; and (iii)to note the current position would be included in the Ethics and Standards Chair’ Annual Report
Consideration was given to the Political Group Leaders Annual Compliance Assessment. It was AGREED to note the Committee’ assessment was that: (i)Group leaders were compliant with their statutory duty to take reasonable steps to promote and maintain high standards of conduct by group members; (ii)Group leaders were compliant in their statutory duty to co-operate with the Committee in the exercise of its functions; and (iii)to note the current position would be included in the Ethics and Standards Chair’ Annual Report
Y penderfyniad fel y'i cofnodwyd
AGREED to note the content of the Forward Work Programme as presented subject to the following:- •16/7/25 meeting: report following workshop with Group leaders -to set compliance thresholds •A workshop to consider a revised template for the Chair' Annual Report for 2025/26 prior to starting the draft report early April 2026: •16/7/25: Revised protocol for members presenting dispensation applications in person •A Questionnaire be circulated to all Town and Community Council Clerks on their training needs om the Code of Conduct, to include a question on the number of their Councillors that had received the training since 2022 •Review of PGL compliance template be circulated to Members prior to the 23/6/25 workshop for comment, and to consider further at the July meeting •Dispensation form guidance/explanatory notes would be created for users. •That Local Resolution Procedure would be considered further by the Committee once the revised guidance from the PSOW had been received. •Revised hearings procedure-change from 16/7/25 to 15/10/25 •The revised Protocol for Councillors attending the meeting to present dispensation application to Committee would be presented at the meeting16/7/25
It was AGREED to note the content of the Forward Work Programme as presented subject to the following:- •16/7/25 meeting: report following workshop with Group leaders -to set compliance thresholds •A workshop to consider a revised template for the Chair' Annual Report for 2025/26 prior to starting the draft report early April 2026: •16/7/25: Revised protocol for members presenting dispensation applications in person •A Questionnaire be circulated to all Town and Community Council Clerks on their training needs om the Code of Conduct, to include a question on the number of their Councillors that had received the training since 2022 •Review of PGL compliance template be circulated to Members prior to the 23/6/25 workshop for comment, and to consider further at the July meeting •Dispensation form guidance/explanatory notes would be created for users. •That Local Resolution Procedure would be considered further by the Committee once the revised guidance from the PSOW had been received. •Revised hearings procedure-change from 16/7/25 to 15/10/25 •The revised Protocol for Councillors attending the meeting to present dispensation application to Committee would be presented at the meeting16/7/25
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