Wrthi'n llwytho
Y penderfyniadau fel y mae cofnodion y cyngor yn eu cofnodi. Bydd crynodeb mewn iaith glir yn dilyn pan fydd wedi'i ysgrifennu.
RESOLVED to confirm as a true record the minutes of the meetings held on 05 November 2025, 19 January 2026, and 02 February 2026.
AGREED to note the Action Log as presented, subject to updates. Councillor Caryl Roberts enquired if any feedback had been received regarding the email sent to Town and Community Clerks in relation to conduct of Town and Community Councils towards their respective County Councillor. The Scrutiny & Standards Officer stated that she had not received any feedback to date.
AGREED to recommend the revised Hearing Procedure to Council for approval.
AGREED to: (i)approve the Revised Self‑Evaluation Questionnaire (Appendix 1); and (ii)approve the Terms of Reference table (Appendix 4) subject to · changing column two with column three as evidence was required prior to considering the information in column two · that column 4 relates to identifying further specific outstanding actions needed to meet that requirement · potential clearer approach for the scoring method be as Score 1 – Requirements fully completed, Score 2 – Partially completed and Score 3 – Not completed. Members agreed that guidance would be needed to explain how each score should be applied consistently.
AGREED to note the Forward Work Programme and the frequency of standing items/policies to be presented. The revised application for dispensation from Councillor Raymond Evans would be placed on the document for consideration at the next meeting. In addition: · ESC-Consideration of remote only ESC meetings · List of ESC Policies/Protocols to be reviewed (and frequency) · Review Committee Terms of Reference-current and additional functions · Review ESC report template The Monitoring Officer reported that Councillor Elizabeth Evans had enquired, at the recent meeting of Council during consideration of the report on the appointment of new independent members, whether meetings of the Ethics and Standards Committee could be held remotely. It was agreed that this matter would be included as an item on the agenda for the next meeting for further consideration. The Committee’s views would then be presented to the Democratic Services Committee when a report on this would be discussed. It was noted that Hearings would continue to be conducted in a hybrid format. The Chair requested whether it was possible for Members to join the meetings online fifteen minutes prior to the start time to confirm that the Committee was quorate. Members agreed to this request.
Councillor Raymond Evans together with Mr Alan Davies and Miss Nia Jones apologised for their inability to attend the meeting.
The Chair welcomed the two new independent members to the meeting Mrs Mary Dodd, Mr Andrew Lemmon. The Chair also thanked Mrs Llinos James for her work during her time on the committee.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to confirm as a true record the minutes of the meetings held on 05 November 2025, 19 January 2026, and 02 February 2026.
It was RESOLVED to confirm as a true record the minutes of the meetings held on 05 November 2025, 19 January 2026, and 02 February 2026.
05/11/25- The Chair reported that an overview of the policies did not currently appear on the Forward Work Programme or the Action Log and requested that they would be added accordingly. 19/01/26 – A typographical error on Item 11 on page 11 relating to the Democratic Committee was noted. Item 7 – in relation to the format of the annual report it was stated that the majority of County Council report templates had moved from Publisher to Word. Further consideration would be given to the format following discussion with relevant officers. Item 13 – Training - it was highlighted that new lay members had now been appointed on the committee. The relevant action relating to this point would therefore be progressed. 02/02/26 No matters were raised
Y penderfyniad fel y'i cofnodwyd
AGREED to note the Action Log as presented, subject to updates. Councillor Caryl Roberts enquired if any feedback had been received regarding the email sent to Town and Community Clerks in relation to conduct of Town and Community Councils towards their respective County Councillor. The Scrutiny & Standards Officer stated that she had not received any feedback to date.
The Committee AGREED to note the Action Log as presented, subject to updates. Councillor Caryl Roberts enquired if any feedback had been received regarding the email sent to Town and Community Clerks in relation to conduct of Town and Community Councils towards their respective County Councillor. The Scrutiny & Standards Officer stated that she had not received any feedback to date.
Consideration was given to an application for dispensation from Councillor Raymond Evans in relation to school transport matters affecting children travelling from Rhydyfelin to Penglais and Penweddig Schools. The Member declared a personal and prejudicial interest due to grandchildren attending one of the schools. Members discussed whether there was adequate information presented in the application form to allow the applicant to speak, as the Councillor had not requested to vote. They also questioned precisely what the Councillor was seeking dispensation for e.g. which fora/discussion with which officers. It was agreed that the application be DEFERRED in order that officers ensure that the points raised were addressed. Additional advice could be provided to assist Councillor Evans by his Group Leader and/or the Monitoring Officer to represent the application.
Y penderfyniad fel y'i cofnodwyd
AGREED to recommend the revised Hearing Procedure to Council for approval.
The Committee received the revised Hearings Procedure following a review of the processes and lessons learned from hearings undertaken in 2024. Key changes proposed included: - improving clarity on time limits and reminder letters; - ensuring confidentiality safeguards in private hearings; - limiting information sent to complainants to the Notice of Decision. Members enquired if there was additional information available in addition to what was provided on the decision notice. In response, the Monitoring Officer noted that there was no issue regarding additional response to the complainant to the retracted issue. It was confirmed that the response did not include the discussion held in the private session, as this formed exempt information. The rationale provided was that, if the information was exempt, it could not be disclosed. If it were to be included in the decision notice, the rationale would need to be set out in a separate letter. It was agreed that such a letter could be sent, highlighting the information’s exempt status. Following consideration, the Committee AGREED to recommend the revised Hearing Procedure to Council for approval.
Y penderfyniad fel y'i cofnodwyd
AGREED to: (i)approve the Revised Self‑Evaluation Questionnaire (Appendix 1); and (ii)approve the Terms of Reference table (Appendix 4) subject to · changing column two with column three as evidence was required prior to considering the information in column two · that column 4 relates to identifying further specific outstanding actions needed to meet that requirement · potential clearer approach for the scoring method be as Score 1 – Requirements fully completed, Score 2 – Partially completed and Score 3 – Not completed. Members agreed that guidance would be needed to explain how each score should be applied consistently.
The Committee received a report outlining the revised proposed self‑evaluation approach, moving from quantitative to qualitative assessment and aligning with WLGA Scrutiny frameworks. The Committee AGREED to: (i)approve the Revised Self‑Evaluation Questionnaire (Appendix 1); and (ii)approve the Terms of Reference table (Appendix 4) subject to · changing column two with column three as evidence was required prior to considering the information in column two · that column 4 relates to identifying further specific outstanding actions needed to meet that requirement · potential clearer approach for the scoring method be as Score 1 – Requirements fully completed, Score 2 – Partially completed and Score 3 – Not completed. Members agreed that guidance would be needed to explain how each score should be applied consistently.
The Monitoring Officer provided an overview of the amendments introduced by the Elections and Elected Bodies (Wales) Act 2024, effective 6 May 2027, including disqualification from community council membership for individuals holding politically restricted posts. The Committee NOTED the content of the report.
The Committee NOTED the report. However, Members raised concern regarding the reference to mitigation in the Harlech Community Council case. It was noted that the lack of training could not be attributed to a single individual, as responsibility rested with more than one person. It was acknowledged that an error had occurred; however, the Monitoring Officer emphasised that, ultimately, it remained the responsibility of the Member to ensure compliance with the code of conduct. Action: To contact PSOW for explanation
The Committee NOTED the contents of the report.
The Committee received and NOTED the Forum Meeting Notes from 26 January 2026. Three Actions to be undertaken
Y penderfyniad fel y'i cofnodwyd
AGREED to note the Forward Work Programme and the frequency of standing items/policies to be presented. The revised application for dispensation from Councillor Raymond Evans would be placed on the document for consideration at the next meeting. In addition: · ESC-Consideration of remote only ESC meetings · List of ESC Policies/Protocols to be reviewed (and frequency) · Review Committee Terms of Reference-current and additional functions · Review ESC report template The Monitoring Officer reported that Councillor Elizabeth Evans had enquired, at the recent meeting of Council during consideration of the report on the appointment of new independent members, whether meetings of the Ethics and Standards Committee could be held remotely. It was agreed that this matter would be included as an item on the agenda for the next meeting for further consideration. The Committee’s views would then be presented to the Democratic Services Committee when a report on this would be discussed. It was noted that Hearings would continue to be conducted in a hybrid format. The Chair requested whether it was possible for Members to join the meetings online fifteen minutes prior to the start time to confirm that the Committee was quorate. Members agreed to this request.
It was AGREED to note the Forward Work Programme and the frequency of standing items/policies to be presented. The revised application for dispensation from Councillor Raymond Evans would be placed on the document for consideration at the next meeting. In addition: · ESC-Consideration of remote only ESC meetings · List of ESC Policies/Protocols to be reviewed (and frequency) · Review Committee Terms of Reference-current and additional functions · Review ESC report template The Monitoring Officer reported that Councillor Elizabeth Evans had enquired, at the recent meeting of Council during consideration of the report on the appointment of new independent members, whether meetings of the Ethics and Standards Committee could be held remotely. It was agreed that this matter would be included as an item on the agenda for the next meeting for further consideration. The Committee’s views would then be presented to the Democratic Services Committee when a report on this would be discussed. It was noted that Hearings would continue to be conducted in a hybrid format. The Chair requested whether it was possible for Members to join the meetings online fifteen minutes prior to the start time to confirm that the Committee was quorate. Members agreed to this request.
None.
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Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.