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: That the minutes of the meeting of the Democratic Services Committee held on 9 September 2024 be approved and signed as a correct record.
RESOLVED: That the plans for the ground floor space at Coed Pella be noted and that comments made by the Democratic Services Committee be shared with the Office Accommodation Strategy Project Board.
RESOLVED: That the minutes of the Democratic Services Committee (11 November 2024) be shared with the Independent Remuneration Panel for Wales as the Council’s response to the consultation.
It was proposed and seconded that Councillor Trystan Lewis be appointed as Vice-Chair of the Democratic Services Committee. RESOLVED: That Councillor Trystan Lewis be appointed as Vice-Chair of the Democratic Services Committee for 2024/2025.
Apologies for absence were received from Councillors Chris Cater, Sian Grady Gail Jones and Dilwyn Roberts.
None.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 9 September 2024 be approved and signed as a correct record.
The minutes of the meeting of the Democratic Services Committee held on 9 September 2024 were submitted for approval. RESOLVED: That the minutes of the meeting of the Democratic Services Committee held on 9 September 2024 be approved and signed as a correct record.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the plans for the ground floor space at Coed Pella be noted and that comments made by the Democratic Services Committee be shared with the Office Accommodation Strategy Project Board.
The County Valuer and Asset Manager presented a report which provided an update on the ground floor space at Coed Pella. In reviewing the report, the following was discussed: • Due to requirements to stream and record democratic meetings a standalone technical solution would be required for the proposed Council Chamber space. Issues surrounding remote attendance at other meetings held at Coed Pella would need to be addressed separately. • Reassurance was provided that simultaneous translation was a key requirement of the new system and that, subject to business case approval, a new translation system would form part of the new solution at Coed Pella. This would include new headsets and consideration would be given to the type of headset to be used, e.g. earbud or over the ear. • Any solution for the new Council Chamber would address accessibility requirements, including consideration for those who were hard of hearing. • An inventory of items at Bodlondeb was being drawn up and consideration would be given to transferring items to Coed Pella, including photographs of past administrations and the honours board. • In order to keep costs down, the proposed Council Chamber would utilise existing furniture. • Members would be invited to visit Coed Pella to view the proposed Council Chamber. • A booking system was already in place in respect of meeting rooms at Coed Pella. Rooms for Group Meetings could be booked via this system and, in some instances, pre-booked some time in advance to manage high demand, e.g. prior to full Council meetings. • Additional car parking spaces would not be provided, but other solutions may be considered. • The benefits of a one office solution included savings, productivity and better access to officers. • The plans showed capacity for 16 seats at the rear of the chamber for press and public. Members queried whether this was sufficient. The Head of Democratic Services explained this was for full Council meetings only. The majority of meetings would be held ‘boardroom’ style which allowed more space for press and public when attendance tended to be higher, e.g. for Planning Committee meetings and when there was something contentious being discussed at a Scrutiny Committee meeting. However, should numbers exceed 16 at full Council, then an alternative solution such as viewing the livestream on a screen located elsewhere in the building could be offered. • - The Chair would discuss legal requirements with the Monitoring Officer and provide an update to Members. · The Head of Democratic Services advised that Democratic Services staff were satisfied with the plans and the proposals for their office accommodation, which was adjacent to the Leader’s office and close to the Members’ Room. For staff, the priority was a fit for purpose, simple and effective technical solution for hybrid meetings. • Future proofing of the system would be considered as much as possible, along with accessibility and improving the experience for those joining remotely or viewing online. • One Member asked that officer and Member wellbeing be considered; some meetings were lengthy and comfortable seating was required. RESOLVED: That the plans for the ground floor space at Coed Pella be noted and that comments made by the Democratic Services Committee be shared with the Office Accommodation Strategy Project Board.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That the minutes of the Democratic Services Committee (11 November 2024) be shared with the Independent Remuneration Panel for Wales as the Council’s response to the consultation.
The Head of Democratic Services presented the Independent Remuneration Panel for Wales (IRPW): Draft Annual Report 2025/2026, which set the proposed range and level of payments for the financial year 2025/2026 and an overview of the work done by the IRPW during the past year, which included monitoring of payments to Lay Members following the introduction of flexibility in the payment of an hourly rate (in addition to the standard half day/daily rate). In terms of payments to Lay Members it was noted: · Town and Community Councils did not appoint their own Standards Committee, therefore clarity would be sought in respect to its reference within the IRPW report. · Clarity would also be sought around the proposed hourly rate to Lay Members who sat on Corporate Joint Committees as there was a difference in the rates shown in tables 3 and 4. Ian Whyte (Lay Member and Chair of the Governance and Audit Committee) provided his feedback on Lay Member remuneration as follows: • The time spent by Lay Members preparing for meetings should be considered. • As each Lay Member submitted their own claims it was suggested that evidence be provided for work carried out. • The level of remuneration should be appropriate in order to attract and retain Lay Members. • Consideration in respect of Lay Members who may travel a significant distance and claim mileage costs. Feedback received from other Lay Members was summarised as follows: • The methodology in respect of calculating payments was supported. • It was suggested that there had been a missed opportunity in benchmark payments for Chairs who were Lay Members against payments to Elected Members who were also Committee Chairs. • Remuneration for attendance at the Corporate Joint Committee (CJCC) sub-committees was not specified within the report. • Multi-Location meetings allowed for the recruitment of Lay Members who did not live in the County, however there was a need to specify the amount of mileage that could be claimed. • The financial difficulties faced by the Council were recognised. • Potential for Lay Members to feel undervalued as there had been no increase in their remuneration for 5 years. The following was discussed: • In response to a suggestion that Lay Member vacancies should be promoted more widely, the Head of Democratic Services agreed that further improvements could be made to the recruitment process. - A joint recruitment process had taken place with other Local Authorities for the Governance and Audit Committee and that appeared to have reached a wider audience. - Vacancies were shared on social media platforms and in newspapers. - Members would be encouraged to share and promote vacancies of this nature. - Notification of Lay Member vacancies would be included in the Member Brief and an e-mail notification sent to all Members. • The Head of Democratic Services advised that IRPW representatives had been present at a recent Head of Democratic Services meeting and had been made aware of general concerns surrounding payments to Lay Members as some Local Authorities struggled to recruit to those positions. • The hard work carried out by Members was acknowledged and the pay increase was welcomed by some Members. • An increase in pay may assist with attracting a younger demographic. • The need to address the stigma associated with accepting remuneration within some Town and Community Councils. - Recognition that Town and Community Councils were likely to play a greater role in delivering non statutory services. • The perception that Members set their own pay increase and the need to publicise that rates were set by the IRPW. • Discussions would take place regarding payment of Committee Chairs once the final IRPW report was received and prior to the next municipal year. • Senior salaries made available to Cabinet Members were not discretionary, and the size of the Cabinet was a decision of the Leader (up to maximum of 10). RESOLVED: That the minutes of the Democratic Services Committee (11 November 2024) be shared with the Independent Remuneration Panel for Wales as the Council’s response to the consultation.
Following discussions at the last meeting of the Democratic Services Committee, the Head of Democratic Services provided an update on the review of scrutiny arrangements. As a Welsh Government (WG) Conference had not taken place and no information had been received in respect of a national review, Members were given the opportunity to reconsider undertaking their own review of scrutiny arrangements. If supported, it was suggested that a Working Group be established to scope out the work of the review. The following was discussed: · It was unknown whether the WG would initiate a review. · Valid feedback had been received at the scrutiny self-assessment workshops held in March 2024 and could be used as a basis for discussion by a Working Group. · It was suggested that best practice from other Local Authorities could be considered, especially in relation to length of meetings and matters referred to Scrutiny. · Some Members were in favour of the Working Group being politically balanced, whilst others were in favour of a politically representative group. - It was suggested that the Working Group should include a member that wasn’t aligned to any group. - Any final decisions would be made by Council, which included all Members. - Non-aligned Members could be invited to attend and provide input to the Working Group. - Staff resource had to be considered. · It was suggested that a deadline of April 2025 be given for the Working Group as any changes would need to be implemented for the 2025/2026 municipal year. RECOMMENDED TO COUNCIL: a) That a review of Scrutiny arrangements be initiated. b) That a Working Group be established to undertake the review and - be politically representative and to include a Member not aligned to any political group; - be made up of Members of the Democratic Services Committee; - provide updates on the remit and activities of the Working Group to the Democratic Services Committee c) That the review of Scrutiny arrangements be undertaken within existing staff and budgetary resources.
Rhaid i gynghorwyr ddweud pan fydd ganddyn nhw gysylltiad personol â rhywbeth sy'n cael ei drafod, fel swydd, eiddo neu aelod o'r teulu. Mae buddiant sy'n rhagfarnu yn ddigon cryf i'r cynghorydd adael yr ystafell fel arfer a pheidio â chymryd rhan.
Caiff datganiadau eu darllen o'r cofnodion unwaith y byddan nhw wedi'u cyhoeddi.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.