Wrthi'n llwytho
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RESOLVED- That the minutes of the meeting of the Democratic Services Committee held on 13 March 2023 be approved and signed as a correct record.
RESOLVED: That a politically representative Working Group of six Members be established to review and approve changes to the Constitution to bring it in line with the updated all Wales Model Constitution.
It was proposed and seconded that Councillor Cathy Augustine be appointed as Vice Chair of the Democratic Services Committee for 2023/2024. RESOLVED: That Councillor Cathy Augustine be appointed as Vice Chair of the Democratic Services Committee for 2023/2024.
An apology for absence was received from Councillor Nigel Smith.
Whilst not declared at this point in the meeting, due to discussions on joint working with Town and Community Councils, Councillor Harry Saville declared a personal interest in Agenda Item 6 – Section 106 Spending Protocol, as he is member of Llandudno Town Council. As the interest was not considered prejudicial, Councillor Saville was able to speak and vote on the matter.
None.
Y penderfyniad fel y'i cofnodwyd
RESOLVED- That the minutes of the meeting of the Democratic Services Committee held on 13 March 2023 be approved and signed as a correct record.
The minutes of the meeting of the Democratic Services Committee held on 13 March 2023 were submitted for approval. RESOLVED- That the minutes of the meeting of the Democratic Services Committee held on 13 March 2023 be approved and signed as a correct record.
Members were presented with the revised Section 106 (S106) Spending Protocol. The Planning Obligations Officer, together with the Chair of the Democratic Services Committee Working Group highlighted the main changes to the protocol, which included clarification around existing processes, changes to governance arrangements and other amendments as requested through the Working Group. In considering the revised protocol, reference was made to the following: • Displaying signage to highlight that a community facility/project had benefited from S106 funding. It was suggested that the relevant Cabinet Members and Officers look at this matter further. • Sharing information with communities and relevant stakeholders, such as Town and Community Councils on the use of S106 funding and the balances available. It was noted, that subject to democratic approval, the intention was to publish a list of S106 balances on the Council’s website. • The benefits of having a public register of projects, particularly for those wards which did not have place plans that could benefit from Section 106 funding. Due to the complexities of such a register, it was suggested that further discussions be undertaken with relevant Members and Officers to understand how this could be progressed and managed. • The need for more synergy between departments, particularly when developing Community Plans, Conservation Plans and undertaking Green Space Audits. RECOMMENDEDTO COUNCIL: That the revised Section 106 Spending Protocol be adopted and that Officers look to create a front facing register of Section 106 money available and potential spend. (Note: Councillor Harry Saville declared a personal interest in this item, as he is member of Llandudno Town Council. As the interest was not considered prejudicial, Councillor Saville was able to speak and vote on the matter.)
Y penderfyniad fel y'i cofnodwyd
RESOLVED: That a politically representative Working Group of six Members be established to review and approve changes to the Constitution to bring it in line with the updated all Wales Model Constitution.
The Head of Democratic Services presented a report, asking Members to consider setting up a Working Group to review the Council’s Constitution to bring it in line with the updated all Wales Model Constitution. In considering the request, Members discussed the following: • The make-up of the Working Group and whether it should be politically balanced or politically representative. It was noted that the Working Group would report back to the Democratic Services Committee, prior to approval of the revised Constitution by Council. • Modernising the way in which the Constitution was presented. RESOLVED: That a politically representative Working Group of six Members be established to review and approve changes to the Constitution to bring it in line with the updated all Wales Model Constitution.
The Head of Democratic Services presented Members with an action plan, which had been developed taking into account the responses received from the recent 2023 Hybrid Working – Elected Member Survey. In considering the findings and action plan, the following was discussed: • It was noted that a Working Group would be set up to formulate an induction programme prior to the next local elections. • The benefits of hybrid working and multi-location meetings for Members, particularly for those who lived in the more rural locations. • The high level of positive responses was acknowledged, which reflected the hard work of Officers within Democratic Services. RECOMMENDED TO COUNCIL That the Hybrid Working – Elected Member Survey Action Plan be approved.
The Head of Democratic Services presented the Member Development Strategy for 2022-2027, which aimed to provide effective training and development opportunities to support Members in their challenging and demanding roles and to meet future challenges. In considering the Strategy, Members discussed the following: • The ‘suitably qualified person’ who should be designated to undertake a Member’s Personal Development Review, which was a review of training and development needs, not a performance review or an assessment of how well a Member had conducted their duties. It was noted that Members could request the Head of Democratic Services to undertake the review. RECOMMENDED TO COUNCIL: (a) That the Member Development Strategy for 2022/2027 be approved. (b) That the proposal to continue with a Members’ Personal Development Review based on the Welsh Local Government Association’s guidance be supported. (c) That the following be designated as the ‘suitably qualified person’ to undertake Member Personal Development Reviews: Role To be interviewed by: Leader Chair of the Council or Head of Democratic Services Cabinet Member Leader or Head of Democratic Services Chair/Vice-Chair of the Council Chair of the Democratic Services Committee or Head of Democratic Services Chairs/Vice-Chairs Scrutiny Committees Political Group Leaders or Head of Democratic Services Chairs/Vice-Chairs Regulatory and other Committees Relevant Portfolio Holder or Head of Democratic Services Other Members Political Group Leader or Head of Democratic Services, or a minimum requirement to complete an annual questionnaire (d) That the Head of Democratic Services arranges appropriate training for the ‘suitably qualified person’ listed in Resolution c) above.
The Head of Democratic Services presented the Member Training and Development Programme for 2023/2024, which had been informed by feedback from Members and Officers. In considering the programme, Members discussed the following: • Training modules, which were mandatory for staff, should also be mandatory for Members. • The scope and depth of the equalities training. • Monitoring the effectiveness of the training. • Update reports would provide useful information on the effectiveness of the training provided and whether similar training should be included in future training programmes. RECOMMENDED TO COUNCIL: (a) That the Member Training and Development Programme for 2023/2024 be approved. (b) That the following training modules be mandatory for Members: - Violence Against Women, Domestic Abuse and Sexual Violence - Safeguarding Children and Adults at Risk - Wellbeing of Future Generations Act 2015 (The Wales We Want) - General Data Protection Regulations and the Data Protection Act 20219 - Equalities - Cyber Security (c) That the Democratic Services Committee receives update reports on Members’ attendance at training and development events on an annual basis.
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.
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