Wrthi'n llwytho
Does dim crynodeb o'r cyfarfod hwn eto. Caiff un ei ysgrifennu pan fydd y cyngor yn cyhoeddi'r cofnodion. Mae'r agenda a'r papurau isod.
Apologies for absence were received from Councillors Andrea Tomlin, Brian Jones, Ellie Chard and Elfed Williams.
There were no declarations of interest raised.
The election of Vice-Chair was deferred to the next Democratic Services Committee meeting due to the meeting being inquorate.
There were no urgent items raised.
The minutes of the Democratic Services Committee meeting held on the 14 March 2025 were submitted. There were no matters of accuracy or matters arising raised. NOTED that the minutes of the Democratic Services Committee meeting held on the 14 March 2025 be confirmed as a correct record.
The Lead Member for Corporate Strategy, Policy, Equalities and Strategic Assets introduced the report (previously circulated). She stated she was pleased to inform the Committee that the organisation has formally adopted the Artificial Intelligence (AI) Policy and the Cyber Resilience Strategy. Members were informed the Chief Digital Officer along with the Head of Corporate Support Service- Performance, Digital and Assets were present to offer information to members. The two strategic frameworks worked hand in hand and marked a significant progression in the digital transformation journey ensuring that services were organised in a secure, ethical and responsible way. The Cyber Resilince Strategy outlined how the authority would strengthen the ICT infrastructure and protect data held against cyber threats. Both strategies aimed to ensure Denbighshire County Council provided secure, ethnical and forward thinking in its use of additional technologies. The importance was stressed that all ICT users actively follow the guidance in both documents. The Chief Digital Officer thanked the Lead Member for her introduction and continued by adding Cyber Resilience was essential to protect the authorities ICT systems, data and services from the growing threat of cyber-attacks. It involved strategic investment and preparedness. It demonstrated the authority was committed to proactive investment in the infrastructure, governance and recovery plans. It was stressed cyber resilience was not an ICT issue it was an issue for the whole authority. The strategy aligned with numerous national frameworks. The strategy outlined the 5 year roll out to strengthen the authorities defences, increase detection and enhance the coping abilities. In reply to the cyber resilience strategy the Chair asked for further information on how the authority tests for awareness and employees compliance with the strategy. The Chief Digital Officer confirmed fake malicious emails were circulated to determine employees’ responses. Every so often the authority ran official campaigns to ascertain who clicks on the link. Officers were also aware of other cyber attacks such as the recent attack on Marks and Spencer’s and had put measures in place to reduce the risk of similar attacks on the authority. Officers had also implemented grants and ransom protection. In essence if there was any detection of a possible ransom attack the machine would be shut down and taken off the network. The authority was also part of the CymruSOC, the security operation centre which was set up protect data of local authorities and its employees. The Chair thanked the officer for the additional information and was pleased to hear officers were keeping abreast of recent breaches. It was an ongoing battle to ensure the authority was maintaining the high levels of security. The Lead Member stressed that a corporate investment in these strategies had taken place to ensure the authority protected its staff, assets and residents from cyber threat as much as possible. Prevention was vital were possible. The Chief Digital Officer guided members through the Artificial Intelligence (AI) Policy (appendix 1). The main theme of the document was that AI was a tool, it was not a replacement. AI was there to empower staff not to replace staff. Human oversight was essential for accountability. The policy clearly identified the use of AI for tasks such as drafting, summarising, researching and idea generation. It was emphasized the policy guidelines had to be adhered too. Members were advised that AI could produce inaccurate and misleading outputs. Data protection, confidentiality and legal compliance were critical to the policy. The use of AI had to be ethical and inclusive. It was stressed as an authority we should be adopting ways that promote fairness and avoid discrimination and align with the council’s values and equality plan. It was stressed that any AI generated content, must be disclosed as AI generated to the reader. The Chair thanked the Chief Digital Officer for the detailed run through of the policy. In response the Chair stated he had used AI for certain tasks. He felt the general pubic were learning how beneficial and useful it could be in their work role and everyday life. He stressed the importance that users of AI were aware of what they could do but also the risks associated with it. It was mentioned in the report there was quite a significant carbon footprint from training the AI models. The Chair asked if officers were aware of what the carbon footprint would be for using AI. He asked where the increase in carbon would be shown. Would that increase have to be considered when access to using AI is granted. In response the Head of Corporate Support Service - Performance, Digital & Assets stated it would not be included in the council’s carbon footprint, it fell under the calculating supply chain emissions. It was mainly associated with any licences for AI software the authority had to purchase. The Chief Digital Officer was in discussion with the chief programme manager, looking forward to the completion of the new digital strategy. Members heard some of the AI generator tools would enable users to be greener. The important part was how users used the software. The priority was ensuring the safe use of AI before looking how we use it smartly and ethically all from a green perspective. Members were pleased to note that the green agenda had been included in the papers, so readers were aware it was producing a carbon footprint. The Chief Digital Officer informed members of the potential risks of uploading documents or data that included confidential information or information that was not intended to be publicly available to some AI models. The risk arose from the potential use by the AI system of the uploaded documents as learning sources, which could result in confidential information being cited in AI responses to other users. Officers recommended the use of Copilot chat as one of the AI systems used by the Council that did not use uploaded information as a learning source. It was stressed if members or officers had any concerns to ask for further assistance from the IT department of safety officers. The Chair suggested specific training on this be offered to councillors and then employees of the authority being role specific to each job. The Chief Digital Officer stated at present there was no way of monitoring the use of AI. It was proposed going forward that individuals wanting to use AI would need to complete a form to apply for access. Included on the form would be a declaration that all relevant policies and procedures had been read and understood. The form would be forwarded to the line manager for approval before access was granted. Members or officers would have to declare when AI had been used to produce reports or information. A number of guides had been produced to offer guidance on how to use AI software correctly but currently there was no additional training for AI and how to use it effectively and safely. This would be reviewed.. Officers were grateful for the discussion and information and feedback from members use of AI.. An email was due to be distributed to all members and officers detailing the procedure for gaining access to AI software sites. The Chair suggested a report be submitted to the committee in 12 months to review the policy and its implementation. NOTED, that a follow up report on the policy and its implementation be added to the forward work programme for 12 months’ time.
The Democratic Service Manager presented the paper (previously circulated) which outlined a Welsh Government consultation exercise on proposed changes to the statutory requirements for the broadcasting of meetings. Members heard the Local Government and Elections (Wales) Act 2021 placed a duty on principal councils to put in place arrangements for the broadcasting of only full council meetings. As a council we have been webcasting meetings for longer than required, predating the statutory requirement. The purpose of webcasting meetings was to ensure members of the public who were unable to attend a meeting in person were able to watch and hear proceedings live. The consultation asked if the requirement to webcast meetings should be extended to include meetings other than that of the full council and whether there should be a retention period for recordings of broadcast meetings. The meetings under consideration by the Welsh Government include Cabinet, Democratic Services, Governance and Audit, Licensing, Planning, Overview and Scrutiny, and Standards Committees as these meetings cover the main statutory functions of a principal council. As an authority we exceed the statutory requirements by webcasting meetings of Full Council, Cabinet, Scrutiny Committees, Planning, Licensing and Governance and Audit Committee. There were two committees under consideration that are not currently webcast, those being Standards Committee and Democratic Service Committee meetings. As the authority was already meeting the majority of statutory requirements the full implementation of the Welsh Government’s proposals would incur relatively minor additional revenue costs and additional staff support time requirements. It was understood at this stage there was no intention to include sub committees or joint committees in the statutory list. The consultation sought views on how long recordings of meetings should be retained, one option was to align with the six year retention period for meeting minutes. An alternative proposal could be considered. Following feedback from members, Denbighshire had extended the retention period of the webcasts available on its main webcasting site from 6 months to 12 months. In addition, the Council was in the process of populating the Council’s YouTube channel with historic webcasts which will remain available to the public indefinitely. The Chair thanked the Democratic Service Manager for the detailed introduction to the report. He confirmed at present it was in the consultation phase to gain further insight into what local authorities should be webcasting. He asked how was best to respond to the consultation, as a committee, individual members or as a whole authority? The Democratic Service Manager stated in his opinion the law would be extended to cover the additional meetings. He anticipated the list stated above would all be included in the resolve of the consultation. The link to respond to the consultation had been included in the papers for members. He stated it was members decision on whether they wished to respond individually or as a committee. The consultation questions had been included in the papers for members consideration. The Chair asked if there was on option to record meetings without webcasting, to upload the recording following the meeting to YouTube or the council’s website for review after the meeting. He suggested that could be an option for Democratic Services Committee and Standards Committee meetings. He suggested that be included under the ‘any other comments’ section of the consultation form. The Democratic Services Manager agreed to draft a response and circulate to all councillors for comments. NOTED that Members agreed for a draft response to the Welsh Governments consultation exercise be completed and circulated to all Members prior to a response being submitted to Welsh Government.
The Democratic Service Manager introduced the report (previously circulated). He reminded Members that at the March committee meeting, members had felt it would be beneficial to update and review the position of the authority in relation to the scrutiny of the Corporate Joint Committee (CJC). The report provided an update on the North Wales Corporate Joint Committee. Which had been established as a distinct corporate body to carryout statutory functions across North Wales. Those functions focused on strategic planning, regional transport and economic well-being. The CJC operated as a separate local authority body. It had representatives from the six North Wales authorities and the Eryri National Park authority. It had governance arrangements in place, it was required to have a constitution, along with an audit and standards subcommittee. It was not required to have its own scrutiny committee. Denbighshire County Council agreed to participate in the creation of the North Wales Joint overview of Scrutiny committees (JOSC). The JOSC will be responsible for securitising the overall effectiveness of the CJC. It was noted that the joint arrangements did not prevent local authority scrutiny committees from debating CJC matters of local relevance. The JOSC would consist of twelve elected members- two non-Cabinet Members nominated by the six North Wales authorities, and would be under the political balance of each authority.. The expectation was that scrutiny support services would be sourced from the existing North Wales authorities’ Scrutiny officers, and discussions on this were ongoing. The secretariat function for the JOSC would be provided by the CJC which was funded by the six North Wales councils. It was envisaged there would be at least three meeting a year which will require appropriate support and co-ordination between local scrutiny officers, the JOSC members and the CJC. The Chair thanked the Democratic Service Manager for the report and asked if any funding from the CJC would be provided to the local authority to support the Scrutiny resources provided. The DSM advised that the proposal was for the Scrutiny support to come from existing resources, without additional or compensatory funding or resources. He reported that this thought to be a difficult position for all of the local authorities owing to the workloads of the small cohort of North Wales Scrutiny Officers but that discussions were continuing to clarify the position. NOTED that the Democratic Service Committee received and noted the update report.
The Democratic Service Manager provided a verbal update on the Democratic Service Committee forward work programme. The committee was next due to meet in March 2026. The Democratic Services Committee received proposals on member salaries and member support. Historically a draft consultation report from the Independent Remuneration Panel for Wales was presented to the committee, but that panel had been abolished. Its functions for member support and salaries had moved to the Democracy and Boundary Commission Cymru. The draft consultation was expected to be available soon and could then be circulated via email for comments as the final report would be produced before the next meeting. The Democratic Services Manager suggested he discuss with the Chair outside the meeting potential reports for the forward work programme and the possible need for an additional meeting to discuss members support and salaries. NOTED, that the Chair liaise with the Democratic Service Manager to agree reports for the next Committee meeting. Members noted the verbal update.
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.
Dyw'r cyngor ddim wedi cofnodi presenoldeb ar gyfer y cyfarfod hwn.
Yn rhestru cynghorwyr presennol y cyngor yn unig. Nid yw aelodau cyfetholedig, swyddogion a chyn-gynghorwyr yn cael eu dangos.