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RESOLVED to: • Note the information set out in the report and its appendices and identify any appropriate topics that could be raised at future meetings of the National Standards Committee Chairs Forum. Note the current position regarding Community Councils in Cardiff signing up to the Civility Pledge.
RESOLVED: 1. To note the work programme report To note that an additional report on the Local Dispute Resolution Protocol be brought to the next meeting
AGREED – T H A T the minutes of the meeting held on 27th January, 2025 be approved as a correct record.
AGREED – T H A T the Chair of the Voluntary Sector Joint Liaison Committee write to the Cardiff and Vale Health Board to ascertain its reasoning for the withdrawal of funding to the Cardiff and Vale Action for Mental Health and to advise how any service gaps would be filled. Reason for decision Having regard to the contents of the report and discussions at the meeting.
AGREED – T H A T the contents of the report be noted and the Voluntary Sector Joint Liaison Committee be kept abreast of any issues. Reason for decision Having regard to the contents of the report and discussions at the meeting.
RESOLVED: The Committee AGREED to note the contents of the report; · Identify the priorities to schedule the proposed Member Development programme shown at Appendix A · Provide feedback on the proposed Member Development Survey at Appendix B · Provide feedback on the Member Development Evaluation Form at Appendix C to increase the response rates following member development activities, · Delegate authority to the Head of Democratic Services in consultation with the Chair to schedule Member development activities prior to the next meeting of the committee when approval of the full programme will be sought.
RESOLVED: The Committee AGREED to: · Consider the report and approve the Members Annual Review process as Appendix A subject to any changes agreed by the Committee; · Delegate authority to the Head of Democratic Services in consultation with the Chair of the Democratic Services Committee and Group Whips to make minor changes to the process to reflect changes in legislation and good practice to enhance participation.
RESOLVED: The Democratic Services Committee was requested to: · Note the information set out in the report · Provide feedback on the proposed dates for its meetings in 2025-2026
RESOLVED: The Committee AGREED to: · Consider the information contained within the report and its appendix and identify an appropriate feedback on the suitability of the WLGA’s Scrutiny Framework; · Delegate Authority to the Head of Democratic Services in consultation with the Chairs of the Democratic Services and Scrutiny Committee’s to provide a response to WLGA by May 30 2025.
RESOLVED – (1) T H A T Councillor Naomi Marshallsea be nominated for election as Mayor at the Annual Meeting to be held on 7th May, 2025 and that the Chair use the style of Mayor or Maer. (2) T H A T Councillor Carys Stallard be nominated for election as Deputy Mayor at the Annual Meeting. Reason for decisions (1&2) To appoint to the positions as outlined within the Council’s Constitution.
RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C281, 6th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. TREASURY MANAGEMENT AND INVESTMENT STRATEGY 2025/26 AND UPDATE FOR 2024/25 (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C282, 6th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. DRAFT BUDGET 2025/26 AND MEDIUM TERM FINANCIAL PLAN 2025/26 TO 2029/30 (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C283, 6th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. VALE 2030 – DRAFT VALE OF GLAMORGAN CORPORATE PLAN 2025-30 (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C284, 6th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. RENEWAL OF THE FLYING START COMMISSIONED CHILDCARE CONTRACTS (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C301, 20th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. BELLE VUE COMMUNITY CENTRE – TEMPORARY CONTINUATION OF MANAGEMENT ARRANGEMENTS (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C303, 20th March, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. RESHAPING SCRUTINY (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C314, 10th April, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution. FRAMEWORK AGREEMENT FOR DISABILITY ADAPTATION CONTRACTORS (REF) RESOLVED – T H A T the use of the Urgent Decision Procedure (Cabinet Minute No. C319, 10th April, 2025 (as set out in Section 15.14.2(ii) of the Council’s Constitution) be noted. Reason for decision The reporting of the use of the Urgent Decision Procedure is a requirement of the Council’s Constitution.
RESOLVED – T H A T the amendments to the Council’s Constitution as detailed in paragraphs 2.1 to 2.8 of the report be agreed and the Council’s Constitution amended accordingly. Reason for decision To update the Constitution to reflect the Council’s changes in approach to Scrutiny and to ensure the Council is undertaking a robust approach to good governance.
RESOLVED – (1) T H A T following consideration by Governance and Audit Committee, and Cabinet the revised versions of the Planning Protocol, Scheme of Delegation and Terms of Reference as contained within the agenda be approved and included within the Council’s Constitution. (2) T H A T the protocol be updated should there be changes to the Vale of Glamorgan Constitution, such as those related to public speaking, site visits or mandatory training where required. Reason for decisions (1&2) Having regard to the contents of the references, discussions at the meeting and to update the Council’s Constitution. RESHAPING SCRUTINY (REF) The Leader presented the report to look at implementing a series of changes to reform the Council’s existing Scrutiny arrangements to support the monitoring of the outcomes of the Corporate Plan. They shared that these changes had been in development since October and had consulted with a significant number of Members through various Committees such as Democratic Services Committee, Governance and Audit Committee and Corporate Performance and Resources Scrutiny Committee. The Leader stated it was their hope that all 54 Members should be able to contribute effectively to the decisions being made by the Council. They also shared reasons for changing in that there needed to be increased opportunities for the public to participate, as 60% did not feel able to contribute in the Council’s decision making, and that the Council needed to respond to recommendations from Audit Wales and the Performance Panel Assessment. The Leader stated that Cabinet was delayed allowing extra time for the final iteration to be presented, and that they wanted to change from 5 to 4 Scrutiny Committees to allow for a focus upon outcomes and not service areas. They also shared around the history of Task and Finish within the Council, including positive work on period poverty and school places. They finally shared that point 22.1 of the report needed further clarity, as the Committee sizes would be 12 Members on the Start Well Scrutiny Committee and Live Well Scrutiny Committee, with 13 Members on the Place Scrutiny Committee and Resources Scrutiny Committee, due to their potentially increased workload, and that political balance calculations would be circulated to Group Leaders. Councillor Dr. Johnson stated that considerable consultation had taken place around the topic, and they had been involved through Group Leaders Meetings and the Scrutiny Committee Chairs and Vice-Chairs Group, but that there was no point in consulting if not listening in reducing from 5 to 4 Scrutiny Committees, as there was no evidence merging Committees would help address problems. They shared that they felt there were too many changes at the same time, which would leave limited space to evaluate the impact of any changes, and expressed a concern Members may be unable to see the big picture. They concluded that this was not an attractive proposition to opposition Members, despite recognising this was a response to the Panel Performance Assessment. Councillor Carroll shared that they felt the Cabinet record was unacceptable, and the Council had an Executive Cabinet system which required opposition and backbench Members to hold them to account through full and proper scrutiny. He felt that proposals would lead to a reduction in Scrutiny and increase the workload of Committees and that he felt the role of Scrutiny drilled into issues in depth, and the new arrangements would reduce this. Councillor Carroll indicated that his Group would be unable to support these changes, as he felt they avoid accountability, would not work, lead to less Scrutiny and performance would deteriorate as a result, whilst accepting that there were failings in the existing arrangements, such as the long presentations. He warned the Administration that they would be accountable at the ballot box in 2 years’ time. Councillor Godfrey agreed around the need to re-evaluate and improve Scrutiny but did not see the justification to change from 5 Scrutiny Committees to 4 Scrutiny Committees. Councillor Goodjohn noted that the role of presentations was to be undertaken during Member briefings as part of the future arrangements, and there would be an opportunity to dig deep into external topics through Task and Finish Scrutiny, which also presented the opportunity to involve external partners and members of the public. They indicated that they were satisfied surrounding Committee workloads, and felt the new arrangements would allow backbench Members to do their job and shape the Council’s direction, and felt the approach could be increasingly effective as it encouraged an integrated approach to more meaningful work, with the opportunity for more people to get involved. Councillor Hodges shared their experience of Task and Finish Group on school places, which took a huge amount of time and resources to complete and delivered a series of recommendations, which the Cabinet at the time refused to look at, so they were cynical of Cabinet listening to Task and Finish recommendations. However, nearly all recommendations had been acted upon since. They indicated that this Task and Finish required a huge amount of input from staff, schools and wider stakeholders, with a lot depending upon officer time and availability. Councillor Hodges further stated that he felt Task and Finish should be in person, and that debate would be better this way rather than virtually. They concluded that they welcomed the emphasis upon Task and Finish, could provide a potential list of topics, but did not agree with the reduction in Scrutiny Committees. Councillor Wilson shared that he had previously chaired 2 Task and Finish groups, including surrounding the impact of the bedroom tax (2012), which met of multiple occasions, had significant outside influence and led to changes in the Discretionary Housing Payment Policy. They recognised that Task and Finish would be an opportunity to take politics out of situation and focus upon residents. Councillor Wilson also welcomed the move to introduce pre-Cabinet Scrutiny and believed the move to 4 Committees supported the Council’s new Corporate Plan. Councillor Birch expressed that they felt opposition Members would oppose any changes, and that Task and Finish work could be very useful, sharing examples of how Schools’ Governing Bodies still use resources from a previous piece of work. They reflected Members’ preparedness for meetings, and felt it was evident people had not read papers, meaning presentations were useful in allowing space to gain further understanding. They also recognised the value in hybrid arrangements and stated that policy needed a range of Members to contribute, and that the changes were trying to adjust ways of working to be increasingly effective and efficient, whilst involving as many people as possible. Councillor John shared that they were elected during the changes from a Committee to Executive system and shared around how Members used to take part in Scrutiny previously. He stated that he felt the “Call-In” process was there to be used by Members and was currently underutilised. He concluded that all Members should give the changes a go, that everyone needed to get involved, there had previously been 4 instead of 5 Scrutiny Committees, and that there should be consideration if in person or virtually. Councillor Haines proposed that all Scrutiny Chairs should be from opposition groups, to which they were advised that this was not possible due to the statutory requirements as part of the Local Government Measure. Councillor Ernest shared that they were a Member during the Committee system and reflected that Task and Finish could be equivalent to Parliamentary Select Committees, where it could question people deeply and encourage changes. However, they expressed concern around the capacity for Democratic Services Officers to support this work. Councillor Burnett concluded and asked Members to focus upon what was possible, rather than focusing upon why it would not work and shared that the changes were being made as only 20% of items were currently leading to robust scrutiny, presentation / information items should be considered using the briefing process, and that noting items needed to stop, recognising that Cabinet should not be doing this as both Cabinet and Scrutiny were being unnecessarily clogged. They finally shared that co-option was being explored as it was necessary to understanding lived experiences and the Council needed residents to feel they had an impact. A Recorded Vote took place as follows: Members For Against Abstain Anne Asbrey √ Julie Aviet √ √ Gareth Ball √ Rhiannon Birch Bronwen Brooks √ Gillian Bruce √ Ian Buckley √ Lis Burnett √ Samantha Campbell √ George Carroll √ Christine Cave √ Charles Champion √ Janice Charles √ Millie Collins √ Pamela Drake √ Anthony Ernest √ Russell Godfrey √ Emma Goodjohn √ Ewan Goodjohn √ Stephen Haines √ Howard Hamilton √ Sally Hanks √ William Hennessy √ Nic Hodges √ Mark Hooper √ Catherine Iannucci-Williams √ Gwyn John √ Dr. Ian Johnson √ Susan Lloyd-Selby √ Belinda Loveluck-Edwards √ Julie Lynch-Wilson √ Kevin Mahoney √ Michael Morgan √ Naomi Marshallsea √ Helen Payne √ Elliot Penn √ Sandra Perkes √ Ian Perry √ Joanna Protheroe √ Ruba Sivagnanam √ Carys Stallard √ Neil Thomas √ Rhys Thomas √ Steffan Wiliam √ Margaret Wilkinson √ Eddie Williams √ Mark Wilson √ Nicholas Wood √ TOTAL 29 18 1 Following the Recorded Vote it was subsequently RESOLVED – (1) T H A T the proposed changes to Scrutiny arrangements be approved (2) T H A T the policies identified (Appendix D to the report) be agreed and updated to reflect any changes in Scrutiny arrangements which complied with legislation and statutory guidance. (3) T H A T the calendar of meetings (Appendix E) be updated to give effect to changes in Scrutiny arrangements. (4) T H A T a commitment to review the implementation of any proposed arrangements after approximately 12 months of implementation to ensure the desired outcomes of Reshaping Scrutiny were being achieved and to consider any amendments which may be required be endorsed. Reason for decisions (1-4) Having regard to the contents of the reference and discussions at the meeting.
RESOLVED – (1) T H A T Council promote a Voluntary Ban on the sale of “Flying Rings”, encouraging shops to sell alternatives instead and discouraging the use of “Flying Rings”. (2) T H A T Council write to both the Welsh and UK Governments in support of the ban (3) T H A T Council promote the campaign through its media challenges so that the public and visits to our coastline also support the action (4) T H A T Council recommends establishing a Task and Finish Group to look powers we have as a Council to promote the byelaws in relation to the issue of “flying rings”. Reason for decisions (1-4) Having regard to the discussion and debate at the meeting.
RESOLVED – T H A T Council therefore will submit a response to the Pathways to Work: Reforming Benefits and Support to Get Britain Working Green Paper consultation opposing the proposed cuts, arguing that the support outlined should be clearly defined, co-produced and implemented in advance of any changes to benefit payments and that none of these proposed changes involve cuts to the benefits of those most vulnerable. Reason for decision Having regards to the discussion and debate at the meeting. N.B. * Having declared an interest in this item, Councillors Birch, Buckley, Burnett, Haines, Hennessy, Mahoney, Payne, Protheroe, Sivagnanam, Wilkinson and Wilson were not present when this item was considered.
RESOLVED – That the Sub Committee, having considered the application on its individual merits, all the committee papers, the statutory guidance made under section 182 of the Licensing Act 2003, the council’s own Statement of Licensing Policy and oral representations made on behalf of the applicant, by ward members and by local residents, GRANTED the application subject to the agreed conditions with Pollution Control; and the additional conditions that any events must have the approval of the Highways Authority; and that the licence can only be used for six events per year.
RESOLVED – That the public be excluded from the meeting at this point during consideration of this item as the Committee discussed exempt information of the description contained in paragraph 14 of Part 4 and paragraph 21 of Part 5 of Schedule 12A of the Local Government Action 1972. The public may be excluded from the meeting by resolution of the Committee pursuant to Section 100A(4) of the Local Government Act 1972 during discussion of this item. AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Operational Manager conveying the observations and recommendations of the Committee when discussing the way forward.
RESOLVED: To agree the Economy & Culture Scrutiny Committee pages of the joint Scrutiny Annual Report 2024-25.
RESOLVED: to note the report.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations of the Committee when discussing the way forward.
AGREED: that the draft Committee Pages of the Scrutiny Annual Report for 2024/25 be agreed.
RESOLVED: Pursuant to this Committee’s delegated powers the following development management applications be determined in accordance with the recommendation set out in the reports of the Director of Planning, Transport and Environment, subject to any further amendments as detailed below and notification be given of the decisions in accordance with Section 70 of the Town and Country Planning Act 1990 or Section 74 of the Planning (Listed Building & Conservation) Act 1990. APPLICATION GRANTED 6. 25/00517/VAR – RHIWBINA 7 Thornhill Road Change of use of ground floor from Use Class A2 (estate agents) to a pizza takeaway and home delivery (A3 Use) with external alterations to the rear elevation including installation of cold storage unit and flue. (Approved 15 September 2015 - 15/00892/MNR):- Variation of Conditions 2 (Cooking Extraction and Condition) and 5 (Use) of 15/00892/MNR to amend the approved scheme as follows: 1) Use premises for fish and chip shop. 2) New extraction system to be installed.
RESOLVED: That the Chairperson writes to the Cabinet Member on behalf of the Committee expressing their comments and observations captured during the way forward.
RESOLVED: That the Chairperson writes to the Cabinet Member on behalf of the Committee expressing their comments and observations captured during the way forward.
AGREED: that the Chairperson, on behalf of the Committee, writes to the Cabinet Member conveying the observations and recommendations of the Committee when discussing the way forward.
RESOLVED: to approve the Committee’s Scrutiny Annual Report pages and note the report.
RESOLVED: That the Chairperson writes to the Cabinet Member on behalf of the Committee expressing their comments and observations captured during the way forward.
RESOLVED: That the Chairperson writes to the Cabinet Member on behalf of the Committee expressing their comments and observations captured during the way forward.
RESOLVED: That the Chairperson writes to the Cabinet Member on behalf of the Committee expressing their comments and observations captured during the way forward.