Wrthi'n llwytho
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RESOLVED to approve the minutes of the 1st May 2024 as an accurate reflection of the meeting.
RESOLVED: 1. To agree the draft Annual report of the Committee for the 2023 – 2024 Municipal Year; 2. To agree for the Chair of the Democratic Service Committee to endorse the Democratic Services Annual Report 2023/24 to a future Council meeting.
RESOLVED: 1. To approve the draft Work Programme for the 2024-2025 Municipal Year.
RESOLVED; 1. To consider the feedback obtained from the Member Survey 2024 as outlined within the report; 2. To consider the proposals put forward in respect of actions to be taken forward to address Members Comments, as outlined within section 10 of the report; 3. To agree for the Head of Democratic Services to take forward the actions outlined with section 10 of the report.
RESOLVED: 1. To agree the proposed Members Training Programme and to monitor it’s delivery throughout the proposed Municipal Year; and, 2. To agree that notification of the proposed Members Training Programme is given to Members at the earliest opportunity to maximise attendance.
RESOLVED: 1. To agree to the proposed way forward as outlined in section 4 of the report; and, 2. To agree that updates in respect of the Self Evaluation Framework are provided to the Democratic Services Committee as and when appropriate.
RESOLVED: 1. To agree to the proposed amendments to the practice of publication of the Members Role Descriptions, as outlined in section 6 of the report; and, 2. To agree to update the role descriptions for the Mayor and Deputy Mayor as outlined in section 6 of the report.
RESOLVED: 1. To agree that the Director of Democratic Services & Communications draft the substantive reply of the Council, including recommendations from Members of the Democratic Services Committee/
In accordance with the Council’s Code of Conduct, there were no declarations made pertaining to the agenda.
Y penderfyniad fel y'i cofnodwyd
RESOLVED to approve the minutes of the 1st May 2024 as an accurate reflection of the meeting.
It was RESOLVED to approve the minutes of the 1st May 2024 as an accurate reflection of the meeting.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To agree the draft Annual report of the Committee for the 2023 – 2024 Municipal Year; 2. To agree for the Chair of the Democratic Service Committee to endorse the Democratic Services Annual Report 2023/24 to a future Council meeting.
The Chair presented the Draft Annual Report to Members, which provided a summary of the work completed over the 12months. The Chair spoke of the Committees role with the updating of policies, the robust member development programme agreed by the Committee and the difficult decisions taken by the Committee in respect of broadband allowance and agenda distribution as Members helped play their part in efficiency savings for the Council. The Chair also reflected on the Committees input with the relocation of the Council Headquarters and the important role played by the Committee, canvassing the needs of Members, to provide a Committee and working environment to assist all Members in their role and which further supports the Councils diversity agenda. The chair took the opportunity to pay thanks to the Vice Chair, Councillor Webber and all Committee members for their attendance and engagement at the meetings. Thanks were also made to the Head of Democratic Services and the wider team for the continued support provided to all Members. The Vice Chair commented on the work of the committee and the excellent cross party work undertaken for the benefit of Members which was reiterated by other Committee members. Following discussions it was RESOLVED: 1. To agree the draft Annual report of the Committee for the 2023 – 2024 Municipal Year; 2. To agree for the Chair of the Democratic Service Committee to endorse the Democratic Services Annual Report 2023/24 to a future Council meeting.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To approve the draft Work Programme for the 2024-2025 Municipal Year.
The Council Business Manager presented the Draft Work Programme 2024-2025 to the Committee, outlining that the programme looked to provide a balance of regular updates on fundamentals such as training and webcasting provision, as well as reviewing of policies and the continued focus on the diversity agenda. Members, were advised that at the Overview and Scrutiny Committee on the 18th September, reference was made to the Council’s Social Media Policy. During discussions it was proposed that the policy be reviewed by the Democratic Services Committee in relation to Members. With Members agreement, this review would also be added to the Work Programme. The Chair welcomed the Work Porgramme and the referral from the Overview and Scrutiny Committee. A Member sought confirmation that the Porgramme would be a flexible document where agenda items can be added or removed throughout the Municipal Year. The Director of Democratic Services confirmed that the Work Programme would indeed be a flexible document and welcomed Members input into its contents. Following discussion, Members RESOLVED: 1. To approve the draft Work Programme for the 2024-2025 Municipal Year.
Y penderfyniad fel y'i cofnodwyd
RESOLVED; 1. To consider the feedback obtained from the Member Survey 2024 as outlined within the report; 2. To consider the proposals put forward in respect of actions to be taken forward to address Members Comments, as outlined within section 10 of the report; 3. To agree for the Head of Democratic Services to take forward the actions outlined with section 10 of the report.
The Council Business Manager presented the report in respect of a summary of Members responses to the annual survey. The Officer firstly took the opportunity to thank those Members that provided responses to the survey, with 50 out of 75 Members providing a response. Members were advised that the survey was divided into sections, with the Meeting arrangements time as the core basis of the survey, which assists in producing the Committee calendar which is produced at the Council AGM. Members were reminded that additional areas of the survey covered support, facilities and for the first time, the survey was used to assist in populating Members PDR proforma’s which worked well to assist in discussions during those meetings. Members heard of the positive responses in relation to support, training, communication and the new Council Headquarter facilities although the Council Business Manager also provided an overview of the opportunities for improvement, following Members feedback. The Chair commented on the parking arrangements at the New Council Headquarters noting that car parking is generally much better after 3pm in the local car park in the vicinity of Llys Cadwyn. He also promoted the training opportunities available to Members and urged Members to take forward any training opportunity they felt was beneficial. A Member also noted that the Members Survey was a useful tool for Members and also emphasised that in respect of training everyone has different needs. It was commented that the Head of Democratic Services would always look to accommodate any training needs that may arise. Another Member praised the use of the Members Survey and also suggested that Members are pointed in the direction of local shops to buy any refreshments. Following discussion, it was RESOLVED; 1. To consider the feedback obtained from the Member Survey 2024 as outlined within the report; 2. To consider the proposals put forward in respect of actions to be taken forward to address Members Comments, as outlined within section 10 of the report; 3. To agree for the Head of Democratic Services to take forward the actions outlined with section 10 of the report.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To agree the proposed Members Training Programme and to monitor it’s delivery throughout the proposed Municipal Year; and, 2. To agree that notification of the proposed Members Training Programme is given to Members at the earliest opportunity to maximise attendance.
The Council Business Manager presented the report to Members in respect of Members Training Programme and it was emphasised that the programme was a fluid document, which would be added following the completion of the PDR process and the general requests that evolve during Committee discussions or requests from members. It was highlighted that as with the previous years the Programme is formatted in a tiered format, for those open to all and those that will be scheduled for individual or small groups of Members which have asked for specific training. However, it was added that if any other Member wanted to also attend those suggestions then they would be welcome. The Committee were advised that the draft programme was not as comprehensive as previous and the Council Business Manager explained the reasoning behind this, advising that as the Personal Development Programme was still ongoing not all training needs had been captured and secondly, Members who have undertaken their PDRs have felt that they did not need as much training as previous years, although knew that they could request any additional training at any point during the Municipal Year. The Director of Democratic Services & Communications also added that as Members are becoming more advanced and confident in the Election Cycle process it is natural that they may want a less comprehensive training programme, however, he emphasised that Democratic Services will of course respond to Members individual needs for training. The Char welcomed comments from Members. A Member noted that she was please to see training areas in respect of Equality and Diversity as it is constantly a developing and moving area. The Member also emphasised the importance of training in respect of the financial elements involved in certain committee work and welcomed Democratic Services help and support in providing this training to Members. Another Member queried if the training could be done through the Members Portal and if a Members Individual training that has been completed can be added to the portal. The Director of Democratic Services and Communications explained that colleagues in the Digital enhancement team are working on improving the portal for Members and that as a team we are reliant on them. The Director acknowledged that further improvements can still be made, however, he emphasised that the Digital Enhancement team in the Council is a small team and noted the pressures upon them. In terms of case work, The Director noted the difficulties involved and noted the potential to procure something in the future to allow Members to log and track case work. The Council Business Manager confirmed that training was logged on the individual Members profile on the website and emphasised that work is underway with colleagues in the Digital Improvement team on a ‘training tracker’ to pull through onto the Members portal. Another Member praised the training provided to Members in the last Municipal Year and particularly praised the Time Management training. The Member also sought clarification as to the membership of the HDRC Members Reference Group. The Director confirmed that as yet only initial discussions have taken place with colleagues in HDRC, however, initially they will look to Members who hold positions of responsibility such as Scrutiny Chairs in the first instance. The Chair noted that further wellbeing sessions are planned to be rolled out to Members and praised the Democratic Services Team on being so forward thinking. Following discussion, Members RESOLVED: 1. To agree the proposed Members Training Programme and to monitor it’s delivery throughout the proposed Municipal Year; and, 2. To agree that notification of the proposed Members Training Programme is given to Members at the earliest opportunity to maximise attendance.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To agree to the proposed way forward as outlined in section 4 of the report; and, 2. To agree that updates in respect of the Self Evaluation Framework are provided to the Democratic Services Committee as and when appropriate.
The Director of Democratic Services and Communications outlined the report to Members and noted that the purpose of the report was to consider the Council’s approach to the new Self-Evaluation Framework of the WLGA in respect of Councillors support and development. The Chair welcomed comments from Members. A Member praised the Council for being so advanced in this area compared to other Local Authorities and noted that RCT has always shared ‘best practice’ policies with other Local Authorities. One Member reflected on the old Charter and noted her disappointment that the framework wasn’t an accreditation, which she felt was a further incentive for Local Authorities to build upon and aspire too. The Chair voiced his agreement. Following discussion, it was RESOLVED: 1. To agree to the proposed way forward as outlined in section 4 of the report; and, 2. To agree that updates in respect of the Self Evaluation Framework are provided to the Democratic Services Committee as and when appropriate.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To agree to the proposed amendments to the practice of publication of the Members Role Descriptions, as outlined in section 6 of the report; and, 2. To agree to update the role descriptions for the Mayor and Deputy Mayor as outlined in section 6 of the report.
The Director of Democratic Services and Communications outlined the report to Members and noted that the purpose of the report was to consider the practice undertaken by the Council Business Unit in respect of Members Role Descriptions and to consider the proposals to amend this practice to provide a more practical approach to their review and publication. The Chair welcomed comments by Members. A Member welcomed the proposals and noted that the reduction in resources in respect of the Mayor’s role only reflects the pressures and cuts that the Local Authority is facing in terms of financial resources and that it is incumbent on Elected Representatives to support the Council through this difficult period of time where possible. One Member sought clarification on how the role descriptions would be viewed on the website and the Director confirmed that generic role descriptions would be available under Members profiles. Following discussion, Members RESOLVED: 1. To agree to the proposed amendments to the practice of publication of the Members Role Descriptions, as outlined in section 6 of the report; and, 2. To agree to update the role descriptions for the Mayor and Deputy Mayor as outlined in section 6 of the report.
The Chairman of the meeting, being of the opinion that the item was to be considered urgently in accordance with the provision of section 100(b)4(B) of the Local Government Act 1972, as a matter of urgency by reason of special circumstance i.e. to allow Members the opportunity to contribute to the Welsh Government Consultation in respect of Job Sharing positions before the closure date.
Y penderfyniad fel y'i cofnodwyd
RESOLVED: 1. To agree that the Director of Democratic Services & Communications draft the substantive reply of the Council, including recommendations from Members of the Democratic Services Committee/
The Director of Democratic Services and Communications outlined the report to the Committee and noted that the purpose of the report was to allow Members the opportunity to comment on the Welsh Government’s consultation in respect of Job Sharing Opportunities of certain non executive roles within Principal Councils. A Member commented that Vice Chairs should receive a financial remuneration, noting the responsibility that can be placed on the that Member. The Chair encouraged Members to send any further comments to the Council Business Unit and it was agreed that a response would be drafted utilising Members comments and formally agreed by the Chair and Vice Chair. Following discussion, Members RESOLVED: 1. To agree that the Director of Democratic Services & Communications draft the substantive reply of the Council, including recommendations from Members of the Democratic Services Committee/
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