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There is no summary of this meeting yet. One is written once the council publishes the minutes. The agenda and papers are below.
There were no declarations of interest.
The minutes of the meeting held on 11 November 2024 were approved as a true and accurate record. Following previous discussions around the draft Independent Remuneration Panel for Wales report, members enquired whether a more proactive approach was planned to help members with claiming childcare costs. Officers advised members that this matter would be considered under agenda item 3.
Officers advised members that the Final Independent Remuneration Panel for Wales Report had yet to be received. The draft report was considered by members in November, and it would be unusual for the draft proposals to change. Once received, the final report will be shared with members with a link to the council's policies and procedures in relation to childcare expenses. Members suggested that it would be helpful for officers to actively contact those members with known childcare issues to offer support. Members questioned whether an additional meeting would be required to receive the report. The Head of Legal and Democratic Services confirmed that whilst there was a requirement to formally receive the report, there was no requirement to do this by the end of February. Once the report is received, a decision can be taken on how it is formally acknowledged. This item was deferred.
Members requested an update on the task and finish groups that were held in relation to Harassment, Abuse and Intimidation and Diversity in Democracy. The Head of Legal and Democratic Services confirmed that an action plan had been agreed by the committee, at a previous meeting, in relation to Handling Harassment, Abuse & Intimidation. Work is progressing and the action plan would be brought back to the committee to monitor compliance. Additionally, work is underway at Welsh Government / WLGA level, in relation to member intimidation and harassment. It is positive that this subject is receiving recognition at a national level, and different processes and protocols will come forward as a result of the Welsh Government work. An All Wales meeting is planned in March that will specifically look at these issues and how they can be addressed. Members were also advised that named representatives have come forward from Welsh Government through their contacts with South Wales Police, who are specifically looking at member issues and there are plans for an All Member Seminar for further discussion. An update will be brought to committee shortly. In relation to the Task & Finish group on Diversity and Democracy, a meeting was held in November 2024 and a second meeting will be scheduled in the coming months. The committee had discussed exploring how information could be gathered to identify barriers and issues, in order to promote inclusivity and increased diversity within our democratic processes going forward. There may be links to work that Welsh Government is conducting in this area. Officers are aware of a number of meetings being held currently; officers are mindful not to overwhelm members with additional meetings, but assurance was given that work is progressing appropriately. Members noted the Forward Work Programme.
There were no urgent items.
The Chair thanked officers from the Regeneration and Property Team for their attendance. The Head of Property and Regeneration provided an overview of the report contained within the agenda pack. Members thanked the Head of Service for the detailed report and asked for clarification that there would be no refurbishment made to the Council Chamber. The Head of Service confirmed that there would be no changes made to the Council Chamber during this phase of regeneration. However, following the completion of the project, consideration will be given to how the civic offices can be refurbished. It was acknowledged that improvements need to be made to the disabled access for the Chamber and this will need to be carefully considered. Members commented on the need for larger and better positioned screens within the Council Chamber. Members questioned whether additional use would be made of facilities at Neath Civic Centre. Officers confirmed that meeting spaces at Neath Civic Centre would be available during the renovation work. The Mayors Parlour in Neath Civic Centre will become the official parlour, but office space will be available for the Mayor at Port Talbot Civic Centre. There are plans for hybrid equipment to be installed at Committee Rooms A&B in Neath Civic Centre to enable this space to be utilised, if required. Presentation rooms at Port Talbot Civic Centre will also have equipment to accommodate meetings which would normally take place in the chamber, with the exception of full council. Concern is held over potential noise disruption at Port Talbot and meeting rooms at Neath can be utilised for meetings, if required. Members commented on the current inadequate refreshment facilities in the members room and requested consideration be given to providing more suitable refreshment facilities. Members expressed concern over car parking arrangements and questioned the arrangements for the dedicated political party rooms within the building. The Head of Legal and Democratic Services advised members that this was an ideal opportunity to engage with members to establish what facilities are required; the final offering will be guided by member’s needs. There will be restrictions to car parking at the Civic Centre; during full council meetings, the available car park spaces will be prioritised for members only. Members were made aware that parking permits included facilities at the Multi Storey Car Park in Port Talbot. The Head of Service confirmed that meeting rooms would be made available within the Civic Centre for all political groups and members will be able to book meeting spaces through the Democratic Services Team. An additional room will be created on the ground floor as a drop in office, which will be able to accommodate workstations. Members will also be able to utilise the Legal Library which will also have facilities for members use. Members commented that the plan in the agenda pack did not include the first floor of the building. Officers apologised for this omission and confirmed this information would be forwarded to members. Members commented that there was poor internet access in the multi storey car park, should members need to access their permit online. The Head of Legal and Democratic Services advised members this issue would be raised with the Parking Manager and Digital Services Team. Members enquired about the use of the Members Room and requested that a hot desk facility be included in the plans. The Head of Legal and Democratic Services commented that looking at the support services available to members was a remit of the Democratic Services Committee and this could be considered by the committee. Members questioned whether the Mayors Parlour could be incorporated into a multi-functional room that is utilised for a range of uses. The Head of Legal and Democratic Services thanked members for the suggestion, currently the key consideration is to replicate the current facilities but in a modernised format for future multi-function uses. The plans included a reduced sized Mayors Parlour to enable the facility to become a more usable space, further discussion is needed as plans progress. As part of the general modernisation work, consideration is being undertaken on the types of events that are being held in the building. Members enquired about webcasting facilities in the building. The Head of Legal and Democratic Services confirmed that currently the conference rooms did not have webcasting facilities, however, this is being explored; webcasting services are costly and there is a need to ensure the best use of the equipment. The Modernisation Group are looking at decision making processes, and consideration is being given to webcasting and what more can be done to promote inclusivity and decision making, other options may need to be considered and will be brought forward. Officers advised members that the Public Eye contract, included a set amount of webcast hours. If additional webcasting is required, this will result in an increased cost which may need to be considered going forward. The Head of Property and Regeneration commented that there was a need for changes to meeting room configurations with more fixed equipment within meeting rooms. The Chair thanked officers for the report and acknowledged a level of disruption going forward but welcomed the new development. The report was noted.
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