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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
RESOLVED to approve the minutes of the 19th January as an accurate reflection of the meeting.
RESOLVED to: · Note the overall support available to Elected Members, as set out within the report. · Note the statutory opinion of the Head of Democratic Services, in respect of the sufficiency of resources, as set out within the report.
RESOLVED to: · Consider the contents of the working Group report as attached at Appendix 1 of the report, following the creation of a bespoke Elected Members Social Media Policy and supporting guidance which is contained as Appendix A and B respectively. · Agree the recommendations of the working group; · Endorse the findings and recommendations to the following before the policy is presented back to Committee for formal adoption: o Council’s Standards Committee o Legal Department o Information Management
RESOLVED to: · To consider the update provided in respect of the provision of training; · To provide comment on the content and delivery of the 2025 – 2026 Member Development Programme; · To note that the recently conducted Members Annual Survey 2025 and the forthcoming Member Personal Development Reviews are utilised as conduits to gain further information in respect of Members training needs. · That the 2026 – 2027 Member Development Programme should trial all day training events to try and maximise Members attendance · To agree that following the completion of the 2026 Personal Development Review process, the Draft 2026 – 2027 Member Development Programme is presented to the Democratic Services Committee for consideration and approval.
RESOLVED to: · Review and comment on the development and performance of the Members’ Portal to date. · Advise whether any Member of the Democratic Services Committee wishes to be part of the ongoing development work with the Council Business Unit and DIO team in relation to future Portal developments.
RESOLVED to: · Approve the revised Elected Member ICT, Internet & Email Acceptable Use Policy (Draft Version 4) contained in Appendix A, subject to the minor amendments discussed at the meeting. · Agree that any future minor amendments to the policy, which include non substantive updates such as typographical corrections, formatting adjustments, or clarifications that do not change the intent or application of the policy, may be approved by the Chair and Vice-Chair of the Committee, with Members notified accordingly.
In accordance with the Council’s Code of Conduct, there were no declarations made pertaining to the agenda.
Decision as recorded
RESOLVED to approve the minutes of the 19th January as an accurate reflection of the meeting.
It was RESOLVED to approve the minutes of the 19th January as an accurate reflection of the meeting.
Decision as recorded
RESOLVED to: · Note the overall support available to Elected Members, as set out within the report. · Note the statutory opinion of the Head of Democratic Services, in respect of the sufficiency of resources, as set out within the report.
The Service Director, Democratic Services, Welsh Language and Communications presented the ‘Sufficiency of Resources report’ to Members. The Service Director advised Members that the purpose of the report was to confirm the Statutory view of the Head of Democratic Services, in respect of the provision of staff, resources, and accommodation available to support Members in their role as set out within the Local Government (Wales) Measure 2011 and Local Government & Elections Act (Wales) 2021. It was outlined that previous reports have highlighted the significant improvements made since 2018 where there has been response to a number of recommendations set by Wales Audit Office, including the amalgamation of two teams, which strengthened capacity, enhanced support to non?executive Members and improved governance arrangements. Reference was made to the pleasing positive and reassuring feedback that was received as part of the Panel Performance Assessment that took place towards the end of 2025 which highlighted the contribution that Democratic Services is making towards the good governance of the Council. The constructive feedback received through the annual Members Survey was noted. The Service Director also shared that following the Democratic Services Committee recommendation at the January 2026 meeting, the service area have been fortunate to be selected for a Graduate role to assist with the democracy campaign. This role is currently out for advert with the successful candidate taking up post in September 2026 for a 2 year period and it is hoped the post will have a positive impact on the democratic process. In respect of accommodation, it was highlighted that the move to modernise the provision of accommodation and associated services to Elected Members within Llys Cadwyn has been a positive move for Members, Officers and the public. Members were informed that there have been amendments to provision within recent months in response to feedback from Members and the wider officer directorate that share the space. These arrangements will be kept under review. In reference the training opportunities Members were informed that the service area continues to seek to be responsive to individual needs of members and be as flexible as possible in terms of training delivery. Focus has turned to induction of returning and new members in 2027 learning from induction arrangements from 2022. The Service Director concluded his presentation by informing Members that it is his opinion that the resources to be made available for Members will remain sufficient, thanks to the appropriate staffing resources being in place and the provisions in place through the Council’s accommodation offer. The Chair thanked the Service Director for the update and praised the support available to Members through the Head of Democratic Services and his team within the Council Business Unit. The Vice Chair of the Committee echoed the high standard of support provided to Members and shared further information regarding the interest of the graduate role and the pleasing high number of applications being received. They also commented that whilst resources are currently sufficient the committee should look at this position and request that this is reviewed on a regulate basis to ensure this remains. Another Member commented on the information is section 6.4 of the report which related to the hotdesking facilities available to Members within Llys Cadwyn. A Member noted the low uptake of Cyber Security training as outlined within the report and commented on the importance of this training. It was requested whether this could be made mandatory and whether there were any indications about any barriers faced by groups of Members which may have prevented them from taking up the training offer. The Service Director commented that it is not possible to mandate training where there is not a statutory requirement, however, with the approval of Group Leaders and as a potential future recommendation of the Democratic Services Committee, we could look at strengthening the attendance requirements for certain types of training provided A Member shared their personal thanks to the Service Director and the Council Business Manager for their support during a difficult period and commented that this support has been invaluable to them. Another Member commented on the number of graduate applications and felt this demonstrates a public interest to support in the engagement of democracy which they felt was a positive. The Member requested further information on the timeline of this post being introduced. The Service Director commented on the benefits of the Council’s wider graduate scheme which attracts a high calibre of applicant allowing options for individuals to be best suited to the roles available. Members were informed that the shortlisting and interviews are expected to take place shortly with the graduate scheme commencing in early Summer ensuring sufficient time to embed in the role in advance of the 2027 elections. The Member also commented on the positive introduction of the Stay Safe app and requested revisiting and reviewing the uptake and impact of this app in the future. Another Member requested information on the accessibility of the app being utilised on both Council and personal devices. The Council Business Manager confirmed the app can be used on both devices. The Member also requested information on the early uptake of this years Members Survey. The Service Director shared currently the uptake is around 50% of Members. Another Member commented on the personal levels of support provided from the Council Business Unit and the value for money achieved from the support allowing Councillors to undertake their role to the best of their ability and be efficient. A Member raised a number of questions to the Service Director, firstly regarding the level and range of support provided to Members. In response, the Service Director advised that the service aims to be flexible and responsive to the varying needs of Members. Support is provided in a range of ways, including correspondence management, the preparation of newsletters, and the provision of research to ensure that lines of questioning and scrutiny activity are well-informed. It was noted that there is an ambition to further develop these resources. The Service Director also highlighted the role of the service in escalating issues within the organisation and tailoring responses to meet the challenges faced by Members. The Chair added that, given the need to support 75 Members, the service consistently delivers to a high standard. The Vice Chair further commented on the differing levels of support required across wards, reflecting the varying numbers of elected Members representing each area. A question was raised regarding attendance at the forthcoming WLGA Annual General Meeting, to be held in Rhondda Cynon Taf. The Service Director advised that confirmation would be provided following the meeting but indicated that it was believed to be a publicly accessible event. In relation to Personal Development Reviews (PDRs), a Member noted their usefulness and asked what proportion of Councillors participate. The Service Director responded that the exact figure could be confirmed after the meeting, but advised that uptake is consistently high year on year. It was also noted that Rhondda Cynon Taf is in the minority of local authorities in conducting annual PDRs, as in other areas these are often undertaken by Group Leaders. The Vice Chair added that there is an expectation that all Members will participate, with very few exceptions. A Member sought clarification on proposed changes to ways of working and the move away from silo working. The Service Director explained that this reflects recognition of the range of services within the directorate and the intention to promote more integrated working. The recent addition of the Welsh Language Service was cited as an example, noting the historically strong collaborative relationship and previous joint funding of posts. It was further emphasised that being part of a wider service structure enables greater access to shared resources when required. Finally, a question was raised regarding Councillor self-assessment and whether this was a new initiative and queried what it would entail. The Service Director confirmed that this has been developed by the WLGA and aligns with the adoption of good practice, including within scrutiny work programming. It was noted that the WLGA is currently developing a suite of materials which will be implemented for the next cohort of Councillors following the 2027 elections. Following consideration it was RESOLVED to: · Note the overall support available to Elected Members, as set out within the report. · Note the statutory opinion of the Head of Democratic Services, in respect of the sufficiency of resources, as set out within the report.
Decision as recorded
RESOLVED to: · Consider the contents of the working Group report as attached at Appendix 1 of the report, following the creation of a bespoke Elected Members Social Media Policy and supporting guidance which is contained as Appendix A and B respectively. · Agree the recommendations of the working group; · Endorse the findings and recommendations to the following before the policy is presented back to Committee for formal adoption: o Council’s Standards Committee o Legal Department o Information Management
The Council Business Manager outlined the purpose of the report to provide Members with the findings and recommendations of the Social Media Policy Working Group. Members were reminded that the Group was established following concerns that, while the Council has a corporate Social Media policy, there was no policy or guidance tailored specifically to the unique role and risks faced by Elected Members. and Members wanted a framework that supported safe, confident and responsible engagement online. The Council Business Manager shared that the resulting policy provides clear guidance on key areas such as personal vs. official use, behavioural expectations, data protection, the use of AI, pre?election rules, and crisis communication. It is designed to be robust but flexible, recognising the fast?moving nature of digital platforms. Members were also informed that alongside the policy, a practical Guidance Document has been developed, offering tips, examples, and advice from the Communications Team. It was highlighted that the Group also recommends the creation of “House Rules” for Members’ pages, a refreshed suite of digital assets, and enhanced training — including resilience support and one?to?one “social media surgeries.” The Chair commented that the group had undertaken a thoughtful and candid piece of work and Members approached the review with honest and openness sharing their experience of using of social media from their roles, both positive and challenging. Members willingness to speak openly during the meetings had contributed to the strength of the policy produced. The Chair thanked the Officers who supported the working group noting their contributions had been instrumental in guiding Members of the working group in producing a meaningful and useful policy which will be a protective measure and a legacy to protect future Members. In discussing the policy, the Vice Chair commented that the policy is a good and comprehensive policy and highlighted the personal safety aspect which was felt to be paramount in today’s society. The Vice Chair also commented on the face to face behaviour aspect of the policy and the importance for all elected Members to sign up to the policy. A Member commented on the helpfulness of the policy for Members who may not be as confident as others in using Social media. The Member also commented on the need for co-operation with the use of shared social media views and the importance of social media pages stating views are Members own and not those of Rhondda Cynon Taf Council. The Member thanked Officers for their contribution to the work and noted the responsive nature of the policy highlighting that Artificial Intelligence (AI) had been identified as an emerging topic during the course of the work and the willingness of Officers to include this within the policy. Another Member commented on the need for elected Members to lead by example regarding their use of social media and noted the varying levels of engagement chosen by Councillors regarding their use. A Member thanked the working group for the report and commented on the usefulness of the policy to elected Members. The wording of the policy was highlighted as a positive, with one Member sharing that the requirement to carry out certain tasks as part of the policy is positive in shaping a beneficial use of social media. The comprehensive nature of the policy and detailed guidance bespoke to RCT Council were highlighted. The element of misinformation being covered within the policy was also presented as a positive in supporting Councillors role in tackling this issue. Members shared their thanks to the Council’s Communication team in providing advice regarding social media and their invaluable contribution towards shaping the policy and guidance with their support at the working group meetings. Following consideration it was RESOLVED to: · Consider the contents of the working Group report as attached at Appendix 1 of the report, following the creation of a bespoke Elected Members Social Media Policy and supporting guidance which is contained as Appendix A and B respectively. · Agree the recommendations of the working group; · Endorse the findings and recommendations to the following before the policy is presented back to Committee for formal adoption: o Council’s Standards Committee o Legal Department o Information Management
Decision as recorded
RESOLVED to: · To consider the update provided in respect of the provision of training; · To provide comment on the content and delivery of the 2025 – 2026 Member Development Programme; · To note that the recently conducted Members Annual Survey 2025 and the forthcoming Member Personal Development Reviews are utilised as conduits to gain further information in respect of Members training needs. · That the 2026 – 2027 Member Development Programme should trial all day training events to try and maximise Members attendance · To agree that following the completion of the 2026 Personal Development Review process, the Draft 2026 – 2027 Member Development Programme is presented to the Democratic Services Committee for consideration and approval.
The Council Business Manager presented the report which provided Members with an update in respect of the delivery of the Council’s Member Development Programme 2025 – 2026, which looks to assist Members with the skills necessary to undertake their roles. Members were referred to table 4.1 which provided detail of the training provided to date which also included the training promoted to Members throughout the year. Members were provided with an overview of the training activity including the details of some individual sessions. It was highlighted that all training content is uploaded to the Members Portal and it is encouraged that all Members to utilise this valuable tool and library of content. The Council Business Manager also highlighted that Members feedback in the recent Member survey to training has been positive, with 98% of Members advising they were either very satisfied or satisfied. It was acknowledged that although 98% is a very positive result the service area will always look at how they can further improve on the experiences for Members and it is appreciated there are still challenges for Members in attending such training. Members were informed that attendance numbers are generally low with roughly an average of 14 members attending training sessions. The most popular training session year on year is the winter maintenance training which attracted 44 members this year. The Council Business Manager referred to the scheduling of training and shared the challenge of finding the balance for those Members that prefer to access evening meetings due to other commitments and those that prefer earlier sessions. Members were referred to section 6 of the report, which provided information regarding the new Development Programme and it was highlighted that as in previous years, this will be drafted following Members responses to the Personal Development Reviews and any further training requests received during Committee settings or requests direct to Council Business Officers. In respect of the Personal Development Reviews the Council Business Unit are looking to utilise the Training Calendar within the Members Portal for Members to book their PDR session and will advise Members once these arrangements are live. In discussing the report, the Chair commented on the extensive offer provided by the Council Business Unit and expressed his frustration at the low numbers of attendance at training sessions. The Chair shared his hopes for the coming year that the attendance numbers would increase this year. The Vice Chair shared their view that there needs to be a flexibility in training provision and the availability of online training is important to allow this flexibility. A Member shared that it is encouraging to hear about the trials in daytime training to enable Members to achieve a healthy work life balance. The Member also commented on the use of the training platform through the Members Portal to enhance the ability of Members to engage with training in their own time and also raised the possibility of conducting polls with Members prior to scheduling sessions to determine the best availability. In relation to online training the Director commented that the WLGA are conducting work into this area prior to the elections in 2027. The Member also commented on opening up site visit opportunities to other departments to increase Members knowledge and understanding. Members discussed attendance at training and the need to re-run important sessions to ensure capturing the majority of Members and allowing for refreshing of prior knowledge. There was also discussion in relation to a Members consolidation day dedicated to training. It was highlighted that the opportunity for Members to gather during training sessions to collaborate would be beneficial and an additional opportunity for Members to also cohesively share effective working practices through the Members ‘swap shop’ sessions. It was also highlighted that the videos that are shared through the RCT newsletter are beneficial and it is positive that these are available through the Members Portal as they contain useful information on service areas. The uptake of Winter Maintenance was highlighted as a reflection of the role of a Councillor. Members commented on the high quality of the in-house provision of training and shared on occasions this has been more effective than third party providers and felt this reflected on the quality of officers within RCT. Members shared their concerns regarding the attendance at cyber security training and emphasised how a strong message of the training was the implication of malware and Councillors can be a weak part of the cyber security process. Members felt this therefore made the requirement to re-run the session of high importance. A Member queried what are the implications for Members who do not attend training sessions and commented on the importance of training sessions for Councillors to have an awareness of topics to assist them in their roles. The Director acknowledged that this is an area that has been highlighted by discussions at the meeting and something that would look to be strengthened moving forward to assist Members in their roles. Following consideration is was RESOLVED to: · To consider the update provided in respect of the provision of training; · To provide comment on the content and delivery of the 2025 – 2026 Member Development Programme; · To note that the recently conducted Members Annual Survey 2025 and the forthcoming Member Personal Development Reviews are utilised as conduits to gain further information in respect of Members training needs. · That the 2026 – 2027 Member Development Programme should trial all day training events to try and maximise Members attendance · To agree that following the completion of the 2026 Personal Development Review process, the Draft 2026 – 2027 Member Development Programme is presented to the Democratic Services Committee for consideration and approval.
Decision as recorded
RESOLVED to: · Review and comment on the development and performance of the Members’ Portal to date. · Advise whether any Member of the Democratic Services Committee wishes to be part of the ongoing development work with the Council Business Unit and DIO team in relation to future Portal developments.
The Head of Democratic Services presented the report which provided an update to the Democratic Services Committee on the ongoing developments and performance of the Members’ Portal. Members were reminded of the progress of delivering a portal to provide Members a one stop place for all Members activity and the management of casework has not progressed at the pace that had been anticipated by Officers. The report highlights that positive progress has been made regarding additional functions of the portal and the significant breadth of information available through the portal but acknowledged the case management system is yet to be fulfilled. The Head of Democratic Services shared his thanks to officers within the Digital Improvement Office for their support with the journey and requirements from the service area in developing the portal for Members. In explaining reasons for the delays to progress in developing at the pace that had been anticipated the Head of Democratic services highlighted ongoing work to migrate current customer reporting management systems over to a new platform with the aim of improving the overall customer reporting management platform which is linked to the wider piece of work including a Members case workload management system. Members were assured of the collaborative approach between the service area and the Digital Improvement Office and of the continued aspiration to progress the work to ensure functions are in place ahead of the 2027 elections. The Vice Chair commented on the benefits of the Members Portal and acknowledged the ongoing contributions of elected Members to the development process and enquired whether restricting the number of Members involved would enhance the quality of the discussions and efficiencies of Member workshop sessions. The Head of Democratic services acknowledged the benefits of having a smaller group of Members and shared feedback from a recent meeting where this smaller number allowed for greater depths of discussions and focussed progressive steps were identified but emphasised that there would be no exclusion to any Member wishing to contribute to the development process. A Member shared their experience of attending a workshop with Digital Improvement Office colleagues and of the positive steps forward being taken and the benefit of the portal currently. The Member queried if there were ways of improving current form functionality to further enhance Members experience and alleviate some admin tasks for Members. The Member shared their opinion that the Members Portal is a valuable tool and praised the ‘My Ward’ function. The Service Director acknowledged the requirement for amending the forms process on the Portal and will discuss further with the DIO team. Another Member also commented on the data available within ‘My Ward’ and the potential for Members to be notified of ward specific issues which was acknowledged as an area for consideration by the working group. Another Member highlighted the training repository available within the portal and commented that some data within ‘My Ward’ requires updating. The Member echoed other comments made previously regarding the benefits of a case workload management system and shared this will be an attractive feature that will encourage Members to utilise the portal. Following consideration it was RESOLVED to: · Review and comment on the development and performance of the Members’ Portal to date. · Advise whether any Member of the Democratic Services Committee wishes to be part of the ongoing development work with the Council Business Unit and DIO team in relation to future Portal developments.
Decision as recorded
RESOLVED to: · Approve the revised Elected Member ICT, Internet & Email Acceptable Use Policy (Draft Version 4) contained in Appendix A, subject to the minor amendments discussed at the meeting. · Agree that any future minor amendments to the policy, which include non substantive updates such as typographical corrections, formatting adjustments, or clarifications that do not change the intent or application of the policy, may be approved by the Chair and Vice-Chair of the Committee, with Members notified accordingly.
The Data Protection & Improvement Manager presented the report which provided the proposed amendments to the Elected Member ICT, Internet & Email Acceptable Use Policy (Draft Version 4) for Members’ consideration and approval and to seek agreement on future approval mechanisms to ensure the policy remains current, fit for purpose, is reviewed and approved in a timely manner. Members were provided with a high level overview of the content of the report and referred to the sections within the report which detailed the proposed amendments. The Data Protection & Improvement Manager shared comments had been received in advance of the meeting and would be addressed and assured Members regarding the surveillance and monitoring of emails. In discussing the amendments, a Member referred to monitoring of Members emails and commented that they felt the policy doesn’t currently confirm the circumstances in which emails would be monitored. The Member also referred to the strength of wording in some areas of the policy and questioned how these would be enforced requesting a definition of the term ‘Council Business’ and ‘Data’. The Service Director acknowledged the points and confirmed that surveillance would only be undertake during a criminal investigation or following instruction from the public ombudsman. The Data Protection & Improvement Manager also acknowledged the points raised and confirmed these will be amended within the policy. Following consideration it was RESOLVED to: · Approve the revised Elected Member ICT, Internet & Email Acceptable Use Policy (Draft Version 4) contained in Appendix A, subject to the minor amendments discussed at the meeting. · Agree that any future minor amendments to the policy, which include non substantive updates such as typographical corrections, formatting adjustments, or clarifications that do not change the intent or application of the policy, may be approved by the Chair and Vice-Chair of the Committee, with Members notified accordingly.
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
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