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Apologies for Absence To receive apologies for absence. Minutes: Apologies for absence were received from County Councillor D Bebb and County Councillor S Williams who was on other Council business. |
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Election of Vice Chair Minutes: Resolved that County Councillor G Breeze be elected Vice Chair for the ensuing year. |
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Minutes of Previous Meeting(s) PDF 93 KB To authorise the Chair to sign the minutes of the previous meeting(s) of the Committee as a correct record. Minutes: The Chair was authorised to sign the minutes of the meeting held on 21 February, 2022 as a correct record.
It was noted that the scheduled meeting on 18 July did not go ahead as the meeting was not quorate. The Scrutiny Manager and Head of Democratic Services advised that the draft response to the Local Government: Guidance for Principal Councils - Consultation on Statutory Guidance and Directions was circulated to the Committee members for comment and the final response was sent to the Welsh Government by the due date.
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Declarations of Interest To receive and consider declarations of interests from Members relating to items to be considered on the agenda. Minutes: There were no declarations of interest.
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Public Participation Strategy PDF 185 KB To consider the draft strategy. Minutes: The Chair welcomed Catherine James, Head of Transformation and Democratic Services and Lowri Shepstone, Communications & Engagement Officer.
The Committee noted that the draft had been updated to include reference to the Council’s ePetition scheme and the consultation dates had been amended. A twelve week consultation would take place, with the aim of publishing the strategy in early 2023.
Comment was made that not all residents had access to information online. It was questioned how they would access information about the Council and also be involved. The officers agreed to look into this issue and reflect this in the draft document.
Resolved that any comments on the draft would be forwarded to officers within 14 days and then the draft would be subject to 12 weeks consultation.
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Constitution – Section 4 - Speaking on Motions PDF 87 KB To consider the report. Minutes: The Committee considered the report regarding speaking to motions. It was noted that the revised speaking times were agreed in November 2020 but had not been subject to a review. In addition to this review, the Committee was also being asked to consider the times for Portfolio Holders and speakers in respect of the Closure of Motions, to ensure consistency in timings.
In response to a question the Head of Legal and Monitoring Officer advised that the trial period for the changes in the times for speakers was introduced as it was felt that Council meetings were being lengthened due to repetition by speakers. Returning councillors commented that the trial times had worked well. It was considered that the Portfolio Holders should have a response time of 2 minutes.
It was moved and duly seconded to recommend to Council the officer’s recommendations and also that Portfolio Holders should have a response time of 2 minutes.
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Representation on Committees PDF 77 KB To consider the report. Minutes: The Committee considered the report regarding Representation on Committees.
It was noted that the Group Leaders had asked for a review due to the fact that the number of councillors had reduced from 73 to 68 at the last election and some Groups were finding it difficult to fill vacancies on Committees. However, it was noted that where Groups have vacant seats on a Committee they can and do offer these to other Groups and non-affiliated members, where appropriate. Comment was made that a reduction of 7% in councillors would only equate to a one less member of a committee of 21. It was noted that many newly appointment councillors work. In response to a comment the Head of Legal and Monitoring Officer advised that the scope of the review could be widened to look at the participation of councillors, as some non-affiliated members may not be a member of any committee and receive the same salary as other councillors who participate in committees.
It was moved and duly seconded to agree the officer’s recommendation and to widen the review to consider participation of councillors in committees.
With the agreement of the Chair the following item was considered.
Broadcasting of committee meetings.
Concerns were raised regarding the changes to the broadcasting of committee meetings and the responses provided by the Leader to questions raised by councillors. It was considered that not having access to “live” meetings was in contradiction to the Leader being Cabinet Member for an Open and Transparent Powys.
It was moved and duly seconded that a recommendation from the Democratic Services Committee to Full Council for an immediate return of press and public access to live broadcasts of planning, scrutiny, employment, democratic services and any other meetings which were previously accessible.
The Head of Legal and Monitoring Officer advised that prior to the pandemic only Council and Cabinet meetings were broadcast live. Members of the public and press could however attend in person other committee meetings. During Covid all committee meetings were streamed “live” using Teams, at no extra cost to the Council but Welsh translation was not available. Since May 2022 the new equipment in the Chamber, County Hall had allowed hybrid meetings with Welsh translation. This system was being used for Council and Cabinet meetings as budget was available for these. The Committee noted that officers were testing various systems to enable all meetings to be ... view the full minutes text for item 7. |