Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from County Councillor E.M. Jones.

To authorise the Chair to sign the minutes of the previous meeting of the Committee as a correct record.

The Chair was authorised to sign the minutes of the meeting held on 15 January, 2018 as a correct record.

In response to questions the Head of Democratic Services advised that he was to attend Management Team later this month to discuss the process for using the Local Environment Initiatives & Locality Forums, for keeping Members up to date on issues upon the cessation of the Shire meetings.  Officers need to ensure that a process is in place to make the new system works.

In respect of mandatory and other training, Members asked that more training be provided on-line.  The Head of Democratic Services advised that the Member Development Working Group was looking at how a mixture of formats for training can be used.  

To receive and consider declarations of interests from Members relating to items to be considered on the agenda.

There were no declarations of interest.

To consider the conclusions of the Working Group and make recommendations to the Council.

The Committee received the minutes of the Working Group which reviewed the role of the Chair of Council and other Civic roles. 

The Committee considered that where extra resources were required for the Chair to undertake their role a business case should be developed.  Approval of the request should not be with officers, as has previously been the case, but with Members due to the public interest in such issues. 

Although, it was not in the remit of the Committee to consider the provision of a car for the Chair comment was made that any future provision should be equitable with pool cars for staff and not exceed the cost of lease cars for staff.  The Head of Democratic Services clarified that the current budget allocation for the Chair’s use had recently been reduced to £10k per annum.  It was noted that this allocation was available for such things as events and functions during a Chair’s term of office. 

It was proposed and duly seconded that the penultimate conclusion from the Working Group should be amended to read:  The current budget allocation for the Chair’s use should be retained.  On the Chair’s casting vote the amendment was approved.

The Committee noted that in addition to the Chair’s budget referred to above, resources were provided to support the Chair in their role and included, staff, postage, a car etc.  

It was proposed and duly seconded that the final conclusion from the Working Group should be amended to read: The Chair’s role needs to be appropriately supported and resourced subject to a robust business case being approved by the Democratic Services Committee for expenditure outside of the Chair’s allowance.

To consider the survey results and agree a recommendation to Council.

The Committee received the results of the Member Survey regarding the timing of Council meetings.

The Committee noted the comments from some responders regarding the time commitments in addition to the main Council meetings.  It was noted that the Welsh Local Government Association [WLGA] advises that being a councillor is a commitment of three days per week.  The Monitoring Officer advised that the legal requirement was the attendance at one meeting every six months.  Comment was made that it was becoming more difficult for Members who were employed to get time off work to enable them to meet the increased workload of a councillor.  Concerns were also expressed that not all councillors were appointed to a committee.

It was considered that the information from the survey should be shared with the WLGA.  In addition the views of Members regarding increasing time commitments should be considered and how members contribute to the council should be reviewed.

To consider the draft Guidance for recommendation to Council.

The Committee received the draft Social Media Guide for Members which had been developed by a small group of Members.  The Chair considered that the Guide was important as social media presented opportunities but also challenges for users.  It was acknowledged that once the Guide was approved by Council, this small group of Members could review and update the Guide in response to changes in social media.

The Committee confirmed that the Guide had been developed to help Councillors to use social media in addition to understand how they can do this in a way that protects themselves.   Members needed to be able to make their views known but also needed to know the law around online abuse and also appreciate the pitfalls and dangers. It was noted that further training on social media was being arranged for members.

To consider the recommendations from Joint Chairs.

The Committee considered the report from the Joint Chairs and Vice Chairs Steering Group.

The Head of Democratic Services advised that the report by the Wales Audit Office was awaited on scrutiny in Powys which was also looking at Public Service Board [PSB] Scrutiny.  A further report would need to be considered regarding the allocation of senior salaries after the Leader had confirmed her requirements following the recent changes to the Cabinet.

The following comments on the report was made:

·         It was noted that all Committee Chairs receive the same senior salary level and yet the workload can vary greatly

·         All Councillors should be mandated to be a member of at least one committee

·         Changes should not take place until Members had visited other councils to observe how their scrutiny works

·         There should be a lead scrutiny member responsible to Council rather than dispersing the role across four chairs

The informal views of the Education Scrutiny Committee B were noted as follows:

·         The current scrutiny arrangements do not work

·         The membership of the Education Scrutiny Working Group and Children Scrutiny Working Group is the same

·         Education and Children services and Portfolios will become more aligned in the future

·         Both Education and Children scrutiny have huge workloads.

The Head of Democratic Services advised that the changes needed to be made at the Council’s Annual meeting as the Imorovement and Assurance Board was monitoring the Council on its pace of change.  Once changes had been agreed a programme of development would be implemented for scrutiny committees. 

Although it was recommended that nine councillors would be appointed to the proposed scrutiny committees there was always the option to co-opt additional members.  In response to comments the Head of Democratic Services advised that discussions would take place with Group Leaders regarding the proposals, so that Groups could consider their allocations to the proposed scrutiny committees prior to the Annual Council meeting.  It was noted that scrutiny committees should be politically balanced.

It was moved and duly seconded that as soon as possible work is undertaken to set out the responsibilities, powers and duties of the proposed scrutiny committees. 

To note the involvement of Councillors Beverley Baynham and Jackie Charlton.

The Committee noted Member involvement in the Women’s Equality Network’s Mentoring Scheme.  The Committee was advised that County Councillor Jackie Charlton had, as a mentor, been matched with a mentee.  However, at the moment County Councillor Beverly Baynham had not been matched with a mentee. 

County Councillor Charlton considered that it was good that the Council was involved in this Scheme.  She advised that although there were no funds to support the Scheme, the Wales Equality Network had agreed to meet her mentee’s travelling expenses due to her specific needs.

The Head of Democratic Services was asked to discuss the issue of providing financial support to those involved in the scheme, with the WLGA, as without support this was a barrier to involvement.

County Councillor Charlton agreed to share the paperwork for the scheme with officers.  It was noted that a mentor scheme had previously been developed by the Council but this needed to be reviewed.

To note the Work Programme and consider any topics to add to the Programme.

The Committee noted the Work Programme and that issues highlighted during the meeting would be added to this.

To note the request from Council and to consider the establishment of a Working Group to develop the promotion of involvement in public life.

The Committee noted the report regarding developing the involvement of people in public life and received a verbal update from the Chair.

To receive the notes of the meeting held on 13 November, 2017.

The Committee received the notes of the Member Development Working Group held on 13 November, 2017. 

In response to a question, officers advised that they would establish whether those members who had recently undertaken General Data Protection Regulations [GDPR] training for school governors would be required to attend the session for Members on 20 April, 2018.   Comment was made that the data protection training should focus on what Members needed to do in respect of the day to day management and use of personal data rather than the technical issues of the law.

To consider the use of electronic voting system in the Council Chamber, raised by the Member Development Working Group

The Committee noted the recommendation from the Member Development Working Group [MDWG] regarding the electronic voting system. 

The Head of Democratic Services advised that since the MDWG meeting he had reviewed the system and discussed the issue with the Councillor who had raised the issue.   He stated that he would now use a different template on the system for recording the individual votes and review this after the next meeting. The Member indicated that the different template was an improvement as it did show who was present at the meeting or not.

To consider delegating to the Monitoring Officer the ability to change the details of Portfolio Holders’ responsibilities, contained in the Constitution, when amendments are agreed by the Leader.

The Committee considered the recommendation from officers that the Monitoring Officer be given delegated authority  to change the details of Portfolio Holder’s responsibilities, contained in the Constitution, when amendments are made by the Leader.