Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from County Councillors D Davies and S Lewis and County Councillors G Breeze who was on other Council business.

To authorise the Chair to sign the minutes of the meeting held on 14 November, 2018 as a correct record.

The Chair was authorised to sign the minutes of the meeting held on 14 November, 2018 as a correct record.

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

County Councillor M Dorrance declared a personal interest in relation to Item 10 Review of Senior Salaries as he is in receipt of a Senior Salary as Chair of the Committee.

To consider the review of the Public Participation at Council meetings and make recommendations to Full Council.

The Committee considered the review of the Public Participation at Council meetings commenced in October 2017.

The Committee noted the positive comments from participants.  However, the Committee made the following comments:

·         some responses to questions are very short and responses need to be such that they assist in the management of expectations,

·         the process used by other Councils should be reviewed again, as they may have developed their processes etc. since the original review in 2016,

·         consideration should be given to the public having the opportunity to submit questions direct to Cabinet meetings,

·         the role of the local member should be considered,

·         an analysis of the age, locality etc. of questioners should be included in the questionnaire sent to them after the Council meeting and

·         some Members feel that the questions from the public are given a higher status than questions from Members.

It was moved and duly seconded that it be recommended to Full Council that the Public Participation in Council meetings continues and that questions be allowed to Council and Cabinet meetings.  On the casting vote of the Chair the motion was lost.  It was considered that extending public participation to Cabinet meetings required discussion with the Cabinet, prior to the development of a process and consideration by Council.

To agree the Mentoring Scheme reviewed by the MDWG.

The Committee considered the revised “Framework for Member mentoring”.

It was acknowledged that the scheme may have been of use to new Members in 2017, it could still be used as Members take on new roles in the Council.  It would also support Members in considering their development needs.  The Committee noted that if approved the scheme will be promoted with Members. 

The Member Development Working Group minutes were taken next, as a decision at this meeting related to the Mandatory Development report.

To receive the notes of the meeting held on 26 November, 2018.

The Committee received the notes of the Member Development Working Group held on 26 November, 2018.

To consider mandatory development in respect of corporate safety and corporate parenting.

The Committee noted the recommendation from the Member Development Working Group and also the further discussions officers had regarding the provision of mandatory Corporate parenting and Corporate safeguarding development. The Chair advised that he had not been briefed on these discussions and on the new recommendation.

The Committee noted the extra demands on officers but also referred to the demands on Members and the cost of travelling to County Hall for sessions.  It was questioned whether eLearning development could be provided and it was noted that where available these will be used, but developing them is a specialised role.  The Committee considered that the Council needed to be more innovative and it was suggested that the sessions could be videoed and Members allowed to watch this in their own time and answer questions to test their understanding.   It was noted that if videoed, subtitles should be included and also the provision of a Welsh version should be considered. 

To note the current review of facilities in County Hall and ensure that Members are involved in any discussions regarding future facilities for Members.

The Chair welcomed Neil Clutton, Property Manager to the meeting who updated the Committee on the possible changes to the usage of the Ground floor at County Hall.  The Committee noted the requirements in the Welsh Member Support and Development Charter regarding the need to provide Members with appropriate facilities and also to review their needs.   The Committee commented that the Members’ Lounge was underutilised in its current layout and that accessibility to and usability of the Chamber for individuals with disabilities should be improved.

The Committee asked that it be kept up to date of plans on an ongoing basis.

To consider a recommendation from the Scrutiny Development Board.

The Committee considered the report and agreed that a Working Group be established to develop the process for appraisal of Committee Chairs’ effectiveness.

To consider revisions to the following Section 27: Protocol on Civic and Executive Matters of the Constitution.

The Committee considered the amended Section 27 – Protocol on Civic and Executive Matters.

To consider the vacancy on the Working Group and whether Members, who are not on the Democratic Services Committee, can be co-opted to the Working Group, where they have an interest in the work being undertaken.

The Committee noted the current Membership of the Democracy Working Group.

The Leaders of the Political Groups have asked that a review be undertaken, prior to the Annual Council meeting in May, of the Senior Salaries being paid.  The Committee is asked to establish a Working Group to undertake this review.

In response to a request from the Political Group Leaders request that a review be undertaken of senior salaries, prior to the Annual Council meeting in May 2019, it was agreed that a Working Group be established to undertake this.

To note the Work Programme.

The Work Programme was noted.