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  • Agenda and minutes

    Democratic Services Committee - Monday, 19th October, 2020 10.00 am

    • Attendance details
    • Agenda frontsheet PDF 246 KB
    • Agenda reports pack PDF 2 MB
    • Printed minutes PDF 116 KB

    Venue: By Teams. View directions

    Contact: Carol Johnson  01597 826206

    Media

    Items
    No. Item

    1.

    Apologies for Absence

    To receive apologies for absence.

    Minutes:

    There were no apologies for absence.

    2.

    Minutes of Previous Meeting(s) pdf icon PDF 360 KB

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

    ·        Minutes 07-02-2020

    Minutes:

    The Chair was authorised to sign the minutes of the meeting held on 7 February 2020 as a correct record.

     

     

     

    3.

    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.

     

    County Councillor L Corfield joined the meeting.

     

     

    4.

    Constitution and Other Matters pdf icon PDF 152 KB

    To consider the report from the Solicitor to the Council.

    Additional documents:

    • Appendix 1 - Section 4 - Full Council v9 Draft , item 4. pdf icon PDF 251 KB
    • Appendix 2 - Section 7 - Scrutiny Committees v9 Draft , item 4. pdf icon PDF 313 KB
    • Appendix 3 - Report - Welsh Language Panel , item 4. pdf icon PDF 355 KB
    • Appendix 4 - Adroddiad - Panel y Gymraeg v2 , item 4. pdf icon PDF 352 KB

    Minutes:

    1 Speaking at Council meetings

     

    The Monitoring Officer advised that this issue had previously been considered by the Committee but the agreed changes to the Constitution had not been implemented and therefore it was appropriate to reconsider the issues.

     

    County Councillor M Weale joined the meeting.

     

    The Committee debated the issue of Council agendas, speakers, management of meetings and amendments to motions.  Comment was made on the time allocated to those proposing and seconding motions and whether this could be reduced.  Comments was also made on the difficulty in responding to amendments to motions submitted during a meeting.

     

    It was moved and duly seconded to recommend to Council:

    i)             to reduce the speaking time for proposers and seconders of motions from 10 minutes and 5 minutes respectively to 5 minutes and 2 minutes respectively and

    ii)            that amendments to motions should be submitted three days prior to a meeting rather than 5pm the day before the meeting

    and that these changes be trialled at three Council meetings [excluding the annual meeting].

     

    Recommendation to Council

    Reason for recommendation

    i)             to reduce the speaking time for proposers and seconders of motions from10 minutes and 5 minutes to 5 minutes and 2 minutes respectively and

    ii)            that amendments to motions should be submitted three days prior to a meeting rather than 5pm the day before the meeting

    and that these changes be trialled at three Council meetings [excluding the annual meeting].

    To review the process for debates at Full Council meetings.

     

    In response to comments the Monitoring Officer advised that when an amendment is submitted officers should consider the financial and other consequences of the amendment and this information should be shared with all members.  It was noted that Groups would need to ensure that their meetings are scheduled to enable them to consider the submission of amendments within the required timescale. 

     

    In response to a question regarding the start time of Council meetings, the Monitoring Officer advised that this was for the Chair to decide.  As meetings were now being held online, the Chair may consider an earlier start time.

     

    2. Amendments to the Constitution

    The Committee considered the proposed amendments to the Constitution.  It was moved and duly seconded to recommend the changes to the Constitution as recommended by officers.

     

    Recommendation to Council

    Reason for recommendation

    That the amendments to Parts 4, and 7 of the Constitution be approved.

    To review and update the Constitution as necessary.

     

    3. Review of Senior Salaries

     

    The Committee noted the report and that as the Democratic Services Committee [DSC] Chair was not in receipt of a Senior Salary they could participate in the Senior Salaries Working Group.

     

    It was moved and duly seconded to appoint members to the Senior Salaries Working Group.

     

    RESOLVED

    Reason for decision

    That the following five members be appointed to the Senior Salaries Working: Councillors David Evans, Diane Jones-Poston, Kathryn Silk and Roger Williams and Elwyn Vaughan, DSC Chair.

    To appoint a Working Group.

     

    4. Welsh Language Forum

     

    The Committee considered  ...  view the full minutes text for item 4.