Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from County Councillor I McIntosh.

To authorise the Chair to sign the minutes of the previous meeting of the Committee held on 7 February 2024 as a correct record.

The Chair was authorised to sign the minutes of the meeting held on 7 February 2024 as a correct record.

To receive any declarations of interest from Members relating to items to be considered on the agenda.

Mrs Moore, Councillors Baynham and Powell declared personal and prejudicial interests in Item 4 – D as they had farming connections.

To receive the report of the Head of Legal and Monitoring Officer.

The Committee received the report of the Head of Legal and Monitoring Officer (copy filed with signed minutes).

A.        General Standards Issues for County Councillors and Co-opted

Members

            The Committee noted that two councillors and one co-opted member still needed to complete the Code of Conduct refresher training.  In addition, two other councillors who had only attended part of the “live” session, still needed to complete the remainder of the training.  Reminders would be sent to these individuals asking them to complete this mandatory training.

B.        Members Attendance

The Committee noted that one member, whose attendance level was less than 60% after checking their records, would be asked for an explanation of their attendance level.        

In response to a question, the Head of Legal and Monitoring Officer advised he would remind members that if they missed a committee meeting due to attending another meeting on other council business, that attendance would be credited to their attendance details.

C.        Referral of Councillors to the Public Services Ombudsman

The abbreviations used in the headings are as follows:

MO – Monitoring Officer

OW – Ombudsman Wales

Stds – Standards Committee

APW - Adjudication Panel for Wales

The Committee noted that above and comment was made about the time for complaints to be investigated by the Ombudsman.  The Committee agreed that the Chair should write to the Ombudsman expressing concerns that investigations can take over a year to come to a conclusion or referral to the next stage.  The length of time must have an impact on the wellbeing of those involved in a complaint.

D.       Dispensations Applications - County Councillors

Following the request of Full Council on 7 March 2024, the Committee reconsidered the dispensation granted in relation to farming and agricultural matters.  The Committee noted the details provided in the report and that the original request for the dispensation was for councillors to be able to participate in discussions but not vote.

The Head of Legal and Monitoring Officer advised that he had invited Group Leaders to nominate a member of their Group to attend this  meeting to reflect the views of their Group on the issue of whether  members with personal and prejudicial interests in farming and agricultural matters should be allowed to vote on such issues.  The Head of Legal and Monitoring Officer welcomed Councillor Aled Davies, Group Leader Welsh Conservatives to the meeting and it was noted that Councillor Ange Williams, Joint Group Leader Independent Group had sent a written statement.  Councillor Elwyn Vaughan, Group Leader Plaid Cymru had advised that no one was available to attend from his Group.

Councillor Davies advised that he thought the discussion would be about dispensations in general across the Council.  He advised that councillors needed to be able  ...  view the full minutes text for item 4.

To review and agree the summary report of the annaul meeting with Group Leaders, for inclusion in the 2023-24 Annual Report.

The Committee noted the summary of the meetings with Group Leaders regarding the Code of Conduct and their duties.  The summary was approved subject to the 7^th bullet point being amended to say that Group Leaders should be encouraged to have the support of a Group member at the meeting if they do not have a Chief Whip in the Group.

The Committee noted that the form had now been used for two years and it was considered that it was not well designed and that examples of what the Committee was seeking in response to questions might assist Group Leaders when completing the form.  The Head of Legal and Monitoring Officer advised that the form was used across Wales but was not prescribed and the Committee could change it, if it wished.

After discussion, it was agreed that after the Committee meeting in October 2024 a workshop, with Group Leaders, will be held to review the form. 

To consider and agree the Annual report.

The Committee considered the Annual report.  It was noted that the summary report of the meeting with Group Leaders would be added at Appendix 3.  The report was agreed.

To consider the observation reports in respect of the Full Council meetings held on 22 February and 7 March 2024.  To agree any actions resulting from the reports and to consider the changes to the report template – adding scetions for Conclusions  and Recommendations or Suggestions [if appropriate] - as shown in the report of 22 February 2024.

The Committee received the observation reports of the Council meetings held on 22 February and 7 March 2024.

Concerns were raised about the cameras in the Chamber showing members behind the speaker, using their laptops or phones and the public perception may be that they are not engaged in the meeting.  The Head of Legal and Monitoring Officer advised he would raise this issue with Group Leaders.

The Committee agreed that the sections – Conclusion and Recommendations or Suggestions [if appropriate] would be added to the form.

To consider the report.

The Committee considered the report in respect of it’s Annual review of Register of Interest of members, Co-opted members and Church and Parent Governor representatives and Officers.  It was noted that since the Agenda was published nine members still need to complete the reivew and all co-opted members have now completed the review.

To receive a verbal report.

The Committee was advised that during the year 17 May 2023 -18 May 2024 inclusive, the General dispensation – Farming and Agriculture was used by 25 members at the Council meeting on 7 March, 2024.