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Contact: Sioned Mai Jones 01286 679665
No. | Item |
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ELECT VICE-CHAIR Decision: To elect Councillor John Pughe as
Vice-chair of the Democracy Services Committee for the year 2022/23. Minutes: To elect Councillor John Pughe as
Vice-chair of the Democracy Services Committee for the year 2022/23. |
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APOLOGIES To receive any apologies for absence. Minutes: Apologies were received from
Councillors Arwyn Herald Roberts and Elwyn Jones (Ex-Officio Member). |
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DECLARATION OF PERSONAL INTEREST To receive any declaration of personal interest. Minutes: No declarations of personal interest were received. |
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URGENT ITEMS To note any items that are a matter of urgency in the view of the Chairman for consideration. Minutes: No urgent matters were raised. |
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The
Chairman shall propose that the minutes of the last meeting of this committee
held on 17 February, 2022 be signed as a true record. Minutes: The Chair accepted the minutes of the previous meeting of this committee, held on 17 February
2022 as a true record. |
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ROLE OF THE DEMOCRACY SERVICES COMMITTEE PDF 248 KB Head of Corporate
Support to submit information about the role of the Democracy Services
Committee. Decision: To accept the information on the role of the Democracy
Services Committee. Minutes: RESOLVED To accept the information
on the role of the Democratic Services Committee. Information was submitted by the Head of Corporate Support on the role of the Democratic Services Committee detailing on the Committee's functions. It was noted that reviewing
the available support for the Head of Democratic Services to fulfil the
duties of the role had been the main focus of this Committee’s discussions historically. Details were provided on
the provision offered to Members over the last Council term and the developments that were fulfilled
such as improvements to the
Members Intranet and the work associated
with virtual and hybrid meetings. The input received from Members to the arrangements for the Election were mentioned
and the welcoming arrangements for new Members before
moving forward to anticipate matters that would receive
attention over the next few years
by the Committee. It was anticipated
that the focus this year would
be on the training programme and presentations
in order to ensure that Members
received the necessary information to fulfil their role. Attention was drawn to the work that would
continue in order to ensure the provision of hybrid meetings as
well as the new requirements
of the Local Government and Elections (Wales) Act 2021 which placed an emphasis on web-casting
meetings. To conclude, some matters that
would be discussed at the next Committee meeting in November
were mentioned and the importance of maintaining a continuous dialogue with Members
in order to ensure that relevant
matters were addressed was emphasised. The Members were reminded
that they represented the rest of Gwynedd's Councillors and were a voice
for them at this Committee. Members were encouraged
to present any observations or concerns between meetings. During the discussion the following observations were made: -
A query was raised regarding point 2.10 of the report,
namely the responsibility to publish a petitioning scheme. It was asked if it
was possible to include this as an item on the agenda of the next Committee
meeting. -
It
was suggested that experienced Councillors should be included in the informal
sessions for new Councillors to answer questions and act as a mentor. -
The
importance of safety was highlighted, particularly amongst female Councillors. -
It was asked if it was possible to provide a report or
template on how to respond to complaints effectively at the next meeting of
this Committee. -
It
was questioned why Members could not print from their new devices. In response to these observations: -
It was explained that it was a requirement of the Act
to publish guidelines on how to present petitions. It was noted that an
operational group would be established soon to undertake this work. - It was noted that the sessions for Councillors would be arranged under the Women in Leadership project. It was reported that a session had previously been held during the last six months, this session was led by an experienced Councillor. It ... view the full minutes text for item 6. |
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REVIEW COUNCILLOR INDUCTION ARRANGEMENTS PDF 283 KB To ask Committee
members for observations on the induction arrangements following the May 2022
Election. Decision: To accept the report and submit observations on
the induction arrangements following the Election in May 2022. Minutes: RESOLVED: To accept the report
and submit observations on the induction arrangements following the Election in May 2022. A summary of the arrangements
developed for welcoming New Councillors following the 2022 election were presented. The Members were guided
through the report detailing the arrangements of the
Results Day, Welcome Day and Training Programme.
It was reported that positive comments
had been received on a whole with
some lessons learnt for the future. It was explained that two welcome
days were held on the 10th and 11th of May with 5 Members joining virtually over both days. Details were provided by every Head of Department
on the virtual sessions held which
gave an opportunity
for Members to receive a presentation on the work of the Departments as well as an opportunity to ask questions. It was added that these sessions
had been recorded and were available
on the Members’ Intranet. It was added that the timetable had been challenging between the results day and the Welcome
Day/first Council Meeting with lots
of work to be done and it was assumed that this element
would need to be adapted for the future. It was also believed that there
would be a need to determine a day or specific days for
IT matters namely choosing, receiving and setting up
equipment. During the discussion the following observations were made: -
Thanks were expressed for the work of preparing
Members and the efforts made by the Officers to enable Members to attend
meetings virtually, which had saved travelling time. -
An
observation was made that the Results Day was brilliant with plenty of
information provided to Members without overloading and positive observations
were expressed on the Welcome Day. -
What was noted in the report on the delay with the IT
provision during the first Welcome Day was reiterated and it was assumed that
this element should be held on a separate day. -
Appreciation
was expressed that the Head of department sessions were recorded. A few
observations were made that the sessions that were held at 4pm had worked
better compared to the sessions held in the morning. - An observation was made that a certain ward's results box seemed to be counted slowly and it was felt that counting could have been commenced earlier in this instance. It was suggested that there should be more flexibility in terms of ... view the full minutes text for item 7. |
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MULTI-LOCATION MEETINGS PDF 237 KB To provide
an update on practical developments for holding hybrid meetings. Decision: To accept the update on practical developments in
relation to conducting hybrid meetings. Minutes: RESOLVED: To accept the update
on practical developments in relation to conducting hybrid meetings. The item providing an update
for Members on the developments in terms of holding
hybrid meetings was presented
by detailing the four meetings that would
be held as hybrid or multi-location
meetings as a result of the
full Council's decision in December
2021. It was noted that these were the meetings identified as those of a high public interest. It was added that the rest of the meetings would continue to be held virtually in accordance with
the decision of the Full Council. Details were provided on
the work that had now been completed
in both Chambers in order to hold
hybrid meetings and the new provision that
was in place. It was reported that some
meetings had already been held as hybrid recently and on
a whole had been successful. The Scrutiny Committees would be held as hybrid meetings over the next two
weeks. Reference was made to the work that would take
place over the Summer to prepare other meeting
rooms within the Council to be able to hold hybrid meetings. It was noted that this
work was led by the IT Unit. During the discussion the following observations were made: -
Reference
was made to the echo that was heard in Siambr Hywel Dda which had been highlighted during hybrid meetings. -
It
was enquired whether the Members were allowed to use the conference rooms in
Pwllheli and Dolgellau. -
A comment was made that there were two meeting rooms
in Penrhyndeudraeth; it was asked if there were considerations
to provide the technology to enable conference calls in the building. It was
felt that better use could be done of this asset in order to save travelling
time and costs. -
Thanks
were expressed for the hybrid meetings that were already being held. It was
asked whether this meeting amongst others would continue to be virtual or were
there plans to hold more hybrid meetings. -
It
was felt that there were positive and negative features associated with hybrid
meetings. It was believed that it was good to convey information but not as
effective to hold discussions. -
It was believed that the Employment Appeals Committee
should be held face-to-face and it was questioned whether this would be
considered. -
It
was questioned how the meetings would work practically if the hybrid provision
was in place in various locations i.e. ensuring availability and booking rooms
in more than one location. It was foreseen that this would create problems for
the Democracy team. In response to these observations: - It was reported that it was essential for those joining from home to wear headphones with an attached microphone especially for meetings that would be held from Siambr Hywel Dda. This would reduce the echo and make the sound clearer. It was added that Bluetooth headphones were currently being trialled for Members with an iPad ... view the full minutes text for item 8. |