Agenda and minutes

To receive any apologies for absence.

Apology: Councillor Anwen Davies.

To receive any declaration of personal interest.

Councillor Lesley Day declared a personal interest in item 5 on the agenda – Consultation to the draft directions by the Welsh Government to the review by the Boundary Commission Wales – as she had a high number of students in her ward.

The member was not of the opinion that it was a prejudicial interest and she participated fully in the discussion on the item. 

To note any items that are a matter of urgency in the view of the Chairman for consideration.

The Chairman shall propose that the minutes of the last meeting of this committee held on 9 June, 2015 be signed as a true record (attached).

The Chair signed the minutes of the previous meeting of this committee held on 9 June, 2015 as a true record. 

To receive the report of the Head of Democratic Services (attached).

Submitted – a report by the Head of Democratic Services noting, as part of its programme of local government reform, that the Welsh Government would require the Local Democracy and Boundary Commission Wales to conduct reviews of electoral arrangements for proposed new local authority areas. The Democratic Services Committee members were asked provide their views on the Draft Directions, to be presented to the Full Council, and to encourage their fellow members to respond to the consultation.

In addition to responding to the consultation’s specific questions, the proposed changes for the 2017 elections that would lead to a likely reduction in the number elected members from 75 to 66 were discussed. Some members supported this on the grounds that there was currently an imbalance between the size of the current electoral wards, the councillor to elector ratio, that the reduction had been noted as a possible cut that would be subject to public consultation, and that it would have been better if the change was partially made in 2017. However, the majority of members were of the view that such a short-term change would be inappropriate with such a fundamental change in boundaries to follow so soon with the reorganisation.

RESOLVED to recommend to the Council:-

(a)       To submit the observations on the content of the Draft Directions to the Boundary Commission that are attached as Appendix A to these minutes.

(b)     To write to the Welsh Government to state the view that it would be inappropriate to implement the proposed changes for the 2017 elections with such a fundamental change in the boundaries to follow so soon with the reorganisation.

To receive the report of the Senior Corporate Commissioning Manager and the Democratic Services Manager (attached).

Submitted – the report of the Senior Manager, Democracy and Delivery and the Democratic Services Manager updating Members on matters relating to information technology, including the recent changes to the Council’s electronic systems, further i-pad training and Moderngov. 

The Senior Manager noted that 12 members outside the Cabinet had submitted comments on the changes to the Council’s electronic systems, which meant that members could only access their ‘cynghorydd’ e-mails thorough the i-pad. He suggested that he would contact those members again to establish the nature of their needs, but if they remained unhappy, that a licence should be provided for them.

The Senior Information Technology and Transformation Manager explained the user security reasons behind the changes to the electronic systems. He also explained that there would be further consideration given to mobile phone e-mail access, as it remained unclear how that could be implemented widely without breaching security rules.

During the discussion, members referred to some of the difficulties faced as a result of introducing the new arrangements, including:-

·        Difficulty in responding in writing to a consultation document 

·        No 3G on the i-pad.

·        Was the lifespan of an i-pad shorter that the lifespan of a computer?

·        The continual development and evolution of the Apple and Microsoft systems.

·        Difficulty in opening attachments.

·        Unable to use an USB with the i-pad.

·        Eye strain.

In response to a comment by a member that they had not received prior warning that the change was going to happen, the Senior Manager, Democracy and Delivery noted that two messages had been announced via Rhaeadr, the principle method of communication with members.

Some dissatisfaction was expressed that members were not allowed to use a second e-mail account on the Council’s website, but the Senior Manager, Democracy and Delivery explained that this was being addressed separately, to ensure that the committee had all the relevant information to hand prior to making a decision.

The managers responded to some of the difficulties raised, and noted:-

·        There had been extensive investment in training over the past months in order to extend the use of the i-pads as far as possible.

·        The new Moderngov App should eradicate many of the barriers, e.g. documents would be installed directly on the machine, without needing to be downloaded.

·        The i-pads would certainly remain until the end of this Council, consideration would need to be given to what would happen with the new Council in 2017.

·        Although the i-pad could not do everything, it had excellent functionality.

With regard to a comment that Cabinet members were treated differently, the Senior Manager, Democracy and Delivery explained that a business case had been submitted on behalf of Cabinet members, noting that they required access and the ability to work on documents etc., due to their specific responsibilities, but that it would also be possible to respond to cases on behalf of other members.

Some members expressed their willingness to pay for a licence themselves to  ...  view the full minutes text for item 6.

To receive the report of the Democratic Services Manager (attached).

Submitted – a report by the Democratic Services Manager updating members on the work of this Sub-group and the next steps.  It was noted that the sub-group would meet soon to consider how to act locally on the national recommendations made in this field.

RESOLVED to accept and note the contents of the report.

To receive the report of the Head of Democratic Services (attached).

Submitted – a report by the Head of Democratic Services providing an update to members on the decisions regarding the publication of the members' remuneration table for 2014/15.

A question was raised regarding whether the Chair’s permission had been sought when acting contrary to the committee’s decision at its last meeting to submit information regarding allowances in Newyddion Gwynedd. The Senior Manager, Democracy and Delivery responded by explaining that an editorial decision had been taken not to include the information this time in order to prioritise the Gwynedd Challenge.

RESOLVED to accept and note the contents of the report.

To receive the report of the Head of Democratic Services (attached).

Submitted – a report by the Head of Democratic Services providing an update to members about the reports published in 2014/15. He noted that he had hoped to hold a discussion at this meeting about the obstacles and opportunities in order to facilitate the arrangements for 2015/16, but due to a lack of time, he suggested that the matter should be presented at the next meeting.

RESOLVED to hold a discussion at the next meeting on the obstacles and opportunities in relation to members' annual reports in 2015/16.

To consider the committee’s work programme (attached).

Submitted – the committee’s work programme.

RESOLVED to note and approve the work programme.