Agenda, decisions and minutes

To elect Councillor John Pughe as Vice-chair of the Democracy Services Committee for the year 2022/23.

To elect Councillor John Pughe as Vice-chair of the Democracy Services Committee for the year 2022/23.

To receive any apologies for absence.

Apologies were received from Councillors Arwyn Herald Roberts and Elwyn Jones (Ex-Officio Member).

To receive any declaration of personal interest.

No declarations of personal interest were received.

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

No urgent matters were raised.

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.

The Chair accepted the minutes of the previous meeting of this committee, held on 17 February 2022 as a true record.

Head of Corporate Support to submit information about the role of the Democracy Services Committee.

To accept the information on the role of the Democracy Services Committee.

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.

To ask Committee members for observations on the induction arrangements following the May 2022 Election.

To accept the report and submit observations on the induction arrangements following the Election in May 2022.

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.
Positive comments were received on these arrangements. It was succeeded in presenting the main necessary information to the Members by distributing a Booklet that was developed by the Democracy and Language Service as a directory resource and organising IT provision for all Members.  It was acknowledged that challenges had arisen during the first welcome day due to a wi-fi connection problem in a meeting room. Despite this the arrangements were adapted by the second day where IT equipment had been provided for the Members without any delays.

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.

To provide an update on practical developments for holding hybrid meetings.

To accept the update on practical developments in relation to conducting hybrid meetings.

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.