Agenda, decisions and draft minutes

To elect a Chair for 2020/21.

To elect Councillor Paul Rowlinson as Chair of this committee for 2020/21.

To elect Councillor Paul Rowlinson as Chair of this committee for 2020/21.

To elect a Vice-chair for 2020/21.

To elect Councillor Elwyn Jones as Vice-chair of this committee for 2020/21.

To elect Councillor Elwyn Jones as Vice-chair of this committee for 2020/21.

To receive any apologies for absence.

Councillor Freya Bentham, Anest Gray Frazer (Church in Wales) and Dylan Huw Jones (NASUWT).

The Chair noted that Neil Foden (NEU), Dylan Davies (Meirionnydd Parent / Governors Representative) and Councillor Gareth Williams had ended their service on the committee recently, and he expressed gratitude to all three for their service.

To receive any declarations of personal intrerest.

Councillor Dewi Roberts declared a personal interest in item 7 on the agenda - Cabinet Decision 15.9.20 - Item 5 - Ysgol Abersoch, as he was a governor at the school.  However, as he had been appointed to that role by the Authority, he had been advised that an exception in the Code allowed him to take a full part in the discussion.

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

None to note.

The Chairman shall propose that the minutes of the previous meeting of this committee held on 23rd January, 2020 be signed as a true record  (attached).

The Chair signed the minutes of the previous meeting of this committee held on 23 January, 2020 as a true record.

To consider the report of the Head of Democratic Services

That the scrutiny committee remained concerned about the situation and, therefore, refers the matter back to the Cabinet for reconsideration for the following reasons:

·         Owing to the COVID situation and legal guidelines and the Education Department's policies, it is not possible to hold meetings in the usual manner and it is impossible to hold meetings with some individuals who have a keen interest in the matter. It is also impossible to hold public meetings in the usual manner in the community to discuss and respond to the consultation.

·         The Head was off work during this period, and continues to be off work.  As the permanent head knows the school’s situation best, continuing with the process while she remains off work would be unfair to the school and the community.

·         Some believe that small schools should not be closed without scrutinising the decision.

Submitted - the report of the Head of Democracy Service noting that the following decision had been called in for scrutiny in accordance with Section 7.25 of the Council's Constitution:-

Item 5: Ysgol Abersoch, Cabinet meeting 15.9.20

"Permission was granted to hold a statutory consultation, in accordance with the requirements of section 48 of the School Standards and Organisation (Wales) Act 2013, on the proposal to close Ysgol Abersoch on 31 December 2020 and to provide a place for the pupils at Ysgol Sarn Bach from 1 January 2021 onwards."

The Chair explained that a request had been made to call in the decision for scrutiny by Councillors Dewi Roberts, Elwyn Jones and himself, within the necessary requirements and timetable.

It was noted that the reasons for calling in, namely the aspects of the decision that it is considered should be scrutinised, have been noted as follows:

"Owing to the COVID situation and legal guidelines and the Education Department's policies, it is not possible to hold meetings in the usual manner and it is impossible to hold meetings with some people who have a keen interest in the matter.  It is also impossible to hold public meetings in the usual manner.  The Head was off work during the period.  Therefore, continuing with the process under these circumstances was unfair to the school and community.  According to the school's representatives, it has not been registered as a Rural School and we question why this is the case.  Some believe that small schools should not be closed without scrutinising the decision."

The Chair emphasised that it was important for the committee to consider these aspects only.  The committee was not considering the issue of proceeding to close the school, and this would be a matter for the Cabinet.

In order to assist the committee to scrutinise the matter in accordance with the aspects of the decision that it is considered should be scrutinised, the following documents were also presented to the scrutiny committee:-

·         Appendix 1 - the Education Department's response to the aspects of the decision that it is considered should be scrutinised

·         Appendix 2 - Cabinet Decision Notice (Item 5, 15.9.20)

·         Appendix 3 - Cabinet Report (Item 5, 15.9.20)

The Cabinet Member set out the context, drawing specific attention to paragraph 3.3 of the Education Department's response which noted, although Ysgol Abersoch had not been designated as a Rural School for the purposes of the Schools Organisation Code 011/2018, that the Department, as good practice, had followed a similar process to the required process and procedures in relation to a Rural School when developing the proposal for further consultation.

The Dwyfor/Meirion Area Education Officer submitted the response of the Education Department, and reiterated some of the details included in the report.  He noted that:-

·         It was important to note that the consultation process would address the needs of the code in full; however, a slightly different procedure to what was required in the Code was followed, by holding three informal engagement  ...  view the full minutes text for item 7.