Agenda item

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 was hoped that this could happen more and more in the future and it was added that if there was a demand for this, then similar sessions for men would be held.

-        The observation on the importance of safety and well-being was agreed with, noting that there were current discussions being held between Welsh Local Government Association and Welsh Government on safety matters therefore the matter was receiving national attention. It was reported that there was intention for Welsh Government to establish a working group with representatives from establishments such as the Police, the Ombudsman and Elected Members to look at good practice in this context. It was added that support was already available from the Council to advise staff and Councillors on safety matters, this advice could be found on the Members Intranet. It was agreed to send a link to this information to the Members following this meeting and to build on that when the Committee would have a discussion on the matter later in the year.

-        It was agreed to send a link about what was being done by the Council as a result of responding and dealing with complains with a review or further discussion on the subject being held at the meeting in November.

-        Matters regarding problems with the new devices would being discussed with the IT Unit and members were reminded to bring any matters to the Officers’ attention.