Agenda item

To submit the joint report of the Democratic and Language Service Manager, the Assistant Head of Corporate Support and the Members’ Training Officer.

To accept the report for information.

Submitted - a joint report by the Democracy Services and Language Manager, the Assistant Head of Corporate Support Services and the Members' Training Officer detailing the support that was available to councillors, along with councillor safety.

During the discussion, the following matters were raised:-

·         It was noted that the disruption from the public gallery during the Extraordinary Council meeting in August last year, and the subsequent observations made on social media, had left members feeling threatened, and it was a comfort that the Council was taking these safety issues seriously.

·         It was noted that it was very good to see more publicity given to the mental health of members and staff, and the support that was available to them.

·         It was asked who carried out the risk assessments for multi-location meetings and what the guidelines were for them. In response, it was explained that the Democracy and Language Services Manager had begun the assessment and then shared the information with a team of people, giving consideration to the known potential circumstances, and what could potentially develop.  It was also noted that the Health and Safety Service had been looking at the basic arrangements that should be in place. Some matters were more structural involving the meeting room, and others were matters of  a more managerial nature. Members of the public were asked to leave their bags in the lockers outside Siambr Dafydd Orwig, and it was noted that more work was needed on the layout of the public gallery in the chamber.
Beyond this, it would be a matter of escalating the situation as we became aware of specific threats, or if contentious matters arose, although, of course, it was not always obvious beforehand that a matter was contentious.

·         It was noted that members had a responsibility to discuss sensitive matters in a sensible and moderate way, using appropriate language and to keep within the requirements of the Behaviour Code.

·         The lockers outside Siambr Dafydd Orwig were welcomed, but it was noted that those members who sat in the rear row of the Chamber felt unprotected, and that a barrier more substantial than a rope was needed between the members and the public in the public gallery.

·         The importance of members' personal safety out in their wards was emphasised, and it was confirmed that this was now part of the Safe Leadership training, which also addressed safety issues during the election period and in surgeries, along with practical advice regarding visiting electors' homes. It was also noted that the Wales Local Government Association had very good guidelines on personal safety, and that they were available on the 'Looking after yourself' tile on the Members' Intranet.

·         Referring to the comment in paragraph 15 of the report that members should ask the Political Group Assistants, amongst others, for information on the contents of the Members' Intranet, it was noted that there were smaller groups on the Council, without political support and that they also needed the message.

·         Referring to the Extraordinary Council meeting held last August, it was suggested that it had not been democratic that as few as five members of the Council had been able to call an extraordinary meeting of the Full Council and it was asked whether there should be a higher threshold. In response, it was explained that constitutional matters were being addressed at the moment, and the suggestion would be passed on to the Monitoring Officer. It was noted, however, that the assessment was taking place and that the chairs would be briefed beforehand.

·         It was noted that it was important that everyone knew about the support that was available, and every member was encouraged to attend the excellent course held by the Wales Local Government Association on the subject. 

·         It was noted, although there was a need to be vigilant in terms of the situations that could arise in public meetings, there was a need to avoid overreacting and scaring the public.

·         In response to a question regarding managing the lockers outside Siambr Dafydd Orwig, it was explained that the officers of the Democracy Service and the Health and Safety Service welcomed and guided the public into the foyer, explained the arrangements to them and asked them to keep their bags in the lockers.

·         It was noted that the officers had acted very quickly at the time of the disruption from the public gallery in August, and that the safety of the officers was also important. The comment was reiterated and it was emphasised that the safety of everyone involved in the meeting was important, the members, officers, the public and members of the press.

RESOLVED to accept the report for information.