Agenda item

To submit the report of the Head of Democracy Services.

To accept the report and the information contained therein.

The Head of Democracy Services presented the report, reminding the committee that there were four priority fields outlined to receive attention during 2023/24 namely safety and support for Councillors; personal development discussions; review of scrutiny arrangements and a paperless Council.

In terms of the safety and councillor support aspect, it was explained that information regarding health and well-being matters would be provided on the Members' Intranet and regular updates were given on the field in the Members' Bulletin.  It was noted that not many Councillors were aware of the bulletin and that it would be useful to have the committee members' opinion on how to ensure better use of the Members' Intranet and weekly bulletin to communicate important key information.

It was explained that every member had received an invitation to take advantage of a Consultation Session which was an informal discussion with a specialist from the Learning and Development field to discuss their role as a member. It was noted that up until now they were rarely used and so the members were reminded that they would have to contact the Members Development Officer to arrange a session.

In the context of the shift to become a paperless Council, it was explained that there had been developments over the summer.  Recognition was given to the fact that it had not been an easy shift and the members were thanked for their cooperation on the matter.  The members were reminded that it would be possible for them to get in touch if they needed an additional screen or to arrange a 1:1 training slot to understand the equipment. 

In terms of other developments, it was explained that changes were made to the sound system in Siambr Hywel Dda following observations from the Councillors. An overview of the training opportunities given to members was given also. 

Matters raised during the discussion:

-        The department was thanked for the support.

-        Regarding the shift to become a paperless Council, appreciation was expressed of the fact that the department had held individual discussion with those who continued to receive paper copies.

-        Attention was drawn to the fact that there were reception problems in some rural areas in Gwynedd and that it could be problematic when trying to read documents on-line. 

-        It was noted that the safety and support to Councillors was important and that being proactive was necessary when ensuring priority for the field. The Head of Democracy Services confirmed that the matter would be a priority area for quite some time. 

-        Astonishment was expressed regarding the low number of members who attended training and it was questioned whether the training provide covered what Councillors needed?

o   In response, it was noted that that the department understood that the Councillors’ time was in demand but that they were encouraged to attend the training sessions.

o   Attention was drawn to the fact that one of the Council's new priorities was increasing the Council's diversity and that meant more Councillors had other responsibilities by now such as a full-time job and childcare responsibilities. It was noted that this needed to be kept in mind when considering the numbers attending training.

-        It was asked whether there had been a reduction in the numbers attending training over the years and how this compared to other authorities?

o   The Member Development Officer noted that she held regular meetings with Anglesey and Conwy Councils and she believed that Gwynedd were doing quite well in terms of training.

o    It was noted that Gwynedd had many experienced members who did not see the need to attend further training and that there was a need to focus on the new councillors.

o   It was explained that the training was categorised on the Intranet as core titles etc. and that work was being undertaken to prepare a booklet that would further simplify this.

-        The public speaking training was praised, noting that it had been very beneficial.

-        Attention was drawn to the fact that, in the past, some members were used to meeting as a group of councillors who were women and that had been beneficial.

o   The Democracy and Language Services Manager explained that those meetings had ended due to a lack of resources, however, there was an intention to re-start those sessions. 

o   It was suggested that it may have been possible to hold sessions for Councillors who were women and new Councillors for them to have an opportunity to discuss different matters in a more informal manner.

RESOLVED to accept the report and the information.