Agenda item

To recommend the Committees’ Calendar for 2026/27 for adoption by the Full Council.

To accept the report, noting the changes and additions discussed, recommending that the Committees Calendar be adopted by the Full Council.

The report was presented by the Democracy Services Team Leader. It was highlighted that the date of this year's annual meeting of the Full Council had been pushed forward to 14 May, due to the Senedd Election on 7 May 2026. It was confirmed that the calendar had been discussed with the National Park and the Fire Service, and as a result some dates had to be amended in order to minimise and avoid conflicts between meetings. It was decided at the Scrutiny Forum that two meetings (of the Education and Economy Committee and the Care Scrutiny Committee) would be held in July to avoid holding the meetings during the run-up to the election. It was noted that these dates had not been included in the draft calendar but would be added before the publication of the Full Council's meeting papers. It was highlighted that the date of the Full Council in May 2027 was also later due to a local authority election, and that time would be needed for the induction of new members before the Council's annual meeting. A Member enquired if the informal meetings could be included in the Calendar. In response, it was confirmed that officers would make every effort to identify meeting dates as soon as possible after the adoption of the formal Calendar of Meetings to ensure that Members received invitations to the upcoming meetings in the year. It was pointed out that only one meeting had been scheduled for the Harbour Committees across the county. It was acknowledged that this was an error and would be changed before the formal papers were published for adoption at the Full Council. In response to an enquiry, it was confirmed that the number of meetings held annually was based on the decision sought in the Full Council in 2022. Reference was made to the questionnaire which was sent to all members in 2022. It was confirmed that Members had been given the opportunity to note what times would be most convenient for them to attend meetings in order to facilitate arrangements. Members were reminded that a questionnaire would be sent out to them again, immediately after the local authority election/beginning of the next electoral term, to ascertain members' wishes for the next period. A Member asked about the possibility of holding more hybrid meetings and fewer solely virtual meetings. In response, it was confirmed that the service already maintained a provision of hybrid meetings for meetings of the Full Council, Cabinet, Scrutiny and Planning Committees following a principle established in 2021. It was explained that conducting hybrid meetings required much more resources compared to just virtual meetings. Members were assured that increasing hybrid provision would be considered and that the situation was being constantly monitored and reviewed. More details were requested regarding the record of attendance at committees and meetings. It was confirmed that members' attendance at formal and informal meetings was recorded on the Council's website. Various reasons for members not being able to attend meetings and committees were considered, and it was asked whether it would be possible to reflect the reasons for apologies on the Council's website. It was asked how the various reasons could be distinguished - some members were unable to attend due to other commitments as part of their role as councillors. It was recognised that Councillors' attendance at Council meetings was not necessarily a full reflection of their work. It was assured that consideration could be given to including reasons for apologies on the website to show that Members had apologised due to undertaking other duties on behalf of the Council.

DECISION

To accept the report, noting the changes and additions discussed, and to recommend that the Calendar of Meetings be adopted by the Full Council.