To receive any declaration of interest from a Member or Officer in respect of any item of business.

None received.

To submit for confirmation, the draft minutes of the previous meetings of the Committee held on:-

•  10 December 2019

•  30 January 2020 (Extraordinary)

The minutes of the meetings held on the following dates were confirmed as correct:-

•   10 December 2019

•   30 January 2020 (Extraordinary)

To submit a report by the Head of Democratic Services.

Submitted - an update report by the Head of Democratic Services, following the report presented to this Committee on 25 September 2019, as part of the Local Democracy and Boundary Commission for Wales’ review of the County Council’s electoral arrangements.

It was noted that the Commission recently published a draft report on the proposals, and requested comments on the Council’s electoral arrangements, including ward names, by 14 September 2020.

The Head of Democratic Services reported that the Boundary Commission’s proposals have been considered and accepted by the Council’s Group Leaders and Cross Party Panel.  He stated that the Commission has endorsed the County Council’s case and recommendations for a Council of 35 Members and 14 wards, with no changes to 6 electoral wards, resulting in a county average of 1,461 electors per member.  The Commission intends to introduce the new arrangements in time for the 2022 elections.

Discussion focused on the proposed name ‘Braint’ for the Bro Rhosyr electoral ward.  Councillor Dafydd Roberts reported that Llanfihangel Esceifiog Community Council felt that the new name was inappropriate.  He recommended that the name be changed to ‘Bodowyr’, which has a strong, local connection, as the Bodowyr river flows within the historical and geographical boundaries of the area.

Concerns were raised that some Town/Community Councils have not yet responded to the Commission’s consultation.  The Head of Democratic Services reported that he has written to every Town/Community Council recently requesting that that they present any comments they wish to make on the consultation.  

RESOLVED to recommend to the County Council that the proposals detailed in the Boundary Commission’s report be accepted, subject to changing the name to ‘Bodowyr’ for the new Braint ward. 

To submit a report by the Head of Democratic Services.

Submitted - an update report by the Head of Democratic Services on proposed measures for publishing Members’ Annual Reports for 2019/20.

Section 5 of the Local Government Measure (Wales) 2011 places a duty on the County Council to ensure that arrangements are in place to enable Members to publish annual reports on their activities.  The Chair highlighted the importance of completing annual reports, to enhance local accountability, and keep the public informed of Members’ roles and responsibilities.

The Head of Democratic Services reported that annual reports received over recent weeks have now been published on the Council website.  He stated that there are 6 annual reports currently outstanding. 

RESOLVED to accept the report.

To submit a report by the Head of Democratic Services.

Submitted - a report by the Head of Democratic Services on the Independent Remuneration Panel for Wales (IRPW)’s Annual Report, which sets allowances payable to elected Members and co-opted members with voting rights. 

The Head of Democratic Services reported that the IRP’s draft proposals for 2020/21 were submitted to this Committee on 10 December 2019.  He stated that the final annual report was published in February 2020, with no further changes to the draft proposal, apart from an increase of £350 in the Members’ basic salary.  It was noted that the Council’s Schedule of Member Remuneration for 2020/21 has been published in accordance with the requirements.

The Head of Democratic Services referred to the IRP’s principles for reimbursing care costs, which became operational on 1 July 2020.  The Panel is concerned that the uptake on this provision is very low, and has sought to ensure that the criteria is better defined.  The Panel has asked that local authorities raise Members’ awareness of the financial assistance that is available, and has recommended that an annual review of each Members’ circumstances be carried out during their annual appraisal.

The Head of Democratic Services reported that he has written to each member explaining the guidelines on care costs, and noted that this information can be also viewed on the Council website.

RESOLVED to note:-

•   That the Committee has published its Schedule of Member Remuneration for 2020/21, in accordance with the requirements.

•   The principles relating to reimbursement of costs of care, and how the Council intends to implement them, as noted in Appendix 1.

To submit a report by the Head of Democratic Services.

Submitted - a report by the Head of Democratic services on the above.

The Head of Democratic Services reported that the Democratic Services Committee publishes an annual report, which will be presented to full Council on 8 September

2020. The report summarises issues discussed by the Committee during 2019/20, which includes the following:-

•  The Member Development and Training Plan including Personal Development Reviews;

•   Webcasting of meetings;

•   Members’ Annual Reports;

•   Independent Remuneration Panel Annual Report;

•   Member related issues including - Wales Charter for Member Development and support;

•   Relevant Welsh Government consultations including electoral arrangements.

RESOLVED to accept the report and note the matters considered by the Committee during 2019/20.