Issue - meetings

To submit a report by the Director of Function (Council Business)/Monitoring Officer.

It was resolved to recommend to Full Council that the terms of reference of the Democratic Services Committee be extended to include the proposal as set out in the report, and that subsequent amendments be made to the Council’s Constitution as a result of the change.

The report of the Director of Function (Council Business)/Monitoring Officer which sought the Executive’s views on a proposal to extend the terms of reference of the Democratic Services was presented for consideration.

The report was presented by Councillor Carwyn Jones, Portfolio Member for Corporate Business and Customer Experience. Some matters which may lead to constitutional changes being approved by the full Council require a detailed discussion of the options, benefits and disadvantages before a decision is made. The current arrangement does not offer an opportunity for such changes to be explored in detail and this level of granularity is not possible at full Council. It is proposed that in these circumstances the Democratic Services Committee undertakes the work on behalf of the Council and that it also formulates responses to consultations involving constitutional matters. Other options include setting up a separate task and finish group for each piece of work or establishing a standing sub-committee of the Council. However, given that the Democratic Services Committee is a statutory requirement and is already established, is a politically balanced committee and the proposal would sit well with its statutory role, it is considered that amending its terms of reference to incorporate the proposal is the most pragmatic and effective solution. Not all constitutional changes will require consideration or debate by the Democratic Services Committee; it will be limited to instances where a discussion or a local choice decision is needed or to agree a response to any consultation on matters affecting the Council’s Constitution. The decision on whether the Committee will review a particular matter will be made by the Monitoring Officer in agreement with the Committee’s Chair. The Democratic Services Committee will only have power to make recommendations to Council on these matters having no legal power itself to make such changes.

Councillor Carwyn Jones confirmed that the Democratic Services Committee had considered the report and had supported the proposed changes as had the Political Group Leaders and relevant officers who were also consulted.

It was resolved to recommend to Full Council that the terms of reference of the Democratic Services Committee be extended to include the proposal as set out in the report, and that subsequent amendments be made to the Council’s Constitution as a result of the change.