Agenda item

To submit a report by the Head of Profession – HR and Transformation.

The report of the Head of Profession (Human Resources) & Transformation incorporating the Public Participation Strategy 2023 - 2028 was presented for the Executive’s consideration.

Councillor Carwyn Jones, Portfolio Member for Corporate and Customer Experience presented the report and said that under the Local Government and Elections (Wales) Act 2021, local authorities in Wales must produce a Participation Strategy which notes how local people are encouraged to take part in the Council’s decision-making process.  The strategy aims to encourage people to take part in the Council’s business and build on the success that the Council has achieved in engaging with residents as recognised by Audit Wales.  The Strategy includes examples of participation within the report.   A consultation exercise was undertaken with Council Officers for a four-week period.  A high percentage of respondents agreed with the content of the Strategy which shows support for the Strategy and the intention to review it regularly.  It was recognised that improvement is required as regards increased participation by children and young people in the Council’s decisions, looking at new methods of gathering and presenting feedback digitally and considering ways of reporting successes/lack of successes in terms of participation.   He noted that following today’s meeting of the Executive the Public Participation Strategy will be submitted to the full Council on 26 October, 2023 for ratification.

The Head of Profession (Human Resources) and Transformation reported that work has been undertaken for several years as regards to public participation in encouraging residents to respond to consultation process within the Council.  She noted that the Strategy will give the Authority a platform and a firm foundation to improve public participation.   The Programme Manager reiterated that the Strategy formalises much of the work already taking place and that the Strategy is a strong foundation on which to build regarding further public participation in the future.

Councillor Gwilym O Jones, Vice-Chair of the Partnership and Regeneration Scrutiny Committee provided feedback from the Committee’s 17 October, 2023 meeting where the Public Participation Strategy 2023-2028 report had been scrutinised.  The Committee’s members raised as to how and why the Council needs to produce a participation strategy and how it will assist the Council to achieve its Council’s Plan.  Further questions were raised as to the processes and arrangements that will be put in place to make sure that the Authority complies fully with the requirements of the Strategy together with any financial implications.  Reference was made also to the contribution from local communities and the Town and Community Councils to promote engagement.  Councillor Gwilym O Jones confirmed that following its discussions the Committee had agreed to note the Public Participation Strategy and to recommend to the Executive and the full Council that the Strategy be adopted.  The Committee also recommended to the Executive and full Council to  authorise the Head of Profession (Human Resources) and Transformation in consultation with the Portfolio Holder – Corporate and Customer Experience to prepare the final document in accordance with the corporate format before uploading the document on the Council’s website.  The Committee further agreed that an action point be adopted that the Town and Community Councils Forum should discuss the role, purpose and the participation of Town and Community Councils to promote engagement and participation with the public when the Council consult on different issues. 

The Chief Executive said that the template for the Public Participation Strategy is currently being undertaken and the Welsh and English format needs to be consistent.  He noted that the legislation has required that a new work programme be established, and digital technology is the preferred platform to allow people the opportunity to engage, consult and to get more local residents to respond to public consultations.  However, opportunity should also be given to people who prefer not to use the digital platform available. 

Members of the Executive expressed that it is paramount to engage with resident when public consultation on different matters is sought.  It was expressed that it is important to have consultation and responses from young people.

The Leader said that there are examples that responses to consultation has risen and especially during consultation on the Council’s Plan. She noted that social media is used to engage and raise awareness of the work of the Council.  She referred to the volunteers within the local communities that promote and afford opportunities to residents and the engagement with School’s Forums and to voice of young people is paramount to any public consultation.  The Leader further referred to the Town and Community Councils Forum and the discussion that are undertaken in the quarterly meetings. 

It was RESOLVED:-

·       To note the Public Participation Strategy;

·       To recommend to the full Council that it adopts the Public Participation Strategy, that it is a live document, and it will be reviewed and updated regularly and will continue to build on successes thus far;

·       To authorise the Head of Profession (Human Resources) and Transformation in consultation with the Portfolio Holder – Corporate and Customer Experience to prepare the final document in accordance with the corporate format before uploading the document on the Council’s website.