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Agenda and minutes

Democratic Services Committee
Thursday, 7th July, 2016 10.00 am

With effect from 1 April 2016 Agenda and Minutes will be available in both Welsh and English. Reports are working documents and produced in English only in accordance with Welsh Language Standard 41 of this Council’s Final Compliance Notice from the Welsh Language Commissioner.

Venue: Meeting Room 1, Guildhall

Contact: Marie Russell  Committee Officer

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies were submitted on behalf of Councillors William Baldwin and T Alan Edwards.

2.

Declarations of personal interests, if any

Minutes:

There were no declarations of interest.

3.

Confirmation of Minutes pdf icon PDF 71 KB

To confirm as a correct record the Minutes of the Meeting held on 3 March 2016.

Minutes:

The Minutes of the meeting held on 3 March 2016 were submitted.

 

AGREED – That the Minutes of the meeting held on 3 March 2016 be received and confirmed as a correct record.

 

Matters Arising

 

Minute 21 – Web-Casting of Council Meetings

 

Ongoing concerns from Members around the functionality of the microphones were noted and it was AGREED that the HoDS (SWD) would refer these concerns to the HoHE (SB).

4.

Variation in Order of Agenda Items

Minutes:

AGREED – That Agenda Item 5 – ICT Survey – be brought forward and taken at this time.

5.

ICT Survey

To consider the verbal report of the Head of Democratic Services

 

Minutes:

Germaine Hughes, ICT Manager, gave a brief verbal update highlighting her initial observation of the survey results.  She responded to Members questions accordingly thereafter.  The Head of Democratic Services advised that a full report detailing the results of the recent ICT survey would be presented to the Committee at its November meeting. 

 

During discussion it was noted in particular that Members had concerns around the functionality of their iPads; the ICT Manager confirmed that they were coming to the end of their natural life and advised that if a Good upgrade were approved as part of the ICT refresh in 2017, this would enable Members to manage their folders and filing systems more efficiently.

 

In terms of ICT training, Members felt that a training guide would assist them in identifying their specific training needs and that these could usefully be considered by the ICT Champion and with their Group Leaders to inform the member development programme.

 

AGREED:

 

(i)            That the update be noted;

 

(ii)          That the concerns of the Committee be noted and appropriate action be taken.

 

6.

Member Development Programme 2016/17 - Update pdf icon PDF 98 KB

To consider the report of the Head of Democratic Services

Minutes:

The Head of Democratic Services submitted a report (HCCS/70/16) to update Members on the progress of the Member Development Programme, to report on the take up for e-learning modules to date and future developments with regards to e-learning.

 

During discussion of the report, the following issues were highlighted:

 

·         HoDS to liaise with Training Team and Committee Team to ensure the monthly calendar of meetings included all training events, where possible.

·         HoDS to ensure, via Group Leaders that all 52 Members were aware of the training they were required to access (i.e. Core Training and e-learning Core Training). A number of Members were unaware that Equality training was a core training module.  They were frustrated that some core training modules could only be accessed via ITeC.

·         HoDS to ensure ease of access to e-learning for Members, to include possibly saving icon for e-learning on Members homepage and simple log in and guidance notes.

·         HoDS to note that Members felt strongly that they had attended training sessions through out the municipal year (though not via e-learning).

AGREED:

 

(i)            That the progress to date in implementing the Member Development Programme be noted;

 

(ii)          That the concerns of the Committee be noted and appropriate action taken.

7.

Member Annual Reports

To consider the verbal report of the Head of Democratic Services.

 

 

Minutes:

The HoDS gave a verbal update in respect of the Member Annual Reports 2015/16.  She stated that 19 forms had been returned to date and that these had all now been sent to translation.  It was hoped that they would all be published on both the English and Welsh website by the end of the current month.

 

The Chair stated the importance of encouraging submission of the Annual Reports.  She hoped that the published number of reports would at least match those published the previous year.

 

AGREED – That the update be noted.

8.

Forward Work Programme pdf icon PDF 76 KB

To consider the report of the Head of Democratic Services

Minutes:

The Head of Democratic Services submitted a report (HCCS/69/16) allowing Members to consider frequency of meetings and items for inclusion in a Forward Work Programme for the Committee during the current municipal year.

 

During discussion of the report, the following issues were noted:

 

·         Three meetings of the Democratic Services Committee were included in the Annual Calendar of Meetings, compared with only one in previous years.

·         Confirmation that there would be a full induction programme for Councillors. 

 

AGREED – That the update be noted.