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Agenda and minutes

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

No. Item


Apologies for absence


Apologies for absence were submitted on behalf of Councillors Michael Dixon, Paul Rogers, Barrie Warburton and Derek Wright.


Confirmation of Minutes pdf icon PDF 73 KB

To sign as a correct record the Minutes of the Meeting held on 8 March 2018



AGREED – That the Minutes of the Meeting held on 8 March 2018 be agreed as a correct record.


Update on Member Development pdf icon PDF 85 KB

To consider the report of the Head of Democratic Services


The Head of Democratic Services submitted a report (HCCS/46/18) updating Members on member development between 1 April 2018 and 30 June 2018 and allowing them to consider additional training and development needs.


The Workforce Development Lead introduced the report and responded to Members questions accordingly.  She invited Members to notify her of any identified training needs for the future. 


In response to concerns raised by Members around the cancellation of some training modules due to perceived lack of interest, the Workforce Development Lead advised that the admin procedure was currently under review.  She confirmed that if there was a demand for training it should go ahead.


Recognition that holding training events during day time hours and repeat sessions in the evening was beneficial.


The Workforce Development Lead reminded the Committee that they had the option to re-apply for Charter status.  Members felt that this would be beneficial, particularly as part of the criteria for obtaining the Charter referred to the quality of training provided.




(i)            That the report be noted;

(ii)          That the Workforce Development Lead issue the criteria for obtaining Charter status to Members of the Committee and request feedback on whether they wish to re-apply for Charter status.  Feedback to be provided at the November 2018 meeting.


Webcasting of Council Meetings pdf icon PDF 112 KB

To consider the report of the Head of Democratic Services.





The Head of Democratic Services Committee submitted a report (HCCS/41/18) allowing the Committee to consider the practicalities and implications of webcasting all Council meetings.


The Head of Democratic Services Committee introduced the report, referring in particular to the four options available, advising that Option 2 would allow for more Scrutiny Committee meetings to be webcast.


During discussion of the report, the following points were noted, in particular:


·         A number of Members felt that a 6/12 month archive facility was not sufficient and should be increased beyond this period.

·         Whilst Members acknowledged that the Council had control over the broadcast they sought clarification as to whether the Council owned the footage/ had copyright.

·         One Member suggested that all meetings should be webcast in order that Members could be held to account.  If it was not possible to archive beyond 12 months it was suggested that a transcript of the meetings could be made available.

·         The need to consider other options outside of Public i for webcasting including the option of an ‘in house’ facility or YouTube. 

·         Consideration to be given to procuring on a regional basis

·         Some Members raised concern that the Council were only leasing the webcasting equipment from Public i .  They understood that the initial funding from Welsh Government would be used to purchase equipment.




(i)            That a Task and Finish Group be established to consider the issues raised in more detail.

(ii)          That a meeting of the Democratic Services Committee take place early September 2018 to consider which option should be recommended to Council.

(iii)         Members of the Committee receive the following information :

(a)  Clarification on whether archived webcast recordings could currently be accessed by Members and if so, confirmation of the procedure.

(b)  Confirmation on who owned the webcast copyright and if the Council came out of its contract with public i would they keep the webcast archives.


Forward Work Programme pdf icon PDF 134 KB

To consider the report of the Head of Democratic Services.


The Head of Democratic Services submitted a report (HCCS/45/18) which enabled consideration to be given to items for inclusion in the Forward Work Programme for the Committee during the current municipal year.


AGREED – That the Schedule of Meetings and Forward Work Programme as set out in report HCCS/45/18 be approved.


Any other items which the Chair decides are urgent


Annual Reports


The Head of Democratic Services Committee reminded Members that they were invited to submit their Annual Reports by the end of July 2018 for publishing on the Welsh and English websites in September 2018.


Remote Access to Meetings


The Chair reminded Members that the Council had written to Welsh Government previously with regards to the remote access of meetings and how this would impede on issues of confidentiality.  It was agreed that the Chair, on behalf of the Committee would follow up this query.