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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 3, Guildhall

Contact: Marie Russell  Committee Officer

Items
No. Item

33.

Apologies for absence

Minutes:

An apology for absence was submitted on behalf of Councillor John McCusker.

34.

Confirmation of Minutes pdf icon PDF 64 KB

To sign as a correct record the Minutes of the Meeting held on 5 July 2018.

 

Minutes:

AGREED – That the Minutes of the Meeting held on 5 July 2018 be agreed as a correct record.

35.

Update on Member Development pdf icon PDF 85 KB

To consider the report of the Head of Democratic Services.

Additional documents:

Minutes:

The Head of Democratic Services submitted a report (HCCS/52/18) updating Members on the Member Development Strategy which had been updated in July using feedback from the Member survey.

 

The Workforce Development Lead introduced the report and responded to Members questions accordingly. 

 

During discussion the following points were raised in particular:

 

·         Responses from the Member survey evidenced an appetite to re-apply for WLGA Wales Charter status.  It was noted that this was a straightforward application process. 

·         WCBC already met the majority of the criteria required for obtaining Charter status.

·         A number of Members stressed the need to ensure that there was full support from all 52 Members for the Charter application and that Group Leaders put appropriate pressure on their group to commit accordingly.  The Workforce Development Lead advised that whilst all Members must be given the opportunity to complete a PDR, the Lead Members were required to complete a Personal Development Review (PDR) in order to meet Charter status.

 

AGREED –

 

(i)    That the Committee recommends to Council

 

-       adoption of the revised Member Development Strategy.

 

-       adoption of the WLGA GUIDANCE FOR AUTHORITIES PLANNING TO IMPLEMENT PERSONAL DEVELOPMENT REVIEWS FOR MEMBERS as the Council’s policy for Member PDR.

 

-       the submission of an application for WLGA Wales Charter for Member Support and Development status.

 

(ii)  That the Committee monitors progress in relation to the development of the Charter application.

 

36.

Webcasting of Council Meetings pdf icon PDF 152 KB

To consider the report of the Head of Democratic Services.

 

Minutes:

The Head of Democratic Services submitted a report (HCCS/52/18) allowing Members to consider the practicalities and implications of expanding the webcasting of Council meetings.

 

The Head of Democratic Services Committee introduced the report and responded to Members questions accordingly thereafter.

 

The Committee commended the work of the Task and Finish Group which had explored in greater detail the practicalities and implications of expanding the webcasting of Council meetings.

 

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

 

·         The extension of the webcasting service would serve to strengthen public engagement and display openness and transparency.

·         Concern was expressed from some Members around the charges imposed on WCBC when requesting access to footage which it owned.

·         Any existing archived footage would be transported back to WCBC regardless of whether the contract was renewed.

·         The option of providing good quality transcript would not prove cost effective at the present time.  Options relating to this could expand in the future with the ongoing improvements in technology.

·         Some concern that the Council Chamber did not lend itself to the less formal nature of Scrutiny Committees and that Meeting Room 1 was a better venue for the webcasting of these smaller meetings.

·         The need to carry out some soft market testing in the next 12 months around what WCBC wanted to achieve and how it could meet its objective.

·         Suggestion that other external venues should be considered for webcasting of Council meetings i.e. Ty Pawb and Resource Centres.  Officers stressed that IT requirements were not available at Ty Pawb.

·         The need to invest in the refurbishment of the Council Chamber to support long term use of webcasting.

·         The vast majority of neighbouring Local Authorities used Public-i for webcasting and therefore no sensible conclusion could be drawn from a cost comparison exercise.

 

AGREED –

 

(i)            That the Committee recommend to Council that the leasing of a webcasting system for Meeting Room 1 be approved with a view to webcasting scrutiny committees where possible from that room, subject to available budget.

(ii)          A further report be presented to Democratic Services Committee on the following:

 

(a)       A review of the current arrangements for archiving recordings to consider alternative methods for 6 month availability of recordings.

(b)       The Council’s Webcasting Protocol be reviewed taking into consideration the Council’s ICT & Digital Strategy 2017 – 2020.