Agenda item

To note the attendance by members of the Standards Committee at County, City, Town and Community Council meetings and to receive their reports.

Members of the Standards Committee reported upon their attendance at meetings as follows –

Councillor Barry Mellor reported no problems with recent County Council and Planning Committee meetings he had attended.  However poor attendance was a concern for some Scrutiny Committee meetings which was a difficult issue to resolve.  Councillors’ attendance records had recently been distributed to Group Leaders and shared with their groups but as the end of the Council term drew nearer and mergers progressed he felt attendance could continue to be a problem.

Councillor David Jones referred to his attendance at Derwen Community Council in Clawdd Newydd on 16 September 2015.  He had received the relevant paperwork for the meeting on arrival and the meeting had been well attended and well supported by the local County Councillor Eryl Williams.  Good discussions were held throughout the meeting on a range of local topics and the clerk had proved very able and experienced and the meeting well run.

Independent Member Julia Hughes provided a detailed overview of seven separate meetings she had attended, briefly summarised as follows –

Bryneglwys Community Council (1 February 2016) – The Chair had a good way of chairing, ensuring the meeting ran smoothly and items covered thoroughly.  The Clerk was very helpful, effective and efficient and assisted all those present.  All members were respectful of each other and participated in the meeting as appropriate and helped to ensure all areas were covered.

Llandrillo Community Council (5 February 2016) – The Chair, assisted by the Clerk, ensured the meeting ran smoothly and items covered thoroughly.  The Clerk was very helpful, effective and efficient and assisted all those present.  All members were respectful of each other and participated as appropriate and helped to ensure all areas were covered and helped agree actions to be taken and agreed to take responsibility for some of those actions as necessary.

Corwen Town Council (10 February 2016) – There was excellent input from the local County Councillor Huw Jones on a number of items.  The Chair, assisted by the Clerk, ensured the meeting ran smoothly and items were covered thoroughly and the Clerk was very efficient.  All members were respectful of each other and participated as appropriate and helped to ensure all areas were covered and helped agree actions to be taken and agreed to take responsibility for some of those actions as necessary.

Gwyddelwern Community Council (15 February 2016) – Meetings were usually conducted in Welsh and notes of the previous meeting, as entered into the minute book, were read out with no hard copies available.  Following the meeting it was explained that their web site was being developed.  There was a discussion about what the public might look for relating to community councils and having a bilingual site that was accessible to people in Welsh or English.  It was not clear whether the village notice board was used for notice of meetings and agenda.  The importance of accessibility and transparency was highlighted.  Meetings were conducted in Welsh and they did not want to go through the same issues as Cynwyd Community Council and would value some further guidance.  Ms. Hughes confirmed that she had emailed the Monitoring Officer and Deputy Monitoring Officer in that regard.

Llangollen Town Council (16 February 2016) – It was a very formal and professional meeting with many items discussed and agreements via proposals, seconding and voting.  The agenda was on a power point on the screen and every item had a written report on screen and pictures as appropriate.  Public agenda and papers file printed out and at back of the room.

Planning Committee – Denbighshire County Council (17 February 2016) – The meeting was viewed via the live webcast link and was very professional and well managed with good control by the Chair.  There were some issues with the feed following the Welsh translation and occasionally the sound feed for the English did not return for lengthy period of time.  The Monitoring Officer reported that the house style of minutes was subject to review by the Democratic Services Committee which may or may not result in any changes.  He also reported upon plans to extend and invest in the Council’s webcasting facilities which should improve performance.

Cynwyd Community Council (1 March 2016) – The language of the council was Welsh but the Clerk or any member of the council could translate if needed.  Most of the meeting focused on the development of the council’s website.  The difficulties in printing the minutes in the community newspaper was discussed and hoped to be resolved as soon as possible.  Reference was also made to the complaint and subsequent Ombudsman’s report that the council should also provide documents in English.  Some issues remained regarding development of the council’s website and accessibility of information.

The Chair thanked members for their feedback which had been positive overall.

RESOLVED that the verbal reports from members’ attending meetings be received and noted.