Agenda item

To receive a verbal report from Julia Hughes (Independent Member).

 

Independent Member Julia Hughes (JH) referred to previous discussions on the electronic publication of information from City, Town and Community Councils (CTCCs), which was now mandatory, and highlighted the need for easy access to information. 

 

As agreed at the previous meeting she provided a detailed summary of the voluntarily audit undertaken to assess the accessibility of information from the websites of the following nineteen City, Town and Community Councils (CTCCs):-

 

Denbigh, Derwen, Dyserth, Efenected, Gwyddelwern, Henllan, Llanarmon yn Ial, Llanbedr D.C., Llandegla, Llandrillo, Llandyrnog, Llanelidan, Llanfair D.C., Llanferres, Llangollen, Llangynhafal, Llanrhaeadr, Llantysilio, Llanynys.

 

The areas examined and information sought from the audit included:-

 

-               The provision of a website and its accessibility

-               Availability of the minutes of the previous meeting

-               Details of the date, time and venue of next meeting, and access to agendas

-               Provision of regular updates

 

JH explained that with regards to areas to be examined, she had included columns pertaining to bilingual provision and any general notes.

 

The following salient points were highlighted from the exercise undertaken:-

 

·                         A number of Councils were failing to meet the mandatory requirements.  However, it was noted that there was also a lot of good practice.

·                           There should be a requirement for all CTCC’s to have a link to the Denbighshire website.

·                         Some websites were out of date.

·                         The need to ensure that website links were correct and updated.

·                         Not all websites were bilingual, and the importance of the provision of information bilingually was highlighted.

·                         In some instances websites were currently under development.

·                         A number of websites had standard agendas which never changed.

·                         In some instances electronic forms were provided for contact purposes.

·                         There being benefits by providing multiple means of accessing information.

·                         A need to note that much of the work is undertaken on a voluntary basis.

·                         The need for clarification in respect of mandatory and desirable provision.

·                         Consideration be afforded to the provision of training for Clerks of CTCC’s.

 

The Committee were informed by the MO that concerns had been raised regarding the availability of resources with respect to the provision and maintenance of websites, particularly for smaller rural Councils.  He also explained that Clerks to CTCC’s were only paid for a specified number of hours.

 

With the approval of Members, the MO agreed that the outcome of the discussions in respect of the audit undertaken by JH be forwarded to the Community Engagement Manager, who liaised on a regular basis with CTCC’s and could convey the views expressed to the respective Councils and the matters could be addressed on a semi aspirational basis.  He also outlined the remit of the Standards Committee and explained that the issues discussed were not necessarily Code of Conduct matters.

 

Councillor W.L. Cowie referred to the approach adopted by St Asaph City Council with regard to the bilingual policy and the provision of information through the medium of Welsh.  At the request of Councillor Cowie, the MO agreed to contact the Lead Officers on the Welsh Language Standards in Denbighshire, with a view to liaising and providing advice and assistance to the Clerk of St Asaph City Council in respect of the Welsh Language Policy.

 

The importance of specifying the timescales involved was highlighted, as information provided in the report would be subject to change following its production. 

 

The Chair thanked JH for the hard work undertaken in producing the information, which would enable the Committee to monitor trends and make suggestions for future improvements.  The Committee confirmed that it would receive a written update report at its meeting in March, 2016, as specified in the Committee’s forward work programme. 

 

RESOLVED – that the Standards Committee:-

 

(a)             receive and note the contents of the report presented by Independent Member Julia Hughes,

(b)             the outcome of the discussions in respect of the audit be forwarded to the Community Engagement Manager, who would be requested to liaise with the City Town and Community Council’s in respect of the matters raised.

(c)             the Monitoring Officer contact the Lead Officers on the Welsh Language Standards in Denbighshire, with a view to providing advice and assistance to the Clerk of St Asaph City Council in respect of the Welsh Language Policy, and

(d)             a written update report be presented to the March, 2016 meeting of the Committee.

         (GW to Action)