Agenda item

Amendment to the Constitution of Neath Port Talbot County Borough Council in respect of the size and composition of Planning Committees

Minutes:

RESOLVED:    that the Constitution of Neath Port Talbot County Borough Council be amended in line with the amendments set out in Appendix 1 to the circulated report.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex A

Meanings – Policy and Budget Framework

(a) Policy framework. The policy framework means the following plans and strategies:-

(i) those required by The Local Authorities Executive Arrangements  (Functions and Responsibilities) (Wales) Regulations (Schedule 3) to be adopted by the Council:

·        Single Integrated Plan/Well-being Plan

·        Corporate Improvement Plan and Annual Report/Well-being

     Objectives and Well-being Statement

·        Regional Transport Plan;

·        Unitary Development Plan;

·        Local Development Plan;

·        Welsh Language Scheme/Standards;

·        Youth Justice Plan;

(ii) other documents to be adopted by the Council:-

·        Strategic Housing Functions including Local Housing Strategy

·        Regional Economic Strategy

·        Environmental Strategy 2008-2026

·        Asset Management Plans

·        Municipal Waste Strategy

·        Road Safety Strategy

·        Flood Risk Strategy

·        Access to Service Strategy/Digital by Choice

·        Air Quality Strategy

·        Equalities Strategies

·        Welsh in Education Strategic Plan (WESP)

·        Annual Council Reporting Framework (Social Services)

·        Corporate Parenting Policy and Annual Report

·        Freedom of Information Publication Scheme

·        Families First Plan

·        Communications Strategy

·        Community Development Delivery Plan

·        Communities First Delivery Plans and Performance Report

·        Older Persons’ Strategy

·        Licensing Policy

 

·          Such plans, strategies or policies not listed in this Appendix which are otherwise for determination by the Executive, but which the Executive considers should be referred to the full Council for its decision on whether it should, pursuant to the Local Authorities Executive Arrangements (Functions and Responsibilities) (Wales) Regulations 2007 (as amended), adopt such plans, strategies or policies as part of the Policy and Budget Framework (this being without prejudice to the right of the Council at any time under the above Regulations to add any plans, strategies or policies, to this Appendix).

 (b) Budget. The budget includes the allocation of financial resources to different services and projects, proposed contingency funds, setting the council tax and decisions relating to the control of the Council’s borrowing requirement, the control of its capital expenditure and the setting of virement limits.  Members to also take account of Forward Financial Planning, use of Reserves and Treasury Management

(c) Housing Land Transfer. Housing Land Transfer means the approval or adoption of applications (whether in draft form or not) to the National Assembly for Wales for approval of a programme of disposal of 500 or more properties to a person under the Leasehold Reform, Housing and Urban Development Act 1993 or to dispose of land used for residential purposes where approval is required under sections 32 or 43 of the Housing Act 1985.

 

 

Executive Arrangements

 

 

Note: the Cabinet Boards are “Cabinet Committees” under the Local Government Act 2000

Annex B

CABINET FUNCTIONS       

To discharge with delegated authority the following functions :-

General

(1) strategic leadership and direction; responsibility for the economic, social and environmental well-being of the area within the Council’s policy and budgetary framework, and the three guiding principles of sustainability, social inclusion and equalities.

(2) developing and proposing to the full Council, those plans and strategies which are set out under the Council’s terms of reference as the policy and budget framework (2007 Regulations) or approving such other executive plans or strategies which are for the executive to determine

 

(3) proposing the annual budget to the full Council for approval, including the allocations to different services and projects, proposed taxation levels and contingency funds (2007 Regulations)

 

(4) consulting the relevant Overview and Scrutiny Committees in the development of the policy and budget framework, and such other matters as deemed appropriate

 

(5) the search for Improvement and receiving the outcome of reviews from Overview and Scrutiny Committees

 

(6) taking in-year decisions on resources and priorities (together with other stakeholders and partners in the local community as appropriate) to deliver the budget and policies decided by the full Council i.e. implementing the policies and spending the budget in accordance with the policy framework and the Council’s financial rules and regulations.  The Executive will then be accountable to the Council and the public for its decisions – and it will be able to take decisions within a virement limit set out in financial procedure rules of the requisite budget if the decisions are in line with the policy and budget framework.

(7) dealing with emerging issues.

(8) dealing with unexpected events (e.g. civil contingencies/emergencies).

(9) continuing to develop partnerships with other public, private, voluntary and community sector organisations to address local needs.  

 

(10) delivering services in line with the adopted policies and budgets, including electronic service delivery

 

(11) consulting other relevant Committees of the Council in other matters e.g. Planning Committee in the case of the Local Development Plan.

 

(12) responding to any recommendations of Overview and Scrutiny Committees

 

(13) compulsory purchase orders where appropriate to executive functions.

 

(14) to determine any arrangements for the discharge of executive functions directly by or jointly with another Authority or Authorities (unless being matters within the purview of the Council)

 

(15) to deal with the following functions on a “local choice basis” (Schedule 2 of 2007 regulations) :-

 

·       receive and approve the outcome of Reviews from  Overview and Scrutiny Committees or from Officers

·       any local Act functions delegated by the Council other than a function specified or referred to in Schedule 1 of the 2007 Regulations.

 

·       make appointments to outside bodies if relevant to executive functions

 

·       control of pollution (air, water, land), related statutory nuisances and other environmental protection functions, incorporating in particular the functions 10-15 of schedule 2 of the “local choice” regulations 2007.

 

·      Making of agreements for execution of highway works – s 278 Highways Act 1980.

·        Obtaining of particulars of persons interested in land under Section 16 of the Local Government (Miscellaneous Provisions) Act 1976

 

·      functions in respect of Council Tax base as specified in the Regulations

 

·      functions in relation to the revision of decisions made in connection with claims for housing benefit or Council Tax benefits (note: appeals under section 68 and Schedule 7 to the Child Support Pensions & Security Act 2000 are to an independent tribunal)

 

·      maladministration issues under section 92 of the Local Government Act 2000 (except for section 19 Ombudsman reports under the 2005 Act) – and also under sections 21 & 34 of the Public Services Ombudsman (Wales) Act 2005.

 

(16) draft the Corporate Plan, including the identification of the Council’s Well-being objectives, well-being statement and priorities for improvement during the plan period; consult the Cabinet Overview and Scrutiny Committee and any other Scrutiny Committee as deemed appropriate and recommend to Council.

 

“ draft the Annual Report, accounting for the extent to which the Council has delivered the improvement identified in the Corporate Improvement  Plan”

 

(17) executive overview (a) of implementation and monitoring of Improvement and action plans that respond to recommendations made by the Council’s external regulators (b) of Wales Audit Office Reports (c) of executive performance management; and to receive any recommendations in this respect from Cabinet Committees or the “principal” Overview and Scrutiny Committee

 

(18) health and safety as employer and other personnel related policies/issues the responsibility of the executive (note : also to be able to discuss personnel related issues which are non executive functions and to comment to the Personnel Committee responsible for such matters)

 

(19) initiate planning applications as appropriate to executive functions

 

(20) institute or defend any legal proceedings, including those of Tribunals, Arbitrations and forums involving dispute resolutions in relation to matters which are the responsibility of the executive.

 

(21) all of the local authority’s functions including those hereafter (except functions which by statute, regulations or local choice are not executive functions); and to be able to deal with any executive matters which are otherwise delegated to Cabinet Committees or Officers.

 

CABINET FUNCTIONS

 

(Specific)

 

The following are some specific executive functions for Cabinet to discharge with delegated authority but these are not exhaustive and must be construed in the context that the Cabinet may discharge with delegated authority all of the Authority’s functions, except functions which by statute, regulations or local choice are not executive functions.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Cabinet Committees hereunder are delegated to discharge any executive functions in relation to the matters listed under the respective headings namely:

 

Policy and Resources Cabinet Committee

Three members holding cabinet portfolios 1,3 and 4

All matters under 1,2 3 and 4 above and any other related matters not so listed. If deemed urgent by the Leader or in his absence the Deputy Leader any matters under 5,6,7,8,9 or 10, or any related matter not listed, this with the agreement also of the relevant cabinet member who may attend the meeting for the item as a non-voting member (unless substituting as a voting member under the Executive Procedure Rules).

 

Social Care, Health and Well-being Cabinet Committee

Two members holding cabinet portfolios 6 and 7.

All matters under 6 and 7 and any other related matters not so listed.

 

Education, Skills and Culture Cabinet Committee

Two members holding portfolios 7 and 8.

All matters under 8 and any other related matters not so listed.

 

Regeneration and Sustainable Development Cabinet Committee

Two members holding portfolios 5 and 10.

All matters under 5 and 10 and any other related matters not so listed.

 

Streetscene  and Engineering

Two members holding portfolios 9 and 10.

All matters under 9 and any other related matters not so listed.

 

The Cabinet Committees are also delegated to discharge executive functions as follows in relation to the matters referred to above:

a)    Deal with any matters referred from Cabinet

b)    Work closely with the relevant Overview and Scrutiny Committees, particularly in pre-scrutiny

c)     

  • Monitor the performance of services, paying particular attention to the priorities for improvement set out in the Corporate Plan;
  • Compare the performance of the Council’s services over time and with other authorities who provide similar services;
  • From time to time, consider whether to exercise the power to collaborate;

d)    Implement and monitor improvement actions following improvement or efficiency reviews

e)    Implement and monitor recommendations arising from the Wales Audit Office reports;

f)     Implement and monitor service-related requirements arising from the Wales Audit Office Annual Improvement Report

g)    Manage operational land and property

h)    Authorise expenditure from approved budget limits on matters within their purview and recommend any virements, where appropriate, to Cabinet and Council;

i)      Any executive matters which are otherwise delegated to officers which relate to the functions of the committee;

j)      The other general matters specified for the Cabinet in Annex G as it relates to the functions of the Cabinet Committees

 

Cabinet Portfolios

 

The Council may determine at any time that individual cabinet members can discharge executive functions. But in the absence of any such formal delegations, the Council will in any event determine “cabinet portfolios” for individual cabinet members – a “portfolio” being a range of issues apportioned to a cabinet member but without authority to formally discharge executive functions individually unless so authorised by Council in this Constitution. Such delegated authority is not currently given under this Constitution to cabinet members to discharge executive functions individually. The broad range of cabinet portfolio issues are set out below:

 

  1. Community and Strategic Leadership
  • Political Leadership
  • Policy and Strategic Resource Planning
  • Democratic Services/Member Support
  • Well-being Plan/Public Services Board
  • Overview of regional and wider area collaborative working arrangements
  • Corporate Governance and Risk Management

 

Related Strategies/Themes

  • Well-being Plan
  • Corporate Plan, including well-being objectives, well-being statement and improvement objectives
  • Annual Governance Statement

 

Other:

  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Any overview issues related to the corporate management of the Chief Executive’s Office as a whole
  • Public Services Board matters

 

  1. Transformation/Deputy Leader
  • Transformation
  • Innovation and Best Practice
  • Income Generation  - Policy and Strategy
  • Digital Champion
  • Deputising for the Leader of Council
  • Co-ordination of the forward work programme
  • Communications and community/public relations
  • Voluntary Sector and External Partnerships overview

 

Related Strategies/Themes

  • Communications Strategy
  • Voluntary Sector Compact
  • Digital by Choice

 

  1. Finance
  • Budget strategy and Forward Financial Plan
  • Budget monitoring
  • Treasury Management
  • Income Generation – Policy implementation
  • Revenues and housing benefits
  • Debt write off

 

Related Strategies/Themes

  • Forward Financial Plan
  • Budget
  • Income Generation Policy

 

Other

  •  Functions in respect of calculation of council tax base, as specified in Schedule 2 of the Local Authorities (Executive Arrangements) (Functions and Responsibilities) (Wales) Regulations 2007 as amended hereafter the 2007 Regulations being Sections 33 (1), 44 (1), 34 (3), 45 (3), 48 (3) and (4) of the Local Government Act 1992
  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Any overview issues related to the corporate management of the Finance and Corporate Services Directorate as a whole

 

  1. Corporate Services and Equalities
  • Corporate Support  and Performance Management
  • Social inclusion, including welfare reform, poverty, equalities, Welsh Language, community development, BME Forum, Disability Groups and Lesbian/Gay/Bisexual/Transgender Forum
  • Legal Services, including Coroner, Registration and Margam Crematorium
  • Executive personnel policy/issues
  • Occupational Health and Safety as an employer
  • Customer Services
  • ICT
  • Procurement
  • Trade Union relationships/Staff Council

Related Strategies/Themes

  • Procurement Strategy
  • Freedom of Information and Data Protection
  • People Management Strategy
  • Strategic Equality Plan
  • Welsh Language Standards

Other

  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above

 

  1. Community Safety and Public Protection
  • Community Safety matters
  • Counter-terrorism and extremism
  • Violence Against Women, Domestic Abuse and Sexual Violence
  • Anti-Social Behaviour
  • Substance Misuse and Area Planning Board
  • Business Continuity Planning and Emergency Planning
  • CCTV
  • Environmental Health, including pollution control and contaminated land, food safety, private drains and sewers, housing enforcement and tobacco protection
  • Trading Standards, including animal welfare

Related Strategies/Themes

  • Trading Standards Performance Plan
  • Food Law Enforcement Plan
  • Tobacco Protection Plan
  • Community Safety Strategy
  • Violence Against Women, Domestic Abuse and Sexual Violence Strategy
  • Area Planning Board Commissioning Strategy
  • Major Incident Plan and related plans
  • Air Quality Strategy

Other

  • Functions
  •  Functions of Schedule 2 of the 2007 Regulations as follows:

o    Any function relating to contaminated land.

o    The discharge of any function relating to the control of pollution or the management of air quality.

o    The service of an abatement notice in respect of a statutory nuisance.

 

o    The passing of a resolution that Schedule 2 to the Noise and Statutory Nuisance Act 1993 should apply in the authority's area.

o    The inspection of the authority's area to detect any statutory nuisance.

o    The investigation of any complaint as to the existence of a statutory nuisance.

    •  
  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Community safety and related community safety partnership matters, including drug and alcohol misuse, anti-social behaviour enforcement
  • Area Planning Board
  • Violence Against Women, Domestic Abuse and Sexual Violence Leadership Group

 

  1. Adult Social Services and Health
  • Adult community care services
  • Older people’s community care services
  • Welfare Rights
  • Older persons generally, including Older Persons Council
  • Health partnerships and integrated services
  • Homelessness
  • Supporting People
  • Safeguarding
  • Support to Fostering and Adoption  Panels

 

Related Strategies/Themes

  • Older Persons Strategy
  • Supporting People,  Older Persons and Carers Champion
  • Population Assessment and Area Plan

Other

·      Adult Social Services functions under the Social Services and Well-being (Wales) Act 2014

  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Any overview issues related to the corporate management of the Social Services, Health and Housing Directorate as a whole
  • Western Bay Health and Social Services Collaborative

 

 

 

  1. Children’s Social Services
  • Children in Need and families
  • Youth Offending Service
  • Hillside Secure Unit
  • Team Around the Family
  • Corporate Parenting
  • Safeguarding
  • Adoption and Fostering arrangements

 

Related strategies/Themes

  • Youth Justice Plan
  • Population Assessment and Area Plan

 

Other

·      Children and Young People Social Services functions under the Social Services and Well-being (Wales) Act 2014

  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Western Bay Health and Social Services Collaborative

 

  1. Education, Skills and Culture
  • Integrated Planning and Commissioning for Children’s Services – under Part 5 - Children’s Act 2004 (Cabinet Member is Lead Member as required in the Act)
  • Think Families Partnership
  • Children’s Rights
  • Children’s Playschemes
  • Youth Service
  • Youth Council
  • School Improvement and Inclusion
  • Lifelong Learning, adult education, post-16 provision
  • School governors
  • School reorganisation (Strategic School Improvement Programme)
  • Communities First and community development
  • Children’s Zones
  • Community Centres
  • Libraries
  • Margam Park, Gnoll Park, Afan Argoed
  • Sports  Development and Leisure Services
  • Cultural services
  • Additional Learning Needs

Related Strategies/Themes

  • Play Strategy
  • Childcare Strategy
  • Welsh in Education Strategic Plan
  • Youth Engagement and Progression Framework
  • Families First Plan
  • Leisure and Culture Strategy

Other

  • Education Trust Fund
  • As Local Education Authority
  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Any overview issues related to the corporate management of the Education, Leisure and Lifelong Learning Directorate as a whole
  • Education Regional Working (ERW)
  • Functions specified in Schedule 2 of the 2007 Regulations in respect of approval by a local authority under Section 51 or a determination by a local authority under Section 53 of the Schools Standards and Organisation (Wales) Act 2013

WESP Forum

           

  1. Streetscene and Engineering
  • Engineering and Highways
  • South Wales Trunk Road Agency
  • Coastal Protection
  • Road Safety
  • Highway Development Control
  • Traffic Orders
  • Transport Policy
  • Concessionary Fares
  • Passenger/community transport
  • Land Drainage
  • Flood Defence
  • Fleet Management and Maintenance
  • Highways Maintenance and Operations
  • In-house Building Services
  • Public Lighting
  • Neighbourhood Services and Management
  • Grass Verge and associated landscaping
  • On and off street parking
  • Highway Asset Management
  • Maintenance and management of other parks, playgrounds, sports fields, bowling greens etc
  • Grounds maintenance, arboricultural services
  • Japanese Knotweed
  • Cemeteries
  • Waste management, including recycling
  • Regional Waste Plan
  • Dog and animal impounding
  • Pest Control
  • Litter enforcement
  • Bus Shelters

Related Strategies/Themes

  • Local Transport Plan
  • Waste Strategy
  • Active Travel Plan

Other

o     Functions of Schedule 2 of the 2007 Regulations in respect of the making of agreements for the execution of highways works

    • NPT Waste Management Company Limited (as shareholder)
  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above

                                                

10.Regeneration and Sustainable Development

  • Sustainability
  • Environmental Stewardship/quality including biodiversity
  • Countryside Access including Footpaths, bridleways, public paths, rights of way, definitive map
  • Active Travel
  • Canals
  • Housing, including private sector renewal, disabled facilities grants, registered social landlords, housing association partnerships and housing strategy
  • Economic Development and Regeneration
  • Business services and grants/loans to businesses
  • Industrial Estates
  • Baglan Energy Park
  • Coed Darcy
  • Aberavon Seafront Strategy
  • Town Centre Strategies
  • Valley Strategies
  • Employability programmes
  • Europe and European Funding
  • Planning Policy and Guidance
  • Regional Plan
  • High Hedges
  • Architectural Design
  • Construction project management
  • Promotion of high quality design
  • Asset Management and Asset Sponsorship
  • Estate Management (non-housing/non-operational property)
  • Estates and Valuation ( including acquisition and disposal of land/property)
  • Facilities Management, including catering and cleaning
  • Energy Management
  • Enterprise Zone
  • Street Naming
  • Development Management
  • Building Control

 

Related Strategies/Themes

  • Regional Economic Development Strategy/City Region
  • Local Development Plan
  • Regional Plan
  • Asset Management Strategy
  • Environmental Strategy
  • Biodiversity Plan
  • Retained Strategic Housing responsibilities
  • Local Housing Strategy and relevant sub-strategies

 

Others

  • Residual planning functions – eg preparation of supplementary planning guidance, designation of conservation areas, areas of archaeological interest and nature reserves, removal of permitted development rights through Article 4 directions
  • Obtaining particulars of persons interested in land (s16 Local Government[Miscellaneous Provisions] Act 1976)
  • Monitor quarterly budget and performance in securing continuous improvement of all the functions listed above
  • Any overview issues related to the corporate management of the Environment Directorate as a whole
  • Obtaining of information under s 300 Town and Country Planning Act 1990 as to interest in land.
  • Functions of Schedule 2 of the 2007 Regulations relating to  The obtaining of information under section 330 of the Town and Country Planning Act 1990 as to interests in land and the obtaining of particulars of persons interested in land under section 16 of the Local Government (Miscellaneous Provisions) Act 1976.
    •  
  • City Region Partnership

 

 

 

The Cabinet Committees are also delegated to discharge executive

functions as follows in relation to the matters referred to above:-

 

(a)   deal with any matters referred from Cabinet

 

(b)   work closely with the relevant Overview and Scrutiny Committees, particularly in pre decision-scrutiny.

 

(c)

·             Monitor the performance of services, paying particular attention to the priorities for improvement set out in the Corporate Plan;

·             Compare the performance of the Council’s services over time and with other authorities who provide similar services;

·             From time to time consider whether to exercise the power to collaborate

 

(d)   implement and monitor improvement actions following improvement or efficiency reviews

 

(a)   implement and monitor recommendations arising from the Wales Audit Office Reports.

 

(b)   implement and monitor service related requirements arising from the Wales Audit Office  Annual Improvement Report

 

(c)   manage operational land and property

 

(d)   authorise expenditure from approved budget limits on matters within their purview, and recommend any virements where appropriate to Cabinet or Council

 

(e)   any executive matters which are otherwise delegated to officers which relate to the functions of the Committee

 

(f)     the other general matters specified for the Cabinet in Annex G as they relate to the functions of the Cabinet Committees.

 

 

 

 

MEMBERSHIP ARRANGEMENTS

 

 

LEADER / CABINET EXECUTIVE

(Cabinet – 10)

 

Portfolio 1

Community and Strategic Leadership

 

 (Leader)

Cllr R G Jones

Portfolio 2

Transformation

 

(Deputy Leader)

Cllr A J Taylor

 

Portfolio 3

Finance

 

Cllr C Clement-Williams

Portfolio 4

Corporate Services and Equalities

 

Cllr D Jones

Portfolio 5

Community Safety and Public Protection

 

Cllr D W Davies

Portfolio 6

Adult Social Services and Health

 

Cllr P D Richards

Portfolio 7

Children’s Social Services

 

Cllr A Lockyer

Portfolio 8

Education, Skills and Culture

 

Cllr P A Rees

Portfolio 9

Streetscene and Engineering

 

Cllr E V Latham

Portfolio 10

Regeneration and Sustainable Development

 

Cllr A Wingrave

CABINET BOARDS

 

 

Policy and Resources Cabinet Board (3):

 

Cllr R G Jones (OR Cllr A.J.Taylor) and Cllr C Clement-Williams and

Cllr D Jones

 

 

 

Social Care, Health and Wellbeing (2):

 

Cllr P D Richards and Cllr A Lockyer

                                    

 

 

 

Education, Skills and Culture Cabinet Board (2):

 

Cllr A Lockyer and Cllr P A Rees

 

 

 

 

Regeneration and Sustainable Development Cabinet Board (2):

 

Cllr D W Davies and Cllr A Wingrave

                              

 

 

 

Streetscene and Engineering Cabinet Board (2):

 

Cllr E V Latham and Cllr A Wingrave

 

 

Notes:  (1)    If any Cabinet Board Member is unable to attend, any other Cabinet Member may substitute as a voting Member on the Cabinet Board. 

              (2)   Leader and Deputy Leader, as of right, may attend any Cabinet Board; other Cabinet Members may also be invited to attend other Cabinet Boards depending on the issues.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex C

SIZE OF COUNCIL COMMITTEES AND APPORTIONMENT OF SEATS TO THE POLITICAL GROUPS  - 2017/2018 as at 11 May 2017

 

 

COUNCIL COMMITTEES

 

TOTAL NO. OF SEATS

64

 

Labour

(43)

67.19%

 

Plaid

Cymru

 (15) 23.44%

 

 

Independent

Democrats (6) 9.38%

 

 

POLICY AND RESOURCES SCRUTINY COMMITTEE                              

 

16

 

11

 

4

 

1

 

SOCIAL CARE, HEALTH AND WELLBEING SCRUTINY COMMITTEE

 

13

 

9

 

3

 

1

 

EDUCATION AND CULTURE SCRUTINY COMMITTEE

 

 15† (+8)

 

 

10

 

3

 

2

LEISURE AND CULTURE SCRUTINY SUB-COMMITTEE

9

6

2

1

 

REGENERATION AND SUSTAINABLE DEVELOPMENT SCRUTINY COMMITTEE

 

 

12

 

8

 

3

 

1

COMMUNITY SAFETY AND PUBLIC PROTECTION SUB-COMMITTEE

9

6

2

1

 

STREETSCENE AND ENGINEERING SCRUTINY COMMITTEE

 

 

12

 

 

8

 

3

 

1

 

PLANNING COMMITEE

 

 

12

 

8

 

3

 

1

 

REGISTRATION AND LICENSING COMMITTEE f

 

 

15

 

 

10

 

3

 

2

 

*LICENSING AND GAMBLING ACTS COMMITTEE f

 

 

*Licensing and Gambling Acts Sub Committee

 

15

 

 

3

 

10

 

 

2

 

3

 

 

1

 

2

 

 

0

 

AUDIT COMMITTEE

 

  12†(+1)

 

8

 

3

 

1

 

DEMOCRATIC SERVICES COMMITTEE

 

12

 

8

 

3

 

1

 

PERSONNEL COMMITTEE

 

12

 

8

 

3

 

1

 

SPECIAL APPOINTMENTS COMMITTEE

 

9

 

6

 

2

 

1

 

TOTALS

 

 

176

 

118

 

 

41

 

 

17

 

 

 

 

 

 

 

*APPEALS PANEL

 

*(Appeals Panel Substitutes)

 

(5)

 

(20)

 

3

 

13

 

1

 

5

 

1

 

2

 

*(STANDARDS COMMITTEE)

*(Standards Committee Substitute)

 

(2)

 

(1)

 

2

 

1

 

0

 

0

 

0

 

0

 

STAFF COUNCIL

 

 

 

12

Cabinet Members

Opposition Leader or sub

Opposition Leader or sub

 

 

 

 

 

 

Notes:     (1)      †  In context of voting co-optees  - 4 voting Co-optees (with 4 non voting Co-optees) for the Scrutiny Committee; 1 voting Lay Member for the Audit Committee. 

                    (2)      f Registration and Licensing / Licensing and Gambling Acts Committees – same Chair/Vice Chair and Committee Membership. 

                    (3)      #  Comprises Chair & Vice Chair of the Committee plus one other Member on a rota/availability basis  

                    (4)      * 1989 Act does not apply.  Separate substitute arrangements also.

 

 

 

 

 

 

Annex D

SCRUTINY COMMITTEES

 

POLICY AND RESOURCES  (including Cabinet Scrutiny) (16)

 

Chairperson:

 

 

A N Woolcock

 

Vice Chairperson:

 

 

S Rahaman

 

Members: Labour

 

 

M.Crowley, S.Freeguard, M.Harvey,H.N.James, L.Jones, S.Miller, S.M.Penry, A.L.Thomas, J.Warman

 

Members: Plaid Cymru

 

 

L.M.Purcell, A.Llewelyn, J.D.Morgan, C.Edwards

 

Members: Independent Democrats

 

 

S.K.Hunt

 

 

 

SOCIAL CARE HEALTH AND WELLBEING (13)

 

Chairperson:

 

 

A.Llewelyn

 

Vice Chairperson:

 

 

S.Freeguard

 

Members: Labour

 

 

A.P.H.Davies, C.Galsworthy, H.N.James, J.Miller, S.Paddison, M.Protheroe, S.Reynolds, D.Whitelock

 

 

Members: Plaid Cymru

 

 

L.M.Purcell and C.Williams

 

Members: Independent Democrats

 

 

H.C.Clarke

 

 

 

EDUCATION, SKILLS AND CULTURE (15)

 

Chairperson:

 

 

A L Thomas

 

Vice Chairperson:

 

 

M.Crowley

 

Members: Labour

 

 

S.ap Dafydd, H.N.James, S.Miller, R.Mizen, M.Protheroe, S.Renkes, R.Taylor, D.Whitelock

 

Members: Plaid Cymru

 

 

J.D.Morgan, J.Evans, C.Williams

 

Members: Independent Democrats

 

 

M.Ellis , S.Harris

 

*Co-opted Voting Members:

(4)

 

Helen Dale,Marie Caddick and 2 vacancies

 

 

*Co-opted Non-Voting Members:

(4)

 

(*for education matters)

 

Anthony Hughes,

Roberto De Benedictus and 2 vacancies

 

 

Membership of the Sub Committee be drawn from the membership of the Education, Skills And Culture Scrutiny Committee:

 

 Leisure And Culture Sub Committee (9)

 

Chairperson:

 

 

A.L.Thomas

 

Vice Chairperson:

 

 

M.Crowley

 

 

Members: Labour

 

 

D.Whitelock, S.Miller, S.Renkes, R.Taylor

 

Members: Plaid Cymru

 

 

J.Evans, C.Williams

 

Members: Independent Democrats

 

 

M.Ellis

 

REGENERATION  AND SUSTAINABLE  DEVELOPMENT(12)

 

Chairperson:

 

 

S.K.Hunt

 

Vice Chairperson:

 

 

L.Jones

 

Members: Labour

 

 

D.Cawsey, C.Jones, S.Jones, D.Keogh, R.Taylor, S.Pursey, S.Rahaman

 

Members: Plaid Cymru

 

 

A.Richards,D.M.Peters, J.Evans

 

Members: Independent Democrats

 

 

CHAIRMAN

 

Membership of the Sub Committee be drawn from the membership of the Regeneration  and Sustainable  Development Scrutiny Committee

 

Community Safety And Public Protection Sub Committee (9)

 

Chairperson:

 

 

S.K.Hunt

 

Vice Chairperson:

 

 

L.Jones

 

Members: Labour

 

 

C.Jones, S.Jones, D.Keogh, R.Taylor, S.Rahaman

 

Members: Plaid Cymru

 

 

M.Peters, A.Richards

 

Members: Independent Democrats

 

 

 

CHAIRMAN

 

 

 

 

 

STREETSCENE AND ENGINEERING (12)

 

Chairperson:

 

 

S M Penry

 

Vice Chairperson:

 

 

S.Jones

 

 

Members: Labour

 

 

A.Aubrey, C.James, A.McGrath, R.Thomas,J.Warman,  R.Wood

 

Members: Plaid Cymru

 

 

W.Griffiths, R.Davies, H.Jones

 

Members: Independent Democrats

 

 

N.J.Davies

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex E

Other Committees

 

 

 

 

Planning Committee (12 Members)

 

*Registration and Licensing Committee (15 Members)

 

*Licensing and Gambling Acts Committee (15 Members)

(*same Chair & Vice Chair and Membership)

 

Personnel Committee (12 Members)

 

Special Appointments Committee (9/10 Members)

 

Appeals Panel (5 Members) (with 20 Substitutes)

 

Audit Committee (12 Members)

 

Democratic Services Committee (12 Members)

 

Standards Committee (8 Members)

 

 

(a)       For the Licensing and Gambling Acts Committee, the Local Government and Housing Act 1989 does not apply, but the principle of proportionality still pertains as the membership follows the same as that of the Registration and Licensing Committee.

 

(b)       That it unanimously be resolved that, pursuant to Section 17 of the Local Government and Housing Act 1989, the political balance requirements of Sections 15 and 16 do not apply to the above Appeals Panel.   There are separate substitute arrangements.

 

REGULATORY AND OTHER COMMITTEES

 

 

PLANNING COMMITTEE (12)

 

Chairperson:

 

S Paddison

 

Vice Chairperson:

 

H.N.James

 

 

Members Labour:

 

A.Aubrey,  C.Jones, D.Keogh, S.Penry, S.Pursey, R.Thomas

 

Members Plaid Cymru:

 

R.Davies, W.Griffiths, S.Bamsey

 

 

Members Independent Democrats:

 

S.K.Hunt

 

Note: the Cabinet UDP/LDP Member to be invited to attend as a non voting Member.

 

 

Same Chair as Registration and Licensing Committee

 

*REGISTRATION AND LICENSING COMMITTEE (15)

 

Chairperson:

 

S Paddison

 

Vice Chairperson:

 

D.Whitelock

 

Members: Labour

 

J.Warman, J.Miller, M.Protheroe, A.P.H.Davies, L.Jones, C.James, S.Freeguard, R.Mizen

 

 

Members: Plaid Cymru

 

 

D.M.Peters, C.Edwards, N.Hunt

 

Members: Independent Democrats

 

 

S.Knoyle, N.J.Davies

 

* Same Membership for both these Committees

 

* LICENSING AND GAMBLING ACTS COMMITTEE (15)

 

Chairperson:

 

S Paddison

 

Vice Chairperson:

 

D.Whitelock

 

Members: Labour

 

J.Warman, J.Miller, M.Protheroe, A.Davies, L.Jones, C.James, S.Freeguard, R.Mizen

 

 

 

Members: Plaid Cymru

 

D.M.Peters, C.Edwards, N.Hunt

 

 

Members: Independent Democrats

 

 

S.Knoyle, N.J.Davies

 

 

 LICENSING AND GAMBLING ACTS SUB COMMITTEE (3)

 

Chairperson:

 

S.Paddison

 

 

Vice Chairperson:

 

D.Whitelock

 

 

Members:

 

 

Plus one Member drawn on a rota/availability basis from the remainder of the Members of the Licensing and Gambling Acts Committee

 

 

 

Note: if the Chair or Vice Chair are unavailable, then other Members of the Sub-Committee be utilised for the purpose of maintaining a quorum of three Members for each Sub Committee meeting.

 

 

 

PERSONNEL COMMITTEE (12)

 

Chairperson:

 

D Jones

 

Vice Chairperson:

 

S.Paddison

 

 

Members: Labour

R.Jones, A.Taylor, E.V.Latham, S.Renkes, D.Cawsey, S.Miller

 

 

Members: Plaid Cymru

 

 

R.Davies, N.Hunt, S.Bamsey

 

Members: Independent Democrats

 

S.Knoyle

 

Note: Remaining Cabinet Members  to attend as non-voting advisers as necessary

 

 

SPECIAL APPOINTMENTS COMMITTEE (10/11)

 

Chairperson:

 

D Jones

 

Vice Chairperson:

 

M.Harvey

 

Members: Labour

 

M.Crowley, S.Paddison, S.Reynolds, A.Woolcock

 

and one of the following for Heads of Service appointments: two of the following for Corporate Directors appointments

 

Chief Executive’s and Finance and Corporate Services

Any one/two of the voting Members below:

Social Care, Health and Well-being

Education, Skills and Culture

Regeneration and Sustainable Development

Streetscene and Engineering

 

 

Members: Plaid Cymru

 

L.M.Purcell, R.Phillips

 

 

Members: Independent Democrats

 

S.Knoyle

 

Note: the relevant Regulatory Chairs or relevant Scrutiny Chair to be invited to attend as a non voting advisers as appropriate to the appointment

 

 

AUDIT COMMITTEE (12) + 1

 

Chairperson:

 

J.D.Morgan

 

 

Vice Chairperson:

 

L.M.Purcell

 

 

Members: Labour

 

A.Aubrey, M.Crowley, S.Freeguard, H.N.James, J.Miller, S.Reynolds, J.Warman, R.Wood

 

 

Members: Plaid Cymru

 

 

A.Richards

 

Members: Independent Democrats

 

 

H.Clarke

 

Voting Lay Member:

 

Mrs J Jenkins  

 

 

 

DEMOCRATIC SERVICES COMMITTEE (12)

 

Chairperson:

J.D.Morgan

 

Vice Chairperson:

M.Harvey

 

Members: Labour

 

A.J.Taylor, S. ap Dafydd, S.Miller, M.Protheroe, S.Pursey, S.Renkes, R.Taylor

 

 

Members: Plaid Cymru

 

L.M.Purcell, A.Richards

 

 

Members: Independent Democrats

 

 

S.K.Hunt

 

APPEALS PANEL (5)

 

Chairperson:

 

S Reynolds

 

Vice Chairperson:

 

D.Keogh

 

Members: Labour

 

D.Cawsey,

 

 

Members: Plaid Cymru

 

 

A.Llewelyn

 

Substitutes: Labour

 

C.Galsworthy, A.McGrath

 

 

Substitutes: Plaid Cymru

 

R.Phillips, R.Davies, L.Purcell, N.Hunt, S.Bamsey

 

 

Members: Independent Democrats

 

 

M.Ellis

 

Substitute: Independent Democrats

 

 

S.Knoyle, S.Harris

 

 

STANDARDS COMMITTEE (8)

 

*Chairperson:

 

Mr G T Pullen

 

*Vice Chairperson:

 

Mrs J E Howells

 

*Independent Members:

 

C L Jones, Mrs B Richards and 1 vacancy

 

NPTCBC Members:

 

A.L.Thomas, D.Keogh

 

 

Community Council Member:

 

(* independent members)

 

To Be Confirmed

Substitutes:

 

For NPTCBC Members:

 

For Community Council Member:

 

 

S.Freeguard

 

To Be Confirmed

 

 

Annex F

Staff Council and Other Member/Officer Groups

 

(6)        That the existing Groups under the current Constitution be re-appointed as follows:

 

            (i)         A Staff Council of 12 Members be appointed for the Civic Year 2017/18, together with a Local Government Services Sub Group (7 Members) and a Schools Sub Group (7 Members).  Council is asked to appoint a Chairman and Members thereto.  There will also be appropriate Trade Union representatives;

 

            (ii)        Three Member Briefing/Advisory Groups (chaired by the                             relevant Cabinet Member), namely:-

 

 

            •       Communities First Member Briefing Group

                               (all ward Members for the Communities First areas);

 

                        •     Corporate Parenting Panel (9 Members) See Terms of Reference below;

 

·                    School Standards Partnership Group (14  Members).See Terms of Reference below

 

(7)        that the Members to serve on each of the above, for the Civic Year            2017/18 (in accordance with the wishes of each Political Group, as     indicated to the Chief Executive), including the respective Chairs,   be approved as set out in Appendix 4.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CORPORATE PARENTING PANEL

TERMS OF REFERENCE/MEMBERSHIP

 

1. A Corporate Parenting Panel is formally established as part

of the Annual Meeting arrangements with clear terms of

reference, membership and reporting lines.

 

2. The Panel to meet six weekly in the first year.

 

3. The terms of reference are:

 

· To ensure looked after children and young people are

seen as a priority by the whole of the Council and its

partners.

· Scrutinise the policies, opportunities and procedures in

place across the Council to support looked after children

and young people in achieving their potential and make

recommendations, where appropriate to the Cabinet, for

improvement.

· Gather the views of, and act as advocate for looked after

children and young people and care leavers.

· To monitor and evaluate the responsiveness of partners in

supporting children and young people looked after to

achieve their potential.

· To hold officers and partners to account.

 

4. Membership

 

· Chairman: A.R.Lockyer (Cabinet Member for Children’s Social Services)

· Cllr P A Rees (Cabinet Member for Education, Skills and Culture)

· Cllr A.L.Thomas (Chair of Education, Skills and Culture Scrutiny Committee)

· Cllr S.Rahaman (Vice Chair of Policy and Resources Scrutiny Committee)

·      Cllr L.Jones (Vice Chair of Regeneration and Sustainable DevelopmentScrytiny Committee)

·      Cllr S.Jones (Vice Chair of Streetscene and Engineering Scrutiny Committee)

·      Cllr S Freeguard (Vice Chair of Social Care, Health and Well-being Scrutiny Committee)

·                     Plaid Cymru Group -To Be Confirmed

·                     Independent Democrats Group– M.Ellis

·                     Labour Group (4) Cllrs S.Paddison, S.Miller, M.Harvey, A.J.Taylor

·                      

Attendees to include:

· Foster Parent

· Care Leaver

· Director of Social Services, Health and Housing

· Head of Children and Young People

· Principal Officer with responsibility for looked after

children

· Education Co-ordinator

· Others subject to the business of the Committee (to

include wider partners)

 

5. Initial Work Programme

To include:

· To prepare a corporate parenting policy statement.

· To understand the outcomes being achieved by looked

after children in Neath Port Talbot and identify areas

where improvement work should be concentrated in

the first instance, starting with improving educational

achievements.

· Ensuring all elected members have appropriate

opportunities to ensure they fully understand their

corporate parenting responsibilities. This is to include

initial induction, clear role descriptions, and suitable

training and guidance.

· To commission suitable information to support Elected

Members in their corporate parenting roles. To include

identifying what information is important, what insight it

provides for Members and how to determine if the

information is highlighting good or poor performance.

· Reporting Arrangement –letter from Panel Chairperson

to the Cabinet Member for Children and Young People.

Letter from chairperson to other Members as

appropriate. Annual report from the Panel to full

Council.

 

 

 

 

 

 

 

 

 

 

 

 

            Schools Standards Partnership Group

 

TERMS OF REFERENCE

 

Neath Port Talbot Schools Standards Partnership Group was set up as a working party to support the improvement of school standards.  The Group gives Head-teachers and Chairs of Governors the opportunity to discuss the performance and standards of a school with Councillors and Senior Officers in a non-public forum in an informal and flexible manner.

 

Membership of the Group

 

·        Lead Member for Education, Skills and Culture  (to be substituted by the Lead Member for Children’s Social Services  in the case of schools under the Lead Member for Education, Skills and Culture governance remit being considered)

·        Chair of Education, Skills and Culture Scrutiny Committee (to be substituted by the Vice Chair of Education, Skills and Culture Scrutiny Committee in the case of schools under the Chair of  Education, Skills and Culture Scrutiny Committees governance remit being considered)

·        Cross Party Representatives to include 1 Labour, 1 Independent and 1 Plaid Cymru Member (with named substitutes in the case of schools under their governance remit being considered)

·        Head of Participation

·        Appropriate School Challenge Advisor

·       Representative from Data Team   ) Support

·       Administrator (Democratic Services)      )

 

 

The Group will:

 

1.      Monitor the performance of every school on a 3 yearly basis or more frequently as the Group deems appropriate and will monitor 3 schools per half term.

 

2.      Consider the following information:

 

Key Stage results

Other attainment information

Attendance

Exclusions rata

School context

Safeguarding

Regional School Improvement Data

Complaints to schools

 

3.      Receive a presentation from the Head teacher on the context of the school and school standards.

 

4.      Question the Head teacher, Chair of Governors and one other representative from the Governing Body in relation to school performance and achievements.

 

5.      Identify areas of good practice and support its dissemination.

 

6.      Identify areas and actions for improvement.

 

7.      Provide Head teachers and Chairs of Governors with the opportunity to comment on the support received from the Council.

 

Each school who is invited to attend SSMG will be asked to complete a proforma containing information on their school.

 

Following the meeting, notes and action points from the meeting will be circulated to all members of the Group, the Head teacher, Chair of Governors and the Governing Body.  The appropriate School Challenge Advisor will visit the school to go through the action points.  The School Challenge Advisor will then attend the next SSMG to update the Group on how the actions have/will progress.

 

Issues raised through SSMG will be dealt with through the appropriate processes and protocols.

 

The SSMG will report back termly to the Education, Skills and Culture  Scrutiny Committee on:

 

·       Schools monitored in the period

·       Key emerging themes

·       Escalations of concerns

 

If the school due to be subject to the SSMG has received an inspection notice there will be an option to defer the visit by agreement of the Chair of the Group.

 

                                          


 

OTHER MEMBER GROUPS

 

STAFF COUNCIL (12)

 

Chairperson:

 

D.Jones

 

 

Members:

 

R.G.Jones, A.J.Taylor, P.D.Richards, D.W.Davies, A.Wingrave, C.Clement-Williams, P.A.Rees, A.R.Lockyer, E.V.Latham, S.K.Hunt, R.Davies

 

 

 

 

 

COMMUNITIES FIRST MEMBER BRIEFING GROUP (39)

 

Chairperson:

 

A.Wingrave

 

 

Members:

 

All Ward Members of the Communities first areas (see attached list A)

 

 

 

CORPORATE PARENTING PANEL (13)

 

Chairperson:

 

A.R. Lockyer

 

Members:

 

A.L.Thomas, S.Rahaman, S.Freeguard, P.A.Rees, S.Paddison, S.Miller, M.Harvey, A.J.Taylor, L.Jones, S.Jones, H.Jones, M.Ellis

 

 

 

 

 

SCHOOLS STANDARDS PARTNERSHIP GROUP (6)

 

Chairperson:

 

P.A.Rees (sub:  A.R.Lockyer)

 

Members:

 

A.L.Thomas, (sub: M.Crowley),

M.Ellis (sub: S.Harris)

S.ap Dafydd (sub: M.Protheroe)

S.Renkes (sub:R.Taylor)

J.Evans (sub: C.Williams)

 

 

 

 

COMMUNITIES FIRST MEMBER BRIEFING GROUP

ABERAVON DIVISION

 

 

NEATH NORTH DIVISION

 

 

Councillor S.Bamsey

Plaid Cymru

Councillor A.R.Lockyer

Labour

Councillor S.ap Dafydd

Labour

Councillor M.Protheroe

Labour

Councillor N.Hunt

Plaid Cymru

NEATH SOUTH DIVISION

 

 

BRITON FERRY EAST DIVISION

 

Councillor J.Evans

Plaid Cymru

Councillor C.James

Labour

Councillor P.A.Rees

Labour

BRITON FERRY WEST DIVISION

 

 

NEATH EAST DIVISION

 

Councillor H.N.James

Labour

Councillor J.Miller

Labour

BRYN AND CWMAVON DIVISION

 

Councillor S.Miller

Labour

Councillor C.Galsworthy

Labour

Councillor S.M.Penry

Labour

Councillor R.Mizen

Labour

ONLLWYN DIVISION

 

Councillor D.Whitelock

Labour

Councillor D.Cawsey

Labour

CIMLA

 

PELENNA DIVISION

 

Councillor A.McGrath

Labour

Councillor M.Ellis

Independent

Councillor J.Warman

Labour

PONTARDAWE DIVISION

 

CYMMER DIVISION

 

Councillor L.M.Purcell

Plaid Cymru

Councillor S.Jones

Labour

Councillor A.J.Richards

Plaid Cymru

 

GLYNCORRWG DIVISION

 

SANDFIELDS EAST DIVISION

 

Councillor J.E.Davies

Independent

Councillor M.Crowley

Labour

GLYNNEATH

 

Councillor E.V.Latham

Labour

Councillor S Knoyle

Independent

Councillor S.Pursey

Labour

Councillor J.D.Morgan

Plaid Cymru

SANDFIELDS WEST DIVISION

 

COEDFFRANC CENTRAL

 

Councillor O.S.Davies

Labour

Councillor A.Aubrey

Labour

Councillor S.Paddison

Labour

Councillor A.P.H.Davies

Labour

Councillor R.W.Wood

Labour

GODRE’RGRAIG DIVISION

 

SEVEN SISTERS DIVISION

 

Councillor R.Davies

Plaid Cymru

Councillor S.Hunt

Independent

GWYNFI DIVISION

 

 

YSTALYFERA

 

Councillor R.Thomas

Labour

Councillor  A.Llewelyn

Plaid Cymru

 

 

YSTRADGYNLAIS

 

 

 

Councillor  H Williams

 

 

 

 

 

 

 

Chairman: A.Wingrave

 

 

 

 

 

 

 

 

                               


 

Annex G

Joint Committees, Outside and Other Public Bodies

 

Name of Outside Body

 

Councillor Reps

The Pension Fund Committee

(City and County of Swansea)

 

P.A.Rees

Local Pension Board

(City and County of Swansea)

A.R.Lockyer

South Wales Police and Crime Panel

P.A.Rees

Mid and West Wales Fire  Authority  

 

A.N.Woolcock, M.Crowley, J.Warman, A.Llewelyn

Valuation Tribunal for Wales

 

J.Rogers (4 year period - until 31st March 2020 - to be confirmed with GC)

A.Wingrave (6 year period - until 31st March 2022)

J.Evans (6 year period - until  31st March 2023)

 

West Wales Valuation Tribunal

Appointments Panel

 

A.P.H.Davies and H.N.James

(Deputies R.Wood and S.Renkes)

SWW Trade Union Consultative Committee

 

D.Jones

 

S.A.C.R.E. (Neath Port Talbot)

 

 

NB Cllr Do

D.W.Davies, S.Freeguard, P.A.Rees, H.N.James, A.L.Thomas, A.Aubrey, J.Dudley

Mrs. J.Du and Director of Education, Leisure and Lifelong Learning

 

Welsh Association of S.A.C.R.E.

 

P.A.Rees

 

NPT Homes

J.Rogers,     

 

A.Wingrave, A.R.Lockyer, R.Davies and

S.ap Dafydd

Abertawe Bro Morgannwg Community Health Council           

Mrs M.A.L 

S.Jones and C.Edwards

 

Local Government Association

(England & Wales) Groups

 

R.G.Jones, A.J.Taylor and C.Clement-Williams

 

Welsh Local Government Council/General Assembly

 

R.G.Jones, A.J.Taylor and C.Clement-Williams (substitute)

Welsh Local Government

Association Co-ordinating Committee

 

R.G.Jones

 

 

WLGA – South West Wales Regional Board

 

R.G.Jones

Care and Repair Western Bay – Board of Management

 

P.D.Richards

ATC Port Talbot 499 Squadron         

 

S.Paddison

 

Wales Territorial Auxiliary and Volunteer Reserve Association

 

A.R.Lockyer

 

NPT Menter Iaith

(formerly Neath Port Talbot Welsh Language Initiative)

 

 

A.N.Woolcock

Swansea Bay Futures Limited

 

R.G.Jones (Leader -Director)

and S.Phillips (Chief Executive - Adviser/Observer)

 

Afan Tawe Nedd Crime Prevention Panel

 

D.W.Davies, H.N.James and Scrutiny Chair

and Community Safety Manager

 

Neath Port Talbot Council for Voluntary Services

S.Rahaman, S.M.Penry and Head of Corporate Strategy and Democratic Services

 

Regeneration NPT (Formerly NPT Local Regeneration Partnership Board

A Wingrave (Chair)

(Sub Vacant)

 

Neath Town Centre Consortium

Executive Group Members

 

R.G.Jones/A.J.Taylor, A.R.Lockyer, S.M.Penry and M.Protheroe

Central and South West Wales Regional Partnership Forum

 

R.G.Jones

S.P.O.R.T.L.O.T. Community Chest Committee

 

M.Harvey, E.V.Latham, P.A.Rees

and the PASS Development Officer

 

The Industrial Communities Alliance (incorporating CC/SteelAction)

 

A.Wingrave, D.Cawsey and D.Keogh

And Director of Environment

 

Welsh Books Council

 

S.Reynolds

West Glamorgan Crimebeat Committee

 

S.Pursey

and Community Safety Manager

Swansea University (Court of Governors)

 

P A Rees

and Director of Education, Leisure and Lifelong Learning

 

 

Welsh Joint Education Committee Ltd.

 

P A Rees

 

National Youth Orchestra of Wales

Advisory Panel

 

P A Rees

Llewellyn Almshouses Trustees

 

H.N.James, J.Warman and A.R.Lockyer

Swansea Bay Port Health Authority

 

O.Davies, A.P.H.Davies J.Warman, C.Galsworthy, and S.K.Hunt

 

Vision Impaired West Glamorgan

 

C.James, R.Mizen, R.Taylor and M.Protheroe

Wales Council for the Deaf

 

A.L.Thomas

and Director of Social Services, Health and Housing

 

 

Association for Public Service      Excellence (and APSE Wales)

 

D.Jones, A.J.Taylor, E.V.Latham and

A.N.Woolcock

and Head of Streetcare

 

Consortium of Local Authorities Wales

(C.L.A.W.)

 

E.V.Latham, A.Wingrave

and Head of Property and Regeneration

 

Joint Working Party On Animal Trespass

 

A.N.Woolcock and S.Reynolds

 

PATROLAJC

(formerly National Parking Adjudication Service Joint Committee)

E.V.Latham

(Substitute – S.M.Penry) 

 

Neath Port Authority (Previously Neath Harbour Commissioners)

A.Wingrave

and Director of Environment

 

Neath Port Talbot Local Access Forum

 

A.Wingrave

and John Griffiths (Officer)

 

National Eisteddfod Court

 

A.N.Woolcock 

 

 

County Borough Council/Community Councils Liaison Forum

Cabinet Members, Leaders of other Political Groups and Corporate Directors

Public Services Board

 

(Required under the Well-being of Future Generations (Wales) Act 2015

 

Leader

 

NPT/Older Persons Council Liaison Forum

 

All Cabinet Members, Corporate Directors and Representatives from Older Persons Council

NPT/Youth Council Liaison Forum

 

All Cabinet Members, Corporate Directors,

Head of Participation and Representatives from Youth Council

 

Voluntary Sector Liaison Committee

 

Cabinet Members, M.Harvey, S.M.Penry, S.Rahaman,  R.Davies and M.Ellis

 

Neath Port Talbot Biodiversity Forum

 

 

A.Wingrave

 

Think Families Board

 

R.G.Jones, A.R.Lockyer and A.L.Thomas

 

B.M.E. Forum

 

D.Jones, S.Rahaman and A.McGrath

 

 

Western Bay Youth Justice and Early

Intervention Service Management Board

 

A.R.Lockyer and the Director of  Social Services,

Health and Housing

 

Neath Inspired (formerly Neath Business Improvement District (BID)

M.Protheroe (until 19th January 2017)

 

 

Joint Archives Committee

 

P A Rees, A.N.Woolcock, H.N.James, R.Taylor and J.Dudley

 

ERW Joint Committee

 

P.A.Rees

Margam Joint Crematorium Committee

 

E.V.Latham, R.Taylor, S.M.Penry, R.G.Jones, and Opposition Member

 

South West Wales Regional Waste Management Joint Committee

E.V.Latham, S.M.Penry

 

Tata Steel Joint Consultative Group

 

A.Wingrave, R.Taylor, S.Freeguard, D.Keogh, S.Rahaman, M.Crowley, E.V.Latham, S.Pursey, S.ap Dafydd, R.Wood, S.K.Hunt and N.Hunt

The Joint Council for Wales

 

 

D.Jones and A.L.Thomas

(Deputy: A.N.Woolcock)

 

 

 

Neath Town Centre Redevelopment Group

 

R.G.Jones,( Leader), (A.J.Taylor), Cabinet Members for Regeneration and Sustainable Development(A.Wingrave),

Streetscene and Engineering (E.V.Latham),

Education, Skills and Culture (P.A.Rees),

Local Member (M.Protheroe),

Scrutiny Member (S.M.Penry)

Opposition Member (J.Dudley),

Chief Executive, Director of Environment and Director of Finance and Corporate Services

 

Adoption Panel           

 

P.D.Richards and A.R.Lockyer

 

Foster Panel

 

P.D.Richards and A.R.Lockyer

 

Secure Review Panel

 

A.R.Lockyer and Head of Children and Young People Services, Legal Childcare Services Manager, Member of Panel of Independent Persons

 

The Schools Admissions Forum

 

P.A.Rees, A.L.Thomas, M.Crowley and  J.Dudley

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ANNEX h

 

             Cycle and Timetable of Meetings and Member Seminar Dates

 

              

 

 

 

 

 

 

 

 

 

 

 

Annex h

CYCLE OF MEETINGS - 2016/17

 

CYCLE

MEETINGS

VENUES

6 weekly

Council

*Cabinet

Policy and Resources Cabinet Board and Policy and Resources Scrutiny Committee

*Social Care, Health and Well-being Cabinet Board and Scrutiny Committee

*Education, Skills and Culture Cabinet Board and Scrutiny Committee

Regeneration and Sustainable Development Cabinet Board and Scrutiny Committee

Streetscene and Engineering Cabinet Board and Scrutiny Committee

Personnel Committee

Licensing and Gambling Acts Committee

*Additional meetings have been put into the cycle to accommodate workload

 

Port Talbot

Port Talbot

Port Talbot

 

Neath

Port Talbot

 

Neath

Neath

Port Talbot

Port Talbot

3 weekly

 

Planning Committee

Registration and Licensing Committee

Licensing and Gambling Acts Sub Committee

Port Talbot

Port Talbot

Port Talbot

 

Quarterly

 

Leisure and Cultural Scrutiny Sub Committee

Community Safety and Public Protection Scrutiny Sub Committee

Audit Committee

Staff Council

Communities First Member Briefing Group

Corporate Parenting Panel

School Standards Partnership Group

 

 

 

Port Talbot

Port Talbot

Port Talbot

Port Talbot

Port Talbot

Port Talbot

Port Talbot

 

 

4 monthly

 

Standards Committee

 

Port Talbot

 

Annual

 

Annual Meeting of Council

 

Democratic Services Committee

(at least one per year)

 

Orangery

 

Port Talbot

 

Ad hoc

 

Appeals Panel

Special Appointments Committee

 

Port Talbot/Neath

Alternate

 

Notes:          1.           The usual four weekly August recess applies to all meetings except Planning,

                                     Licensing Committees and Appeals Panel. 

              2.    The above cycles may alter to accommodate the recess, bank holiday arrangements

                                    etc.

              3.    Special meetings may be convened as necessary.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMETABLE/CYCLE OF MEETINGS 2017/18 (approved by Council 31/05/17) as of 31 May 2017

 

 

MEETINGS OF COUNCIL

 

TIME

 

V

2017

JUN

 

JUL

 

AUG

 

SEP

 

OCT

 

NOV

 

DEC

2018

JAN

 

FEB

 

MAR

 

APR

 

MAY

 

COUNCIL (6 weekly cycle)

  

2.30pm

 

 

 PT

31

May

 

19

 

 

 

6/

28

 

18

 

29

 

 

 

10/18

 

7/21/28

(s)

 

 

 

4

 

30(Re)

 

ANNUAL MTG/SPECIAL COUNCILS

 

 

2.30pm

 

PT

 

26 May

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

18

 

CABINET & EXECUTIVE BOARDS

 

 

CABINET

Start time denoted the start of the Policy and Resources Scrutiny if needed

 

9.30am

 

 

 

 

PT

 

13pm

28

 

5/26

 

 

 

  13/27

 

 

4/11/

25

 

8/

15/22

 

6/

20/

 

17/

30

 

6/14/

 

 

14/21/

28

 

11/25/

 

 

2/9

16

 

   EXECUTIVE BOARDS

                                                                              † Venue=Neath due to Election        *Special Meeting    

  to follow corresponding Scrutiny Committees – see dates below

 

SCRUTINY COMMITTEES

                                                                                                                                         

                                                     

 

POLICY AND RESOURCES

 

(Including Cabinet Scrutiny)

 

 

 

10.00am

 

 

 PT

 

14*

 

13/28

 

 

 

25

 

5/26

 

 

 

20

 

13/27

 

 

 

 

4/11/

25

 

1

 

8/

15/22

 

13

 

6/

20

 

 

 

 

6/

20

 

24

 

17/

30

 

 

 

6/14/

 

 

7

 

14/21/

28

 

18

 

11/

25

 

 

 

 

2/9

16

 

 

SOCIAL CARE, HEALTH AND WELLBEING

 

 

2.00pm

 

 

 

N

 

 

30*

 

13

 

 

 

7

 

5

 

2/

30

 

 

 

 

11

 

8

 

 

8

 

5/26

 

 

 

 

EDUCATION, SKILLS AND CULTURE

 

Leisure and Culture Scrutiny Sub Committee

 

 

 

 

2.00pm

 

10am

 

PT

 

PT

 

15*

/29

 

20

 

11

 

 

14

 

12

 

17

 

9

 

7

 

 

 

4/

25

23

 

 

15

 

15

 

 

12

 

24

 

 

3

 

 

 

 

REGENERATION AND SUSTAINABLE DEVELOPMENT 

 

Community Safety and Public Protection Scrutiny Sub Committee

 

 

10.00am

 

 

2pm

 

N

 

 

PT

 

23*

 

21

 

 

27

 

 

 

22

 

27

 

 

19

 

 

 

8

 

26

 

 

17

 

 

 

9

 

20

 

 

19

 

 

 

 

STREETSCENE AND ENGINEERING

 

10.00am

 

 

 N

 

 12*

(pm)

 

14

 

 

8

 

20

 

 

 

1

 

19

 

 

 

 

2

 

13

 

 

 

*Please note the first meeting in the cycle of each Scrutiny Committee will commence at 11am to enable training for Committee Members to take place prior to the first meetings

 

 

 

 

 

 

                                                                                                                                                                                                                          

  TIMETABLE/CYCLE OF MEETINGS 2017/18 (approved by Council 31/05/2017)

 

 

OTHER COUNCIL COMMITTEES

 

TIME

 

V

2017

JUN

 

JUL

 

AUG

 

SEP

 

 OCT

 

NOV

 

DEC

2018

JAN

 

FEB

 

MAR

 

APR

 

MAY

 

PLANNING COMMITTEE

Site Visit (if needed) 10am morning of

 

 

 

 

 

 

2.00pm

 

 

PT

 

 

 

 

6/27

 

 

 

 

  18

 

 

 

 

8/29

 

 

 

  19

 

 

  10/31

 

 

21

 

 

 

 

12

 

 

 

 

16

 

 

 

6/27

Site visit 5th

 

 

 

2 20

 

 

 

10

 

 

1

 

 

 

REGISTRATION AND LICENSING COMMITTEE*              

 

10.00am

 

 

 PT

ALL DAY

19(incl

training

 

 

17

 

  14

 

11

 

9

 

6

 

4

 

15

 

12

 

12

 

16

 

14

 

LICENSING AND GAMBLING ACTS COMMITTEE                                      

Licensing & Gambling Acts Sub Committee

 

*to follow

 

*to follow

 

 

PT

 

PT

 

ALL DAY

19(incl

training

 

 

17

 

14

 

1111

 

9

 

6

 

  4

 

4    15

 

 

12

 

12

 

16

 

 

 

14

 

 

 

PERSONNEL COMMITTEE

 

2.00pm

 

PT

 

26

 

  24

 

 

4

 

 

16

 

27

 

 

 

8

 

19

 

 

3 Tue

am

 

14

 

AUDIT COMMITTEE

 

2.00pm

 

 

PT

 

28(Trainimg)

 

26

 

 

  27

 

 

 

 

13

 

 

 

 

28

 

 

 

 

DEMOCRATIC SERVICES CTTEE

 

9.00am

 

PT

 

 

27

 

 

 

 

 

 

 

 

 

1

 

 

 

 

STANDARDS COMMITTEE

 

9.30am

 

PT

 

30

 

 

 

 

 

 

13

 

 

 

 

 

23

 

 

 

 

 

OTHER GROUPS

 

 

Staff Council                             (Briefings 1 hr before)

 

2.30pm

 

  PT 

 

 

3

 

 

 

 

 

 

6

 

 

  22

 

 

26

 

 

 

 

Communities First Member Briefing Group

 

2.00pm

 

 

PT

 

 

 

 

 

 

12

 

 

 

 

 

5

 

 

 

 

 

6

 

 

 

 

 

Schools Standards Partnership Group

 

 

1.00pm

 

PT

 

 

 

4

 

 

28 (10am)

 

 

16

 

 

 

15

 

 

 

 

Notes:  (1)  See Weekly List of Meetings for any changes to the Timetable  (3)  Four week recess 1/8/16 -29/8/16 (except for Regulatory mtgs)

 

  # Sp P & R re Public Service Board                                 ^Sp P & R Comminity Safety           * Site Visit day before at 10am

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMETABLE FOR OTHER MEMBER MEETINGS - 2017/18 (as at 1st May  2017)

 

 

MEETINGS

 

TIME

 

V

2017

JUN

 

JUL

 

AUG

 

SEP

 

OCT

 

NOV

 

DEC

2018

JAN

 

FEB

 

MAR

 

APR

 

MAY

Margam Joint Crematorium Committee  $

2.15pm

on site

16

 

 

29

 

 

 

19

 

16

 

 

South West Wales Regional Joint Waste Cttee  $

 2.00pm

N

 

 

 

 

 

 

 

 

 

 

 

 

Joint Archives Committee†   $

11.00am

 PT/N/S

16(S)

 

 

15(PT)

 

 

15S

 

 

 

 

 

16(PT)

 

 

Tata Steel Joint Consultative Group

10.30am

on site

 

7

 

29

 

 

 

 

2

 

27

 

*NPT/Youth Council Forum

6.00pm

N/PT

 

 

 

 

11

 

 

31

 

 

 

 

*NPT/Older Persons Council Forum

 

 10.30am

PT

 

 

 

18

 

 

 

 

 

19

 

 

*CBC/Comm. Councils Liaison Forum

3.30/4pm

N

 

 

 

11

 

20

 

 

 

 

5

 

 

*Voluntary Sector Liaison Forum

2.00pm

N

 

 

 

 

 

23

 

 

 

 

12

 

 

Public Services Board

2.00pm

PT

20

 

2

21

 

To be

adv

ised

 

 

 

8

19

 

Think Families Partnership Board

2.00pm

PT

21

 

 

20

 

 

20

 

 

21

 

 

Corporate Parenting Panel

2.00pm

N

 

5

 

13

 

15

 

24

 

7

 

9

* Involves all Cabinet Members   † Serviced by other local authorities    $ 1st Joint Cttee Mtg = appoint Chair & Vice Chair    NB  Neath Town Centre Redevelopment Group – ad hoc meetings as necessary

 

 

 

                                       


 

 

Day

Date

Time

Subject

Wednesday

19th July

3.30pm

Budget

 

Thursday

7th September

10am

 

Wednesday

12th October

10am

Draft Budget

Thursday

26th October

3pm

Corporate Plan

Thursday

9th November

10am

Budget

Thursday

23rd November

3pm

 

Thursday

 

7th December

10am

 

Wednesday

31st January

10am

 

Wednesday

14th February

3pm

 

Monday

26th February

10am

 

Thursday

15th March

10am

 

Thursday

29th March

 

10am

 

Wednesday

 

11th April

3pm

 

Thursday

 

26th April

10am

 

Thursday

 

 

10th May

3pm

 

SCHEDULE OF SEMINAR DATES 2017/2018

 

 

 

 

 

 

 

 

APPENDIX I

                                                                                                                                        Annex I

AMs and MPs Protocols

 

 

1.         Correspondence

 

There is a strongly held view that local authority matters raised by constituents should be dealt with by local Councillors, but if a constituent insists on pursuing a matter with an MP/AM, then the following protocols will apply:   

(a)          Queries or requests for information about the constituency matter, or any other local authority matter, should normally be made in writing to the Chief Executive, relevant Director or Head of Service.

A copy of the letter from the MP/AM will be made available to the relevant Cabinet Member or Regulatory Committee Chair, together with a draft response. Where the matter concerns a sensitive issue, a copy of the letter and draft response will also be forwarded to the Leader.  The final response, as agreed, will be sent by the Chief Executive, Director or Head of Service. This will also be copied to Local Member(s) as appropriate, i.e. where the matter affects their Ward (e.g. a highway problem of general interest) but not if it concerns a personal or confidential matter involving the constituent, e.g. a Social Services or Housing Benefit matter.

 

2.         Meetings

 

(a)          Requests for meetings should normally be made in writing to the Chief Executive, relevant Director or Head of Service.

(b)          If an MP/AM contacts the Chief Executive, Director or Head of Service for a meeting on specific local authority matters, or where an Officer proposes to MP’s/AM’s that a meeting be held, the Leader will be informed to determine whether such a meeting is to be held and, more particularly, whether he and/or the relevant Cabinet Member or Regulatory Committee Chair should be in attendance with the Officer.

(c)          If an MP/AM contacts a Cabinet Member or Regulatory Committee Chair direct, or if one of those members proposes a meeting, then the Leader will similarly be informed.

 

3.         Invitations/Visits

 

(a)        Any invitations to an MP/AM to an event or visit organised by the Council, will be agreed first by the Leader, with attendance arrangements for relevant Cabinet Member or Regulatory Committee Chair to be determined as in 2 above. 

(b)        If an MP/AM requests a public visit to Council land or premises, this will be discussed with the Leader for a decision to be made on the appropriate arrangements.

 

Note: The reference to MP/AM also includes their staff; MEP’s; or

                             any prospective candidate (MP/AM/MEP).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex J

Councillor/Officer Relationships

       

  1. Underlying Principles

The following general principles apply to all relations involving Members and Officers.

All relations shall be conducted:

·         with respect for others and in a way which promotes equality

·         with honesty and integrity

·         acknowledging the duty to uphold the law and act in accordance with the trust placed in them by the public

·         in a way that promotes objectivity, accountability and openness

·         acknowledging the duty of confidentiality that exists in relation to information given in confidence and information which the Council is entitled by law to treat as confidential

·         with a view to establishing and promoting positive working relationships

 

2.    Member/Officer Relationships generally

          Both Elected Members and employees are involved in public service.  However, their respective roles are quite different:

·         Elected members are responsible to the electorate;

·         Employees are responsible to the Chief Executive as Head of the Paid Service, and to their respective Corporate Directors.

 

Individual Elected Members are not permitted to give instructions to employees unless specifically authorised to do so by the Council, the Executive or a Committee.

 

An employee’s job, where it is part of his/her duties, is to provide appropriate advice to elected Members with impartiality.  Such advice must be given in an equitable manner, irrespective of the political nature of the elected Member concerned.

 

Mutual respect between employees and Members is essential to good local government and working relationships should be kept on a professional basis. Close personal familiarity between employees and individual Members can damage this relationship and prove embarrassing to other employees and other Members.

 

3.    Roles of Members

All Councillors will:

                      i.        collectively be the ultimate policy-makers and carry out a number of strategic and corporate management functions;

                     ii.        participate in the governance and management of the Council;

                    iii.        represent their communities and bring their views into the Council’s decision-making process, i.e. become the advocate of and for their communities;

                   iv.        deal with individual casework and act as an advocate for constituents in seeking to resolve particular concerns or grievances;

                    v.        balance different interests identified within the electoral division and represent the electoral division as a whole;

                   vi.        contribute to the continual improvement of council services

                  vii.        be involved in decision-making;

                 viii.        be available to represent the Council on other bodies; and

                   ix.        maintain the highest standards of conduct and ethics.

 

In carrying out their roles, Members should respect the political neutrality and integrity of all officers employed by the Council.

 

  1. Roles of Officers

The role of Officers is to work for and serve the Council as a whole. They shall be responsible for the day-to-day managerial activities and operational decisions which the Council takes and should provide support to all Members in their several roles. Such support must be given in an equitable manner, irrespective of the political nature of the elected Member concerned.

The Chief Executive, Corporate Directors and Statutory Officers shall be entitled to offer advice at meetings of all member bodies if he/she thinks it is necessary to ensure that all relevant matters are taken into account.

Where an Officer feels that his/her political neutrality or integrity is being compromised in any way, he/she shall notify his/her Corporate Director and the Chief Executive.

 

5.    Relationship between Leader; Cabinet Members; Chairs/Members of Scrutiny Committees; other Committees; and Officers

Whilst there is necessarily going to be a close working relationship between certain Members (e.g. the Leader of the Council, Cabinet Members, and Chairs of Scrutiny and other Committees) and the Chief Executive, relevant Corporate Directors, Heads of Service and other senior officers, such relationships should never be allowed to become so close or appear to be so close, as to damage the professional relationship and prove embarrassing to other employees and other Members.

The relevant Director or head of Service will be responsible in all circumstances for the contents of any reports submitted in his or her name.

Given the nature of the respective roles of elected Members and Officers, it is accepted that the Officers, while remaining politically neutral, will inevitably give advice on a wider range of issues and on a more regular basis to the Executive. For their part, the Executive will continue to respect the political neutrality of Officers and accept that Officers are obliged to respond positively to any requests from Members of Scrutiny and other Committees for appropriate advice and information relevant to any issues under consideration.

6.    Officer relationship with Party Groups

There is statutory recognition for political groups and it is common practice for such groups to give preliminary consideration to matters of Council business in advance of consideration by the relevant Council body. 

 

On the invitation of a Group Leader, a Director or his/her nominee may, in exceptional circumstances, attend a Group meeting to give factual information about an issue which is currently being or will shortly be debated by a Council body, provided that:

¾     The meeting is held on Council premises;

¾     Notice of attendance is given to the Chief Executive.

 

Officer support in these circumstances must not extend beyond providing information in relation to matters of Council business.  Officers must not be involved in advising on matters of party business.  The observance of this distinction will be assisted if officers are not expected to be present when matters of party business are discussed.

Conclusions reached at such meetings are not Council decisions and it is essential that they are not interpreted or acted upon as such.

Similarly where officers provide information and advice to a political group in relation to a matter of Council business this cannot act as a substitute for the officer providing all necessary information and advice to the relevant Council body when the matter is considered.

 

In all dealings with Members, in particular when giving advice to political party groups, officers must demonstrate political impartiality and must not suppress their professional advice in the face of political views.

Officers must respect the confidentiality of any political party group meeting at which they are present.  They must not relay the content of any such discussion to another party group.

Any particular cases of difficulty or uncertainty in this area of officer advice to political party groups should be raised with the Chief Executive who will discuss them with the relevant Group Leader(s).

7.    Members in their Constituency role and Officers

 Local Members have an important role to play in representing the

Council in their constituencies; responding to the concerns of their constituents; in meetings with partners and serving on outside organisations.

It is important that Members have easy and direct access to Directors, Heads of Service or other Officers nominated by Directors on issues of interest/concern to themselves and their constituents. Elected Members have the right to expect the following from officers in response to their enquiries:-

·         an acknowledgement;

·         a response within a reasonable timescale – 8 working days;

·         a progress report, if the issue is a difficult one to respond to fully in the time above.

In return members must accept that their preferred solution may not always be able to be delivered – there may be policy, legal or financial reasons.

It is also important that on key issues affecting a ward, Directorates should keep local members informed, and/or consult Members as appropriate before any report is submitted for decision.

Issues may affect a single ward but others may have a wider impact, in which case other Members will need to be kept informed.

Whenever a public meeting (or one involving residents) is organised by the Council to consider a local issue, all the Members representing the ward(s) affected should as a matter of course be invited to attend the meeting. 

If a meeting as above is arranged directly by individual Members (or residents or other organisations), and Officers are asked to attend, the views of the relevant Cabinet Member or Regulatory Chair should be obtained about the question of attendance having regard to the purpose of the meeting. If attendance is considered appropriate, the relevant Cabinet member or Regulatory Chair may also attend with the Officer.

Whenever the Council undertakes any form of consultative exercise, the local Member(s) should be notified at the outset of the exercise.

8.    Councillor access to documents and information

Members have certain statutory rights to access documents and arising out of their role as Councillor, as set out in the Access to Information Procedural Rules in this Constitution.

In the absence of a specific statutory right, Members can only access Council documents and information if it is reasonably necessary for the purposes of performing their duties as a Councillor.

There is no automatic right of access, no right to a roving commission to examine documents - the need to know must be demonstrated by the Member concerned. Any matters of dispute are to be resolved by the Monitoring Officer, having regard to legal precedent.

Any Council information provided to a Member must only be used by that Member for the purpose for which it was provided, i.e. in connection with the proper performance of a Member's duties as a Councillor. Members should never disclose or use confidential information, including for their personal advantage or of anyone known to them, or to the disadvantage or the discredit of the Council or anyone else.

 

 

9.    Other individuals who are members of Council Committees

Other individuals who are members of Council Committees, e.g. through co-option, shall follow and shall be treated in accordance with the underlying principles set out in this Protocol. Additionally, any duties of confidentiality which they owe to the body they are representing shall be respected.

Such individuals shall have the same right to advice from Officers on Council related matters as elected Members have.

Conflicts of interest between a person’s personal, professional or business interests and those of the Council may arise from time to time. Such conflicts shall be declared and dealt with in accordance with the Council’s procedures.

10.  Press and Media Relations

Officers dealing with the press and media, and any press/media releases that are issued, should not seek to further the interests of a political party or a particular Member other than as a representative of the Council.

The Council will follow such national codes and guidance on press and publicity as are in force from time to time.

11.  Correspondence

Members may not commit the Council to any contract or course of action, and should ensure in personal correspondence that personal or political views expressed cannot be taken by the recipient to represent those of the Council.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex K

 

Submission of Apologies for Council Meetings

 

Purpose of the Report

1.           To agree a policy for the recording of apologies for Council Meetings.

Submission of Apologies

2.           With the introduction of the Modern.Gov Committee Software System, new functionality is now available that will automatically passport a Councillor's attendance from the minutes of a specific meeting to an information summary located on the Council's corporate website and intranet.

3.           Activating the semi-automated recording of member attendance has required a period of testing to clear down any system errors, and assist in establishing back office procedures.  Officers are now content that the system is robust and are requesting authorisation to establish a formal policy for submitting apologies for Council meetings.

4.           Members have previously been made aware of the requirement to submit apologies for meetings so that the correct information is recorded.

Financial Impact

5.           There are no financial impacts associated with this report.

Equality Impact Assessment

6.           There are no equality impacts associated with this report.

Workforce Impacts

7.           There are no workforce impacts associated with this report.

Legal Powers

8.           The Local Government (Wales) Measure 2011 provides the legal framework for the work covered in this report.

http://www.legislation.gov.uk/mwa/2011/4/contents

 

9.           Annex A - Policy for submitting apologies for Council meetings.

 

ANNEX A

 

Policy for submitting apologies for Council meetings

 

Background

 

Elected Members are expected to attend any meetings that they have been assigned as part of their role. However, there will be occasions when they are unable to attend due to various reasons.

The new Modern.Gov Committee Management System now allows the attendance to be recorded and also published on the Council’s website.

To ensure that the record is accurate this policy sets out what Members should do to record their absence at specific meetings.

 

Policy

 

When a Member is unable to attend a meeting they must submit the apologies prior to or during the meeting to ensure they are correctly recorded and to ensure that the meeting will be quorate. Any apologies submitted after a meeting has been concluded will not be recorded.

The apologies should be communicated to staff within the democratic services unit.

 

There are two types of apology that can be recorded:-

 

 

Type

Comments

Apologies

General category - Members are not expected to confirm their reason for absence unless they wish to. (i.e. Holidays, Illness etc.)

Apologies due to Council Business

Where clashes with Council and external meetings occur, Members representing the Authority will be expected to highlight the reason so that it is recorded correctly.

Absence without notification

Where apologies are not received then the Member will be listed as absent and this will show in the attendance record.

 

 

Annex L

 

 

Distribution of Senior Salaries

 

 

The Impendent Remuneration Panel for Wales has determined the number of Senior Salaries that can be paid by every Local Authority in Wales. For Neath Port Talbot County Borough Council the maximum number of Senior Salaries that can be paid are to 18 members. In line with this determination the following posts will be paid Senior Salaries in 2017-18 following the elections held on 4th May 2017.

 

 

Senior Salary Roles

Number

 

 

Leader, Deputy Leader and Cabinet Members

10

Chairs of Scrutiny Committees

5

Chairs of Regulatory Committees ( Planning & Registration and Licensing, Audit & Democratic Services)

2

Leader of Plaid Group (Largest Opposition Group Leader)

1

Total Number of Senior Salaries

18

 

 

Only one payment can be made of a Senior Salary per Member.

 

 

The Council can also pay the appropriate Civic Salaries payable to the Mayor and Deputy Mayor in addition to the 18 Senior Salaries set out above.

 

 

 

Supporting documents: