Agenda item

The Forward Work Programme was noted.

Officers advised members that a potential special meeting had been added to the work programme for December in relation to the forthcoming works planned for the Princess Royal Theatre. The works will have a significant effect on member facilities including member parking, availability of committee rooms, council chamber and the Civic Centre. The Democratic Services Committee has the remit for member facilities and the committee will be included in planning any necessary mitigations. Officers confirmed that discussions are ongoing with colleagues in the Environment Directorate, to identify consequences of the planned works; as many factors are unknown at present, it is unclear what mitigations may be required.

Members raised concern that the works could hinder members in attending meetings and using facilities in person. It is important to ensure that appropriate alternative options are available for meetings and activities.

The Head of Legal and Democratic Services agreed that this was a key consideration and that there was a need to ensure that suitable replacements that meet legal requirements are identified. A potential contingency could be for the ground floor presentation and conference rooms to be used for scrutiny meetings with the chamber being retained for full council meetings, with works ceasing for the meeting duration. The aim is to minimize the impact on council business as much as possible.

Members enquired when would the committee have the opportunity to give views on the new scrutiny arrangements?

The Head of Legal and Democratic Services advised members that the scrutiny review had not yet been factored in for a specific date. A meeting with scrutiny chairs and vice chairs will be held shortly to gather their views. There is potential to revisit the system with Audit Wales to provide an independent oversight. The Democratic Services Committee will be consulted and be involved in the review processes. There may be a need to hold a special meeting if it is necessary to invite other committee members, to ensure the widest views are captured.

The Forward Work Programme was noted.