THE VALE OF GLAMORGAN COUNCIL

 

Minutes of the Annual Meeting held on 9^th May, 2018.

 

Present:  Councillor Janice Charles (Mayor); Councillors Julie Aviet, Vincent Bailey, Rhiannon Birch, Jonathan Bird, Bronwen Brooks, Lis Burnett, George Carroll, Christine Cave, Millie Collins, Geoff Cox, Robert Crowley, Pamela Drake, Vincent Driscoll, Stewart Edwards, Ben Gray, Owen Griffiths, Stephen Griffiths, Anthony Hampton, Sally Hanks, Nic Hodges, Hunter Jarvie, Gwyn John, Dr. Ian Johnson, Gordon Kemp, Peter King, Matthew Lloyd, Kevin Mahoney, Kathryn McCaffer, Anne Moore, Neil Moore, Michael Morgan, Jayne Norman, Rachel Nugent-Finn, Andrew Parker, Bob Penrose, Sandra Perkes, Andrew Robertson, Leighton Rowlands, Ruba Sivagnanam, John Thomas, Neil Thomas, Steffan Wiliam, Margaret Wilkinson, Edward Williams, Mark Wilson and Marguerita Wright.

 

 

1          DECLARATIONS OF INTEREST –

 

No declarations were received.

 

 

2          ELECTION OF MAYOR –

 

It was moved by Councillor George Carroll and seconded by Councillor Vincent Bailey that Councillor Leighton Rowlands be elected Mayor.  There were no other nominations.

 

RESOLVED – T H A T Councillor Leighton Rowlands be elected Mayor of the Council for the ensuing municipal year.

 

The newly-elected Mayor made and delivered to the Managing Director the Statutory Declaration of Acceptance of Office, was invested by the outgoing Mayor with the Chain of Office and took the Chair.

 

 

3          APPOINTMENT OF DEPUTY MAYOR –

 

It was moved by Councillor Kathryn McCaffer and seconded by Councillor George Carroll that Councillor Christine Cave be elected Deputy Mayor.  There were no other nominations.

 

Upon being put to the vote it was

 

RESOLVED – T H A T Councillor Christine Cave be appointed Deputy Mayor of the Council for the ensuing municipal year.

 

The newly appointed Deputy Mayor made and delivered to the Managing Director the Statutory Declaration of Acceptance of Office and was invested with the Chain of Office.

 

 

4          ANNOUNCEMENT –

 

The Managing Director reminded Members that this was the very last Council Meeting that Jeff Wyatt would attend as the Council’s Head of Democratic Services.  Jeff had been in local government for 46 years and joined the Vale of Glamorgan Council in 1996, having worked previously for South Glamorgan County Council.

 

Since joining the Vale of Glamorgan Council  in 1996, he had been an ever-present attendee at Council Meetings and worked closely with most Members over the last year and many Members for many years.  He had also been extremely helpful to the Managing Director in his role over the last three years.

 

Jeff would be retiring at the end of this month and the Managing Director felt sure Members would want to join him in wishing him all the very best for a very well deserved, long and healthy retirement.  Members stood and gave Jeff a round of applause and, in return, he duly thanked them accordingly and wished them all well.

 

 

5          MAYOR’S ADDRESS –

 

As the new Mayor for the Vale of Glamorgan, Councillor Rowlands had decided that the Mayor should have a lasting legacy for future generations.  Therefore, he had set up the Mayor’s Fund, which would  support organisations and charities within the Vale of Glamorgan and provide grant funding to assist them on projects to help deliver “Strong Communities with a Bright Future” (the Council’s vision for the Vale of Glamorgan).

 

During his year as Mayor he wished to concentrate on promoting the good work communities, charities and local organisations do for the people of the Vale of Glamorgan as these were the building blocks for a more sustainable and stronger future.

 

The Mayor also wanted to ensure that the Mayor’s Office delivered value for money for the residents of the Vale and he had, therefore, decided to look at the budget with a view to reducing costs.

 

Finally, as the youngest Mayor in Vale of Glamorgan history, he hoped to fulfil the role as Mayor with as much dignity and hard work as possible and he thanked all those present in advance for their support.

 

 

6          VOTE OF THANKS TO RETIRING MAYOR –

 

The incoming Mayor thanked the outgoing Mayor for the manner in which she had represented this Council during her year as Mayor.  On behalf of all Members of the Council, he thanked her for her commitment to civic duties and hard work over the last 12 months and wished her the very best for the future.

 

In response, the outgoing Mayor referred to having had a wonderful year and having been proud to represent the Vale of Glamorgan.  She wished to thank and congratulate the incoming Mayor, who she knew would carry out his duty as Mayor in the exceptional way that he carried out his duty as her Deputy.

 

She thanked her Consort, the staff of the Mayor’s Office and the Cabinet Office and her Pastor, Mike Holmes and Mary Tornaberi.

 

It had been a year of many experiences and a unique opportunity and she thanked all those who had supported and encouraged her throughout the year.  She had hosted or attended over 500 civic engagements during her year in office and met many memorable people and new friends.

 

The year had been dedicated to the community and, as a result, she had been able to network organisations to help each other, which she felt could not be overvalued.  The Mayor’s Charities had been able to raise their profiles and get their messages out in a way that might not have otherwise been possible.  She had also been able to recognise many organisations that were run by volunteers, and enable them to help each other and network. 

 

She had also had the honour of welcoming His Royal Highness, the Prince of Wales to the Vale of Glamorgan.

 

Finally, she thanked all Members for having bestowed on her the honour and privilege of being Mayor. 

 

 

7          EXECUTIVE ARRANGEMENTS : CABINET MEMBERSHIP AND PORTFOLIOS AND PAYMENT OF SENIOR SALARIES –

 

Section 4.10 of the Constitution – “Council Procedure Rules – Annual Meeting of the Council” – provided that the Annual Meeting would be told by the Leader of the names of councillors he/she had chosen to be Deputy Leader and the number and names of Members to be appointed to the Executive and their portfolios / responsibilities.

 

Section 5.2 of the Constitution – “Form and Composition of the Executive” – provided that the Executive would consist of the Leader of the Council (the “Leader”) and at least two, but not more than nine, councillors appointed to the Executive by the Leader.

 

Under the provisions of the 2018 Annual Report of the Independent Remuneration Panel for Wales, the Vale of Glamorgan Council was able to pay up to a maximum of 18 Senior Salaries to Members in those positions agreed by the Council to receive such.  The figure of 18 did not include Civic Salaries able to be paid to a Mayor and Deputy Mayor.

 

Including Cabinet Members, it was proposed that, as currently, the Council continue to pay a total of 15 Senior Salaries, together with Civic Salaries to the Mayor and Deputy Mayor, as set out below: 

• Cabinet Members – 7
• Group Leaders (in respect of Groups comprising 10% or more of the total membership of the Council) – 1
• Scrutiny Committee Chairmen – 5
• Chairman of Planning Committee
• Chairman of Licensing Committee
• Mayor
• Deputy Mayor.

 

Full details of the relevant payments, together with basic allowances for all Members, were incorporated within the Council's Constitution.

 

The Leader confirmed that both the membership and associated portfolios of the Cabinet would remain unchanged.  Details of Cabinet Portfolios, together with the Leader’s confirmation that, as part of their portfolios, Cabinet Members would be designated as the Council’s “Champions” with regard to various areas, were attached as Appendices A and B respectively.  Appendix B also listed the remaining “Champions”.   The Leader informed Members that the roles of Equalities Champion and Diversity Champion would be combined, with the role being undertaken by Councillor Kathryn McCaffer.

 

It was recommended that the role of the following Champions continued to be undertaken by the position-holder indicated:

 

Scrutiny Champion – Chairman of the Scrutiny Committee Chairmen and Vice-Chairmen Group

Member Development Champion – Chairman of the Democratic Services Committee.

 

RESOLVED –

 

(1)       T H A T, as advised by the Leader, it be noted that Councillor Hunter Jarvie would be Deputy Leader and the following Members would comprise the Cabinet, with the portfolios indicated: 

 

Councillor John Thomas –

Executive Leader and Cabinet Member for Performance and Resources

• Resources, including:
  • Managing Director’s Office
  • Cabinet Support Office
  • Strategic Policy and Corporate Planning
  • Public Services Board
  • Performance Monitoring and Improvement Planning
  • Communications
  • Customer Care
  • Human Resources Strategy and Implementation
  • Organisational Development and Training
  • Employee Relations and Equalities
  • Recruitment, Retention and Management of Attendance
  • Corporate Health and Safety
  • Democratic Services, Member Development and Support
  • Financial Services, Financial Planning and Budget
  • Information and Communication Technology
  • Land, Property and Asset Management
  • Procurement and Contracts
  • Risk Management
  • Reshaping Services
  • Local Government modernisation, collaboration and wellbeing agenda

 

• Cardiff Capital Region City Deal

 

Councillor Hunter Jarvie –

Cabinet Member for Regulatory and Legal Services

• Legal Services, including:
  • Community Legal Services
  • Property and Contracts
  • Litigation
  • Electoral Services

 

• Registration Services
• Record Management and Information Services

 

• Regulatory Services, including:
  • The Shared Regulatory Service
  • Environmental Health and Pollution Control
  • Licensing
  • Pest Control
  • Private Sector Housing Enforcement
  • Trading Standards

 

Councillor Bob Penrose –

Cabinet Member for Learning and Culture

• Education, including:
  • Education Strategic Planning
  • Adult Community Learning
  • Early Years Education Provision
  • Education Welfare, Advice and Assessment
  • Governor Support and Training
  • Education Inclusion and Access, including Pupil Referral
  • School Admissions
  • School Funding and Support
  • School Improvement and Challenge, including Central South Consortium.
  • Special Educational Needs
  • Catering service
  • Youth Service
  • Arts, Culture and Heritage, including Welsh Language Services and Provision
  • Library and Information Services

 

Councillor Jonathan Bird –

Cabinet Member for Regeneration and Planning

• Regeneration, including:
  • Development Management
  • Building Control
  • Planning Policy and Local Development Plan
  • Countryside Services, including Public Rights of Way, Country parks, Heritage Coast and Landscape Services
  • Biodiversity Policy and Implementation
  • Economic Development and Business Support
  • Employment Land and Buildings
  • Urban and Rural Regeneration
  • Private Sector Housing Renewal and Improvements
  • Communities First
  • Tourism and Events
  • Town Centre development and promotion
  • Cardiff Airport and St. Athan Enterprise Zone
  • Regeneration projects
  • Inward Investment

 

Councillor Andrew Parker –

Cabinet Member for Housing and Building Services

• Public Sector Housing, including:
  • Elderly Persons’ Homes
  • Community Safety and Crime and Disorder (including Section 17 responsibilities)
  • Home Office Related Issues
  • Homelessness and Travellers (including sites)
  • Housing Strategy and Investment
  • Identification of Housing Need and Accommodation
  • Social Housing Responsibilities
  • Housing Allocations
  • Tenant Services
  • Specialist Housing Services
  • Housing Policy and Implementation
  • Welsh Housing Quality Standards Delivery

 

• Building Services, including:
  • Building Maintenance
  • Building Cleaning
  • Building Security

 

Councillor Gordon Kemp –

Cabinet Member for Social Care, Health and Leisure

• Social Care and Health, including:
  • Adoption Service
  • Adult and Children’s Services
  • Adults Advice and Assessment
  • Adult and Children Community Care
  • Home Care Provision
  • Health Liaison
  • Mental Health Services for Adults and Children
  • Services for Adults and Children with Disabilities/Impairment
  • Family Support and Liaison
  • Health and Social Care Integration and Collaboration
  • Adult and Children Voluntary Sector Inclusion
  • Social Services Special Needs
  • Social Services Business Support and Innovation
  • Youth Offending Team (YOT)
  • Collaboration with the Health Board on social care and health integration

 

• Leisure Services, including:
  • Community Centres
  • Leisure Strategy
  • Leisure Management (incl. Sports and Leisure Centres)
  • Strategic Investment - Leisure
  • Sport Development and Play

 

Councillor Geoff Cox –

Cabinet Member for Neighbourhood Services and Transport 

• Operational Neighbourhood Services, including:
  • Highway Maintenance
  • Parks and Grounds maintenance
  • Beach Management
  • Water Safety
  • Waste Management
  • Recycling Policy and Implementation
  • Environmental Enforcement
  • Public Toilets
  • Street Lighting

 

• Highway Engineering Services, including:
  • Adverse Weather and Winter Maintenance
  • Highway Engineering, Design and Development
  • Highway and Highway Structures Maintenance
  • Highway Tree Management
  • Traffic Management
  • Car parking provision and Management
  • Road Safety, including Safe Routes in Communities
  • Flood Risk Management and Coastal Protection

 

• Transportation, including:
  • Active Travel and Sustainable Transport
  • Local and Regional Transport Plans
  • METRO Delivery
  • Public Transport
  • Home to School Transport Policy and Provision
  • Community Transport
  • Fleet Acquisition and Leasing
  • Garage Services and Fleet Maintenance
  • Pool Car Management

 

• Civil Protection and Emergency Planning

 

(2)       T H A T the following Members be designated “Member Champions” as shown:

 

Champions

Title	Cabinet Member / Member
Biodiversity Champion	Councillor Jonathan Bird
Anti-Poverty Champion	Councillor Rachel Nugent-Finn
Equalities and Diversity Champion	Councillor Kathryn McCaffer
Older People’s Champion	Councillor Gordon Kemp
Armed Forces Champion	Councillor Janice Charles
Anti-Domestic Violence Champion	Councillor Rachel Nugent-Finn
Superfast Broadband Champion	Councillor Vincent Bailey
Carers Champion	Councillor Bob Penrose
Safeguarding Champion	Councillor Bob Penrose
Time to Change Wales	Councillor Kathryn McCaffer
Veterans Champion	Councillor Janice Charles
Youth Champion	Councillor Leighton Rowlands

 

(3)       T H A T the Chairman of the Scrutiny Committee Chairmen and Vice-Chairmen Group and Chairman of the Democratic Services Committee continue to be designated the Council’s Scrutiny and Member Development Champions respectively. 

 

(4)       T H A T the Council's payments of Senior Salaries for 2018/19 be as follows: 

• Cabinet Members – 7
• Group Leaders (in respect of Groups comprising 10% or more of the total membership of the Council) – 1
• Scrutiny Committee Chairmen – 5
• Chairman of Planning Committee
• Chairman of Licensing Committee
• Mayor
• Deputy Mayor. 

 

8          NON-EXECUTIVE ARRANGEMENTS: SCRUTINY COMMITTEES: APPOINTMENT, MEMBERSHIP, TERMS OF REFERENCE AND ALLOCATION OF CHAIRMEN POSITIONS –

 

Council agreed at the Annual Meeting in 2015 the procedure to be used to determine the allocation of seats across Committees (as summarised in Appendix A to the report).   

 

Appendix B to the report was the calculation relating to the political balance requirement for Committees in accordance with the Local Government and Housing Act 1989.  The Regulatory Services Joint Committee had not been included in the list as Full Council previously appointed two specific Members to be the Council’s representatives.  Similarly, whilst the Public Protection Licensing Committee was included, the Statutory Licensing Committee was not as it did not need to be politically balanced (although it could be and, in fact, was) as it did not constitute a Committee created under the Local Government Act 1972.  Furthermore, the membership of both Committees was the same and, as such, only one counted in terms of the overall political balance calculations.

 

Attached at Appendix C to the report was an extract from Section 7 of the Constitution which set out the terms of reference, general role and specific functions of the Scrutiny Committees. 

 

A requirement existed, under the Local Government (Wales) Measure 2011, regarding the allocation of Scrutiny Committee Chairmen positions.  In essence, any Group, or Groups, represented on the Executive were entitled (when taken together) to a proportion of Scrutiny Committee Chairmen positions equivalent to their total number of seats (when taken together) on the Council.  Once this calculation had been done, the remaining Scrutiny Committee Chairmen positions become the "property" of the non-executive Groups (again, to be allocated proportionate to the total number of seats held by the respective Groups on the Council). 

 

In calculating the above, the Measure provided that the figure relating to a Group, or Groups, represented on the Executive must, in all cases, be rounded down.  The figure for non-executive allocations was to be rounded up, or down, as appropriate to the nearest whole number, including zero.

 

As such, the allocation for the appointment of the five Scrutiny Committee Chairmen positions (based on each Group’s percentage of the Council) remained as follows: 

• Conservative – 51.06% = 2.55 = (rounded down) 2
• Labour – 29.79% = 1.49 = 1 = (rounded down) = 1
• Plaid Cymru – 8.51% = 0.43 = (rounded down) = 0
• Llantwit First Independents – 8.51% = 0.43 = (rounded down) = 0 

It could be seen from the above that two of the five Scrutiny Committee Chairmen positions therefore again currently stand unallocated.  The Welsh Government Statutory Guidance on the Local Government (Wales) Measure 2011 (issued in June 2012) provides for such a situation.  The Statutory Guidance provided that, should there be any unallocated Chairs following the use of the formula to calculate entitlement, then the position(s) was to be appointed by the Members of that Committee(s).  That would need to be done at the first meeting of the respective two Committees.

 

The Leader of the Conservative Group confirmed the Group would be retaining the Chairmen positions on the following Scrutiny Committees: 

• Corporate Performance and Resources – Councillor George Carroll
• Environment and Regeneration – Councillor Vincent Bailey. 

The Leader of the Labour Group confirmed the Group would be retaining the Chairman position on the following Scrutiny Committee: 

• Learning and Culture – Councillor Lis Burnett.     

As indicated above, the two remaining positions would then be determined at the first meeting of the respective Committees, i.e.: 

• Homes and Safe Communities
• Healthy Living and Social Care. 

Council was recommended to endorse the allocation of specific Scrutiny Committee Chairman as notified by the relevant Group Leaders.

 

As far as the membership of Scrutiny Committees was concerned, the following changes had been notified (and tabled at the meeting) by Group Leaders.

 

Conservative Group  

• Homes and Safe Communities - Councillor Marguerita Wright to replace Councillor Rachel Nugent-Finn
• Learning and Culture - Councillor Rachel Nugent-Finn to replace Councillor Marguerita Wright.

 

Labour Group  

• Healthy Living and Social Care - Councillor Owen Griffiths to replace Councillor Neil Thomas.

 

Council was also asked to consider the position regarding long-standing Co-opted Member and / or Observer vacancies on the Homes and Safe Communities Scrutiny Committees.

 

At the Council’s Annual Meeting on 24^th May, 2017 Shelter Cymru and the Vale Housing and Homelessness Forum were appointed as non-voting observers on the Homes and safe Communities Scrutiny Committee.  It had not, however, been possible to fill these positions during the course of the current municipal year, because the Vale Housing and Homelessness Forum was not currently active, and Shelter Housing had informed the Committee that they did not have the staffing capacity to provide a representative.  The Committee was keen to have representatives from a wide range of organisations who could provide information on a range of matters discussed at meetings. Consequently, at its meeting on 18^th April 2018, the Committee recommended –

 

“(1)        T H A T it be recommended to Full Council that the Co-opted Non-Voting Observer vacancies on the Homes and Safe Communities Scrutiny Committee not be filled by the existing organisations.

 

(2)        T H A T the Homes and Safe Communities Scrutiny Committee write to Cymorth Cymru, Glamorgan Voluntary Services and the Citizens Advice Bureau seeking their views on possible involvement in the Committee, including the option of becoming co-opted non-voting observers.”

 

RESOLVED – 

 

(1)       T H A T the Council endorse the allocation of specific Scrutiny Committee Chairmen as notified by the relevant Group Leaders as follows: 

• Conservative (2)

Corporate Performance and Resources – Councillor George Carroll

Environment and Regeneration – Councillor Vincent Bailey.

• Labour (1)

Learning and Culture – Councillor Lis Burnett.

 

(2)       T H A T the two remaining Committee Chairmen positions be determined at the first meeting of the respective Committees.

 

(3)       T H A T the existing vacancies on the Homes and Safe Communities Scrutiny Committee not be filled by the existing organisations, i.e. Shelter Cymru and the Vale Housing and Homelessness Forum.

 

(4)       T H A T the membership of the Homes and Safe Communities Scrutiny Committee be amended to include (subject to the relevant organisations wishing to take up the positions) co-opted non-voting observers from Cymorth Cymru, Glamorgan Voluntary Services and the Citizens Advice Bureau.

 

(5)       T H A T the following Scrutiny Committees, together with their membership and Terms of Reference, be appointed for the ensuing Municipal year:

 

Corporate Performance and Resources (10 Members)

 

Councillors: George Carroll, Robert Crowley, Vincent Driscoll, Owen Griffiths,

Stephen Griffiths, Dr. Ian Johnson, Peter King, Neil Moore, Leighton Rowlands and Edward Williams.

 

Environment and Regeneration (10 Members)

 

Councillors: Vincent Bailey, Pamela Drake, Vincent Driscoll, Stewart Edwards, Gwyn John, Matthew Lloyd, Neil Moore, Andrew Robertson, Ruba Sivagnanam and Steffan Wiliam.

 

Healthy Living and Social Care (10 Members)

 

Councillors: Julie Aviet, Bronwen Brooks, George Carroll, Christine Cave, Stewart Edwards, Owen Griffiths, Kevin Mahoney, Kathryn McCaffer, Rachel Nugent-Finn and Leighton Rowlands.

 

Homes and Safe Communities (10 Members)

 

Councillors: Bronwen Brooks, Christine Cave, Millie Collins, Ben Gray, Sally Hanks, Stephen Griffiths, Michael Morgan, Margaret Wilkinson, Mark Wilson and Marguerita Wright.

 

1 representative, in a co-opted non-voting observer capacity, of each of the following organisations (subject to the organisations taking up the position):

 

Citizens Advice Bureau

Cymorth Cymru

Glamorgan Voluntary Services

 

plus four Representatives from Tenant Working Group / Panel.

 

Learning and Culture (10 Members)

 

Councillors: Rhiannon Birch, Lis Burnett, Ben Gray, Stephen Griffiths, Nic Hodges, Matthew Lloyd, Michael Morgan, Jayne Norman, Rachel Nugent-Finn and Sandra Perkes.

 

Co-opted Members:	Non-Voting Observers:
1 representative each from:	1 representative each from:
Roman Catholic Church	Primary
Church in Wales	Secondary
Parent Governors - Primary Sector	Special
Parent Governors - Secondary   Sector	Headteachers
	Welsh Medium Education
	Free Churches
	Vale Youth Forum (2 representatives)

 

Role, Scope and Terms of Reference

The role, scope and terms of reference of the Scrutiny Committees are described in the table below:

Scrutiny ToR

Committee Title	Scope
	Corporate Plan Outcomes   and Objectives	Council   Functions
Corporate   Performance and Resources	Overall   monitoring of Corporate Health	Corporate Policy and Performance   Communications   Customer Relations   Corporate Performance   Finance   ICT   Property   Legal   Democratic   Human Resources   Surplus Land and Property   Capital Schemes   Revenue Proposals over £300,000   Public Services Board
Environment   and Regeneration	An   Environmentally Responsible and Prosperous Vale.   Promoting regeneration, economic growth and employment.   Promoting sustainable development and protecting our environment.   Economic Development   Tourism   Countryside   Regeneration   Waste Management and Cleansing, Highways & Engineering and Grounds   Maintenance   Planning   Transportation   Fleet Management, Cleaning and Security
Homes   and Safe Communities	An   Inclusive and Safe Vale.   Reducing poverty and social exclusion.   Providing decent homes and safe communities.   Public Housing   Public Housing Maintenance   Public Protection including all Shared Regulatory Services functions   Community Safety   Private Sector Housing and Renewal Areas   Crime and Disorder Matters (as required under the Police and Justice   Act 2006 and the Local Government and Public Involvement in Health Act 2007)   Families First, Flying Start and Communities First
Learning   and Culture	An   Aspirational and Culturally Vibrant Vale.   Raising overall standards of achievement.   Valuing culture and diversity.   Schools (Pupil Support, School Improvement and School Support)   Post 16 Education and Training   Libraries   Community Education and Youth Service   Equalities   Welsh Language   Arts Development
Healthy   Living and Social Care	An   Active and Healthy Vale.   Encouraging and promoting active and healthy lifestyles.   Safeguarding those who are vulnerable and promoting independent   living.   Adult Services   Children and Young People’s Services   Social Services Business Management and Innovation   Leisure, Parks, Sport and Play

 

Specific Functions

 

Policy Development and Review

 

The Scrutiny Committees may:

 

(a)       assist the Council and the Executive in the development of its Budget and Policy Framework by in-depth analysis of policy issues;

(b)       conduct research, community and other consultation in the analysis of policy issues and possible options;

(c)       consider and implement mechanisms to encourage and enhance community participation in the development of policy options;

(d)       question Members of the Executive and/or Committees and Chief Officers from the Council about their views on issues and proposals affecting the area;

(e)       liaise with other external organisations operating in the area, whether national, regional or local, to ensure that the interests of local people are enhanced by collaborative working; and

(f)        consider the impact of policies to assess if they have made a difference. 

 

Scrutiny

 

The Scrutiny Committees may:

 

(a)       review and scrutinise the decisions by, and performance of, the Executive and / or Committees and Council Officers in relation to individual decisions and over time;

(b)       review and scrutinise the performance of the Council in relation to its policy objectives, performance targets and/or particular service areas;

(c)       question Members of the Executive and/or Committees and Chief Officers from the Council about their decisions and performance, whether generally in comparison with service plans and targets over a period of time, or in relation to particular decisions, initiatives or projects;

(d)       make recommendations to the Executive and/or appropriate Committee and / or Council arising from the outcome of the scrutiny process;

(e)       review and scrutinise the performance of other public bodies in the area and invite reports from them by requesting them to address the Scrutiny Committees and local people about their activities and performance; and

(f)        question and gather evidence from any person (with their consent).

 

Finance

 

Scrutiny Committees may exercise overall responsibility for the finances made available to them.

 

Annual Report

 

The Scrutiny Committees must report annually to the Full Council on their workings, with recommendations for their future Work Programmes and amended working methods if appropriate. 

 

Officers

 

Scrutiny Committees may exercise overall responsibility for the Work Programme of the Officers employed to support their work; it being noted that Officers supporting the scrutiny function also undertake non-scrutiny related duties.

 

 

9          QUASI-JUDICIAL COMMITTEES AND OTHER BODIES: APPOINTMENT, TERMS OF REFERENCE AND MEMBERSHIP –

 

Council agreed at the Annual Meeting in 2015 to determine the allocation of seats across Committees (as summarised in Appendix A to the report).  

 

Appendix B to the report was the calculation relating to the political balance requirement for Committees in accordance with the Local Government and Housing Act 1989.    Whilst the Public Protection Licensing Committee was included, the Statutory Licensing Committee was not as it did not need to be politically balanced (although it could be and, in fact, was) as it did not constitute a Committee created under the Local Government Act 1972.  Furthermore, the membership of both Committees was the same and, as such, only one need count in terms of the overall political balance calculations.

 

Attached at Appendix C to the report was a list of Quasi-Judicial Committees and other bodies, together with existing terms of reference.  

 

In considering this report, Members were reminded of the need to pay particular regard to legislation which came into force on 5^th May, 2017 governing the size and composition of Planning Committees. 

 

The Size and Composition of Local Planning Authorities Committees (Wales) Regulations 2017 (which came into effect on 5^th May, 2017) bring into effect, and provided the detailed interpretation for, Section 39 of the Planning (Wales) Act 2015, so far as it related to the size and composition of Committees discharging functions. 

 

The Regulations required Local Authority Planning Committees in Wales to be structured and operated in accordance with the following requirements: 

• The Planning Committee must contain no fewer than 11 Members and no more than 21 Members, but no more than 50% of the Authority Members (rounded up to the nearest whole number).
• Where Wards have more than one Elected Member, only one Member may sit on the Planning Committee, in order to allow other Ward Members to perform the representative role for local community interests. 

Whilst the second bullet point above did not apply to a Local Authority that comprised solely of multiple Member Wards (due to the need to maintain political balance on the Committee), the Vale of Glamorgan Council was one of the Councils to which both of the above provisions applied.  Failure to adhere to the requirements of the Regulations would affect the validity of decisions taken by the Planning Committee.  It was therefore necessary for the Regulations to be taken into account in appointing the Planning Committee. 

 

In addition to the above, the Local Authorities (Standing Orders) (Wales) (Amendment) Regulations 2017 also came into force on 5^th May, 2017.  These Regulations provided that: 

• Each meeting of the Planning Committee must have a quorum of 50% to make decisions;
• The use of substitute Members is prohibited. 

As far as the membership of Quasi-Judicial Committees was concerned, the following changes had been notified (and tabled at the meeting) by the Leader:

 

Conservative Group  

• Planning Committee – Councillor Marguerita Wright to replace Councillor Matthew Lloyd
• Statutory Licensing and Public Protection Licensing Committees – Councillor Vincent Driscoll to replace Councillor Ben Gray
• Standards Committee – Councillor Robert Crowley to replace Councillor Rachel Nugent-Finn
• Early Retirement / Redundancy Committee – Councillor Christine Cave to replace Councillor Rachel Nugent-Finn.

 

RESOLVED – T H A T the following Quasi-Judicial Committees and Other Bodies, together with their Terms of Reference and Membership, be reappointed for the ensuing Municipal Year.

 

(a)       Planning Committee (17 Members)

 

Councillors: Jonathan Bird, Lis Burnett, Christine Cave, Pamela Drake, Vince Driscoll, Ben Gray, Nic Hodges, Dr. Ian Johnson, Peter King, Rachel Nugent-Finn, Andrew Parker, Bob Penrose, Leighton Rowlands, Neil Thomas, Margaret Wilkinson, Edward Williams and Marguerita Wright.

 

N.B. The Size and Composition of Local Planning Authorities Committees (Wales) Regulations 2017 require Local Authority Planning Committees in Wales to be structured and operated in accordance with the following requirements: 

• The Planning Committee must contain no fewer than 11 Members and no more than 21 Members, but no more than 50% of the Authority Members (rounded up to the nearest whole number).
• Where Wards have more than one Elected Member, only one Member may sit on the Planning Committee, in order to allow other Ward Members to perform the representative role for local community interests. 

Whilst the second bullet point above does not apply to a Local Authority that comprises solely of multiple Member Wards (due to the need to maintain political balance on the Committee), the Vale of Glamorgan Council was one of the Councils to which both of the above provisions applied. 

 

In addition to the above, the Local Authorities (Standing Orders) (Wales) (Amendment) Regulations 2017 provide that: 

• Each meeting of the Planning Committee must have a quorum of 50% to make decisions.
• The use of substitute Members is prohibited. 

Terms of Reference:

 

With delegated powers

 

(1)       To deal with all matters relating to development control, including planning applications.

 

(2)       To deal with all matters relating to building control, including dangerous and dilapidated buildings and structures, and trees.

 

(3)       To consider and determine applications for modification of the Definitive Map and Statement made under Section 53 of the Wildlife and Countryside Act 1981 and any statutory modifications made thereunder.

 

N.B. The Planning Committee have delegated some of these functions to the Public Rights of Way Sub-Committee and resolved that responsibility for Rights of Way/ Highway related functions contained in the Local Authorities (Executive Arrangements) (Functions and Responsibilities) (Wales) (Amendment) Regulations 2009, other than those allocated to the Planning Committee or the Public Rights of Way Sub-Committee, be delegated to the Head of Regeneration and Planning, as set out in Appendix A to the report to the Planning Committee on 20^th May, 2010, and that

 

(i)         In all the sub-sections contained in Appendix A, pre-order consultation shall always include Local Ward Members.

 

(ii)        In all the sub sections contained in Appendix A, pre-order consultation with Local Ward Members would afford Members the right to request that the matter be reported to the relevant Committee/Sub-Committee.

 

(b)       Public Rights of Way Sub-Committee (5 Members)

(N.B. Seat given up by Plaid Cymru Group as part of overall “Political Balance” calculation).

 

Membership:  To be appointed by the Planning Committee

 

Terms of Reference:

 

(1)       To consider and determine under delegated powers applications for Footpath Orders made under Sections 25, 26, 118 and 119 of the Highways Act 1980 and Orders made under Sections 53(3)(b), 53(3)(c) and 54 of the Wildlife and Countryside Act 1981 in respect of modifications of the Definitive Map.

 

(2)       To consider and determine under delegated powers applications for Footpath and Bridleway Orders affected by development under Section 257 of the Town and Country Planning Act 1990 where opposition which has been raised as a result of pre-order consultation remains unresolved.

 

(N.B. See also terms of reference of the Planning Committee above.)

 

(c)       Statutory Licensing Committee (15 Members) 

 

Councillors: Janice Charles, Geoff Cox, Robert Crowley, Pamela Drake, Vincent Driscoll, Owen Griffiths, Dr. Ian Johnson, Kevin Mahoney, Anne Moore, Michael Morgan, Jayne Norman, Leighton Rowlands, John Thomas, Margaret Wilkinson and Marguerita Wright.

 

Terms of Reference

 

(1)       To determine all matters regulated by the Licensing Act 2003 and the Gambling Act 2005 and any statutory modifications made thereunder in accordance with the Council’s Statements of Licensing Policy.

 

(2)       All Licensing Act 2003 and Gambling Act 2005 functions and matters will be considered by the Statutory Licensing Committee or Statutory Licensing Sub Committee as deemed necessary, exercising plenary powers meeting on such specific occasions as necessary.

 

(3)       The Statutory Licensing Committee or Statutory Licensing Sub Committee shall be empowered to do anything which is necessarily incidental to the exercise of the delegated function and all delegations and or authorisations shall be construed accordingly (unless they are expressly limited) in order to facilitate the determination of any matters considered by them.

 

(4)       The Statutory Licensing Committee or Statutory Licensing Sub Committee as deemed necessary shall be empowered to adopt or modify any such rules of procedure in order to facilitate the determination of any matters considered by them.

 

(d)       Public Protection Licensing Committee (15 Members)

 

Councillors: Janice Charles, Geoff Cox, Robert Crowley, Pamela Drake, Vincent Driscoll, Owen Griffiths, Dr. Ian Johnson, Kevin Mahoney, Anne Moore, Michael Morgan, Jayne Norman, Leighton Rowlands, John Thomas, Margaret Wilkinson and Marguerita Wright.

Terms of Reference

 

(1)       To determine all licensing matters and any other matters of a licensing nature, with the exception of Licensing Act 2003 and Gambling Act 2005 licensing functions and any matters and such other licensing functions which fall within the remit of the: 

(i)            Council, any of its committees or the Executive;

(ii)          The Joint Committee for Shared Regulatory Services.

 

(2)       All Licensing matters will be considered by the Public Protection Licensing Committee or Public Protection Licensing Sub Committee as deemed necessary, exercising plenary powers and meeting on such specific occasions as necessary.

 

(3)       The Public Protection Licensing Committee or Public Protection Licensing Sub Committee  shall be empowered to do anything which is necessarily incidental to the exercise of the delegated function and all delegations and or authorisations shall be construed accordingly (unless they are expressly limited) in order to facilitate the determination of any matters considered by them.

 

(4)       The Public Protection Licensing Committee or Public Protection Licensing Sub Committee shall be empowered to adopt or modify any such rules of procedure including, but not limited to, the Statement of Principles for taxi licensing in order to facilitate the determination of any matters considered by them.

 

(5)       To determine all licensing matters delegated to the Committee, including applications for Hackney Carriage, Private Hire Vehicles, Street Trading Licences, any other matters of a licensing nature. 

 

(6)       To review and update conditions attached to existing licences/certificates/ permits/consents and to agree new conditions required due to changes in legislation and or changes in trends or practices.

 

(7)       Any function in relation to the making of an Alcohol Consumption in Designated Public Places Order under the provisions of the Criminal Justice and Police Act 2001.

 

(e)       Appeals Committee (6 Members, none of whom should be members of either the Early Retirement / Redundancy Committee or the Investigating Committee)

 

(N.B. Seat given up by Plaid Cymru Group as part of overall “Political Balance” calculation).

 

Councillors: Robert Crowley, Owen Griffiths, Sally Hanks, Neil Moore, Michael Morgan and Rachel Nugent-Finn.

 

Terms of Reference:

 

With delegated powers:

 

(1)       To hear and determine appeals against decisions on disciplinary proceedings instituted against Chief Officers (excluding the Head of Paid Service, Monitoring Officer, Chief Finance Officer and Head of Democratic Services).

 

(2)       To hear and determine matters relating to grievance appeals from Chief Officers.

 

(3)       To hear and determine appeals arising from local government reorganisation.

 

(4)       To consider and make recommendations to Cabinet on all matters relating to re-grading appeals by all Chief Officers.

 

(5)       To hear and determine appeals against the redundancy of Council employees issued with redundancy notification.

 

(6)       To hear and determine appeals against the redundancy of employees employed by school governing bodies following notice of school closure.

 

N.B. Pursuant to the provisions of the Local Authorities (Standing Orders) (Wales) Regulations 2006 and the Amendment Regulations 2014, where in the case of the dismissal of

 

-           a Chief Officer

-           a Deputy Chief Officer

 

a committee or sub-committee is discharging the function of the dismissal, at least one member and not more than half of the members of that committee or sub-committee are to be members of the Executive.

 

Separate mechanisms are in place to deal with dismissal and disciplinary issues affecting the Head of Paid Service, Monitoring Officer, Chief Finance Officer and Head of Democratic Services.

 

(f)        Investigating Committee (7 Members, none of whom should be members of the Appeals Committee)

 

(N.B. Seat given up by Conservative and Plaid Cymru Groups as part of overall “Political Balance” calculation).

 

Councillors: Lis Burnett, Christine Cave, Gwyn John, Katherine McCaffer, Anne Moore, Andrew Robertson plus one vacancy.

 

Terms of Reference:

 

With delegated powers:

 

(1)       To act in accordance with the procedures laid down by the JNC Conditions of Service for Chief Officers and in accordance with the Local Authorities (Standing Orders) (Wales) Regulations 2006 and the Local Authorities (Standing Orders) (Wales) Regulations (Amendment) Regulations 2014 and any statutory modifications made thereunder in all matters of discipline and capability.

 

(2)       To determine such matters as appropriate with delegated powers on behalf of the Council in relation to non-statutory Chief Officers and statutory Chief Officers, with the exception of the Head of Paid Service, Monitoring Officer, Chief Finance Officer and Head of Democratic Services.

 

(3)       To recommend, where considered appropriate, in the case of the Head of Paid Service, Monitoring Officer, Chief Finance Officer and the Head of Democratic Services referral of the issue to an independent person in accordance with the provisions of the Local Authorities (Standing Orders) (Wales) Regulations 2006 and the Local Authorities (Standing Orders) (Wales) Regulations (Amendment) Regulations 2014 and any statutory modifications made thereunder.

 

*N.B.  The “second hearing” as referred to within the Chief Officers’ Hand Book in respect of non-statutory Chief Officers and statutory Chief Officers, with the exception of the Head of Paid Service, Monitoring Officer, Chief Finance Officer and Head of Democratic Services, shall be a referral to the Appeals Committee in accordance with ACAS guidelines.

 

(g)       Standards Committee (9 Members, including 5 independent members; 3 Councillors other than the Leader and not more than 1 member of the Executive; and 1 member of a town/community council wholly or mainly in the Council’s area)

 

Councillors: Lis Burnett, Robert Crowley and Ben Gray.

 

Independent Members:

Mr. D. Carsley

Mrs. P. Hallett

Mr. R. Hendicott

Mr. A. Lane

Mrs. L. Tinsley

 

Town and Community Council Representative:

Councillor M. Cuddy

 

Terms of Reference:

 

(1)       To promote and maintain high standards of conduct by Councillors, Co-Opted Members and church and parent governor representatives.

 

(2)       To assist Councillors, Co-Opted Members and church and parent governor representatives to observe the Members’ Code of Conduct.

 

(3)       To advise the Council on the adoption or revision of the Members’ Code of Conduct.

 

(4)       To monitor the operation of the Members’ Code of Conduct.

 

(5)       To advise, train or arrange to train Councillors, Co-Opted Members and church and parent governor representatives on matters relating to the Members’ Code of Conduct.

 

(6)       To grant dispensations to Councillors, Co-Opted Members and church and parent governor representatives from requirements relating to interests set out in the Members’ Code of Conduct.

 

(7)       To deal with any reports from a case tribunal or interim case tribunal, and any report from the Monitoring Officer on any matter referred to that officer by the Public Services Ombudsman.

 

(8)       To exercise (1) to (7) above in relation to the community councils wholly or mainly in its area and the Members of those community councils.

 

(9)       To overview complaints handling and Ombudsman investigations.

 

(h)       Standards Committee Appointment Panel (1 Community Councillor, 1 Lay Person (to be appointed by the Monitoring Officer) and 1 Vale of Glamorgan Councillor from each political group (who is not a member of the Standards Committee)

 

Councillors: Sally Hanks, Nic Hodges, Anne Moore, Leighton Rowlands, Mr. A. Jolley (Lay Member) and Councillor M. Cuddy (Community Councillor Member).

 

Terms of Reference:

 

To consider applications to fill Independent Member vacancies on the Standards Committee and make recommendations to the Appointments Committee.

 

(i)         Standards Committee Appointments Committee (3 Members – the Elected Members who sit on the Standards Committee)

 

Councillors Lis Burnett, Robert Crowley and Ben Gray.

 

Terms of Reference:

 

To appoint the Independent Members to the Standards Committee, having regard to the Appointment Panel's recommendations and to deal with other matters requiring a decision for the appointment of a non-Council member of the Standards Committee.

 

(j)         Discretionary Housing Payments Review Committee (7 Members)

 

(N.B. Seat given up by Conservative (2), Plaid Cymru and Llantwit First Independents Groups as part of overall “Political Balance” calculation).

 

Councillors: Lis Burnett, Kevin Mahoney, Katherine McCaffer, Neil Moore and Andrew Parker (plus 2 vacancies).

 

Terms of Reference:

 

With delegated powers to determine reviews made under the Discretionary Financial Assistance Regulations 2001, as amended by the Discretionary Financial Assistance Regulations 2008, and any statutory modifications made thereunder in the light of guidance on the operation of Discretionary Housing Payments issued by the Department for Work and Pensions under the Discretionary Housing Payments Scheme.

 

(k)       Audit Committee (7 Members plus 1 Lay Member)

 

Councillors: George Carroll, Pamela Drake, Vincent Driscoll, Dr. Ian Johnson, Kathryn McCaffer, Leighton Rowlands and Mark Wilson.

 

Lay Member – Mr. P. Lewis

 

Composition

 

The membership of the Audit Committee is to be determined by Council subject to:

 

(a)       At least two thirds of the members must be Vale of Glamorgan Councillors of whom no more than 1 member may be a member of the Cabinet who must not be the Leader.

 

(b)       Up to one third of the members may be from outside the Council and at least one member must be a lay member.

 

Chairing the Committee

 

The Audit Committee shall be chaired by a person elected by its members.  The Chairman may be a Vale of Glamorgan Councillor or a lay member, but must not be a member of any Group which has Members on the Executive.

 

Voting

 

All Audit Committee members, including lay members, have the right to vote on any issue considered by the Committee.

 

Frequency of meetings

 

The Committee must meet at least once a year.

 

Terms of Reference: 

 

(1)       To consider the external auditor’s annual report and other relevant reports; and to make recommendations on their implementation to Cabinet and/or Council as appropriate.

 

(2)       To consider specific reports as agreed with the external auditor and to make recommendations on their implementation to Cabinet and/or Council as appropriate.

 

(3)       To maintain an overview of Contracts Procedure Rules, Financial Regulations; and Officers’ Codes of Conduct and behaviour and to make recommendations to Cabinet and/or Council as appropriate.

 

(4)       To monitor Council policies on “Raising Concerns at Work” and the anti-fraud and bribery strategy and the Council’s complaints procedure and to make recommendations to Cabinet and/or Council as appropriate.

 

(5)       To oversee the production of the Council’s Annual Governance Statement and to recommend its adoption.

 

(6)       To review the annual Statement of Accounts.  Specifically, to consider whether appropriate accounting policies have been followed and whether there are concerns arising from the financial statements or from the audit that need to be brought to the attention of the Council.

 

(7)       Overall responsibility for the maintenance and operation of the Whistleblowing   Policy

 

With delegated powers:

 

(1)       To approve the Internal Audit Charter.

 

(2)       To approve the risk-based Internal Audit Plan and to approve significant interim changes to the risk-based Internal Audit Plan.

 

(3)       To oversee the Council’s Internal Audit arrangements (including the performance of the providers of Internal Audit).

 

(4)       To contribute to the Quality Assurance and Improvement Programme and, in particular, to the external quality assessment of Internal Audit that takes place at least once every five years.

 

(5)       To consider and approve the Head of Internal Audit’s annual report and opinion, and a summary of internal audit activity (actual and proposed) and the level of assurance it can give over the Council’s risk management, internal control and corporate governance arrangements.

 

(6)       To consider and approve summaries of special internal audit reports as requested.

 

(7)       To consider and approve reports dealing with the management and performance of the providers of internal audit services.

 

(8)       To consider reports from internal audit on agreed recommendations not implemented within a reasonable timescale and approve necessary remedial action.

 

(9)       To comment on the scope and depth of external audit work and to ensure it gives value for money.

 

(10)     To commission work from internal and external audit.

 

(11)     To review and determine on any issue referred to it by the Head of Paid Service, Section 151 Officer, Monitoring Officer or by a Director, or any Council body.

 

(12)     To approve measures to ensure the effective development and operation of risk management and corporate governance in the Council.

 

(13)     To consider the Council’s arrangements for corporate governance and to approve necessary actions to ensure compliance with best practice.

 

(14)     To approve the external auditor’s report to those charged with governance on issues arising from the audit of accounts.

 

(l)         Community Liaison Committee (13 Members)

 

Councillors: Julie Aviet, George Carroll, Christine Cave, Janice Charles, Stewart Edwards, Sally Hanks, Nic Hodges, Peter King, Katherine McCaffer, Michael Morgan, Sandra Perkes, Andrew Robertson and Mark Wilson.

 

Terms of Reference:

 

(1)       To discuss local government matters of mutual concern in attendance with one representative, or nominated substitute, from each Town / Community Council, and from any other organisation considered appropriate.

 

(2)       To refer, as appropriate, reports / recommendations to Cabinet.

 

N.B. Only Members of the Vale of Glamorgan Council will have voting rights.  However, if requested by Town and Community Councillors, a vote will be obtained from Town and Community Councillors as an indication of their views, which will be reported in the minutes and, if the Committee requests, included in any related report / recommendations referred to Cabinet.

 

(m)      Democratic Services Committee (10 Members)

 

Councillors: George Carroll, Owen Griffiths, Stephen Griffiths, Nic Hodges,Katherine McCaffer, Neil Moore, Michael Morgan, Leighton Rowlands, Neil Thomas and Edward Williams.

 

To comprise of Councillors only – to be politically balanced with no more than 1 executive Member, who cannot be the Leader.

 

Full Council to appoint Chairman, who must not be a member of any political group on the Executive.

 

Terms of Reference:

 

(1)       To designate the Head of Democratic Services.

 

(2)       To keep under review the provision by the Authority of adequate resources to discharge Democratic Services functions.

 

(3)       To make reports and recommendations in respect of (2) above to Full Council at least annually.

 

(4)       To have regard to Welsh Ministerial guidance when exercising its functions.

 

(5)       To be responsible for overseeing the Council’s approach to Member Development.

 

Frequency of Meetings

 

The Committee must meet at least once a year.

 

(n)       Democratic Services Sub-Committee (3 Members)

 

To be appointed by the Democratic Services Committee.

 

(currently) Councillors: Katherine McCaffer, Neil Moore and Michael Morgan

 

Terms of Reference

 

To hear and determine any complaints from Members regarding a refusal by the Head of Democratic Services to grant family absence under the Family Absence for Elected Members of Local Authorities (Wales) Regulations 2013.

 

(o)       Early Retirement / Redundancy Committee (7 Members - none of whom should be members of the Appeals Committee)

 

(N.B. Seat given up by Conservative and Plaid Cymru Groups as part of overall “Political Balance” calculation).

 

Councillors: Vincent Bailey, Christine Cave, Pamela Drake, Stewart Edwards, Gwyn John, Anne Moore and Neil Thomas.

 

Terms of Reference:

 

With delegated powers:

 

(1)       To determine individual applications for Early Retirement / Voluntary Redundancy / Flexible Retirement.

 

(2)       To determine compulsory redundancies from schools and other areas of the Council where statutory payments are prescribed.

 

(p)       Joint Consultative Forum (7 Members) 

 

Councillors: Vincent Bailey, Janice Charles, Pamela Drake, Ben Gray, Stephen Griffiths, Gwyn John and Neil Thomas.

 

Terms of Reference:

 

(1)       To consider any relevant matter referred to it by a Committee, Elected Member or the Head of Paid Service of the Council or by the Employees’ Group.

 

(2)       To make recommendations to the Cabinet on the above and on the application of the terms and conditions of service and the education, training and welfare of employees of the Council.

 

(3)       To discharge any other functions specifically assigned to the Forum.

 

(q)       Senior Management Appointment Committee (6 Members, including Leader and Deputy Leader)

 

(N.B. Seat given up by Llantwit First Independent Group as part of overall “Political Balance” calculation).

 

Councillors: Lis Burnett, Hunter Jarvie, Dr. Ian Johnson, Neil Moore, Bob Penrose and John Thomas.

 

With the Cabinet Member with portfolio responsibilities for the service involved invited to attend.

Terms of Reference:

 

With delegated powers to select for and to interview and appoint to the Management Structure and to appoint the lay member to the Audit Committee.

 

N.B. In order to assist the process in respect of joint appointments (i.e. with partner organisations), the Council has granted delegated authority to the Managing Director, in consultation with the Leader, to agree the arrangements for the involvement of the partner organisation in the decision-making process.”

 

(r)        Trust Committee (7 Members)

 

(N.B. Seat given up by Plaid Cymru and Llantwit First Independents Groups as part of overall “Political Balance” calculation).

 

Councillors: Robert Crowley, Pamela Drake, Hunter Jarvie, Kevin Mahoney, Neil Moore, Andrew Parker and Andrew Robertson.

 

Terms of Reference:

 

With delegated powers to consider and deal with matters in which the Council acts as Trustee, except those matters within the terms of reference of the Welsh Church Act Estate Committee.

 

(s)       Voluntary Sector Joint Liaison Committee (8 Members plus 7 Voluntary Sector representatives and 1 representative as nominated by the Community Liaison Committee from Town and Community Councils)

 

Councillors: Lis Burnett, Christine Cave, Millie Collins, Gordon Kemp, Matthew Lloyd, Michael Morgan, Neil Moore and Jayne Norman.

 

Terms of Reference:

 

(1)       To refer, as appropriate, reports and recommendations to the Council’s Cabinet and the Executives of Voluntary Sector organisations.

 

(2)       To appoint a Chairman and Vice-Chairman from amongst the eight Members of the Council and an Honorary Vice-Chairman from amongst the seven representatives from the Voluntary Sector.

 

(3)       To advise the Council of the needs, views and concerns of the Voluntary Sector.

 

(4)       To report on the work of those organisations grant funded by the Council, either in full or in part.

 

(5)       To act as a consultative forum where the Voluntary Sector and the Council may, in partnership, put forward policy proposals for discussion and decision.

 

(6)       To facilitate and promote joint working between the Council and the Voluntary Sector.

 

(7)       In accordance with the statutory provisions, only Members of the Council will have voting rights. However, where there is no consensus, this will be reported in the minutes and placed before the Cabinet prior to a decision being taken.

 

(8)       To review the Compact and associated Annual Work Plan and to monitor and report on progress made towards achieving the actions contained within the Compact and the Plan.

 

(9)       To consider reports of the Cabinet and other Committees of the Council which have a bearing and impact on the Voluntary Sector.

 

(t)        Welsh Church Act Estate Committee (7 Members)

 

(N.B. Seat given up by Llantwit First Independents Group as part of overall “Political Balance” calculation).

 

Councillors: Geoff Cox, Pamela Drake, Ben Gray, Neil Moore, Andrew Parker, Steffan Wiliam and Marguerita Wright.

 

Terms of Reference:

 

(1)       Delegated authority to administer and manage the Welsh Church Act Estate as vested in the Council.

 

(2)       Authority to negotiate with other authorities and the Welsh Government to rationalise the ownership of Welsh Church Act properties administered by other authorities, but actually located within the Vale of Glamorgan.

 

(3)       To ensure that the Wales Programme for Improvement is observed in all areas of the Committee’s responsibility.

 

(u)       Appointment of Local Authority Governors Advisory Panel (6 Members - to be chaired by the Cabinet Member for Learning and Culture)

 

(N.B. Seat given up by Llantwit First Independents Group as part of overall “Political Balance” calculation).

 

Chairman: Cabinet Member (Learning and Culture) (currently Councillor Bob Penrose)

Councillors: Lis Burnett, Nic Hodges, Gordon Kemp, Rachel Nugent-Finn and Margaret Wilkinson

 

Terms of Reference:

 

A representative of the Vale Governors’ Association (AVAGO), as determined by the management committee of that Association, will be invited to attend the Panel in an advisory capacity (i.e. without voting rights). In the event of any of the six members or the AVAGO representative being unable to attend, named substitutes will be eligible to take their place to ensure that all these groups are adequately represented when the Panel meets.

 

The Advisory Panel for the Appointment of Local Authority Governors will be responsible for making recommendations to the Cabinet regarding the appointment and removal of Local Authority Governors in line with the approved criteria contained within this policy. If the Cabinet do not endorse any recommendations of the Panel regarding any Local Authority Governor appointments, they will refer them back to the Panel in the first instance, stating appropriate reasons for doing so. In the event of failure by the Panel to recommend an appointment, that appointment will then be made by the Cabinet, so as to ensure that the Council meets its obligation to fill vacancies within six months of their notification.

 

(v)       Glamorgan Heritage Coast Advisory Group (7 Members)

 

(N.B. Seat given up by Conservative Group as part of overall “Political Balance” calculation).

 

Councillors: Jonathan Bird, Lis Burnett, Stewart Edwards, Sally Hanks, Andrew Parker, Neil Thomas and Steffan Wiliam.

 

One representative from each of the following:

 

Natural Resources Wales; Friends of the Glamorgan Heritage Coast; One Voice Wales; Bridgend County Borough Council; National Farmers Union / Farmers Union of Wales / Farming and Wildlife Advisory Group; Glamorgan Wildlife Trust; Dunraven Estates; Country Landowners Association; Merthyr Mawr Estates, Crown Estates Commissioners and Vale of Glamorgan Tourist Association.

 

Terms of Reference:

 

(1)       To act as a forum for discussion twice yearly with major interest groups and appropriate organisations.

 

(2)       To promote awareness and interest in the Heritage Coast.

 

(3)       To report discussions to the Cabinet and to advise on relevant matters.

 

(w)      Equalities Consultative Forum (6 Members - to be Chaired by the Cabinet Member for Performance and Resources)

 

(N.B. Seat given up by Conservative Group as part of overall “Political Balance” calculation).

 

Cabinet Member for Performance and Resources (currently Councillor John Thomas) plus

Councillors: Millie Collins, Owen Griffiths, Katherine McCaffer, Jayne Norman and Ruba Sivagnanam.    

 

Terms of Reference:

 

(1)       To act as a consultative forum in relation to the equalities policy and procedures developed by the Council.

 

(2)       To facilitate the promotion of equal opportunities and the elimination of discrimination both within the Council and the wider community.

 

(3)       To consider reports from Departments and representative organisations on equalities related subjects and new initiatives; and to make recommendations to the Council on changes to policies and procedures where appropriate.

 

(4)       To advise the Council of the views and concerns of equality organisations and of the residents of the Vale.

 

(5)       To facilitate and promote joint working between the Council and equality organisations.

 

Composition of the Forum

 

The Forum will be chaired by the Cabinet Member for Corporate Resources. In her or his absence, a Chair will be nominated for each particular meeting by the members of the Forum in attendance.

 

In addition to the Chair, membership will consist of five Elected Members as determined by the Annual Meeting of Council.

 

The membership of external organisations on the Forum will be reviewed on an ongoing basis by the Head of Performance and Development, in consultation with the Chair, to ensure that all equality strands are represented wherever possible.

 

Frequency of Meetings

 

As required, but as a minimum once every six months.

 

(x)       Central South Consortium Joint Education Service Joint Committee (1 Member)

 

The revised Governance Model for the Consortium includes a streamlined Joint Committee, which consists of a reduced number of Leaders or nominated representatives. Each constituent Local Authority appoints one Member, which (according to the National Model) should be the Leader or nominated representative.

 

Representative – Cabinet Member for Learning and Culture.

 

(y)       Shared Regulatory Services Joint Committee (2 Members)

 

The Joint Working Agreement provides for each of the three constituent Authorities to appoint substitutes for its two named Members. 

 

Representatives – Cabinet Member for Regulatory and Legal Services and the Chairman of the Public Protection Licensing Committee.

 

Substitutes -Cabinet Member for Neighbourhood Services and Transport and the Vice-Chairman of the Public Protection Licensing Committees.

 

 

10        DATES OF ORDINARY COUNCIL MEETINGS –

 

RESOLVED – T H A T it be noted that ordinary meetings of the Council will be held on the following dates: 

• 18^th July, 2018
• 26^th September, 2018
• 12^th December, 2018
• 27^th February, 2019
• 1^st May, 2019.

 

 

11        ELECTION OF CHAIRMEN AND VICE-CHAIRMEN OF COMMITTEES –

 

The Committees for which Chairmen and Vice-Chairmen were to be appointed at the Annual Meeting included all the bodies in the political balance table (which could be found in Agenda Items 7 and 8), with the exception of those shown below where legislative provisions, or alternative, specific arrangements currently applied.

 

Chairs and Vice

Name	Reason
All Scrutiny Committees	The formula for the election of Chairmen is prescribed within the Local Government (Wales)   Measure 2011.  The allocation of Chairmen positions to the respective Groups will, therefore, apply in accordance with the formula and will be unchanged.  Please see covering report for Agenda Item   No. 7 for details of the formula.  It can be seen that, on this occasion, 2 Chairmen positions remain “unallocated” and will need to be determined at the first meeting of the respective Committees   Vice-Chairmen will be appointed at the first meeting of each Committee.
Democratic Services   Sub-Committee	As a sub-committee, it would be expected to determine its own Chairman at the first meeting.
Public Rights of Way   Sub-Committee	As a sub-committee, it would be expected to determine its own Chairman at the first meeting.
Standards Committee	There is a legislative requirement that the Chairman be an Independent Member.
Audit Committee	The Local Government (Wales) Measure 2011 requires the Committee to appoint the Chairman.
Appointment of Local   Authority Governors Advisory Panel	Chaired by the Cabinet Member (Learning and Culture).
Equalities Consultative   Forum	Chaired by the Cabinet Member (Performance and Resources).
Joint   Consultative Forum	The   Forum’s Constitution provides for the appointment of the Chairman and   Vice-Chairman to be undertaken at the first meeting following the Local   Government elections and for the duration of the current Administration.

 

RESOLVED –

 

(1)       T H A T the Chairmen and Vice-Chairmen of Committees be appointed as set out below for the ensuing municipal year:

 

Appeals:                            Chairman:               Councillor Robert Crowley

                                        Vice-Chairman:        Councillor Rachel Nugent-Finn

 

Community                       Chairman:                Councillor Janice Charles

Liaison:                            Vice-Chairman:         Councillor Christine Cave

 

Democratic                       Chairman:                Councillor Owen Griffiths

Services:                          Vice-Chairman:         Councillor Stephen Griffiths

 

Discretionary                    Chairman:                 Councillor Kathryn McCaffer

Housing Payments:           Vice-Chairman:          Councillor Andrew Parker

Review                                  

 

Early Retirement/             Chairman:                 Councillor Vincent Bailey

Redundancy:                   Vice-Chairman:          Councillor Stewart Edwards

                                   

Glamorgan Heritage         Chairman:                 Councillor Stewart Edwards

Coast Advisory:               Vice-Chairman:          Councillor Andrew Parker             

                                               

Investigating:                  Chairman:                 Councillor Andrew Robertson

                                      Vice-Chairman:          Councillor Kathryn McCaffer

 

Planning:                         Chairman:                 Councillor Ben Gray

                                      Vice-Chairman:          Councillor Vincent Driscoll

 

Public Protection              Chairman:                 Councillor Vincent Driscoll

Licensing:                       Vice-Chairman:          Councillor Michael Morgan

 

Statutory Licensing          Chairman:                 Councillor Vincent Driscoll

                                      Vice-Chairman:          Councillor Michael Morgan

 

Senior Management         Chairman:                 Leader

Appointment:                  Vice-Chairman:          Deputy Leader         

                       

Trust:                             Chairman:                 Councillor Hunter Jarvie

                                      Vice-Chairman:          Councillor Andrew Parker

 

Voluntary Sector              Chairman:                 Councillor Christine Cave

Joint Liaison:                   Vice-Chairman:          Councillor Matthew Lloyd

                                      Honorary Vice           To be appointed from amongst

                                      -Chairman                 the 7 representatives from the Voluntary and Health Sectors

 

Welsh Church                  Chairman:                Councillor Geoff Cox

Act Estate:                      Vice-Chairman:        Councillor Andrew Parker

 

(2)       T H A T the remaining Committees and Sub Committees be dealt with as set out in the table above.