Agenda item

The purpose of a work programme is to enable the Committee to plan, organise and prioritise its workload. 

Previously, reports have been brought to the Committee on an ad hoc basis.  By adopting the suggested work programme in this report, the Committee would be able to plan out its projects and meetings, be clear on its aims and objectives, and properly assess at the end of the year the extent to which its aims have been achieved. 

 i.                Constitution Review

In September 2015 the Committee agreed the format for a new model constitution.  Part of this was agreeing the WLGA role descriptions, which had now been adopted by Council.  This Committee needs to oversee the reorganisation of the rest of the constitution which had been amended previously in a piecemeal fashion.

   ii.            WLGA Member Development Charter

The WLGA Charter sets out a framework for supporting effective Member Training and Development activity.  With a new Cabinet lead for Member Development in place, and the WLGA role descriptions adopted, Newport are well placed to embark on the self-assessment process with a view to achieving the Charter accreditation.  It was suggested that, as a cross-party group with responsibility for Member support, the Democratic Services Committee could oversee and drive this process, in collaboration with the Cabinet Member. 

  iii.            Support for Councillors in their ward work

The Democratic Services team had recently reviewed the guidance for Members on ward meetings.  The actual system of ward meeting support for Members was last updated in 2014 and focussed only upon ward meetings, not other ward activity.  As few wards hold ward meetings a review was needed of this as well as the general support offered to all Members for ward work.  This could also include the issue raised at the Committee’s February meeting, highlighting the need for a protocol regarding enquiries from/about other wards.

  iv.            Boundary Commission Review of Communities

A “Community” is the unit of local government that lies below the level of the principal council.    From time to time, because of developments of shifts of population, it may be necessary to make changes to community areas and boundaries. 

The Council has a duty to monitor the communities in its area and, where appropriate, the electoral arrangements of such communities.  The Council also has a duty to report to the Boundary Commission for Wales every ten years on its community arrangements.  A review is due, and it was suggested that the Committee would be an appropriate body to oversee the process and consultation for this, and report any necessary changes back to Council.  

v.                Democratic Services Annual Reports

Both the Committee and the Head of Democratic Services are required to produce an annual report to Council each year, so this would be built into the programme.

Questions were raised regarding the Review of Communities.  The DS&C Manager confirmed that the review was a very prescriptive process and with several new developments being built in Newport there was a need to review communities.  This review would be built into the process over the next 12 months. 

Agreed

The Committee discussed and agreed a Work Programme.  The support team will plan the reports and meetings for the rest of the year.

Councillor C Evans had to leave the meeting at this stage.