Agenda item

The Local Government Measure requires each local authority to establish a Democratic Services Committee. The Committee is required to provide an annual report to Council. 

The Measure was subsequently amended by the Local Government Democracy (Wales) Act 2013, to specifically provide for a wider range of functions for Democratic Services Committees, along the lines adopted in Newport.

The report is traditionally a backward looking report covering issues which had been considered by the committee over the past year. 

During 2017–2018 the Committee had considered the following:

·                  Terms of Reference

·                  Member Development

·                  Independent Remuneration Panel

·                  Work Programme

The Committee had agreed the following items for its 2018-2019 work programme:

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.  The Committee needed 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 can 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.

This item prompted much discussion.  The Democracy & Communications Manager confirmed that she would be looking at the support offered to ward meeting as well as support to members in general.  In addition to her current role as support officer to St Julians she would be attending several other meetings.  The Head of Law & Regulation confirmed that information would be collated and the effectiveness of ward meetings monitored over the next few months following which a report would come back to the Committee. 

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.  The Boundary Commission was due to carry out an electoral review in Newport next year and, therefore, this community review needed to be completed before then. It was suggested that a working group of the Committee would be an appropriate body to oversee the process and consultation for this, and report any necessary changes back to Council.

The Head of Law & Regulation pointed out that some areas of Newport had grown in size, especially the Llanwern and Rogerstone wards.  It was suggested that a scoping document could be discussed by the working group consisting of some Committee members and officers and a report be brought to the November meeting as the Council would need to complete this community review before April 2019.

Agreed:

To agree the content of the Committee’s annual report for submission to the Council as required by the Local Government Measure.