Agenda, decisions and minutes

To receive any Declarations and advise Members accordingly.

None

None

Due to the coronavirus response Welsh Government passed emergency legislation enabling councils to postpone the annual meeting.  In recognition of the difficulties caused by remote meetings that emergency legislation also permits Councils to extend the tenure of office holders until May 2021 if desired.  It is proposed, with their agreement, that the Chair and Vice Chair should continue in office until May 2021 when it should be possible to hold an annual meeting with the appropriate level of ceremony.

That Councillors Marion Bateman and Joe Johnson continue in office as Chair and Vice-Chair respectively until May 2021.

The Chair advised that due to the coronavirus response the Welsh Government had passed emergency legislation enabling Councils to postpone the annual meeting.  In recognition of the difficulties caused by remote meetings, that emergency legislation also permitted Councils to extend the tenure of office holders until May 2021 if desired.

It was proposed,  with their agreement, that the current Chair and Vice Chair continue in office until May 2021 when it should be possible to hold an annual meeting with the appropriate level of ceremony.

The Chair took the opportunity to thank the Vice-Chair for his support and co-operation regarding the proposed arrangements for the remainder of the municipal year. 

The Chief Executive referred to consultation which had been undertaken with Group Leaders and said an agreement had been reached, with the support of the Chair and Vice Chair, to accept the proposed arrangement. 

RESOLVED:

That Councillors Marion Bateman and Joe Johnson continue in office as Chair and Vice-Chair respectively until May 2021.

To elect the Leader for the remainder of the municipal year 2020/2021.

That Councillor Ian Roberts be appointed Leader of the Council for the remainder of the municipal year 2020/21.

It was proposed by Councillor Michelle Perfect and seconded by Councillor Kevin Hughes that Councillor Ian Roberts be appointed Leader of the Council for the remainder of the municipal year 2020/21.   In support of the proposal Councillor Hughes paid tribute to Councillor Roberts and commented on his personal qualities and achievements during his term of office.  He also spoke of his steadfast work during the Coronovirus pandemic to ensure the best possible outcome in delivery of services for all Flintshire residents.  No other nominations were received.  Further tributes were paid by Members to Councillor Roberts regarding his exemplary performance and professionalism as a Member of the Council.

When put to the vote the motion was carried.

RESOLVED:

That Councillor Ian Roberts be appointed Leader of the Council for the remainder of the municipal year 2020/21.

To note the appointment of the Cabinet by the Leader of the Council.

That the choice of Councillors to serve on the Cabinet and their portfolios detailed below, be noted.

Councillor Ian Roberts thanked Members for their support in electing him as Leader of the Council for the remainder of the municipal year and said it was an honour.to accept the position.  He spoke of the challenging and rapidly changing situation around the  Coronvirus pandemic and of the resilience and forbearance shown by the residents of Flintshire during the recent unprecedented times and curtailment of services.  He expressed his thanks to all Flintshire employees who had maintained the provision of vital services by the Council during the pandemic, citing Streetscene, Social Services, Education, and Information, Communication and Technology, as examples.  He referred to the difficult decisions which had to be taken in accordance with  the information provided by National and Welsh Governments to achieve the best outcomes for Flintshire.

Councillor Roberts paid tribute to the Chief Executive, Chief Officers and their teams,  for their stalwart performance throughout the crisis.  He spoke of the need to continue to exercise caution and restraint to prevent a second wave of the pandemic in the near future.  

In accordance with the Constitution, Councillor Roberts set out his choice of Councillors to serve on the Cabinet. 

Councillor Roberts thanked Cabinet Members for their work and support.  In addition he thanked the Chair, Vice-Chair, and Group Leaders for their engagement to assist the Council in its decision making process. 

RESOLVED:

That the choice of Councillors to serve on the Cabinet and their portfolios detailed below, be noted.

That Council appoints the following Committees:

Audit Committee

Clwyd Pension Fund Committee

Community, Housing & Assets Overview & Scrutiny Committee

Constitution & Democratic Services Committee

Corporate Resources Overview & Scrutiny Committee

Education, Youth & Culture Overview & Scrutiny Committee

Environment & Economy Overview & Scrutiny Committee

Joint Governance Committee (for Pensions)

Licensing Committee

Planning Committee

Social & Healthcare Overview & Scrutiny Committee

Standards Committee

Grievance Committee

Grievance Appeals Committee

Appeals Committee

Investigation & Disciplinary Committee

(ii)        Determination of the size of Committees

The Chief Officer explained that the size of each of the  Committees that Council  had  appointed must be decided at the Annual Meeting.  Council determined at its meeting on 27 February that there should be a new politicalbalance solution which achieved an overall reduction in the number of committee places whilst still making provision for all political groups to be represented on the Council’s  major committees.  The details of the provision for the size of the Committees was as set out in the report (subject to the corrections for the terms of reference for the Environment & Economy Overview & Scrutiny Committee and the Corporate Resources Overview & Scrutiny Committee as explained under the item on Appointment of Committees) .

RESOLVED:

That the size of each committee be as set out in paragraphs 1.03 and 1.04 of the

report.

(iii)       Terms of Reference of Committees

The Chief Officer explained that the Annual Meeting was required to decide the terms of reference of the Committees that it appointed.   He advised that the terms of reference of the existing Committees were set out in the Constitution.  The terms of reference for the Overview & Scrutiny Committees within the revised structure were attached as appendix 1.  They were agreed by Council on 27 February 2020.    However, the Chief Officer reiterated that further amendments were required to move Emergency Planning and Crime and Disorder Partnership from the scope of Environment & Economy Overview and Scrutiny Committee  to the Corporate Resources Overview & Scrutiny Committee.

The new Overview & Scrutiny committee terms of reference would be incorporated within the Constitution. 

Councillor Ian Roberts moved approval of the recommendation in the report subject to the above amendments to the terms of reference.  This was seconded by Councillor Ted Palmer

RESOLVED:

That the terms of reference for each Committee as set out in the Constitution and, Overview & Scrutiny Committees as set out in Appendix 1 to the report, be approved subject to Emergency Planning and Crime and Disorder Partnership being moved from Environment & Economy Overview & Scrutiny Committee to the Corporate Resources Overview & Scrutiny Committee.

(iv)      Political Balance

The Chief Officer (Governance) explained that the Council was required at, or as soon as practicable after the Annual Meeting, to decide the allocation of seats to political groups in accordance with the Political Balance Rules contained in the Local Government and Housing Act 1989 and the Local Government (Committees and Political Groups) Regulations 1990 as amended.  Members were advised that these rules did not apply to the Cabinet or to the Standards Committee.

The Chief Officer referred to the key points as  ...  view the full decision text for item 5.

The Council considered the report of the Chief Officer (Governance) which dealt with matters that required decision at the Annual Meeting of the County Council in accordance with Council Procedure Rule 1.1 (vii)-(xiv).  The report was split into sections, each one dealing with one decision that needed to be made and the relevant issues for consideration.

(i)        Appointment of Committees

The Chief Officer (Governance) explained that the Constitution provided for the appointment of the following:

• Audit Committee;
• Clwyd Pension Fund Committee;
• Constitution & Democratic Services Committee;
• Grievance Committee;
• Grievance Appeals Committee;
• Investigation & Disciplinary Committee;
• Joint Governance Committee (for Pensions);
• Licensing Committee
• Planning Committee
• Standards Committee 

In addition the Constitution provided for the appointment of 6 Overview & Scrutiny Committees (OSCs).  At its meeting on 27 February 2020, the Council agreed to reduce that number to 5 at the Annual Meeting.  The revised OSCs are shown below.  

• Community, Housing and Assets
• Corporate Resources
• Education, Youth & Culture
• Environment & Economy
• Social & Healthcare 

The terms of reference for the OSCs were set out in Appendix 1, however, the Chief Officer explained that a further amendment was required to the terms of reference as  Emergency Planning, and Crime and Disorder Partnership, had been  included by mistake under the scope of the Environment & Economy Overview and Scrutiny Committee and was to be moved to the Corporate Resources Overview & Scrutiny Committee.

Councillor Ian Roberts moved approval of the recommendation in the report which was seconded by Councillor Ted Palmer.

RESOLVED:

That Council appoints the following Committees:

Audit Committee

Clwyd Pension Fund Committee

Community, Housing & Assets Overview & Scrutiny Committee

Constitution & Democratic Services Committee

Corporate Resources Overview & Scrutiny Committee

Education, Youth & Culture Overview & Scrutiny Committee

Environment & Economy Overview & Scrutiny Committee

Joint Governance Committee (for Pensions)

Licensing Committee

Planning Committee

Social & Healthcare Overview & Scrutiny Committee

Standards Committee

Grievance Committee

Grievance Appeals Committee

Appeals Committee

Investigation & Disciplinary Committee

(ii)        Determination of the size of Committees

The Chief Officer explained that the size of each of the  Committees that Council  had  appointed must be decided at the Annual Meeting.  Council determined at its meeting on 27 February that there should be a new politicalbalance solution which achieved an overall reduction in the number of committee places whilst still making provision for all political groups to be represented on the Council’s  major committees.  The details of the provision for the size of the Committees was as set out in the report (subject to the corrections for the terms of reference for the Environment & Economy Overview & Scrutiny Committee and the Corporate Resources Overview & Scrutiny Committee as explained under the item on Appointment of Committees) .

RESOLVED:

That the size of each committee be as set out in paragraphs 1.03 and 1.04 of the

report.

(iii)       Terms of Reference of Committees

The Chief Officer explained that the Annual Meeting was required to decide the terms of reference of the Committees that it appointed.   He advised that the terms of reference of the existing Committees were set out in the Constitution.  The terms of reference  ...  view the full minutes text for item 5.

That the draft schedule of meetings for 2020/21 be approved, subject to the proposed changes.

The Chief Officer (Governance) presented the schedule of meetings for 2020/21 following consultation.  He advised that for 2020/21 a sequence of meetings had been included in September for all of the Overview & Scrutiny Committees to consider the Recovery Strategy and it would also be necessary to insert special meetings in the Autumn to consider proposals for the 2021/22 Budget.  The Chef Officer drew attention to the meeting of the Planning Strategy Group on 17 September and said this had been cancelled.

Councillor Mike Peers referred to planning site visits and said they were not shown in the proposed Schedule of Meetings for 2020/21 and suggested that they be included provisionally until resumed.   The Chief Executive agreed that the dates of planning site visits be provisionally added to the Schedule.  He explained that a risk assessment on site visits was being undertaken and pending the outcome of that work he anticipated they should continue in the near future where required.  In the interim the current arrangements would continue and feedback on the risk assessment would be provided to Members as soon as possible.

Councillor Ted Palmer moved approval of the recommendation in the report which was seconded by Councillor Carolyn Thomas.

RESOLVED:

That the draft schedule of meetings for 2020/21 be approved, subject to the proposed changes.

There was one member of the press in attendance.

There was one member of the press in attendance.