Agenda, decisions and minutes

Venue: Remote attendance meeting

Contact: Maureen Potter 01352 702322  Email: maureen.potter@flintshire.gov.uk

Media

Items
No. Item

19.

Declarations of Interest (Including Whipping Declarations)

To receive any Declarations and advise Members accordingly.

 

Additional documents:

Minutes:

There were no declarations of interest

20.

Minutes pdf icon PDF 64 KB

To confirm as a correct record the minutes of the meeting held on 9 November 2022.

 

Additional documents:

Decision:

That the minutes be approved as a correct record

Minutes:

The minutes of the meeting held on 9 November 2022 were approved, as a correct record and moved and seconded by Councillors Ted Palmer and Gillian Brockley.

 

RESOLVED:

 

That the minutes be approved as a correct record

21.

Adoption of Skin Piercing Byelaws pdf icon PDF 90 KB

To recommend the adoption of Model Byelaws (as drafted by Welsh Government) in relation to skin piercing. These are in accordance with provisions of the Local Government (Miscellaneous Provisions) Act 1982, Part VIII, sections 14 and 17.

Additional documents:

Decision:

That the Committee recommends to Council  the formal adoption of byelaws relating to skin piercing subject to the above amendments being adopted before the byelaws are passed. 

 

Minutes:

The Community and Business Protection Manager introduced a report to recommend the adoption of Model Byelaws (as drafted by Welsh Government) in relation to skin piercing in accordance with provisions of the Local Government

(Miscellaneous Provisions) Act 1982, Part VIII, sections 14 and 17.  She provided background information and context and referred to the key points as detailed in the report.

 

Councillor Alasdair Ibbotson said he supported the proposed byelaws, however, he moved that the following amendments be made before they were passed:

 

  • in part 1, change b) and c) to i) and ii), and consequently change d) to b)

 

  • in part 1, insert "clean" means previously unused either (i) in the case of a single use item, at all, and (ii) in the case of a reusable item, since last thoroughly washed, disinfected and sterilised as appropriate and kept in a hygenic condition since"

 

  • In part 2(1)(h), delete "may" and replace with "must". Insert "assistance" before second "animals".

 

  • In part 3(1)(b)(i)(aa) after "wherever possible", insert "and in all cases where a new premises is established after the commencement of these bylaws".

 

Councillor Ibbotson moved an amendment to the recommendation in the report which was ‘to support the recommendation to Council of the formal adoption of byelaws relating to skin piercing subject to the above amendments being adopted before the byelaws are adopted’.   This was seconded by Councillor Gillian Brockley and when put to the vote was carried.

 

RESOLVED:

 

That the Committee recommends to Council  the formal adoption of byelaws relating to skin piercing subject to the above amendments being adopted before the byelaws are passed. 

 

22.

Financial Procedure Rules pdf icon PDF 95 KB

To provide the Committee with updated Financial Procedure Rules for recommendation to County Council.

Additional documents:

Decision:

That the updated Financial Procedure Rules be endorsed and recommended to Council for approval.

 

Minutes:

The Strategic Finance Manager presented a report to provide the Committee with the proposed updated Financial Procedure Rules (FPR’s) for comment and endorsement prior to approval at County Council on 24 January 2023. She provided background information and reported that the FPR’s were considered and endorsed by the Governance and Audit Committee on 14 November 2022 and questions  were raised regarding some of the changes. Feedback from the Governance and Audit Committee was included in paragraph 1.10 of the report. 

 

The Strategic Finance Manager advised that the main changes to FPRs were set out in paragraphs 1.07 and 1.08 of the report.  The updated FPR’s were attached as Appendix 1 with tracked changes, which included a minor amendment following feedback from the Governance and  Audit Committee attached as Appendix 2.  Following approval of the FPR’s the Finance Team would continue to undertake awareness raising with management teams to ensure that managers and staff understand their responsibilities regarding the FPR’s and emphasis will be put on the requirement for all staff to ensure compliance.  Once approved, adherence to the FPR’s would be monitored by finance teams and any breaches or concerns reported to Chief Officers on a regular basis.

 

Councillor Bernie Attridge asked where information on the use of the corporate credit card by Members and officers could be located in the FPRs.  He also referred to paragraph 1.10 in the report and the question and response relating to ‘Further clarification sought on what is a “true copy” of an invoice. (h) P.41.  Councillor Attridge asked if this would assist with the problems relating to invoices and Betsi Cadwaladr University Health Board (BCUHB).   He also referred to page 97 of the report, paragraph (i) and sought further information around the disposal of surplus, obsolete or defective items held in stock. The Corporate Finance Manager and Strategic Finance Manager responded to the questions and comments raised.  The Strategic Finance Manager agreed to provide feedback to Councillor Attridge on use of the corporate credit card following the meeting.  The Corporate Finance Manager confirmed that the FPRs applied to all Members and officers.

 

The recommendation in the report was moved by Councillor Ted Palmer and seconded by Councillor Ian Hodge.

 

RESOLVED:

 

That the updated Financial Procedure Rules be endorsed and recommended to Council for approval.

 

23.

Adoption of the Model Ordinary Language Guide to the Constitution and updates made to the National Model Constitution. pdf icon PDF 92 KB

To recommend adoption of the ordinary language guide and updated Constitution, following the work undertaken by the working group.

 

Additional documents:

Decision:

(a)       That the Committee recommends to Council that the draft amended

Constitution should be adopted subject to a further internal consistency

check and proof-read;

 

(b)       That the role descriptions in the draft Model Constitution should be the

subject to consultation with relevant Members before the Constitution is

adopted at the Annual General Meeting; and

 

(c)       That the ordinary language guide be adopted subject to a final document

and cross reference comparison with the draft Constitution to ensure

accuracy and consistency between those documents.

 

Minutes:

The Deputy Monitoring Officer presented a report to recommend adoption of the ordinary language guide and updated Constitution following the work undertaken by a working group of the Committee.  He provided background information and referred to the key points as detailed in the report.  The Deputy Monitoring Officer advised that a first draft of both the constitution and the ordinary language guide were appended to the report. The changes that the working group proposed should be made to the Council’s constitution were shown as tracked changes but some further drafting work would need to be undertaken before the documents could be adopted by the Council.

 

Councillor Bernie Attridge drew attention to a number of corrections which he said needed to be made to update the draft Constitution with regard to other matters.  He  also sought information on where  reference  was made to CJCs in the Constitution.  The Deputy Monitoring Officer responded the points raised by  Councillor Attridge.  The Monitoring Officer and Deputy Monitoring Officer also provided background information regarding the question on CJCs and explained that those which were specific to the Council would be included in the Constitution in due course. 

 

Councillor Alasdair Ibbotson proposed the recommendation that the Committee gives feedback to Council on the proposed changes made and brings back to the working group to produce a further draft.   Councillor Ibbotson suggested that the following changes be made to the Constitution:

 

Page 24 - Members of the public – making comments/complaints

Why has engagement with the Overview and Scrutiny Committee been deleted?

 

Page 27 - Functions of the Full Council

4.6.15 – redundant

4.6.16 – redundant 

 

 

Page 28 - Functions of the Full Council

4.6.21 a), b) – prevents Overview and Scrutiny Committees doing this because of top

language

4.6.19 – as above regarding Overview and Scrutiny Committees

 

Page 46 - Electronic broadcast of meetings

21 – date is missing for how many days after a meeting copies will be available

 

Page 59 - The Cabinet - Leader

5.3 – The leader shall be one OF the Council’s representatives on: …

 

Page 60 - Job sharing by Cabinet members

5.5 – who is able to make individual Cabinet member decisions? Must these be made jointly, or by either member individually?

 

Page 64 - Cabinet meetings, when and where

5.9.6 – determination of choice?

 

Page 261 - Officer structure chart

Incomplete, no structure chart included

 

Page 277 - Responsibility for Council functions table

Highlighted part – appears to be a note when amending the document, should be removed?

 

Page 299 - Information sharing principles

B – “timely” ONLY applies in certain circumstances

 

Page 341 - Responsibility of Chief Officers

Powers to require senior officers to register interests and scrutinise those interests?

 

Page 582 - Trade Union Representation, concerns regarding behaviour

4.14 – delete ‘recognised’ prior to Trade Union

 

Page 602 - Elected members role description

1.2 a) ii) and iv) – delete

 

Page 603 - Elected members, values

1.3 – delete

 

Page 606 - Leader, values

2.3 –  ...  view the full minutes text for item 23.

24.

Member survey on Meeting Format and Timing. pdf icon PDF 121 KB

To provide Members with an update on the responses to the survey about the format and timing of Council meetings.

Additional documents:

Decision:

RESOLVED:

 

(a)       That the Committee agrees to recommend to Full Council that meeting

arrangements in relation to the times when meetings are held remain as

they are now;

 

(b)       That a working group, formed from Members of this Committee, meets to

review and update the ‘interim Multi-Location Meeting Policy’, considering

the views expressed by Members through the responses to the survey;

 

(c)        That the working group, formed from Members of this Committee,

considers the full impact and implications of any changes to the interim Multi-Location Meeting Policy in considering the views expressed by Members through the responses to the survey;

 

(d)       That the working group reports back to this Committee in March

with recommendations on (b) and (c); and

 

(e)       That the Committee recommends to Council that meetings of the Planning Committee be held in ‘hybrid’ format. 

 

 

Minutes:

The Democratic Services Manager presented a report to provide an update on the responses to the survey undertaken in November and December 2022 to gauge

views on both the schedule and timings of council meetings, and also the format of

meetings.   A copy of the survey was included as Appendix 1 to the report.

 

The Democratic Services Manager explained that the survey sought the views of both elected and co-opted Members about whether meeting arrangements should remain as they currently are or whether to change timings to include evening meetings.  The survey also sought the views on the preferred format of meetings: i.e. hybrid or remote.  A total of 33 responses to the survey were received.  The Democratic Services Manager advised that  there did not seem to be a desire to alter the schedule or timing of meetings, however, the responses received did indicate that Members’ preference was for meetings to be offered as ‘hybrid’ format.  The Democratic Services Manager reported on the main points as detailed in the report.

 

Councillor Bernie Attridge expressed disappointment at the low number of responses received.  He also expressed the view that all meetings should have the option of being held in ‘hybrid’ format, citing meetings of the Planning Committee specifically.  In responding to the comments made the Democratic Services Manager drew attention to the recommendations in the report and suggested that the Working Group reported back to the Committee in March with recommendations.

 

In moving the recommendations Councillor Paul Johnson suggested that the Working Group (if agreed) could also consider how responses to the survey could be increased.  Councillor Ted Palmer seconded the proposals.  Councillor Bernie Attridge moved the following amendment: that the Committee recommends to Council that meetings of the Planning Committee be held in ‘hybrid’ format.  Councillors Paul Johnson and Ted Palmer agreed to the amendment and when put to the vote the recommendations were carried.

 

The following Members agreed to form a Working Group in accordance with the recommendations:  Councillors Ian Hodge, Alasdair Ibbotson, Ted Palmer, Linda Thew, and Antony Wren

 

RESOLVED:

 

(a)       That the Committee agrees to recommend to Full Council that meeting

arrangements in relation to the times when meetings are held remain as

they are now;

 

(b)       That a working group, formed from Members of this Committee, meets to

review and update the ‘interim Multi-Location Meeting Policy’, considering

the views expressed by Members through the responses to the survey;

 

(c)        That the working group, formed from Members of this Committee,

considers the full impact and implications of any changes to the interim Multi-Location Meeting Policy in considering the views expressed by Members through the responses to the survey;

 

(d)       That the working group reports back to this Committee in March

with recommendations on (b) and (c); and

 

(e)       That the Committee recommends to Council that meetings of the Planning Committee be held in ‘hybrid’ format. 

 

 

25.

Members of the public and press in attendance

Additional documents:

Minutes:

None.

 

 

(The meeting started at 2.00 pm and ended at 3.56 pm)