Agenda Item No


The Vale of Glamorgan Council


Community Liaison Committee: 31st July, 2012


Report of the Chief Executive


Information for Community Liaison Committee Members


Purpose of the Report

1.          To provide information to Members on the role of the Community Liaison Committee including, its terms of reference and dates of future meetings 


That the contents of the report be noted .

Reason for the Recommendation

To apprise members.



2.             The Community Liaison Committee is a long standing established committee of the Vale of Glamorgan Council which is formally appointed at the Annual Meeting of the Council, together with the Chairman and Vice-Chairman of the Committee.  

Relevant Issues and Options

Terms of Reference

3.             The Terms of Reference for the Committee agreed at the Council's Annual Meeting on the 23rd May 2012 are as follows:

"(i)          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.

(ii)          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."

Agendas for Committees

4.          Agendas and papers are forwarded to Members within three clear days notice of the meeting.  Representatives from Town and Community Councils have also previously requested that details of suggested items for forthcoming meetings be forwarded to them, if possible approximately one month before the meeting. The request was made in order to allow sufficient time for each Town and Community Council representative to discuss the matters with their respective Councils in time to report any views to the Community Liaison Committee.  However, as a result of the recent Local Government elections some Town and Community Council representative appointments have only recently been made, therefore the process will now commence prior to the meeting of the Community Liaison Committee in October 2012.

Dates of Future Meetings

5.          Dates of Community Liaison Committee meetings are agreed by the Council's Cabinet when the calendar of meetings for all committees is approved and all Clerks of Town and Community Councils are informed accordingly. The calendar of meetings is also available on the Council's website. The dates of future meetings are  detailed below:

  • 23rd October 2012 at 6.00pm - Council Chamber Civic Offices
  • 29th January 2013 at 6.00pm - Council Chamber Civic Offices
  • 20th March 2013 at 6.00pm - Council Chamber Civic Offices

Requests for Consideration of Matter

6.          Agendas for the Community Liaison Committee usually include receiving reports from the Cabinet / various officers within the Council for information or consideration, statistical information from the South Wales Fire and Rescue Service and an overview from a South Wales Police officer of local issues within the Vale of Glamorgan.

7.          There is also the opportunity for Town and Community Councils to request items for consideration by the Committee for which the proforma attached at Appendix 1 to the report is to be used.  On receipt of such requests, the Chairman, following discussion with officers as to the appropriateness of the item to be discussed, will arrange for the matter to be placed on an agenda of a future meeting of the Committee.

Charter Between the Vale of Glamorgan Council and Town and Community Councils  

8.          A Charter was established in 2007, which details the aims on which the Vale Council and Town and Community Councils wish to work together for the benefit of local communities, whilst also recognising their respective responsibilities as autonomous democratically elected statutory bodies.  The Charter and its action plan cover the areas of recognition, local governance, consultation, information and communication, joint working and engagement, land use planning, practical support, ethics, financial arrangements, delegating responsibility for service provision, sustainability, community strategy, local elections, action plan development monitoring and review.

9.          To date 22 Town and Community Councils are signatories to the Charter.

10.        Members are advised that a new Charter and Action Plan are to be developed following local elections.  An evaluation of the current Charter and proposals for the development of the new Charter  will be presented to the Community Liaison Committee in October 2012.

Resource Implications (Financial and Employment)

11.        None as a direct result of this report.

Sustainability and Climate Change Implications

12.        None as a direct result of this report.

Legal Implications (to Include Human Rights Implications)

13.        None arising from this report.

Crime and Disorder Implications

14.        None arising from this report.

Equal Opportunities Implications (to include Welsh Language issues)

15.        None arising from this report.

Corporate/Service Objectives

16.        Community leadership to work with partners to promote and ensure a co-ordinated approach to delivering the shared vision for the future of the Vale.

Policy Framework and Budget

17.        The report is for Members' information and is within the policy framework and budget.

Consultation (including Ward Member Consultation)

18.        The report is for information.  Town and Community Councils have already been consulted on the Charter and the Action Plan.

Relevant Scrutiny Committee

19.        Corporate Resources.

Background Papers


Contact Officer

Mrs. K. Bowen, Scrutiny and Committee Services Officer

(Tel: 01446 709856)


Officers Consulted

Operational Manager, Democratic Service

Operational Manager, Corporate Policy and Communications


Responsible Officer:

Mr. J. Maitland Evans, Chief Executive