COMMUNITY LIAISON COMMITTEE
Minutes of an extraordinary meeting held on
18th February, 2009.
Present: Councillor E.T. Williams
(Chairman); Councillors Mrs. S.M. Bagstaff, A.M. Ernest, Mrs. V.M.
Hartrey, N.P. Hodges, H.J.W. James, G. John and R.L. Traherne.
Representing Town and Community
Councils: Councillors J. Baker (Penarth Town
Council), Ms. A. Pryer (Llanmaes Community Council), P. King
(Llandough Community Council), T. Wilson (St. Brides Major
Community Council), I. Moody (Wenvoe Community Council), Ms. E.
Jervis (Wenvoe Community Council), Mrs. S. Hodges (Barry Town
Council), R. Burston (St. Nicholas and Bonvilston Community
Council),Mrs. L. Weeding (Pendoylan Community Council), D. Lane
(Llantwit Major Town Council), E. Hacker (Llantwit Major Town
Council), M. Pritchard (Michaelston le Pit with Leckwith), G. Marks
(Michaelston le Pit with Leckwith), C.F. Tatt (Sully Community
Council, R. Ball (Wick Community Council) and
Mrs M. Major (clerk to Llangan Community Council). .
Also present: Ms. B. Noon
(Operational Manager - Corporate Policy and Communications) and
Mrs. K. Bowen (Scrutiny and Committee Services Officer).
818 APOLOGIES FOR
ABSENCE -
These were received from Councillors Mrs. J.E.
Charles (Vice-Chairman); Councillors R.J. Bertin, C.P.J. Elmore and
Miss. S.J.C. Williams. Councillor D. Pugh (Penllyn Community
Council), A. Foyle (Welsh St. Donat's Community Council), J. Teague
(Llanfair Community Council), T. Evans (Peterston Super Ely), A.S.
Murton (Llandow Community Council), T. Stenstrom (Barry Town
Council), M. Hartrey (Dinas Powys Community Council) and G. Thomas
(Pendoylan Community Council).
819 DECLARATIONS OF
INTEREST -
No declarations were received.
820 ACTION PLAN TO
PROGRESS THE CHARTER BETWEEN THE VALE OF GLAMORGAN COUNCIL AND TOWN
AND COMMUNITY COUNCILS (CX) -
The Chairman advised that he had taken the
decision to hold an extraordinary meeting to consider the Action
Plan for the Charter in order to provide the opportunity for the
representatives of the Town and Community Councils and Vale of
Glamorgan Members to fully consider the report and the Action Plan
attached at Appendix 1. The Operational Manager (Corporate
Policy and Communications) advised that the Community Liaison
Committee had approved a draft Charter on 20th November,
2007, which had then been subsequently agreed by the Vale of
Glamorgan Council's Cabinet on 13th February, 2008
(a copy of which was also attached to the report at Appendix 2 for
Members information). The report also outlined that to date,
21 Town and Community Councils had signed the Charter which
included 17 Community Councils and the four Town Councils. On
9th September, 2008 a working group consisting of five
Town and Community Council representatives and five Vale of
Glamorgan officers met to develop an action plan to achieve the
principles set out in the charter.
The Charter that had been established set out
the aims for working together for the benefit of local communities
whilst recognising the respective responsibilities of the Councils
as autonomous, democratically elected statutory bodies. It
had also been designed to bring on existing good practice and
embrace the shared principles of openness, respect for each other's
opinions, honesty and the common priority of putting citizens at
the centre.
In considering the plan the Committee
proceeded to consider each reference individually and during
discussion a number of comments were made as detailed
below:-
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Reference
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Action
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Response
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LG1
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Vale Council to provide hyperlinks to Town and
Community Council websites and vice-versa.
|
Members were advised that although the Council
acknowledged that some community councils did not have electronic
means the Vale would encourage electronic use where appropriate and
Bev Noon agreed to refer the issue to the Corporate IT officer for
advice to consider how the Council could assist.
|
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IC1
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Vale Council to provide contacts for key
services.
In order that Town and Community
Councils are able to contact the appropriate officer on strategic
matters.
|
Some Members stated that on occasions it was
advice that was required and it was agreed that the sentence be
amended to read “on strategic matters and professional advice.”
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LP1
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Planning applications to the Vale Council are
available on its website.
|
At a recent Town Council meeting an e-mailed
copy only of a detailed planning application with maps had been
received. This had been insufficient for the Council to
consider and they requested that in future hard copies of planning
applications with substantial detail be forwarded via hard copy.
The Cabinet Member Councillor H.J.W. James accepted the view of the
member and agreed to look into the matter with the appropriate
officer. He further advised Committee for information that the
agenda and minutes of all Planning Committee meetings were
available on the Vale of Glamorgan Council's website.
|
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PS2
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Vale Council to develop and communicate
procedures for providing support services in key areas: IT,
personnel, printing, legal, procurement, training.
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It was suggested that health and safety
matters also be included within the list and the Operational
Manager agreed discuss with the Human Resources Officer options
that could be or were available.
|
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ADD PS3
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Vale Council to provide clarification on
criteria for awarding cash grants.
|
In order that Town and Community Councils are
clear about the criteria for grant applications. Members
present requested that this additional reference be added to the
Action Plan for clarity.
|
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CA2
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Town and Community Councils to offer new
members induction training.
|
Members queried whether the Vale Council could
provide this service and were advised that One Voice Wales provided
training for clerks and Members. It was not appropriate for
the Vale of Glamorgan Council to provide that training but that it
could provide the clerks with details of appropriate
contacts. Members were reminded that the Council also
provided training on Code of Conduct matters for Members and clerks
and held meetings with clerks and officers of the Council to
discuss issues of mutual concern.
|
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SU1
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Vale Council to provide advice for Town and
Community Councils on sustainability issues and undertaking an
environmental audit.
|
One of the Members queried that as some
Community Councils were small they would require support on
sustainability matters and the Operational Manager advised that she
could offer some support in order to assist them with this
action.
|
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SU2
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Town and Community Councils to undertake an
environmental audit.
|
The Operational Manager advised that advice
and guidance would be forwarded to Town and Community Councils on
the matter.
|
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ADD LE4
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Vale Council to bill Town and Community
Councils for elections in a timely manner
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In order that Town and Community Councils are
able to budget and produce accounts accurately.
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During discussion of the Action Plan concern
was raised as to whether all queries within local communities
should be referred via the clerk. Although any
Councillor or member of the public could report matters or raise
queries with the Contact Centre, the Committee was advised that
utilising the Clerk would ensure duplication was limited, records
of referrals made, information databases established and maintained
and the clerk’s knowledge base increased which would in turn assist
in their duties of supporting and advising their elected Members.
It was also suggested that a site visit to the One Vale
Contact Centre be arranged to provide the Town and Community
Councils with an opportunity to see first hand the system in
operation.
Having considered the report and the Action
Plan in detail the Committee
AGREED -
(1) T H A
T the amendments as referred to for actions IC1, PS2, PS3 and LE4
above be agreed.
(2) T H A
T arrangements are made for a site visit to the Onevale Contact
Centre for all Members of the Community Liaison Committee.
(3) T H AT
the Action Plan for the charter including the above amendments be
referred to Cabinet for approval.
(4) T H A
T on approval of the Action Plan by Cabinet an update on its
progress be presented to the October meeting of the Community
Liaison Committee and thereafter on a six monthly basis.
(5) T H A
T the Town and Community Council Clerks and officers of the Vale of
Glamorgan be thanked for their work in developing the Action
Plan.
(6) T H A
T recommendations 1, 2, 4 and 5 above also be referred to Cabinet
for information.
Reasons for decision
(1-6) To progress the
Charter and the Action Plan between the Vale of Glamorgan Council
and Town and Community Councils.