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Website URL : http://www.swansea.gov.uk/index.cfm?articleid=619

Agenda and minutes

Venue: Committee Room 5, Guildhall, Swansea. View directions

Contact: Scrutiny 637732 

No. Item


Disclosure of Personal and Prejudicial Interests.


·         None


Election of Panel Convener

·         Bethan Hopkins – Scrutiny Officer


·         Cllr Chris Holley was elected as the Panel Convener for the coming year 2019/20


Prohibition of Whipped Votes and Declaration of Party Whips


Minutes pdf icon PDF 182 KB

To approve & sign the Notes of the previous meeting(s) as a correct record.

Additional documents:


·         Approved


Public Questions


·         None


Terms of Reference pdf icon PDF 69 KB


·         Approved


Wales Audit Office Report, Local Government Use of Data - Response and Action Plan pdf icon PDF 148 KB

·         Clive Lloyd – Cabinet Member for Business Transformation and Performance

·         Sarah Caulkin – Chief Transformation Officer

·         Kim Collis - Data Protection Officer


Additional documents:


  • Ensuring compliance with GDPR can be difficult but the team are doing a great job
  • Sharing data between departments has been a challenge
  • Legal opinions can differ on guidance even between councils but there is still work to do
  • Data is not shared between departments unless people give express permission – this is being worked on by departments
  • ‘Data’ is used to mean both numbers and information
  • Corporate approach – looking at people having an account they can update
  • Customers can contact Council to find out what their information is used for
  • Reports are picking up social media comments to ensure the Council are focusing on issues which people are concerned about
  • Technology is advancing and anonymised data can be used to develop apps to help planning and budget use
  • Council has a good relationship with the Information Commissioners Office when seeking advice and guidance. Significant amount training has been delivered
  • Training and development is ongoing, lessons are always being learned
  • Evidence based decisions are part of the long term plans and could provide cross cutting reports in the future
  • The Action Plan in response to the WAO report will come to the Panel in the next quarter
  • Using information effectively should help to breakdown silos between departments
  • Queries around housing and highways sharing information effectively
  • Query about definitions and how Social Services manage their information
  • Query about public use the Council website and how consultation is done via the website
  • Query about how social media stats are monitored
  • WAO may have expected to see a specific separate data strategy online however for Swansea it is within other strategies
  • Looking at creating one overarching corporate strategy. The Council already has a documented Information Governance Framework.



End of Year Review pdf icon PDF 154 KB


  • Panel happy with the mix of work this year
  • Want to repeat many of the same items next year (Annual Reports)
  • Standing items such as Performance and Budget to stay
  • Want an item looking at Planning processes (not including the Committee or applications themselves)
  • Will also be receiving a range of WAO reports which are working well



Work Plan 2019-20 pdf icon PDF 54 KB


·         The Panel would like an item looking at the planning function in general – not to include applications or the committee

Letter to Cabinet Member pdf icon PDF 321 KB

Cabinet Member Response pdf icon PDF 282 KB


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