Community/Town Council
A Charter between the City and County of Swansea (CCS) and Community / Town Councils (C/TC) within its Boundaries.
Description
Charter between the City and
County of Swansea (CCS) and
Community / Town Councils
(C/TC) within its Boundaries
The Charter –
27 August 2013
1. Introduction
1.1 The City and County of Swansea (CCS) and the Community / Town
Councils (C/TC) within its boundaries have agreed to enter into a Charter which
sets out the way in which we aim to work together for the benefit of local
communities whilst recognising our respective responsibilities as statutory
bodies.
1.2 The Charter is designed to build on and
embrace the shared principles of openness, respect for each other’s opinions,
honesty and our common priority of putting citizens at the centre. This Charter is based on equality of
partnership.
1.3 The Partners to the Charter shall be all or any of the Councils
set out below who have signed the Charter.
Principal
Council |
City and |
Community
Councils |
|
Bishopston |
Mumbles |
Clydach |
Penllergaer |
Gowerton |
Pennard |
Grovesend |
Penrice |
Ilston |
Pontlliw & Tircoed |
Killay |
Port Eynon |
Llangennith, Llanmadoc & Cheriton |
Reynoldston |
Llangyfelach |
Rhossili |
Llanrhidian Higher |
Three Crosses |
Llanrhidian Lower |
|
Mawr |
|
Town
Councils |
|
Gorseinon |
Pontarddulais |
Llwchwr |
|
2.
Amendments to the Charter
2.1 Further developments of this Charter will be discussed as
required by the Community / Town Councils Charter Task and Finish Group and
forwarded to the appropriate bodies for consideration and the Charter updated
as required.
3. Local Governance (LG)
3.1 The Partners will be clear about the expectations that they
have of each other in order to facilitate a smooth working relationship. In
this regard, they will define the way in which they interact with each other.
They will be clear about the role of councillors at all levels in the
relationship and in community leadership.
3.2 There will be a Community / Town Councils Forum which shall
meet as required but not less than twice per annum. It will be Chaired by the CCS Cabinet Member
that has Community / Town Councils within their Cabinet Portfolio. The Forum will be supported by the Democratic
Services (Committees) Team.
3.3 The overarching purpose of the Forum is to discuss local
government matters of mutual concern.
The Forum provides comments and seeks to make recommendations to the
appropriate decision making body.
|
City & County of |
Community / Town
Councils (C/TC) |
LG1 |
Will facilitate the Community
/ Town Councils Forum on a quarterly basis.
Meetings will be held in the Civic Centre or Guildhall. |
Will contribute towards the agenda of
Forum meetings and contribute proactively to the attendance and discussion. |
LG2 |
Will ensure that copies of
presentations will be circulated. |
Will ensure that copies of
presentations will be circulated. |
3.4 Representatives
on the Community / Town Councils Forum
3.5 City and County of
3.6 The CCS shall nominate its own Councillor Representatives
together with the
3.7 Appendix A outlines the Contact details
for the City and
3.8 Community
/ Town Council Representatives
3.9 The Clerk of the C/T Council together with
two representatives from each Community / Town Council within the City and
County of Swansea. Community / Town
Councils shall nominate their own representatives.
3.10 Appendix B outlines the Contact details
for the Clerks of the Community / Town Councils.
4. Consultation (CO)
4.1 The Partners recognise the importance of meaningful
consultation and have a genuine commitment to consult on matters of mutual
concern. They will agree clear, specific
and time limited procedures and processes for consultation.
|
City & County of |
Community / Town
Councils (C/TC) |
|
CO1 |
Will aim to give C/TC the opportunity to comment before making a
decision that affects non routine and / or significant matters within their
local community. In furtherance of this, the CCS will make available a copy of its
public reports to Cabinet, Panels, Committees etc; Will advise all C/TC
Clerks of the dates of its public meetings; and make copies of its agendas
available on the Councils website as soon as possible. |
C/TC will respond to consultation opportunities in a timely manner,
addressing the key issues in the consultation document. Will make full use of the papers available to them to inform local
decision-making. |
|
CO2 |
Officers of CCS will attend meetings with C/TC (or groups of Councils)
at a mutually agreed time to discuss matters of common interest when
requested to do so and given sufficient notice. |
CCS Councillors and Officers will be given an opportunity to speak at
Community and Town Council meetings on matters of mutual interest. |
|
CO3 |
CCS Scrutiny Committee(s) to liaise with C/TC on relevant local
issues. |
Will respond to requests from Scrutiny Committee(s). |
|
5. Information and Communication (IC)
5.1 The need for timely, clear, relevant information
and communication in fostering good relationships and better joint working for
the benefit of local people.
|
City & County of |
Community / Town
Councils (C/TC) |
IC1 |
Will provide a contact point(s) within
each Directorate for the Clerk of the Community / Town Councils to liaise
with. |
The Clerk of each of the C/TC shall be the
contact point for CCS. The Chair of the C/TC shall act as Deputy SPOC
but only in the absence of the Clerk and following a notification from the
Clerk to that effect prior to the period of absence. |
IC2 |
CCS prefers to be contacted by the Clerk
electronically but accepts all means of communication. |
Acknowledges that CCS prefers to be
contacted electronically but notes that it accepts all means of
communication. |
IC3 |
Will reply to communication from Clerks
within 10 working days. |
Will reply to communication from CCS
within 20 working days. |
IC4 |
No acknowledgement letter will be provided
if a response can be provided within 10
working days. |
No acknowledgement letter will be provided
if a response can be provided within 10
working days. |
IC5 |
If this is not possible, an acknowledgment
will be sent within 5 working
days. The acknowledgement will outline
the timescale that the response will be given within and may be electronic or
in writing. |
If this is not possible, an acknowledgment
will be sent within 5 working
days. The acknowledgement will outline
the timescale that the response will be given within and may be electronic or
in writing. |
IC6 |
Will inform the Clerk of non-routine and /
or significant matters affecting their locality providing it impacts on the
community. Will also consider any requests
from a Clerk seeking specific information on general Council matters. |
Will inform the CCS contact point(s) of
any non-routine and / or significant matters affecting their locality
providing it impacts on the community.
The CCS contact point(s) would then draw it to the attention of the
relevant Directorate. |
IC7 |
CCS and C/TC will work jointly to
implement the Welsh Government’s e-government initiative in the interests of
sustainability and the better delivery of public services. |
CCS and C/TC will work jointly to implement the Welsh Government’s
e-government initiative in the interests of sustainability and the better
delivery of public services. |
6. Joint Working and Engagement (JW)
6.1 The Charter is intended to encourage working
together towards a common set of goals, based on equality in terms of
ownership, decision-making and recognition of each party’s distinctive
contribution.
6.2 It
is recognised that an equal and effective partnership brings benefits and
responsibilities to all those involved. Local Government at both tiers must work together to promote the
wellbeing and economic, social, environmental wellbeing of the residents of our
area. If doing things differently achieves a better service, we will seriously
examine these methods.
6.3 Issues that are passed to CCS from C/T Councils will be shared
with all CCS Councillors within the area of the C/T Council. This may on occasion lead to a joint meeting
between CCS, Local Councillors and representatives from C/T Councils.
|
City & County of |
Community / Town
Councils (C/TC) |
|
JW1 |
Will provide opportunities for Clerks of Community / Town Councils to
meet to discuss common concerns |
Will encourage participation by Clerks in opportunities to network and
share common concerns. |
|
JW2 |
Will be clear about how devolved services can be discussed and agreed. |
Will use the agreed procedures if there is a wish to progress devolved
services. |
|
JW3 |
Will give due consideration to devolving services that would provide better
value for money and/or enhanced services. |
Will be clear about how any devolvement of services will provide
better value for money and/or enhanced services. |
|
JW4 |
Will expect accountability for all C/TC acquired activities from CCS. |
Will take responsibility for aspects of joint working that are signed
up to. |
|
7. Land Use Planning (LU)
7.1 Community and Town Councils (C/TC) know and understand their
local area and must be able to comment
effectively on planning matters. The CCS
is able to take an overview of the needs of the whole local area and make
decisions, taking local views into account.
|
City & County of |
Community / Town
Councils (C/TC) |
|
LU1 |
Will uphold its statutory duty to consult C/TC on all planning applications
in their communities. |
Make appropriate responses to CCS recognising the parameters imposed
by planning law and agreed planning policy. |
|
LU2 |
CCS encourages C/TC to accept consultations via e-mail, to inspect
plans online and respond via a password protected web facility. |
Where appropriate C/TC will accept consultations via e-mail; will
inspect plans online and respond via a password protected web facility. |
|
LU3 |
Ensure that Councillors receive training on planning issues and have a
sound understanding of how planning law works. |
Ensure that Councillors receive training on planning issues and have a
sound understanding of how planning law works. |
|
LU4 |
Inform a C/TC in writing for the decision made with respect to a
planning application in its area within 7 working days of the decision being
made, and, if necessary explain why the decision is different from the point
of view put forward by the C/TC. |
Maintain an objective and professional approach to planning matters at
all times. |
|
LU5 |
Give C/TC information about relevant Development Management and
Control (Planning) Committee meetings so that they may attend as observers. |
Councillors to take up the opportunity to attend Development
Management and Control (Planning) Committee meetings at the CCS. |
8. Practical
Support (PS)
8.1 In order to be effective, elected members and Officers must be
well-trained and have the support they need to carry out their roles.
|
City & County of |
Community / Town
Councils (C/TC) |
|
PS1 |
The CCS will, where practical, offer C/TC access to support services,
to enable them to take advantage of facilities such as printing, IT,
purchasing at a mutually agreed price. |
Will follow procedures set out to access CCS support services, but
also have opportunity to make own arrangements. |
|
9. Expertise
(EX)
9.1 The Partners encourage continuous development of Officers and
Councillors in both CCS and C/TC, either in their individual groupings or
together. Improved expertise leads to
professionalism and more effective joint working.
|
City & County of |
Community / Town Councils (C/TC) |
EX1 |
Will offer Councillor induction training to C/T Councillors to enable
them to understand the role and function of the CCS. |
Will provide an induction to newly elected Councillors to enable them
to undertake their role effectively. |
10. Ethics (ET)
10.1 The Partners will provide an ethical service to local people,
following the appropriate Standards and Codes of Conduct. They will encourage links between C/TC Clerks
and the CCS Standards Committee.
|
City & County of |
Community / Town Councils (C/TC) |
ET1 |
The CCS will, through the Monitoring Officer (MO), support C/TC in the
timely consideration and provision of advice in relation to the application
of the Councillors Code of Conduct. |
C/T Councillors shall not make vexatious complaints under the Code and
will provide all such information as required by the MO to enable MO to carry
out function effectively. |
11. Delegating Responsibility for Service Provision (DR)
11.1 Services should be delivered in the most appropriate manner, with
regard to value for money and added value for local people.
|
City & County of |
Community / Town Councils (C/TC) |
DR1 |
The CCS will consider all reasonably argued cases for the delegation
of service delivery to C/TC, basing its consideration primarily on the
improvement of service delivery for citizens whilst ensuring value for money
is retained or enhanced. |
C/TC will recognise that there are certain instances where it is not
appropriate or desirable for the CCS to delegate service delivery. |
DR2 |
Where it is not appropriate or desirable to delegate service delivery,
the CCS will seek ways in which local information from communities might be
used to enhance service delivery to better meet citizen needs. |
C/TC will engage with citizens in their communities to understand
their needs and convey them in a coherent and constructive manner to the CCS,
such that they can be taken account of in service design and delivery. |
12. Sustainability (SU)
12.1 The Partners will work in ways that are
sustainable, reconciling the long-term needs with those of the present and
protecting and improving the quality of life of current generations without
compromising the quality of life of future generations.
|
City & County of |
Community / Town Councils (C/TC) |
SU1 |
Will assist C/TC with information on sustainable practices. |
Will proactively assess the sustainability of current practices and
processes. |
SU2 |
Will outline how
the CCS is actively pursuing sustainable development. |
Will investigate projects which contribute to sustainability where
beneficial to the community. |
13. Single
Integrated Plan (SP)
13.1 The
Partners recognise the strategic importance of the Single Integrated Plan as
the overarching strategic vision and priorities for the local area. Furthermore, they recognise that the Single
Integrated Plan will only be fully effective if it is informed by the grass
roots experiences from within communities.
|
City & County of |
Community / Town Councils (C/TC) |
SP1 |
The C/TC Forum shall nominate a Community / Town Councillor (who is
not also a CCS Councillor) from its membership to sit on the Swansea Local
Service Board (SLSB) in recognition of the local knowledge and experience
this will bring. The Swansea Local Service Board (SLSB) shall determine whether or not
to add the C/T Councillor to its membership. |
The Community / Town Councillor representing the C/TC’s shall feedback
to the C/TC Forum on a 6 monthly basis.
This C/T Councillor shall: 1) Proactively represent the sector, raising matters of general concern
appropriate to the agenda of the SLSB. 2) Report back on a 6 monthly basis to the C/TC Forum in order to update
on the work of the SLSB. |
SP2 |
Will involve C/TC
in the development of the Single Integrated Plan. |
Will contribute to the development of the Single Integrated Plan in
its development stage. |
SP3 |
Will involve C/TC in the implementation of the Single Integrated Plan. |
Will respond
actively and fully to consultation of the draft Single Integrated Plan and
participate in monitoring the implementation of the Single Integrated Plan. |
14. Local
14.1 Fair and open elections are the bedrock of local democracy. The Partners will ensure that elections are
freely and fairly contested, and encourage local people to become involved in
local democracy.
|
City & County of |
Community / Town Councils (C/TC) |
LE1 |
CCS will always consult C/TC in CCS driven electoral reviews affecting
their area. |
Will encourage participation in the local election process by members
of the local community. |
LE2 |
Will involve C/TC in any awareness raising / publicity to encourage
nominations for candidacy at local elections. |
Will ensure wide publicity of vacancies on C/TC to maximise community
representation. |
LE3 |
Will help to publicise forthcoming local elections on behalf of C/TC. |
Will facilitate public participation at all relevant meetings of the
C/TC and its Committees to encourage community involvement. |
LE4 |
Will brief C/TC Clerks on the nomination process so that they are
equipped to assist any potential candidates who come forward for local
elections. |
- |
LE5 |
Will provide help and assistance with the local election legal and
administrative processes and procedures. |
- |
LE6 |
For all out C/TC elections, CCS will recharge in the financial year
following the election. CCS will advise C/TC of these election costs in advance of the need
for a C/TC to set its precept. |
C/TC will pay these recharges within the terms stated on the invoice. |
LE7 |
For C/TC by-elections, CCS will recharge in that financial year (wherever
possible). |
C/TC will pay these recharges within the terms stated on the invoice. |
LE8 |
- |
C/TC acknowledge
the requirement for them to inform the Monitoring Officer of all co-options. In addition to this,
each May the C/TC shall inform CCS (Electoral Services) of the names of the
membership of their Council. |
15. Monitoring
and Review (MR)
15.1 The Charter will be reviewed annually or more often if
required. The Community / Town Councils Forum
shall conduct this review.
|
City & County of |
Community / Town Councils (C/TC) |
||
MR1 |
Will arrange for the Charter to be reviewed annually (January or
February) by the C/TC Task and Finish Group. |
Will actively contribute to the review of the Charter. |
|
|
18. Conclusion
18.1 The undersigned City and County of Swansea (CCS) and Community /
Town Councils (C/TC) are committed to the principles and statements with the
charter, for the benefit of local people.
18.2 Any of the Partners to this Charter may withdraw having given 28
days prior written notice to the Chair of the C/TC Forum.