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Information

Items
No. Item

Contents

Contents

1.     Cabinet Portfolios

1            Better Communities

2            Business Transformation & Performance (Deputy Leader)

3            Care, Health & Ageing Well

4            Children Services

5            Delivery

6            Economy & Strategy (Leader)

7            Education Improvement, Learning & Skills

8            Environment & Infrastructure

9            Homes & Energy

10        Investment, Regeneration & Tourism

2.     Committees

1       Appeals and Awards Committee

2       Appointments Committee

3       Audit Committee

4       Chief Executive’s Appraisal & Remuneration Committee

5       Chief Officers Disciplinary Committee

6       Chief Officers Disciplinary Appeals Committee

7       Corporate Parenting Board

8       Democratic Services Committee

9       Family Absence Complaints Committee

10.1 General Licensing Committee

10.2 General Licensing Sub Committee

11     Joint Consultative Committee (JCC)

12     Local Pension Board

13     Pension Fund Committee

14     Planning Committee

15     Policy Development Committees (PDCs)

16.1 Statutory Licensing Committee

16.2 Statutory Licensing Sub Committee

17     Standards Committee

18     West Glamorgan Archives Committee

3.     Scrutiny

4.     Panels (Decision Making Bodies)

1            Admissions Panel

2            External Funding Panel

3            Standards Committee Vacancy Panel

4            Trustees Panel

5.     Forums

1            Community/Town Councils Forum

2            Gypsy Traveller Liaison Forum

3            Swansea Student Liaison Forum

6.     Groups (non Decision Making and non-proportional)

1            Constitution Working Group

2            Local Development Plan Advisory Group

3            Social Services Rota Visits

4            Gower Area of Outstanding Natural Beauty (AONB) Partnership

5            Employing Authority

 

1.

Cabinet Portfolios

Bookmark 1

1                   Better Communities CP1

 

People

Place

3rd Sector engagement

Allotments

Access to Services

Communities First

Community Cohesion

Community Building rationalisation

Community Engagement

Community Centres

Communities for work

Community Cohesion

Digital Inclusion

Community Development

Domestic Abuse

Community grass cutting services

Drugs / Alcohol

Lead elements of Sustainable Swansea

Equalities & Diversity

Libraries

Food Banks

Litter & community cleansing

Future Generations Lead

Members Community Budget Scheme

Localised Services

Neighbourhood Working

Poverty Reduction Lead

Poverty Reduction

Safer Swansea Partnership (non city centre)

Public Space Protection Orders

Social Inclusion

Tend & Mend

Welfare Reform

Weed Spraying programme

Welfare Rights

 

 

2                   Business Transformation & Performance (Deputy Leader) CP2

             

Agile programme lead

Budget tracking & financial savings monitoring

Capital Programme lead

Commissioning Review lead

Contact centre

Financial Services

Health & Safety Policy

Human Resources / Organisational Development (HR/OD)

Information & Business Change (inc. ICT)

Legal Services

Modernisation of Council services

Pensions

Performance management & improvement

Petitions

Poverty Reduction

Procurement & Frameworks

PSB Lead

Risk & Resilience

Strategic Estates & Property management lead

Sustainable Swansea - Fit for the Future programme Lead

 

3                   Care, Health & Ageing Well CP3

 

Activities to Promote Independence & Aging Well

Adult Social Services modernisation

Assessment / Care Management

Elderly Care

Healthy City Partnership

Integration of Health & Social Care

Joint Equipment

Lead Elements of Sustainable Swansea

Learning Disabilty

Local Area Coordination Lead

Mental Health

Physical & Sensory impairments

Poverty Reduction

Safeguarding

Supporting People

Wellbeing

Western Bay Lead Member

 

4                   Children Services CP4

 

Early Years

Young People

Best Start in Life

Apprenticeships

Child & Family Services

Apprenticeships Support

Children & Young Peple (CYP)

Children & Young People (CYP) Board lead

Continuum of Care

Corporate Parenting Lead

Corporate parenting lead

Lead elements of Sustainable Swansea

Families First

NEETS reduction support

Flying Start

Opportunities for Young People

Lead elements of Sustainable Swansea

Poverty Reduction

Play Opportunities

Promoting Youth Inclusion & Youth Citizenships

Poverty Reduction

Readiness for work (support)

Regional Adoption Service

Safe Looking After Children (LAC) Reduction Strategy

Safe Looking After Children (LAC) Reduction Strategy

Safeguarding

Safeguarding

Youth Offending Service (Y.O.S.)

 

Youth Sevices

 

UNCRC

 

5                   Delivery CP5

 

Champions liaison & Coordination

City Profile

Collaboration opportunities

Commercial Services

Corporate delivery

Democratic Services

Houses in Multiple Occupation (HMO)

Lead Elements of Sustainable Swansea

Licensing Policy

Mayoral & Civic Functions

Member Development

New business opportunities

Outside bodies

Planning Policy & Local Development Plan (LDP)

Poverty Reduction

Scrutiny services

Sustainable development lead

Trade Union Engagement

 

6                   Economy & Strategy (Leader) CP6

 

5G project (City Deal)

City Centre redevelopment

City Deal Implementation

City Region Joint Committee Chair

Community Leadership

Constitutional changes

Corporate Communications

Corporate ICT strategy

Economic Twinning (Brexit)

Factory of the Future (City Deal)

Finance Strategy & Budget Oversight

Lead elements of Sustainable Swansea

Local & regional investment strategy (Regional bank)

Planning Policy (regional)

Poverty Reduction

Public Service Board (PSB)

Regeneration Strategy & Major Projects

Regional Working / Collaboration

Strategic Partnerships

 

7                   Education Improvement, Learning & Skills CP7

 

21st Century Schools Programme

Apprenticeships lead

Band B scoping and delivery

Catchment review

City of Learning - Member of UNESCO COL steering group

Education Charter

Education Regional Working (ERW)

Education Services from 5 to 19

Further Education

Inclusion & Learner Support

Lead Elements of Sustainable Swansea

NEETS Prevention (lead)

Quality in Education (Qed) Programme

Readiness for work lead

Regional Workforce Planning & Skills development

Schools Estate Planning & Resources Planning

School Improvement

Schools' Organisation & Performance

Skills & Talent project (City Deal)

 

8                   Environment & Infrastructure Services CP8

 

Biodivercity

Coastal defence, marina, foreshore & beach maintenance

Environmental Health

Estates maintenance management (non HRA)

Fly tipping task force

Highways & Engineering

Infrastructure Repairs & Maintenance

Lead Elements of Sustainable Swansea

Licensing & Trading Standards

Parking

Pothole task force

Poverty Reduction

Public Protection

Regional collaboration for Transport, Highways & Waste

Regional Transport Policy

Streetscene

Waste Management & Recycling

 

 

9                   Homes & Energy CP9

 

Cooperative Housing

CPBS

Council House Management

Council House Repairs

District Heating Schemes

Energy

Green Transport & Green vehicle adoption (inc. infrastructure works)

Homelessness & Supporting people

Homes as power stations (City Deal)

Housing Adaptions & Renewal Schemes

Housing Policy, Affordable Housing & Housing Options;

Lead elements of Sustainable Swansea

More Homes Delivery

Poverty Reduction

Sheltered Housing

Tenancy Enforcement

Welsh Housing Quality Standard (WHQS)

 

10                Investment, Regeneration & Tourism CP10

 

Suburban Centres & Community regeneration initiatives

Heritage inc. River Corridor development

Science City

Universities collaboration (development)

Creative City

Events, Tourism & Destination Marketing

Culture, the Arts & Galleries

Sports facilities

Parks beaches and foreshore Promotion

City Waterfront & Marina Promotion

Healthy Night Life / Purple Flag

City Centre Management

City Projects and Development

New Local & Regional business opportunities

Business & City promotion

Inward investment opportunities

Poverty Reduction

Lead Elements of Sustainable Swansea

 


 

2.

Committees

Bookmark 2

1                   Appeals and Awards Committee CM1

 

a)                 To hear all appeals except for appeals specifically carried out by another Committee.

 

b)                 To make all decisions of a quasi-judicial nature not referred to Cabinet/Council or any other Committee.

 

c)                  To carry out all Investigatory Committee functions in relation to the disciplinary procedure for Officers on JNC conditions.

 

 

2                   Appointments Committee CM2

 

a)                 Head of Paid Service and Chief Officers

 

i)            To shortlist suitable candidates;

ii)          To interview shortlisted candidates and recommend a final shortlist to Council, if any.

 

b)                 Heads of Service

 

To shortlist, interview and appoint, if appropriate, suitable Candidates.

 

c)                  Independent Lay Person(s) of the Audit Committee

 

To shortlist, interview and appoint, if appropriate, suitable independent Lay Member(s) to the Audit Committee.

 

d)                 Joint JNC / Chief Officer Appointments

To establish Sub Committees if required in order to shortlist, interview and appoint’ if appropriate, suitable candidates for designated JNC Officer posts that are shared with other Public Sector Organisations.

Membership of the Sub Committee must be proportionate with the political makeup of the Council.

 

Note:

 

i)            Regulation 7 of the Local Authorities (Standing Orders) (Wales) Regulations 2006 as Amended by the 2014 Regulations states that the appointment of the Head of Paid Service is to be approved by Council itself.  However, it has been customary within the City and County of Swansea for all Chief Officers to be appointed by Council and this will continue to be the case.

 

ii)          Section 11 (1) (a) of the Local Government (Wales) Measure 2011 states that the Democratic Services Committee shall Designate a person into the role of the Head of Democratic Services”.

 

3                   Audit Committee CM3

 

Statement of Purpose

 

a)                 Our audit committee is a key component of the City and County of Swansea’s corporate governance. It provides an independent and high level focus on the audit, assurance and reporting arrangements that underpin good governance and financial standards.

 

b)                 The purpose of our audit committee is to provide independent assurance to the members of the adequacy of the risk management framework and the internal control environment. It provides independent review of the City and County of Swansea’s governance, risk management and control frameworks and oversees the financial reporting and annual governance processes. It oversees internal audit and external audit, helping to ensure efficient and effective assurance arrangements are in place.

 

Governance, Risk and Control

 

c)                  To review the Council’s corporate governance arrangements against the good governance framework and consider annual governance reports and assurances.

 

d)                 To review the Annual Governance Statement prior to approval and consider whether it properly reflects the risk environment and supporting assurances.

 

e)                 To consider the Council’s arrangements to secure value for money and review assurances and assessments on the effectiveness of these arrangements.

 

f)                   To consider the Council’s framework of assurance and ensure that it adequately addresses the risks and priorities of the council.

 

g)                 To monitor the effective development and operation of risk management in the Council.

 

h)                 To monitor progress in addressing risk related issues reported to the committee.

 

i)                   To consider reports on the effectiveness of internal controls and monitor the implementation of agreed actions.

 

j)                   To review the assessment of fraud risks and potential harm to the Council from fraud and corruption.

 

k)                  To monitor the counter fraud strategy, actions and resources.

 

Internal Audit and External Audit

 

l)                   To approve the internal audit charter and resources.

 

m)                To consider the head of internal audit’s annual report and opinion, and a summary of internal audit activity (actual and proposed) and the level of assurance it can give over the Council’s corporate governance arrangements.

 

n)                 To consider summaries of specific internal audit reports as requested.

 

o)                 To consider reports dealing with the management and performance of the providers of internal audit services.

 

p)                 To consider a report from internal audit on agreed recommendations not implemented within a reasonable timescale.

 

q)                 To consider the external auditor’s annual letter, relevant reports, and the report to those charged with governance.

 

r)                   To consider specific reports as agreed with the external auditor.

 

s)                  To comment on the scope and depth of external audit work and to ensure it gives value for money.

 

t)                   To commission work from internal and external audit.

 

Financial Reporting

 

u)                 To review the annual statement of accounts. Specifically, to consider whether appropriate accounting policies have been followed and whether there are concerns arising from the financial statements or from the audit that need to be brought to the attention of the Council.

 

v)                  To consider the external auditor’s report to those charged with governance on issues arising from the audit of the accounts.

 

Accountability Arrangements

 

w)                To report to full Council on a regular basis on the committee’s performance in relation to the terms of reference and the effectiveness of the committee is meeting its purpose.

 

 

4                   Chief Executive’s Appraisal and Remuneration Committee CM4

 

a)                 This Committee is exempt from the Committee Balance Rules in order to allow the following membership:  Leader & Deputy Leader of the Ruling Group and Largest Opposition Group; Leader only of other Political Groups and 3 other Labour Councillors.       

 

b)                 Responsible for the Performance Appraisal of the Chief Executive.

 

c)                  Responsible for agreeing the Chief Executive’s salary banding for Performance Related Pay.

 

Note:

 

Where the Authority proposes to appoint a Chief Officer or Deputy Chief Officer, and the remuneration which it proposes to pay to the chief officer is £100,000 or more per annum, it must:

 

i)            Draw up a statement specifying:

·             The duties of the officer concerned, and

·             Any qualifications or qualities to be sought in the person to be appointed;

ii)          Make arrangements for the post to be publicly advertised in such a way as is likely to bring it to the attention of persons who are qualified to apply for it; and

iii)         Make arrangements for a copy of the statement mentioned in a) to be sent to any person on request.

 

The Authority is not required to publicly advertise, if it proposes to appoint the Chief Officer for a period of no longer than 12 months

 

 

 

5                   Chief Officers Disciplinary Committee CM5

 

To deal with all matters of discipline relating to Officers employed under Joint Negotiating Committees (JNC) terms and conditions (including Head of Democratic Services).

 

Note:

 

a)                 At least 1 member of Cabinet must sit on this Committee and that no more than 50% of the Committee are permitted to be Cabinet Members.

b)                 This meeting will be Chaired by the Presiding Member.

 

 

6                   Chief Officers Disciplinary Appeals Committee CM6

 

To deal with all matters of discipline relating to Officers employed under Joint Negotiating Committees (JNC) terms and conditions (including Head of Democratic Services).

 

Note:

 

a)                 At least 1 member of Cabinet must sit on this Committee and that no more than 50% of the Committee are permitted to be Cabinet members.

b)                 This meeting will be Chaired by the Deputy Presiding Member.

 

 

7                   Corporate Parenting Board CM7

 

Purpose

 

a)                 Some children and young people need additional help and support because of their needs and circumstances.  In some cases this requires that they are looked after by the Local Authority.

 

b)                 The purpose of the Corporate Parenting Board is to encourage all Councillors, Officers, Agencies and Individuals to work together to ensure that every looked after child, young person and care leaver receives the best possible support to achieve their full potential.

 

c)                  This may be educational, social or in any other area of their development.  This means seeking the highest quality outcomes that every good parent would want for their own child by asking themselves ‘If this were my child would it be good enough for them?’ and striving to achieve the standards that a good parent would want.

 

d)                 The Board will always seek a consensus opinion prior to making any recommendations to the appropriate decision making body.

 

Legislation

 

e)                 Ensuring a joined up approach to fulfilling the responsibilities of corporate parenting is important.  The corporate parenting responsibility, towards children looked after by the Authority and care leavers applies to all Councillors.  It is important to bear in mind that it is not just social services that impact on these children. Section 27 of the Children Act 1989 places a duty on the NHS as well as each Local Authority’s housing and education services to assist social services in carrying out their functions under the Act – including their corporate parenting function.

 

f)                   The Children Act 2004 places a duty on the local authority, health and other key partners to co-operate to improve the wellbeing of children in their area.  Members will seek to ensure the provision of all public services used by looked after children and young people is high quality, joined up, and takes account of their needs.  This entails commitment and collaboration across a range of Council services and with key partners where appropriate:

 

i)            Local health services, Paediatrics and Child and Adolescent Mental Health Services (CAMHS);

ii)          Flying start and early years provision;

iii)         Schools and other education settings;

iv)         Youth offending teams;

v)          Housing associations;

vi)         Leisure, library and youth services;

vii)       Leaving Care and Therapeutic Services that may be contracted out to private of voluntary sector organisations;

viii)      Fostering Services.

 

g)                 In addition there is a requirement (Children Act, 2004) that the local Children and Young People’s Plan ensures the improvement of wellbeing outcomes for children through effective local partnerships which co-ordinate the planning and delivery of all services for children and young people.

 

Function.  To do this, the Board members will:

 

h)                 Listen to, communicate with and champion the views of Looked After children and young people.

 

i)                   Develop a Corporate Parenting Strategy and annual action plan to deliver its purpose.

 

j)                   Facilitate multiagency Task and Finish groups as required.

 

k)                  Raise the profile of issues that may put children and young people at risk of becoming Looked After; issues affecting Looked After Children, children, young people and care leavers within the Council and with partner organisations.

 

l)                   Promote the work of the Corporate Parenting Board within the Council, with partner organisations and the broader arena as appropriate.

 

m)                Develop, receive and respond to regular performance data on Looked After children and Care Leavers.

 

n)                 Ensure the Corporate Parenting Board is kept up to date on relevant legislation, guidance and inspections and implications thereof.

 

o)                 Ensure that children looked after by the Local Authority are offered the protection of the UN Convention on the Rights of the Child.

 

Membership

 

p)                 The Board will comprise cross-party representation of Councillors.  It is currently 10 Councillors (7 Labour and 1 from each other Political Group).

 

q)                 The Chair and Vice Chair shall be elected from the Councillors appointed to the Board by the Council.

 

r)                   Senior representation from across the Local Authority reflecting the needs of children and young people in need, the looked after children and young people who are leaving or have left care.  As a minimum this should include Education, Housing, and Public Protection, Child and Family Services and the Youth Offending Service.

 

s)                  Senior representation from a number of partner agencies/organisations will be required to ensure the Board fulfils its obligations to young people in promoting their safety and wellbeing and ensuring their wellbeing outcomes are achieved.

 

t)                   Co-opted members as necessary.

 

Quorum

 

u)                 The quorum shall be one quarter of the Councillor members of the Board.

 

Reporting arrangements

 

v)                  Provide an annual report to Council.

 

w)                Reports will be provided to interested parties, including the relevant Cabinet Member(s) for Children and Young People services and others as required.

 

x)                  Specific matters of interest or concern will be forwarded to the appropriate Cabinet Member.

 

Meeting arrangements

 

y)                  The Board would normally meet on a quarterly basis but may meet as required.

 

z)                  The Board will be supported by Child and Family Social Services.

 

aa)              The Board will be serviced by Democratic Services which will draft the agenda and produce the minutes.

 

bb)              The Board will establish its financial requirements and keep any allocated budget under review.

 

 

8                   Democratic Services Committee CM8

 

(Section 11 of the Local Government (Wales) Measure)

 

a)                 Exercise the function of the local authority under section 8(1)(a) Local Government (Wales) Measure 2011 (designation of Head of Democratic Services).

 

b)                 Review the adequacy of provision by the authority of staff, accommodation and other resources to discharge Democratic Services functions, including:

 

i)            Achievement of the Welsh Local Government Association’s (WLGA) Member Support and Development Charter;

ii)          Councillor Training;

iii)         Improvements and innovations such as electronic voting, web casting etc.

 

c)                  Make reports and recommendations to the authority in relation to such provision.

d)                 It is for a Democratic Services Committee to determine how to exercise those functions.

 

e)                 To determine whether or not the Councillors period of family absence should be cancelled in accordance with Regulation 34 of the Local Government (Wales) Measure 2011.

 

f)                   To determine whether or not to withhold a Councillor’s Remuneration should they fail to return following a period of family absence on the date specified in the notice provided.

 

 

9                   Family Absence Complaints Committee CM9

a)                 To determine a complaint made by a Councillor regarding the cancellation or bringing to an end a period of family absence by the Authority;

 

b)                 To determine any such complaint in accordance with Regulation 36 of the Family Absence for Members of Local Authorities (Wales) Regulations 2013;

 

c)                  To determine a complaint made by a Councillor on maternity absence or parental absence regarding a decision made by the Chair of Council (Presiding Member) as to the Councillor attending any meeting or performing any duty;

 

d)                 To determine any such complaint in accordance with Regulation 38 of the Family Absence for Members of Local Authorities (Wales) Regulations 2013”.

 

 

10.1           General Licensing Committee CM10_1

 

a)                 To determine all licensing matters and any other matters of a licensing nature as set out in the scheme of delegation with exception of Licensing Act 2003 and Gambling Act 2005 licensing functions and matters.

 

b)                 All Licensing matters will be considered by the General Licensing Committee or General Sub Committee as deemed necessary, exercising plenary powers meeting on such specific occasions as necessary.

 

c)                  The General Licensing Committee shall be empowered to do anything which is necessarily incidental to the exercise of the delegated function and all delegations and or authorisations shall be construed accordingly unless they are expressly limited otherwise in order to facilitate the determination of any matters considered by them.

 

d)                 The General Licensing Committee or General Licensing Sub Committee as deemed necessary shall be empowered to adopt or modify any such rules of procedure including, but not limited to the Statement of Principles for taxi licensing in order to facilitate the determination of any matters considered by them.

 

e)                 To review and update conditions attached to existing licences/certificates/permits/consents and to agree new conditions required due to changes in legislation and or changes in trends or practices.

 

f)                   To consider appeals against an officer decision to refuse an application for approval to work as a driver or passenger assistant in vehicles for school transport purposes.

 

Note:

 

All members of this Committee must have been trained by the Authority prior to them being permitted to take part in the meeting.

 

 

10.2                   General Licensing Sub Committee CM10_2

 

1           To determine all Licensing matters and any other matters of a licensing nature with the exception of Licensing Act 2003 and Gambling Act 2005 licensing functions and matters in accordance with the provisions of the scheme of delegation set out in the Council’s Constitution and the Council’s statements of policy or principles.

 

2           The General Licensing Sub Committee shall be empowered to adopt or modify any such rules of procedure as may be required in order to facilitate the determination of any matters considered by them.

 

Notes:

 

All members of this Committee must have been trained by the Authority prior to them being permitted to take part in the meeting.

 

 

11                Joint Consultative Committee CM11

 

a)                 To establish a regular method of communication, consultation and negotiation between Members of the City & County of Swansea and representatives of Trade Unions for all employees recognised for negotiating purposes.

 

b)                 The JCC shall be the ultimate negotiating body for the Council, decisions of the JCC will be reached by consensus and will be subject to the approval of Council.  Should there be a failure to reach a consensus, this shall be referred to an internal disputes’ resolution procedure, or the regional joint secretaries. 

 

c)                  The JCC will consult on matters of overall strategy and service delivery, with the aim of influencing Council policies.

 

d)                 The JCC will work together with a view to agreeing the formulation of best practices and the improvement of employment relations between the Authority and its employees and will ensure consistency of application across the workforce.

 

e)                 To be a consultative forum on issues of relevant corporate matters.

 

f)                   To enable the Trade Union side an opportunity to influence and enrich Council’s decision making process

 

g)                 JCC will meet every six weeks.  However, there may be occasions where JCC feel that it may need to meet on an extraordinary basis.  It would also be appropriate for the JCC to allocate work to working groups to deal with detailed negotiations within the JCC Terms of Reference.  That such groups will report back to the JCC.

 

h)                 Elected Members will number seven in accordance with the Political Balance Rules.  Members will be entitled to send a substitute in the event that they are unable to attend.

 

i)                   Membership will include the Leader, Deputy Leader and relevant Cabinet Member for Finance.

 

j)                   The Trade Unions who are entitled to attend the JCC shall be as set out below.  Representation is capped to a maximum of 12 and attendees are to be mutually agreed and allocated by the trade unions.  Substitutes will be entitled to attend, but this shall be organised by the trade unions prior to the meeting and the numbers shall not exceed 12 overall.  The names  ...  view the full agenda text for item 2.

3.

Scrutiny

Bookmark 3

1                    Scrutiny Programme Committee

 

a)                  The Scrutiny Programme Committee will have the following general responsibilities:

 

i)            Holding members of the Council’s executive to account.

ii)           Monitoring the performance of public services, policies and partnerships.

iii)         Contributing to corporate and partnership policy and strategy development.

iv)         Conducting in depth inquiries into service and policy areas.

v)          Involving the public in service improvement and policy development.

vi)         Considering the opinions of external inspectors.

vii)       Making reports and recommendations to Council or Cabinet on the discharge of any functions of the authority as appropriate.

viii)      To undertake reviews as directed by Council.

ix)         Preparing and publishing a regular work plan.

x)          Contribute to an overall strategic work programme for scrutiny that will be reported regularly to Council.

xi)         Observing the principles of effective scrutiny as set out in the Protocol for Scrutiny.

 

b)                  The Committee will have responsibility for coordinating the scrutiny of the following:

 

i)            The community strategy / single integrated plan.

ii)           Swansea’s Local Service Board.

iii)         The Council budget.

iv)         Central / corporate functions of the local authority.

v)          Groups and organisations with which the Council has formed links through grant funding, compacts, subscription or service level agreements.

vi)         External bodies which are able to levy a statutory precept upon the Authority.

vii)       The Treasury Management Strategy Statement, Annual Report, Mid Term Report and Quarterly Progress Reports.

 

 

2                    Scrutiny Panels

 

a)                  The Committee may establish Panels / working groups for the purpose of undertaking in depth inquiries or for looking at the performance of particular areas of service delivery.

 

b)                  Each Panel/working groups will be led by a Scrutiny Convener who will be responsible for:

 

i)            Convening meetings of the relevant Panel.

ii)           Chairing meetings of the relevant Panel.

iii)         Ensuring that the Panel undertakes work to the specifications and timescales agreed by the parent board.

iv)         Reporting back to the parent Board with findings, conclusions and recommendations as appropriate.

 

c)                  Councillors will be appointed to a Panel on the following basis:

 

i)            At least two political groups on the Council to be represented on the Panel.

ii)           Membership of Panels will be open to any non-executive members of the Council regardless of whether they are a member of the Scrutiny Committee.

iii)         New panels will be advertised to all non-executive members and expressions of interest sought.  The membership of panels will be determined by the Committee.

 

 

3                    Scrutiny Work Programme

 

The Scrutiny Programme Committee will be responsible for coordinating the work of the Scrutiny panels.  Other tasks linked to the delivery of the work programme include:

 

a)                  Monitoring the delivery of the scrutiny strategic work programme;

b)                  Preparing and agreeing the scrutiny annual report as required by Council;

c)                  Dealing with business relating to regional / national scrutiny meetings (for example in relation to the Welsh Local Government Association or the Centre for Public Scrutiny);

d)                  Considering reports relevant to the development and improvement of the Council’s Scrutiny function;

e)                  Dealing with consultation and implementation of national policy changes relevant to scrutiny;

f)                    Preparing and publishing a regular work plan;

g)                  Making reports and recommendations to Council, Cabinet or the Democratic Services Committee on the discharge of any functions of the authority as appropriate.

 

 

4                    Service and Policy Areas

 

Areas of responsibility cover all functions of the Council and specifically:

 

a)                  All of the functions of the Council as a Social Services Authority under all relevant legislation;

b)                  All functions of the Council under the Children Act (1989 and 2004);

c)                  All of the functions of the Council as a Planning Authority under the Town and Country Planning Acts and all other relevant legislation including countryside, nature conservation and rights of way matters, in force from time to time;

d)                  Acting as the Council’s designated Crime and Disorder Committee for the purposes of the Police & Justice Act 2006;

e)                  All of the functions of the Council as a Housing Authority under the Housing Acts and all other relevant legislation;

f)                    Outcomes of reviews undertaken by outside agencies or audit bodies;

g)                  Items where Welsh Government Guidance suggests that matters should be considered by scrutiny.

 

 

5                    Cabinet Portfolios

 

The work of the Board will not be limited to any particular Cabinet portfolio(s). Invitations to attend meetings, reports, letters and recommendations will be directed to the relevant Cabinet Member(s) as each issue requires.

 

 

4.

Panels (Decision Making Bodies)

Bookmark4

1                   Admissions Panel P1

 

Policy framework - The Education (Admission Forums) (Wales) Regulations 2003.

 

a)                 Membership (Core Members)

 

i)            One representative nominated by The Church in Wales Diocesan Authority;

ii)          One representative nominated by the Roman Catholic Diocesan Authority;

iii)         One head teacher from each school group (i.e. primary, secondary and voluntary aided schools);

iv)         The two elected Parent Governor Representatives (one primary, one secondary);

v)          Two representatives of the Swansea Association of Governing Bodies (one of whom should be a Welsh speaker);

vi)         One representative of the Swansea Bay Racial Equality Council.

vii)       In addition, the core Members may invite other interested parties to a meeting of the Panel if they consider it appropriate to do so having regard to the issue under discussion.

viii)      Five elected Members;

 

b)                 Tenure of Meetings

 

A maximum of four years subject to re-election.

 

c)                  Frequency of Meetings of the Panel

 

The Panel must meet at least twice a year.

 

d)                 The Role of the Panel is to:

 

i)            Consider how well existing and proposed admission arrangements serve the interests of children and parents within the area of the authority;

ii)          Promote agreement on admission issues;

iii)         Consider the comprehensiveness and accessibility of the admission literature and information for parents;

iv)         Consider the effectiveness of any proposed co-ordinated admission arrangements;

v)          Consider the means by which admissions processes might be improved and how actual admissions relate to the admission numbers published;

vi)         Monitor the admission of children who arrive in the authority’s area outside a normal admission round with a view to promoting arrangements for the fair distribution of such children among local schools, taking into account parental preference;

vii)       Promote effective admission arrangements for children with special educational needs, looked after children and children who have been excluded from school;

viii)      Consider any other admission issues arising.

 

e)                 Responsibilities

 

The Panel must circulate their advice and recommendations to all admission authorities and maintained schools in the authority and to any other interested parties.

 

 

2                   External Funding Panel P2

 

Purpose:

 

a)                 To oversee the allocation of all third sector funding across the Council.

 

b)                 To oversee the Council’s external funding opportunities

 

Terms of Reference:

 

a)                 Third Sector Funding.

b)                 Determine the Criteria for the Swansea Change Fund and other Council grant pots, including the Community Action Transformation Fund.

c)                  Allocate the Swansea Change Fund and other funds according to the criteria adopted.

d)                 Maintain an overview of all Third Sector and community funding across the City & County of Swansea Council, including outcomes achieved.

e)                 Determine and support the Council’s Third Sector policy and relationship across the City & County of Swansea (including the formal Compact with the Third Sector).

f)                   Support collaboration and joint working between Third Sector and community organisations and between Third Sector organisations and the Council.

g)                 External Funding.

h)                 Oversee the Council’s policy for seeking external funding to support its priorities.

i)                   Provide a gateway for all Council applications for external funding.

j)                   Review outcomes from external funding.

k)                  Rural Development Partnership Fund.

 

 

3                   Standards Committee Vacancy Panel P3

 

a)                 To shortlist (if necessary) applicants seeking to be appointed as the Independent Co-opted Members to Standards Committee.

 

b)                 To interview applicants seeking to be appointed as the Independent Co-opted Members to Standards Committee.

 

c)                  To make recommendation(s) for appointment if appropriate to Council

 

Note:

 

i)            Shall consist of 5 Members, one of which must be a Lay Member and one of which must be a Community/Town Councillors serving within the boundaries of the City & County of Swansea;

ii)          Shall be chaired by a Lay Member appointed by the Monitoring Officer.

 

 

4                   Trustees Panel P4

 

The Authority currently has involvement in a number of Trusts.  The Trustees Panel has been established to determine matters arising from the different Trusts, which often include applications for grants and decisions relating to the operation of the particular Trust.

 

a)                 Depending on the terms within the individual Trust Deed, Local Authority Members may be required to act as trustees or alternatively, the Local Authority itself may be the trustee and members may act as representatives of the local authority trustee.

 

b)                 Each item referred to the Trustee Panel will state in an individual report the capacity in which members are required to act.

 

c)                  The role of trustee can be distinguished from the role of representative of the Local Authority trustee.

 

 

5.

Forums

Bookmark5

1                   Community / Town Councils Forum F1

 

a)                 This Forum is exempt from Committee Balance Rules in order to ensure that only the Cabinet Members and Chairs of Planning Committee and General Licensing Committee are represented on it.

 

b)                 To consult and liaise with Community/Town Councils on corporate and strategic issues.

 

c)                  It will be Chaired by the CCS Cabinet Member that has Community/Town Councils within their Cabinet Portfolio.

 

 

2                   Gypsy Traveller Liaison Forum F2

 

a)                 To provide a Forum to help strike a balance between the needs and legitimate expectations of the settled community, local businesses, other local land owners and gypsy travellers.

 

b)                 To prepare a strategy that meets the requirements of the NAW guidance on Managing Unauthorised Camping.

 

c)                  To Provide cross party views.

 

d)                 To evaluate all Council strategies and policies to identify any impact upon the welfare of the gypsy traveller community.

 

 

3                   Swansea Student Liaison Forum F3

 

a)                 Purpose of Group

 

A strategic alliance of bodies working in partnership to link activities relating to students in Swansea with the aim of assisting community cohesion.

 

b)                 Membership

 

i)            Ward members from Uplands, Castle, Sketty, Townhill, Gorseinon, landore, Lower Loughor, Upper Loughor, St Thomas, Kingsbridge and Killay North

ii)          Cabinet Member for Next Generation Services

iii)         Cabinet Member for Wellbeing and Healthy City

iv)         Director of Place, City & County of Swansea

v)          Relevant officers, City & County of Swansea

vi)         Relevant officers, South Wales Police

vii)       Director of Student Services, Swansea University

viii)      Relevant officers, Swansea University

ix)         President of Swansea University Students’ Union

x)          President of Swansea Metropolitan University Wales Trinity St David’s

xi)         Relevant officers, Swansea Metropolitan University Wales Trinity St David’s

xii)       President of Swansea Metropolitan University Wales Trinity St David’s Students’ Union

xiii)      Relevant officers, Gower College Swansea

xiv)     Student Governor, Gower College Swansea

 

Additional members may be co-opted from time to time with the agreement of the Chair.

 

c)                  Frequency of meetings

 

Quarterly, although frequency may vary depending on the requirements of the Forum.

 

d)                 Objectives of Group

 

i)            To review and develop strategies relating to students in Swansea.

ii)          To consider relevant legislation and Government policy and shape and inform its implementation in Swansea.

iii)         To review issues arising from members of the Forum and other community groups, including PACT meetings, as they affect strategy and policy.

iv)         To contribute to the Local Service Board, the Single Integrated Plan and other relevant partners’ strategies and plans.

 

e)                 Ratification

 

Each of the partners will ensure that these terms of reference are reported through their own governance procedures for ratification.

 

 

6.

Groups (non Decision Making and non proportional)

Bookmark 6

1                   Constitution Working Group G1

 

a)                 This Group is exempt from the Committee Balance Rules in order to allow the following membership and representation by each Political Group: Presiding Member, Deputy Presiding Member, Leader & Deputy Leader or Ruling Group and Largest Opposition Group, Leader of other Political Groups and Cabinet Member with responsibility for Constitutional matters.

 

b)                 To keep under review all aspects of the Council Constitution and to make appropriate recommendations for change.

 

c)                  To administer the requirements of the Election of Lord Mayor and Deputy Lord Mayor Protocol as outlined in the Council Constitution.

 

d)                 To consider all aspects of any Boundary Reviews and make recommendations to Council as appropriate.

 

 

2                   Local Development Plan Advisory Group G2

 

a)                 There will be twelve appointed Members on the Group.  These will comprise:

 

i)            Cabinet Member with Planning portfolio (chair);

ii)          Members appointed from the political groups.

 

b)                 The political groups shall be entitled to nominate at least one Member to the Group. All Members will be given appropriate training on the LDP preparation process.

 

c)                  A deputy or vice chair shall be appointed by the Group.

 

d)                 The Group will be supported by the Director of Place, the Head of Planning & City Regeneration, or other officers from the Planning Policy Team and Legal and Democratic Services as appropriate.

 

e)                 The scope of the Group will be to:

 

i)            Monitor the progress of LDP delivery and performance;

ii)          Examine the process of LDP preparation and advise upon improving reporting mechanisms;

iii)         Consider ways to promote/ encourage sustainable development;

iv)         Consider in detail proposals for inclusion in the LDP and be able to report upon their findings;

v)          Consider the preparation of Supplementary Planning Guidance (SPG) in support of the LDP;

vi)         Advise on methods of helping facilitate improved community involvement;

vii)       Improve linkages with other Council plans and strategies

viii)      Ensure equality and diversity issues pertaining to these matters are addressed;

ix)         Provide a link to the political party groups to enable the views of all elected Members to inform the development of the LDP.

 

f)                   The Group will not:

 

i)            Be able to make decisions;

ii)          Be a public Group for debate on the content of the LDP or for the discussion of planning applications or appeals;

iii)         Duplicate the work of other Boards or Committees.

 

g)                 Ordinary Meetings will take place on a regular basis (approximately every 6 months) throughout the LDP preparation process, but with more frequent meetings in the lead up to key stages.

 

h)                 The quorum for a meeting shall be three Members being present.

 

i)                   The Chair may, in consultation with the Head of Planning & City Regeneration, arrange additional meetings as and when required.

 

j)                   Minutes will be kept and circulated by Legal and Democratic Services.

 

k)                  Meetings shall take place at the Civic Centre, Swansea at the time specified on the agenda for the meeting unless otherwise required, for example a site visit.

 

l)                   The Chair will be responsible for orderly and fair conduct of the meetings.

 

m)                The Group will need to consider whether:

n)                 The LDP has been prepared in accordance with the approved Delivery Agreement and Community Involvement Scheme

o)                 Proposals are founded on a robust and credible evidence base

p)                 The preferred strategic options are the most appropriate when considered against reasonable alternatives

q)                 The LDP is well related to other relevant policies and strategies

r)                   The LDP is realistic and consistent

 

s)                  The Group will:

i)            Devise its own rolling work programme including work to be undertaken between meetings, for example site visits, focus groups, research, the establishment of topic working groups, etc;

ii)          Identify the issues to be considered at each meeting. These issues should be focused on the sustainability principles of environmental protection; economic growth; social progress (community need prudent use of resources and accessibility for all;

iii)         Receive reports from the Planning Policy Team on the LDP;

iv)         Consider reports and information from other sources related to the LDP and referrals from members of the public/stakeholders;

v)          Review the options and techniques for facilitating community involvement in the LDP preparation process;

vi)         Prepare progress reports for Cabinet for consideration and decision as appropriate.

 

 

3                   Social Services Rota Visits G3

 

a)                 The Council accept the proposals contained in the report to ensure the Authority’s Corporate Parenting and Protection of Vulnerable Adults responsibilities were met;

 

b)                 The Council nominate fourteen Members to carry out rota visits and those Members identified take advantage of an induction/briefing provided by the Directorate prior to undertaking the visits;

 

c)                  The Council agree to the reporting on rota visits activity to the Health and Social Care Scrutiny Board as set out in the report;

 

d)                 The Council agree to amending the rota visits arrangements as set out Minute No. 42 of Council of 29th July 2004.

 

 

4                   Gower Area of Outstanding Natural Beauty (AONB) Partnership G4

 

Purpose & Function

 

a)                 The Countryside and Rights of Way (CRoW) Act 2000 places a duty upon the City & County of Swansea (‘the Council’) to “prepare and publish a management plan which formulates their policy for the management of the Area of Outstanding Natural Beauty and for the carrying out of their functions in relation to it”.

 

b)                 The Act also places a statutory duty on relevant authorities to have regard to the purpose of conserving and enhancing the natural beauty of the AONB when exercising or performing any functions affecting land in the AONB. "Relevant authorities" are any public bodies including local and statutory authorities, parish councils and statutory regulators.

 

c)                  The Gower AONB Partnership (‘The AONB Partnership’) is an advisory group to the Council, convened by them, to facilitate the management of the Gower AONB, in fulfilment of their legal responsibilities and duties with regard to the Gower AONB.

                 

Structure and Purpose

 

d)                 The AONB Partnership is a membership body, open to any individual or organisation.  The only criteria is that they should have an interest in the AONB.  The AONB Partnership is an overarching group set up in order to co-ordinate management groups set up under its cover.  The AONB Partnership is intended to support the involvement of the community in the management of the AONB.

 

e)                 The AONB Partnership will be chaired by the Councillor who is Chair of the Development Management & Control Committee.

 

f)                   The AONB Partnership is responsible for nominating the Gower AONB Partnership Steering Group (‘the Steering Group’).

 

g)                 The Steering Group is responsible for overseeing the Management of the AONB, and is responsible for the development of policy and strategy for the AONB area, particularly through the AONB Management Plan, and influencing the policies and strategies of others.  The Steering Group will also take and support action to conserve and promote the AONB.

 

h)                 The Steering Group will comprise:

 

i)                   a maximum of 6 Councillors (including the Councillor who is Chair of the Development Management & Control Committee).

ii)                  2 representatives from Natural Resources Wales

iii)                 10 other members who will be elected annually, drawn from the following interests as appropriate:

·             Community Councils

·             Nature conservation

·             History and archaeology

·             Land owning/farming/forestry

·             Commoners

·             Rural business

·             Tourism

·             Recreation

·             Local Interest Groups

·             Residents of the Gower AONB

 

i)                   The Steering Group will be chaired by the Councillor who is Chair of the Planning Committee.  The Steering Group will select a Vice Chair from the Steering Group Members.

 

j)                   The Steering Group will elect the following sub-groups to the Steering Group:

 

i)            Sustainable Development Fund (SDF) Grants Panel

 

·            This Panel will decide on grant applications to the SDF from funding obtained from the Welsh Government.  It will determine how best to use that funding, and will operate an appeals process when considering how funding should be spent.

·            This Panel will comprise the Councillor who is Chair of the Planning Committee (who will act as Chair) and seven other members of the AONB Partnership.

·            The Panel will be supported by the AONB Officer, and a representative from NRW, as observers.

 

ii)          The SDF Grants Appeals Panel 

 

·            This Panel will handle disputes on how funding should be spent and will decide on appeals for grant applications refused by the SDF Grants Panel.

·            The SDF Appeals Panel will comprise the Vice Chair of the Steering Group (who will act as Chair of the SDF Appeal Panel) and seven other members of the AONB Partnership that do not already sit on the SDF Grant Panel.

·            The Panel will be supported by the AONB Officer, and a representative from NRW, as observers.

 

iii)         Other sub-groups as required

 

k)                  The Steering Group will have the power to co-opt individuals (to itself, or to sub-groups) or organisations or to set up further sub-groups as deemed necessary to fulfil the aims and objectives of the AONB Partnership.

 

l)                   Members of the Steering Group and of any sub-group will be expected to abide by the City and County of Swansea Members Code of Conduct. 

 

Aims and Objectives

 

m)                The Steering Group are responsible for:

 

i)            Preparation of the AONB Management Plan on behalf of the City & County of Swansea.

ii)          Co-ordination of the implementation of the AONB Management Plan.

iii)         Develop and implement a programme of promotion and awareness of the special qualities of the AONB and the Heritage Coast.

iv)         Preparation of business plans for the Partnership including the annual work programme for the AONB Team.

v)          Preparation of an annual report on the work of the Partnership and progress on implementing the AONB Management Plan.

vi)         Securing additional resources for the implementation of the Management Plan.

vii)       Commission research and special studies.

viii)      Operation of the Sustainable Development Fund on behalf of the National Resources of Wales and the Welsh Government.

ix)         The running of sub-groups as required

x)          Holding an annual forum.

xi)         Holding an annual meeting with Community Councils and City & County of Swansea councillors with wards in the AONB.

xii)       Communication amongst the Partnership.

xiii)      Forging links with other fora and protected landscapes, including National Parks, through the National Association for AONBs and the Europarc Federation.

 

 

Meetings

 

n)                 The AONB Partnership: will meet annually, with the purpose of the meeting to:

 

i)            nominate the Steering Group members

ii)          engage with the public to promote awareness of the AONB and its special qualities  

iii)         report and review the AONB management over the previous year; and identify issues, opportunities and priorities for the coming year

 

o)                 An officer from the City & County of Swansea Democratic Services will be present at all meetings to record proceedings. Minutes of each meeting shall be kept and circulated to Steering Group members as soon as possible after each meeting, and made available to the public on the AONB website.

 

p)                 The Steering Group: will meet quarterly, and the meeting dates published annually. Additional meetings will be convened if required. In the absence of the Chair or Vice-Chair at a meeting then the Steering Group may elect a Chair for that meeting.  The quorum for Steering Group meetings will be six

 

q)                 All meetings of the Steering Group will be open to the public for observation. Each meeting will start with a maximum of ten minutes for public questions relevant to items on the agenda.

 

r)                   Decisions by the Steering Group shall be made by show of hands with the Chair having the casting vote.

 

s)                  The SDF Grants Panel: will be called to meet by the Grants Panel members and advised by the AONB Team and NRW representative, determined by the timing and number of applications to received.  Quorum of the SDF Grants Panel will be four.

 

t)                   The SDF Appeals Panel: will be called to meet by the Grants Panel and advised by the AONB Team and NRW representative, determined by the timing of appeals received. Quorum of the SDF Appeals Panel will be four.

 

u)                 Further information in relation to the election of Steering Group Members and other procedural matters can be found in the Gower AONB Partnership Procedural/ Guidance notes available from the AONB Team.

 

 

 

 

 

 

 

 

 

 

 

 

 

5           Employing Authority G5

 

              To make decisions and determine discretions of the Employer/Employing Authority under the Local Government Pension Scheme Regulations which may from time to time exist.

 

 

 

Contacts:
© 2011 City and County of Swansea
Civic Centre, Oystermouth Road, Swansea. SA1 3SN. Tel: 01792 636000 Fax: 01792 636340