The Monitoring Officer sought approval for the appointment of Overview and Scrutiny Committees and such other Committees, Sub-Committees, Panels and other bodies as the Council considers appropriate, to deal with matters which are neither reserved to full Council nor are executive functions. 

The Monitoring Officer reported that the Local Government (Wales) Measure 2011 made a number of requirements in relation to the Audit Committee’s membership, including Lay Membership and the appointment of the Chairperson. The Chairperson under the Measure is required to be appointed by the Audit Committee at its first scheduled meeting which is scheduled for 13 June 2019.  The lay member of the Committee, Ms J Williams was reappointed for a further term at the Annual Meeting of Council on 17^th May 2017, and in accordance with the Measure, is allowed to serve a maximum of two terms on the Committee in this capacity.

The Monitoring Officer also reported on an amendment to the Terms of Reference of the Audit Committee to include the following function “Receive a copy of a report concerning the incidents and near misses reported under the Corporate Risk Management Incident and Near Misses Reporting Procedure (Excluding Health and Safety”. 

The Monitoring Officer reported that the Standards Committee currently comprises seven members and there is currently a vacancy for a Town and Community Councillor and recommended that the membership remain the same as at present and that Part 3 of the Constitution in relation to the Standards Committee membership be amended accordingly. 

The Monitoring Officer also reported that the Council currently has in place an Appointments Committee in order to interview and appoint JNC level staff, which includes designated positions such as the Chief Executive, Directors and Heads of Service.  In order to accommodate all political Group Leaders on the Appointments Committee, it is proposed to increase the membership by 2 Members, namely the Group Leader of the Llynfi Independents and an additional seat to the Labour Group to maintain their appropriate level of representation on Committees overall.  

The Monitoring Officer informed Council that the Measure also established procedures whereby Overview and Scrutiny Committee Chairs are nominated and appointed.  The Measure requires that as a minimum the Chairpersons of these Committees be appointed based on the size and political balance of each of the groups that make up the Council.  In line with the political composition of the Council, and the formula used under the Local Government Measure with regard to the allocation of Overview and Scrutiny Chairs, these should be allocated to the following political groups:

The Monitoring Officer informed Council that the Chairperson of the Corporate Scrutiny Committee is unallocated and in accordance with the Measure, is to be appointed by the members of the Corporate Scrutiny Committee from one of the Chairpersons of the Scrutiny Subject Committees but it cannot be the Chairperson representing the Executive group.

She stated that the current remit and functions of Committees and other bodies of the Council remain unchanged as detailed in Part 3 of the Constitution – Responsibility for Council Functions and that political balance is essential to determine the allocation of seats on Committees.  She detailed the current committee structure and the existing membership of committees which will form the basis of any changes to the membership of the committees.

RESOLVED:                 That Council:-

(1)               Appointed the Overview and Scrutiny Committees and such other Committees as the Council considers appropriate to deal with matters which are neither reserved to the Council nor are executive functions;

(2)    Determined the size and terms of reference for those Committees as set out in Appendix 1 of the report;

(3)    Determined the allocation of seats to political groups in accordance with the political balance rules as set out in Appendix 2 of the report;

(4)    Determined which political groups represented at Council are entitled to make which appointments of Overview and Scrutiny Committee Chairpersons;

(5) Received nominations and appointed    Councillors to serve on each of the Committees, Panels and other bodies (as indicated);

·                Appeals Panel

·               Appointments Committee (Chairperson – The  Leader)

·                Audit Committee

·                Democratic Services Committee

·                Development Control Committee

·                Licensing Committee

·                Licensing Act 2003 Committee

·                Town and Community Council Forum

·               Subject Overview and Scrutiny Committee 1

·               Subject Overview and Scrutiny Committee 2

·               Subject Overview and Scrutiny Committee 3

·               Corporate Overview and Scrutiny Committee

(6)    Received nominations and appointed the Chairpersons and Vice-Chairpersons of the following Committees, Panels and other bodies (as indicated) with it being noted that the Audit Committee at its first scheduled meeting will appoint a Chairperson and Vice-Chairperson:-         

·                Appeals Panel Chairperson – Councillor NA Burnett

·                Appeals Panel Vice-Chairperson – Councillor PA Davies

·                Democratic Services Committee – Councillor E Venables

·                Development Control Committee Chairperson – Councillor G Thomas

·                Development Control Committee Vice-Chairperson – Councillor RM Granville

·                Licensing Committee & Licensing Act 2003 Committee Chairperson – Councillor DRW Lewis

·                Licensing Committee & Licensing Act 2003 Committee Vice-Chairperson – Councillor PA Davies

·                Town & Community Council Forum Chairperson – Councillor HJ David 

·                Town & Community Council Forum Vice-Chairperson – Councillor CE Smith

(7)    Received nominations and appointed the Chairpersons to the following Overview and Scrutiny Committees:-

·                Subject Overview and Scrutiny Committee 1 – Councillor CA Webster

·                Subject Overview and Scrutiny Committee 2 – Councillor CA Green

·                Subject Overview and Scrutiny Committee 3 – Councillor JC Spanswick

(8)    That the membership of the Standards Committee remain as at present in accordance with paragraph 4.3 of the report and that part 3 of the Constitution in relation to the Standards Committee membership be amended accordingly;

 Approved amendment of Part 3 of the Constitution in relation to the Audit Committee Terms of Reference in accordance with paragraph 4.2.3 of the report and the Appointments Committee in accordance with paragraph 4.4.2 of the report.