Agenda and minutes

Ethics and Standards Committee - Wednesday, 16th October, 2024 10.00 am

Venue: Hybrid - Neuadd Cyngor Ceredigion, Penmorfa, Aberaeron / remotely via video conference

Contact: Lisa Evans 

Items
No. Item

1.

Apologies

Minutes:

Councillor Rhodri Evans and Mr Alan Davies apologised for their inability to attend the meeting.

 

2.

Chair Announcements

Minutes:

None.

3.

Declaration of personal / prejudicial interest

Minutes:

Ms Elin Prysor declared a personal and prejudicial interest in 9 (g)/(vii) and 17 (xiii), (xiv) and (xv). Those items were considered at the end of the meeting as the Deputy Monitoring Officer was in attendance as the Monitoring Officer had vacated the Chamber.

 

Mrs Dana Jones, Democratic and Standards Officer declared a personal and prejudicial interest in 9 (vii) to (xii), 11, and 17. The minutes were taken by the Scrutiny and Standards Officer for those items.

 

 

4.

An annual opportunity for Group Leaders to address the committee about promoting and maintaining high standards of behavior by Ceredigion County Council members

Minutes:

The Chair welcomed to the meeting Councillor Bryan Davies, Leader of the Plaid Cymru Group , Councillor Elizabeth Evans, Leader of the Liberal Democrats Group and Councillor Keith Evans on behalf of the Leader and Deputy Leader of the Independent Group to address the committee about promoting and maintaining high standards of behaviour by Ceredigion County Council members.

 

Councillor Bryan Davies firstly addressed the Committee regarding his position. He stated that due to budget cuts within the Council, the public and press were very vocal in their opinions. Distasteful emails were being received by him and other Members of the Cabinet. He stated that he understood that emotions were high in relation to sensitive issues such as discussing the process of closing primary schools, moving Aberaeron Library in recent Cabinet meetings, however, the public that attended the Chamber should always have a standard of conduct towards Members and Officers.

He reported that a meeting between the Leader of the Groups and the Monitoring Officer were now being held and were beneficial to discuss issues of concern and code of conduct issues.

 

Councillor Elizabeth Evans agreed with the comments by Councillor Bryan Davies and stated that public emotions were high since the pre-Council tax setting for 2024. There had been contentious issues discussed at recent Cabinet, to include schools and the library in her own Ward, however, she stated that the meeting had been chaired excellent by the Leader. She stated that everyone had to be respectful even though emotions were high. All her members had attended Social Media training, and she had also urged them to share information on their Social Media platforms in order that their residents were aware of Council work. Refresher training on the code of conduct was welcomed in November, and she always reminded her members of the need to read their agendas in their entirety to ascertain if they were required to declare an interest. She had also advised them of the need to separate their position as an individual and their role as Councillors, as if an email was sent from their Council email, these would be subject to the code of conduct. She also agreed with the Leader that the MO meeting with the Group Leaders was welcomed as it was a confidential space to discuss breach of the Code of Conduct and other general issues.

 

Councillor Keith Evans read out a letter on behalf of Councillor Rhodri Evans, Leader of the Independent Group who was apologising that he was unable to attend the meeting as he was attending other Council business.

The letter stated that the group met regularly usually twice monthly where issues were discussed to include the code of conduct, and if there was a need to apply for dispensations for issues that were being discussed on future agendas. He always urged members to attend meetings to discuss consultation papers to be aware of proposals by WG etc and pre briefing meeting for committees if they were vice chairs to  ...  view the full minutes text for item 4.

5.

To confirm as a true record the minutes of the meeting of the Ethics & Standards Committee held on 11 July 2024 pdf icon PDF 63 KB

Minutes:

It was RESOLVED to confirm as a true record of the minutes of the meeting of the Committee held on 11 July 2024.

 

 

6.

To confirm as a true record the minutes of the meeting of the Ethics & Standard Committee held on the 19 July 2024 pdf icon PDF 98 KB

Minutes:

It was RESOLVED to confirm as a true record of the minutes of the meeting of the Committee held on 19 July 2024 subject to noting that Mrs Llinos James had tendered her apologies.

 

7.

To confirm as a true record the minutes of the meeting of the Ethics & Standards Committee held on 23 August 2024 pdf icon PDF 82 KB

Minutes:

It was RESOLVED to confirm as a true record of the minutes of the meeting of the Committee held on 23 August 2024

 

 

8.

Matters Arising

Minutes:

Minutes 19 July 2024-

·       Refresher training for County Councillors On Code of Conduct and social media had been arranged for 27/11/24.

·       The Chair requested an update upon the Review of the political group leaders compliance assessment template.  It was reported that a certain amount of work had been done on it, however, it was agreed that it would be placed on the Forward Work Programme for further consideration.

 

9.

To consider the following applications for dispensation :-

10.

Councillor Keith Evans - Ceredigion County Council (Calon Tysul) pdf icon PDF 158 KB

Minutes:

                  An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Calon Tysul.  Councillor Evans serves and advises on their Management Committee. As both their County Council and Community Council local Member, local organisations look to elected members for guidance, leadership and support.

 

Councillor Evans was present at the meeting to present all his applications and answered questions regarding his applications.

 

Councillor Evans was requested to leave the Chamber for the Committee to consider his application.

                   

                  It was RESOLVED to grant Councillor Evans  a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.

 

11.

Councillor Keith Evans, Llandysul Community Council (Calon Tysul) pdf icon PDF 158 KB

Minutes:

                  An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Calon Tysul.  Councillor Evans serves and advises on their Management Committee. As both their County Council and Community Council local Member, local organisations look to elected members for guidance, leadership and support.

                   

                  It was RESOLVED to grant Councillor Evans  a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.

                   

 

12.

Councillor Keith Evans, Ceredigion County Council (Cymdeithas Chwaraeon Llandysul) pdf icon PDF 157 KB

Minutes:

                  An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Llandysul Sports Society. Councillor Evans serves and advises on their Management Committee. As both their County Council and Community Council local Member, local organisations looks to elected members for guidance, leadership and support.

                   

                  It was RESOLVED to grant Councillor Evans  a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.

 

 

13.

County Councillor Keith Evans, Llandysul Community Council (Cymdeithas Chwaraeon Llandysul) pdf icon PDF 157 KB

Minutes:

                  An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Llandysul Sports Society. Councillor Evans serves and advises on their Management Committee. As both their County Council and Community Council local Member, local organisations look to elected members for guidance, leadership and support.

                  It was RESOLVED to grant Councillor Evans with a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months

 

14.

Councillor Keith Evans, Ceredigion County Council (Pontweli Ymlaen Cyf) pdf icon PDF 158 KB

Minutes:

An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Llandysul Pont-Tyweli Ymlaen Cyf.  Councillor Evans serve and advise on their Management Board as a Director. As both their County Council and Community Council local Member, local organisations looks to elected members for guidance, leadership and support.

         

It was RESOLVED to grant Councillor Evans  a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months

 

 

15.

Councillor Keith Evans, Cyngor Cymuned Llandysul (Pontweli Ymlaen Cyf) pdf icon PDF 158 KB

Minutes:

An application for dispensation dated 15 September 2024 was received from Councillor Keith Evans to speak and vote on potential funding for Llandysul Pont-Tyweli Ymlaen Cyf.  Councillor Evans serve and advise on their Management Board as a Director. As both their County Council and Community Council local Member, local organisations look to elected members for guidance, leadership and support.

         

It was RESOLVED to grant Councillor Evans a dispensation to speak and vote on the grounds that the nature of the members’ interest is such that the member’s participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority’s business, and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise (regulation 2 (d) and (f) of the Standards Committees (Grant of Dispensations)(Wales) Regulations 2001). The dispensation was granted for a period of 12 months.

 

16.

Councillor Brett Stones, New Quay Town Council pdf icon PDF 151 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Brett Stones upon Planning applications for holiday accommodation (self-catering accommodation, huts, caravans and Second homes). He owns a Dolphin Watching Boat Trip business, a Pasty Shop and holiday accommodation in New Quay.

 

It was RESOLVED to grant Councillor Stones with dispensation to speak and vote on the grounds  that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business

; (regulation 2 (d))The dispensation was granted for a period of 12 months

17.

Councillor Jennifer Davies, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Jennifer Davies upon planning applications for holiday accommodation to include self- catering accommodation, second homes, glamping pods and caravans. Her daughter in law owns a self catering property.

 

It was RESOLVED to grant Councillor Davies with dispensation to speak and vote on the grounds that no fewer than half of the members of the relevant authority or of a committee of the authority (as the case may be) by which the business is to be considered has an interest which relates to that business;  and the interest is common to the member and a significant proportion of the general public; (regulation 2 (a) and (e))The dispensation was granted for a period of 12 months.

 

17a

Councillor Julian Evans, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Julian Evans upon planning applications for holiday accommodation to include self- catering accommodation, second homes, glamping pods and caravans. He owns self-catering accommodation in New Quay

 

It was RESOLVED to grant Councillor Evans with dispensation to speak and vote on the grounds that no fewer than half of the members of the relevant authority or of a committee of the authority (as the case may be) by which the business is to be considered has an interest which relates to that business; and the interest is common to the member and a significant proportion of the general public; (regulation 2 (a) and (e))The dispensation was granted for a period of 12 months

 

18.

Councillor Sioned Davies, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Sioned Davies upon planning applications for holiday accommodation to include self- catering accommodation, second homes, glamping pods and caravans. Her father owns self-catering accommodation in New Quay.

 

It was RESOLVED to grant Councillor Davies with dispensation to speak and vote on the grounds that no fewer than half of the members of the relevant authority or of a committee of the authority (as the case may be) by which the business is to be considered has an interest which relates to that business; and the interest is common to the member and a significant proportion of the general public; (regulation 2 (a) and (e))The dispensation was granted for a period of 12 months

 

19.

Councillor Tomas Davies, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Tomas Davies upon planning applications for holiday accommodation to include self- catering accommodation, second homes, glamping pods and caravans. He’s a Director of Pencnwc Holiday Park near New Quay, Caerfelin in Aberporth and New Minerton in Tenby. He also has two properties that were rented out in the New Quay area.

 

It was RESOLVED to grant Councillor Davies with dispensation to speak only on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business; and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise(regulation 2 (d) and (f))The dispensation was granted for a period of 12 months.

 

20.

Councillor Ywain Davies, New Quay Town Council pdf icon PDF 155 KB

Minutes:

An application for dispensation dated 16 September 2024 was received from Councillor Ywain Davies upon planning applications for holiday accommodation to include self- catering accommodation, second homes, glamping pods and caravans. He is the the owner/Director of Wern Mill Caravan Park, Gilfachrheda, New Quay, he had holiday accommodation – Touring caravans, static caravans, holiday homes, holiday huts, his family also have holiday accommodation locally. Planning applications may have a direct or indirect impact on my business (positive or negative)His opinion/verdict may be deemed as biased or impartial by the public or the persons submitting the application.

 

It was RESOLVED to grant Councillor Davies with dispensation to speak only on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business; and the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise(regulation 2 (d) and (f))The dispensation was granted for a period of 12 months.

 

21.

Action Log pdf icon PDF 90 KB

Minutes:

It was AGREED to note the content of the Action Log as presented. It was reported that all County Council Members would be receiving Code of Conduct refresher training to include Socia Media issues on the 27 November 2024

 

22.

Update on Adjudication Panel for Wales matters pdf icon PDF 70 KB

Additional documents:

Minutes:

It was AGREED to note the content.

23.

Quarterly report on trends of complaints Quarter 1 & 2 24/25 pdf icon PDF 83 KB

Minutes:

It was AGREED to note the content. It was suggested that the figures could be placed in a different format such as table to obtain a clear oversight of the trends.

 

24.

Code of conduct training for Town and Community Councils pdf icon PDF 73 KB

Minutes:

Consideration was given to the Code of Conduct training for Town and Community Council. It was AGREED following discussion that:-

 

A one-off online training session would be held annually.

 This would be open to all Town and Community Councils. The session would be recorded and circulated to those unable to attend.

If the session was not well attended, consideration would be given to another form of training session. Dates, times and format of the online training would be addressed in due course. Mrs Gail Storr and Councillor Elen Page had agreed to assist with the training sessions. Other committee Members input on the training was also welcomed.

 

25.

National Standards Committee Chairs Forum Update /National Standards Committee Chairs Forum Minutes 24/6/24 pdf icon PDF 63 KB

Additional documents:

Minutes:

It was AGREED to note the minutes for information and the presentations that were provided at the meeting.

 

26.

The Public Services Ombudsman Code of Conduct Findings and Annual Letter pdf icon PDF 286 KB

Additional documents:

Minutes:

It was AGREED to note the Public Services Ombudsman Code of Conduct Findings, Independent  Review and the Annual Letter for information

27.

Forward Work Programme pdf icon PDF 74 KB

Additional documents:

Minutes:

It was AGREED to note the content of the Forward Work Programme as presented, subject to the following:-

  • A new hearing date had been arranged on the 15 November 2024  as the one arranged for the 08 October 2024 had been postponed.
  • Further consideration to the political group leaders compliance assessment template would be included in January 2025 agenda
  • The self evaluation of the committee would be circulated soon in order to report back to the January 2025 meeting on its outcomes.
  • Review of the Hearing process following a number of hearings in recent months.

 

 

28.

To consider any other applications for dispensation received since the agenda was published

29.

Councillor Brett Stones - New Quay Town Council pdf icon PDF 149 KB

Minutes:

An application for dispensation dated 12 October 2024 was received from Councillor Brett Stones upon New Quay Town Place Plan. He owned businesses in New Quay.

 

It was RESOLVED to grant Councillor Stones with dispensation to speak and vote on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (d) The dispensation was granted for a period of 12 months.

 

30.

Councillor Julian Evans - New Quay Town Council pdf icon PDF 151 KB

Minutes:

An application for dispensation dated 13 October 2024 was received from Councillor Julian Evans upon the Place Plan – initial stages of planning for. New Quay Memorial Hall / Hub had been identified as a Community Asset in the initial planning stages for the place plan. During discussions stakeholders wish for New Quay to provide year-round event for the Community. He is a  trustee of New Quay Memorial Hall, and his wife is the Development Officer at New Quay Community Hub.

 

It was RESOLVED to grant Councillor Evans with dispensation to speak and vote on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (d) The dispensation was granted for a period of 12 months.

 

30a

Councillor Sioned Davies - New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 13 October 2024 was received from Councillor Sioned Davies upon Place Plan – initial stages of planning for. New Quay Memorial Hall / Hub had been identified as a Community Asset in the initial planning stages for the place plan. During discussions stakeholders wish for New Quay to provide year-round event for the Community. She is the trustee of New Quay Memorial Hall and her mother is the Development Officer at New Quay Community Hub.

 

It was RESOLVED to grant Councillor Davies with dispensation to speak and vote on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (d) The dispensation was granted for a period of 12 months.

 

30b

Councillor Tomas Davies, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 13 October 2024 was received by Councillor Tomas Davies upon the five priorities NQTC need to consider for the New Quay Place Plan, these include linking to 5 key areas of Wellbeing, Placemaking, Heritage and Culture , Economy and Environment. He’s a Director of Pencnwc Holiday Park near New Quay

 

It was RESOLVED to grant Councillor Davies with dispensation to speak and vote on the grounds that no fewer than half of the members of the relevant authority or of a committee of the authority (as the case may be) by which the business is to be considered has an interest which relates to that business; and the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (a) &(d) The dispensation was granted for a period of 12 months.

 

31.

Councillor Matthew Vaux- New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 14 October 2024 was received by Councillor Vaux upon the New Quay Place Plan. He owned The Captain’s Fish and Chip shop.

 

It was RESOLVED to grant Councillor Vaux with dispensation to speak and vote on the grounds that the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (d) The dispensation was granted for a period of 12 months.

 

32.

Councillor Jennifer Davies, New Quay Town Council pdf icon PDF 150 KB

Minutes:

An application for dispensation dated 13 October 2024 was received by Councillor Davies upon the five priorities NQTC need to consider for the New Quay Place Plan, these include linking to 5 key areas of Wellbeing, Placemaking, Heritage and Culture , Economy and Environment. She’s the NQTC Member responsible for the Heritage Centre and Museum. She was also on community group looking to create a Community garden on the old library site with access to the local primary school

 

It was RESOLVED to grant Councillor Davies with dispensation to speak and vote on the grounds that no fewer than half of the members of the relevant authority or of a committee of the authority (as the case may be) by which the business is to be considered has an interest which relates to that business; and the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(regulation (a) &(d) The dispensation was granted for a period of 12 months.