Overview and Scrutiny

Public Engagement

Section 62 of the Local Government (Wales) Measure 2011 allows for anyone who lives or works in Pembrokeshire to bring to the attention of the relevant Overview and Scrutiny Committee their views on any matter under consideration by the Committee. 

Forward work programmes detailing matters that each Committee will be considering can be accessed via the links below. An Overview and Scrutiny Committee must, when exercising its functions, take into account any views brought to its attention.

A form is available for this purpose.

In order to encourage those who live and work in the county to become more involved in the Scrutiny process in Pembrokeshire, a form has also been developed whereby members of the public can suggest issues for Overview and Scrutiny Committees to consider. This form, ‘Suggest topics for consideration by an Overview and Scrutiny Committee' can also be accessed via the link below. For this reason, forward work programmes are designed to be flexible and may change to accommodate any issues that arise which are within the remit of Overview and Scrutiny Committees.

A protocol for public speaking at Overview and Scrutiny Committee meetings has been developed and is accessible via the link at the bottom of this page.

 

Information Notice for Overview and Scrutiny Committees

Protocol for Public Speaking

Protocol for Public Speaking - Flowchart

Information Notice for Overview and Scrutiny Committees

Why do we collect and keep your personal information?

We collect and use your personal information so that we can confirm you are a resident of the county. This entitles you to suggest topics for consideration at an Overview and Scrutiny Committee meeting or to bring your views on any matter under consideration by a Committee to their attention. The processing of your data is necessary for the performance of this task under the Local Government (Wales) Measure 2011 (Part 6 Chapter 1, Section 62).

How Information about you is used

The information that you provide will be processed according to the General Data Protection Regulation 2016 and Data Protection Act 2018. We have a duty to protect the public funds we administer and may use the information provided by you
on this form for example to carry out data matching or to detect and prevent fraud. We may cross check the information with other relevant bodies, organisations or other sections of Pembrokeshire County Council and other Councils. We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information may be shared with other internal departments within Pembrokeshire County Council and with The Auditor General for Wales. We will not make any disclosures to third parties for marketing unless you have provided explicit consent for us to do so.

Your data will be secure and confidential at all times and we will only collect the personal information that is required to allow you to participate in the overview and scrutiny process. When you provide us with your personal data this will be placed in the public domain as part of the process. If you attend a meeting your name will be displayed and webcast live (recordings of Committee meetings are also kept and can be accessed online), unless you choose not to be filmed, however, you will be named in Committee minutes unless you have requested not to be. The request form you have completed which contains details of your name and address will only be retained for one year from the date of your submission.

How long do we keep hold of your information?

We will retain the information provided to us for one year from the date of the Committee meeting and your information will be securely disposed of once it is no longer required.

Access to my personal information?

You can find out if we hold any personal information by making a subject access request under the General Data Protection Regulation 2016. To make a request for any personal information we may hold you need to contact:

Access to Records Team
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP

Your Rights

Under the General Data Protection Regulation 2016 and Data Protection Act 2018, you have rights as an individual which you can exercise in relation to the information we hold about you, not all rights will apply it will depend on the legal basis for processing your data.

• The right to be Informed – Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the GDPR
• The right of Access – you are entitled to request access to and a copy of, information we hold about you
• The right to Rectification – you have the right to ask to have your information corrected.
• The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.

Complaints or Queries

Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However we are happy to provide any additional information or explanation needed. Any
requests for this should be sent to the address below:

Data Protection Officer
Pembrokeshire County Council
County Hall
Haverfordwest
SA61 1TP
Email: dataprotection@pembrokeshire.gov.uk
Telephone: 01437 764551

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Email casework@ico.org.uk

Telephone No: 0303 123 1113

Changes to this privacy notice

We keep our privacy notice under regular review

Protocol for Public Speaking at Overview and Scrutiny Committee Meetings (including Joint Overview and Scrutiny Committee meetings and Call-ins)

Introduction

The Council’s Overview and Scrutiny (O & S) Committees play a vital role in improving public services, promoting the well-being of local communities, championing the concerns of citizens and increasing the accountability of decision-making in an open and transparent way. Members of the public make an important contribution to the process and provide a valuable source of information and evidence for an O & S Committee in undertaking its functions. Pembrokeshire County Council encourages the active participation of its citizens whenever possible and there are a number of ways the public can engage in the work of our O & S Committees. For example, you may request to attend and speak at an O & S meeting if the Committee is looking at a topic you feel particularly strongly about. Similarly, a Committee may invite you to attend a meeting to provide evidence on an issue it is considering (for example, when a Council decision might have a significant impact on its citizens). The following protocol provides guidance to members of the public who submit a question and are invited to speak at O & S meetings, or who are invited by a Committee to give evidence.

How to submit a request to speak at an O & S Committee meeting

There is an opportunity for members of the public to speak at O & S meetings in respect of an item on a Committee’s work programme or on a specific agenda item. Scheduled meeting dates are published on the Council’s website at the beginning of a municipal year giving notice as to when a Committee will meet. The main sources of information for people of how to get involved in the scrutiny process are Committee forward work programmes. These set out the purpose and focus of scrutiny topics and the meeting date at which the topic will be considered. Forward work programmes are available on the Council website and give advance notice to the public of opportunities to get involved in the scrutiny process. In addition, the agenda and reports for specific meetings are available for the public to
view on the Pembrokeshire County Council website at least 3 clear working days before the meeting.

1. Members of the public who wish to speak or provide a written submission for consideration on a specific agenda item should submit written representations (requesting the right to speak, identifying which Committee, and outlining what you wish to speak about) to the Democratic Services Team at least two clear working days before the Committee meeting. The deadline will be strictly adhered to. Such requests should be sent to the Democratic and Scrutiny Services team by email: Democraticservices@pembrokeshire.gov.uk or by letter to: Democratic Services, Pembrokeshire County Council, County Hall, Haverfordwest, SA611TP. 
2. Requests to speak at a meeting on a specific topic will be acknowledged on receipt. There is no automatic presumption that guarantees any party that they will be allowed to speak and the Chairman of the relevant Committee will decide whether to grant the request having consideration of the relevancy of the request to the Committee’s work programme or to a particular agenda topic.
3. If there are a number of people who make requests to speak on the same topic they might be asked to nominate a single spokesperson to speak on everyone’s behalf. 

Providing evidence at an O & S Committee meeting

1. An O & S Committee may invite members of the public to provide evidence and to discuss issues of concern as part of its scrutiny of an issue, particularly if the subject matter is of local significance. It may, for example, wish to hear from residents, Members, businesses or any relevant stakeholder in regards to how Council decisions might impact on citizens and stakeholders. If an invitee does not wish to attend then there is no requirement to do so.
2. When the Committee invites a person to attend a Committee meeting, the person will be contacted by telephone in the first instance to ensure they are able to attend the meeting. This will be followed by an invitation in writing by letter or e-mail, giving the maximum possible notice prior to the relevant Committee. The letter will inform the person of the subject being scrutinised, the nature of the item on which the person is invited to give evidence, and where appropriate, a list of questions to be answered. Where relevant, it will also state whether any documents or written reports are required to be produced for the Committee. Following the meeting, the person will be advised on the outcome of the Committee’s deliberations, together with any recommendations emerging from its considerations.

Public speaking at an O & S Committee meeting when a decision has been called-in

1. O & S Committees can also monitor the decisions of the Executive (Cabinet) through a procedure known as ‘call-in’. This enables a Committee to consider whether a decision made by the Executive (but not yet implemented) is appropriate. Following a call-in, a Committee may recommend that the Executive reconsider the decision.
2. Members of the public may speak at an O & S Committee meeting when a decision has been called-in. The same process as above will apply with regard to submitting a request to speak at such a meeting. Following the Head of Democratic Service’s decision to call-in the date of the Committee meeting will be posted on the Council’s website at: County Councillors and Committees Please be aware that there is often a tight timescale between the Cabinet decision and the meeting of the relevant O & S Committee that considers the call-in. What to expect at a Committee meeting
3. The Chair of the Committee will introduce those invited to speak at the Committee meeting. The Chair will also provide an overview of the item under investigation, including the aims, objectives and timescale of the work, and will remind the person invited to give evidence why the Committee has invited them to attend the meeting. The Chair will advise the person of the Council’s filming and audio protocol. O & S meetings are webcast, and unless you expressly request not to be filmed / audio recorded you will be so recorded.
4. Your oral presentation / evidence must only address issues relevant to the matter under scrutiny. Any member of the public making submissions or providing evidence to the Committee is only allowed to speak for five minutes. The person will be allowed to ask the Committee through the Chair one supplementary question. Following this, the Committee will be given an opportunity to ask questions of a person providing information. The Committee will discuss and review the evidence that has been presented before it and if necessary provide feedback on any further actions they feel might be appropriate.
5. Where a member of the public has requested to address a Committee on a particular topic, the Chair will invite the person to speak at the appropriate point of the agenda and inform them where they may sit. The person will be asked to give their name and provide details that may be relevant to the item being discussed, for example the name of a group they might be representing.
6. If invited to speak at a Committee meeting where a decision has been called-in, the person concerned will be allowed to provide information presented during the course of the Committee’s discussions.
7. If a person has supporting documents such as photographs or surveys they would like the Committee to consider as part of their submission then these must be provided to the Democratic and Scrutiny Services team at least 24 hours prior to the meeting. No supporting documents will be allowed to be distributed during the meeting.

Conduct at a Scrutiny Committee

1. Members of the public speaking at a Committee should bear in mind that meetings are webcast live on the Council’s website and are also open to the public and press. It is important that anyone wishing to speak at a Committee meeting should do so in a responsible and respectful manner. Presentations / evidence must not include personal comments concerning any party, and you will be expected to respond politely to any questions from the Chair and the Committee. The Chair will (if necessary following legal advice) make the final determination on public involvement. The Committee will be advised to disregard comments that are determined to be offensive.

Welsh Language

1. Facilities will be made available for those who wish to speak through the medium of Welsh. You are requested to indicate your language of preference when you make your request to speak, or when invited.

 

Protocol for public speaking at overview and scrutiny committee meetings

1. Request to speak at an Overviewand Scrutiny Committee meeting submitted

Written representations requesting the right to speak must be submitted at least two clear working days before the Committee meeting 

2. Request acknowledged and submitted to Chair of relevant Committee

3. Chair to consider request, taking into account the relevancy of the request to the Committee’s work programme or item on the Committee’s agenda

If a number of people wish to speak on the same topic, they may be asked to nominate a spokesperson to speak on everyone’s behalf

4. If request allowed by Chair, telephone contact will be made to check availability of person submitting the request, followed by formal written invitation to attend Committee

Formal invitation will include confirmation of the item under consideration, a list of questions to be answered (where appropriate) and whether written reports will be required

5. Member of the public/stakeholder attends Committee to speak on the topic under consideration. Person will be allowed to speak for 5 minutes and ask one supplementary question

If any written reports are required, these must be submitted no later than 24 hours before the meeting. Any written evidence that the person making the request to speak wishes to provide must be preapproved by the Chair. No supporting documents can be distributed during the meeting

An Overview and Scrutiny Committee may invite members of the public, business or other stakeholders to attend a meeting to provide evidence as part of its scrutiny of how Council decisions might impact on citizens. If an invitee does not wish to attend then there is no requirement to do

6. Committee will discuss oral/written evidence presented and provide feedback as appropriate.

Important

Members of the public/stakeholders speaking at Committee meetings should be aware that;

• Meetings are webcast live and are open to the public and press
• Presentations/evidence must not include personal comments or comments about any party, must be relevant to the topic under consideration and must not be vexatious. The Committee will be asked to disregard any comments that the Chair considers irrelevant or that are determined to be offensive
• Those speaking at Committee meetings should respond politely to questions from the Chair or Committee

The Chair of the relevant Committee will (if necessary following legal advice) make the final decision on public involvement in Overview and Scrutiny Committee meetings