Agenda and draft minutes

Steven Garratt, Tudor Thomas as substitute.

Councillor Howells declared a pecuniary interest in Item 5 as his wife’s business has made an Osteopathic dry needling application under special procedures.

None.

Cabinet Member Angela Sandles and Pennie Walker introduced the report. Nia Roberts answered the members’ questions with Pennie Walker:

• What is the latest situation regarding the 3 options for more cost-effective delivery models?

The most desirable option currently is to join with Torfaen for translation services. This is due to the similarities in the types of documents translated, which would make the process more efficient and consistent. The collaboration with Torfaen is still being finalised to ensure smooth operations.

• What is a ‘non-opinion review’ under internal audit?

A non-opinion review is an internal audit that helps identify areas of compliance and non-compliance with Welsh language standards. It is not an official audit but provides valuable insights for developing an action plan to address areas needing improvement.

• Is there a target for compliance with Welsh language standards?

The aim is always 100% compliance, although it may not always be achievable. The non-opinion review helps identify areas for improvement, and regular monitoring is conducted to resolve issues as they arise.

• In the list of standards, some are missing e.g. 23, 69, 85, 94-8 – are they not relevant?

The report is guided by the Welsh language Commissioner's guidelines, which determine the included standards. Officers can provide updates on any standards not covered in the report.

• Of the 53 staff who completed courses in 24/25, at what level were these courses?

36 staff members completed the beginner level (Mynediad) and 12 completed the foundation level (Sylfaen).

• How will you ensure that the Welsh and English versions of the website and apps remain aligned in content and functionality?

There are challenges in maintaining consistency between Welsh and English versions of digital platforms. Regular monitoring, training, and communication with the website officer help to maintain consistency and ensure alignment.

• If someone wanted to speak in Welsh to someone at a senior level, to whom could they speak?

It would be difficult to find a senior-level person who can speak Welsh fluently. Learning Welsh is a significant commitment, and officers are working on improving resources to help senior leadership integrate more Welsh into their work.

• The member noted a recent fire incident in Abergavenny for which the council couldn't provide a Welsh speaker to speak to S4C. He emphasised the importance of having someone who can speak Welsh to the media.

• How successful have initiatives such as lanyards to identify learners, the Cymraeg Teams channel etc. been? Are there any further plans to promote them?

Lanyards have been effective in identifying Welsh speakers and learners, making it easier to recognise and engage with them. Welsh language course participation is increasing annually, indicating growing interest and impact. Welsh tips in the staff newsletter receive positive engagement, often prompting follow-up questions from staff. Feedback from course participants shows they enjoy the sessions but want more opportunities to use Welsh at work, and therefore future plans include exploring new initiatives to create more opportunities for staff to use Welsh. Welsh language celebration days like Shwmae Day are  ...  view the full minutes text for item 4.

Jane Rodgers, Alun Thomas, Kristian Williams, Huw Owen and Gareth Walters introduced the report and answered the members’ questions:

• Can you give more information on high-risk premises inspections? Are some food outlets more high-risk than others?

High-risk food premises are categorised based on the nature of the food they produce, the risk of cross-contamination, and the level of compliance. High-risk categories include manufacturers, butcher shops, and takeaways, with inspection frequencies varying from every six months to 18 months depending on the risk level.

• Why has there been a fall in FOI requests this year?

The fall in FOI requests is partly due to a particularly difficult case the previous year that generated significant social media interest. While the number of FOI requests has decreased, it remains higher than in previous years.

• What is the threshold for an event needing to be referred to the Event Safety Advisory Group (ESAG)?

There is no specific threshold for referring an event to ESAG. The process is voluntary, and larger or riskier events are encouraged to notify ESAG. The group responds based on the risk and works closely with fire and police services to ensure safety.

• Can you discuss the impact of the unfilled head of public protection post on strategic oversight?

The vacancy of the head of public protection post is acknowledged and is under review by the senior leadership team, with potential options being considered to address the gap.

• There seems to be a decline in performance in some key areas like fly-tipping and noise complaints. What actions are being taken to improve response times and resolution?

The decline in performance is due to an increasing workload and the need to prioritise certain tasks. The team is focusing on outcomes and risk assessment to manage the workload effectively.

• Are you being proactive in addressing concerns about housing above takeaways, particularly regarding overcrowding and fire safety?

While officers did not fully deliver on housing above takeaways inspections last year, it is a priority for the current year.

• Have you seen an increase in animal welfare concerns?

There has been an increase in animal welfare issues, particularly in farm-based animals, due to the cost-of-living crisis. There are challenges in dealing with these cases, including the need for resources and the importance of working with government to address the issues.

• 344 notifiable diseases are listed – do we have individual figures for E.Coli, in particular? What level of investigation goes into identifying the sources of these incidents?

Yes, figures can be broken down by individual diseases like E. coli, Salmonella, and Campylobacter. Each case is investigated thoroughly, with a history taken based on the specific pathogen’s incubation period. For example, Campylobacter investigations may look back 11 days to assess food history, animal contact, swimming in rivers, and other exposures. Investigations are logged in a shared database called Taran, which allows tagging of potential sources. This helps identify patterns across cases—such as multiple people visiting the same location—triggering further investigation if a common source is  ...  view the full minutes text for item 5.

Jane Rodgers and Jennifer Walton introduced the report and answered the members’ questions:

• Regarding the percentage of registrations within statutory time for both births and deaths, are there issues affecting delivery for people suffering after the death of someone?

The lower percentage for births is due to the small number of births in Monmouthshire, where each birth has a significant percentage impact. For deaths, the new statutory process involving the medical examiner's role has affected the numbers. Officers are confident that next year the targets will be met as the new process becomes more embedded.

• Is there a reason for the remarkable statistic of Monmouthshire having the highest percentage increase in wedding ceremonies from 2019 to 2022?

The initial increase in wedding ceremonies was due to the backlog from COVID restrictions. Monmouthshire has become a popular destination for weddings, attracting people from across the country due to its beautiful venues.

• There are constant developments in legislation and changes in the local environment – what do these changes mean and is there any specific legislation in the pipeline?

Upcoming changes are mostly technical, aiming to digitise the registration process, which is currently very paper-based. These changes are expected to take effect in the future, but the exact timeline is uncertain.

• Is there system pressure during peak season, with ceremonial staff being part-time, and what is the impact on service?

Managing demands during the summer is challenging, but the team members deserve praise for their support and flexibility – d =espite the pressure, they have never failed to conduct a ceremony. The team enjoys their work and supports each other, ensuring appointments are offered within statutory timeframes.

• What are yourviews on the government response to the Law Commission's review on marriage law reforms, and are you concerned about the lack of progress?

There has been no response from the government yet, and the recommendations are still under review. Registrars will continue to play a role in identifying predatory, sham, forced, and coerced marriages. The exact changes and their implementation are uncertain, but the team will manage them as they come.

• Can you clarify the number of births and deaths within Monmouthshire i.e. 633 births and 1019 deaths? Are these numbers actual in the county?

The actual number of births within Monmouthshire was 21, while the 633 figure includes births registered on behalf of Torfaen. The 1019 deaths figure represents actual deaths within Monmouthshire.

Chair’s Summary:

Thank you to the officers for the report and their responses, and please pass thanks to the wider team. The report was moved.

Councillor Bond reminded officers of the request to scrutinse Grants, particularly in light of the SPF, and the SRN. Officers noted the number of full meeting agendas through to next year and the likelihood of needing to call further special meetings to accommodate extra items.

The minutes were agreed.

9th July 2025 at 10.00am (Special Meeting).