Cardiff Call-In Procedure - Scrutiny Committee Guidance

Transportation Wales 3 Minutes Read ยท published February 12, 2026 Flag of Wales

Introduction

This guide explains the call-in procedure used by Cardiff, Wales overview and scrutiny arrangements. It helps councillors, officers and residents understand how a decision may be called in for review by the Scrutiny Committee, what immediate effects a call-in has on implementation, who enforces the rules and the procedural steps to apply, appeal or report concerns. The guidance summarises the core process, common grounds for call-in, typical timelines, and where to find official forms and contacts so you can act promptly and with confidence.

Overview of the Call-In Procedure

Call-in is a governance tool allowing the scrutiny function to review executive or officer decisions before they take effect or to examine the decision-making process after implementation. It is normally exercised by councillors under Overview and Scrutiny Procedure Rules. The procedural details, including how to submit a call-in and any required signatures, are set out in the Council's overview and scrutiny rules.[1]

A call-in pauses implementation while scrutiny considers the decision.

Who Can Call In and When

  • Timeframe to call in: not specified on the cited page.[1]
  • Eligible signatories: not specified on the cited page; check the Council procedure rules for member thresholds.[1]
  • How to submit: typically by written notice to Democratic Services or the Scrutiny Team; see official contacts in Resources.

Process Steps

  • Receipt and validation: Democratic Services confirms receipt and whether the call-in meets procedural requirements.
  • Referral to Scrutiny Committee: the item is placed on the next available scrutiny agenda for consideration.
  • Scrutiny meeting: the committee may uphold, refer back, or recommend reconsideration to the decision-maker.

Penalties & Enforcement

Call-in is a procedural governance mechanism rather than a statutory offence regime, so standard monetary fines are generally not part of the process. Specific fines or sanctions related to non-compliance with meeting procedures or failure to respond to scrutiny requests are not described on the cited overview and scrutiny page.[1]

  • Fine amounts: not specified on the cited page.[1]
  • Escalation for repeat or continuing breaches: not specified on the cited page.[1]
  • Non-monetary sanctions: possible outcomes include referral back to decision-maker, formal recommendations, or reporting to full Council; criminal penalties are not indicated on the cited page.[1]
  • Enforcer: Democratic Services and the Scrutiny Team administer the process and place items on scrutiny agendas; complaints about procedure are handled through Democratic Services.[1]
  • Appeal/review routes: decisions on call-in outcomes can be addressed through Council procedural review or by asking the Monitoring Officer for advice; specific statutory time limits are not specified on the cited page.[1]
  • Defences/discretion: the Scrutiny Committee may exercise discretion where urgency or exempt information applies; any exemptions are set out in the Council procedure rules.[1]

Applications & Forms

The Council's overview and scrutiny pages do not publish a uniform centralised call-in form on the cited page; submission is usually by written notice to Democratic Services or by following the process described in the Constitution and procedure rules.[1]

If you need to act, contact Democratic Services promptly and request the current call-in form or submission template.

Common Violations

  • Failure to follow the published call-in procedure: remedy often referral back to decision-maker.
  • Late or incomplete submissions: may be rejected as out of time.
  • Attempting to use call-in to delay for improper reasons: committee may refuse to uphold the call-in.

Action Steps

  • Confirm eligibility: check the Overview and Scrutiny Procedure Rules.[1]
  • Prepare written notice: include decision details, grounds for call-in and signatories.
  • Submit to Democratic Services: use the contact route on the Council site and request acknowledgement.
  • Attend the scrutiny meeting or request representation to present the case.

FAQ

What is a call-in and who can request one?
A call-in is a request for the Scrutiny Committee to review a decision; eligibility and signatory thresholds are set out in the Council's Overview and Scrutiny Procedure Rules.
Does a call-in stop a decision from taking effect?
Yes, a valid call-in normally pauses implementation until scrutiny considers the matter.
Where do I send a call-in notice?
Send written notice to Democratic Services or the Scrutiny Team via the Council contact routes listed in Resources.

How-To

  1. Identify the decision and grounds for call-in.
  2. Collect required councillor signatories or meet the threshold in the procedure rules.
  3. Submit a written notice to Democratic Services and request confirmation of receipt.
  4. Attend the Scrutiny Committee meeting or arrange representation to present reasons.
  5. Follow the committee decision, including any recommendations or referrals back to the decision-maker.

Key Takeaways

  • Call-in is a procedural review tool, not a fines regime.
  • Contact Democratic Services early to confirm submission requirements.
  • Timeliness and correct form determine whether a call-in is accepted.

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