Agenda and minutes

To receive any declaration of interest by any Member or Officer regarding any items on the Agenda.

No declaration of interest received.

To submit for confirmation the minutes of the meeting held on 12 March, 2014.

(ENCLOSURE ‘A’)

The minutes of the meeting held on 12 March, 2014 were confirmed.

ARISING THEREON

2. (11) – The Solicitor (Corporate Governance) noted that the Clerk of the Holyhead Town Council has now responded that he will attend one of the training sessions afforded by the County Council.

To confirm the minutes of the Standards’ Committee Forum held on 29 April, 2014 and to receive an oral report from Mr. Mike Wilson.

(ENCLOSURE ‘B’)

Submitted and noted - the minutes of the Standards’ Committee Forum held on 29 April, 2014.

The Chair gave a report on the issues raised at the Forum.  It was noted that attendance at training sessions by Town and Community Councils seem to be a problem for each authority.  The Members considered that Town and Community Councils should be encouraged to attend training sessions especially in relation to the Code of Conduct.  Clerks of Town and Community Councils also seemed to be uneasy in taking the responsibility for advising their Members on the Code of Conduct.

The Head of Function (Council Business)/Monitoring Officer stated that she would approach One Voice Wales to ascertain if all Clerks of Town and Community Council have a job description.  She also stated that the Clerks should be made aware that the County Council is available to give guidance on any issue relating to the Code and that responsibility for abiding by the Code sits with the councillors. 

RESOLVED to note the report.

ACTION : To obtain standard job descriptions for Clerks and submit copy to the Chair.

To receive an update from the Senior Web Manager on where we are up to on the three registers, in particular, the register of declarations of interests in meetings.

(ENCLOSURE ‘C’)

Submitted – a report by the Corporate Web Manager in relation to the online publishing of Statutory Registers.

The Corporate Web Manager reported that no Gifts and Hospitality declaration has been completed by Members since the last meeting.  She further reported on the additional software that is required to allow Members to input their own declarations of interest in meetings.  The development of this software would cost £7,500 +vat to the authority.  A period of testing and training would be required and it was anticipated that this new functionality would take up to three months to develop and implement.

RESOLVED to accept the report and support the initiative.

ACTION : The Corporate Web Manager will draft a report, with the support of the Standards Committee, to request funding for the software for Members to be able to electronically input their own declarations of interests at meetings.

To receive an update from the Audit Manager on the Council’s compliance with its Corporate Concerns and Complaints Policy.

(ENCLOSURE ‘CH’)

Submitted – a report from the Audit Manager in respect of an audit of the Corporate Complaints Procedure which was undertaken as part of the approved Internal Audit Periodic Plan for 2014/15 following a request from the Standards Committee.

The Audit Manager noted that 62 complaints had been processed through to completion between April 2013 to March 2014.  These complaints exclude Social Services and Schools which are recorded separately.  He stated that the review found that there were adequate procedures in place to ensure compliance.  However, two weaknesses identified related to the training of staff in relation to the Concerns and Complaints Policy and the production of an Annual Report to provide an analysis of complaint patterns and lessons to be learnt from previous years.

The Head of Function (Council Business)/Monitoring Officer reported that she has met with the Corporate Complaints Officer and it has been agreed that she would meet with the Service Complaints Officers to produce the outstanding Report and then devise training.

RESOLVED to accept the report.

ACTION : That Members of the Standards Committee be afforded the report of the Corporate Complaints Officer in respect of the above, together with the training plan.

To receive a report from the Senior HR Development Manager on the next stage in the performance review, following on from agreement of the job descriptions.

(ENCLOSURE ‘D’ – TO FOLLOW)

Submitted – a verbal report by the Senior HR Development Officer on the current Performance Development Review process for Elected Members and referred to the proforma documents. 

The Officer referred to the Performance Development Reviews that the Members of the Standards Committee will need to complete.  It was suggested that the Chair/Vice-Chair would perform the role of reviewer.  The purpose of such reviews will identify the skills and training needs required to support the role of a Member of the Standards Committee.  It was stressed that these reviews should be completed by October. All jds now signed off.

RESOLVED to note the report.

ACTION : The Senior HR Development Officer and the Solicitor (Corporate Governance) to make arrangement for Performance Development Reviews to be undertaken for the Members of the Standards Committee to ensure paperwork completed and any development identified.

7A  A report by the Solicitor (Corporate Governance) in the form of an up-dated matrix for County Councillors.  For information and any questions.

(ENCLOSURE ‘DD’)

7B  A report by the Solicitor (Corporate Governance) in the form of an up-dated matrix for Town and Community Councils.  For information and any questions.

(ENCLOSURE ‘E’)

7A  Submitted – a report by the Solicitor (Corporate Governance) in the form of an up-dated matrix for County Councillors.

RESOLVED to note the contents of the report for information.

ACTION : An update report on any further developments from the Solicitor (Corporate Governance) at the next Standards Committee.

7B  Submitted – a report by the Solicitor (Corporate Governance) in the form of an up-dated matrix for Town and Community Councils.

RESOLVED to note the contents of the report for information.

ACTION : An update report on any further developments from the Solicitor (Corporate Governance) at the next Standards Committee.

8A  A summary of recent decisions presented by the Solicitor (Corporate Governance).

(ENCLOSURE ‘F’)

8B  To receive a summary of the Adjudication Panel for Wales’ Annual Report from the Solicitor (Corporate Governance).

(ENCLOSURE ‘FF’)

8A  Submitted – a summary of decisions presented by the Solicitor (Corporate Governance) which were made by the Adjudication Panel between 12 March, 2014 and 10 June, 2014.

The Solicitor (Corporate Governance) gave a brief background report on a decision made in respect of a case in Llandrindod Wells Town Council.

RESOLVED to note the report for information.

ACTION : An update or any further developments from the Solicitor (Corporate Governance) at the next Standards Committee, and notify Members including Community Councils where appropriate.

8B  Submitted – a summary of the Adjudication Panel for Wales’ Annual Report from the Solicitor (Corporate Governance).

       RESOLVED to note the report for information.

ACTION :An update or any further developments from the Solicitor (Corporate Governance) at the next Standards Committee, and notify Members  including Community Councils where appropriate.

9A  A summary from the Solicitor (Corporate Governance) on the responses received to the letters sent on attendance to training sessions presented by One Voice Wales and a discussion on next training event to be held at Anglesey County Council Offices to Clerks – i.e. what format should it take and what topics should be covered.

(ENCLOSURE ‘G’)

9B  To receive a report from the Solicitor (Corporate Governance) on the training which is to be presented by Mr. Peter Keith Lucas on the 1^st July, 2014.

(ENCLOSURE ‘NG’)

9A  Submitted – a report by Solicitor (Corporate Governance) on the  responses received to the letters sent on attendance at training sessions presented by One Voice Wales.

       The Officer stated that Clerks to Town and Community Councils need to be encouraged to ask for guidance from the County Council.  It was noted that the Head of Function (Council Business)/Monitoring Officer and the Solicitor (Corporate Governance) are willing to try to build a closer working relationship with the Clerks in respect of issues pertaining to the Code of Conduct.

       RESOLVED to accept the report.

       ACTION : That the Solicitor (Corporate Governance) to approach the Clerks of Town and Community Councils to encourage them to attend the training sessions and to make them aware that the she and the Head of Function (Council Business)/Monitoring Officer are available to give guidance when required.

9B  Submitted – a report by the Solicitor (Corporate Governance) on the training which is to be presented by Mr. Peter Keith Lucas on the 1^st July, 2014.

       The Officer requested that if any Member of the Standards Committee wishes to raise any additional topics at the training session they should forward their requests to her in due course.

       RESOLVED to note the report.

       ACTION : The Solicitor (Corporate Governance) to report back to the next Standards Committee on the training given.

To receive a report from the Chairman on the Annual Report presented to the full Council on the 8^th May, 2014.

(ENCLOSURE ‘H’)

The Chair stated that he had presented his Annual Report and Work Programme to the full Council on 8^th May, 2014.   He noted that he had reiterated that the main focus of Standards Committee to maintain standards within the Council and to afford the Clerks Town and Community Councils training opportunities on the Code of Conduct.

RESOLVED to note the report.

ACTION : None