Agenda item

A report by the Head of Democratic Services so as to provide an update on various Member related issues.

Submitted - an update by the Head of Democratic Services on the following:-

•  Members’ Annual Reports

The Head of Democratic Services reported that the Democratic Services Committee in March 2018 agreed a timetable for publishing Members’ Annual Reports by 30 June 2018.

Members of the Standards Committee showed concern that, to date, only 18 out of 30 Annual Reports have been published online.

The Head of Democratic Services confirmed that another 11 Annual Reports have been received, which are currently being processed, and will be published. He was unable to say precisely when but within the next three weeks.  It was noted that there is one Annual Report outstanding.

•  Member Development Charter

The Head of Democratic Services reported that the Council is seeking re-assessment for the WLGA’s Wales Charter for Member Support and Development.  He stated that Members’ Annual Reports and Personal Development Reviews had not been submitted by the proposed date in April, therefore a revised timetable has been confirmed for re-submission during Quarter 3, 2018/19. The Reports and PDRs are a requirement for submitting the application.

•  DBS Checks

The Head of Democratic Services reported that some Members and Co-opted Members have undergone an enhanced DBS check in accordance with the Council’s Disclosure and Barring Policy, actioned in consultation with the Head of Learning.  It was noted that the DBS checks are current and complete and will be reviewed by the Head of Democratic Services on a regular basis. 

•  Members’ Biography on the Council Website

The Head of Democratic Services reported that Members have received 1-1 support on uploading training information and attendance at Committees onto the Council website.  He referred to a training session held in March, where issues were discussed with Members on how to present and access information on elected Members online.  It was noted that since April, information on attendance at meetings and training sessions has been published online.    

The Head of Democratic Services reported that the WLGA has published new guidance on social media for Members, which includes Facebook and Twitter.  He stated that the Chair of the Standards Committee has circulated the guidance to all Members. 

It was noted that the Head of Democratic Services is currently in discussion with the HR Development Manager regarding the best way of ensuring that Members have access to relevant training, including e-learning, and securing an external provider for social media training and to include keeping Members safe online.

•  Outside Bodies

The Head of Democratic Services reported that outside bodies are reviewed annually by the Council.  He stated that a framework for monitoring key partnerships on a rolling basis was adopted by the Partnership and Regeneration Scrutiny Committee on 19 June 2018.

It was noted that in relation to ‘local’ outside bodies, Annual Reports provide an opportunity for Members to share information with the public on roles and activities.  In future, the format will be reviewed to allow Members to summarise their involvement on these bodies, rather than noting the number of meetings attended.

An in-depth discussion focused on the following:-

•  The Council’s policy of encouraging Members to complete Annual Reports and ensuring that arrangement are in place to facilitate Members to prepare their reports for publishing;

•  The Council’s current policy of carrying out DBS checks on some elected Members, the reliance on portability and the retention/security around storage of DBS records;

•  Online publication of information relating to training sessions Members have attended;

•  Preparation and online publication of Members’ Annual Reports;

•  Support offered to Members by the ICT service on I-pads, Facebook, Twitter, social media etc;

•  Outside bodies - membership; monitoring - in terms of performance; scrutiny; political balance; website link.

RESOLVED:-

•  To note progress as detailed in the report.

•  That the Head of Democratic Services notifies the Standards Committee when all 30 Members’ Annual Reports have been completed and published online.

•  That the Council now seeks re-assessment for the WLGA’s Wales Charter for Member Support and Development. 

•  The Head of Democratic Services to forward a copy of the final submission of the Member Support Development Charter to the Standards Committee in due course.

•  For members of the Standards Committee to attend a scrutiny meeting (they are public meetings and so no special arrangement is required).

•  That the Head of Democratic Services considers the key outside bodies and ensures that website links are available as soon as possible for Members and for the public.

Action: See Resolution above.