Agenda item

A report by the Solicitor (Corporate Governance) on the review conducted by the Standards Committee in 2017/2018.

Submitted - a report by the Solicitor (Corporate Governance) on the review of the Registers of Interest for elected Members and co-opted members conducted between December 2017 and February 2018.

At its meeting on 13 September 2017, the Standards Committee resolved that correspondence be circulated to all Members confirming the outcome of the review.

The Chair of the Standards Committee attended the Group Leaders’ meeting on 26 April 2018 and Members’ Briefing meeting on 3 May 2018 to discuss matters arising from the Review of the Registers.

A general letter of advice was distributed to all elected and co-opted members of the Council on 3 May 2018.  

The Solicitor (Corporate Governance) highlighted ICT and communication issues as matters that needed to be addressed.  It was noted that progress has been made in relation to changes to each Member’s homepage, where new tabs have been added to access the following information:-

•  Attendance at Meetings;

•  Training;

•  Annual Reports;

•  Councillors’ Allowances;

•  ‘Surgery’ details for regular appointments;

•  Links to Members’ Facebook/Twitter accounts.

It was further noted that 9 Members have received personal letters to rectify errors, and responses have been received by all apart from 1 Member. 

The Solicitor (Corporate Governance) reported that a review of the 5 independent members of the Standards Committee was conducted by the two Town and Community Council members in June 2018, the findings of which have been shared with the Standards Committee members.

Individual letters of advice were distributed to the 5 independent members of the Standards Committee on 12 July 2018.  One member was requested to review the detail of his/her Standing Register, and the member has responded and acted upon the advice.

Members of the Standards Committee showed concern that as training records are held centrally by the Council, not all training completed by Members and members of the Standards Committee is recorded and available to view online.

The ICT Manger gave a summary of the Council’s Customer Relationship Management System, which will be operational by the end of the year. He stated that the system will make significant improvements to the Council website, and information will be much easier to access.

The Monitoring Officer highlighted issues of concern identified in the Modern.Gov system in relation to access to information on co-opted members. It was noted that there is no drop-down list for co-opted members, only elected Members for ‘Declarations of ‘Interest’, ‘Gifts and Hospitality’ and ‘training’. 

The ICT Manager reported that ICT had investigated whether additional text could be added to the system.  Modern.Gov responded that there are limitations in the system, and that it has been designed for elected Members only.  It was noted that ICT have now added a note on the Council website explaining how to carry out a search for information on co-opted members.

RESOLVED:-

•  To note the contents of the report.

•  To note the contents of Appendix 1 to the report

•  To write to Councillor Bryan Owen, Group Leader in relation to Councillor Eric Wyn Jones’ failure to respond to written requests regarding his Register of Interests. 

•  To inform Councillor Bryan Owen that the Vice-Chair of the Standards Committee (as the Standards Committee member who conducted the review of Councillor Eric Wyn Jones’ Register of Interests) is available to discuss the matter with Councillor Eric Wyn Jones, if required.

•  To note that co-opted members will need to ensure they keep a note of their attendance at training from now on.

•  That the ICT Digital Services Analyst contacts Modern.Gov to raise the issue of adding a narrative into the system, and enquire about the cost.

•  That the Standards Committee presents its proposal for the 2019 review of elected Members to Group Leaders for approval i.e. it will be a face to face exercise with one member of the Standards Committee and the elected Member considering that member’s Register of Interests etc. This will be conducted in circa July 2019, after the Annual Reports have been published (in June 2019, as per the agreed timetable).

Action: See Resolution above.