Agenda and minutes

The Chair welcomed Members to a meeting of the Standards Committee and he introduced Mr Colin Pallant as the new reserve Member. In light of the Committee’s new membership, the Chair asked Members and Officers to introduce themselves and the appropriate introductions were made.

The Chair also wished to place on record his personal thanks to the current Director, Legal & Democratic Services and to wish him well in his retirement. Members endorsed the Chairman’s comments.

Apologies of absence were received from County Borough Councillor E. Webster and Independent member Mr J. Thomas

To receive disclosures of personal interest from Members in accordance with the Code of Conduct

Note:

1.     Members are requested to identify the item number and subject matter that their interest relates to and signify the nature of the personal interest: and

2.   Where Members withdraw from a meeting as a consequence of the disclosure of a prejudicial interest they must notify the Chairman when they leave.

In accordance with the Council’s Code of Conduct, there were no declarations made pertaining to the agenda.

To approve as an accurate record, the minutes of the meeting held on 23^rd November, 2018.

It was RESOLVED to approve the minutes of the 23^rd of November as an accurate reflection of the meeting.

To consider the application presented.

The Monitoring Officerreferred Members to his report, which sought the Committee’s endorsement to grant dispensation to County Borough Councillor M. Powell to speak and vote on all matters

 relating to the Children’s Services department (within the Community and Children’s Services Group) save for any specific matters that directly affect his wife who is employed by the Council in the Children’s Services department as a Contact Worker, with such dispensation being reviewed on an annual basis by the Standards Committee.

The grounds for granting a dispensation under which Councillor Powell has applied

for his dispensation are as follows:

(c) “in the case of a county or county borough council, the inability of the member to participate would upset the political balance of the relevant authority or of the committee of the authority by which the business is to be considered to such an extent that the outcome would be likely to be affected;

(d) the nature of the member's interest is such that the member's participation in the business to which the interest relates would not damage public confidence in the conduct of the relevant authority's business;

(e) the interest is common to the member and a significant proportion of the general public;

(f) the participation of the member in the business to which the interest relates is justified by the member's particular role or expertise;

(j) it appears to the committee to be otherwise appropriate to grant a dispensation. “

Following consideration of the report, it was RESOLVED:–

1.    To grant County Borough Councillor M. Powell a dispensation to speak and vote on all matters relating to the Children’s Services department, save for any specific matters that directly affect his wife, who is employed by the Council in the Children’s Services department as a Contact Worker; and,

2.    That such dispensation is reviewed on an annual basis on the ground that the participation of the Member in the business to which the interest relates is justified by the Member's particular role or expertise as Leader of the Alliance Political Group.

To consider a draft Standards Committee annual report for the Municipal Year 2018 -2019.

Members were asked to consider the draft Standards Committee annual report for the Municipal Year 2018-19.

The Chair praised the report and reminded the Committee that photos of the Committee’s Members will be included in the final version. He asked Members to send over headshots of themselves to the Council Business Unit.

Following consideration of the report, Members RESOLVED:-

1.    To approve the draft Standards Committee annual report for the Municipal Year 2018-19.

To receive an update on the current position regarding the recording of Members’ attendance at meetings.

The Monitoring Officer provided Members of the Committee with an update in respect to the current position regarding the recording of Members’ attendance at meetings.

Committee Members were informed that the recording of Members’ attendance is now available on the Council Website and Members will now  be able to provide reasons for non-attendance at Committee meetings using several categories, if they so wish. T

The Chair informed Members that he recently met with the Chair of the Democratic Services Committee to discuss the changes and that the system is now far more transparent. He praised the work of the Standards Committee and the role that it has played in achieving this outcome.

Discussions ensued and a number of Members raised concerns in respect of Elected Members who leave a meeting early but are still being recorded as being in attendance. The Monitoring Officer assured Members that this has never been a problem in RCT Council. A Member queried whether this could be recorded, however, the it was stressed that this information would be too difficult to capture given the nature of Committee meetings. The Chair emphasised that if Elected Members are persistently leaving meetings early then it is incumbent upon the Chair and other Elected Members to report it to the Monitoring Officer.

Following discussion, it was RESOLVED:-

1.    To acknowledge the update in respect of Members’ attendance at meetings.

To review the Council’s Unreasonably Persistent Customer Policy in accordance with the Committee’s monitoring role.

The Monitoring Officer provided the Standards Committee with a summary of decisions made and action taken in respect of customers identified as unreasonably persistent in accordance with the Council’s Unreasonably Persistent Customer policy during the period 1^st March 2018 – 21^st March 2019.

Committee Members were referred to Appendix 1 of the report, which contains the Unreasonably Persistent Customer Policy.

Discussions ensued and whilst Members praised the policy, they emphasised that the Elected Member must apply a certain amount of latitude. The Chair queried whether customer complaints are being recorded and the Monitoring Officer advised that it is usually the case that a resolution is reached the complainant. Committee Members were reminded that officers explore all ways to resolve a complaint or issue a customer may have before having to resort to using the Unreasonably Persistent Customer policy. The Committee was informed that the Directotr of Legal and Democratic Services acts as the central point of referral for Unreasonably Persistent Customers and maintains a repository of all Unreasonably Persistent Customer cases.

Following discussion, it was RESOLVED:-

1.    To note that the Director of Legal and Democratic Services acts as the central point of referral for Unreasonably Persistent Customers and maintains a repository of all Unreasonably Persistent Customer cases; and,

2.     To note the use of the Unreasonably Persistent Customer policy by the Council during the period 1^st March 2018 – 21^st March 2019

To consider the review undertaken by the Committee on Standards in public life.

Committee Members were asked to undertake a review on Standards in public life.

The Monitoring Officer advised Members that In England there is no legal requirement for a Local Authority to have a Standards Committee and each Authority adopts its own Code of Conduct. However, it is now recommended that Local Authority adopt a model Code of Conduct. Recent reviews received evidence relevant to the maintenance of Standards in local government.

Discussions ensued and the Chair praised the policy undertaken by RCT in relation to Standards in public life. The Chair noted that the report assures Members of the Standards Committee in RCT that they have adopted the correct approach. It was emphasised that Leadership is important and that the role of a Chair is to address any issues that arise.

Discussions turned to the use of Social Media by Elected Members and it was noted that any correspondence that it submitted via Social Media outlets has to be factually correct. The Chair emphasised that Elected Members need to be careful when using Social Media as a tool of communication.

Following discussion, Members RESOLVED to acknowledge the review undertaken by the Committee on Standards in public life.    

To consider the Code of Conduct Casebooks (Issues 18 – 19).

Members received the Ombudsman’s Code of Conduct Casebook (Issues 18 &19) produced by the Public Service Ombudsman for Wales.

The Public Services Ombudsman for Wales produces quarterly Code of

Conduct casebooks. Members were referred to Issues 18 & 19 of the Code of

Conduct Casebook in Appendix 1 of the report.

Members were informed that the Casebook gives a general picture of what is

happening across Wales in terms of complaints.

The Chair commented that the Casebook is useful as a terms of reference for

Members. He advised Members of the Committee to use it as a benchmark of

a national standard.  

Following discussion, Members RESOLVED to note the contents of the

Ombudsman’s Code of Conduct Casebook (Issues 18 &19) published by the

Public Services Ombudsman for Wales.

To consider any items, which the Chairman, by reason of special circumstances, is of the opinion should be considered at the meeting as a matter of urgency.

The Chair reminded Members about the Council’s aim to be a paperless Authority and he urged Members to use the Council issued IPad to receive Committee Agendas.

Members were also informed that the next meeting date would be set for the beginning of July and a diary marker would be sent shortly.