Agenda and draft minutes
Venue: Room C1, 1st Floor, Town Hall, Mulberry Place, 5 Clove Crescent, London E14 2BG
Contact: Angus Taylor: Democratic Services, Tel: 020 7364 4333 E-mail: angus.taylor@towerhamlets.gov.uk
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Co-opted Member Matthew Rowe in the Chair
The Chair welcomed newly appointed Independent and Co-opted Members to the meeting. These were:
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APOLOGIES FOR ABSENCE To receive any apologies for absence. Minutes: Apologies for absence were received from Councillors Judith Gardner, Zara Davis, David Edgar and Abdul Asad. The Chair noted that Councillor Mukit was in attendance as substitute for Councillor Gardner and Councillor Gloria Thienel as substitute for Councillor Davis.
Apologies for having to leave the meeting early were submitted by Councillor Motin Uz-Zaman.
Noted. |
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DECLARATIONS OF DISCLOSABLE PECUNIARY INTEREST PDF 56 KB To note any declarations of interest made by Members, including those restricting Members from voting on the questions detailed in Section 106 of the Local Government Finance Act, 1992. See attached note from the Interim Monitoring Officer. Minutes: No declarations of disclosable pecuniary interests were made.
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To confirm as a correct record of the proceedings the unrestricted minutes of the ordinary meeting of the Standards (Advisory) Committee held on 18th June 2013. Minutes: The Chair moved and it was agreed that the minutes of the Standards Advisory Committee held on 18 June 2013 be approved, without amendment, as a correct record of proceedings and the Chair be authorised to sign them accordingly.
Action by: AntonellaBurgio (Committee Officer, Democratic Services, CE’s)
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UNRESTRICTED REPORTS FOR CONSIDERATION |
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To note the contents of the report.
Minutes: The Service Head Democratic Services introduced the report advising the Committee that an Independent Person and Reserve Independent Person had been appointed in accordance with the new standards regime (Localism Act 2011). Transitional arrangements were put in place on 18 June 2012 pending recruitment. This was now concluded and Council, on 26 June 2013, approved the following appointments - Independent Person, Ms Elizabeth Hall and Reserve Independent Person Ms Ezra Zahabi, each for a three-year term starting on 1 July 2013.
The Service Head Democratic Services advised that that the following appointments also were made by Council on 18 September 2013: Mr Patrick Barry O'Connor and Mr John Pulford MBE were appointed Co-opted Members of the Standards Advisory Committee for a term of four years; Mr Grenville Mills was appointed a Co-opted Member on an interim basis until 30 April 2014 to replace Mr Denzil Johnson who was unavailable until 1 May 2014.
Resolved
That the following appointments be noted: Ms Elizabeth Hall, Independent member Ms Ezra Zahibi, Reserve Independent Member Mr Patrick Barry O'Connor, Co-opted Member Mr John Pulford MBE, Co-opted Member Mr Grenville Mills, Interim Co-opted Member
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To note the contents of the report; and to receive an oral report from the Interim Monitoring Officer on streamlining arrangements for dealing with complaints of a breach of the Code.
Minutes: The Service Head Democratic Services introduced the report and highlighted the following matters:
In response to a question from a Committee Member, he also advised that Standards Advisory Committee, in its broader role, was able to make recommendations on probity matters to the Council.
Resolved
1. That the decision taken by Council on 18 September 2013 be noted and 2. That the revised procedure for dealing with complaints concerned with a breach of the code of conduct be noted. |
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Code of Conduct for Members - Complaints and Investigation Monitoring PDF 98 KB To note the monitoring information contained in the report.
Minutes: The Interim Monitoring Officer introduced the report. He advised that,
In response to Members’ questions the following information was provided:
The Committee wished to be advised of trends in categories of complaints and the Interim Monitoring Officer agreed that cumulative data on categories of complaints would, in future, be presented twice yearly as part of the regular Complaints and Investigation Monitoring report.
Resolved
1. That the report be noted 2. That statistics on the categories of complaints be collected and reported cumulatively every six months
Action by: Mark Norman (Interim Monitoring Officer)
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Anti- Fraud and Corruption Strategy and Proactive Anti -Fraud Plan 2013-14 PDF 284 KB To note the contents of the report.
Additional documents: Minutes: The Head of Audit and Risk Management presented the report on behalf of the Corporate Anti-Fraud Manager and highlighted the following:
There was an extensive discussion of the anti-fraud work reported and, in response to Members’ questions, the following information was provided:
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Complaints and Information Governance Annual Report 2012/ 2013 (To Follow) PDF 88 KB To consider and comment on the information set out in the report.
Additional documents:
Minutes: The Head of Legal Services (Community) and Deputy Complaints and Information Manager presented the report circulated in the supplementary agenda
In response to Members’ questions, the following information was provided: · A procurement process had been completed for new software to manage information requests, member enquiries and complaints. A final decision was yet to be made, following which implementation could be progressed. · FOI performance in quarter 1 of 2013/2014 had risen to 88% on time, but was unlikely to get above 90% in the current financial year. Corporate directors were being kept informed of performance with a view to further improving the number answered on time. · accuracy, and responsibility for, recording repairs complaints - Members were informed that o works were done by contractors however oversight of works was done by an in-house team o there is an ongoing decent homes programme in the borough, and a number of properties were still awaiting works. o Repairs complaints may arise where people experience delays. o Complaints were resolved locally in the first instance. However if this did not resolve the complaint it would be referred to Tower Hamlets Homes · housing management complaints may encompass a variety of issues and a breakdown could be provided if needed. · Noting that Members Enquiries were frequently concerned with decent homes works, Members queried the low numbers reported. It was noted that repairs complaints made via a Member would generally be processed as a ‘Member enquiry’ rather than categorised as a repair. o · It was suggested by Members that it would be for Overview and Scrutiny Committee to review issues with repairs and decent homes if that Committee considered it appropriate. · No housing complaints have yet engaged the democratic filter, in order to then make a complaint to the Housing ombudsman · levels of equalities data collected were good and the Council proactively encouraged the submission of equality data · complaints received via social media were not yet monitored
Resolved
1. That the report be noted
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Covert investigation under the Regulation of Investigatory Powers Act 2000 PDF 102 KB Consider and comment upon the information provided in the report.
Minutes: Note - Item 4.6 was considered in conjunction with item 7.1 and the meeting moved into closed session whilst exempt matters (item 7.1) were considered. The meeting returned to open session upon completion of the discussion.
The Head of Legal Services (Community) and Deputy Complaints and Information Manager presented the report and matter was considered by Members of the Committee.
Resolved
That the report be noted
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Members' Attendance and Timesheets Monitoring PDF 131 KB To note the monitoring information set out in the report and consider whether any further action is required by the SAC Chair in connection with it.
Minutes: The Service Head Democratic Services presented the monitoring report and a revised Appendix was tabled giving the latest available Member monitoring data. It was noted that · the date of timesheet posting was now also monitored; · some Members had failed to submit their timesheets as required. The Committee discussed forms of appropriate response to this breach and the following issues were raised: o Members were required to fill in multiple timesheets which made the task laborious. Councillors present enquired whether: § the process could be simplified § a type of electronic input could be devised § some irrelevant categories of activity listed in the timesheets could be removed The Service Head Democratic Services agreed that the timesheets should be streamlined. Accordingly the forms would be reviewed and a proposal on streamlining the form brought to the next meeting. In the medium term, a self-service electronic form would be available for Members’ use. · appropriate sanctions and methods of escalation against persistent failure to complete timesheets could include a censure letter copied to the Group Leader and Group Whip. If a further letter were found to be necessary, censure might also be publicised. · it was agreed that, for the present, the Chair would write to Members who had failed to complete their timesheets in the current year and the letter be copied to the Group Leader · register of interests forms should be sent to newly Co-opted Members
Resolved
1. That the monitoring report be noted 2. That the timesheets be reviewed and a proposal on streamlining the form be brought to the next meeting 3. That the Chair write to Members who have failed to complete their timesheets in the current year and that the letter be copied to the relevant Group Leader 4. That if necessary appropriate sanctions and methods of escalation against persistent failure to complete timesheets be explored in future 5. That register of interests forms be sent to newly Co-opted Members 6. That further monitoring reports be submitted to the Committee at six-monthly intervals.
Action by: John Williams (Service Head Democratic Services) Matthew Mannion (Committee Services Manager)
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ANY OTHER UNRESTRICTED BUSINESS WHICH THE CHAIR CONSIDERS URGENT To consider any other unrestricted business that the Chair considers to be urgent.
Minutes: Nil items |
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EXCLUSION OF THE PRESS AND PUBLIC In view of the contents of the remaining items on the agenda the Committee is recommended to adopt the following motion:
“That, under the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contains information defined as Exempt in Part 1 of Schedule 12A to the Local Government Act, 1972.”
EXEMPT/CONFIDENTIAL SECTION (Pink Papers)
The exempt committee papers in the agenda will contain information, which is commercially, legally or personally sensitive and should not be divulged to third parties. If you do not wish to retain these papers after the meeting, please hand them to the Committee Officer present.
Minutes: Items 4.6 was considered in conjunction with item 7.1 accordingly the Chair moved and it was agreed that press and public be excluded from the meeting during the discussion of item 7.1 on the grounds that the report contained information classified as exempt under the provisions of Schedule 12A of the Local Government Act 1972, Paragraph 3.
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EXEMPT/ CONFIDENTIAL REPORTS FOR CONSIDERATION |
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Covert investigation under the Regulation of Investigatory Powers Act 2000 - Appendix 2 To note the contents of Appendix 2 and agree that its exempt status be maintained and that it not be published.
Minutes: This item was considered in conjunction with item 4.6 and the meeting moved into closed session whilst matters relating to the exempt report were discussed. The Committee then resumed discussion of the remaining agenda items in open session starting at agenda item 4.7.
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ANY OTHER EXEMPT/ CONFIDENTIAL BUSINESS THAT THE CHAIR CONSIDERS URGENT To consider any other exempt/ confidential business that the Chair considers to be urgent.
Minutes: Nil items
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