Mr John Williams, Service Head for Democratic Services presented the monitoring report. The report updated the Committee on a range of matters related to Councillors attendance at meetings, events, completion of timesheets and registration of interests.

Mr Williams also tabled an updated version of Appendix 1. (Summary of Members Monthly Timesheet Returns) incorporating timesheets completed since report publication.

Mr Williams drew attention to the key changes identified in the report.  Members timesheets now showed the total number of hours recorded by the Member at the end of the month. The average total was broadly in line with the guidance set by the Independent Remuneration Panel. 

Members considered the responses to the consultation on changes to the timesheet proforma (as attached at Appendix 4). Members expressed disappointed at the low number of responses and considered how the existing timesheet proforma could be improved.

In considering the responses, concern was expressed at the inclusion of the category ‘time spent on reading and telephone calls’ and the difficulty  of recording these activities.

In relation to Appendix 1 regarding Councillors’ timesheet submissions, concern was also expressed at the number of Members without any submissions since the start of the current municipal year. There were more Members without submissions and in arrears compared to previous years. It was reported that the Chair of the Committee and the Service Head of Democratic Services had spoken to Party Leaders regarding the need to submit timely timesheets. It was Agreed that the Chair of the Committee should write to the Members who had not completed any timesheets during the current municipal year to ask that this be rectified and that they clarify their reasons for non submission of timesheets.

It was also Agreed that the problem of Members not submitting timely timesheets should be incorporated into the Standards Committee’s Annual Report to full Council to be published after full Council. Consideration was also given to alternative ways of publicising the findings.

Councillor Snowdon considered that the incidences of non completion of timesheets could be due to time constraints. He considered that Members often don’t have time to keep an absolute record of everything they do and they don’t usually record everything like informal events in their diaries.  This illustrated the difficulty of the task.

RESOLVED:

1.         That  the information set out in Appendices 1, 2 and 3 of the report in relation to Councillors’ submission of timesheets, attendance at formal meetings and training events, and completion of the register of interests during the current municipal year be noted;

(ii)        That the Chair be asked to write to those Councillors who have not completed any timesheets during the current municipal year to ask that this be rectified and to clarify reasons for non submission of timesheets.

(iii)       That the responses submitted by Councillors to the consultation on possible changes to the Members’ timesheet proforma as set out at Appendix 5 be noted and it also be noted that the Committee expressed disappointment at the lack of responses;

(iv)       That the revised format and content of the monitoring report be welcomed. The Committee considered that the new format was a lot clearer and better focused than previously

(iv)              That further monitoring reports be submitted to the Committee at six monthly intervals and

(v)        That the problems around Members not submitting timely timesheets be highlighted in the Standards Committee Annual Report to Full Council in addition to the action agreed under resolution 1 (ii) above.