Agenda item
Members' attendance and timesheets
- Meeting of Standards Advisory Committee, Tuesday, 16th April, 2013 7.30 p.m. (Item 4.4)
- View the background to item 4.4
Minutes:
Special Circumstances and Reasons for Urgency
Mr John Williams, Service Head Democratic Services, informed SAC members of the special circumstances/ reasons for urgency for the report as below.
“Officers delayed circulation/ publication of the report, beyond the normal timescales of the Authority for this, in order that SAC could be provided with the most up to date information in relation to the matters reported in the paper.”
The Chair subsequently agreed the special circumstances and reasons for urgency, indicating that he was satisfied that the matter was urgent, as defined in the Authority’s Constitution (Part 4 Rules of Procedure, Section 4.2 Access to Information Procedure Rules, Rule 6 Items of Business, sub paragraphs 6.3 and 6.5. The special circumstances justifying urgency being as detailed above.
Mr John Williams, Service Head Democratic Services:
· Introduced and summarised key points in the report, which provided an update on a range of matters related to Councillors attendance at formal meetings and training events, completion of timesheets and the Register of Interests.
· Informed SAC members that he had Tabled an updated version of Appendix 1 to the report “Members Monthly Timesheets – Summary of Returns” which reflected the most current information, a copy of which would be interleaved with the minutes.
· Highlighted that the updated Appendix 1 which had been tabled reported that 16 Councillors were over 3 months in arrears with completion of their timesheets, and some Councillors had not completed a timesheet at all in the current Municipal Year 2012/13; and the SAC Chair may wish to consider raising this matter with the Councillors concerned and/ or their political group leaders/ whips.
· Updated SAC members on the introduction of a new online/ self-serve facility for completion of Member timesheets and declaration of interest forms. All Members would be fully briefed once the modern.gov committee management software had been fully tested in this area; and it was intended that Member training in use of the software would be included in the normal Member training programme associated with the Council AGM.
A discussion followed which focused on the following points:-
· Welcomed the introduction of a new online/ self-serve facility for completion of Member timesheets and declaration of interest forms, as both helpful and likely to improve Member performance with submission of this information.
· Consideration that the current Member timesheet included a number of categories that were no longer relevant, and could include alternatives that were more useful in showing the activities of Members. Councillor Saunders accordingly Proposed that the online timesheet be updated to better reflect the current activities of Members.
· Clarification sought and given as to whether the monitoring of Member activities in this was still relevant given the absence of tough sanctions. Monitoring was still relevant, for example although the Localism Act 2011 had removed the requirement to declare certain types of interest, the Council’s own Member’s Code of Conduct required it.
· Clarification sought and given as to whether Member non-attendance at statutory training for some committees, and the impact of this on the pool of Members eligible to sit on these, previously highlighted as a problem continued to be so. No Members appointed to these committees had failed to attend training although some deputies had not been trained, consequently the position had improved. Officers intended to emphasise the responsibilities that came with committee membership, the burden placed on fellow Members by non-attendance at statutory training, and Officer intention to raise this with political group leaders/ whips if this occurred, in the programme of Member training associated with the Council AGM.
· Mr Eric Pemberton Proposed that the SAC Chair write to those Members who had not completed their timesheets. A dialogue ensued:
o As to the value of this, as similar action in the past had little affect. Responded that publication of the timesheets report had stimulated a flurry of further submissions, although this was from Members in arrears rather than the hardcore that did not submit them at all.
o Whether such correspondence should focus on Councillors who had completed no timesheets in the current municipal year, or all those who were 3 months in arrears. Accordingly the Chair summarised and Proposed that all Members 3 or more months in arrears with timesheet completion receive a letter from the SAC Chair.
· Clarification sought and given as to whether the new category of Disclosable Pecuniary Interest applied to co-opted members of SAC and also to the Independent Person. Disclosure applied to both and all Members and Co-opted Members of Committees would be reminded of the requirements at the start of the new municipal year.
The Chair Moved the recommendations set out in the report (taking account of the amendments to recommendation 2.1(ii) proposed by Mr Pemberton and the Chair and the additional recommendation proposed by Councillor Saunders), and it was:-
Resolved:
1. That the information set out in Appendices 1, 2 and 3 to 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 previous and current municipal years, be noted;
2. That all Councillors who are 3 or more months in arrears with completion of their timesheets receive a letter from the Chair of SAC;
3. That it be agreed that the SAC receive further monitoring reports at six monthly intervals; and
4. That the online Councillor timesheet be updated to better reflect the current activities of Councillors.
Action by:
John Williams (Service Head Democratic Services, Chief Executive’s).
Supporting documents: