Agenda item
Update on the Democracy and Governance Web-pages and related technology
To note the information contained in the report and comment on the existing website and future development priorities.
Minutes:
Matthew Mannion (Committee Services Manager) introduced and summarised key points in the report (highlighting some points by reference to the live website via laptop/ projector screen) which provided the SAC with an update on information displayed on the Authority’s website about Members and governance, recent developments and potential future developments for this and other related areas, with the SAC invited to comment from the perspective of ethical governance arrangements for the Authority. Beverley McKenzie (Members Support Manager) was also in attendance for this item.
Points highlighted by Matthew Mannion included:-
· An apology that Member timesheet information had not been available on the website until very recently. The suppliers of the software (Modern.Gov) used in Democratic Services had built a bespoke timesheet module for LBTH, but technical hitches with the public pages for this had taken some time to resolve.
· Officers had recently merged separate databases holding different packages of information on Members so it was now all held in Modern.Gov, and this allowed better presentation of that information to the public.
· The provision for Members to self-serve in updating their information on the website live or with a check by Officers was underway, and when rolled out this would provide Members with more independence.
A comprehensive discussion followed which focused on the following points:-
· Clarification sought and given as to Member responsibilities for updating their information on the Authority’s website, arrangements for monitoring this and sanctions for failure to do so. Members were responsible for updating their web information and would be encouraged to do so, but there was no formal sanction for not doing so. The Register of Member Interests was treated differently as since the Localism Act 2013 non-disclosure of Disclosable Pecuniary Interests (DPI) in the Register of Member Interests within 28 days was a criminal offence that would be referred to the Director of Public Prosecutions, and the Members Code of Conduct also required this; the same applied with declarations of DPIs at meetings of the Authority. However both were silent on declaration of a wider class of interests and associated sanctions; non-disclosure might give rise to perceptions of bias/ pre-determination/ not acting wholly in the Public Interest and the MO expected Officers to act in such cases and it might also give rise to complaints under the Code of Conduct.The MO had a statutory obligation under Section 5 of the Local Government & Housing Act 1989 to report to the Executive or full Council in such instances, as there were precedents where Judicial Review for maladministration caused by injustice had been won. It had been identified in discussion at the last SAC meeting that the treatment of declarations of interest was inconsistent and needed to be included within the review of the Code of Conduct.
· Welcomed the amalgamation of Member information on the Authority’s website as this made it more navigable for the public and therefore transparent.
· Consideration that although the provision for Members to self-serve in updating their information on the website via the internet was to be welcomed, this should not be the only way to update information as currently offsite ICT usage was problematic.
· Referencing para 4.19 of the report, consideration that it would be inappropriate for the Authority to provide all Members with tablet computers and the provision of laptops should continue as many Members found them a more efficient way of working.
· Consideration that the Member information available on or through the Authority’s website should be as comprehensive as possible and the provision of links to Member Twitter and Facebook accounts and blogs would be welcomed if this was not problematic noting that a link to the Mayor’s blog was already on the website homepage. Meic Sullivan-Gould advised that there were restrictions on political opinion in blogs accessed on the Authority’s website. Matthew Mannion welcomed the suggestions from Members adding that this would not be technically difficult to achieve. Beverley McKenzie advised that links to Twitter and Facebook accounts and blogs would be rolled out once the appropriate disclaimers were in place on the website. The potential for a Member biography was also being examined.
· Consideration it was important to identify ways to capture and report Member activity in a more transparent way than previously, as the current Member timesheets did not provide for a true reflection of such activity nor communicate its importance; provision of other information on the website might be a better way of doing so and obviate the need for timesheets. Consideration that the number of Member Enquiries raised, cases undertaken and attendance in the public gallery at committee meetings should be reported on the website or captured in revised timesheets. Member activity/ representation of the Authority outside the Council [Outside Appointments] as well as attendance at ward forums and local meetings with the Metropolitan Police should also be captured. Consideration also that the completion of timesheets could be made much easier for Members if some elements were automated by population from existing sources of information such as Modern.Gov e.g. constituency cases done and attendance at committee meetings; it would also mitigate some aspects of policing accurate completion. The potential for a link to Member Outlook calendars was also welcomed as a way of either supplementing the information captured by timesheets or perhaps obviating the need for them. Matthew Mannion welcomed Member suggestions, adding that Member attendance in the public gallery was now captured by Modern.Gov and reported in the Member attendance pages. Beverley McKenzie undertook to examine rolling out a link to Member Outlook calendars in conjunction with review of the webcasting pilot. The number of cases raised often did not tally with Members Support records as sometimes these were raised by Members Support.
· Referencing para 4.12 of the report, consideration that information related to Member training and expenses should be provided on the Authority’s webpages. Matthew Mannion welcomed the suggestion commenting that this would require data inputting and migration but he considered the resource implications would be offset by savings in Officer time on FOI requests.
· A broad discussion took place on the value of Member timesheets and the basis of the requirement to complete them including:-
o Consideration that the Mayor should also have to complete a timesheet to demonstrate undertaking of activities to fulfil the expected time commitment for this full time position; and SAC would monitor this in the same way as Member timesheets if the Council so directed.
o Noted that many Members now considered that the value of Member timesheets was questionable when balanced against the burden of completion on Member time. One SAC member commented that in 8 ½ years as a Councillor the public had not once mentioned his timesheets however if he did not appear at meetings or events it was noted, so it was the transparency of being seen to undertake functions that was needed.
o Additionally the matter of the significant inaccuracy of some timesheets and non-completion on the part of some Members was a source of frustration for others.
o The Chair signposted SAC members to the rationale set out at paras 4.1 to 4.3 of the report at agenda item 3.6 “Members Attendance & Timesheet Monitoring” and suggestedthat it would provide a context for the timesheets if these paras were uploaded to the appropriate webpages. He considered that the public were entitled to transparency and accountability with regard to elected Members demonstrating they undertook the work expected of the public office, however he was not opposed to this information being provided by other means such as information on the webpages. He then Moved and it was:-
Resolved
That elected SAC members consult their political groups and consider individually what they considered to be the important functions of an elected Member and the outcome be presented to the next SAC meeting to inform a review of Member timesheets and the capturing of relevant information on the Authority’s website.
· Consideration that the decision making that had resulted in only webcasting Council and Cabinet meetings had not been transparent, and that all the Authority’s meetings should be webcast so:-
o That residents unable to travel to the Town Hall could observe meetings.
o That a source of evidence was available to reach a conclusion about the many complaints under the Code of Conduct of alleged misconduct at committee meetings.
o Improve Member conduct at committee meetings through the deterrent provided by knowledge that meetings were being filmed.
Elizabeth Hall (IP) cautioned against total reliance on webcasts for evidence to reach a conclusion on Code of Conduct complaints, as often what had been said could not be heard due to sound quality. Matthew Mannion responded that the webcasting pilot had been monitored by the Corporate Management Team; however the Service Head Democratic Services was due to report back to Members on the pilot and had asked him to examine options/ prices for different webcasting arrangements.
· Noting the Officer response the Chair summarised the positives of webcasting set out above and accordingly Moved and it was:-
Resolved
That SAC recommended that the Authority strive to webcast as many committee meetings as possible.
· Consideration that in the context of a large communications function the Authority was currently wasting an opportunity to promote the useful work undertaken by Council-wide committees. Consideration that the Authority’s website tended to be inward looking and a page dedicated to ward activity and forthcoming meetings/ events to engage the public would be helpful. Consideration also that a page of East End Life should be dedicated to Ward Members and their activity, as this would provide additional public interest to that for information provided on the Mayor.
· Some consideration that the production of statistics from public use of the “What Matters Button” on the webpages could provide useful information on the relevance of information provided/ not provided and specifically the relevance of Member timesheets to the public.
The Chair Moved and it was: -
Resolved:
1. That the information provided in the report and presentation be noted;
2. That Officers be requested to take account of SAC member comments/ suggestions to improve the existing website and inform future development priorities.
Action by: Matthew Mannion (Committee Services Manager)
Beverley McKenzie (Members Support Manager)
Elected SAC members
Supporting documents: