Agenda item

Joint report of the Town Clerk & Chief Executive and Comptroller & City Solicitor.

The Sub-Committee considered the joint report of the Town Clerk & Chief Executive and Comptroller & City Solicitor containing four separate elements.

Members noted the process and timetable for recruiting three additional Independent Persons.  Members were content for an Independent Person to be involved in the drafting of the advertisement and other documents, as their knowledge and experience of the role would be useful.  However it was not considered appropriate to include an Independent Person in the shortlisting and interview elements.

Members also noted the work already undertaken by the Civic Affairs Sub-Committee to produce a new Members’ Code of Conduct.  The Comptroller & City Solicitor explained that a full report would be brought to a subsequent meeting to provide a detailed comparison between the current Code, the LGA Model Code and the proposed hybrid document.

In response to a question, the Comptroller & City Solicitor confirmed that the existing Code was still fit for purpose, as it was very similar to the Codes of Conduct in operation elsewhere, contained the necessary provisions on disclosable pecuniary interests under the Localism Act 2011 and was consistent with the Seven Principles of Public Life.

In response to a further question, the Comptroller & City Solicitor confirmed that both the current Code and the proposed Code contained provisions on the non-disclosure of confidential information.

The Sub-Committee were in agreement with the proposed changes to the Complaints Procedure, which would emphasise the existing arrangements for Members to address concerns about the conduct of other Members through the Chief Commoner and the Aldermanic Chairs, prior to any formal complaint being made.

However, Members requested that the word “grievance”, where it appeared in the draft text, should be substituted by an alternative term.  Members also made some minor comments on the drafting and layout of the complaint form which officers agreed to take away.

The Sub-Committee were in agreement with colleagues on the Civic Affairs Sub-Committee that Code of Conduct training should be mandatory. Officers undertook to bring a report back to a future meeting incorporating any additional Member remarks and setting out the various options in more detail.

Members commented that record keeping would be essential, with the data captured in a central place.  It would also be useful, as in other learning environments, if Members could receive training online, with a quiz at the end of the session which they would be required to pass. This should also be coupled with the traditional delivery mechanism of face-to-face sessions and recordings made available online for the purposes of a refresher.

The Chair suggested that training materials should be made available as background reading that Members could access in advance of attending.  This would allow more time during the sessions for questions and answers and possible scenarios to assist with the learning.

The Sub-Committee agreed that appropriate scheduling of the sessions would be crucial to ensure that all Members had access, including those elected outside of the four yearly cycle.  Refresher training every two years was mooted as a possible minimum requirement, following the initial Member induction.

The Committee RESOLVED:

·       To note the latest position on the recruitment of three additional Independent Persons;

·       To approve the revised Complaints Procedure at Appendix 1 (as amended) for onward consideration by the Policy and Resources Committee and the Court of Common Council;

·       To note the current position on producing a new Members’ Code of Conduct;

·       To approve the principle of mandatory Code of Conduct training for Members, with implementation to be considered in more detail at a future meeting.