The Corporate Director Operational and Partnership Services submitted a report, the purpose of which, was to update the Committee on the performance of services provided to Elected Members.

The report included information on the following areas, each of which, the Head of Democratic Services expanded upon for the benefit of Members:-

• Member Referral statistics
• The Member Development Programme
• Pre-Council Briefings
• Other Member Development topics (for consideration)
• Development Control Committee training sessions
• Annual Reports
• Town and Community Council (TCC) Website Grants
• Webcasting
• Members ICT Forum
• Town and Community Council Charter
• I-Call

With regard to Referrals, the Head of Democratic Services confirmed that the historic trend was continuing, whereby the Communities Directorate had by far the majority of these. Members felt that more accessibility should be given to displaying on the Council’s website e:mail addresses and contact numbers of Officers who were directly responsible for key services, which were often subject to a considerable number of Member Referrals or complaints they made on behalf of their constituents.

In respect of the Member Development Programme, it was considered that other than those outlined in the report, these be kept to a minimum in view of the forthcoming local government Elections scheduled for May 2017.

Paragraph 4.2.3 of the report informed Committee of the Pre-Council briefings that had been planned and supplemented as follows:-

1. Corporate Parenting update – 30 November 2016
2. Dementia Friendly Communities – 11 January 2017
3. Sustrans – 1 February 2017
4. Update on WCCIS IT System project – 1 March 2017
5. Dark Skies – 29 March 2017

The Head of Democratic Services confirmed that between and including June – Oct 2016, Pre-Council Briefing attendance by Members came to an average of 61.05%.

Paragraph 4.2.5 of the report then gave a number of further Pre-Council presentations that had been earmarked prior to Council meetings after the above dates which were agreed upon. It was further agreed to prioritise the Update on the Cultural Trust, and to add to the list, an Update on the Radicalisation Programme.

A Member recommended that more powers should be devolved to Town and Community Councils, in order that they could provide support to the local authority on certain initiatives to include funding smaller type projects, etc. This could be achieved by neighbouring Town/Community Councils working collaboratively.

The Head of Democratic Services advised that he could prepare a report on such a suggestion and submit this to Council for consideration, as well as raising it as part of his next meeting with Clerk’s to Town and Community Councils under the new Town & community Council Charter.

He also suggested that some Committees scheduled in the Calendar of Meetings would not take place nearing the Election, due to the purdah period. The Head of Democratic Services advised Committee that a Member Induction Programme would be set-up for newly Elected Members shortly after the date of the Election.

The Head of Democratic Services made reference to paragraph 4.2.11 of the report, and advised that attendance at Development Control Committee training sessions was also currently (ie since May 2016) below the expected threshold of 75%, presently being an average of 53.97%.

Members also questioned the merit of submitting Annual Reports, particularly as these may have to be made available bi-lingualy in the future which was an unnecessary added resource for the Council. Added to this, only 20% of Members had completed these in 2015-16.

The Head of Democratic Services confirmed that he would therefore send an e:mail to all Members confirming that the submission of Annual Reports would be put on hold and he would remove from the Council’s web site those that had been submitted to date.

A Member referred to information contained in the report regarding I-Call, and it was agreed that Councillor E Venables be included in the trial of this initiative. A Member also asked for further information to be provided in respect of the effectiveness of this call management system as well as the number of individuals who currently used this.

The Chairperson concluded debate on this item, by stating that he wished it placed on record how well Members were supported by Officers and in particular the Democratic Services team members, despite on-going budget restraints.

RESOLVED:          That the report be noted and the recommendations and actions detailed above, be both agreed and actioned where appropriate.