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The decisions as the council's minutes record them. A plain-language summary follows once it has been written.
Resolved: No complaints.
Resolved: The Committee agreed to approve the adoption of the updated Register of Interest form subject to their approval of the amended wording related to disclosure of land. The Committee also agreed to adopt an annual reminder to Elected Members to update the Register of Interest form to promote compliance.
Resolved: The Committee noted the report and agreed that a combined approach was required with both written communication from the Monitoring Officer as well as an arranged session with both the Chairs and the Clerks of the Community Councils.
Resolved: The Committee noted the statement from the Public Services Ombudsman for Wales and the Monitoring Officer will report any updates to the Committee.
Resolved: The Committee accepted the Forward Work Plan as noted in the report.
Cllr Matthew Evans (Leader of the Opposition) and Cllr Allan Morris (Leader of the Lliswerry Independents)
None.
The Committee wished to thank the Group Leader’s for their enthusiasm and willingness to engage as noted in the minutes of the previous meeting. Resolved: The minutes of the previous meeting held on the 18th January 2024 were accepted as a true record.
None.
The Vice Chair noted that although the Chair was present, due to illness he would be unable to Chair and so the Vice Chair would act as Chair for the remainder of the meeting. The Chair noted that the meeting would be the first for the Monitoring Officer in his new role and welcomed him to the meeting.
Councillor Jane Mudd – The Leader of the Council Councillor Chris Reeks – The Deputy Leader of the Opposition Councillor Kevin Whitehead – The Leader of the Newport Independents Party The Chair welcomed the Group Leaders and noted the benefit of working together and sharing feedback. The Chair invited the Group Leaders to give a brief verbal update on their efforts to promote standards within their groups. The Chair invited the Leader of the Council, Councillor Jane Mudd to present. The Leader of the Council advised the Committee that a new programme of training had been devised and that refresher training had been completed on both Information Security and GDPR. The Leader of the Council noted that the training had been useful for Councillors to understand their obligations and added that there had been a positive response to the training. The Leader of the Council noted that the increase in a more professional approach to engagement with residents had been beneficial to all parties. The Leader of the Council stated that the public are able to refer to the ombudsman on a raft of issues and this highlighted the importance of Members being transparent with their Group Leaders. The Leader of the Council added that although being reported to the Ombudsman can cause some anxiousness for Members it is important to recognise that it is part of the Democratic Process. The Committee noted their agreement and stressed the importance of Members being able to raise queries and issues if they are unsure. The Leader of the Council highlighted that training had become more accessible due to hybrid working and added that there had been a good uptake and engagement levels, including the Code of Conduct training across all parties. It was noted that an increased number of training sessions on Code of Conduct and other topics had helped promote Member attendance. The Chair invited the Deputy Leader of the Opposition to present. The Deputy Leader of the Opposition, Councillor Chris Reeks noted that he could provide the perspective of a newly elected member and observed that there had been a wide raft of training readily available and easily accessible to them when starting. The Deputy Leader of the Opposition noted that due to the quickly changing climate, training was useful for both experienced Members and newly elected ones. The Deputy Leader of the Opposition noted that a regular update on training attendance could be of use for both individual Members as well as Group Leaders. The Democratic and Electoral Services Manager confirmed that regular updates on training had been sent to both Group Leaders and the Standards Committee but noted that this could be formalised. It was noted that having the training materials available would be of use so that it could be referred back to when needed. The Committee noted that although the slides are often shared with Members following training, e-learning modules could be developed for some key topics so that Members can refer back to it when needed. The Democratic and Electoral Services Manager informed the Committee that the upcoming Code of Conduct and Standards Refresher training would be made available as e-learning modules but added that although there were a number of e-learning modules already available to members, their uptake was low. The Democratic and Electoral Services Manager noted that although the Code of Conduct training was the only mandatory training and therefore monitored by the committee, it was recognised that the committee had previously discussed expanding the scope of mandatory training. The Committee queried whether the level of training for newly elected members had been manageable. The Deputy Leader of the Opposition noted that although there was a large amount of training to complete it had become a continual thing due to sessions being spaced out and so did not seem overwhelming. The Committee noted that training gave Members the ability to know where to look for information and it was added that buddy schemes and more experienced Members were also available to assist with signposting. The Chair invited the Leader of the Newport Independents Party to present. The Leader of the Newport Independents Party, Councillor Kevin Whitehead, infromed the Committee that he had been a Councillor for over a decade and that he strongly agreed in the need for repetition of key training. The Leader of the Newport Independents Party explained that although the group had a small number of Members they were spread across a range of committees and that there was a focus on how the Members represent the party. The Leader of the Newport Independents Party noted that they had been chosen to represent their residents and so there was an importance to act carefully and to listen to the residents. The Leader of the Newport Independents Party reiterated the importance of asking questions if unsure and noted that Democratic Services and other Councillors were always available and happy to help. The Leader of the Newport Independents Party highlighted that he carried a diary when out in the community and that it had been stressed to the group to communicate with the other Members so they can act as a group rather than individually. The Leader of the Newport Independents Party wished to add that he would appreciate reminders of any missed training whether it was mandatory or not. The Committee requested that the Leader of the Lliswerry Independents prepare a written submission that could be provided at the following meeting.
The Chair introduced the addendum which related to Gifts and Hospitality and explained that this had been discussed at length at the previous meeting. The Chair noted that it had been agreed that the current threshold was appropriate due to being in line with other Local Authorities but explained that the Committee had wished to discuss this with the Group Leaders. The Leader of the Newport Independents Party informed the Committee that as a group they had a zero-take policy and the Committee noted that the majority of Councillors would also follow this rule. The Leader of the Council noted that gifts and hospitality were not always clear cut and that in carrying out their role there may be expectations to attend specific events. The Leader of the Council added that when and where Members do accept such invites there should be a clear and transparent policy and declarations to support those decisions. The Deputy Leader of the Opposition stated his agreement with the Committee but added that perhaps there should be some clarification that the £25 threshold was in one sitting and queried whether there were mechanisms in place to check this. The Democratic and Electoral Services Manager noted that gifts and hospitality declarations were reported annually to the Committee. The Deputy Leader of the Opposition queried whether this was reported to the Group Leaders and the Leader of the Council noted that if required the gifts and hospitality declarations could be monitored online. The Committee noted that from the Gifts and Hospitality Report that was discussed at the previous meeting it appeared that there was not much uptake from Councillors of gifts and hospitality but queried whether it would be beneficial to have a more detailed 6 monthly update to the Committee, for transparency. The Leader of the Newport Independents Party stated his support and added that Councillors were held to a higher standard as they are representing the public. The Monitoring Officer highlighted to the Committee that it would not be an issue if a Councillor was accepting regular gifts and hospitality if they were all discrete and separate events that had been claimed but added that an issue would arise if the complimentary returns accepted were all on behalf of one individual or body, as it could be seen as accumulation. The Committee wished to query whether the low numbers were likely to be accurate or whether they could be an example of under reporting. The Leader of the Council wished to assure the Committee that Elected Members across the council rarely claimed expenses. The Leader of the Council noted that there had been cooperative working with the Independent Renumeration Panel and added that there was not a high uptake of financial support through those routes. The Leader of the Council stated that she felt Members were confident in their reporting and noted that the reporting of when Members decline gifts and hospitality should be improved. The Committee noted the importance of checking to ensure that Members are not put in a compromising position. The Chair queried whether the Committee were happy to accept the threshold level remaining at £25 which was agreed. Resolved The Committee thanked the Group Leaders for their attendance and provided updates. The Committee requested that a formalised update to Elected Members on their training be sent Quarterly. The Committee advised that the Members Gifts and Hospitality declarations were in more detail and more easily accessible on the website. The Committee agreed that the threshold for gifts and hospitality was set at an appropriate level.
Decision as recorded
Resolved: No complaints.
The Monitoring Officer noted that there were no complaints to report to the Committee. Resolved: No complaints.
The Committee agreed to defer the item to next meeting.
Decision as recorded
Resolved: The Committee agreed to approve the adoption of the updated Register of Interest form subject to their approval of the amended wording related to disclosure of land. The Committee also agreed to adopt an annual reminder to Elected Members to update the Register of Interest form to promote compliance.
The Monitoring Officer explained the current process for Register of Interests to the Committee and highlighted the issues and concerns associated with this. The Monitoring Officer referred to the updated Register of Interest form which was set out in more detail and provided more prompts for the Members. The Monitoring Officer stated that the Committee were to consider whether the updated form should be adopted and whether an annual reminder should be put in place. The Monitoring Officer stated that the onus would remain on the Member to update the form but that the reminder may promote compliance. The Deputy Leader of the Opposition queried why the form had increased dramatically in size. The Monitoring Officer informed the Committee that although the content had remained substantially the same, the wording had been expanded with more detailed information and presented in a different format. The Chair noted that the form had been amended to more accurately reflect the updated Code of Conduct. The Deputy Leader of the Opposition stated his support for the updated form as well as the annual reminder. The Committee queried whether the form had been updated to allow the Members to be able to directly update the form online. The Democratic and Electoral Services Manager stated that if possible, an online form would be an option. The Committee noted the change in guidance that meant that Members were no longer required to disclose their full address and queried whether this would be more accurately reflected in the updated form. The Monitoring Officer noted that the relevant section could be clarified to reflect this. The Vice Chair queried whether this could be amended and brought forward to the next meeting. The Monitoring Officer noted the delay that this would cause, and it was decided that the Committee approved the adoption of the updated form subject to the Committees approval of the amended wording. The Chair queried whether the Committee were happy to approve the adoption of an annual reminder which was agreed. Resolved: The Committee agreed to approve the adoption of the updated Register of Interest form subject to their approval of the amended wording related to disclosure of land. The Committee also agreed to adopt an annual reminder to Elected Members to update the Register of Interest form to promote compliance.
Decision as recorded
Resolved: The Committee noted the report and agreed that a combined approach was required with both written communication from the Monitoring Officer as well as an arranged session with both the Chairs and the Clerks of the Community Councils.
The Democratic and Electoral Services introduced the report and reminded the Committee of the Community Councils duty to publish a Register of Interest. The Democratic and Electoral Services Manager gave an overview of the findings in the report. The Democratic and Electoral Services Manager informed the Committee that there appeared to be confusion caused from the legislation changes as well as an apparent knowledge gap but added that there was a higher compliance rate when looking at the Code of Conduct. The Democratic and Electoral Services Manager highlighted possible actions the Committee could recommend, such as refresher training, written communication from the Committee to the Community Councils, an informal meeting with the clerks or to share the agreed Register of Interest form. The Democratic and Electoral Services Manager informed the Committee that that there was a reticence to publish the full forms and highlighted the form in the report as an adequate compromise. The Democratic and Electoral Services Manager added that there was also an option to promote the external bodies that offer support Community Councils. The Committee noted their concern at the low percentages. The Committee stressed the importance of transparency but noted that there was a need for reporting to be manageable. The Committee agreed that the example form was acceptable and placed a priority on a written submission to the Community Councils as well as an informal session with the clerks. The Committee praised the suggested actions and noted that the Committee were there to provide support as well as to enforce. The Chair confirmed that the Committees views were to prioritise a joint meeting with the Chair and Clerks of the Community Councils. The Committee added that the Liaison Meeting with Community Councils could be utilised as a mechanism for this. The Democratic and Electoral Services Manager informed the Committee that the Liaison Meetings occurred quarterly but noted that attendance at these meetings was low with the same small group of Community Councils attending every meeting. The Committee noted that the Liaison Meetings were an opportunity for the Community Council representatives to develop relationships with officers and advised further encouragement for Community Councils to attend the Liaison Meetings. The Monitoring Officer highlighted that there was a balance and noted the Committees desire for a belt and braces approach with written communication as well as engagement sessions. The Monitoring Officer noted that the first step was to ensure that they had all the information and added that Community Councils had an array of legislation to comply with considering the part time nature of the role. The Monitoring Officer noted that it would be reported back to the Committee at a later date and consideration would have to be given to further actions to promote engagement in those who remained absent. The Monitoring Officer added that engagement sessions had been previously mentioned. The Committee queried whether the Lay Members of the Committee had a role to engage with the Community Councils such as attending or observing meetings. It was suggested that any letter from the Monitoring Officer should have comments from the Chair included. The Monitoring Officer noted that all correspondence should come from the Monitoring Officer but that he would be happy to consult with the Chair. The Committee suggested sharing the agreed proforma with the Community Councils to see whether they wish to adopt it. Resolved: The Committee noted the report and agreed that a combined approach was required with both written communication from the Monitoring Officer as well as an arranged session with both the Chairs and the Clerks of the Community Councils.
Decision as recorded
Resolved: The Committee noted the statement from the Public Services Ombudsman for Wales and the Monitoring Officer will report any updates to the Committee.
The Monitoring Officer gave the Committee a brief overview of the statement from the Public Services Ombudsman for Wales. The Monitoring Officer noted an independent review was being conducted to address concerns that there may have been potential political bias in cases regarding member conduct.. The Monitoring Officer stated that there had not been any concerns raised internally in relation to cases from Newport City Council and added that he would report back to the Committee if there were any further updates. Resolved: The Committee noted the statement from the Public Services Ombudsman for Wales and the Monitoring Officer will report any updates to the Committee.
Decision as recorded
Resolved: The Committee accepted the Forward Work Plan as noted in the report.
The Democratic and Electoral Services Manager introduced the forward work programme and highlighted to the Committee that it was a formalised version of the current plan which was both a work in progress as well as open to discussion. The Democratic and Electoral Services Manager noted the change of the Annual Report being brought to the July meeting. The Committee discussed the frequency of the Group Leader attendance for the coming year and agreed to continue with the current provisions of their attendance in person every 6 months with a written update for every other meeting. The Committee asked to be informed of when the Code of Conduct refresher training was due to take place and it was noted that the refresher training for the Members would be in May and that the Monitoring Officer would report back with the date for Community Councils. Resolved: The Committee accepted the Forward Work Plan as noted in the report.
5.30pm Thursday, 18th July 2024
Standards Committee, 18 April 2024
Councillors must say when they have a personal link to something being discussed, such as a job, a property or a family member. A prejudicial interest is one strong enough that the councillor usually leaves the room and takes no part.
Declarations are read from the minutes once they are published.
Lists the council's current councillors only. Co-opted members, officers and former councillors aren't shown.