Agenda and draft minutes

Apologies for absence were received from Councillor Tinsley, Councillor Pennington was present as a substitute, and the Head of Legal and Governance (& Monitoring Officer).

Confirmation of the minutes of the Standards Committee held on 05 March 2025.

Chair reviewed the minutes with members.  An issue was raised in terms of the dispensation request item; Councillor Pennington noted that he and Sue Beer both left the meeting and this wasn’t mentioned in the minutes.  It was also noted there was continued discussion on the item following Councillor Pennington’s departure, on issues that he could addressed if present. It was agreed this would be followed up outside of the meeting.

Councillor James arrived at the meeting at 10:03.

It was proposed by Councillor Bach, seconded by Councillor Pennington and–

Resolved:

That the Minutes of the meeting held on 05 March 2025  be agreed and signed as a correct record, subject to the above changes being made.

(Vote:  For 4, Abstentions 2)

Members with interests to declare should refer to the agenda item and describe the nature of their interest when the item is being considered.

The Chair asked that declarations of interest be made as and when the specific agenda item to which they related was under discussion.

It was proposed by Councillor Brenton, seconded by Councillor James, and -

Resolved:

That the agenda, as circulated, be agreed.

(Vote:  For Unanimous )

No items.

To receive an update from the Head of Legal and Governance (& Monitoring Officer).

Tom Vanstone, Senior Electoral & Democratic Services Officer, presented the report for members, and detailed proposed changes to the current process for Councillor complaints.  

It was explained that the aim was to further strengthen the process. Members were directed to the Councillor Complaint Form on pages 8-9, as well as the criteria for assessment and guidance regarding the investigations and complaints process (pages 10-11 onwards).  

Members asked where the procedure had been sourced from and whether the the Local Government Association (LGA)   had been consulted on the draft. Senior Electoral & Democratic Services Officer advised it was based on shared best practice.  

Councillor Gubb arrived at the meeting 10:12 

It was proposed by Councillor Brenton, seconded by Councillor Pennington and – Resolved:  

That the LGA be consulted for their expertise in relation to the draft procedure.  

(Vote: For 6, Abstentions 1) 

Member feedback on the draft document is summarised below:  

• 4.5.3 - Need for assurance that the person being complained against will be made aware and receive the agenda for Standards Committee.  

• Page 8 – Complaint Form, Point 5. Where a complaint is received against a Councillor, it was felt there was a need to distinguish whether a Councillor was acting in their capacity as a Parish, Town or District Councillor.  

• Some grammatical errors were highlighted in the Criteria for Assessing Complaints document.  

During discussion Members queried the process when a complainant does not consent to the person being complained about receiving the form. The Senior Electoral & Democratic Services Officer clarified that anonymous complaints are generally not accepted, and the complainant is typically advised that the person being complained about will be informed. 

To be presented by the Head of Legal & Governance (& Monitoring Officer).

Senior Electoral & Democratic Services Officer provided an update on the government's consultation regarding remote attendance at committee

meetings and the forthcoming legislation allowing local authorities to enable hybrid and remote attendance. He noted that proxy voting would likely only be permitted at Full Council for long-term sickness or parental leave. 

Members discussed the proposals and asked for further detail on the rules in terms of proxy voting and the Senior Electoral & Democratic Officer advised this would be the decision of Government.  

Following a discussion on the consequences in terms of the proposals the Senior Electoral & Democratic Officer that decision on the logistics of the changes would need to await the final legislation from Government.  

Members noted the report.  

To review the Forward Plan for the 2025-26 meeting cycle.

Chair reviewed the Forward Plan with members, and the following was discussed:  

• Councillor Complaints procedure to return to the September Committee, along with any update on legislation. 

• Following a query in relation to the findings of the Peer Review and the recent progress review it was confirmed that the actions were being followed up through the Senior Leadership Team and Member Development Working Group. 

• The committee were advised of training provided by Beth Evans, which is available on the Councillor Communication Sharepoint Page, and covers Councillor Conduct. Members were advised this could be re-watched by the Committee and discussed. 

• Chair to meet with the Head of Legal & Governance and the Senior Electoral & Democratic Officer to discuss a possible training exercise on Standards Hearing. 

• During discussion on the role of the Independent Person and Parish Representative, Members were advised that the vacancies for the committee could be readvertised and were asked to promote the roles at the Parish Meetings they attend.  

The Chair to move :

That the public be excluded from the remainder of the meeting because of the likely disclosure of exempt information as defined in )Part 1 of Schedule 12A of the Local Government Act.

To receive a verbal update from the Head Legal and Governance & Monitoring Officer

Members were advised there was no Part II complaints update.