Report of the Director of Support Services and Deputy Chief Executive

The subject of the decision:

The Openness of Local Government Bodies Regulations 2014 introduced an obligation to allow recording of the proceedings of Council meetings and the dissemination of the information to the public.  The Council’s Access to Information Procedure Rules governed recording of Council meetings.  This report suggested amendments to the Procedure Rules to introduce some further reasonable safeguards to protect the public attending meetings which may be recorded and to ensure there were no distractions or interruptions during meetings.

Alternative options considered:

The Committee considered the addition of a further amendment (h) to Rule 3.2 of the Access to Information Procedure Rules regarding prohibiting the recording of Members’ personal papers at the meeting.

The reason for the decision:

To take account of the requirements of the Local Government Bodies Regulations 2014.

THE DECISION:

That Council be recommended to:-

(1)     approve the amendments to Rule 3.2 of the Access to Information Procedure Rules set out in paragraphs 3.2 to 3.4 of the report, subject to the inclusion of (h) prohibit the recording of Members’ personal papers at the meeting; and

(2)     consider the introduction of audio and visual recording by the Council at public meetings at an appropriate point in the future.

Report of the Director of Support Services and Deputy Chief Executive

The subject of the decision:

The Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014 introduced a requirement to amend the Council’s Procedure Rules in connection with the recording of votes on budgetary matters.  This report suggested amendments to the Constitution to comply with the Regulations.

Alternative options considered:

None.

The reason for the decision:

To take account of the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014.

THE DECISION:

That Council be recommended to amend the Council Procedure Rules as set out in paragraph 2.3 of the report.

To confirm the minutes of the meeting held on 18 June 2014 (AGS.3 - AGS.11), previously circulated.

THE DECISION:

That the minutes of the meeting of the Committee held on 18 June 2014 (AGS.3 - AGS.11), previously circulated, be signed as a correct record.

Report of the Director of Support Services and Deputy Chief Executive

The subject of the decision:

This report presented the Statutory Auditor’s report on the 2013/14 Audit.  This report was to be read alongside the Council’s Financial Report which included the Statement of Accounts for 2013/14 and the Annual Governance Statement which was presented for approval.

Alternative options considered:

None.

The reason for the decision:

The Audit Commission’s statutory code of practice for Local Government Bodies (The Code) required a report to be issued to those charged with governance, summarising the conclusions reached from their audit work.

THE DECISION:

That:-

(1)     the Report to the Audit and Governance Committee on the 2013/14 Audit, prepared by Deloitte’s and attached at Annex 1 to the report be accepted;

(2)     the signing of the Management Representation Letter at Annex 2 of the report by the Council’s Director of Support Services and Deputy Chief Executive, acting in the capacity of S151 Officer; be approved and

(3)     the audited Statement of Accounts for 2013/14 and the Annual Governance Statement at Annex 3 of the report be approved.

Report of the Director of Customer and Leisure Services

The subject of the decision:

This report recommended amendments to the Customer Feedback and Complaints Procedure regarding reducing the number of stages in the procedure and introducing a policy on unreasonable complainant behaviour.

Alternative options considered:

Not to amend the Procedure.

The reason for the decision:

The Committee was responsible for the Council’s Complaints Procedure.

THE DECISION:

That:-

(1)     the number of stages in the Complaints Procedure be reduced to two as set out in paragraph 2.4 of the report;

(2)     the Policy at Annex ‘B’ of the report be adopted;

(3)     the Customer Feedback and Complaints Procedure be amended as the Director of Customer and Leisure Services considers appropriate;

(4)     a report be presented to the Audit, Governance and Standards Committee on a six monthly basis in respect of the number of claims and their resolution; and

(5)     the amended policy be reviewed in 12 months.