Issue - meetings

(a)       To remind Members of the Council of the arrangements for publication of annual reports by circulating, by email, the template (attached as appendix A) to this report to Members, and referring them to the Guidance;

(b)       To request those Members who choose not to produce an annual report to confirm whether they choose to communicate through other channels, for example newsletter, social media etc, and to inform the Monitoring Officer of the frequency of such communications within the past twelve months; and

(c)       To carry out the reminder and request set out at paragraphs (a) and (b) of this recommendation on an annual basis.

The Deputy Monitoring Officer presented a report on arrangements for the publication of annual reports by Council Members, in accordance with guidance issued under the Local Government (Wales) Measure 2011.  This provided an update on the matter which was previously reported in February 2016.

As a point of accuracy, it was noted that paragraph 1.07 should refer to annual reports and not returns.

Whilst Council Members were not obliged to produce annual reports, the legislation placed a duty on councils to have arrangements available to publish annual reports for those who opted to do so.  Due to the number of new Council Members, it was suggested that a reminder be given that such arrangements were in place and to ask those Members who chose to produce their own newsletter to confirm the frequency over the past 12 months.  It was recommended that this communication be made to Members on an annual basis.

Mr. Rob Dewey commented on the low number of Members who chose to produce an annual report.  The Monitoring Officer explained that the results of a previous survey indicated that the majority preferred to produce their own newsletter.

Mrs. Julia Hughes suggested that the wording in the recommendation be revised to clarify that it was for each Member to decide whether or not they chose to produce an annual report or newsletter, and that neither was mandatory.

Councillor Johnson referred to more effective means of communication, such as social media, used by some Members to engage with constituents.

The Committee agreed to a change in the wording for Recommendation 2 to reflect these comments.

RESOLVED:

(a)       To remind Members of the Council of the arrangements for publication of annual reports by circulating, by email, the template (attached as appendix A) to this report to Members, and referring them to the Guidance;

(b)       To request those Members who choose not to produce an annual report to confirm whether they choose to communicate through other channels, for example newsletter, social media etc, and to inform the Monitoring Officer of the frequency of such communications within the past twelve months; and

(c)       To carry out the reminder and request set out at paragraphs (a) and (b) of this recommendation on an annual basis.