Agenda item

(a)       That the results of the audit be noted; and

(b)       That a further report be submitted to a future meeting of the Committee to update members on progress of the results shown in appendix 1, and to provide comparative information from other Authorities.

The Democracy and Governance Manager introduced a report on the audit of the declarations of interest process.  He provided background information and referred to the audit which was undertaken during August 2013 on a number of meetings to determine the extent of Members compliance with the requisite procedures.  The results of the audit were detailed in Appendices1 and 2 to the report.  

The Democracy and Governance Manager advised that the individual Member held responsibility for ensuring that notification was given whenever necessary.   However, the audit had identified a need for officers to be more proactive in chasing up the requisite paperwork to be completed by Members.  He explained that a spreadsheet was being prepared to record for each Member the interests registered and those previously notified following a meeting.  Where, at a meeting, a Member declared an interest that was not included on the spreadsheet the Member would be given a notification form and asked to complete it.  Forms which were not completed would be chased and failing a response the Monitoring Officer would contact the Member concerned.  The Democracy and Governance Manager confirmed that it was intended to undertake such audits annually during August to ensure standards were maintained and improved. 

The Head of Legal and Democratic Services advised that the provisions within the Code of Conduct required Members to state whether they wished to register a personal or a personal and prejudicial interest and also to describe the nature of the interest.  He explained that Members needed to specify the reason and how it arises to ensure that the full requirements of the Code were met.

The Head of Legal and Democratic Services responded to the query raised by Mr. Edward Hughes concerning the implications if a member failed to declare an interest.  Councillor Arnold Woolley commented on the processes for making declarations of interest at Town and Community Councils. The Head of Legal and Democratic Services acknowledged the points put forward by Councillor Woolley.    

In response to the further queries raised the Head of Legal and Democratic Services and the Democracy and Governance Manager provided clarification around the need to declare a personal interest or a personal and prejudicial interest at meetings.  

During discussion Mr. Robert Dewey referred to the results of the audit and suggested that it may be helpful if a comparison was made with other Authorities.  It was also suggested that the Chair of a meeting reminded Members of their responsibility to complete all sections of the form during or immediately following the meeting.  The Head of Legal and Democratic Services suggested that it may be helpful to provide a short training session for each Committee to remind Members of their obligations and to inform them of the results of the audit. 

It was agreed that a further report be submitted to the next but one  meeting of the Committee to update members on progress of the results shown in appendix 1, and to provide comparative information from other Authorities.       

            RESOLVED:

(a)       That the results of the audit be noted; and

(b)       That a further report be submitted to a future meeting of the Committee to update members on progress of the results shown in appendix 1, and to provide comparative information from other Authorities.