Agenda and draft minutes

To receive any apologies for absence.

Apologies were received from Councillor Brian Smedley (Vice Chair)

To approve the minutes from the previous meeting.

That the minutes of the previous meeting held on 14 October 2024 were approved as a correct record.

To receive and note any declarations of interests in respect of any matters included on the agenda for consideration at this meeting.

(The other registrable interests of Councillors of Somerset Council, arising from membership of City, Town or Parish Councils and other Local Authorities will automatically be recorded in the minutes: City, Town & Parish Twin Hatters - Somerset Councillors 2023 )

None.

The Chair to advise the Committee of any items on which members of the public have requested to speak and advise those members of the public present of the details of the Council’s public participation scheme.

For those members of the public who have submitted any questions or statements, please note, a three minute time limit applies to each speaker and you will be asked to speak before Councillors debate the issue.

We are now live webcasting most of our committee meetings and you are welcome to view and listen to the discussion. The link to each webcast will be available on the meeting webpage, please see details under ‘click here to join online meeting’.

No questions.

Verbal update.

The following updates were received:

• The Standards Committee had held a workshop to consider the support given to all Councils in Somerset.  The Priority 1 Group would continue to consider such support and suggest where there may be gaps. 
• The Committee noted the Qualitative survey for those who had made complaints against Councillors was now in operation.  This would be reported with the Code of Conduct Quarterly complaint review, and there would be a review of Qualitative Survey format in January 2026.
• It was clarified that consideration of the Whistle Blowing Policy would be picked up by the Audit Committee.

This report provided an update to the Committee regarding the number of complaints received in Quarter 3 of 2024/2025. 

Of the 14 complaints received 7 were separate complaints.  In respect of the other 7 complaints, these were connected to 2 separate incidents with 4 complaints being received in connection with one incident and subject members and 3 complaints connected to another.

Of the 14 complaints received, 5 were assessed and concluded that No Further Action was required, although training was recommended in 2 of the connected complaints. 2 connected complaints did not proceed further as the complainant chose not to provide information that was requested by the Deputy Monitoring Officer and 5 were still under consideration.

Of the 14 complaints received in Quarter 3, 8 were received from members of the public, one was a member of staff in the subject member’s Council, 4 were fellow councillors of the subject members and one was a self-referral.

Members suggested the pie charts could be clearer if the segments were made of different colours. Action MO.

Members queried whether the Monitoring Officer service could offer greater support to those Councils who suffered repeated complaints and problems.  The Committee agreed that Robin Horton and Councillor John Bailey should be kept updated by the Monitoring Officer with regard to the general intervention at such parishes. Action MO.

The Interim Head of Governance and Democratic Services explained that in the case of dual hatted members, if a member were acting as a Parish Councillor when a complaint was made, then the matter would be dealt with as a Parish Councillor and could not be dealt with as a Somerset Councillor.  At least one member was disappointed this was a case.

Members suggested that as the Somerset Council re-adopted its Constitution each year which included the Code of Conduct then this could be used as an opportunity to reiterate the detail of the Code.  Also, the Standards Committee could append the Code of Conduct to its annual report.  Action – MO/Chair

Members noted all Councillors were subject to a Code of Conduct.  The Chair suggested that all Councillors be encouraged to re-read the Code of Conduct on a regular basis. 

One member suggested that in the case of a breach of the Code of Conduct that Group Leaders receive a report about the breach so they could deal with the incident too. – Action – MO discuss with GL’s

Members further suggested that the annual report include information on civility and respect. Action – MO/Chair

Members said they had found the recent conference for parish councils very useful.  They hoped it could be held on a regular basis.  It was agreed that SALC and the Interim Head of Governance and Democratic Services should discuss whether another conference was a possibility, (eg after 6 months) and whether it could be held elsewhere in the county.  – Action – MO/Chair

RESOLVED

That Committee note the update report at the end of Quarter 3 in respect of Code of  ...  view the full minutes text for item 71.

This report set out details of the gifts and hospitality received during the period September 2024 to December 2024.

During the discussion that followed members queried whether the Standards Committee could have a report about the register of gifts and hospitality for officers.  However, it was noted that the HR Committee was usually responsible for such a report.

Members queried why, on some occasions, no reason had been given for receiving gifts.  However, it was noted that Councillors were not obligated to give a reason.  The Committee wished Councillors should be given advice that, in the spirit of transparency, it was preferable that a reason be given.  A note to this affect should be put in the Standards Committee annual report. – Action – MO/Chair

Also, there were occasions where the amount the gift was worth had not been given. 

Members noted that the responsibility of declaring gifts and hospitality lay with the Councillor. 

RESOLVED

To note the gifts and hospitality received set out in Appendix A of the report.

On 18 December 2024 the Government launched a consultation to seek views on introducing measures to strengthen the standards and conduct regime in England and ensure consistency of approach amongst councils investigating serious breaches of their member codes of conduct, including the introduction of the power of suspension.

The proposals could be viewed on the Strengthening the standards and conduct framework for local authorities in England - GOV.UK

The consultation would close on 26 February 2025 and the committee was asked to consider whether to make a response on behalf of the Council.

The Chair recommended that all Councillors respond to the consultation as individuals.  In addition to this the Committee agreed that the Chair and the Interim Head of Governance and Democratic Services should respond to the consultation on behalf of the Council. – Action – MO/Chair.

There was a discussion about question 8 in the consultation regarding Independent Persons and Co-opted Members and whether they should be given voting rights.  The Chair noted this topic was on the Work Programme for July 2025.  Members agreed they would respond to the consultation as individuals.

Somerset Councillors should be encouraged to respond individually

Members agreed that comments should be made on the cost of strengthening the standards and conduct framework.

Also, Members said it was important for parish meetings to be involved in the consultation.  Parish/Town/City Councils should be encouraged to complete Consultation Survey.

RESOLVED

To delegate authority to the Interim Head of Governance and Democratic Services, in conjunction with the Chair of the Standards Committee to make response to the consultation on behalf of the Committee. – Action – MO/Chair

The latest Work Programme had been circulated with the agenda.

The majority of members were satisfied with meetings starting at 10 am.

RESOLVED

To note the Standards Committee Work Programme.