Agenda and draft minutes

To receive any apologies for absence.

Apologies were received from Councillor John Bailey (Chair).

To approve the minutes from the previous meeting.

That the minutes of the previous meeting held on 20 January 2025 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.

In the Chair’s absence, the Deputy Monitoring Officer was asked to give an update.  Updates included the following:

• The Standards Committee was considering ways of supporting all Councils in Somerset.
• The Standards Committee would provide Full Council with its annual report in May.
• The recent SALC conference had been well received.
• The Council had submitted a response to the Government’s consultation on “strengthening the standards and conduct framework for local authorities” and was waiting to hear the conclusions of the consultation.

In response questions the Officer confirmed the workforce restructure was yet to be fully completed but the parts that had been completed were settling down.

This report provided an update to the Committee regarding the number of complaints received in Quarter 4 of 2024/2025 and any emerging themes.

Of the nine complaints received all were separate complaints.  One of the complaints related to three councillors alleging that all of them had failed to update their register of interests.  Six of the complaints related to a failure to treat with respect, three alleged a misuse of position, one complaint alleged bullying and harassment and one complaint related to an unauthorised recording of a telephone call with an officer.

Of the nine complaints received, five were dismissed with no further action being required.  Two were upheld, with one, the member was spoken to about his actions and the other, mediation was recommended.  One was still under consideration.

Of the nine complaints received in Q4, seven were received from members of the public, one was another councillor, and one was from the Deputy Monitoring Officer who picked up on an issue whilst assessing a previous complaint.

The report said it should be noted that this year there were a total of 61 complaints compared to 2023-2024 when there were 88 complaints so there has been a drop.

During the discussion that followed members were interested to know how the Council could work with SALC to improve support for Councils.  This might include building awareness of the services available from SALC and NALC.  

Members were pleased to note there had been a reduction in complaints.  They further noted the number of complaints that were upheld were relatively small.  Members noted there were fewer complaints from other Councillors than in the past.

Members noted where necessary intervention and support from the Somerset Council, and SALC, may be general but could also be targeted where there were specific needs.  Often the Parish Clerk could have a great influence on resolving issues at their Council.

In response to queries the Monitoring Officer said it was a good idea for individual members to engage with their Group Leader to help resolve issues.

Members suggested a short video for parish councils might help to get messages from the Standards Committee/SALC to the parishes.  Members noted some videos were already available as part of parish council training.

RESOLVED

To note the update report at the end of Quarter 4 in respect of Code of Conduct complaints.

The Standards Committee Priority Group 1 have met and agreed the following suggestions should be made to the Standards Committee for consideration:

1.     All types of Councils can benefit from the workshops provided by the Somerset Association of Local Councils (SALC).

2.     That some Councils may benefit from the support of an individual Improvement Board.  If agreed such a Board would include members of SALC, NALC (the National Associate of Local Councils) and the Somerset Council.  Terms of Reference would be necessary for each Improvement Board.  

3.     Whether Somerset Councillors should attend Parish Council meetings when the Standards Committee are aware they may need more support.

4.     Whether Parish Councillors should arrange to “buddy” Parish Councillors to give added support.

5.     That Parish Council skills be further developed by:

a.          The Chairs having regular meetings to support each other.  This is currently encouraged by SALC.

b.          Clerks having access to formal training as more parishes would have General Power of Competence status.  How can the Standards Committee support this?

The Standards Committee noted the Priority Group 1 had met and agreed some suggestions for how the Somerset Council might further support parish councils.  The suggestions had been listed on the agenda.

During the discussion which followed the Deputy Monitoring Officer said Somerset Council had been working with SALC to design a support package which could be offered to parish councils.  A report would be presented to the next meeting, setting out such a support package based on the suggestions of the Standards Committee.

The Chief Executive of SALC added that to get the most from the parish councils then both Clerks and Councillors would benefit from training on the responsibilities of their roles, as well as training in their Code of Conduct.

Members said most Somerset Councillors already attended parish council meetings within their divisions.  Members felt this type of support was important and should encouraged.

In a discussion about communications Members agreed it was very important for all Officers at Somerset Council continue with its Policy to “Tell the Local Councillor first”.  This would help Councillors support parish council meetings by having correct knowledge.

The Chief Executive of SALC agreed to circulate an example of a NALC report where they had intervened to support a parish council elsewhere in the country.

Members suggested parishes would do well include the cost of membership to the Society of Local Councils Clerks (SLCC) in their budgets.  Their services could be of great benefit to parish clerks. 

Members agreed that if LCNs were going to succeed then more parish councils would need the General Power of Competence.  This was especially important as more and more powers were devolved to parish councils.

The Deputy Monitoring Officer suggested a representative of the SLCC be invited to the next meeting to know what support they provided for Clerks.  However, it was noted, the SLCC was a national body.  And members also noted, each parish was its own sovereign authority and SLCC could be left to deliver its own services to parish councils without any involvement of the Standards Committee. 

Members agreed it was important that parish meetings also be included in the support being offered to parish councils.  Members requested that information such training videos be forwarded to the chair of parish meetings too. 

It was suggested any offer of support should make it clear that clerks should have access and support for formal training from various organisation including SALC and SLCC.

Members requested that all members of priority group 1 should receive a draft copy of the report before it is presented to the next meeting.

Parish meetings could pick up information at meetings of the LCNs.

RESOLVED

To note the progress and to note that a report, setting out an offer of support for parish councils would be presented to the next meeting.

The Standards Committee was required by the Constitution to make an annual report to the Council.  This report covered the period between May 2024 and April 2025. The draft Annual Report had been circulated with the agenda.

During the discussion that followed members of priority group 2 reported that they had been tasked with encouraging each parish council to adopt the same Code of Conduct based on the LGA model code.  This task was now complete.  They reported, whilst it may be desirable for councils to have the same Code, it was necessary for many councils to adjust it to suit their local needs.  Therefore, members agreed the annual report should be amended to reflect this task was complete. 

Members agreed an addition should be made to the report to say parish councils were encouraged to adopt the LGA model code, which they could then alter for their local needs. 

Members further agreed that the annual report should be changed in the section about looking ahead to reflect priority group 2 had completed its task and would not move forward into next year.

The Committee agreed it was necessary to review whether it still required three separate priority groups.

RESOLVED

To approve the Draft Standards Committee Annual Report 2024-25 subject to the amendments made during the discussion and recommend that it is presented to Full Council.