Agenda and minutes


Contact: Democratic Services Department 

No. Item


Apologies for Absence


No apologies for absence, as all present.


Declarations of Interest

Members of the Democratic Services Committee are reminded of their personal responsibility to declare any personal and prejudicial interest in respect of matters contained in this agenda in accordance with the provisions of the Local Government Act 2000, the Council’s Constitution and the Members Code of Conduct.




a.    Members are reminded that they must identify the item number and subject matter that their interest relates to and signify the nature of the personal interest; and


b.    Where Members withdraw from a meeting as a consequence of the disclosure of a prejudicial interest they must notify the Chair when they leave.



No declarations of interest were made.


Broadcasting of Meetings: Advice Note for Elected Members pdf icon PDF 277 KB

To consider a report of the Head of Democratic Services.  

Additional documents:


The Chair welcomed Ann Taylor, Head of Democratic Services, to the meeting.


Ann Taylor advised the Committee of the details within the webcasting protocol, and discussions ensued in relation to the use of the microphones and electronic voting.


Questions were asked by Members and answered by Ann Taylor.  




·         Training be made available by the Democratic Services Department to all Members.


·         The Webcasting Protocol (attached as Appendix 1 to the report) be agreed and circulated to Members of the Council in readiness for the appropriate training. 




Democratic Services Structure pdf icon PDF 318 KB

To consider a report of the Head of Democratic Services.


Ann Taylor outlined the current structure of the Democratic Services Department and made reference to a decision, under the corporate spine review, to amalgamate the Democratic Services staff with staff within Executive support.


Ann Taylor advised the Committee that she appreciates this amalgamation would create a larger pool of staff resulting in additional support for the responsibilities within Democratic Services.


Ann Taylor outlined that she would no longer have managerial responsibility for the staff and would have to commission work to Business Services.  She did express her reservations because of the statutory obligations and the skills required within the function of Democratic Services.  


Questions were asked by Members and concerns expressed on how this amalgamation would operate in practice, timescales of the amalgamation and the need to ensure that Member Development is progressed.




·         Democratic Services Committee note the concerns of the Head of Democratic Services. 


As the Committee had expressed concern over insufficient information to determine this, it was further RESOLVED that:


·         A Special Democratic Services Committee be convened for Monday, 22nd September 2014.


·         The Corporate Director of Customer Services and Business Change Manager be invited to outline the proposals of the Corporate Spine amalgamation.



Members' Personal Development Plans (PDP's)

To consider this matter.


Ann Taylor advised Committee that in order to progress Councillors’ training and development, Personal Development Plans (PDP) will need to be completed.


In relation to the process for completion of Personal Development Plans for Members, Ann Taylor advised that it was previously agreed that Party and Group Leaders undertake the interviews, however, staff within Democratic Services have had the appropriate training to assist Members in completion of these PPDP’s.


A template of the Personal Development Plans will shortly be sent to Members together with guidance notes.  


Any Other Business Deemed Urgent by the Chair


The Chair advised that there was no business deemed urgent. 


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