Agenda item

To receive a report by the Monitoring Officer on the Protocol on Member/Officer Relations (the Protocol) that forms part of the Council’s Constitution (copy attached).

The Monitoring Officer (MO) guided members through the Protocol on Member/ Officer relations (previously circulated).

The MO confirmed that the protocol was an existing element of the Council’s Constitution and had been reviewed on occasions. He stated that for authorities to work effectively a healthy, professional relationship between officers and members was required. An element of trust and respect was needed for both parties.

The MO provided further detail of each point of the protocol. The protocol gave members and officers guidance on what each was entitled to expect from the other. The document included principles as detailed in  point 2 of the appendix to the report which summarised the  basis of the protocol. The MO made reference to point 2.4, making reference to the Code of Conduct for officers which was incorporated into their conditions of employment. Confirming mutual respect between employees and members was essential. The document set out the roles and responsibilities of officers and members and what each had the right to expect. The MO highlighted the importance of 4.5 within the appendix. He stated it was not appropriate for members to raise matters relating the conduct or capability of an officer publically. Concerns or issues should be raised through the appropriate procedures. The MO confirmed this was the same for officers having concerns regarding members. 

The MO stated that point 7 of the protocol had been added more recently providing information and guidance for officer attendance at meetings not organised by the Council.     

The MO highlighted point 14 which provided information on breaches of the Protocol.

The Chair thanked the MO for the detailed description of the protocol and thanked him for expanding on some of the points. Following members’ discussion, the following points were expanded upon:

·         It was confirmed the protocol was available for the pubic to view. It formed part of the Council’s constitution.

·         The MO stated a report on the Code of Conduct for Employees would be presented at a future Standards Committee meeting.

·         Members stated the title of the protocol could be confusing to the public. The MO confirmed the protocol was for Denbighshire County Council Members and Officers. The MO confirmed an inclusion of ‘Denbighshire County Council’ could be included in point 1.1 to make it clear who the protocol applied to.

·         Point 7.1 stated that officers can be expected to provide advice to formal meetings of the Council to informal meetings of members or to other meetings organised by or on behalf of the council.

·         Point 12.7 should read ‘In the name of the member’.

·         Training was provided on the Code of Conduct. The training provided by WLGA was presented to members. To ensure a consistent approach across Wales a common set of training materials had been produced by the WLGA

·         Any amendments to the document would need to be approved by Council.

·         Hybrid meetings had been up and running for a number of months successfully. The MO confirmed that he was not aware of any issues contacting or communicating with officers or members.

·         Members were informed that any formal press released by the Council would not be released by the Communications team containing a remark from a Councillor unless approval for that remark to be contained had been granted. The content of a press release would also have been authorised by the Lead Officer to ensure accuracy.

·         Members heard that members were discouraged from using the chat function when on a webcast Zoom meeting as the message was visible for public viewers to read.

·         ‘Over familiarity’ covered a broad spectrum of relationships. The relevant requirements in respect of declaration of interest both by members under the code and officers would require them not to be involved in relevant business if they were in a close relationship. Officers would be required to declare an interest to their Head of Service if they were close to an individual.

The Chair thanked the MO for the detailed response to members questions and for the comprehensive summary of the protocol.

RESOLVED that members note the information report.