Agenda and minutes

To receive details of any Members appointed to attend the meeting instead of a Member of the Sub-Committee.

None.

To receive any declarations of interest.

None.

Up to a total of fifteen minutes can be allowed, each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Sub-Committee.

None.

Of the meeting held on 14^th December 2022 to be approved and signed.

RESOLVED: That the minutes of the meeting held on 14^th December 2022 be approved as a correct record and signed by the Chair.

1.     That the Sub-Committee notes the data collected following the Local Elections on 4th May 2023 in relation to the implementation of the Voter ID and assistance with Voting for Persons with Disabilities provisions of the Elections Act 2022;

2.     That the Sub-Committee notes the level of Government Grant Funding received to date and the spending allocation; and

3.     That the Sub-Committee notes the further provisions in the Elections Act 2022 and respective implementation dates.

The Sub-Committee considered an update report on the Elections Act 2022. The report included a summary of data collected following the Local Elections held on 4^th May 2023. The data related to the impact of the implementation of the Voter ID and the Assistance with Voting for Persons with Disabilities provisions of the Act. The report also identified the level of Government Grant Funding that has been received to date and the spending allocation for the May 2023 Local Elections and set out the further provisions in the Act and the implementation dates. The Democratic and Civic Services Manager presented the report and Officers responded to questions from Sub-Committee Members.

In the ensuing discussion, the following main points were made:

• It was highlighted that 43 applications for voter authority certificates were not sent to print. Members were advised that the reasons for this were either because the information provided with the application could not be verified, because further information was required, or the photograph provided did not meet the requirements of the Act. In all cases, applicants were provided with the opportunity to either submit a new application, provide additional information or another photograph.

• The percentage of electors who applied for but were initially refused a ballot paper at a polling station was 0.8%. Of those electors, 59.1% later returned with accepted ID and were issued with a ballot paper. The percentage of electors who applied for but were refused a ballot paper by the close of poll was 0.3%. Officers advised that there are statutory requirements on the collection of data on the operation of the new voter ID requirements.  Officers can consider what additional data can be provided, but this must be in accordance with the statutory requirements. The Government will publish its own analysis of the national implications in September 2023.

To date, the Council has been awarded grants totalling £52,897 to support the delivery of the new arrangements. The cost incurred in delivering the new arrangements for the May 2023 totalled £15,300. There will be additional expenditure throughout the year, including for the forthcoming City Council by-election.

RESOLVED: That the Sub-Committee agree to:

1.    note the data collected following the Local Elections on 4th May 2023 in relation to the implementation of the Voter ID and assistance with Voting for Persons with Disabilities provisions of the Elections Act 2022;

2.    note the level of Government Grant Funding received to date and the spending allocation; and

3.    note the further provisions in the Elections Act 2022 and respective implementation dates.

That the Sub-Committee:

1.     Notes the contents of this report and in particular the progress and updates in respect to our Safeguarding responsibilities; and

2.     Approves the amended draft Safeguarding Policy attached as Appendix 1.

The Sub-Committee considered a report on progress and updates in respect of the Council’s Safeguarding responsibilities. The Head of Homes and Communities presented the report and highlighted the main points. The report included an amended Safeguarding Policy, which contained updates surrounding Domestic Abuse, the Complex Adult Risk Management (CARM) Framework, the County Self Neglect Policy as well as updates to contact information, updated links to further information and resources as well as updates to Safeguarding Advisors.

Officers responded to questions from Sub-Committee Members. In the ensuing discussion, the following main points were made:

·         Reference was made to the list of key contacts appended to the Policy, and it was suggested that it would be useful to share this information with all Members.

·         The Managing Director acknowledged that the percentage of staff who have completed Safeguarding Level 1 training needs to be higher and steps will be taken to Address this.

·         Reference was made to the Health Authority’s role as a partner, in addition to the lead agencies identified in the report, and it was proposed that this should be reflected in the Policy.

·         There was a discussion about Safeguarding Training for Members. It was noted that the Policy states the Lead Member is the Leader and this should be updated to refer to Joint Leaders. Going forward, Members were advised that Safeguarding will be included in the Leader(s) induction. Officers will look to provide training for all Members in the Autumn, and will build Safeguarding into the Members’ Induction following the all-out elections in May 2024.

RESOLVED: That the Sub-Committee agree to:

1.    note the contents of this report and in particular the progress and updates in respect to our Safeguarding responsibilities; and

2.    approve the amended draft Safeguarding Policy attached as Appendix 1 to the report, subject to the above amendments.

That the Sub-Committee:

1.     Approves the revised Flex-Time Policy attached at Appendix 1; and

2.     Approves the revised Regrading Claims Procedure attached at Appendix 2.

The Sub-Committee considered a report on proposed revisions to two existing staff policies. The Corporate Director – Planning and Governance presented the report and explained that, at its meeting on 3^rd July 2023, the Joint Consultative and Safety Committee had considered two unrelated staff policies which had been subject to review: the Flex-Time Policy and the Regrading Claims Procedure. The report explained the rationale for the amendments and summarised the proposed changes. The amendments were supported by trade unions and had been recommended for approval by the Joint Consultative and Safety Committee.

RESOLVED: That the Sub-Committee agree to approve:

1.    the revised Flex-Time Policy attached at Appendix 1; and

2.    the revised Regrading Claims Procedure attached at Appendix 2.

Which in the opinion of the Chair is of sufficient urgency as to warrant consideration.

None.

The Sub-Committee is invited to pass the following resolution:-

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

That the Sub-Committee agrees to disapply the exit payment restriction on eligibility for the Council’s 2023 Voluntary Redundancy Scheme, in the case of the post identified in this report.

(Report to follow)

The Sub-Committee considered whether to disapply the exit payment restriction on eligibility for the Council’s 2023 Voluntary Redundancy Scheme, in the case of a specific post. The Sub-Committee agreed that the restriction should be disapplied in this specific case.