Agenda and minutes

At this point in the meeting, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

At this point in the meeting members were asked to declare any personal, prejudicial or pecuniary interests in the business on the agenda. None were declared.

To approve and sign the minutes of the last meeting held on 30^th January 2014.

Resolved:           That the minutes of the last meeting held on 30^th January 2014 be approved and signed by the Chair as a correct record.

At this pointing the meeting, members of the public who have registered their wish to speak regarding an item on the agenda or an issue within the Committee’s remit can do so. The deadline for registering is 5:00pm on Wednesday 12^th March 2014.

Filming or Recording Meetings

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting, i.e. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at http://www.york.gov.uk/downloads/download/3130/protocol_for_webcasting_filming_and_recording_of_council_meetings

It was reported that there had been no registrations to speak under the Council’s Public Participation Scheme.

A representative of the Customer Contact Centre will be in attendance to inform Members on the ongoing clean-up of the Council’s active directory and to consult with them on their use of the speech server system to ensure the service is suitable for their needs.

Officers from the Council’s Customer Contact Centre were in attendance at the meeting to advise Members on the new Speech Server.

Ahead of the new speech server system being implemented at the Council in May or June 2014, the Customer Services team require confirmation of Members contact details to ensure phone calls are transferred to the correct number.

Officers agreed to co-ordinate this with the Groups and notify the customer centre of any changes to Members preferred contact numbers.

Resolved:           That Members noted the introduction of the new speech server.

Reason:              To keep members informed.

Officers from ICT will be in attendance to provide an update on Councillors Lagan Lite.  This is a self service system for Members to log requests and track their status. Members will also receive an update on the Membersphere application.

The Council’s ICT and Business Implementation Manager was in attendance to give Members an update on Lagan Lite, a self serve system for members, and the Membersphere application.

Members received a demonstration of Lagan Lite and had the following comments:

·        It was agreed that the name ‘Councillor Casebook’ was preferable to the ‘Lagan Lite’ working title.

·        Change the wording ‘create a new request’ to ‘create a new case’ to be more in line with the purpose of the system, which is to log casework.

·        The addition of categories such as planning and housing would be useful, and Members noted that more categories could be added if it was found more were required.

In relation to the Membersphere Application, Officers advised that the implementation had been delayed due to the introduction of the Public Services Network by Central Government. The impact this may have on the Membersphere was being investigated. A further update would be provided in due course.

Resolved:           That Members noted the updates on Lagan Lite and Membersphere.

Resolved:           To keep members informed on ICT developments.

This report sets out the  proposed core programme of training and development opportunities for Members for the 2014/15 municipal year.

Members considered a report which provided details of the final Core Training Programme 2014/15 for Members. This report was further to a report to the steering group in March on the draft programme.

Members noted that Officers were still looking into opportunities for equalities, code of conduct and chairs training. A number of subjects for informal sessions to be delivered in-house had been identified and the details being finalised for inclusion in the Core Programme.

Members were pleased to note that the University had agreed to run the Local Government Course after a successful pilot year, although the free places for Members would not be available this year.

Resolved:           That Members:

(i)           Approved the Core Programme as set out in Annex A to the report.

(ii)          Agreed the allocation of group pots as outlined in paragraph 6.

(iii)        Agreed to 3 places at a cost of £540 per head on the Local Government Course being funded from the Member Training budget.

Reason:              To enable arrangements for the delivery of a core programme for the municipal year 2014/15.

Members are asked to consider the Work Plan for the Member Support Steering Group.

Members considered the Work Plan for the Committee to September 2014.

Following discussion, it was agreed that agenda items on the following areas would be brought forward for the July meeting:

·        Itrent and Member Claims Review

·        Review of support facilities for Members at West Offices

·        Review of Members Bulletin

In relation to the September meeting it was noted that a further update on the Membersphere application would be brought forward.

Resolved:           That the work plan be noted.

Reason:              To provide the Steering Group with a work programme for future meetings.