Agenda and minutes

The minutes of the previous meeting held on 25^th June, 2009 were agreed as a correct record.

The following items were updated:-

- Minute No. 4 (Member Champion Training), the Panel noted that training would be arranged, during the Autumn 2009, for the Area Assembly Children’s Locality Safeguarding Champions;

- Minute No. 7 (Employee Suggestion Scheme), the Panel noted that the Cabinet had not supported the establishment of a Members’ online chat room.

The Panel listened to a presentation by Alan Matthews (Emergency and Safety Manager) and Clare Hanson (Business Continuity Officer) about:-

(i) Emergency Planning (the response by the Borough Council and its statutory partner organisations to unexpected events such as disasters and catastrophes which have a severe impact upon the area and upon the general public); and

(ii) Business Continuity Planning (the way in which organisations must strive to continue with their business, operations and services, with the minimum of disruption, in the face of adversity caused by events/disasters and other serious issues such as a flu pandemic.

The presentation included reference to the following issues:-

- an appreciation of the Borough Council’s responsibility for Business Continuity and Emergency Planning;

- Elected Member integration into the Borough Council’s response arrangements;

- one central point of information regarding Business Continuity and Emergency Planning which outlines:-

•         Statutory Responsibilities

•         Risks and where to find details

•         Differences between Emergency Planning and Business Continuity

•         Roles and Responsibilities

                        - Elected Members

                        - Emergency and Safety Team

                        - Directorates

                        - Key Officers

•         Command Structures

                        - External (Gold, Silver, Bronze)

                        - Internal

•         Communication Mechanisms (Internal and External)

•         Key Guidance Documents

The Panel’s discussion of this item included reference to the following salient issues:-

- the publication of key guidance documents (eg: the community risk register) and the provision of opportunities for Elected Members to learn the main detail of such guidance; a suggestion was made for the development of e-learning packages;

- the response to the recent flooding in parts of the Borough area, during June 2009;

- the importance of Elected Members receiving timely information about the emergency planning response to events/disasters;

- ensuring that other organisations, such as Parish Councils and appropriate voluntary and community sector organisations, also receive timely information about emergency planning operations, to enable such organisations to fulfil their role in serving and helping the general public during such difficult times;

- business continuity planning taking place in response to the outbreak of swine flu;

- the availability of funding for business continuity planning from the ICT Strategy and its capital budget;

- the development of improved systems of communication (eg: Code 5 application for mobile telephones) – possibly with funding from the ICT Strategy and its capital budget;

- publication of the Borough Council’s Business Continuity Plan, during September, 2009 and its official launch as part of a training event for Elected Members.

Agreed:- (1) That the contents of the presentation be noted.

(2) That a copy of the Borough Council’s Business Continuity Plan be provided for all Members of this Panel, at its next meeting.

(3) That this Panel notes the availability of funding from the ICT Strategy and its capital budget for the provision of improved systems of communication with Elected Members and other partner organisations involved with emergency planning and business continuity planning.

The Panel received information from Mark Gannon (Transformation and Strategic Partnerships Manager) about the availability of communication technology known as ‘Pow Wow Now and Meet Me’. This system would enable Elected Members to make conference calls and speak to several people at the same time, by telephone. It was noted that this technology was relatively inexpensive to operate.

It was agreed that a letter be sent to all Members of the Council inviting volunteers to use this technology on a trial basis in the first instance; and a report on the outcome of the trial shall be submitted to a future meeting of this Panel.

Further to Minute No. 5(2) of the meeting of the Corporate Improvement Board held on 6^th July, 2009, the Panel noted that arrangements would be made for training workshops to be held for Elected Members about the Comprehensive Area Assessment for Children’s Services and Adult Learning. The model for these information-sharing and training sessions was the style of workshop previously held for Elected Members about the changes to the Parliamentary Constituency boundaries.

The Panel noted that a meeting was taking place at Bradford today, at which it was expected that the Government Office for Yorkshire and the Humber would announce that the bid for funding for member development in South Yorkshire had been successful, with this Council being placed in the role of lead authority.

The Head of Scrutiny and Member Services report that arrangements were being made with the Director of Internal Audit and Governance to provide training for Elected Members about local government finance. Each of the three planned sessions would last three hours.

The Panel agreed that Councillor Hughes should attend the Local Government Association one-day training conference about local government finance, to be held in London on Friday, 11^th September, 2009 (conference cost is £150.00 plus VAT).

Further to Minute No. 10 of the meeting of the Members’ Training and Development Panel held on 25^th September, 2008 and Minute No. 43 of the meeting of the Members’ Training and Development Panel held on 16^th April, 2009, consideration was given to a report presented by the Head of Scrutiny and Member Services outlining the progress of the improvements to the Elected Members’ surgery reporting system.

Discussions took place on the advantages to be gained from the improvements to the surgery system and on training issues for Elected Members in the use of ICT systems and equipment.

The Panel noted the proposal to include standards for the management of Elected Members’ surgeries in the Council’s new and revised Customer Service Charter. It was also intended that surgery response times would be included within the quarterly performance reports to the Performance and Scrutiny Overview Committee.

Agreed:- (1) That the report be received and its contents noted.

(2) That the report be referred to Cabinet to enable formal approval to be given to the purchase of the e-casework system for Elected Members’ surgery.

(3) That the Panel supports the development of a Council-wide policy framework setting out the Council’s approach to the management of Elected Members’ surgeries and incorporating the proposed revised Customer Service Charter.

(4) That appropriate training be provided for all Members of the Council in the use of the improved surgery e-casework system.

Agreed:- That, in order to avoid a clash of meetings, the next meeting of the Members’ Training and Development Panel, be re-scheduled to take place on Thursday, 17^th September, 2009, commencing at 2.00 p.m.