DEMOCRATIC SERVICES REVIEW

APPENDIX C

ISSUES ARISING FROM CRITICAL FRIENDS PANEL

MANAGEMENT/
RESOURCE ISSUES / TECHNOLOGY / SERVICE PROVISION / STANDARDS/PROCEDURES/
PROTOCOL / MARKETING
  • Suggested services that could be merged include: mayoralty, members services, members secretary and elections. Could also be extended to committee services
  • Line management needs to be reviewed particularly relating to mayoralty, members services and members secretary
  • Need to clearly clarify roles for those involved in members support including leader and deputy to ensure best use of resources and avoid duplication
  • Model used in other GM councils for the elections service could be pursued ie. Full time officers seconded to elections at peak times
  • Opportunities for committee services to merge with executive services
  • Could establish a link officer for all directorates
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  • Members database needs to be introduced asap some details could be included on website
  • Needs to be fully utilised and training on housekeeping offered to members
  • Increased use of website is enhancing the service and should be pursued further
  • Investigate access to electoral register to give members access to view
  • BPR on elections potential for further involvement of BPR to further call centre application
  • Review responsibilities for the upkeep of directorate issues on SOLAR
  • Consistent approach to SOLAR needed ie all reports should be published and all lead member meetings
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  • All member related issues would be within one unit eg. Travel arrangements
  • Members mail dispatch to be reviewed - collection/re-location
  • Re-organise the provision of paper copies of agenda etc
  • Central library needs organising effectively and resourced
  • Review service provision for lead member briefings to create an authority wide consistency of approach
  • Assess the support needed by cabinet and who resources it
  • Role of executive unit support to cabinet members to be reviewed
  • Inconsistency of current provision to cabinet with gaps identified
  • Fragmented approach to research a facility needs to be established
  • Review meeting groups and identify which will no longer be required and which will need servicing
  • Consistent approach to lead member support needed
  • Requirement to service outside meetings to be assessed
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  • Central diary to be fully utilised and used as remembrancer
  • Support to political parties and individual elected members needs to be reviewed and standardised
  • Finalise/publish standards relating to advocacy role
  • Could be potential for conflict if exec services extended their role to other members
  • Need a consistent approach to meetings with outside bodies support needs to be provided to members
  • Protocols need to be established between Exec services, committee admin & scrutiny support
  • Produce an easy guide to the constitution
  • Role of guardian of the constitution needs to be reviewed
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  • Promote central diary and its use
  • Raise profile of central library
  • Need to publicise election related issues: arrangements when standing for election, standing as a candidate, changes in legislation and details about polling stations
  • Broaden scope of marketing election issues at schools
  • Increased use of public relations to promote the mayor
  • Role of mayor could be used in community engagement
  • Potential for partnership working