Agenda and draft minutes

None.

RESOLVED – that the minutes of the meeting 28 June 2023 be noted by the Committee.

To receive a presentation on the Equality and Diversity Strategy.

The Director: Communities, Customer & Commercial Services provided the Committee with an update on the progress made on the Equality, Diversity and Inclusion (EDI) Strategy and Action Plan and the Council’s Equality Objectives under the Public Sector Equality Duty. 

The Committee heard that over a period of 18 months research and engagement had been undertaken with local community groups, partners and Council employees. The first 4 year Equality, Diversity and Inclusion Strategy was launched in July 2022, but the Interim Service Delivery Manager: Community Services assured Members that all teams involved had been kept up to date and the plan was monitored to ensure it was being delivered as agreed. The Director: Communities, Customer and Commercial Service also noted that the glossary of terms included in the strategy was also constantly evolving in order to promote understanding.

Members were informed of the positive steps that had been taken over the past 12 months, which included the EDI being considered as part of the decision making processes, the implementation of employee led groups which meet regularly, EDI focus on recruitment and selection and the engagement with the deaf community. The Director: Communities, Customer and Commercial Service advised that in the long term, a new diversity calendar was to be launched and an inclusive recruitment champion scheme would be delivered. This was in addition to the new Armed Forces Outreach Worker who had recently been appointed.

The Interim Service Delivery Manager: Community Services requested that the Communities Scrutiny Committee look at one of the four main objectives of the strategy in more detail, highlighting Member development as a suggestion. The Committee were informed that Member turnout at previous EDI training sessions had been low so the Committee's support in endorsing it would be beneficial. The Director: Communities, Customer and Commercial Service noted that making the EDI training a compulsory module for Members could be considered. 

Members of the Committee welcomed the report and the work and dedication to celebrate diversity across the Borough.  There was a discussion around how best to engage Councillors, with the Committee endorsing making EDI training compulsory for Members. It was agreed that this would be recommended to the Governance Committee for consideration.

RESOLVED – that:

a) the progress the Council has made over the last 12 months with regards to its 4-year Equality, Diversity and Inclusion (EDI) Strategy and Action Plan be noted;

b) That it is recommended that the Governance Committee review Equality, Diversity and Inclusion training as part of Councillor's required learning

To receive an introductory presentation into the elections process.

The Returning Officer (Chief Executive) and the Director: Governance and Policy provided Members of the Committee with a verbal update regarding the role of the Returning Officer, the election in May 2023 and lessons learnt, and an overview of preparations already underway for future elections.

The role of the Returning Officer was described as being completely independent of the Council, and had no affiliation to the Returning Officer's additional position of Chief Executive. Members heard that the sole focus of the Returning Officer was to ensure the effective conduct of a lawful election process, and that sufficient resources must be provided to ensure this. The Committee were assured by the Returning Officer that such resources were provided to them from the nomination period to the declaration of results, through both the Election Team and a wider virtual team. The Returning Officer advised that their position was subject to a number of legal requirements that must be adhered to, especially for combined elections.

The Committee were informed that prior to the Returning Officer's declaration of the results there were two key stages that must take place; the verification and the count. During these stages transparency and accuracy were vital. In order to assure this, the Returning Officer advised the Committee that preparation was always ongoing, and included regular meetings with all areas of the Council. Following the election, the Director: Policy and Governance informed Members that the counting of votes had to begin as soon as practical after the close of the polls, and that all poll boxes must be verified simultaneously before the count commenced. The requirement to carry out verification on all boxes was set out in the legislation and ensured that there was no cross contamination of votes.

In preparation for the election and the count it was important for the Council to recruit and train the correct number of confident and skilled staff members. Prior to the May 2023 election this involved training 344 member of staff over a period of 12 hours in order to ensure that the process was fully understood. The Director: Policy and Governance explained that the training and processes had been developed as a result of learning from two mock elections that were carried out during 2022. Members heard that there were a number of key considerations when recruiting staff to take part in the election process given the nature of the long hours and accuracy required. This process was aided by long standing staff, comprised of prominently current and ex Council staff, who understood the complexity of the process.

The Director: Policy and Governance informed the Committee that layout plans of the verification and count venue were prepared at early stage and were included in the count plan. This plan also included all the necessary procedures that took place, detailing when and how ballots be verified and counted from each of the electoral areas, in addition to contingencies and an evacuation plan for emergencies. The Director: Policy and Governance noted that  ...  view the full minutes text for item COMSC11

To review the Communities Scrutiny Committee Work Programme.

The Director: Policy and Governance advised that it was a standing item on the agenda to review the work programme at each meeting. Members heard that the work programme was set over a two year period and was a working document.  

It was noted that there were currently two remote working group sessions due to take place in November.

None.