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Agenda

Items
No. Item

Contents

1.

Lord Mayor and Deputy Lord Mayor Protocol

Bookmark 1

1          Introduction

 

1.1       On 22 March 1982, HM Queen Elizabeth II graciously granted to the City of Swansea letters patent which elevated the status of the Mayor to that of Lord Mayor.  The Unitary Authority of the City and County of Swansea which came into being on 1 April 1996 was successful in having both the City and Lord Mayor status re-bestowed on 29 March 1996.

 

1.2       The actual wording of the letters patent is shown below:

 

            “Elizabeth the Second by the Grace of God of the United Kingdom of Great Britain and Northern Ireland and of our other Realms and Territories Queen Head of the Commonwealth Defender of the Faith To all to whom these presents shall come, Greeting.  Know ye that our will and pleasure is and We do hereby declare and ordain that from and after the date of these presents the Mayor of the City of Swansea and his successors in office shall be styled entitled and called LORD MAYOR OF SWANSEA And we do hereby authorise and empower the Mayor of the City of Swansea and his successors in office henceforth at all times to assume and use and to be called and to be named by the style title and appellation of Lord Mayor of Swansea and to enjoy and use all and singular the rights privileges and advantages to the degree of a Lord Mayor in all things duly and or right belonging.  In witness whereof we have caused these our letters to be made patent.  Witness Ourself at Westminster the twenty second day of March in the thirty first year of our reign”.

 

1.3       The Lord Mayor and Deputy Lord Mayor Protocol aims to cover all aspects relating to the eligibility, nomination and behaviour of the Lord Mayor / Deputy Lord Mayor.

 

1.4       A “Civic Protocols and Guidance” document is provided to each Lord Mayor / Deputy Lord Mayor.  The document is provided by the Lord Mayor’s Office and is maintained by the Civic and Corporate Marketing Manager.

 

2          Eligibility to be Lord Mayor / Deputy Lord Mayor

 

2.1       For the period that a person is elected as Lord Mayor / Deputy Lord Mayor, they must remain a Councillor of the City and County of Swansea.

 

2.2       From the moment that the person ceases to be a Councillor of the City and County of Swansea, they automatically also cease to be the Lord Mayor / Deputy Lord Mayor.

 

2.3       If the existing Lord Mayor / Deputy Lord Mayor is suspended or partially suspended from being a Councillor by the Standards Committee, Public Services Ombudsman for Wales and / or Adjudication Panel for Wales they shall not conduct any Lord Mayor / Deputy Lord Mayor duties.

 

3          Criteria for the Nomination of Lord Mayor and Deputy Lord Mayor

 

3.1       Councillors MUST satisfy the following criteria prior to being nominated as Deputy Lord Mayor / Lord Mayor:

 

a)                  Candidates for the position of Lord Mayor and Deputy Lord Mayor must be serving members of the Council and have the longest total length of service (Appendix A1).

 

Note: If the Candidate is suspended or partially suspended from being a Councillor then they do not meet the criteria at that point in time.

 

3.2       The Head of Democratic Services shall inform the Political Group Leaders and their Deputies via e-mail whether the candidate(s) meet the criteria.

 

4          Councillors Total Length of Service

 

4.1       Councillors shall be elected to the position of Deputy Lord Mayor and Lord Mayor based on their total length of service with the City and County of Swansea Council and its predecessor Authorities.  Appendix A1 (The List) highlights the “Councillors Total Length of Service with the City and County of Swansea and each of its predecessor Authorities” (As at Date Printed on Appendix A1).

 

4.2       Simultaneous service on more than one of the City and County of Swansea Council’s predecessor Authorities will count as one period of service i.e.  If a Councillor was an Elected Member with Lliw Valley Borough Council and West Glamorgan County Council during 1990-1994, only 4 years would be counted towards the Councillors total length of service during that time.

 

4.3       If a Councillor has broken service with the City and County of Swansea Council or any of its predecessor Authorities, then the time of each of the periods of service will be added together in order to establish the total length of service.  For details of a Councillors Period(s) of Service with the City and County of Swansea and its predecessor Authorities, please refer to www.swansea.gov.uk/councillors

 

4.4       If a Councillor has accrued service with another Authority, then that time will not be counted, as the time has not been spent representing the people of the City and County of Swansea Council.

 

4.5       A Councillor shall be honoured with the title Deputy Lord Mayor / Lord Mayor once.

 

4.6       If two or more Councillors have exactly the same length of service, then the nomination will be determined as follows:

 

a)                  Between the Councillors involved;

b)                  The drawing of lots between the Councillors involved.

 

5          Procedure for the Nomination of Lord Mayor and Deputy Lord Mayor

 

5.1       Once a Councillor has been deemed to meet the criteria to be nominated Lord Mayor / Deputy Lord Mayor; the procedure is as follows:

 

a)                  Head of Democratic Services to consult with Political Group Leaders and their Deputies (all of whom have a vote) via email to determine whether the candidate(s) are appropriate.  Whether a candidate is appropriate is to be decided on an individual basis.  Considerations may include whether a candidate has been found in breach of the Code of Conduct, whether the breach was a serious breach and what sanction, if any, was imposed.  Other considerations include whether the Councillor has been found guilty or pleaded guilty to a serious criminal offence;

 

b)                  If unanimous decision that the candidate(s) are appropriate, and a report be presented to Council;

 

c)                  If there is not a unanimous decision then a meeting of the Constitution Working Group (CWG) shall be convened.  CWG will consider the appropriateness of the candidate(s) and decide what action to take based on the Protocol.

 

6          Appropriateness Test

 

6.1       The Appropriateness Test seeks to determine the appropriateness of candidate(s) nominated for the role of Deputy Lord Mayor and Lord Mayor.  It is a measure of their appropriateness at a current point in time.  Questions by the Constitution Working Group may include whether the candidate(s) is subject to any investigation by the Public Services Ombudsman for Wales in relation to any breach of the Code of Conduct, any sanctions imposed, any court proceedings or any other matter they consider relevant.

 

6.2       Depending on outcome of paragraph 6.1 above, the Constitution Working Group may hear representations from the candidate prior to making any final decision.

 

6.3       The powers of the Public Services Ombudsman for Wales and the Adjudication Panel for Wales are outlined in Appendix B1 to this report.

 

6.4       If a candidate is considered not appropriate for the role of either Lord Mayor or Deputy Lord Mayor they will be replaced on “the list” in accordance with their seniority and will be subject to the Appropriateness Test at the following round of Lord Mayor / Deputy Lord Mayor nominations.

 

7          Constitution Working Group Report to Council

 

7.1       The Constitution Working Group shall present a report to Council recommending the appropriate candidate(s) for the role of Deputy Lord Mayor / Lord Mayor to Council The report shall nominate one Councillor for the role of Deputy Lord Mayor and one Councillor for the role of Lord Mayor.

 

7.2       In the year of a Local Government Election, there will be a third and fourth recommendation seeking a resolution to name the next 5 Councillors as being eligible should the initial nominations fail to be re-elected.  These additional 5 Councillors shall be appointed in line with the Protocol.

 

7.3       When a Councillor is elected to the position of Deputy Lord Mayor, then that person would become Lord Mayor the following municipal year, subject to the Appropriateness Test.

 

8          Role of Council

 

8.1       Council will receive the report of the Constitution Working Group regarding nominations for the Deputy Lord Mayor and Lord Mayor.  It shall consider whether to accept the recommendations of the Constitution Working Group or not.

 

8.2       In the year of a Local Government Election, Council shall also be asked to accept the nominations of the next 5 Councillors under the Protocol in order to have an automatic fall-back position should the initial nominations fail to be re-elected.  The automatic fall-back would mean that the next eligible Councillor who had been subjected to and passed the appropriateness test by the Constitution Working Group would be elected to the position of Lord Mayor / Deputy Lord Mayor as necessary.

 

8.3       Should Council not accept the recommendations of the Constitution Working Group, then the matter should be deferred to either the next Ordinary meeting of Council or to an Extraordinary meeting of Council in order for the appropriateness test to be considered for the next Councillor in line based on length of service by the Constitution Working Group.

 

9          Deferment of Term of Office

 

9.1       A Councillor may request that their term of Office be deferred for any length of time or even an unspecified length of time.  However such a request must gain the support of the majority of the Political Group Leaders.  In the event of a tie, then the Constitution Working Group will consider the matter.

 

9.2       Once a Councillor has completed their deferment they will be replaced back on the Seniority List in accordance with their seniority.  They shall follow the next person in line to be Deputy Lord Mayor but shall not be permitted to replace the next person in line if the period until the next selection is less than 6 months.

 

10        Title and Chain of Office of Lady Mayoress / Lord Mayor’s consort / Deputy Lady Mayoress / Deputy Lord Mayor’s Consort

 

10.1     The Title and Chain of Office of Lady Mayoress / Lord Mayor’s consort / Deputy Lady Mayoress / Deputy Lord Mayor’s Consort is conferred at the Ceremonial Meeting of Council on an annual basis.

 

10.2     Any other person may accompany the Lord Mayor / Deputy Lord Mayor to any civic engagement to which the same courtesies and precedence would be extended, however, the Chain of Office may not be worn.

 

11        Behaviour of Lord Mayor / Deputy Lord Mayor during their Term of Office

 

11.1     Should the behaviour of the Lord Mayor / Deputy Lord Mayor be brought into question during their term of office, then the behaviour should be reported to the Chief Executive, the Monitoring Officer, the Head of Democratic Services and the relevant Political Group Leader.

 

11.2     However, if the alleged behaviour may lead to any investigation by the Public Services Ombudsman for Wales in relation to any breach of the Code of Conduct, any sanctions imposed, any court proceedings or any other matter considered relevant then the complainant should refer the matter to the Public Services Ombudsman for Wales or Police as appropriate.

 

11.3     The allegation will be passed to the Constitution Working Group for them to consider whether it requires any immediate action to be taken.  The Group should consider the point that people are presumed innocent and should not make any decision to impede that basis of law.  However, the CWG may determine any appropriate sanction based on the Appropriateness Test following the outcome of the Ombudsman’s or Police investigation (if any).

 

12        Suspension from Office as a Councillor

 

12.1     Should a Councillor be suspended from the Office of Councillor for a period of time following a breach of the Councillors Code of Conduct, the following actions are to be followed:

 

a)                  A suspended, partially suspended or disqualified Councillor would no longer meet the criteria to be Lord Mayor / Deputy Lord Mayor and would therefore automatically relinquish that Office.

b)                  The issue shall also be automatically referred to the Constitution Working Group for it to consider whether to appoint a new Lord Mayor, Deputy Lord Mayor etc.

 

13        Behaviour of Lord Mayor’s Consort, / Deputy Lord Mayor’s Consort, Lady Mayoress / Deputy Lady Mayoress during their Term of Office

 

13.1     Should the behaviour of the Lord Mayor’s Consort, / Deputy Lord Mayor’s Consort, Lady Mayoress / Deputy Lady Mayoress be brought into question during their term of office, then the behaviour should be reported to the Chief Executive, the Monitoring Officer, the Head of Democratic Services and the relevant Political Group Leader.

 

13.2     The allegation(s) will be passed to the Constitution Working Group for them to consider whether it requires any immediate action to be taken.  Action could include suspending the individual for a period of time or seeking a Council resolution to remove the individual from Office.

 

Appendix A1

Appendix B1

 

 


 

Appendix A1

Appendix A1

 

Councillors Total Length of Service with the City and County of Swansea and each of its predecessor Authorities” (21.05.2018).

 

Last Name

First Name(s)

Total Time Served

Municipal Year served as LM

Lewis

Richard

45 years, 0 months, 11 days

2010-2011

Thomas

Des

42 years, 6 months, 21 days

1996-1997

Burtonshaw

June

35 years, 0 months, 16 days

2002-2003

Francis-Davies

Robert

35 years, 0 months, 16 days

2001-2002

Holley

Christopher

33 years, 0 months, 19 days

2006-2007

Sullivan

Gareth

31 years, 0 months, 14 days

2008-2009

Hopkins

David

27 years, 0 months, 19 days

2016-2017

Downing

Philip

21 years, 11 months, 13 days

2017-2018

Phillips

David

25 years, 0 months, 15 days

Current Lord Mayor

Black

Peter

34 years, 0 months, 18 days

Current Deputy Lord Mayor

Lloyd

Paul

21 years, 1 months, 24 days

 

Child

Mark

19 years, 0 months, 15 days

 

Day

Mike

19 years, 0 months, 15 days

 

Jones

Mary

19 years, 0 months, 15 days

 

Thomas

Graham

19 years, 0 months, 15 days

 

Stewart

Robert

15 years, 0 months, 20 days

 

Fitzgerald

Wendy

13 years, 11 months, 11 days

 

Hood-Williams

Paxton

13 years, 11 months, 11 days

 

Kirchner

Erika

13 years, 11 months, 11 days

 

Philpott

Cheryl

13 years, 11 months, 11 days

 

May

Peter

11 years, 5 months, 0 days

 

Matthews

Penny

10 years, 10 months, 2 days

 

Doyle

Ryland

10 years, 0 months, 20 days

 

Evans

William

10 years, 0 months, 20 days

 

Jones

Jeff

10 years, 0 months, 20 days

 

Jones

Sue

10 years, 0 months, 20 days

 

Morris

Hazel

10 years, 0 months, 20 days

 

Richards

Christine

10 years, 0 months, 20 days

 

Smith

Paulette

10 years, 0 months, 20 days

 

Jardine

Yvonne

9 years, 11 months, 8 days

 

Crouch

Sybil

6 years, 0 months, 18 days

 

Curtice

Jan

6 years, 0 months, 18 days

 

Davies

Nick

6 years, 0 months, 18 days

 

Evans

Mandy

6 years, 0 months, 18 days

 

Gordon

Fiona

6 years, 0 months, 18 days

 

Hale

Joe

6 years, 0 months, 18 days

 

Hennegan

Terry

6 years, 0 months, 18 days

 

Hopkins

Beverley

6 years, 0 months, 18 days

 

James

Lynda

6 years, 0 months, 18 days

 

Lewis

Andrea

6 years, 0 months, 18 days

 

Lloyd

Clive

6 years, 0 months, 18 days

 

Raynor

Jennifer

6 years, 0 months, 18 days

 

Smith

Robert

6 years, 0 months, 18 days

 

Tanner

Gloria

6 years, 0 months, 18 days

 

Thomas

Mark

6 years, 0 months, 18 days

 

Tyler-Lloyd

Linda

6 years, 0 months, 18 days

 

Walker

Gordon

6 years, 0 months, 18 days

 

Walton

Lesley

6 years, 0 months, 18 days

 

White

Mike

6 years, 0 months, 18 days

 

Anderson

Cyril

3 years, 0 months, 14 days

 

Evans

Ceri

3 years, 0 months, 14 days

 

King

Elliot

3 years, 0 months, 14 days

 

Lewis

Mike

2 years, 0 months, 16 days

 

Durke

Mike

1 years, 0 months, 16 days

 

Gallagher

Stephen

1 years, 0 months, 16 days

 

Gibbard

Louise

1 years, 0 months, 16 days

 

Griffiths

Kevin

1 years, 0 months, 16 days

 

Helliwell

David

1 years, 0 months, 16 days

 

James

Oliver

1 years, 0 months, 16 days

 

Jones

Lyndon

1 years, 0 months, 16 days

 

Jones

Peter

1 years, 0 months, 16 days

 

Langstone

Myles

1 years, 0 months, 16 days

 

Lewis

Wendy

1 years, 0 months, 16 days

 

Mann

Irene

1 years, 0 months, 16 days

 

Pritchard

Samuel

1 years, 0 months, 16 days

 

Pugh

Alyson

1 years, 0 months, 16 days

 

Roberts

Kelly

1 years, 0 months, 16 days

 

Rowlands

Brigette

1 years, 0 months, 16 days

 

Sherwood

Mary

1 years, 0 months, 16 days

 

Stevens

Andrew

1 years, 0 months, 16 days

 

Sykes

Mo

1 years, 0 months, 16 days

 

Thomas

William

1 years, 0 months, 16 days

 

 

 


 

Appendix B1

Appendix B1

 

Public Services Ombudsman for Wales and the Adjudication Panel for Wales Powers

 

1                    The Public Services Ombudsman for Wales considers complaints that Members of Local Authorities in Wales have broken the Code of Conduct.  The Ombudsman investigates such complaints under the provisions of Part III of the Local Government Act 2000 and the relevant Orders made by the National Assembly for Wales under that Act.  Where the Ombudsman decides that a complaint should be investigated, there are four findings, set out under Section 69 of the Local Government Act 2000, which the Ombudsman can arrive at:

 

a)                  That there is no evidence that there has been a breach of the Authority’s Code of Conduct;

b)                  That no action needs to be taken in respect of the matters that were subject to the investigation;

c)                  That the matter be referred to the Authority’s Monitoring Officer for consideration by the Standards Committee;

d)                  That the matter be referred to the President of the Adjudication Panel for Wales for adjudication by a tribunal (this generally happens in more serious cases).

 

2                    In the circumstances of c) and d) above, the Ombudsman is required to submit the investigation report to the Standards Committee or a Tribunal of the Adjudication Panel for Wales and it is for them to consider the evidence found by  ...  view the full agenda text for item 1.

2.

How Councillors and Officers Deal with Planning Applications

Bookmark 2

1.         Introduction

 

1.1       The planning system involves taking decisions about the development and use of land in the wider public interest, in accordance with the provisions of the Development Plan, unless there are overriding material planning consideration which indicate otherwise.

 

2.         Role of Councillors

 

2.1       Councillors determine the Council’s Planning Policy. They must abide by the provisions of the Code of Conduct during the development plan process. It is essential that they exercise their own responsibility to declare any personal interests such as land ownership or business interests which may be affected when plans are in preparation.

 

2.2       When Planning Committee Members come to make a decision on a planning application they will:

 

a)                  Act fairly and openly;

b)                  Approach each application with an open mind;

c)                  Carefully weigh up all relevant issues;

d)                  Determine each application on its own merits;

e)                  Avoid undue contact with interested parties;

f)                    Ensure that the reason for their decisions are clearly stated.

 

2.3       Non-Planning Committee Members are not bound by rules of pre-determination and are generally free to:

 

a)                  Discuss any planning application with an applicant and/or lobby group;

b)                  Attend any meeting arranged by an applicant and/or lobby group;

c)                  Attend and speak at a Community / Town  Council meeting;

d)                  Relay relevant information about an application to the planning officer;

e)                  Seek information from the planning officer.

 

2.4       They must at all times abide by the Member Code of Conduct and cannot improperly influence planning officers.

 

3.         Role of Officers

 

3.1       The officers’ function is to advise and assist Councillors in matters of Planning Policy and in their determination of planning applications by:

 

a)                  Providing impartial and professional advice;

b)                  Making sure that all information necessary for the decision to be made is given;

c)                  Providing a clear and accurate analysis of the issues;

d)                  Assessing the application against the Council’s Development Plan policies and all other material considerations;

e)                  Giving a clear recommendation;

f)                    Carrying out the decisions of Councillors in Committee or Council.

 

4.         Lobbying

 

4.1       It is quite common for applicants or other interested parties to wish to discuss a proposed development with Councillors before a planning application is determined.

 

4.2       This can help Councillors’ understanding of the issues and concerns associated with an application.  However, to avoid compromising their position before they have received all the relevant information, Planning Committee Members will:

 

a)                  Avoid as far as possible meeting an applicant or potential applicant alone;

b)                  Avoid making it known whether they support or oppose the proposal;

c)                  Restrict their response to giving Procedure advice;

d)                  Not pressurise officers to make a particular recommendation in their report;

e)                  Direct lobbyists or objectors to planning officers who will include reference to their opinions where relevant in their report;

f)                    Advise the Head of Planning & City Regeneration or the Cabinet Member of the existence of any lobbying.

 

4.3       Where a Councillor feels that his/her impartiality has been compromised he/she will need to decide whether to declare a personal interest and withdraw from the decision making process.

 

4.4       Membership of a Community / Town Council which has expressed a view on an application does not by itself give rise to a conflict provided that the Member retains an open mind.  The Council’s Monitoring Officer will give advice on whether an interest should be declared in cases of doubt.

 

5.         Discussions with potential applicants

 

5.1       Pre-application meetings with potential applicants are encouraged, but to avoid them being misunderstood they will normally be at officer level and:

 

a)                  Where they involve Planning Committee Members they will be at a forum prescribed for the purpose;

b)                  Potentially contentious meetings will be attended by at least two officers including the Head of Planning & City Regeneration or his representative;

c)                  A note of the discussion will be taken and placed on file and made available for public inspection at the appropriate time;

d)                  It will be made clear at such meetings that only personal and provisional views based upon the Development Plan can be given and no decisions can be made which would bind or otherwise compromise the Planning Committee or Council.

 

6.         Decisions contrary to officer recommendation

 

6.1       From time to time Members of the Planning Committees or Council will disagree with the professional advice given by the Head of Planning & City Regeneration.

 

6.2       In such cases the reasons for rejecting an Officer’s recommendation will be clearly stated and recorded in the minutes of the meeting.  Where an appeal arises against such a decision, Officers will give support to the relevant members in preparing evidence for the appeal.

 

7.         Site Visits

 

7.1       Site visits can be useful to identify features of a proposal which may be difficult to convey in a written report, but site visits do delay the decision on an application.

 

7.2       When appropriate, however, they will be normally requested by a ward member at the time of calling an application to Committee; or

 

7.3       Be authorised by the relevant Committee or by the of Planning & City Regeneration, or his representative, in consultation with the Chair of the relevant Committee;

 

7.4       Normally, the site visits will be held between the publication of the Committee Agenda and the Committee meeting.

 

8.         Planning Applications by Councillors or Officers of the Council

 

8.1       When an application is submitted by anyone involved in the planning process, the Member or officer will:

 

a)                  Inform both the Head of Planning & City Regeneration and the Council’s Monitoring Officer;

b)                  Take no part in processing or determining the application.

 

8.2       The Head of Planning & City Regeneration will ensure that all such applications are determined at the Committee meeting and not under delegated powers.

 

9.         Planning applications by the Council

 

9.1       The Council itself requires planning permission to carry out or authorise development on land it owns.  These applications will be treated in the same way as those from private applicants.

 

10.       Complaints

 

10.1     Any issues or concerns arising from the Code of Practice can be raised with the relevant Cabinet Member with responsibility for Planning, the Corporate Director (Place), or the Head of Planning & City Regeneration.

 

10.2     The Council also have a formal complaints system in operation which can be used if necessary and accessed via the following link: http://www.swansea.gov.uk/article/7326/Corporate-complaints-procedure

 

10.3     The Council’s Complaints Team can be contacted on 01792 63 7345.

 

10.4     Issues of maladministration can be referred to the Public Services Ombudsman for Wales who can be contacted at:

 

·                     1 Ffordd yr Hen Gae, Pencoed, CF35 5LJ

·                     0300 790 0203

·                     ask@ombudsman-wales.org.uk

·                     www.ombudsman-wales.org.uk

 

3.

Title of Lord Mayor or Deputy Lord Mayor in Councillors Correspondence

Bookmark 3

1.         Introduction

 

1.1       This protocol provides Councillors with guidance on the Use of the Title Lord Mayor or Deputy Lord Mayor in Councillors Correspondence.  A breach of this protocol is deemed a breach of the Members Code of Conduct.  As such should a breach occur then it should be reported to the Public Services Ombudsman for Wales.

 

2.          Personal Motto and / or Civic Crest

 

2.1       The use of a Personal Motto or an attempt to use or amend the Civic Crest by the Lord Mayor, Deputy Lord Mayor or any Councillor in correspondence shall not be allowed.

 

3          Use of the Title Lord Mayor or Deputy Lord Mayor

 

3.1       The use of the Title Lord Mayor or Deputy Lord Mayor in personal correspondence shall not be allowed.

 

           

4.

Access to Political Group Rooms and Other Councillor Areas by Members of the Public

Bookmark 4

1.         Introduction

1.1       This protocol provides Councillors with guidance on access to Political Group Rooms and other Councillor areas by members of the public.  A breach of this protocol is deemed a breach of the Members Code of Conduct.  As such should a breach occur then it should be reported to the Public Services Ombudsman for Wales.

 

1.2       Whilst access to rooms is outlined below, Members of the public should not be allowed to use the Council’s ICT equipment or any other facility prohibited by other Council protocols.  Use of Council telephones in Councillor Areas may be allowed but only with the prior consent of the Councillor.  Such use must be modest, necessary and appropriate.

 

2.         Access to the Political Group Rooms & Other Councillor Rooms by Members of the Public

2.1       Political Group Leaders / Deputy Group Leaders shall have the responsibility for deciding whether or not members of the public should be allowed to remain unattended in their Political Group Rooms.

 

2.2       Political Group Leaders / Deputy Group Leaders are advised to consider whether or not the member of the public has a legitimate reason for being invited in the Political Group Room.

 

2.3       The relevant Political Group Leader / Deputy Group Leader shall have the responsibility of policing their own Political Group Rooms.

 

           

 

5.

Councillors Correspondence

Bookmark 5

1.         Introduction

 

1.1       This protocol provides Councillors with guidance on Use of Political Party / Political Group Logo, Personal Imagery and/or Colour in Councillors Correspondence.

 

1.2       Councillors must not use Council facilities and resources including letterheads and other correspondence to promote their Political Group / Political Party purposes.

 

1.3       A breach of this protocol is deemed a breach of the Members Code of Conduct.  Any such breach may be reported to the Public Services Ombudsman for Wales.

 

2.         Councillors Political Party / Political Group Names / Colours / Logos and / or Personal Imagery

 

2.1        The Council shall not print or allow its equipment / facilities to be used to print (or publish) correspondence for Councillors containing their Political Party / Political Group Names / Colours / Logos and / or Personal imagery.

 

3.         Councillors Surgery Posters

 

3.1       Councillors Surgery Posters printed by the Council shall be allowed providing they are either printed using the corporate colours or in black and white.

 

3.2       A colour image of the Councillor shall be allowed for Councillor Surgery Posters; however the Political Group / Party Name / Logo shall not be permitted.

 

           

 

6.

Response to Councillor Correspondence Protocol

Bookmark 6

1.         Introduction

 

1.1               The “Customer Service - Guidelines for Staff” booklet outlines the Customer Request Response Guidelines.  These guidelines do not differentiate between members of the public and Councillors.  This Protocol makes a differentiation between Councillors and the public.

 

2.         Service Requests

 

2.1       On occasion it is likely that a Councillor will approach an Officer directly in order to request a service (e.g. reporting a faulty street light, requesting an appointment etc.).  In such occasions this Protocol does not apply.  The Officer will simply pass the Service Request to the relevant section and they will be dealt with in the normal way.

 

3.         Councillor Request Response Guidelines

 

3.1               All requests, where possible (and unless legislation allows otherwise e.g. FOIA gives 20 working days), shall be responded to within 5 clear working days of receipt.

 

3.2       If the response can be produced within 5 clear working days, no acknowledgement of receipt of the request is necessary.

 

3.3               Where this is not possible (e.g. due to complexity), an acknowledgment shall be sent within the 5 clear working days.  The acknowledgment can be by written letter or e-mail and must contain the reason for the delay and a realistic timescale as to when the response will be made.

 

3.4       These guidelines apply equally to all forms of correspondence (written or verbal) including those received in the Welsh Language.

 

 

 

Contacts:
© 2011 City and County of Swansea
Civic Centre, Oystermouth Road, Swansea. SA1 3SN. Tel: 01792 636000 Fax: 01792 636340