Agenda and minutes

Administration Committee - Monday, 1 July 2013 6:00 pm

Venue: Committee Room, Civic Offices, Leigh Road, Eastleigh

Contact: Cheryll Kemsley, Democratic Services Officer Tel: 023 8068 8112; Email: 

No. Item


The Chair firstly welcomed Elizabeth Taylor and Elaine Burnell, the Council’s Independent Members, to the meeting.


Minutes pdf icon PDF 10 KB

To consider the Minutes of the meeting held on 11 February 2013.




That the Minutes of the meeting held on 11 February 2013 be confirmed and signed by the Chair as a correct record.


Declarations of Interest

Members are invited to declare interests in relation to items of business on the agenda.  Any interests declared will be recorded in the Minutes.


There were no declarations of interest in relation to items of business on the agenda.


Standards Complaints - Annual Review pdf icon PDF 12 KB


Consideration was given to the report of the Head of Legal and Democratic Services which reminded Members that the Council had adopted a new code of Conduct on 26 July 2012 for dealing with complaints.


The investigation of complaints was delegated to the Monitoring Officer who would report annually to this Committee on the complaints received and action taken.


In the last year the Monitoring Officer had received two complaints:


-  A complaint from a parish councillor about the behaviour of another parish councillor and a borough councillor. The Monitoring Officer considered the complaint, and after consulting with one of the Independent Persons, it was decided not to investigate the complaint as it was not felt that there had been a breach of the Code of Conduct;

-  A complaint from a member of the public about correspondence with a borough councillor. This complaint was received recently and was on-going.

Councillor Olson had concerns that an annual report of complaints received and action taken was insufficient and proposed that the procedure be amended to present a more detailed report at every meeting of this Committee. This proposal was not supported by other Members who felt it unwise to change procedure; complaints were often vexatious, and discussion of individual cases in an open forum could harm reputations and cause unnecessary upset. The Monitoring Officer added that if, following an investigation, there was a case to take action then that would be brought before Members for consideration.


The Monitoring Officer reported that Dave Bevis, the Council’s lead Independent Person in post until 30 June 2013, was unwell. Members wished to convey their thanks Mr Bevis for his involvement and contribution to the standards regime since his appointment under the previous standards arrangement in May 2010, and wished him a speedy recovery and all the best for the future.




That the report be noted.


Disclosure and Barring Procedure pdf icon PDF 13 KB


Consideration was given to the report of the Head of Legal and Democratic Services following a change to the Disclosure and Barring Service (DBS – formally CRB) procedure.


The change to the DBS process was part of the Government’s aim to put the individual in greater control of their own data. Individuals were now able to challenge the information the DBS released before it was seen by their current or prospective employer. In addition, the DBS was creating the DBS Update Service which required the applicant to pay an annual subscription of £13 to keep their certificate up-to-date and take it with them from role to role.


This meant that the Council no longer received a copy of the DBS certificate, and it was recommended that all existing drivers be required to present their DBS certificate to the Licensing department within seven days of receipt, unless subscribed to the DBS Update Service. Failure to do so would result in the licence being suspended until such time as the certificate was produced.




That the procedure for licensing drivers in relation to the Disclosure and Barring Service (DBS) checks be amended to include:

  I.  That new applicants must produce a copy of their DBS certificate before their application was considered; and

  II.  That existing drivers not subscribed to the DBS Certificate Update must present a copy of their certificate to the Licensing Team within 7 days of receipt.  Failure to do so would result in the Licence being suspended until such time as a satisfactory certificate was produced.