The Standards Advisory Committee of Tower Hamlets Council met on Tuesday 18 April 2023 to discuss the annual report, the register of interests, complaint monitoring, and the review of the code of conduct and member-officer protocol. The committee reviewed the annual report, noted that all member declarations of interest were up to date, and discussed ongoing complaint monitoring. Significant time was dedicated to reviewing and amending the member-officer protocol.

Annual Report to Council

Jill Bayley presented the draft annual report to the Council, noting that some minor updates were required before its final submission. These included correcting a name omission and clarifying the number of complaints received, which was confirmed as six, with one initially logged incorrectly. The report highlights issues that require immediate attention and checking.

Gibson Hospitality and Members' Register of Interests

The committee received an update on the Members' Register of Interest and Gibson Hospitality. All outstanding declarations from members have now been received, bringing the register up to date. Only one declaration of hospitality was received, which was submitted slightly late due to a system glitch. The council will issue another reminder at the end of April to capture any hospitality received over Easter or Ramadan. Councillor Shafi Ahmed highlighted the officers' diligence in reminding members about deadlines, a point echoed by co-opted members who are not seeking gifts or hospitality. Matthew Mannion inquired about the readership statistics for member bulletins, suggesting it could be a topic for next year's work plan.

Complaint Monitoring

The committee reviewed the current complaint monitoring, noting seven complaints listed as current. One complaint was entered in error and is expected to be removed from the system. Another serious matter involving an external agency is being actively pursued, with no news yet. Two other outstanding complaints have been chased, and the Independent Person (IP) will be liaising with them. Three matters have been closed without investigation after consultation with the IP. A discussion ensued regarding a complaint received via email rather than the official online form. It was clarified that while the council can accept written submissions in cases of difficulty, the standard procedure requires the use of the online form as per the constitution. The complaint in question lacked sufficient detail to be pursued, and as the complainant had not responded to requests to complete the form, it was likely to be removed from the list. The committee also noted a serious allegation being chased with the police, underlining the importance of dealing with such matters properly and transparently.

Annual Review of Code of Conduct

The committee undertook its annual review of the Code of Conduct, which came into force in May 2022 and is based on the LGA model code. Officers Agnes Adrien and Jill Bayley, along with Matthew Mannion, saw no immediate need for changes. However, Fiona Browne suggested referencing legal action within the code, stemming from discussions on the member-officer protocol. Matthew Mannion and others noted minor typographical errors and incorrect appendix references that would be rectified.

Member-Officer Protocol

Agnes Adrien led the discussion on the Member-Officer Protocol, which supplements the Code of Conduct and outlines the roles of members and officers, their interactions, and the use of facilities. The protocol has been reviewed to align with the Code of Conduct, aiming for clearer language. Several amendments and points for consideration were raised:

• Councillor Shafi Ahmed suggested strengthening the protocol to clarify the expected conduct of staff working in political offices, referencing an instance at the Budget Council meeting where staff appeared to be clapping with members of the public.
• Sirajul Islam proposed splitting a paragraph in the protocol to give greater prominence to the section on members not criticising officers.
• Concerns were raised about the implicit concept of predetermination and whether it should be explicitly mentioned, although it is covered in the constitution and Code of Conduct.
• A suggestion was made to explicitly state that any non-approved use of resources could lead to a complaint, as it would be a breach of the Code of Conduct.
• Amanda Orchard questioned the inclusion of the word privately in relation to member complaints, suggesting it could imply unnecessary secrecy and that the wording for both member and officer complaints should be consistent. Agnes Adrien agreed to remove the word.
• Fiona Browne offered drafting comments, including the removal of the phrase it is self-evident and suggestions for improving the document's structure and accessibility. She noted repetitions and a perceived lack of a consistent tone, suggesting it could benefit from a more principles-based approach, similar to the revised Code of Conduct.

Work Plan

The committee reviewed its work plan, noting that most items for the current year have been completed. Future work will include the member-officer protocol, learning and development initiatives, and standard ongoing tasks. Members were invited to suggest any additional items for the work plan. A draft proposal for the next municipal year's work plan will be presented in June-July.

Any Other Business

The committee discussed plans to recruit another independent co-opted member. An advertisement will be placed, and members will be informed to encourage potential applicants. The previous recruitment process was described as disappointing, with only a few candidates interviewed, and the appointed individual had since resigned.