Archived decisions

ATTENDANCE AT CONFERENCES AND SEMINARS ETC - `OPEN' INVITATIONS

1. Recent experience has suggested that it will be helpful for County Councillors and officers if there were a corporate protocol in place to guide them with regard to the issue and receipt of `open' invitations to conferences or seminars or other similar events

2. Increasing use of e-mail has resulted in `e-flyers' and e-invitations to conferences, seminars and other events being sent to all Members of the County Council at a keystroke and, where they were from an authorised source, assumptions have been made that attendance would qualify as an `approved duty'. The County Council's policy, however, is that the Chief Executive is authorised to approve all Members' attendance at conferences, seminars. This he does only after consultation with the Leader of the Council and, for transparency, a report listing Members' attendances is submitted to the Governance Committee each year.

3 Given the potential impact on the Members' conferences and travelling expenses budgets of unmanaged Member attendance, the County Council has always required specific consideration to be given to conference, seminar etc attendance. Sometimes formal decisions are made by Portfolio Holders as to Member attendance at national events within the scope of their portfolios, whilst in other cases the Chief Executive liaises with the Leader. `Open' invitations, however, have operated on an ad hoc basis with advice being given to Members in individual cases. Accordingly the Committee considers that it will be more efficient and effective for corporate guidance to be produced which will clarify the procedures to be followed not only with regard to the issuing of invitations but also the authorisation of Members' attendances as `approved duties'.

4. The Committee has agreed, therefore, that the Chief Officer or partner organisation hosting or leading an event should, before issuing the `open' invitation, consult with their respective Portfolio Holder as to the identification of particular Members from across all the political groups whose responsibilities would warrant a targeted approach, e.g. spokesperson or champion, or committee chairman or member. These appointments made after consultation with the respective Portfolio Holder would normally not exceed four Members and include minority group representation. The flyer or e-mail would then be issued as an `open' invitation to the remainder of the Council's membership and not be eligible for the payment of fees or expenses. The Committee accepts that some Members may be less inclined to accept the `open' invitation in these circumstances but on the other hand those Members for whom attendance will closely align to their responsibilities as a County Councillor will be given appropriate support and encouragement to benefit and share their experience within their political groups, the Council and their communities.

5. `Open' invitations to Members from external sources would continue to be dealt with as at present, namely by the Chief Executive when he becomes aware of them in consultation with the Leader of the Council.