Agenda and minutes

Councillor Anita MacDonald declared a Personal Interest in Agenda Item 5 – Review – The Security of Members of the Council when meeting with members of the public because of a recent ongoing personal safety incident with one of her constituents. She remained in the room and took part in discussions on the item.

Agreed as an accurate record.

To confirm the items of business marked Part I will be considered in public and that the items marked Part II will be considered in private.

It was agreed that all items of business were considered in public.

At the last meeting of the Committee, Members agreed to undertake a short review which would look at the measures which were already in place and which could be introduced to improve the safety of individuals when meeting with members of the public at the Civic Centre. Included in this review would be Members Ward surgeries which took place at a variety of venues within the Borough.

A scoping report had been produced for Members which provided background and areas which could be investigated  

The Council’s Facilities Manager attended the meeting and provided the following information to Members:

• The Council’s new security contract began on 14 March and had resulted in no visible change to the security service which was delivered
• Security comprised of 12 staff, who were very experienced in terms of providing the service within the Council
• The Civic Offices in theory were open to the public until the last meeting within the building had finished. Members were informed that the main reception to the Civic Centre was manned throughout the night as there were occasions in an emergency when members of the public turned up at the Council offices

·        The present security cover for the Civic Centre included the main reception area, Housing Reception, Children’s Reception, the Multi-Storey Car Park and the Members’ Car Park

·        There was no designated security cover within Phase II of the Civic Centre, in the area where Members usually met with constituents

·        Security measures could be put in place within Phase II should there be the potential for a disturbance during meetings where outside people were involved. This had been the case with a recent meeting of the Cabinet

·        There were a number of meeting rooms within the Civic Centre where panic buttons were fitted

·        The meeting rooms within the Civic Centre reception area were best suited for Members meeting with members of the public as there was a security presence at all times in this area

·        Security staff provided first aid cover in the absence of the occupational health nurse and designated first aiders i.e. out of hours

Discussion then took place on the present procedures which were in place for Members. The Labour Group had recently advised their Members if they were meeting with constituents they did not know, that they should book a room down by the Civic Centre reception area, where security were close by.

In relation to Ward Surgeries, Labour Group Members have been advised by Group officers that they should not attend a Ward Surgery on their own. Most of the Labour Group Members adhered to this, although there were Members who felt safe in the environment they held their surgeries if they were held in a very public place with people around all the time.

The Facilities Manager informed Members that the meeting rooms in the Main Reception area of the Civic Offices contained panic alarms, whereas the meeting rooms within Phase II near to the Group Offices did not have panic alarms.

Members were  ...  view the full minutes text for item 57.

Noted.

Members were asked to email the Democratic Services Manager if there were any items which they wanted on the agenda for the next meeting of the Committee (20 April 2011), otherwise the meeting would be cancelled.   

Members noted that the Cabinet Forward Plan had not been published this month.