DEMOCRATIC SERVICES REVIEW APPENDIX C ISSUES ARISING FROM CRITICAL FRIENDS PANEL MANAGEMENT/ RESOURCE ISSUES Suggested services that could be merged include: mayoralty, members services, members secretary and elections. Could also be extended to committee services Line management needs to be reviewed particularly relating to mayoralty, members services and members secretary Need to clearly clarify roles for those involved in members support including leader and deputy to ensure best use of resources and avoid duplication Model used in other GM councils for the elections service could be pursued ie. Full time officers seconded to elections at peak times Opportunities for committee services to merge with executive services Could establish a link officer for all directorates TECHNOLOGY Members database needs to be introduced asap some details could be included on website Needs to be fully utilised and training on housekeeping offered to members Increased use of website is enhancing the service and should be pursued further Investigate access to electoral register to give members access to view BPR on elections potential for further involvement of BPR to further call centre application Review responsibilities for the upkeep of directorate issues on SOLAR Consistent approach to SOLAR needed ie all reports should be published and all lead member meetings SERVICE PROVISION All member related issues would be within one unit eg. Travel arrangements Members mail dispatch to be reviewed - collection/re-location Re-organise the provision of paper copies of agenda etc Central library needs organising effectively and resourced Review service provision for lead member briefings to create an authority wide consistency of approach Assess the support needed by cabinet and who resources it Role of executive unit support to cabinet members to be reviewed Inconsistency of current provision to cabinet with gaps identified Fragmented approach to research a facility needs to be established Review meeting groups and identify which will no longer be required and which will need servicing Consistent approach to lead member support needed Requirement to service outside meetings to be assessed STANDARDS/PROCEDURES/ PROTOCOL Central diary to be fully utilised and used as remembrancer Support to political parties and individual elected members needs to be reviewed and standardised Finalise/publish standards relating to advocacy role Could be potential for conflict if exec services extended their role to other members Need a consistent approach to meetings with outside bodies support needs to be provided to members Protocols need to be established between Exec services, committee admin & scrutiny support Produce an easy guide to the constitution Role of guardian of the constitution needs to be reviewed MARKETING Promote central diary and its use Raise profile of central library Need to publicise election related issues: arrangements when standing for election, standing as a candidate, changes in legislation and details about polling stations Broaden scope of marketing election issues at schools Increased use of public relations to promote the mayor Role of mayor could be used in community engagement Potential for partnership working