Agendas, Meetings and Minutes - Agenda item

Agenda item

Worcestershire Councillors' Divisional Fund

Minutes:

The Panel received a report which presented an annual update on the Worcestershire Councillors’ Divisional Fund (WCDF). The Democratic Governance and Scrutiny Manager (DGSM) reminded the Panel that the purpose of the scheme was to enable Members to facilitate ‘good works’ for the benefit of their division, focusing on environmental, economic or social well-being issues. In total, 703 submissions had been authorised for payment during the year with 93% of available monies being spent and £29,581 agreed to be rolled over to 2020-21.

 

During the year Members had received guidance reminding them of key points to bear in mind, for example the need to declare an interest under the Members Code of Conduct and the importance of considering the financial viability of the potential recipient and to check on their VAT status. 

 

Whilst the digitalisation of the process had been widely welcomed, the Chairman raised an issue which was causing some concern for Members. He explained that some organisations were pre-filling the proforma and sending it to all councillors, anticipating that it might just be signed and submitted. This did not fit with the purpose of the Scheme which, was to allow members to help local divisional priorities and there was concern that there could be abuse of the system. The DGSM commented that some organisations wrongly viewed it as a grant scheme but it was Members’ decision as to which cause they wished to support. The DGSM suggested removing the proforma from the website to help alleviate the problem and reminded members that all applications were also checked and authorised and would be questioned if they did not confirm to the Policy. Following further discussion, it was agreed that the DGSM would write to all Members offering guidance in respect of the pre-filled forms that they received.

 

A Member queried what would happen to the funding awards made during 2019-20 which hadn’t been spent due to COVID-19. The DGSM advised that if members had allocated funds in 2019-20 or 2020-21 to an event or initiative which did not proceed due to the ongoing Coronavirus restrictions, then the allocation, once refunded, could be brought back into this year’s fund and be reallocated.

 

Cllr Raine suggested that an analysis of the investment in local communities made via the WCDF would be helpful to gain a wider appreciation of the coverage of the scheme and offered to complete he offered to complete this task on behalf of the Panel. The Chairman thanked him for this offer and felt the information could be used to send out a positive message to demonstrate one of the ways in which local councillors have a direct impact in their local communities.

 

The Cabinet Member with responsibility for Transformation and Commissioning suggested that Members should be reminded that their allocation should be spent before purdah.

 

The Panel were supportive of the continued WCDF and it was agreed that:

 

·       The Democratic Governance and Scrutiny Manager would write to all Councillors to provide guidance on handling the general mail shots and pre-filled proforma requests for funding.

·       The proforma be removed from the Council’s Website to discourage its misuse in relation to the above.

·       A reminder would be sent to all Councillors to ensure their divisional funds were spent before purdah.

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