Ards and North Down councillors have received an apology from council officials after it was discovered a key policy document went ahead without elected representatives getting a chance to vote on it.
At the most recent meeting of Ards and North Down Borough Council at Bangor Castle, councillors agreed to a DUP proposal for a detailed investigation report into why a leisure admissions policy document went ahead without elected rep's approval.
While no specific mention of the details of the policy was referred to, one councillor made reference to the document in relation to “single safe sex spaces.” The document was taken down from the council website before Christmas.
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At the meeting, DUP Councillor Jennifer Gilmore made reference to the council’s Community and Wellbeing Committee. She said: “My questions, which I would like some answers to, are about the admissions policy under which (leisure) users (have been) admitted under.
“It has only just been brought to my attention that a leisure admissions policy was being operated that was at no point brought before this council, nor any of its committees for scrutiny, discussion, or approval. Nor did it go through any equality impact assessment, and I am shocked it was allowed to happen, and want some answers.”
She added: "I know the Chief Executive (Susie McCullough) has sent some emails to members, updating us on the process. But the policy that was there last Friday, am I correct that it is no longer being implemented?”
The Director of the council’s Community and Wellbeing Committee told the chamber: “We have withdrawn the policy itself. Although calling it a policy - we acknowledge it is not a council policy as it did not go through the proper approval process. The document has been withdrawn.”
Councillor Gilmore said: “Because any such policy should have gone through the proper channels, and I want some answers about how this policy was uploaded to the council website and has been put into operation without any approval from this council.
“We have a process in place for a reason, to ensure policies are robust, scrutinised, and are determined by members of this council. We regularly have policies and policy updates before various committees, however this unapproved leisure admissions document, nor any updates, have ever been brought before the members of this council or committee for approval.”
She said: “As a decision maker of this council, elected by the residents of Ards and North Down, it gives me serious concern. It raises questions about other unapproved policies or documents which may be in place.
“The policy in question was a serious policy which many in this chamber have varying views about, but we haven’t been given any opportunity to discuss or consider the impact it may have. I am not focusing on the specific details of that policy this evening.
“I have previously put on record in this chamber my belief that there should be a provision for single safe sex spaces - an important place to protect the safety, dignity and privacy of women and girls. However, the matter I raise this evening is in relation to the principle and risk of us not following the correct procedure in terms of policy implementation.
“How was this document put in place? Why was it not brought before us? What other policies are also in place without authorisation and what measures can we take to ensure it doesn’t happen again?”
The Director of the Community and Wellbeing Committee told the chamber: “I would start off with a sincere apology for what has happened. It is correct it did not go through the agreed policy development process.
“It was an admissions procedure document that (the old) Ards Borough Council had used and was carried forward into the new council. However, once we established a proper policy development process, it was called a policy, and it should have gone through the process.”
He said: “What has happened in the meantime is we have instructed for that process to be put in place immediately. I personally became aware of this on Monday and at the start of this week the instruction was given to do that, and I have gotten assurance that is underway.
“There are a number of things involved with that, including internal consultation with staff, external consultation with stakeholders, screening for all sorts of things including equality, but also sustainability, and there is also a need to review this from a legal perspective as well. We have also instigated that and had a meeting with our legal advisors this afternoon. There is more of that to follow.
“So once that due process takes its course, then the opportunity is there for anybody and everybody to have an input and make a comment about that.”
Councillor Gilmore proposed a report back to committee in the new year "detailing a clear action plan how this specific policy investigation is being progressed” and with “a full list of policies, and whether they have been approved by this council or not.”
She also asked for a “framework to ensure policy development is carried out in accordance with the council’s scheme of delegation to avoid any future repeat of what happened.” Her proposal received unanimous support.
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