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Award Ceremonies Attended or Hosted by Council

Requested on
Thu 21st April, 2011
Reference
FOI 1272
Resolution
Information provided

Question

I am writing to obtain information about council attendance at, or hosting of, ‘award ceremonies’ and ‘conferences’. ‘Award ceremonies’ should include, but not be restricted to, any event attended or held by the council to reward staff for quality of performance etc. ‘Conferences’ should include, but not be restricted to, any event aiming to bring together members of a profession or industry for multiple social engagements, networking and/or professional seminars.

To outline my query as clearly as possible:
1. Please provide details relating to your authority’s involvement in, and attendance at, award ceremonies during 2010-11, including the amount paid for each event (or the amount outstanding if not yet paid):
a. Total cost
b. Cost of attending the event (ticket prices for each member of staff)
c. Hotel or other accommodation costs in connection with the event
d. Travel costs in connection with the event
e. Any other expenditure associated with the event
Please also state:
f. The number of officers and/or councillors who attended each event
g. The name of the event
h. The formal agenda of the event, if there was one
If there was any cost recouped from ticket sales, food sales etc, please indicate this in the response.

2. Please provide details relating to your authority’s involvement in and attendance at conferences, including or excluding award ceremonies, during 2010-11, including the amount paid for each event (or the amount outstanding if not yet paid):
a. Total cost
b. Cost of attending the event (ticket prices for each member of staff)
c. Hotel or other accommodation costs in connection with the event
d. Travel costs in connection with the event
e. Any other expenditure associated with the event

Please also state:
f. The number of officers and/or councillors who attended each event
g. The name of the event
h. The formal agenda of the event, if there was one
If there was any cost recouped from ticket sales, food sales etc, please indicate this in the response.

NB: If an award ceremony is part of a wider conference then please state these costs in response to question 2 rather than question 1.

Answer

For the accounting period 2010/11, the Council organised the following award ceremonies:
Name of the Award Ceremony: Long Service Awards
Date: 19th November 2010
Total Officers in attendance: 5
Total Cllrs in attendance: 1
Total Cost: 1883.65

Name of the Award Ceremony:    Certificate Presentation for the ILM Level 2 Award in Customer Service.
Date: 27th May 2010
Total Officers in attendance: 19
Total Cllrs in attendance: 1
Total Cost: £145
No formal agenda: Speech from CX, speech from Leader of Council and certificates handed out

With regards to attendance at external conferences and award ceremonies, although we do hold this information in the form of individual records, it is not kept in a way which enables the information you requested to be collated easily.  The time required to locate and retrieve information regarding the name of the event, the number of attendees, the cost of each conference place and travel and accommodation for each officer would exceed the appropriate limit for dealing with requests set out in section 12 of the Act and the Appropriate Limit and Fees Regulations.

In order to try and accommodate your request within the scope of the Act the Council could consider a request which is less wide-ranging, and focuses on a particular service area or service areas.  Please let me know if you wish to discuss this approach further. 
The total Charnwood spend for 2010/11 on external training and seminars (this also includes conference attendance, accommodation costs and rail fares) is £107,995.03.

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