Agenda and minutes

Apologies for lateness were received on behalf of Councillor C. Harris, and Councillor Beynon, and for absence from Councillor Bloch.

A member with a personal interest in a matter who attends a meeting of the authority at which the matter is considered must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.

A member with a personal interest in a matter also has a prejudicial interest in that matter if the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the member's judgement of the public interest.

There were no declarations of interests.

NOTED

(Report of the Head of Legal Services and Monitoring Officer)  To amend the rules about the appointment of substitute Members when a Member is unable to attend a meeting of a Committee or Sub-Committee.

In accordance with Standing Order 32.6, no other business shall be considered.

The Chair asked for a brief introduction of the report.

The Head of Legal Services representative – Mr Mitchison advised that the report proposed changes needed immediately to ensure the smooth running of non-executive Committees and Sub-Committees and to provide greater certainty about the use of substitute Members in accordance with Council Standing Order (CSO) 43 on Substitute Members. The changes were being recommended to Members now rather than after completion of the ongoing Review of the Council’s Constitution.  This provision allowed a Member unable to attend a Committee or Sub-Committee meeting to give notice for the appointment of a substitute Member for that meeting.  The proposed changes  would allow greater flexibility by permitting written notice to be given by 10.00 a.m. on the day of the meeting rather than 3 clear days beforehand as at present. This notice would need to be given the previous working day in the case of meetings before 6.00 p.m.

(Councillor Harris arrived at 18:05HRS)

Mr Mitchison further advised that in order to avoid potential problems when absent Members had prejudicial interests, and to assist the smooth running of Committees, the report outlined a new system for nominating reserve Members to serve as substitutes on each body from each political group. This arrangement would enable training to be given in advance for Members called to serve as substitutes on those bodies where previous training is essential such as the Planning Applications Sub-Committee (PASC). 

Mr Mitchison went on to explain that although notice to appoint a substitute must be given to the Head of Member Services, as now, it was proposed that responsibility for appointing the substitute from the list of reserves, or otherwise, would pass to the Chief Whip for the relevant group. The Chief Whip would then have to notify the name of the substitute by giving a second written notice to the Head of Member Services no later than 3 hours before the meeting.  The proposals would clarify that Members can have substitutes when they are absent from their usual Committee for any reason. Giving notice by e-mail is expressly permitted. If a Member were abroad or seriously ill then the initial notice could  be given by the group’s Chief Whip.

            The Chair thanked Mr Mitchison for his succinct introduction.

The Committee then briefly discussed the proposed amendments and welcomed the proposals as detailed. Clarification was sought by the Head of Member Services - Ms Semambo in respect of Appendix 1 – under SO43 (8) in terms of who should be contacted in the event of either Chief Whip not being contactable. Particularly the reference to Group Officers required consideration by Members as to who should be contacted in the event that neither of the Chief Whips were not. The Committee discussed this point and advised that if the Chief Whip of a political group was absent or unable to act for any reason, then any action to be taken by the Chief Whip be undertaken instead by the group’s Assistant Whips,  ...  view the full minutes text for item 37.