Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from County Councillor D.R. Price.

To elect a Vice Chair to the next Annual meeting.

County Councillor L Corfield was elected as Vice Chair to the next Annual meeting.

To authorise the Chair to sign the minutes of the previous meeting of the Committee held on 3 July, 2017 as a correct record.

The Chair was authorised to sign the minutes of the meeting held on 3 July, 2017 as a correct record.

To receive and consider declarations of interests from Members relating to items to be considered on the agenda.

There were no declarations of interest.

To consider and agree the work programme.

The Committee received and noted the Work Programme.   The Head of Democratic Services clarified that the item “Town and Community Council Charter” was about ensuring that members were kept informed of issues raised in their areas by town and community councils.  It was agreed that the title of this item would be reworded to avoid confusion.

To consider the report from the Head of Democratic Services.

The Committee considered the report from the Head of Democratic Services [copy filed with the signed minutes].

1.     Constitution

The Committee considered the revisions to the Constitution and discussed additional changes:

·       Section 3 Getting Information and Getting Involved

Rule 3.9 Information Available to Councillors (subject to Rule 3.11) – concerns were raised regarding the capacity of Heads of Service who were busy to respond to questions.  Members also advised that going to more junior officers was sometimes more appropriate.  The Solicitor advised that the amendment was merely to relate rules in one part of the Constitution to another and the practice had been in place for some time.  After discussion, he advised that he would remind Heads of Service of the process and that an escalation process would be put in place if the system is not working.  If there were no improvements in the process, officers would bring the issue back to Democratic Services [DSC] for consideration. 

Subject to the above, the changes were approved.

·       Section 4      Full Council

In addition to the changes contained in the Section the Solicitor to the Council advised that a question had been raised about the ability of a Member to put a motion to a Regulatory Committee for consideration.  He advised that the current Constitution and the revised Constitution, as proposed within the changes being considered at this meeting, only allowed for motions be put to Full Council. 

County Councillor R Williams arrived at the meeting.

The Solicitor to the Council reminded the Committee that only a few committees have decision making powers and he asked what would be the purpose of putting motions to those committees which could not implement any outcomes.  He indicated that he noted the principle of what Members were asking and he advised that officers would consider the issue further and report back to the next DSC meeting. In addition for regulatory committees any motion could not relate to an individual application such as a planning application as there were other legal processes to challenge such decisions.

Further consideration was made of the issue of how chairs should be appointed and removed.  It was moved and duly seconded that the appointment of all committee chairs be approved by Full Council.  This was duly put to the vote and lost.

It was moved, duly seconded and Recommended to Full Council that where Committees appoint chairs they can also remove chairs. 

Subject to the above amendment, the changes were approved.

·       Section 6  The Leader

The Committee considered the period of absence of a Leader [Rule 6.7].  It was agreed that the period of three months should be changed to six months, as this was in line with the time period for a leave of absence for members.  In addition, it was agreed that if the Leader is absent, due to incapacitation, they must appoint a Deputy Leader to exercise the functions of the Leader [Rule 6.14].  

Subject to the above amendment, the changes were approved.

·       Section 7 Scrutiny Committees  ...  view the full minutes text for item 6.

To consider a request from Councillor E. Vaughan regarding the future of Shire Committees and ask the Head of Democratic Services to produce a report for the consideration of the Committee at its next meeting.

The Committee considered a request from Councillor E. Vaughan regarding the future of Shire Committees.  It was noted that this issues had been considered in March 2017 and so as six months had elapsed the issue could be considered again.

To receive the notes of the meeting held on 4 September, 2017.

The Committee received the notes of the Member Development Working Group held on 4 September, 2017.