Agenda and minutes

Democratic Services Committee - Monday, 30th September, 2019 2.00 pm

Venue: Committee Room A - County Hall, Llandrindod Wells, Powys. View directions

Contact: Carol Johnson  01597 826206

Items
No. Item

1.

Apologies for Absence

To receive apologies for absence.

Minutes:

Apologies for absence were received from County Councillors K Laurie-Parry and K S Silk.

 

2.

Election of Vice Chair

To elect a Vice Chair until the next Annual meeting.

Minutes:

RESOLVED that County Councillor Jackie Charlton be elected as Vice Chair until the next Annual meeting.

3.

Minutes of Previous Meeting pdf icon PDF 211 KB

To authorise the Chair to sign the minutes of the previous meeting of the Committee as a correct record.

Minutes:

The Chair was authorised to sign the minutes of the meeting held on 29 July, 2019 as a correct record.

 

4.

Declarations of Interest

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

Minutes:

There were no declarations of interest.

 

5.

Report of the Head of Democratic services pdf icon PDF 144 KB

To consider the report regarding the following items:

Questions by Members at Council and Speaking at Council Meetings.

Finance Panel

Constitution

Review of Local Resolution Protocol

Business case to add an additional two members to the Cabinet

 

 

Additional documents:

Minutes:

1.     Questions by Members at Council and Speaking at Council meetings

 

Questions by Members at Council

The Committee noted the distinction between questions to Portfolio Holders regarding strategy and policy and operational questions, which should be addressed to Heads of Service.  The Committee was advised that where operational questions were not answered or where answers were lacking, Councillors had recourse to the Chief Executive.

 

It was noted that the Group Leaders had considered the issue and recommended that the trail period should be for three months rather than 12 months as originally considered by the Committee.  After discussion the Committee considered that the trail should be for three months, with a review being undertaken by the Committee at its meeting on 6 January, 2020 and that it be delegated to the Committee to extend the trial period if required.

 

The Committee noted that the questions and answers would be available on the Council website, for Councillors and the public to view.  The Committee noted the changes recommended to the Constitution.

 

Speaking at Council meetings

The Committee noted the changes recommended to the Constitution.

 

RECOMMENDATION TO THE COUNTY COUNCIL

Reason for recommendation

(i)           That Rule 4.29 of the Constitution is suspended for an initial period of three months to allow a trial of a “Formal Questions at Any Other Time" process,

(ii)          That the trial be reviewed by the Democratic Services Committee at its meeting on 6 January, 2020 and that it be delegated to the Democratic Services Committee to extend the trial period.

(iii)        During the trial period referred to in (i) and (ii) above a new Rule 4.29A to 4.29C as set out in Appendix 1 is adopted.

(iv)        That the Council implements a process of having nominated speakers to items on Council agendas (in addition to other Members making different / additional points), in accordance with amended Rule 4.47 as set out in Appendix 1.

(v)      That a workshop for Members be held to explain the new processes prior to their implementation.

(i)         To allow Members to ask formal questions of Portfolio Holders at any time rather than waiting for meetings of the Council.

(ii)        To allow nominated speakers to speak on Council agenda items.

(iii)       To explain the new processes to Members before implementation.

 

 

 

 

2.     Finance Panel

 

At a meeting of Group Leaders it had been considered that by meeting in public, the Finance Panel could not have a full and frank discussion on issues, such as the draft budget.  The Committee noted that the membership of the Finance Panel was as follows: Opposition Group Leaders, Scrutiny Committee Chairs and Audit Committee Chair and Vice Chair. 

 

Concerns were expressed that the Finance Panel should be open and transparent in its discussions.  If there were issues which needed to be considered in private the Panel could agree to move into a closed session, as allowed under the Constiution.

 

After discussion, the Committee considered that the Finance Panel was best placed to consider whether it should meet in public  ...  view the full minutes text for item 5.