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
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.
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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 or private. The Chair advised that, as he would be attending the Finance Panel meeting on 2 October, as an opposition Group Leader, he would relay the Committee’s concerns regarding this issue.
RESOLVED |
Reason for Recommendation |
That the Finance Panel is asked to consider whether to hold meetings in private and if it recommends that it should that this issue is brought back to the Democratic Services Committee for consideration. |
To review how meetings of the Finance Panel are conducted.
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3. Constitution
Section 4 – Full Council
Amendments to Motions – Rule 4.49
The Committee noted that the proposed changes.
Recorded vote – Rule 4.66
The Committee noted that the proposed changes were minor amendments.
Section 16 – Financial Procedure Rules
The Committee noted that the proposed changes reflected the Committee’s decision in respect of virements agreed at its meeting in July 2019.
RECOMMENDATION TO THE COUNTY COUNCIL |
Reason for Recommendation |
That the amendments to Sections 4 and 16 of the Constitution be approved. |
To review and update the Constitution. |
4. Review of the Local Resolution Protocol
The Committee reviewed the protocol and considered whether meetings should be chaired and if so, by whom and whether notes of the meeting should be made.
The Head of Legal and Democratic Services advised that the Protocol already identified the Monitoring and Deputy Monitoring Officers as acting as facilitators within the Local Resolution process. After discussion the Committee agreed that there was no need for anyone to chair such meetings. The Committee discussed the process and considered that a note of the outcome of such meetings should be made.
The Local Resolution Policy would be amended and circulated to the Committee prior to the revised draft being considered by Council.
RECOMMENDATION TO THE COUNTY COUNCIL |
Reason for Recommendation |
That in respect of the Local Resolution Protocol a record of the outcome of such meetings should be kept. |
To review and update the Constitution. |
Business case to add an additional two members to the Cabinet.
The Committee noted that a business case was not yet available for discussion.
Supporting documents: