The Head of Law and Governance and has submitted a report which presents the outcome of the review of the Council’s governance arrangements, and makes recommendations for changes.

 

This report was presented to the City Executive Board on 10^th April 2013.  An extract from the minutes of this meeting is also attached.

 

Council is asked:

 

(a)       As from the start of the Council Year 2013/14, that:-

 

(1)       The single executive member arrangements for decision-making be discontinued and to note that the responsibilities of single members have been re-allocated by the City Executive Board as set out in Annex 1 to this report and the Constitution be amended accordingly.

 

(2)       City Executive Board agenda should contain an additional item relating to addresses by councillors to the Board and that Constitution be altered as set out in Annex 3 to this report.

 

            (3)       One Scrutiny Committee (and not two scrutiny committees) is   appointed as follows:-

 

(a)       To be responsible for co-ordinating the scrutiny work programme and  for commissioning a range of review and standing panels;

 

(b)       To consist of 12 members appointed in accordance with political balance requirements.

 

(4)       The changes in Council procedures set out in Annex 6A to this report and contained in the updated Section 11 of the Constitution that forms Annex 6B to this report be introduced.

 

(b)       That the programme of Council and committee meetings for 2013/14 and 2014/15 be approved as set out in Annex 2A and 2B to this report, noting:-

 

(i)         that the 2013/14 programme replaces that agreed by Council on 20^th February 2012; 

 

(ii)        that the programme for May and June 2014 may need to be adjusted depending upon the date set for the European Elections (22 May or 5 June) and any adjustment to the date of the local government elections (1^st May at present);

 

(iii)       that 10 City Executive Board and 10 Scrutiny Committee meetings have been programmed for 2013/14 with no such meetings programmed for May 2014 (the month when City Council elections are at present programmed), and that 11 City Executive Board and 11 Scrutiny Committee meetings have been programmed for 2014/15 with meetings programmed for May 2015 (the month when a General Election could occur).

 

(c)        To note that monthly Board member briefings on current issues, open to all members, will be arranged and conducted by officers, and that dates for these briefings are contained in the programme of Council and committee meetings that forms Annex 2A.

 

(d)       To note that officers will present an updated Member/Officer Protocol to Council in June and in the meantime to note that officers will refresh staff awareness of its provisions in particular as far as Ward references are concerned (the present version of the Protocol forms Annex 4).

 

(e)       To note that the City Executive Board on 5^th December 2012 agreed the recommendations in Annex 5 to this report that relate to public engagement and that officers are working on their implementation.

 

(f)         To agree that a Governance Working Party should meet each year to review operational practice and decide what changes, if any, to recommend to Council.

 

(g)       To authorise the Head of Law and Governance to make all changes to the Constitution to give effect to the agreed recommendations arising from this report.

Council had before it the following (previously circulated, now appended):

 

(1)       Report of the Head of Law and Governance which was submitted to the City Executive Board on 10^th April 2013.  The report presented the outcome of the review of the Council’s governance arrangements.

 

(2)       Extract from the minutes of the City Executive Board held on 10^th April 2013;

 

(3)       A note detailing proposed Green Group amendments to the recommendations listed in the main report.

 

Councillor Price moved the report.

 

Councillor Williams thanked Councillor Price and the Liberal Democrat Group Members who came to the Cross Party Working Group throughout the year and for their work in connection to the Governance Review.  He also wished to thank Officers, especially William Reed (Democratic Services Manager) and Mathew Metcalfe (Democratic and Electoral Services Officer) for their support and advice.

 

Green Group amendment 1

 

Councillor Williams seconded by Councillor Goddard moved his first amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendment 2

 

Councillor Williams seconded by Councillor Simmons moved his second amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendment 3

 

Councillor Williams seconded by Councillor Fooks moved his third amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendment 4

 

Councillor Williams seconded by Councillor Fooks moved his fourth amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendments 5(a), 5(b) 5(c) and 5(d)

 

Councillor Williams moved amendment 5(a).

 

Following a debate, Council voted and the amendment was not adopted.

 

Councillor Williams moved amendment 5(b)

 

Following a debate, Council voted and the amendment was adopted as follows:

 

With regard to Motions on Notice:

 

·        Substantive amendment to Motions must be submitted no later that 1.5 working days before the meeting so that they may be circulated with the briefing note.

 

·        Minor technical or limited wording amendments may be submitted during the meeting but must be written down and circulated.

 

Councillor Williams moved amendment 5(c)

 

Following a debate, Council voted and the amendment was adopted as follows:

 

With regard to Members reporting to Council to replace the proposed wording on Procedure Rule 11.14 and replace with the following wording:

 

Members who are Council representatives on external bodies or Chairs of Council Committees who consider that a significant decision or event has taken place, will give notice of up to 1.5 working days prior to the Council meeting to present a written or oral report on the event of a significant decision and how it may influence future events.  All Council members will be able to ask for a report to be given at Council by the Council representative on a significant change or important event if they lodge their request up to 4.5 working days prior to the Council meeting.

 

Councillor Williams moved amendment 5(d)

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendment 6

 

Councillor Williams seconded by Councillor Simmons moved his sixth amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Green Group amendment 7

 

Councillor Williams seconded by Councillor Campbell moved his seventh amendment.

 

Following a debate, Council voted and the amendment was not adopted.

 

Councillor Price summed up at the end of the debate and Council agreed:

 

(a)       From the start of the Council Year 2013/14, that:

 

(1)       The single executive member arrangements for decision-making be discontinued and to note that the responsibilities of single members have been reallocated by the City Executive Board as set out in Annex 1 of the report and that the Constitution has been amended accordingly;

 

(2)               The City Executive Board agenda to contain an additional item relating to addresses by Councillors to the Board and that the Constitution be amended as set out in Annex 3 of the report;

 

(3)               One Scrutiny Committee (and not two Scrutiny Committees) be appointed as follows:

 

(a)       To be responsible for co-ordinating the scrutiny work programme and for commissioning a range of review and standing panels;

 

(b)       To consist of 12 members appointed in accordance with political balance requirements.

 

(4)               The changes in Council procedures set out in Annex 6(a) of the report and contained in the updated Section 11 of the Constitution that forms Annex 6(b) to the report be introduced subject to the following adopted amendments:

 

With regard to Motions on Notice:

 

·                     Substantive amendment to Motions must be submitted no later than 1.5 working days before the meeting so that they may be circulated with the briefing note.

 

·                     Minor technical or limited wording amendments may be submitted during the meeting but must be written down and circulated.

 

With regard to Members reporting to Council to replace the proposed wording on Procedure Rule 11.14 and replace with the following wording:

 

Members who are Council representatives on external bodies or Chairs of Council Committees who consider that a significant decision or event has taken place, will give notice of up to 1.5 working days prior to the Council meeting to present a written or oral report on the event of a significant decision and how it may influence future events.  All Council members will be able to ask for a report to be given at Council by the Council representative on a significant change or important event if they lodge their request up to 4.5 working days prior to the Council meeting.

 

(b)       That the programme of Council and Committee meetings for 2013/14 and 2014/15 be approved as set out in Annex 2(a) and 2(b) of the report, noting that:

 

(i)         The 2013/14 programme replaces that agreed by Council on 20^th February 2012;

 

(ii)               The programme for May and June 2014 may need to be adjusted depending upon the date set for the European Elections (22^nd May or 5^th June) and any adjustment to the date of the local government elections (1^st May at present);

 

(iii)             That 10 City Executive Board and 10 Scrutiny Committee meetings have been programmed for 2013/14 with no such meetings programmed for May 2014 (the month when the City Council elections are at present programmed), and that 11 City Executive Board and 11 Scrutiny Committee meetings have been programmed for 2014/15 with meetings programmed for May 2015 (the month when a General Election could occur).

 

(c)        To note that monthly Board Member briefings on current issues, open to all members, will be arranged and conducted by Officers and that dates for these briefings are contained in the programme of Council and Committee meetings that forms Annex 2(a) to the report;

 

(d)       To note that Officers will present an updated Member/Officer Protocol to Council in June 2013 and in the meantime to note that Officers will refresh staff awareness of its provisions in particular as far as Ward references are concerned;

 

(e)       To note that the City Executive Board on 5^th December 2012 agreed the recommendations as detailed in Annex 5 to the report that relate to public engagement and that Officers are working on their implementation;

 

(f)         To agree that a Governance Working Party should meet each year to review operational practice and decide what changes, if any, to be recommended to Council;

 

(g)       To authorise the Head of Law and Governance to make all changes to the Constitution to give effect to the agreed recommendations.