Agenda and minutes

Constitution Committee
Monday, 4th March, 2019 10.30 am

Venue: Studio 1 - Guildhall Arts Centre, St. Peter's Hill, Grantham. NG31 6PZ. View directions

Contact: Lucy Bonshor 

Items
No. Item

12.

Membership

    The Committee to be notified of any substitute members.

    Minutes:

    The Committee were notified that Councillor Linda Wootten was substituting for Councillor Brenda Sumner, Councillor Ray Wootten was substituting for Councillor Hannah Westropp and Councillor Trollope-Bellew was substituting for Councillor Coutts.

     

    In accordance with Article 4.4.2 (i) for the Constitution, as neither the Chairman nor the Vice-Chairman of the Committee were present, Members voted Councillor Ian Stokes, Chairman and Councillor Sampson as Vice-Chairman.

13.

Disclosure of interests

14.

Minutes of the meeting held on 3 September 2018 pdf icon PDF 156 KB

15.

Amendments to the Constitution: Outside Bodies and Review of the Constitution pdf icon PDF 195 KB

    ·         Outside Bodies Review

    Report from the Deputy Leader of the Council

     

    ·         Constitution Review

    Report from the Chairman of the Constitution Committee

    Additional documents:

    Minutes:

    Outside Bodies

     

    Following the last meeting of the Committee Members had recommended that each outside body be contacted to determine whether a Council representative was still required.   The appendix to the report showed the responses received to date which included those who no longer wished to have a representative or the organisation had ceased to exist.   One Member referred to the Dr Freer’s Children’s Holiday Fund which he, as a past Chairman was on together with the Chief Executive which was not on the list.  He also made reference to representation on the board which covered procurement now that the Council had pulled away from Procurement Lincolnshire, the Democratic Officer indicated that she would check representative on both organisations.  The Committee were also asked to look at the term period for Members on outside organisations being shortened to annual appointments.

     

    Shortening the term of outside appointments to annual appointments was discussed.  None of the Members present were in favour of having annual appointments. For some of the outside bodies training was given to enable Members to carry out their role and organisations often preferred continuity of one specific representative, one example of this was the internal drainage boards and other examples were given.   It was noted that there could be instances where a change to appointments to outside bodies may be needed during the four year term and Members agreed for the Constitution to be amended to reflect this.  Members also agreed that those organisations who no longer required a representative or no longer existed be deleted.  

     

    Discussion then followed on how information was fed back to Members.  Currently there was a folder in the Members lounge for people to place documentation.  Some of the Members present indicated that information that they were given at their outside body was confidential and was not for “wider” publication.  It was suggested that a proforma be attached to any paperwork to be put in the Members Lounge with a short two line summary.  One Member said that he sent an e-mail around to all Members circulating information following any outside body meeting that he attended.  More discussion followed on specific outside bodies and notification to Members about meetings.   It was confirmed the each outside body had been asked whether they still required a representative and although Members felt a better conduit for information feedback was needed a way forward was not agreed.

     

    Recommendation:

     

    That outside bodies should continue to be appointed on a four year cycle, the next cycle to start at the May 2019 AGM, with the Constitution to be amended to allow for the provision for appointments to be made to outside bodies during the four year cycle if circumstances change and further appointments to outside bodies were required.

     

     

    Review of the Constitution

     

    Members had been circulated with a report which concerned a review of the Constitution.   The content of the current Constitution was out of date and contained references which were no longer appropriate.  A review of the Constitution took  ...  view the full minutes text for item 15.

16.

Close of Meeting