Agenda and minutes

Constitution Committee - Monday, 3rd September, 2018 10.30 am

Venue: Studio 4, The Guildhall Arts Centre, St Peter's Hill, Grantham. NG31 6PZ

Contact: Lucy Bonshor 

No. Item


Disclosure of interests

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    Members are asked to disclose any interests in matters for consideration at the meeting.


    None disclosed.


Minutes of the meeting held on 4 June 2018 pdf icon PDF 198 KB

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    As the minutes had been presented to Council and the Chairman was the only Member who had been attendance at the last meeting, she confirmed the minutes as a true record.


Review of Outside Bodies pdf icon PDF 99 KB

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    Report LDS315 of the Deputy Leader of the Council.


    Additional documents:


    Members had been circulated with report LDS315 which concerned a request for the Committee to review outside bodies to which appointments are made and the process of making appointments.


    In presenting the report the Deputy Leader referred to how Outside Bodies were currently appointed.  As part of the review he felt that a mechanism should be put in place to change appointments if necessary. Currently appointments were made when District elections had taken place for a four year period. There was no process in place to make changes during this period.  He felt that appointments should be made on an annual basis in much the same way as Committee Membership was dealt with.  He gave examples of two outside bodies that hadn’t met in some time or the Member appointment was no longer valid due to administration changes.   Reference was then made to how Members fed back information from organisations, he appreciated that there was a folder in the Members Lounge but was this the best way to circulate information.   Also in what capacity were Members appointed, as a listener, a participant or were they acting as a trustee.


    Members of the Committee then gave examples of their involvement in their respective outside body.   One Member stated that in respect of the Internal Drainage Boards they did require the same representation throughout the four year period.  It was stated that appointments would not be changed on an annual basis unless required.


    Further discussion followed with reference being made to organisations not currently on the outside bodies who would maybe benefit from a Council representation.  Members felt that they needed more information on each outside body such as their Terms of Reference and in what capacity they required a council representative.  Members when appointed to an outside body often did not know what was expected of them and it would be helpful in the future if a summary could be given when appointments were made.


    It was proposed, seconded and agreed that the details of each outside body should be reviewed, that Terms of Reference should be obtained and to see if they still required a representative and in what capacity.    


    As part of the review Members were to be contacted to see if they were aware of any relevant organisation that would benefit from Council representation and a list should be submitted to the next meeting of the Committee.




    That each outside body should be reviewed, Terms of Reference obtained and to see if a Council representative is still required and in what capacity. The procedure for appointment to outside bodies should be reviewed and considered to be included in the Constitution. 



Close of Meeting

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    The meeting closed at 10:47am.