Issue - meetings

The Council considered a report on proposed amendments to the terms of reference of the Guildford & Waverley Joint Governance Committee (JGC).  The proposals had been put forward at the request of the Joint Executive Head of Legal & Democratic Services, and had been considered initially by the JGC on 1 November, and subsequently by the Joint Constitutions Review Group (JCRG) on 30 November 2023. 

The proposed amendments had focused mainly on the inclusion of the Temporary Shared Staffing Inter Authority Agreement (IAA), periodic review periods, frequency of meetings, quorum, use of substitutes, procedures for electing a chairperson (in the absence of a Co-Chair) and voting.  The amendments had also included the rephrasing of text for clarity and correcting some minor typos.

The JCRG had recommended approval of the proposed amendments to the JGC’s terms of reference to both the Corporate Governance & Standards Committee and to Waverley’s Standards & General Purposes Committee at their respective meetings in January, with a further recommendation that each committee recommends the adoption of the amended terms of reference to their respective full Council meetings.

The Council noted that, at their meetings held respectively on 8 and 18 January 2024, Waverley’s Standards & General Purposes Committee and the Corporate Governance & Standards Committee had endorsed the proposed amendments for adoption by both councils.

Upon the motion of the Lead Councillor for Regulatory & Democratic Services, Councillor Merel Rehorst-Smith, seconded by the Leader of the Council, Councillor Julia McShane the Council

RESOLVED: That, subject to the approval of Waverley Borough Council at its extraordinary meeting on 24 January 2024, the proposed amended terms of reference for the Guildford & Waverley Joint Governance Committee, as set out in Appendix 3 to the report submitted to the Council, be adopted into the Constitution with effect from 25 January 2024.

Reason:

To ensure both councils continue to adopt and exercise strong governance arrangements for inter-authority working.

The Committee noted that the Guildford & Waverley Joint Governance Committee (JGC) had been established in April 2022 following approval by both councils of its Terms of Reference.  At the request of the Joint Executive Head of Legal & Democratic Services, the Terms of Reference for the JGC were reviewed to ensure they remained, relevant, fit for purpose and included any collaboration arrangement updates. 

The amendments focused mainly on the inclusion of the Temporary Shared Staffing Inter Authority Agreement (IAA), periodic review periods, frequency of meetings, quorum, and procedures for electing a chairperson (in the absence of a Co-Chair) and voting.  The amendments also included the rephrasing of text for clarity and correcting some minor typographical errors.

The proposed amendments had been considered initially by the JGC on 1 November 2023, where members of the committee reviewed, noted, and supported the proposed amendments. The JGC made an additional recommendation, for a further amendment to the use of substitutes under clause 8; requesting that the respective Group Leaders nominate an ongoing main substitute. 

At its meeting on 30 November 2023, the matter was considered by the Joint Constitutions Review Group (JCRG).  The JCRG agreed to recommend approval of the proposed amendments to both this Committee and to Waverley’s Standards & General Purposes Committee at their respective meetings in January, with a further recommendation that each committee recommends the adoption of the amended Terms of Reference to their respective full Council meetings.

The Committee noted that Waverley’s Standards & General Purposes Committee had endorsed the proposed amendments at its meeting held on 8 January 2024.

Having considered the proposed amendments, the Committee

RESOLVED:  To recommend to Council that the proposed amended terms of reference for the Guildford & Waverley Joint Governance Committee, as set out in Appendix 3 to the report submitted to the Committee, be adopted into the Constitution.  

Reason:

To ensure both councils continue to adopt and exercise strong governance arrangements for inter-authority working.