Agenda and minutes

Councillors Nils Christiansen, Angela Goodwin and Mike Parsons submitted apologies for absence.

In accordance with Procedure Rule 23(j), Councillor David Goodwin attended as a substitute on behalf of Councillor Angela Goodwin, and Councillor Tony Rooth attended as a substitute on behalf of Councillor Mike Parsons.

In accordance with the revised local Code of Conduct, a councillor is required to disclose at the meeting any Disclosable Pecuniary Interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must withdraw from the meeting immediately before consideration of the matter.

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

There were no declarations of disclosable pecuniary interest.

To confirm the minutes of the Executive Advisory Board meetings held on 03 April 2017 and 20 April 2017.

The minutes of the meetings held on 03 April 2017 and 20 April 2017 were confirmed as a true record and signed by the Chairman.

The Democratic Services Manager reminded councillors that, following a scrutiny review of the Council’s governance arrangements in 2015, the Council had introduced, with effect from January 2016, a hybrid arrangement involving two Executive Advisory Boards (EABs) and a single Overview and Scrutiny Committee (OSC). The Council had also agreed that the new arrangements should be reviewed after a 12-month period of operation.

As part of the 12 month review, a seminar for all councillors was held on 07 March 2017. Comments from that seminar, together with recommendations from the Corporate Governance and Standards Committee (15 June 2017) had resulted in a set of recommendations to be considered by this Board, as well as the OSC and the Society EAB, prior to final consideration by full Council on 25 July 2017.

The Board went on to discuss each recommendation.

The Board agreed that webcasts allowed for transparency and public engagement, and referred to Part 3 of the Constitution of this Council, where the protocol for the operation of EABs specified that they would enable greater involvement and engagement of councillors and the public in significant Executive decisions.  Where it was necessary to discuss exempt or confidential material at an EAB meeting, this could be done in private session,  or task groups could be set up to provide a forum for more detailed discussion.  The Board recognised that topics discussed at EAB were often at an early stage of development, and agreed that this could be made clear to webcast viewers to prevent potential misunderstandings. The Board acknowledged that members of the public could have an interest in policy development, and continuing the webcasts would give the public an opportunity to contribute and engage at an early stage. Webcasts were available to watch for six months on this Council’s website, providing complete and authentic records that allowed members, and the public, to catch up on meetings after the event. The withdrawal of the webcasting facility might disadvantage some residents, for example, those with a long way to travel, or with limited mobility. 

The Board suggested that meetings between the Executive and the EAB/OSC chairmen and vice-chairmen should be on a six-monthly rather than annual basis in order to have a continuity of relationship. The purpose of these meetings was to put forward ideas and suggestions for the Work Programme, and for that reason, the Board also recommended that a representative from CMT should attend.

The Board discussed the recommendation that OSC members should have an opportunity to put written questions to lead councillors in advance of meetings, but made it clear that this should be in addition to being able to raise questions at meetings.

In respect of the most appropriate way to present matters at EAB meetings, the Board agreed that it was important for officers to be involved and engaged, and that dialogue could be encouraged by having officers as well as lead councillors present. The terms of reference for the EABs stated that relevant Executive members would attend  ...  view the full minutes text for item BEI4

The Democratic Services Manager explained that both EABs had agreed to establish a politically balanced Joint EAB Budget Working Group in September 2016, comprising four councillors appointed by each EAB. The Board agreed to continue with this arrangement, and was asked to appoint three Conservative members and one Liberal Democrat member to a new Joint EAB Budget Task Group. 

RESOLVED:

That Councillors Nils Christiansen, Colin Cross, Mike Piper and Matt Sarti be appointed to the Joint EAB Budget Task Group for 2017-18.

The Board heard that a draft of the Design Guide was being finalised and it was hoped to include a progress update at the next meeting.

To consider and approve the EAB’s draft work programme.  Details of future Executive decisions are included.  

The Board was asked to submit suggestions for topics to include within the current Work Programme.