Agenda and minutes

Constitution and Members Services Scrutiny Panel - Tuesday 24th September 2013 7.00 pm

Venue: Committee Room 1

Contact: M Jenkins - The Office of the Chief Executive Tel: 01992 564607 Email: democraticservices@eppingforestdc.gov.uk

Items
No.	Item
11.	Notes of the last meeting PDF 54 KB To agree the notes of the last Panel meeting held on 25 June 2013. (Attached). Minutes: RESOLVED: That the notes of the last meeting of the Panel meeting held on 25 June 2013 be agreed.
12.	Substitute Members (Council Minute 39 - 23.7.02) (Assistant to the Chief Executive) To report the appointment of any substitute members for the meeting. Minutes: It was noted that Councillor Mrs P Smith was substituting for Councillor Mrs R Gadsby.
13.	Declaration Of Interests (Assistant to the Chief Executive). To declare interests in any items on the agenda. In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements. This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member. Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter. Minutes: It was noted that there were no declarations made pursuant to the Member’s Code of Conduct.
14.	Terms of Reference / Work Programme PDF 18 KB (Chairman/Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Panel and associated Work Programme. This is attached. The Panel are asked at each meeting to review both documents. The OSC is about to formulate next years OS work plan incorporating a programme for this Panel. In view of this, the Panel may wish to bring forward suggestions/ideas on topics for inclusion in its work programme for next year. Additional documents: Work Programme , item 14. PDF 22 KB Minutes: (a) Terms of Reference The Terms of Reference were noted. (b) Work Programme It was noted that Item 9 Review of Polling Stations was scheduled for January 2014.
15.	Process Review on Appointment of Vice-Chairman of Council PDF 91 KB View the background to item 15. (Assistant to the Chief Executive) To consider the attached report. Additional documents: Appendix 1 to Vice Chairmans report - previous protocol , item 15. PDF 21 KB Appendix 2 to Vice Chairmans report - data from other auth , item 15. PDF 156 KB Appendix 3 to Vice Chairmans report - data from other auth with schemes , item 15. PDF 43 KB Minutes: The Panel received a report from the Senior Democratic Services Officer regarding the Vice Chairman of Council – Appointment Review. At the annual meeting of the Council it was agreed that the Overview and Scrutiny Committee would be asked to undertake a review of the process for the nomination to and appointment of the Vice Chairman of Council. Subsequently, the committee had delegated that review to this Panel. At the Panel meeting on 25 June, members asked for a further report with information regarding how other local authorities arranged their appointment process for the position of Vice Chairman of Council. Points System The Points System was operated by the Council during the period 2000 – 07. The system created a rotational system linked to numbers of Councillors in any group. The system was replaced with the current system by May 2007. Firstly it took control of the appointment process away from the members, and secondly, no independent members would ever have been made Chairman, as it was based on group strengths. Online Research During the summer, the Council received help from a student intern Roisin Perry, who had undertaken online research with other authorities. Over 80 other local authorities had been looked at. It was advised that a majority of other authorities did not have a defined process except that the Vice Chairman was appointed at the annual meeting. The Panel supported the following: (1) The individual elected to the office of Chairman of Council should be elected on merit by the Council at its annual meeting. (2) The appointment of the Vice Chairman of the Council should be undertaken by the Council on the basis of merit in accordance with the following provisions: (a) Nominees for the office of Vice-Chairman of the Council should be required to submit a nomination form supported and signed by not less then 15 serving District Councillors by the date on which the Appointments Panel holds its first meeting in any municipal year; (b) Nominees for Vice-Chairman of the Council may be Councillors from any political group on the Council or any independent or unaffiliated Councillor; (c) Nominations should be considered by the Appointments Panel for onward recommendation to the Annual Council meeting; (d) The person appointed by the Council as Vice-Chairman of the Council should normally be elected as the Chairman of the Council for the following Council year; (e) If, a Vice-Chairman was unable to be elected as Chairman of the Council following their year as Vice-Chairman, the procedure outlined in (a) to (c) above, should also apply to the election of a new Chairman; and (f) The Council may suspend the operation of the appointment process set out under (a) to (c) above, at an Annual Council meeting. A motion to that effect giving reasons as to why this would be in the best interests of the Council could only be adopted if the equivalent of 65% of Council members present t the meeting voted in favour. RESOLVED: That a revised ... view the full minutes text for item 15.
16.	Reports to be made to the Next Meeting of the Overview and Scrutiny Committee To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting. Minutes: The Chairman of the Panel would update the Overview and Scrutiny Committee on the progress made concerning the Process Review on Appointment of Vice-Chairman of Council.
17.	Future Meetings The next programmed meeting of the Panel will be held on Tuesday 19 November 2013 at 7.00p.m. in Committee Room 1 and then on: · Tuesday 14 January 2014 at 7.00p.m.; and · Tuesday 18 March 2014 at 7.00p.m. Minutes: The next meeting of the Panel was scheduled for Tuesday 19 November 2013 at 7.00p.m. in Committee Room 1.