Issue - meetings

The outgoing Chairman of the Governance and Audit Committee presented the first Monitoring Officer Annual Report. The report covered the traditional review of the constitution as well as changes to governance arrangements for commercial activities and data analysis of the number and nature of complaints under the code of conduct.

The majority of the constitutional changes were detailed in section 2.   These included proposed changes to the Challenge and Improve Committee resulting from a recent review. Details about the review were contained in section 4.

Section 3 detailed changes to the contract procedure rules specifically relating to large procurements which were subject to European law.

Sections 6, 7 and 8 were the new sections of the report and were designed to raise awareness and provide assurance on all Governance related matters.

Making reference to page 108 of the document pack, the report proposed that the quorum of the Governance and Audit Committee be reduced, it was now being recommended this amendment not be pursued.  All Members indicated their agreement to this

Having presented the report the outgoing Chairman of the Governance and Audit Committee, expressed thanks to all those Officers and Members who had served and supported the Audit Committee.

On that basis it was RESOLVED that: -

a)        the outcome of the annual review be noted;

(b)       the amendments detailed at Section 2 of the report and recommended by the Governance and Audit Committee be agreed by Council for immediate adoption and implementation; excluding the proposal to amend the quorum rules for the Governance and Audit Committee as detailed on page 108 of the reports pack;

(c)       the proposed amendments, raised through the review process, but which are not being progressed, detailed at Section 2.8 be agreed for non-inclusion; 

(d)       the amendment made to the Contract and Procurement Procedure Rules detailed at Section 3.2 of the report as agreed by Governance and Audit Committee at its meeting on 16 April 2019 be noted;

(e)       the progress made with regards to those areas of work agreed for further development in the 2018/19 review (Section 4) and the further planned work for 2019/20 detailed at Section 5 of the report be noted;

(f)        the governance outlined in the report, in respect of managing Commercial and Economic Growth, provides assurance that the council is taking appropriate mitigating measures against the risks identified in its commercial approach and the updated position provided at Section 6 of the report be noted;

(g)       the statistical data provided within the report in respect of the number, nature and outcome of the Code of Conduct Complaints at Section 7 of the report be noted; and

(h)       the appointment information contained in Section 8 of the report, be noted.

Members considered the Annual Constitution Review along with the Monitoring Officer report.  Also covered were the nature of complaints under the code of conduct.

The Monitoring Officer introduced the report and highlighted the significant changes made to Challenge and Improvement committee as a result of the review commissioned by Governance and Audit committee.  Also highlighted were new sections of the report raising awareness of all governance matters.

Following this introduction. Members and officers provided comment on the report:

·         It was concerning that there was a proposal to remove Ward Councillors from the street naming consultation process.  Members present were keen to retain this function;

·         On occasions where County Councillors wished to speak at a Planning Committee  but were unable to for personal reasons (such as holiday absence, or illness for example), another County Councillor could be nominated to speak on their behalf.  This would be at the discretion of the Planning Committee Chairman;

·         It was proposed that in Part V of the Constitution it be made explicit that only those present at annual council could elect a Chairman;

·         Attendance rates of Councillors at committee were recorded and published on the West Lindsey District Council website.  Attendance rates at training was recorded internally and held by Democratic Services;

·         The portfolio gross yield was 7.27% across all of the properties in the investment portfolio;

·         There would be specific training, or ‘masterclasses’ for the new Member devices that were being issued, in time for the new electoral cycle;

·         It was also beneficial for West Lindsey District Council (WLDC) to achieve high attendance levels at training; the cost per head for training was much higher if only a low number of Members attended;

·         The standard of inductions thus far has been high;

·         Councillors being prevented from abstaining during voting was a proposal that wasn’t being taken forward.  It was requested that the explanation for this should outline that the risk would be for the authority as well as Councillors;

·         The suggested changes to the Constitution from the Governance and Audit committee were as follows:

Following the conclusion of discussion on this item, the Chairman moved an amendment to recommendations (b) and (e) from the Chair. 

The wording “….and the Governance and Audit committee” was to be added to recommendation (b). 

For recommendation (e), the wording “which was to include a review  ...  view the full minutes text for item 68