Agenda and minutes
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Contact: Dinah Lilley 01427 676595
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Chairman's Welcome Additional documents: Minutes: The Chairman of Council welcomed Members, officers and members of the public to the 3rd of the four year cycle of meetings, the 45th Annual Meeting of West Lindsey District Council, and the start of the 2017/18 civic year.
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Members' Declarations of Interest Members may make any declarations of interest at this point and may also make them at any point during the meeting. Additional documents: Minutes: No declarations of interest were made at this point of the meeting. |
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To elect a Chairman of the District Council for the ensuing year, following which the Chairman elected will take the Chair and make the Declaration of Acceptance of Office. Additional documents: Minutes: It was proposed and seconded that Councillor Angela Lawrence be appointed the Chairman of Council for the civic year 2017/18.
It was also proposed and seconded that Councillor Jessie Milne be appointed the Chairman of Council for the civic year 2017/18.
Both nominations were voted upon.
RESOLVED that Councillor Angela Lawrence be elected Chairman of the Council for the 2017/18 civic year.
Councillor Lawrence made and signed the statutory declaration of acceptance of office and took the Chair. The former Chairman of the Council then presented the Chain of Office to Councillor Lawrence.
Councillor Lawrence thanked the Council for her appointment, moved a vote of thanks to the outgoing Chairman for his services to the Council and presented him with a Past Chairman’s Badge.
A Member noted that protocol was not being followed as Councillor Milne had been Vice Chairman for the last year and it would be usual practice for her to then become Chairman.
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To elect a Vice-Chairman of the district council for the ensuing year following which the Vice-Chairman appointed will make the Declaration of Acceptance of Office. Additional documents: Minutes: It was proposed and seconded that Councillor Jessie Milne be appointed as the Vice-Chairman of the Council.
It was proposed and seconded that Councillor Pat Mewis be appointed as the Vice-Chairman of the Council.
Both nominations were voted upon.
RESOLVED that Councillor Mewis be appointed Vice-Chairman of the Council for the 2017/18 civic year.
Councillor Mewis made and signed the statutory declaration of acceptance of office. The Chairman of the Council then presented the Vice Chairman’s Chain and Badge of Office to Councillor Mewis.
The Leader of the Council thanked Councillor Patterson for his year as Chairman, and also Councillor Milne for her year as Vice Chairman, noting that she had undertaken the role of Chairman twice previously, and had also stepped in to help when Councillor Lawrence had been taken ill during her year of office. It was felt appropriate to nominate Councillor Lawrence as Chairman again as she had been unable to complete her year in office in 2015-16.
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Chairman's Chaplain (a) To move a vote of thanks to the previous Chairman’s Chaplain for their services during the past year; and (b) To receive the appointment of Chairman’s Chaplain for the ensuing year. Additional documents: Minutes: The former Chairman of Council moved a vote of thanks to his Chaplain, Rev Sue Deacon for her services and support during the past year. Councillor Patterson then received the Chaplain’s stole from Rev Deacon.
The Chairman of Council advised that her Chaplain for the year was to be Father Robert Thacker, but noted that he was unable to be present at the meeting.
The former Chairman then presented the Chairman with the Chaplain’s stole. The stole would be presented in due course to the newly appointed Chairman’s Chaplain.
RESOLVED that Father Robert Thacker be appointed as the Chairman’s Chaplain.
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To approve as a correct record the minutes of the meeting of the Council held on 6 March 2017. Additional documents: Minutes: RESOLVED that the minutes of the Council meeting held on 6 March 2017 be confirmed and signed as a correct record.
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To elect a leader of the council Additional documents: Minutes: It was proposed and seconded that Councillor Ian Fleetwood be appointed as the Leader of the Council.
It was proposed and seconded that Councillor Jeff Summers be appointed as the Leader of the Council.
Both nominations were voted upon.
RESOLVED that Councillor Jeff Summers be elected Leader of the Council for the 2017/18 civic year.
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to elect a deputy leader of the council Additional documents: Minutes: RESOLVED that Councillor Owen Bierley be elected Deputy Leader of the Council for the 2017/18 civic year. |
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Review of Governance Arrangements Additional documents: Minutes: The report was introduced by the Chairman of the Governance and Audit Committee. The original request had arisen at Annual Council 2016 when the Governance and Audit Committee had been tasked to undertake investigation into alternative options of governance. After extensive research, which included a visit to an executive led neighbouring Council, it was recommended that no change be made to the existing Committee led arrangements. Thanks were expressed to Councillors Bond and White who had been part of the Task and Finish Group.
The Governance and Audit Committee at its meeting on 18 April 2017, had received a report and subsequently agreed the minute below.
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RESOLVED that:
(a) the work undertaken by the Task and Finish Group be noted and accepted; and
(b) the recommendation from the Governance and Audit Committee, namely that that no further work into a potential change of Governance Arrangements be undertaken for the reasons outlined in the report, be accepted.
Note Councillor Matthew Boles arrived at 7.27pm |
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Constitution Annual Review Additional documents: Minutes: The report was introduced by the Chairman of the Governance and Audit Committee, which had considered the report at its meeting on 18 April 2017.
The Council was required by law to prepare and keep up to date a Constitution which explains how the Council operated, how decisions were made and the procedures which were to be followed to ensure that these were efficient, transparent and accountable to local people. Article 14 of the Constitution stipulated how such a review should be conducted.
As a comprehensive review of the Constitution was undertaken in 2011 and in light of a number of mid-year changes having being made, a number of amendments were being proposed as detailed at Section 2 and the appendices of the report.
Several minor changes had been made throughout Parts III, IV and V, those revised chapters with changes tracked were circulated with the report.
The Leader of the Labour Group expressed concerns that Committee discussion could be bypassed, by allowing reports to be submitted directly to Council, particularly as the previous report had emphasised that the speed of decision making at the Council was efficient. The Chief Executive agreed that there were other considerations also, that Group Leaders as well as Committee Chairman should be involved, and proposed that that recommendation be removed and be subject to further discussion.
It was moved and seconded that the recommendations be amended with reference to paragraph 2.8.3 of the report, referring to Part IV, page 26, paragraph 11 of the Constitution, and that this proposed change be referred back to the Governance and Audit Committee for further consideration prior to submission to full Council for agreement, if required.
RESOLVED that the amendment as above be agreed.
The remainder of the recommendations were moved, seconded and voted upon en bloc.
RESOLVED that: a) the outcome of the annual review be noted; b) the Constitution amendments detailed in paragraphs 2.6 to 2.13, (with the exception of paragraph 2.8.3) and at Appendices 1 and 3 of the report, and the revised Constitution chapters as appended (Appendices 4-6) be approved for immediate implementation; c) the amendments detailed at Appendix 2 of the report, as already approved by Council/Committee, be noted; d) the Challenge and Improvement Committee new section on Oversight Commissioning and the Operating Methodology as set out in paragraph 2.10 and Appendix 7 be approved for inclusion; e) the review of Planning Protocols as recommended to Council by the Governance and Audit Committee as set out in paragraph 2.11 and Appendix 8, be approved; and f) given the Council’s increased Commercial activity the Constitution to contain a separate section to deal specifically with the Council’s Trading Companies, this to be compiled and developed for presentation within the Annual Review in 2018.
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Additional documents: Minutes: The report was introduced by the Chairman of the Governance and Audit Committee.
The Council introduced its current Code of Conduct and Operating Procedures in July 2012 in response to the requirements of the Localism Act 2011, which saw the abolition of the Standards Board regime and all the rules under it. A review of the Code had not been undertaken since its introduction in 2012 and having now worked within its requirements for over four years it was appropriate to do so.
A sound and robust ethical framework was a key component of effective governance arrangementsand this couldbe demonstratedby theadoption ofrobust, openand transparent arrangements fordealing withallegations ofmisconduct.
Officers and Members had, through a series of both informal and formal meetings with Members of the Governance and Audit Committee and Standards Sub-Committee, since autumn 2016, developed a new Code of Conduct, which it was hoped Members will agree was more fit for purpose.
The proposed new revised Code, which had arisen from the work was attached to the report.
Sections 1 and 2 of the report set out the background, context and rationale for change including supporting data analysis. The revisions being proposed and rationale for inclusion were detailed at Section 3 of the report. Some of the key changes were: -
· It is recommended that general obligations relating to respect, bullying, intimidation and the disclosing of confidential information be incorporated into our Code of Conduct.
· The Localism Act did give authorities permission to include further local provision relating to interests and again the proposed revised Code now includes local provision interests and does place a requirement on Members to leave the room if they have either a disclosable pecuniary interest (as set out in Statute and included as Appendix B in the new proposed Code) or a local provision prejudicial interest. This change is detailed further in Section 3 of the report.
Officers and Members had also reviewed the operating procedures, which supported the Code, and amended procedures were attached to the report.
The Lincolnshire Independent Member expressed concerns regarding the confidentiality requirements set out on page 94 of the pack. What protection was there for Members who become aware of improper conduct? The Chairman of Governance and Audit assured the Member that there were alternative approaches to all potential issues, such as seeking advice of the Chief Executive or Monitoring Officer, the use of the Whistleblowing Policy, or by contacting either internal or external audit.
RESOLVED that:-
a) the new Code of Conduct and associated Operating Procedures be approved for immediate adoption; b) within a period of 28 days of the Code being adopted, all Members agree to sign an undertaking to abide by the new Code of Conduct; and c) the Monitoring Officer, during 2017/18, undertake consultation with all Parish Councils, in relation to the new Code of Conduct, with a view to those Parishes also adopting its content by Autumn 2017. |
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review of the allocation of seats to political groups on committees/sub-committees To note the number of Members to be appointed to serve on each committee in accordance with the provisions of Section 15 of the Local Government and Housing Act 1989. Additional documents: Minutes: Councillor Shore gave notice that, further to the information set out in the report, he was no longer the Leader of the Liberal Democrat Group (the main opposition group), and that this position was now to be taken by Councillor Trevor Young.
RESOLVED that:
a)the details of political groups, as set out in Appendix A of the report, be noted; b)the number of Members to be appointed to serve on each committee and sub-committee be noted; and c) the allocation to different political groups of seats on committees/sub-committees, as set out in Appendix B of the report be noted.
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appointment of committees In accordance with the provisions of Section 16 of the Local Government and Housing Act 1989, to appoint Members to committees for the Civic year, in accordance with the wishes expressed by the political groups. Additional documents: Minutes: RESOLVED that, in accordance with the provisions of section 16 of the Local Government and Housing Act 1989 and the wishes expressed by political groups, members be appointed to serve on the Council’s committees for the 2017/18 civic year as follows:
Challenge and Improvement Committee (12 members)
Councillor David Bond Councillor Ian Fleetwood Councillor Paul Howitt-Cowan Councillor Jessie Milne Councillor Malcolm Parish Councillor Roger Patterson Councillor Di Rodgers Councillor Tom Smith Councillor Lewis Strange Councillor Anne Welburn Councillor Trevor Young Councillor Angela White
Chief Officer Employment Committee (9 Members)
Councillor Jackie Brockway Councillor David Cotton Councillor Michael Devine Councillor Stuart Kinch Councillor Angela Lawrence Councillor Giles McNeill Councillor Judy Rainsforth Councillor Jeff Summers Councillor Anne Welburn
Corporate Policy and Resources Committee (12 Members)
Councillor Sheila Bibb Councillor Owen Bierley Councillor Matthew Boles Councillor David Cotton Councillor Michael Devine Councillor Steve England Councillor Adam Duguid Councillor Stuart Kinch Councillor John McNeill Councillor Tom Regis Councillor Lesley Rollings Councillor Jeff Summers
Governance and Audit Committee (6 Members)
Councillor Sheila Bibb Councillor David Bond Councillor Jackie Brockway Councillor Giles McNeill Councillor John McNeill Councillor Angela White
Licensing Committee (12 Members)
Councillor Gill Bardsley Councillor Owen Bierley Councillor David Cotton Councillor Paul Howitt-Cowan Councillor Angela Lawrence Councillor Pat Mewis Councillor Jessie Milne Councillor Richard Oaks Councillor Maureen Palmer Councillor Judy Rainsforth Councillor Mrs Di Rodgers Councillor Lewis Strange
Regulatory Committee (12 Members)
Councillor Gill Bardsley Councillor Owen Bierley Councillor David Cotton Councillor Paul Howitt-Cowan Councillor Angela Lawrence Councillor Pat Mewis Councillor Jessie Milne Councillor Richard Oaks Councillor Maureen Palmer Councillor Judy Rainsforth Councillor Mrs Di Rodgers Councillor Lewis Strange
Planning Committee (12 members)
Councillor Owen Bierley Councillor Matthew Boles Councillor David Cotton Councillor Stuart Curtis Councillor Michael Devine Councillor Ian Fleetwood Councillor Hugo Marfleet Councillor Giles McNeill Councillor Jessie Milne Councillor Roger Patterson Councillor Judy Rainsforth Councillor Thomas Smith
Prosperous Communities Committee (12 Members)
Councillor Gillian Bardsley Councillor Sheila Bibb Councillor Owen Bierley Councillor Chris Darcel Councillor Michael Devine Councillor Steve England Councillor Paul Howitt-Cowan Councillor John McNeill Councillor Pat Mewis Councillor Maureen Palmer Councillor Lesley Rollings Councillor Trevor Young
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appointment of sub-committees and other groups and bodies Additional documents: Minutes: A number of revisions were proposed to various appointments, to what was set out in the report.
· Councillor Sheila Bibb to replace Councillor Lesley Rollings on the District Health and Wellbeing Network · Councillor Angela White to replace Councillor Lesley Rollings on the Editorial Advisory Board. · Councillor Owen Bierley to be the second name (as Deputy Leader) on the District Council’s Network · Councillor Owen Bierley to be the second name (as Deputy Leader) on the District Council’s Network, to replace Councillor Anne Welburn · Councillor Jessie Milne to replace Councillor Lewis Strange on the Robin Hood Doncaster Sheffield Airport Consultative Committee · Councillor Jeff Summers to replace Councillor Adam Duguid on the Scunthorpe and Gainsborough Water Level Management Board · Councillor Jeff Summers to be to sole representative on PATROL · Councillor Giles McNeill to fill the vacancy on the Witham Third Drainage Board
RESOLVED that the amendments as proposed were moved, seconded and approved.
RESOLVED that: a) the Rules relating to proportionality be suspended for appointment to the Appeals Board; b) the Rules relating to proportionality be suspended for appointment to the Standards Sub-Committee; and c) the following appointments be confirmed
Joint Staff Consultative Committee
Councillor Jackie Brockway Councillor Jessie Milne Councillor David Cotton Councillor Matthew Boles Councillor Malcolm Parish (reserve) Councillor Pat Mewis (reserve) Councillor Paul Howitt-Cowan (reserve) Councillor Reg Shore (reserve)
Appeals Board
Councillor Stuart Kinch Councillor Ian Fleetwood Councillor Malcolm Parish Councillor Paul Howitt-Cowan Councillor Reg Shore Councillor Angela White
Standards Sub Committee
Councillor Gillian Bardsley Councillor Roger Patterson Councillor Pat Mewis Councillor Anne Welburn Councillor David Cotton Councillor Reg Shore
Lincolnshire Show Task and Finish Group
Councillor Pat Mewis Councillor Owen Bierley Councillor Jessie Milne Councillor Roger Patterson Councillor Lewis Strange Councillor David Cotton Councillor Angela White
Editorial Advisory Board
Councillor Giles McNeill Councillor Angela White Councillor Mick Devine Councillor Di Rodgers
Trinity Arts Centre Councillor Gillian Bardsley Councillor Jessie Milne
West Lindsey Community Awards Panel.
Councillor Angela Lawrence Councillor Sheila Bibb Councillor David Cotton Councillor Giles McNeill Councillor Judy Rainsforth
Central Lincolnshire Joint Strategic Planning Committee.
Councillor Jeff Summers Councillor Stuart Curtis Councillor David Cotton Councillor Ian Fleetwood
Democracy Working Group
Councillor Roger Patterson Councillor Anne Welburn Councillor Giles McNeill Councillor Gill Bardsley (reserve)
Leisure, Culture, Events & TourismGroup
Councillor Gillian Bardsley Councillor Sheila Bibb Councillor Paul Howitt-Cowan Councillor Pat Mewis Councillor Richard Oaks Councillor Angela White
Community Grants Panel
Councillor Owen Bierley Councillor Stuart Curtis Councillor Jessie Milne Councillor Judy Rainsforth Councillor John McNeill (reserve)
Commercial Plan Steering Group
Councillor Owen Bierley Councillor Stuart Kinch Councillor Jeff Summers Councillor Sheila Bibb Councillor Matthew Boles
Gainsborough Growth Fund – Funding Consultative Panel
Councillor Lesley Rollings Councillor Tom Regis Councillor Stuart Kinch Councillor Gillian Bardsley (reserve) Councillor Sheila Bibb (reserve) Councillor David Bond (reserve)
Outside Body representatives
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appointment of independent member for the governance and audit committee Additional documents: Minutes: At the Annual Meeting of the Council in May 2010 it was agreed to appoint an Independent Member from outside of the Authority to serve on the Governance and Audit Committee, this had subsequently been extended to include three independent members.
Appointments have been made as required since that time. As terms of Office have this year expired for two of those members it was subsequently necessary therefore to re-advertise the posts to appoint independent members on the Governance and Audit Committee from 2017 onwards.
The Council website was used to advertise the post and the existing two members submitted applications. No other people applied. No interview process was deemed necessary as both candidates had experience and had proved eminently suitable, so it was agreed by the Chairman of Governance and Audit, and the Monitoring Officer that they both be re-appointed.
As the remaining third member’s term of office was due to expire in May 2019, it is proposed that these two appointments be up until Annual Council May 2020 and May 2021, in order to maintain stability of experienced membership.
Note Councillor David Cotton declared a personal interest in the appointment as he had known Peter Walton well for many years, so would abstain from voting.
RESOLVED that the persons named below be appointed to serve as Independent Members on the Governance and Audit Committee.
· Mr Peter Walton until Annual Council 2020 · Mrs Alison Adams until Annual Council 2021 |
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Saxilby Neighbourhood Plan Additional documents: Minutes: Councillor Steve England introduced the report to Council, commending the work of the Neighbourhood Planning Group, and noting that there had been 92% support for the Plan at the recent referendum.
Councillor England introduced Parish Councillors Liz Hillman and Paul Roberts, to present the Plan to the Chairman.
Mrs Hillman thanked all those people who had worked hard on the production of the Neighbourhood Plan and also expressed gratitude for the support received from West Lindsey District Council.
The Leader of the Council congratulated Saxilby Neighbourhood Planning Group on an excellent Plan, noting that the formation and adoption of Neighbourhood Plans prevents inappropriate development in communities. The Deputy Leader of the Opposition, as a member of the Planning Committee and also the CLJSPU commended the plan.
RESOLVED that the Saxilby with Ingleby Neighbourhood Plan be made in accordance with the Neighbourhood Planning Regulations 2012. |
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Challenge and improvement committee annual report Additional documents: Minutes: The Chairman of the Challenge and Improvement Committee referred to particular items of work undertaken by the Committee in the preceding year.
Section 7 of the report refers to the work the Committee undertook with regard to youth unemployment. The Committee will be presenting their findings to Prosperous Communities Committee early in the year.
The Health Commission was established with the Prosperous Communities Committee, work continued and would conclude during the coming civic year.
Progress and delivery continued to be scrutinised.
The effective relationships with Lincolnshire Police had been built on, and they continued to regularly attend meetings.
Sections 11 and 12 of the report highlighted to Council the areas the Committee intended to focus on over the coming months.
The Chairman then thanked all fellow members who served on the Committee for the work they undertook during 2016/17, and also wished to place on record thanks to the previous Chairman of the Committee, Councillor Alan Caine, who recently passed away, for his hard work and dedication.
RESOLVED that the report be noted.
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Feedback from Representatives on Outside Bodies Additional documents: Minutes: RESOLVED that the report be noted.
Note Councillor White arrived at 8.05pm |
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