Agenda item

The Chief Executive introduced the report seeking approval of proposals for a new Committee structure, to take effect from the Annual Council Meeting in May. This would see the Council operate with three policy committees instead of two. The proposed terms of reference for the three new policy committees were appended to the report. It was indicated that should the proposal be agreed by Full Council, delegation was sought for the Monitoring Officer and Section 151 Officer to make any necessary changes to the Constitution to effect the changes needed for the new Committee structure. 

The Chief Executive highlighted to Members that following the recent adoption of the Council's Corporate Plan, and the budget which aligned the resources to delivery of the Plan, it was appropriate that the Council considered how its democratic processes supported delivering the commitments detailed in the Corporate Plan. He noted this had also been a comment raised by the Peer Review Team on their recent visit to the Council.

Members were invited to recall that as part of the approval of the Corporate Plan, there were three key themes, those being Thriving Council, Thriving People and Thriving Places. A corresponding thematic business plan was approved against each of those, setting out the Council's intended deliverables and the performance measures against which progress would be assessed.

The Chief Executive expanded that the rationale for the three policy committee proposal was to bring clear remit and responsibility of those committees in terms of their role in delivering against the Corporate Plan; and to give a clear role and remit for the Chairmen and Vice-Chairman of those committees in terms of their responsibilities and in leading their committees to deliver against those commitments.

Attention was directed to paragraph 1.4 which highlighted that the draft Terms of Reference would be subject to further review and refinement, subject to approval of the principle of three policy committees, and the final Terms of Reference would be presented to the Annual Council Meeting in May 2026.

The Chairman thanked the Chief Executive and invited comments from the floor.

The Leader of the Council expressed her support for the proposal, seeking one amendment to the wording regarding monitoring aspects of work undertaken by contractors. She requested that the point be amended to ensure clarity of purpose, and suggested the use of ‘external providers’ rather than ‘contractors’. The amendment was noted to be taken forward on reviewing the draft documents.

Concerns were expressed regarding the role of the Chairmen and Vice-Chairmen in the proposed structure, with Members suggesting the enhanced roles were indicative of an executive model of governance, as opposed to the committee structure in place at West Lindsey District Council. In response, the Chief Executive assured Members that the governance of the Council would continue through the committee system, however in any governance structure, political leadership was a key element, with the proposal seeking to strengthen that, as well as benefit the Council from enhanced working relationships between Members and Officers.

The Leader of the Opposition summarised debate as it had taken place at the meeting of the Governance and Audit Committee, and praised the involvement of the Independent Members in that debate. He highlighted concerns regarding the balance of business across three committees, as well as questioning the ability of Councillors to attend meetings, particularly if there was to be an increased expectation on Chairmen and Vice-Chairmen. In voicing no preference for a two or three policy committee structure, he concluded by requesting that his concerns be considered when the Leader sought to make appointments to committees at the Annual General Meeting of Full Council in May.

Further comments from Members highlighted the impending Local Government Reorganisation (LGR), and the impact this would have on the existence of West Lindsey District Council, questioning the relevance of altering the committee structure at the current time. Additionally, with reference to the debate at the Governance and Audit Committee, concerns were reiterated regarding the establishment of new Chairman and Vice-Chairman roles.

In response, the Chief Executive highlighted the breakdown of the key deliverables and projects across the three themes, and which would therefore equate to business through the three policy committees. He acknowledged the impact of LGR, which was also reflected in the thematic business plans, however the dissolution of the Council remained two years away under current LGR schedules. He stated the importance of continuing to deliver for the people of West Lindsey, rather than hindering progress whilst waiting for LGR to take effect. The key importance of political leadership across all themes of the Corporate Plan was also reiterated, expanding on the need for those Chairmen and Vice-Chairmen to be engaged through delivery and monitoring.

With no further speakers indicating, the Chairman confirmed the paper had been proposed and seconded. Following a proposal from a Member for a recorded vote, the Chairman sought those in agreement, and with three Members indicating support, the proposal fell.

On taking the vote it was

            RESOLVED that

a)    the proposed Committee Structure and draft terms of reference as outlined within the report be approved to take effect from the Annual Council Meeting in May 2026; and 

b)    authority be delegated to the Monitoring Officer and Section 151 Officer to make any changes required to other parts of the Constitution to effect the changes set out in the report.