Agenda and minutes

To identify items which have been admitted to the agenda by the Chair for consideration

(The special circumstances shall be specified in the minutes)

The Chair admitted the following late item to the agenda as follows:

The Resurfacing of the Rose Bowl, Portland Gate (Minute 19)

To consider urgent issues in relation to this development which required resolution prior to the next scheduled meeting of this Committee.

RESOLVED – That the minutes of the meeting held on 8^th October 2008 be approved as a correct record.

The Head of Facilities provided Members with an update on the current development of the Rose Bowl at Portland Gate particularly in relation to;

• The recent damage to vehicles in the Rose Bowl
• The issue of vehicles parking near to ‘D’ Car Park
• The exclusive use of ‘D’ Car Park for Members

RESOLVED –

(a)  that officers continue to liaise with the developers in respect of the damage to vehicles in the Rose Bowl.

(b)  that officers investigate the issue of large vehicles parking adjacent to ‘D’ Car Park

(c)  that officers investigate as a matter of urgency the possibility of ‘D’ Car Park being set aside for the exclusive use of Elected Members.

(Councillor Hamilton arrived during consideration of the item on the resurfacing of the Rose Bowl).

To declare any personal/prejudicial interests for the purpose of Section 81(3) of the Local Government Act 2000 and paragraphs 8 to 12 of the Members Code of Conduct

Councillor J Procter declared a personal and prejudicial interest in the item relating to the review of Standards Committee Processes (Minute 26) as a member who is the subject of a complaint.

To consider the report of the Director of Environment and Neighbourhoods  seeking to establish the principle of allowing the council’s Area Committees to appoint elected members from the Area Committees on to the local, district, partnership groups of Leeds Initiative

The Director of Environment and Neighbourhoods submitted a report seeking to establish the principle of allowing the Council’s Area Committees to appoint elected Members on to the local, district, partnership groups of Leeds Initiative.

RESOLVED –

(a)  That the elected Member appointments to the area based partnership arrangements of the Leeds Initiative as detailed in paragraph 2 of the report:

·  would be consistent with the Council’s policy and strategic objectives; and

·  would add value to the Council’s activities.

(b)  That such appointments be categorised as being ‘Community and Local Engagement’ thereby agreeing that such appointments should be made by the relevant Area Committees.

(c)  That a report be submitted to a future meeting on how Members could receive feedback from organisations that have Councillor representation.

To consider the joint report of the Assistant Chief Executive(Corporate Governance) and Director of Resources seeking either Members’ approval of the appointment of a new group of trustees (drawing on representatives of Drighlington Parish Council and Drighlington Primary school with Leeds City Council being represented by a local ward member) or referral of the matter to the appropriate Area Committee.

The Assistant Chief Executive (Corporate Governance) and Director of Resources submitted a joint report seeking either approval of the appointment of a new group of trustees or referral of the matter to the appropriate Area Committee.

RESOLVED –

(a)  That the issue of the appointment of new trustees to the Archbishop Margetson Trust Fund is a community and local engagement issue and therefore appointments should be decided by the relevant Area Committee.

(b)  That the Assistant Chief Executive (Corporate Governance) make the relevant amendments to the Constitution to enable non Councillor representatives to be appointed where appropriate.

To consider the joint report of the Chief Democratic Services Officer and the Head of ICT Services report providing Members with an update on ICT issues including a position statement with respect to the distribution of PDAs (Personal Digital Assistants) to Members and on the actions taken by Corporate ICT Services to improve the service provision to Members

The Chief Democratic Services Officer and Head of ICT Services submitted a joint report providing Members with an update on ICT issues including a position statement with respect to the distribution of Personal Digital Assistants (PDA’s) to Members and on the actions taken by Corporate ICT Services to improve the service provision to Members.

RESOLVED –

(a)  That the contents of the report be noted.

(b)  That a further report be submitted to this  Committee on ICT performance issues after a further period of operational experience.

(Councillor Dowson arrived at the conclusion of this item).

To consider the report of the Chief Democratic Services Officer outlining the “options” for procuring, developing and adapting an IT system to support elected Members with their casework.

The Chief Democratic Services Officer submitted a report detailing the options for delivering a casework IT system for Members.  The report explored five options and summarised their benefits.

The options considered were:-

1  Improving the status quo

2  Microsoft Share Point

3  Developing the Siebel system

4  Developing a bespoke system

5  Expanding File Plus

RESOLVED –

(a)  That the report be noted.

(b)  That information be provided to Members on the pathway to contact Chief Officers in order that member queries are dealt with at an appropriate level and in a timely manner.

(c)  That more detailed work be undertaken to develop a full “Statement of Requirements” in order to establish the feasibility of developing a solution initially based on Option 2.

To consider the joint report of the Assistant Chief Executive(Corporate Governance) and Director of Resources advising Members of further developments in relation to the insurance arrangements for legal representation and to set out possible alternatives to the current insurance arrangements. Members of the Committee are asked to consider the contents of the report and consider if alternative arrangements are merited.

The Assistant Chief Executive (Corporate Governance) and the Director of Resources submitted a joint report advising Members of further developments in relation to the insurance arrangements for legal representation and setting out possible alternatives to the current insurance arrangements.

RESOLVED – That a further report be submitted to this Committee on self insuring arrangements and on whether the Council could pay for the legal costs of a Councillor against a complainant.

(Councillors Leadley and Latty left during/at the conclusion of this item).

Councillor John Procter declared a personal and prejudicial interest in the following minute as a Member who is the subject of a complaint, vacated the Chair and left the room.

Councillor Bentley assumed the Chair.

To consider the report of the Assistant Chief Executive(Corporate Governance) responding to a request from the Committee regarding the Member conduct regime since its transfer to the authority in May 2008  and advising the Committee of the current review of the Standards Committee procedures to assess complaints against Members.  The report provides details of the consultation process as part of that review, and invites comments from the Committee to inform the review.

The Assistant Chief Executive (Corporate Governance  submitted a report responding to a request from the Committee regarding the Member conduct regime since its transfer to the authority in May 2008 and advising the Committee of the current review of the Standards Committee procedures to assess complaints against Members.  The report provided details of the consultation process as part of that review, and invited comments from the Committee to inform the review.

RESOLVED – That this item be withdrawn and be subject to informal consideration by Group Whips.

The meeting was suspended at 6.35 pm and resumed at 7.45 pm.

(Councillor Gruen did not rejoin the meeting when it resumed).

Councillor John Procter entered the meeting and assumed the Chair.

To consider the report of the Assistant Chief Executive(Corporate Governance) outlining the difficulties with the current membership of the Standards Committee, and to make proposals to resolve these difficulties.  This report provides two options for increasing the overall membership of the Committee, and also proposes substitute arrangements for the Leeds City Council Members on the Committee.

The Assistant Chief Executive (Corporate Governance) submitted a report outlining the difficulties with the current membership of the Standards Committee, and making proposals to resolve these difficulties. The report provided two options for increasing the overall membership of the Committee, and also proposed substitute arrangements for the Leeds City Council Members on the Committee.

RESOLVED –

(a)  That the creation of a pool of trained elected members who could act as substitutes for full Committee meetings and Assessment and Review Sub-Committee meetings be supported.

(b)  That the introduction of a pool of Parish or Town Councillors be investigated as part of the options appraisal for the Committees Membership.

(c)  That there be no increase in the number of Independent Members on  the Standards Committee and that Independent Member representation on the Standards Committee should be no more than the statutory minimum requirement of 25% and that a further option be developed for consideration by the General Purposes Committee to achieve this.

(d)  To recommend that if Parish or Town Council representation increases then so should Leeds City Council representation.

(e)  To recommend that Elected Members be involved in the interviewing of both Independent and Parish and Town Council representatives and that the Assistant Chief Executive(Corporate Governance) bring forward a report for consideration by this Committee on how Elected Member involvement in such appointments could be facilitated.  

(Councillor Hanley left at the conclusion of this item).

To consider the report of the Assistant Chief Executive(Corporate Governance) advising Member Management Committee of the Communities and Local Government consultation paper published on 1^st October 2008. 

The report also invites comments from Member Management Committee on the questions posed in the consultation paper and on the consultation process outlined within the report.

The Assistant Chief Executive (Corporate Governance) submitted a report advising Members of the Communities and Local Government consultation paper published on 1^st October 2008.

The report also invited comments from Members on the questions posed in the consultation paper and on the consultation process outlined within the report.

Members of the Committee raised concerns about the Councils response to the consultation being from the Standards Committee rather than this being provided from a Committee of Councillors. Members were of the view that Standards Committee should only undertake the functions which were Statutorily allocated to such Committees.

RESOLVED –

(a)  To note that individual groups would discuss the issues and feedback as appropriate.

(b)  That, having been moved by Councillor J Procter and seconded by Councillor Lyons, the General Purposes Committee be asked to review the Standards Committees Terms of Reference particularly the functions relating to.

·  making representations to and to liaising with external agencies about any matter relating to general principles of conduct, model codes of conduct and the codes of conduct or protocols approved from time to time by or on behalf of the Council; and

·  considering and advising the Council with respect to the adoption or amendment of a Code of Conduct for officers and to promote, monitor and review the Code of Conduct.

With a view to these functions being carried out by the General Purposes Committee rather than the Standards Committee.

To consider the report of the Chief Democratic Services Officer in relation to Member appointments to Outside Bodies.

The Chief Democratic Services Officer submitted a report on member appointments to outside bodies and provided an update in relation to:

• Appointments made since October 2008 by the Assistant Chief Executive (Corporate Governance).

RESOLVED –

(a)  That Councillor Parnham be appointed to Leeds Mind, and the WYPTA Taxi Liaison Group.

(b)  To note the following appointment confirmed by the Assistant Chief Executive (Corporate Governance) since the last meeting of this Committee.

  Outside Body    Member Appointed

  Leeds Admission Forum      Councillor Gettings

This was added as a late item to consider urgent issues in relation to this development which required resolution prior to the next scheduled meeting of this committee.