Agenda and minutes

To consider any appeals in accordance with Procedure Rule 25 of the Access to Information Procedure Rules (in the event of an Appeal the press and public will be excluded)

(*In accordance with Procedure Rule 25, written notice of an appeal must be received by the Chief Democratic Services Officer at least 24 hours before the meeting)

There were no appeals against refusal of inspection of documents in accordance with Procedure Rule 25 of the Access to Information Procedure Rules.

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

2  To consider whether or not to accept the officers recommendation in respect of the above information.

3  If so, to formally pass the following resolution:-

  RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:-

There were no resolutions to exclude the public.

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

(The special circumstances shall be specified in the minutes)

There were no late items submitted to the agenda by the Chair for

consideration.

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

There were no declarations of 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.

To approve as a correct record the minutes of the meeting held on 23^rd November 2010.

The minutes were approved as a correct record.

Further to Minute 18 (b), it was confirmed that a second Member would be appointed to Temple Newsam Learning Partnership School Trust as an Associate Member initially, becoming a trustee once the proposal to appoint a second trustee from the Council has been approved.

The Business Relationship Manager was in attendance to provide an update on ICT matters, further to Minute 20. It was confirmed that there would be a moratorium on sending ICT text alerts to Members between 10.00pm and 8.00am. Members raised concerns regarding the length of time taken to set up a remote broadband connection, and to resolve issues with the connection. Members also requested that further consideration be given to the cost of providing remote internet access, and ways in which this could possibly be reduced.

RESOLVED – That the minutes of the meeting held on 23^rd November 2010 be approved as a correct record.

To receive a report of the Chief Democratic Services Officer and Chief Officer (Libraries, Arts and Heritage) proposing a mechanism by which Member Management Committee can receive feedback from Outside Bodies, and outlining proposals for increasing Member involvement in grant funded organisations.

The Chief Democratic Services Officer and Chief Officer (Libraries, Arts and Heritage) presented a report proposing a mechanism by which Member Management Committee can obtain feedback from some of the Council’s outside bodies, and outlining proposals to increase Member involvement in grant funded organisations.

Members raised the following points:

·  The spreadsheet attached at Appendix 1 should be amended to show the total grant provided to each body, if it receives separate grants from the Council;

·  Neighbourhood Networks were not included in Appendix 1 as they are regarded as a contract rather than a grant;

·  Officers should attend meetings of outside bodies on a regular basis, especially those which receive a significant grant from the Council;

·  The number of Members it was proposed to appoint to each body dependant on the grant received seems sensible, however an exception should be made if this would result in Leeds City Councillors comprising an excessive proportion of Board members;

·  Lead officers should report back to the relevant Executive Member if there are any concerns regarding an outside body, and to Member Management Committee if the concerns relate to governance arrangements;

·  Any organisations that currently offer more than the required number of seats should not be asked to reduce the number of seats offered; and

·  Further information was required regarding indemnities for Members who are appointed to outside bodies.

RESOLVED – Member Management Committee resolved that:

(a)  A requirement should be included in the 2011/12 grant making process for successful organisations to offer elected Members seats on their Board in proportion to the grant size approved, as follows:

(i)  All organisations that receive a grant from the Council of £500,000 and over must offer 3 seats on their Board to Leeds City Councillors; and

(ii)  All organisations that receive a grant from the Council between £499,999 and £100,000 must offer 2 seats on their Board to Leeds City Councillors;

(b)  The above requirements should not apply to an organisation if they would give the Council control or influence over the organisation under the provisions of the Local Government and Housing Act 1989;

(c)  Organisations should not be asked to reduce the number of seats offered, if they currently offer more than the required number;

(d)  In relation to appointments to bodies in the Key and Strategic Partnership category, the nominated lead officer should report to the Committee in the event of any concerns with respect to the appointment made; and

(e)  Further information be sought from the Assistant Chief Executive (Corporate Governance) regarding indemnities for Members on outside bodies.

To receive a report of the Chief Democratic Services Officer providing an update on training and development issues relating to elected Members.

The Member Development Officer presented a report of the Chief Democratic Services Officer providing an update on training and development issues relating to elected Members.

Members discussed the following issues:

·  The level of attendance at compulsory planning and licensing training. It was agreed that Group Whips should be informed as soon as possible which of their Members had not attended the training, and dates of future training sessions;

·  The support available to newly elected Members who are employed outside of the Council. It was agreed that it would be useful to include some guidance in Members’ induction packs;

·  The need to develop a training course on the implications of the Localism Bill for Members; and

·  Political awareness training for officers.

RESOLVED – Member Management Committee resolved that:

(a)  A report summarising the findings from exit interviews be presented to the first Member Management Committee meeting of the municipal year, and that the Committee be involved in reviewing the question template and procedures;

(b)  Group Whips be informed which of their Members have not attended the compulsory planning and licensing training, and dates of future sessions;

(c)  The proposed approach to political awareness training for officers be endorsed, including the production of a DVD as a supporting material;

(d)  The Chief Democratic Services Officer consult with individual Group Whips regarding the content of the DVD; and

(e)  The ongoing Member Development programme be noted.

(Councillor Leadley left the meeting at 11.10am during the discussion of this item.)

To receive a report of the Chief Democratic Services Officer providing an update on the current position regarding member appointments to Outside Bodies, and seeking to confirm Member nominations to remaining vacancies on the Council’s Outside Bodies.

The Corporate Governance Officer presented a report of the Chief Democratic Services Officer providing an update on the current position regarding Member appointments and seeking to confirm Member nominations to remaining vacancies.

RESOLVED  - Member Management Committee resolved that:

(a)  Lady Elizabeth Hastings’ Educational Foundation be categorised as Community and Local Engagement, noting that the Chairs of the North East (Outer) and East (Outer) Area Committees would determine which is the appropriate Area Committee to make appointments to this charity;

(b)  The Local Enterprise Growth Initiative (LEGI) Board be categorised as a Strategic and Key Partnership, and Member Management Committee be the appointing body;

(c)  The position on the LEGI Board be allocated to the Labour Group and Councillor Gerald Harper be appointed; and

(d)  The change of appointments since the last meeting of the Committee (as detailed in paragraph 3.9 of the report) be noted.

Members noted that this was the Chief Democratic Services Officer’s final Member Management Committee meeting prior to his retirement, and expressed their appreciation for his contribution to the work of the Committee.