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

All Members of the Committee declared a personal interest in items 6 and 7 of the agenda (Minutes 38 and 39 refer), by virtue of their position as a Leeds City Councillor.

To approve as a correct record the minutes of the meeting held on 12^th January 2011.

Members requested further information in relation to Minute 29. It was reported that there had been some difficulty in implementing the Committee’s resolutions due to the legal and governance implications, and that an update would be provided to the Committee by e-mail.

Members expressed concern with regard to the lack of progress and communication regarding this issue, and requested that the actions outlined at Minute 29 are implemented as soon as possible.

Members agreed an amendment to Minute 29(b) to reflect that the requirements outlined in Minute 29(a) 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.

RESOLVED – That the minutes of the meeting held on 12^th January 2011 be approved as a correct record, subject to an amendment to Minute 29(b), as follows:

‘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.’

To receive a report of the Assistant Chief Executive (Corporate Governance) introducing and seeking comments on a draft Executive Board report regarding Insurance and Indemnities for Members.

The Head of Property, Finance and Technology and the Insurance Manager presented a report introducing and seeking comments on a draft Executive Board report regarding insurance and indemnities for Members.

Members particularly discussed the personal accident insurance which was outlined at Appendix 1 to the report. Concern was expressed in relation to the amounts payable, and Members requested that they be raised to a reasonable level. The Insurance Manager undertook to review the policy and provide a further report to the Committee.

Members were also concerned that an indemnity had not yet been agreed under the provisions of the Local Authorities (Indemnities for Members and Officers) Order 2004. It was agreed that it would be preferable for the appropriate officer to approve the new indemnity for Members and Officers (as attached at Appendix 5 to the report) if possible, rather than wait until the next Executive Board meeting, which was due to be held on 18^th May 2011.

RESOLVED – Member Management Committee resolved that:

(a)  the new indemnity for Members and Officers (as attached at Appendix 5 to the report) be approved by the appropriate officer if possible; and

(b)  the Insurance Manager review the Council’s personal accident insurance with a view to raising the amounts payable, and provide a further report to the Committee.

To consider the report of the Chief Officer (ICT) providing a position statement on the ICT projects and services which impact on elected members.

The Chief Officer (ICT) presented a report providing a position statement on the ICT projects and services which impact on elected Members.

Members particularly discussed the options for connecting to the Council’s network from a Member’s home, and the advantages and disadvantages associated with each method. The preferred method of connectivity was for Councillors to use a Council laptop with the Virtual Private Network (VPN) client installed and their own private connection, which would significantly reduce the cost of providing access to the network. However, it was acknowledged that this method may not be suitable for all Members, particularly those who are not familiar with using IT equipment.

It was agreed that all new Members should use the preferred method (as outlined above), and that the Chief Officer (ICT) should work with existing Members to change their provision to the preferred method wherever possible.

Further to queries raised, the Chief Officer (ICT) outlined the reasons for the recent replacement of the Council’s Uninterruptible Power Supply (UPS) and the robustness of the new system.

The Committee further discussed the proposed developments to the Members Casework system, and the Standards Committee’s proposed amendment to the Members E-Mail Code of Practice, and was supportive of both.

RESOLVED – Member Management Committee resolved that:

(a)  the report be noted;

(b)  all newly elected Members should use a Council laptop with the VPN client network installed and their own private connection, in order to connect to the Council’s network from home;

(c)  the Chief Officer (ICT) should work with existing Members to change their provision to that outlined in (b) above wherever possible, and liaise with the Member Development Officer in order to provide any associated training;

(d)  the proposed developments to the Members Casework system, as outlined in paragraph 3.3.7 of the report, be supported; and

(e)  the Standards Committee’s proposed amendments to the Members E-Mail Code of Practice, as outlined in paragraph 3.4.2 of the report, be supported.

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

RESOLVED – Member Management Committee resolved that:

(a)  the Member development activities and attendance summary for 2010/11 as attached at Appendix 1 to the report be noted; and

(b)  the proposals for future events and new ways of working as outlined in Appendix 2 to the report be supported.

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 submitted 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)  the Cardigan Centre be categorised as Community and Local Engagement;

(b)  the Morley Borough Independent Group Whip be provided with further information on the role of the Year of Volunteering Steering Group; and

(c)  the change of appointments since the last meeting, as detailed in paragraph 3.6 of the report, be noted.