Agenda and minutes

The Chair welcomed all in attendance to the October meeting of Member Management Committee.

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-18 of the Members’ Code of Conduct.  Also to declare any other significant interests which the Member wishes to declare in the public interest, in accordance with paragraphs 19-20 of the Members’ Code of Conduct.

There were no disclosable pecuniary and other interests.

To receive any apologies for absence.

Apologies for absence were submitted by Councillors N Dawson, A Lamb and K Mitchell. Notification had been received that Councillor P Grahame was to substitute for Councillor N Dawson and Councillor N Walshaw for Councillor K Mitchell.

To approve as a correct record the minutes of the meeting held on 19^th June 2012.

RESOLVED – That the minutes of the meeting held on 19^th June 2012 be approved as a correct record.

To receive and consider a report from the Chief ICT Officer outlining the proposals for a Members Upgrade Project.

The Chief ICT Officer and Chief Officer (Democratic and Central Services) submitted a joint report which outlined the proposals for a Members Upgrade Project.

The following information was appended to the report:

-  Members upgrade programme options

-  Advantages and disadvantages of the programme options.

The Chair welcomed to the meeting, Andy Keightley, Business Relationship Manager, to present the report and respond to Members’ questions and comments.

The key areas of discussion were:

• Concern about issues raised by the ICT working group, particularly in relation to potential cost savings, which had not been addressed in the report.  It was suggested that the ICT working group undertook a further review of the issues identified and reported back its findings to the January Member Management Committee.
• Clarification sought regarding the current annual budget for all aspects of ICT.  It was agreed to report back to Member Management Committee with a response.

RESOLVED –

(a)  That the contents of the report and appendices be noted

(b)  That the ICT working group undertakes a further review of the issues identified and reports back its findings to the January Member Management Committee.

To receive and consider a report from the Chief Officer (Democratic and Central Services) which seeks Member Management Committee consideration and approval of a draft protocol for the webcasting of Council meetings.

The Chief Officer (Democratic and Central Services) submitted a report which sought Members’ consideration and approval of a draft protocol for the webcasting of Council meetings.

The Chair welcomed to the meeting, John Kearsley, Chief Officer (Democratic and Central Services), to present the report and respond to Members’ questions and comments.

The main areas of discussion were:

• Concerns about the Council’s sound system.  Members were advised that software was being updated and regular servicing would be undertaken to address any issues.  
• Confirmation that the costs of providing a webacasting service for all Council meetings had been included in the report to General Purposes Committee and were in the order of £16k a year.
• Confirmation that there was a facility to monitor the number of viewers accessing the webcasting service.
• Amendment to paragraph 6 of the draft protocol to delete ‘County Council’s’ and replace with ‘Leeds City Council’s’.

RESOLVED – That subject to the above amendment, the draft protocol for webcasting meetings of Council, be approved.

To receive and consider a report from the Chief Officer (Democratic and Central Services) updating Members on the growing use of electronic equipment in Committee and seeking the views of Member Management Committee on the appropriateness of standard advice to Chairs.

The Chief Officer (Democratic and Central Services) submitted a report which updated Members on the growing use of electronic equipment in Council / Committee meetings and sought the views of the Member Management Committee on the appropriateness of standard advice to Chairs.

The Chair welcomed to the meeting, Peter Marrington, Head of Scrutiny and Member Development, to present the report and respond to Members’ questions and comments.

The key points of discussion were:

• Concern that Members were disadvantaged when requested by the Chair not to use electronic equipment during Council / Committee meetings, particularly as officers, external representatives and members of the public were still permitted to use them.
• Concern that the use of electronic equipment during Council / Committee meetings provided Members with an opportunity to refer to information that other Members of the Committee may not have access to. 
• The challenges associated with establishing a clear protocol and a suggestion that the use of electronic equipment at Council / Committee meetings be considered a matter of discretion by the Chair.

RESOLVED –

(a)  That the contents of the report and appendices be noted

(b)  That the use of electronic equipment at Council / Committee meetings be considered a matter of discretion by the Chair.

To receive and consider a report from the Chief Officer (Democratic and Central Services) providing Members with an update on learning and development issues relating to Members.

The Chief Officer (Democratic and Central Services) submitted a report which provided Members with an update on learning and development issues in relation to Members.

The Chair welcomed to the meeting, Kay Sidebottom, Member Development Officer, to present the report.

RESOLVED – That the contents of the report and appendices be noted.

To receive and consider a report from the Assistant Chief Executive (Planning Policy and Improvement) seeking the appointment of elected members to the Leeds Initiative Partnership Boards.

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report which sought the appointment of Members to the Leeds Initiative Partnership Boards.

The Chair welcomed to the meeting, Martin Dean, Head of Leeds Initiative and International Partnerships, to present the report.

RESOLVED – That Councillor D Blackburn be appointed to the Leeds Initiative – Climate Change Partnership.

To receive and consider a report from the Chief Officer (Democratic and Central Services) providing an update on the current position regarding Member appointments to outside bodies and seeking to confirm Member nominations to remaining vacancies.

The Chief Officer (Democratic and Central Services) submitted a report which provided an update on the current position regarding Member appointments to outside bodies and sought confirmation of Member nominations to the remaining vacancies.

The Chair welcomed to the meeting, Guy Close, Governance Officer, to present the report.

RESOLVED –

(a)  That the current position in relation to Member appointments to outside bodies detailed in Appendix 1, be noted

(b)  That the issues relating to outside bodies detailed in paragraphs 3.1 to 3.5 of the report, be noted

(c)  That the change of appointments approved since the last meeting in June 2012, detailed in paragraph 3.6 of the report, be noted

(d)  That Councillor A Lowe be appointed to serve as the Council’s representative on the Harrison & Potter Trust / Josiah Jenkinson Charity.

Tuesday, 22^nd January 2013 at 10.00am.

Tuesday, 22^nd January 2013 at 10.00am.

(The meeting concluded at 11.12am.)