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 the refusal of inspection of documents.

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 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.

No declarations of interest were made either under this item or at any stage during the meeting.

To receive any apologies for absence from the meeting.

Apologies for absence were received from Councillors J L Carter, A Carter and R Finnigan.

To confirm as a correct record the minutes held on 30^th March 2011.

RESOLVED  - That the minutes of the General Purposes Committee meeting held on 30^th March 2011 be approved as a correct record.

The Chair raised the proposal for an additional meeting of full Council to that already circulated to be held on 30^th November 2011 which would be solely for the purposes of receiving and debating a State of the City Report. The Chair proposed that this date should be incorporated into the schedule of Council meetings to be agreed at the Annual meeting.

RESOLVED – Members agreed to recommend to full Council that an additional meeting on 30^th November 2011 be scheduled to receive and debate a State of the City Report.

To receive a report of the City Solicitor recommending amendments to the constitution to full Council, following the annual review of the constitution.

The City Solicitor presented his report. The report asked the Committee to recommend amendments to the Constitution to full Council.

Members discussed the report in detail and specifically focussed on:

(a) the proposed revisions to the Area Committee Procedure Rules. Members expressed a desire for Area Committee Members to continue to have involvement in the process of electing Chairs for Area Committees.  However, it was also noted by Members that the current procedure (whereby Area Chairs are appointed by the Area Committees at the first meeting of the committees in the new municipal year, and contested elections are referred to  full Council) was not satisfactory owing to the significant delay in appointments which might arise.  Members requested that the proposed amendments be revised to incorporate reference to a nomination process by Area Committee Members, but to allow appointment by full Council at its Annual Meeting where an election is contested.

(b) the proposed revisions to the Council Procedure Rules. In relation to Council Procedure 11.2, Members considered that Whips should continue to confirm the order of questions, but that it would be useful for clarity about the  order to be obtained, at an earlier stage in the process.  Members considered that the proposed amendment would do this.  In relation to Council Procedure 13.1, Members acknowledged difficulties raised by existing time-scales, but raised concerns about delays arising during the process for considering amendments to the Budget Motion before they are submitted to the Chief Executive under the Council Procedure Rules.  Members therefore asked for a review  of this process to be carried out, in addition to the proposed amendment..

RESOLVED – Members of the General Purposes Committee resolved to recommend to full Council that:

(a)  the revised Article 4 be amended, as set out in Appendix 1 of the report;

(b)  the terms of reference of the General Purposes Committee be amended as set out in Appendix 2 of the report;

(c)  the delegations to the Chief Recreation Officer be withdrawn;

(d)  the additional function of making a special extinguishment order under Section 118B of the Highways Act 1980 to the Chief Highways and Transportation Officer and the Director of City Development be concurrently delegated;

(e)  exception (h) to the delegation to the Chief Planning Officer, be amended to read ‘’the determination of applications submitted in a personal capacity by or on behalf of Members, Directors or any other officer who carried out development management functions’’;

(f)  the Council Procedure Rules 11.2 and 13.1 be amended as set out in Appendix 3 of the report;

(g)  a review to be conducted into the timescales affecting how amendments to the Budget Motion are dealt with before they are submitted to the Chief Executive under the Council Procedure Rules;

(h)  the amendments relating to the appointment of Area Committee Chairs to Article 10.6  as shown in Appendix 4 of the report, and to Area Committee Rule 5.1 be not approved,

(i)  That further proposals for approval at the Annual Council Meeting be brought  ...  view the full minutes text for item 71.

To receive a report of the Head of Scrutiny and Member Development setting out recommendations in respect of amendments to the Overview and Scrutiny function.

The Head of Scrutiny and Member Development presented his report, which set out recommendations in respect of amendments to the Overview and Scrutiny function. The report also detailed a number of minor changes to the Scrutiny Board Procedure Rules and Article 6 to ensure consistency in wording and to provide clarity.

Members discussed the report in detail giving consideration to possible implications for smaller Groups, arising from  the proposed amendment to Article 6, to provides that Group spokes persons should not be appointed as Scrutiny Board Chairs.  Members considered the proposal should be amended so that it did not apply to groups with a small proportion of Council membership.

Concerns were also raised about  full Council solely determining the work programme of the Scrutiny Boards and Members agreed that Scrutiny Boards should retain the  authority to determine their own work programme in addition to the topics identified in the proposed terms of reference.  It was agreed that amendments to the proposed terms of reference be made to reflect this.

RESOLVED – Members of the General Purposes Committee resolved to recommend to full Council that:

(a)  the following Scrutiny Boards be appointed, with the terms of reference set out in Appendix 1 to the report, subject to those terms of reference being amended to reflect :

• Scrutiny Board (Children and Families);
• Scrutiny Board (Safer and Stronger Communities);
• Scrutiny Board (Sustainable Economy and Culture);
• Scrutiny Board (Regeneration);
• Scrutiny Board (Health and Well-being and Adult Social Care); and
• Scrutiny Board (Resources and Council Services).

(b)  To approve the revised Article 6 as set out in Appendix 2, but subject  to amendments to allow Group spokespersons from smaller parties to be appointed to Chair a Scrutiny Board and to reflect the Committee’s decision in relation to the Boards’ Terms of Reference; and

(c)  the revised Scrutiny Board Procedure Rules be amended as set out in Appendix 3, subject to any further amendments required to reflect the Committee’s decision in relation to the Boards Terms of Reference.

(Councillor T Leadley left the meeting at 4:00pm during the discussion of this item)