Issue - meetings

To consider the report of the Deputy Chief Executive.

Scrutiny Committee – Resources will consider the report at its meeting on 2 October 2014 and its comments will be reported.

The report of the Corporate Manager Legal was submitted which outlined a proposed structure for the governance and scrutiny of Strata, as part of the organisational arrangements for a shared ICT service through a wholly owned company with East Devon District Council and Teignbridge District Council, with a proposed commencement date of 1 November 2014. There would be a requirement to set up a Joint Executive Committee (JEC) to govern Strata and a Joint Scrutiny Committee (JSC) to scrutinise Strata.

The main provisions of the governance structure were included in the terms of reference and rules of procedure for the JEC and JSC, which were included in an Appendix to the report. Each of the partner authorities had to consider the proposals and agreed to amend their individual constitutions.

It was noted that East Devon District Council and Teignbridge District Council had supported this proposed way forward.

In response to a Member’s question, the Corporate Manager Democratic and Civic Support stated that any expenses incurred by Councillors travelling to meetings outside of the city boundaries would be taken into consideration by the Independent Remuneration Panel who were currently undertaking a review of Members Allowances.

Scrutiny Committee – Resources considered the report at its meeting on 2 October 2014 and the support and comments of the Members were noted.

RESOLVED that:-

(1)          a Joint Executive Committee (JEC) to govern Strata be appointed with effect from the go live date on the 1 November 2014;

(2)          the Leader of the Council be appointed to the JEC;

(3)          the JEC’s terms of reference, as set out in the Appendix and summarised in paragraph 9 of the report, be agreed;

(4)          the Rules of Procedure for the JEC as set out in the Appendix, be adopted;

RECOMMENDED that Council approve the following and that the Constitution be amended accordingly:-

(5)          a Joint Scrutiny Committee (JSC) be appointed;

(6)          the JSC Terms of Reference, as set out in paragraph 10-12 of the report, be agreed;

(7)          a total of three Members from each authority sit on the JSC in compliance with the rules on political balance; and

(8)          the Rules of Procedure for the JSC, as set out in the Appendix to the report, be adopted.

To consider the report of the Corporate Manager - Legal Services and Monitoring Officer.  

The Assistant Director Finance presented a report which outlined a proposed structure for the governance and scrutiny of Strata, as part of the organisational arrangements for a shared ICT service through a wholly owned company with Teignbridge District Council and East Devon District Council, with a proposed commencement date of 1 November 2014.

The following structure for the governance and scrutiny of Strata would be required to be set up:-

·         A Joint Executive Committee (JEC) to govern Strata, and

·         A Joint Scrutiny Committee (JSC) to scrutinise Strata.

The main provisions of the governance structure were included in the terms of reference and rules of procedure for the JEC and JSC, which were included in an Appendix to the report. Each of the partner authorities had to consider the report and amend their individual constitutions.

 The Assistant Director responded to Members’ comments:-

• the chairmanship of the individual JEC and JSC Committees would be agreed annually. 

• the decision to agree the constitution had not identified any impact on equalities and diversity as the purpose of the report had been to consider the governance arrangements. 

• existing staff would be Tuped across to the new Strata company and negotiations were ongoing to ensure that current and future staff retained their current benefits as part of the Devon Pension Scheme.

• Teignbridge District Council and East Devon District Council had already considered and approved the governance arrangements for Strata at their respective Executive and Cabinet meetings to ensure that the company would be up and running by 1 November.

Members were supportive of the innovative approach.

 It was noted that Teignbridge District Council and East Devon District Council had also supported and Exeter City Council’s Scrutiny Committee - Resources now supported the recommendations and requested that Executive and Council approve:-

(1)    the appointment of a Joint Executive Committee (JEC) together to govern Strata with effect from the ‘go live’ date on the 1 November 2014;

(2)    the appointment of the Leader of Exeter City Council to the JEC;

(3)    the JEC’s terms of reference set out in the Appendix and summarised in paragraph 9 of the circulated report;

(4)    the adoption of the Rules of Procedure for the JEC as set out in the Appendix to the circulated report;

(5)    the composition and delegation to the Strata Management Board as set out in paragraph 13 of the circulated report.

And that Exeter City Council’s Constitution be amended accordingly for the :-

(6)   appointment of a Joint Scrutiny Committee (JSC);

(7)               agreement of the JSC Terms of Reference as set out in paragraph 10- 2 of the circulated report;

(8)   nomination of a total of three members from each authority to sit on

            the JSC in compliance with the rules on political balance;

(9)   adoption of the Rules of Procedure for the JSC set out in the

            Appendix included in the circulated report.