Issue - meetings

To consider the report of the Director Corporate Services.

Agreed:

RECOMMENDED that Council:-

(1)  approve the appointments contained in the updated Appendix presented at the meeting (appended to the minutes) and as amended at the meeting with immediate effect; and

(2)  grant delegated authority to the Director Corporate Services, in consultation with the Group Leaders, to appoint representatives to outside bodies when necessary, during the course of the Municipal Year.

Reason for Decision: As set out in the amended attachment included with the minutes and as amended at the meeting.

The Executive received the annual report on appointing Members to the outside bodies, to ensure that there was Council representation to maintain effective partnerships with the external organisations.

Reference was made to Members having a duty of responsibility to an organisation, should the appointment hold a position of responsibility. Members were also reminded to update their Other Registerable Interest forms accordingly, for any appointments made, as set out under statutory requirements.

The Leader moved an updated list of proposed appointments which were tabled at the meeting and also advised on the following additional amendments:-

·         Exeter Canal & Quay Trust Ltd - to remove Councillor Josie Parkhouse (Portfolio Holder for Climate & Ecological Crisis); and

·         Exeter Church Charities – Councillor Alison Sheridan to replace Alderman John Landers.

The proposed amendments and updated list of appointments are appended to the minutes.

The Leader advised that several of the proposed appointments were for the Portfolio Holders, given the relationship with the portfolio holder’s work. He also advised that appointments to outside bodies were not governed by the Local Government Act and were being made to provide suitable Council representation accordingly.

Members noted that the outside bodies would be reviewed to ensure that the Council interests for appointments on the outside body would continue to be relevant.

Councillor M. Mitchell, as an opposition group leader, spoke on this item. He suggested that an audit be undertaken to assess which outside bodies were still in operation and if it was still a requirement for Members to be appointed. An annual report from Members would also be welcomed to review the work that had been undertaken with the outside bodies, which he suggested could be reported to either a Scrutiny Committee or to the Executive.

In response to a question from a Member, the Democratic Services Manager advised that each year, all outside bodies were written to, notifying them of the respective appointments. This year they would also be requested to provide any administrative updates, a summary of the number of meetings held and work undertaken.

The Leader in concluding, advised that there was long history of appointing Councillors to outside bodies which needed to be maintained, however, it was important to ensure that any appointments made continued to be relevant.

RECOMMENDED that Council:-

(1)  approve the appointments contained in the updated Appendix presented at the meeting (appended to the minutes) and as amended at the meeting with immediate effect; and

(2)  grant delegated authority to the Director Corporate Services, in consultation with the Group Leaders, to appoint representatives to outside bodies when necessary, during the course of the Municipal Year.