Agenda item

To consider the recommendations made by the Electoral Review Working Group in relation to the ongoing implementation of a new committee structure.

Council recalled that, at its meeting held on 23 January 2018 (Minute 116 referred), it had considered a report of the Head of Governance and Legal Services which had provided the recommendations made by the Electoral Review Working Group and it had been agreed -

“That,  with effect from the Annual Meeting of the Council on 24 April 2018, -

(a)    the proposed terms of reference for the two new overview and scrutiny committees, as set out in the Appendix to item A.6 of the Report of the Head of Governance and Legal Services, be approved; and

(b)    the other recommendations made by the Electoral Review Working Group, as detailed in the Executive Summary of the report referred to above, be adopted.”

It was reported that members of the Electoral Review Working Group had attended a meeting held on 6 March 2018 when they had conducted a “tidying up” exercise of the remaining issues with a view to finalising their review of the Council’s committee structure.

The key issues considered at that meeting had been:-

1. Names of Committees/Sub-Committees (other than the already agreed names for the two new O & S Committees);
2. The size of membership for Committees/Sub-Committee in 2018/19 (other than the new Resources and Services O & S Committee);
3. The Terms of Reference for the existing Human Resources Committee and the Council Tax Committee to be combined without any changes for the proposed Human Resources & Council Tax Committee;
4. The Terms of Reference for the other non-O & S Committees;
5. The proposed reduction in the number of Premises/Personal Licences Sub-Committees from three to one;
6. The proposal that the membership of the P/P Licences Sub-Committee will be chosen on a rota basis for each meeting from the trained membership of the Licensing and Registration Committee;
7. Noting the proposed meeting dates of the new overview and scrutiny committees;
8. A half-year review of the new Committee Structure to be undertaken and reported in accordance with the Constitution to Full Council; and
9. A review of the Overview and Scrutiny Procedure Rules to ensure consistency.

The outcomes of the Working Group’s deliberations were contained within item A.1 of the Report of the Head of Governance and Legal Services.

Council was informed that, upon completion of the business set out in the report, the Electoral Review Working Group would focus solely on the outcome of the ongoing Community Governance Reviews.

Members were made aware that the proposed half-year review of the committee structure and associated constitutional matters would be undertaken by the Finance and Corporate Resources Portfolio Holder’s Constitution Review Working Party.

Having considered the Working Group’s recommendations, it was moved by Councillor P B Honeywood, seconded by Councillor G V Guglielmi and:

RESOLVED that - 

(a) with effect from the Annual Meeting of the Council on 24 April 2018:-

(1)     the names of the non-overview and scrutiny committees and sub-committees in the new committee structure be as follows:-

Audit Committee

Human Resources and Council Tax Committee

Licensing and Registration Committee

Local Plan Committee

Planning Committee

Standards Committee

Miscellaneous Licensing Sub-Committee

Premises/Personal Licences Sub-Committee

Town and Parish Councils Standards Sub-Committee; and

(2)     the size of membership of committees and sub-committees in the new committee structure be confirmed as follows:

Audit Committee (7 Members)

Human Resources and Council Tax Committee (11 Members)

Licensing and Registration Committee (11 Members)

Local Plan Committee (15 Members)

Planning Committee (11 Members)

Standards Committee (7 Members)

Miscellaneous Licensing Sub-Committee  (8 Members)

Premises/Personal Licences Sub-Committee (3 Members)

Town and Parish Councils Standards Sub-Committee (3 TDC Members + 3 Parish Members); and

(3)     the terms of reference of the non-overview and scrutiny committees and sub-committees in the new committee structure remain as they are at present with the exception of the new Human Resources and Council Tax Committee whose proposed terms of reference will be formed by the combination, with no changes made, of the terms of reference for the existing Human Resources Committee and the Council Tax Committee; and

(4)     the number of Premises/Personal Licences Sub-Committees be reduced to from three to one and that its membership be chosen on a rota basis for each meeting from the trained membership of the Licensing and Registration Committee; and

(5)        the Overview and Scrutiny Procedure Rules be amended to reflect:

(i)      the number of committees;

(ii)      the number of ordinary meetings to be scheduled annually for each committee;

(iii)     the general role and principles of the overview and scrutiny functions; and

(iv)    clearer reference to Task and Finish Review Groups.

That the proposed amendments be as shown in Appendix A to item A.1 of the Report of the Head of Governance and Legal Services.

(b)     a review of the new committee structure and associated constitutional matters be undertaken after its first six months of operation (i.e. in November 2018) and that  its outcome be reported in accordance with the Constitution to Full Council at its meeting due to be held on 22 January 2019. Such review will include considering, and making recommendations on, the size of the membership of Committees/Sub-Committees post the May 2019 District Elections when the number of Councillors on Tendring District Council will be reduced from 60 to 48.

(c)     the Centre for Public Scrutiny be invited to give their input on the operation of the new committee structure.

(d)     the potential cross-membership of the Planning Committee and the Local Plan Committee and the potential for daytime meetings of the Planning Committee be included as part of the half-year review.

(e)  issues around the training of Members and their rights to sit on certain Committees e.g. Audit, Licensing & Registration, Planning and Standards be also included as part of the half-year review.