Meeting documents

Constitution Sub Committee
Wednesday 1 June 2011 8.30 am


CONSTITUTION SUB COMMITTEE

1 JUNE 2011

PRESENT: Councillors Burbage (Chairman), Bicknell and Fido (substituting for Councillor Mrs Endacott)

Officers: Maria Lucas, Ian Trenholm and Karen Williams.
PART I

APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor Mrs Endacott.

DECLARATIONS OF INTEREST

None

AMENDMENT OF THE CALL-IN PROCEDURE

It was noted that the Mayor had agreed to an urgent meeting of the Constitution Sub Committee, in accordance with paragraph A6.2 of the Constitution, as the Sub Committee was to consider a decision in relation to the call-in period. The current call in period was due to end on 8 June 2011 and the decision was therefore urgently required.

Members considered an amendment to Part 4E 16 of the Constitution to reduce the number of Members required to utilise the call-in mechanism. The Chairman explained that the change was proposed to reflect the number of Opposition Members on the Overview and Scrutiny Panels, and to allow a decision to be called- in by one Member of the Overview and Scrutiny Panel plus three other Councillors. He believed this was in the spirit of the legislation that allowed Opposition Members to challenge decisions of the executive.

Councillor Fido requested that his appreciation for the amendment be placed on record, on behalf of all Members of the Opposition. He believed the amendment would make the process more fair and democratic. It was also noted that Councillor Beer had expressed his appreciation via email to Members of the Sub Committee.
    RESOLVED UNANIMOUSLY: That the Head of Legal be authorised to update the existing Part 4E 16 of the Constitution, to reflect the change in the number of the Members required to call-in a decision.

REVIEW OF GRANTS ALLOCATIONS POLICY AND PROCEDURE

It was noted that although there was no urgency reason for this item, it was deemed expedient for Members to consider the amendment which would make the application process and payment of grants to voluntary organisations quicker and more efficient.

Members noted the resolution of Cabinet on 26 May 2011 to amend the application forms and guidance notes for grants to voluntary organisations. The Head of Legal Services advised that the amendment was required as the application forms and guidance on grants to voluntary organisations was currently included as Part 5R of the Constitution. However as an operational process there was no requirement for the section to be included in the Constitution, and hence this could be removed when a full review of the Constitution was undertaken.

Members requested that a reference to the speed of payments be included, as follows:
    ‘The intention is to pay quarterly grants payments promptly, and if possible within two weeks of the Panel meeting, subject to all necessary information being available.’

Councillor Fido raised a concern that public liability insurance of £5m could be difficult for some small organisations. It was noted that the acceptance of organisations with a lower level of cover would be considered by the Council following a written application from an organisation.
      RESOLVED UNANIMOUSLY: That the Head of Legal be authorised to update existing Part 5R of the Constitution, to reflect the decision of Cabinet on 26 May 2011, subject to no call-in of the decision being received.

MEETING

The meeting, which began at 8.30am, ended at 8.40am.

CHAIRMAN……………………………………
                      DATE…………………………………………..