Agenda and minutes

There were no apologies for absence.

There were no declarations of interest made.

[To approve the minutes of the previous meeting held on 5 October 2023 as a correct record].

That the minutes of the previous meeting held on 5 October 2023 be approved as a correct record.

[To discuss any matters arising from the minutes of the previous meeting].

There were no matters arising from the minutes of the previous meeting.

[To consider the amendments to the Constitution – Report to follow].

David Pattison, Chief Operating Officer, presented the report: Changes to the Constitution. The report provided an update in relation to the proposed changes discussed at the special meeting of Governance and Ethics Committee on 5 October 2023. It was recommended that Council agreed to these amendments to ensure continuing lawfulness and effectiveness.

The Chief Operating Officer provided regional benchmarking data with respect to substitutes, as detailed in Appendix 8 of the report. It was recommended that the current position on substitutes was retained and where the specific Committee required training, the substitute must also have had that training to be eligible to be a substitute.

The recommendation was considered by Committee, and it was agreed that the current position on substitutes would be retained and reviewed in twelve months.

The Chief Operating Officer provided regional benchmarking data on call-ins, with respect to who could call-in a decision, as detailed in Appendix 8 of the report. It was recommended that the proposed number of members was retained and if problems arose, then a further report would be brought back to vary that number or provide other checks and balances.

The recommendation was considered by Committee, and it was agreed that the proposed number of members required to call-in a decision would be retained and reviewed in twelve months.

The Chief Operating Officer provided a protocol regarding questions from members of the public, as detailed in Appendix 9 of the report. It was recommended that the protocol be adopted from the next Council meeting.

The recommendation was considered by Committee.

The Chief Operating Officer responded to questions asked and it was agreed that the protocol be adopted and reviewed in twelve months.

The Chief Operating Officer provided regional benchmarking data regarding questions from members of the public, as detailed in Appendix 8 of the report. It was recommended that questions were focussed on members of the public who were residents, as the time allowed for questions was limited to 15 minutes under the constitution and to broaden the scope to more than just residents would potentially restrict the number of residents of the city able to ask questions. It was also recommended that only a suitable number of questions be added to the agenda which could be responded to within the relevant timeframe.

The recommendation was considered by Committee.

The Chief Operating Officer responded to questions asked and it was agreed that the recommendation be approved and reviewed in twelve months.

The Chief Operating Officer provided regional benchmarking data regarding right of reply, as detailed in Appendix 8 of the report. It was recommended that the current position was retained, as no other authority currently permitted a right to reply to written questions. 

The recommendation was considered by Committee.

The Chief Operating Officer responded to comments made and it was agreed that the current position on right to reply be retained.

The Chief Operating Officer provided a Briefing Note regarding the Disclosure and Barring Service (DBS) requirements for Members, and a draft  ...  view the full minutes text for item 5.

[To note the webcasting data for Committee Meetings and Scrutiny Panels].

Jaswinder Kaur, Democratic Services and Systems Manager, presented the webcasting data for Committee Meetings and Scrutiny Panels. The Council’s current webcasting system provides transparency and accountability in respect of the specific meetings webcast. The current system allows all to view public meetings live or from the archive for a period of 12 months.

The Democratic Services and Systems Manager added the webcast viewing data is for last municipal year and for the current municipal year so far. The Committee were provided with an overview of viewing figures.

The data was debated by Committee, and the Chief Operating Officer responded to the debate.

Resolved:

1. That the webcasting data for Committee Meetings and Scrutiny Panels be noted.

[To receive a presentation on Linked Bodies Governance].

Resolved:

1. That the item be deferred to the next meeting.