Issue - meetings

To consider the report of the Head of Paid Service setting out options for amendments to the council’s Council Procedure Rules, which form part of the Constitution.

To consider the report of the Head of Paid Service which sets out options for amendments to the council’s Council Procedure Rules, which forms part of the Constitution.

The Committee considered the report of the Head of Paid Service which proposed options for amendments to the council’s Council Procedure Rules, which formed part of the Constitution.

The report had been produced at the request of the Chair, following feedback from a number of Members regarding the length of the Council meeting held on 20 July 2017 and provided options to assist with the effective management of Council meetings.

The Chair advised that the proposed options were designed to assist with efficient management of Council meetings and the recommendations put forward by the Committee would be presented to Council for approval.

Meeting Start Time

The Chair advised the Committee that the Conservative Group had met and agreed to propose that the start time for meetings of Council be changed to 6.30pm (Rule 5). 

She noted that some political Groups met prior to the day of the Council meeting and that there was adequate time for all Group meetings to take place further in advance.

Councillor Hilton advised that he had consulted with the Liberal Democrats Group and they would object to the proposal of an earlier start time.  He explained that members of the Group would have difficulties attending Council meetings at an earlier start time due work commitments and travel time. He added that an earlier start time would not allow Members adequate time to have food/refreshments prior to the meeting. He suggested that the option of providing sandwiches, through a deduction from Members’ allowances could be explored.

He also highlighted his view that a number of individuals had stood as candidates on the understanding that Council meetings would take place at 7.00pm.

Councillor Pullen commented that the Labour Group would also not support the proposal of an earlier start time. He added that a number of Members did not finish work until 5.30pm and an earlier start time would not be practical for his Group.

Councillor H Norman pointed out that all other Committees had an earlier start time and individuals would have been aware of this when they had been elected.

The Chair acknowledged Councillor Hilton’s comments.

It was agreed that the Policy and Governance Manager would investigate the costs for refreshments to be deducted from Members’ allowances.

Councillor Hilton pointed out that the County Council held a Chair’s briefing and suggested that Group Leaders and the Mayor discuss items on the agenda prior to the meeting. 

The Committee agreed to recommend that the start time for ordinary meetings of Council be changed to 6.30pm. 

Length of meeting

The Chair advised that the Conservative Group had proposed that the length of Council meetings be limited to 3 hours, with the option to vote to extend the time if necessary.

Councillor Pullen commented that the majority of Council meetings were approximately 3 hours and the previous meeting was exceptionally long due to the contributions made by Members.  He added that in order to manage the process of Council meetings, some areas could be condensed. He commented that  ...  view the full minutes text for item 6