Agenda item

The Charter Trustees are asked to consider amendments to the handbook relating to the selection and election of civic offices and the establishment of a Civic Working Group to consider and make recommendations on matters before the Trustees.

The Head of Democratic Services presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

The Charter Trustees were asked to consider amendments to the handbook relating to the selection and election of civic offices and the establishment of a Civic Working Group to consider and make recommendations on matters before the Trustees.

The Head of Democratic Services reported on the proposed amendments to the handbook as set out in Appendix 1 to the report. He suggested that a heading also be added prior to the final paragraph on page 43 of the agenda pack namely “Standing for more than one office” Councillor Judes Butt sought clarification and the inclusion of appropriate text to support the definition.  The Head of Democratic Services referred to the agenda pack and the relevant text relating to the heading. 

The Head of Democratic Services outlined the proposed membership of the suggested Civic Working Group, the frequency of meetings and the process for consider issues and making recommendations formally to Charter Trustees.  The Mayor suggested that all previous Mayors serve on the Working Group which was supported by Councillor J Butt. Councillor Stribley whilst supporting the proposal that all previous Mayors serve on the group referred to the membership of the previous civic advisory group indicating that the Sheriff had not been part of that group but was happy if it was proposed to include the Sheriff.   Councillor Judes Butt in commenting on the membership of the Group indicated that previously it was about the experience and knowledge of the Mayor rather than Sheriff who had not yet undertaken the Mayoral role and indicated if that was a proposal from Councillor Stribley then she would second it – Councillor Stribley confirmed that it was not a proposal.  The Mayor indicated that he was happy for the Sheriff to be included in the Working Group.  Councillor Butler expressed her concern that such a group may become political and referred to the opportunity for other Charter Trustees to provide input.

Councillor Mike White left at 18:06 pm

The Head of Democratic Services in response to comments on the establishment of more than one Working Group indicated that he was concerned about the resource implications. He explained that the Civic Work Group would look at a wide range of issues that come up including the flag and arrangements for the Jubilee where it had proved difficult to discuss in a full Charter Trustees meeting.  Charter Trustees were informed that for issues on the budget and suggestions about the use of reserves etc the budget workshop would still continue so that work would be a separate activity.  The Head of Democratic Services commented on engagement with the wider membership of the Charter Trustees and reminded Members that the Charter Trustees was a non-political body.  Councillor Brown suggested that the Civic Working Group should have the power to co-opt additional Charter Trustees onto the Working Group at anytime if they offer particular knowledge, skills and experience that would benefit the Working Group.     

Councillor Le Poidevin referred to the role of the Sheriff and the opportunity for the Sheriff to learn about the mayoralty by being a member of the working group. She also sought clarity on the remit of the Group.  The Honorary Clerk indicated that it was hoped that the Working Group would provide an informal opportunity to look at any issues by way of preliminary discussions and bring recommendations forward this would also include the ability to informally invite other charter trustees to meetings of the Group to input into issues.

Charter Trustees were informed that the budget workshop had been held for the past two years and assists the RFO in developing the budget to which an offer of attendance had been sent to all Charter Trustees. The proposed Working Group would cover all other issues, would not be a decision-making body but would make recommendations to formal meetings of the Charter Trustees.

Councillor L-J Evans left at 6.15 pm   

RESOLVED that

(a)       the Selection and Election to Office procedures as amended and as set out in Appendix 1 to this report, be approved subject to the inclusion of the additional heading as detailed above;

(b)       a Civic Working Group with the membership and remit as set out in paragraphs 9 and 10 to this report be established subject to the inclusion of all past Mayors who are existing Trustees and the Working Group informally inviting other Charter Trustees as appropriate.

Voting: Agreed with 1 abstention