Following a change to the Council’s Constitution on 25 January 2017, Councillors are now appointed to a number of outside organisations by Ordinary Council. Many of the outside organisations support and advance the broad objectives of the Authority. Representations come about either through the Authority initiating the appointment, or an organisation requesting a representative being nominated or a Charity Commission rule that a Council representative is appointed.

Following consideration of the list of nominations and to ensure effective use of Councillors resource and support for outside organisations, it is considered appropriate to categorise the list in the following:

· Statutory Representatives

· Trustee

· Council has interest whether financially or otherwise

· Others – point of contact

Where a Councillor is required to be a point of contact it is considered appropriate for the outside organisation and the Councillor to make contact and discuss the best approach.

The list of nominations for representatives/point of contact on outside organisations is presented at the Ordinary Council meeting each year for Members’ approval (Appendix A).

In January 2021, Council’s approved an amendment to Chapter 4, Paragraph 27 of the constitution to state:

27. Outside Bodies

27.1 Any person appointed by the Council to serve as our representative to an outside body shall be appointed until they resign, are dismissed or their successor is appointed. Members shall cease to hold appointments on the fourth day after the ordinary day of election unless they are re-elected as a Borough Member at the Election.

(a) The Council should not appoint where there is a conflict of office or interest

(b) The Council should not appoint where the appointment holds a risk that insolvency of the body would render the appointee debarred from office i.e. where the appointment is an effective directorship listed at Companies House.

27.2 The Chief Executive will:

(a) in consultation with the appropriate Group Leaders, revise as necessary appointments to outside bodies arising as a result of a vacancy or otherwise;

(b) in consultation with the Leader of the Council and the Group Leaders, agree the allocation of appointments to any new outside bodies or organisations.

(c) ensure that the body meets the criteria for an appointee

27.3 The Appointee will:

(a) ensure a good flow of communication between the outside body and the council. This will include non-confidential matters that the appointee may consider to be of interest or significance to either party.

(b) upon request of the Chief Executive, provide an update on any disclosable matters pertaining to the outside body.

(c) be prepared to provide a brief report to the Audit & Scrutiny committee when requested to do so under the work programme.

A review of the Outside Organisations appointments was presented at Audit & Scrutiny Committee on 8th March 2022. Members requested that a Working Group be formed to review the appointments to Outside Organisations.

It was approved unanimously that the review would be added Work Programme for the purpose of evaluating and recommend the removal of any Outside Organisations to Ordinary Council for the new municipal year 2023/2024. No removals of appointments will be made in 2022/2023.

Members are asked to:

R1 That the list of outside bodies and nominated representatives/point of contact for 2022/2023 shown in Appendix A be approved.

OR

R2 Alternative nominations on outside bodies for the appointments of representatives/point of contact for 2021/2022 shown in Appendix B be approved.

Cllr Hossack MOVED R1 of the recommendations and was SECONDED by Cllr Poppy.

Cllr Cloke MOVED R2 of the recommendations SECONDED by Cllr Davies.

Cllr Hossack did not accept the amendment, the amendment was debated  and a vote was taken on the amendment by a show of hands and the motion was LOST.

No further discussion was taken on the substantive recommendation.  A vote was taken by a show of hands and the motion was CARRIED.