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 of the report).

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.

Cllr Hossack MOVED and Cllr Parker SECONDED recommendation R1 subject to two amendments Cllr Russell to replace Cllr Cloke on Roth Town Twinning and Cllr Russell replacing McLaren on Tenant’s Talkback and R3 within the report.

After a full discussion, Cllr Aspinell MOVED and Cllr Lewis SECONDED recommendations R1 and R2 within the report.  This was not accepted by Cllr Hossack.

A vote was that by a show of hand and was LOST.

Returning to the SUBSTANTIVE MOTION. A vote was taken by a show of hands and was RESOLVED.

R1       That the list of outside bodies and nominated representatives/point of contact for 2021/2022 shown in Appendix A be approved.

R3       A review of the Outside Organisations to undertaken yearly and reported back to Ordinary Council as the start of the municipal year.

(The revised Appendix A is attached to these minutes).