Agenda item

The Director of Legal and Democratic Services introduced the report setting out the suggested areas of focus for Members during their review. 

It was noted that the Committee model of governance had only been operating since May 24 and therefore comprehensive changes would be best addressed via a subsequent review.  Nevertheless, Members agreed that they were unlikely to conclude their work until early in the 25/26 Municipal Year so agreed that additional public meetings would be added to their schedule.

The Group went on to consider the information provided asking for additional clarification where appropriate.  The discussion was as follows:

Functions of Full Council

• Members considered the arrangements for debating motions at Full Council, agreeing that it was important to strike the balance between enabling political discourse on a range of issues but also managing the time available at the meeting.  Debates were currently offered to each party on rotation (with a second debate available via a ballot) but it could be argued that the slots should be allocated based on political proportionality.
• As above, it could be difficult to manage the business at Full Council meetings, which routinely exceeded the 2.5 hours limit set out in the Council’s Constitution.  However, members of the public had raised issues with presenting their views within the time available to them.
• It was important to ensure that Full Council meetings heard a range of political views during key discussions but for update reports or ‘standing items’ it may be worth reducing the number and length of speeches from Members to make best use of time.
• It was noted that Full Council meetings were Chaired by the Lord Mayor with agendas and meetings planned in consultation with the Party Group Leader and Whip for each Group, therefore the suggestions about effective time management would be referred to the relevant Members for consideration.
• Subject to the comments above, no changes to the functions of Full Council were required at the current time.

Functions and responsibilities of the Policy Committees

• Members reviewed the number of reports that had been taken to the Policy Committees during their first six months of operation and noted the variation in volumes.  However, it was acknowledged that this may even out in the future and therefore it was premature to amend the structure of the Policy Committees at the current time.
• There were some areas of overlap in the roles and remit of the Policy Committees so the Terms of Reference would benefit from review.
• The membership of the Strategy and Resources Policy Committee was discussed as some Members were of the view that it should be comprised of the Leader and Policy Committee Chairs.  However, as the Committee would need to be politically proportionate this would require a significant expansion of the current membership, which may not be practical.
• Regarding the Forward Plans, the key decision threshold of savings or expenditure of at least £500,000 or issues that effect two or more wards was noted.  Where decisions were under this threshold they were delegated to officers with details shared with the Chair and Vice Chair at the weekly briefing (and subsequently published online). Action notes from the Chair’s briefing were shared with all members of the Policy Committee.
• Members briefly considered the remit of the Regulatory Committees but agreed that they did not need to be included in the current review.
• It was noted that the arrangements relating to ‘scrutiny’ of reports would be considered as part of a comprehensive discussion at a future meeting.
• Members discussed the Harbour Committee noting that it could in the future be a decision-making body.  It was agreed that a discussion about the governance of the Harbour Committee would be added to the Work Programme for consideration at a future meeting.
• It was noted that a discussion about the role and function of Area Committees was included on the Work Programme for the Review Group and would take place in due course, although Members acknowledged that the new arrangements had not yet commenced.

Leadership Roles and Responsibilities

Members agreed that due to time constraints it would be beneficial to defer discussion relating to member roles and responsibilities until the next meeting which would be extended to 3 hours.

RESOLVED:

• To diarise additional public meetings of the Committee Model Review Group until summer 25.

• That the Lord Mayor, Party Group Leaders and Whips would be asked to consider the arrangements for time management at Full Council meetings to ensure the right balance between public engagement and political debate.
• That at the current time, no additional functions or responsibilities needed to be reserved for Full Council.
• That the structure of the Policy Committees should remain unchanged for the time being, but that the Terms of Reference should be amended to prevent duplication.
• A discussion about the governance of the Harbour Committee would be added to a future meeting.
• That discussion of the item relating to Member roles and responsibilities be deferred until the next meeting.
• That the January meeting be extended to 3 hours.