MINUTES OF A EXTRAORDINARY MEETING OF THE FINANCE, POLICY AND DEVELOPMENT COMMITTEE

Held on 18 February 2008

Present: Cllr A Howard (in the Chair)

Cllrs Mrs I Daw, P Jackson, Mrs C Lewis, Mrs M Morgan, Miss H Parkhurst, Mrs M Rolls

In Attendance: Cllrs B Dobbs, S Pratley, E Rolls and Mrs J Taylor

45. APOLOGIES FOR ABSENCE
Apologies for absence were received and accepted from Cllrs P Prince (personal), R B Shields, MBE (personal) and G Richards (illness).

46. GOVERNANCE ARRANGEMENTS
The Committee considered a report from the Governance Working Group which was established to report on the Council’s structure and procedural arrangements.

The Committee supported the recommendations for the revised structure and associated procedures, however, there was some discussion on the names for the proposed new committees.

A number of questions were also raised regarding the delegation of functions to committees, arrangements for public speaking, quorum for meetings and training for councillors. It was recognised that any changes to the structure and the delegation of functions should be adequately publicised. This would be achieved through the Council’s proposed newsletter and new website.

Reference was made to the practice adopted by most Councils of producing confidential reports on pink paper.

It was proposed, seconded and
Resolved:
(1) That the Council constitutes three committees with the terms of reference, delegation and quorum as set out in the report and the appendices, subject to the Community Services Committee being retitled the Community Amenities Committee.

(2) That the scheme of delegation includes provision for the delegation of functions to the Town Clerk as set out in the appendix to the report.

(3) That the Administration Committee and Community Amenities Committee appoint a standing advisory group to undertake ad hoc projects as directed by the relevant committee.

(4) That the timetable of meetings for 2008/09 be as set out in appendix
3 of the report.

(5) That the revised procedure for public speaking at meetings of the Town Council and its committees, as set out in appendix 4 to the report, be adopted.

(6) That items be included on the relevant agendas for reports from District Councillors, County Councillors, Town Council representatives on outside bodies and Chairman’s communications.

(7) That a system be introduced to inform all members of the Council of relevant correspondence received and to enable individual councillors to request items for inclusion on the appropriate agenda.

(8) That an annual review of Councillor’s training needs be undertaken.

(9) That the Council’s Standing Orders be amended to reflect the changes made as set out in appendix 5 to the report.

(10) That confidential reports to the Council or the Committees be circulated on pink paper and clearly marked as confidential.