Decision details

The Monitoring Officer, Jessica Farmer, presented a report which contained various proposed Constitution amendments. 

The Committee agreed item 2. (Chairmen of Meetings) and item 3. (Suspension of Committee Business) as detailed in section 1.2 of the report and appendicies A and B.

The Committee discussed the issue of late amendments moved by Members for committees which had been included in the report without any specific amendments proposed.  The Monitoring Officer advised the Committee that substantial late amendments could result in new information being introduced at meetings.  In some cases, officers would not have had sufficient time to consider the implications of the amendments and provide advice to a committee.  It was highlighted that committee reports followed a clearance process which allowed all issues to be considered. 

A Member highlighted that reports were occasionally published as ‘to follow’ and suggested that where this was the case, there needed to be a degree of flexibility.  It was proposed that the following wording could be added ''Where reports are published after the deadline, amendments will be accepted after the deadline including during the meeting.”  It was also suggested that the deadline be 10.30am the same working day to be consistent with other deadlines in Constitution. 

Officers advised Members that this issue could be dealt with by way of a protocol agreed by the Committee rather than a Constitution amendment as this would enable the principle to be agreed and applied for a period before considering how effective it was. 

Following debate, it was agreed that a protocol be drafted for the next meeting of the Committee for consideration and agreement. 

RESOLVED that the Committee:

1.     Agree that a protocol regarding late amendments would be drafted for consideration and debate at the next meeting.

2.     Recommend to Council that the Constitution be amended to incorporate the changes set out in the report and the amended versions attached at Appendices A and B.