PAPER B
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CO‑ORDINATING
COMMITTEE - 13 NOVEMBER 2003 SIZE OF SELECT
COMMITTEES AND MEETING TIMES HEAD OF SELECT
COMMITTEE AND BEST VALUE SUPPORT |
REASON FOR CONSIDERATION
To consider the results of a survey undertaken on the size of Select
Committees and the commencement time of meetings.
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ACTION REQUIRED BY THE COMMITTEE
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At the last meeting the Committee agreed that the views of all Select
Committee members should be sought on the size of Select Committees and their
respective starting times. This was set against a background of difficulties
being experienced on a number of occasions where meetings could not commence on
time because of the lack of a quorum. There have also been instances where the
duration of a meeting has had to be truncated because of members having to
leave to attend other engagements.
A total of 33 questionnaires were sent out and 20 were returned. The
results are as shown on Appendix 1. This indicates support for the retention of
existing commencement time for meetings, 9.30 am for all Select Committees
except Fire and Public Safety which is at 10.00 am. The situation regarding the number of members on Select
Committees is not as clear. Whilst there is a larger number in support
specifically the retention of 12 members on each Select Committee, there
appears to be an overall belief that there should be a reduction.
It is also important to take into consideration the overall demands that are made on members time. Not only is there a regular cycle of Select Committee meetings but Licensing, Development Control and Regulatory Appeals also involve Non-Executive members. Added to this are other Panels, Task Groups, Best Value Appraisal Groups and outside bodies (particularly Governing Bodies). The involvement of members in certain areas, that are subject to inspection such as OFSTED and Best Value Reviews, can have an impact on ensuring positive outcomes.
Efforts are being made by Select Committee Support to reduce the amount of paper required to support agenda items. This can however create difficulties in ensuring that sufficient information is readily available for members to enable a good standard of scrutiny but not subjecting them to an information overdose.
If we continue to operate with 12 members on each Select Committee
members may need reminding that if they cannot attend a meeting there is the
ability to appoint a deputy to take their place.
The number required for a quorum could be reviewed. At present this is
set at 6, which is half the Committee membership. I have looked at a number of
other authorities constitutions, including the House of Commons, and this does
appear to be on the high side. The quorum utilised elsewhere for Select
Committees of a similar size is either a third or quarter. Therefore the Co-ordinating
Committee could seek an amendment to the Constitution so that a quorum is
either 4, being one third, or 3, being one quarter, if the current size of
Select Committees is maintained.
RELEVANT PLANS, POLICIES, STRATEGIES AND PERFORMANCE INDICATORS
There are none that are applicable.
CONSULTATION PROCESS
Any amendments to the Constitution would require the approval of full
Council.
FINANCIAL, LEGAL, CRIME AND DISORDER IMPLICATIONS
There would be some savings in printing costs if the size of Select Committees were reduced. There should be no crime and disorder implications. Under the Local Government Act 2000 it will be necessary for the full Council to approve any changes to the Constitution.
APPENDICES ATTACHED
Appendix 1 - analysis of
questionnaires.
BACKGROUND PAPERS USED IN THE PREPARATION OF THIS REPORT
Letter to all Select Committee members dated 5 August 2003 and
completed questionnaires.
Contact Point : Paul Thistlewood, F 823285e-mail [email protected]
ALISTAIR
DRAIN
Head of
Select Committee and Best Value Support