PAPER D

RESOURCES SELECT COMMITTEE – 7 APRIL 2005

OUTSIDE BODIES

REPORT OF THE HEAD OF LEGAL AND DEMOCRATIC SERVICES

REASON FOR SELECT COMMITTEE CONSIDERATION

To report the conclusions of a working party created to review arrangements in relation to appointment of elected members to third party organisations (“outside bodies”).

ACTION REQUIRED BY THE SELECT COMMITTEE

To recommend to the Executive, and to the Head of Legal and Democratic Services that:

(i) An information sheet be compiled on what the Council expects of an outside body wishing to have a council representative, and other ways in which the council can assist outside bodies to attract volunteers.

(ii) Accessible guidance and training is provided to elected members on roles and responsibilities when serving on an outside body.

(iii) To establish other ways of enabling outside bodies to identify selected members and/or council employees to management/trustee/director posts (effectively a clearing house)

(iv) A simple due diligence exercise be undertaken before any appointment is made to include requiring evidence of:

a. Insurance backed indemnity

b. Up to date audited accounts

c. Availability of advice

d. External regulation (for example Charity Commission registration)

e. Job description for member as advisor, representative, appointment, trustee, company office holder

(v) That appointments should only be made to bodies whose purposes further the council’s strategic objectives.

(vi) Each body with an Isle of Wight Council nominated member should also have a nominated officer contact, to liaise with and that officer will also support and advise the member.

(vii) That appointments to outside bodies only be made following application of the following criteria: 

· Where existence of the body is of benefit to the Council in the delivery of strategic objectives, and

· the sustainability or good management of the body is significantly enhanced by the Council nominating an elected member, or

· Where membership is a statutory requirement.

(viii) That current arrangements whereby appointments are made following a general invitation to members, and if more than one member expresses and interest, a recommendation will be sought from the relevant Select Committee.

BACKGROUND

At its meeting on 22 May 2003 the Select Committee decided that a review of the Council’s involvement in Outside Bodies should be undertaken. The matter was subsequently discussed at the meeting held on 23 October 2003 when the terms of reference for the policy development exercise were agreed. Part of this involved gathering information from those Outside Bodies to which the Council had in the past appointed a representative.

A Working Group comprising of the Chairman and Vice Chairman of the Select Committee together with Councillors Howe, Jarman and Kendall met on 10 March 2005 to discuss the information received to date and a way forward. It also had the opportunity of obtaining evidence from representatives of three outside bodies, Isle of Wight Victim Support, Footprint Trust Ltd and South Wight Housing Association on relevant issues.

The open and helpful approach adopted by those witnesses assisted greatly in the drafting of recommendations.

RELEVANT PLANS, POLICIES, STRATEGIES AND PERFORMANCE INDICATORS

The Council’s policy relating to the process for the appointment to Outside Bodies was last reviewed in May 2001. Part of the recommendations are that appointments to outside bodies should be more consciously aligned to the strategic objectives of the local authority.

CONSULTATION PROCESS

A questionnaire was sent to all 138 Outside Bodies in November 2003 with a follow up questionnaire sent to all non respondents in February 2004. If they failed to respond within one month and after the views of Members serving on those Outside Bodies were sought it was proposed they be removed from the Council’s list.

FINANCIAL, LEGAL, CRIME AND DISORDER IMPLICATIONS

The review is aimed at improving the Council’s process and enhances the ability to assist partnership working and community engagement.

APPENDICES ATTACHED

None.

BACKGROUND PAPERS USED IN THE PREPARATION OF THIS REPORT

Resources Select Committee Minutes – 22 May 2003

Resources Select Committee Minutes – 23 October 2003

Responses to Questionnaires

Contact Point : Julie Martin, Select Committee and Review Team ( 823281

e-mail: [email protected]

JOHN LAWSON

Head of Legal and Democratic Services