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Venue: Committee Room 1 & 2, The Guildhall, Market Square, Cambridge, CB2 3QJ. View directions
Contact: Martin Whelan 01223 457012
Note: Please note the revised start time of 6:30 p.m
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Apologies for absence Minutes: There were no apologies for absence. |
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Minutes of previous meeting PDF 47 KB Minutes: The minutes of the meeting held on 2nd February 2011 were
approved as a true and accurate record. |
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Declarations of Interest Members
are asked to declare at this stage any interests that they may have in any of
the following items on the agenda. If any member is unsure whether or not
they should declare an interest on a particular matter, they are requested to
seek advice from the Head of Legal Services before the meeting.
Minutes: There were no declarations of interest. |
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Public Questions Minutes: There were no public questions. |
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Annual Audit Letter PDF 174 KB Minutes: The committee received the Annual Audit Letter. The Audit Manager
presented the letter following an introduction from the Director of Resources. The committee made the following comments on the letter. i.
Officers were thanked for their work in light of the very positive
feedback contained within the Audit Letter. ii.
Clarification was requested on whether the recommendations had altered
in light of the period of time which had elapsed since the production of the
letter. The Audit Manager advised that the recommendations were still valid,
but that minor revisions may be required in the future around responding to the
financial challenges recommendation. Resolved to i. Note and receive the annual audit letter
ii. Note the recommendations contained within the letter. |
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Minutes: The committee received the Annual Audit Plan from the Audit Manager. The
Audit Manager presented the plan. The committee made the following comments on the plan i.
The Director of Resources was asked for a brief explanation regarding
the process for selecting the external auditors. The committee were advised
that auditors were commonly appointed for 5/6 years to avoid over familiarity,
and that it was not expected that the current provision would change prior to
the finalisation of the changes to the Audit Commission. ii.
The Audit Manager was asked regarding the risk of the IFRS rating
dropping from green, and the level of risk associated. The Audit Manager
advised that the authority was one of the most advanced in its preparation and it
was now largely an issue of implementing the technical decisions already made
regarding the preparation of the accounts. iii.
The Audit Manager was asked whether there were any additional steps that
the authority could implement to reduce the audit fee. The committee noted that
the Audit Commission and officers worked closely together, and at present there
were no significant opportunities to further lower the cost of the audit
arrangements. Resolved to i.
Note and receive the annual audit plan. |
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Work programme and scales of fees 2011/12 - Local government, housing and community safety PDF 3 MB Minutes: The committee received the “Work
programme and scales of fees 2011/12 - Local government, housing and community
safety”. The Audit Manager presented the work programme. The committee made no comments on the work programme. Resolved to i.
Note and receive the work programme. |
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Draft Internal Audit Plan and Strategy 2011/12 PDF 33 KB Additional documents:
Minutes: The committee received the draft Internal Audit Plan and Strategy
2011/12 from the Head of Internal Audit. The committee made the following comments on the draft plan and
strategy. i.
Concerns were raised about the governance of partnership arrangements including
lack of opposition representation. Potential “drift” in roles in longer term
partnership arrangements was noted as a further concern. The Head of Internal
Audit explained the audit programme would include a focus on partnership
agreements and exit strategies. ii.
The Head of Internal Audit was asked regarding the risks associated with
delivering such a comprehensive programme. The committee were advised that 80
days were unallocated to respond to unplanned work and contingencies. The
process for altering the work programme was outlined. iii.
Confirmation was requested on the existing arrangements for informing
members of the council of reports containing limited or no assurance
recommendations. Following discussion it was agreed that members would be
notified when a new report with limited or no assurance was made available. The
proposed changes to the audit report format and the overall value of the
reports were welcomed by all members of the committee. iv.
A review of the implementation of the new management arrangements was
requested, with particular focus on the need for clarity regarding management
responsibilities, which was an issue raised in the folk festival inquiry. The
Head of Internal Audit explained the management arrangements would be addressed
through an audit of the delegations system. Resolved to i.
Approve the plan and strategy |
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Constitutional Amendments |
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Executive Councillor responsibilities The Executive has indicated that the services below should move
portfolio and that this should come into effect from the start of the financial
and portfolio plan year ie 1 April rather than the municipal year. Once approved, officers will amend the Executive
Councillor responsibility listed in officer delegations in the constitution to
match the change. For Decision - Civic Affairs Committee is requested to
recommend that Council approve the changes below in column 4 of the table in
accordance with Executive Procedure Rules 4D 2.1, 2.2.
Minutes: The committee received a report regarding the revision of Executive
Councillor responsibilities. Following discussion concerning the lack of explanation in the
agenda for the reasons for proposed changes to executive councillor
responsibilities, particularly with regard to environmental improvements, and
the lack of consideration of scrutiny committee responsibilities, the
committee agreed to defer consideration of the proposed changes until its next
meeting (16 May). The committee said that the report to the next meeting
should address these points |
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Joint Staff Employer Forum On 30 June 2010,
the Committee agreed that the Joint Staff Employer Forum should be open to the
public subject to it being able
to decide to exclude the press and public if it was appropriate in view of the
nature of the subject matter. This
decision was based on the view of the Forum at the time. The Forum has since then changed its
position and now requests that it should not be required to conform to those of
working parties as it is an internal Forum (and non-decision making). It is of the view that only staff should be
able to attend its meetings and address it and it should not be open to the general
public. For decision – the Committee is recommended to amend the Constitution to reflect that the Joint Staff Employer Forum is not open to the public. Minutes: The Committee was asked to
reconsider an earlier decision that the Joint Staff Employer Forum should be
open to the public, subject to being able to exclude the press and public if
appropriate in view of the subject matter. The Forum’s view now was that, as it
was an internal forum for staff and their employer (the Council), its meetings
should not be open to the public. Staff who were not part of the Forum would be allowed to attend its
meetings at the discretion of the Chair. Resolved to i.
Recommend to Council that the constitution is amended to reflect that
the Joint Staff Employer Forum is not open to the public. |
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Minutes: The committee received a report proposing a
revised Joint Memorandum of Understanding between
Cambridge City Council, Cambridgeshire County Council and South Cambridgeshire
District Council on lead officer support to the Cambridge Fringes Joint Development
Control Committee. The lead officer role had been carried out by the Joint
Planning Director (Growth Areas), but this post would cease to exist from 31
March 2011. The three councils were being asked to agree that the City
Council’s new Head of Planning Services should take responsibility for managing
the co-ordination and delivery of growth in the Cambridge fringe sites. The Committee welcomed the proposed changes, but concern was expressed about
the need for an effective joint member policy forum. It was noted that the
“Section 29 Committee” had met and agreed to recommend its abolition. The Head
of Planning emphasised that policies would continue to be developed in close communication
with South Cambridgeshire District Council and the County Council. Resolved (4 votes to 0) to i.
Note the contents of the proposed memorandum of understanding ii.
Recommend to Full Council that the memorandum of understanding is
approved by the City Council.
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Independent Remuneration Panel - Members Allowances PDF 34 KB Additional documents:
Minutes: The committee received a report from the Independent Remuneration Panel
regarding members’ allowances. Mr Paul a member of the Panel, introduced the
Panel’s report and drew the committee’s attention to some changes (which had
been circulated) to the version included in the agenda. The committee made the following comments i.
Concern was expressed that the panel didn’t fully understand the role of
councillors and that would need further support from officers. ii.
The panel was thanked for their work, but concern was expressed about a
number of issues related to process. These issues included a perceived disconnect
between the panel and officers supporting the panel, the manner in which the
process operates and the lack of transparency in how the allowances are
determined. It was further suggested that there should be a detailed review of
the interrelationships between the different types of payments. iii.
The panel clarified the wording of recommendation 2.6 to reflect the
proposed payment was not an additional basic allowance, but a special
responsibility allowance. iv.
Concern was expressed about the implications of removing SRA payments
for Vice-Chairs because of the variety of roles performed depending on the
committee. The roles and responsibilities of Vice-Chairs were discussed. v.
The basis for calculating the different multipliers and equivalent
payments was suggested as a possible area for future focus of the panel. vi.
Clarification was requested on the likely timescale for the future
implementation of any changes to the decision making process that may arise
from the Localism Bill. The committee were advised that it was unlikely that
any new arrangements could be implemented prior to 2013. The committee considered the recommendations 2.1 – 2.8 (as amended) and
resolved i.
(4 votes to 0) to accept recommendation 2.1 ii. (1 vote to 0) to
reject recommendation 2.2 iii. (4 votes to 0) to
accept recommendation 2.3 iv. (4 votes to 0) to
accept recommendation 2.4 v. (4 votes to 0) to accept
recommendation 2.5, subject to the substitution of the word “subsidence” with
“subsistence”. vi. (4 votes to 2) to
accept recommendation 2.6 as amended to reflect that ungrouped councillors should
get a special responsibility allowance equivalent to one fifth of the basic allowance.
vii. (4 votes to 0) to
accept recommendation 2.7 viii.
To note recommendation 2.8 The committee thanked the panel for their work. Resolved to i.
Recommend a Members Allowances Scheme to Council for adoption on 7 April
as amended (full amended scheme is appended to the adoption minute in appendix
A) ii.
Agree that the working assumption for the 2012/2013 allowance scheme will
the same as 2011/12 with an inflationary adjustment as set in the Council
budget setting report (February 2012). iii.
Agree that the Panel should consist of three members with an alternate,
and that each member should serve a four year term, extended by two years. |
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Staff Code of Conduct PDF 40 KB Additional documents:
Minutes: In accordance with section 100 (b) of the Local Government Act 1972 the
chair ruled that the item should be considered despite only being publicly
available for four clear working days, as it would not be practical to delay
until the next meeting. The Committee received a report from the
Head of Human Resources recommending the adoption of a revised Staff Code of
Conduct. The Head of Legal Services presented the report on behalf of the Head
of Human Resources and also made the Committee aware of comments made by
members of the Standards Committee, who had been sent the report. The
committee welcomed the document and the style in which it was written. It was suggested that a register of senior officer interests should be investigated.
Resolved to i.
Approve the revised staff code of conduct |