This report provides a brief introduction to a review of Outside Body appointments and a review of the Mapledurham Playing Fields Management Committee.

Further to Minute 6 of the meeting of Policy Committee held on 12 June 2023, the Sub-Committee received a report introducing a review of appointments and nominations to outside bodies commissioned by Policy Committee.  The report set out the context and scope for the review and noted that the findings and recommendations were set out in a separate report on the agenda.  The appointment of councillors to the Mapledurham Playing Fields (MPF) Management Committee had been excluded from the review due to the Sub-Committee’s role as Trustee for MPF.

The report noted that the Council made appointments to a large number of outside bodies mainly on an annual basis.  Most appointees were serving councillors and this was often a requirement of the organisation.  For appointments under the categories of Joint Committees, Council-owned Companies, Other Companies, National and Regional Membership Organisations, Partnership Bodies and NHS Partner Organisations the role of the Council’s representative was generally clearly defined and the Council’s interest and/or obligation in participating was evident.  The review therefore concentrated on appointments in the category of VCS and other local organisations.

Resolved -      That the report be noted.

This report sets out proposals for amendments to the Mapledurham Playing Fields Management Committee powers, duties and composition.

The Sub-Committee considered a report setting out proposals for amendments to the Mapledurham Playing Fields Management Committee powers and duties and composition.  The following documents were attached to the report:

·         Appendix 1 – Proposed new Paragraph 5 for the Charity Commission Scheme on the Committee of Management

·         Appendix 2 – Proposed new Mapledurham Playing Fields Management Committee Terms of Reference

·         Appendix 3 - Current Mapledurham Playing Fields Management Committee Terms of Reference

·         Appendix 4 - Current Paragraph 5 for the Charity Commission Scheme on the Committee of Management

·         Appendix 5 - The original Charity Scheme

The report set out the current power and duties of the Mapledurham Playing Fields Management Committee and the membership as prescribed in the Terms of Reference.   It noted that some of the current powers and duties of the Management Committee were inconsistent with the powers and duties of the Council and how the site was managed day to day.  It was proposed that the powers and duties be amended to remove the determination of charges to be applied to hire of the pavilion, and that the Management Committee’s remit be amended accordingly to advise the Council generally on changes to fees and charges by way of its minutes to the Trustee Sub-Committee.  Fees and charges were set annually by Council and it was not permitted to delegate a Council function to a Management Committee; the Council was only lawfully permitted to delegate its functions to a Committee of the Council, an officer of the Council, another local authority, or a joint committee with another local authority.  The report also proposed to amend the current powers and duties to remove references to the employment of staff.  The Management Committee did not employ staff and all human resources for the upkeep of the Ground were provided via the Council or contracts let by the Council.

The report proposed that the membership of the Management Committee be amended to remove the three individuals appointed by the Council.  One of these was required to be a Councillor from the local Ward (Caversham Heights), and currently the other two appointments were also Ward Councillors from Caversham Heights.  The terms of reference and paragraph 5 of the Charity Scheme would be amended accordingly, and the membership reduced to six.  Consultation with current councillors suggested that an obligation to have three councillors and for the Management Committee only to be quorate with them, was excessive and that Councillors could attend the Management Committee if they felt it was helpful to them in a ward capacity.  The report also noted that the Management Committee had historically been dependent on council officers for the production of agendas and minutes, items of business and general organisation.  It was proposed to withdraw the staffing resources devoted to the Management Committee which were considered inappropriate in comparison to the support provided to any other community organisation and an inefficient use of resources.

Elisa Miles, Chair of the MPF Management Committee, attended the meeting and addressed the Sub-Committee  ...  view the full minutes text for item 2.

This report sets out a review of appointments and nominations to outside bodies.

The Committee considered a report on a review of appointments and nominations to outside bodies, with a focus on the Voluntary and Community Sector and other independent local organisations.  A summary of the review findings and recommendations was attached to the report at Appendix 1.

The report noted that the Council’s representatives on VCS/local organisations had a variety of different duties, obligations and liabilities depending upon the type of organisation and the role appointed to. These could bring challenges for the representative and the organisation particularly where there was a formal role as Trustee/Director and/or a funding or contractual relationship between the Council and the outside body.  The review sought to help establish a clearer and more consistent approach to appointments and nominations to outside bodies, ensure that appointees had access to appropriate advice and support for their role, and provide reassurance that there was a contribution to the Council’s priorities set out in the Corporate Plan and a benefit to the organisation.

The report explained that Councillor representatives on outside bodies had been asked to complete a questionnaire on their involvement in the outside bodies to which they had been appointed.  The responses to the questionnaire and some additional desktop research had been used to make recommendations on whether to continue or discontinue each of the appointments included in the review.  A summary of the findings and the recommendations were set out in Appendix 1.  Where organisations had not been in contact with the Council’s current appointee/ nominee, or councillors had suggested that direct membership was no longer required, the recommendation was not to continue making appointments.  It was recognised that organisations might seek to continue the arrangement and be willing to adjust the role to meet any concerns expressed.  It was therefore recommended that a delegation to the Monitoring Officer be agreed to consider any such representations in consultation with the Leader of the Council and make appointments mid-year if appropriate.

The report noted that for some appointments it was proposed that officers seek further information or discuss specific matters with the organisation.  Subject to receiving timely responses this could be completed in time to make recommendations to Policy Committee at the annual round of appointments in June.  The ‘Guidance for Council Representatives on Outside Bodies’ would also be updated and re-issued to all representatives and other procedures around outside body appointments would be improved.

Recommended -

That Policy Committee be recommended to:

a)    Take the proposed actions to continue or discontinue outside body appointments as set out in Appendix 1;

b)    Authorise the Monitoring Officer, in consultation with the Leader of the Council, to consider any requests to continue or reinstate appointments and to make mid-year appointments as required;

c)    Agree that representatives be requested to report back annually to ensure that information on appointments is kept up to date and provide reassurance that relationships with outside bodies continue to promote the Corporate Plan priorities and are of benefit to both the Council and the external body;  ...  view the full minutes text for item 3.