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;

Resolved -

(1)        That officers be authorised to seek further information from outside bodies as set out in Appendix 1 and to update the recommendations to Policy Committee based on the responses;

(2)        That the Outside Bodies Guidance be refreshed for submission with the annual Outside Bodies report to Policy Committee and that a briefing be offered to the appointed representatives.