Agenda and draft minutes

The Chair welcomed the attendees to the meeting and provided a verbal overview of the business on the agenda. The Chair informed the Committee that not all items proposed by the reports on the agenda had been considered by the Constitution Working Group (CWG) and highlighted the anticipated increased workload for the Committee as a result of Local Government Reorganisation.

To take any questions or statements from members of the Public.

One statement was received from a member of the public.

To receive declarations of any Disclosable Pecuniary Interests or other registrable or non-registrable interests from Members in respect of any item to be considered at the meeting.

No declarations of interest were made in relation to items of business to be discussed at the meeting.

The Committee is asked to confirm as a true record the Minutes of the Meeting of the Committee held on 4 June 2024 (attached) and to authorise the Chair to sign them.

The Minutes of the Meeting of the Standards and Constitution Committee held on 4 June 2024 were agreed as a true record and signed by the Chair.

Further to a request received in accordance with CPR 3.4, this Committee is invited to consider the request from the Liberal Democrat Political Group to increase the Strategy & Resources Committee from a membership of 8 places to a membership of 10 places.

Further to a request made in accordance with CPR 3.4, the Committee received a report inviting it to consider a request from the Liberal Democrat Political Group to increase the Strategy & Resources Committee from a membership of 8 places to a membership of 10 places.

Prior to debate Councillor Alex Coley provided a verbal statement to the Committee.

The following matters were considered by the Committee during debate on the  report:

a)              Proportionality. Councillors discussed the arrangements for seats on committees following the recent change to political groups on the Council.

b)              Proposed motion. Councillor James Lawrence proposed and Councillor Chris Ames seconded a motion as follows:

“That this committee accept the proposal and recommend its implementation to Full Council.”

Following a vote, it was resolved that the Committee REJECTED the Motion, there being 2 votes for the Motion, 3 votes against the Motion and the Chair not voting.

The following report proposes a number of constitutional updates that flow from discussions held at the Council’s Constitutional Member Working Group, recommendations from the Chair of this Committee and recommendations from the Council’s Monitoring Officer.

The Committee received a report proposing a number of constitutional updates.

Prior to debate Councillor Bernie Muir and Councillor Alex Coley provided verbal statements to the Committee.

The following matters were considered by the Committee during debate on the report:

a)             Meetings of the Constitution Working Group (CWG). Members discussed the cancellation of the meeting of the CWG in December 2024.

b)             Paragraph 3.1.3 of the report. The Committee considered and unanimously agreed amending the wording of paragraph 3.1.3 (ii) of the report to: “Including a right that the Monitoring & Deputy Monitoring Officers may having consulted the local resident, suggest rewording any question or statement received to bring it into proper form and to secure reasonable clarity/or brevity.”

c)             Matters referred to the CWG. The Committee considered that the following matters should be referred to the CWG for consideration:

·                Paragraph 3.1.4 of the report. The Head of Legal and Monitoring Officer informed the Committee that the wording proposed by the report reflected the wording of the current Standing Orders of Surrey County Council. Following consideration the Committee unanimously agreed to refer this matter back to the CWG.

·                Paragraph 4.18 and 4.19 of the report. Following consideration the Committee unanimously agreed to refer these matters to the CWG with a recommendation that they be reviewed in light of the Surrey County Council Member/Officer Protocol.

d)             Amendments to Appendix 2.1 of the Constitution. The committee considered and agreed the following amendments to the proposed Live Register of Delegations (Appendix 2 of the report):

·                P1:  substitute “any councillor” with “ward councillor”.

·                HS26: substitute “Authority to identify, negotiate and purchase properties…” with “Authority to identify and negotiate the purchase of properties…”

·                PPS132: add a hyperlink to the report approved by the Strategy & Resources Committee.

·                CG2: add the wording “A report will be brought to the next listed committee meeting sharing the response.”

·                CS2: delete the second paragraph which states “To ensure requests are dealt with under the relevant legislation, the correct exemptions and exceptions are applies and all are dealt with within the statutory timeframes.”

·                CS12:  add the wording “in consultation with the Director of Corporate Services.”

e)             PR4-PR17. The Head of Legal and Monitoring Officer informed the Committee that delegations PR4 – PR17 tie in with adopted and current policies, in particular the Strategic Asset Management Plan. The figures contained within the delegations tied in with the Financial Regulations and Contract Standing Orders.

f)               PR5. The Committee debated the length of leases which could be granted in the context of Local Government Reorganisation. The Head of Legal and Monitoring Officer informed the Committee that in the period prior to any Section 24 Direction being made by the Government in relation to the management of the Council’s assets, decisions about occupancy and lettings could be lawfully made by the Council without concern of the impact of a Section 24 notice. In response to a question from a member, the Head of Legal and Monitoring Officer informed the Committee that the current arrangements required a  ...  view the full minutes text for item 10.