Agenda and minutes

Apologies received from Mark Boleat, Deputy Robin Eve, Oliver Lodge and George Gillon.

There were no declarations.

To agree the public minutes and summary of the meeting held on 27 June 2012 (copy attached).

The minutes of the meeting held on 27 June 2012 were agreed as a correct record.

Matters Arising

Banquets at Mansion House – The Remembrancer advised the Sub Committee that notices were being circulated today to Members under the new system whereby Members were able to stress their preference as to allocation of seats at Banquets.

Discussion took place around the issue of Members not being re-elected in March who may have received invites.  The decision was taken that those invitations would have to be returned as soon as possible and placed into a pot for any potential new Members. 

With regards to tickets that were returned by past Members, the Town Clerk advised that re-allocations of these tickets be left in the hands of the Chief Commoner in consultation with the Remembrancer.  It was also agreed that a list be created of any vacancies at Banquets by Mansion House and the Remembrancer and passed to the Chief Commoner for re-allocation.

Royal Garden Party Invitations – The Remembrancer advised that he was responsible for submitting names to the Palace as to who should be invited.  He stated that the numbers would vary each year and that the people that had been chosen this year were involved in some way with the Jubilee.

The Chairman requested a report to be submitted to the next meeting as to the various categories when choosing names.

Car Parking Policy – The Town Clerk advised that parking in the Yard is currently restricted to essential services, with parking space for Members provided through means of a dedicated underground car park.  The policy was originally implemented at the request of Members so as to keep the number of cars in the Yard to a minimum, in the interests of pedestrian safety, maintaining the ambience of

Verbal update of the Town Clerk in conjunction with the minutes of the Member Development Steering Group meeting held on 7 September 2012 and the draft minutes of the meeting held on 7 December 2012 (copies attached).

The minutes of the Member Development Steering Group meetings held on 7 September 2012 and 7 December 2012 were received.

A Member enquired as to whether it was possible, after the elections, if any new deputies appointed to Wards could be trained and given any relevant documentation.  He stated that Alderman for that Ward should also explain to new Deputies what their function is.

A Member enquired as to the membership of the Steering Group.  The Town Clerk explained that an invitation is sent out to all Members and that the Group consists of long serving members and also new members.    He stated that there was a need to refresh this Group and that he would report back to the next meeting of the Steering Group with the Sub Committee’s views.

RECEIVED.

There were no questions.

There were no urgent items.

MOTION – That under Section 100A(4) of the Local Government Act `972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Local Government Act as follows:-

Item No.                                                                      Exempt Paragraphs

8                                                                                              3

RESOLVED:  That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Local Government Act as follows:-

Item No.                                                          Exempt Paragraphs

8                                                                                  3         

To agree the non-public minutes and summary of the meeting held on 27 June 2012 (copy attached).

The non-public minutes of the meeting held on 27 June 2012 were received.

There were no questions.

There were no urgent items.