Agenda item

NB: Approval is required to the recommendations contained in item 4.

The draft public minutes of the meeting of the Members Privileges Sub-Committee held on 19 October 2017 were considered.

In answer to a question on whether it was necessary to change the office responsible for the management of Chairman’s Room 1 and 2, a Member advised that the rooms were being used by Members who were not chairmen and it was felt that this would be managed better through the two PAs. It was also noted that usage would be monitored and reported back to the Members Privileges Sub-Committee and in the interest of clarity, Chairmen and their Deputies would be provided with details on the use of the rooms and the on the process for booking them.

RESOLVED – That:-

1.         the two meeting rooms (Chairman’s Room 1 and 2) on the second floor of the West Wing be managed by the Town Clerk’s Office i.e. by the new Personal Assistants appointed to support Chairmen; the rooms be available on a first come first served basis and that usage of the rooms be monitored and reported back to the Members Privileges Sub-Committee after six months of operating the arrangements;

2.         the City Surveyor be requested to look into the provision of a limited number of lockers for Chairmen and their Deputies to store committee papers and small IT devices only between meetings and this should include investigating whether they could be located in the small Members IT room on the mezzanine floor space;

3.         all Members to be reminded of the rooms available for use and that it be reiterated that the rooms were not private offices and were available for use to deal, predominantly, with City Corporation business; and

4.         the Chairman’s Handbook, which was produced a number of years ago and which contained information about the services available to Chairmen, be resurrected, updated and provided to all Chairmen.