Agenda and draft minutes

An apology for absence was received from Richard Regan.

There were no declarations.

To agree the public minutes and summary of the meeting held on 21 September 2017.

The public minutes of the Sub-Committee meeting held on 21 September 2017 were approved.

Matters Arising – Role and Status of the Chief Commoner

It was noted that the text of the proposed description of the role and status of the Chief Commoner was being discussed with the Remembrancer

Report of the Town Clerk.

The Sub-Committee considered a report of the Town Clerk concerning the outcome of consultation with Chairmen and Deputy Chairmen on the future use of the Chairmen and Deputy Chairmen’s IT and meeting rooms on the second floor of the West Wing particularly dedicated use by the Chairmen of the Planning and Transportation, Finance, Police and Establishment Committees.

Members noted the comments made by various Chairmen and Deputy Chairmen and the strength of feeling that the two rooms should remain for use by all Chairmen and Deputy Chairmen. The most recent comment received from the Chairman of the Community and Children’s Services Committee received was also summarised.

The Sub-Committee also noted the recommendations of the Deputy Chairmen of the Establishment Committee, copies of which were laid round the table.

During discussion, amongst other things, the following comments were made and noted:-

·             the proposal for the rooms to be dedicated for the use of specific Chairmen had caused a lot of resentment; raised questions about how the four Chairmen had been identified and whether the volume of work attributed to some of those Chairmen actually exceeded level of work undertaken by other Chairmen;

·             it was suggested that selection might have been based on those attending the pre-Court of Common Council meeting but noted that this did not account for the Chairman of Police;

·             reference was made to the small meeting room located on the third floor located within the Guildhall Club Dining Room area which was also available for use by all Members. It was noted that the space was often used to create additional dining space in the Club and that very few Members were aware that it was available for use;

·             the Sub-Committee supported suggestions that the two meeting rooms on the second floor should be managed by the Town

There were no questions.

There were no urgent items.

MOTION – that under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of the Schedule 12A of the Local Government Act.

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

Item Nos.                                Paragraph(s) in Schedule 12A

8                                                          3

Part 2 – Non-Public Agenda

To approve the non-public minutes of the meeting held on 21 September 2017.

The non-public minutes of the Sub-Committee meeting held on 21 September 2017 were approved.

There were no questions.

There were no urgent items.