Agenda and minutes

Apologies received from Mark Boleat, Stuart Fraser, Jeremy Mayhew and David Thompson.

There were no declarations.

To agree the public minutes and summary of the meeting held on 24 January 2013 (copy attached).

The minutes of the meeting held on 24 January 2013 were agreed as a correct record.

Matters Arising

Banquets at Mansion House (page 1) – in answer to a question, the Remembrancer advised that the Private Secretary to the Lord Mayor had sent an email out to all Members advising them of their allocated places for Banquet.  He stated that he had received positive feedback and that the process would be kept under review.

Royal Garden Party Invitations (page 2) – in answer to a question, the Remembrancer advised that over the past 2 years, the Queen had reduced the allocation.  He also stated that invites were normally sent to people leaving the Court or coming to the end of their Chairmanship.  He also stated that information was given to him by the Human Resources Department on staff who had also been employed for a number of years.

Member Development Steering Group Update (page 2) – in answer to a question relating to training for Deputies, the Chairman advised that no meeting had been arranged.  The Assistant Town Clerk advised that a document had been sent to all Deputies on their duties and the Chairman requested that this document be re-circulated to all Deputies and once received, all the Deputies would be invited to a meeting to discuss their roles and advise the new Members on the role of the Deputy and how they can help.

Verbal update of the Town Clerk in conjunction with the minutes of the Member Development Steering Group meeting held on 15 February 2013 and the draft minutes of the meeting held on 17 May 2013 (copies attached).

The minutes of the Member Development Steering Group meetings held on 15 February 2013 and 17 May 2013 were received.

MATTERS ARISING

Plasma Screen (page 5) – In answer to a question, the Chief Commoner advised that he would look into the matter of the disappearance of the Plasma Screen and report back at the next meeting.

Informal Members’ Meetings (page 11) – The Chief Commoner advised that the next Informal Members’ Meeting would take place in November and Members are advised to submit any items in advance they wish to be raised.

Member Induction Programme (page 12) – The Chief Commoner reported that he had received positive feedback from the April sessions of the Induction Programme and congratulated the Officers on all of their efforts to deliver a very impressive and successful programme.

In answer to a question, the Chief Commoner advised that the next round of the Induction Programme had begun this week and this would be reviewed once the sessions had been completed.

Learning & Development Questionnaire (page 15) – the Assistant Town Clerk advised that this would be reviewed once the Induction Programme scheduled for July had finished.  He also advised that the results of the Questionnaire would then be reported back to the Steering Group for comments.

RECEIVED.

Resolution of the Policy and Resources Committee, 2 May 2013 (copy attached).

The Sub Committee considered a resolution of the Policy and Resources Committee relating to supporting statements and CVs.

RESOLVED:  That

a) the arrangements for submitting statements and CVs, particularly with regard to the length of submissions, in support of candidature to serve on a Committee or as Chairman and Deputy Chairman of a Committee to be set as follows:

100 words for Membership on Committee appointed by the Court

300 words to be submitted as Chairman or Deputy Chairman of a Committee; and

b) any Member who exceeds that limit will receive a letter from the Sub Committee of their concerns and will be requested to reduce their submission.

Update on Refurbishment Plans – In answer to a question, the Chief Commoner advised that programme of works was due to start on 1^st August 2013 and be completed by the end of November 2013.

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

9                                                                                              3

RESOLVED:– 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

9                                                                                              3

Chief Commoner to be heard.

The Chief Commoner was heard on a number of items relating to Members’ Protocol.

There were no questions.

There were no urgent items.

The Chief Commoner advised the Sub Committee that the next meeting would be held in January on a date to be arranged and that Members would be informed accordingly.