Agenda and minutes

To receive Apologies for Absence from Committee members.

Apologies for Absence were received from Councillors Henry Batchelor, Bridget Smith and Dr Aiden Van de Weyer. Councillor Dr Susan van Ven was in attendance online.

Councillors Mark Howell and Heather Williams declared interests in agenda item 6, as they knew the district councillor referred to in the code of conduct report.

The Chair suggested that as all members of the Committee would know the councillor in question it was not necessary for them to declare an interest.

To authorise the Chairman to sign the Minutes of the meeting held on 4 July 2023 as a correct record.

The minutes of the meeting held on 4 July 2023 were agreed as a correct record.

It was noted that Councillor Mark Howell and Heather Williams were both members of the Audit and Corporate Governance Committee, although they had not voted on the issue of Independent Members when that Committee had discussed it. Having received advice from the Monitoring Officer, the Chair confirmed that Councillors Mark Howell and Heather Williams could participate in the debate on this issue and vote.

The Head of Shared Internal Audit presented this report on whether the Committee should recommend to Council that the constitution be amended to allow the membership of the Audit and Corporate Governance Committee to include an independent member who was neither a councillor nor an officer. It was noted that the Audit and Corporate Governance Committee had supported this initiative at its meeting on 26 July 2023.

Councillor Michael Atkins, the Chair of the Audit and Corporate Governance Committee, stated that more was expected of the Committee and that it would be beneficial to appoint a suitable external representative who could bring additional knowledge to debates. It was essential that any independent person appointed was of suitable calibre.

Councillor Heather Williams reported that this was likely to become a statutory requirement in the near future. She agreed with Councillor Atkins that it was imperative that an independent person added to the work of the Audit and Corporate Governance Committee. Due to the challenges involved in selecting a suitable candidate she recommended that only one independent person be appointed.

Councillor Heather Williams asserted that only elected councillors should have voting rights and it would be undemocratic to allow the independent person to vote at the committee meetings. She also recommended that the person be a local resident on the electoral roll and so had a stake in local issues. Councillor Mark Howell agreed that the independent person be on the local electoral register to ensure that they had local knowledge and a vested interest in local matters.

The Head of Shared Internal Audit advised that the guidance from CIPFA was that the independent person should have the same role description as an elected member, although they would not be permitted to vote on delegated decisions or approve the Statement of Accounts. The Chair of the Audit and Corporate Governance Committee reported that the Committee had not discussed voting rights during its debate on this issue.

Councillor Mark Howell asserted that the independent person was not accountable to the electorate and so should not be permitted to vote.

The Head of Shared Internal Audit suggested that if no suitable candidates applied for the position it would be readvertised. It was noted that the recommendation in the report stated that officers should be responsible for the recruitment process.

Councillor Dr Susan van de Ven agreed that the independent members should not have voting rights for the reasons already stated. Councillor Paul Bearpark agreed and suggested that Council could reinstate voting rights for the independent person if it wished.

Councillor Dr Susan van de Ven suggested that the expertise of  ...  view the full minutes text for item 4.

The Elections and Democratic Services Manager presented this report on a proposed review of the Council’s polling districts and polling places, including an indicative timetable and proposed amendment to existing arrangements. It was noted that this was a statutory review.

The Elections and Democratic Services Manager explained that the Meadows Community Centre in Orchard Park had been rebuilt in the Cambridge City’s area but it remained the best building to use as a polling station.

The Elections and Democratic Services Manager reported that the current polling stations had been recently assessed on grounds of their accessibility and staff had received appropriate training. All polling stations had low level polling booth.

The Elections and Democratic Services Manager explained that schools were not ideal locations for polling stations due to safeguarding issues and disruption to pupils and teachers. However, the school at West Cambourne would be considered.

The Elections and Democratic Services Manager confirmed that the Council was about to launch a publicity campaign regarding the need for voter identification. Articles would appear in the next two South Cambs Magazines and he requested that if councillors knew of any residents without identification they would put them in touch with Electoral Services.

The Committee

Agreed          to commence the Council’s review of Polling Districts and Polling Places for 2023 in accordance with the consultation document and timetable included in the agenda.

The Monitoring Officer presented this report, which updated the Committee on the progress being made with regards to recent Code of Conduct complaints. He explained that the Independent Person had ruled that a complaint against a District Councillor did not merit a formal investigation. Another complaint against a District Councillor had been passed on to the subject of the complaint and was awaiting a response. The Monitoring Officer considered that third complaint would be resolved through a mutually agreed resolution. The Chair explained that he had been consulted on this issue and supported the way in which it was being resolved.

The Committee noted the report.

Thursday 14 December at 10 am.

The Chair agreed to discuss the possibility of having less frequent meetings of the Committee with officers.