Agenda, decisions and minutes

Resolved to note than an apology for absence was received from Councillor Fedorowycz.

Resolved to note than an apology for absence was received from Councillor Fedorowycz.

The chair invited those who wished to do so to make a declaration of interest on an item on the agenda.

Resolved to note that no declarations were made.

The chair invited those who wished to do so to make a declaration of interest on an item on the agenda.

Resolved to note that no declarations were made.

The minutes of the meeting held on 15 April 2024 were received.

Resolved that the minutes of the meeting held on 15 April 2024 be approved, with the correction of a word on page five thereof, and signed as an accurate record of the meeting.

The minutes of the meeting held on 15 April 2024 were received.

Resolved that the minutes of the meeting held on 15 April 2024 be approved, with the correction of a word on page five thereof, and signed as an accurate record of the meeting.

Resolved that:

(i)            The recruitment process be commenced for the appointment of two independent persons and that this be conducted by the Director of Law and Governance (Monitoring Officer) and/or Deputy Monitoring Officer, along with the Chair and Vice-Chair of the Democracy and Standards Committee and one person nominated by the leader of the major opposition group;

(ii)          The term of office be agreed for two years, with an opportunity to extend once, in line with best practice as set out by the Committee for Standards in Public Life;

(iii)         A further report on the outcome of the recruitment process be presented to committee, prior to the approval of appointments by  full council.

The circulated report of the Assistant Director Legal and Democratic Services (Interim) and Deputy Monitoring Officer, Kamila Coulson-Patel, was received to seek the approval of the committee to commence the recruitment process for the appointment of Independent Persons to the Democracy and Standards Committee.

The Director of Law and Governance/Monitoring Officer, Mrs Sull presented the report to committee and explained that upon the formation of North Northamptonshire Council three experienced independent persons appointed by previous sovereign councils continued in the role to ensure compliance with the Localism Act 2011. Subsequently two of the independent persons were unable to continue in their role, leaving only one independent person, and there was a need to commence the recruitment process earlier than had been previously planned (May 2025).

The constitution sets out the terms of reference for the independent persons to be appointed by council for the purposes of assisting with the authority’s obligations to deal with allegations of breaches of the code of conduct.  The independent persons are not co-opted members of the committee but can attend meetings where standards matters are discussed, at the invitation of the chair.

The report detailed the process to recruit two independent persons and explained the functions they would carry out. The vacancy would be advertised, with applications being received with formal interviews taking place, before a recommendation going before full Council. The timescale for the recruitment process was also detailed within the report.

The chair thanked Mrs Sull for her presentation and commented that the code of conduct for each town or parish council may vary, depending on what each had adopted, and there should not be a presumption that all town and parishes used the same code. 

Mrs Sull noted this, and work would be ongoing with NCALC to ensure a consistent approach. 

Members commented that not all town and parish councils were members of NCALC and as such this may not be a reliable source.

Clarification was sought about whether the annual fee included transport costs and whether this fee was per meeting or annually.  Mrs Sull clarified that the constitution specified a fee of £400 per meeting to a maximum of £2,000 annually, including transport.

Clarity was also sought about the number of independent persons being sought. Mrs Sull responded to confirm that under the Localism Act 2011, section 28(7) there was a legal requirement to appoint at least one independent person, but it was proposed that there be two independent persons appointed as this was considered best practice. The term of office was a local arrangement and as such it was proposed that this be set at two years with the ability to extend for a further two years.

Members queried the timescale of the recruitment process and whether this would need to be reviewed following the announcement of the General Election on 4 July 2024. Mrs Sull clarified that the process could commence within the timescales detailed within the report.

A request was made for more involvement in the interview  ...  view the full minutes text for item DSC/94

Resolved that:

(i)            The monitoring officer, will seek expressions of interests to be a co-opted member of the Democracy and Standards Committee, until the next ordinary election (save for 2025),  with the support of Northamptonshire County Association of Local Councils (NCALC) from its membership within the geographical area of North Northamptonshire only, and in addition officers would directly contact those town and parish councils/meetings who were non-members of NCALC, within the said geographical area;

(ii)          Where there are a greater number of expressions of interest than vacancies NCALC will ballot its members, and officers will arrange to ballot non-members, on the nomination;

(iii)         Formal notification of the nomination for the town and parish council representatives, would be provided before the annual meeting, including the process undertaken;

(iv)         The town and parish council representatives will be nominated for appointment at the council’s annual meeting or in the case of a mid-term vacancy at the next convenient meeting of the council;

(v)          The Constitution Working Group would meet to produce terms of reference for co-opted town and parish council/meeting representatives to assist with the decision-making process and report back to committee.

The circulated report of the Assistant Director Legal and Democratic Services (Interim) and Deputy Monitoring Officer, Kamila Coulson-Patel was received to formalise the arrangements for the appointment of town and parish council co-opted representatives to the committee and to approve the terms in which those appointed will usually attend and participate at committee meetings.

The Director of Law and Governance/Monitoring Officer presented the report to committee explaining that the committee’s terms of reference provided for the co-option of town and parish representatives to be appointed by the council for the purpose of assisting with the authority’s obligations to deal with allegations of breaches of the code of conduct.

The town and parish council representative positions had not been filled since vesting day and it was recommended that the term of office would coincide with the election cycle for the principal council with the exception of the 2024/25 appointment which will continue to May 2029, subject to the co-opted member remaining a councillor of a town or parish council. Such appointed town and parish representatives would be invited to meetings of the committee and attend a minimum of two meetings per annum.

The report detailed the process to be undertaken by the monitoring officer, to put in place arrangements for the appointment of town and parish council representatives.  It was noted that ‘twin-hatted’ North Northamptonshire councillors (those who are also town or parish councillors) would be excluded from the selection pool, to provide the greatest range of views.  It was also proposed that NCALC be asked to support the process for expressions of interest and should there be a greater number than vacancies, NCALC would ballot its membership.  

The chair thanked Mrs Sull for her presentation and the chair commented that if NCALC was to assist that expressions of interest should only be from the geographical area of North Northamptonshire and should not extend to the whole of Northamptonshire.

Other members commented that not all town and parish councils were members of NCALC the committee should be satisfied that they are able to support balloting across members and non-members to obtain expressions of interest across the whole of the unitary area of North Northamptonshire.?  If more expressions of interest were received than necessary members queried the support to be provided by NCALC and whether this should be carried out internally to avoid potential issues of duplication or exclusion if the NCALC ballot extended to its members only.  

? 

Mrs Sull responded and confirmed that she was aware that not all town and parish councils were members of NCALC, those non-members would be identified and could be directly contacted.? The support from NCALC would considerably assist in the administrative process. Her aim was to ensure that nobody was missed during the process.  

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Members also highlighted that there were several parish meetings, that would probably not be members of NCALC and that these should not be missed. Mrs Sull clarified that these could also be considered.   

? 

Members were concerned that the same process and  ...  view the full minutes text for item DSC/95

There being no further business the chair closed the meeting at 7.35pm.

                                                                        Chair ………………………………..

                                                                        Date………………………………….

There being no further business the chair closed the meeting at 7.35pm.

                                                                        Chair ………………………………..

                                                                        Date………………………………….