Agenda and minutes

Members and officers must declare any pecuniary or personalinterest in any business on the agenda. They should also make declarations at any stage such an interest becomes apparent during the meeting. Consideration should be given to leaving the meeting if the nature of the interest warrants it. If in doubt please contact Democratic Services before the meeting.

1.1        Cllr Burrett declared an interest in the item on the Pension Advisory Board Business Plan 2024/25 as a deferred Member of the West Sussex Local Government Pension Scheme and in the item on appointments as Chairman of South East Employers.

The Committee is asked to agree the minutes of the meeting held on 11 March 2024 (cream paper).

2.1        Resolved – That, subject to the correction of the title of the health scrutiny committee in minute 26.1 to read ‘Health and Adult Social Care Scrutiny Committee’, the minutes of the meeting held on 11 March 2024 be approved as a correct record and that they be signed by the Chairman.

Report by the Director of Finance and Support Services.

The Committee is asked to consider the Pension Advisory Board draft Business Plan and budget for 2024/25.

3.1        The Committee considered a report by the Director of Finance and Support Services on the Pension Advisory Board draft Business Plan and budget for 2024/25 (copy appended to the signed minutes).

3.2        Two minor corrections were noted. On page 10, in the note below the table setting out the budget, members noted the last sentence should read ‘includes’ not ‘excludes’ ‘back pack’ costs,. On page 12, in the table of key tasks and activities, the second paragraph should read ‘one-to-one’.

3.3        Members queried the increase in the cost of training provision for 2024/25, as set out in the proposed budget on page 10, and were informed the increase is due to the initial costs of the introduction of online training.

3.4        Resolved – That, subject to the minor corrections in minute 3.2, the Business Plan and Budget for the Pension Advisory Board for 2024/25, as attached at Appendix 1 to the report, be approved.

Report by the Director of Law and Assurance.

The Committee is asked to endorse some changes to the Constitution to better reflect current practice relating to joint scrutiny arrangements with district and borough councils. Two other minor revisions to the Constitution are proposed relating to the chairmanship of the Member Development Group and to clarify the rules relating to the appointment of scrutiny committee chairmen.

4.1        The Committee considered a report by the Director of Law and Assurance on proposed changes to the Constitution to better reflect current practice relating to joint scrutiny arrangements with district and borough councils, in relation to the chairmanship of the Member Development Group and to clarify the rules relating to the appointment of scrutiny committee chairmen (copy appended to the signed minutes).

4.2        Members supported the proposed changes.

4.3        Resolved –

That the following changes to the Constitution be endorsed and recommended to County Council for approval:

(1)         Streamlining the procedures for joint scrutiny between the County Council and district and borough councils, as set out in paragraph 2.1 and Appendix 1 of the report;

(2)         Revising the terms of reference of the Member Development Group to include that the Vice-Chairman of the Council is its ex-officio chairman, as set out in paragraph 2.2 and Appendix 1 of the report; and

(3)         Revising Standing Orders so that the procedures relating to the appointment of scrutiny chairmen are in the correct section, as set out in paragraph 2.3 and Appendix 1 of the report.

Report by the Director of Law and Assurance.

The Committee is asked to review the annual viewing figures for Council and committee meetings webcast during 2023/24.

5.1        The Committee considered a report by the Director of Law and Assurance on a review of the annual viewing figures for Council and committee meetings webcast during 2023/24 (copy appended to the signed minutes).

5.2        Resolved – That the webcasting viewing figures for 2023/24, as set out at Appendix 1 to the report, be noted.

Report by the Chairman of the Member Development Group.

To receive a report on the work of the Group including an overview of the member development programme for 2023/24, updates on the current programme and the outcome of the recent re-application for the Councillor Development Charter and the principles for the member induction programme 2025.

6.1        The Committee considered a report by the Chairman of the Member Development Group (MDG) on the work of the Group including an overview of the member development programme for 2023/24, updates on the current programme and the outcome of the recent re-application for the Councillor Development Charter and the principles for the member induction programme 2025 (copy appended to the signed minutes).

6.2        Cllr Waight, on behalf of the MDG Chairman, outlined points in the report including the number of events held, average attendance and the high satisfaction rate with the sessions. He highlighted the forthcoming sessions and also the planning for the induction programme for the May 2025 Council elections and thanked officers for their support for the work of the MDG through the year.

6.3        In terms of the overall level of attendance the Head of Democratic Services confirmed that the figures in paragraph 2.4 of the report were within 1% of the previous year’s figures. She commented that attendance tends to tail off at the end of each four-year council term, that the MDG keeps the mix of in-person and virtual sessions under review, that virtual sessions are kept short to help members with other commitments and that there is also the option to watch recordings of sessions via The Mine.

6.4        The Head of Democratic Services reported that the Chairman of the MDG had attended the regional member roundtable event mentioned in paragraph 3.5. Four other councils had attended and had shared similar experiences to West Sussex including looking for ways to increase the level of attendance. West Sussex appeared to be ahead of most of the others in induction preparation for 2025.

6.5        In terms of the proposed induction principles for 2025, the Head of Democratic Services confirmed that there are only slight changes from 2021.

6.6        Resolved - That the report be noted and the principles for the member induction programme 2025, as set out at paragraph 6.2 of the report, be agreed.

Report by the Director of Law and Assurance.

In accordance with the provisions of the Local Government and Housing Act 1989, the Committee is asked to appoint members to serve on a number of committees, panels and outside bodies in line with the expressed wishes of the political groups.

7.1        In accordance with the provisions of the Local Government and Housing Act 1989, the Committee was asked to appoint members to serve on the committees, panels and outside bodies as set out in the report by the Director of Law and Assurance (copy appended to the signed minutes) in line with the expressed wishes of the political groups.

7.2        Members noted that, following a recent change of group affiliation by Cllr Markwell, he was no longer a member of the Electoral Review Panel leaving a vacancy.

7.3        Resolved – That appointments to committees, panels and South East Employers be approved as set out in the report, subject to the removal of Cllr Markwell from the Electoral Review Panel.

As part of its terms of reference the Governance Committee is required to monitor attendance of members at meetings of the County Council and its committees annually. The Committee is asked to note members’ attendance for the period April 2023 to March 2024.

8.1        The Committee was reminded that, as part of its terms of reference, it is required to monitor attendance of members at meetings of the County Council and its committees annually. The Committee considered a report by the Director of Law and Assurance on members’ attendance for the period April 2023 to March 2024 (copy appended to the signed minutes).

8.2        Resolved – That members’ attendance at meetings for the period 1 April 2023 to 31 March 2024 be noted.

The next meeting of the Committee will be held at 2.15 pm on 9 September 2024 at County Hall, Chichester.

Members are invited to discuss and agree plans for the business of future meetings of the Committee. Planned agenda items include:

·         Corporate Parenting Panel terms of reference

·         Local Government Pension Scheme Employer discretions

9.1        Members noted that the next meeting of the Committee will be held at 2.15 pm on 9 September 2024 at County Hall, Chichester. Planned agenda items include:

·         Corporate Parenting Panel terms of reference

·         Local Government Pension Scheme Employer discretions