Agenda and minutes

To approve as a correct record the Minutes of the meeting of this Committee held on 25 April and 10 May 2022.

The Minutes of the meetings held on 25 April and 10 May 2022 were approved as true and correct records and signed by the Chairman.

To remind Members of the need to record the existence and nature of any personal, disclosable pecuniary or other registrable interests in items on the agenda, in accordance with the Members’ Code of Conduct.

There were no declarations of interest received.

Purpose: To consider the Forward Plan for the next 12 months.

The Committee considered the Governance and Ethics Committee Forward Plan (Agenda Item 4).

RESOLVED that: Governance and Ethics Committee note the Forward Plan.

Purpose: The report sets out the Annual Governance Statement (AGS) for the Council for 2021-22 for approval. The AGS summarises the key governance issues for the Council and the action plan to address these. The AGS is required to be approved by those charged with governance, the Governance and Ethics Committee at West Berkshire, under the Accounts and Audit Regulations 2015.

The AGS will form part of the Council’s financial statements and will be considered by the Council’s external auditors, Grant Thornton, as part of their annual audit for 2021-22.

Joseph Holmes introduced the report (Agenda Item 5), which summarised the key governance issues for the Council and the action plan to address these.

Councillor Tony Linden voiced concern at the quantity of work for officers and Members as a consequence of the large number of meetings, particularly given the forthcoming local elections in 2023. He highlighted the importance of being as efficient as possible without too much bureaucracy.

Councillor Jeremy Cottam suggested that election candidates should be given advance warning of the Member training requirements and programme timetable should they be successful.

RESOLVED that: Governance and Ethics Committee approve the Annual Governance Statement 2021-22.

Purpose: To provide an update on progress that has been made with the review of the Constitution, and proposals for bringing that forward to Council for approval.

Sarah Clarke introduced the report (Agenda Item 6), which updated the Committee on progress made with the review of the Constitution.

It was explained that the intention had been to bring revised documents to Council for approval in July. However, it was now proposed to hold a number of workshops with Members and officers regarding the proposed changes to the above sections of the Constitution, prior to bringing to Council in September for approval.

It was clarified that the review aimed to simplify the Constitution rather than completely re-write it.  

Councillor Linden stressed the importance of cross-party involvement and encouraged Members to attend the workshops to contribute to the revision of the Constitution.

Councillor Rick Jones supported Councillor Linden’s comments, and queried whether the current external governance review commissioned by the Chief Executive would lead to further amendments of the Constitution.

Sarah Clarke did not anticipate that the governance review would have a major impact on the review, however may possibly inform decisions in relation to contract rules and financial rules and thresholds.

Councillor Jeff Cant observed that in relation to committee minutes, and the introduction of Zoom, officers did not appear to be using technology to its best, with minutes far too lengthy. Whilst it was acknowledged that some committee’s had legal requirements it was felt that generally minutes should be streamlined.

RESOLVED that: Governance and Ethics Committee note the report.

RECOMMENDATION: That members of the press and public be excluded from the meeting during consideration of the following items as it is likely that there would be disclosure of exempt information of the description contained in the paragraphs of Schedule 12A of the Local Government Act 1972 specified in brackets in the heading of each item.

RESOLVED that: members of the press and public be excluded from the meeting for the under-mentioned item of business on the grounds that it involves the likely disclosure of exempt information as contained in Paragraphs 3, 5 and 6 of Part 1 of Schedule 12A of the Local Government Act 1972, as amended by the Local Government (Access to Information)(Variation) Order 2006. Rule 8.10.4 of the Constitution also refers.

(Paragraph 3 - information relating to financial/business affairs of particular person, paragraph 5 - information relating to legal privilege and paragraph 6 – information relating to proposed action to be taken by the Local Authority)

Purpose: To highlight the corporate risks (as at the end of March 2022) that need to be considered by Governance and Ethics Committee and to outline the actions that were being taken to mitigate those risks.

(Paragraph 3 –information relating to financial business affairs of a particular person, Paragraph 5 – information relating to legal privilege and Paragraph 6- information relating to proposed action to be taken to the Local Authority)

Catalin Bogos introduced an exempt report (Agenda Item 8), concerning the corporate risks as at the end of March 2022, and actions taken to mitigate them.

RESOLVED that:

Governance and Ethics Committee note the report, including the actions taken to manage the existing risks on the Corporate Risk Register and the following recommendations agreed by Corporate Board and Operations Board:

·         That, Corporate Board and Operations Board note the current (March 2022) position and actions undertaken to minimise the impact for existing 17 risks on the Corporate Risk Register (CRR).

·         That, Corporate Board and Operations Board note the actions proposed to further minimise the impact for risks on the Corporate Risk Register.

·         That, Corporate Board and Operations Board note the current (March 2022) progress with risk mitigation actions and that there are three risks proposed to be escalated on the Corporate Risk Register and one to be de-escalated.