Vale of Glamorgan Council
Cyngor Bro Morgannwg
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Agenda Item No. 7

 

The Vale of Glamorgan Council

 

Council Meeting: 28th June, 2017

 

Report of the Managing Director

 

Joint Consultative Forum - Election of Chairman and Vice-Chairman

 

Purpose of the Report

  1. To regularise the appointment process for the Chairman and Vice-Chairman of the Joint Consultative Forum (the Forum) in accordance with its Constitution and to amend the current Forum Terms of Reference to reflect these arrangements.

Recommendations

  1. That the Council note the administrative error and that the election of the Joint Consultative Forum Chairman and Vice-Chairman will be undertaken at its first meeting of the Forum which is due to be held on 3rd July, 2017.
  2. That Council approve the addition to the current Terms of Reference of the Joint Consultative Forum of the wording as set out in paragraph 5 of the report.

Reasons for the Recommendations

  1. To ensure the election process meets the requirements of the Joint Consultative Forum Constitution.
  2. To amend the Joint Consultative Forum's Terms of Reference to take account of the Forum's Constitution.

Background

  1. Council will recall that the recent Annual Meeting dealt with the appointment of the various Chairmen and Vice-Chairmen to the Council's Committees and Forums, which included the Joint Consultative Forum. Councillors Charles and Hampton were subsequently appointed as Chairman and Vice-Chairman to these positions.

Relevant Issues and Options

  1. Since the above meeting taking place, it has come to my attention that the inclusion of the Joint Consultative Forum in the above process was an error as the Forum's Constitution requires the appointment of both positions to be undertaken at the first meeting of the Forum following the Local Government elections and for the duration of the current Administration. The first meeting of the Forum will be held on 3rd July, 2017.
  2. The situation is an unusual one in that Council has the responsibility of agreeing the Forum's Terms of Reference with the Forum itself responsible for agreeing its Constitution.
  3. For Members' information the relevant section of the Forum's Constitution is set out below:

"Composition

5.1      The Forum shall consist of seven elected members of the Council. In the event of an elected member being unable to attend the place will be taken by the Member's named substitute.

5.2      The employee representatives shall consist of a total of twelve representatives in the employ of the Council nominated collectively by the appropriate Trade Unions with the Teaching Association Trade Unions being provided with four representatives. In the event of an employee representative being unable to attend a meeting a substitute member in the employ of the Council can be nominated.

5.3      The Chairperson of the Forum will be elected at the first meeting of the Joint Consultative Forum following the local government elections for the duration of the current administration.

5.4      The Vice Chairperson of the Forum will be elected by the Trade Unions representatives and will chair the Forum in the absence (and at the request) of the Chairperson.

5.5      The quorum at a meeting will be three elected members and six trade union / employee representatives.

5.6      The Standing Joint Secretary to the Forum will be the Head of Human Resources. (In his / her absence the Operational Manager for Human Resources will act as substitute). The Joint Secretary for the employee representatives shall be nominated on an annual basis by the appropriate trade unions."

  1. Consequently, it is now necessary to correct the error and regularise the appointment process, so that the appointment of the Chairman and Vice-Chairman is in accordance with Forum's Constitution.
  2. In addition to the above, it would also be prudent to add to the existing Terms of Reference of the Forum the above wording taken from the Forum's Constitution so that the relevant requirements are reflected and to avoid potential discrepancies in the future.

Resource Implications (Financial and Employment)

  1. There are no direct implications arising from the report.

Sustainability and Climate Change Implications

  1. There are no direct implications arising from the report.

Legal Implications (to Include Human Rights Implications)

  1. The Council is required to comply with the Local Government Act 2000 and subordinate legislation in the drawing up and operation of its Constitution.

Crime and Disorder Implications

  1. There are no direct implications arising from the report.

Equal Opportunities Implications (to include Welsh Language issues)

  1. There are no direct implications arising from the report.

Corporate/Service Objectives

  1. Not applicable.

Policy Framework and Budget

  1. Changes to the composition, membership and the terms of reference for Committees etc. and any consequential changes to the Constitution are matters for Council to determine.

Consultation (including Ward Member Consultation)

  1. This is an internal matter and therefore no external consultation procedure is necessary.

Relevant Scrutiny Committee

  1. Corporate Performance and Resources

Background Papers

Report to the Annual Meeting, 24th May, 2017

Contact Officer

Jeff Rees, 01446 709413

email: jerees@valeofglamorgan.gov.uk

Officers Consulted

Responsible Officer:

Rob Thomas, Managing Director