Report to:			Annual Council
Date:			19 May 2022
Title:			Appointment of Representatives on Outside Bodies 2022/23
Portfolio Area:			Council – Cllr Pearce, Leader
Wards Affected:			All
Urgent Decision:		N		Approval and clearance obtained:			Y
Date next steps can be taken: Immediately following this meeting
Author:	Darryl White				Role:	Democratic Services Manager
Contact:	Email: darryl.white@swdevon.gov.uk

RECOMMENDATION:

That Council RESOLVES for the 2022/23 Municipal Year to:

1.      be represented on the list of Outside Bodies (as attached at    Appendix A) and that, for the purposes of Members’ Allowances, attendance at meetings of these Bodies be regarded as an ‘Approved Duty’; and

2.      reinforce the recommendations that were generated by the     Outside Bodies Task and Finish Group review in February      2021, including the importance of Members providing      feedback to the wider membership via the Reporting           Feedback template (as set out at Appendix B).

1. Executive summary

1.1 The Council is required to approve its representation on Outside Bodies and to appoint appropriate representatives to serve on these Bodies.  Group Leaders have been consulted and their nominations are reflected at presented Appendix A.

2. Background

2.1 This report seeks approval of the appointment of Members to the list of Outside Bodies as set out at Appendix A.

3. Outcomes/outputs

    Annual Report

3.1 At its meeting held on 21 April 2022, the Overview and Scrutiny Committee received an Annual Report on the Council’s Outside Bodies to which it was represented (in accordance with the conclusions reached by the Task and Finish Group that conducted a review in February 2021).

3.2 In considering the Annual Report, the Committee noted that some Members were not reporting back using the template that had been agreed at the Annual Council meeting held on 20 May 2021 (appendix 2 refers).  The Committee was also of the view that, when matters at Outside Body meetings were relevant to specific wards, then local Ward Members were not always being informed.

3.3 As a consequence of these findings, the Committee asked that this appointments report include a reminder on the importance of the following Review recommendations (that were ultimately endorsed at the Annual Council meeting held on 20 May 2021) being implemented:

3.3.1     That representative(s) be required to inform local Ward Members when matters specifically relating to their local Ward(s) are to be discussed at a future Outside Body meeting;

3.3.2     That reports produced by representatives should summarise any such discussions or decisions made and explain how the Council (or its residents) will be impacted or what the Council is being requested to do. In so doing, representatives will be required to consider how these discussions or decisions will contribute to the delivery of ‘Better Lives for All’;

3.3.3     That, in order to facilitate reporting, the attached template (at Appendix 2) be completed by representatives who serve on Outside Bodies; and

3.3.4     That such reports from representatives be published via the Members’ Bulletin publication;

Conflicts of Interest

3.4 With some of the Outside Bodies, conflicts of interests due to Council representation can arise.  In such cases, Members should be aware that, even though they may be the Council’s representative, the first legal duty is to act in the best interests of that Outside Body when participating in the affairs of that organisation.  As a consequence, appointed Members are actively encouraged to contact the Council’s Monitoring Officer for advice.

4. Options available and consideration of risk

4.1    There is a risk that Members may find themselves in positions where interests conflict potentially damaging both their own and the Council’s reputation.  To mitigate this risk, Members are encouraged to contact the Council’s Monitoring Officer.

5.  Proposed Way Forward

5.1    The Council is asked to approve the appointments to the list of Outside Bodies (as set out at Appendix A) and reinforce the recommendations that were generated by the Outside Bodies Task and Finish Group review in February 2021, including the importance of Members providing feedback to the wider membership via the Reporting Feedback template.

6. Implications

Implications	Relevant to proposals Y/N	Details and proposed measures to address
Legal/Governance	Y	Statutory Powers – Local Government Act 1972
Financial implications to include reference to value for money	N	There are no direct financial implications
Risk	N	These are addressed in the report
Supporting Corporate Strategy		Efficient and Effective Council
Climate Change - Carbon / Biodiversity Impact		Not applicable
Comprehensive Impact Assessment Implications
Equality and Diversity		Not applicable
Safeguarding		Not applicable
Community Safety, Crime and Disorder		Not applicable
Health, Safety and Wellbeing		Not applicable
Other implications		Not applicable

Supporting Information

Appendices:

Appendix 1 – list of Outside Bodies (and nominated representatives); and

Appendix 2 – Reporting Feedback template.

Background Papers:

Annual Council agenda and minutes – 20 May 2021; and

Overview and Scrutiny Committee agenda and minutes – 21 April 2022 meeting