Contact: Colin Hinxman, Democratic Services, ext 7343; e-mail [email protected]

1. Background

1. At their meeting on 29 June 2005 the Committee asked for more details of the way in which they should exercise their functions to scrutinise the Board and hold it to account, particularly in the area of potential call-in of decisions. Effective operation of the streamlined decision making structure would support Aim 2 - Stewardship of the Environment - and Aim 5 - Improving Services - of the County Council's Corporate Strategy.

2. Terms of Reference

2. Attached for information are the following documents approved by the County Council in May 2005:

· River Hamble Harbour Board

· River Hamble Harbour Management Committee

· Planning and Scrutiny Protocol

3. Experience of call-in with the County Council shows that it is a rare event in practice; perhaps due in part to the publication of agendas and reports in advance of decisions being made.. The relevant sections of the Constitution for the River Hamble provide as follows:

3.2 Decisions of the Board are subject to scrutiny by the Management Committee, and may be "called-in" by a quorum of the Committee (ie five members) for consideration.

3.3 Decisions of the Board will be notified to all members of the Management Committee. Any notice of call-in must be given in writing to the Chief Executive within 7 days. The decision will then be considered at a meeting of the Management Committee, which the Chairman of the Board, (or a nominated deputy) shall attend. The Management Committee shall then communicate its conclusion on the matter in a report to the Board.

4. The Board at its meetings would receive detailed reports, accompanied by a decision sheet for each item. The Chairman would sign on behalf of the Board a decision sheet recording the outcome of each item.

5. In order to set up a workable and efficient system, it would be essential to run communication electronically so that decisions can be promptly communicated by e-mail. It would therefore be necessary to request an e-mail address for all committee members, and one to which members regularly refer. In this way an electronic distribution list could be built up containing e-mail contacts for all committee members, both elected members and other interest groups.

6. Once this is in place, it would be possible to operate as follows:

· 7 days before the Board meeting where possible e-link to the relevant agendas and reports, sent to all committee members

· within 7 days from the Board meeting - decisions communicated to all committee members by means of an e-copy of the decision sheets.

· within 7 days of that notification, 5 members would need to signify their intention to "call-in" the decision by means of an e-mail to the Chief Executive, giving their reasons for doing so.

· Within 14 days of the Chief Executive receiving a total of 5 valid requests for call-in, a meeting of the Management Committee would be set up following consultation with the Committee Chairman.

7. In the event that five or more members wish to call-in a decision, they would

each need to e-mail that request, giving a reason, to [email protected]. That inbox is opened and checked each day.

8. The approach set out in this report was commended by the Board to the Management Committee.

RECOMMENDATIONS:

That the electronic modus operandi be adopted as the means for the River Hamble Harbour Management Committee to exercise its call-in function, and that all members be requested to let the Chief Executive have a current e-mail address which can be used for that purpose.

Section 100D Local Government Act 1972 Background Papers

NB the list excludes:

1 Published works.

2 Documents which disclosure exempt or confidential information as defined in the Act.

None

Contact: Colin Hinxman, Democratic Services, ext 7343; e-mail [email protected]

4. Background

1. At their meeting on 29 June 2005 the Committee asked for more details of the way in which they should exercise their functions to scrutinise the Board and hold it to account, particularly in the area of potential call-in of decisions. Effective operation of the streamlined decision making structure would support Aim 2 - Stewardship of the Environment - and Aim 5 - Improving Services - of the County Council's Corporate Strategy.

2. Terms of Reference

5. Attached for information are the following documents approved by the County Council in May 2005:

· River Hamble Harbour Board

· River Hamble Harbour Management Committee

· Planning and Scrutiny Protocol

6. Experience of call-in with the County Council shows that it is a rare event in practice; perhaps due in part to the publication of agendas and reports in advance of decisions being made.. The relevant sections of the Constitution for the River Hamble provide as follows:

3.3 Decisions of the Board are subject to scrutiny by the Management Committee, and may be "called-in" by a quorum of the Committee (ie five members) for consideration.

3.3 Decisions of the Board will be notified to all members of the Management Committee. Any notice of call-in must be given in writing to the Chief Executive within 7 days. The decision will then be considered at a meeting of the Management Committee, which the Chairman of the Board, (or a nominated deputy) shall attend. The Management Committee shall then communicate its conclusion on the matter in a report to the Board.

4. The Board at its meetings would receive detailed reports, accompanied by a decision sheet for each item. The Chairman would sign on behalf of the Board a decision sheet recording the outcome of each item.

5. In order to set up a workable and efficient system, it would be essential to run communication electronically so that decisions can be promptly communicated by e-mail. It would therefore be necessary to request an e-mail address for all committee members, and one to which members regularly refer. In this way an electronic distribution list could be built up containing e-mail contacts for all committee members, both elected members and other interest groups.

6. Once this is in place, it would be possible to operate as follows:

· 7 days before the Board meeting where possible e-link to the relevant agendas and reports, sent to all committee members

· within 7 days from the Board meeting - decisions communicated to all committee members by means of an e-copy of the decision sheets.

· within 7 days of that notification, 5 members would need to signify their intention to "call-in" the decision by means of an e-mail to the Chief Executive, giving their reasons for doing so.

· Within 14 days of the Chief Executive receiving a total of 5 valid requests for call-in, a meeting of the Management Committee would be set up following consultation with the Committee Chairman.

RECOMMENDATIONS:

That the electronic modus operandi be adopted as the means for the River Hamble Harbour Management Committee to exercise its call-in function, and that all members be requested to let the Chief Executive have a current e-mail address which can be used for that purpose, subject to the views of the management committee. .

Section 100D Local Government Act 1972 Background Papers

NB the list excludes:

3 Published works.

4 Documents which disclosure exempt or confidential information as defined in the Act.

None