Each committee is supported by a Committee Services Officer. The primary duty of the Committee Services Officer, is toward the Council itself. The Committee Services Officers operate with impartiality and have a facilitating role in the work of the committee. It is the responsibility of the Committee Services Officer to brief, advise and support the chair and committee members on matters directly relating to the management of Council business.
In addition to their advisory role, committee services staff attached to a committee are also responsible for undertaking all aspects of the organisation and administration necessary for the proper running of the committee. This involves liaison with a variety of officers including, for example, Members support who provide substantive information and assistance for members.
Advising on Procedural Matters and Standing Orders
A principal role of the Committee Services Officer is to advise members on procedure, particularly the application of Standing Orders. Any member of the committee may seek the advice of the Committee Services Officer on any question concerning the conduct of the committee’s business. The Committee Services Officers’ role is to enable the committee as a whole to function effectively in accordance with the rules laid down in Standing Orders. The Committee Services Officers will apply guidance that has been issued or endorsed by the Council and the Monitoring Officer.
At Committee:
| Standing Orders - Committee Services Officer to possess and interpret | |
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Sederunts - Committee Services Officers to have copies |
| Roll Call -To be read out by the Committee Services Officer | |
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Absences to be recorded in the sederunt of the meeting. |
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Scheme of Administrative Arrangements/Delegation - Committee Services Officer to possess |
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Financial Regulations - To be held by the Committee Services Officer |
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Access to Information - Legal Advisers to have and to speak to any issues arising |
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Voting/Motions - The motion is with Councillor X, the amendment is with Councillor Y - Committee services officer to clarify, for the record, if in doubt regarding the terms of a motion or indeed who is moving/seconding the motion/amendment. |
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Recording of votes should be done simultaneously by the Legal Adviser as a double check. |
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Seating - Committee Services Officer to be seated next to the Chair |
Meetings of the Council and Standing Committees are programmed by Committee Services in advance. For Ad-Hoc, Special, Sub-Committees or Working Party meetings once a date and time has been confirmed for a meeting, the Committee Services Officer will ensure that suitable accommodation is booked. The Principal Committee Services Officer will have an overview of this process, including balancing competing accommodation priorities.
When the venue and time of the meeting has been agreed, notification will be given by the Committee Services Officer to all committee members and appropriate officers within the Council. Any committee member who is unable to attend should tender their apologies to the committee services officer in advance, if possible.
Agenda Setting/Briefing Meetings - Pre-meetings for meetings of the Council and Standing Committees are programmed by Committee Services in advance. For Ad-Hoc, Special, Sub-Committees or Working party meetings the Committee Services Officers will liaise with the relevant Chair and appropriate Director(s) to arrange a suitable date and venue for the pre-meeting briefing, if required, and advise the appropriate officers.
Notice Boards - Two outside Boards on the High Street and Greyfriars Street are maintained by Comittee Services. A notice setting out the dates of the meetings of the Council and Standing Committees is posted at the Council Office. Notices relating to Ad-Hoc, Special, Sub-Committee or Working Party meetings are posted, as & when required, at the Council Office and if the meeting is to be held elsewhere, at these premises also.
The co-ordination, publication and issue of committee reports is managed by the Committee Services Officer. For further information on the preparation and issue of reports/agendas see Committee Reports
Agendas will normally be available to members at least one week in advance. Committee Services Officers will aim to post meeting papers on the Internet/Intranet 4 days in advance of the meeting. However, where there is only a short time between committee meetings this may be difficult to achieve, particularly for follow-up action.
Full use will be made of the Council’s intranet, and of the internet. All agendas, papers etc will normally be sent to committee members and relevant staff. Heads of Departments to determine which staff within their department receives a paper copy.
Agenda Folders for holding items pending for Meetings of the Council, Sub-Committees, etc. are held by individual Committee Services Officers.
A minute will be taken by the Committee Services Officer at all committee meetings, public or private, which are formal proceedings of the Council. For further information on the preparation and issue of minutes see Minutes
The Committee Services Officer will arrange for the preparation and circulation to appropriate Officers a draft minutes of proceedings within 5 working days following the meeting.
The final Draft minute is then proof read by the Principal Committee Services Officer.
The PCSO will arrange for the Principal copy of minutes to be signed and thereafter the preparation of the Minute Book to be numbered consecutively.