Agenda and draft minutes
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Contact: Evelyn Akoto Tel: 020 7364 4207, E-mail: evelyn.akoto@towerhamlets.gov.uk
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COUNCILLOR SHIRIA KHATUN (CHAIR) IN THE CHAIR
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APOLOGIES FOR ABSENCE To receive any apologies for absence. Minutes: Apologies for absence were received on behalf of: · Councillor John Pierce (Vice- Chair). for whom Councillor Khales Uddin Ahmed was deputising. · Councillor Lutfa Begum. · Councillor Ahmed Adam Omer.
Noted
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DECLARATIONS OF DISCLOSABLE PECUNIARY INTERESTS PDF 56 KB To note any declarations of interest made by Members, including those restricting Members from voting on the questions detailed in Section 106 of the Local Government Finance Act, 1992.
See attached note from the Monitoring Officer.
Minutes: No declarations of Disclosable Pecuniary Interest or other declarations of interest were made.
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UNRESTRICTED MINUTES PDF 66 KB To confirm as a correct record of the proceedings the unrestricted minutes of the ordinary meeting of the General Purposes Committee held on 19 December 2012. Minutes: The Chair Moved and it was:-
Resolved
That the unrestricted minutes of the ordinary meeting of the General Purposes Committee, held on 19th December 2012, be agreed as a correct record of the proceedings, and the Chair be authorised to sign them accordingly.
Action by: Angus Taylor (Principal Committee Officer, Democratic Services, CE’s)
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UNRESTRICTED REPORTS FOR CONSIDERATION |
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Olympic Park Byelaws PDF 104 KB Additional documents:
Minutes: Mr Greeno, Senior Advocate – Legal Services, introduced and highlighted key points in the report, which provided details of proposals for byelaws to cover the Queen Elizabeth Olympic Park (‘the Park’) following handover of the Park in 2013 to the London Legacy Development Corporation (LLDC).The Park straddled several local authorities, including Tower Hamlets, with each asked to make identical byelaws, for parks/ open spaces and public conveniences, thereby addressing potential problem behaviours and ensuring acceptable behaviour in the Park.
A discussion followed which focused on clarification being sought and given on the following points:-
· What stage had the other relevant boroughs reached in the making of these byelaws. Some other boroughs had applied to DCLG for pre-approval of their byelaws well ahead of the July 2013 deadline. · Whether there were significant differences between the byelaws to apply in the LBTH part of the Park and those to apply in other parts. There would be a difference in the age threshold to use play areas with this having been raised to 14 years old in LBTH but being 11 in the Park. · Whether a person would be able to undertake an activity such as archery in a part of the park in one borough but not in another part. No the byelaws in one area complemented those of another. · Whether these byelaws would also apply to smaller parks and open spaces in Tower Hamlets. No a separate byelaw making process had commenced before this one and these were due to come into force in other LBTH parks later in the year. · Also whether they would apply to open spaces on Housing Association land. No; and byelaws for HA land fell under the provisions of different statutory powers. · In the event of a breach of the byelaws, what enforcement action could be taken, who was empowered to take this, who was responsible for the cost of this. Whether consideration had been given to byelaws to mitigate abuse of the Park by ‘problem Travellers’ as had happened in the recent past with the “Occupy” campaign in Mile End Park. The LLDC security Officers could not enforce only ask people to desist and the process to escalate enforcement to Safer Neighbourhood teams or the Police was outlined, and who bore responsibility for the cost of this. Trespassing Travellers could be dealt with by court order. · Whether there had been any breaches of park byelaws in recent years. There had not been a prosecution for breach of park byelaws in LBTH in at least 20 years.
The Chair Moved the recommendation as set out in the report, and it was: -
Resolved:
That Full Council be recommended to make two sets of byelaws for Queen Elizabeth II Olympic Park, as set out in Appendix 1 and 2 to the report.
Action by: Angus Taylor (Principal Committee Officer, Democratic Services, CE’s) Paul Greeno (Senior Advocate, Legal Services, CE’s)
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Review of Virement Rules PDF 80 KB Minutes: Special Circumstances and Reasons for Urgency The Chair informed members of the GPC that the special circumstances and reasons for urgency associated with the proposals were as below.
“The report on Review of Virement Rules follows the Budget Council decision of 7th March 2013 and required research into what actions had been taken as a result of a previous Council decision. In order to take forward the proposed amendment at Budget Council which could not be considered at that meeting this is the earliest opportunity for the matter to be considered.”
The Chair subsequently agreed the special circumstances and reasons for urgency, indicating that she was satisfied that the matter was urgent, as defined in the Authority’s Constitution (Part 4 Rules of Procedure, Section 4.2 Access to Information Procedure Rules, Rule 6 Items of Business, sub paragraphs 6.3 and 6.5. The special circumstances justifying urgency being as detailed above.
Mr Holme, Acting Corporate Director Resources, introduced and highlighted key points in the report, which: · Provided background information regarding the need for establishment of a working group to undertake a review budget making/ virement arrangements and make recommendations to Council. Terms of Reference and timeline for the proposed review were also reported. · Outlined the definition and nature of virements and statutory guidance about them. · Detailed the existing virement rules set out in the Authority’s constitution. Mr Holme emphasised that he had progressed the initiation of the review and with GPC approval would progress the engagement of CIPFA to help identify a suitably qualified and experienced independent advisor to the working group.
A discussion followed which focused on the following points:- · Commented that it was disappointing that a resolution of full Council taken in January 2012, instructing the then Interim Chief Executive to set up a working group on budget making and virement arrangements, was only being progressed in March 2013. Officers clarified that agreement had not been reached on setting up the working group, and in particular identifying the independent adviser to it. The action had been for another Officer to take, but was now being taken forward by the Acting Corporate Director Resources. · Clarification was sought and given as to: o Whether Officers were more optimistic that stakeholder agreement on the Independent Adviser (IA) would now be reached. o What comprised the review cost of £15,000, and particularly the element for providing an IA. · Whether the costs associated with recruiting and remunerating an independent adviser were a good use of public funds. Consensus that the review process needed taken forward and the engagement of CIPFA in the IA recruitment was an important ingredient in achieving agreement on the IA and achieving progress. · Consideration that the Mayor’s recent agreement of virements of approximately £700k, to fund activities not provided for in the Budget set by full Council, merited action to prevent similar future decisions. Accordingly the Chair informed members of the Cabinet that she had Tabled a written Motion in relation to the recommendations set out in the report, a ... view the full minutes text for item 4.2 |
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Local Electoral Review - update PDF 103 KB Minutes: Ms Louise Stamp, Electoral Services Manager, introduced and summarised key points in the report, which provided a further progress update on the current Local Government Boundary Commission for England (LGBCE) electoral review of Tower Hamlets, the aim of which was to establish the most suitable number of councillors for the authority; and within this to propose the number and boundaries of wards to improve electoral delivery. Ms Stamp added that once the LGBCE review was complete there would be a need to implement new polling districts/ polling stations and a further report would be submitted for GPC consideration in July 2013.
A discussion followed which focused on the following points:- · Ms Stamp and her Officer team were formally thanked for provision of excellent support to the GPC and all political groups in understanding the LGBCE local electoral review process and to make representations through it. · Commented that the contribution of Ward Members had been welcomed in previous reviews of polling districts/ polling places in Tower Hamlets, and accordingly proposed that Ward Members were consulted and engaged in the forthcoming review of such arrangements. A number of detailed suggestions were subsequently made as to how current such arrangements might be improved with these being re-visited in the forthcoming review. The retention of familiar polling stations to improve voter turnout and the importance of equal size polling districts was emphasised. Ms Stamp responded that the delivery of quality polling districts (not too large or small), consideration of where polling places were located, and the overall clarity of arrangements for voters, were all important factors for the polling district/ polling place review. · Concern was expressed regarding the accuracy of the Electoral Register and assurance was sought and given regarding the cleansing of the Register before elections in 2014.
The Chair Moved (taking account of comments and suggestions from GPC members) together with an additional recommendation detailed at Resolution 3 below, and it was:-
Resolved
1. That the contents of the report and verbal update be noted;
2. That Ward Member consultation/ engagement in the forthcoming review of polling districts/ polling places in Tower Hamlets be accommodated; and other specific suggestions to improve current arrangements be accommodated as far as reasonably possible; and
3. That the report on the polling district/ polling place review in Tower Hamlets be presented to GPC for consideration on a dated agreed by the Service Head Democratic Services after consultation with the Chair.
Action by: John Williams (Service Head Democratic Services, CE’s) Louise Stamp (Electoral Services Manager, CE’s)
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Electoral Matters Update PDF 103 KB Minutes: Please note that the greater part of GPC deliberations relating to this item of business took place in Part Two of the proceedings (Exempt/ Confidential Section of the agenda or “closed session”), for the reasons outlined by the Chair below. However, for ease of reference, the deliberations/ decision taken that pertain to the unrestricted report are set out below in the order detailed in the agenda.
The Chair informed members of the GPC that Appendix B to the report contained exempt/ confidential information, the consideration of which was required in Part Two of the proceedings (Exempt/ Confidential Section of the agenda: agenda Item 8). After an initial introduction of the unrestricted report and any discussion thereof in open session, it would therefore be necessary to exclude the public and press during consideration of the exempt/ confidential appendix.
The Chair also informed GPC members that: · The report of the Electoral Commission: ”Allegations of electoral fraud in Tower Hamlets in 2012 – Report on the outcome of investigations” shortly to be published by the Commission had been Tabled, a copy of which would be interleaved with the Unrestricted minutes. · A proposed “Code of Conduct for campaigners: postal voting, proxy voting and polling stations” had been Tabled, a copy of which would be interleaved with the Unrestricted minutes.
Ms Louise Stamp, Electoral Services Manager, introduced the report which provided an update on various matters concerning electoral registration and the conduct of elections, and summarised the key points contained therein.
The Chair Moved and it was:-
Resolved
That the contents of the report be noted.
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ANY OTHER UNRESTRICTED BUSINESS WHICH THE CHAIR CONSIDERS URGENT Minutes: None.
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EXCLUSION OF THE PRESS AND PUBLIC In view of the contents of the remaining items on the agenda the Committee is recommended to adopt the following motion:
“That, under the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contains information defined as Exempt in Part 1 of Schedule 12A to the Local Government Act, 1972.”
EXEMPT SECTION (Pink Papers)
The exempt committee papers in the agenda will contain information, which is commercially, legally or personally sensitive and should not be divulged to third parties. If you do not wish to retain these papers after the meeting, please hand them to the Committee Officer present. Minutes: The Chair Moved and it was: -
Resolved:
That in accordance with the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contained information defined as exempt or confidential in Part 1 of Schedule 12A to the Local Government, Act 1972.
SUMMARY OF EXEMPT PROCEEDINGS
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EXEMPT/CONFIDENTIAL MINUTES To confirm as a correct record of the proceedings the restricted minutes of the ordinary meeting of the General Purposes Committee held on 19 December 2012.
Minutes: Minutes of ordinary GPC,19th December 2012, approved.
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EXEMPT/ CONFIDENTIAL REPORTS FOR CONSIDERATION |
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Electoral matters update - Appendix B Minutes: Appendix B to report tabled and contents noted.
The report of the Electoral Commission:”Allegations of electoral fraud in Tower Hamlets in 2012 – Report on the outcome of investigations” shortly to be published by the Commission tabled (See minute for Agenda Item 4.4) and contents noted.
A proposed “Code of Conduct for campaigners: postal voting, proxy voting and polling stations” tabled (See minute for Agenda Item 4.4) and contents noted.
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Local Authority Governor Appointments Minutes: Contents of report noted and recommendations agreed with a minor amendment.
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ANY OTHER EXEMPT/ CONFIDENTIAL BUSINESS THAT THE CHAIR CONSIDERS URGENT Minutes: Nil items
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